Inactive

Combined Synopsis Solicitation for CT HCS Emergency CERS Bed Services for Station 689 (i) This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpar... Combined Synopsis Solicitation for CT HCS Emergency CERS Bed Services for Station 689 (i) This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. (ii) The solicitation number is 36C24123Q0568 and the solicitation is issued as a request for quotation (RFQ). (iii) A statement that the solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2022-02. (iv) The associated NAICS code is 624221 Temporary Shelters services and small business size standard is $12.0 million. (v) The Government intends to award a firm-fixed price contract for CT HCS Emergency CERS Bed Services for Station 689. The contract will be written for a base year with four (4) option years. Please see the attached Performance Work Statement for full requirement details. Please complete the Price Schedule below and submit with the quote submission. (vi) The Contractor shall provide all resources necessary to provide services IAW the attached Scope of Work. Please see the attached SOW for full requirement details. (vii) The Place of Performance is: West Haven VAMC 950 Campbell Ave West Haven, CT 06516-2770 (viii) Provision at 52.212-1, Instructions to Offerors Commercial, applies to this acquisition in addition to the following addenda s to the provision: 52.252-1 Solicitation Provisions Incorporated by Reference (FEB 1998), 52.204-7 System for Award Management (OCT 2018), 52.204-16 Commercial and Government Entity Code Reporting (AUG 2020), 852.252-70 Solicitation Provisions or Clauses Incorporated by Reference (JAN 2008) (ix) Provision at 52.212-2, Evaluation -- Commercial Items, applies to this requirement. Submission of Quotes: (1) Quotes shall be received on or before the date and time specified in Section (xv) of this solicitation. Note: Offers received after the due date and time shall not be considered. (2) Offerors shall submit their quotes electronically via email to Craig.Harris@va.gov. (3) Questions: Questions shall be submitted to the Contracting Officer in writing via e-mail. Oral questions are not acceptable due to the possibility of misunderstanding or misinterpretation. The cut-off date and time for receipt of questions is 5/9/2023 at 11:00 AM EST. Questions received after this date and time may not be answered. Questions shall be answered in a formal amendment to the solicitation so all interested parties can see the answers. (4) Quote Format: The submission should be clearly indexed and logically assembled in order of the evaluation criteria below. All pages of the quote shall be appropriately numbered and identified by the complete company name, date and solicitation number in the header and/or footer. Evaluation Process: Award shall be made to the best value, as determined to be the most beneficial to the Government. Please read each section below carefully for the submittals and information required as part of the evaluation. Failure to provide the requested information below shall be considered non-compliant and your quote could be removed from the evaluation process. Offeror quotes shall be evaluated under FAR Part 13.106-2(b) -- Evaluation of Quotations or Offers. Therefore, the Government is not obligated to determine a competitive range, conduct discussions with all contractors, solicit final revised quotes, and use other techniques associated with FAR Part 15. The contracting techniques associated with FAR Part 15 are not mandatory. The Government shall award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation shall be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers:  Price (Follow these instructions): Offeror shall complete the attached Price Schedule, with offerors proposed contract line-item prices inserted in appropriate spaces. Ensure your representations and certifications are complete in the System for Award Management (SAM)( https://www.sam.gov). Otherwise, you will need to fill out solicitation Clause 52.212-3 Offeror Representation and Certifications -Commercial Items and submit with the quote. Federal Acquisition Regulations require that federal contractors register in the SAM database at http://www.sam.gov and enter all mandatory information into the system. Award cannot be made until the contractor has registered. Offerors are encouraged to ensure that they are registered in SAM prior to submitting their quotation. Past Performance: Provide (2) references of work, similar in scope and size with the requirement detailed in the Performance Work Statement. References must include contact information; brief description of the work completed, and contract # (if relevant). Please utilize Attachment 1 Past Performance Worksheet for your references and please submit as part of your quote submission. References may be checked by the Contracting Officer to ensure your company is capable of performing the Performance Work Statement. The Government also reserves the right to obtain information for use in the evaluation of past performance from any