Inactive

This is for information only. No questions submitted at this time. STATEMENT OF WORK The purpose of this solicitation is to obtain offers from contractors who can provide temporary housing in communit... This is for information only. No questions submitted at this time. STATEMENT OF WORK The purpose of this solicitation is to obtain offers from contractors who can provide temporary housing in community-based Contracted Emergency Residential Services (CERS). The contractor shall provide case management services to Veterans with the goal of permanent housing. Length of stay and service typically ranges from 30 to 90 days, not to exceed 180 days, therefore finding permanent housing is the primary goal of veterans in this program. The successful contractor shall furnish transitional housing for the beneficiaries of the Department of Veterans Affairs Medical Center adjacent to the VA Health Care System located on 1101 Veterans Drive, Lexington, KY 40502-2235. The contractor shall provide safe housing, food, and provide support to each homeless Veteran related to “Activities of Daily Living” (ADL’s). Contract is for a Base Year plus Four-Years. A. PURPOSE The Department of Veterans Affairs Medical Center ("VA") requires contractors to provide services as part of its Community Based Health Care for Homeless Veterans (HCHV) program. The goal of the HCHV program is to remove homeless Veterans from the street or other habitations unfit for Veterans and place them in community-based, residential environments with sufficient therapeutic services to meet the needs of each Veteran. The contractor will provide case management to help support the main goal of permanent housing along with secondary goals as clinically indicated. B. BACKGROUND The HCHV program is vital for providing a gateway to VA and community-based supportive services for eligible Veterans who are homeless. This includes ensuring that chronically homeless Veterans or Veterans experiencing homelessness can be placed in community-based programs that provide quality housing and support services. Through the HCHV program, VA provides support services to Veterans and facilitates their ongoing access to a broad range of medical, mental health, and rehabilitative services. The contractor’s facilities shall provide transitional housing. The price for these services must be based on an all-inclusive rate and must be located within .3 miles of a Lextran KY bus stop. The contractor shall furnish services only to VA beneficiaries from whom such care is specifically authorized by the Contracting Officer’s Representative (COR) at the VA Health Care System, Lexington, KY. It is understood that the type of Veterans to be cared for under this contract will normally require direct care and personal services over and above basic room and board. Homeless Veterans frequently suffer ongoing mental illness, substance abuse, and other medical issues. The contractor will be required to provide a low-barrier therapeutic milieu and attendant services targeting the underlying factors contributing to each individual’s homelessness. The facility will not be used for detoxification or other hospital level treatment. The Facility must be ADA compliant for at least six residents, along with meeting all other applicable state and federal regulations applicable to residential programs. C. REQUIREMENTS The contractor shall furnish each Veteran authorized care under this contract with the following basic services: Full room and board- Including adequately sized room with a bed, mattress, pillow, bed linens (Including sheets, pillowcases, and mattress cover) along with-other appropriate furnishings, including a dresser and storage. Bathroom shower and all personal care necessities, including but not limited to towels, wash clothes, toilet paper, toothbrush, soap, toothpaste, lotion, shaving materials, and menstruation supplies. The contractor may choose to provide accommodation where veterans share bedrooms, bathrooms and living spaces. The contractor shall provide all necessary food and drinks each day to provide 3 full meals per day, 7-days per week which meet the FDA’s Dietary Guidelines for Americans 2020-2025, released December 2020. In addition to the daily meals, the contractor shall ensure the ongoing availability of a variety of nutritious snacks between meals and at bedtime for those requiring or desiring additional food, when it is not medically contraindicated. The addition of nutritious snacks to the requirements for room and board is particularly indicated for homeless patients. Many of these Veterans are either undernourished or have developed poor eating habits or both, often due to chronic psychiatric disorder and/or substance abuse behaviors. (The local VA dietitian may consult with the initial inspection team and the team making subsequent assessments and may evaluate not only the printed weekly/monthly menus but also the Veteran’s satisfaction with meals and the actual consumption of food offered. Menus must be submitted monthly, not less than 10 business days before month’s end for the coming month to the COR electronically.) For definition of “nutritionally adequate” and guidance on amounts of each food group per Veteran provided, see http://www.choosemyplate.gov/ Access to a clean refrigerator