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Combined Synopsis Solicitation Northampton VAMC Emergency Beds in Central Massachusetts (i) This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subp... Combined Synopsis Solicitation Northampton VAMC Emergency Beds in Central Massachusetts (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 36C24124Q0597 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 2024-05. (iv) This requirement is being issued as open market. The associated NAICS 624221 and small business size standard is $13.5 million. (v) The Government intends to award a firm-fixed price award for Emergency Beds in Central Massachusetts. 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 Emergency Beds in Central Massachusetts IAW the attached (Performance Work Statement). Please see the attached PWS for full requirement details. (vii) The Place of Performance is Northampton VAMC as described per the (Performance Work Statement). (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 (JUL 2016); 52.217-5 Evaluation of Options (JUL 1990); 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. Site Visit: No site visit will be scheduled. 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 tnauri.woodbridge@va.gov. (3) 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 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 Attachment 1 - Price Schedule, with offerors proposed contract line item prices inserted in appropriate spaces. Past Performance: Offeror shall utilize Attachment 2 Past Performance Worksheet to provide at least one (1) but no more than (3) references of work, similar in scope and size with the requirement detailed in the (Performance Work Statement). References may be checked by the Contracting Officer to ensure your company is capable of performing the Statement of Work. 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 their corporate experience and approach to meet all requirements stated in the (Performance Work Statement). Contractor shall demonstrate that their technicians meet the qualification standards stated in the (Performance Work Statement). 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. SAM: Interested parties shall be registered in System for Award Management (SAM) as prescribed in FAR Clause 52.232-33. SAM information can be obtained by accessing the internet at www.sam.gov or by calling 1-866-606-8220. Interested parties not registered in SAM in sufficient time to meet the VA s requirement will be ineligible to receive a government contract. This determination will be at the discretion of the Contracting Officer. VISTA: The VA utilizes VISTA to issue a purchase order and liquidate invoices. Failure to register in VISTA may result in exclusion from the issuance of a VA contract. This determination will be at the discretion of the Contracting Officer. Interested parties with no prior VA contracts can request a Form 10091 at any time. (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 (OCT 2018), applies to this acquisition in addition to the following addenda s to the clause: 52.204-16 Commercial and Government Entity Code Maintenance (JUL 2016); 52.219-6 Notice of Total Small Business Set-Aside; 52.232-40 Providing Accelerated Payments to Small Business Subcontractors (DEC 2013); 852.203-70 Commercial Advertising (MAY 2008); 852.232-72 Electronic Submission of Payment Requests (NOV 2018) Subcontracting Commitments - Monitoring and Compliance This solicitation includes VAAR 852.215-70, Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors, and VAAR 852.215-71, Evaluation Factor Commitments. Accordingly, any contract resulting from this solicitation will include these clauses. The contractor is advised in performing contract administration functions, the CO may use the services of a support contractor(s) to assist in assessing contractor compliance with the subcontracting commitments incorporated into the Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement to ensure the contractor's business records or other proprietary data reviewed or obtained in the course of assisting the CO in assessing the contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs. Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the contractor to protect proprietary information as required by FAR 9.505-4, Obtaining access to proprietary information, paragraph (b). The contractor is required to cooperate fully and make available any records as may be required to enable the CO to assess the contractor compliance with the subcontracting commitments. (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: 52.204-10, 52.209-6, 52.219-6, 52.219-28, 52.222-3, 52.222-21, 52.222-26, 52.222-36, 52.222-50, 52.223-18, 52.232-33, 52.222-41, 52.222-43 (Wage Determination Applicable (Manchester 2015-4019 Rev 23 posted on beta.sam.gov) (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 11-June- 2024 by 10:00 AM EST. RFQ responses must be submitted via email to: tnauri.woodbridge@va.gov. Hand deliveries shall not be accepted. (xvi) The POC of this solicitation is Tnauri.Woodbridge@va.gov) ATTACHMENT 1 PRICE SCHEDULE ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 0001 Emergency Beds 20.00 EA __________________ __________________ 1001 Emergency Beds 2001 Emergency Beds 3001 Emergency Beds 4001 Emergency Beds GRAND TOTAL __________________ ATTACHMENT 2 PAST PERFORMANCE WORKSHEET 1. Name of Contracting Activity, Government Agency, Commercial Firm or other Organization: 2. Contracting Activity Address: 3. Contract Number: 4. Date of Contract Award: 5. Beginning Date of Contract: 6. Completion Date of Contract: 7. Contract