S02 36C26026Q0447 SOLICITATION.pdf

Combined Synopsis/Solicitation Notice

This is a combined synopsis/solicitation for commercial products prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.2, “Streamlined Procedures for Solicitation, Evaluation, and Award for Acquisition of Commercial Products and Commercial Services. “Commercial Services,” as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued.

This is a Request for Quote (RFQ), and the solicitation number is 36C26026Q0447. The Government anticipates awarding five-year firm-fixed price Multiple Award Indefinite Delivery Indefinite Quantity (IDIQ) Contracts resulting from this solicitation.

This is a solicitation for Lodging for eligible beneficiaries for the Portland VA Medical Center.

The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2025-06 Effective November 19th, 2025.

The associated North American Industrial Classification System (NAICS) code for this procurement is 624229, with a small business size of $19 Million, and the Product Service Code (PSC) is G004.

The Department of Veterans Affairs, Veterans Healthcare Administration, Regional Procurement Office West, Network Contracting Office 20, on behalf of the VA Portland VA Healthcare System, is seeking the following Service and Support in compliance with the included Statement of Work.

Combined Synopsis/Solicitation Notice

PAGE 1 OF1. REQUISITION NO.

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NO. 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

a. NAME b. TELEPHONE NO. (No Collect Calls) 8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY CODE 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE: % FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

17a. CONTRACTOR/OFFEROR CODE FACILITY CODE 18a. PAYMENT WILL BE MADE BY CODE

TELEPHONE NO. UEI: EFT:

PHONE: FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19. 20. 21. 22. 23. 24.

ITEM NO. SCHEDULE OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________ 29. AWARD OF CONTRACT: REF. ___________________________________ OFFER COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DATED ________________________________. YOUR OFFER ON SOLICITATION DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY (BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION (REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

N/A

36C26026Q0447 04-29-2026

JAMES HARRIS 3605537618 05-13-2026

13:00

36C260 Network Contracting Office 20

ATTN: V4CONT

1601 E. Fourth Plain Blvd Bldg.17, Suite B428 Vancouver WA 98661

X

624229

$19 Million

NET30 N/A

X

36C648

Department of Veterans Affairs Portland VA Medical Center Warehouse 1601 East Fourth Plain Blvd Vancouver WA 98661

36C260

Network Contracting Office 20

ATTN: V4CONT

1601 E. Fourth Plain Blvd Bldg.17, Suite B428 Vancouver WA 98661

Dept of Veterans Affairs

FMS-VA-2(101)

Financial Services Center

PO BOX 149971

Austin TX 78714-9971

See CONTINUATION Page

The contractor shall provide Health Care for Homeless Veteran Medical Respite Care Services for the Portland VA Medical Center in accordance with the statement of work.

This solicitation is for a Five Year award of an Indefinite Delivery Indefinite Quantity (IDIQ) Contract with a period of performance of 6/1/2026 to 5/31/31.

Individually funded Task Orders will be issued by the NCO20 Contracting Office for each ordering period.

All responses to this solicitation are to be submitted to the POC listed on this notice at james.harris13@va.gov by the date and time listed on this notice. Telephone calls will not be accepted.

See CONTINUATION Page N/A

X X

ONE

JAMES HARRIS

CONTRACTING OFFICER

36C26026Q0447

Table of Contents

SECTION A

A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

B.3 DELIVERY SCHEDULE

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES (NOV 2023)

C.2 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.3 52.216-18 ORDERING (AUG 2020)

C.4 52.216-19 ORDER LIMITATIONS (OCT 1995)

C.5 52.216-22 INDEFINITE QUANTITY (NOV 2025) (DEVIATION) ALTERNATE II

(NOV 2025)

C.6 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.7 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV

2018)

C.8 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

SECTION E - SOLICITATION PROVISIONS

E.1 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (SEP 2023)

E.2 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (NOV 2021)

E.3 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (OCT 2025) (DEVIATION

FEB 2025)

E.4 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.5 52.216-1 TYPE OF CONTRACT (NOV 2025) (DEVIATION)

E.6 52.216-27 SINGLE OR MULTIPLE AWARDS (OCT 1995)

E.7 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.8 VAAR 852.252-70 SOLICITATION PROVISIONS OR CLAUSES INCORPORATED

BY REFERENCE (JAN 2008)

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C260

Network Contracting Office 20

ATTN: V4CONT

1601 E. Fourth Plain Blvd

Bldg.17, Suite B428

Vancouver WA 98661

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

[X] 52.232-33, Payment by Electronic Funds Transfer—System For Award Management, or

[] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [x] Monthly

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

AMENDMENT NO DATE

VA PORTLAND HEALTHCARE SYSTEM

STATEMENT OF WORK

CONTRACT MEDICAL RESPITE

A. PURPOSE.

The Department of Veterans Affairs Portland, Oregon Health Care System (VAPORHCS) requires Contractors to provide services as part of its community based Health Care for Homeless Veterans (HCHV) program. The HCHV program’s Contract Residential Services (CERS) Medical Respite Pilot target and prioritize Veterans experiencing homeless who being discharged from institutions, including those in need of medical respite, are transitioning from literal street homelessness and require safe and stable living arrangements while they seek permanent housing. This contract is specifically for Medical Respite in an environment supportive of recovery including a focus on Harm Reduction and supportive of a Housing First approach.

