G004--Intent to Sole Source - HCHV Emergency Housing Lebanon - 5 Ordering Periods: 04/01/2025 - 03/31/2030 This is not a Request for Quote

Active

Contract Opportunity

Performance Work Statement (PWS)
Contracted Emergency Residential Services (CERS)
for Homeless Veterans
Lebanon Veterans Affairs Medical Center
1.0 Description:
The Department of Veteran Affairs Medical Center, located at 1700 South Lincoln Ave, Lebanon, PA 17042, (Lebanon VAMC) requires a contractor to provide services as part of its Community Based Health Care for Homeless Veterans (HCHV) program, in accordance with VHA Handbook 1162.09. 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 the needs of those Veterans. Lebanon VAMC is seeking to award a five-year Indefinite Delivery / Indefinite Quantity (IDIQ) contract.

Contracted Residential Services (CRS) programs target and prioritize homeless Veterans transitioning from literal street homelessness, Veterans being discharged from institutions, including those in need of medical respite, and Veterans who recently became homeless and require safe and stable living arrangements while they seek permanent housing. CRS Programs, either directly or through linkage with community and other VA services, provide low demand time-limited services such as supporting mental health stabilization, Substance Use Disorder (SUD) treatment services, enhancement of independent living skills, vocational training, and employment services. Emphasis is placed on referral and placement in permanent housing or longer-term residential programs utilizing VA and/or community resources. Lengths of stay in CRS typically range from 30 to 90 days with the option to extend based on clinical need.

2.0 Contract Definitions:

2.1 Americans with Disabilities Act (ADA): Prohibits discrimination against people with disabilities in several areas, including employment, transportation, public accommodations, communications and access to state and local government program and services.

2.2 Chronic Homeless: In order to meet the chronically homeless definition, the individual must meet the homeless definition in addition to continuously experiencing homelessness for at least twelve (12) months or on at least four (4) separate occasions in the last three (3) years, where the combined occasions total a length of time of at least 12 months. Each period separating the occasions must include at least 7 nights of living in a situation other than a place not meant for human habitation, in an emergency shelter, or in a safe haven. (see https://www.govinfo.gov/content/pkg/FR-2015-12-04/pdf/2015-30473.pdf for additional information)

2.3 Continuum of Care (CoC): Program designed to promote community wide commitment to the goal of ending homelessness, provide funding for efforts by nonprofit providers, and State and local governments to quickly rehouse homeless individuals and families while minimizing the trauma and dislocation caused to homeless individuals, families, and communities by homelessness. CoC also promotes access to and effective utilization of mainstream programs in order to optimize self-sufficiency among homeless individuals and families experiencing homelessness.

2.4 Contracted Residential Services (CRS) program: CRS programs target and prioritize homeless Veterans transitioning from literal street homelessness, Veterans being discharged from institutions, including those in need of medical respite, and Veterans who recently became homeless and require safe and stable living arrangements while they seek permanent housing. CRS Programs, either directly or through linkage with community and other VA services, provide low-demand time-limited services, such as supporting mental health stabilization, Substance Use Disorder (SUD) treatment services, enhancement of independent living skills, vocational training and employments services. Emphases is placed on referral and placement in permanent housing or longer-term residential programs utilizing VA and/or community resources. Length of stay in CRS typically range from 30 to 90 days with the option to extend based on clinical need.

2.5 Contracted Residential Services is a community-based early recovery model of supportive housing that serves hard to reach, hard to engage homeless individuals with severe mental illness and substance use disorders. Many have not been able to comply with traditional program requirements resulting in high use of emergency room and acute care services and more Veterans living on the streets or in shelters. Contracted Residential Services places no treatment participation demands on residents but expects a transition from unsafe and unstable street life to permanent and stable housing and to re-engage with physical, mental health and/or substance use/abuse treatment services.

2.6 Contracting Officer Representative (COR): For purposes of this contract, the VA Liaison is also the COR.

2.7 Harm Reduction Approach/Model: A range of public health policies and practices designed to lessen the negative social and/or physical consequences associated with drug use. Harm reduction incorporates a spectrum of strategies that include safer use, managed use, abstinence, meeting people who use drugs where they re at and addressing conditions of use along with the use itself.

