S02 RFP 36C26224R0002 Residential Transitional Housing Services Kingman AZ.pdf

PAGE 1 OF 1. 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

36C26224R0002 10-25-2023

Soledad De La Torre (562)766-2313 11-07-2023

7AM PDT

36C262 Department of Veterans Affairs Network Contracting Office 22 4811 Airport Plaza Drive Suite 600 Long Beach CA 90815

X

623220

$19 Million

N/A

X

36C649

Department of Veterans Affairs Northern Arizona VA Health Care System

500 N Highway 89 N.

Prescott AZ 86313

36C262

Department of Veterans Affairs Network Contracting Office 22 4811 Airport Plaza Drive Suite 600 Long Beach CA 90815

Department of Veterans Affairs Financial Services Center Contractor shall bill in arrears to:

Tungsten Network http://www.tungsten-network.com/us/

See CONTINUATION Page

Residential Transitional Housing Services for Homeless Veterans in the Kingman, AZ in Mohave County in support of Northern Arizona VA Health Care System (NAVAHCS).

Please subsequent pages for details.

X X

X 1

Michael Cordeiro Contracting Officer

36C26224R0002

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 SCHEDULE OF SERVICES AND PRICING

B.3 PERFORMANCE WORK STATEMENT

SECTION C - CONTRACT CLAUSES

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

COMMERCIAL SERVICES (DEC 2022)

C.2 52.216-18 ORDERING (AUG 2020)

C.3 52.216-19 ORDER LIMITATIONS (OCT 1995)

C.4 52.216-22 INDEFINITE QUANTITY (OCT 1995)

C.5 52.217-5 EVALUATION OF OPTIONS (JUL 1990)

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

C.7 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)

C.8 MANDATORY WRITTEN DISCLOSURES

C.9 VAAR 852.219-75 SUBCONTRACTING COMMITMENTS MONITORING AND

COMPLIANCE (JUL 2018)

C.10 C.9 VAAR 852.212-70 PROVISIONS AND CLAUSES APPLICABLE TO VA

ACQUISITION OF COMMERCIAL ITEMS (APR 2020)

C.11 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV

2018)

C.12 VAAR 852.237-70 INDEMNIFICATION AND MEDICAL LIABILITY INSURANCE

(OCT 2019)

C.13 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020)

C.14 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.15 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (JUN 2023)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

D.1 WAGE DETERMINATION – COUNTY OF MOHAVE, STATE ARIZONA, UPDATED

7/21/2023 NO. 2015-5467 REVISION 23

D.2 IT CONTRACT SECURITY

SECTION E - SOLICITATION PROVISIONS

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

COMMERCIAL SERVICES (MAR 2023)

E.1 INSTRUCTIONS TO OFFERORS—SUBMISSION OF PROPOSAL

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

SERVICES (NOV 2021)

E.3 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

E.4 52.216-1 TYPE OF CONTRACT (APR 1984)

E.5 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.6 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

E.7 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.8 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES (DEC 2022)

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: Company Name:

Address:

City:

Attn:

Email:

Title:

Phone No.:

UEI No.:

b. GOVERNMENT: Soledad De La Torre, Contract Specialist Department of Veterans Affairs Network Contracting Office VISN 22 (NCO 22) 4811 Airport Plaza Drive, Suite 600 Long Beach CA 90815 Email: Soledad.Delatorre@va.gov

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 - Other than System for Award Management (SAM), 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.

Department of Veterans Affairs Financial Services Center Contractor shall bill in arrears to:

Tungsten Network http://www.tungsten-network.com/us/

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

AMENDMENT NO DATE

mailto:Soledad.Delatorre@va.gov http://www.tungsten-network.com/us/

6. UNIQUE ENTITY IDENTIFER (UEI) NUMBER: In accordance with FAR Provision 52.212-1 paragraph (j), please provide the System for Award Management (SAM) UEI Number assigned to your firm in the space provided below:

UEI# ____ ____ ____ ____ ____ ____ ____ ____ ____

B.2 SCHEDULE OF SERVICES AND PRICING

This is an Indefinite Delivery, Indefinite Quantity, (IDIQ) fixed-price contract. Prices in this schedule represent an all-inclusive rate including labor, incidental costs, overhead, and insurance premium payments for applicable insurance coverage. Costs not incorporated into the contractor’s price will not be reimbursed by the Government.

The guaranteed minimum amount for this contract is 6,935 bed days during the duration of the base period or any exercised option period. The maximum aggregate value of the orders that can be placed under this contract is more than 7,300 bed day during the duration of the base period or any exercised option period. The Government does not guarantee that it will place any orders under this contract in excess of the guaranteed minimum amount.

*The previous contract year pricing will apply to any extension pursuant to FAR 52.217-8.

The contract period of performance for this IDIQ contract shall be for a base year with the Government having the option to exercise four (4) one-year option periods. The schedule of services and price below indicates pricing for base year and each one-year option period.

BASE YEAR: NOVEMBER 1, 2023 THROUGH OCTOBER 31, 2024

TEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT

UNIT

PRICE AMOUNT

7300 Days ______________ __________________

Residential Transitional Housing Services for Homeless Veterans in Kingman, AZ in Mohave County.