and all sources. Technical: The offeror s quote shall be evaluated to determine if the organization has the experience and capabilities to provide the requested services IAW the Performance Work Statement in a timely efficient manner. Contractor shall demonstrate that their technicians meet the qualification standards stated in the Performance Work Statement, by stating technician years of applicable service. If you are planning to sub-contract some or all of this work, please provide the name and address(s) of all subcontractor(s) (if applicable) and a description of their planned subcontracting effort. All interested parties are asked to complete and submit Attachment 2 Limitation on subcontracting with your submission. (x) Please include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications -- Commercial Items, with your offer via the SAM.gov website or a written copy. (xi) Clause 52.212-4, Contract Terms and Conditions -- Commercial Items, applies to this acquisition in addition to the following addenda s to the clause: 52.252-2 Clauses Incorporated by Reference (FEB 1998), 52.203-17 Contractor Employee Whistleblower Rights and Requirement to Inform Employees of Whistleblower Rights (JUN 2020), 52.204-4 Printed or Copied Double-Sided on Postconsumer Fiber Content Paper (MAY 2011), 52.204-13 System for Award Management Maintenance (OCT 2018), 52.204-18 Commercial Government Entity Code Maintenance (AUG 2020), 52.217-9 Option to Extend the Term of the Contract (MAR 2000), 52.228-5 Insurance-Work on a Government Installation (JAN 1997), 52.232-40 Providing Accelerated Payments to Small Business Subcontracting (DEC 2013), 852.212-70 Provisions and Clauses Applicable to VA Acquisitions of Commercial Items (APR 2020) 852.203-70 Commercial Advertising 852.219-10, VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside 852.232-72 Electronic Submissions of Payment Requests 852.233-70 Protest Content/Alternative Dispute Resolution 852.233-71 Alternate Protest Procedure 852.270-1 Representatives of Contracting Officers 852.219-74 Limitations on Subcontracting Monitoring and Compliance (JUL 2018) As prescribed in 819.7203(a) insert the following clause: (a) Accordingly, any contract resulting from this solicitation is subject to the limitation on subcontracting requirements in 13 CFR 125.6. The Contractor is advised that in performing contract administration functions, the Contracting Officer may use the services of a support contractor(s) retained by VA to assist in assessing the Contractor s compliance with the limitations on subcontracting or percentage of work performance requirements specified in the clause. To that end, the support contractor(s) may require access to Contractor s offices where the Contractor s business records or other proprietary data are retained and to review such business records regarding the Contractor s compliance with this requirement. (b) All support contractors conducting this review on behalf of VA will be required to sign an Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement to ensure the Contractor s business records or other proprietary data reviewed or obtained in the course of assisting the Contracting Officer in assessing the Contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs. (c) Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the Contractor to protect proprietary information as required by FAR 9.505-4, Obtaining access to proprietary information, paragraph (b). The Contractor is required to cooperate fully and make available any records as may be required to enable the Contracting Officer to assess the Contractor s compliance with the limitations on subcontracting or percentage of work performance requirement. (End of clause) 852.219-77 VA Notice of Limitations on Subcontracting Certificate of Compliance for Services and Construction. As prescribed in 819.7009(c) insert the following clause: VA NOTICE OF LIMITATIONS ON SUBCONTRACTING CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (SEP 2021) (DEVIATION) (a) Pursuant to 38 U.S.C. 8127(k)(2), the offeror certifies that (1) If awarded a contract (see FAR 2.101 definition), it will comply with the limitations on subcontracting requirement as provided in the solicitation and the resultant contract, as follows: [Contracting Officer check the appropriate box below based on the predominant NAICS code assigned to the instant acquisition as set forth in FAR 19.102.] (i) [ ] Services. In the case of a contract for services (except construction), the contractor will not pay more than 50% of the amount paid by the government to it to firms that are not VIP-listed SDVOSBs as set forth in 852.219-10 or VOSBs as set forth in 852.219-11. Any work that a similarly situated VIP-listed subcontractor further subcontracts will count towards the 50% subcontract amount that cannot be exceeded. Other direct costs may be excluded to the extent they are not the principal purpose of the acquisition and small business concerns do not provide the service as set forth in 13 CFR 125.6. (ii) [ ] General construction. In the case