Inactive

THIS IS A SOURCES SOUGHT NOTICE ONLY. This is not a solicitation for bids, proposals, proposal abstracts, or quotations. The purpose of this Sources Sought Notice is to obtain information regarding th... THIS IS A SOURCES SOUGHT NOTICE ONLY. This is not a solicitation for bids, proposals, proposal abstracts, or quotations. The purpose of this Sources Sought Notice is to obtain information regarding the availability and capability of all qualified sources to perform a potential requirement. The responses received from interested contractors will assist the Government in determining the appropriate acquisition method. The intended contract is a firm-fixed price supply purchase. The Department of Veterans Affairs (VA), Network Contracting Office (NCO) 20, is conducting market research to identify potential sources which can provide the following in support of the Veterans Health Administration, Readjustment Counseling Service (RCS) service area of Pacific District 5 (Alaska, Idaho, Nevada, California, Washington, Oregon, Hawaii, Arizona, New Mexico). RCS District 5 has a need for a five-year Blanket Purchase Agreement (BPA) for Megabus Retreats. INTRODUCTION: The Department of Veterans Affairs (VA) Readjustment Counseling Service (RCS) is a community-based program of mental health counseling centers that provide a wide range of social and psychological services, including professional readjustment counseling to eligible Veterans, Active duty service members, including National Guard and Reserve components, and their Families. RCS is recognized as the first program to address the psychological and social sequela of combat and armed conflict related problems. Current law authorizing readjustment counseling is contained in title 38 U.S.C. § 1712A. Under 38 U.S.C. § 1712(e)(3), contracting authority for readjustment counseling and related mental health services is effective for any fiscal year only to the extent and amounts that are provided for in appropriations Acts. The Johnny Isakson and David P. Roe, M.D. Veterans Health Care and Benefits Improvement Act of 2020 Section 5104: Provision of Reintegration and Adjustment Services to Veterans and their Family members in Group Retreat Settings expands and makes permanent reintegration and readjustment services through group retreats offered to all Vet Center eligible individuals (from here on referred to as Clients) to include women Veterans only specific events. Retreats may include readjustment skill building, financial counseling, employment resources, recreational activities, and other community resource information designed at supporting client goals, objectives, and needs. In each of fiscal years 2021 through 2025, the maximum number of individuals who receive integration and readjustment services through RCS sponsored retreats cannot exceed 1,200 individuals. PURPOSE OF PROJECT: To create a retreat program for eligible clients to augment readjustment counseling. This retreat program should provide an affirming and open forum for cohorts with a history of symptoms associated with Post-Traumatic Syndrome Disorder (PTSD) and other related trauma issues as a result of combat related trauma, military sexual trauma, and/or military service. This can include information and skill building related to reintegration of the individual into family, employment, and the community, financial counseling and/or education, occupational counseling, information and counseling on stress reduction, and information and counseling on conflict resolution. Contractor staffing should include a diverse CO-ED portfolio to meet the needs of a diverse group of participants which may include (Vietnam Veterans, Post 9/11 Veterans, Male Veterans, Women Veterans, etc.). The retreat event program agenda should be structured to include the following: Information and skill building related to Reintegration of the Individual into Family, Employment, and the Community Provide Group and individual skill building activities and information on re-integration into the client's family, employment, and community. The contractor will develop activities that encourage and enhance client participation that promotes group interaction in order to develop the skills required for reintegration. Expected Outcome: Improved self-esteem, developing trusting relationships, and provide resources, tools, and skillset for typical participant's path to recovery and transition assistance. Financial Counseling and/or Education Provide individual activity that provides basic personal financial management skills (household budget management, debt management, credit management). Expected Outcome: Provide financial management methods (budget templates, spending habits review, other points of resources and support) to establish a household budget, establish and maintain good credit, set savings goals, general debt counseling. Occupational Counseling Provide group and individual activities that provide an assessment of occupational profile and skills of the participant. This can be accomplished by administering personality and/or occupational testing (Myers-Briggs or other testing to assist with occupational