S02 RFP 36C26224R0136 HCHV SAVAHCS.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

36C26224R0136 11-22-2024

Soledad De La Torre (562)766-2313 12-06-2024 7am PDT

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

X

624221

$13.5 Million

N/A

X

36C678

Department of Veterans Affairs Southern Arizona VA Healthcare System 3601 S. 6th Avenue

Tucson AZ 85723

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

The Department of Veteran Affairs has established HCHV, in accordance with 38 USC 2031 and 38 CFR Part 63.

Health Care for Homeless Veterans (HCHV) Services For the Southern Arizona VA Healthcare System (SAVAHCS).

In accordance with the Performance Work Statement (PWS)

Please see subsequent pages.

X X

X 1

Danielle Trudeau Contracting Officer

36C26224R0136

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

INITIAL AWARD: JANUARY 1, 2025 THROUGH DECEMBER 31, 2025

ORDERING PERIOD 1: JANUARY 1, 2026 THROUGH DECEMBER 31, 2026

ORDERING PERIOD 2: JANUARY 1, 2027 THROUGH DECEMBER 31, 2027

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 52.216-18 ORDERING (AUG 2020)

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

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

C.5 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

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

C.6 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV

2018)

C.7 VAAR 852.237-70 INDEMNIFICATION AND MEDICAL LIABILITY INSURANCE

(OCT 2019)

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

C.9 MANDATORY WRITTEN DISCLOSURES

C.10 SUPPLEMENTAL INSURANCE REQUIREMENTS

C.11 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.12 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (MAY 2024)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

D.1 INSPECTION FORM – ATTACHED

D.2 PAST PERFORMANCE QUESTIONNAIRE - ATTACHED

D.3 BUSINESS ASSOCIATE AGREEMENT (BAA) - ATTACHED

D.4 IT CONTRACT SECURITY

D.5 WAGE DETERMINATION LABOR STANDARDS (WDOL)

SECTION E - SOLICITATION PROVISIONS

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

COMMERCIAL SERVICES (SEP 2023)

E.2 INSTRUCTIONS TO OFFERORS—SUBMISSION OF PROPOSAL

E.3 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (NOV 2021)

E.4 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES (MAY 2024)

E.5 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

E.6 52.204-29 FEDERAL ACQUISITION SUPPLY CHAIN SECURITY ACT ORDERS—

REPRESENTATION AND DISCLOSURES (DEC 2023)

E.7 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018) .. 112

E.8 52.216-1 TYPE OF CONTRACT (APR 1984)

E.9 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.10 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

E.11 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

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:

Title:

Email:

Phone No.:

UEI No.:

b. GOVERNMENT: Soledad De La Torre, Contract Specialist Department of Veterans Affairs Network Contracting Office (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

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly [ ]

b. Semi-Annually [ ]

c. Other [X] Monthly, in accordance with FAR 52.212-4

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

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

AMENDMENT NO DATE

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# ____ ____ ____ ____ ____ ____ ____ ____ ____ mailto:Soledad.Delatorre@va.gov

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 contract period of performance for this IDIQ contract shall be for a base year with the Government having the option to exercise two (2) Ordering Periods for a total of 3 years for the Southern Arizona VA Health Care System (SAVAHCS). The schedule of services and price below indicates pricing for initial award and each ordering 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.

Quantities are estimates ONLY. This is an IDIQ contract. Stated contract minimum(s) are the only guaranteed quantities. The guaranteed minimum on any option period is only guaranteed if the option is exercised. Ordering procedures and order minimum and maximum can be found at Section C – Clause C.3 (52.216-19). The Government will not require more or less than the amounts given below during the duration of the Initial Award or any exercised option period. Invoices and payments will be based on the minimum or actual quantity, whichever is greater. Task orders will be issued/funded separately from the base contract or any subsequent option years.

Steps For Vets (SFV) – 6 Beds per Night The guaranteed minimum number of beds for Steps for Vets (SFV) is 1 bed per night for a total of 365 days, or 365 bed days per year of the contract. The estimated maximum number of bed days is 2190 per year.

Low Demand Safe Haven (LDSH) – 4 Beds per Night The guaranteed minimum number of beds for Low Demand Safe Haven (LDSH) is 1 bed per night for a total of 365 days, or 365 bed days per year of the contract. The estimated maximum number of bed days is 1460 per year.

Contracted Emergency Residential Services (CERS) - 22 Beds per Night The guaranteed minimum number of beds for Contracted Emergency Residential Services (CERS) is 1 bed per night for a total of 365 days, or 365 bed days per year of the contract. The estimated maximum number of bed days is 8030 per year.