Value: 8. Type of Contract: 9a. Technical Point of Contact: 9b. Contracting Point of Contact: Name: Name: Title: Title: Address: Address: Telephone: Telephone: Email: Email: 10. Place of Performance: 11. Description of Work (Use a continuation sheet if necessary): 12. List any commendations or awards received: 13. List of Major Subcontractors: ATTACHMENT 3 VA Central Western Massachusetts Health Care System Mental Health Service Line FY 2024-2028 Performance Work Statement for HEALTH CARE FOR HOMELESS VETERANS (HCHV) CONTRACTED RESIDENTIAL SERVICES (CRS) 20 Emergency Beds in Central Massachusetts BACKGROUND The Health Care for Homeless Veterans (HCHV) program is an essential and critical part of the Veterans Health Administration (VHA). It provides a gateway to the VA and community-based supportive services for the homeless. The program utilizes Contracted Residential Services (CRS) in community locations to engage Veterans experiencing homelessness. Central Massachusetts community service providers indicate a need for additional shelter beds in general, let alone those for Veterans. It s anticipated that the need will continue for the indefinite future. CWM VA HCS goal is to address this need by partnering with a contractor serving homeless Veterans in Worcester County. A.1. Basic Admission Criteria A.1.1. Veteran is homeless. A.1.2. Veteran is eligible for VA Health Care. PROGRAM DESCRIPTION HCHV CRS Programs exists to provide a means of helping homeless Veterans get off the streets and find more suitable habitation. CRS programs work to help Veterans get into community-based, residential environments with sufficient supportive services to meet their basic needs. The goal is to ultimately facilitate the improvement of their overall health status and housing situation. Programs operates in accordance with HCHV Program Federal Regulations 38 CFR 63 and are partners with the VA in the mission of ending homelessness among Veterans. B.1. Foundational Rules and Expectations for Participation B.1.1. Rules focus on staff and resident safety: No buying or selling of alcohol or drugs in the facility No dealing or use of illicit drugs in the facility No sexual activity between residents No violence or threats of violence Honor nightly curfew B.1.2. When possible, infractions are to be used to engage residents, not simply as grounds for service termination. Profanity does not in and of itself constitute abuse and shall not exclusively be considered grounds for discharge. Any actual or threatened violence may be grounds for discharge. B.1.3. Veterans are expected to engage in programming and maintain communication with Case Managers while participating in the CRS Program. B.2. Admission Practices B.2.1. Veterans who are eligible may be, but are not limited to: transitioning from chronic street homelessness. discharging from institutions (hospitals, jails, etc.) (see Probationary/Provisional Plan p. 16) recently homeless due to fleeing domestic violence, being in a place not meant for human habitation, such as an abandoned building, a vehicle, or a residence that is no longer meeting inspection and code or facing condemnation according to a governmental entity. Eviction or foreclosure of the residence. Every attempt will be made by the contractor, Veteran, and/or referrer to secure documentation of such as part of referral process. The VA Liaison will be available for collaboration with contractor staff to ensure appropriateness and eligibility for Veteran to be in CRS. It is understood that payment for Veterans admitted without an initial determination of eligibility may not be authorized if the Veteran is found to be ineligible. B.2.1.i. Staff will ensure that a case manager has met with a Veteran within 72 hours of admission. B.2.1.ii. Staff will ensure that a Veteran is routed to VA Liaison for an intake within 72 hours of admission, so that GPD intake by VA Liaison can take place within 7 days of admission to CRS Program. B.2.2. Contractor works to reduce barriers to admission: Accept referrals Monday through Friday during business hours at a minimum. Respond to sources of referrals with acceptance or decline of Veteran referred to CRS the same day of receipt of referral form before coordination. Acceptance or decline of Veterans within the same day of receipt of the referral form and, if not a possibility, within 48 hours of receipt of referral form. This is to be in conformance with the VHA Memo For Action: Ensuring Timely Admissions to Grant and Per Diem (GPD) Program and Healthcare for Homeless Veterans (HCHV) Contracted Residential Services (CRS). B.2.3. There will not be a certain timeframe prior to admission that a Veteran must be free of drugs or alcohol so long as a Veteran is medically stable to be in CRS. Detoxification services are not expected of the CRS Program. In cases of high recidivism or unsuitability for the CRS Program environment on account of continuous substance use/abuse, the contractor reserves the right to decline admission with recommendations to the Veteran and/or referrer for what interventions would be needed in order to establish an episode of stay at the CRS Program. Also see Probationary/Provisional Plan on page 16. B.2.4. For those Veterans referred or who are on the street, in places not meant for habitation, or staying in vehicles, the admissions and intake committee will coordinate for the Veteran to receive a prioritized determination regarding their referral to CRS. B.2.5. The CRS Program admissions and intake staff reserve the right to decline admission to a Veteran who is found to be inappropriate for the CRS Program. However, every