The Killeen Heights Vet Center in Killeen, Texas is seeking Service-Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), or Small Business sources capable of meeting the requirement listed below. The acquisition will be accomplished using commercial item procedures in accordance with FAR Part 12. NOTE: TO QUALIFY SDVOSB AND VOSB VENDORS MUST BE CERTIFIED IN THE VA VENDOR INFORMATION PAGES (VIP) DATABASE. The North American Industry Classification System (NAICS) is 624410. Any SDVOSB, VOSB, or Small Business firms who wish to identify their interests and capability to provide this product must provide product specifications, performance, and delivery information by notifying the Contracting Officer no later than 4:00 PM Central Time, August 8, 2022. Notification shall be e-mailed to Robyn Nussbaum, at
[email protected]. Any vendor who responds to this Notice must provide credentials to perform the requirement as outlined in the below scope. DISCLAIMER This Sources Sought Notice is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this Notice that is marked as proprietary will be handled accordingly. In accordance with the Federal Acquisition Regulation, responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this Notice. Scope: General 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. The Readjustment Counseling Service mission is to provide readjustment counseling to assist eligible Veterans to resolve war and other trauma related psychosocial and socioeconomic difficulties and to support eligible individuals with their readjustment back into their home communities. Vet Centers provide readjustment counseling through individual, group, and family counseling formats. The Johnny Isakson and David P. Roe, M.D. Veterans Health Care and Benefits Improvement Act of 2020, Deborah Sampson Act of 2020, Section 5107(b): Assistance for Child Care for Certain Veterans Receiving Health Care requires Vet Centers to pilot a childcare assistance program to qualified Veterans who are actively seeking in-person, face-to-face readjustment counseling services. The legislation requires The Readjustment Counseling Service to carry out a two-year pilot program to assess the feasibility and advisability of providing childcare assistance to qualified Veterans during the period that such Veterans receive readjustment counseling and related health care services at a Vet Center. This childcare pilot program authorized by Congress to help relieve the difficulty some Veterans have in making VA appointments when they are also responsible for providing care to young children. Within six months of the completion of the pilot, recommendations will be developed on the continuation or expansion of the pilot program. Background. A core value of the Vet Center program is to promote access to care by helping Veterans and service members overcome barriers that impede them from using the Vet Center s services. One pathway to remove barriers is through the provision of childcare services to those we serve. This contract will provide eligible Veterans and assistance to reduce the barriers of attendance at in-person Vet Center services by providing childcare for the duration of that visit, to include driving time to and from the childcare facility to their associated Vet Center. This childcare pilot would be available to improve the quality of life for our Nation s Veterans through removing childcare as a barrier for eligible Veterans currently engaged in in-person readjustment counseling services at the piloted Vet Center. Authority. RCS applies the following authorities in the administration of the childcare program: Identify qualified Veterans for childcare services under the specific parameters set forth in section 5107(b), codified at 38 U.S.C. § 1709C. Objectives. The childcare program provides Veteran assistance to reduce the barriers of attendance of in-person Vet Center services by providing childcare for the duration of that visit, to include driving time to and from the childcare facility to their associated Vet Center. The objective of this contract is to secure dedicated childcare services, in a non-residential setting, for ad hoc childcare services in a facility located within 15 driving miles of the Killeen Heights Vet Center. The childcare services are required for children of eligible Veterans during the Veteran s scheduled appointment(s) time at the Killeen Heights Vet Center. SCOPE OF WORK The Killeen Heights Vet Center is seeking ad hoc childcare at their childcare facility for children between the ages of 6 weeks to 12 years of age. The contractor shall provide spaces for ad hoc childcare services at a licensed childcare facility to accommodate the needs of Veterans while receiving services at the Killeen Heights Vet Center. The contractor shall operate an accessible, high quality, state licensed, non-residential childcare facility which includes trained staff, maintaining liability insurance, and complying with state and local licensing requirements. The childcare facility shall meet all state, and local licensing requirements pertaining to the operation of childcare facility, ensuring the safety and well-being of the children while they are at the facility. The contractor shall notify the COR within one business day if there are any status changes to their licensure and/or insurance status. The childcare facility shall be located within 15 driving miles of Killeen Heights Vet Center located at 302 Millers Crossing, Suite #4, Harker Heights, TX 76548. The childcare facility shall have spaces available for ad hoc childcare services Monday through Friday between the hours of 8:00 am and 4:30 pm, recognizing childcare industry generally accepted closures for federal holidays. The eligible Veteran parent will be required to register and provide the childcare facility with their required documents for enrollment. The contractor shall complete all necessary paperwork that is expected of their licensing boards for the children obtaining services and to complete the registration process. The contractor shall provide a scheduling procedure that allows for parents to schedule their child for care. Once enrolled the Veteran will contact the childcare facility for scheduling of ad hoc childcare services. The eligible Veterans should have the flexibility to be able to call the day before for ad hoc childcare service. The contractor shall be responsible for managing and overseeing the activities of all contractors personnel used in performance of this contract. The contractor s management responsibilities shall include all activities necessary to ensure the accomplishment