Inactive

Combined Synopsis Solicitation for Manchester, NH CERS Bed Services for Station 608 (i) This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart ... Combined Synopsis Solicitation for Manchester, NH CERS Bed Services for Station 608 (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 36C24123Q0679 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 $13.5 million. (v) The Government intends to award a firm-fixed price contract for Manchester, NH CERS Bed Services for Station 608. 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: Manchester VAMC 718 Smyth Rd, Manchester NH 03104 (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 6/15/2023 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 2015-4019 Revision 23, Dated 05/11/2023), 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 6/22/2023 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 Manchester VAMC Contracted Emergency Residential Services Veteran's Beds 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 these 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 # 36C24123Q0679 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 these services 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 Performance Work Statement (PWS) VA Healthcare for Homeless Veterans (HCHV) Contract Emergency Residential Services (CERS) Manchester VA Medical Center 1. The Department of Veteran Affairs, Manchester VAMC hereafter referred to as VA is located at 718 Smyth Rd, Manchester, NH requires Contractor to provide homeless veteran services through a Contracted Emergency Residential Services (CERS) model of residential care at a facility located within the catchment area of the Manchester VAMC. These services, not to exceed 8 Veterans at any one time, are to be provided to homeless Veterans as defined in the Statement of Work (PWS). The VA National Center on Homelessness among Veterans ( the Center ) will provide ongoing training for program development for both contract providers and VA staff. Contractor will be evaluated based on the Center s established evaluation protocol and program fidelity measures. The goal of the CERS program is to provide housing and supportive services to Veterans and facilitate their access to a broad range of medical, mental health, and rehabilitative services. The target population for this CERS program is homeless Veterans with complex needs. Eligibility will be determined by the VA, based on Veteran status; meeting the McKinney-Vento Homeless Assistance Act definition of homelessness (see http://www.hudhre.info/hearth/ for additional information); and an assessment by the VA HCHV program resulting in a determination of making the Veteran highly vulnerable and requiring CERS services. 2. BACKGROUND AND OVERVIEW: The Department of Veteran Affairs (VA) has been providing direct and specialized services for homeless Veterans for nearly 25 years. The Secretary of the VA has set a zero-tolerance policy for homelessness within the Veteran population. As part of the Plan to End Homelessness among Veterans announced in late 2009, the Veterans Health Administration has been increasing both capacity of existing programs and services offered to program participants. The plan calls for utilizing new models of care not previously offered by VA. The VA s Plan to End Veteran Homelessness calls for enhancing current homeless service capacity as well as developing new programs and initiatives in concert with community and federal partners. The goal of the CERS program is to remove homeless Veterans from the street or habitation unfit for Veterans and place them in community-based, residential environments with sufficient therapeutic services to meet the needs of those Veterans. This model will offer services, not to exceed 8 Veterans at any one time, to homeless Veterans under the HCHV Contracted Emergency Residential Services (CERS) program enhanced by the services as defined in the PWS. Rapid stabilization of the Veterans medical, mental health, substance abuse and other psychosocial problems in order to place Veterans in other appropriate transitional or permanent housing within 90 days, without a planned reason for the extension, is an expected outcome of this Contract. If Veteran has stayed maximum length of 90 days, and has determined that he or she will need more time in Contracted Residential Service program, a formal request for a 30-day extension can be made. This request will be made in writing and approved by Contracted Residential Services Program Manager and HCHV Coordinator and/or assigned designee. A maximum of two 30-day extensions can be made during entry in the program. This contract will be awarded to a Contractor having an acceptable facility within 1 hour of the Manchester VAMC, and located in the state of NH. An acceptable facility cannot be co-located with a private business not affiliated with the program, and must be free of hazards that could cause potential harm to Veterans or liability to the VA (eg, pool.) If a a business shows interest but has another private business on the premises not affiliated with the program they will not be found capable. The Vendor shall furnish the documents to validate a long-term lease for the premises being used to house the homeless Veterans. Such lease could be for 36 or 48 months. A VA Liaison to the Contractor will be identified by the homeless program leadership at VA. This individual will act as the clinical liaison for all client related issues between the Contractor and VA by providing clinical oversight. The VA Liaison will not provide direct clinical supervision to Contractor staff. The VA Liaison duties will be direct case management with all Veterans in the program. The VA Liaison will also consult with and provide input to the Contractor as needed. The Contractor shall provide all labor, supervision, housing, material and supplies necessary to provide emergency residential