This is a Sources Sought notice only. This is not a request for quotes and no contract will be awarded from this announcement. The Government will not provide any reimbursement for responses submitted in response to this Source Sought notice. Respondents will not be notified of the results of the evaluation. The purpose of this announcement is to perform market research to gain knowledge of potential qualified sources and their size classification relative to NAICS 624221 (Temporary Shelters) with a size standard $13.5 million. The Department of Veterans Affairs (VA), Network Contracting Office 1 (NCO 1) is seeking to identify any vendor capable of providing Temporary Shelter per the requirements below. Refer to the Statement of Work below for the requested requirement description. The standard shall be of quality; meeting or exceeding those outlined in the Statement of Work. This Sources Sought notice provides an opportunity for respondents to submit their capability and availability to provide the requirement described below. Vendors are being invited to submit information relative to their potential to fulfill this requirement, in the form of a capability response that addresses the specific requirement identified in this Sources Sought. Information received from this Sources Sought shall be utilized to facilitate the Contracting Officer s review of the market base, for acquisition planning, size determination, and procurement strategy. Submission Instructions: Interested parties who consider themselves qualified to Provide temporary shelter are invited to submit a response to this Sources Sought Notice by 9-9-2024. All responses under this Sources Sought Notice must be emailed to carissa.sarazin@va.gov. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions. Interested parties should complete the attached Sources Sought Worksheet. Parties may submit additional information related to their capabilities, provided it contains all the requirements contained in the Sources Sought Worksheet. Responses to this Sources Sought shall not exceed 8 pages. In addition, all submissions should be provided electronically in a Microsoft Word or Adobe PDF format. SAM: Interested parties shall be register in the System for Award Management (SAM) as prescribed in FAR Clause 52.232-33. SAM information can be obtained by accessing the internet at www.sam.gov or by calling 1-866-606-8220. Interested parties not registered in SAM will be ineligible to receive a government contract, should a solicitation be issued resulting from this Sources Sought. VISTA: The VA utilizes VISTA to issue a purchase order and liquidate invoices. Failure to register in VISTA may result in exclusion from the issuance of a VA contract, should a solicitation be issued resulting from this Sources Sought. Attachment 1 Sources Sought Worksheet QUALIFICATION INFORMATION: Company / Institute Name: _______________________________________________________ Address: ______________________________________________________________________ Phone Number: ________________________________________________________________ Point of Contact: _______________________________________________________________ E-mail Address: ________________________________________________________________ Unique Entity Identifier (UEI) #: ___________________________________________________ CAGE Code: __________________________________________________________________ Other available contract vehicles (GSA/FSS/NASA SEWP/ETC): ________________________ _____________________________________________________________________________ _____________________________________________________________________________ SOCIO-ECONOMIC STATUS: VIP Verified SDVOSB: (Y / N) VIP Verified VOSB: (Y / N) 8(a): (Y / N) HUBZone: (Y / N) Economically Disadvantaged Women-Owned Small Business: (Y / N) Women-Owned Small Business: (Y / N) Small Business: (Y / N) NOTE: Respondent claiming SDVOSB and VOSB status shall be registered and Center for Veterans Enterprise (CVE) verified in VetBiz Registry www.vetbiz.gov. BASED ON THE RESPONSES TO THIS SOURCES SOUGHT NOTICE/MARKET RESEARCH, THIS REQUIREMENT MAY BE SET-ASIDE FOR SDVOSB, VOSB, SMALL BUSINESSES OR PROCURED THROUGH FULL AND OPEN COMPETITION. CAPABILITY STATEMENT: Provide a brief capability and interest in providing the supply of Temporary Housing as listed in Attachment 2 Statement of Work with enough information to determine if your company can meet the requirement. The capabilities statement for this Sources Sought is not a Request for Quotation, Request for Proposal or Invitation for Bid, nor does it restrict the Government to an ultimate acquisition approach, but rather the Government is requesting a short statement regarding the company s ability to provide the services outlined in the SOW. Any commercial brochures or currently existing marketing material may also be submitted with the capabilities statement. This synopsis is for information and planning purposes only and is not to be construed as a commitment by the Government. The Government will not pay for information solicited. Respondents will not be notified of the results of the evaluation. ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Attachment 2 STATEMENT OF WORK VA Central Western Massachusetts Health Care System Mental Health Service Line HEALTH CARE FOR HOMELESS VETERANS (HCHV) CONTRACTED RESIDENTIAL SERVICES (CRS) Performance Work Statement- Central MA area- 16 Emergency Beds BACKGROUND The Health Care for Homeless Veterans (HCHV) program is an essential and critical part of the Veterans Health Administration (VHA). It provides a gateway to the VA and community-based supportive services for the homeless. The program utilizes Contracted Residential Services (CRS) in community locations to engage Veterans experiencing homelessness. Central Massachusetts community service providers indicate a need for additional shelter beds in general, let alone those for Veterans. It s anticipated that the need will continue for the indefinite future. CWM VA HCS goal is to address this need by partnering with a contractor serving homeless Veterans in Worcester County. A.1. Basic Admission Criteria A.1.1. Veteran is homeless. A.1.2. Veteran is eligible for VA Health Care. PROGRAM DESCRIPTION HCHV CRS Programs exists to provide a means of helping homeless Veterans get off the streets and find more suitable habitation. CRS programs work to help Veterans get into community-based, residential environments with sufficient supportive services to meet their basic needs. The goal is to ultimately facilitate the improvement of their overall health status and housing situation. Programs operates in accordance with HCHV Program Federal Regulations 38 CFR 63 and are partners with the VA in the mission of ending homelessness among Veterans. B.1. Foundational Rules and Expectations for Participation B.1.1. Rules focus on staff and resident safety: No buying or selling of alcohol or drugs in the facility No dealing or use of illicit drugs in the facility No sexual activity between residents No violence or threats of violence Honor nightly curfew B.1.2. When possible, infractions are to be used to engage residents, not simply as grounds for service termination. Profanity does not in and of itself constitute abuse and shall not exclusively be considered grounds for discharge. Any actual or threatened violence may be grounds for discharge. B.1.3. Veterans are expected to engage in programming and maintain communication with Case Managers while participating in the CRS Program. B.2. Admission Practices B.2.1. Veterans who are eligible may be, but are not limited to: transitioning from chronic street homelessness. discharging from institutions (hospitals, jails, etc.) (see Probationary/Provisional Plan p. 16) recently homeless due to fleeing domestic violence, being in a place not meant for human habitation, such as an abandoned building, a vehicle, or a residence that is no longer meeting inspection and code or facing condemnation according to a governmental entity. Eviction or foreclosure of the residence. Every attempt will be made by the contractor, Veteran, and/or referrer to secure documentation of such as part of referral process. The VA Liaison will be available for collaboration with contractor staff to ensure appropriateness and eligibility for Veteran to be in CRS. 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. B.2.1.i. Staff will ensure that a case manager has met with a Veteran within 72 hours of admission. B.2.1.ii. Staff will ensure that a Veteran is routed to VA Liaison for an intake within 72 hours of admission, so that GPD intake by VA Liaison can take place within 7 days of admission to CRS Program. B.2.2. Contractor works to reduce barriers to admission: Accept referrals Monday through Friday during business hours at a minimum. Respond to sources of referrals with acceptance or decline of Veteran referred to CRS the same day of receipt of referral form before coordination. Acceptance or decline of Veterans within the same day of receipt of the referral form and, if not a possibility, within 48 hours of receipt of referral form. This is to be in conformance with the VHA Memo For Action: Ensuring Timely Admissions to Grant and Per Diem (GPD) Program and Healthcare for Homeless Veterans (HCHV) Contracted Residential Services (CRS). B.2.3. There will not be a certain timeframe prior to admission that a Veteran must be free of drugs or alcohol so long as a Veteran is medically stable to be in CRS. Detoxification services are not expected of the CRS Program. In cases of high recidivism or unsuitability for the CRS Program environment on account of continuous substance use/abuse, the contractor reserves the right to decline admission with recommendations to the Veteran and/or referrer for what interventions would be needed in order to establish an episode of stay at the CRS Program. Also see Probationary/Provisional Plan on page 16. B.2.4. For those Veterans referred or who are on the street, in places not meant for habitation, or staying in vehicles, the admissions and intake committee will coordinate for the Veteran to receive a prioritized determination regarding their referral to CRS. B.2.5. The CRS Program admissions and intake staff reserve the right to decline admission to a Veteran who is found to be inappropriate for the CRS Program. However, every attempt should be made to accommodate the Veteran. It is the expectation of the VA that if a Veteran is denied admission to the CRS Program, the admission and intake staff will provide the Veteran with alternate resources and services for homeless Veterans to the referrer. B.2.6. The admitted Veteran will be provided with a copy of the Resident Handbook or other documentation that outlines at a minimum rules, regulations, responsibilities, and expectations of the Veteran and the Contractor. B.2.7. While recidivism is discouraged, there is no limitation to the number of times that a Veteran can be accepted into the CRS Program after leaving the program. Veterans who are former participants can be rereferred and readmitted so long as they are otherwise meeting eligibility criteria. Every attempt to address what will be different during additional episodes of stay will be taken with the Veteran in order to secure permanent housing and minimize length of stay at the CRS Program. B.2.7.i. CRS Program staff and VA Liaison will be expected to monitor and coordinate efforts in helping Veteran on a regularly scheduled basis (i.e. monthly) who return multiple times to the CRS Program due to difficulties with remaining permanently B.2.8. Expectation