Inactive

Page 6 of 10 STATEMENT OF WORK VACCHCS EMERGENCY CONTRACT BEDS FY20 TERM AND LIMITATIONS OF THE CONTRACT: This contract is effective for one (1) year from date of award with the option to renew for fo... Page 6 of 10 STATEMENT OF WORK VACCHCS EMERGENCY CONTRACT BEDS FY20 TERM AND LIMITATIONS OF THE CONTRACT: This contract is effective for one (1) year from date of award with the option to renew for four (4) one (1) year periods. Award of option years is at the sole discretion of the Government. However, renewal is subject to the availability of VA funds. Therefore, no services shall be performed in any option year until authorized in writing by the CO, and a funded purchase order is issued. This contract has several modules and businesses can submit offers on one or more of the modules. A module includes the specific requirement for each geographical location listed in the requirements. Multiple contracts may result from this procurement. PURPOSE. The Department Of Veteran Affairs Central Califormia Health Care System (VACCHCS) 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 habitation unfit for Veterans and place them in community-based, residential environments with sufficient therapeutic services to meet their needs and ultimately facilitate the improvement of their housing situation. BACKGROUND. Through the HCHV program, VA provides case management services to Veterans and facilitates their access to a broad range of medical, mental health, and rehabilitative services. The purpose of this solicitation is to obtain offers from Contractors in Fresno, Tulare, Merced and Madera Counties who can provide housing, care, treatment and rehabilitative services to Homeless Veterans suffering from serious mental illness in community-based residential/treatment facilities offering a safe and secure environment that supports their goals for recovery. The Contractor will be required to provide ADA Accessible therapeutic and rehabilitative milieu and attendant services targeting the underlying factors contributing to homelessness. The contractor will not be required to provide detoxification or other hospital level treatment. SERVICES TO BE PROVIDED OUTREACH: Contractor will be responsible to engage in outreach in the community both independently and in collaboration with VACCHCS Homeless Programs Designee(s). It is expected that Contractors beds will be maintained at a minimum of a 70% ADA occupancy rate but a preferred rate of 99%. If this rate is not consistently attained a corrective action plan will be developed as part of the QASP and/or a process improvement plan. BASIC SERVICES. The contractor shall furnish each referred Veteran for care under this contract with the following basic services: a. ROOM AND BOARD: Provide 6 ADA Accessible Beds that are accessible to the Veteran(s) 7 days a week and 24 hours per day. Accomodations will include a bed and other furnishings such as a dresser, storage, and personal linens (towels and bed sheets). At least three nutritious meals per day, 7 days a week will be provided for the Veteran. In addition, there will be availability of nutritious snacks of nourishing quality (e.g. fruits), between meals and bedtime for those requiring, or desiring additional food, when it is not medically contradicated. There will not be greater than a 14 hour span between the evening meal and breakfast the following day. Food shall be prepared, served and stored under sanitary conditions. The facility shall provide storage space in an onsite refrigerator for Veterans to store personal food. The facility shall establish and maintain sanitary procedures for washing dishes, cleaning equipment and work areas, and disposing of waste. b. LAUNDRY FACILITIES: Laundry facilities for residents to do their own laundry or to have laundry done. c. THERAPEUTIC AND REHABILITATIVE SERVICES: Therapeutic and Rehabilitative Services determined to be needed by each individual Veteran referred for services as stated in the plan developed by the VACCHCS , with input from the Veteran and the VA Homeless Program Coordinator (or Designee). Services which the contractor must be able to furnish shall be detailed in the QASP and will include: Group Activities: Structured group activities as appropriate two times per month examples include group therapy, life skills training, social skills training, Alcoholics Anonymous, Narcotics Anonymous, vocational counseling and physical activities as appropriate. VA Coordination: Collaboration with the VA program staff as needed, which will provide supportive psychosocial services. Case Management: A written plan of care will be developed within 72 hours. This will include individual case management and/or professional counseling four times per month, including counseling on self care skills, adaptive coping skills, financial planning, permanent housing search, written care plan, referral for financial benefits and, as appropriate, vocational rehabilitation counseling, in collaboration with VA program and community resources. In addition, special attention will be taken