and microwave. Contractor will develop a receipt of food provided to the Veterans and have it signed upon delivery by one resident, with a basic list of what was provided. This receipt will be presented upon request by the COR/Case Manager. Laundry facilities, including a washer and dryer, for residents to do their own laundry or to have laundry done, which shall include baskets, laundry detergent and dryer sheets/fabric softener. The number of beds required is a minimum of 12 and not to exceed 20. The contractor must have 12 beds available, at all times. The contractor may choose to include 4 beds that are able to be utilized by veterans who are on the sex offender registry, but not exclusive to those veterans. Contractor may utilize a secondary location for those 4 beds if necessary but not required. Contractor is not required to provide 4 beds for veterans on the sex offender registry, but it is preferred. Case management service goals should be clearly documented in an Individual Service Plan (ISP) developed by the contractor with input from the Veteran and the VA HCHV caseworker or designee. For each individual resident based on that resident’s individual needs and interests. The ISP must include a screening of each veteran “Social Determinants of Health”. The Social Determinants of Health screening results, along with the Veteran’s medical needs, shall inform the ISP. The ISP will be developed within 72 hours of admission. The ISP shall include permanent housing goals and objectives to reach the goal. It is the responsibility of the contractor to assist the Veteran in their housing search and to make referrals to the community to obtain housing. A daily individual progress report detailing the health status, unique emergent needs and progress activities for each Veteran shall be maintained (signed and dated by individual’s caregivers on that date). There will be an expectation that proper daily documentation verifying services and case management efforts with the caregiver’s name shall be placed in each Veteran’s secure personal file. The notes are to be written professionally in a format that comports with the Social Determinants of Health and the Veteran’s unique medical considerations. Services, which the contractor shall include: A Comprehensive Individual Service Plan (ISP): Structured group activities and individual instruction must be provided daily and documented in the Veteran’s “Daily Activity Record” of services provided. A “Daily Activity Record” which is developed based on the ISP goals shall be maintained for each participating Veteran and shall be signed by the individual who provided each day’s supports and services. Examples include but are not limited to group therapy, social skills training, emotional skills development, Alcoholics Anonymous, Narcotics Anonymous, Vocational Counseling, Occupational Training and Physical Activities. Every other week a collaborative meeting with VA program staff shall be held to review each Veteran’s work and progress, to include all elements listed in letter “h” above as well as supportive psychosocial services and review of goals from the ISP. The Contractor’s staff shall provide each Veteran with assistance to develop responsible living patterns, to maintain an acceptable level of personal hygiene and grooming, and to achieve a more adaptive level of psychosocial functioning, improved social skills, and improved personal relationships. · The Contractor shall provide support to each Veteran as they adopt an alcohol/drug abuse-free lifestyle provided in an environment conducive to social interaction, group support work and the fullest development of the resident's rehabilitative potential. Each veteran shall be provided daily assistance to develop and to apply knowledge of their unique illness/recovery process in an environment inclusive of supportive recovery models. The Contractor shall provide a program that promotes regular typical community interaction. New residents shall be provided upon admission with an orientation to the facility, its programs, and daily routines. Orientation shall include Showing Veterans where laundry services are located, introduction to facility staff, dissemination of important phone numbers to contact the Program Manager and a phone to be used by Veterans to talk with family and friends. Program requirements and community rules shall also be disseminated and carefully reviewed and explained (e.g., no alcohol/drugs on grounds, no violence, no threats, no stealing, etc.), how a Veteran will receive food during mealtimes and at other times, location of supplies, bedding, towels, transportation, and a discussion of the Veteran’s part in participating in treatment services. Develop clear rules regarding behavior of residents with an avenue to discuss any disputes. Written residential rules are to be developed by the contractor and reviewed and agreed upon by VA contract staff. Ensure all house rules are in writing. Language must be in English and Spanish for explanations during orientation. A Pest management plan shall be developed and submitted which includes the following specifications: A scheduled plan of routine pest management, a monthly treatment schedule, routine prevention measures, and responsibilities of the contractor to address pest