will be that VA Liaison will provide any suicide prevention safety plan documented in Veteran s chart with VA to the contractor for reference and that any Veteran with high risk flag for suicide will be identified so that contact and communication with that Veteran can be adjusted as necessary during their episode of stay. Expectation is that if a Veteran with a VA high risk flag for suicide goes AWOL from the facility, the VA Liaison will be notified ASAP. This notification is/can be defined include leaving voice message or email. Further development of a communication procedure concerning this topic of high risk Veterans will be encouraged by the Liaison of the Contractor. B.3. Types of Services Provided by Contractors Case Managers B.3.1. Screenings or Referrals for Benefits. Vets with limited or no income will have challenges to obtaining permanent housing. CRS staff assess for and refer to appropriate agencies those Vets who may qualify for: military service-connected compensable conditions disability insurance or supplemental security income retirement pensions Veterans-specific or public cash assistance programs SNAP benefits health insurance one-time-only financial assistance programs that would provide Veterans with first and/or last month s rent, security deposits, moving expenses coverage, payment of fees and/or fines to obtain IDs and other documentation to appropriate organizations and agencies As needed and appropriate, Veteran s should also be referred to legal services criminal justice system services credit counseling and/or debt consolidation agencies B.4.2. Enhancement of independent living and social skills via regularly scheduled programming (this list is not all-inclusive of possibilities): 12-step program groups, computer and literacy classes, social and life skills trainings, financial aid and budgeting workshops, vocational and/or credit counseling legal services to address identity fraud, child support, and/or benefits & entitlements, etc. peer and mentor support access to health fairs, local community events recreational and leisure activity opportunities B.4.3. Permanent or transitional housing search support, which may include: providing Veterans with contact information for such places they wish to pursue for relocation purposes or permanent residence conducting housing readiness evaluation to determine gaps in being able to complete housing applications hands-on coordination with agencies and providers to assist Vet in exiting the CRS to another location. assessing for whether a Veteran needs referral to retirement or rest homes, assisted living facilities, etc. applying for local or regional GPD transitional housing programs. GPD programs may be most appropriate for Veterans with complex barriers to obtaining permanent housing, and who are going to a longer period of support than what the CRS Program can accommodate. B.4.4. Case Managers utilize the following approaches to engaging Veterans: recovery-oriented and harm reduction motivational interviewing, and/or critical time intervention. B.4.5. Case management staff will have contact with Veterans, at least every other week, to engage with them about completion of goal-oriented tasks related to meeting basic and health needs and addressing barriers to obtaining permanent housing. Weekly contact is preferred and encouraged during the first/initial month of the Veterans stay. B.4.6. Case managers should have some experience working in social service or health care fields. Work history with people who have 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. This list is not all-inclusive of offerings and opportunities to be considered by contractor for training purposes, but contractor should be able to avail case management staff to such training: crisis intervention cultural sensitivity sexual harassment sensitivity to wider issues of homelessness harm reduction philosophy laws regarding the ADA, fair housing, mandated reporting de-escalation techniques first-aid B.4.5. Case managers will ensure that Veterans are safe and healthy within their scope of practice. They will refer Veteran to appropriate mental and medical health providers as necessary. See Monitoring High Risk Veterans Policy (p. 17) for ongoing assistance from staff with assessing for identified at-risk Veterans. B.4.6. Case managers and other contractor-designated staff will maintain BLS/CPR training certification. HCHV CRS PROVIDER QUALIFICATIONS & CAPABILITY REQUIREMENTS Contractor must comply with all HCHV CRS Program requirements as identified below. C.1.1. Possess capacity for performing outreach or otherwise identifying and referring homeless Veterans to the HCHV CRS Program. Accept Veterans into the CRS Program regardless of what geographical location they may come from. Maintain sites within the catchment area of Worcester County. Expectation is that the contractor will have strong, ongoing partnerships with other area social and health service providers, including Supportive Services for Veterans & Families (SSVF) programs, in order to identify Contract candidates and coordinate about their entry into the CRS Program if eligible. C.1.1.i. The contractor will maintain an outreach log, documenting staff s activity in referring Veterans to the CRS Program and the outcome of those referrals. This log will include dates in which referrals were made and be accessible to the Liaison upon request. C.1.2. Capable of providing secure, separate housing and bathroom accommodations for both males and females. C.1.3. Capable of routing, referring, or summoning assistance for Veterans to get to emergent and urgent care 24/7/365 that is accessible to Contractor designees or staff who may be point persons for when emergencies or urgencies arise at Contractors sites. Contractor would have a policy