assessments). Expected Outcome: identification of client personality type/occupational skills to enhance participants' career development and career decision-making. Provide career intervention to assist with affirmation of modification of clients career direction. Information and Counseling on Stress Reduction Group and individual activities that contribute stress management strategies to reduce and relieve stress resulting from combat experience and everyday activities (meditation or other relaxation techniques). Expected Outcome: Identification of stress reduction techniques available that best fits participants need due to their physical state, time schedules and environment (example: diet, exercise, proper planning, etc.). Information and Counseling on Conflict Resolution Group and individual activities that identify sources of conflict and the various methods of achieving conflict resolution (for example, peer mediation and spouse conflict resolution) based on typical sources of conflict for the women combat veteran. Expected Outcome: Group and Individual exercises (not just conflict theory) that offer optimum working solutions for resolving conflict based the clients' typical sources of conflict. SCOPE OF WORK: Number and Length of Retreats The contractor will conduct a minimum of six (6) and a maximum of twelve (12) retreat events to accommodate a maximum of twenty (20) clients for a four to six (4-6) day period; if funding is available, per each retreat event. Each event includes one day for travel to the retreat location and one day for return travel from the retreat location to the clients home. The total time for the actual retreat event should be no less than two (2) eight-hour days, and up to four (4) eight-hour days. At least one of these retreats will be focused on a cohort of women-only veterans. Period of Retreat Event Completion Expectation The minimum of six (6) and maximum of twelve (12) retreats will be within RCS service area of Pacific District 5 (Alaska, Idaho, Nevada, California, Washington, Oregan, Hawaii, Arizona, New Mexico) in a cumulative period of one (1) year. Retreat Event Locations & Facility Expectations Retreats should be held within geographic locations that accommodate potential participants from the District s Vet Centers. The preferred retreat location settings should best accommodate seasonal variations for outside activity and be in various locations throughout the District to expand participation opportunities. The RCS District covered by this agreement includes the following: RCS Pacific District 5 (Alaska, Idaho, Nevada, California, Washington, Oregon, Hawaii, Arizona, New Mexico). The retreat program should provide individual assistance and facilitate group activities for clients. The retreat activity setting expectation is to allow for bonding between clients. It is preferred that retreats are held outdoors as weather permits. Retreat activities should be quasi-facility focused. Retreat activities can include but are not limited to, hikes, rock-climbing, canoeing, backpacking, camping, etc. All selected retreat locations and activities should accommodate ADA clients. Retreat Client Profile Participation in this event is strictly at the election of the client. RCS staff will work with the contractor on the list of clients for each event. RCS staff will provide early intervention and screen clients prior to nomination to attend the retreat. RCS will seek clients within their catchment area, however retreats will be open to other RCS Districts in order to ensure minimum capacity to facilitate retreats when needed. In the case that program client levels cannot be met from one specific district, RCS will work with the contractor to include clients from alternate districts throughout the country. It is anticipated that a small percentage of clients may require adaptive equipment or assistance at some level for any kind of outdoor sport activities. Retreat clients are not likely to know other clients, as most will originate from different Vet Centers across the RCS District 5. Participants will be Vet Center clients and already in counseling at their local Vet Center. RCS Staff will assess for suitability and work with clients to complete all necessary documentation in advance of the event. RCS staff will contact each client prior to the event to provide additional information, address any questions and/or concerns, process/prepare for this new, unknown experience and plan for post-event engagement. RCS will offer post-counseling services to retreat participants upon completion of events through the clients local Vet Center. RESPONSIBILITIES OF THE CONTRACTOR Develop and present appropriate program/plans for 4-day events, 5-day events and 6-day events (this timeframe includes client travel to and from the client s home to the retreat location) that will facilitate individual and/or group retreat activities. Include information about all program materials, ensuring availability of necessary office, supplies and equipment to execute the program. RCS will have the option to select the appropriate program/plan (4-day, 5-day, and 6-day events) and then have the