Loren Data's SAM Daily™

FBO DAILY - FEDBIZOPPS ISSUE OF DECEMBER 20, 2014 FBO #4774
DOCUMENT

Q -- 678-14-4-1150-0196 Rapid Emergent Housing - Attachment

Notice Date

12/18/2014
 

Notice Type

Attachment
 

NAICS

623220 — Residential Mental Health and Substance Abuse Facilities
 

Contracting Office

Department of Veterans Affairs;VISN/18PHX;777 E. Missouri, Suite 300;Phoenix AZ 85014
 

ZIP Code

85014
 

Solicitation Number

VA25815N0154
 

Response Due

12/22/2014
 

Archive Date

3/22/2015
 

Point of Contact

Michael Lane
 

Small Business Set-Aside

Total Small Business
 

Description

Please provide an e-mail indicating your interest for this project to Michael.Lane3@va.gov Health Care for Homeless Veterans (HCHV) and Steps for Vets (SFV) Contract Residential Care Performance Work Statement 1.0BACKGROUND AND OVERVIEW: The U.S. Department of Veterans Affairs (VA) is seeking a Contractor to assist with the provision of emergency residential placement and treatment services through the Health Care for Homeless Veterans (HCHV) program. This contract is designed to serve homeless Veterans (male or female) in need of immediate placement in a safe environment with onsite treatment services. Many of these veterans have co-morbid conditions that include serious mental illnesses, substance abuse disorders, and other serious medical conditions. VA intends to engage a Contractor to provide rapid placement of VA-referred Veterans in a safe, residential treatment setting while addressing Veterans' complex needs through on-site clinical treatment and case management services. The goal of the HCHV Contract Residential Care Program is to rapidly stabilize Veterans' medical, mental health, substance abuse and other psychosocial problems in order to place Veterans in other appropriate transitional or permanent housing within 60 to 90 days, but no more than 180 days. Steps for Vets (SFV) Contract Residential Care Programs are to help the Veteran learn to successfully manage negative mental health symptoms so the Veteran can be successful in independent housing. There is a need for more counseling and support services included in this program over the HCHV services. 1.1.PERIOD OF PERFORMANCE: The period of performance for this contract will be for a Base Year plus four (4) Option Years. 1.2.CONTRACT TYPE: Firm fixed price, indefinite delivery, indefinite quantity contract. 1.3.PLACE OF PERFORMANCE: Performance will occur at the Contractor's location unless otherwise required by work requirements listed in the Statement of Work. The following are the anticipated service areas: a.Southern Arizona VA Health Care System - i.Tucson, AZ (SFV) 1.4.CONTRACT AWARD MEETING: The Contractor shall not commence performance on the tasks in the awarded Statement of Work until the Contracting Officer has conducted a kick off meeting or has advised the Contractor that a kick off meeting is waived. 1.5.GOVERNMENT FURNISHED PROPERTY: Government furnished property will not be provided to the Contractor. All equipment required by the Contractor will provided at their expense. 1.6.CONTRACTING OFFICER'S REPRESENTATIVE (COR): VA shall designate a Contracting Officer's Representative (COR) to monitor the contract performance, act as a clinical liaison for all client related issues between the Contractor and VA Homeless team, and assist in contract administration. A delegation of authority letter delineating the responsibilities and limitations of the COR shall be provided. Any commitments of changes, which affect the price, quantity, authority to amend or render a decision on questions of the fact in dispute and related contract administration problems are duties of the Contracting Officer and cannot be delegated. The Contractor shall not accept any instructions issued by any other person(s) other than the Contracting Officer or the COR acting within the limits of his/her authority. Only those services specified herein are authorized. Before performing any service of a non-contract nature, the Contractor shall advise the Contracting Officer of the reasons for additional work. Changes to the Contract may be made only in writing through a contract modification by the Contracting Officer. 1.7.METHOD OF INSPECTION AND ACCEPTANCE: The Contracting Officer's Representative (COR) will evaluate all deliverables submitted. The COR is responsible for certifying invoices for payment only for deliverables received and deemed acceptable by the COR. A Quality Assurance Surveillance Plan will be used by the COR to assure success, through the uses of negative incentives, for failure of the vendor to meet the stated performance standards. The contractor agrees to an ongoing Quality Assurance Surveillance Plan see attachment 1. 1.8.EVIDENCE OF INSURANCE COVERAGE: Before commencing work under this contract, the Contractor shall furnish certification to the Contracting Officer that the coverage required (General & Professional Liability as well as Workers Comp) has been obtained and such policy shall state, "This policy may not be changed or cancelled without written notice to the VA Contracting Officer, Network Contracting Office 18, 3601 S. 6th Ave. Tucson, AZ 85723. Said policy must bear an appropriate "loss payable clause'' to the United States as its interest may appear. Such evidence of insurance will not be waived. Contractor will have general liability insurance coverage of $2 Million to cover employee malfeasance. 1.9.OVERTIME AND HOLIDAY PAY: Any overtime and/or holiday pay that may be entitled to the Contractor personnel shall be the sole responsibility of the Contractor and shall not be billed to nor reimbursed by the Government. NATIONAL HOLIDAYS: Listed below are the ten national holidays. New Year's DayJanuary 1 Martin Luther King's BirthdayThird Monday in January President's DayThird Monday in February Memorial DayLast Monday in May Independence DayJuly 4 Labor DayFirst Monday in September Columbus DaySecond Monday in October Veterans DayNovember 11 Thanksgiving DayFourth Thursday in November Christmas DayDecember 25 When one of the holidays falls on a Sunday, the following Monday will be observed as a national holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a national holiday by U.S. Government Agencies. Also included would be any day specifically declared by the President of the United States of America as a national holiday. 2.0REQUIREMENTS & DELIVERABLES 2.1.Residential Care Facilities and Management 2.1.1.Contractors must have site control of the residential care facility through ownership or valid lease. 