SOURCES SOUGHT NOTICE This is a Sources Sought NOTICE (SSN) ONLY. The U.S. Government is conducting market research only to determine the availability of qualified sources capable of providing Child Care Services. Potential Contractors are invited to provide a response via e-mail to Contract Specialist at
[email protected] by July 20, 2022 12:00 pm (PT). Responses will be used to determine the appropriate strategy for a potential acquisition. Please clearly identify any information your company considers sensitive or proprietary. This notice is issued solely for information and planning purposes - it does not constitute a Request for Quotation (RFQ), or a promise to issue an RFQ in the future. This notice does not commit the U.S. Government to contract for any supply or service. Further, the U.S. Government is not seeking quotes, or proposals at this time and will not accept unsolicited quotes in response to this sources sought synopsis. The U.S. Government will not pay for any information or administrative costs incurred in response to this notice. Submittals will not be returned to the responder. Not responding to this notice does not preclude participation in any future RFQ, if any is issued. BACKGROUND: The Spokane VA Medical Center, Spokane Washington, has a requirement for a Contractor to Child Care services for the provide Spokane VA Veteran Center. NAICS: 624410 Child Day Care Services Interested potential Contractors please provide the following. 1) Company Name, address, point of contact, phone number, email address, and DUNS Please indicate business size: Small Disadvantage Business (SDB)____ 8(a)____ Historically Underutilized Business Zone (HUBZone)____ Service-Disabled Veteran-Owned Small Business (SDVOSB)____ Veteran-Owned Small Business (VOSB)_____ Economically Disadvantaged Women-Owned Small Business (EDWOSB)_____ Women-Owned Small Business concerns (WOSB)_____ Small Business_____ Large Business_____ Please state if you possess a Federal Supply Schedule (FSS)______. Please state if your FSS Schedule is under Group 66 III Cat 605-2A________ 2) Please submit a brief capability statement (maximum one page) with enough information to demonstrate to the Veterans Affairs that you have the capability of providing Child Care Services as required in the attached Draft Statement of Work. **Draft Statement of Work 1. General This requirement is to provide Child Care Services for the Readjustment Counseling Service (RCS) Veterans within 5 driving miles from Spokane Vet Center. The services shall include flexible scheduling options for ad hoc child care while Veterans are receiving schedule services at the Vet Center. 1.1. 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 child care 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 child care assistance to qualified Veterans during the period that such Veterans receive readjustment counseling and related health care services at a Vet Center. This child care 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. 1.2. 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 child care 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 child care for the duration of that visit, to include driving time to and from the child care facility to their associated Vet Center. This child care pilot would be available to improve the quality of life for our Nation s Veterans through removing child care as a barrier for eligible Veterans currently engaged in in-person readjustment counseling services at the piloted Vet Center. 1.3. Authority. RCS applies the following authorities in the administration of the child care program: Identify qualified Veterans for child care services under the specific parameters set forth in section 5107(b), codified at 38 U.S.C. § 1709C. 1.4. Objectives. The child care program provides Veteran assistance to reduce the barriers of attendance of in-person Vet Center services by providing child care for the duration of that visit, to include driving time to and from the child care facility to their associated Vet Center. The objective of this contract is to secure dedicated child care services, in a non-residential setting, for ad hoc child care services in a facility located within 5 driving miles of the Spokane Vet Center. The child care services are required for children of eligible Veterans during the Veteran s scheduled appointment(s) time at the Spokane Vet Center. 2. SCOPE OF WORK 2.1. The Spokane Vet Center is seeking ad hoc child care at their child care facility for children between the ages of 6 weeks to 12 years of age. The contractor shall provide spaces for ad hoc child care services at a licensed child care facility to accommodate the needs of Veterans while receiving services at the Spokane Vet Center. 2.2. The contractor shall operate an accessible, high quality, state licensed, non-residential child care facility which includes trained staff, maintaining liability insurance, and complying with state and local licensing requirements. The child care facility shall meet all state, and local licensing requirements pertaining to the operation of child care 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. 