S02 - Solicitation_36C24824Q0778_final.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

36C248-24-AP-3211

36C24824Q0778 05-28-2024

Peter Bedard 813-785-0881 06-28-2024

12:00 EDT

36C248 Department of Veterans Affairs Network Contracting Office 8 (NCO 8)

X

624221

$13.5 Million

N/A

X

Department of Veterans Affairs West Palm Beach VA Medical Center

7305 N. Military Trail West Palm Beach FL 33410

36C248

Network Contracting Office 8 (NCO 8)

Financial Services Center

P.O. Box 149971 Austin TX 78714-9971

See CONTINUATION Page

The contractor shall provide Contracted Emergency Residential Services (CERS) with a focus on medically enhanced care in support of the West Palm Beach VA Medical Center (WPBVAMC). Services shall be provided off-site at the contractor's facility.

Indefinite Delivery Indefinite Quantity (IDIQ) is for one

(1) base year, with four (4) - one (1) year options.

Period of performance will be 09/01/2024 - 08/31/2025.

Reference pages 6-8 for Price Schedule.

Reference pages 9-40 for the Performance Work Statement.

For Wage Determination (WD) please refer to attachment four

(4) on this solicitation. If the WD is updated prior to Contract award, the current WD listed on sam.gov will be the Applicable WD included in the awarded contract and updated annually if options are exercised.

See CONTINUATION Page

X X

X 1

Peter Bedard

36C24824Q0778

Table of Contents

SECTION A

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

AND COMMERCIAL SERVICES

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 PRICE SCHEDULE

B.3 STATEMENT OF WORK

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.6 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)

C.7 52.232-19 AVAILABILITY OF FUNDS FOR THE NEXT FISCAL YEAR (APR 1984)

C.8 VAAR 852.201-70 CONTRACTING OFFICER'S REPRESENTATIVE (DEC 2022) 49

C.9 VAAR 852.203-70 COMMERCIAL ADVERTISING (MAY 2018)

C.10 VAAR 852.208-70 SERVICE-DISABLED VETERAN-OWNED AND VETERAN-

OWNED SMALL BUSINESS EVALUATION FACTORS – ORDERS or BPAs (JAN 2023)

(DEVIATION)

C.11 VAAR 852.208-71 SERVICE-DISABLED VETERAN-OWNED AND VETERAN-

OWNED SMALL BUSINESS EVALUATION FACTOR COMMITMENTS-ORDERS AND

BPAS (JAN 2023) (DEVIATION)

C.12 VAAR 852.211-72 TECHNICAL INDUSTRY STANDARDS (NOV 2018)

C.13 VAAR 852.211-76 LIQUIDATED DAMAGES – REIMBURSEMENT FOR DATA

BREACH COSTS (FEB 2023) ALTERNATE I (FEB 2023)

C.14 VAAR 852.215-70 SERVICE-DISABLED VETERAN-OWNED AND VETERAN-

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

C.15 VAAR 852.215-71 EVALUATION FACTOR COMMITMENTS (OCT 2019)

C.16 VAAR 852.219-70 VA SMALL BUSINESS SUBCONTRACTING PLAN MINIMUM

REQUIREMENTS (JAN 2023) (DEVIATION)

C.17 VAAR 852.219-75 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING—

CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (NOV 2022)

C.18 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV

2018)

C.19 VAAR 852.237-70 INDEMNIFICATION AND MEDICAL LIABILITY INSURANCE

(OCT 2019)

C.20 VAAR 852.237-74 NON-DISCRIMINATION IN SERVICE DELIVERY (OCT 2019)

C.21 852.237-75 KEY PERSONNEL (OCT 2019)

C.22 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020) ... 59

C.23 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.24 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (FEB 2024)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

Attachment 1 - Conflict of Interest Attachment 2 - Certification of Immigration and Nationality Act Attachment 3 - Contractor Rules of Behavior Attachment 4 - Wage Determination Attachment 5 - Past Performance Questionnaire Attachment 6 - Subcontracting Plan Template Attachment 7 - QASP Attachment 8 - Organizational Self-Assessment

SECTION E - SOLICITATION PROVISIONS

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

COMMERCIAL SERVICES (SEP 2023)

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

SERVICES (NOV 2021)

E.3 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (FEB 2024)

E.4 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

E.5 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

E.6 52.216-1 TYPE OF CONTRACT (APR 1984)

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

E.8 VAAR 852.215-72 NOTICE OF INTENT TO RE-SOLICIT (OCT 2019)

E.9 VAAR 852.233-70 PROTEST CONTENT/ALTERNATIVE DISPUTE RESOLUTION

(OCT 2018)

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: Name: _____________________________

Address: ___________________________

Phone: _____________________________

Email: ______________________________

SAM UEI: ___________________________

b. GOVERNMENT: Contracting Officer 36C248: Peter Bedard

Department of Veterans Affairs

Network Contracting Office 8 (NCO 8)

Peter.bedard@va.gov

813-785-0881

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

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

[] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [X] Monthly

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

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

AMENDMENT NO DATE

6. CONFORMITY TO REGULATIONS: The contractor and his/her operations shall conform to all regulations, Federal, State and Local governing the performance of contracted services.