2.1.2.Contractors are required to ensure that facilities used for this contract meet fire and safety code imposed by the State law, and the Life Safety Code of the National Fire and Protection Association see 4.7. It is important to note that typically the Life Safety Code is more stringent than local or state codes. No additional funds will be made available for capital improvements under this contract. Applicants also should note that all facilities, unless they are specifically exempted under the Life Safety Code, are required to have an operational sprinkler system. VA will conduct an inspection that contractor sites must pass prior to contract award and annually 60 days prior to an option period being exercised. [See Reference section 4.6 for a copy of the inspection form.] VA reserves the right to re-inspect any facility and associated services at any time under the terms of this contract. 2.1.3.Contractors are required to ensure that facilities used for this contract meet the Americans with Disabilities Act (ADA) guidelines for accessible accommodations for Veterans with physical limitations or impairments. This is also referred to as "Architectural Barriers Act compliant. At least one of the facility's Contract Residential Care beds must meet ADA accessibility requirements, to include entrances/exits, bathroom facilities, and common areas. Veterans must not be segregated from the rest of the facility due to physical disability; they must have the same access to the physical plant as well as the treatment services and supports at the facility as any other resident. 2.1.4.Contractor facilities must be licensed as required for the particular setting under State or Federal authority, and must meet all applicable local, state, and Federal requirements concerning licensing and health codes. Copies of valid licenses must be provided to the VA at the time of pre-inspection and during annual inspection reviews. Where applicable, the facility must have a current occupancy permit issued by the authority having jurisdiction. 2.1.5.Contractors providing residential care and treatment services to female Veterans under this contract are required to ensure the safety and privacy of these Veterans. Men and women must have separate bathroom facilities. The facility must have female residential rooms or sections that are securely segregated or restricted from men to ensure safety and privacy. 2.1.6.Contractor facilities must provide appropriate safety and security in all common areas, such as lounges, laundry rooms, shared kitchens, group rooms, entrances and exits, and hallways, through active monitoring. Monitoring may be done through video surveillance or frequent security staff observation. 2.1.7.Contractors must provide a safe and sober environment for all residents. These policies and procedures must be communicated to Veteran residents both verbally and in writing in a manner that is understandable to them upon admission to the facility. This communication must be documented in the Veteran's client record. The following minimum concerns and situations must be addressed: i.Suspected or known drug or alcohol use or relapse by one or more residents ii.On-site contraband, weapons (including props or souvenirs that appear to be weapons), drug or alcohol related paraphernalia (i.e., found alcohol, drugs, drug "works", etc.) iii.On-site drug or alcohol testing methods (i.e., urine drug screens, breathalyzers, etc.) and frequency iv.Safe prescription medication storage and handling, including specific provisions for prescribed controlled substances v.Safe prescription medication access, including specific provisions for safe disposal of medications and syringes vi.Assertive monitoring of controlled substances, including but not limited to: signing in medications after receipt from pharmacy with an observed pill count by contractor staff; staff observation and recording of taking of controlled substances and other medications by Veterans vii.Room inspections and daily bed checks of Veterans residing in the program, including methods and frequency viii.Grievance process to address resident complaints with time frames for responses from the contractor's program/facility management ix.Client abandonment of belongings in the facility, including time frames and procedures for disposal x.Process to elicit client satisfaction with the facility and onsite services, including information collection methods and frequency, and process for utilizing the information for continual performance improvement purposes. 2.1.8.Contractors must provide the following to Veterans referred and admitted to the Contract Residential Care facility: i.A designated bed that is used exclusively by the individual Veteran from the time of admission to the time of discharge. This bed must be situated in a room that affords the Veteran safety, privacy and security. ii.A safe and secure place for each Veteran to store his/her belongings that is readily accessible to the Veteran (such as a locking closet, a locking armoire, a locker, etc.). iii.Laundry facilities for Veterans to do their own laundry or laundry services provided as part of the Veteran's stay in the residential care program. 2.1.9.Contractors must provide a clean and comfortable environment of care that meets the conditions below. No additional funds will be made available for capital improvements under this contract in the event corrective action is required to remedy a negative condition. For example, the contractor would be responsible for alleviating a bed bug infestation by hiring an exterminator at its own expense. Contractors must ensure that they have sufficient operating funds in addition to VA funding to maintain the facility according to the requirements of the contract. i.A structurally sound facility so as not to pose any threat to the health and safety of the occupants and so as to protect them from the elements; ii.Facility entries and exit locations that are capable of being utilized without unauthorized use and provide alternate means of egress in case of fire; iii.Provides each resident an acceptable place to sleep that is incompliance with appropriate codes and regulations as identified in SOW Requirements & Deliverables I Residential Care Facilities and Management 2.1. iv.Provides every room or space with natural or mechanical ventilation; v.Is free of pollutants in the air at levels that threaten the health of residents; vi.Provides a water supply that is free from contamination; vii.Provides sufficient sanitary facilities to residents that are in proper operational condition, may be used in privacy, and are adequate for personal cleanliness and the disposal of human waste; viii.Provides adequate heating and or cooling plants that are in proper operating condition; ix.Provides adequate natural or artificial illumination to permit normal indoor activities and to support the health and safety of residents; x.Provides sufficient electrical sources to permit use of essential electrical appliance while assuring safety from fire; xi.Provides that housing and equipment are maintained in a sanitary manner free from pests, insects and vermin. 