to address High Risk Safety issue (HRS). HRS Plans will be completed in collaboration with VA Staff on any High Risk Veteran who has been identified through the eligibility process. Case Manager will review the HRS Plan weekly with VA Staff. All Veterans will be referred to the VACCHCS for Primary Care and Mental Health appointments and contractors will support Veterans in making initial and subsequent appointments. Efforts will be documented in Care Plan. Permanent Housing Search: Assistance to develop housing resources two times per month either in groups or through one on one case management. Examples include, education about how to obtain free credit reports, completing tenant portfolio documents, reviewing affordable housing lists, etc. Financial Planning: Referral to all eligible financial resources (e.g. SSI, NSC pension, GA, etc.). Structured activities to support Veteran one time per month in developing a short and long term plan to understand their current financial situation and how to make improvements. These efforts may be accomplished in group or through individuals case management settings. Recovery: Support for an alcohol/drug abuse-free lifestyle provided in an environment conducive to social interaction and the fullest development of the resident s rehabilitative potential. Assistance to gain and to apply knowledge of the illness/recovery process in an environment supportive of recovery models. Discharge Planning: Securing permanent housing will be the discharge goal for every Veteran. Compliance with all VACCHCS regulations regarding discharges and timeliness of reporting discharges is required by the Contractor. Case managers will provide assistance with discharge planning for every Veteran and report all discharges within 24 hours. Paperwork required for discharging a Veteran from any HCHV program is required within 72 hours. Housing needs will be assessed immediately upon acceptance to the program (within 72 hours) and resources will be coordinated for discharge to a successful community placement throughout the duration of the Veteran s stay. Please see QASP for additional details. Extensions- All extensions beyond 120 days must be approved in writing by HCHV coordinator or Designee. Medication Management: Medications and narcotics shall be properly stored and locked, controlled, issued and recorded in compliance with physician s orders. Timeliness of Response- Contractor is expected to have a dedicated phone line for VA inquiries. Return calls from the program are expected within 24 hours during business hours Monday through Friday. This includes calls from VACCHCS proper or the Liaison to the program. Falls Assault (to Veteran or Staff) Elderly/Dependent Adult Abuse or Neglect Sexual Assault Fire (Veteran Involved) Medical Emergency (911 Calls) Hospitalization Suicide or Suicide Attempt Homicide Death Infectious Control (Bed Bugs, TB, etc.) Active Substance Abuse Observation/ Possession of Weapons Critical Incident Reporting- All critical incidents will be reported within 24 hours. This includes the following: The Contractor shall provide treatment and discharge planning reflecting a team assessment of health, social and vocational needs with the involvement of the Veteran, the VACCHCS staff and appropriate community resources in resolving problems and setting goals. An individual case record will be created for each referred Veteran. Case records shall be maintained and secured in confidence as required by the Confidentiality of Alcohol and Drug Abuse Patient Records (42 CFR part 2) and the Confidentiality of Certain Medical Records (38 USC 7332). Case records and data normally maintained and included in a medical record as a function of compliance with State or community licensing standards will be made available on a need to know basis to appropriate Department of Veterans Affairs staff members involved with the treatment program of the Veteran concerned. The contractor shall comply with applicable requirements of the Confidentiality of Alcohol and Drug Abuse Patient Records (42 CFR Part II) and the Confidentiality of Certain Medical Records (38 USC 7332). The files shall include: Reasons for referral. All essential identifying data relevant to the resident and his/her family including a socio-cultural assessment, weekly progress reports or notes, and documentation of any case management interventions or patient care conferences. Copies of any medical prescriptions issued by physicians, including orders, if any, for medications to be taken. Case management notes including plan of care with attendant goals and documented activity indicating that the Veteran and Case Manager are actively working on identified goals. Final summaries on each resident who leaves the program, will include reasons for leaving, the Veterans future plans, and follow-up locator information. Extension approval if applicable. The contractor shall comply with the principles listed in 38 CFR 17.707(b) to provide housing and supportive services in a manner that is free from religious discrimination. SUPPLEMENTAL