36C10X25R0003_1.docx

36C10X25R0003

GENERAL INFORMATION

Department of Veterans Affairs

5202 Presidents Court, Suite 103 Frederick MD 21703

POINT OF CONTACT*

Contracting Specialist Nicole Egan Nicole.Egan2@va.gov

(202) 361-1925

PLACE OF PERFORMANCE

Department of Veterans Affairs

5202 Presidents Court, Suite 103

Frederick MD 21703

POSTAL CODE

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice The Department of Veterans Affairs (VA) National Diversity Internship Program (NDIP) provides internship opportunities to diverse undergraduate and graduate students who are currently enrolled, full-time, or part-time, in a degree-seeking program at an accredited post-secondary institution and recent graduates who have graduated within one year of the internship session which they are applying. The Contractor shall provide support with recruiting diverse students from prospective post-secondary and graduate Minority Serving Institutions (MSIs).

Combined Synopsis/Solicitation Notice

PAGE 1 OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE

DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a.

PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

UEI:

EFT:

PHONE:

FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE

ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

26.

TOTAL AWARD AMOUNT (For Govt. Use Only) 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER) 30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

36C10X25R0003 01-02-2025 Nicole Egan

(202) 361-1925 01-30-2025

2PM

EST

36C10X Strategic Acquisition Center - Frederick Department of Veterans Affairs 5202 Presidents Court, Suite 103 Frederick MD 21703 X X 561110 $12.5 Million N/A X

36C10X Strategic Acquisition Center - Frederick Department of Veterans Affairs 5202 Presidents Court, Suite 103 Frederick MD 21703

VAFSC

U.S. Department of Veterans Affairs Financial Services Center

PO BOX 149971

(see Section B.3 invoicing/payment) Austin TX 78714-8917 1-(877)-489-6135 See CONTINUATION Page National Diversity Internship Program

(NDIP)

Questions Due: 10 January 2025 by 2PM EST Proposal Intent Due: 10 January 2025 by 2PM EST Offer Due Date: 30 January 2025 by 2PM EST See CONTINUATION Page X Jennifer Swift Page 1 of Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C10G Strategic Acquisition Center - Frederick Department of Veterans Affairs

5202 Presidents Court, Suite 103 Frederick MD 21703

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

3. INVOICES: Invoices shall be submitted in arrears:

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

Performance Work Statement

1.0 BACKGROUND. The Department of Veterans Affairs (VA) National Diversity Internship Program (NDIP) provides internship opportunities to diverse undergraduate and graduate students who are currently enrolled, full-time, or part-time, in a degree-seeking program at an accredited post-secondary institution and recent graduates who have graduated within one year of the internship session which they are applying. Various internship opportunities are offered during the spring, summer, and fall for students from accredited Minority Serving Institution (MSI) categories such as Historically Black Colleges and Universities (HBCUs), Hispanic Serving Institutions (HSIs), Tribal Colleges and Universities (TCUs), Asian American and Native American Pacific Islander Serving Institutions (AANAPISIs) and disability communities. The spring and fall sessions are 15 weeks long, running from January to May and September to December, respectively. The summer session is 10 weeks long, running from June to August.

The objectives of the VA NDIP are to:

1) Attract diverse groups of individuals to VA related career fields to build an inclusive and diverse VA workforce talent pipeline.

2) Enable post-secondary institution students to gain valuable work experience and experience working for the Federal Government while contributing to the VA mission.

3) Provide interns with an overview of VA careers to achieve a talented workforce drawn from all segments of society.

4) Offer interns a chance to demonstrate their talents and potential, while offering the organization time to evaluate their skills and abilities, as they benefit from contributions the intern provides their teams.

5) Provide opportunities for non-supervisory employees to gain experience, training, and mentoring new staff, as well as opportunities for students to mentor seasoned staff through reverse mentoring experiences that are engaging and provide meaningful work.

6) Provide paid Federal service opportunities to students from all segments of society and socioeconomic backgrounds.