Contract Period: Base POP Begin: 11-01-2023 POP End: 10-31-2024

Base Year Total __________________

OPTION YEAR 1: NOVEMBER 1, 2024 THROUGH OCTOBER 31, 2025

TEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT

UNIT

7300 Days ______________ ________________

Contract Period: Option Year 1 POP Begin: 11-01-2024 POP End: 10-31-2025

Option Year 1 Total ______________

OPTION YEAR 2: NOVEMBER 1, 2025 THROUGH OCTOBER 31, 2026

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT

UNIT

7300 Days ______________ ________________

Contract Period: Option Year 2 POP Begin: 11-01-2025 POP End: 10-31-2026

Option Year 2 Total _______________

OPTION YEAR 3: NOVEMBER 1, 2026 THROUGH OCTOBER 31, 2027

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT

UNIT

Contract Period: Option Year 3 POP Begin: 11-01-2026 POP End: 10-31-2027

Option Year 3 Total _______________

OPTION YEAR 4: NOVEMBER 1, 2027 THROUGH OCTOBER 31, 2028

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT

UNIT

Contract Period: Option Year 4 POP Begin: 11-01-2027 POP End: 10-31-2028

Option Year 3 Total _______________

AGGREGATE TOTALS

SCHEDULE OF SERVICES AND PRICING

NORTHERN ARIZONA VA HEALTH CARE SYSTEM (NAVAHCS)

PERIOD OF PERFORMANCE DOLLAR VALUE

Base Year November 1, 2023 through October 31, 2024 $ Option Year 1 November 1, 2024 through October 31, 2025 $ Option Year 2 November 1, 2025 through October 31, 2026 $ Option Year 3 November 1, 2026 through October 31, 2027 $ Option Year 4 November 1, 2027 through October 31, 2028 $

Total Base Year + Four (4) One-Year Options: $

B.3 PERFORMANCE WORK STATEMENT

1. GENERAL.

1.1 The Contractor shall provide Residential Transitional Housing Services for the Homeless

Veterans in Kingman, AZ in the Mohave County in support of the Northern Arizona VA Health Care System (hereafter known as the NAVAHCS).

1.2 The Contractor shall provide appropriate facilities to accommodate up to 20 beds for Homeless Veterans who have been assessed by the HCHV Program and are admitted to that program 24-hours-a-day, 7-days-a-week. All services shall be provided in accordance with the specifications, terms and conditions contained herein the Performance Work Statement (PWS).

2. BACKGROUND AND OVERVIEW.

2.1 The Department of Veterans Affairs (VA) has been providing direct and specialized services for homeless Veterans for nearly 25 years. As part of the Plan to End Homelessness among Veterans, the Veterans Health Administration (VHA) has been increasing both capacity of existing programs and the services offered under its Health Care for Homeless Veterans (HCHV) Program.

2.2 The plan calls for utilizing new models of care not previously offered by VA such as HCHV Low Demand Safe Haven (LDSH) programs. Services to be provided are in accordance with the Performance Work Statement (PWS).

2.3 Recent national trends in service provision for the homeless outside of the VA system include the utilization of HCHV LDSH programs as an alternative to shelter care or as a placement after unsuccessful discharge from an inpatient or residential treatment program due to relapse-related issues. LDSH programs are a form of supportive housing that targets hard-to-reach homeless persons with severe mental illnesses and/or substance use disorders who are on the streets and have been unable to participate in more traditional supportive services. It is a “Low Demand” model of service delivery that allows clients to engage in treatment and services at their own pace.

2.3.1 To be eligible for the HCHV LDSH Program Veterans shall:

2.3.1.1 Be eligible for VA Health Care as determined by the Northern Arizona VA Health

Care System (NAVAHCS).

2.3.1.2 Be determined by the NAVAHCS to be homeless based on McKinney-Vento Act definitions.

2.3.1.3 Be assessed by the HCHV Program at NAVAHCS to have serious medical, mental health, substance abuse, or other serious psychosocial conditions or stressors that makes the Veteran highly vulnerable with a high likelihood of death due to homelessness, and have been unable to participate in more traditional supportive services.

2.4 A VA Liaison to the Contractor shall be identified by the homeless program leadership at

NAVAHCS.

2.4.1 The Liaison shall act as the clinical liaison for all client related issues between the Contractor and the NAVAHCS homeless team. The Liaison shall provide clinical oversight.

The Liaison shall not provide direct clinical supervision.

3. CONTRACTOR FACILITY & FIRE, SAFETY, AND SANITATION PRACTICES.

3.1 Contractor shall maintain site control of the housing facility through ownership or valid lease during the entire contract performance period.

3.2 Contractor’s facility shall conform to the requirements for all applicable local, State, or Federal licensing standards for residential “board and care” type occupancies or for the type of setting designated by local fire safety officials. The physical building shall conform to the standards in the general chapters of the latest edition of the National Fire Protection Association (NFPA) Standard No. 101, Life Safety Code in effect on the effective date of contract award. It is important to note that typically the Life Safety Code is more stringent than local or state codes.