INITIAL AWARD: JANUARY 1, 2025 THROUGH DECEMBER 31, 2025

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

2,190.00 DY __________________ __________________

One day of SFV service per Veteran in accordance with the Performance Work Statement

Contract Period: Initial Award POP Begin: 01-01-2025 POP End: 12-31-2025

1,460.00 DY __________________ __________________

One day of LDSH Service per Veteran in accordance with the Performance Work statement.

Contract Period: Initial Award

8,030.00 DY __________________ __________________

One day of CERS Single Occupancy Service per Veteran in accordance with the Performance Work

Contract Period: Initial Award

GRAND TOTAL __________________

ORDERING PERIOD 1: JANUARY 1, 2026 THROUGH DECEMBER 31, 2026

ITEM

NUMBER

DESCRIPTION OF

One day of SFV Service per Veteran in accordance with the Performance Work Statement

Contract Period: Ordering Period 1 POP Begin: 01-01-2026 POP End: 12-31-2026

One day of LDSH service per veteran in accordance with the Performance

Work statement.

Contract Period: Ordering Period 1 in accordance with the Performance Work

Contract Period: Ordering Period 1

ORDERING PERIOD 2: JANUARY 1, 2027 THROUGH DECEMBER 31, 2027

ITEM

NUMBER

DESCRIPTION OF

One day of SFV service per Veteran in accordance with the Performance Work Statement

Contract Period: Ordering Period 2 POP Begin: 01-01-2027 POP End: 12-31-2027

One day of LDSH service per Veteran in accordance with the Performance Work statement.

Contract Period: Ordering Period 2 in accordance with the Performance Work

Contract Period: Ordering Period 2

AGGREGATE TOTALS

SCHEDULE OF SERVICES AND PRICING

SOUTHERN ARIZONA VA HEALTH CARE SYSTEM (SAVAHCS)

PERIOD OF PERFORMANCE DOLLAR VALUE

Initial Award January 1, 2025 through December 31, 2025 $ Ordering Period 1 January 1, 2026 through December 31, 2026 $ Ordering Period 2 January 1, 2027 through December 31, 2027 $

Total Base Year + Two (2) Ordering Period: $

B.3 PERFORMANCE WORK STATEMENT:

Title: Health Care for Homeless Veterans Program (HCHV) at the Southern Arizona Health Care System (SAVAHCS)

1. GENERAL

1.1. This is a non-personnel services contract to provide care, treatment, and rehabilitative services, including Case Management Services; and Therapeutic Transitional Housing Assistance for the Health Care for Homeless Veterans Programs (HCHV). The Government shall not exercise any supervision or control over the contract service providers performing the services herein.

Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

2. DESCRIPTION OF SERVICES/INTRODUCTION

2.1. The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and services necessary to perform Health Care for Homeless Veterans as defined in this Performance Work Statement except for those items specified as Government furnished property and services. The Contractor shall perform to the standards in this contract. Note: Under section 38 USC 2031, VA can contract for care, treatment, and rehabilitative services (for eligible veterans) with community-based treatment facilities. VA does not have the authority under 2031 to contract for housing alone; even if VA is also providing care and services to the Veterans residing at the contractor’s facility, the contractor must furnish care, treatment, and rehabilitative services.

3. BACKGROUND

3.1. The central goal of the HCHV program is to reduce homelessness among Veterans by conducting outreach to those who are the most vulnerable and who are not currently receiving VA services, and then engaging them in treatment and rehabilitation as well as in other VA programs and non-VA community programs that provide prevention and support services.

3.2. The HCHV program was developed from the original Homeless Chronically Mentally Ill

(HCMI) Program, a six-month pilot project, established February 12, 1987.

3.3. In recent years, VA’s effort to eliminate Veteran homelessness has led to the development of a range of additional programs and initiatives implemented by VHA Central Office, Office of Clinical Operations, and Homeless Programs Office. Additionally, programs such as Department of Housing and Urban Development-VA Supportive Housing (HUD-VASH) have been expanded to include programmatic components that address the gaps in services for homeless Veterans. Because HCHV programs typically are the first to make contact with homeless Veterans, they frequently serve as the entry point for these services and thus, provide VA a way to outreach, assist, and offer homeless Veterans an “Open Door” to the continuum of VA services.

3.4. In addition to this core mission, HCHV functions as a mechanism to contract with providers for community-based residential treatment for homeless Veterans.