2.1.10.Contractors must provide appetizing, nutritionally adequate meals three times per day in a setting that encourages social interaction. Nutritious snacks between meals and at bedtime must be available for those requiring or desiring additional food, when it is not medically contraindicated. All food must be stored, handled and served in a safe and sanitary manner that meets accepted industry standards and guidelines. The VA has particular concern for chronically homeless veterans, many of whom are either undernourished or have developed poor eating habits or both, because of chronic medical, mental health or substance abuse disorders. A VA dietitian may assess printed menus as well as Veterans' satisfaction with meals and the actual consumption of food offered in determining the contractor's success in meeting this requirement during annual facility inspection or at any point during the contract period. 2.2.Staffing and Treatment Services 2.2.1.The contractor shall employ sufficient professional health care and personnel to carry out the policies, responsibilities, and programs of the facility. In contract residential care, there must be, as a minimum: i.A full-time administrative staff member on duty or residing at the residence and available for emergencies 24 hours a day, 7 days a week. Note: security staff alone, whether employed directly by the contractor or subcontracted by the contractor, is not sufficient to meet this requirement. ii.A Director of the program and/or facility on call and available for emergencies 24 hours a day, 7 days a week. iii.A professionally credentialed clinical supervisor available to make onsite visits, at minimum twice per month, and provide ongoing supervision of cases to case management personnel. The clinical supervisor must be on call and available for emergencies 24 hours a day, 7 days a week. iv.Sufficient case management personnel to provide the necessary therapeutic interventions and activities and to ensure a meaningful integration of these efforts with those provided in the residential setting. Case managers must have training and experience working with homeless individuals with chronic medical, mental health and substance abuse problems and be able to assess and anticipate crises. Each Veteran must have an assigned case manager responsible for coordinating and providing the treatment services specified in the contract. The ideal case manager to Veteran ratio is 1:20 or fewer cases per case manager; however consideration will be given by the VA to the staffing characteristics of each residential care facility. v.Security staff onsite 24 hours a day, 7 days a week. Security staff must be sufficient to ensure a safe and secure environment for all residents. vi.At least one staff or security member with Cardio-Pulmonary Resuscitation (CPR) certification on site and available in an emergency during each shift, 24 hours per day. 2.2.2.Contractor staff must maintain professional boundaries with the Veteran at all times while conveying an attitude of genuine concern and caring. i.Contractor staff should under no circumstances engage in sexual activities or sexual contact with Veterans, whether such contact is consensual or forced. Contractor staff should under no circumstances take unfair advantage of any professional relationship or exploit Veteran clients to further their personal, religious, political, or business interests. Contractor staff should not engage in dual or multiple relationships with Veterans in which there is a risk of exploitation or potential harm to the Veteran. Contractor is responsible for taking steps to protect Veterans and their family members and is responsible for setting clear, appropriate, and culturally sensitive boundaries. ii.The contractor shall comply with the VA patient's Bill of Rights as set forth in Section 17.33, Title 38, Code of Federal Regulations. The contractor is responsible for maintaining Veterans' privacy and confidentiality and must have systems in place that protect Veteran's personal identifying information and protected health information. This includes but is not limited to: a)Having adequate private office space for Veterans to meet in confidence with their case manager. b)Having secured paper and electronic filing systems to protect clients' case records and other documentation. c)Conducting ongoing training of staff about maintaining client privacy and confidentiality in all verbal and written communications and interactions. d)Ensuring that non-clinical/non-case management facility staff have access to Veteran information only as needed in order to meet the service requirements contained in the contract. 2.2.3.Contractors must communicate policies and procedures to Veteran residents both verbally and in writing in a manner that is understandable to each Veteran upon admission to the facility, ideally in the form of a written resident handbook that is verbally reviewed by the assigned case manager with the Veteran. This communication must be documented in the Veteran's client record. Contractors must have written policies and procedures in place that address the following concerns and situations: i.Suspected or known drug or alcohol use or relapse by one or more residents ii.On-site contraband, weapons (including props or souvenirs that appear to be weapons), drug or alcohol related paraphernalia (i.e., found alcohol, drugs, drug "works", etc.) iii.On-site drug or alcohol testing methods (i.e., urine drug screens, breathalyzers, etc.) and frequency iv.Safe prescription medication storage and handling, including specific provisions for prescribed controlled substances v.Safe prescription medication access, including specific provisions for safe disposal of medications and syringes vi.Assertive monitoring of controlled substances, including but not limited to: signing in medications after receipt from pharmacy with an observed pill count by contractor staff; staff observation and recording of taking of controlled substances and other medications by Veterans vii.Room inspections and daily bed checks of Veterans residing in the program, including methods and frequency viii.Grievance process to address resident complaints with time frames for responses from the contractor's program/facility management ix.Client abandonment of belongings in the facility, including time frames and procedures for disposal x.Process to elicit client satisfaction with the facility and onsite services, including information collection methods and frequency, and process for utilizing the information for continual performance improvement purposes. 