VA248-17-Q-0894a.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. DUNS: DUNS+4:

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. 2/2012)

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

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

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

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS 85

VA248-17-Q-0894 06-08-2017

Marie Smith 407-646-4231 06-19-2017

16:30

Department of Veterans Affairs

Orlando VA Medical Center

13800 Veterans Way

Orlando FL 32827 x

624221

$11 Million

X

N/A

X

Department of Veterans Affairs

00675

Department of Veterans Affairs

Network Contracting Activity 8 (NCO 8)

Orlando VA Medical Center

Financial Services Center

P.O. Box 149971

Austin TX 78714-9971

See CONTINUATION Page

Wage Determination 15-4554 (Rev -3) 05/16/2017 applies to this solicitation

See CONTINUATION Page x X x 1

VA248-17-Q-0894

Table of Contents

SECTION A

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

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 LIMITATIONS ON SUBCONTRACTING-- MONITORING AND COMPLIANCE (JUN

2011)

B.3 SUBCONTRACTING COMMITMENTS--MONITORING AND COMPLIANCE (JUN

2011)

B.4 PRICE/COST SCHEDULE

ITEM INFORMATION

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL ITEMS (JAN

2017)

C.2 52.203-99 PROHIBITION ON CONTRACTING WITH ENTITIES THAT REQUIRE

CERTAIN INTERNAL CONFIDENTIALITY AGREEMENTS (DEVIATION) (FEB 2015) ... 32

C.3 52.216-18 ORDERING (OCT 1995)

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

C.5 52.216-21 REQUIREMENTS (OCT 1995)

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

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

C.8 52.232-19 AVAILABILITY OF FUNDS FOR THE NEXT FISCAL YEAR (APR 1984) 34

C.9 52.232-35 DESIGNATION OF OFFICE FOR GOVERNMENT RECEIPT OF

ELECTRONIC FUNDS TRANSFER INFORMATION (JUL 2013)

C.10 VAAR 852.203-70 COMMERCIAL ADVERTISING (JAN 2008)

C.11 VAAR 852.203-71 DISPLAY OF DEPARTMENT OF VETERAN AFFAIRS HOTLINE

POSTER (DEC 1992)

C.12 VAAR 852.215-71 EVALUATION FACTOR COMMITMENTS (DEC 2009)

C.13 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV

2012)

C.14 VAAR 852.237-70 CONTRACTOR RESPONSIBILITIES (APR 1984)

C.15 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.16 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL ITEMS (JAN 2017)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

SECTION E - SOLICITATION PROVISIONS

E.1 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL ITEMS (JAN 2017)

E.2 52.203-98 PROHIBITION ON CONTRACTING WITH ENTITIES THAT REQUIRE

CERTAIN INTERNAL CONFIDENTIALITY AGREEMENTS—REPRESENTATION

(DEVIATION) (FEB 2015)

E.3 52.209-5 REPRESENTATION BY CORPORATIONS REGARDING AN UNPAID TAX

LIABILITY OR A FELONY CONVICTION UNDER ANY FEDERAL LAW

(DEVIATION)(MAR 2012)

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

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

E.6 VAAR 852.215-70 SERVICE-DISABLED VETERAN-OWNED AND VETERAN-

OWNED SMALL BUSINESS EVALUATION FACTORS (JUL 2016)(DEVIATION)

E.7 VAAR 852.233-70 PROTEST CONTENT/ALTERNATIVE DISPUTE RESOLUTION

(JAN 2008)

E.8 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (JAN 1998)

E.9 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.10 52.212-2 EVALUATION—COMMERCIAL ITEMS (OCT 2014)

E.11 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—COMMERCIAL

ITEMS (JAN 2017)

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

(continuation from Standard Form 1449, block 18A.)

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

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C248

Department of Veterans Affairs

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

[X] 52.232-34, Payment by Electronic Funds Transfer—Other Than 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 []

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.