3.5. Because the least disruptive and most economically efficient way to end homelessness is to prevent its occurrence, VA has expanded its homeless initiatives to include support services aimed at the prevention of homelessness. Unlike VA’s traditional homeless programs, which focus on treatment and rehabilitation of the individual Veteran, prevention services address those Veterans and their families who are at immediate risk for becoming homeless or who have recently become homeless. This group includes Veterans recently released from prison or who are otherwise involved with the criminal justice system. HCHV programs are well positioned to assist these Veterans in accessing the appropriate level of services through other VA programs and non-VA community programs.

3.5.1. The HCHV program is vital for providing a gateway to VA and community-based supportive services for eligible Veterans who are homeless. This includes ensuring that chronically homeless Veterans and/or those with serious mental health diagnoses can be placed in community-based programs that provide quality housing and services that meet the needs of these special populations.

4. OBJECTIVES

4.1. Clinical Assessment to provide determination of strengths, needs abilities and preference of each Veteran.

4.1.1. Initiation of Case Management to plan and coordinate the homeless Veteran’s care.

5. SCOPE

5.1. HCHV Services address the cause and effects of homelessness in a community-based setting that provides direct services in a safe environment that supports recovery and meets the needs of homeless Veterans. Services include short-term residential treatment to Veterans (including those who must register as sex offenders) who need an immediate housing placement as they seek permanent housing and/or additional care and services. HCHV services may be responsible for the direct provision of Case Management and Additional Care and Services.

Additional Care and Services may include, but are not limited to, Vocational Training and Skills Development, and Mental Health and/or Substance Use Disorder (SUD) Counseling.

5.2. The Contractor shall serve males, females, transgender persons (based on their self-identified gender), and veterans with adult dependents in a way that protects the privacy and security of all veterans.

5.2.1. Payment is provided for the veteran only.

6. PLACE OF PERFORMANCE

6.1. The work to be performed under this contract shall be performed at the Contractor facility within the City of Tucson or South Tucson city limits.

7. PERIOD OF PERFORMANCE

7.1. The period of performance of this contract shall be for one base year of 12 months and two 12-month ordering periods.

8. SPECIFIC TASKS

8.1. Contractor shall perform the following tasks:

8.1.1. Obtain a Release of Information (ROI) from Veteran for any information requested by outside parties during the Veterans participation in the program if applicable.

8.1.2. Ensure all documentation is in accordance with the current CARF standards.

8.1.3. Inform COR in writing within 24 hours of Veteran’s admission to the program.

8.1.4. Provide Clinical Assessments within seven days of admission to determine strengths, needs, abilities, and preferences of each Veteran and/or services to include:

a. History of homelessness.

b. Mental health history.

c. Physical health history.

d. Substance use history.

e. Social history.

f. Education, vocation, and income history.

g. Legal history.

h. Strengths and Needs.

i. Abilities and Preferences.

j. Barriers/Vulnerabilities.

k. Military History.

l. Trauma History.

m. Suicide Risk Assessment.

8.1.5 Provide on-site drug or alcohol testing methods (i.e., urine drug screens, breathalyzers), when clinically appropriate or when requested by the COR.

8.1.6 Provide Case Management to plan and coordinate the homeless Veteran’s care. At a minimum Case Management Services will include the following:

a. Working toward the rapid placement of the Veteran in a safe setting, with an emphasis on utilizing “housing first” approaches wherever possible.

b. Arranging, coordinating, and/or providing direct clinical services (enrollment, assessment, treatment plan, reassessment) and support.

c. Using Recovery Model principles.

8.1.7 Provide the following brief therapeutic interventions in an individual or group setting as clinically indicated: Cognitive Behavioral Therapy (CBT), CBT skills, Mind Body Stress Reduction (MBSR), MBSR skills, Motivational Interviewing, and Psychoeducational tools, sober living skills, psychotropic medication education, or other clinically relevant interventions to assist Veterans in managing negative mental health symptoms. The goal in utilizing the above skills/interventions is to provide an environment in which Veterans can successfully transition into stable permanent housing after the Veteran has reduced the impact of negative mental health symptoms and improved their ability to successfully live independently.

8.1.8 Contractor will take primary responsibility for assisting Veterans in completing housing applications and other benefits paperwork as needed. Contractor will assist Veterans in obtaining the needed documentation required for complete applications including but not limited to, birth certificates, driver’s license, income verification and any additional information required by housing resources and potential income supports.

8.1.9 If needed, Contractor will accompany Veterans to housing interviews, medical appointments, and other appointments as needed while working with Veterans to foster independence and a sense of self-determination. Also, Contractor will assist Veterans in obtaining transportation to attend appointments at the VA, potential housing placements, benefits agencies, meetings with landlords, etc. This assistance may include providing transportation, helping Veterans to obtain bus fare, or local subsidized transportation services as a part of the case management process.