B. BACKGROUND.

Through the HCHV program, VA provides supportive services to Veterans and facilitates their access to a broad range of medical, mental health, and rehabilitative services. The purpose of this solicitation is to obtain offers from agencies in surrounding areas, within 15 miles of the VA Portland Medical Center, that can provide secure respite housing and supportive services to Veterans experiencing homelessness.

This notice is specific in soliciting for a medical respite program to support the most vulnerable and at-risk homeless Veterans in a safe and secure environment that supports their goals for recovery. Services will be provided to VHA healthcare-eligible Veterans who may be discharging from the VA Medical Center or literally homeless Veterans who may be preparing for planned medical procedures that will require stabilization prior to and after hospitalization.

The contractor will be required to provide a low-barrier therapeutic and rehabilitative milieu and attendant services to address medical rehabilitation, while targeting the underlying factors contributing to homelessness. The Contractor will not be required to provide detoxification or other acute level treatment. A Veteran using this service will be medically independent, will be able to perform all activities of daily living (ADL), and will not need personal assistance from homeless shelter staff. Costs associated with Veteran care will be determined by bed days of care per month. This notice is looking for the placement of two or more veterans at a time as needed by the Portland VA Medical Center. Additional services to be included as follows:

shelter with sleeping and shower facilities, three daily meals, and case management services.

C. SERVICES TO BE PROVIDED

I. BASIC SERVICES: The Contractor shall furnish each Veteran who has been approved as eligible by the VA and admitted for care under this contract with the following basic services:

a. Secure respite housing in an ADA-accessible dorm or single room.

b. Primary care, immediately and extending beyond clients’ stay in respite housing.

c. Basic necessities such as personal hygiene supplies, clothing and weekly food boxes.

d. Dedicated access to health care, housing and employment services.

e. Case management for complex needs across health care, housing, treatment, employment and benefits systems.

f. Tailored interventions and guidance on self-management, goal-setting and access to resources.

g. Support in making and keeping appointments with Contractor and non-Contractor health care providers, including transportation.

h. Access to treatment for substance use disorders, hepatitis C and specialized mental health care.

i. Transition planning.

The contracted program will offer services to male, female, transgender and non-binary Veterans who require recuperative medical care stabilization due to sickness, injury preparation for and/or recovery from inpatient hospital care. It is understood that Veterans to be served under this contract will require care and services above the level of room and board.

The Contractor will provide therapeutic rehabilitative and recovery services, which shall be determined according to the needs of the Veteran through a biopsychosocial intake assessment.

The Contractor shall be capable of receiving referral Monday through Friday during business hours of 8am to 4:30pm, excluding Federal holidays. Absences of any Veteran from the facility in excess of seventy–two (72) consecutive hours will not be reimbursable except with prior approval of the designated Contracting Officer’s Representative (COR) or designee. Negative drug screens will not be a requirement for admission.

II. THERAPEUTIC AND REHABILITATIVE SERVICES:

The Contractor is expected to provide the following:

a. Case Management:

1) Interventions will be patient-centered.

2) A comprehensive assessment of Veteran’s psychosocial needs and client-centered

Individualized Care Plan (ICP) will be developed within 72 business hours of admission. Information from the assessment will be integrated into the Veterans’ Individual Care Plan.

3) The Contractor will be expected to coordinate with the COR or designee to ensure Veterans’ goals, as expressed in both the agency and COR or designee’s intake, are reflected in the ICP.

4) The Contractor is responsible for ensuring that all requests for extension of services beyond the initially authorized service period of 90 days are reviewed and approved in writing by the COR or designee.

5) The Contractor will provide structured individual case management, at minimum, weekly including counseling on self-care skills, adaptive coping skills, financial planning, permanent housing search, written care plan, referral for financial benefits. Additional counseling may include, professional and vocational rehabilitation counseling in collaboration with VA programs and community resources. Every 30 days the Case Manager will also be expected to meet with the COR or designee for case management update meetings.

6) The Contractor will document services and case management efforts by all team members including, but not limited to housing, benefit and employment specialists, and program management staff.