2.8 High Suicide Risk (HSR): A categorization that a Veteran that has a higher risk of suicide will be designated for particular care and follow up by staff. A HSR Safety Plan will be offered and charted by staff for Veterans identified as benefiting from a plan.

2.9 Homeless: A literally homeless individual who lacks a fixed, regular, and adequate nighttime residence, meaning:
(i) Has a primary nighttime residence that is a public or private place not meant for human habitation
(ii) is living in a publicly or privately operated safe haven or emergency shelter, or
(iii) in an institutional care facility if the individual has been living in the facility for fewer than 90 days and had been living in a place not meant for human habitation, a safe haven, or in an emergency shelter before entering the institutional care facility. (For Homeless HUD s Homeless Definition criteria, see https://files.hudexchange.info/resources/documents/HomelessDefinition_RecordkeepingRequirementsandCriteria.pdf)

2.10 Homeless Management Information System (HMIS): A local information technology system used to collect client-level data and data on the provision of housing and services to homeless individuals and families and persons at risk of homelessness. Each Continuum of Care (CoC) is responsible for selecting an HMIS software solution that complies with HUD s data collection, management and reporting standards.

2.11 Housing and Urban Development (HUD): Department of Housing and Urban Development is the federal agency responsible for national policy and programs that address America s housing needs, that improve and develop the Nation s communities and enforce fair housing laws.

2.12 Treatment Plan: A plan that is a mutually agreed upon by staff and Veteran of goals that they will be working towards while in the CRS program.

2.13 National Fire Protection Association (NFPA): The leading information and knowledge resource on fire, electrical and related hazards.

2.14 Quality Assurance Surveillance Plan (QASP): An organized written document used for quality assurance surveillance. The document contains specific methods for performing surveillance of the Contractor s continuous performance.
3.0 Program Requirements:
The contractor shall provide services to Veterans for whom such care is specifically authorized by the VA. The contractor shall provide residential placement and supportive services not to exceed 10 veterans per day under the Health Care for Homeless Veterans (HCHV) program, for a five (5) year performance period, in accordance with all terms and conditions, provisions and requirements listed herein for the all-inclusive rate. This rate is inclusive of all services as may be necessary in the treatment of the Veteran to include transportation to healthcare appointments and meetings. 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 normally provided other residents by the facility without extra charge. The contractor facility will not be used for detoxification or other hospital level treatment. The contractor facility shall be located within the catchment area of a 10-mile radius from the Lebanon Veterans Affairs Medical Center, 1700 South Lincoln Ave, Lebanon PA, 17042.
3.1 The period of performance will be on or about April 1, 2025, through March 31, 2026. A task order will be provided annually for services dependent upon financial availability.
3.2 The contractor shall furnish services to Veterans for whom such care is specifically authorized by the VA. It is understood that the type of residents to be cared for under this contract will normally require care and services over and above the level of room and board. Many of these Veterans who are homeless or who are at risk for homelessness have co-morbid conditions that include mental illnesses, substance abuse disorders, and/or medical conditions. This contract is designed to serve homeless Veterans in need of immediate placement and/or emergency housing in a safe environment.
3.3 The contractor shall furnish each Veteran authorized care under this contract with the following basic services:
Room and Board, including menus listing three (3) nutritionally adequate meals a day, seven (7) days a week and the availability of nutritious snacks between meals and at bedtime for those requiring or desiring additional food, when it is not medically contraindicated. Supplemental menus shall be provided for those with dietary restrictions.
Laundry facilities for Veterans to do their own laundry or to have laundry done.
Therapeutic and Rehabilitative Services determined to be needed by the individual Veteran in a plan developed by the Lebanon VAMC-HCHV case manager and contractor with input from the Veteran. Services, which the contractor must be able to furnish, include:
Structured group activities, including physical activities as appropriate.
Instruction in and assistance with health and personal hygiene
Provision of locked drawers for storage of medication.
Supportive social services, in collaboration with the Lebanon VAMC-HCHV case managers, or other contract resources.
Individual professional counseling, by a properly qualified individual who possesses a degree, license, or certification, including counseling on self-care skills and adaptive coping skills.
Assistance in learning and development of responsible living patterns to achieve a more adaptive level of psychosocial functioning, upgraded social skills, and improved personal relationships.
Support for an alcohol/drug abuse free lifestyle by maintaining a drug and alcohol-free environment.
Assistance in learning, testing and internalizing knowledge of the illness/recovery process for homelessness. Assistance to gain and to apply knowledge of the illness/recovery process in an environment supportive of recovery models.
Assistance with provision of transportation to health care at the Lebanon VAMC and other medical appointments.
3.4 The contract facility must have a current occupancy permit or license required by the authority having jurisdiction.
3.5 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 to other residents by the facility without extra charge. Payment is authorized starting from the first day of admission and does not include the day of discharge. The Contractor will submit billing electronically through the Tungsten Network by the 10th business day of every month. The sign-in logs must be submitted monthly with the invoice. Failure to make timely invoice submissions will be cause for a request for a corrective action.
3.6 The contractor shall employ sufficient personnel to carry out the policies, responsibilities, and the program for the facility. The CRS must have an administrative staff member or designee of equivalent professional capability on duty on the premises or residing at the house and available for emergencies 24 hours a day, seven (7) days a week. Multiple residential buildings will require additional on-site personnel to ensure each building has 24 hours a day supervision. In those instances where a supervised residential setting is linked to a geographically distinct rehabilitation and/or socialization day program, sufficient professional counseling personnel must be identified to provide the necessary therapeutic activities and to ensure a meaningful integration of these efforts with those provided in the residential setting. Any professional counseling provided by the contractor shall be performed by a properly qualified individual who has a degree, license, or certification in this skill.

