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PERFORMANCE WORK STATEMENT for Department of Veterans Affairs- Veterans Health Administration Health Care for Homeless Veterans Contract Residential Treatment Program for Homeless Male Veterans GENERA... PERFORMANCE WORK STATEMENT for Department of Veterans Affairs- Veterans Health Administration Health Care for Homeless Veterans Contract Residential Treatment Program for Homeless Male Veterans GENERAL INFORMATION Background: Health Care for Homeless Veterans (HCHV) provides case management services to homeless male Veterans and facilitates their access to a broad range of medical, substance abuse, mental health, rehabilitative, and employment services. HCHV s goal is to engage homeless male Veterans in supportive services and place them in a safe and secure environment that supports their rehabilitation goals. The HCHV program, an essential and critical part of Veterans Health Administration (VHA), is vital for providing a gateway to VHA and community supportive services for eligible male Veterans who are homeless and are experiencing mental health/addiction or are in need of employment assistance. The HCHV Contract Residential Treatment Program for homeless Veterans is a vital program focused on addressing the needs of the most vulnerable and at-risk homeless Veterans. The national goal and focus of the HCHV program is ensuring that homeless Veterans, with various sociological and mental health needs, be placed in community-based programs which provide quality housing, mental health, and employment services that effectively address those needs. After participation in the program, Veterans will be placed in permanent and affordable housing as they reintegrate into the community. In order to meet this important need, the VA is seeking community partners whose program goals and outcomes are aligned the VA. The authority that allows the Department of Veteran Affairs (VA) to provide homeless services to Veterans is 38 U.S.C. 2031. This authority includes the use of a variety of housing providers and services available to adequately serve the homeless Veteran populations. Scope of Work: Contractor services will be furnished to at least 5 beneficiaries for whom such care is specifically authorized by the Atlanta VA Health Care System (AVAHCS) and are homeless with a substance abuse or mental health diagnosis. It is understood that the services required by Contractor are not exclusive to residential housing, and includes case management for mental health, employment, and substance abuse services necessary to assist the Veteran. The per diem rate established will be an all-inclusive rate. The facility should be located within 15 miles radius of the VA, (1670 Clairmont Rd., Decatur, Georgia, 30033) and on the bus line. Care shall include, but is not be limited to: Clean, sanitary, and safe residential housing. Mental health and substance abuse case management Structured group activities, including psycho-therapeutic and physical activities as appropriate. Instruction in and assistance with health and personal hygiene. Medication monitoring, including appropriate documentation and locked drawers for storage of medication. Transportation to and from all medical appointments, and group meetings, and activities as needed. Routine and as needed/indicated breathalyzer and urine drug screening. Employment placement and job training. Placement of Veteran in permanent affordable housing after Veteran transitions out of the Contractor s program. Performance Objectives: Contractor will provide residential housing and case management services to homeless male Veterans and facilitate their access to a broad range of medical, substance abuse, mental health, rehabilitative, and employment placement services. After completion of Contractor s program, Veteran should be placed in affordable permanent residence. Period of Performance: This contract will have a performance period of a base year plus one (4) option year. Key Personnel: Approval of Key Personnel, as specified in Contractor s Technical Proposal who will be working on this project, must be obtained from the Contracting Officer s Representative (COR) within five business days of any change in these Key Personnel. The Contractor s Project Manager is a Key Person as defined by this section. Contractor must provide a listing of staff to perform work on this contract and provide the credentials of those individuals with the proposal. Contractor Point of Contact: The Contractor shall designate a Contractor Point of Contact (POC) who shall be responsible for the performance of the work under this contract. The liaison shall have full authority to act for the Contractor on all matters relating to the daily operation of this contract. The POC may be a contract health care provider performing under this contract. An alternate may be designated, but the Contractor shall identify, in writing, those times when the alternate shall act as the liaison. The point of contact may be a provider providing care in accordance with this statement of work. The point of contact or alternate shall be available by telephone, seven days a week, 24-hours per day, including Federal holidays. Type of Contract: This contract shall be a Firm Fixed Price (FFP) contract. Place of Performance: The performance will occur at the Contractor s location. Government furnished property will not be provided to the Contractor. All equipment required by the Contractor will provided at their expense. Contracting Officer s Representative (COR) Authority: In no event is the COR empowered to change any of the terms and conditions of the contract. All changes, to any section of this contract, shall be made only by