Financial Services Center

P.O. Box 149971

Austin TX 78714-9971

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the

Solicitation numbered and dated as follows:

AMENDMENT NO DATE

B.2 LIMITATIONS ON SUBCONTRACTING-- MONITORING AND

COMPLIANCE (JUN 2011)

This solicitation includes FAR 52.219-4 Notice of Price Evaluation Preference for HubZone Small

Business Concerns. Accordingly, any contract resulting from this solicitation will include this clause. The contractor is advised in performing contract administration functions, the CO may use the services of a support contractor(s) retained by VA to assist in assessing the contractor's compliance with the limitations on subcontracting or percentage of work performance requirements specified in the clause. To that end, the support contractor(s) may require access to contractor's offices where the contractor's business records or other proprietary data are retained and to review such business records regarding the contractor's compliance with this requirement. All support contractors conducting this review on behalf of VA will be required to sign an “Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest

Agreement” to ensure the contractor's business records or other proprietary data reviewed or obtained in the course of assisting the CO in assessing the contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs. Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the contractor to protect proprietary information as required by FAR 9.505-4, obtaining access to proprietary information, paragraph (b). The contractor is required to cooperate fully and make available any records as may be required to enable the CO to assess the contractor's compliance with the limitations on subcontracting or percentage of work performance requirement.

B.3 SUBCONTRACTING COMMITMENTS--MONITORING AND

COMPLIANCE (JUN 2011)

This solicitation includes VAAR 852.215-70, Service-Disabled Veteran-Owned and Veteran-Owned

Small Business Evaluation Factors, and VAAR 852.215-71, Evaluation Factor Commitments.

Accordingly, any contract resulting from this solicitation will include these clauses. The contractor is advised in performing contract administration functions, the CO may use the services of a support contractor(s) to assist in assessing contractor compliance with the subcontracting commitments incorporated into the contract. To that end, the support contractor(s) may require access to the contractor's business records or other proprietary data to review such business records regarding contract compliance with this requirement. All support contractors conducting this review on behalf of VA will be required to sign an “Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement” to ensure the contractor's business records or other proprietary data reviewed or obtained in the course of assisting the CO in assessing the contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs. Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the contractor to protect proprietary information as required by FAR 9.505-4, obtaining access to proprietary information, paragraph (b). The contractor is required to cooperate fully and make available any records as may be required to enable the CO to assess the contractor compliance with the subcontracting commitments.

ORLANDO VA MEDICAL CENTER

EMERGENCY HOUSING WITH ENHANCED MEDICAL SERVICES

A. BACKGROUND

Ending homelessness among Veterans was established as a national priority by the Department of

Veterans Affairs Secretary, Eric Shinseki, in November 2009 at the National Summit on Ending Veterans

Homelessness. In June 2010, the U.S. Interagency Council on Homelessness (USICH) released Opening

Doors: Federal Strategic Plan to Prevent and End Homelessness, which is fully aligned with this goal.

Eliminating Veteran Homelessness remains a goal in VA’s 2014-2020 Strategic Plan.

The Health Care for Homeless Veterans (HCHV) program is an essential and critical part of VHA, providing a gateway to VA and community-based supportive services for eligible Veterans who are homeless. The program uses Contracted Residential Services in community locations to engage homeless

Veterans who have been underserved. Many of these Veterans would benefit from mental health and

Substance Use Disorder (SUD) treatment but will not avail themselves of these services without the encouragement of outreach workers.

B. PROGRAM DESCRIPTION

The HCHV Contracted Emergency Residential Services (CERS) Program exists to provide a means of removing homeless Veterans from the street or habitation unfit for humans and placing them in community-based, residential environments with sufficient supportive services to meet their basic needs and ultimately, facilitate the improvement of their overall health status and housing situation.

1. HCHV CERS (with Enhanced Medical Services) Program characteristics:

a) Targets and prioritizes homeless Veterans who are eligible for VA health care, and are transitioning from chronic 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 arrangements 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.

b) Seeks to reduce barriers to immediate placement.