3.7 All critical incidents will be reported to the VA liaison or Designee within 24 hours. This includes the following:
Falls
Assault (to Veteran or Staff)
Elderly/Dependent Adult Abuse or Neglect
Sexual Assault
Fire (Veteran Involved)
Medical/Psychiatric Emergency (911 Calls)
Hospitalization
Suicide or Suicide Attempt
Homicide
Death
Drug/Police Raid
Medication Problem
Infectious Control (bed bugs, TB, etc.)
Active Substance Abuse
Observation/ Possession of Weapons

The Contractor shall notify the authorizing VA facility within 24 hours or next business day 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 arrange for admission and support the Veteran with any transportation issues that may arise.

The Contractor shall notify the authorizing VA facility immediately (within 2 hours) of any incidents involving a referred Veteran. The Contractor shall notify the VA Liaison by telephone during business hours. For all incidents that occur during non-business hours, the Contractor must notify the VA Liaison the following business day. The Contractor shall provide the VA Liaison with a copy of the incident report within 24 business hours. The Contractor shall maintain a copy of the incident report in the Veteran s case record.
3.8 The contractor shall make available to the Lebanon VAMC-HCHV staff, documentary information deemed necessary by the Lebanon VAMC to conduct utilization review audits for the mandated national evaluation study as required by the Section 2 of Public Law 100-6; to verify quality of resident care for Veterans, to assure confidentiality of resident record information and to determine the completeness and accuracy of financial records.
3.9 The contractor shall conduct treatment and discharge planning reflecting a team assessment of health, social, vocational needs, involvement of the Veteran, Lebanon VAMC-HCHV staff, and appropriate community resources in resolving problems and setting goals. The contractor shall report to the VA designee within 3 business days of discharge.
3.10 Absences shall be managed using the following guidance:
Scheduled/Approved Absences: If the Veteran is on scheduled/approved and/or deemed in-line with treatment goals, the contractor can only bill for the first 72 hours of the absence.
Unscheduled/Not Approved: If the Veteran is on unscheduled/not and/or deemed in-line with treatment goals, the Veteran must be discharged after 24 hours and is considered AWOL (absent without leave). The contractor can bill for the 24-hour period that they held the bed in good faith anticipating the Veteran s return. Notification must be made to Lebanon VAMC within one business day.