contractor conduct a minimum of six (6) and a maximum of twelve (12) retreat events to accommodate a maximum of twenty (20) clients for a 4-6-day period; if funding is available, per each retreat event. A minimum of three different locations will be required for the duration of the agreement. Beginning in the second year of this agreement, additional locations may be explored and suggested for RCS consideration and approval. All locations proven successful may be used in following years of this agreement. Successful events will be determined by RCS in partnership with the Contracting Officer Representative (COR) and participant feedback. The contractor will handle all arrangements to conduct the retreat in coordination with the COR and RCS staff. The contractor will provide Mental Health First Aid staff to participate and conduct observations of the event proceedings or to support as requested by other contractor staff. The contractor will develop appropriate team building activities that will establish client trust and enable the client to build on those relationships and activities. The contractor will provide group and/or individual activities (in a group setting) that emphases and supports the key objectives of the retreat. The contractor will be responsible for the lodging, meals, and materials costs for the twenty (20) clients. The air travel average for participants should not exceed an average of an 1800-mile radius each way. It is possible that 5% of the West Coast participants may originate from Guam, Hawaii, and the America Samoa. It is also possible that 10% of the East Coast outdoor Retreat participants could originate from Puerto Rico or Virgin Islands territories. There will be no attendees from the Philippines region. Contractor will arrange for client travel from the client s home to the retreat location and will arrange for return travel from the retreat location to the client s home. This will promote a safe environment for the clients as they depart the plane and assurance that there will be someone there to meet them and carry them safely to their retreat location. All transportation should be ADA compliant. Computer/phone access for clients for activities will depend on contractor s planned program activities. However, the contractor will assure that a communication method is available (phone or internet access) if the site is extremely remote. The contractor will provide all housing for each event and three daily meals (noon meal could be a box lunch) during each full day of the event. Also, the contractor will provide a noon meal and/or evening meal on the first day for clients arriving at the retreat facility. The contractor will provide breakfast on the last day of the event prior to taking clients to the airport, which can be a continental style with hot and/or cold foods. The contractor will provide all training materials, equipment and staff required to provide each retreat. Contractor will provide necessary assistance for clients who may require adaptive equipment or assistance at some level for the planned retreat activities. Lodging will accommodate handicapped participants. A computer terminal will be available for research or other access as needed. Contractor will provide RCS and COR with a detailed plan to include location and schedule of activities no later than 100 days prior to each retreat. The contractor will have appropriate accreditations to minimize risk factor and assure optimum quality and delivery performance. The contractor possesses experience and sufficient certification in conducting activities with veteran populations. It is recommended that a diverse CO-ED staff are available on-site during the retreats. The Contractor and/or the retreat location will have staff with a Wilderness Certification for First Responder and/or CPR and First Aid Certification to support the activities and number of participants. The contractor and/or the retreat location staff have a widely-accepted professional certification(s) or accreditation for providing the type of retreat program, for example, the Accreditation Council of the Association of Experiential Education (AEE) and/or the American Camping Association Certification (ACA), Conference Retreat Center Accreditation, International Association of Conference Center Administrators, etc. Contractor will develop, conduct, and provide VA/RCS results of a Participant Evaluation Assessment; to include symptom reduction and customer satisfaction survey results for retreat participants both on a qualitative and quantitative measurement level as indicated in the Quality Assurance Surveillance Plan (QASP) (Attachment A). Contractors will meet the requirements of the Quality Assurance Surveillance Plan (QASP) and comply with the reporting as required to obtain an acceptable rating on their performance. The contractor will be bound by all the same federal privacy laws as the Department of Veterans Affairs (VA) and shall maintain no records containing Veterans personal identification information. RESPONSIBILITIES OF RCS (VA) RCS staff counselors are veterans with combat experience. RCS clinical staff will function as participants/observers