attempt should be made to accommodate the Veteran. It is the expectation of the VA that if a Veteran is denied admission to the CRS Program, the admission and intake staff will provide the Veteran with alternate resources and services for homeless Veterans to the referrer. B.2.6. The admitted Veteran will be provided with a copy of the Resident Handbook or other documentation that outlines at a minimum rules, regulations, responsibilities, and expectations of the Veteran and the Contractor. B.2.7. While recidivism is discouraged, there is no limitation to the number of times that a Veteran can be accepted into the CRS Program after leaving the program. Veterans who are former participants can be rereferred and readmitted so long as they are otherwise meeting eligibility criteria. Every attempt to address what will be different during additional episodes of stay will be taken with the Veteran in order to secure permanent housing and minimize length of stay at the CRS Program. B.2.7.i. CRS Program staff and VA Liaison will be expected to monitor and coordinate efforts in helping Veteran on a regularly scheduled basis (i.e. monthly) who return multiple times to the CRS Program due to difficulties with remaining permanently B.2.8. Expectation will be that VA Liaison will provide any suicide prevention safety plan documented in Veteran s chart with VA to the contractor for reference and that any Veteran with high risk flag for suicide will be identified so that contact and communication with that Veteran can be adjusted as necessary during their episode of stay. Expectation is that if a Veteran with a VA high risk flag for suicide goes AWOL from the facility, the VA Liaison will be notified ASAP. This notification is/can be defined include leaving voice message or email. Further development of a communication procedure concerning this topic of high risk Veterans will be encouraged by the Liaison of the Contractor. B.3. Types of Services Provided by Contractors Case Managers B.3.1. Screenings or Referrals for Benefits. Vets with limited or no income will have challenges to obtaining permanent housing. CRS staff assess for and refer to appropriate agencies those Vets who may qualify for: military service-connected compensable conditions disability insurance or supplemental security income retirement pensions Veterans-specific or public cash assistance programs SNAP benefits health insurance one-time-only financial assistance programs that would provide Veterans with first and/or last month s rent, security deposits, moving expenses coverage, payment of fees and/or fines to obtain IDs and other documentation to appropriate organizations and agencies As needed and appropriate, Veteran s should also be referred to legal services criminal justice system services credit counseling and/or debt consolidation agencies B.4.2. Enhancement of independent living and social skills via regularly scheduled programming (this list is not all-inclusive of possibilities): 12-step program groups, computer and literacy classes, social and life skills trainings, financial aid and budgeting workshops, vocational and/or credit counseling legal services to address identity fraud, child support, and/or benefits & entitlements, etc. peer and mentor support access to health fairs, local community events recreational and leisure activity opportunities B.4.3. Permanent or transitional housing search support, which may include: providing Veterans with contact information for such places they wish to pursue for relocation purposes or permanent residence conducting housing readiness evaluation to determine gaps in being able to complete housing applications hands-on coordination with agencies and providers to assist Vet in exiting the CRS to another location. assessing for whether a Veteran needs referral to retirement or rest homes, assisted living facilities, etc. applying for local or regional GPD transitional housing programs. GPD programs may be most appropriate for Veterans with complex barriers to obtaining permanent housing, and who are going to a longer period of support than what the CRS Program can accommodate. B.4.4. Case Managers utilize the following approaches to engaging Veterans: recovery-oriented and harm reduction motivational interviewing, and/or critical time intervention. B.4.5. Case management staff will have contact with Veterans, at least every other week, to engage with them about completion of goal-oriented tasks related to meeting basic and health needs and addressing barriers to obtaining permanent housing. Weekly contact is preferred and encouraged during the first/initial month of the Veterans stay. B.4.6. Case managers should have some experience working in social service or health care fields. Work history with people who have chronic medical, mental health and substance abuse problems is highly desirable. Staff working with Veterans should be able to assess, anticipate, and effectively refer Veterans experiencing crises for additional support as appropriate. This list is not all-inclusive of offerings and opportunities to be considered by contractor for training purposes, but contractor should be able to avail case management staff to such training: crisis intervention cultural sensitivity sexual harassment sensitivity to wider issues of homelessness harm reduction philosophy laws regarding the ADA, fair housing, mandated reporting de-escalation techniques first-aid B.4.5. Case managers will ensure that Veterans are safe and healthy within their scope of practice. They will refer Veteran to appropriate mental and medical health providers as necessary. See Monitoring High Risk