2.3. The child care facility shall be located within 5 driving miles of Spokane Vet Center located at 13109 East Mirabeau Parkway, Spokane, WA 99216. 2.4. The child care facility shall have spaces available for ad hoc child care services Monday through Friday between the hours of 8:00 am and 4:30 pm, recognizing child care industry generally accepted closures for federal holidays. 2.5. The eligible Veteran parent will be required to register and provide the child care 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. 2.6. The contractor shall provide a scheduling procedure that allows for parents to schedule their child for care. Once enrolled the Veteran will contact the child care facility for scheduling of ad hoc child care services. The eligible Veterans should have the flexibility to be able to call the day before for ad hoc child care service. 2.7. 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. 2.8. 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. 2.9. 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. 2.10. The contractor will be required to monitor and document all delivered child care 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. 2.11. Under no circumstances should Veterans receive billing from Contractor. Contractor shall resolve any discrepancies or issues with the COR. 2.12. The child care facilities shall provide a copy of their operating procedures, registration requirements, late pick-up fees and policies. 2.13. The contractor shall allow Agency personnel to conduct announced and unannounced observations and inspections during the duration of the contract. 3. Responsibilities of the Readjustment Counseling Service (RCS) 3.1. The RCS will identify eligible Veterans for child care services under the specific parameters set forth in section 5107(b), codified at 38 U.S.C. § 1709C. 3.2. The Vet Center staff will ensure that eligible Veterans participating in the program are aware of their rights and responsibilities related to the child care pilot. This is to include being eligible for child care services only while receiving in-person services at the Vet Center, in addition to, the travel time between the Vet Center and the child care facility. 3.3. Participants will be Vet Center clients and actively participating in services at their local Vet Center. 3.4. The Vet Center will provide the contractor the names of eligible Veterans for enrollment and scheduling. 4. QUALITY ASSURANCE 4.1. 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. 5. LIABILITY 5.1. 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. 6. SYSTEM FOR AWARD MANAGEMENT 6.1. 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. 7. INVOICING 7.1. Invoicing shall be in accordance with the requirements of The Department of Veterans Affairs (VA) Financial Services Center (VAFSC). The latest information shall be used for invoicing and payments and may change during the Period of Performance of this acquisition. Invoice requirements are currently as follows: Invoice Number, Invoice Date, Purchase Order Number, Unit Price, Quantity and Unit of Measure, Total Invoice Price, Ship-To Location Name and/or code, Receipt of Goods/ Services, Invoice Payment Terms. Current Invoicing information is located at http://www.fsc.va.gov/einvoice.asp. It states: FSC Mandatory Electronic Invoice Submission: The Department of Veterans Affairs published a final rule in the Federal Register on November 27, 2012 to require contractors to submit payment requests in electronic form in order to enhance customer service, departmental productivity, and adoption of innovative information technology, including the appropriate use of commercial best practices. The rule is effective December 27, 2012. Vendor Electronic Invoice Submission Methods Facsimile, e-mail, and scanned documents are not acceptable forms of submission for payment requests. Electronic form means an automated system transmitting information electronically according to the accepted electronic data transmission methods below: VA s Electronic Invoice Presentment and Payment System The FSC uses a third-party contractor, Tungsten, to transition vendors from paper to electronic invoice submission. Please go to this website: http://www.tungsten-network.com/US/en/veterans-affairs/ to begin submitting electronic invoices, free of charge. System that conforms to the X12 electronic data interchange (EDI) formats established by the Accredited Standards Center (ASC) chartered by the American National Standards Institute (ANSI). The X12 EDI Web site (http://www.x12.org). The Department of Veterans Affairs Tungsten Number is: AAA544240062 Vendor e-Invoice Set-Up Information: Please contact Tungsten at the phone number or email address listed below to begin submitting your electronic invoices to the VA Financial Services Center for payment processing, free of charge. If you have question about the e-invoicing program or Tungsten, please contact the FSC at the phone number or email address listed below: Tungsten e-Invoice Setup Information: 1-877-489-6135 Tungsten e-Invoice email:
[email protected] FSC e-Invoice Contact Information: 1-877-353-9791 FSC e-invoice email:
[email protected]