the Contracting Officer pursuant to a properly executed modification. The types of actions within the purview of the COR s authority are to ensure that the Contractor performs the technical requirements of the contract, and to notify the Contracting Office of any deficiencies observed. A Letter of Designation shall be issued to the COR and a copy shall be sent to the Contractor at the time of contract kickoff meeting or post-award conference setting forth in full the responsibilities and limitations of the COR. VA Clinical Liaison: The VA clinical liaison for this contract will be the director of the HCHV HUD-VASH program. They will act as the clinical liaison for all client related issues between the Contractor and the VA homeless team. They will provide clinical oversight. They will not provide direct clinical supervision. Method of Inspection: The Contracting Officer s Technical Representative (COTR) will evaluate all deliverables submitted. The COTR is responsible for certifying invoices for payment only for deliverables received and deemed acceptable by the COTR. A Quality Assurance Surveillance Plan will be used by the COTR to assure success, through the uses of negative incentives, for failure of the vendor to meet the stated performance standards. DESCRIPTION OF SERVICES The Contractor shall be responsible for providing residential housing, admitting and assessing Veterans; including initial and ongoing assessments, care planning; including the care-planning process, coordinating, supervision, and evaluating the care and services provided; scheduling visits or hours; and discharge planning. Residential Housing: The Contractor shall provide clean, sanitary, pest-free and smoke-free residential housing to all Veterans. Contractor may provide proposals for single and double occupancy bedrooms. Double occupancy residential beds must be positioned no less than 12 feet apart from each other to accommodate Veteran privacy. The facility shall include appropriate space for clothing and personal items (dresser, closet space, chair, and mirror). Contractor shall provide Veteran with clean linens, towels, and pillows upon arrival; clean linens and towels will be provided weekly until Veteran is discharged from the program. Health and personal hygiene items shall be made available to residents who cannot provide the necessary items for themselves. These items include: soap, tooth paste, etc. Facility shall include indoor recreation and lounging areas for Veterans. Contractor shall provide each Veteran with an individual lockable safe to store valuables. Contractor shall make available to Veterans computer with internet access, land line telephone. At a minimum, contractor shall provide one (1) television in each housing unit. Contractor must obtain and maintain commercial pest control services. Pest contract services shall be required for quarterly inspections of the facility and to provide treatments when necessary to protect residence against infestation of household pests to include but not limited to ants, bed bugs, scabies, cockroaches, fleas, spiders, etc. Unless authorized for clinical reasons as part of treatment plan by HCHV program and transitional housing personnel, overnight absences from transitional house will not be reimbursed. If Veteran is away from the facility, the Contractor must notify the HCHV liaison immediately via phone or email. The Contractor must provide an incident report within 24 hours. For example, the Veteran does not return (missing curfew), etc. In situations where the Veteran is hospitalized, every effort will be made to re-admit Veteran to the facility upon release. If hospitalized, Contractor will hold the Veteran s space at the facility open for 7 days. If Veteran is hospitalized for more than 7 days, the Veteran will be discharged from the program. Contractor agrees to provide VA staff safe and secure space that offer privacy and sufficient space to interview Veterans. Smoking is not permitted within or around the patient s location for treatment. Supervision shall be provided in accordance with VA policy and regulations. Case Management / Supportive Services: Contractor shall provide individual case management, and structured group activities including opportunities for physical, social, and recreational activities for Veterans. Individual case management to include professional counseling on self-care skills, adaptive coping skills as appropriate, vocational rehabilitation referrals. Other areas include: mental health recovery, substance abuse, relapse prevention, sober socialization, coping skills, employment readiness and vocation rehabilitation. Contractor shall provide Veteran with assistance in learning and developing responsible living patterns to achieve a higher level of psychosocial functioning skills and improved personal relationships. Contractor shall provide on-site location for HCHV staff to conduct treatment team and privately interview Veterans when necessary. Contractor shall support a recovery focused environment that is free from alcohol and drugs. Contractor staff must attend and actively participate in treatment team sessions held by VA staff on Contractor s site. Staffing Requirements: There must be a minimum of one (1) full-time staff member or his/her staff designees on duty at the premises or residing at the facility and available for emergencies 24 hours a day, 7 days a week. In addition, house managers shall be onsite 24 hours a day. The house managers shall have experience with homeless persons in a residential setting with three years or more of recovery time. The following staff is required to fully perform all contract requirements: Mental Health Professionals (MHP), Registered Nurses, Licensed