of a contract for general construction, the contractor will not pay more than 85% of the amount paid by the government to it to firms that are not VIP-listed SDVOSBs as set forth in 852.219-10 or VOSBs as set forth in 852.219-11. Any work that a similarly situated VIP-listed subcontractor further subcontracts will count towards the 85% subcontract amount that cannot be exceeded. Cost of materials are excluded and not considered to be subcontracted. (iii) Special trade construction contractors. In the case of a contract for special trade contractors, the contractor will not pay more than 75% of the amount paid by the government to it to firms that are not VIP-listed SDVOSBs as set forth in 852.219-10 or VOSBs as set forth in 852.219-11. Any work that a similarly situated subcontractor further subcontracts will count towards the 75% subcontract amount that cannot be exceeded. Cost of materials are excluded and not considered to be subcontracted. (2) The offeror acknowledges that this certification concerns a matter within the jurisdiction of an Agency of the United States. The offeror further acknowledges that this certification is subject to Title 18, United States Code, Section 1001, and, as such, a false, fictitious, or fraudulent certification may render the offeror subject to criminal, civil, or administrative penalties, including prosecution. (3) If VA determines that an SDVOSB/VOSB awarded a contract pursuant to 38 U.S.C. 8127 did not act in good faith, such SDVOSB/VOSB shall be subject to any or all of the following: (i) Referral to the VA Suspension and Debarment Committee; (ii) A fine under section 16(g)(1) of the Small Business Act (15 U.S.C. 645(g)(1)); and (iii) Prosecution for violating section 1001 of title 18. (b) The offeror represents and understands that by submission of its offer and award of a contract it may be required to provide copies of documents or records to VA that VA may review to determine whether the offeror complied with the limitations on subcontracting requirement specified in the contract. The Contracting Officer may, at their discretion, require the Contractor to demonstrate its compliance with the limitations on subcontracting at any time during performance and upon completion of a contract if the information regarding such compliance is not already available to the Contracting Officer. Evidence of compliance includes, but is not limited to, invoices, copies of subcontracts, or a list of the value of tasks performed. (c) The offeror further agrees to cooperate fully and make available any documents or records as may be required to enable VA to determine compliance with the limitations on subcontracting requirement. The offeror understands that failure to provide documents as requested by VA may result in remedial action as the Government deems appropriate. (d) Offeror completed certification/fill-in required. The formal certification must be completed, signed, and returned with the offeror s bid, quotation, or proposal. The Government will not consider offers for award from offerors that do not provide the certification, and all such responses will be deemed ineligible for evaluation and award. Certification: I hereby certify that if awarded the contract, [insert name of offeror] will comply with the limitations on subcontracting specified in this clause and in the resultant contract. I further certify that I am authorized to execute this certification on behalf of [insert name of offeror]. Printed Name of Signee: _________________________________ Printed Title of Signee: ________________________________ Signature: ______________________________________________ Date: ___________________________________________________ Company Name and Address: _____________________________________________________________________________________ (End of clause) 852.242-71 Administrative Contracting Officer. As prescribed in 842.271, insert the following clause: ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020) The Contracting Officer reserves the right to designate an Administrative Contracting Officer (ACO) for the purpose of performing certain tasks/duties in the administration of the contract. Such designation will be in writing through an ACO Letter of Delegation and will identify the responsibilities and limitations of the ACO. A copy of the ACO Letter of Delegation shall be furnished to the Contractor. (End of clause) (xii) Clause at 52.212-5, Contract Terms and Conditions Required To Implement Statutes Or Executive Orders -- Commercial Items, applies to this acquisition and in addition to the following FAR clauses cited, which are also applicable to the acquisition: 52.203-6, 52.204-10, 52.209-6, 52.219-4, 52.219-8, 52.219-6, 52.219-28, 52.222-3, 52.222-21, 52.222-26, 52.222-35, 52.222-36, 52.222-37, 52.222-40, 52.222-50, 52.223-18, 52.225-3, 52.225-13, 52.232-33, 52.222-41 (Wage Determination West Haven SCLS WD 2015-4127 Revision 23, 52.222-42, 52.222-43, 52.222-55, 52.222-62 (xiii) All contract requirement(s) and/or terms and conditions are stated above. (xiv) The Defense Priorities and Allocations System (DPAS) and assigned rating are not applicable to this requirement. (xv) RFQ responses are due 5/12/2023 at 11:00 AM EST. RFQ responses must be submitted via email to: Craig.Harris@va.gov Hand deliveries shall not be accepted. (xvi) The POC of this solicitation is Craig Harris (Craig.Harris@va.gov )

