This is not a solicitation announcement. This is a sources sought notice only. The purpose of this synopsis is to gain knowledge of potential qualified sources and their size classification (HUBZone, 8(a), small business, small disadvantage, veteran owned, women owned or service- disabled veteran owned small business relative to NACIS 623220 - Residential Mental Health and Substance Abuse Facilities, Size standard $19.04 Million, PSC: G004 - Social Rehabilitation
The Department of Veterans Affairs, Eastern Oklahoma VA Health Care System (EOVAHCS), is seeking information and sources capable of providing Health Care for Homeless Veterans (HCHV) Contract Emergency Residential Services (CERS) in a contractor operated community based residential facility located in Tulsa, Oklahoma.
PLACE OF PERFORMANCE:
Services shall be provided at the contractor s residential facility located in Tulsa, Oklahoma. The facility must meet all health, safety, staffing, and operational requirements identified in the current draft Performance Work Statement (PWS).
TYPE OF CONTRACT:
If this Sources Sought leads to a future solicitation, the Government anticipates awarding a Firm-Fixed-Price (FFP) Indefinite Delivery Indefinite Quantity (IDIQ) contract. The anticipated period of performance is March 1, 2027 February 29, 2032, consisting of one (1) base year and four (4) option years.
SCOPE OF WORK:
The contractor shall provide transitional residential housing and supportive case management services for eligible Veterans referred by the VA. Required services include room and board, basic living needs, on site staffing, case management, documentation, coordination with VA staff, emergency response, and compliance with all required inspections.
Interested vendors must review the current draft PWS for a complete and detailed description of all required services. The PWS outlines full contractor responsibilities, program requirements, performance standards, staffing expectations, documentation procedures, and inspection criteria.
SUBMISSION INSTRUCTIONS:
This is a request for information and sources only, which may or may not lead to a future solicitation. This is not a Request for Proposal (RFP). The VA will not pay for any information received resulting from this Sources Sought notice. Requests for copies of a solicitation shall not be honored or acknowledged. Information should be forwarded to the Contract Specialist. Because this is a request for information only, answers to questions will not be posted.
Organizations capable of providing these services and interested in this opportunity are invited to submit a capability statement.
CAPABILITY STATEMENTS SHOULD INCLUDE:
Point of contact
Complete mailing address
Telephone number
Email address
Company s business size status
SAM UEI number
Verification of the ability to operate a community based residential facility in Tulsa, OK
Summary of organizational experience providing residential or emergency housing services
Summary of experience providing case management or supportive services
Description of staffing capabilities, including availability of 24/7 coverage
Confirmation of the ability to meet all requirements contained in the current draft PWS
Deadline for responses: 1:00pm CDT by August 26, 2026
Responses must be sent via email to: Contract Specialist, Fanta Cooper Wells
fanta.cooper-wells@va.gov
Subject Line: Solicitation 36C25926Q0674 HCHV CERS Tulsa
DRAFT Performance Work Statement
HEALTH CARE FOR HOMELESS VETERANS (HCHV)
CONTRACT EMERGENCY RESIDENTIAL SERVICES (CERS)
PURPOSE.
The Eastern Oklahoma VA Health Care System (EOVAHCS), located at 1011 Honor Heights Drive, Muskogee OK. 74401 has an on-going need for a provider who can deliver transitional living for Veterans experiencing homelessness and services consistent with the 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 supportive services to meet their needs and ultimately facilitate Veterans moving into permanent housing. It is understood that the type of Veterans to be cared for under this contract will require services over and above the level of room and board. The contractor s transitional housing shall be located in Tulsa, Oklahoma.
BACKGROUND.
Through the HCHV program, VA provides supportive services to Veterans and facilitates their access to a broad range of medical, mental health, and rehabilitative services. HCHV s goal is to engage Veterans experiencing homelessness in supportive services and place them in a safe and secure environment that supports their permanent housing and rehabilitative goals. The purpose of this solicitation is to contract with a provider who can provide transitional housing, supportive individual case management services to Homeless Veterans in a community-based Contracted Emergency Residential Services (CERS) facility.