placement, treatment and supportive services through the CERS program. Services will be provided on-site at the Contractor s facility, in accordance with all terms conditions, provisions and requirements listed herein. The prices provided in the Price Schedule shall be inclusive of all basic services as may be necessary in the treatment of the Veteran. Basic services shall be as defined in the Performance Work Statement (PWS.) 3. IMPLEMENTATION TIMELINE: The contract facility and associated onsite services are expected to pass inspection and become fully operational within 30 days from the date of contract award. Failure to meet the 30-day milestone may result in the contract being terminated. The Contractor will demonstrate successful completion of the following tasks, validated by VA inspection, prior to receiving Veteran referrals and invoicing for payment: a. Site control demonstrated at time of contract award. This may be through ownership or lease. All permits and license will be reviewed. The Contractor is required to ensure that the facility used for this contract meets fire and safety code imposed by the State law, and the Life Safety Code of the National Fire and Protection Association. 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. The Contractor is required to ensure the facility used for this contract meets 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 5% 7% of a facility s HCHV Contract Residential Care beds must meet ADA accessibility requirements, to include entrances/exits, bathroom facilities, and common areas. For example, if a Contractor has 20 beds for the HCHV Contract Residential Care program in the facility, two (2) to four (4) of those beds must be accessible to Veterans with physical limitations or impairments. Veterans must not be segregated from the rest of the facility due to physical disability; they must have full access to the services and supports at the facility. Contractor facility must be licensed as required for the particular setting under State or Federal authority, and must meet all applicable local, state, and/or Federal requirements concerning licensing and health/occupancy codes. Copies of valid licenses must be provided to the VA at the time of pre-inspection and for all annual inspection reviews. Where applicable, the facility must have a current occupancy permit issued by the authority having jurisdiction. Supportive services for 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. If the facility cannot accommodate both male and female Veterans at one location, the provider must make available equivalent facilities and services for the opposite gender that meet the terms of the contract for facilities and services. b. Pre-Award Inspection of the facility and on-site services conducted by VA contract inspection team. This team is made up of HCHV clinical staff, VA fire and safety officials, nursing, dietetics, and other staff as deemed necessary for facility inspection. Pre-award inspection will be completed within 30 days of proposal submission. Any items requiring corrective action will be communicated to the Contractor in writing within one (1) week of inspection. c. Complete the abatement of all inspection corrective action(s) and pass VA inspection. To be completed within 30 days of pre-award inspection. d. Identify all staff required per the PWS, have them in place and available to provide full range of case management and services to Veterans. To be completed within 30 days of contract award. e. Work will be performed at the Contractor s facility within the geographic limitations outlined above. Government furnished workspace will not be provided for this effort. Government furnished property will not be provided to the Contractor. All equipment required by the Contractor will provided at their expense. The Contractor will be required to attend frequent meetings and planning sessions at VA throughout the term of the contract. f. The Contractor shall not commence performance under this contract until the Contracting Officer has conducted a kick-off meeting or has advised the Contractor that a kick-off meeting is waived. *Per QASP Task 5-7 Veteran Safety, observations and reviews of all treatment records will be conducted in conjunction with the annual inspection. 4. GUIDELINES FOR SERVICES: An institution licensed by the state to provide, on a regular basis, housing and supportive services to Veterans who are homeless or staying in a habitation unfit for human habitation. It is understood that those Veterans cared for under this contract will require care and services over and above the level of room and board. The contractor shall comply with the principles listed in 38 CFR 17.707(b) to provide housing and supportive services in a manner that is free from religious discrimination. The Contractor must communicate policies and procedures to Veterans both verbally and in writing in a manner that is understandable to each Veteran upon admission to the facility, in the form of a written Veteran handbook that is verbally reviewed by the assigned case manager with the Veteran. All updates to any policies and procedures must be reviewed with Veterans with 7 days of revision. This communication must be documented in the Veteran s client record. 5. BASIC SERVICES. The Contractor shall furnish each Veteran referred for care under this contract the following basic services: a. ROOM AND BOARD: Room and Board to include a bed and other furnishings such as a dresser, storage, and personal linens (towels and bed sheets). The bed must be designated for use exclusively by the individual Veteran from the time of admission to the time of discharge. The bed must be situated in a room that affords the Veteran safety, privacy and security. Each Veteran must have a safe and secure place to store their belongings that is readily accessible to the Veteran (such as a locking closet, a locking armoire, a locker, etc.) Meals to include at least three (3) nutritionally adequate meals a day, 7 days a week and availability of nutritious snacks between meals and bedtime for those requiring or desiring additional food, when it is not medically contraindicated. 