G004--Evansville Heath Care for Homeless MC Veterans (HCHV) (VA-25-00078129) (VA-26-00041379)

Amendment / Modification

This amendment addresses questions submitted by potential offerors regarding Solicitation 36C25526R0077.

Key points clarified include:

• Offer Receipt Deadline: The deadline for receipt of offers remains April 30, 2026, at 5:00 PM CST. This solicitation is NOT extended.

• Screening Prior to Admission: Contractors are advised that Veterans cannot be denied entry based solely on abstinence length, previous treatment episodes, time since last program entry, use of prescribed controlled substances, or legal history. The screening process must consider these circumstances to determine if the program can meet the individual's needs while maintaining safety and integrity. Acceptance of treatment, medication adherence, or abstinence cannot be conditions of admission or continued stay.

• Service Expenses: Service-related expenses are not limited to providing boarding. The PWS outlines basic services (room and board, food) and additional services such as case management and therapeutic services. All services listed in the PWS should be considered in the contractor's bid for the per diem rate.

• Veteran Insurance: Veteran insurance does not cover the cost of food, transportation, or medical treatment. All costs for services listed in the PWS should be factored into the contractor's per diem bid, including potential costs for sites located 40-60 miles from the VA healthcare center.

• Facility Location: The facility must be located within 60 miles of the specified Medical Center, as stated on page 6 of the solicitation. Jeffersonville, IN, is not an acceptable alternative to Evansville if Evansville is the specified location.

• Licensing: A specific license for in-patient care is not required. The contract is for a homeless residential shelter with supportive services. Contractors must comply with local or state regulations for homeless residential services.

• Medical Help: Medical services are provided by the VA Healthcare system. The PWS only requires CPR-certified staff on every shift for emergencies.

• Transportation: Transportation to medical appointments should be included in the contractor's bid, as there is no insurance to cover these costs.

• Onsite Medical Treatment: No onsite medical treatment services are required.

• Maximum Beds: Up to 20 beds are specifically set aside for Veterans under this contract, though the facility may have additional beds.

• Facility Development Timeline: The contract facility and associated onsite services are expected to be fully operational within 30 days of contract award. Failure to meet this milestone may result in contract termination.

• Pages 9, 10, 11, 12, and 6 of the solicitation and PWS are referenced for clarifications.

• The deadline for offer submission has not been extended. All other requirements and submission instructions remain as previously stated unless modified by this amendment.

Form / Attachment / Pricing Sheet

This document is a Past Performance Questionnaire intended to gather feedback on a contractor's performance for a specific contract or service. It is used to assess the contractor's suitability for future awards.

• Respondent Information: Details of the individual completing the questionnaire.
• Evaluatee's Information: Details of the contractor being evaluated.
• Contract or Service Information: Title, number, status, amount, type, period, and place of performance for the contract being reviewed.
• Brief Description of Contract Requirements: A space to outline the scope of the contract.
• Performance Information: A rating scale (1-6, with 1 being Unknown and 6 being Exceptional) to evaluate performance across several categories:
  • Quality of Product or Service
  • Price Control
  • Timeliness/Schedule
  • Business Relationships
  • Key Personnel
• Other: Questions regarding future contract awards, contract termination for default, and any notices (cure, show cause, etc.).
• Overall Performance Rating: A final assessment based on the provided information.
• Comments: Required for specific rating levels to support the evaluation.

This questionnaire is crucial for bidders as it directly relates to the past performance evaluation factor in many solicitations. Completing this accurately and thoroughly provides the government with data to assess a bidder's track record, which can significantly impact the overall evaluation of their proposal. Bidders should ensure their past performance is well-documented and that their references are prepared to complete this form positively.

Form / Attachment / Pricing Sheet

This document is a U.S. Department of Labor Wage Determination (No. 2015-4713, Revision No. 27) for the Service Contract Act. It lists the minimum wage rates and fringe benefits required for various occupations in the specified geographic area.

