S02 36C26125Q0467 HCHV CERS SFVAHCS.pdf

PAGE 1 OF 1. REQUISITION NO.

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

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

36C261-25-AP-2324

36C26125Q0467

6. SOLICITATION ISSUE DATE

5-21-2025

Lydia Anderson | Lydia.anderson@va.gov 702-791-9000 ext 13072 06-16-2025 10:00am PDT

00261 Department of Veterans Affairs Network Contracting Office 21

X

624221

$13.5 Million

N/A

X

See Delivery Schedule

00261

Department of Veterans Affairs Network Contracting Office 21

Department of Veterans Affairs Financial Services Center P.O. Box 149971

Austin TX 78714-9971

See CONTINUATION Page

Requirement for HCHV Contracted Emergency Residential Services for the San Francisco VA Health Care System.

IDIQ Period of Performance 09/01/2025 - 08/31/2030 Ordering Period 1: 09/01/2025 - 08/31/2026 Ordering Period 2: 09/01/2026 - 08/31/2027 Ordering Period 3: 09/01/2027 - 08/31/2028 Ordering Period 4: 09/01/2028 - 08/31/2029 Ordering Period 5: 09/01/2029 - 08/31/2030

Note 1: Offerors shall follow the submission instructions specified in Addendum to FAR Provision 52.212-1 and VAAR 852.273-73 included in this solicitation. Failure to follow the instructions will result in an unfavorable evaluation and may not be considered for award.

Note 2: All questions must be submitted no later then 06/06/2025 at 10:00 AM PST to Lydia.anderson@va.gov

See CONTINUATION Page

X

X 1

Maricela Berrones-Gauger Contracting Officer

36C26125Q0467

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 PERFORMANCE WORK STATEMENT

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 52.204-21 BASIC SAFEGUARDING OF COVERED CONTRACTOR

INFORMATION SYSTEMS (NOV 2021)

C.4 52.216-18 ORDERING (AUG 2020)

C.5 52.216-19 ORDER LIMITATIONS (OCT 1995)

C.6 52.216-22 INDEFINITE QUANTITY (OCT 1995)

C.7 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.8 52.232-19 AVAILABILITY OF FUNDS FOR THE NEXT FISCAL YEAR (APR

1984)

C.9 VAAR 852.201-70 CONTRACTING OFFICER'S REPRESENTATIVE (DEC 2022)

C.10 VAAR 852.203-70 COMMERCIAL ADVERTISING (MAY 2018)

C.11 VAAR 852.215-70 SERVICE-DISABLED VETERAN-OWNED AND VETERAN-

OWNED SMALL BUSINESS EVALUATION FACTORS (JAN 2023) (DEVIATION)

C.12 VAAR 852.215-71 EVALUATION FACTOR COMMITMENTS (OCT 2019)

C.13 852.222-71, COMPLIANCE WITH EXECUTIVE ORDER 13899. (DEVIATION)

(APR 2025)

C.14 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS

(NOV 2018)

C.15 VAAR 852.237-70 INDEMNIFICATION AND MEDICAL LIABILITY INSURANCE

(OCT 2019)

C.16 VAAR 852.237-74 NON-DISCRIMINATION IN SERVICE DELIVERY (OCT 2019)

C.17 VAAR 852.237-75 KEY PERSONNEL (OCT 2019)

C.18 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020) ..57

C.19 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (JAN 2025) (DEVIATION FEB 2025)

C.20 MANDATORY WRITTEN DISCLOSURES

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 ADDENDUM TO 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL

ITEMS

E.3 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.4 52.201-1 ACQUISITION 360: VOLUNTARY SURVEY (SEP 2023)

E.5 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

E.6 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

E.7 52.216-1 TYPE OF CONTRACT (APR 1984)

E.8 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.9 VAAR 852.215-72 NOTICE OF INTENT TO RE-SOLICIT (OCT 2019)

E.10 VAAR 852.233-70 PROTEST CONTENT/ALTERNATIVE DISPUTE

RESOLUTION (OCT 2018)

E.11 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

E.12 VAAR 852.273-70 LATE OFFERS (NOV 2021)

E.13 VAAR 852.273-73 EVALUATION - HEALTH-CARE RESOURCES (NOV 2021) ..82

E.14 VAAR 852.273-74 AWARD WITHOUT EXCHANGES (NOV 2021)

E.15 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (MAY 2024) (DEVIATION

FEB 2025)

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 36C261

Department of Veterans Affairs

Network Contracting Office 21

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 IAW issued Task Orders

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

B.2 PRICE/COST SCHEDULE

Contractor shall provide Emergency Shelter and support services to Homeless Veterans in a community-based residential treatment facility, offering a safe and secure environment that supports their goals for recovery for the San Francisco VA Health Care System. The “day” unit is defined as room and board to accommodate one (1) Veteran per bed/per night (DAY is considered 24 hours). Days are considered estimated. The VA shall be invoiced only when one

(1) Veteran per bed/per night is present in the contractor's facility receiving services.

All services shall be provided in accordance with Performance Work Statement (PWS) contained herein. The guaranteed minimum award amount for this contract is $1,000.00. The maximum aggregate value of orders that can be placed under this contract is $6,000,000.00.