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

d) Provides safe, secure housing as well as supportive services

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

f) Veterans are expected to meaningfully engage their case managers and available

Programming

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

2. House Rules and Expectations:

a) Rules focus on staff and resident safety:

(a) No buying or selling of alcohol or drugs in the facility

(b) No dealing or use of illicit drugs in the facility

(c)No sexual activity between residents

(c) No violence or threats of violence

(d) Honor nightly curfew

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

c) Veterans are expected to engage programming and maintain communication with case managers at all times around matters relating to admission, stay, and treatment

3. Admission Practices

a) Staff will assist residents with admission forms and eligibility determination with VA

b) Facility works to reduce barriers to admission:

c) Accepts referrals throughout day, evening to at least 11:00pm, weekends, and holidays.

d) Flexibility with admission processes

4. Admission Criteria

a) Homeless Veteran

b) Eligible for VA Health Care

c) Referred by authorized VA personnel.

d) Veterans who are also recovering from a medical illness or injury who recently discharged from a medical institution.

5. Overview of Types of Services Available to Residents

a) Safe, Secure housing (includes laundry and restroom facilities)

b) Three daily nutritious meals

c) Case Management and Care Coordination Service

d) Vocational Services

e) Benefits Services

f) Enhancement of Independent Living Skills

g) Permanent/ Transitional housing search support

C. PERFORMANCE WORK STATEMENT

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 Orlando VA Medical Center 13800 Veterans Way, Orlando FL 32827, in accordance with the HCHV CERS model requirements. The services will be furnished to beneficiaries for whom such care is specifically authorized by the Orlando VA Medical Center.

Services are expected to consist of supportive, secure housing for homeless Veterans, many of whom may also be dealing with substance use disorders and/or mental illness. The program places an expectation on the Veteran to engage in supportive case management services, and also on the contractor to provide expertise and guidance for improving housing stability to ensure a transition from homelessness to permanent, stable housing. Contractors must comply with all HCHV 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

2. TERM OF CONTRACT:

Period of performance of this contract will be for a period of five years, a base year and 4 option years.

The option years may be exercised only after determination that is in the best interest of the Government and it has been determined that it is the most advantageous method of fulfilling the Government’s need for these services.

3. FACILITY MUST MEET THE FOLLOWING:

a) The standards of the Life Safety Code (National Fire Protection Association (NFPA) #101);

b) The fire and safety code imposed by the State law; and

c) City, State and Federal requirements concerning licensing and health codes.

4. LICENSES AND ACCREDITATION:

a) All residential care facilities must be licensed as required for the particular setting under State or

Federal authority.

b) Accreditation and Licensing by the Joint Commission (TJC) and/or Commission on Accreditation of internal quality assurance mechanisms and is desirable, but is not required. Where applicable, the facility must have a current occupancy permit issued by the authority having jurisdiction.

c) Privacy Act. The notification and contract clauses entitled “Privacy Act Notification”, as specified in Federal acquisition Regulations (FAR) 52.224-1 and 52.224-2, is incorporated into this contract.

5. HCHV CERS PROVIDER QUALIFICATIONS & CAPABILITY REQUIREMENTS

a) Contractor shall utilize the Housing First approach, with reduced barriers for program entry.

Veterans cannot be denied entry to HCHV Contracted Residential Services based solely upon length of current abstinence from Alcohol or non-prescribed controlled substances, the number of previous treatment episodes, the time interval since the last program entry, the use of prescribed controlled substances, or legal history;

b) 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;

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

d) The contractor shall provide medical oversight and management while providing temporary housing for Veterans recovering from a medical illness or injury. Contractor will consult with a

VA physician as needed. Individualized treatment goals, interventions, and housing plan will be based on a combination of Veteran input and recommendations of clinical/medical staff. VA staff may also participate in treatment planning.

e) Contractor shall provide secure, separate housing and bathroom accommodations for males and females; common use of kitchen facilities and dining rooms is acceptable;

f) Contractor shall provide services twenty-four (24) hours a day for Veteran placements lasting up to sixty (60) days per Veteran. Extensions beyond initial ninety (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/ COR;

g) Contractor shall provide three daily nutritious meals and reasonable accommodation for special dietary needs;

h) Contractor shall provide a means for clients to wash their own clothes or otherwise tend to laundry at no additional cost to the Veteran;

i) Contractor shall provide secure, appropriate storage for both Veteran belongings and medication;

j) 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; Case management service shall be integrated along with the medical oversight of the veteran.

k) Contractor shall maintain a minimum of one staff member on site at all times to ensure appropriate responses to matters involving Veterans safety;

l) Contractor shall provide a working phone line and ensuring reasonably prompt communication with the VA is possible at all times;

m) The contractor shall address health and personal hygiene maintenance.

n) Medications including controlled substances shall be properly stored and controlled. All medications will be self-administered by the Veteran resident as prescribed.