No additional funds shall be made available for Capital Improvements.

3.3 Contractor’s facility shall be licensed as required for the setting under State or Federal authority, and shall meet all applicable local, state, and Federal requirements concerning licensing and health codes. Accreditation by Joint Commission, CARF, or COA is evidence of Contractor’s internal quality assurance mechanisms and is desirable, but not required. Copies of all valid licenses shall be provided to the VA with solicitation response, upon renewal, or upon VA request.

3.4 Contractor shall ensure that the facility provided meets the Americans with Disabilities Act (ADA) guidelines for accessible accommodations for Veterans with physical limitations or impairments. This is also referred to as “Architectural Barriers Act” compliance. At least 5-7% of a facility’s HCHV Contracted Residential Care beds shall meet ADA accessibility requirements including entrances/exits, bathroom facilities, and common areas. Veterans with physical disabilities shall not be segregated from the rest of the facility population; they shall have full access to the physical facility as well as to the services and facility activities. No additional funds shall be made available for Capital Improvements under this contract.

3.5 Contractor shall notify the VA Contracting Officer and NAVAHCS COR at least three (3) days prior to any planned facility changes that could impact the Life Safety Code and other safety features of the facility, which were in existence at the time this contract was awarded. The VA Contracting Officer/COR shall notify the VA Fire Safety Officer (FSO) responsible for the Life Safety Code inspection of the facility and the FSO shall review (inspect the facility if required) the proposed changes and provide necessary approval/disapproval of the facility to house Veterans during and/or after the proposed changes.

3.6 Examples of facility changes that require VA Contracting Officer/COR notification include, but are not limited to interior finish, corridor partitions/walls, Veteran room doors, linen/trash chutes, exits, emergency lighting, fire alarm systems, automatic sprinklers, smoke barrier walls/doors, oxygen systems, compressed gas storage, HVAC, electrical and fuel gas systems.

3.7 Contractor shall provide the following:

3.7.1 Clean, comfortable, sober, private, safe, and secure environment of care (facility) that meets the conditions listed below:

3.7.1.1 Appropriate facilities to accommodate 20 Homeless Veterans

3.7.1.2 Structurally sound facility that does not pose any threat to the health and safety of the occupants and protects them from the elements.

3.7.1.3 Facility entries and exit locations that are capable of being utilized without unauthorized use and provide an alternate means of egress in case of fire.

3.7.1.4 Each resident is provided an acceptable room or space to sleep that follows appropriate state, Federal, local codes and regulations and is free from contaminations and/or pests, insects, or vermin.

3.7.1.5 The Contractor shall ensure that the program is accessible to Veterans admitted to program and provide housing 24 hours a day, 7 days a week.

3.7.1.6 All rooms or spaces are ventilated either naturally or mechanically. The air shall be free of pollutants at levels that threaten the health of residents (testing may be required by VA at no cost to the Government if the CO determines it is warranted, including the costs to correct any deficiencies).

3.7.1.7 Water supply is free from contamination and heating and/or cooling equipment is in proper operating condition to maintain safe temperatures.

3.7.1.8 Natural and/or artificial illumination is adequate to permit normal indoor activities and to support the health and safety of residents.

3.7.1.9 Sanitary facilities are in sufficient number, in proper operational order, and in an acceptable sanitary condition; may be used in private; and are adequate for personal cleanliness and the disposal of human waste.

3.7.1.10 Sufficient electrical sources are available to permit use of small electrical devices while assuring safety from fire.

3.7.1.11 Housing facilities and equipment are maintained in a sanitary manner free from pests, insects, and vermin. No additional funds shall be made available by the VA under this contract in the event corrective action is required to remedy a negative condition. For example, the Contractor would be responsible for alleviating a bed bug infestation by hiring an exterminator at its own expense. Contractor shall ensure that it has sufficient operating funds, in addition to VA payments, to maintain the facility according to the requirements of the contract.

3.7.1.12 Designated on-site private office space shall be available for the NAVAHCS Liaison. The office space shall afford the VA Liaison and Veterans privacy and confidentiality when meeting. The NAVAHCS Liaison shall be on-site at the Contractor’s facility a minimum of one (1) day per week.

3.7.1.13 Functional Automated External Defibrillators (AEDs) shall be always available on-site and Contractor staff shall have the ability to operate the device.

3.7.2 Internal and external safety and security methods and procedures shall be addressed minimally by the provision of:

3.7.2.1 Security staff or system on-site 24 hours a day, 7 days a week.

3.7.2.2 Secured, monitored entry into the facility.

3.7.2.3 Operational cameras in common areas and at the entrance for better monitoring especially at night.

3.7.2.4 Sufficient lighting outdoors and around external perimeter of the facility.

3.7.3 Contractor shall not maintain or provide dual or segregated Veteran facilities that are segregated based on race, creed, color, or national origin. The term facilities shall include, but not be limited to rooms, wards, sections, eating areas, drinking fountains, entrances, etc.