Veterans Policy (p. 17) for ongoing assistance from staff with assessing for identified at-risk Veterans. B.4.6. Case managers and other contractor-designated staff will maintain BLS/CPR training certification. HCHV CRS PROVIDER QUALIFICATIONS & CAPABILITY REQUIREMENTS Contractor must comply with all HCHV CRS Program requirements as identified below. C.1.1. Possess capacity for performing outreach or otherwise identifying and referring homeless Veterans to the HCHV CRS Program. Accept Veterans into the CRS Program regardless of what geographical location they may come from. Maintain sites within the catchment area of Worcester County. Expectation is that the contractor will have strong, ongoing partnerships with other area social and health service providers, including Supportive Services for Veterans & Families (SSVF) programs, in order to identify Contract candidates and coordinate about their entry into the CRS Program if eligible. C.1.1.i. The contractor will maintain an outreach log, documenting staff s activity in referring Veterans to the CRS Program and the outcome of those referrals. This log will include dates in which referrals were made and be accessible to the Liaison upon request. C.1.2. Capable of providing secure, separate housing and bathroom accommodations for both males and females. C.1.3. Capable of routing, referring, or summoning assistance for Veterans to get to emergent and urgent care 24/7/365 that is accessible to Contractor designees or staff who may be point persons for when emergencies or urgencies arise at Contractors sites. Contractor would have a policy detailing this process. C.1.3.i. information on how to access designees for emergencies or urgencies will be posted in common spaces for all CRS participants to be aware of if need arises C.1.3.ii. during intake process, attention will be made to ensure that Veterans are aware of emergency and urgency reporting procedures and where to access help with emergent or urgent situations C.1.4. Contractor will ensure that Veterans basic needs are met: provide three daily nutritiously balanced meals and an evening snack and reasonable accommodation for special dietary needs (gluten or lactose intolerance, diabetic) in a setting that encourages socialization and possesses waste disposal and sanitization systems offer a means for Veterans to wash their own clothes or otherwise tend to laundry on a weekly basis, providing cleaning products if needed provide secure, appropriate storage for both Veterans belongings and medication. storage should ensure that no other residents are able to access an individual Veterans medications maintain a food pantry or shelf so that Veterans with food insecurity have readily available non-perishable options. Keep set times and days for when food pantry or shelf is accessible to Veterans. maintain a clothing shelf operation or provide access to one off-site so that Veterans with cold weather clothing needs can receive provisions as needed clean, sanitary, and safe common and sleeping spaces to include desk chairs, beds, dressers, etc. provide linens, bedding, and toiletries as needed for those Veterans who vacate the premises, retaining belongings for a minimum of 72 hours, in the event that the Veteran returns to retrieve them. Provide access to a working phone line for the Veteran to be able to conduct communications until an independent mobile device is secured for the Veteran provide monitoring, assessment, and guidance for Veterans who are high risk for suicide or have history of homicidal, violent, or suicidal ideation. Should staff at any time observe a Veteran express homicidal or suicidal ideation, appropriate referrals to mental health providers will be made for evaluation. VA HCHV Liaison and Suicide Prevention Coordinator will be notified just as high-risk flag Veterans admitted to the Contractor s facility will be identified to the Case Management Staff. Completion of any safety plans either by VA or Contractor personnel with the Veteran will be part of Contractor s clinical documentation. Veterans with violent and/or homicidal ideation or actions may be discharged from CRS for safety reasons at any time. (See attachment for a sample VA-Contractor High Risk Veteran Monitoring policy). C.1.5. Capable of providing transportation services to assist Veterans with arranging local transportation to scheduled meetings and appointments. to help Veterans understand and learn how to utilize public transportation, including access to information and clarifying instructions necessary to effectively utilize public transit systems. to assist the Veteran with identifying potential alternative modes of transport if public transportation is not available, adequate, or appropriate for a Veteran. directly to Veterans, have designated contractor drivers will possess valid driver s licenses to complete and a formal process that Veterans can be educated about to initiate scheduling of such transportation. D. HCHV CRS PROVIDER ADMINISTRATIVE ROLES, RESPONSIBILITIES, & DUTIES D.1.1. Occupancy: The contractor will be responsible for ensuring that a minimally acceptable level occupancy as defined in the Quality Assurance Surveillance Plan (QASP). D.1.2. Exits to Permanent Housing: The contractor is expected to promote a focus on achieving Stable housing for all Veterans referred for care; exits to permanent housing will be monitored as an indicator of overall program quality utilizing data provided by the VHA Support Service Center s Homeless Service Scorecard the target rate for exits to this type of housing will be 55% or higher. D.1.3. Negative Exits: The contractor is expected