detailing this process. C.1.3.i. information on how to access designees for emergencies or urgencies will be posted in common spaces for all CRS participants to be aware of if need arises C.1.3.ii. during intake process, attention will be made to ensure that Veterans are aware of emergency and urgency reporting procedures and where to access help with emergent or urgent situations C.1.4. Contractor will ensure that Veterans basic needs are met: provide three daily nutritiously balanced meals and an evening snack and reasonable accommodation for special dietary needs (gluten or lactose intolerance, diabetic) in a setting that encourages socialization and possesses waste disposal and sanitization systems offer a means for Veterans to wash their own clothes or otherwise tend to laundry on a weekly basis, providing cleaning products if needed provide secure, appropriate storage for both Veterans belongings and medication. storage should ensure that no other residents are able to access an individual Veterans medications maintain a food pantry or shelf so that Veterans with food insecurity have readily available non-perishable options. Keep set times and days for when food pantry or shelf is accessible to Veterans. maintain a clothing shelf operation or provide access to one off-site so that Veterans with cold weather clothing needs can receive provisions as needed clean, sanitary, and safe common and sleeping spaces to include desk chairs, beds, dressers, etc. provide linens, bedding, and toiletries as needed for those Veterans who vacate the premises, retaining belongings for a minimum of 72 hours, in the event that the Veteran returns to retrieve them. Provide access to a working phone line for the Veteran to be able to conduct communications until an independent mobile device is secured for the Veteran provide monitoring, assessment, and guidance for Veterans who are high risk for suicide or have history of homicidal, violent, or suicidal ideation. Should staff at any time observe a Veteran express homicidal or suicidal ideation, appropriate referrals to mental health providers will be made for evaluation. VA HCHV Liaison and Suicide Prevention Coordinator will be notified just as high-risk flag Veterans admitted to the Contractor s facility will be identified to the Case Management Staff. Completion of any safety plans either by VA or Contractor personnel with the Veteran will be part of Contractor s clinical documentation. Veterans with violent and/or homicidal ideation or actions may be discharged from CRS for safety reasons at any time. (See attachment for a sample VA-Contractor High Risk Veteran Monitoring policy). C.1.5. Capable of providing transportation services to assist Veterans with arranging local transportation to scheduled meetings and appointments. to help Veterans understand and learn how to utilize public transportation, including access to information and clarifying instructions necessary to effectively utilize public transit systems. to assist the Veteran with identifying potential alternative modes of transport if public transportation is not available, adequate, or appropriate for a Veteran. directly to Veterans, have designated contractor drivers will possess valid driver s licenses to complete and a formal process that Veterans can be educated about to initiate scheduling of such transportation. D. HCHV CRS PROVIDER ADMINISTRATIVE ROLES, RESPONSIBILITIES, & DUTIES D.1.1. Occupancy: The contractor will be responsible for ensuring that a minimally acceptable level occupancy as defined in the Quality Assurance Surveillance Plan (QASP). D.1.2. Exits to Permanent Housing: The contractor is expected to promote a focus on achieving Stable housing for all Veterans referred for care; exits to permanent 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 55% or higher. D.1.3. Negative Exits: The contractor is expected to facilitate Veteran completion of the HCHV CRS 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 20% or less. Per diem funds assist homeless veterans by helping to offset operating costs to ensure the availability of supportive housing and service centers tasked with furnishing outreach, rehabilitative services, vocational counseling and training, and transitional housing assistance. Code of Federal Regulations 38 § 61.30. D.1.4. Release of Information: The contractor shall ensure that a signed VA Release of Information (ROI) is obtained for any Veteran being admitted to HCHV CRS and that it is placed into the individual case record so that it s also available to VA Liaison. D.1.5. Individual Case Records: The contractor will maintain an individual case record for each referred Veteran. Case records must be maintained in security and confidence as required by the Confidentiality of Alcohol and Drug Abuse Patient Records (42 CFR part II) and the Confidentiality of Certain Medical Records (38 USC 7332), and in accordance with the Health Insurance Portability and Accountability Act (HIPAA: Pub. Law. 104 191). Records should contain at a minimum: reason for referral pertinent demographic information (Veteran, family, employment, and education status) copies of any medical prescriptions/orders issued by physicians case management and progress notes that include specific service duration and outcome as well as referrals any critical incident reports a final summary that includes reason(s) for leaving (Exit Form) the Veteran s known after care plans and location upon exiting, if available. Case Notes should be titled according to content and relate to the Veterans goals as identified in their service plans. Intake Notes should indicate the Veterans strengths, needs, abilities, and preferences Case managers should document attempts to engage Veteran, even if unsuccessful in doing so. D.1.5.i.: Individual Service