8.1.10 Provide Treatment Services and Documentation of Services provided in Veteran’s record: Address the needs of special populations which may include women, EF/OIF/OND, SMI, and chronically homeless.

8.1.11 Provide routine updates to the Initial Treatment Plan developed in conjunction with the

SAVAHCS Housing First Program. Individual treatment plan shall include specific goals, measurable objectives, targeted dates for completion, a designated responsible individual for addressing each goal. Plans may include goals that:

a. Improve the Veteran’s safety.

b. Assist the Veteran’s overall physical and mental status and promote a healthy lifestyle.

c. Instill hope.

d. Increase employability or increase income or improve income management.

e. Improve the Veteran’s overall quality of life.

f. Improve the Veteran’s self-esteem, self-efficacy, and independence.

g. Assist the Veteran in achieving an optimal level of psychosocial functioning.

h. Provide support services aimed at the prevention of homelessness.

8.1.12 Provide progress notes that document the following:

a. Progress toward the Veteran’s goals

b. Veteran’s participation in treatment

c. Services provided.

d. Changes to treatment or service plan

e. Suicide Risk assessment.

8.1.13 Provide program exit summary to COR, in writing, within 24 hours of termination from the program for each episode of care. Medical care and services provided, and recommendations for follow-up care, shall be documented in this exit summary, which shall include at minimum:

a. Date of Exit

b. Type of Exit

c. Veteran’s perception of exit and agreement with exit

d. Status of Treatment goals at time of exit

e. Aftercare plan

8.1.14 Provide incident report in writing to the COR by close of business on the day of the incident and a phone call immediately for any of the following:

a. Death.

b. Fire.

c. Drug/police raid.

d. Suicide/suicide attempt.

e. 911 calls (police / fire dept. / paramedics / other).

f. Drug overdose.

g. Severe medical illness / emergency.

h. Severe psychiatric illness / emergency.

i. Sexual assault, harassment, or attempt.

j. Act of violence or abusive behavior by Veteran against other(s) or staff.

k. Act of violence or abusive behavior by staff against Veteran.

l. Accident with or without injury involving staff or Veteran(s).

m. Medication problems or adverse drug reactions.

n. Or any other clinical relevant incidents.

8.1.15 Provide Treatment Planning: Individual treatment plans are developed through a joint effort of the Veteran, the Contractor, and the COR. Treatment plans shall be developed for each Veteran based on input from COR staff assessments, other VA clinical data, and the Veteran. NOTE: If clinically indicated and if staffing is available, interdisciplinary planning must be provided by the treatment team. HCHV program staff must monitor the quality of care provided by the contract facility through regular visits to the facility. This is accomplished with the weekly treatment group meetings discussed in Post Award Conference/Periodic Progress Meetings/Weekly Treatment Group Meetings.

8.1.16 Provide Treatment Services: Contractor shall provide therapeutic and rehabilitative services as described in the Performance Work Statement and in the Individual treatment plan. In some cases, VA may complement the Contractor’s program with added treatment services such as participation in VA Outpatient programs (e.g., CWT, Incentive Therapy, Mental Health Clinic, SUD treatment, Home Health, PT/OT).

8.1.17 Provide Exit/Discharge from Contract Residential Services: Exit or discharge planning for each Veteran starts at the time of admission into the Contracted program. Exit planning is for the Veteran to identify personal needs for obtaining housing, continuing recovery, care, treatment, and services after exit. Exit planning is addressed at each interdisciplinary treatment team meeting with the Veteran. Length of Stay is variable based on progress towards goals, objectives, and time frames listed in the treatment plan. The timing of transition to the community is negotiated between the Veteran and the team. Contractor’s staff are responsible for ensuring that access barriers to continuing outpatient care (e.g., distance, transportation, scheduling) are reduced or eliminated.

8.1.18 Veterans may end participation in HCHV Contract Residential Services for any of the following reasons:

a. The Veteran has accomplished the goals as defined in the treatment plan and is prepared for community integration with identified resources after exit.

b. The Veteran requires treatment beyond program resources and is to transition to another level of care.

c. The Veteran has failed to adhere to the rules and the regulations of the program.

d. The treatment environment does not meet the Veteran’s expectations or needs.

e. The Veteran requests to leave before treatment goals are met.

f. The Veteran has a personal emergency necessitating exit.