3.7.4 Contractor shall provide an environment that supports the safety, security, and privacy of all Veterans. All Veteran residents have a right to be treated with dignity in a humane environment that affords them both reasonable protections from harm and appropriate privacy about their personal needs. To ensure an acceptable level of privacy for personal hygiene and grooming, male and female Veterans shall have separate accommodations for bathroom facilities, and transgender Veterans shall be permitted to use the bathroom of their choice. Female residential rooms or sections shall be securely separated or restricted from men to ensure safety and privacy. Additionally, according to current VHA policy, “room assignments shall give preference to the self-identified gender, irrespective of appearance and/or surgical history, in a manner that respects the privacy needs of transgender and non-transgender Veterans alike.”

3.7.5 If a room assignment leads to distress for a Veteran, then efforts need to be made to assign the Veteran to an alternate room. Additionally, room assignment consideration shall be given in cases where a Veteran’s medical vulnerabilities and complications can impact other residents who sleep in proximity. Privacy and confidentiality dictate that staff may not share any information about one patient with another without express permission.

3.7.6 Contractor shall be able to show evidence that food is prepared, served, and stored under sanitary conditions. Sanitary procedures shall be established and maintained for washing dishes, cleaning equipment, and work areas and for proper waste disposal. Personnel responsible for food preparation, serving and storing food shall have either a license or other comparable certification to perform these duties and in compliance with Arizona regulations. Veterans may opt out of Contractor’s arrangement to provide meals and provide their own. The overall goal is that the Contractor provides sufficient and adequate nutritious food for Veterans.

3.7.7 VA shall conduct a facility inspection prior to the award of a contract and has the right to, at any time, inspect the Contractor’s facility and all appurtenances to determine whether standards are maintained, and that adequate care is being provided.

3.7.7.1 The Contractor shall be notified of the findings of the inspection team. A contract may not be established until noted deficiencies are corrected. VA shall not incur any costs associated with correcting deficiencies.

4. PERFORMANCE, PLACEMENTS/ADMISSIONS LENGTH OF STAY, ATTENDANCE,

ABSENCES AND DISCHARGES.

4.1 Placements/Admissions.

4.1.1 The goals of the LDSH Program are to:

4.1.2 Rapidly stabilize Veterans’ medical, mental health, substance abuse and other psychosocial problems by expediting placement of these Veterans into safe, supportive emergency housing, and

4.1.3 Place Veterans in other appropriate transitional or permanent housing within 60 to 90 days, but no more than 180 days from the date of admission.

4.1.4 Veterans shall be screened and referred to the Contractor by the NAVAHCS Liaison or other authorized VA personnel. When beds are available, the Contractor shall provide immediate admission to housing and services to these Veterans, even if beyond standard hours of operation. The date of admission shall be approved by the NAVAHCS Liaison for billing purposes. If a Veteran presents at the facility during weekends, at night, holiday, or at any other time and has not been referred by authorized VA personnel, the Contractor shall immediately notify VA authorized personnel for preapproval to admit the Veteran. All admissions shall have concurrence of VA. If unable to verify during off tour hours, the homeless Veteran should be accepted conditionally. Within 1 business day, VA Liaison shall meet with newly admitted individual and assess for eligibility and safety issues.

Veterans cannot exceed three admissions in a fiscal year. Acceptance of treatment and/or abstinence from alcohol or drugs cannot be a condition of admission or continued stay.

4.2 Length of Stay.

4.2.1 Veterans shall ideally be placed in other transitional or permanent housing suitable for the

Veteran within 60 to 90 days from the date of admission, but not more than 180 days from the date of admission.

4.2.1.1 Contractors shall not bill per diem for Veterans whose length of stay exceeds 180 days from the date of admission without prior approval from the NAVAHCS Liaison. The NAVAHCS Liaison shall not approve per diem for lengths of stay exceeding 180 days from the date of admission unless:

4.2.2 The NAVAHCS VA Liaison concurs that the Veteran shall continue to derive therapeutic benefits from a continued stay at the LDSH facility and provides the Contractor with written approval; and

4.2.3 There are extenuating clinical circumstances beyond the Contractor’s control that are barriers to the Veteran’s placement in housing; and

4.2.4 There is documented evidence that the Contractor has exhausted every effort to place the

Veteran in housing sooner; and

4.2.5 The NAVAHCS VA Liaison has been appropriately advised of these efforts well in advance of the 180-day limit.

4.2.6 If a Veteran’s length of stay exceeds 180 days from the date of admission and there is not approval from the NAVAHCS Liaison for continued per diem, the Contractor shall retain the responsibility for finding suitable transitional or permanent housing in the community at its own expense.

4.3 Absences.

4.3.1 Although absences from the LDSH facility are generally discouraged, and a Veteran is expected to remain at the facility during the placement period, it is recognized that providing a low demand environment with a goal of achieving housing stability sometimes requires additional flexibility. The Department of Veterans Affairs (VA) shall pay per diem up to a maximum of 48 consecutive hours for the unscheduled absence or 96 hours for the scheduled absence of a Veteran under the following conditions:

4.4 Scheduled Absences.

4.4.1 To receive payment, the absence shall:

4.4.1.1 Be pre-planned, consistent with and support the Veteran’s individual service plan (e.g., family reunification, short term medical, substance use disorder (SUD) or psychiatric treatment).