3.11 The facility agrees and warrants that it does not maintain nor provide dual or segregated patient facilities, which are segregated based on 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 custom. The term "facilities" shall include but not limited to rooms, wards, sections, eating areas, drinking fountains, entrances, etc.
3.12 The facility agrees to accept referral of and to provide all services specified in this contract for any Veteran regardless of race, color, religion, sex, or national origin determined eligible by the Lebanon VAMC-HCHV designee for whom such services are required. In addition, the Lebanon VAMC warrants that subcontracting will not be resorted to as a means of circumventing this provision. The contractor agrees to accept referrals and provide services 24 hours per day, seven days per week. The contractor will make available at least one housing unit for females, assuring their privacy and safety, and at least one unit and all common living areas should be handicapped accessible.
3.13 It is agreed that the Lebanon VAMC-HCHV staff will have complete access to all records concerning the Veteran's care in the facility. It is agreed that duly authorized representatives of the Lebanon VAMC will provide follow-up supervision visits to Veterans placed to assure 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 contractor in any way of the responsibility for the daily care and treatment of the Veteran.
3.14 It is understood that the Veteran may be provided facility care at the expense of the Lebanon VAMC for a period not to exceed that stated in the length of treatment plan contracted unless an extension of the authorization is provided in writing by the Lebanon VAMC-HCHV staff.
3.15 The contractor facility shall provide the Veterans with transportation to scheduled meetings and appointments at medical facilities including but not limited to the Lebanon VAMC, and/or the local Community Based Outpatient Clinics (CBOC) at Mechanicsburg, Lancaster, Berks, York, and Schuylkill, and assistance with information and instructions to Veterans so they can utilize public transportation if that is their preference.
3.16 The contractor facility shall not accept food stamps or welfare from Veterans.
3.17 The contractor facility warrants that all applicable fire laws are being complied with and there are no recommendations by fire officials, which have not been resolved.
3.18 The Lebanon VAMC reserves the right to remove any or all Veteran residents from the facility at any time without additional cost, when it is determined to be in the best interest of the Lebanon VAMC or the Veteran(s).

3.19 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 17.33.