2.2.4.The Contractor shall develop a Code of Conduct to be followed by Veteran Residents while receiving services under this Contract or while on facility premises. The Code of Conduct shall be provided in writing to the VA and Veteran Residents and a behavior/action plan shall be created in the event a Veteran Resident breeches the Code of Conduct. At a minimum, the following acts are not permissible: i.Use of intoxicating liquors, illegal drugs, or abuse of prescribed medications; ii.Gambling in any form iii.Carrying of pistols, firearms or concealed weapons. iv.Resorting to physical violence to settle a dispute with a fellow resident, employee, or the general public. 2.2.5.The contractor shall provide, at minimum, the following case management services to Veterans in the program: i.Engagement of the Veteran in the service planning process. Contractor will carry responsibility for interviewing, counseling and case managing identified Veterans by conducting psychosocial assessments to identify treatment needs which affect the Veterans' adjustment to their environment, and establish treatment goals. Contractor will utilize counseling strategies to include crisis intervention and case management including both short and long-term services. The VA has a strong preference for the use of harm reduction strategies 4.3 in the case management process to effectively engage the population being served and maximize the chances for successful placement in community based permanent housing as quickly as possible. ii.Contractor will assess the psychosocial and environmental needs or dysfunction secondary to or exacerbating the social, substance or psychiatric problems, which might contribute to Veterans' readjustment challenges in the community. Contractor establishes and maintains an intensive therapeutic relationship with the Veteran, staff, and community programs/agencies, and is responsible for formulating case-management treatment goals and plans that address identified needs, stressors and problems. iii.Contractor will conduct high-risk screening, psychosocial assessment and treatment planning, actively involving the Veteran in coordination with the team members. Psychosocial assessments will include goals for clinical treatment. Contractor coordinates and documents clinical case management and psychosocial services and documents the overall effectiveness of the case management services provided. Specifically, Contractor will: iv.HCHV Only: Develop and complete a written an Individual Service Plan with the Veteran within 2 weeks of admission; the plan must specifically include provisions for Veteran placement into an appropriate transitional or permanent housing placement within 60-90 days of admission to the Contract Residential Care facility, but no more than 180 days. The appropriate transitional or permanent housing does not include the services of this contract.) The housing placement planning must take into account all appropriate and available community based housing options as well as the Veteran's preferences regarding location and housing type. The completed a written plan must be signed by the contractor, the Veteran, and the COR. v.SFV Only: Develop and complete a written an Individual Service Plan with the Veteran within 2 weeks of admission; the plan must specifically include provisions for Veteran to successfully manage negative mental health symptoms so the Veteran can be successful in independent housing. The completed a written plan must be signed by the contractor, the Veteran, and the COR. vi.Review plans at minimum every thirty (30) days thereafter in a clinical meeting with the Veteran. Updated plans must be promptly communicated to the COR. vii.Make changes in plans in consultation with the Veteran. viii.Meet regularly with each Veteran for case management and counseling purposes; at minimum the contractor will meet with each Veteran two times per month. ix.Screen each Veteran for suicidal and homicidal risk with each contact. This screening must be documented in regular progress notes in the contractor's clinical service records. If the Veteran is a danger to him/herself or others Contractor will take immediate steps to provide appropriate intervention. Crisis management will be conducted in consultation and coordination with the COR. x.Coordinate with COR during weekly case conferences regarding updates and changes in Veterans' care plans to foster a collaborative relationship with the VAMC and Contractor in meeting Veterans' needs. Case conferencing may be done in person or by telephonic conference calls as determined by the VA medical center. xi.Obtain relevant Releases of Information to communicate and coordinate Veterans' treatment with VA and other community based service providers. xii.Work in close collaboration with the COR to ensure Veterans' connections to needed VA medical, mental health, and substance abuse treatment and care. xiii.Contractor will take primary responsibility for assisting Veterans in completing housing applications and other benefits paperwork as needed. Contractor will assist Veterans in obtaining the needed documentation required for complete applications including but not limited to, birth certificates, driver's license, income verification and any additional information required by housing resources and potential income supports. xiv.If needed Contractor will accompany Veterans to housing interviews, medical appointments, and other appointments as needed while working with Veterans to foster independence and a sense of self-determination. Also Contractor will assist Veterans in obtaining transportation to attend appointments at the VA, potential housing placements, benefits agencies, meetings with landlords, etc. This assistance may include helping Veterans to obtain bus fare, or local subsidized transportation services as a part of the case management process. 