8.1.19 There are circumstances when the treatment team may make a clinical decision to discharge a Veteran prior to program completion. These circumstances include:

a. The Veteran exhibits dangerous and/or threatening behavior.

b. The Veteran exhibits a pattern of relapse or unauthorized use of an addictive substance and a lack of engagement in treatment services.

c. The Veteran refuses to engage in treatment planning.

d. The Veteran has achieved maximum benefit from treatment in the program.

e. The Veteran refuses to allow communication between VA and the Contractor that is necessary to ensure the safe and effective coordination of care.

f. No-call/No-shows exceeding two consecutive days.

NOTE: Veterans must be discharged after 14 consecutive absences from the facility.

8.1.20 Whether the Veteran ends participation in the program, has completed the program, or is in the process of being discharged by the Contractor, the Contractor shall ensure the following occurs:

a. The Veteran is involved in the exit planning process.

b. The Veteran is provided clear information regarding exit.

c. Continuity of VA and non-VA services for medical and mental health needs are arranged. The HCHV program staff is included in decisions regarding the setting and frequency of ongoing treatment and community recovery activities.

d. The treatment team will follow-up with the Veteran post-discharge to facilitate access to continuing aftercare services.

e. An assessment of the Veteran’s dangerousness and overall mental health stability is made by the treatment team and appropriate action taken, according to the Contractor’s policy.

f. If the Veteran does not have permanent housing, the Contractor shall provide information that facilitates arrangements for transitional or temporary housing.

g. The Contractor shall inform HCHV program staff of the Veteran’s exit within 24 hours.

8.1.21 If a Veteran refuses to participate in exit planning or if a Veteran drops out of treatment without seeing or contacting Contractor’s staff, the Contractor shall notify the HCHV program staff, and assess the level of risk. If the Veteran is deemed to be an immediate danger to him or herself or others, the Contractor shall call the Veteran Crisis line (800- 273-8255) for assistance. If safety concerns persist, local 911 should be called.

8.2 Fixed Daily Charge, Billing and Payments: “Fixed daily charge” means that the VA will pay for the eligible Veteran’s stay in a residential treatment bed and associated treatment services for each day the Veteran resides at the facility and receives services. The VA also refers to this as “bed days of care.” Unless specifically excluded in this contract, the fixed daily charge established will include the services listed in this document and will also include the services or supplies normally provided other patients by the facility without extra charge. It is the contractor’s responsibility to have appropriate systems of verification of services in place to justify invoices and payments.

8.3 The VA can only pay fixed daily charge for eligible Veterans (i.e., Veterans whom VA refers to the contractor, or for whom VA authorizes the provision of services) as determined by the local VA medical center HCHV or SFV program.

8.4 VA pays fixed daily charge for each eligible Veteran’s exclusive use of a residential treatment bed within a facility. Therefore, the contractor may not bill the VA and the VA will not pay fixed daily charge for beds that are used by more than one person at a time, such as in shifts. For example, it is not permissible to bill the VA for a bed that was used by an eligible Veteran at night but then given to someone else to sleep in during the day while the eligible Veteran was attending appointments outside of the facility.

8.5 Payment are made monthly in arrears to the address in block 18a of the 1449. Invoices submitted for payment shall be reviewed for accuracy, verified against time records and attendance logs and shall be subject to approval by the Government prior to remittance of payment. Any discrepancies found shall be brought to the attention of the Contractor and shall be resolved. A corrected invoice must then be submitted by the Contractor as instructed by the Government.

Contractors will be provided with specific invoicing instructions at a post-award kick-off meeting to occur within 30 days of the contract award.

8.6 Contractors may only bill the VA for bed days of care for Veterans who are actively residing at the facility and receiving associated treatment services. The Health Care for Homeless Veterans (HCHV) Contract Residential Services (CRS) program allows payment to a provider for an absent Veteran under the circumstances outlined below.

a. The HCHV CRS Liaison will review a HCHV CRS provider’s request for payment for an absent Veteran to ensure it meets the standards set by the HCHV National Program Office and that this payment does not modify any terms of an existing HCHV CRS program, however these provisions must be incorporated in all new HCHV CRS program solicitations beginning 6 months after the publication of this directive. Any questions should be referred to the HCHV National Program Office.

b. The Department of Veterans Affairs (VA) will 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:

(1) Scheduled Absences. To receive payment, the absence must:

(a) 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).

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

(c) Not result in the bed being filled by the provider.

(d) Not be for a break or vacation from treatment.

(e) Not be used for extended educational or employment circumstances.

(f) Not be used to create more than 4 consecutive days of absence.