• Geographic Area: Indiana Counties of Posey, Vanderburgh, Warrick.
• Occupations Listed: A comprehensive list of job titles categorized by occupation group (e.g., Administrative Support, Automotive Service, Health Occupations, Technical Occupations, etc.).
• Wage Rates: Minimum hourly wage rates are provided for each listed occupation.
• Fringe Benefits: The document specifies that fringe benefits are required and follow the occupational listing. It details Health & Welfare rates, Vacation policies, and a minimum of eleven paid Holidays.
• Executive Orders: It references Executive Order (EO) 13706 (Establishing Paid Sick Leave for Federal Contractors) and EO 13658 (Minimum Wage for Federal Contractors), outlining their applicability and requirements.
• Conformance Process: Information is provided on how to request authorization for additional classifications and wage rates if an occupation is not listed.

This wage determination is crucial for any bidder responding to a solicitation that falls under the Service Contract Act and is to be performed in the specified Indiana counties. Bidders must ensure their proposed wages and benefits meet or exceed these minimum requirements to be compliant. Failure to adhere to these wage determinations can lead to bid disqualification or contract violations. The document helps bidders accurately calculate labor costs for their proposals.

Form / Attachment / Pricing Sheet

This document is a template for a Small Business Subcontracting Plan, designed to meet the requirements of FAR 52.219-9. It serves as a model for contractors to outline their strategy for subcontracting with small businesses, including various categories of small and disadvantaged businesses.

• Plan Period: Specifies the fiscal year for which the plan is applicable.
• Plan Type: Requires selection between an Individual Plan (for a specific contract) or a Commercial Plan (company-wide or division-wide).
• Subcontracting Goals: Requires detailed dollar and percentage goals for subcontracting with various categories of small businesses (Small Business, Veteran-Owned Small Business, Service-Disabled Veteran-Owned Small Business, Small Disadvantaged Business, Women-Owned Small Business, HUBZone Small Business).
• Products/Services: Section to list the types of products and/or services to be subcontracted.
• Goal Development & Source Identification: Sections to describe the methods used for developing goals and identifying potential sources.
• Indirect Costs: Clarifies whether indirect costs are included in subcontracting goals.
• Program Administrator: Identifies the individual responsible for administering the subcontracting program.
• Reporting & Recordkeeping: Outlines requirements for reporting subcontracting achievements and maintaining records.
• Equitable Opportunity: Details good faith efforts to ensure small businesses have an equitable opportunity to compete.
• Flow-Down Clause: Specifies the inclusion of FAR clause 52.219-8 in subcontracts.
• Prompt Payment: Contractor's agreement to pay small business subcontractors on time.

This template is crucial for prime contractors who are required to submit a subcontracting plan as part of their bid or proposal. It details the specific requirements and goals for subcontracting with various small business categories, which bidders must address. Understanding this document helps bidders identify potential subcontracting opportunities and the government's expectations regarding small business utilization.

Form / Attachment / Pricing Sheet

This document is the "VA CRS Extension Request Form." It is used to request an extension for a veteran's stay within the CRS (Community Residential Services) program. The form must be completed and emailed to the VA CERS Liaison at least 7 days prior to the end of the current referral period or if otherwise requested by the CERS Liaison.

• Date of Request: The date the extension request is submitted.
• Veteran: Name of the veteran requiring the extension.
• Bed Days: Number of bed days requested.
• Contract Case Manager: Name of the Contract Case Manager.
• Housing goals: Current housing goals for the veteran.
• Progress toward housing goals: A description of the veteran's progress.
• Projected discharge date: The veteran's anticipated discharge date.
• Referrals: Information regarding any referrals.
• Justification for extension: A detailed explanation for why the extension is needed.
• Contract CM Signature: Signature of the Contract Case Manager.
• COR use only: Fields for approval status (Approved/Denied), date processed, and comments, to be completed by the COR (Contracting Officer's Representative).

This form is relevant to bidders who are providing services under the VA CRS program. It outlines the specific information required to formally request an extension for a veteran's placement, detailing the process and necessary justifications. Bidders will need to understand and utilize this form to manage veteran stays and communicate extension needs to the VA.