to monitor the clients and provide individual and/or group counseling as needed to assist the clients in having a successful retreat experience. RCS staff will provide 24hr support for clients emotional needs at any time necessary during the retreat. There should be computer/phone access for RCS staff for communications with the COTR and various Vet Centers if needed for consultation purposes. RCS staff will have government cell phones and a government laptop available to them. RCS staff will arrange and absorb the expense for their entire own transportation requirements. RCS counseling staff will participate/observe and provide intervention when needed to support the successful execution and completion of the retreat. The Contracting Officer s Representative (COR) will provide an approved list of clients to the contractor a minimum of 60 days prior to each Retreat and will make every effort to provide it as soon as feasible. RCS Staff will assess for suitability and work with clients to complete all necessary documentation in advance of the event. RCS staff will contact each client prior to the event to provide additional information, address any questions and/or concerns, process/prepare for this new, unknown experience and plan for post-event engagement. RCS will offer post-counseling services to retreat participants upon completion of events through the clients local Vet Center. CONTRACTOR DELIVERABLES Develop and present appropriate program/plans for 4-day events, 5-day events and 6-day events (this timeframe includes client travel to and from the client s home to the retreat location) that will facilitate individual and/or group retreat activities. Include information about all program materials, ensuring availability of necessary office, supplies and equipment to execute the program. RCS will have the option to select the appropriate program/plan (4-day, 5-day, and 6-day events) and then have the contractor conduct a minimum of six (6) and a maximum of twelve (12) retreat events to accommodate a maximum of twenty (20) clients for a 4-6-day period; if funding is available, per each retreat event. Each event includes one day for travel to the retreat location and one day for return travel from the retreat location to the clients home. The total time for the actual retreat event should be no less than two (2) and no more than four (4) eight-hour days. At least one of these retreats will be focused on a cohort of women-only veterans. Successful status will be determined jointly by the COR, RCS staff, and participant feedback. The Contractor may offer more than three locations to fit the requirement to allow for better selection opportunities, but this is not required. Contractor will arrange for client travel from the client s home to the retreat location and will arrange for return travel from the retreat location to the client s home. This will promote a safe environment for the clients as they depart the plane and assurance that there will be someone there to meet them and carry them safely to their retreat location. All transportation should be ADA compliant. The contractor will provide all housing for each event and three daily meals (noon meal could be a box lunch) during each eight-hour program day. Also, the contractor will provide a noon meal and/or evening meal on the first day for clients arriving at the retreat facility. The contractor will provide breakfast on the last day of the event prior to taking clients to the airport, which can be a continental style with hot and/or cold foods. The contractor shall provide all training materials, equipment and staff required to provide each retreat. Develop, conduct, and provide VA/RCS results of a Participant Evaluation Assessment; to include symptom reduction and customer satisfaction survey results for retreat clients both on a qualitative and quantitative measurement level based on the proposed program agenda. Confidentiality and Nondisclosure: As a VA business associate, the contractor shall be bound by all the same federal privacy laws and policies as VA and RCS. For the purpose of implementing this contract, the contractor shall maintain no records containing client s personally identifying information. SUPPLEMENTAL INFORMATION Novel Coronavirus COVID-19 Pandemic The global public health crisis precipitated by the novel coronavirus COVID-19 pandemic outbreak in addition to the increase and influx of transmission rates and illness as a result of new strains and variants, presents significant challenges to the ongoing delivery of this retreat program. The VA and RCS are mutually committed to implementing measures to protect client health and safety by reducing the transmission of any airborne viral pathogens conveyed through respiratory droplets. The contractor will adhere to both CDC and VA Covid-19 Guidelines when conducting retreats. The contactor will provide protective measures for all retreats to include but not limited to maintaining physical distance guidelines for staff from participants, proper use of personal protective equipment ( PPE ), including masks, gloves, protective eyewear, and hand sanitizer, and adopting