SERVICES TO BE PROVIDED
BASIC SERVICES: The Contractor shall furnish each Veteran who has been approved as eligible by the VA and admitted for care under this contract with the following basic services:
ROOM AND BOARD: Clean and sanitary room and board. Accommodations will include a bed and other furnishings such as a dresser, storage locker or other designated secured space (if a single room occupancy room the door locks and windows locks must be in working order), access to working phone, and personal linens (towels, pillows, blankets, and bed sheets, etc.). Linens must be season appropriate and are of adequate quantity. Appropriate measures must be taken to reduce intensity and frequency of bed bugs by providing a bed bug cover for each bed and ensure Veterans use a "hot box" for all of their personal items before accessing their assigned room. Access to hygiene items must be provided for those that do not have the ability to purchase their own.
At least three nutritious meals, 7 days a week will be provided for the Veteran. In addition, there will be availability of snacks of nourishing quality (e.g., fruits, vegetables, protein sources, etc.), between meals and bedtime for those requiring or desiring additional food, even when it is not medically indicated.
Contractor will provide alternative meals for Veterans with dietary restrictions if medically indicated (e.g., diabetic, renal, and soft mechanical diets) and reasonable accommodation for Veterans with cultural/religious preferences around food (e.g., Kosher, Sikh, etc.). Food shall be prepared, served, and stored under sanitary conditions.  The facility shall provide storage space in an onsite refrigerator for Veterans who miss meals due to work schedule and/or scheduled appointments. Contractor will have procedures in place so Veterans can access meals after scheduled mealtimes. The facility shall establish and maintain sanitary procedures for washing dishes, cleaning equipment and work areas, and disposing of waste. As needed, Contractor will consult with a local dietician or VA dietician to ensure that Veterans are receiving adequate meals and meeting dietician inspection standards outlined in the HCHV CERS inspection packet VA Form 10-10116a or subsequent inspection packet revisions.
Transportation or access to transportation to VA appointments or other community appointments meant to encourage a more adaptative level of psycho-social functioning must be provided. Should a Veteran not have transportation resources, the contractor will work with the Veteran to determine appropriate transportation resources and complete necessary referrals for those resources. For example, should a Veteran not be able to ride the city bus due to physical or mental health limitations, transportation referrals that accommodates those needs will be completed. In the interim, the contractor will work with the Veteran on alternative transportation options until appropriate transport can be obtained. It will be expected that the contractor provide transportation to necessary appointments if no other options are available.
Ensuring a Veteran is not denied entry to HCHV CERS based solely upon length of current abstinence from alcohol or non-prescribed controlled substances, the number of previous treatment episodes, the time interval since the last program entry, the use of prescribed controlled substances, or legal history if deemed clinically appropriate by the contract provider and HCHV CERS Liaison (or designee).
Emergency admissions/same day admissions -If barriers exist to emergency admissions/same day admissions, the contractor will develop a plan that will show documented efforts to reduce those barriers. This plan will be submitted within 72 hours to the HCHV Liaison or designee if the Veteran is not admitted on the same day.
Unless specifically excluded from this contract, the per diem rate established will include services listed in this document and will also include all services or supplies normally provided to other clients by the facility without extra charge.
Ensuring Veterans who are being prescribed FDA-approved medications for the treatment of SUD have access to HCHV CERS program services. NOTE: Veterans on medications for SUD should not be excluded from participation in HCHV CERS program services. Reasonable accommodation for individuals receiving medication treatment for opioid use disorder is required, provided the requested accommodation does not impose major financial or administrative commitments that would be considered an undue burden.
LAUNDRY FACILITIES: On-site working laundry facilities and detergent at no charge will be provided by the Contractor. Veterans will be given detergent and access to washer/dryers to accommodate at least 2 washes and 2 dries per week. Should on-site laundry not be available, the contractor will have a plan in place to provide alterative arrangements for the Veteran to complete their laundry. The plan will include transportation if needed.