(2) Unscheduled Absences. To receive payment for an unscheduled absence:

(a) The provider 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.

(b) The provider may not fill the bed.

(c) The Veteran must be discharged from the HCHV CRS program if not located within

48 hours.

(3) Inpatient Hospitalization. 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.

HCHV Contract Emergency Residential Services (CERS) programs established as medical respite or geriatric care programs also serve a specific subset of Veterans with complex needs. The per diem payment may be made to a HCHV LDSH, medical respite or geriatric care provider if a Veteran requires inpatient medical or psychiatric treatment for a period of up to 7 days. The provider may not fill the bed during this time and should maintain contact with the HCHV CRS Liaison and the Veteran if authorized.

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

9.0 SPECIAL QUALIFICATIONS

9.1 Special Qualifications: The Contractor shall ensure all employees possess and maintain current professional certification as described below during the execution of this contract.

Contractor shall ensure the following staff performing services under this contract have the following qualifications. Case Managers should meet the following minimum staffing ratios:

1:20.

a. Housing Program Manager – High School Graduation or G.E.D. with a minimum of one year experience providing administrative services in an organization serving clients with social service needs.

b. Clinical Supervisor – licensed in the State of Arizona with one of the following:

Licensed Professional Counselor, Licensed Marriage and Family Therapist, Licensed Independent Substance Abuse Counselor, Licensed Master of Social Worker or Licensed Clinical Social Worker.

c. Case Manager – Associates Degree in Social Services or similar field with a minimum of one year experience working with individuals with chronic medical, mental health, substance abuse problems, and/or homelessness, and be able to assess and anticipate crises.

d. Peer Support Specialist – Completion of Peer Support Specialist training and certification, and a minimum of 1 year of personal recovery from a mental health condition, homelessness and/or addiction.

10. RECORDS AND REPORTS

10.1 As part of VA contract oversight, attention will be directed to the adequacy of Veterans’ records. Site visits by VA staff will periodically include a spot check of records to ensure Contractor invoices accurately reflect the Veteran’s length of stay. The Contractor will be responsible for the following onsite records and reports:

10.2 Daily sign-in sheets signed by program Veterans, to document and verify Veterans’ presence at the facility for billing purposes. Daily sign-in sheets must be completed clearly, accurately and thoroughly with full signatures and monitored so as to provide a full accounting of Veterans’ stay and treatment services received for billing and audit purposes. These sign-in sheets will be available to the COR as needed for review.

10.3 The Contractor shall maintain an individual clinical record on each Veteran outplaced under this contract. The Contractor must comply with the requirements of the “Confidentiality” of certain medical records (38 USC 7332), and (42 CFR, Part II) when appropriate, and shall be part of the contract. All case records will be maintained with such security and confidentiality as required and will be made available on a need-to-know basis to appropriate staff members involved with the treatment program of the veterans concerned. Individual clinical records will contain the following:

a. An initial biopsychosocial assessment including suicide risk assessment.

b. Individual Service Plan.

c. Relevant Releases of Information to communicate and coordinate Veterans’ treatment with VA and other community-based service providers.

d. Progress notes for each case management encounter to include information regarding progress toward meeting the Individual Service Plan goals and suicide risk assessment.

e. Documentation of Veteran participation in onsite daily structured activities and groups.

f. A final discharge summary.

10.4 Contractors will be expected to enter data into a Homeless Management Information System

(HMIS) web-based software application and bed totals in the Homeless Inventory Count (see Reference section). This data will consist of information on the Veterans served and types of treatment services provided by contractors. Contractors must treat the data for activities funded by the VA HCHV Contract Residential Care program separately from that of activities funded by other programs. Contractors will be required to export client-level data for activities funded by the VA HCHV Contract Residential Care program to VA on a regular basis.

11. TRAINING

11.1 All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems:

a. Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Contractor Rules of Behavior, relating to access to VA information and information systems.

b. Successfully complete the “VA Privacy and Information Security Awareness and Rules of Behavior – Print” training and annually complete required security training.

c. Successfully complete the appropriate VA privacy training “Privacy and HIPAA Training” and annually complete required privacy training.

d. Successfully complete any additional cyber security or privacy training, as required for VA personnel with equivalent information system access.

11.2 The contractor shall provide, as requested, to the Contracting Officer and/or the COR a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required.

11.3 Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete.