2.2.6.The contractor will provide the following onsite therapeutic and rehabilitative services including: i.A variety of daily structured groups and activities to promote social skills building and healthy lifestyle (i.e., resident participation in psychosocial group sessions, topics based upon resident preference and recommendations by the residential treatment setting staff and COR; physical activities; facilitated outings or social activities in the local community). Daily activity schedules must be printed and posted in facility common areas to ensure Veteran awareness and promote participation. ii.Health and personal hygiene maintenance; iii.Monitoring of medications, if necessary; iv.Treatment social services, in collaboration with the case managers, VA or other community resources; v.Professional counseling as required, including emphasis on self care skills, adaptive coping skills, vocational counseling, in collaboration with the COR or community resources as appropriate; vi.Opportunities for immediate learning and/or development of responsible living with a goal of achieving a more adaptive level of psychosocial functioning; vii.Support for an alcohol and/or drug-free lifestyle; viii.Opportunities for learning, and internalizing knowledge of the illness and/or recovery process; improving social skills; and improving personal relationships. ix.Opportunities for client participation in community activities, volunteer opportunities, local consumer services, etc. 2.2.7.In addition to the methods above, the Steps for Vets treatment shall include: Cognitive Behavioral Therapy (CBT), Mind Body Stress Reduction (MBSR), motivational interviewing, and psycho education to help Veterans see the benefits of using CBT skills, MBSR skills, sober living skills, psychotropic medication, or other creative ways needed to help the Veteran manage negative mental health symptoms. Contracted facilities help the Veteran successfully transition into stable permanent housing after the Veteran has reduced the impact of negative mental health symptoms and improved their ability to successfully live independently. 2.2.8.Contractor will notify VA through the COR at the local VA medical center of any negative incident occurring with a Veteran within 24 hours of being informed or aware of the incident, if not sooner. Contractor will complete a written incident report within 48 hours of notification. Incidents include but are not limited to: death; fire; drug / police raid; suicide / suicide attempt; 911 calls (police / fire dept. / paramedics / other); drug overdose; severe medical illness / emergency; severe psychiatric illness / emergency; sexual assault; act of violence by Veteran against other(s); abusive behavior by Veteran against staff; act of violence by other(s) against Veteran; abusive behavior by staff against Veteran; accident; medication problems or adverse drug reactions; or other untoward events. [See Incident Report Form 4.5.] 2.2.9.In the event a Veteran residing in the Contract Residential Care housing under this contract dies, the contractor will promptly notify the COR authorizing admission and immediately assemble, inventory, and safeguard the Veteran's personal effects. The funds, deposits, and effects left by Veterans upon the premises of the facility shall be delivered by the director or manager of the facility to the person or persons entitled thereto under the laws currently governing the facility for making disposition of funds and effects left by Veterans unless the beneficiary died without leaving a will, heirs, or next of kin capable of inheriting. When disposition has been made, the itemized inventory with a notation as to the disposition has been made, they will be immediately forwarded to the COR. Property and funds wherever located vests in and becomes property of the United States in trust. In these cases, the facility will forward an inventory of any such property and funds in its possession to the appropriate VA office and will hold them (except articles of clothing necessary for proper burial) under safeguard until instructions are received from the VA concerning disposition. 2.3.Key Personnel 2.3.1.The Contractor shall utilize the personnel named in its proposal to perform the services required under this contract. In the event that any of the personnel named in the proposal are unable to perform the duties of this contract, for any reason such as death, illness, or resignation from the Contractor's employ, the Contractor shall promptly submit to the Contracting Officer and COR, in writing, a detailed explanation of the circumstances necessitating the substitution within one business day of the personnel change event. 2.3.2.The Contractor shall submit to the Contracting Officer and COR, in writing, a plan for acting/interim coverage of the absent personnel within 2 business days. This plan must adequately address maintaining safety, security and service delivery within the program. 2.3.3.The Contractor shall email notice of the proposed change to the COR for a Contractor Change to include, a resume for the proposed substitute, and any other information that may be needed to approve or disapprove the proposed substitution to the Contracting Officer and COR within 15 business days of the personnel change event. Any substitution of personnel will occur without any increase to the contract price and without delay in the performance or delivery of services to the Government. 2.3.4.The Government shall have the right to require replacement of any Contractor or subcontractor employee assigned to work on this contract, if the employee is determined not to possess the experience or ability required under the contract, or if said employee is for any other reason found to be unsuitable to perform the work required by the contract. The replacement must meet the Support Personnel requirements stated in the RFP. Any substitution of personnel will occur without any increase to the contract price and without delay in the performance or delivery of services to the Government. 2.4.Admissions and Discharges 2.4.1.Veterans will be screened and referred to the contractor by the COR. Excepting lack of available beds, the contractor will be expected to provide admission to the residential care facility and associated treatment services to these Veterans within 24 hours of referral. The date of admission must be approved by the COR for billing purposes. Engagement of homeless Veterans in the provision of case management, housing placement planning, and psychosocial treatment services is a key element of the HCHV Contract Residential Care program. Therefore management of program dropout will be an element of the quality assurance review of this program. 2.4.2.Veterans in the HCHV program will ideally be placed in other transitional or permanent housing suitable for the Veteran within 60 to 90 days from the date of admission, but not more than 180 days from the date of admission. Contractors may not bill a fixed daily charge for Veterans whose length of stay exceeds 180 days from the date of admission without prior approval from the COR. The COR will not approve fixed daily charges for lengths of stay exceeding 180 days from the date of admission unless: i.There are extenuating clinical circumstances beyond the contractor's control that are barriers to the Veteran's placement in housing; and/or ii.There is documented evidence that the contractor has exhausted every effort to place the Veteran in housing sooner; and iii.The COR has been appropriately advised of these efforts well in advance of the 180 day limit; and iv.The COR concurs that the Veteran will continue to derive therapeutic benefits from a continued stay at the HCHV Contracted Residential Care facility. v.