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. *Per the QASP Task 2, beds will be made available in a ready state and will be observed through monthly reports from the contractor. b. LAUNDRY FACILITIES: On-site laundry facilities and supplies for Veterans to do their own laundry or to have laundry done. c. INTERNET AND COMPUTER ACCESS: Internet access shall be available to Veterans residing at the facility. Access shall consist of a service/speed rating of at least 10 Megabytes per Second (Mbps) Download, 1Mbps Upload or better. Wireless or other access shall be provided so that it is possible for three (3) or more users to access internet services simultaneously. Facility shall provide hardware (computer(s), printer, etc.) to be utilized. Veterans enrolled at the local community college or taking online courses, should be given priority of usage. The Contractor will be responsible for establishing hours of usage as well as setting any parental controls they deem essential. d. ENVIRONMENT OF CARE SERVICES: The Contractor must provide a clean and comfortable environment of care that is structurally sound facility; does not pose any threat to the health and safety of the occupants and protects them from the elements. The facility entries and exit locations are capable of being utilized without unauthorized use and provide alternate means of egress in case of fire; every room or space will have natural or mechanical ventilation; be free of pollutants in the air at levels that threaten the health of Veterans; provide a water supply free from contamination; has sufficient sanitary facilities in proper operational condition, allowed to be used in privacy, and are adequate for personal cleanliness and the disposal of human waste. Facility must have adequate heating and or cooling mechanisms that are in proper operating condition; adequate natural or artificial illumination to permit normal indoor activities and to support the health and safety of Veterans; provides sufficient electrical sources to permit use of essential electrical appliance while assuring safety from fire. All housing and equipment will be maintained in a sanitary manner free from pests, insects and vermin and will provide a warm, welcoming, and respectful atmosphere through lighting and décor. Contractor ensures that furniture is well maintained and comfortable. It is the Contractor s responsibility to maintain a clean and comfortable environment that meets these conditions. For example, the Contractor would be responsible for alleviating a bed bug infestation by hiring an exterminator at its own expense. *Per QASP Task 3, an annual inspection and facility review will be conducted prior to exercising the option year. Any recommendations or discrepancies will need to be resolved prior to the exercise of the option year. e. ON-SITE OFFICE SPACE FOR VA LIAISON: The Contractor must provide designated onsite furnished office space to a VA Liaison from VA. The office space must afford the VA Liaison and Veterans privacy and confidentiality when meeting. This space can additionally be used by community providers and other VA staff involved in Veteran care, when appropriate to Veteran s treatment plan. f. TRANSPORTATION: The Contractor will ensure that transportation is available for Veterans to attend medical/mental health appointments, search for transitional or permanent housing and address other care needs. This can be done through provision of bus passes, utilization of cab services or CERS provider facility transportation. These costs will be considered part of the basic services provided. If adequate public transportation is not available or appropriate for a Veteran, the Contractor shall provide round-trip transportation to and from the Manchester VAMC once per day for all normally operating business days (Monday through Friday), excluding Holidays. In addition, the Contractor will provide transportation for Veterans who are in need of assistance in getting to the Contracted Emergency Residential Service Program for their initial intake and placement into the program. The VA will be responsible for making transportation arrangements for veterans beyond these requirements. 6. ADDITIONAL CONTRACT REQUIREMENTS: a. The Contractor shall comply with the VA patient s Bill of Rights as set forth in Section 17.34a, Title 38, Code of Federal Regulations. 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 the following: having adequate private office space for Veterans to meet in confidence with their case manager; having secured paper and electronic filing systems to protect clients case records and other documentation; conducting ongoing training of staff about maintaining client privacy and confidentiality in all verbal and written communications and interactions; 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. b. The CERS Contractor shall have the ability to accommodate admissions during business operating hours (Monday through Friday, 8AM to 4:30PM.) c. SUPPORTIVE SERVICES: The Contractor shall provide, in conjunction with the VA, at minimum, the following supportive services to Veterans in the program: (1) Engagement of the Veteran in the service planning process. The VA will conduct psychosocial assessments to identify treatment needs which affect the Veterans adjustment to their environment, and establish treatment goals. The Contractor will cooperate in the development of assessments and counseling strategies to include crisis intervention to address Veteran s behaviors, as needed. The VA and Contractor will conduct high-risk screening, psychosocial assessment and treatment planning, actively involving the