The Government does not guarantee that it will place any orders under this contract more than the guaranteed minimum award amount.

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

3,650.00 DY __________________ __________________

HCHV Contract Emergency Residential Services (CERS) Provide 10 beds per day to Homeless Veterans on a per diem basis in accordance with the PWS 10 beds x 365 day = 3,650 days Contract Period: Ordering Period 1 POP Begin: 09-01-2025 POP End: 08-31-2026 PRINCIPAL NAICS CODE: 624221 - Temporary Shelters PRODUCT/SERVICE CODE: G099 - Social - Other

MANUFACTURER PART NUMBER (MPN): N/A

Provide 10 beds per day to Homeless Veterans on a per diem basis in accordance with the PWS 10 beds x 365 day = 3,650 days Contract Period: Ordering Period 2 POP Begin: 09-01-2026 POP End: 08-31-2027 PRINCIPAL NAICS CODE: 624221 - Temporary Shelters

Provide 10 beds per day to Homeless Veterans on a per diem basis in accordance with the PWS 10 beds x 365 day = 3,650 days

Contract Period: Ordering Period 3 POP Begin: 09-01-2027 POP End: 08-31-2028 PRINCIPAL NAICS CODE: 624221 - Temporary Shelters

Provide 10 beds per day to Homeless Veterans on a per diem basis in accordance with the PWS 10 beds x 365 day = 3,650 days

Contract Period: Ordering Period 4 POP Begin: 09-01-2028 POP End: 08-31-2029 PRINCIPAL NAICS CODE: 624221 - Temporary Shelters

Provide 10 beds per day to Homeless Veterans on a per diem basis in accordance with the PWS 10 beds x 365 day = 3,650 days

Contract Period: Ordering Period 5 POP Begin: 09-01-2029 POP End: 08-31-2030 PRINCIPAL NAICS CODE: 624221 - Temporary Shelters

GRAND TOTAL __________________

B.3 PERFORMANCE WORK STATEMENT

1. BACKGROUND

1.1. The Health Care for Homeless Veterans (HCHV) Program is an essential and critical part of VHA, providing a gateway to VHA and community-based supportive services for eligible Veterans who are homeless. The central goal of HCHV programs is to reduce homelessness among Veterans by conducting street outreach to Veterans who are homeless or experiencing housing instability and need case management assistance to end their homelessness and connect to community-based and VA-supported housing services, VA health care, and other supportive services. In addition to outreach services, HCHV programs provide care, treatment, and rehabilitative services, including case management and therapeutic transitional housing assistance by contracting with community providers.

HCHV Contract Emergency Residential Services (HCHV CERS) programs promote an environment that maintains the wellbeing and safety of enrolled Veterans and offers Veterans supportive services that assist them with transitioning from the streets or shelters and living successfully in housing.

2. PROGRAM DESCRIPTION

2.1. The HCHV CERS Program provides short-term residential care and treatment to eligible

Veterans who need immediate housing placement as they seek permanent housing and/or additional care and services. The purpose of this solicitation is to obtain offers from Contractors who can provide a means of moving homeless Veterans from the streets or other habitation unfit for humans and placing them in community-based, residential environments with sufficient supportive services to meet their basic needs, support their recovery from homelessness, and ultimately facilitate improvement of their overall health status and housing situation. Contractor is expected to support each Veteran in gaining and applying knowledge of the recovery process through individual and group sessions that support the treatment of mental health and substance use disorders as well as other contributing factors to homelessness and acknowledges that recovery is a nonlinear process. The program environment shall be one that is conducive to an alcohol and drug-free lifestyle while incorporating elements of Harm Reduction and Housing First Models to maximize Veteran retention in the program and offer an opportunity for clinical intervention that supports behavior modification leading to community stabilization and success in permanent housing.

2.2. HCHV CERS PROGRAM CHARACTERISTICS:

2.2.1. Offers residential programming located within any of the following counties located within the San Francisco VA Health Care System catchment area: Lake County, Marin County, Mendocino County, San Francisco County, or Sonoma County.

2.2.2. Covers up to a total of five years that includes one 12-month Base Year and four additional 12-month Ordering Periods.

2.2.3. Targets and prioritizes homeless Veterans who are eligible for VA health care and are transitioning from literal street homelessness, Veterans being discharged from institutions who are homeless, and Veterans who recently became homeless and require safe and stable living arrangements while they seek permanent housing.

2.2.4. Has capacity to provide 10 beds for Veterans.

2.2.5. Lengths of Stay are typically 30 to 90 days with the option to extend based on clinical need.

2.2.6. Seeks to reduce barriers to immediate placement and accommodates same day admissions.

2.2.7. Does not deny entry to HCHV CERS Program based solely upon:

2.2.7.1. Length of current abstinence from alcohol or non-prescribed controlled substances

2.2.7.2. Diagnosis

2.2.7.3. Number of previous treatment episodes

2.2.7.4. Time interval since the last program entry

2.2.7.5. Use of prescribed controlled substances including but not limited to prescribed FDA-approved medications such as methadone or buprenorphine for SUD treatment

2.2.7.6. Legal history including legal requirement to register as a sex offender

2.2.7.7. Veteran’s total income

2.2.7.8. Veteran’s student or vocational status

2.2.8. Considers each of the special circumstances above during the screening process and makes an admissions determination based on whether the individual Veteran’s needs can be met while maintaining the program’s safety, security, and integrity.