SERVICES: All services shall be provided at no additional charge to the stated daily fixed fee, except for those services specifically stated below to be Supplemental Services. Special Population Contracts (e.g. Sex Offenders, Family, SMI, Medical Respite programs, etc.) will maintain a minimum staffing requirement ratio of 1 dedicated case manager per 15 Veterans. Sex Offender programs will have increased focus on discharge to stable or permenant housing as evidenced in the plan of care and QASP. ADA accessibility as nesseatated by the Veterans identified disability. This special population requires wheel chair accessibility, including but not limited to oversize doors, ramps, accessible ADA complaint restroom. ADDITIONAL CONTRACT REQUIREMENTS The C&A requirements do not apply, and a Security Accreditation Package is not required. PERSONNEL The contractor will employ sufficient personnel to carry out the policies, responsibilities, and the program for the facility. There must be, at a minimum, one administrative staff member, or designee of equivalent professional capability, on the premises or residing at the facility and available for emergencies 24 hours a day, 7 days a week. The Contractor shall assign to this contract personnel that by education and training (and, when required, certification or licensure) are qualified to provide the Basic Services and Supplemental Services required by this SOW. The Contractor must identify each person functioning as Key Personnel under this contract, and provide to the VA a description of the services to be provided by such person, together with a resume summarizing that person s relevant skills and experience. During the first ninety (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 situations described above, the Contractor shall provide resumes for the substitute key personnel. For substitutions proposed by the Contractor after the initial 90 calendar day period, the Contractor shall provide 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 fifteen (15) calendar days after receipt of all required information if the VA refuses to accept 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, jeopardizes patient care or interferes with the regular and ordinary operation of the facility. Temporary substitutions of key personnel shall be permitted in accordance with the Contractor s contingency plan. The Contractor s contingency plan to be utilized if personnel leave Contractor s employment or are unable to continue performance in accordance with the terms and conditions of the resulting contract must be submitted as part of the Contractor s offer. REFERRALS The VA is responsible for determining eligibility of Veterans prior to referral to the Contractor for services. After receipt of a Release of Information (ROI) a written pre-approval from VA Staff is required (hard copy, fax or e-mail are acceptable) and shall be provided to the Contractor for each Veteran referred for services under the contract. If there is an urgent need to admit a Veteran and VA Staff is not available to provide a written approval in a timely manner a verbal approval is acceptable. Any admissions that occur without written/verbal approval must be verified by VA Staff within 24 business hours in order for the Contractor to receive payment for time spent prior to approval (e.g.- admission after hours or during the weekend). Written documentation of eligibility verification, signed by an authorized VA Staff, shall be obtained by the Contractor as soon as possible for each Veteran referred for services under the contract for inclusion in the Veterans program file. A list of authorized VA Staff for the contract shall be provided to the Contractor upon award of the contract. VA Staff may be added or deleted from the list during the term of the contract at the discretion of VA Contracting Officer. The Contractor shall be provided an updated list of authorized VA Staff whenever such changes are made. 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. The initial referral period for a Veteran may be up to 120 days, depending upon the needs of the Veteran as mutually determined by the Veteran, the Contractor s staff, and VA Homeless Program Coordinator or Designee. An extension of the referral period, no longer than 6 months (190 days), may be authorized by the VA Homeless Program Coordinator or Designee, provided that there is clear clinical indication and availability of funds. Service periods in excess of 6 months (190 days) for individual Veterans must be authorized by the Medical Center Director or Designee. The initial Referral period of Special population Veterans may be up to 190 days, depending upon the needs of the Veteran as mutuall determined by the Veteran, the Contractor s staff, and the VA hoeless Profram Coordinator or Designee. An extension of the referral period, no longer that 8 monthes (250 days). May be authorized by the VA Homeless Program Coordinator or Designee, provided that there is a clear clinical indication and availability of funds. Service periods in excess of 