Veteran and their family or significant others, in coordination with the team members. (2) The VA and Contractor will collaboratively 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. As a collaborative team the VA and Contractor will establish and maintain a therapeutic relationship with the Veteran, staff, and community programs/agencies, and are responsible for collaborating on treatment goals and plans that address identified needs, stressors and problems. (3) Psychosocial assessments and treatment planning will include goals for clinical treatment. The VA and Contractor document psychosocial services and document the overall effectiveness of the services provided. Specifically, the VA and Contractor will collaboratively: (a.) Develop a Treatment Plan with the Veteran consistent with CERS program goals; the plan must specifically include provisions for Veteran placement into an appropriate transitional or permanent housing placement within 90 days of admission to the HCHV Contract Residential Care facility without a planned reason for extension. 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 plan should also be focused on getting the Veteran(s) to accept services that will allow attainment of transitional or permanent housing. (b.) Review the Treatment Plan a minimum every thirty (30) days thereafter in a clinical meeting with the Veteran. (c.) Make changes in plans in consultation with the Veteran. (d.) Screen each Veteran for suicidal and homicidal risk as necessary. If the Veteran is a danger to him/herself or others Contractor will take immediate steps to provide appropriate intervention. Crisis management will focus on immediate safety for the Veteran and CERS Contract staff. The Contractor will follow its established policies and protocols for managing crisis situations. The Contractor will provide said policies and protocols to the VA at the outset of the contract and upon any modification to the policies and protocols. The Contractor will contact the VA and inform of the incident immediately upon safe to do so. VA will provide trainings to address suicidal and homicidal risk assessment regularly or as needed to support Contractor staff. (e.) Coordinate monthly 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 VA staff. (f.) Obtain a signed Release of Information from the Veteran for verbal and written communication during the Veteran s length of stay. Obtain relevant Releases of Information to communicate and coordinate Veterans treatment with other community based service providers, as needed. (g.) Assist Veterans in completing housing applications and other benefits paperwork; e.g. Department of Veterans Affairs Compensation and Pension, Service Connection, Social Security forms; as needed. Contractor will assist Veterans in obtaining the needed documentation required for completing 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. (4) The Contractor will provide the following onsite therapeutic and rehabilitative services: Health and personal hygiene maintenance; Supportive social services, in collaboration with the VA and other involved community resources. Opportunities for immediate learning and/or development of responsible living with a goal of achieving a more adaptive level of psychosocial functioning; Support for an alcohol and/or drug-free lifestyle; Opportunities for learning, and internalizing knowledge of the illness and/or recovery process; improving social skills; and improving personal relationships; and Opportunities for client participation in community activities, volunteer opportunities, local consumer services, etc. The Contractor will support an alcohol and/or drug-free lifestyle by training its staff in the appropriate use of a breathalyzer and to be aware of the signs and symptoms of substance use. a. Contractor immediately notify VA through the VA Liaison at VA of any negative incident occurring with a Veteran upon being informed or made aware of the incident. Contractor will complete a written incident report within 24 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); 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 in Reference section.] *Per QASP Task 5 Veteran Safety, observations and reviews of all treatment records will be conducted in conjunction with the annual inspection. b. In the event a Veteran residing in HCHV Contract Residential housing under this contract dies, the Contractor shall promptly notify the VA Liaison authorizing admission and immediately assemble, inventory using established protocol, 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 VA Liaison. 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. 7. STAFFING AND TRAINING: The Contractor shall employ sufficient personnel to carry out the policies, responsibilities, and programs of the facility. There must be, as a minimum, at least one (1) staff member or designee of equivalent professional capability, on duty on the premises and available for emergencies 24 hours a day, seven (7) days a week. The Contractor shall assign to this contract personnel that, by education and training, and when required, certification or licensure, are qualified to provide the services required by this PWS. The Contractor must identify each person functioning as Key Personnel under this contract, and provide the VA a description of the services to be provided by such a person, together with a resume summarizing the person s relevant skills and experience. During the first 90 calendar days of contract performance, the Contractor shall make NO substitutions of key personnel unless the substitution is necessitated by illness, death, or termination of employment. Within 14 calendar days after substitutions necessitated by situations described above, the Contractor shall provide resumes for the substitute key personnel. For substitutions proposed by the Contractor after the initial 90 calendar day period, the Co...