2.2.9. Provides safe, secure housing as well as supportive services including but not limited to assistance in securing permanent housing, vocational assistance, including mentoring and coaching as well as job placement, income assistance and financial planning, linkage to health care, moderation of substance use, and social and recreational activities.

2.2.10. Veterans are expected to develop a housing plan. Emphasis is placed on achieving placement in permanent housing at the time of program exit and on reducing negative exits due to simple rule violations or other avoidable circumstances

2.2.11. Veterans are expected to meaningfully engage with their case managers and in available programming. Contractor is expected to actively engage Veterans in services from time of admission to time of discharge through outreach efforts, rapport-building, and Veteran-centered SMART goals. Engagement in services and the extent to which engagement is needed may look different from one individual Veteran to another.

2.3 HOUSE RULES ANS EXPECTATIONS

2.3.1 Rules focus on staff and resident safety, e.g.:

2.3.1.1 No violence or threats of violence

2.3.1.2 No buying or selling of alcohol or drugs in the facility

2.3.1.3 No use of illicit drugs in the facility

2.3.1.4 No sexual activity between residents

2.3.1.5 Honor nightly curfew

2.3.2 When possible, infractions are to be used to engage residents, not simply as grounds for service termination. Negative discharges will be monitored as a measure of program quality.

2.3.3 Veterans are expected to engage in programming and maintain communication with case managers around matters relating to admission, stay, and treatment.

2.3.4 It is essential that Veterans permit communication between VA and Contractor through an appropriate Release of Information (ROI) to ensure safe and effective treatment of each Veteran. Veterans who refuse to allow this communication about their treatment needs and ongoing care will need to receive services elsewhere.

2.4 ADMISSION PRACTICES

2.4.1. Contractor will assist Veterans with admission forms and eligibility determination with

VA.

2.4.2. Contractor works to reduce barriers to admission and demonstrate flexibility with admission processes by:

2.4.2.1. Accepting referrals and admissions, at a minimum, between Monday – Friday, 8AM-4:30PM and, if/when possible, up to 24 hours a day, 7 days a week including weekends and holidays.

2.4.2.2. Making reasonable efforts to admit Veterans immediately when there is a vacancy in the program, especially prior to a weekend or holiday if/when there is no option to admit over the weekend or holiday and Veteran has no alternative to staying on the streets.

2.4.2.3. Accommodating same-day admissions when there are vacancies in the program. If Contractor is unable to accommodate a same-day admission when there is a vacancy in the program, Contractor will provide written explanation with reason for delay to VA Liaison, COR, and/or designee.

2.4.2.4. Supporting Veterans in follow through with obtaining tuberculosis (TB) clearance within 10 working days of admission if TB clearance results are not available at the time of referral. Veterans shall be screened for TB via PPD or QuantiFERON or chest x-ray; while results may not be immediately available, Veterans shall be admitted while results are pending unless they are exhibiting any signs or symptoms of active TB.

2.5 ADMISSION CRITERIA

2.5.1 To be eligible for HCHV Contracted Residential Services, a Veteran must meet the requirements of 38 U.S.C. 2031(a) and 38 CFR 63.3.

2.5.1.1. Veteran is enrolled in the VA health care system, or eligible for VA health care under 38 CFR 17.36 or 17.37; and

2.5.1.2. Veteran is homeless as defined in 38 U.S.C. §§ 2002(1) and 103(a) of the McKinney- Vento Homeless Assistance Act, 42 U.S.C. § 11302(a) and 24 CFR 576.2 including:

2.5.1.2.1 Veteran who lacks a fixed, regular, and adequate nighttime residence;

or

2.5.1.2.2 Veteran who will imminently lose their primary nighttime residence within 14 days of the date of application for homeless assistance.

2.6 OVERVIEW OF TYPES OF SERVICES AVAILABLE TO VETERANS

2.6.1 Safe, Secure housing that includes laundry and restroom facilities.

2.6.2 Ensuring access to three nutritious meals per day, seven days per week, as well as nutritious snacks between meals and before bedtime.

2.6.3 Case Management and Care Coordination Services.

2.6.4 Vocational training and employment services.

2.6.5 Benefits Services and linkage to entitlements.

https://www.law.cornell.edu/cfr/text/38 https://www.law.cornell.edu/cfr/text/38/17.36 https://www.law.cornell.edu/cfr/text/38/17.37

2.6.6 Enhancement of Independent Living Skills.

2.6.7 Permanent/ Transitional housing search support.

2.6.8 Arranging, coordinating, and/or providing direct clinical services and support for mental health stabilization and substance use treatment services using Recovery Model principles.