THERAPEUTIC INDVIDUAL CASE MANAGEMENT SERVICES: Each Veteran will have an Individual Service Plan (ISP) completed by the Contractor with input from the Veteran and the VA HCHV CERS Liaison (or designee). Therapeutic and rehabilitative services will be stated in the plan of care. Services which the Contractor must be able to furnish or provide shall be detailed and will include:
Access to Individual Case Management: Access to individual on site case management services. Individual case management will be supportive. Should a Veteran have mental health, medical, family and/or employment obligations which directly conflicts with ability to attend scheduled case management meetings, alternate times will be offered to the Veteran. Contractor will clearly document efforts made to accommodate the Veteran. A thorough written Individualized Service Plan (ISP) will be developed for each Veteran. This will include structured on-site individual case management focused on obtaining permanent housing. Individual case management will also include but not limited to, if needed, counseling on self-care skills, adaptive coping skills and financial planning. Information and referrals for financial benefits, transportation, SNAP benefits, or any other resources necessary for the Veteran to have a more adaptive level of functioning and independence will also be included in case management. Additional services may include professional and vocational rehabilitation counseling in collaboration with VA programs and community resources. All Contractors will provide proper documentation verifying services and case management efforts by all team members including, but not limited to housing, benefit and employment specialists, and program management staff. There will be an expectation that notes are written professionally in a format that utilizes the clear settings of goals and documents progress towards those goals (e.g., SNAP, SOAP, or SMART notes).
In addition, special attention will be made to address High Suicide Risk (HSR) Veterans as identified by the VA HCHV CERS Liaison, VA Mental Health Staff and/or contracted licensed clinical counselor or case manager. On a weekly basis the contracted counselor and/or case manager will be required to update the VA HCHV CERS Liaison on Veteran progress and/or safety concerns for HSR Veterans. HSR Safety plan reviews and a copy of the Veteran s Safety Plan will be documented in the chart. All Veterans will be referred to VA for Primary Care and Mental Health appointments and contractors will support Veterans in making initial and subsequent appointments. Efforts will be documented in the Veterans ISP.
VA Coordination: Collaboration and coordination with VA program staff, as needed, will include coordination of supportive psychosocial services if clinically indicated. In particular, coordinated efforts must be made with the HCHV CERS Liaison around medical, mental health, admission, and discharge needs. All Veterans if needed and appropriate will be referred to VA for Primary Care and Mental Health appointments and Contractors will support Veterans in making initial and subsequent appointments. Efforts will be documented in the Veterans ISP and reviewed by the HCHV CERS Liaison or designee.
Staffing Ratio: 24 hours a day 7 day a week staffing of the facility. Ensure all Veterans are met with on a biweekly basis. CONTRACT PROVIDER WILL DEMONSTRATE ADEQUATE STAFFING AND AN APPROPRIATE SCOPE OF SERVICES TO CARRY OUT THIS PROGRAM. At minimum, there must be at least one case management staff on property during business hours at least eight hours per day Monday -Friday specifically dedicated to HCHV CERS program participants. Should a contract staff member be out of the office, Contractor will be responsible for ensuring adequate coverage for HCHV CERS program participants and notify HCHV CERS Liaison or designee of who will be covering.