Plans. an initial written plan shall be completed and entered into the case record no later than 3 days after program admission and should be updated monthly. The individual service plan should include goals that address: Establishing permanent housing Increasing income or skill level Supporting self-determination and -preferences Goals identified in the individual service plans are to be Time-specific Measurable Behavioral D.1.6. Homeless Management Information System (HMIS) Data Reporting: Veterans served through VA s HCHV CRS program must have client level data entered in the local Continuum of Care (CoC) s HMIS. D.1.7. Daily Census: The contractor is responsible for knowing Veterans status with the Program. Rosters or census documents as to which Veterans are in the Program are to be given to the VA Liaison daily Monday through Friday to ensure effective monitoring of bed utilization. The contractor will identify on the daily census which contract a Veteran is under. D.1.8. Incident Reporting: The contractor shall notify the VA immediately when any adverse critical incident involving a Veteran admitted to the program occurs or when any staff becomes aware of a critical incident having occurred. VA Liaison has operable cellular and office phone where messages can be left as well as email capacity. Critical incidents are often those that necessitate 9-1-1 calls or the summoning of police and may also involve Contractor staff. Critical Incidents include: Elderly/Dependent Adult Abuse or Neglect Sexual Assault Fire (Veteran Involved) Medical or Mental Health Emergency Suicidal ideation or attempt Homicidal ideation or attempt Physical Assault that results in significant injury Significant Property Damage due to a Violent Act Death Significant Infectious Control Concerns (TB, etc.) Observation/Possession of Weapons Illegal Activity (prostitution, etc.) Medication-related incident (stealing, selling, etc.) If an incident occurs after hours, the local VA Facility Administrator on Duty (AOD) is to be notified by telephone. VA or local police and/or EMTs are to be called as warranted by the provider to ensure the safety and health of any parties involved with a critical incident. Residential staff should follow emergency plan protocol as established by the Contractor. D.1.8.i. Documentation. the critical incident should be documented via the Contractor s incident report form within 24 hours of the critical incident occurring so that it is available for viewing by the VA Liaison within 24 hours. Contractor shall maintain a copy of all critical incident reports in the involved Veteran s individual case record. D.1.9. Length of Stay & Extension Requests: Generally speaking, Veterans remain under HCHV CRS for a total of 90 days. The contractor is responsible for coordinating with the VA Liaison about Veterans in need of extensions under contract beyond the initially authorized service period. This coordination will include discussion about justifications and lengths of extension. VA Liaison will document justification of extension granted in the Veteran s VA chart. D.1.10. Discharge Reporting: The contractor is responsible for notifying the VA Liaison within 24 business hrs. via the daily census of Veterans exits and for providing a written exit form 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). The Exit Form should be available to Liaisons within 3 business days of the Veteran s discharge from the HCHV CRS. D.1.11. HMIS & CoC. The Contractor is expected to have access to and participate in the Homeless Management Information System (HMIS) and the local Continuum of Care for purposes of outreach. DELIVERABLES E.1. QUALITY CONTROL BUSINESS PLAN: The 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. E.2. STAFFING AND SERVICE PLAN: The contractor shall provide a detailed staffing and service plan. Plan should demonstrate that enough 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 their position description their credentials, education level, certificates held their resumes There are to be at a minimum the following key personnel: contact information for an offsite administrator who can make decisions and take action pertaining to the CRS Program residents and sites in case of emergency available 24 hours a day, 7 days a week contact information for and availability of residential staff and/or other designees for Veterans to access in the event of urgent or emergent concerns and events 24 hours a day, 7 days per week At a minimum, designated staff have training in blood borne pathogens and infection prevention and medication monitoring or administration (whichever is applicable) The contractor shall provide resumes for any proposed substitutions of key personnel, at least 15 days prior to the date the substitution is to occur. The Contracting Officer (CO) 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 to be utilized if personnel leave contractor s employment or are unable to continue performance in accordance with the terms and conditions of the resulting contract should be submitted to CO as a part of 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 or professional conduct, or lack of required skills or experience jeopardizes patient care or interferes with the regular and ordinary operation of the facility and the HCHV CRS Program. E.3. ADMINISTRATIVE DOCUMENTATION REQUIREMENTS 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 and signature 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 the month immediately following the billing period in question. All electronic invoices submitted should be accompanied by invoice bearing VA Liaison signature for reference of certifying official. (For additional information, Reference: VAAR 852.273-72 Electronic Submission of Payments pg. 23. and FAR 52.232-33 Payments by