3. OBJECTIVE

3.1. Contractor shall provide emergency housing and supportive services for homeless

Veterans in community-based HCHV CERS facilities that offer a safe and secure environment and support their goals for recovery from homelessness in accordance with the HCHV CERS Model requirements. Services are expected to consist of 24-hours-a-day/7-days-a-week housing and supportive services for homeless Veterans, many of whom may be dealing with mental illness and/or substance use disorders and/or other comorbid conditions. The program places an expectation on the Veteran to engage in supportive case management services, and also on the Contractor to provide supportive services, expertise, and guidance that focuses on improving housing stability and facilitates a transition from homelessness to permanent, stable housing and ongoing engagement with aftercare services upon discharge. Contractors must comply with all HCHV CERS requirements as identified below.

3.2. HCHV CERS PROVIDER QUALIFICATIONS & CAPABILITY REQUIREMENTS

3.2.1. Capable of performing outreach or otherwise identifying and referring to the contract program homeless Veterans who may have mental illness and/or substance use disorders.

3.2.2. Capable of providing secure housing and bathroom accommodations; shared use of kitchen facilities and dining rooms is acceptable.

3.2.3. Capable of providing services twenty-four (24) hours a day for Veteran placements lasting up to ninety (90) days per Veteran. Extensions beyond initial ninety (90) days shall be authorized in writing by VA Liaison; extensions beyond six (6) months must be prior- approved by the Social Work Service Supervisor/ COR/designee.

3.2.4. Capable of providing a sanitary food preparation area and ensuring access to three daily nutritious meals, nutritious snacks for those requiring or desiring additional food between meals, even when not medically indicated, and reasonable accommodation for special dietary needs, e.g., diabetic, renal or soft mechanical diets, and/or cultural/religious preferences around food, e.g., Kosher, Halal, vegetarian.

3.2.5. Capable of offering a means for Veteran participants to wash their own clothes or otherwise tend to laundry at a minimum of once per week; laundry services and detergent shall be free of charge.

3.2.6. Capable of providing accommodations that include sleeping units (congregate considered, semiprivate or private preferred) with a bed and other furnishings such as a dresser, storage locker and lock or designated locked secured space, and personal linens (i.e., towels, pillows, blankets, bed sheets); storage space shall accommodate two bags of personal belongings and all prescribed medications and other medical equipment.

3.2.7. Capable of providing an isolation area or quiet space/safe room for Veteran participant(s) who may require closer short-term monitoring by staff for the health and safety of the community (e.g., management of acute intoxication or emotional dysregulation or prevention of disease transmission).

3.2.8. Capable of storing personal belongings for at least 72 hours after formal HCHV discharge.

3.2.9. Capable of providing quality case management and treatment services that utilize a Recovery Model approach and include elements of Motivational Interviewing, Harm Reduction, and Critical Time Intervention.

3.2.10. Capable of maintaining a minimum of one staff member on duty on the premises, or a resident manager who resides at the facility, and has access to an on-call administrator in case of emergency at all times to ensure appropriate response to matters involving Veteran safety.

3.2.11. Capable of facilitating prompt communication between Veteran participants and VA and ensuring reasonably prompt communication (same day or within one business day) between Contractor and VA at all times

3.3. DIRECT VETERAN CLINICAL SERVICES

3.3.1. OCCUPANCY: Contractor will be responsible for ensuring that a minimally acceptable level of 80% occupancy (90-100% preferred) of HCHV CERS funded beds is maintained at all times through independent outreach efforts as well as through collaboration with VA.

3.3.1.1. Contractor will be knowledgeable about outreach best practices generally accepted in the community and will be responsible for engaging in outreach in the community including collaboration with SFVAHCS providers for referrals at least twice monthly to maintain satisfactory occupancy rate when occupancy does not meet minimally acceptable level.

3.3.2. ACHIEVING PERMANENT HOUSING is a primary goal of HCHV CERS Programs, and plans for transition from HCHV CERS to permanent housing placements, which may include transition to other residential treatment and/or transitional housing as interim step for some Veterans, must be clearly reflected in each Veteran’s Individualized Care Plan and in weekly case management notes. Should a Veteran refuse to engage with Contractor staff regarding plans for permanent housing transition, motivational interviewing and other therapeutic techniques shall be used to address Veteran ambivalence. All efforts to engage Veterans regarding housing plans, options, and resources shall be clearly documented. Contractor staff must provide direct and ongoing assistance to Veterans in developing permanent housing plans and accessing housing resources and may include: assistance with obtaining and reviewing free credit reports, identifying housing strengths and barriers, assistance with creating a Tenant Portfolio that includes gathering all relevant documents required for the rental process such as a sample rental application, income verification documents, identification (e.g., birth certificate, state ID, social security card, DD214), and subsidy applications, reviewing/searching for affordable housing options together, assisting with completion of rental applications, and direct communication and advocacy with prospective landlords, housing agencies, and HUD-VASH staff. Contractor staff are expected to participate actively in Veteran’s search for housing and to document those efforts and progress made in weekly case management notes.