control issues immediately when they arise. The Contractor shall designate a staff member(s) to enroll and complete the Homeless Management Information System (HMIS) training. Designated staff person will enter Veteran information as required into HMIS database (Once Veteran signs Release of Information). Contractor must participate in Continuum of Care and be an active member of the Continuum of Care Team. Residents will be made aware of the use of security cameras to include residents signing documentation that explains what rooms security cameras are monitoring/recording with residents signing the document acknowledging their awareness. Sleeping areas are prohibited from having cameras monitoring/recording. In order to enter transitional housing, veterans will sign documentation, agreeing to participate in random drug screens and breathalyzers as needed. If a veteran refuses to participate in a random drug screen or breathalyzer, this may prompt their discharge from transitional housing. If the results of a drug screen or breathalyzer indicate a positive for substance use, this may result in discharge from the transitional housing. D. PERSONNEL The Contractor shall employ adequate personnel to carry out the policies, contract responsibilities, and the program for the facility and shall submit a current staffing plan 10 days before commencement of services and monthly thereafter. The contractor must have appropriate and adequate staff coverage using authorized and unauthorized leave (e.g., holidays, sick leave, family care, etc.). The Ratio of case manager to Veterans is 16:1. Case manager should have at a minimum, a bachelor’s degree in a Human services or closely related field. Case manager standards are organized around key attributes of responsible practice: Advocacy, Accountability, Professionalism, and Facilitation. In addition to the case manager there must be at a minimum, one staff member on duty on the premises or residing at the facility and available for emergencies 24 hours a day, 7 days a week. On call staff and all residential staff shall complete training on crisis management, substance abuse, and mental health issues on a yearly basis. In addition, they must complete and maintain First Aid/CPR certification. Background checks and resumes shall be completed and given to the Contracting Officer or the Contracting Officer’s Representative (COR) before staff provides services to Veteran residents. 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 days after substitutions necessitated by the emergency described above, the contractor shall provide background checks for the substitute key personnel. For substitutions proposed by the contractor after the initial 90 calendar day period, the contractor shall provide background checks and resumes for the substitute personnel, together with any other additional information requested by the Contracting Officer, at least 15 days before the substitution is to occur. The Contracting Officer shall notify the Contractor within 15 calendar days after receipt of all required information whether the VA shall approve the substitute key personnel. The VA reserves the right to refuse or revoke acceptance of key personnel if personal or professional conduct, or lack of required skills or experience, could jeopardize patient care or interfere with the regular and ordinary operation of the facility. Temporary substitutions of key personnel shall be permitted in accordance with the contractor's written contingency plan. The contractor's contingency plan will be utilized if personnel leave the contractor's employment or are unable to continue performance in accordance with the terms and conditions of the contract and must be submitted as part of the Contractor's offer. This plan shall be reviewed and updated quarterly, at minimum. E. PROGRAMING Programing requirement: Contractor’s staff are encouraged but not required to provide 2 hours of programing each week (Monday – Friday), non-holidays. In addition, each resident will be given 30-minutes of individual time a week with staff, or more as clinically indicated. This individual time will encompass training related to life skills development, which could include, but not limited to food prep, resume development, job interviewing, professionalism in the workplace, substance abuse recovery if needed, and personal budgeting based on the individualized service plan of the Veteran. Staff may schedule and accompany or arrange transportation for applicable residents to local 12 step meetings. Staff are encouraged to bring 1-3 Veterans on grocery shopping trips, when needed, to teach Veterans shopping skills and nutrition planning. Staff are to assist Veterans as needed to make nutritious meals, maintain a clean residence, and do laundry; giving only as much assistance as needed to Veterans to complete these tasks. This can be part of their individual time with the Veterans. It is also encouraged that staff have a community meeting once a week to address any issues that the Veterans have, such as other community members, rules, pest management, etc. Normal programing can be suspended during the following National Holidays and appropriate social activities substituted instead: New Year’s Day Martin Luther King Jr’s Birthday President’s Day Memorial Day