7. CAUTION: Late submissions, modification, and withdrawals: See Provisions FAR 52.212-1

8. POST AWARD ORIENTATION: The contracting officer will schedule a post award orientation conference for contract orientation purposes as required by VA Acquisition Manual, Part M842.503.

B.2 PRICE SCHEDULE

The contractor shall furnish all personnel, equipment, and location to provide services necessary to perform Medically Enhanced Contracted Emergency Residential Services for Homeless Veterans to eligible beneficiaries of the Department of Veterans Affairs Healthcare System, West Palm Beach VA Medical Center (WPBVAMC) as specific herein. All services shall be performed at the contractor’s facility.

Contract Type: The Government intent is to award one (1) Indefinite Delivery Indefinite Quantity (IDIQ) contract type for West Palm Beach.

Task Order Procedures: A task order will be issued at the start of each performance period and orders will be placed by NCO 8 Contracting Officers. The Task Order will contain date of order, order number, line-item number, description, quantity, unit price, performance schedule, accounting and appropriation data and method of payment.

Estimated Quantities: The quantities or dollar threshold listed in the Price Schedule effective for the periods stated are estimated only and are not purchase by the resultant contract. Except as this contract otherwise provides, if the VA’s requirement does not result in orders in the quantities or dollar amount described that fact shall not constitute the basis for an equitable price adjustment.

Evaluation of Options: Except when it is determined in accordance with FAR 17.206(b) not to be in the government’s best interest, the government will evaluate offers for award purposes by adding the total price for each option period to the total price for the basic requirement.

Evaluation of options will not obligate the government to exercise the option(s).

Pricing: Price schedule for Line-Item Number (LIN) for the base year and each option year includes the following: estimated quantity, unit, proposed unit price, proposed total annual price for each LIN, and the estimated grand total.

Pricing Instructions: The quoter is instructed to edit the Unit Cost and Total Annual Cost correspond with the cost for 12 beds per day submitted for the line-item number (LIN).

Period of Performance:

Base Year: 09/01/2024 – 08/31/2025

LIN No. SUB-LIN Description Est.

QTY

Unit Unit Cost Total Annual Cost

0001 None Medically Enhanced Contracted Emergency Residential Services (CERS) contract.

QTY: 12 beds per day

12 MO $ $

Estimated Total for Base Year $

Option Year 1: 09/01/2025 – 08/31/2026

LIN No. SUB-LIN Description Est.

QTY

Unit Unit Cost Total Annual Cost

0001 None Medically Enhanced Contracted Emergency Residential Services (CERS) contract QTY: 12 beds per day

Estimated Total for Option Year 1 $

Option Year 2: 09/01/2026 – 08/31/2027

QTY

Unit Unit Cost Total Annual Cost

0001 None Medically Enhanced Contracted Emergency Residential Services (CERS) contract QTY: 12 beds per day

Estimated Total for Option Year 2 $

Option Year 3: 09/01/2027 – 08/31/2028

LIN No. SUB-LIN Description Est.

QTY

Unit Unit Cost Total Annual Cost

0001 None Medically Enhanced Contracted Emergency Residential Services (CERS) contract QTY: 12 beds per day

Estimated Total for Option Year 3 $

Option Year 4: 09/01/2028 – 08/31/2029

QTY

Unit Unit Cost Total Annual Cost

0001 None Medically Enhanced Contracted Emergency Residential Services (CERS) contract QTY: 12 beds per day

Estimated Total for Option Year 4 $

Estimated Grand Total Including all Option Years

B.3 STATEMENT OF WORK

1. General:

1.1 Services Required: The West Palm Beach VA Medical Center (WPBVAMC) located at 7305 North Military Trail, West Palm Beach, FL 33410, has a requirement for Contracted Emergency Residential Services (CERS) with a focus on medically enhanced care for homeless veterans within the WPBVAHCS catchment area.

1.2 Place of Performance: Services shall be provided off-site at the contractor’s facility.

1.3 Authority: This procurement is done IAW 38 USC 17.53 Limitations on use of public and private hospitals, Federal Acquisition Regulation (FAR) Parts 12 Acquisition of Commercial Items and 13.5 Simplified Procedures for Certain Commercial Products and Commercial Services.

1.4 Policy and Regulations: In accordance with Title 38 Code of Federal Regulations (CFR) Section 17.53: “The admission of any patient to a private or public hospital at the Department of Veterans Affairs expense will only be authorized if a Department of Veterans Affairs medical center or other Federal facility to which the patient would otherwise be eligible for admission is not feasibly available. A Department of Veterans Affairs facility may be considered as not feasibly available when the urgency of the applicant’s medical condition, the relative distance of the travel involved, or the nature of the treatment required makes it necessary or economically advisable to use public or private facilities. In those instances, where care in public or private hospitals at the Department of Veterans Affairs expense is authorized because a Department of Veterans Affairs or other Federal facility was not feasibly available, as defined in this section, the authorization will be continued after admission only for the period of time required to stabilize or improve the patient’s condition to the extent that further care is no longer required to satisfy the purpose for which it was initiated.”