3.3.3. CARE PLANNING: Contractor will engage the Veteran in a collaborative assessment of service needs with input from the Veteran and the VA Liaison or designee and create an initial service plan of care to address those needs within 14 days of admission. Care plans must include goals and objectives for achieving stable housing. Care plan will include an assessment of strengths and barriers to stable housing, specific services to be provided including duration and outcomes, documentation of referrals and benefits to be achieved as a result of program participation. This plan is to be reviewed and updated within no more than 60 days of admission with the Veteran and the VA Liaison or designee and as needed throughout each individual Veteran’s episode of care. Contractor case manager shall meet with VA Liaison or designee at least once every 30 days to provide an update on case management progress made and must work cooperatively with VA Liaison or designee to coordinate services.

3.3.4. CASE MANAGEMENT: Contractor will provide individual case management meetings at least once per week that focus on each Veteran’s individualized needs as identified through the care planning process which may include: permanent housing search, increasing income through referral to all potential financial resources relevant to individual need such as SSI/SSDI, VA pensions, GA, SNAP, Medi-Cal, and/or employment, vocational training, self-care skills, adaptive coping skills, any necessary coordination of care provided by VA and community-based medical, mental health, and/or substance use treatment providers, and/or ongoing discharge planning that includes linkage to community resources for long-term housing success such as IHSS, Meals on Wheels, or Adult Day Health.

3.3.5. MENTAL HEALTH AND SUBSTANCE ABUSE TREATMENT DISORDER

TREATMENT: Contractor will be expected to provide treatment and services using evidence-based practices that support the Veterans in gaining and applying knowledge of the recovery process to his/her/their life and to provide referral for additional treatment and/or aftercare supports as needed to promote and facilitate the individual Veteran’s recovery efforts and successful transition to permanent housing. Treatment may be defined as services which are needed for the specific clinical presentation of each individual Veteran including, but not limited to, VA-based services, community-based care, and/or services provided by Contractor at the program site. Working towards engagement in the types of treatment that meet the individualized needs of each Veteran shall be integral to the program’s care planning process. Admissions decisions shall not be contingent upon a Veteran’s expressed willingness to engage in treatment at time of referral.

3.3.6. THERAPEUTIC AND REHABILITATIVE SERVICES: These may include, but are not limited to, clinical case management, individual and group counseling, structured group activities such as 12-step meetings, vocational training, and/or prosocial outings, linkage to and coordination with VA and/or other community-based services/resources, independent living skills, and discharge planning that begins with an assessment of housing needs upon program entry.

3.3.7. MEDICATION STORAGE AND MONITORING: Contractor is expected to provide a means of securely and properly storing all medications brought into the program for Veteran use. Contractor shall ensure there are appropriate policies and procedures that support the safe storage of medications for Veteran participants. This storage can be provided to the Veteran to secure his or her medications, or central storage may be provided by the Contractor. Veterans may self-administer medications, but storage should ensure that no other program participants are able to access an individual Veteran’s medications. Any suspicion or concern for misuse is to be reported to VA Liaison and/or COR immediately by following incident reporting protocol.

3.3.8. STORAGE OF PERSONAL BELONGINGS: Contractor will provide storage space such as a dresser, storage locker and lock, or designated locked secured space that will hold up to two bags of personal belongings and all prescribed medical equipment. Contractor will allow Veteran to store personal belongings for at least 72 business hours after formal HCHV exit from program. If a Veteran abandons his/her belongings, Contractor will make three documented attempts to contact the Veteran and/or VA Liaison before disposing of Veteran’s items.

3.3.9. ABSENCES AND CANCELLATIONS

3.3.9.1. The Department of Veterans Affairs (VA) allows payment to a provider for an absent Veteran under the circumstances outlined below.

3.3.9.1.1. SCHEDULED ABSENCES. VA will pay per diem up to a

maximum of 96 hours for the scheduled absence of a Veteran.

Contractor shall notify VA Liaison, COR or designee in writing of all Veteran requests for scheduled absences or “passes” prior to the start of any absence from program authorized by Contractor (preferably 24- 48 hours) and include reason for pass and contact/location information for Veteran while absent. To receive payment, the absence must:

3.3.9.1.1.1. Be pre-planned, consistent with and support the

Veteran’s individual service plan (e.g., family reunification, short-term medical, substance use disorder or psychiatric treatment).

3.3.9.1.1.2. Have the reason documented in the individual

Veteran’s case file, treatment record or service plan.

3.3.9.1.1.3. Not result in the bed being filled by the provider.

3.3.9.1.1.4. Not be for a break or vacation from treatment.

3.3.9.1.1.5. Not be used for extended educational or

employment circumstances.

3.3.9.1.1.6. Not be used to create more than four consecutive days of absence.

3.3.9.1.2. UNSCHEDULED ABSENCES. VA will pay per diem up to a maximum of 48 consecutive hours for the unscheduled absence. To receive payment for an unscheduled absence:

3.3.9.1.2.1. Contractor must have evidence of active outreach to locate and reengage the Veteran and document the steps taken in the Veterans individual case file, treatment record, or service plan.

3.3.9.1.2.2. Contractor shall notify VA Liaison, COR or

designee immediately or during next available business hours of all unscheduled Veteran absences.