Practical, Nurses, Substance Abuse Counselors, Peer Specialists, and Employment Specialists. To fully staff a facility with 5 Veterans, the staffing should include licensed MHP /Case Manager (LCSW or LPC preferred), whose work experience includes working with dually diagnosed individual and Veteran cases. Additionally, the licensed MHP should be proficient (5 or more years experience) in case management, individual and group psychotherapy, substance abuse, suicide prevention, MH assessment and crisis intervention. Staffing Qualifications/Accreditation/Licensing: Contractor must provide sufficient clinical and non-clinical staff to carry out the policies, responsibilities, and programs for the facility. Contractor staff must meet appropriate certification, licensing, and accreditation qualifications standards. Staff trainings, certifications, and accreditations must be kept up to date and a copy of all training certificates shall be submitted to COR within 30 days of training completion. Contractor must submit, with their proposal, the resumes of all staff to complete work on this contract for review. Contractor shall submit current program curriculum to include treatment program components and documents to reflect current program practices in the following areas: Mental Health Substance Abuse Treatment Employment Assistance The Contractor shall report, in writing, to the COR, that all employees (including) sub-Contractors, completed a complete background check. The Contractor must certify, in writing to the COR within 30 days of contract award, that no staff member has a history of violence or sexual offenses. Staff with this history shall not perform work on this contract without review and approval from COR or VA clinical liaison. Medication Storage and Disposal: Medications, including controlled substances shall be properly stored and controlled. Contractor must store all medications in a locked unit (double locked system is preferred). Contractor shall keep a daily log of all medication disbursed to Veterans to be signed by Veteran and Contractor representative. The proper issuance upon orders from physicians will be provided by the VA and recorded daily by the Contractor. Veteran s medication list will be provided to Contractors, upon request. Written Program Policies: Contractor shall include in their proposal the following current program policies for review: Medication Storage and Disposal Policy Drug/Alcohol Policy (Including Screenings) Program Exclusion Policy Missing Person Policy Infection Control Policy Intake Process Discharge Process Unauthorized Absence Policy Food Safety Policy Vehicle Policy Current Program and/or Resident Handbook Transportation: The Contractor shall provide the Veteran with transportation to Contractor s facility once the Veteran has been referred to the program by the VA clinical liaison. Once Veteran has been admitted into the Contractor s program, the Contractor shall assist and/or provide the Veteran with transportation to scheduled meetings and appointments including resources, information, and instructions for Veteran to utilize local public transportation (ex: MARTA) when available. If public transportation is not available due inclement weather or other reasons beyond Contractor s control, or not within 1mile of Contractor s facility, Contractors shall provide transportation for Veterans until Veteran is no longer in the program. Contractor provided transportation shall be handicap accessible for Veterans that require the services. Laundry/Cleaning Supplies: The Contractor shall furnish, on site, adequate laundry facilities for Veterans to do their own laundry to include operational washer and dryer. Adequate laundry detergent shall be provided for Veteran to wash clothes on a weekly basis. Contractor shall provide all residences with adequate cleaning supplies in order for Veterans to keep living quarters clean. The Contractor is responsible for all costs related to this these activities. Under no circumstance will the Veteran pay for the use of laundry machines, items necessary to clean their clothes, or residential cleaning supplies. Contractor staff shall assist Veterans with creating and maintaining a schedule for laundering clothes and residential chores weekly. Community Agency: The Contractor s facility must have a current occupancy permit or license, as required by the authority that has jurisdiction to issue such. The Contractor must adhere to all applicable local, state, and federal laws. Dietary Requirements: Patient dietary needs shall be met in accordance with and consistent with USDA standards which may be found at: http://www.cnpp.usda.gov/dietaryguidelines.htm and shall include the following: At least three (3) nutritious meals shall be served daily at regular times. Bag lunches shall be provided for working individuals who will not be at housing during that meal. Between-meal or bedtime snacks of nourishing quality shall be offered. Contractor may prepare and serve food on the premises or provide these services through a licensed sub-Contractor. Licensed sub-Contractor may prepare the food off-site and deliver at the appropriate meal times to Veterans at location of residence. Contractor s staff or sub-Contractors performing on this contract must be ServSafe certified and provide appropriate certificates as verification. Information regarding this certification can be found at: http://www.servsafe.com/home Food shall be prepared, delivered, served, and stored under specified USDA sanitary conditions. Sanitary procedures shall be established and maintained for washing dishes, cleaning equipment, and work areas, and for proper waste disposal. The dietary needs of Veterans with verified