7) NDIP directly supports President Management Agenda (PMA) Priority 1: Strengthening and Empowering the Federal Workforce, Strategy 1: Attract and hire the most qualified employees, who reflect the diversity of our country, in the right roles across the Federal Government and Goal 1.2: Agencies will build equitable pathways into the Federal Government for early career positions, particularly from underrepresented and underserved communities. NDIP also supports the applicable Executive Orders (E.O.’s) and regulations listed below:

· E.O. 14035, “Diversity, Equity, Inclusion, and Accessibility in the Federal Workforce”

· E.O. 13583, “Establishing a Coordinated Government-Wide Initiative to Promote Diversity and Inclusion in the Federal Workforce”

· E.O. 13562, “Recruiting and Hiring Students and Recent Graduates”

· E.O. 13230, “President’s Advisory Commission on Educational Excellence for Hispanic Americans”

· Executive Order 14045, “White House Initiative on Advancing Educational Equity, Excellence, and Economic Opportunity for Hispanics”

· Executive Order 13171, “Hispanic Employment in the Federal Government”

· E.O.13592, “Improving American Indian and Alaska Native Educational Opportunities and Strengthening Tribal Colleges and Universities”

· Executive Order 13779,” White House Initiative to Promote Excellence and Innovation at Historically Black Colleges and Universities”

· E.O. 13216, “Increasing Opportunity and Improving Quality of Life of Asian Americans and Pacific Islanders”

· Executive Order 13518 “Veterans Employment Initiative”

· E.O. 13548' " Increasing Federal Employment of Individuals with Disabilities"

· Executive Order 14031, “Advancing Equity, Justice, and Opportunity for Asian Americans, Native Hawaiians, and Pacific Islanders”

· Public Law 115-46, VA Choice and Quality Employment Act of 2017, Section 206

· VA Handbook 5005 Part II Appendix D

· Guidance on Promoting Internships and other Student and Early Career Programs in the Federal Government | CHCOC

· OPM Guidance on Use of Third-Party Intern Providers

8) VA Administrations and Staff Offices shall provide students an opportunity to intern in a variety of career fields including, but not limited to: medical related fields, human resources, communications, business/finance, contracting, Veterans claims examiner, information technology, cemetery administration, and other occupations in the VA. Student skills, knowledge, experience, and abilities will generally be matched with a suitable intern position. It should be noted that NDIP interns are not Federal employees and do not serve in Federal positions.

2.0 TYPE OF CONTRACT

This is a multiple award Indefinite Delivery Indefinite Quantity (IDIQ) contract with a minimum order of $5,000.00 and a maximum ceiling $3,000,000.00. Task Orders (TOs) shall be issued on a firm fixed price basis. The ordering period for the IDIQ is one base year and 4 options years. Each TO shall specify a period of performance that will govern that particular TO.

3.0 PERIOD OF PERFORMANCE

The Period of Performance (PoP) for this Indefinite Delivery, Indefinite Quantity (IDIQ) contract is one (1) 12-month base period and four (4) 12-month option periods. The specific periods of performance for Task Orders shall be identified in each individual Task Order.

Work at a Government site shall not take place on Federal holidays or weekends unless directed by the Contracting Officer (CO).

There are eleven (11) Federal holidays set by law (USC Title 5 Section 6103) that VA follows. Under current definitions, five are set by date:

If any of the above falls on a Saturday, then Friday shall be observed as a holiday. Similarly, if one falls on a Sunday, then Monday shall be observed as a holiday.

The other six are set by a day of the week and month:

4.0 PLACE OF PERFORMANCE

All work shall be performed onsite at a Government furnished location. Each task order may identify specific places of performance.

3.0

5.0 TRAVEL

The Government anticipates no travel under this contract. Travel for interns is an unallowed expense. If an individual task order requires limited travel, it would be restricted to only the Contractor to perform tasks with this effort, such as attend in-person onboarding and/or program-related meetings through the PoP, the travel cost will need to be included as part of the order in accordance with FAR 31.205-46. The duration of travel should not exceed two (2) days, to include travel time, except in instances where there may be more than one (1) intern located at the same worksite/facility/facility proximity. In the event of travel, the Contractor is required to adhere to the General Dress Guidelines. During instances where there are multiple interns, the Contractor shall work directly with the Contracting Officer’s Representative (COR) to outline the travel itinerary most beneficial to the Government. The total estimated number of trips in support of each task order is dependent upon the number of participants and the number of in-person meetings required to achieve requirements/deliverables. Travel shall be in accordance with the Federal Travel Regulations (FTR) and requires advanced concurrence by the COR. Contractor travel within a 50-mile radius of the local commuting area and/or the intern’s work location shall not be reimbursed.