3.3.9.1.2.3. Contractor may not fill the bed during this time.

3.3.9.1.2.4. Veteran must be discharged from the HCHV CERS

program if not located within 48 hours

3.3.9.1.3. INELIGIBLE VETERAN. When a Veteran is admitted to an HCHV CERS program and found to be ineligible for HCHV CERS, VA will pay for a maximum of four (4) days from the date of admission to allow Contractor and HCHV CERS Liaison time to locate and arrange alternate placement.

3.3.9.2. Contractor may choose to maintain enrollment of a Veteran without payment beyond the approved 96-hour scheduled/48-hour unscheduled absence at Contractor’s discretion and in consultation with VA Liaison, COR or designee. However, the Veteran must be discharged if absent for more than 14 days.

3.3.9.3. Contractor cannot receive payment of per diem if/when an enrolled Veteran is temporarily placed in another VA Homeless Programs-funded bed such as HCHV CRS-contracted detox bed or medical respite program.

3.3.9.4. 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 Veteran or VA.

3.3.10. EXITS TO PERMANENT HOUSING: Contractor is expected to promote a focus on achieving stable, independent housing for all Veterans referred for care; exits to permanent, independent housing will be monitored as an indicator of overall program quality utilizing data provided by the VHA Support Service Center’s Homeless Services Scorecard. The target values for exits to this type of housing are established by VHA Homeless Program Office on an annual basis at the start of each fiscal year (e.g., FY25 target value for Exits to Permanent Housing is 55% or more) and can vary from year to year. Target values for Exits to Permanent Housing will be communicated by VA HCHV Liaison and/or COR to Contractor at the start of each fiscal year.

3.3.11. NEGATIVE EXITS: Contractor is expected to facilitate Veteran completion of the HCHV CERS Program to the maximum extent possible while still maintaining program integrity and safety. Negative Exits shall be defined as exits from the program in which the Veteran was asked to leave due to violation of program rules (excluding exits due to threatened/actual violence to self or others), failure to comply with program requirements, or leaving the program without consulting staff. Negative Exits shall be monitored on a continuous basis utilizing data provided by the VHA Support Service Center’s Homeless Services Scorecard. The target values for Negative Exits are established by VHA Homeless Program Office on an annual basis at the start of each fiscal year (e.g., FY25 target value for Negative Exits is 20% or less) and can vary from year to year. Target values for Negative Exits will be communicated by VA HCHV Liaison and/or COR to Contractor at the start of each fiscal year.

3.3.11.1. PROCEDURES FOR NEGATIVE EXITS

3.3.11.1.1. For all negative exits other than exits for threatened/actual violence to self or others, Contractor shall develop a written progressive warning policy/procedure that includes issuance of at least two formal warnings prior to proceeding with a negative discharge.

3.3.11.1.2. The policy/procedure shall include case conference with Program Staff, Veteran, VA Liaison and/or Designee, and other relevant clinical providers involved in the Veteran’s care, e.g., HUD-VASH Social Worker or Mental

Health/Substance Use Disorder staff, no later than issuance of the final warning.

3.3.11.1.3. Information on the policy/procedure shall be provided to the Veteran upon admission to the program including a formal appeals process through which Veteran may appeal program regulations, sanctions or discharges.

3.3.11.1.4. There shall be no permanent bans from the program/facility. Veterans exited under negative circumstances shall be notified upon request of conditions or process for re-admission.

3.3.11.1.5. Contractor shall be expected to make reasonable efforts to facilitate referral to another facility or appropriate level of care if negative discharge is indicated. Direct discharge to SFVAHCS Hospitals or Clinics for alternative resources and referrals without consulting HCHV Liaison on day of discharge is not considered an appropriate level of care

3.3.11.1.6. The policy/procedure shall be subject to approval by VA Liaison, COR and/or Designee.

3.4. ADMINISTRATIVE SERVICES

3.4.1. DETERMINATION OF ELIGIBILITY, REFERRALS, AND ADMISSIONS

3.4.1.1. VA is responsible for determining Veteran eligibility for placement in program prior to admission by Contractor for services.

3.4.1.2. Contractor is responsible for obtaining confirmation of Veteran eligibility for placement into program prior to admission of each Veteran referred under this contract.

3.4.1.3. If there is an urgent need to admit a Veteran and designated VA staff is unavailable to provide written verification of eligibility prior to admission, then verbal approval by VA is acceptable pending receipt of written verification.

3.4.1.4. Any admissions that occur without written/verbal approval must be verified by VA staff within 24 business hours in order for Contractor to receive payment for day(s) admitted prior to formal approval (e.g., admission occurs after hours or over the weekend).

3.4.1.5. Failure to establish eligibility prior to admission may result in denial of payment for services provided.

3.4.1.6. A list of authorized VA ordering personnel including primary identified VA Liaison shall be made available to Contractor upon award of the contract.

VA employees may be added or deleted from this list during the term of the contract at the discretion of VA. Contractor shall not deviate from the list of individuals authorized to approve admissions without an updated list.

3.4.1.7. To be eligible for HCHV Contracted Residential Services, all Veterans must meet the requirements of 38 U.S.C. 2031(a) and 38 CRF 63.3, i.e., Veterans in this program must be homeless or at imminent risk of homelessness within 14 days of application for services and be eligible and registered for VA health care at SFVAHCS.