7) Special attention will be made to address High Suicide Risk (HSR) Veterans as identified by the COR or designee, VA Staff, and/or the Contractor. The Contractor will avail themselves to be contacted by the Suicide Prevention Coordinator immediately should a Veteran miss an appointment and his/her safety must be verified.

b. Medical Case Management Services:

1) Provides support to Veterans in maintaining health and wellness in the Medical

Respite program.

2) Assists Veterans with scheduling medical and mental health appointments, provides customized education for medical diagnosis and medication management, and arranges transportation to and from all appointments. Makes referrals to community based organizations when health and/or psychosocial condition(s) indicate need for appropriate referral(s) and ensures all medications prescribed are reconciled to prevent duplication of orders.

3) Promotes clear communication amongst treating providers by ensuring awareness in regards to Veteran’s medical needs and prescribed medication.

4) Provides coordination of care by meeting with Veterans and medical staff to determine goals and recovery targets for identified conditions.

5) Assist Veterans with medication management by monitoring compliance issues and providing extensive medication education to improve compliance.

6) Teaches appropriate medical interventions in regard to wound care, self-care, and management of medical diagnosis.

c. Medication Management:

1) Contractor shall be capable of providing secure, appropriate storage for medication including access to refrigeration as needed.

2) Education and assistance with medication management shall be provided to

Veteran by a licensed professional as needed.

d. Employment Services:

1) The Contractor will provide referrals to all relevant employment opportunities the

Veteran is eligible for and interested in.

2) Employment readiness will be clearly assessed and documented.

3) The Contractor will document all structured activities that support Veteran in applying for employment.

e. Financial Planning:

1) The Contractor will refer to and follow up on all potential financial resources the

Veteran may be eligible for (e.g. SSI, SSDI, SNAP, NSC pension, GA, etc.).

f. Recovery:

1) Support for a healthy lifestyle provided in an environment conducive to social interaction and the fullest development of the resident’s rehabilitative potential.

2) Assistance to gain and apply knowledge of the recovery process in an environment supportive of recovery models including a focus on Harm Reduction rather than strict abstinence and supportive of a Housing First approach.

g. Permanent Housing or Transitional Services Assistance:

1) The Contractor is required to provide Veterans with direct and ongoing assistance in achieving permanent housing or appropriate long term residential care.

2) Plans for Veterans’ transition to permanent housing placements must be clearly reflected in each ICP and in progress notes.

3) Examples of expected housing services include:

i. Assistance obtaining and reviewing Veteran’s free credit report, identifying associated housing strengths and/or barriers;

ii. Creating a Tenant Portfolio with Veteran that contains all relevant documents required in the rental process, including a completed sample rental application for Veteran, income verification documents, identification, applicable subsidies, etc.;

iii. Reviewing affordable housing rental options and Permanent Supportive Housing (PSH) program offerings, and assisting Veterans with making appropriate rental inquiries and submitting completed rental applications;

iv. Conducting regular and individualized housing advocacy efforts, including transportation, assistance scheduling, meeting, and communicating with property managers and landlords, and engage in troubleshooting where rental barriers or denials occur in the housing search process

v. Support applications for placement in higher level of care as appropriate

vi. Assist with applications to all appropriate and available housing resources in areas identified by participant.

h. Discharge Planning:

1) Securing permanent housing will be the primary discharge goal for every Veteran, and resources will be coordinated for discharge to a successful community placement throughout the duration of the Veteran’s stay.

2) All Veterans must have a discharge plan within one week of admission.

3) A negative discharge for undesirable behavior is a committee decision that must include a good faith effort to coordinate with the COR or designee prior to discharge.

4) All Veterans scheduled for discharge based on behavior must meet with the treatment team and work with team to determine most therapeutic option for Veteran.

a. This does not include violations for safety reasons. Any and all actual or threatened violence will be grounds for discharge. Veterans may be discharged for safety reasons at any time.

5) Lastly, all measures must be met in order to receive the highest past performance rating. These include the following:

HCHV2 (DC w/ Neg. Exits) - 20% Bed Occupancy > 80% Length of Stay ≤ 90 Days

i. Staffing Ratio:

1) The Contractor will maintain appropriate staffing requirement to support populations of homeless and medically vulnerable Veterans.

2) Staff is defined as a paid professional and does not include interns or trainees. The VA requires that case managers working with Veterans do not engage in any outside duties that do not pertain to the HCHV program which includes, case management of or group facilitation of non-Veteran populations unless a waiver has been granted by the COR or designee. The Contractor will have no more than two point of contacts per program.

III. COORDINATION OF CARE

a. VA Coordination:

1) The COR or designee is responsible for confirming program eligibility.

2) The COR or designee determines clinical appropriateness of placement and coordinates placement.