4.4.1.2 Have the reason documented in the individual Veteran’s case file, treatment record, or service plan.

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

4.4.1.4 Not be for a break or vacation from treatment.

4.4.1.5 Not be used for extended educational or employment circumstances.

4.4.1.6 Not be used to create more than 4 consecutive days of absence.

4.5 Unscheduled Absences.

4.5.1 To receive payment for an unscheduled absence:

4.5.1.1 The provider shall 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.

4.5.1.2 The provider may not fill the bed.

4.5.1.3 The Veteran shall be discharged from the HCHV CRS program if not located within

48 hours.

4.6 Inpatient Hospitalization.

4.6.1 HCHV Low Demand Safe Haven (LDSH) programs target the population of hard-to-reach, chronically homeless Veterans with mental illness and many with SUDs who require additional supports to maintain treatment and housing. The per diem payment may be made to the Contractor if a Veteran requires inpatient medical or psychiatric treatment for a period of up to 7 days. The Contractor shall not fill the bed during this time and should maintain contact with the Liaison and the Veteran if authorized.

4.7 Ineligible Veteran.

4.7.1 When a Veteran is admitted to a HCHV CRS program and found to be ineligible for HCHV CRS, VA shall pay for a maximum of 4 days from the day of admission to allow the provider and Liaison time to locate and arrange alternate placement

4.8 Discharges.

4.8.1 Veterans are discharged from the LDSH programs for positive, negative, or administrative reasons. The date of discharge shall be approved by the NAVAHCS Liaison for billing purposes.

4.8.2 The Contractor shall provide discharge planning and referrals for each Veteran, regardless of character of discharge from the facility, to appropriate community resources and services based upon a team assessment of health, social and vocational needs and the involvement of Veterans’ families as appropriate. The

4.8.3 Contractor shall develop and maintain positive, collaborative professional relationships with all community partners to benefit Veterans’ unique needs and choices, since successful discharge planning requires accessing all possible resources. Discharges shall be characterized as follows:

4.9 Successful Discharge.

4.9.1 The Veteran has been successfully placed as anticipated in transitional or permanent housing, or reunited with family, and has met the goals of his/her Individual Service Plan within 180 days or less.

4.9.2 The Veteran has been successfully placed as anticipated in transitional or permanent housing, or reunited with family, and has met the goals of his/her Individual Service Plan in greater than 180 days from the date of admission and the NAVAHCS Liaison has approved continuation of per diem payment.

4.10 Administrative Discharge.

4.10.1 The Veteran has been transferred to an alternate level of care with concurrence from the

NAVAHCS Liaison for medical, mental health, or substance abuse treatment to better meet the Veteran’s clinical needs.

4.11 Negative Discharge.

4.11.1 All anticipated negative discharges require immediate notification and confirmation by

NAVAHCS Liaison:

4.11.1.1 The Veteran has absconded from the facility and his/her whereabouts are unknown.

4.11.1.2 The Veteran has had an episode of violence or has threatened violence against staff or other residents and shall be discharged to maintain the safety of the facility.

4.11.1.3 The Veteran has had more than one episode of onsite drug use at the facility and shall be discharged to maintain a safe and sober environment at the facility.

4.11.1.4 The Veteran’s length of stay has exceeded 180 days from the date of admission and the NAVAHCS Liaison has not approved continuation of per diem payment.

4.11.1.5 The Veteran is discharged to a homeless shelter or drop in setting after a length of stay greater than seven (7) days from the date of admission unless there is concurrence from the NAVAHCS Liaison that there is no other alternative due to circumstances beyond the Contractor’s control.

4.11.1.6 The Veteran is discharged to a place not meant for human habitation at any point in time after the date of admission under any circumstances. * This excludes situations where a viable discharge plan is offered to the Veteran who declines and opts for discharge to a place not meant for human habitation. *

4.11.1.7 Veterans shall not be discharged for drinking, off site use of drugs, non-compliance with prescribed medication or minor infractions of house rules that do not constitute a risk to their personal safety or the safety of the facility residents or staff. Minor infractions shall be treated as engagement opportunities for Contractor provider staff. Assertive, positive engagement by the staff with patients regarding these problems is the preferred course of action to deal with these common problems of the LDSH facility.

4.11.1.8 Staff shall take a non-punitive, non-judgmental approach, utilizing the comprehensive prevention strategy of Harm Reduction and Motivational Interviewing to promote hope and healing.

4.11.1.9 The VA reserves the right to remove any or all Veterans from the Contractor’s

LDSH program at any time, when it is determined to be in the best interest of the VA or the Veteran, without additional costs to the Government.

4.12 Performance.

4.12.1 Veteran discharge status is very important to the VA and is tracked via HOMES in the national Homeless Services Scorecard performance measures HCHV1 and HCHV2.