12. APPLICABLE PUBLICATIONS (CURRENT EDITIONS)

12.1 The Contractor shall abide by the following regulations, publications, manuals, and local policies and procedures which are made part of this contract and are incorporated herein by reference.

a. Commission on Accreditation of Rehabilitation Facilities, CARF International

b. VHA Directive 1162.04 Health Care for Homeless Veterans Program

c. VHA Handbook 1162.01 Grant and Per Diem Program

13. GOVERNMENT HOLIDAYS

13.1 Contractor shall perform residential services on the following holidays. Contractor shall bear the cost of any overtime and/or holiday pay to which its personnel may be entitled as a result of performing work under this contract. These costs shall not be billed to nor reimbursed by the Government.

14. HOURS OF OPERATION

14.1 The Contractor shall conduct business at the residential facility 24 hours per day. Admissions will occur at any time as clinically needed from VA Social Work Staff with collaboration from the COR. The Contractor shall at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

15. HOLIDAY CHART

16. CONTRACTOR SUBMITTALS EVIDENCE OF INSURANCE COVERAGE

16.1 Before commencing work under this contract, the Contractor shall furnish certification to the CO that the coverage required (General & Professional Liability as well as Workers Comp) has been obtained and such policy shall state, “This policy may not be changed or cancelled without written notice to the VA CO, Network Contracting Office 18, 3601 S. 6th Ave. Tucson, AZ 85723. Said policy must bear an appropriate “loss payable clause’’ to the United States as its interest may appear. Such evidence of insurance will not be waived. See VAAR Clause 852.237-7 for amounts.

17. GOVERNMENT FURNISHED ITEMS AND SERVICES

17.1 Veterans will be screened for entry to HCHV Contracted Residential Services to determine medical and psychiatric stability and their suitability for entry to the program by VA Staff.

17.2 Services: The Government will provide a VA Case Manager who will be delegated as the primary COR to ensure psychosocial needs are met and to facilitate assistance with an appropriate Contracted housing placement. The COR will meet with Contractor weekly or bi-weekly for treatment group meetings to review Veteran treatment plans.

a. The VA will obtain an initial Release of Information (ROI) from each Veteran for any information requested by outside parties during the Veteran’s participation in the program.

b. Appropriate VA and/or community services must be coordinated by the VA HCHV program staff, as indicated, for aftercare or re-engagement regardless of exit circumstances.

17.3 Materials: The Government will provide Contractor with training with the HOMES program requirements (estimate of four hours), VA Assessment and Treatment forms and documentation training (estimate of one hour), space for weekly treatment team meetings, initial assessment, New Year’s Day 1 January Martin Luther King’s Birthday Third Monday in January President’s Day Third Monday in February Memorial Day Last Monday in May Juneteenth 19 June Independence Day 4 July Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day 11 November Thanksgiving Day 4th Thursday in November Christmas Day 25 December initial and recurrent treatment plan, and ongoing consultation regarding evidence-based therapies approved by the VA.

18. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES

18.1 General: The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract.

18.2 Provide Treatment Services and Documentation of Services: Contractor shall provide the Contracted Emergency Residential Services described in the Performance Work Statement as outlined below.

18.3 Residential Care Facilities: The Contractor shall have site control of the residential care facility through ownership or valid lease. VA will conduct an inspection that Contractor sites must pass prior to contract award and annually 60 days prior to an option period being exercised. VA reserves the right to inspect any facility and associated services at any time under the terms of this contract.

18.4 Contractor shall ensure its facilities are licensed as required for the particular setting and meet all applicable local, state, and Federal requirements concerning licensing and health codes.

18.5 Contractor shall provide copies of valid licenses to the VA at the time of pre-inspection and during annual inspection reviews. Where applicable, the facility must have a current occupancy permit issued by the authority having jurisdiction.

18.6 Contractor shall meet all the standards referenced in the Health Care for Homeless Veteran

(HCHV) Contracted Provider Inspection Form provided in Section D - Attachment 1 – Inspection Form which is incorporated herein by reference.

18.6.1 Contractor shall ensure its facilities meet the following standards:

a. NFPA 101: Life Safety Code. This code can be located at http://www.nfpa.org/aboutthecodes/AboutTheCodes.asp?DocNum=101# or within the published NFPA 101: Life Safety Code, 2012 edition.

b. Americans with Disabilities Act (ADA) to include facility safety and accessibility requirements of the disabled, see www.ada.gov. This also includes meeting standards for certified service dogs in the facility, see current standards at www.ada.gov/service_animals_2010.htm. Service Dog owner is responsible for supervision, care and feeding of animal.