Form / Attachment / Pricing Sheet

This document is a "Medication Review Checklist" used for inspecting and evaluating medication management, monitoring, and storage practices within a facility. It serves as a tool to ensure compliance with program requirements and identify areas for improvement.

• Medication Review Checklist: Contains sections for "Medication Management," "Medication Monitoring," and "Individual Storage."
• Inspection Deficiencies & Corrective Actions: A section to document any "No" responses from the checklist items, detailing the deficiency, corrective actions taken, and the date of compliance.
• Program Improvement Opportunities: Identifies items that do not cause deficiency but may offer opportunities for program enhancement.
• Approval Status: A final section to confirm if all checklist items have been addressed and the facility is approved for veteran placement.
• Signatures: Includes fields for the Medication Inspection Team Members' signatures, printed names, and dates.

This checklist outlines the specific criteria and standards that a facility must meet regarding medication handling and storage. Bidders responding to opportunities involving healthcare services, facility management, or veteran care should review this document to understand the expected operational standards and compliance requirements related to medication management. It can inform the development of proposals by highlighting critical areas of focus for program success and compliance.

Form / Attachment / Pricing Sheet

This document is the HCHV Contract Residential Care Program Incident Report. It is to be completed and faxed to the VA HCHV Contract Residential Care Liaison within 24 hours of an incident occurring.

• Veteran Information: Name, Social Security Number.
• Contract Information: Agency/Facility, Contract Number.
• Incident Details: Date, Time, Location, Description.
• Type of Incident: Checkboxes for various incident types including Death, Fire, Drug/Police Raid, Suicide/Suicide Attempt, 911 Call, Severe Medical/Psychiatric Illness, Sexual Assault, Violence (veteran vs. resident/staff, staff vs. veteran), Abusive Behavior (veteran vs. staff, staff vs. veteran), Accidents, and Medication Problems (not sent, incorrect, missing, adverse reaction).
• Brief Description: Detailed account of circumstances, witnesses, and outcomes.
• Actions Taken: By Contract Provider and VA Staff.
• Report Completion: Signature, Title, Phone, Date.
• VA Liaison Section: For VA HCHV Contract Residential Care Liaison use, including report filing, date sent, and follow-up requirements.

This form is critical for any bidder involved in the HCHV Contract Residential Care Program. It outlines the mandatory reporting procedure for incidents, specifying the information required, the timeline for submission, and the designated recipient. Understanding and correctly completing this report is essential for compliance with contract terms and for maintaining program integrity.

Form / Attachment / Pricing Sheet

This document is a "HCHV Grant and Per Diem Program Quarterly Inspection" form. It is designed to be used by inspectors to assess the condition and compliance of facilities participating in the HCHV Grant and Per Diem Program.

The form is structured as a checklist covering various aspects of facility management and resident well-being, including:

• Resident space, security, and belongings
• Sleeping accommodations
• Sanitary facilities and cleanliness
• Handwashing and kitchen facilities
• Heating, cooling, and illumination
• Food preparation and storage (including expiration dates and rotation)
• Waste management
• Disability accommodations
• Patient confidentiality
• Secure storage for patient files and logs
• Maintenance of a clean and sober environment
• Posting of operating hours and emergency contacts
• Accessibility of exits

Each item includes checkboxes for 'Yes', 'No', and 'N/A' (Not Applicable), along with space for notes. It also includes fields for the Fiscal Year (FY), Quarter, Location, Item, Inspection Date, and the name of the person who Completed By.

While this document is an inspection form and not a solicitation, it provides critical insight into the operational standards and compliance requirements expected for facilities participating in or seeking to participate in the HCHV Grant and Per Diem Program. Bidders responding to related opportunities should understand these inspection criteria as they may reflect the performance standards or facility requirements that will be evaluated.

Form / Attachment / Pricing Sheet

This document is a "Nutrition and Food Services" inspection form used to assess contract providers for HCHV CRS programs. It serves as a checklist to evaluate the provider's adherence to operating standards related to nutrition and food services for veterans.