8 monthes (250 days) for individual Veterans must be authorized by the Mefical Venter Director or Designee. It is understood that the type of Veterans to be cared for under this contract will require care and treatment services over and above the level of room and board. To be eligible for placement in emergency contract beds, all Veterans must be homeless or at imminent risk of becoming homeless and be eligible and registered for VA services. Contractors are encouraged to provide housing and or services to special Veteran populations, such as but not limited to the following: medically compromised Veterans, Veterans with young children, Veterans with sex offender status, seriously mentally ill Veterans, Veterans who have abused drugs or alcohol for many years, and/or Veterans who have been involved with the legal system. ABSENCES AND CANCELLATION The contractor shall notify the VA of unauthorized absences by a referred Veteran from the facility. Should a Veteran absent himself/herself from the Contractor s facility in an unauthorized manner, payment for services for that Veteran shall be continued for a maximum period of 48 hours, provided there is an active outreach attempt on the part of the Contractor s staff to return the Veteran to the facility and there is a reasonable belief that the Veteran will return. Management of program dropout will be an element of quality assurance review of this program. Absences of the Veteran from the facility in excess of 48 hours will not be reimbursable. 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. This includes discharge from facility for ongoing bed bug infestation. 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 facility is acceptable. If hospitalization of a non-emergent nature is required it is agreed that admission to the appropriate VA facility will be accomplished promptly. The contractor will make arrangements for admission and support the Veteran with any transportation issues that may arise. 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). 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. Please see above in Basic Services for details regarding what constitutes Critical Incident Reporting. CONTRACTOR STAFF CONDUCT/COMPLAINTS HANDLING 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 Contracting Officer s Representative 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. 4. TRANSPORTATION The Contractor shall assist the Veterans with local transportation to scheduled meetings and appointments. The Contractor will be expected to help with ADA accessible transportation services to the Veteran, including but not limited to, procurement of ADA medical transportation, access to public transportation, including providing information and instructions necessary to enable Veterans to utilize public transportation. Contractractor shall also provide montly bus passes for public transportation to all placed Veterans. If VA staff determines that adequate public transportation is not available or appropriate for a Veteran, the Contractor shall arrange for alternative transport by car or taxi. 5. FACILITY A. 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. Where applicable, be licensed under State or local authority. Where applicable, be accredited by the State. Be equipped with operational air conditioning /heating systems Be kept clean free of dirt, grime, mold, or other hazardous substances and damaged noticeably detract from the overall appearance. Be equipped with first aid equipment and an evacuation plan in case of emergency. Have windows and doors that can be opened and closed in accordance with manufacturer standards. Have an aggressive on-going plan to address bed bug infestation. This policy must be a part of your written response to this solicitation. On-going bed bug infestation will be grounds for immediate discharge of Veterans from the facility B. 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 equivalencies or variances must be approved by VACCHCS 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. 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 extingushers. 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 required by paragraph 7 shall include a fire and safety inspection conducted at the facility unless a review of past Department of Veterans Affairs inspections or inspections made by the local authorities indicates that a fire and safety inspection would not be necessary, in which case the fire and safety inspection may be waived by the VA. 6. INSPECTION OF FACILITY AND PROGRAM Prior to the award of a contract and annually during the contract term, a multidisciplinary VA team consisting of a social worker, dietitian, a representative of the VA Police, and a Facilities Management Safety Officer, and/or other subject matter experts as determined necessary by the medical center director or HCHV Coordinator shall conduct a survey of the Contractor s facilities to be used to provide Veterans food, shelter, and therapeutic services to assure the facility provides quality care in a safe environment. Inspections