3.4.1.8. Referral constitutes authorization of an initial service period of up to 90 days unless otherwise specified.

3.4.1.9. Contractor shall be expected to provide same-day residential placement in the CERS program whenever possible. Contractor shall work to reduce barriers to admission by accepting referrals throughout the day and practicing flexibility with admissions processes. Admissions decisions shall be made on the same day of referral for admission when there is a program vacancy and no later than 24 hours after receipt of referral if the program does not have any immediate openings. Notification of all admissions decisions, any delay in admissions decisions beyond 24 hours, and reasons for denial of any admission shall be provided in writing to HCHV Liaison, COR, and/or designee. Admissions process is subject to VA Liaison review and adjustment at any time to ensure program accessibility for Veterans.

3.4.1.10. Contractor shall display a willingness to accept referred Veterans. VA referral to program shall include a verbal and/or written description of the referred Veteran’s current clinical presentation, current psychosocial circumstances, and risk assessment. Admissions decisions are not contingent upon Contractor receipt of SWS psychosocial assessment or Veteran’s intent to enroll in treatment at time of referral. It is understood that Veterans to be cared for under this contract will require care and services beyond room and board and may need more intensive case management than the general population. Level of intensity of services will be part of an ongoing discussion with VA Liaison. Contractor shall maintain effective communication with VA regarding any issues covered under this agreement.

3.4.2. RELEASE OF INFORMATION: Contractor shall ensure that a signed VA Release of

Information (ROI) is obtained for any Veteran being admitted to an HCHV CERS Bed and placed into individual case record.

3.4.3. INDIVIDUAL CASE RECORDS: Contractor will maintain an individual case record for each referred Veteran. Case records must be maintained in security and confidence as required by the Confidentiality of Alcohol and Drug Abuse Patient Records (42 CFR part II) and the Confidentiality of Certain Medical Records (38 USC

7332), and in accordance with the Health Insurance Portability and Accountability Act (HIPAA: Pub. Law. 104–191). Records should contain at a minimum:

3.4.3.1. Reason for referral

3.4.3.2. Pertinent demographic information

3.4.3.3. Verification of Veteran status

3.4.3.4. Family status

3.4.3.5. Employment history

3.4.3.6. Education/marketable skills/licenses/credentials

3.4.3.7. Copies of any medical prescriptions/orders issued by physicians for any contract program that implements medication management/monitoring.

Contractor must comply with HCHV inspection requirements

3.4.3.8. Individual service plan as described in Section C.3.3. Care Planning

3.4.3.9. Weekly case management/treatment notes and documentation of any case management interventions or Veteran case conferences

3.4.3.10. Authorized absence “pass” requests

3.4.3.11. Critical incident reports

3.4.3.12. Extension approvals when indicated

3.4.3.13. Final summary that includes reason(s) for leaving, Veteran’s known future plans, and follow-up locator information if available \

3.4.3.14. Any and all information needed to meet clinical requirements of annual

HCHV Residential Services Programs inspection (see sample attached, “Health Care for Homeless Veterans Contracted Residential Services Programs Inspection Packet – Clinical Review”)

3.4.4. COMPUTER SECURITY: In the performance of official duties under this contract, Contractor may have regular access to printed and electronic files containing sensitive data. This data shall be protected under the provisions of the Privacy Act of 1974 and other confidentiality laws, and agency policy. Contractor shall ensure its personnel protect the data from unauthorized release or from loss, alteration, or unauthorized deletion. Contractor shall ensure its personnel take all reasonable precautions to safeguard patient information from unauthorized access or modification, in both electronic and hard-copy formats. This includes not only electronic security measures such as “strong” user passwords on computer systems, but also physical barriers to prevent unauthorized use of computer work-stations;

and also requires that hard copy Veteran files are stored in secured lockable areas, that files are in lockable cabinets, that the cabinets can in fact be locked (i.e., keys are available, and the locking mechanisms work properly). If Contractor uses computer laptops, Contractor shall store computer laptops in a safe, secure locked bag or cabinet when not in use, and store in locked, secure location (i.e., trunk of car) when transporting computer laptop in the field. Contractor shall also take all reasonable precautions to safeguard patient information when transferring Veteran information via electronic means, such as faxing or system-to-system transmission.

Contractor shall not use personal flash drives to store or retain any personal health information (PHI) or Veteran information. Contractor shall not transmit any PHI via email without use of encryption software that uses VA-approved authentication mechanisms. While the first initial of the last name of a Veteran and the last four of their social security number by itself is not considered individually identifiable, any other PHI that has not been de-identified in accordance with VHA Directive 1605.01 coupled with the last initial/last four may not be transmitted together without encryption.

3.4.5. HOMELESS MANAGEMENT INFORMATION SYSTEMS (HMIS) DATA

REPORTING: Veterans served through VA’s HCHV CERS program must have client level data entered into the local Community Continuum of Care’s (CoC) HMIS. Data entered must include, at a minimum, the Universal Data Elements from the 2010 HMIS Data Standards. Contractor is responsible for registering with local HMIS system to obtain access roles and manage agency data within the system.