Permanent Housing Search: Contractors are required to provide Veterans with direct and ongoing assistance in achieving permanent housing. As a primary goal of the HCHV program, plans for Veterans transition to permanent housing placements must be clearly reflected in each ISP and in case management notes. As part of this plan, Veterans housing history and needs must be assessed. Housing Assessments must identify Veterans housing history, strengths (i.e., positive prior rental history), and barriers (i.e., Unlawful Detainers). All efforts to engage Veteran regarding housing plans, options, and resources shall be clearly documented and include any therapeutic techniques utilized. Contractor staff must provide direct assistance to Veterans in developing permanent housing plans and accessing appropriate housing resources. If appropriate, Contractor must refer to programs like SSVF (supportive services to Veteran families) and provide necessary follow up to ensure the Veteran is linked to the resource or any other resource that will aid in the Veteran in achieving permanent housing. Examples of expected housing services include: All housing efforts by Contractor shall be documented clearly and presented to HCHV CERS Liaison or designee upon request. Mere communication with Veterans regarding housing, without subsequent Contractor staff action and follow-up, shall not on its own meet the above requirements.
Financial Planning: Referral to and follow up on all potential financial resources the Veteran may be eligible for (e.g., SSI, SSDI, Food, VA NSC pension/SC compensation etc.). Case Managers will document all structured activities that support Veteran in developing a short- and long-term plan to understand and address their current financial situation and how to improve it. Financial planning efforts may be accomplished in group but preferably through one-on-one case management services.
Employment Services: Referral to all relevant employment opportunities the Veteran is eligible for and interested in, Case managers will document all structured activities that support Veteran in applying for employment as appropriate based on needs of Veteran as identified in the assessment.
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 recovery process in an environment supportive of recovery models.
Outreach: Contractor will be responsible to engage in outreach in the community both independently and in collaboration with VA Homeless Programs Designee(s). Contractors will maintain occupancy by engaging in outreach services and will be knowledgeable about outreach best practices generally accepted in the community. Contractor will be responsible for participating in community coordinated entry and following up with potential HCHV CERS referrals.
Discharge Planning: Securing permanent housing will be the primary discharge goal for every Veteran. All Veterans must have a discharge plan. Compliance with all VA regulations regarding discharges and timeliness of reporting discharges is required by Contractor. Case Managers will provide assistance with discharge planning for every Veteran and report all discharges. Communication for discharging a Veteran from any HCHV program is required within 24 business hours from known discharge. All actual or threatened violence will be grounds for discharge. Veterans may be discharged for safety reasons at any time. Contractor is responsible for gathering information as to where the Veteran is discharging to, e.g. new apartment address, hospital, etc. and notifying HCHV CERS Liaison or designee. All negative discharges will be subject to a full team debriefing, including HCHV CERS Liaison or designee, to look for opportunities missed to intervene sooner. Lastly, HCHV performance measures established by the Homeless Program Office (VA Central Office) and requirements set forward in this solicitation should be met. These include the following:
HCHV1 _discharges to permanent housing 55% (subject to change) _______
HCHV2 _discharges with negative exit 20% (subject to change) __________
Intake Packets: All Veterans must receive an intake packet within 72 business hours which includes, at minimum, the following information:
Description of the Contractors services
Grievance Policy
Emergency procedures
Patient rights and Reasonable Accommodation
Medication Management: Medications shall be properly stored in a safe and secure manner according to the contractor s policy and procedures. The method of storage cannot be easily removed from the facility (e.g., lock box is secured to a large structure) If Veteran is in a Single room occupancy, all doors and window locks MUST be in working order. A copy of the Veterans medication list will be maintained by the contract provider. Reasonable accommodation for individuals receiving medication treatment for opioid use disorder is required, provided the requested accommodation does not impose major financial or administrative commitments that would be considered an undue burden. Contractor shall establish procedures for insuring Veterans confidentiality in the storage of and keeping of records concerning medication.
Critical Incident Reporting- All critical incidents will be reported 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
Infectious Control (TB, etc.)