The Contractor shall have reasonable rules governing day-to-day life and activities in the facility in accordance with VHA HANDBOOK 1162.09.
Such rules clearly inform Veterans of the obligations upon which their continued participation in the program depends and the consequences for non-compliance. Veterans will be provided a copy of the rules and regulations at intake and/or upon Veteran s request, and when changed/updated. In addition, Contractor will post the rules in a location readily accessible to clients and visitors. The rules must include detailed Veteran Rights and the procedures that the Contractor has in place to protect the Veterans rights and dignity. Veterans must be permitted to exercise these rights without fear of reprisal.
The Contractor must communicate policies and procedures to Veterans both verbally and in writing in a manner that is understandable to each Veteran upon admission to the facility, in the form of a written Veteran handbook that is verbally reviewed by the assigned case manager with the Veteran.
3.20 It will be the responsibility of the Lebanon VAMC-HCHV case manager to refer all homeless Veterans to the contractor(s). The Veteran s status will be homeless or at risk for homelessness and may have co-morbid conditions that include mental illnesses, substance abuse disorders, and/or medical conditions.
3.21 Before referring any Veteran, the Lebanon VAMC-HCHV case manager shall have provided the patient with a clinical assessment to include a physical, laboratory studies, and confirmation of co-morbid conditions by Lebanon VAMC clinical staff.
3.22 All Veterans shall be capable of self-preservation, and in an emergency, will have sufficient capacity to recognize physical danger, sufficient judgment to recognize when such danger requires immediate egress from the group residence, sufficient capacity to follow a prescribed route of egress, and sufficient physical mobility to accomplish such egress.
3.23 Length of stay at Lebanon VAMC cost will be initially authorized for up to six (6) months (authorization will not exceed contract performance period), depending upon the needs of the Veteran, as mutually determined by the Veteran, the contractor s residential treatment staff, and VAMC-HCHV case manager.
3.24 INSPECTION AND ACCEPTANCE
It is agreed that the Lebanon VAMC will have the right to inspection of the CRS and all appurtenances by authorized representative(s) designated by the Lebanon VAMC. The contractor will be advised of the finding of the inspection team. If deficiencies are noted during any inspection, the contractor will be given 15 days to take corrective action to notify the Contracting Officer Representative that the corrections have been made. A contract will not be awarded until noted deficiencies have been eliminated.
After award of a contract, a multidisciplinary Lebanon VAMC team consisting of a social worker, dietitian, and an engineering service safety officer shall conduct a survey of the contractor s residential center. CRS centers to be utilized will be restricted to community-based facilities that provide food, shelter, and therapeutic services in a supportive environment.
In the cases of complexes of non-VA community facilities, it is imperative that all components of the program be inspected by the Lebanon VAMC team after the award of the contract as is required for an integrated primary site. Each of the community facilities identified in the complex as contract recipients will also be subject to the requirement for contracting, safety, and record keeping described in other parts of this document as applying to the CRS.
The Lebanon VAMC Safety Officer will inspect the facility for conformity to the current National Fire Protection Association (NFPA) Life Safety Code and submit findings to the chairperson of the Lebanon VAMC team. The other team members will focus on an assessment of the quality of life within the CRS, giving particular attention to the following factors:
General observation of residents indicates that they maintain an acceptable level of personal hygiene and grooming.
The facility meets applicable fire, safety, and sanitation standards in attractive surroundings conducive to social interaction and the fullest development of the resident's rehabilitative potential.
The facility should be in a central location, near public transportation, and near areas which provide employment.
There are appropriate organized activity programs during waking hours (including evenings) reflecting a high level of activity in the facility or in the linked facilities, for example individual professional counseling, physical activities, assistance with health and personal hygiene.
There is evidence of facility-community interaction. This may be 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.
Staff behavior and interaction with Veterans convey an attitude of genuine concern and caring.
Appetizing, nutritionally adequate meals are provided in a setting, which encourages social interaction and nutritious snacks between meals and bedtime are available 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 Veterans. Many of these Veterans are either undernourished or have developed poor eating habits or both, because of their chronic psychiatric disorder, including alcohol/drug abuse behaviors. The local VA Medical Center dietitian may consult with the initial inspection team and the team making subsequent assessments, in evaluating not only the printed menus but also the Veterans satisfaction with meals and the actual consumption of food offered.
The VA shall monitor the contractor's program and inspect the contractor's facility to ensure compliance with this agreement. Any unsatisfactory conditions noted during an inspection of contract facility will be reported in writing to the VA Contracting Officer. If corrections are not made within 15 days to the satisfaction of the VA, the Contracting Officer will consult with the appropriate officials so that suitable arrangements can be made to discharge or transfer Veteran and to terminate the contract.
Subsequent inspections of the CRS must be made yearly by a multidisciplinary team including such VA Medical Center personnel necessary to assure the facility provides quality care in a safe environment. As the VA program personnel accomplish site visits, attention will be directed to the adequacy of Veterans' records. Site visits will also include a spot check of records to ensure contractor invoices accurately reflect the Veteran's length of stay.
3.25 Invoicing Instructions:
Payment to the Contractor shall be made monthly, in arrears, upon receipt of a properly prepared invoice. Payment for services will be at the rates specified in the Price/Cost Schedule. All monthly invoices from the contractor will be electronically submitted through the Tungsten Network within 15 days following the end of the month of services rendered.
Vendor Electronic Invoice Submission Methods: Facsimile, e-mail, and scanned documents are not acceptable forms of submission for payment requests. Electronic form means an automated system transmitting information electronically according to the accepted electronic data transmission methods below.
The information page for the Financial Service Center (FSC) of the Department of Veterans Affairs that includes information regarding electronic invoice submission can be referenced at:
http://www.fsc.va.gov/einvoice.asp
Department of Veterans Affairs
Financial Services Center
PO Box 149971
Austin TX 78714-8971
Customer Support Help Desk (877-353-9791)

Invoices must be approved by the COR prior to payment release. Invoices without the required information will be rejected.
If the COR refuses an invoice due to incorrect billing, subsequent changes or corrections to the monthly invoice shall be resubmitted by the vendor with a corrected invoice. In addition to information required for submission of a proper invoice in accordance with FAR 52.212-4 (g), all invoices must include:
Name and Address of Contractor
Invoice Date and Invoice Number
Contract Number and Obligation Number
Name, title, and phone number of person to notify in event of defective invoice
Total Price

Failure to comply with all terms and conditions of this contract shall result in invoices/claims submitted for reimbursement during that period to be considered incomplete. Interest penalties imposed under the Prompt Payment Act shall not apply to incomplete invoices or invoices received after the established invoice due date.