• Operating Standards Checklist: The form includes two main sections: one for "Centrally Prepared Nutrition and Food Services" and another for "Individual Food Preparation Facilities." Each section contains specific criteria related to menu adequacy, dietary needs accommodation, meal provision, sanitation practices, food storage, cleanliness, licensing, and equipment.
• Yes/No/N/A Responses: For each item, the inspector indicates "Yes," "No," or "N/A."
• Deficiencies & Corrective Actions: A section is dedicated to documenting any "No" responses, detailing the specific deficiency, corrective actions taken, and the date of compliance. It also notes items that present opportunities for program improvement.
• Approval Status: A final section confirms whether all checklist items have been addressed and the facility is approved for veteran placement.
• Signatures: The form requires signatures from the Nutrition/Food Management Inspection Team and the Facility Food Management Inspection Team.

This form is relevant to potential bidders as it outlines the specific operational standards and requirements for nutrition and food services within the HCHV CRS program. Understanding these inspection criteria can help bidders prepare proposals that demonstrate their ability to meet or exceed these standards, and it highlights the importance of maintaining compliance with food safety, sanitation, and nutritional requirements.

Form / Attachment / Pricing Sheet

This document is a "Medical Center Director Review and Approval Sheet" for the Health Care for Homeless Veterans (HCHV) program. It serves as a checklist and approval form for inspections of facilities providing services to homeless veterans. It is used to document the review and recommendation of the Medical Center Director regarding the suitability of a provider's facility for housing veterans.

• Inspection Details: Includes fields for the type of inspection (initial or re-inspection), project number, provider's name, and dates of inspection.
• Agency Information: Requires the agency's administrative office address and a list of physical addresses where veterans are housed.
• Inspection Team Members: Sections for listing names and titles of team members from Facilities Management, Nutrition, Clinical Review, Security/Law Enforcement, Medication Review, NHC or Designee, and Other.
• Director's Review & Recommendation: A critical section where the Medical Center Director reviews the inspection package, confirms compliance with standards, and either approves or disapproves the placement of veterans at the facility. It also allows for the appointment of a liaison.
• Assembly Checklist: Details required items for the inspection package, including signed checklists, reports, and certificates of occupancy.
• HCHV Liaison Overview & Recommendation: Sections for the liaison to provide an overview, recommend the project, and detail any inspection deficiencies and corrective actions.
• Detailed Checklists: Comprehensive checklists covering Facilities Management, Nutrition and Food Services, Clinical Review, Law Enforcement and Physical Security, Medication Review, and Nursing Service. Each section includes specific operating standards and requires a "Yes," "No," or "N/A" response, with space for deficiencies and corrective actions.
• Review of HOMES Data & Annual Review of Services: Sections for discussing HOMES data and listing core services provided.

While this document is primarily an internal VA form for inspection and approval, potential bidders (providers of services to homeless veterans) would need to be aware of its existence and the standards it outlines. Successful bidders will be subject to these inspections to ensure their facilities meet the required standards for safety, security, nutrition, medication management, and overall care for veterans. The detailed checklists within this form indicate the specific requirements and performance expectations that providers must meet to be approved and maintain their contract.

Form / Attachment / Pricing Sheet

This document is a "Contractor Certification: Immigration and Nationality Act of 1952, As Amended." It requires the contractor to certify compliance with all legal provisions related to non-immigrant foreign nationals working under contract or subcontract for the Department of Veterans Affairs (VA), particularly concerning services to VA patient referrals.

• Contractor must certify compliance with the Immigration and Nationality Act of 1952, as amended, and related laws and regulations enforced by Homeland Security, Immigration and Customs Enforcement, and the Department of Labor.
• Contractor must not knowingly employ, contract, or subcontract with an illegal alien or a foreign national non-immigrant violating their status.
• Contractor must comply with "E-Verify" requirements and applicable Federal Acquisition Regulations.
• Contractor agrees to obtain similar certifications from its subcontractors.
• Fields for Signature, Date, Typed Name and Title, and Company Name are provided for certification.