The contractor shall comply with the VA patient's Bill of Rights as set forth in section 17.34a, Title 38, code of Federal Regulations.

1.5 Type of Contract: IDIQ

1.6 Period of Performance: Base year plus four (4) – one (1) year options.

1.7 Acronyms/Definitions:

AOD - Administrator on Duty ARNP – Advanced Registered Nurse Practitioner BAA - Business Associate Agreements BBA - Balanced Budget ACT C&A – Certification and Accreditation CARF - Commission on Accreditation of Rehabilitation Facilities CERS – Contracted Emergency Residential Services CFR - Code of Federal Regulations CO – Contracting Officer CoC – Continuum of Care COR – Contracting Officer Representative CRS – Contracted Residential Services CSCA - Contractor Security Control Assessment DO – Doctor of Osteopathic Medicine FAR – Federal Acquisition Regulations FDA - Food and Drug Administration

FIPS – Federal Information Processing Standard GPD – Grants Per Diem HCHV – Healthcare for Homeless Veterans HOMES – Homeless Operations and Management Evaluation System HMIS - Homeless Management Information System HUD – Housing and Urban Development MD – Medical Doctor MOU-ISA – Memorandum of Understanding – Interconnection Agreement NARA - National Archives and Records Administration NFPA - National Fire Protection Association NIST – National Institute of Standards and Technology OIG – Office of Inspector General PWS – Performance Work Statement SOP – Standard Operating Procedures SP - Special Publications TP - Transition Plan USC - United States Code VHA – Veterans Health Administration WRAP – Wellness and Recovery Planning

1.8 Policy/Directives/Handbooks. The contractor shall be subject to the following policies, including any subsequent updates during the period of performance. The policies listed below can be accessed electronically at the following: VA Publications VHA Publications

1.8.1 VA Directive 1663: Health Care Resources (HCR) Contracting – Buying Title 38 U.S.C. 8153

1.8.2. VHA Directive 1003.04: VHA Patient Advocacy

1.8.3 VHA Directive 1065: Productivity and Staffing Guidance for Specialty Provider Group Practice

1.8.4 VHA Directive 1088(1): Communicating Test Results to Providers and Patients

1.8.5 VHA Directive 1100.18: Reporting and Responding to State Licensing Boards

1.8.6 VHA Directive 1100.20: Credentialing of Health Care Providers

1.8.7 VHA Directive 1100.21: Privileging

1.8.8 VHA Directive 1192.01: Seasonal Influenza Vaccination Program for VHA Health Care Personnel

1.8.9 VHA Directive 1220(1): Facility Procedure Complexity Designation Requirements to Perform Invasive Procedures in Any Clinical Setting

1.8.10 VHA Directive 1605.01: Privacy and Release of Information

1.8.11 VHA Directive 1907.01: VHA Health Information Management and Health Records

1.8.12 VHA Handbook 1100.17: National Practitioner Data Bank (NPDB) Reports

1.8.13 Privacy Act of 1974 (5 U.S.C. 552a) as amended:

http://www.justice.gov/oip/foia_updates/Vol_XVII_4/page2.htm

1.8.14 Joint Commission:

http://www.jointcommission.org/standards/

1.8.15 HHS OIG Website:

http://oig.hhs.gov/exclusions/index.asp

1.8.16 American Journal for Infection Control - AJIC 1998; 26:289-354:

Home Page: American Journal of Infection Control (ajicjournal.org)

2. Facility: Facility must meet the following: (a) the standards of Life Safety Code (National Fire Protection Association (NFPA)) #101; (b) the fire and safety code imposed by State Law; and (c) City, State, and Federal requirements concerning licensing and health codes.

3. Licenses and Accreditation: All residents’ settings must be licensed as required for the setting under State or Federal authority and available when requested. Accreditation by the Joint Commission and/or Commission on Accreditation of Rehabilitation Facilities (CARF) is evidence of internal quality assurance mechanisms and is desirable but is not required. Where applicable, the resident setting must have a current occupancy permit issued by the authority having jurisdiction.

4. Access to Patient Information: In performance of official duties, Contractor’s provider(s) have regular access to printed and electronic files containing sensitive data, which must be protected under the provisions of the Privacy Act of 1974 (5 U.S.C. 552a) and other applicable laws, Federal Regulations, Veterans Affairs statutes, and policies.