3) The Contractor completes all required VA endorsed paperwork

4) The Contractor coordinates with the COR or designee as needed to support access to VA programs and services

5) The initial stay for a Veteran is expected to be no longer than 90 days.

6) After 90-days, extensions in program are to be granted by the COR or designee in writing every 30 days until discharge is clinically appropriate.

7) The Contractor ensures a minimally acceptable level of 80% occupancy (preferred

90-100%) of respite funded beds is maintained at all times through independent outreach efforts, as well as, in collaboration with VA.

8) The Contractor will not be paid for care provided to a referred Veteran beyond the period authorized, unless an extension of the authorization is provided in writing by the VA.

9) Only extraordinary circumstances will be considered in order to extend service periods up to and in excess of 6 months for individual Veterans.

b. Intake Packets:

1) All Veterans must receive an intake packet within 72 business hours which includes, at minimum, the following information:

a. Description of the Contractors services

b. Grievance Policy

c. Emergency procedures

d. Patient rights and Reasonable Accommodation

c. Grievance Procedures:

1) The Contractor must have an internal grievance process that Veterans can use to resolve conflicts within the program. Policy must include written procedures for resolving grievances, including a statement regarding the client’s right to request reasonable accommodation, and must post them in a conspicuous and accessible location. In addition, each client shall receive a copy of the grievance policies and procedures, upon intake and upon receiving a warning or discharge notice.

d. Incident Reporting: The Contractor shall notify the VA immediately when any adverse critical incident involving a Veteran admitted to the program occurs. Critical Incidents include:

Falls Elderly/Dependent Adult Abuse or Neglect Assault Fire (Veteran Involved) Medical or Mental Health Emergency (9-1-1 Calls) Hospitalization Suicidal ideation or attempt Homicidal ideation Assault (of other residents or Staff) Death Infectious Control Concerns (Bed Bugs, TB, etc.)

Observation/ Possession of Weapons

During normal business hours, the COR or designee should be contacted immediately by phone to report such an incident. A written report to the COR or designee should follow within 24 business hours. The report should list known precipitating factors or triggers.

Contractor shall maintain a copy of all critical incident reports in the involved Veteran’s individual case record.

e. Documentation of services:

The residential treatment setting must comply with the following requirements:

1) Confidentiality of Certain Medical Records (38 U.S.C 7332),

2) Confidentiality of Alcohol and Drug Abuse Patients Records (42 CFR, Part II)

3) There will be no re-disclosure of patient information by the Contractor.

4) All records will be maintained with such security and confidentiality as required, and will be made available on a need-to-know basis to appropriate VA staff members involved with the treatment program of the Veterans concerned.

5) To protect Veteran identity, all email notifications and documents will be sent to the COR or designee using a unique case number or secured messaging.

6) Essential identifying data relevant to the Veteran, including appropriate assessments and history of the Veteran’s homelessness.

7) Data relevant to the Veteran’s admission and anticipated length of stay.

8) Language reflecting the quality of the discharge should read “Planned” or

“Unplanned”.

9) Documentation and/or reporting as requested by the Homeless Management

Information System (HMIS).

10) It is agreed that the VA may readily have access to all records concerning the

Veteran’s care in the program. Upon discharge or death of the Veteran, records on all VA beneficiaries will be retained by the program for a period of at least three years following termination of care.

f. Referrals, Admissions And Eligibility:

1) Veterans are identified by VAPORHCS Social Workers including, but not limited to, the Community Resource and Referral Center (CRRC), Inpatient Wards, HCHV Outreach Social Workers, Complex Discharge Committee, and Community Outpatient Clinics.

2) Referral process will be determined by the COR or designee and the Contractor prior to contract initiation, however, will at minimum include submission of a VA form 10-5345, Release of Information (ROI), granting two-way communication and disclosure of pertinent medical diagnoses. This process is subject to review by the COR or designee.

3) The Contractor is not permitted to require written applications from referral sources and/or Veteran as condition of admission to the program unless pre-approval has been obtained from the COR or designee.

4) HCHV contracts must have their own, separate interest list that cannot be combined with any other programs.

5) The Contractor must utilize a transparent admission process that includes written eligibility criteria that is fair, objective, and compliant with applicable State and Federal laws.

6) The Contractor will provide verbal and written notification that is readily accessible to all individuals including the COR or designee, upon request, of reasons for non-acceptance.

7) Notification of reasons for non-acceptance is not required to be given to those denied service/housing because of bed unavailability.

8) The eligibility information must be made available to clients at intake and staff must provide answers to questions about the admission criteria and process.

9) Contractors must have formal appeal procedures through which clients may appeal unfavorable admission or eligibility decisions and a copy of the policy for appeals is to be given to the Veteran at screening or intake.

10) For denials, a waiver for admission and intake procedures can be requested COR or designee.