Active Substance Abuse
Observation/ Possession of Weapons
DOCUMENTATION: The Contractor shall provide treatment and discharge planning reflecting a team assessment of health, social and vocational needs and the involvement of the Veteran, the VA 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 to ensure the confidentiality of each Veteran. 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 Veterans 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). Contractor must have internal controls in place to ensure that accurate documentation is occurring for each Veteran. Ensure the Veteran records will be maintained according to annual inspection criteria VA FORM 10-10116a, and include at a minimum the following:
VERIFICATION OF VETERAN STATUS
FAMILY STATUS
EMPLOYMENT HISTORY AND/OR INCOME HISTORY
EDUCATION AND MARKETABLE SKILLS/LICENSES/CREDENTIALS
ENSURES THAT AN INDIVIDUAL SERVICE PLAN (ISP) IS MAINTAINED IN THE CASE MANAGEMENT RECORD FOR EACH INDIVIDUAL PARTICIPANT.
THE ISP CONTAINS AN ASSESSMENT OF: A. BARRIERS B. SERVICE NEEDS C. STRENGTHS D. SPECIFIC SERVICES PROVIDED INCLUDING DURATION & OUTCOME E. DOCUMENTATION OF REFERRALS F. BENEFITS TO BE ACHIEVED AS A RESULT OF PROGRAM PARTICIPATION INCLUDING INDIVIDUALIZED GOALS FOR EACH PARTICIPANT.
Case management notes written in a professional manner (i.e., SMART, SOAP, SNAP) will include the following: 1) A written and thorough Housing Needs Assessment, 2) Financial Plan, 3) Discharge Plan, and Individual Service Plan with attendant goals and documented activity indicating Veteran and Case Manager is actively working on identified goals.
Final summaries on each resident who leaves the program, to include reasons for leaving, the resident s future plans, and follow-up locator information.
RULES, POLICIES AND PROCEDURES: The Contractor shall have reasonable rules governing day-to-day life and activities in the facility. 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 at intake or upon Veterans request. In addition, Contractor will post the rules in a location readily accessible to clients and visitors. These rules must include detailed Patient 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. If requested, Contractors must reasonably accommodate Veterans whose compliance with program rules is limited by the Veterans physical or mental disabilities, 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 disabilities and the use of service animals, and all other applicable State or Federal laws. Contractor must equally apply all rules, policies, and procedures to Veterans, unless a Veteran has asked for a reasonable accommodation due to his/her disability.
ADDITIONAL CONTRACT REQUIREMENTS
Staff Training: Contractor will ensure all staff are adequately trained for their respective positions according to state licensing and accreditation entities and ensure staff are trained on a regular basis (e.g., quarterly, annually, or if the contractor deems more frequent training is needed). If the Contractor, HCHV CERS Liaison/or designee determines there are issues with the Contractor s ability to meet contract expectations, HCHV directives, HCHV annual/quarterly inspections then additional training will be assigned until further notification.
The contractor will be required to provide quarterly training to all staff outlining policy and procedures for Veteran tracking and emergency procedures. Copies of quarterly training with sign-in sheets will be provided to the HCHV CERS Liaison or designee.
Contractor must have a policy prohibiting staff from establishing sexual relationships with program clients.
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.
Temporary substitutions of key personnel shall be permitted in accordance with the Contractor s contingency plan. The Contractor s contingency plan is 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, ADMISSIONS AND ELIGIBILITY: Contractor must utilize an admission process that includes written eligibility criteria that is fair, objective, and compliant with applicable State and Federal laws. The eligibility information must be made available to clients at intake and staff must provide answers to questions about the admission criteria and process.
Ensuring timely admissions to HCHV CERS is required. Contractors must ensure their internal admission process and procedures allow for timely and whenever possible, same-day placement of homeless Veterans into available beds. The contracting officer will be consulted if the contractor is not able to facilitate the placement of homeless Veterans into available beds quickly and effectively.
The VA is responsible for determining eligibility of Veterans prior to acceptance by 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 stay for a Veteran should be no longer than 90 days. Any extension of the stay after 90 days must be authorized by the VA HCHV CERS Liaison or Designee, provided that there is clear clinical indication. Only stays deemed as clinically appropriate will be considered for extension up to 6 months for individual Veterans and these must be authorized by the HCHV CERS Liaison 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 contract beds, all Veterans must be homeless or at imminent risk of becoming homeless and be eligible and registered for VA health care services. Priority will be given to literally homeless before imminent risk can be considered. Veterans must be eligible for VA Healthcare.