to facilitate Veteran completion of the HCHV CRS Program to the maximum extent possible, while still maintaining program integrity and Safety. Negative Exits, which shall be defined as discharges involving Veterans being asked to leave the program due to rule violation or otherwise leaving the program without consulting program staff in any way, shall be monitored on a continuous basis utilizing data provided by the VHA Support Service Center s Homeless Service Scorecard the target rate for these types of exits will be 20% or less. Per diem funds assist homeless veterans by helping to offset operating costs to ensure the availability of supportive housing and service centers tasked with furnishing outreach, rehabilitative services, vocational counseling and training, and transitional housing assistance. Code of Federal Regulations 38 § 61.30. D.1.4. Release of Information: The contractor shall ensure that a signed VA Release of Information (ROI) is obtained for any Veteran being admitted to HCHV CRS and that it is placed into the individual case record so that it s also available to VA Liaison. D.1.5. Individual Case Records: The contractor will maintain an individual case record for each referred Veteran. Case records must be maintained in security and confidence as required by the Confidentiality of Alcohol and Drug Abuse Patient Records (42 CFR part II) and the Confidentiality of Certain Medical Records (38 USC 7332), and in accordance with the Health Insurance Portability and Accountability Act (HIPAA: Pub. Law. 104 191). Records should contain at a minimum: reason for referral pertinent demographic information (Veteran, family, employment, and education status) copies of any medical prescriptions/orders issued by physicians case management and progress notes that include specific service duration and outcome as well as referrals any critical incident reports a final summary that includes reason(s) for leaving (Exit Form) the Veteran s known after care plans and location upon exiting, if available. Case Notes should be titled according to content and relate to the Veterans goals as identified in their service plans. Intake Notes should indicate the Veterans strengths, needs, abilities, and preferences Case managers should document attempts to engage Veteran, even if unsuccessful in doing so. D.1.5.i.: Individual Service Plans. an initial written plan shall be completed and entered into the case record no later than 3 days after program admission and should be updated monthly. The individual service plan should include goals that address: Establishing permanent housing Increasing income or skill level Supporting self-determination and -preferences Goals identified in the individual service plans are to be Time-specific Measurable Behavioral D.1.6. Homeless Management Information System (HMIS) Data Reporting: Veterans served through VA s HCHV CRS program must have client level data entered in the local Continuum of Care (CoC) s HMIS. D.1.7. Daily Census: The contractor is responsible for knowing Veterans status with the Program. Rosters or census documents as to which Veterans are in the Program are to be given to the VA Liaison daily Monday through Friday to ensure effective monitoring of bed utilization. The contractor will identify on the daily census which contract a Veteran is under. D.1.8. Incident Reporting: The contractor shall notify the VA immediately when any adverse critical incident involving a Veteran admitted to the program occurs or when any staff becomes aware of a critical incident having occurred. VA Liaison has operable cellular and office phone where messages can be left as well as email capacity. Critical incidents are often those that necessitate 9-1-1 calls or the summoning of police and may also involve Contractor staff. Critical Incidents include: Elderly/Dependent Adult Abuse or Neglect Sexual Assault Fire (Veteran Involved) Medical or Mental Health Emergency Suicidal ideation or attempt Homicidal ideation or attempt Physical Assault that results in significant injury Significant Property Damage due to a Violent Act Death Significant Infectious Control Concerns (TB, etc.) Observation/Possession of Weapons Illegal Activity (prostitution, etc.) Medication-related incident (stealing, selling, etc.) If an incident occurs after hours, the local VA Facility Administrator on Duty (AOD) is to be notified by telephone. VA or local police and/or EMTs are to be called as warranted by the provider to ensure the safety and health of any parties involved with a critical incident. Residential staff should follow emergency plan protocol as established by the Contractor. D.1.8.i. Documentation. the critical incident should be documented via the Contractor s incident report form within 24 hours of the critical incident occurring so that it is available for viewing by the VA Liaison within 24 hours. Contractor shall maintain a copy of all critical incident reports in the involved Veteran s individual case record. D.1.9. Length of Stay & Extension Requests: Generally speaking, Veterans remain under HCHV CRS for a total of 90 days. The contractor is responsible for coordinating with the VA Liaison about Veterans in need of extensions under contract beyond the initially authorized service period. This coordination will include discussion about justifications and lengths of extension. VA Liaison will document justification of extension granted in the Veteran s VA chart. D.1.10. Discharge Reporting: The contractor is responsible for notifying the VA Liaison within 24 business hrs. via the daily census of Veterans exits and for providing a written exit form that co...