5. Standard Personnel Testing (PPD, etc.): Contractor shall provide statement that all required infectious disease testing for personnel is current and the contractor is compliant with all applicable laws to include OSHA regulations concerning occupational exposure to blood borne pathogens. The contractor shall also notify the VA of any significant communicable disease exposures and the VA current CDC/HICPAC Guidelines for Infection Control in health care personnel (as published in American Journal for Infection Control – AJUC 1998;

26:289-354 Home Page: American Journal of Infection Control ajicjournal.org) for disease control. If personnel are absent from work secondary to infectious disease, then contractor shall provide follow up documentation of clearance prior to return to the work place.

6. Citizenship related requirements: The Contractor certifies that the contractor’s staff shall comply with any and all legal provisions contained in the Immigration and Nationality Act of 1952, as amended it related laws and regulations that are enforced by Homeland Security, Immigration and Customs Enforcement and the U.S. Department of Labor as these may relate to non-immigrant foreign national working under contract or subcontract for the contractor while providing services to Department of Veterans Affairs patient referrals. While performing services for the Department of Veterans Affairs, the contractor shall not knowingly employ, contract, or subcontract with an illegal alien; foreign national non-immigrant who is in violation their status, as a result of their failure to maintain or comply with the terms and conditions of their admission into the United States. Additionally, the contractor is required to comply with all “E-Verify” requirements consistent with “Executive Order 12989” and any related pertinent amendments, as well as applicable Federal Acquisition Regulations. If the contractor fails to comply with any requirements outlined in the preceding paragraphs or its agency regulations, the Department of Veterans Affairs may, at its discretion, require that the foreign national who failed to maintain their legal status in the United States or otherwise failed to comply with the requirements of the laws administered by Homeland Security, Immigration and Customs Enforcement and the U.S. Department of Labor, shall be prohibited from working at the Contractor’s place of business that services Department of Veterans Affairs patient referrals; or other place where the contractor provides services to veterans who have been referred by the

Department of Veterans Affairs; and shall form the basis for termination of this contract for breach. This certification concerns a matter within the jurisdiction of an agency of the Unites States and the making of a false, fictious, or fraudulent certification may render the maker subject to prosecution under 18 U.S.C 1001.

The contractor agrees to obtain a similar certification from its subcontractors. The Certification shall be made as part of the quote response to the RFQ using the subject attachment in Section D of the solicitation document.

7. Annual Office of Inspector General (OIG) Statement: In accordance with The Health Insurance Portability Act (HIPAA) and the Balanced Budget ACT (BBA) of 1977, the U.S. Department of Health and Human Services OIG has established a list of parties and entities excluded from Federal Health care programs.

Specifically, the listed parties and entities may not receive Federal Health Care Program payments due to fraud and/or abuse of the Medicare and Medicaid programs. Therefore, all contractors shall review the OIG List of Excluded Individuals/Entities on the OIG website at www.hhs.gov/oig to ensure that the proposed contract staff and/or firm(s) are not listed. By submitting their quote, the contractor certifies that the OIG List of Excluded Individual/Entities has been reviewed and the Contractor and/or firm is not listed as of the date the quote was submitted.

8. Non-Personal Healthcare Services: The parties agree that the contractor and all contractor’s staff shall not be considered VA employees for any purpose.

9. Indemnification: The contractor shall be liable and shall indemnify and hold harmless the Government against, all actions or claims for loss of a damage to property or the injury or death of persons. Arising out of resulting from the fault, negligence, or act or omission of the contractor, its agents, or employees.

10. Contract Employees: The Contractor shall be responsible for protecting the contractor’s staff furnishing services. To carry out this responsibility, the contractor shall provide or certify that the following is provided for all contract employees providing services under the resultant contract: Workers’ compensation, Health examinations, Income tax withholding, and social security payments.

11. Hours of Operation:

11.1 The contractor shall offer 24-hour supervised environment.

11.2 Federal Holidays:

New Year’s Day Martin Luther King’s Birthday President’s Day Memorial Day Juneteenth Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day

Any day specifically declared to be a national holiday.

12. Contractor Responsibilities:

The current HCHV Contracted Residential Services (CRS) Programs at the West Palm Beach VAMC exists to provide a means of removing homeless Veterans from the street or habitation unfit for humans and placing them in community-based, transitional residential environments with sufficient supportive services to meet their basic needs and ultimately, facilitate the improvement of their overall health and housing situation.

Typically, our aging homeless population particularly those born between 1946 and 1964 (Baby Boomers population ages 58 and older), are most vulnerable due to lack of available shelters with specialized higher level of medical care delivery. Counties within the West Palm Beach VA catchment areas do not have community emergency shelters including respite medical types of shelters needed for this special population and specifically, our Veterans.

As a result, our elderly Veterans are left unsheltered, re- hospitalized at higher rates, encounter higher incidents of risk of violence, untreated if abusing substances and without dedicated case management and medical supports.

An Emergency Residential Shelter Program or Medical Respite Transitional Housing will be able to place homeless Veterans in a community-based residential environment and adequately wrap homeless services around them to meet their basic needs, improve quality of life, secure access to appropriate treatment, and coordinate permanent supportive housing case management efforts. Offering an additional specialized HCHV CRS Medical Shelter Program which provide onsite medical care will allow the West Palm Beach VA HCHV Program to comprehensively meet the needs of homeless Veterans in the South Florida community and ensure that particularly our medically vulnerable Veterans have access to same day emergency sheltering that can address all every aspect of their healthcare needs and ensure quality of care for particularly our aging elderly Veterans.