medical dietary restrictions will be accommodated, i.e. artificial sweetener available for diabetics, adequate supply of fresh fruits and vegetables for vegans, etc. Contract shall provide the residence with food staples such as condiments, rice, sugar, cans of soups, nuts, beans, flour, snacks, fresh fruit, etc. Contractor shall replenish these items on a weekly basis or as needed. Contractor shall provide each housing unit with an emergency non-perishable food supply to include but not limited to canned goods, peanut butter, powdered milk, etc. Menus must be updated and posted weekly in the housing unit. Veterans ability to obtain or utilize food stamps shall not be considered as a remedy for this requirement. Contractor agrees to ensure that all sub-Contractors used to perform work on this contract will adhere to the same guidelines listed above. Records and Reports: An individual client record shall be maintained on each Veteran admitted, including reasons for referral, and documentation of Veterans progress within the program. This should also include sign in sheets where applicable. Contractor must be registered and shall participate in the state or city designated electronic system for the tracking of Homeless Individuals. Contractor must certify, in writing to the COR, that staff is trained on how to properly enter Veteran information into the system designated for the tracking of Homeless Individuals. Contractor shall keep the following documents in Veteran s file: Data relating to the resident s admission. All essential identifying data relevant to the resident and his/her family including a socio-cultural assessment. Copies of current medication sheet. Monthly VA s treatment team reports. Discharge summaries on each resident who leaves the program, to include reason for leaving, the resident s future plans, and follow-up locator information. All Veteran patient records must be stored in a locked and secured area. Individual case records shall be maintained in confidence as required by U.S.C. Title 42, Chapter I, Part II, Confidentiality of Alcohol and Drug Abuse Patient Records. Records will be accessible to the evaluation study required by Congress. Periodic Reports will be provided to the VA (i.e. Fiscal Accountability) as required. Monthly listing of Veterans discharged, and date of discharge shall be submitted to the VA by the Contractor. Contractor shall notify designated individuals within 24 hours of discharge, either telephonically, email, or fax. Facility Standards: Contractor s facility must meet the following: Contractor shall provide a lower level unit or unit must be accessible by an elevator and wheelchair accessible. If Contractor s housing unit is a two-story townhome, the Contractor shall ensure that at least one unit is available with a bedroom and bathroom on the lower level of the townhome. Facility shall comply with applicable local, state, and national health, safety, environmental laws, regulations, Executive Orders, and building codes. In the event local, state, and national codes conflict, the most stringent shall apply. Clean and sanitary housing shall be provided to all Veterans. Contractor must obtain and maintain commercial pest control services. Pest contract services shall be required for quarterly inspections of the facility and to provide treatments when necessary to protect residence against infestation of household pests to include but not limited to ants, bed bugs, scabies, cockroaches, fleas, spiders, etc. Contractor s facility conforms to the Life Safety Code, National Fire Protection Association (NFPA) #101 standards Contractor s facility meets all City and State requirements concerning licensing and health codes. Contractor possesses a valid Georgia State Business License/Certificate of Occupancy. Basic Life Support (BLS), CPR/First Aid, (American Heart Association preferred) for Contractor s staff The Contractor agrees that it does not maintain nor provide dual or segregated facilities, which are segregated on the basis of religion, race, creed, color or national origin, all Veterans must reside in a safe and secure environment. In addition, Contractor agrees to ensure that all subcontractors used to perform work on contract will adhere to the same guidelines as listed above. The provider shall submit safety record and files during the VA annual facility inspection. If any deficiencies are cited, the provider will make corrections within 72 hours and submit proof of correction to VA designated staff. ADA Accessibility: Contractor s facility must meet the following American Disability Act (ADA) Compliance Regulations. Designed constructed or renovated so as to be accessible to and usable by physically disabled people. At least one functional toilet and lavatory must be provided for the Veterans and at least one bathing or showering facility must be provided for each Veterans living in a home facility. At least one toilet and lavatory must be provided on each floor having Veterans bedrooms. Grab bars and nonskid surfacing or strips must be installed in all showers and bath areas. Bathrooms and toilet facilities without windows must have forced ventilation to the outside. Bathroom windows used for ventilation must open easily. Toilets, bathtubs and showers must provide for individual privacy. All plumbing and bathroom fixtures must be maintained in good working order at all times and must present a clean and sanitary appearance. A facility serving a person dependent upon a wheelchair or scooter for mobility must have a least one bathroom that permits the Veteran to use all bathroom fixtures easily and independently where able. Referral and Intake Process: Referrals: The HCHV treatment team, in collaboration