6. DIRECT VETERAN CLINICAL SERVICES: 60% of time involves direct service to Veterans

a) Occupancy: Referrals and approved admissions are based on needs and preferences of the

Veterans in the local area. Therefore, occupancy may vary.

b) Care Planning: Contractor shall engage the veteran in a collaborative assessment of needs, including medical oversight care plan, 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 Veterans episode of care.

c) 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: medical stability, housing search and stabilization, increasing income, any necessary coordination of ongoing participation in care provided by VA/community medical and/or mental health care providers, and ongoing discharge planning.

d) 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 should ensure that no other residents are able to access an individual

Veterans medications. Any suspicion or concern of misuse is to be reported to VA Liaison immediately following incident reporting protocol.

e) 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 will be monitored as an indicator of overall program quality utilizing data provided by the VHA

Support Service Center’s Homeless Service Scorecard – the target rate for exits to this type of housing will be 40% or higher. Target may be adjusted to match any changes with national VA targets.

f) Negative Exits: Contractor shall facilitate Veteran completion of the HCHV 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 Support Service

Center’s Homeless Service Scorecard – the target rate for these types of exits will be 30% or less.

Target may be adjusted to match any changes with national VA targets.

7. ADMINISTRATIVE SERVICES: 40% of time does not involve direct service to Veterans

a) Determination of Eligibility: Authorized VA Liaison or designee shall be responsible for determining

Veteran eligibility and approval for placement into HCHV CERS Bed. A Veteran must be homeless and eligible for VA health care in order to be considered for admission to any CERS

Program. Failure to establish VA approval and eligibility prior to admission may result in denial of payment for services provided.

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

c) 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 the 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 include reason(s) for leaving, the Veteran’s known future plans, and follow-up locator information, if available.

d) Homeless Management Information System (HMIS) Data Reporting: Veterans served through

VA’s HCHV CERS program must have client level data entered into the local Community

Continuum of Care’s (CoC) HMIS. Data entered must include, at a minimum, the Universal Data

Elements from the current HMIS Data Standards.

e) 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 in order to ensure effective monitoring of bed utilization.

f) 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:

1. Falls

2. Elderly/Dependent Adult Abuse or Neglect

3. Sexual Assault

4. Fire (Veteran Involved)

5. Medical or Mental Health Emergency (911 Calls)

6. Hospitalization

7. Suicidal ideation or attempt

8. Homicidal ideation

9. Assault (of other residents or Staff)

10. Death

11. Infectious Control Concerns (Bed Bugs, TB, etc.)

12. Active Substance Abuse

13. Observation/ Possession of Weapons

g) 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 and/or COR within 24 business hours of the incident. Contractor shall maintain a copy of all critical incident reports in the involved Veteran’s individual case record.

h) Extension Requests: Contractor shall ensure that all requests for extension of services beyond the initially authorized service period of 60 (sixty) days are reviewed and approved in writing by the

VA Liaison (or Social Work Service Contract Coordinator/ COR for requests exceeding six (6) months).

i) 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 will be provided by the VA Liaison and/or COR. This survey will be the primary tool for reporting

Veteran satisfaction data in VA specialized homeless programs; it is to be administered to and collected from any Veterans who have resided in the program for at least of thirty (30) days.

j) Discharge Reporting: Contractor shall be responsible for notifying the identified VA Liaison (or designee) within 24 business hrs. that a discharge has occurred, and for providing a written report of discharge that contains the specific data required by the Northeast Program Evaluation Center

(NEPEC) for documentation of discharge in the Homeless Operations and Management

Evaluation System (HOMES) within 48 business hrs.