Contractor Remittance Address: All payments by the Government to the Contractor will be made by Electronic Funds Transfer (EFT)

3.26 BASIC RIGHTS AND PROTECTION AGAINST DISCRIMINATION:

Contractors must protect the rights and dignity of the individual served in all phases of service delivery. At minimum, Contractor must afford each Veteran the following rights and protections. Veterans must be permitted to exercise these rights without fear of reprisal.
Veterans are entitled to enjoy a safe and healthful environment in the program.
Veteran are entitled to be treated in a manner that respects their dignity, privacy, and individuality.
Veterans whose compliance with program rules is limited by their physical and/or mental health disabilities are entitled to reasonable accommodations, in accordance with the Americans with Disabilities Act, the Federal Fair Housing Amendments Act, Section 504 of the Rehabilitation Act, including those requirements covering reasonable accommodations for the disabilities and the use of assistance animals, and all other applicable State or Federal Laws. Contractor must equally apply rules, policies, and procedures to Veterans, unless a Veteran has asked for a reasonable accommodation due to his/her disability.
Veterans are entitled to remain in the program and not be involuntarily removed without reasonable notice, good cause, and just procedures.
All Veterans are entitled to just and standardized procedures for determining eligibility, admissions, sanctions, and discharges, and resolving grievances.
Veterans are entitled to reasonable privacy and confidential treatment of personal, social, financial, medical, mental/behavioral health records, except as necessary to further treatment, information, and referral services and in compliance with the resident s consent to release information.
Veterans are entitled to the full exercise of their civil, constitutional, and legal rights
Veterans will have on-going opportunities to voice opinions, to participate in program operation and programming, and to make suggestions regarding programming and rules.
Veterans rights must be protected against all forms of discrimination, including those based on race, religious creed, color, national origin, ancestry, language, disability (physical or mental health), medical condition, marital status, familial status, age, gender, sexual preference, source of income or political affiliation.
Veterans will receive a written policy indicating that harassment of clients and staff based on race, religious creed, color, national origin, ancestry, language, disability (physical or mental health), medical condition, marital status, familial status, age, gender, sexual preference, source of income or political affiliation will not be condoned nor tolerated.
Contractor must post basic rights and protection against discrimination policies in a conspicuous place and in appropriate languages.
All policies and procedures will be in writing and subject to review by the VA.

3.27 SECURITY:

The C&A requirements do not apply, and a Security Accreditation Package is not required.