11) Admission process is subject to review by the COR or designee, adjustments may occur at any time to ensure accessibility for Veterans.

12) The VA will assist eligibility determination of Veterans prior to acceptance by the Contractor for services. The Contractor is responsible for requesting verification from the COR or designee.

13) It is understood that the Contractor will not be paid for care provided to a referred Veteran beyond the period authorized, unless an extension of the authorization is provided by VA.

14) It is understood that the type of Veterans to be cared for under this contract will require care and treatment services over and above the level of room and board. It is also understood that referred Veterans may need more intensive case management than the general population.

15) To be eligible for placement in HCHV medical respite contract beds, all Veterans must be homeless or at imminent risk of becoming homeless and be eligible and registered for VA services.

16) Contractors are encouraged to provide housing and or services to special Veteran populations, such as but not limited to the following: medically compromised Veterans, Veterans with sex offender status, seriously mentally ill Veterans, Veterans who have abused drugs or alcohol for many years, and/or Veterans who have been involved with the legal system.

17) Exclusions for sex offenders may be made based on population status (i.e.

families) or location of program.

18) Unless determined clinically inappropriate by the COR or designee, Veterans cannot be denied entry to HCHV medical respite based solely upon length of current abstinence from alcohol or non-prescribed controlled substances, active use, the number of previous treatment episodes, the time interval since the last program entry, the use of prescribed controlled substances, disability, income, gender, or legal history.

a. This includes a Veterans status of being a victim of Domestic Violence and as such cannot be considered during the screening process.

b. The screening process must consider each of these special circumstances and determine whether the program can meet the individual Veteran's needs while maintaining the program's safety, security, and integrity.

c. The Contractor must employ a harm reduction approach.

d. Contractor will provide verbal and written notification that is readily accessible to all individuals including the COR or designee, upon request, of reasons for non-acceptance.

IV. FACILITIES:

a. Room and Board:

1) Shall be accessible to the Veteran 7 days a week and 24 hours per day.

2) Accommodations will include a bed and other furnishings such as a dresser, storage locker and lock or designated locked secured space, and personal linens (towels, pillows, blankets and bed sheets, etc.).

3) Storage space will accommodate two bags of belongings and all prescribed medical equipment.

4) The Contractor will allow Veteran to store personal belongings for at least 72 hours after formal HCHV discharge.

5) Should a Veteran abandon his/her belongings, the contractor will make three documented attempts to contact the Veteran before disposing Veterans items.

b. Meals:

1) At minimum Veterans receive food boxes weekly.

2) Contractor is responsible for supporting Veterans in accessing alternative meals to meet dietary restrictions

3) The facility shall provide storage space in an onsite refrigerator for Veterans to store and freely access personal food.

4) The facility shall establish and maintain sanitary procedures for washing dishes, cleaning equipment and work areas, and disposing of waste.

c. Laundry facilities:

i. Detergent free of charge and adequate for residents to do their own laundry or to have laundry done at minimum one time per week.

ii. Should a Veteran have difficulty doing his or her own laundry, the facility will provide guidance.

iii. Should a Veteran refuse to wash his or her clothes, this will not be grounds for discharge but rather be addressed as a therapeutic opportunity.

d. Milieu:

1) The Contractor will cultivate a milieu of trust and safety.

2) As a part of the engagement strategy, Veterans will be invited to participate in the activities of everyday life, including meals, chores, recreation activities, and socializing. These activities must maintain a therapeutic significance. Such opportunities will be offered, not required nor demanded and modeled by staff.

a. Veteran’s resistance to participate in these activities will not be grounds for discharge.

3) A Harm Reduction Model will be utilized. Fidelity to this model may be assessed at any time by the COR or designee.

V. RULES, POLICIES AND PROCEDURES:

The Contractor shall have reasonable rules governing day-to-day life and activities in the facility. The purpose of these rules is to promote transition, safety, cleanliness, and dignity.

1) Procedures for Negative Discharge or Sanction:

a. The Contractor must clarify rules in which behaviors constitute gross misconduct and are grounds for immediate discharge from the program and which would prompt a written warning if violated and potential discharge if violated repeatedly.

b. The Contractor will describe the formal appeal procedures through which clients may appeal program regulations, sanctions or discharges. This information must be provided to clients in writing upon intake and must be clear and easily understandable by clients. This information will include at minimum:

Immediate contact with the COR or designee Timely due process provisions which should include two warning notices for violations which do not result in immediate discharge prior to issuance of a discharge notice and an opportunity for a case conference after appropriate warning is issued to the client

Notice of, and access to, formal appeal procedures Notice of the conditions or process for re-admission to the program.