4.12.2 Contractors shall make every effort to have successful discharges of Veterans from the LDSH Program into permanent housing. Discharges shall be reviewed quarterly by the Liaison or COR; however, the Contractor assessment period for these standards shall be on a fiscal year basis. Failure to meet performance measures may result in a collaborative plan for improvement developed between the Contractor and the VA Liaison or representative.

5. CONTRACTOR PROVIDED CARE.

5.1 Contractor shall provide the care listed below to Veterans referred and admitted to the LDSH facility:

5.1.1 Room and Board.

5.1.1.1 Contractor shall provide for the Veteran to reside in a room that affords the Veteran safety and security. Rooms shall have a bed, clean linen, and other furnishings that can be locked such as a closet, armoire, locker, etc. for each Veteran to store his/her belongings. Beds shall be designated and used exclusively by a single Veteran from the time of admission to the time of discharge. Regular room checks should occur by the same gender, when possible, with a strong focus on maintaining a safe environment that promotes the well-being of all residents.

5.2 Dedicated Program Space.

5.2.1 If Contractor offers other types of programming within the facility, LDSH Veterans shall be provided their own Program and living spaces to the furthest extent possible, to promote Veteran understanding that they are enrolled in the LDSH Program and not another offered by the Contractor and reduce interaction with unscreened Veterans.

5.3 Safe Room.

5.3.1 A safe, simple, comfortable space preferably near the office and with frequent monitoring, where Veterans can go to sober up or calm down, if emotionally upset or unruly. The purpose is to reduce untimely discharges and police involvement. This is not to be used for medical detox or for Veterans who are actively suicidal or experiencing a medical or mental health crisis. If experiencing a crisis, emergency procedures should be used, such as calling 911.

5.4 Amnesty Box.

5.4.1 These are used as alternatives to untimely discharges and should be located near the entrance, in an area without cameras to promote anonymous surrendering of contraband.

Staff may also place confiscated contraband in the Box and Contractor should have an agreement with local Police to collect the stored items at regular intervals.

5.5 Meals including dietetic services.

5.5.1 The Contractor shall be responsible for providing a sanitary food preparation area, supply food sufficient for at least three nutritious, appetizing meals 7 days a week, and snacks of nourishing quality (e.g., fruits, vegetables, protein sources), between meals and bedtime.

This is to include alternative meals or food supplies for Veterans with dietary restrictions if medically indicated (e.g., diabetic, renal, and soft mechanical diets) and reasonable accommodation for Veterans with cultural/religious preferences around food (e.g., Kosher, Sikh). At a minimum, meals shall meet adult nutrition needs as outlined in United States Department of Agriculture (USDA) Food and Nutrition Service Child and Adult Care Food Program (CACFP) or USDA Food Group Menu Plan found at http://www.fns.usda.gov/cacfp/emergency-shelters , and no more than a 14 hour span between the evening meal and breakfast the following day is allowable. When given ample notice, the facility shall provide nutritionally adequate bag meals for participants who work or have appointments off-site during the facility’s posted meal service times. All food shall be stored, handled and served in a safe and sanitary manner that meets accepted industry standards and guidelines.

5.5.2 The VA has particular concern for chronically homeless Veterans, many of whom are either undernourished or have developed poor eating habits or both, because of chronic medical, mental health or substance abuse disorders.

5.5.3 A VA dietitian shall assess printed menus as well as Veterans’ satisfaction with meals and the actual consumption of food offered in determining the Contractor’s success in meeting this requirement during annual facility inspections, in response to any complaints, or at any other point during the performance period.

5.6 Laundry facilities.

5.6.1 Contractor facility shall provide capability for Veterans to do their own laundry free of charge. If laundry services cannot be provided on-site, Contractor shall be responsible for making other arrangements for laundry services free of charge to Veterans.

5.7 Health and personal hygiene products.

5.7.1 Contractor shall make free items accessible to Veterans such as wash cloths, soap, feminine products, deodorant, toothpaste, and toothbrush.

http://www.fns.usda.gov/cacfp/emergency-shelters

5.7.2 Contractor shall notify VA of any possible exposure to Infectious Diseases and coordinate with their County Department of Public Health, VA Infectious Disease Control, and other governmental agencies as appropriate or instructed.

5.8 Medications.

5.8.1 Contractor shall have a process in place to store all medications in a locked drawer or cabinet. Veterans shall be provided access to the locked medicine cabinet and be capable of self-managing and taking their own medications. Veterans residing in the program should be educated about these procedures and the importance of safely storing medications.

Emergency medications may be maintained by the Veteran either on the Veteran’s person or by their bedside. These medications include naloxone, rescue inhalers for COPD and Asthma, epinephrine injection, glucose gel, glucagon injectable and nitroglycerin sublingual. Contractor shall be expected provide Overdose Education and Naloxone distribution (OEND) as indicated by the Harm Reduction model. Contractor shall be prepared for possible resident overdoses with an emergency supply of Naloxone and staff who are trained and comfortable administering it.