with the existing community homeless program staff, shall identify and refer patients to the Contractor. The patient shall receive a clinical assessment by the VA before referral to the Contractor. Additionally, a negative TB screen within the past 3 months will be required prior to referral. Negative drug screens will not be a requirement for admission. Referrals may be completed by VA staff Monday Friday up to 9:00PM and Saturday from 8:00AM-NOON EST. The Contractor shall record the date and time of admission in the Veteran s file and include such information on the first monthly invoice. The average length of stay in the Contractor s program is 60 days; however, the total time that the Veteran stays in the program will ultimately depend on the needs of the Veteran and this timeframe may be more or less depending on the need. Intake: Contractor shall be available to accept all Veterans referred into the program by VA staff Monday Friday up to 9:00PM and Saturday 8:00AM-NOON EST. The Contractor shall provide the Veteran with transportation up to 30 miles during all referral/intake hours to Contractor s facility once the Veteran has been referred to the program by the VA clinical liaison. The Contractor shall have available the Veteran with the house rules governing its facility. Contractor staff shall inform the Veteran about rules and regulations that govern the facility i.e. curfew, drugs, alcohol, and weapons. The Contractor shall issue each Veteran one complete set of clean bed linens, towels, and personal toiletries (as necessary) upon arrival to the Contractor s facility. The Contractor shall provide for the exchange or laundering of these items on a weekly basis. Contractor shall place veterans into local Homeless Management Information System HMIS. Contractor shall provide the Veteran with an appropriate meal or snack immediately upon arrival. Community Outreach: As a community partner, the Contractor is required to perform outreach in the community on a monthly basis. This outreach will assist the VA in identifying homeless Veterans in need of services; therefore, Veterans will also be referred to the program through the Contractor s community outreach efforts. If the Contractor comes in contact with a Veteran that they believe may be appropriate for the program, the Contractor s must immediately forward that information to the VA clinical liaison. The Veteran will be screened by the VA to determine eligibility for the Contractor s program. The VA will not be held financially responsible for any Veteran that is admitted in the program without being screened by the VA to ensure eligibility for program. Geographic Location: Contractor s facility where services are to be provided shall be within the catchment no greater than a 15-mile radius from the Atlanta VA Health Care System (AVAHCS) 1670 Clairmont Rd Decatur, GA 30033. Submit with your offer the physical address to include building and room numbers, areas of geographic coverage, map of local area, etc. Contractor shall provide a map of location to include public transportation availability and closest bus stops . Contractor s location shall be easily assessable for Veterans with mobility challenges or Veterans that are wheelchair dependent. Past Performance: Contractor must provide a minimum of 3 references for past performance review of similar programmatic work performed with the proposal for review. References may include government and non-government work performed and must be received with proposal submission. Non-government references submitted shall be of the size and complexity of similar scope of work and program. Contractors must also provide the outcomes for work performed. Facility/Program Inspection: Contractor must participate in and pass all facility, program, and policy inspections established by the HCHV program prior to contract award. This inspection includes on-site review of the potential Contractor s facility and program policies and will be conducted by the following VA departments: HCHV Clinical, Safety, Infection Control, Police, and Dietary Services. Contractor must also provide an updated Emergency Operations Plan (EOP) during the course of the inspection as requested by VA staff. The Atlanta VA Health Care System (AVAHCS) may conduct an inspection of facility(s) prior to and anytime during contract performance. The Contractor shall permit on-site visits by VA to assure compliance with contract requirements. Contractor shall make all records accessible for a review. GENERAL REQUIREMENTS EMERGENCY OPERATIONS PLAN Contractor must maintain an up to date copy on file of the Emergency Operation Plan and provide to the COR or designee upon request. It is agreed that the Contractor will notify the COR or designee immediately when a medical emergency or hospitalization of the Veteran occurs. It is agreed that the Veteran will be referred to the nearest medical facility/provider for treatment. In the event a Veteran dies, the facility will promptly notify the Liaison or designee and immediately assemble, inventory, and safeguard the patient s personal effects. Any fund deposits and personal effects left by Veteran on the premises of the facility shall be delivered by 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 patients, unless the beneficiary died without leaving a will, heirs, or next of kin capable of inheriting. When disposition has been made of the itemized inventory notating the disposition of the funds and effects, the Contractor shall notify the COR at VA. Should a deceased patient leave no will, heirs or next of kin, his/her personal property and funds, wherever located, vests in and becomes the 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.