Electronic Funds Transfer System for Award Management pg.27.). E.4. QUARTERLY PERFORMANCE REPORT: The VA Liaison shall provide the contractor with a written report detailing program data and activities on a quarterly basis. The report should contain, at minimum, the following information: Total Number of Veterans Served Occupancy rate Percent of Veterans discharged to permanent housing Percent of negative discharges. This information will be reviewed with the contractor. Corrective actions will be taken to address not meeting performance measures of the contract by the contractor. A detailed action plan concerning steps to be taken to address performance measures will be completed by contractor and provided within 14 days of the VA Liaison. DELIVERABLE TIME TABLE Deliverables Due Dates QUALITY CONTROL BUSINESS PLAN Current professional liability insurance documentation Due upon solicitation close date STAFFING AND SERVICE PLAN - key personnel position descriptions - resumes, certifications, & credential documentation of each key personnel staff person - employee manual or handbook - training and continuing education offerings, policies regarding staff training and education - resident staff handbook(s) - contingency and/or strategic plan - emergency, health, and safety management plans and policies Due upon solicitation close date DOCUMENTATION OF SUPPORTIVE SERVICES: - operational manual, to include (unless a separate document is provided): bed bug policy fire drill policy service to transgender persons policy - residential handbook, to include: tobacco use policy non-discrimination policy - listing of group and class offerings, ongoing recreational opportunities Due upon solicitation close date INDIVIDUAL SERVICE/TREATMENT PLAN Made available to VA Liaison in Veteran case record within 3 days of Veteran s enrollment in CRS CRITICAL INCIDENT REPORTS Reported by electronic or telephone medium immediately. Documentation made available to VA Liaison within 24 business hours EXIT FORMS Due within 48 business hours of Veteran discharge DAILY CENSUS Due (business) daily INVOICES Due to VA Liaison by the 5th of the month immediately following the billing period in question; due in Tungsten Network (electronic billing system) by the 10th of the month immediately following the billing period in question. (IF PREVIOUSLY AWARDED CONTRACTS BY VA) MOST RECENT DOCUMENT OF INSPECTION RESULTS Due upon solicitation close date PAYMENT FOR AN ABSENT VETERAN IN HCHV CRS PROGRAMS F.1. CIRCUMSTANCES FOR PROVIDER PAYMENT The Health Care for Homeless Veterans (HCHV) Contract Residential Services (CRS) program allows payment to a provider for an absent Veteran under the circumstances outlined below. The HCHV CRS Liaison will review a HCHV CRS provider s request for payment of an absent Veteran to ensure it meets the standards set by the HCHV National Program Office and that this payment does not modify any terms of an existing HCHV CRS program, however these provisions must be incorporated in all new HCHV CRS program solicitations beginning 6 months after the publication of this directive.(VHA DIRECTIVE 1162.04, February 22, 2022) Any questions should be referred to the HCHV National Program Office. The Department of Veterans Affairs (VA) will pay per diem up to a maximum of 48 consecutive hours for unscheduled absence or 96 hours for the scheduled absence of a Veteran under the following conditions: Scheduled Absences. To receive payment, the absence must: Be pre-planned, consistent with and support the Veteran s individual service plan (e.g., family reunification, short term medical, substance use disorder (SUD) or psychiatric treatment). Have the reason documented in the individual Veteran s case file, treatment record, or service plan. Not result in the bed being filed by the provider. Not be a break or vacation from treatment. Not be used for extended educational or employment circumstances. Not be used to create more than 4 consecutive days of absence. (2 )Unscheduled Absences. To receive payment for an unscheduled absence: (a) The provider must have evidence of active outreach to locate and reengage the Veteran and document the steps taken in the Veterans individual case file, treatment record or service plan. (b) The provider may not fill the bed. (c) The Veteran must be discharged from HCHV CRS program if not located within 48 hours. (3)Inpatient Hospitalization. HCHV Low Demand Safe Haven (LDSH) programs target the population of hard-to-reach, chronically homeless Veterans with mental illness and many with SUD s who require additional supports to maintain treatment and housing. HCHV Contract Emergency Residential Services (CERS) programs established as medical respite or geriatric care programs also serve a specific subset of Veterans with complex needs. The per diem payment may be made to a HCHV LDSH, medical respite or geriatric care provider if a Veteran requires inpatient medical or psychiatric treatment for a period of up to 7 days. The provider may not fill the bed during this time and should maintain contract with the HCHV CRS Liaison and the Veteran if authorized. (4) Ineligible Veteran. When a Veteran is admitted to a HCHV CRS program and found to be ineligible for HCHV CRS, VA will pay for a maximum of 4 consecutive days from the day of admission to allow the provider and HCHV CRS Liaison time to locate and arrange alternate placement. G. CONDUCT Contractor personnel shall be expected to treat referred Veterans with dignity and respect and abides by standards of conduct mirroring those prescribed by current federal personnel regulations. The Contractor shall comply with the VA Patient's Bill of Rights as set forth in 38 CFR 17.34a (copy available upon request). The VA reserves the right to exclude Contractor staff members from providing services to