Inactive

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 submitted in response t... 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 submitted in response to this Sources Sought notice. Respondents will not be notified of the results of the evaluation. If a solicitation is issued it shall be announced at a later date, and all interest parties shall respond to that solicitation announcement separately. Responses to this notice are not a request to be added to a prospective quoters list or to receive a copy of the solicitation. 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 Emergency CERS SMI Homeless Beds for the CT HCS per the Performance Work Statement below. This Sources Sought notice provides an opportunity for respondents to submit their capability and availability to provide the requirement described below. Vendors are encouraged to submit information relative to their capabilities to fulfill this requirement, in the form of a statement 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 perform the services are invited to submit a response to this Sources Sought. All responses to this Sources Sought Notice shall be emailed to Craig.Harris@va.gov with RFQ # 36C24123Q0568 in the subject line. 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 requirements contained in the Sources Sought Worksheet. Responses to the Sources Sought shall not exceed 8 pages. In addition, all submissions should be provided electronically in a Microsoft Word or Adobe PDF format. Sources Sought Worksheet QUALIFICATION INFORMATION: Company / Institute Name: _______________________________________________________ Address: ______________________________________________________________________ Phone Number: ________________________________________________________________ Point of Contact: _______________________________________________________________ E-mail Address: ________________________________________________________________ Unique Entity Identifier (UEI) #: ___________________________________________________ CAGE Code: __________________________________________________________________ SAM Registered: (Y / N) Other available contract vehicles applicable to this sources sought (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 service as listed in Attachment 2 PERFORMANCE WORK STATEMENT 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, 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 PWS. 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 VA Connecticut Health Care System-Mental Health Service Line Healthcare for Homeless Veterans (HCHV) Contracted Residential Services (CRS) for Veterans with Serious mental Illness (SMI) Performance Work Statement-Hartford CT Area BACKGROUND The Health Care for Homeless Veterans (HCHV) program is an essential and critical part of 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 homeless Veterans. A.1. Basic Admission Criteria A.1.1. Veteran is homeless. A.1.2. Veteran is eligible for VA Health Care. A.1.3. Veteran is diagnosed with a mental illness for which he/she is receiving treatment/recovery services 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 CRS 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 within 72 hours of receipt of referral form before coordination with Veteran to enter the program. Acceptance or decline of Veteran within 24-48 hours is preferred. B.2.3. 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 CRSTypo? 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 to establish an episode of stay at the CRSTypo? 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 housed. Case Manager-Liaison-Veteran meetings may be a medium for addressing this. B.2.8. See sample Monitoring High Risk Veterans Policy (p. 17) regarding Veterans with histories of or current suicidal behaviors or ideation upon admission, which could be implemented as is or edited per the needs or indications of the VA and contractor. Liaisons will provide existing Safety Plans completed by such Veterans to the Contractor for their records. 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 qualify for disability insurance or supplemental security income qualify for 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/for legal services criminal justice system services credit counseling and/or debt consolidation agencies B.3.2. 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 services 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 Psychosocial rehab groups Social Skills groups Recovery Oriented groups Motivational groups B.3.3. 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.3.4. Case Managers utilize the following approaches to engaging Veterans: recovery-oriented and harm reduction motivational interviewing, and/or critical time intervention. B.3.5. 