6.0 APPLICATION DOCUMENTS

Intern application package shall consist of the below application documents:

· Intern application. All required fields in both the profile and application form, including responses to the following prompts:

· Personal, educational, and professional goals and interests and explanation of how this opportunity may enable the student to achieve those goals. Description of any experiences or situations that students feel have influenced their interest.

· Listing of their research, technical and/or professional experience that is relevant to the opportunity.

· Listing of their professional/technical skills and abilities that are relevant to the intern opportunity, including knowledge/skills related to certifications, specialized laboratory equipment or techniques, computer hardware, software, or computer languages and/or applications.

· Demographic data

· Resume (PDF, 2-page limit) without photos

· Academic Records

· A copy of an official or unofficial transcript or copies of the student academic records printed by the applicant or by academic advisors from internal institutional systems may be submitted. Transcript or academic records must clearly show the student’s name, name of the academic institution, enrollment during the academic term at the time of application, current/completed/enrolled courses, grades, most recent cumulative GPA, and degree in progress. Submitted documents must have all social security numbers, student identification numbers, and/or dates of birth removed (blanked out, blackened out, made illegible).

· Academic or Professional Recommendation: Recommendation should address the applicant’s academic record and potential for success in an appointment, such as demonstrated intellectual merit, communication, and teamwork skills.

7.0 GOVERNMENT TERMS AND DEFINITIONS

7.1 NDIP – National Diversity Internship Program – The National Diversity Internship Program (NDIP) is administered by the Human Capital Services Center (HCSC). The internship program provides undergraduate/graduate students an opportunity to supplement their academic studies while learning about VA career opportunities and contributing to our mission.

7.2 Primary Mentor – The principal Point of Contact (POC) that shall interact with the intern and provide guidance on project tasks and assignments through direct onsite supervision, approve intern timesheets and invoices, communicating any performance issues with the VA Contracting Officer, Contractor and COR. The mentor shall participate and complete all mentor outlined in the mentor agreement.

Mentors shall submit intern selections to the Contracting Officer (CO)/Contracting Specialist (CS) by required due dates. Failure to return intern selections may result in the request being canceled by the program office. No changes to the intern’s PoP (internship session dates) are authorized without the express written consent of the VA Contracting Officer. Upon completion of the internship session, complete and return the NDIP Validation of Services Rendered Form provided by the recruiting Contractor documenting the PoP (internship session dates). Mentors must attend all NDIP Mentor Information Sessions, prior to the start of the internship session, conducted by the NDIP Program Office.

· Mentor Onboarding responsibilities include:

· Provides the intern with the HCSC welcome packet, onboarding materials and access to professional development opportunities during the internship.

· Providing office space and computer equipment to fulfill tasks and assignments.

· Identifying and providing a Personal Identification Verification (PIV) Sponsor who will be responsible for sponsoring the intern so that he/she may obtain a VA PIV card. The NDIP Program Office or COR will not be the PIV sponsor.

· Ensuring the intern completes all mandatory training such as, but not limited to: Prevention of Workplace Harassment/No FEAR VA TMS item 8872, VA Privacy and Information Security Awareness and Rules of Behavior, VA TMS item 10176, and White Ribbon VA: What it Means for Our VA Community TMS item 42610.

· Providing the intern an orientation to the facility/organization. This shall include all relevant local information such as organizational dress codes, emergency information and other resources available to the intern.

7.3 Human Capital Services Center (HCSC) – The program office assigned to provide program management, marketing, outreach, stakeholder engagement activities and reporting requirements for this contract. HCSC advises and supports the Department in their actions to achieve and sustain a diverse workforce, and to cultivate an inclusive workplace to deliver the best services to our nation’s Veterans, their families, and beneficiaries.

7.4 Place of Performance – All work shall be performed onsite at a government furnished location. Virtual or remote internships are not authorized. Telework is not recommended for trainee or intern positions or during the first 90 calendar days of any probationary period. However, under emergent or extenuating circumstances there may be authorized exceptions on a case-by-case basis and internships shall be administered in accordance with VA Handbook 5011.

7.5 Contract Contracting Officer Representative (COR) – HCSC will serve as the NDIP COR for all interns acquired via the NDIP contract. The COR is responsible for receiving, reviewing, approving contract deliverables, and communicating with the VA Contracting Office and Contractor on contract administration issues. The NDIP COR will not serve as sponsors for PIV issuance.