18.7 Contractors shall provide the following to each Veteran referred and admitted to the Contract

Residential Care facility:

a. Sleeping accommodations that are safe and accessible to Homeless Veterans, particularly of vulnerable target populations such as the geriatric community that may have issues with things such as climbing stairs and ladders, along with a designated single standing bed with a mattress that is used exclusively by the individual Veteran from the time of admission to the time of discharge. This bed must be situated in a http://www.nfpa.org/aboutthecodes/AboutTheCodes.asp?DocNum=101 http://www.ada.gov/ http://www.ada.gov/service_animals_2010.htm private room that affords the Veteran safety, privacy and security. Appropriate linens/bedding for the bed including a pillow.

b. A nightstand for personal effects.

c. Closet space sufficient to hang clothing.

d. A Chest of Drawers with sufficient drawer space to hold Veteran clothing/personal effects.

e. A safe and securely locked place for each Veteran to store his/her belongings that is readily accessible to the Veteran (such as a locking closet, a locking armoire, a locker, etc.). This securely locked space must be of sufficient size to contain a 17” laptop and/or other valuables/ medications. The locked space must also be permanently mounted in the facility so as not be easily removed from the facility.

f. Laundry facilities (including detergent and dryer sheets/fabric softener) for Veterans to do their own laundry or laundry services provided as part of the Veteran’s stay in the residential care program (at no cost to the Veteran).

18.8 Contractor shall provide appropriate safety and security in all common areas, such as lounges, laundry rooms, shared kitchens, group rooms, entrances and exits, and hallways, through active monitoring. Monitoring may be done through video surveillance or frequent security staff observation (1–2-hour checks for staff observation). No video surveillance in private areas such as bathrooms or sleeping areas.

18.9 Sanitary procedures shall be established by the Contractor. Veterans are to be taught such procedures and encouraged to follow them. Many Homeless Veterans need to be taught how to successfully keep their own residence clean after successful transition to stable housing.

Contractor shall encourage Veterans to engage in the cleaning and upkeep of the facility.

Such encouragement should be limited to Veteran’s clinical abilities. The Contractors staff is responsible for ensuring a clean and sanitary living environment. The VA COR may perform random checks to ensure cleanliness.

18.10 Contractors shall provide a safe environment for all Veterans. These policies and procedures must be communicated to Veterans both verbally and in writing in a manner that is understandable to them upon admission to the facility. This communication must be documented in the Veteran’s record by the Contractor. The following situations are to be enforced and addressed with the Veteran:

18.10.1 Suspected or known drug or alcohol use or relapse by one or more Veterans.

18.10.2 On-site contraband, weapons (including props or souvenirs that appear to be weapons), drugs, alcohol, or related paraphernalia.

18.10.3 On-site drug or alcohol testing methods (i.e., urine drug screens, breathalyzers, etc.) and frequency.

18.10.4 Safe prescription medication storage and handling, including specific provisions for prescribed controlled substances.

18.10.5 Safe prescription medication access, including specific provisions for safe disposal of medications and syringes.

18.10.5.1 Assertive monitoring of controlled substances, including but not limited to signing in medications after receipt from pharmacy with an observed pill count by Contractor staff when clinically warranted; staff observation and recording of taking of controlled substances and other medications by Veterans when clinically warranted.

18.10.5.2 Room inspections and daily bed checks of Veterans residing in the program, including methods and frequency. Daily tracking and documentation of Veteran’s presence in the program at least once daily. If a Veteran has not been confirmed present in any one 24-hour period, the Contractor shall notify the COR immediately; - do we want to require patient signature.

18.10.5.3 Reporting a Grievance - Any client and/or family member, guardian, custodian, designated representative, or agent of a client who believes he/she has been abused, exploited, denied reasonable and appropriate care, was discriminated against, had his/her rights hindered or violated, or is dissatisfied with his/her treatment in any way may file a grievance with the contractor.

18.10.5.4 Grievances may be made to any contractor staff member orally or in writing and will be documented by the contractor.

18.10.5.5 Grievances alleging, indicating, or suggesting abuse, neglect, or harm must be addressed within 1 business day.

18.10.5.6 Grievances alleging, indicating, or suggesting a violation of patient rights that does not include abuse, neglect or harm must be addressed withing 3 business days.

18.10.5.7 Other complaints not related to violation of patient rights must be addressed within 7 business days.

18.10.5.8 Veteran abandonment of belongings in the facility, including time frames and procedures for disposal.

18.10.5.9 Process to elicit Veteran satisfaction with the facility and onsite services, including information collection methods and frequency, and process for utilizing the information for continual performance improvement purposes.

18.11 The HCHV CRS contract provider is responsible for providing a sanitary food preparation area, supply food sufficient for at least three nutritious 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…