Veterans under this contract based on breaches of conduct, including conduct that jeopardizes patient care or interferes with the regular and ordinary operation of the facility. Breaches of conduct include intoxication or debilitation resulting from drug use, theft, patient abuse, dereliction, or negligence in performing directed tasks, or other conduct resulting in formal complaints by Veterans or other Staff members to designated Government representatives. The Contractor shall deal with issues raised concerning Contractor personnel conduct. The Contracting Officer shall be the final arbiter on questions of acceptability and in validating complaints. Contractor must protect the rights and dignity of the individual or family served in all phases of service delivery. At a minimum, providers must afford each Veteran the following rights and protections. Clients must be permitted to exercise these rights without fear of reprisal. Veterans are entitled to enjoy a safe and healthful environment in the program. Veterans are entitled to be treated in a manner that respects their dignity, privacy and individuality. Veterans with disabilities are entitled to reasonable accommodations under fair housing laws when such accommodations are necessary because of their disability. Veterans are entitled to remain in the program and not be involuntarily removed without reasonable notice, good cause, and just procedures. All program clients are entitled to just and standardized procedures for determining eligibility, admissions, sanctions and discharges, and resolving grievances. Veterans are entitled to reasonable privacy and confidential treatment of personal, social, financial, medical, mental, and behavioral health records, except as necessary to further treatment, information and referral services and in compliance with the resident s consent to release information, however bed/room checks policy should also be in place with Veteran s fully aware of what that entails. Veterans are entitled to the full exercise of their civil, constitutional, and legal rights. Veterans will have on-going opportunities to voice opinions, to participate in program operation and programming, and to make suggestions regarding programming and rules. Veterans rights must be protected against all forms of discrimination, including those based on race, religious creed, color, national origin, ancestry, language, disability (physical or mental health), medical condition, marital status, familial status, age, gender, sexual preference, source of income, or political affiliation. A written policy indicating that harassment of clients and staff on the basis of race, religious creed, color, national origin, ancestry, language, disability (physical or mental health), medical condition, marital status, familial status, age, gender, sexual preference, source of income, or political affiliation will not be condoned nor tolerated should be part of the Resident Handbook that the Veteran receives. Contractors will develop a written policy for transgender clients that provides for safe, secure, and dignified case management as well as accommodate the special requirements needed for privacy. People who do not clearly identify as male or female should have access to whichever sleeping and/or bathroom accommodation helps them feel safest. Where there are single-use showers and bathrooms in the facility designated for residents, transgender residents will be told about them and welcome to use them, but not required. It is the Contractors responsibility to promote a safe environment for transgender clients amongst the general population. H. COMPLAINTS The identified VA Liaison will monitor the services being provided in all HCHV CRS 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 within 48 hours of complaint. All complaints received by the VA Liaison that of a life-threatening manner to a Veteran, 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 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. The resident handbook, given at the time of intake/admission, will include a grievance policy so that Veterans may know how to address in a step-by-step process format - concerns and complaints concerning the CRS Program and their stay at the shelter. FACILITIES The residential locations must be within Worcester County, MA. The Contractor may have more than one physical plant in which Veterans will domicile while participating in the CRS. 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 work environment may require a combination of settings from personnel s personal sedentary office to shared space in the residential care setting. The work is typically preformed in an adequately lighted and climate-controlled facility. Work may require occasional travel for transport assistance, case management activities, and/or treatment consultation. I.1. 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: I.1.1. Have a current occupancy permit issued by the local and state governments in the jurisdiction where the facility is located. I.1.2. Comply with existing standards of State safety codes and local, and/or State health and sanitation codes. I.1.3. 