8. DELIVERABLES

a) QUALITY CONTROL BUSINESS PLAN: Contractor shall submit a Quality Control Business

Plan that supports the program objectives and associated tasks. The CO shall review and comment as necessary to ensure that contract goals are met.

b) 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/or training (and, when required, certification or licensure) are qualified to provide the services required by this PWS. Contractor may be required to supply a resume(s) summarizing relevant skills and experience of any/all key personnel upon request. Minimum Key Personnel requirements are as follows:

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.

2. 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 substance abuse problems is highly desirable. Staff working with Veterans should be able to assess, anticipate, and effectively refer Veterans experiencing crises for additional support as appropriate.

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

4. Nursing staff must include, at a minimum, a Licensed Practical Nurse (LPN) or Registered

Nurse (RN). Nursing staff will be full time 40 hours a week, and available on call 24-hours-a-day, 7-days-a-week.

Contractor shall provide resumes for any proposed substitutions of key personnel at least 15 days proposed date substitution is to occur. The Contracting Officer shall notify the contractor within fifteen (15) calendar days after receipt of all required information if the VA is able to accept the proposed substitute key personnel. Temporary substitutions of key personnel shall be permitted in accordance with the contractor’s contingency plan. The contractor’s contingency plan will to be utilized if personnel leave the contractor’s employment or are unable to continue performance, in accordance with the terms and conditions of the resulting contract, will be submitted to the CO as a part of the proposal package. The CO is the ultimate authority on acceptable length for temporary substitution of key personnel.

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 patient care or interferes with the regular and ordinary operation of the facility and the HCHV CERS Program.

c) 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.

d) CARE PLAN: The written plan of care shall be completed and entered into the individual Veteran case record no later than day 14 days after being admitted to the program. An individual clinical record will be developed with the assistance of the VA staff and maintained by the contractor on each Veteran placed under this contract.

e) CASE RECORDS: 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 VA staff members involved with the care of the Veterans concerned. The clinical record maintained by the contractor will include:

1. Reasons for referral;

2. Essential identifying data relevant to the Veteran and Veteran's family;

3. Data relating to the Veteran's admission to include medical condition and housing needs.

4. Record or log of medical prescriptions issued by physicians;

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

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.

7. Hosing/service plan and housing/service plan reviews. When requested, the contractor will provide copies of each Veteran's housing plan/review to the VA medical center.

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 will be retained by the contractor for a period of at least five years following termination of care.

f) CRITICAL INCIDENT REPORTS: Written critical incident reports must be submitted to the VA

Liaison within 24 business hours (VA Liaison/AOD to be notified immediately or as soon as possible when incidents occur).

g) EXTENSION REQUESTS: Written requests for extension are due prior to the 60 th day when it is anticipated the Veteran will require additional time beyond the initially authorized service period, and prior to the expiration of the initial and any and all subsequent future extension authorizations.

h) DISCHARGE PLANNING: The contractor is the primary agency responsible for discharge planning. Discharge planning shall begin upon admission. Discharge planning shall address and coordinate appropriate follow up services, housing needs, economic stability, support networks, and other relevant needs of the Veteran. The contractor will attempt, and document, follow up with Veterans that unexpectedly leave the program. However, when the Veteran is no longer in need of enhanced medical services, the Veteran will be transferred to a non-enhanced medical services bed or program, if needed to bridge to permanent housing options. Discharges and transfers will be coordinated with the VA liaison.

i) SATISFACTION SURVEYS: All satisfaction surveys are to be provided to the VA Liaison at the end of each month.

j) DAILY CENSUS SIGN-IN SHEET: Contractor shall provide a daily census sign-in sheet to the

VA Liaison as requested.

k) INVOICES: The monthly invoice is computed at the daily rate multiplied by the total number of beds occupied by Veterans at midnight each night of the given month. Invoices should first be submitted to the VA Liaison for approval by the 5 th 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 10 th of the month; all electronic invoices submitted should be accompanied additional documents directed by the CO/COR.

l) QUARTERLY PERFORMANCE REPORT: Contractor shall provide the COR with a written report detailing program data and activities on a quarterly basis. The report should contain, at minimum, the following information:

1. Total Number of Veterans Served

2. Percent of Veterans discharged to independent housing

3. Percent of negative discharges (i.e. discharges due to rule violation, failure to comply with program requirements, or unexpected discharges without prior consultation with staff).