[See Reference section 4.9 for Request for Extension of Treatment form.] 2.4.3.In the event that a Veteran's length of stay exceeds 180 days from the date of admission and there is not approval from the COR for continued treatment, the contractor will retain the responsibility for finding suitable transitional or permanent housing in the community at its own expense and the veteran will be discharge from the VA program. This will be considered a Negative discharge. 2.4.4.Veterans may be discharged from HCHV Contract Residential Care programs for positive, negative or administrative reasons. The date of discharge must be approved by the COR for billing purposes. The contractor shall provide discharge planning and referrals for each Veteran, regardless of character of discharge from the facility, to appropriate community resources and services based upon a team assessment of health, social and vocational needs and the involvement of Veterans' families as appropriate. Discharges will be characterized as follows: Positive Discharge - a.) the Veteran has been successfully placed as anticipated in transitional or permanent housing, or reunited with family, and has met the goals of his/her Individual Service Plan within 180 days or less; b.) the Veteran has been successfully placed as anticipated in transitional or permanent housing, or reunited with family, and has met the goals of his/her Individual Service Plan in greater than 180 days from the date of admission and the COR has approved continuation of fixed daily charge for payment. Administrative Discharge - the Veteran has been transferred to an alternate level of care with concurrence from the COR for medical, mental health, or substance abuse treatment to better meet the Veteran's clinical needs. Negative Discharge - a.) the Veteran has absconded from the facility and his/her whereabouts are unknown; b.) the Veteran has had an episode of violence or has threatened violence against staff or other residents and must be discharged to maintain the safety of the facility; c.) the Veteran has had more than one episode of drug use at the facility, has failed to engage in or accept treatment alternatives, and must be discharged to maintain a safe and sober environment at the facility; d.) the Veteran's length of stay has exceeded 180 days from the date of admission and the COR has not approved continuation of treatment. Unacceptable Discharge - a.) the Veteran is discharged to a homeless shelter or drop in setting after a length of stay greater than seven (7) days from the date of admission unless there is concurrence from the COR that there is no other alternative due to circumstances beyond the contractor's control; b.) the Veteran is discharged to the streets at any point in time after the date of admission under any circumstances. 2.4.5.Performance Goals regarding discharges will be as follows: Type of DischargePerformance GoalsReview Period Positive discharges85% or greater of all Veterans admitted to the programEvery six (6) months from the date of the contract award. Administrative dischargesNo more than 10% of all Veterans admitted to the programEvery six (6) months from the date of the contract award. Negative dischargesNo more than 5% of all Veterans admitted to the programEvery six (6) months from the date of the contract award. Unacceptable dischargesZero (0) occurrencesEvery six (6) months from the date of the contract award. 2.5.Fixed Daily Charge, Billing and Payments "Fixed daily charge" means that the VA will pay for the eligible Veteran's stay in a residential treatment bed and associated treatment services for each day the Veteran resides at the facility and receives services. The VA also refers to this as "bed days of care." Unless specifically excluded in this contract, the fixed daily charge established will include the services listed in this document and will also include the services or supplies normally provided other patients by the facility without extra charge. It is the contractor's responsibility to have appropriate systems of verification of services in place to justify invoices and payments. The VA can only pay fixed daily charge for eligible Veterans (i.e., Veterans whom VA refers to the contractor, or for whom VA authorizes the provision of services) as determined by the local VA medical center HCHV or SFV program. VA pays fixed daily charge for each eligible Veteran's exclusive use of a residential treatment bed within a facility. Therefore, the contractor may not bill the VA and the VA will not pay fixed daily charge for beds that are used by more than one person at a time, such as in shifts. For example, it is not permissible to bill the VA for a bed that was used by an eligible Veteran at night but then given to someone else to sleep in during the day while the eligible Veteran was attending appointments outside of the facility. Contractors may only bill the VA for bed days of care for Veterans who are actively residing at the facility and receiving associated treatment services. In the case of Veteran absences, the following rules will apply: 2.5.1.Veteran residents will be allowed up to two consecutive days of excused absence from the facility per month. The contractor will be expected to hold the bed and will be reimbursed for the two days of absence. An excused absence is defined as an absence that is planned and benefits the Veteran's clinical treatment or community reintegration. Examples of acceptable excused absences could include a brief hospital stay for a medical evaluation or procedure, or travel to attend a family funeral. Absences will only be considered excused if the COR is informed in advance of the absence and concurs with the rationale for it. Documentation must be provided to the Veteran and the COR that indicates permission for the absence, the required date and time of return to the facility, and contractor staff emergency contact information. Copies of this documentation must be kept on file with the contractor for verification, billing and audit purposes. 2.5.2.Veteran residents who abscond from the facility without prior notice or permission will be considered to have an unexcused absence. If the Veteran does not return to the facility after 24 hours, he/she will be discharged from the program by the COR. The contractor will not be expected to hold the bed and will be reimbursed for the discharge date. The discharge date is the day the 24 hour absence ends; the contractor can bill for the 24 hours that the bed was held in anticipation of the Veteran's return. For example, if the Veteran signs out on Monday at noon for an appointment but has not returned by Tuesday at noon, the Veteran will be discharged on Tuesday and the contractor can bill for Tuesday. It is the contractor's responsibility to immediately notify the COR when a Veteran's unexpected absence from the facility exceeds 24 hours. 