Juneteenth Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day F. REFERRALS Personnel authorized to refer Veterans for service shall make requests for service via telephone. The VA is responsible for determining eligibility of Veterans prior to referral to the contractor for services. Orders, requests, or changes shall only be made by the Homeless Programs Manager, or authorized party specified by the Chief of Mental Health. Under no circumstances shall there by any deviation of any other party. In addition, contractor shall make no deviation and is responsible for providing direction to its staff. A list of VA authorized ordering personnel shall be made available upon award of the contract. Employees may be added or deleted from the list during the term of the contract. The service provider shall be notified to such changes as they occur in writing. It is understood that the contractor will not be paid for care provided to a referred Veteran beyond the period authorized in the referral, unless an extension of the authorization is provided in writing by the VA Contracting Officer. G. ABSENCES AND CANCELLATIONS The contractor shall notify the authorizing VA of unauthorized absences from the facility. Absences of the patient from the facility in excess of 48 hours will not be reimbursable except those with the prior approval of the VA facility liaison. Should a Veteran referred to a residential treatment facility/HCHV contract housing program, absent himself/herself in an unauthorized manner payment for services for that Veteran to the contract facility would be continued for a maximum period of two days provided there is an active outreach attempt on the part of the contract facility staff to return the Veteran to the residential treatment program and a strong likelihood that the patient will return. Management of program dropout will be an element of quality assurance review of this program. See attached Quality Assurance Surveillance Plan (QASP). VA reserves the right to remove any or all Veterans from the facility at any time without additional cost, when it is determined to be in the best interest of the VA or the Veteran. Length of stay (LOS) under this contract is dependent upon the needs of the Veteran as mutually determined by the Veteran, the residential staff, and VA-HCHV Staff. Maximum LOS will not exceed 180 days per admission with a maximum of one admission per FY without preapproval by VA. The contractor shall notify the authorizing VA facility immediately when a medical emergency occurs that requires hospitalization of a referred Veteran. It is agreed that the Veteran will be admitted to the appropriate VA facility. When such admission is not feasible because of the nature of the emergency, it is agreed that hospitalization in a non-federal hospital may be necessary for protection of life. If hospitalization of a non-emergency nature is required, it is agreed that admission to the appropriate VA facility will be accomplished promptly. The contractor shall notify the authorizing VA facility immediately of any incidents involving Veterans residing in the residential program. The contractor shall notify the VA case manager by telephone during the hours of 8:00am and 4:30pm. For all incidents that occur after normal business hours, the contractor should notify the Administrator on Duty (AOD) at 859-281-4950. The contractor shall provide the HCHV case manager and the COR with a copy of the incident report within 24 hours. The contractor shall maintain a copy of the incident report in the Veteran's case record. Management of incidents and incident reporting, medical and otherwise, will be an element of quality assurance review of this program. See attached QASP. H. CONDUCT The contractor shall make available to the VA documentary information deemed necessary by the VA to conduct utilization review audits for the mandated national evaluation study as required by Section 2 of Public Law 100-6; to verify quality of care for Veterans, to assure confidentiality of Veteran record information and to determine the completeness and accuracy of financial records. The contractor shall conduct treatment and discharge planning reflecting a team assessment of health, social and vocational needs and the involvement of resident and appropriate community resources in resolving problems and setting goals. The contractor shall comply with the principles listed in 38 CFR l 7.707(b) to provide housing and supportive services in a manner that is free from religious discrimination. Contractor personnel shall be expected to treat referred Veterans with dignity and respect and abide by standards of conduct mirroring those prescribed by current federal personnel regulations. The contractor shall comply with the VA Patient's Bill of Rights as set forth in 38 CFR 17.34a (copy available upon request). The VA reserves the right to exclude contractor staff members from providing services to Veterans under this contract based on breaches of conduct, including conduct that jeopardizes patient care or interferes with the regular and ordinary operation of the facility. Breaches of conduct include intoxication or debilitation resulting from drug use, theft, patient abuse, dereliction or negligence in performing directed tasks, or other conduct resulting in formal