Bidders must understand and be prepared to complete and submit this certification as part of their contractual obligations. Failure to comply with these requirements can lead to prohibition from working on the contract and potential termination for breach. This form ensures that the contractor and its subcontractors adhere to immigration and nationality laws when providing services to the VA.

Form / Attachment / Pricing Sheet

This document, VA Handbook 6500.6 Appendix D, outlines the "Rules of Behavior" for contractors accessing VA information systems and data. It serves as a user agreement that contractors must acknowledge and accept to comply with VA security and privacy directives.

• General Rules of Behavior: Establishes standards for contractor conduct regarding information security, including:
  • Following procedures for account access and usage.
  • Using only authorized systems, software, and data.
  • Restrictions on using non-contractor owned equipment (OE) for VA sensitive information.
  • Prohibitions against exploiting access rights or disabling security controls.
  • Requirements for reporting security incidents.
  • Mandates for using FIPS 140-2 validated encryption for VA sensitive information.
  • Compliance with VA Handbook 6500.1 for electronic media sanitization.
  • Restrictions on public dissemination of VA information.
  • Requirements for authorization before hosting or administering internet servers.
  • Protection of government property and prohibition of unauthorized removal of VA sensitive information.
  • Use of only VA-authorized anti-virus, anti-spyware, and firewall software.
  • Requirement to complete information security and privacy training.
• Additional Conditions for Use of Non-VA IT Resources: Details conditions for connecting to the VA network, remote access, and prohibiting dual network connections without authorization.
• Statement on Litigation: Clarifies that the agreement does not create rights or benefits enforceable by law.
• Acknowledgement and Acceptance: A section for the contractor to sign, acknowledging understanding and acceptance of the terms and conditions.

Bidders must understand that compliance with these rules of behavior is a mandatory condition for performing work under any contract that involves access to VA information systems or sensitive data. Failure to comply can result in penalties. This document will likely be a required attachment or a condition of award, necessitating review and acceptance by key personnel.

Solicitation / RFP / RFQ

This solicitation seeks offers for Healthcare for Homeless Veterans (HCHV) Contracted Emergency Residential Services (CERS) at the Marion VA Medical Center’s Evansville Health Center. The services aim to provide immediate residential care and supportive services to homeless Veterans, with a goal of rapid stabilization and placement into permanent housing. The contract is a firm-fixed-price Indefinite Delivery/Indefinite Quantity (IDIQ) type.

• Provide residential care and supportive services for up to 20 chronically street homeless Veterans at a time.

• Services include safe housing, three nutritious meals daily, laundry facilities, internet/computer access, transportation assistance, and case management.

• Veterans will be screened and referred by the VA; immediate admissions are expected 24/7.

• Focus on rapid stabilization (30-60 days) and placement into transitional or permanent housing (no more than 90 days stay without approved extension).

• Contractor facilities must meet specific safety, accessibility (ADA), licensing, and fire code requirements.

• Staff must be qualified and trained, with specific roles including case managers and behavioral health technicians.

• Compliance with VA patient rights, privacy, and confidentiality regulations is mandatory.

• Contract Type: Firm-Fixed-Price, Indefinite Delivery/Indefinite Quantity (IDIQ).

• Period of Performance: One (1) base year with four (4) one-year option periods. Estimated performance dates are approximately September 01, 2025, through August 31, 2030.

• Minimum Guaranteed Amount: $400.00 (applicable to base year).

• Maximum Contract Value: $5,500,000.00.

• Payment Basis: Bed Day of Care (BDOC).

• Offers are due by April 30, 2026, 5:00 pm CST via email to patricia.trusler@va.gov.

• Proposals must be submitted in two parts: Price and Non-Price.

• Evaluation Factors (in descending order of importance): Technical Capability, Past Performance, Veterans Involvement, Small Business Subcontracting Plan (for other than small businesses), and Price.

• The Government intends to award without discussions.

• The acquisition is unrestricted.

• Specific evaluation credit is given for eligible Service-Disabled Veteran-Owned Small Businesses (SDVOSB) and Veteran-Owned Small Businesses (VOSB).