12.1. HCHV CERS Medically Respite CRS Services Characteristics

12.1.1. Targets and prioritizes homeless Veterans who are eligible for VA health care, and are transitioning from literal street homelessness, Veterans being discharged from institutions (including those in need of medical respite), and Veterans who recently became homeless and require safe and stable living environments while they seek permanent housing. In addition, there is a focus on those Veterans requiring Enhanced Medical Services where typical emergency housing programs may not be suitable.

12.1.2. Seeks to reduce barriers to immediate placement.

12.1.3. Does not require any length of sobriety or abstinence from alcohol or other substances as a condition of admission.

12.1.4. Provides safe, secure housing as well as supportive services. Accommodations include a bed and other furnishings such as a dresser, storage locker, or designated secured space and personal linens (e.g., towels, pillows, blankets, and bed sheets).

12.1.5. Lengths of Stay typically range from 30 to 60 days with the option to extend based on clinical need.

12.1.6. Veterans are expected to meaningfully engage with their case managers and available programming.

12.1.7. Emphasis is placed on achieving placement in permanent housing or longer-term residential programs that offer a path to increased housing stabilization at the time of program exit and reducing negative exits due to rule violations or other avoidable circumstances.

12.1.8. HCHV CERS programs are accessible to Veterans admitted to that program 24 hours a day, 7 days a week.

12.1.9 CRS Medical Respite Liaison will provide determination based on eligibility for admission.

12.2 House Rules and Expectations

12.2.1. Rules focus on staff and resident safety.

12.2.1.1. No buying or selling of alcohol or drugs in or around the facility.

12.2.1.2. No dealing, possession, or use of alcohol or illicit drugs in or around the facility.

12.2.1.3. No sexual activity between residents.

12.2.1.4. No violence or threats of violence.

12.2.1.5. Honor nightly curfew.

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

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

12.3 Admission Practices

12.3.1. Staff social worker/ case manager shall assist Veterans with admission forms and eligible determination with VA.

12.3.2. Facility works to reduce barriers to admission:

12.3.3. Accepts admissions seven days per week, including holidays, until at least 11:00 p.m. each day.

12.3.4. Flexibility with admission processes.

12.4 Admission Criteria

12.4.1. Literally Homeless Veteran with medical needs as indicated with diagnosis and ARNP, MO, or DO diagnosis and treatment within the two-week period.

12.4.2. Eligible for VA Health Care

12.4.3. Referred by Authorized VA Personnel as directed through Medical Respite CRS Liaison VA clinical social worker.

12.4.4. Veterans who are also recovering from a medical illness or injury and were recently discharged from a medical institution and/or have a need for a medically enhanced CERS placement.

12.5. Overview of Types of Services Available to Veterans

12.5.1. Safe, secure housing (includes laundry and restroom facilities)

12.5.2. Three daily nutritious meals. 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).

12.5.3. Intensive case management and care coordination of services

12.5.4. Vocational Services

12.5.5. Benefits Services

12.5.6. Enhancement of Independent Living Skills

12.5.7. Permanent/Transitional housing search support and placement.

12.5.8. Medical services and oversight services to include assistance with Activities of Daily Living Skills (ADLS).

12.5.9. Substance overdose education and prevention protocols to include having Naloxone on site.

12.5.10. Internet access and computer access to aid in housing searches and participation in virtual appointments.

13. Services Required:

13.1. Objective

Contractor shall provide emergency housing and supportive services for homeless Veterans who are also recovering from a medical illness or injury for the WPBVAMC catchment area (Palm Beach, Martin, St. Lucie, Indian River, Glades, Okeechobee, and Hendry) in accordance with the HCHV CRS/CERS model requirements. The contractor will have twelve (12) beds dedicated to the provision of this service. Services are expected to consist of supportive, secure housing for homeless Veterans, many of whom may also be dealing with medical, mental health disorders, and/or substance use disorders. The program places an expectation on the Veteran to engage in supportive case management services, and on the Contractor to provide expertise and guidance for improving housing stability to ensure a transition from homelessness to permanent, stable housing. Medically enhanced programs will provide medical oversight and must comply with all HCHV CRS/CERS requirements as identified below.

The type of Veterans to be cared for under this contract will require care and services above the level of meals, room, and board. Relevant care will include, not be limited to medical oversight and management, consultation with VA primary care physician when needed, health education, case management development of an independent housing plan, assistance with housing related resources, active affiliation with community support groups, and family involvement. Beneficiaries receiving care under this contract will receive basic health and personal hygiene maintenance, monitoring of medications and other activities that support the overall recovery of the Veteran.

The rate established will be an all-inclusive rate.