measures to clean and sanitize all retreat areas used by participants. Modifications to Change of Scope & Retreat Location Changes Due to the rapidly evolving circumstances surrounding the ongoing coronavirus pandemic, the Parties acknowledge and agree that modifications to change of scope and retreat locations may need to be made promptly and without delay, by mutual agreement through the VA Contracting Officer. QUALITY ASSURANCE SURVEILLANCE PLAN Performance standards define desired services. The Government performs surveillance to determine if the contractor exceeds, meets, or does not meet these standards. The following personnel shall oversee and coordinate surveillance activities. Contracting Officer (CO) - The CO shall ensure performance of all necessary actions for effective contracting, ensure compliance with the contract terms, and shall safeguard the interests of the United States in the contractual relationship. The CO shall also assure that the contractor receives impartial, fair, and equitable treatment under this contract. The CO is ultimately responsible for the final determination of the adequacy of the contractor's performance. Assigned CO: Agency: Department of Veterans Affairs, Office of Acquisition and Materiel Management Contracting Officer's Technical Representative {COTR) - The COTR is responsible for technical administration of the contract and shall assure proper Government surveillance of the contractor's performance. The COTR shall keep a quality assurance file. The COTR is not empowered to make any contractual commitments or to authorize any contractual changes on the Government's behalf. Assigned COTR: The following employees of the contractor serve as the contractor's program manager for this contract. Program Manager- Other Contractor Personnel The Performance Requirements Summary Matrix listed below includes performance standards. The Government shall use these standards to determine contractor performance and shall compare contractor performance to the Acceptable Quality Level (AQL). The AQL for these services will be rated as unacceptable, acceptable or neutral. The COTR will document all performance results. Any report may be included in the support documentation for this contractual action. If unacceptable performance occurs, the COTR shall inform the contractor. This should be in writing unless circumstances necessitate verbal communication. In any case the COTR shall document the discussion and place it in the COTR file. If the COTR determines formal written communication is required, the COTR shall prepare a Contract Discrepancy Report (CDR) and present it to the contractor's program manager. The contractor shall acknowledge receipt of the CDR in writing. The CDR will specify if the contractor is required to prepare a corrective action plan to document how the contractor shall correct the unacceptable performance and avoid a recurrence. The CDR will also state how long after receipt the contractor has to present this corrective action plan to the COTR. The Government shall review the contractor's corrective action plan to determine acceptability. Any CDRs may become a part of the supporting documentation for any contractual action deemed necessary by the CO. During contract performance, the COTR will periodically analyze whether the negotiated frequency of surveillance is appropriate for the work being performed. The COTR shall meet with the contractor as designated below to assess performance and shall provide a written assessment. After award, the contractor's Program Manager and the COTR shall sign this document. Note: Dependent on the results of the market research, should a set-aside be determined as the most appropriate acquisition method, FAR clause 52.219-14 or VAAR clause 852.219-75 may apply to the formal solicitation should a solicitation be issued (see Disclaimer and Important Notes). Potential candidates having the capabilities necessary to provide the above stated supplies at a fair and reasonable price are invited to respond to this Sources Sought Notice via e-mail to Jennifer Robles at jennifer.robles1@va.gov no later than February 21, 2024, 5PM EST. No telephone inquiries will be accepted. RESPONSES SHOULD INCLUDE THE FOLLOWING INFORMATION: Company name, address, SAM UEI and business size; point of contact name, phone number, and e-mail address; whether services are presently offered on a current GSA Federal Supply Schedule contract. NAICS Code 721214, $9.0 Million, is applicable to determine business size standard. Any questions or concerns may also be directed via email to Jennifer Robles at jennifer.robles1@va.gov. Disclaimer and Important Notes: This Sources Sought Notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. The Government will treat any information received as proprietary and will not share such information with other companies. Any organization responding to this Sources Sought Notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization's qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. The Government may or may not issue a solicitation as a result of this announcement. There is no solicitation available at this time.