may also be carried out at such other times as deemed necessary by the Department of Veterans Affairs. The contractor will be advised of the findings of the inspection team. If deficiencies are noted during any inspection, the contractor will be given a reasonable time (90 days) to take corrective action and to notify the Contracting Officer that the corrections have been made. A contract will not be awarded until noted deficiencies have been eliminated. Failure by the Contractor to take corrective action within a reasonable time (90 days) 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 of the Contractor facilities will include inspection for conformity to the current Life Safety Code as described in paragraph 5, and will also include the following: General observation of residents to determine if they maintain an acceptable level of personal hygiene and grooming. Assessment of whether the facility meets applicable fire, safety and sanitation standards. Determining whether the facility is in attractive surroundings conducive to social interaction and the fullest development of the resident's rehabilitative potential. Observation of facility operations to see if appropriate organized activity programs are available during waking hours (including evenings) and degree to which a high level of activity is observed in the facility, such as individual professional counseling, physical activities, assistance with health and personal hygiene. Seeking evidence of facility-community interaction, demonstrated by the nature of scheduled activities or by information about resident flow out of the facility, e.g., community activities, volunteers, local consumer services, etc. Observation of staff behavior and interaction with residents to determine if they convey an attitude of genuine concern and caring. Inspecting the types of meals and other nutrition provided to residents to see if appetizing, nutritionally adequate meals are provided in a setting, which encourages social interaction and if nutritious snacks between meals and bedtime are available for those requiring or desiring additional food, when it is not medically contraindicated. Making a spot check of Veterans records to ensure accuracy with respect to Veterans length of stay and services provided to the Veterans. 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. 7. BILLING Unless specifically excluded in this contract, the per diem rate established will include the services listed in this document and will also include all services or supplies normally provided other residents by the facility without extra charge. Payments made by the VA under this contract shall constitute the TOTAL cost of care and housing of the homeless Veterans. If a beneficiary is admitted to or discharged from the program on the same calendar day, payment will not be authorized. Absences of the patient from the facility will not be reimbursed. The Contractor will submit billing to Austin Payment Center by the 7th of every month. The contractor shall be expected to utilize nightly sign in logs for the purpose of verifying a Veteran s attendance in the program on a daily basis. These logs are to be submitted to the VA Liaison monthly, along with invoices, to ensure accuracy of billing. All excused and unexcused absences will be clearly documented on the monthly attendance log including reason for any excused absence (e.g. medical needs). Payment will not be received for absences over 24 hours however, Veteran does not have to be formally discharged. No payment will be made without the daily sign-in logs to be verified by VA Staff. 8. QUARTERLY REPORTING The contractor shall provide the COR with a written report of program activities on a Quarterly basis in accordance with the QASP. The report should contain, at minimum, the following information: Total Number of Veterans Served Data from QASP compliance tool Program Completion Rates Outcomes (e.g. # or % of veterans discharged to more stable housing, increased income/benefits, occupancy,etc.) Other pertinent information, such as: quality improvement projects, changes in staffing or business practices, systems or resource concerns, etc. These reports shall be maintained by the COR in the contract administrative file, and reports shall be submitted as a part of the annual inspection package. 9. CONTRACT CHANGES/TECHNICAL DIRECTIONS The Contracting Officer is the only person authorized to approve changes or modify any of the requirements of this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitments or issue changes that shall affect price, quantity or quality of performance of this contract. IN THE EVENT THE CONTRACTOR AFFECTS ANY SUCH CHANGE AT THE DIRECTION OF ANY PERSON OTHER THAN THE CONTRACTING OFFICER WITHOUT AUTHORITY, NO ADJUSTMENT SHALL BE MADE IN THE CONTRACT PRICE TO COVER AN INCREASE IN COSTS INCURRED AS A RESULT THEREOF. The COR will be responsible for the overall technical administration of this contract as outlined in the COR Delegation of Authority, including monitoring of the Contractor s performance