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. I.1.4. Where applicable, be licensed under State or local authority. I.1.5. Where applicable, be accredited by the State. I.1.6. Be equipped with operational air conditioning/heating systems I.1.7. Be kept clean free of dirt, grime, mold, or other hazardous substances and damaged noticeably detract from the overall appearance. I.1.8. Be equipped with first aid equipment and an evacuation plan in case of emergency. I.1.9. Have windows and doors that can be opened and closed in accordance with manufacturer standards. It is strongly recommended that windows on non-ground floors not be openable beyond 3 inches. I.2.1. Fire Safety Requirements: I.2.1. The building must meet the requirements of the applicable residential occupancy chapters of the current version of NFPA 101, National Fire Protection Association's Life Safety Code. Any equivalencies or variances must be approved by VANCHCS Director I.2.2. Fire drills must be held 6 times a year. Residents must be instructed in evacuation procedures when the primary and/or secondary exits are blocked. A written fire plan for evacuation in the event of fire shall be developed and reviewed annually. The plan shall outline the duties, responsibilities and actions to be taken by the staff and residents in the event of a fire emergency. This plan shall be implemented during fire exit drills. A written policy regarding tobacco smoking in the facility shall be established and enforced. I.2.3. Portable fire extinguishers shall be installed at the facility. Use NFPA 10, Portable Fire Extinguishers, as guidance in selection and location requirements of extinguishers. Requirements for fire protection equipment and systems shall be in accordance with NFPA 101. All fire protection systems and equipment, such as the fire alarm system, smoke detectors, and portable extinguishers, shall be inspected, tested and maintained in accordance with the applicable NFPA fire codes and the results documented. J. INSPECTIONS Prior to the award of any contract and annually thereafter during any subsequent contracted performance periods, a multidisciplinary VA team consisting of a social worker or mental health clinician for clinical review purposes, dietitian or nutrition and food service professional, who will also conduct twice annual unannounced inspections nursing or pharmacy staff, VA Police, a Safety and Occupational Health Specialist and any other subject matter experts the VA medical center director deems necessary Inspectors will survey the contractor s facilities to be used to provide Veterans food, shelter, and clinical services to assure the facility provides acceptable level quality care in a safe environment. Additional inspections may also be carried out, announced or unannounced at any other time as deemed necessary by VA. The contractor will be advised of the findings of the inspection team. If deficiencies are noted during any inspection, the contractor will be given a reasonable amount of time (typically 30 days) to take corrective action and to notify the Contracting Officer that the corrections have been made. A contract will not be awarded until noted deficiencies have been eliminated. Failure by the Contractor to take corrective action within the reasonable time provided will be reported to the VA Contracting Officer. If corrections are not made to the satisfaction of the VA, the Contracting Officer will be notified, and shall be the final arbiter on the necessary resulting consequences and action. Cursory environmental reviews will be conducted and based upon observations by VA Liaison(s). These reviews will be recorded. Any grossly apparent infractions will be addressed with subject matter experts and the Contractor. A VA CRS Inspection Form template is available from the VA Liaison upon the Contractor s request. J.1.1. Life Safety Code. The inspection of the Contractor facilities will include inspection for conformity to the current Life Safety Code as described in paragraph 5, and will also include the following: J.1.2. General observation of residents to determine if they maintain an acceptable level of personal hygiene and grooming. J.1.2. Assessment of whether the facility meets applicable fire, safety and sanitation standards. J.1.3. Determining whether the facility is in attractive surroundings conducive to social interaction and the fullest development of the resident's rehabilitative potential. J.1.4. Observation of facility operations to see if appropriate organized activity programs are available during waking hours (including evenings) and degree to which a high level of activity is observed in the facility, such as individual professional counseling, physical activities, assistance with health and personal hygiene. J.1.5. Seeking evidence of facility-community interaction, demonstrated by the nature of scheduled activities or by information about resident flow out of the facility, e.g., community activities, volunteers, local consumer services, etc. J.1.6. Observation of staff behavior and interaction with residents for appropriateness and effectiveness. Observation of staff s ability to share their knowledge base about the residential facility programming and their roles and responsibilities. J.1.7. Inspecting the types of meals and other nutrition provided to residents to see if appetizing, nutritionally adequate meals are provided in a setting, which encourages social interaction and if nutritious snacks between meals and bedtime are available for those requiring or desiring additional food, when it is not medically contraindicated. J.1.8. A clinical review of Veterans records to ensure accuracy with respect to services provided to the Veterans. (Also see Deliverable Time Table for when documentation of certain items should be inputted to the Veterans records.) J.1.9. Those documents listed in Deliverable Time Table will be requested at the time of inspection. It is highly recommended that all documents listed under Deliverables are reviewed for accuracy and updating annually. All Department of Veterans Affairs inspection findings for residential facilities furnishing treatment and rehabilitative services to eligible Veterans shall, to the extent necessary, be made available to all government agencies charged with the responsibility of licensing or otherwise regulating or inspecting such institutions as well as the VA Integrated Services Network (VISN) and VA Central Office (VACO).