Reasonable efforts to provide an appropriate referral to another facility or appropriate level of care as needed This does not apply to Veterans who are discharged for danger to others

VI. PERSONNEL:

1) The Contractor shall assign personnel that by education, training, and when required certification or licensure, to be qualified to provide the basic services and supplemental services required by this SOW.

2) The Contractor will employ sufficient personnel to carry out the policies, contract responsibilities, and the program for the facility. Services will be overseen by RN Care Manager or other qualified medical personnel to provide care and coordination of care to support the medical/medication needs of every enrolled Veteran.

3) The Contractor must have appropriate and commensurate coverage for staff using authorized and unauthorized leave (e.g. holidays, sick leave, family care, etc.).

4) The Contractor shall identify an alternative staff to provide temporary coverage on site, covering the same schedule as the case manager who is on leave with the same credentials. The COR or designee is expected to be notified of cross coverage if the primary Contractor case manager is absent.

5) There must be, at a minimum, one staff member available for emergencies 24 hours a day, 7 days a week. In addition, there is an expectation that there is an administrative/clinical designee that will be available for consultation for emergencies 24 hours a day, 7 days a week.

6) The Contractor agrees not to hires who are currently enrolled in a VA Homeless Program or who have ended participation in a VA Homeless Program within the past six months. Contractor must have a policy prohibiting staff from establishing sexual relationships with program clients.

7) The Contractor must identify each person functioning as “Key Personnel” under this contract, and provide to the VA a description of the services to be provided by such person, together with a resume summarizing that person’s relevant skills and experience.

8) During the first ninety (90) calendar days of contract performance, the Contractor shall make NO substitutions of key personnel unless the substitution is necessitated by illness, death, or termination of employment.

9) The VA reserves the right to refuse or revoke acceptance of key personnel if personal or professional conduct, or lack of required skills or experience, jeopardizes patient care or interferes with the regular and ordinary operation of the facility.

10) Temporary substitutions of key personnel shall be permitted in accordance with the Contractor’s contingency plan. The Contractor’s contingency plan to be utilized if personnel leave Contractor’s employment or are unable to continue performance in accordance with the terms and conditions of the resulting contract must be submitted as part of the Contractor’s offer.

11) The Contractor will provide at least one staff person available who has had training and orientation on the following topics. Staff shall receive and document—at a minimum— one-time training per year on these subjects.

CPR/First Aid Crisis intervention Universal Precautions (disease transmission prevention) Adult abuse/neglect reporting laws De-escalation techniques Suicide Prevention The following suggested trainings:

o Cultural sensitivity o Sexual harassment o Harm Reduction philosophy o Medication management o State and Federal Fair Housing Law and ADA Requirements o Conflict resolution o Customer Service o Professional Boundaries o Motivational Interviewing o Stages of Change o Severe Mental Illness and Psychopathology o Conservatorship

VI. ABSENCES AND CANCELLATIONS:

1) The Contractor shall notify the VA of unauthorized absences by a referred Veteran from the facility within 24 hrs. of Veterans absence. Should a Veteran absent himself/herself from the Contractor’s facility in an unauthorized manner, payment for services for that Veteran shall be continued for a maximum period of 72 hours, provided there is a documented active outreach attempt on the part of the Contractor’s staff to return the Veteran to the facility and there is a reasonable belief that the Veteran will return.

Management of program dropout rate will be an element of quality assurance review of this program.

2) VA reserves the right to remove any or all Veterans from the facility at any time, without additional cost, when it is determined to be in the best interest of the VA or the Veteran. This includes discharge from facility for ongoing bed bug infestation.

3) The Contractor shall notify the authorizing VA facility immediately when a medical emergency occurs that requires hospitalization of a referred Veteran. It is agreed that the Veteran will be admitted to the appropriate medical facility.

4) The Contractor shall notify the authorizing VA facility immediately of any incidents involving Veterans residing in the Medical Respite program.

VII. CONTRACTOR STAFF CONDUCT/COMPLAINTS HANDLING:

1) Contractor personnel shall be expected to treat referred Veterans with dignity and respect and abides by standards of conduct mirroring those prescribed by current federal personnel regulations. The Contractor shall comply with the VA Patient's Bill of Rights as set forth in 38 CFR 17.34a (copy available upon request).

2) The VA reserves the right to exclude Contractor staff members from providing services to Veterans under this contract based on breaches of conduct, including conduct that jeopardizes patient care or interferes with the regular and ordinary operation of the facility. Breaches of conduct include intoxication or debilitation resulting from drug use, theft, patient abuse, dereliction or negligence in performing directed tasks, or other conduct resulting in formal complaints by Veterans or other Staff members to designated Government representatives. The Contractor and Contracting Officer’s Representative shall deal with issues raised concerning Contractor personnel conduct. The Contracting Officer shall be the final arbiter on questions of acceptability and in validating complaints.