ABSENCES AND CANCELLATION: The Contractor shall notify the VA of unauthorized absences by a referred Veteran from the facility within 24 hrs. of Veterans absence. 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 a documented 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 rate will be an element of quality assurance review of this program.
The Health Care for Homeless Veterans (HCHV) Contract Residential Services (CERS) program allows payment to a provider for an absent Veteran under the circumstances outlined below. The HCHV CERS Liaison will review a HCHV CERS provider s request for payment for an absent Veteran to ensure it meets the standards set by the HCHV National Program Office and that this payment does not modify any terms of an existing HCHV CERS program The Department of Veterans Affairs (VA) will pay per diem up to a maximum of 48 consecutive hours for the unscheduled absence or 96 hours for the scheduled absence of a Veteran under the following conditions:
(1) Scheduled Absences. To receive payment, the absence must:
(a) Be pre-planned, consistent with and support the Veteran s individual service plan (e.g., family reunification, short term medical, substance use disorder (SUD) or psychiatric treatment).
(b)Have the reason documented in the individual Veteran s case file, treatment record, or service plan.
(c)Not result in the bed being filled by the provider.
(d)Not be for a break or vacation from treatment.
(e)Not be used for extended educational or employment circumstances.
(f)Not be used to create more than 4 consecutive days of absence.
(2) Unscheduled Absences. To receive payment for an unscheduled absence:
(a)The provider must have evidence of active outreach to locate and reengage the Veteran and document the steps taken in the Veterans individual case file, treatment record, or service plan.
(b)The provider may not fill the bed.
(c)The Veteran must be discharged from the HCHV CERS program if not located within 48 hours.
(3) Inpatient Hospitalization. HCHV Low Demand Safe Haven (LDSH) programs target the population of hard-to-reach, chronically homeless Veterans with mental illness and many with SUDs who require additional supports to maintain treatment and housing. HCHV Contract Emergency Residential Services (CERS) programs established as medical respite or geriatric care programs also serve a specific subset of Veterans with complex needs. The per diem payment may be made to a HCHV LDSH, medical respite or geriatric care provider if a Veteran requires inpatient medical or psychiatric treatment for a period of up to 7 days. The provider may not fill the bed during this time and should maintain contact with the HCHV CERS Liaison and the Veteran if authorized.
(4) Ineligible Veteran. When a Veteran is admitted to a HCHV CERS program and found to be ineligible for HCHV CERS, VA will pay for a maximum of 4 days from the day of admission to allow the provider and HCHV CERS Liaison time to locate and arrange alternate placement.
The Contractor shall notify the authorizing VA facility, HCHV CERS Liaison or designee 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 if available. 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 VA HCHv CERS Liaison or designee immediately of any incidents involving Veterans residing in the HCHV CERS program. The Contractor shall notify the VA HCHV Liiason or designee by email or telephone. For all incidents that occur after normal business hours, the Contractor should notify the VA HCHV CERS Liaison or designee the following business day. The Contractor shall provide the VA HCHV CERS Liaison or COR 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. Please see above in Basic Services for details regarding what constitutes Critical Incident Reporting.
CONTRACTOR STAFF CONDUCT/COMPLAINTS HANDLING: The Contractor shall comply with the VA Patient's Bill of Rights as set forth in 38 CFR 17.34a (copy available upon request).
BASIC RIGHTS AND PROTECTION AGAINST DISCRIMINATION: Contractors must protect the rights and dignity of the individual or family served in all phases of service.