3.28 COVID-19 PANDEMIC:
The contractor will implement processes to enhance safety in response to the COVID-19 pandemic. These processes include:
The contractor is responsible for ensuring adherence to VA facility-implemented visitation and screening processes or policies related to COVID-19
The contractor must follow guidelines from Federal and Local Health offices, including the Centers for Disease Control (CDC) and Pennsylvania State Department of Health (PADoH) related to providing homeless support, congregate living space, and infection control procedures. Sample guidelines include but are not limited to the following sources:
CDC Interim Guidance for Homeless Service Providers to Plan and Respond to Coronavirus Disease 2019 (COVID-19): https://www.cdc.gov/coronavirus/2019-ncov/community/homeless-shelters/planprepare-respond.html
CDC COVID-19 Guidance for Shared or Congregate Housing: https://www.cdc.gov/coronavirus/2019-ncov/community/shared-congregatehouse/guidance-shared-congregate-housing.html#accepting-new-residents
CDC Living in Shared Housing: https://www.cdc.gov/coronavirus/2019-ncov/daily-life-coping/sharedhousing/index.html
The contractor shall make available to the VA documentation deemed necessary by the VA related to infection control protocols or other procedures put in place to address the COVID-19 pandemic, to verify quality of patient care.
Services and supplies associated with COVID-19 related safety and infection control will not be included in the per diem bed day rate established in this contract. These services and supplies will adhere to CDC cleaning guidelines as related to the COVID-19 pandemic, and to CDC and/or PADoH guidelines related to source control, infection prevention, quarantine, or isolation protocols. Services or supplies include:
Cleaning agents or cleaning services that are EPA-approved for use against the virus that causes COVID-19, to be used according to the manufacturer s recommended and Safety Data Sheets. Cleaning protocols and schedules will be consistent with CDC recommendations.
Personal Protective Equipment including gloves, face coverings and face shields, gowns, shoe, or leg coverings, as appropriate consistent with CDC guidance, to address COVID-19 risk, exposure, or infection.
VHA SUPPLEMENTAL CONTRACT REQUIREMENTS FOR COMBATTING COVID-19: Contractor employees who work in or travel to VHA locations must comply with the following:
Documentation requirements:
If fully vaccinated, contractors shall show proof of vaccination.
NOTE: Acceptable proof of vaccination includes a signed record of immunization from a health care provider or pharmacy, a copy of the COVID-19 Vaccination Record Card (CDC Form MLS-319813_r, published on September 3, 2020), or a copy of medical records documenting the vaccination. If unvaccinated, contractors shall show negative COVID-19 test results dated within three calendar days prior to desired entry date. Test must be approved by the Food and Drug Administration (FDA) for emergency use or full approval. This includes tests available by a doctor s order or an FDA approved over-the-counter test that includes an affiliated telehealth service.
Documentation cited in this section shall be digitally or physically maintained on each contractor employee while in a VA facility and is subject to inspection prior to entry to VA facilities and after entry for spot inspections by Contracting Officer Representatives (CORs) or other hospital personnel.
Documentation will not be collected by the VA; contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.
Contractor employees are subject to daily screening for COVID-19 and may be denied entry to VA facilities if they fail to pass screening protocols. As part of the screening process contractors may be asked screening questions found on the COVID-19 Screening Tool. Check regularly for updates.
Contractor employees who work away from VA locations, but who will have direct contact with VA patients shall self-screen utilizing the COVID-19 Screening Tool, in advance, each day that they will have direct patient contact and in accordance with their person or persons who coordinate COVID-19 workplace safety efforts at covered contractor workplaces. Contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.
Contractor must immediately notify their COR or Contracting Officer if contract performance is jeopardized due to contractor employees being denied entry into VA Facilities.
For indefinite delivery contracts: Contractor agrees to comply with VHA Supplemental Contract Requirements for any task or delivery orders issued prior to this modification when performance has already commenced.
4.0 Special Contract Requirements:

4.1 Reports/Deliverables: The Contractor shall be responsible for complying with all reporting requirements established by the Contract. Contractor shall be responsible for assuring the accuracy and completeness of all reports and other documents as well as the timely submission of each. Contractor shall comply with contract requirements regarding the appropriate reporting formats, instructions, submission timetables, and technical assistance as required.

4.2 The following are brief descriptions of required documents that must be submitted by Contractor: weekly; monthly; quarterly; annually, etc. identified throughout the PWS and is provided here as a guide for Contractor convenience. If an item is within the PWS and not listed here, the Contractor remains responsible for the delivery of the item.
What
Submit as noted
Submit To
Task 3.4 Facility
Certification of insurance upon award and annually
Contracting Officer / COR / Designee
Task 3.10 Absences and Cancellations

Notify within 2 hours during business hours or immediately the next business day

COR / Designee

Task 2.12 Case Management Requirements
Develop a treatment plan with the Veteran mutually agreed upon by staff and Veteran with goals that they will be working towards while in the CRS and update weekly
COR / designee
Task 3.9 Discharge Planning
Reporting to VA designee within 3 business days of admission and exit
VA designee
Task 3.7 Medical and Mental Health Emergencies
Incidents occurring during business hours, notification within 24 hours, if not sooner.
Incidents during non-business hours, notify the VA designee the following business day.
COR/designee
Task 3.7 Critical Incident Reporting
Notification within 2 hours of the incident, if not sooner.
Incidents during non-business hours, notify he VA designee the following business day.
COR/Designee
Task 3.7 Security Incident Investigation
Incidents occurring during business hours, notification within 24 hours, if not sooner.
Incidents during non-business hours, notify the VA designee the following business day.
COR/Designee
3.5 Reporting
The sign-in logs must be submitted monthly with the invoice.
COR/Designee
3.25 Invoicing
All monthly invoices from the contractor will be electronically submitted through the Tungsten Network within 10 days following the end of the month of services rendered.
COR/Designee