of timely and effective support, performed in accordance with the requirements contained herein. The contractor shall not allow unauthorized personnel into the facility. The contractor shall ensure the safety, privacy, and security of the children, while authenticating the identification of the person picking up the child. The contractor shall employ an adequate number of employees for the number of children based on federal, state, and local guidelines. Employees should be well-trained to provide educational experiences for the children, as well as be certified to perform certain medical procedures, such as CPR, in the event of an emergency. All employees employed by the contractor must have a comprehensive background investigation. The contractor shall notify the COR of newly hired employees to ensure all background check requirements are completed. The contractor will be required to monitor and document all delivered childcare services provided to Vet Center eligible Veterans. The contractor shall submit monthly reports that contains the dates of service, Veteran s name, number of children cared for, time of entry, and time of departure to the Contracting Officer Representative no later than the first week of the succeeding month. The report shall also address any issues encountered during registration, scheduling, or any identified issue to the performance of this contract. The report format and report delivery will be agreed upon by the Contracting Officer Representative and the Contractor after award. See Attachment 1 Sample Monthly Report. Under no circumstances should Veterans receive billing from Contractor. Contractor shall resolve any discrepancies or issues with the COR. The childcare facilities shall provide a copy of their operating procedures, registration requirements, late pick-up fees, and policies. The contractor shall allow Agency personnel to conduct announced and unannounced observations and inspections during the duration of the contract. This requirement is to provide Child Care Services for the Readjustment Counseling Service (RCS) Veterans within 15 driving miles from Killeen Heights Vet Center. The services shall include flexible scheduling options for ad hoc childcare while Veterans are receiving schedule services at the Vet Center. Responsibilities of the Readjustment Counseling Service (RCS) The RCS will identify eligible Veterans for childcare services under the specific parameters set forth in section 5107(b), codified at 38 U.S.C. § 1709C. The Vet Center staff will ensure that eligible Veterans participating in the program are aware of their rights and responsibilities related to the childcare pilot. This is to include being eligible for childcare services only while receiving in-person services at the Vet Center, in addition to, the travel time between the Vet Center and the childcare facility. Participants will be Vet Center clients and actively participating in services at their local Vet Center. The Vet Center will provide the contractor the names of eligible Veterans for enrollment and scheduling. QUALITY ASSURANCE Quality Assurance Surveillance Plan (QASP). The Government intends to utilize a Quality Assurance Surveillance Plan (QASP) to monitor the quality of the contractor s performance. The oversight provided for in the order and in the QASP will help to ensure that service levels reach and maintain the required levels throughout the contract term. Further, the QASP provides the COR with a proactive way to avoid unacceptable or deficient performance and provides verifiable input for the required Past Performance Information Assessments. The QASP is a living document and may be updated by the Government as necessary. LIABILITY Each party shall bear its own risks, liabilities and associated costs incurred by it arising out of its activities and efforts under this contract. This contract shall be governed by U.S. Federal law as applicable. The liability, if any, of the United States for injury or loss of property, or personal injury or death shall be governed exclusively by the provisions of the Federal Tort Claims Act. SYSTEM FOR AWARD MANAGEMENT The contractor is required to be registered in the System for Award Management (SAM) when submitting an offer or quotation and shall continue to be registered until time of award, during performance, and through final payment of any contract. VHA Supplemental Contract Requirements for Ensuring Adequate COVID-19 Safety Protocols for Federal Contractors 1. Contractor employees who work in or travel to VHA locations must comply with the following: a. Documentation requirements: 1) If fully vaccinated, shall show proof of vaccination. i. NOTE: Acceptable proof of vaccination includes a signed record of immunization from a health care provider or pharmacy, a copy of the COVID-19 Vaccination Record Card (CDC Form MLS-319813_r, published on September 3, 2020), or a copy of medical records documenting the vaccination. 2) If unvaccinated and granted a medical or religious exception, shall show negative COVID-19 test results dated within three calendar days prior to desired entry date. Test must be approved by the Food and Drug Administration (FDA) for emergency use or full approval. This includes tests available by a doctor s order or an FDA approved over-the-counter test. 3) Documentation cited in this section shall be digitally or physically maintained on each contractor employee while in a VA facility and is subject to inspection prior to entry to VA facilities and after entry for spot inspections by Contracting Officer Representatives (CORs) or other hospital personnel. 4) Documentation will not be collected by the VA; contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information. 2. Contractor employees are subject to daily screening for COVID-19 and may be denied entry to VA facilities if they fail to pass screening protocols. As part of the screening process contractors may be asked screening questions found on the COVID-19 Screening Tool. Check regularly for updates. a. Contractor employees who work away from VA locations, but who will have direct contact with VA patients shall self-screen utilizing the COVID-19 Screening Tool, in advance, each day that they will have direct patient contact and in accordance with their person or persons who coordinate COVID-19 workplace safety efforts at covered contractor workplaces. Contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information. Contractor must immediately notify their COR or Contracting Officer if contract performance is jeopardized due to contractor employees being denied entry into VA Facilities.