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 Veterans stay. B.3.6. 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 B.3.7. Case managers will ensure that Veterans are safe and healthy within their scope of practice. They will refer Veterans to appropriate mental and medical health providers as necessary. B.4. Expectations of Veteran Participants and VA Mental Health Providers B.4.3. CRS Veteran participants should have a diagnosis of mental illness that disrupts functioning, especially as it relates to living in permanent housing. B.4.4. Veterans interested in any available group or individual recovery oriented psychosocial rehabilitation services will be referred with assistance of VA MH Provider and VA homeless Liaison. Veterans will remain engaged in MH treatment with VA provider(s) during CRS residence. B.4.5. If a Veteran discontinues treatment with MH Provider, the VA Liaison will be notified, and discussion will be held with Veteran as this will result in discharge from CRS. HCHV CRS PROVIDER QUALIFICATIONS & CAPABILITY REQUIREMENTS Contractor must comply with all HCHV CRS Program requirements as identified below. C.1.1. Accept Veterans into the CRS Program post referral from VACHS Homeless Liaison C.1.2. Capable of providing secure, separate housing and bathroom accommodations for Male Veterans. C.1.3. Capable of routing, referring, or summoning assistance for Veterans to get to emergency and urgent care services per a stated policy 24/7/365 that is accessible to Contractor designees or staff who may be point persons for when emergencies or urgencies arise at Contractors locations. 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: Contract Beds are for both Male and Female Veterans Provide Room and Board to include a bed and other furnishings such as a dresser, storage, and personal items (towels, pillow, and bed linens). Provide meals to include at least three nutritiously balanced meals a day, 7 days per week and availability of nutritional snacks between meals and bedtime for those requiring or desiring additional food, when it is not medically contraindicative. Reasonable accommodation for special dietary needs (gluten or lactose intolerance, diabetic) in a setting that encourages socialization and possesses waste disposal and sanitization systems Laundry Facilities for residents to do their own laundry or to have laundry done, providing detergent products as 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 Assistance to develop responsible living patterns, to maintain an acceptable level of personal hygiene and grooming, and to achieve a more adaptive level of psychosocial functioning, upgraded social skills, and improved personal relationships. Contractor to provide support for an alcohol and drug abuse free lifestyle provided in an environment conducive to social interaction and the fullest development of the resident s rehabilitative potential. Preferred that contractor 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. If possible, 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 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 Veterans 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 sample VA-Contractor High Risk Veteran Monitoring policy, p.17). C.1.5. Transportation services Assist Veterans with arranging local transportation to scheduled meetings and appointments. Help Veterans understand and learn how to utilize public transportation, including access to information and clarifying instructions necessary to effectively utilize public transit systems. Assist the Veteran with identifying potential alternative modes of transport if public transportation is not available, adequate, or appropriate for a Veteran. Work closely with VA liaison for alternative options for transportation i.e., bus tokens etc. 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: VA and contractor in collaboration shall ensure that a signed VA Release of Information and a reciprocal release of information from contractor site back to VA (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. If the reciprocal release is rescinded, the Veteran is no longer able to maintain residence. Liaison will work for discharge alternative if applicable. 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/barriers 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 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 Document/Update Veteran Strengths, Barriers faced, Abilities, assessedLooked for in annual inspections needs, and preferences (this is also documented in annual inspection). 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 and if clinically indicated by both VA and contractor, an extension may be granted. 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 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 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, contractor s invoices are to be submitted through the Tungsten Network (Electronic Invoicing System) by NLT 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 REP...