5.0 Service Delivery Summary: The Services Delivery Summary (SDS) represents the most important contract objectives that, when met, will likely indicate contract performance is satisfactory. Although not all PWS requirements are listed in the SDS, the contractor is expected to fully comply with all requirements in the PWS.
6.0 Transition Period
Transition-In Plan
The contract facility and associated onsite services will be inspected by a VA team, made up of HCHV clinical staff, VA fire and safety officials, nursing, police and security, dietetics and other staff as deemed necessary for facility inspection. Contractor shall identify all staff required per the PWS, have them in place and available to provide full range of case management and services to Veterans within 30 days after contract award. The contract facility and associated onsite services are expected to pass inspection and become fully operational within 30 days after the date of contract award.
Any items requiring corrective action will be communicated to the Contractor in writing within one (1) week of inspection. Contractor will complete the abatement of all inspection corrective action(s) and pass VA inspection within 30 days of contract award. Failure to meet the 30-day milestone may result in the contract being terminated. The Contractor shall not commence performance under this contract until the Contracting Officer has conducted a kickoff meeting or has advised the
Contractor in writing that a kickoff meeting is waived.
Transition-Out Plan
The incumbent contractor shall develop a transition plan to be executed if the follow-on contract is awarded to another prime contractor.
The incumbent contractor will develop a transition out plan that includes: 1) in-brief for Government and incoming contractor team management; and 2) administrative and logistic requirements unique to the Lebanon VAMC.

End of Performance Work Statement (PWS)


Instructions to Vendors:

The information identified above is intended to be descriptive, of the Community Based Health Care for Homeless Veterans (HCHV) program, in accordance with VHA Handbook 1162.09, to indicate the quality of the supplies/services that will be satisfactory. It is the responsibility of the interested source to demonstrate to the government that the interested parties can provide the supplies/services that fulfill the required specifications mentioned above.
Responses to this RFI should include company name, address, point of contact, phone number, and point of contact e-mail, DUNS Number, Cage Code, size of business pursuant to North American Industrial Classification System (NAICS) 624221 (Temporary Shelter).

Please answer the following questions:

Please indicate the size status and representations of your business, such as but not limited to: Service-Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), Hubzone, Woman Owned Small Business (WOSB), Large Business, etc.)?
Is your company considered small under the NAICS code identified under this RFI?

Are you an equivalent solution to the items being referenced above?

(4) If you are a large business, do you have any designated distributors? If so, please provide their company name, telephone, point of Contact and size status (if available).


(5) If you intend to subcontract any work on this contract, what portion of the total cost will be self-performed/will be performed by your organization? Please provide estimated detailed percentage breakdowns related to subcontracted work and completion of job.

(6) Does your company have an FSS contract with GSA or the NAC or are you a contract holder with any other federal contract? If so, please provide the contract number.


(7) If you are an FSS GSA/NAC contract holder or other federal contract holder, are the items/solution you are providing information for available on your schedule/contract? (9) General pricing of your products/solution is encouraged. Pricing will be used for the purpose of market research only. It will not be used to evaluate for any type of award.


(9) Please submit your capabilities regarding the Services required above.


(10) Please review salient characteristics/performance of work (if applicable) and provide feedback or suggestions. If none, please reply as N/A.


This RFI will be conducted in accordance with Federal Acquisition Regulation (FAR) Part 13. Responses must be received via e-mail to david.santiago2@va.gov no later than, 4 PM Eastern Standard Time (EST) on Wednesday November 20, 2024, this notice will help the VA in determining available potential sources only. Reference 36C24425Q0112 in the subject of the email response.
Do not contact VA Medical Center staff regarding this requirement, as they are not authorized to discuss this matter related to this procurement action. All questions will be addressed by the Contract Specialist, David Santiago at david.santiago2@va.gov.
All firms responding to this Request for Information are advised that their response is not a request for proposal, therefore will not be considered for a contract award.
If a solicitation is issued, information will be posted on the beta.SAM web site for all qualified interested parties at a later date and interested parties must respond to this Intent to Sole Source Notice to be considered for a set-aside. This notice does not commit the government to contract for any supplies or services. The government will not pay for any information or administrative cost incurred in response to this Request for Information. Information will only be accepted in writing by e-mail to Contract Specialist at david.santiago2@va.gov.

DISCLAIMER
This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. Responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI.

End of Document

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