4. Other information the contractor feels pertinent, such as: quality improvement projects, changes in staffing or business practices, systems or resource concerns, etc.

DELIVERABLE TIME TABLE

Deliverables Due Dates

1. QUALITY CONTROL BUSINESS PLAN Due upon solicitation close date and within 5 working days of any modification or changes.

2. STAFFING AND SERVICE PLAN Due upon solicitation close date and within 5 working days of any modification or changes.

3. DOCUMENTATION OF SUPPORTIVE

SERVICES:

Completed Veteran case record due within 48 business hours of the service; due for review upon request.

4. CARE PLAN Due in Veteran case record by day 14; due to VA upon request

5. CRITICAL INCIDENT REPORTS Due within 24 business hours of a critical adverse event involving a Veteran

6. EXTENSION REQUESTS Due prior to the expiration of any authorized period of service

7. DISCHARGE REPORTS Due within 48 business hours of Veteran discharge

8. SATISFACTION SURVEYS Due at the end of each monthly service period

9. DAILY CENSUS SIGN-IN SHEET Maintained daily; due for review upon request.

10. INVOICES Due to VA Liaison by the 5 th of the month immediately following the billing period in question; due in

Tungsten Network (electronic billing system) by the th of the month immediately following the billing period in question.

m) QUALITY ASSURANCE SURVEILLANCE PLAN (QASP):

Commercial Services Contract: Homeless Special

PURPOSE: This QASP is a Government developed document used to ensure that the Government receives quality services, and pays only for services actually provided. The QASP provides a systematic method to evaluate the services the Contractor is required to furnish.

SCOPE: The role of Government Quality Assurance is to ensure contract standards are achieved. The

QASP provides guidelines and methods for the Government's oversight of the Contractor's quality control efforts to assure timely, effective services are provided IAW the contract order. The

Contractor, and not the Government, is responsible for management and quality control actions to meet the terms of the contract.

ROLES AND RESPONSIBILITIES:

Contracting Officer (CO) - A person duly appointed with the authority to enter into, administer and terminate contracts on behalf of the Government. The CO is the only person who can legally commit the Government and only the CO, as the Government's agent, can modify the contract/order. The CO is the final authority for determining the adequacy of the Contractor's performance. CO decisions arising under or relating to the contact are final.

Contracting Officer's Representative (COR) — An individual designated in writing by the CO to perform specific technical and administrative functions within the scope and limitations of their written appointment (e.g., surveillance of Contractor's performance, accept services). The COR is not empowered to make any contractual commitments or authorize any changes to the order/contract or in any way obligate additional funds by the Government; such authority' rests solely with the CO. The

COR’s primary duty is to monitor the Contractor's performance by physically checking to see that tasks are completed, reports are submitted, and desired outcomes are achieved. When a surveillance observation results in an unacceptable evaluation, the COR will report the unacceptable performance to the COR. The COR is not authorized to direct work, offer advice on how the work should be performed, change the contract, or in any way obligate payment of funds by the Government.

METHOD OF SURVEILLANCE: Simplified methods of surveillance will be used by the

Government to evaluate contractor performance. The primary methods of surveillance are periodic assessments of service and customer feedback.

Periodic Assessment of Services — For services that occur over a number of months, the COR will evaluate Contractor performance on a quarterly basis and upon completion of services. Generally, the

Government will rely on the Contractor's Quality Control system to ensure that services conform to contract quality requirements before they are tendered to the Government for acceptance.