5.9 Case Management Services.

5.9.1 Contractor shall, at a minimum, provide the case management services below to Veterans in the LDSH Program.

5.9.1.1 Engagement of the Veteran in the service planning process. Contractor shall carry responsibility for interviewing, counseling and case managing identified Veterans by conducting psychosocial assessments to identify treatment needs which affect the Veterans’ adjustment to their environment and establish treatment goals. Contractor shall assess the psychosocial and environmental needs or dysfunction secondary to or exacerbating the social, substance or psychiatric problems, which might contribute to Veterans’ readjustment challenges in the community.

5.9.1.2 Contractor establishes and maintains an intensive therapeutic relationship with the Veteran, staff, and community programs/agencies, and is responsible for formulating case-management treatment goals and plans that address identified needs, stressors, and problems.

5.9.1.3 Contractor shall conduct high-risk screening, psychosocial assessment, and treatment planning, actively involving the Veteran and their family or significant others, in coordination with the team members. Psychosocial assessments shall include goals for clinical treatment. Contractor shall coordinate and document clinical case management and psychosocial services and documents the overall effectiveness of the case management services provided. Specifically, Contractor shall:

5.9.1.4 Develop a highly individualized Individual Service Plan with the Veteran consistent with low demand program goals; the plan shall specifically include provisions for Veteran placement into an appropriate transitional or permanent housing placement within 60 to 90 days of admission to the HCHV Contract Residential Care facility, but no more than 180 days. The housing placement planning shall incorporate all appropriate and available community-based housing options as well as the Veteran’s preferences regarding location and housing type. Provisions for the stabilization and/or treatment of bio psychosocial issues and stressors such as care within the contracted facility, connections to VA medical and mental health care, and/or referrals and connections to community-based resources shall also be considered. The plan shall also be focused on encouraging the Veteran resident to accept services, especially mental health and substance use services that shall allow attainment of transitional or permanent housing. Acceptance of the services offered shall not be a condition of continued stay in LDSH. However, engagement and service delivery shall retain the expectation that the resident shall advance to permanent housing with support, recognizing that it shall often be at his or her own pace.

5.9.1.5 Complete a written plan within the first week of program admission and signed by the Contractor, the Veteran, and the NAVAHCS Liaison. Integrate Harm Reduction model and Housing First principles in developing a plan of care/treatment plan with the Veteran to identify goals which address the Veteran’s housing and clinical needs.

The treatment plan shall have explicit goals and objectives, including long-range discharge goals.

5.9.1.6 Review plans at minimum every thirty (30) days thereafter in a clinical meeting with the Veteran. Updated plans shall be promptly communicated to the NAVAHCS Liaison.

5.9.1.7 Make changes in plans in consultation with the Veteran.

5.9.1.8 Screen each Veteran for suicidal and homicidal risk with each contact. This screening shall be documented in regular progress notes in the Contractor’s clinical service records. If the Veteran is a danger to him/herself or others, Contractor shall take immediate steps to provide appropriate intervention. Crisis management shall be conducted in consultation and coordination with the NAVAHCS Liaison.

5.9.1.9 Monitor Veteran’s physical and psychiatric health and substance use status and stability.

5.9.1.10 Coordinate with NAVAHCS Liaison during weekly case conferences regarding updates and changes in Veterans’ care plans to foster a collaborative relationship with NAVAHCS and Contractor in meeting Veterans’ needs.

5.9.1.11 Case conferencing shall be done in person or by telephonic/video conference calls as determined by NAVAHCS.

5.9.1.12 Collaborate with the NAVAHCS Liaison to ensure Veterans are connected to needed

VA medical, mental health, and substance abuse treatment and care.

5.9.1.13 Review the current treatment plan and goals when there is a significant change in the

Veteran’s situation (medical, mental, marital, financial, etc.), when there is a change to a higher-level of care, or in compliance with the local VA medical facilities or Contractor’s policy/procedure regarding treatment plan review.

5.9.1.14 Obtain relevant Releases of Information to communicate and coordinate Veterans’ treatment with VA and other community-based service providers.

6. Other Supportive Services.

6.1 Contractor shall provide or assist with obtaining on or off-site other therapeutic and rehabilitative services as listed below to Veterans in the LDSH Program.

6.1.1 A variety of daily structured groups and activities to promote social skills building and healthy lifestyle (i.e., resident participation in psychosocial group sessions, topics based upon resident preference and recommendations by the residential treatment setting staff and NAVAHCS Liaison; physical activities; facilitated outings or social activities in the local community). Daily activity schedules shall be printed and posted in facility common areas to ensure Veteran awareness and promote participation.

6.1.2 Supportive social services, in collaboration with the case managers, VA or other community resources.

6.1.3 Professional counseling as required, including emphasis on self-care skills, adaptive coping skills, vocational counseling, in collaboration with the NAVAHCS Liaison or community resources as appropriate.

6.1.4 Opportunities for immediate learning and/or development of responsible living with a goal of achieving a more adaptive level of psychosocial functioning.

6.1.5 Support for an alcohol and/or drug-free lifestyle.

6.1.6 Opportunities for learning, testing, and internalizing knowledge of the illness and/or recovery process; improving social skills; and improving personal relationships.