VIII. BASIC RIGHTS AND PROTECTION AGAINST DISCRIMINATION:

1) Contractors must protect the rights and dignity of the individual or family served in all phases of service delivery. At a minimum, providers must afford each Veteran the following rights and protections. Clients must be permitted to exercise these rights without fear of reprisal.

2) Veterans are entitled to enjoy a safe and healthful environment in the program.

3) Veterans are entitled to be treated in a manner that respects their dignity, privacy and individuality.

4) Veterans with disabilities are entitled to reasonable accommodations under fair housing laws when such accommodations are necessary because of their disability

5) Veterans are entitled to remain in the program and not be involuntarily removed without reasonable notice, good cause, and just procedures

6) All program clients are entitled to just and standardized procedures for determining eligibility, admissions, sanctions and discharges, and resolving grievances

7) Veterans are entitled to reasonable privacy and confidential treatment of personal, social, financial, medical, mental and behavioral health records, except as necessary to further treatment, information and referral services and in compliance with the resident’s consent to release information

8) Veterans are entitled to the full exercise of their civil, constitutional, and legal rights

9) Veterans will have on-going opportunities to voice opinions, to participate in program operation and programming, and to make suggestions regarding programming and rules.

10) Veterans’ rights must be protected against all forms of discrimination, including those based on race, religious creed, color, national origin, ancestry, language, disability (physical or mental health), medical condition, marital status, familial status, age, gender, sexual preference, source of income, or political affiliation

11) Veterans will receive a written policy indicating that harassment of clients and staff on the basis of race, religious creed, color, national origin, ancestry, language, disability (physical or mental health), medical condition, marital status, familial status, age, gender, sexual preference, source of income, or political affiliation will not be condoned nor tolerated

12) Contractors will develop a written policy for transgender clients that provides for safe, secure and dignified case management as well as accommodate any special requirements needed for privacy. Transgender clients will have access to sleeping accommodations and bathroom facilities based on their gender of identification, regardless of physical characteristics or gender conformity. People who do not clearly identify as male or female should have access to whichever sleeping and/or bathroom accommodation helps them feel safest. Where there are single-use showers and bathrooms in the facility designated for residents, transgender residents will be told about them and welcome to use them but not required. It is the Contractors responsibility to promote a safe environment for transgender clients amongst the general population.

13) Programs must post these policies in a conspicuous place and in appropriate languages.

14) All policies and procedures will be in writing and subject to review by the VA

IX. REASONABLE ACCOMODATION:

1) Contractor must respect and reasonably accommodate personal and cultural differences associated with race, religious creed, color, national origin, ancestry, language, disability (physical or mental health), medical condition, marital status, familial status, age, gender, sexual preference, source of income, or political affiliation.

2) At no point shall program access be denied because of an individual’s disability.

Information learned about the client’s disability from the assessment will not be used as grounds for discharge or other punishment and will be used to guide client to appropriate services. Moreover, a program may not apply different rules to individuals because of their disabilities, unless the different rules are a result of granting a reasonable accommodation request made by an individual with a disability.

3) The Contractor shall not ask questions about a client’s disability, including the nature and severity of the disability or the treatment, symptoms, and medications related to the disability. A Veteran is not obligated to reveal that s/he has a disability prior to admission.

4) Veterans with disabilities are entitled to reasonable accommodations. If a Veteran requests a change in a program’s policy or procedure as an accommodation of his/her disability, the program should grant the accommodation when the accommodation is both reasonable and necessary because of the individual’s disability. Such an accommodation request must be considered during any stage in the provision of a program, including at intake, during services, and during discharge proceedings. When a reasonable accommodation request is made, the program supervisor may request verification of the individual’s disability. The Contractor is required to develop a written policy for their process for reasonable accommodations within 30 days of the award of this contract. This will include:

a. All requests for reasonable accommodation,

b. Details of all steps taken to accommodate a Veteran’s request for reasonable accommodation,

c. Any explanation for denial of services and/or accommodation, and

d. Any appropriate referrals to Veterans who are denied accommodation. All explanations are to be written on formal letterhead from program management to the Veteran and Liaison at the time of denial for services or accommodation. Contractor will be aware that violation of the ADA, Section 504 of the Rehabilitation Act and Fair Housing Laws may result in stopping admissions and/or termination of contract for convenience.

X. TRANSPORTATION:

The Contractor shall assist the Veterans with round trip transportation to scheduled meetings, medical appointments, and hospital visits within normal business hours. The Contractor will be expected to help the Veteran access public transportation, including providing information and instructions necessary to enable Veterans to utilize public transportation. If VA staff determines that adequate public transportation is not available or appropriate for a Veteran, the Contractor shall arrange for alternative transport by car, taxi, or other resource.