3.4.6. DAILY CENSUS SIGN-IN SHEET: Contractor is responsible for collecting Veteran participant signatures on a daily census sign-in sheet to verify attendance in the program. This information is to be provided to the VA Liaison, COR, or other designee at a frequency to be designated by VA that is no less than once weekly and up to daily with weekend or holiday sign-in sheets to be provided on the next business day in order to ensure effective monitoring of bed utilization.

3.4.7. INCIDENT REPORTING

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

3.4.7.1.1. Falls

3.4.7.1.2. Elderly/Dependent Adult Abuse or Neglect

3.4.7.1.3. Sexual Assault

3.4.7.1.4. Fire (Veteran Involved)

3.4.7.1.5. Medical or Mental Health Emergency (911 Calls)

3.4.7.1.6. Hospitalization

3.4.7.1.7. Suicidal ideation or attempt

3.4.7.1.8. Homicidal ideation

3.4.7.1.9. Assault or other act of violence by Veteran against other(s) or by other(s) against Veteran

3.4.7.1.10. Abusive behavior by Veteran against staff or other(s) or by staff or other(s) against Veteran

3.4.7.1.11. Death

3.4.7.1.12. Infectious Control Concerns (e.g., Bed Bugs, TB, Scabies, Coronavirus)

3.4.7.1.13. Active Substance Use that Requires Medical Intervention, Results in Overdose, and/or Could Result in Discharge from Program

3.4.7.1.14. Observation/ Possession of Weapons

3.4.7.2. During regular business hours, VA Liaison, HCHV Supervisor and/or COR shall be contacted immediately by phone to report such an incident; if the incident occurs outside of regular business hours (Monday-Friday 8:00AM- 4:30PM), Contractor shall notify VA Liaison, HCHV Supervisor and/or COR at the start of the following business day. Should Contractor require immediate afterhours VA support/intervention, Contractor shall notify the SFVAHCS Administrator on Duty (AOD) by calling the local VA facility. A written report to the VA Liaison and/or COR should follow the initial VA notification 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.

3.4.8. EXTENSION REQUESTS: It is understood that Contractor will not be paid for care provided to a Veteran participant beyond the initial authorized period unless an extension of authorization is provided in writing by the VA. Contractor is responsible for ensuring that all requests for extension of services beyond the initially authorized service period of 90 days are reviewed in advance and approved in writing by the VA Liaison, COR, or other designee before reaching the Veteran participant’s 90th day.

Extension requests must include clinical reasoning and a targeted housing plan to justify approval; extension requests will be individualized to Veteran needs and approved, in writing, in increments of no more than 30 days at a time. Only extraordinary circumstances will be considered in order to extend service periods in excess of six (6) months, and all requests for extension exceeding six (6) months from date of admission must be approved in writing by VA Liaison and COR or designee.

3.4.9. GRIEVANCE PROCEDURES: Contractor must have an internal grievance process that Veterans can use to resolve conflicts within the program. Contractor must have written policies and procedures for resolving grievances including a statement regarding the client’s right to request reasonable accommodation and must post them in a conspicuous place that is accessible to program participants. Each Veteran shall receive a copy of the grievance policies and procedures upon intake and upon receiving a warning or notice of discharge.

3.4.9.1. Contractor shall refer grievances received directly from Veterans to the identified VA Liaison, COR or designee within 24 business hours of complaint. All grievances received by the VA Liaison, COR or designee will be forwarded to the Contractor within 24 business hours and shall be investigated promptly. After investigation and clarification of disposition, Contractor shall respond to the VA Liaison or COR within five (5) business days or less with proposed resolution or plan for corrective action. The Contracting Officer (CO) shall be notified in instances where the proposed course of action or response does not appear sufficient to resolve any given complaint.

3.4.9.2. VA Liaison, COR or designee will monitor the services being provided in this contract program. Contractor is expected to cooperate with VA Staff and COR by providing information and answering questions in a timely manner when requested. Contractor will be subject to a Contract Discrepancy Report (CDR) anytime unacceptable contract performance is determined to be critical in nature and requires formal corrective action through report of contract discrepancy to CO. Failure to perform duties herein will have Contractor be subject to contract termination.

3.4.9.3. SATISFACTION SURVEYS: When requested, Contractor will be responsible for administering, collecting, and delivering to VA Liaison a survey of the Veterans’ experience in the program.

3.4.9.4. ADMISSION AND DISCHARGE REPORTING: Contractor is responsible for notifying the identified VA Liaison, COR, and/or designee within 24 business hours that an admission or discharge has occurred and for providing a written report of admission or discharge within 48 business hours that contains the specific data required by the Northeast Program Evaluation Center (NEPEC) for documentation in the Homeless Operations and Management Evaluation System (HOMES). The written report of discharge shall also contain a brief discharge summary that includes but is not limited to: date of exit, type of exit (positive vs. negative vs. neutral), Veteran’s perception of exit in instances where a Veteran was terminated from the program, status of treatment goals at the time of exit, sentinel events occurring during the episode of care, established aftercare plan, housing status at exit and future contact information.

4. CONDUCT

4.1. Contractor shall comply with the principles listed in 38 CFR 17.707(b) to provide…