7.6 Alternate Mentor – The alternate POC for the internship. Performs the duties of the primary Mentor in his/her absence. Responsible for communicating any performance issues with the VA Contracting Office and Contractor and COR.

7.7 Student – Students must meet the eligibility conditions outlined for the program by the program start. A candidate must:

· Be at least 18 years of age.

· To accept an internship opportunity, the student must be currently enrolled and be a U.S. citizen, a lawful permanent resident or otherwise legally eligible to work in the United States per FAR Part 22.18.

· Have a cumulative GPA of at least 3.0 on a 4.0 scale.

· Be enrolled during the academic year as a full-time or part-time degree-seeking student in at an accredited Minority Serving Institution (MSI). The U.S. postsecondary institutions that meet the statutory criteria for identification as Minority Serving Institutions and are eligible for this program can be found at http://www2.ed.gov/about/offices/list/ocr/edlite-minorityinst-list.html, The MSI categories include:

· AANAPISI - Asian American and Native American Pacific Islander Serving Institutions

· ANNH - Alaska Native and Native Hawaiian Serving Institutions

· HBCU - Historically Black Colleges and Universities

· HSI – Hispanic-Serving Institutions

· NASNTI - Native American-Serving Nontribal Institutions

· PBI - Predominantly Black Institutions

· TCU - Tribal College or University

· Be available to participate in the full duration of the internship session.

· To accept an internship opportunity assigned to Veterans Health Administrations (VHA) locations as defined in 7.16 the student is required to obtain an annual seasonal influenza vaccination and to be fully vaccinated against COVID-19 unless they obtain an approved accommodation for medical, pregnancy, or religious reasons, when required by law.

Additional Eligibility Factors:

· Students selected for an internship appointment will be required to provide proof of enrollment during the preceding internship term they are applying for.

· Graduating students may intern up to two sessions immediately following their graduation (i.e., students graduating in December are eligible to intern in the spring and summer, students graduating in May/June may intern in the summer and fall).

· Students may apply for and are eligible to participate in the program at multiple times during their undergraduate and graduate studies, however students may only participate in a maximum of two consecutive internship sessions. There should not be an assumption or expectation of being selected for an additional internship.

7.8 Student in Good standing – A student who meets the minimum required academic status of the accredited post-secondary institution whose cumulative and current Grade Point Average (GPA) does not fall below the GPA required by the institution. Students who are in academic good standing are not on academic probation or suspension.

7.9 Currently Enrolled – Student is actively enrolled in a degree/certificate-seeking program a minimum of six semester credit hours, or the equivalent in quarter hours, at an accredited post-secondary institution. Currently enrolled does not differentiate between full-time and part-time students. Students who need to acquire less than six semester hours to complete a degree/certificate and graduate are “currently enrolled” for the purposes of this procurement.

7.10 Accredited Post-Secondary Institution – A qualifying educational institution recognized by an accreditation service. See Department of Education’s website for a full list of accredited institutions: https://ope.ed.gov/dapip/#/home.

7.11 Degree Seeking Program – A program that leads to a recognized degree or certification by the accredited educational institution.

7.12 Personal Identification Verification (PIV) Sponsor – The Mentor’s organization POC identified who will be responsible for sponsoring the intern so that the intern may obtain a VA PIV card. This can be the immediate supervisor, manager, program coordinator, or a human resource representative within the mentor’s organization. The PIV sponsor determines which type of credential the student will need based on their assignment and duration of required access. The NDIP COR will not serve as a sponsor for PIV issuance.

7.13 NDIP Validation of Services Rendered form – This form is provided by the recruiting vendor and submitted to the mentor documenting the PoP (internship session dates). This form is required to ensure timely, accurate, invoice certification and payment.

7.14 Minority Serving Institution (MSI) – MSIs are federally recognized Title IV colleges and universities that enroll high concentrations of minority students. The Department of Education maintains a listing of institutions identified as MSIs. See: https://www2.ed.gov/about/offices/list/ocr/edlite-minorityinst.html.