13.2 HCHV CERS Provider Qualifications and Capability Requirements

13.2.1. Contractor shall utilize the Housing First approach, with reduced barriers for program entry. Veterans cannot be denied entry to HCHV CERS based solely upon length of current abstinence from alcohol or non-prescribed controlled substances, illegal substances, the number of previous treatment episodes, the time interval since the last program entry, the use of prescribed controlled substances, mental health diagnosis, or legal history;

13.2.2. Contractor shall ensure that any Veteran impaired by alcohol or other substances (not in need of emergency care) is clearly separated from the general resident population; refer for medical emergency services if needed;

13.2.3. Contractor shall assist Veteran’s requiring emergency services (medical or psychiatric) with quickly accessing proper care from a VA or community facility, as appropriate;

13.2.4. Contractor shall provide secure, separate housing and bathroom accommodations according to the Veteran’s self-identified gender; common use of kitchen facilities and dining room is acceptable;

13.2.5. Contractor shall provide services 24 hours a day for Veteran placements lasting up to 60 days per Veteran. Extensions beyond initial 60 days should be authorized in writing by VA Liaison. Extensions beyond six (6) months must be prior approved by the Social Work Service Contract Coordinator/ Contracting Officer’s Representative (COR);

13.2.6. Contractor shall provide three daily nutritious meals and reasonable accommodations for special dietary needs. 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);

13.2.7. Contractor shall provide a means for Veterans to wash their own clothes or otherwise tend to laundry at no additional cost to the Veteran;

13.2.8. Contractor shall provide secure, appropriate storage for both Veteran belongings and medication;

13.2.9. Contractor shall provide quality case management services that utilize a Housing First approach and includes elements of motivational interviewing, harm reduction, and critical time intervention, and other best practices that focus on the Veteran obtaining permanent housing.

13.2.10. Contractor shall always maintain a minimum of one staff member on site to ensure appropriate responses to matters involving Veteran’s safety and well-being;

13.2.11. Contractor shall provide a working phone line and ensuring reasonably prompt communication with the VA is always possible;

13.2.12. Contractor shall have ability and demonstrated history of flexibility when responding to local, state, or national crisis (such as recent COVID-19 pandemic). This will include plans to continue admissions and safely house participants during such a crisis, including written policies for participant social isolation in the case of infectious disease containment.

13.2.13. Contractor will have the ability to accept Veterans with higher levels of medical needs than traditional shelters such as Veterans on home oxygen, in need of wound care, or dialysis (Contractor does not have to provide dialysis on site); and provide support for other more complex medical needs. Contractor, along with VA Liaison and VA medical staff, will conduct a clinical review of medical needs to ensure Contractor has capability to meet Veteran’s care needs.

13.3 Direct Veteran Clinical Services:

13.3.1. Occupancy: Referral and approved admissions are based on needs and preferences of the Veterans in the local area. The contractor will have twelve beds available to the provision of this service.

13.3.2. Care Planning: Contractor shall engage the Veteran in a collaborative assessment of needs, including barriers to stable housing, and create an initial plan of care to address those concerns within 14 days of admission. This plan is to be updated as needed throughout the Veteran’s episode of care.

13.3.3. Case Management: Contractor shall provide individual case management meetings at least three (3) times per month (preferably once per week) that focus, at a minimum, on; housing search and stabilization, increasing income, any necessary coordination of ongoing participation in care provided by VA/community medical, mental health and/or substance use disorders providers, and ongoing discharge planning.

13.3.4. Medication Storage: Contractor shall provide, at a minimum, a means of securely and properly storing all medications brought into the program for Veteran use. Veterans may self-administer medications, but storage shall ensure that no other residents are able to access individual Veteran’s medications. Any suspicion or concern of misuse is to be reported to the VA Liaison immediately following incident reporting protocol.

13.3.5. Exits to Independent Housing: Contractor shall promote a focus on achieving stable, independent housing for all Veterans referred for care; exits to permanent independent housing shall be monitored as an indicator of overall program quality utilizing data provided by the VHA Supportive Service Center’s Homeless Services Scorecard. The target for exits of this type of housing shall be 40% or higher. Target may be adjusted to match any changes with National VA targets.

13.3.6. Negative Exits: Contractor shall facilitate Veteran completion of the HCHV CRS/CERS Program to the maximum extent possible, while still maintaining program integrity and safety. “Negative Exits” which shall be defined as discharges involving Veterans being asked to leave the program due to rule violation or otherwise leaving the program without consulting program staff in any way, shall be monitored on a continuous basis utilizing data provided by the VHA Supportive Service Center’s Homeless Services Scorecard. The target for exits of this type of housing shall be 20% or less. Target may be adjusted to match any changes with National VA targets.

13.4. Administrative Services:

13.4.1. Determination of Eligibility: Authorized VA Liaison or designee shall be responsible for determining Veteran eligibility and approval for placement into HCHV CRS/CERS Medical Respite Shelter Bed. A Veteran must be homeless as defined by the McKinney Act and eligible for VA Healthcare to be considered for admission to any CERS Program. Failure to establish VA approval and eligibility prior to admission may result in a denial of payments for services provided.