• Other than small businesses must submit a subcontracting plan.

• The solicitation incorporates numerous FAR and VAAR clauses by reference.

• Key attachments include Quality Assurance Surveillance Plan (QASP), VA Handbook 6500.6, Wage Determinations, and various inspection forms.

Statement of Work (SOW) / Performance Work Statement (PWS)

This Quality Assurance Surveillance Plan (QASP) outlines the systematic method the Government will use to evaluate contractor performance for a stated contract. It details what will be monitored, how monitoring will occur, who will conduct it, and how efforts and results will be documented.

The QASP focuses on evaluating contractor performance against contract terms and performance standards, not on how the contractor accomplishes the work. It is a "living document" subject to Government review and revision via contract modification.

The QASP defines performance standards used to determine the level of contractor performance. These standards are detailed in Section 6 and include measures for:

• Periodic Inspections (visual safety, sanitation, emergency plans, clinical records, complaints)
• Patient Safety (staff training on emergency procedures)
• Transportation (assisting Veterans with medical/mental health appointments, housing, care needs)
• Admissions (24/7 accommodation capability)
• Individualized Service Plan (ISP) completion and review
• Case Management (housing applications, benefits paperwork)
• Therapeutic Services (groups, activities, referrals)
• Suicidal and Homicidal Risk screening
• Collaborative Relationship (weekly case conferences)
• Critical Incidents reporting
• Staffing and 24/7 availability
• Extensions Beyond 90 Days (approval process)
• Discharges (planning and referrals)
• Sign-in Sheets (documentation for billing)
• Scheduled and Unscheduled Absences (documentation)
• Performance Measures (HCHV metrics, action plans)
• Documentation (entry into HMIS system)

Not explicitly detailed in this document, but the QASP applies to the performance of ALL terms and conditions of the contract.

• Government roles include Contracting Officer (CO) and Contracting Officer's Representative (COR) for technical administration and surveillance.
• Contractor representatives (Primary and Alternate Program Managers) are identified.
• Performance standards are used to assign ratings, contributing to past performance evaluation.
• Surveillance methods include direct observation, periodic inspections, customer feedback, random sampling, and review of contractor-provided documentation.
• CPAR ratings (Exceptional, Very Good, Satisfactory, Marginal, Unsatisfactory) are defined for evaluating performance.
• Procedures for documenting performance, issuing Contract Reports (CRs), and requiring corrective action plans are outlined.

Solicitation / RFP / RFQ

This is a notice of intent to solicit proposals for the Evansville Health Care for Homeless Veterans (HCHV) program, specifically for Contracted Emergency Residential Services (CERS). The Department of Veterans Affairs (VA) Marion VA Medical Center's Evansville Health Center aims to end homelessness among its veteran population by providing enhanced homeless service capacity through this contract. The services will be provided 24/7 to homeless male and female Veterans in need of safe housing and supportive services, with an expected outcome of rapid stabilization and placement into transitional or permanent housing within 60 to 180 days.

• Provide Contracted Emergency Residential Services (CERS) to homeless Veterans.

• Offer supportive services as defined in the Performance Work Statement (PWS).

• Ensure housing in a safe environment.

• Facilitate rapid stabilization and transition to permanent housing.

• Services to accommodate up to 20 Bed Days of Care (BDOC) not to exceed 7,300 BDOC annually.

• The contract is expected to be issued on or about March 06, 2026.

• Place of Performance: Within a sixty (60) mile radius of Evansville Health Center, Evansville, IN 47715.

• Response Date/Time/Zone: April 30, 2026, 5:00 pm CENTRAL TIME, CHICAGO, USA.

• The solicitation will be available at SAM.gov. Interested vendors must download the solicitation and any amendments from this website.

• Prospective offerors are encouraged to register their interest on SAM.gov to receive notifications.

• NAICS Code: 624221

• Small business size standard: $13.5M.

• The procurement will be solicited under full and open competition (unrestricted).

• No hard copies of the solicitation will be made available.

• The solicitation will provide full details on proposal submission.