7.15 Health Care Personnel (HCP) - HCP refers to all paid and unpaid persons who work in or travel to VHA locations who have the potential for direct or indirect exposure to patients or infectious materials, including body substances (e.g., blood, tissue, and specific body fluids); contaminated medical supplies, devices, and equipment; contaminated environmental surfaces; or contaminated air. These HCP may include, but are not limited to, emergency medical service personnel, nurses, nursing assistants, physicians, technicians, therapists, phlebotomists, pharmacists, health professions trainees (HPTs), and persons (e.g., clerical, dietary, environmental services, laundry, security, maintenance, engineering and facilities management, administrative, billing, and volunteer personnel) not directly involved in patient care but potentially exposed to infectious agents that can be transmitted from HCP and patients. HCP include all VA licensed and unlicensed, clinical and administrative, paid and without compensation, full- and part-time, intermittent, fee basis employees who are expected to perform any or all of their work at these locations. HCP also includes VHA personnel providing home-based care to Veterans and drivers and other personnel whose duties put them in contact with patients outside VA medical facilities.

7.16 VHA Locations - VHA locations include, but are not limited to, VA medical facilities and associated clinics, community living centers (CLCs), community-based outpatient clinics (CBOCs), domiciliary units, Vet centers and VA-leased medical facilities.

7.17 Influenza (flu) Vaccine- Influenza vaccine is any Food and Drug Administration approved, commercially available product recommended by the Center for Disease Control (CDC) for the prevention of influenza in a particular season.

7.18 Coronavirus disease 2019 (COVID-19) Vaccine - For purposes of the requirements in this contract, the COVID-19 vaccine is defined as an FDA-approved or authorized commercially available product recommended by the CDC for the prevention of COVID-19.

7.19 Fully vaccinated - The definition of fully vaccinated will be in accordance with current CDC definitions.

7.20 Vaccination Accommodation Request - A request for an accommodation, for the purpose of this contract, is a request to change, modify, or remove the workplace requirement to be fully vaccinated against COVID-19, on the basis of pregnancy or religion under Title VII or on the basis of disability under the Rehabilitation Act/Americans with Disabilities Act, as amended.

8.0 SCOPE OF WORK

The Contractor shall provide support with recruiting diverse students from prospective post-secondary and graduate Minority Serving Institutions (MSIs). The Contractor shall provide students to participate in internship opportunities and gain experience while being exposed to Agency operations, increase their understanding of the Agency’s mission, and encourage them to pursue careers with the VA. The Contractor support shall include NDIP program recruiting with a focus on underrepresented and underserved communities, application evaluation and processing, data collection and retention, disability support services, professional development training, travel and/or housing procurement and reporting.

This internship program requires each student to complete 40 hours per week (full-time) or 20 hours per week (part-time) onsite at the VA Headquarters or a field unit facility. Part-time students must be local to the area they are assigned, and no housing or transportation will be provided.

Tasks include, but are not limited to, VA project assignments as well as attending seminars, workshops, training sessions, field trips. Generally, all events shall occur during standard business hours. However, these activities can, and on prior occasions have occurred immediately preceding, or immediately following standard business hours.

The Contractor services include recruitment and referral of interns to the Agency and, when applicable, procurement of housing and travel. The Contractor shall recruit and refer qualified students during at least two (2) internship sessions of each fiscal year. Those Contractors who do not meet the minimum referrals required will be removed from the contract. In remote locations, a commuting allowance may be included in the task order. In concert with the Contractor, the PM, COR, and receiving supervisor should review the work location, housing location, and commute to and from to assess the safety and feasibility. The interns are paired with mentors and their respective assignments based on factors such as, but not limited to, Agency needs, student knowledge and skills for the assignment, educational background, career interest and preference for location and type of internship opportunity. The Contractor shall be responsible for ensuring that all interns are eligible for placement within VA as based on the opportunity selected. This includes vaccination requirements, housing and travel to the internship site and ability to work either full-time or part-time onsite. The Contractor shall only submit students for selection based on ability to travel and work the schedule indicated in the opportunity. All VA NDIP information distributed to qualified students shall be reviewed and approved by the COR no later than 30 days before the start of the internship session. Contractor shall provide general workplace/dress code attire guidelines in the onboarding package to the selected interns.

NDIP interns will not be assigned to positions such as clinical settings, direct patient care, processing clinical data, or research positions that fall under the purview of the VA Office of Academic Affiliations (OAA). Interns are permitted to perform administrative duties in a clinical setting; however, it cannot be directly related to clinical work or data. VA will not provide NDIP interns academic credit through the NDIP, however, the Contractor may offer student’s academic credit through their programs.