13.4.2. Release of Information: Contractor shall ensure that a signed VA Release of Information (ROI) is obtained for any Veteran being admitted to a HCHV CRS/CERS Bed and ROI is placed into the individual case record.

13.4.3. Individual Case Records: Contractor shall maintain an individual case record for each referred Veteran. Case records must be maintained in security and confidence as required by the Confidentiality of Alcohol and Drug Abuse Patient Records (42 CFR part II) and the Confidentiality of Certain Medical Records (38 USC 7332), and in accordance with Health Insurance Portability and Accountability Act (HIPAA: Pub. Law. 104-191).

Records should contain at a minimum: Reason for referral; pertinent demographic information; copies of any medical prescriptions/orders issued by physicians; case management/treatment notes; any critical incident reports; and a final summary that includes reason(s) for leaving, the Veteran’s known future plans, and follow-up locator information, if available.

13.4.4. Homeless Management Information System (HMIS) Data Reporting: Veterans served through VA’s HCHV CRS/CERS Medical Respite Shelter Program must have client level data entered into the local community Continuum of Care (CoC) HMIS. Data entered must include, at a minimum, the Universal Data Elements from the current HMIS Data Standards. A Release of Information for the CoC must be secured and maintained in the Veteran Individual Case Record.

13.4.5. Daily Census Sign-In Sheet: Contractor shall be responsible for collecting Veteran participant signatures on a daily census sign-in sheet to verify attendance in the program. This information is to be provided to the VA Liaison as requested or established in census/billing Standard Operating Procedures (SOP) to ensure effective monitoring of bed utilization.

13.4.6. Incident Reporting: Contractor shall notify the VA immediately when any adverse critical incident involving a Veteran admitted to the program occurs. Critical Incidents shall include, but may not be limited to:

13.4.6.1. Falls

13.4.6.2. Elderly/dependent adult abuse or neglect

13.4.6.3. Sexual assault

13.4.6.4. Fire (Veteran involved)

13.4.6.5. Medical or mental health emergency (911 calls)

13.4.6.6. Hospitalization

13.4.6.7. Suicidal ideation or attempt

13.4.6.8. Homicidal ideation

13.4.6.9. Assault (of other residents or staff)

13.4.6.10. Death

13.4.6.11. Infectious control concerns (bed bugs, TB, other communicable disease, etc.)

13.4.6.12. Active substance use

13.4.6.13. Observation/possession of weapons

During normal business hours, the identified VA Liaison, HCHV Coordinator, or COR should be contacted immediately by phone to report an incident; if the incident occurs after hours, the local VA Facility Administrator on Duty (AOD) should be notified by telephone. A written report shall be sent to the VA Liaison or designee within one (1) business day of the incident. Contractor shall maintain a copy of all critical incident reports in the involved Veteran’s individual case record. Names of other Veteran or residents involved should be redacted.

13.4.7. Extension Requests: Contractor shall ensure that all requests for extension of service beyond the initially authorized service period of 60 days are reviewed and approved in writing by the VA Liaison or Social Work Service Coordinator/COR for requests exceeding six (6) months.

13.4.8 Satisfaction Surveys: Contractor shall administer, collect, and deliver monthly to VA Liaison, customer service surveys completed by Veterans in the program. A copy of the survey tool shall be provided by the VA Liaison and/or COR. This survey shall be the primary tool for reporting Veteran satisfaction data in VA specialized homeless program; it is to be administered to and collected from any Veterans who has resided in the program for at least thirty (30) days.

13.4.9. Discharge Reporting: Contractor shall be responsible for notifying the identified

VA Liaison (or designee) within one (1) business day that a discharge has occurred and provide a written report of discharge that contains the specific data required for the documentation of exit in the Homeless Operations and Management Evaluation System (HOMES) within two (2) business days.

14. Deliverables

14.1. Quality Control Business Plan: Contractor shall submit a Quality Control Business Plan that support program objectives and associated tasks. The CO shall review and comment as necessary to ensure the contract goals are met.

14.2. Staffing and Service Plan: Contractor shall provide a detailed staffing and service plan.

Plan should demonstrate that sufficient professional personnel are employed to carry out the policies, responsibilities, and services required under this contract. The Contractor must identify each person functioning as “Key Personnel” under this contract and provide the VA with a description of the services to be provided by each person. The Contractor shall assign to this contract, personnel that by education and training (and, when required, by certification or licensure) are qualified to provide the services required by this PWS. Contractor may be required to submit a resume(s) summarizing relevant skills and experience of any/all key personnel upon request. Minimum Key Personnel requirements are as follows:

14.2.1. One administrative staff member, or designee of equivalent professional capability (with the authority to make decisions regarding the facility and residents, or with contact information for an offsite administrator in case of emergency), on duty on the premises or providing awake supervision of residents and staff 24 hours a day, 7 days a week.