XI. FACILITY:

It is the responsibility of the Contractor to properly maintain its facilities and the VA shall have no responsibility for paying or reimbursing the Contractor for such expenses.

1) The contract facility must:

Pass VA NFPA inspection within 60 days of the award of this contract if they have not been previously awarded a contract. Contract will be terminated for convenience if facility does not pass NFPA inspection within 60 days.

Have a current occupancy permit issued by the local and state governments in the jurisdiction where the facility is located.

Be in compliance with existing standards of the National Fire Protection Act (NFPA), State and local safety codes, and/or State health and sanitation codes.

Where applicable, be licensed under State or local authority.

Where applicable, be accredited by the State.

Be kept clean free of dirt, grime, mold, or other hazardous substances and damaged noticeably detract from the overall appearance.

Be equipped with first aid equipment and an evacuation plan in case of emergency.

Have windows and doors that can be opened and closed in accordance with manufacturer standards.

Have an on-going plan to address bed bug infestation.

Have ADA accessible units to serve disabled Veterans. If there are no ADA accessible units, Contractor is required to come up with a plan on how to accommodate ADA needs.

2) The Contractor facility must meet fire safety requirements, as follows:

The building must meet the requirements of the applicable residential occupancy chapters of the current version of NFPA 101, National Fire Protection Association's Life Safety Code. Any equivalencies or variances must be approved by VAPORHCS Director

All residents in the facility must be mentally and physically capable of leaving the building, unaided, in the event of an emergency

Fire exit drills must be held at least quarterly. Residents must be instructed in evacuation procedures. A written fire plan for evacuation in the event of fire shall be developed and reviewed annually. The plan shall outline the duties, responsibilities and actions to be taken by the staff and residents in the event of a fire emergency. Plan shall be implemented during fire exit drills.

A written policy regarding tobacco smoking in the facility shall be established and enforced.

NFPA 10 Portable fire extinguishers shall be installed at the facility and NFPA will be used as guidance in selection and location requirements of fire extinguishers.

Requirements for fire protection equipment and systems shall be in accordance with NFPA 101. All fire protection systems and equipment, such as the fire alarm system, smoke detectors, and portable extinguishers, shall be inspected, tested and maintained in accordance with the applicable NFPA fire codes and the results documented.

The annual inspection by a VA team required by paragraph 7 shall include a fire and safety inspection conducted at the facility unless a review of past Department of Veterans Affairs inspections or inspections made by the local authorities indicates that a fire and safety inspection would not be necessary, in which case the fire and safety inspection may be waived by the VA.

XII. INSPECTION OF FACILITY AND PROGRAM:

1) Prior to the award of a contract and annually during the contract term, a multidisciplinary VA team consisting of a social worker, dietitian, a representative of the VA Police, and a Facilities Management Safety Officer, Nursing and/or other subject matter experts as determined necessary by the medical center director or HCHV Coordinator shall conduct a survey of the Contractor’s facilities to be used to provide Veterans food, shelter, and therapeutic services to assure the facility provides quality care in a safe environment. Inspections may also be carried out at such other times as deemed necessary by the Department of Veterans Affairs.

2) The Contractor will be advised of the findings of the inspection team. If deficiencies are noted during any inspection, the Contractor will be given a reasonable time (90 days) to take corrective action and to notify the Contracting Officer that the corrections have been made. A contract will not be awarded until noted deficiencies have been eliminated. Failure by the Contractor to take corrective action within a reasonable time (90 days) will be reported to the VA Contracting Officer. If corrections are not made to the satisfaction of the VA, the Contracting Officer will consult with the appropriate officials so that suitable arrangements can be made to discontinue plans to award a contract, or to discharge or transfer patients and to terminate the existing contract, as appropriate.

a. The inspection of the Contractor facilities will include inspection for conformity to the current Life Safety Code as described in paragraph 5, and will also include the following:

General observation of residents to determine if they maintain an acceptable level of personal hygiene and grooming.

Assessment of whether the facility meets applicable fire, safety and sanitation standards.

Determining whether the facility is in attractive surroundings conducive to social interaction and the fullest development of the resident's rehabilitative potential.

Observation of facility operations to see if appropriate organized activity programs are available during waking hours (including evenings) and degree to which a high level of activity is observed in the facility, such as individual professional counseling, physical activities, assistance with health and personal hygiene.

Seeking evidence of facility-community interaction, demonstrated by the nature of scheduled activities or by information about resident flow out of the facility, e.g., community activities, volunteers, local consumer services, etc.

Observation of staff behavior and interaction with residents to determine if they convey an attitude of genuine concern and caring.

Inspecting the types of meals and other nutrition provided to residents to see if appetizing, nutritionally adequate meals are provided in a setting, which encourages social interaction and if…