complaints by Veterans or other staff members to designated government representatives. The contractor and COR shall deal with issues raised concerning contractor personnel conduct. The Contracting Officer shall be the final arbiter on questions of acceptability and in validating complaints. The following acts are not permissible, which provide services under this contract or while on facility premises: Use of intoxicating liquors, narcotics or controlled substances of any kind (excluding doctors' prescriptions which do not impair drive's driving ability) while on duty or reporting for duty while under the influence of liquors, narcotics or controlled substance of any kind (excluding doctors' prescriptions which do not impair driver's driving ability). Gambling in any form. Carrying of knives (blade length in excess of 2.5 inches), pistols, firearms or concealed weapons (including pepper spray and mace). Smoking in residence or while working with residents and other uses of tobacco while on duty. Resorting to physical violence to settle a dispute with a fellow employee, customer(s) or the general public while on duty. Spitting in prohibited places or any other unsanitary, offensive or insensitive practices or behavior. Use of loud, indecent or profane language and/or making threatening or obscene gestures toward customers or other employees. Stopping for personal business, including use or restroom facilities, while vehicle is occupied by a passenger. The driver shall not leave the vehicle with the key in the ignition at any time. Engaging residents in a verbal confrontation in an attempt to settle a disagreement. Should a disagreement arise, the driver is to contact his dispatcher/supervisor via the radio system or cellular telephone. Soliciting or accepting money from residents, companions or others at any time. Withholding food or supplies. TRANSPORTATION The contractor shall assist the Veterans with local transportation to scheduled meetings and appointments, which could include giving each resident a monthly bus pass while participating in the program. The contractor will be expected to help the Veteran access public transportation, including providing information and instructions necessary to enable Veterans to utilize public transportation. If VA staff determine that adequate public transportation is not available or appropriate for a Veteran, the contractor shall arrange for alternative transport by car. J. FACILITY/SAFETY It is the responsibility of the contractor to properly maintain its facilities and the VA shall have no responsibility for paying or reimbursing the contractor for such expenses. The contract facility must: Have a current occupancy permit issued by the local and state governments in the jurisdiction where the facility is located. Be in compliance with existing standards of State safety codes and local, and/or State health and sanitation codes. Be licensed under State or local authority. Where applicable, be accredited· by the State. Be equipped with operational air conditioning /heating systems. Will assist Veterans in maintaining cleanliness of space on a regular basis, at least once a week or as indicated. Area must be kept free of dirt, grime, mold, or other hazardous substances and damage that noticeably detract from the overall appearance. Supply each household dish soap, dishcloths or sponges, dish towels, window cleaner, general household cleaner, toilet cleaner, toilet brush, plunger, tub cleaner, and any other item to maintain cleanliness of the household. Be equipped with first aid equipment and an evacuation plan in case of emergency. Have emergency contact phone numbers posted in plain sight in each facility. Have windows and doors that can be opened and closed in accordance with manufacturer’s standards. Provide basic furnishings like beds for each resident, dresser, lighting, living room seating for at least all residents in the residence, drying rack, silverware, cups, refrigerator, stove, television, cooking utensils, dining room table with chairs. Each Veteran must be supplied with a locked safe/cabinet that cannot be easily removed from the area for the Veteran’s prescription drugs The contractor facility must meet fire safety requirements, as follows: The building must meet the requirements of the applicable residential occupancy chapters of the current version of NFPA 101, National Fire Protection Association's Life Safety Code. Any equivalences or variances must be approved by the appropriate Veterans Health Administration Veterans Integrated Service Network (VISN) Director. All residents in the facility must be mentally and physically capable of leaving the building unaided, in the event of an emergency. Fire exit drills must be held at least quarterly. Residents must be instructed in evacuation procedures when the primary and/or secondary exits are blocked. A written fire plan for evacuation in the event of fire shall be developed and reviewed annually. The plan shall outline the duties, responsibilities and actions to be taken by the staff and residents in the event of a fire emergency. This plan shall be implemented during fire exit drills. Plans for facility(ies) response to tornados and power outages will be written and reviewed with staff upon hire and annually. A written policy regarding