INSPECTION OF FACILITY AND PROGRAM: Prior to any Veteran admissions to a new HCHV CERS contract or 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, Nursing and/or other subject matter experts as determined necessary by the medical center director or Contracting officer s representative (COR) shall conduct an inspection of the Contractor s facilities and services provided. Inspection team members will use Health Care for Homeless Veterans CERS Programs inspection packet 10-10116a or subsequent revisions to the inspection packet or directives. Contractors must comply with any HCHV Directives, inspections, or regulations related to the HCHV CERS program. Inspections may also be carried out at such other times as deemed necessary by the Department of Veterans Affairs. Inspections may occur announced or unannounced.
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 (usually not more than 30 days unless otherwise stated) to take corrective action and to notify the Contracting Officer or designee that the corrections have been made. A contract will not be awarded until noted deficiencies have been corrected. Failure by the Contractor to take corrective action within a reasonable 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 of the Contractor facilities will include inspection for conformity to the current Life Safety Code 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.
Observation of facility operations to see if appropriate therapeutic case management activities are available during waking hours (including evenings) and degree to which a high level of activity is observed in the facility, such as individual case management.
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.
Review 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 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.
EMERGENCY PROCEDURES: Contractor will train all staff on emergency procedures and have written protocols that are posted to guide staff response to crises including, but not limited to, manmade and natural disasters, episodes of infectious diseases, physical injury, resident suicide and suicide attempts, overdoses, and domestic or other violence. Contractors will have staff on site who have had training and orientation on emergency procedures. Contractor will promptly and appropriately respond to the medical/psychiatric problems of clients and staff. There will be first aid equipment and supplies for medical emergencies available at all times. These supplies must be checked regularly to ensure they are up to date and their location in the facility must be clearly marked. Contractor will have all emergency contact numbers posted. Contractor will alert HCHV CERS Liaison or designee of any emergencies within 24 hours.
Universal precaution practices are used by Contractor to prevent transmission of diseases and are implemented under the presumption that blood and body fluids from any source are to be considered potentially infectious. Supplies necessary for maintaining universal precautions, such as sharps containers, must be available.
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. Payment is authorized starting from the first day of admission and does not include the day of discharge.
The Contractor shall be expected to utilize and secure nightly sign in logs and/or electronic door logs and/or bed checks for the purpose of verifying a Veteran s attendance in the program on a daily basis. Communication will be provided to the HCHV CERS Liaison on a daily basis regarding Veteran absences and should include information on the name of veteran absent from the program, reasons for absence, and efforts made to reach the Veteran.
For example:
Daily communication should include whether all Veterans are present in the program. Communication should list those Veterans that are not present and efforts made to reach the Veteran if AWOL.
[Veteran Name]Â
Called cell: [Reached / No answer]
Room checked: [Describe findings]
[Any additional steps taken, expected return info, information if the veteran has discharged or in the hospital etc.]
Daily communication should also include information on whether the Veteran is on pass from the facility.
For example:
Veteran Name:Â [ ]
Date of Request:Â [ ]
Type of Pass:Â [ ]
Departure Date/Time:Â [ .]
Return Date/Time: [ ]
Destination:Â [ ]
Purpose of Absence:Â [ ]
Logs are to be submitted to HCHV CERS Liaison or designee monthly, along with invoices, to ensure accuracy of billing and ensure Veteran safety. All excused and unexcused absences will be clearly documented on the monthly attendance log including reason for any excused absence (e.g., medical needs. No payment will be made without the daily sign-in logs and/or electronic door logs and/or bed check sheets to be verified by VA Staff. Absences of the Veteran from the housing program in excess of forty-eight (48) hours will not be reimbursable except under the exceptions listed in section D II ABSENCES AND CANCELLATITIONS Site visits may include either a thorough audit or a spot check of records to ensure contractor invoices accurately reflect the Veteran's length of stay.
QUARTERLY SITE VISITS: HCHV CERS Liaison or designee will complete a minimum of 4 unannounced site visits and share outcome with the, COR, and the Contractor.
These reports shall be maintained by the HCHV CERS Liaison in the contract administrative file, and necessary reports shall be submitted as a part of the annual inspection package.
The C&A requirements do not apply, and a security accreditation package is not required