Customer Feedback — Customer feedback is typically obtained via telephone or email. Telephonic customer complaints must be followed up in writing/email. To be considered valid, the customer complaint must clearly articulate the nature of the complaint, time, date, etc. The COR will investigate the complaint; if determined valid, the COR will advise the CO and the Contractor of the deficiency. Copies of valid complaints and the resolution must be retained in the official contract file.

SURVEILLANCE PROCEDURES:

The COR will evaluate the Contractor's performance quarterly against Performance Standards established in the contract/order. Evaluations will be to the extent practical to assure the contractor provides quality services IAW the requirements of the contract. Evaluations could be evaluation, /validation of contractor supplied performance data, as well as analysis of Customer feedback, for performance trends and to ensure valid customer concerns are resolved timely.

If at any time the COR receives indicators (e.g..valid customer complaints or notes Performance

Standards are not being met) that the Contractor's performance is less than acceptable, the COR will investigate to determine if this is a onetime issue that has been promptly corrected, or if the discrepancy is systemic in nature. If the issue is determined to be an isolated occurrence, the COR will continue with Quarterly Evaluations. If the issue is recurring and systemic in nature, the COR will perform more frequent evaluations.

The COR will notify the Contractor each time an unacceptable observation has been recorded and ask the Contractor to correct the problem. The COR will record the contract requirement, the specific deficiency to the requirement, the date and time it was discovered, and have the Contractor initial the entry. The Contractor will be given two working days after notification to correct the deficiency in accordance with requirements of the contract. Deficiencies that cannot be corrected within two working days will be reported to the Contracting Officer.

The COR will re-examine services that are found deficient. Failure to complete corrective actions will be reported immediately to the CO for further action.

Upon satisfactory completion of the work, the COR will accept the services provided and authorize payment, by approving the Contractor's invoice in Wide Area Workflow.

SURVEILLANCE STANDARD:

The Performance Standard set forth in the SOW and Line items is the standard the Contractor must meet for services to be deemed acceptable. Generally, under commercial services contracts, the

Government is relying on the Contractor's assurances that the services conform to contract requirements. Consistent with FAR 52.212-4, Contract Terms and Conditions, (a) Inspection and

Acceptance, the Contractor shall only tender for acceptance those services that conform to the requirements of the contract/order. The Government may require re-performance of nonconforming services at no increase in contract price. The Government reserves the right to refuse acceptance of nonconforming services. In no case shall the Government's right to inspect services under the inspection provisions of the contract be prejudiced.

QUALITY ASSURANCE SURVEILLANCE FILE: The COR file should contain:

a) Copy of the COR appointment letter from the CO, any changes to that letter and any termination letters

b) Training Certifications for COR

c) Copy of the contract and all contract modifications

d) Copy of the applicable Quality Assurance Surveillance Plan (QASP)

e) Copy of the contractor's Quality Control Plan (QCP)

f) All correspondence initiated by authorized representatives (Contractor or Government) concerning performance of the contract

g) Names, position titles and contact information of all key personnel assigned to this contract both Government and Contractor

h) Surveillance schedules

i) Surveillance Checklists

j) Records of all inspections performed and the results

k) Customer Feedback

l) Memoranda for record of minutes of any meeting, telephone conversations and discussions with the contractor or others pertaining to the contract or contract performance

m) Documentation pertaining to acceptance of services, reports or data

RECORDS: All records will be retained for the life of this contract. The COR will forward these records to the CO upon completion of the contract/order.

CHANGES: The QASP is a living document and, as such, may be changed as needed. However, the

CO must approve changes. The COR will submit recommended changes to the CO for approval.

9. REFERRALS

a) The VA is responsible for determining eligibility of Veterans prior to admission to contractor bed for services. The contractor is expected to work with identified VA Liaison or other designees to confirm eligibility; it is understood that payment for Veterans admitted without an initial determination of eligibility may not be authorized if the Veteran is found to be ineligible.

1. A list of authorized VA approving personnel, including primary identified VA Liaison, shall be made available to the contractor upon award of the contract. VA employees may be added or deleted from this list during the term of the contract at the discretion of VA. The contractor shall not deviate from the list of individuals authorized to approve admissions without an updated list.