Sufficient case management/counseling personnel to provide direct services to Veteran residents; Case Managers should have some training and experience working with homeless individuals and the Housing First approach; experience working with individuals dealing with chronic medical, mental health, and/or substance use disorders is highly desirable. Staff working with Veterans should be able to assess, anticipate, and effectively refer Veterans experiencing crisis for additional support as appropriate.

Medical personnel with commensurate experience, licensing, and credentialing to meet the medical needs of Veterans placed in the CRS/CERS Medical Respite Shelter Program. Typically, an LPN or RN should be on staff daily for at least three (3) hours and part of the staffing plan; and other medical personnel may also be appropriate.

14.2.2. At least one staff or security member with Cardiopulmonary Resuscitation (CPR) certification shall be on site and available in an emergency during each shift, 24 hours per day.

14.2.3 Contractor shall submit a listing of proposed key personnel performing technical delivery of services in the following format:

Provider Name: ___________________ Title/Rank: __________________.

Qualification documents of each key personnel shall be submitted with the quotation.

14.2.4 Personnel Substitutions: Contractor shall provide resumes for any proposed substitution of key personnel at least 15 days in advance of proposed date substitution is to occur. Temporary substitutions of key personnel shall be permitted in accordance with the Contractor’s Contingency Plan. The Contractor’s Contingency Plan shall be utilized if key personnel leave the Contractor’s employment or are unable to continue performance, in accordance with the terms and conditions of the resulting contract, shall be submitted to the CO as a part of the proposed package. The VA reserves the right to refuse or revoke acceptance of any key personnel if personal, professional conduct, lack of required skills, or experience jeopardizes Veteran care or interferes with the regular and ordinary operation of the facility and the HCHV CRS/CERS Program.

14.3. Documentation of Supportive Services: Contractor shall provide written documentation constituted by the individual Veteran case record that verifies the provision of all supportive services required under this contract for each Veteran participant.

14.4. Care Plan: The written plan of care shall be completed and entered into the individual Veteran case record no later than day 14 after being admitted to the program. An individual clinical record shall be developed with the assistance of the VA Liaison and maintained by the Contractor on each Veteran placed under this contract.

14.5. Case Records: All case records shall be maintained with such security and confidentiality as required and shall be made available on a need-to-know basis to appropriate VA staff members involved with the care of the Veterans concerned. The clinical record maintained by the Contractor shall include:

14.5.1. Reason(s) for the referral;

14.5.2. Essential identifying data relevant to the Veteran and Veteran’s family;

14.5.3. Data relating to the Veteran’s admission to include medical condition(s) and housing need(s);

14.5.4. Record or log of prescriptions issued by physicians or other medical providers;

14.5.5. Reports of periodic re-evaluation by program staff, to include any measures of movement toward recovery goals and establishing independent housing;

14.5.6. Discharge summaries on each Veteran who leaves the program to include a description of the Veteran’s housing plan/status, the Veteran’s future plans, and if possible, follow-up locator information;

14.5.7. Housing/service plan and housing/service plan reviews. When requested, the Contractor shall provide copies of each Veterans housing plan/review to the VA medical center and/or designee;

14.5.8. It is agreed that the VA may readily have access to all medical records concerning the Veteran’s care with the Contractor. Upon discharge or death of the Veteran, medical records on all VA beneficiaries shall be retained by the Contractor as outlined in record retention policies.

14.6. Critical Incident Reports: Written critical incident reports must be submitted to the VA Liaison within 1 business day (VA Liaison/AOD to be notified immediately or as soon as possible when incidents occur).

14.7. Extension Requests: Written requests for extension are due prior to the 60th day when it is anticipated the Veteran shall require additional time beyond the initially authorized service period, and prior to the expiration of the initial and all subsequent future extension authorizations.

14.8. Discharge Planning: The Contractor is the primary agency responsible for discharge planning. Discharge planning shall begin upon admission. Discharge planning shall address and coordinator appropriate follow up services, housing needs, economic stability, support networks, and other relevant needs of the Veteran. The Contractor shall attempt, and document, follow up with Veterans that unexpectedly leave the program.

14.9. Satisfaction Surveys: All satisfaction surveys are to be provided to the VA Liaison at the end of each month.

14.10. Daily Census Sign-In Sheet: Contractor shall provide a daily census sign-in sheet to the

VA Liaison as requested. Contractor and VA Liaison will follow any written Standard Operating Procedure (SOP) in place related to census and billing information.

14.11. Invoices: The monthly invoice is computed at the daily rate multiplied by the total numbers of beds occupied by Veterans at midnight each night of the given month. Invoice should first be submitted to the VA Liaison for approval by the 5th of the month immediately following the billing period in question. Once approved, invoices are to be submitted through the Tungsten Network (electronic invoicing system) by the 10th of each month; all electronic invoices submitted should be accompanied by additional documents as directed by the CO/COR. Contractor and VA Liaison will follow any written Standard Operating Procedure (SOP) in place related to census and billing information.

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