6.1.7 Opportunities for client participation in community activities, volunteer opportunities, local consumer services, etc.

6.1.8 Education/enhancement of community/independent living skills and basic life skills such as credit repair, money management, job searching, shopping, safety, basic cleanliness, and meal preparation.

6.1.9 Referrals of Veterans to VA medical facilities, VA Regional Offices, and community-based agencies for a variety of services that may include health care, entitlements, vocational assistance, education, recreation, and any other needed assistance.

6.1.10 Assistance to Veterans in initiating housing applications and other benefit paperwork as needed. Contractor shall assist Veterans in obtaining documentation required for completing applications including, but not limited to birth certificates, driver’s licenses, income verification and any additional information required by housing resources and potential income supports.

6.1.11 Advocate on behalf of the Veteran to fill gaps in the service that VA is not able to provide.

Support mental health stabilization and attainment of individual Veterans’ goals.

6.1.12 Recognition and rewards shall be provided to help residents achieve these goals. The Contractor shall recognize successful LDSH Program Veterans with ceremonies, opportunities to provide peer support to other Veterans as appropriate, and invitations to share their experiences as successful alumni.

6.2 Transportation.

6.2.1 Contractor shall assist in providing transportation for Veterans to attend housing interviews, potential housing placements, medical appointments and other appointments at the VA, benefits agencies, meetings with landlords, etc.

6.2.2 Transportation shall include assistance in obtaining train or bus fare, or direct transportation by Contractor provider staff. Contractor shall arrange transportation through the Beneficiary

Travel program, the VA Volunteer Transportation Network, or shall provide information to the Veteran on using public transportation.

6.2.3 Contractor shall have proper insurance as stated elsewhere in this contract.

6.3 Outreach.

6.3.1 Outreach shall be conducted by the Contractor and NAVAHCS Homeless Outreach staff to optimally engage the target population - chronically homeless Veterans who have difficulty accepting housing and services from traditional programs. Homeless Veterans with severe mental illness and persistent substance use problems that have not responded to traditional programs and meet the definition of a chronically homeless person are a primary target. For this program, VA shall use the U.S. Department of Housing and Urban Development’s working definition of a chronically homeless person, who “in general, is an unaccompanied disabled individual who was been continuously homeless for over one year”. Engagement with the Veteran should be goal-directed with consistent staff geared toward building trust and encouraging the Veteran to accept and remain in the Safe Haven residence. Evidence-based practices, such as Motivational Interviewing and Harm Reduction, should be utilized.

7. CONTRACTOR QUALIFICATIONS & STAFFING.

7.1 Contractor shall have experience operating a housing program with on-site supportive services and demonstrated experience serving chronically homeless individuals. Contractor shall have at least one (1) year of direct experience working with the chronically homeless population.

Contractor staff shall meet the State of Arizona regulations pertaining to Continuing Medical Education (CME) and Continuing Educational Units (CEU) requirements for their specific qualification. The Contractor shall employ sufficient personnel to carry out the policies, responsibilities, and programs of the LDSH facility and this contract. It is the Contractor’s responsibility to keep all staff positions filled with appropriately licensed and trained professionals. In the LDSH Program, there shall be at a minimum the following staff:

7.1.1 A full-time administrative staff member or Director of the program “on call” for emergencies 24 hours a day, 7 days a week.

7.1.2 Contractor staff shall have a professionally credentialed clinical supervisor available to make regular onsite visits and provide ongoing supervision of cases to case management personnel.

7.1.3 Contractor staff shall have Case Management personnel that holds a Bachelor’s degree and have at least 6 months of experience in social services settings. Case Manager shall provide the necessary therapeutic interventions and activities and to ensure a meaningful integration of these efforts with those provided in the residential setting. Case Managers shall have training and experience working with homeless individuals with chronic medical, mental health and substance abuse problems and be able to assess and anticipate crises. Each Veteran shall have an assigned case manager responsible for coordinating and providing the supportive services specified in the contract.

7.1.4 Contractor shall participate in on-line and/or face-to-face training on the basic Low Demand Safe Haven Model through the VA National Center on Homelessness among Veterans (the Center) as requested. Introduction to and training on the evidence-based practices Motivational Interviewing and Harm Reduction may be included with this training.

7.1.5 Contractor staff shall have one staff or security member with Cardio-Pulmonary Resuscitation (CPR) certification on site and available in an emergency during each shift, 24 hours per day.

7.1.6 Contractor’s staff assigned to work with Veterans under this contract shall be certified in CPR and shall maintain the certification during their work under the contract. Additionally, all Contractor staff working with Veterans shall be trained in Harm Reduction Model and Motivational Interviewing principles. VA facility CORs shall provide technical assistance.

7.1.7 Contractor shall also conduct ongoing training of staff on maintaining client privacy and confidentiality in all verbal and written communications and interactions. Staff shall also be trained in providing flexible, respectful, responses to infractions of rules. Personnel assigned by the Contractor to perform the services covered by this contract shall be proficient in written and spoken English (38 USC 7402).

7.1.8 Contractor staff…