2. Referral constitutes authorization of an initial service period of up to 60 days (unless otherwise specified).

10. ABSENCES AND CANCELLATION

a) Contractor shall notify VAMC of any absences from the facility. Absences of the patient from the facility in excess of forty-eight (48) hours will not be reimbursable except those with the prior approval of the VAMC coordinator. Should a veteran who is referred to a contracted emergency residential facility absent himself/herself in an unauthorized manner, payment for services for that

Veteran to the contract facility would be continued for a maximum period of two days provided there is an active outreach attempt on the part of the contractor facility staff to return the Veteran to the residential treatment program and a strong likelihood that the patient will return.

Management of Negative Exits will be an element of quality assurance review of this program.

b) Contractor may consider providing an authorized absence (or “pass”) for purposes that are expected to further the recovery goals of a Veteran (e.g., job-related absences, family visits, housing searches, medical, etc.). All requests for passes must be documented in writing in the

Veterans individual case record. Authorized absences shall not exceed 48 hours in any given month for any single Veteran, unless otherwise approved by contractor and VA Liaison.

c) VA reserves the right to remove any or all Veterans from the facility at any time without additional cost, when it is determined to be in the best interest of the Veteran or VA.

11. CONDUCT

a) Contractor shall comply with the principles listed in 38 CFR 17.707(b) to provide housing and supportive services in a manner that is free from religious discrimination.

b) Local law enforcement and/or fire departments should be contacted for assistance and i ntervention as appropriate and indicated by any given circumstances.

c) Contractor shall also notify the VA Liaison, AOD, or COR immediately of any high risk situations involving veterans with suicidal and/or homicidal threats or ideation, episodes of physical or sexual violence, sexual activities, safety concerns, or activities involving illegal substances so that appropriate response may be coordinated.

d) In the event of a medical or psychiatric emergency, it is agreed that every effort will be made to facilitate Veteran access to local VA Medical Center for care. If a VA Medical Center is not available in the vicinity or is otherwise inconveniently located, the Contractor will advise the VA

Liaison or AOD of the facility to which the Veteran has been admitted. The Contractor will also be expected to assist Veteran’s requiring non-urgent services with accessing appropriate care from a VA or community facility, as appropriate.

12. COMPLAINTS

The identified VA Liaison and the Contracting Officer’s Representative (COR) will monitor the services being provided in all HCHV CERS Facilities. The contractor is expected to cooperate with VA Staff and

COR by providing information and answering questions in a timely manner when requested. Contractor shall refer complaints received directly from Veterans to the identified VA Liaison or COR within 48 hours of complaint. All complaints received by the VA Liaison or COR will be immediately forwarded to the contractor and shall be investigated promptly. After investigation and clarification of disposition, the contractor shall respond to the VA Liaison or COR within five (5) working days or less with proposed resolution or plan for corrective action. The CO shall be notified in instances where the proposed course of action or response does not appear sufficient to resolve any given complaint.

13. TRAVEL

The contractor shall provide transportation to VA appointments and other community agencies when appropriate. The contractor will work with the Orlando VAMC Liaison or designee to coordinate VA services.

14. FACILITIES

a) General Requirements: It is the responsibility of the Contractor to properly maintain its facilities and the VA shall have no responsibility for paying or reimbursing the Contractor for such expenses. The contract facility must:

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

2. Be in compliance with existing standards of State safety codes and local, and/or State health and sanitation codes.

3. Meet the requirements of the Americans with Disabilities Act (ADA) (Public Law 100-336, 42 USC 12101-12213) pertaining to handicapped accessibility in effect on the date of contract award.

4. Where applicable is licensed under State or local authority.

5. Where applicable, be accredited by the State.

6. Be equipped with operational air conditioning /heating systems;

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

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

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

10. Have an aggressive on-going plan to address bed bug infestation. This policy must be a part of your written response to this solicitation. On-going bed bug infestation will be grounds for immediate discharge of Veterans from the facility

b) Fire Safety Requirements:

1. The building must meet the requirements of the applicable residential occupancy chapters of the current version of NFPA 101, National Fire Protection…