2.5.3.Payment is to be made monthly in arrears to the address in block 18a of the 1449. Invoices submitted for payment shall be reviewed for accuracy, verified against time records and attendance logs and shall be subject to approval by the Government prior to remittance of payment. Any discrepancies found shall be brought to the attention of the Contractor and shall be resolved. A corrected invoice must then be submitted by the Contractor as instructed by the Government. Contractors will be provided with specific invoicing instructions at a post-award kick-off meeting to occur within 30 days of the contract award. 2.6.Records and Reports As part of VA contract oversight, attention will be directed to the adequacy of Veterans' records. Site visits by VA staff will periodically include a spot check of records to ensure contractor invoices accurately reflect the Veteran's length of stay. The Contractor will be responsible for the following onsite records and reports: 2.6.1.Daily sign-in sheets signed by program Veterans, to document and verify Veterans' presence at the facility for billing purposes. Daily sign-in sheets must be completed clearly, accurately and thoroughly with full signatures and monitored so as to provide a full accounting of Veterans' stay and treatment services received for billing and audit purposes. These sign-in sheets will be hand delivered and/or faxed a minimum of weekly to the COR for review. 2.6.2.The contractor shall maintain an individual clinical record on each Veteran out-placed under this contract. The contractor must comply with the requirements of the "Confidentiality" of certain medical records (38 USC 7332), and (42 CFR, Part II) when appropriate, and shall be part of the contract. All case records will be maintained with such security and confidentiality as required, and will be made available on a need-to-know basis to appropriate staff members involved with the treatment program of the veterans concerned. Individual clinical records will contain the following: i.An initial biopsychosocial assessment. ii.Individual Service Plan. iii.Relevant Releases of Information to communicate and coordinate Veterans' treatment with VA and other community based service providers. iv.Progress notes for each case management encounter to include information regarding progress toward meeting the Individual Service Plan goals. v.Documentation of Veteran participation in onsite daily structured activities and groups. vi.A final discharge summary. 2.6.3.Contractors will be expected to enter data into a Homeless Management Information System (HMIS) web-based software application and bed totals in the Homeless Inventory Count (see Reference section). This data will consist of information on the Veterans served and types of treatment services provided by contractors. Contractors must treat the data for activities funded by the VA HCHV Contract Residential Care program separately from that of activities funded by other programs. Contractors will be required to export client-level data for activities funded by the VA HCHV Contract Residential Care program to VA on a regular basis. 2.6.4.The Information Technology security requirements for Certification and Accreditation (authorization) requirements do not apply, and a Security Accreditation Package is not required. 3.1.TRAINING 3.5.1.All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems: i.Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Contractor Rules of Behavior, R.2 relating to access to VA information and information systems; ii.Successfully complete the "VA Privacy and Information Security Awareness and Rules of Behavior FY13 - Print" training and annually complete required security training. The training is available through the: iii.https://www.tms.va.gov/plateau/user/login.jsp iv.Successfully complete the appropriate VA privacy training "Privacy and HIPAA Training FY12" and annually complete required privacy training; and v.https://www.tms.va.gov/plateau/user/login.jsp vi.Successfully complete any additional cyber security or privacy training, as required for VA personnel with equivalent information system access. 3.5.2.The contractor shall provide to the Contracting Officer and/or the COR a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required. 3.5.3.Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete. 3.0DEFINITIONS AND REFERENCES 4.1.Americans with Disabilities Act Additional information about the Americans with Disabilities Act, architectural barriers, and guidelines for emergency shelters can be found at: www.ada.gov An ADA accessibility checklist for emergency shelters, which may or may not apply to facilities associated with this contract, is attached here for information and educational purposes: 4.2.Contractor Rules of Behavior Agreement Form The Contractor Rules and Behavior Agreement document must be signed by Contractors for information security and privacy purposes. 4.3.Harm Reduction Strategies in Case Management Harm reduction can be a policy or program directed toward reducing or containing the adverse health, social, and economic consequences of alcohol or other drug use (AADAC, 1998). It may also be a set of non-judgmental strategies and approaches which aim to provide and/or enhance skills, knowledge, resources and support that people need to live safer, healthier lives (Streetworks, 1997). A harm reduction approach allows nonjudgmental, non-coercive provision of services and resources to people who put themselves at risk. Harm reduction strategies need to be designed to reflect individual and community needs. Additional information about harm reduction can be found at: http://www.harmreductionnetwork.mb.ca/docs/infokit.pdf http://harmreduction.org/about-us/principles-of-harm-reduction/ 4.4.Homeless Management Information System (HMIS) Homeless Management Information System (HMIS) is the term used to describe a class of database applications used to confidentially aggregate data on homeless populations served in the United States. A Homeless Management Information System (HMIS) is a software application designed to record and store client-level information on the characteristics and service needs of homeless persons. An HMIS is typically a web-based software application that homeless assistance providers use to coordinate care, manage their operations, and better serve their clients. HMIS implementations can encompass geographic areas ranging from a single county to an entire state. An HMIS knits together homeless assistance providers within a community and