tobacco smoking in the facility shall be established and enforced. Portable fire extinguishers shall be installed at the facility. Use NFPA 10, Portable Fire Extinguishers, as guidance in selection and location requirements of extinguishers. Requirements for fire protection equipment and systems shall be in accordance with NFPA 101. All fire protection systems and equipment, such as the fire alarm system, smoke detectors, and portable extinguishers, shall be inspected, tested and maintained in accordance with the applicable NFPA fire codes and the results documented. The annual inspection by a VA team shall include a fire and safety inspection conducted at the facility. All Department of Veterans Affairs reports of inspection of residential facilities furnishing treatment and rehabilitation services to eligible Veterans shall, to the extent possible, be made available to all government agencies charged with the responsibility of licensing or otherwise regulating or inspecting such institutions. K. POLICY The facility agrees and warrants that it does not maintain or provide dual or segregated patient facilities, which are segregated on the basis of race, creed, color or national origin. The facility may neither require such segregated use by written or oral policies nor tolerate such use by local customs. The term "facilities" shall include but are not limited to rooms, wards, sections, eating areas, drinking fountains, entrances, etc. The facility agrees to accept referral of and to provide all services specified in this contract for any person determined eligible by the VA Medical Center Director or his designee, regardless of race, color, religion, sex or national origin of persons for whom such services are ordered. In addition, the facility warrants that subcontracting will not be resorted to as a means of circumventing this provision. It is agreed that the VA will readily have access to all records concerning the Veteran's care in the facility. It is agreed that duly authorized representatives of the VA will provide follow-up supervision visits to Veterans placed to ensure the continuity of care and to assist in the Veteran's transition back into the community. It is understood that these visits do not substitute nor relieve the facility in any way of the responsibility for the daily care and treatment of the Veteran. Upon discharge or death of the Veteran, records on all VA beneficiaries will be retained by the facility for a period of at least three years. The facility will not accept food stamps or welfare from Veterans. The facility warrants that all applicable fire laws are being complied with and there are no recommendations of fire officials, which have not been resolved. The contractor shall comply with the VA Patient's Bill of Rights as set forth in the Code of Federal regulations, Section 17.33a, Title 38 (copy is available upon request). The VA case manager/treatment teams, in collaboration with the existing community homeless care task force workers, shall identify and refer all potential residents to the contractor. All Veterans will be homeless. Before referring any Veteran, the VA shall have provided the contracted agency with a signed Release of Information (ROI) from the Veteran as well as that Veteran's clinical assessment, physical and laboratory studies, by VA staff. L. INSPECTION AND ACCEPTANCE It is agreed that the Veterans Affairs will have right to inspection of the residential treatment center and all appurtenances by an authorized representative(s) designated by the Veterans Affairs. Prior to the award of a contract and annually during the contract term, a multidisciplinary Veterans Affairs team consisting of a social worker, dietitian, registered nurse, and an engineering service safety officer and any other subject matter experts determined necessary by the medical center or HCHV Coordinator shall conduct a survey of the contractors’ facilities to be used to provide food, shelter, and therapeutic services to assure the facility provides quality care in a safe environment. Inspections may also be carried out at such times as deemed necessary by the VA. See attached inspection checklist. The contractor will be advised of the findings of the inspection team. If deficiencies are noted during any inspection, the facility will be given a reasonable time to take corrective action to notify the Contracting Officer that the corrections have been made. A written plan of action to correct deficiencies will be sent from the contractor to the contracting officer and COR within five days. A contract will not be awarded until noted deficiencies have been eliminated. Failure by the Contractor to take corrective action within one (1) weeks’ time will be reported to the VA Contracting Officer. If corrections are not made to the satisfaction of the VA, the Contracting Officer will consult with the appropriate officials so that suitable arrangements can be made to discontinue plans to award a contract, or to discharge or transfer patients and to terminate the existing contract, as appropriate. The inspection team will focus on an assessment of the quality of life within the residential treatment facilities, giving particular attention to the following factors: General observation of residents indicates that they maint...