creates a more coordinated and effective housing and service delivery system. The U.S. Department of Housing and Urban Development (HUD) and other planners and policymakers at the federal, state and local levels use aggregate HMIS data to obtain better information about the extent and nature of homelessness over time. Specifically, an HMIS can be used to produce an unduplicated count of homeless persons, understand patterns of service use, and measure the effectiveness of homeless programs. Homeless Management Information Systems were first developed in the late 1990's in response to a mandate by Congress requiring States to collect this data as a condition of receiving federal money from HUD to serve homeless populations. The impetus behind this mandate was to reduce and eventually solve homelessness, a problem which could never be solved if it was not understood and if progress toward that goal was not tracked. Most HMIS applications also serve as outcome-based systems that facilitate timely, efficient, and effective access to needed services and supports for persons who are homeless. For instance, percentage of individuals who are housed is a metric used for evaluation. Other data fields focus on developing a picture of unduplicated counts, use of specific services and the effectiveness of the local homeless assistance systems. HMIS is helpful to HUD in evaluating success in different grantee jurisdictions and in reporting to Congress; HUD has begun a renewed emphasis on having its Continuum of Care grantees convert to HMIS. Contractors will be expected to enter data into a Homeless Management Information System (HMIS) web-based software application and bed totals in the Homeless Inventory Count through their local HUD Continuum of Care. Additional information about local HUD Continuums of Care and software can be found at: www.hmis.info 4.5.Incident Reports: As described in the Statement of Work, the Contractor will notify VA through their VA HCHV Contract Residential Care program liaison at the local VA medical center of any negative incident occurring with a Veteran within 24 hours of being informed or aware of the incident, if not sooner. Contractor will complete a written incident report within 48 hours of notification. Incidents include but are not limited to: death; fire; drug / police raid; suicide / suicide attempt; 911 call (police / fire dept. / paramedics / other); severe medical illness / emergency; severe psychiatric illness / emergency; sexual assault; act of violence by Veteran against other(s); abusive behavior by Veteran against staff; act of violence by other(s) against Veteran; abusive behavior by staff against Veteran; accident; medication problems or adverse drug reactions; or other untoward events. 4.6.Inspection Form As described in the Statement of Work, all facilities under contract must meet initial and annual inspection criteria as determined by the VA. 4.7.Life Safety Code of the National Fire and Protection Association: Additional information about the Life Safety Code of the National Fire and Protection Association can be found at: www.nfpa.org Contractors should note that requirements to meet Life Safety codes and standards vary depending upon building type, occupancy, and function. Contractors also should note that all facilities, unless they are specifically exempted under the Life Safety Code, are required to have an operational sprinkler system. VA will conduct an inspection that contractor sites must pass prior to contractors being able to submit a request for fixed daily charge payment to ensure this requirement is met. 4.8.Request for Extension of Treatment Form This form will be used by all Contractors to request extension of fixed daily charge payments when a Veteran's length of stay will exceed 180 days from the date of admission. Please refer to Section II, subsection "Admissions, Length of Stay and Discharges" for specific criteria for using this form. 4.9.Veteran & Veteran Family Definitions: A Veteran is, for the purpose of HCHV Contract Residential Care, a person who served in the active military, naval, or air service, and who was discharged or released under conditions other than dishonorable and is eligible for VA health care as determined by the local VA medical center. "Veteran family" refers to a Veteran with a household composed of two or more related persons. The term "Veteran family" also includes one or more persons living with the VA health care eligible Veteran who are determined to be important to the Veteran's care or well being. 4.10.Admission Criteria for Placement in Steps for Vets (SFV) 1.Homeless 2.Serious Mental Illness (SMI) 3.Not a danger to self, others or property 4.Capable of independently performing all activities of daily living (i.e. bathing, dressing, feeding one's self, managing any incontinence issues, etc.) 5.Functionally and cognitively able of fleeing an emergency situation if needed 6.Functionally and cognitively able to manage own medications 7.Functionally and cognitively able to manage own home oxygen 8.Medically cleared by VA medical / psychiatry staff 9.Contracting agencies do not admit the following individuals: participants convicted of a sex offense, registered sex offenders, and veterans convicted of arson crimes. 10.Veterans cannot possess firearms or any other weapons on contract facility property. 11.Veterans need to be eligible for VA services and enrolled in HCHV. If the veteran has been through contract housing in the past there may need to be a review of the veteran's former stay and current situation to determine eligibility. 12.Veterans must also be willing to abide by the rules of the agency, including observing curfews, participating in drug testing, attending mandatory group meetings, and refraining from drug and alcohol use. 13. Veterans must be willing to work toward resolving the barriers that stand between them and independent living, which may include finding employment, applying for disability benefits, or engaging in substance abuse or mental health treatment. 14.All Veterans must be willing to participate in developing their Individual Service Plan
 

Web Link

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Document(s)

Attachment
 

File Name: VA258-15-N-0154 VA258-15-N-0154.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1780017&FileName=VA258-15-N-0154-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1780017&FileName=VA258-15-N-0154-000.docx

 

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Place of Performance

Address: Department of Veterans Affairs;3601 S 6th Ave;Tucson, Arizona

Zip Code: 85723
 

Record

SN03600441-W 20141220/141218235214-4154ba4c1858a7ac18ab02138ebfc55f (fbodaily.com)
 

Source

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