The NDIP contract shall provide tasks that meet the following requirements:

8.1 The Contractor shall be responsible for identifying potential students and group affiliates from MSIs as defined in 7.14.

8.2 The Contractor shall be responsible for providing and managing the housing needs and travel logistics of all selected interns and ensuring that student meets the NDIP eligibility requirements, including the definition of a “student” as defined in 7.7. The Contractor shall maintain official school documentation provided with each application and make it available to VA upon request. Interns must also meet the Contractor’s internship eligibility requirements.

8.3 The Contractor shall provide NDIP information to qualified students, including the following: the requirements for an internship with VA and a description of the required components of a complete internship application package defined in 6.0, including any necessary forms.

8.4. The Contractor shall provide Monthly Status Reports (also known as the MPR). The MPR shall include all recruitment method/processes, outreach efforts to MSIs, but not limited to a list of colleges, universities, job fairs. Provide HCSC the schedule and advance notification of outreach efforts for each internship session, and the results of the efforts to be included in the MPR.

8. 5. The Contractor shall provide monthly Risk Summaries Report that identify any problems that arose and a description of how the problem was resolved. If problems have not been completely resolved, the Contractor shall provide an explanation including their plan and timeframe for resolving the issue.

9.0 TASK AREAS

To meet the objective of this contract, the Contractor shall perform, at a minimum, the following work tasks each year of the contract’s PoP.

9.1 Task A- Administration Management

9.1.1 The Contractor shall provide a Program Manager. The Program Manager shall serve as the liaison between interns and the Task Order COR, which includes attempting to resolve any issues or problems related to the intern’s experience within the program and communicating with the Task Order COR to determine the best course of action to reach resolution. This individual shall 1) receive and respond to all calls and inquiries from the Task Order COR and interns; 2) provide guidance, answer questions, and resolve problems; and 3) respond to inquiries within one (1) business day of receipt. The Contractor shall notify the CO and COR within three (3) business days of Program Manager changes.

9.1.2 The Contractor shall identify a Program Manager to serve as the primary emergency contact during all intern sessions. In the event of an emergency, or urgent situation, either identified by the VA facility, HCSC, the Contractor, or the intern, the Contractor shall triage the situation immediately with the CO, HCSC, and emergency personnel (if applicable). HCSC should be informed of each step taken to address the situation and provided a written summary report of what occurred within two (2) business days.

9.1.3 The Contractor shall coordinate all correspondence with NDIP applicants throughout the application process, which may include, but is not limited to, notifying applicants of whether their application materials have been received, requesting any missing information from applicants (as necessary), providing applicants with status updates, informing applicants of whether or not they have been selected for the program, terms and conditions of the internship (full time or part time), answering any applicant questions, and informing selected interns of required documentation and their respective deadlines.

9.2 Task B - Recruitment Support Services.

9.2.1 The Contractor shall be responsible for identifying potential students and group affiliates from MSIs. Contractor shall provide recruitment method/processes, outreach efforts to MSIs, but not limited to a list of colleges, universities, job fairs. Provide HCSC the schedule and advance notification of outreach efforts for each internship session, and the results of the efforts to be included in the MPR.

9.2.2 The Contractor shall recruit and refer qualified students during at least two (2) internship sessions of each fiscal year. Those Contractors who do not meet the minimum referrals required will be removed from the contract.

9.2.3 The Contractor shall ensure that qualified students meet the minimum requirements as stated in 7.7 above.

9.2.4 The Contractor shall distribute the following NDIP information to all interested, qualified students; program requirement knowledge and skills needed to qualify for NDIP and a description of the required components of a complete internship application package defined in 6.0 including any necessary forms. The Contractor shall ensure the qualified students have access to NDIP information through outreach and the Contractor application website.

9.2.5 Selection of interns will be in accordance with qualification requirements as stated within the contract PWS and any additional criteria identified on the individual intern request (e.g., degree program area; skills, ability, and knowledge).

9.2.6 The Contractor shall ensure that interns meeting the definition of Health Care Personnel (HCP) as defined in 7.15 assigned to VHA Locations comply with VHA Directives 1192.01 Seasonal Influenza Vaccination Program for VHA Health Care Personnel (HCP) and 1193.01(1) Coronavirus Disease 2019 Vaccination Program for Veterans Health Administration Health Care Personnel.

It is a VHA policy that all VHA HCP are required to receive an annual seasonal influenza vaccination and to be fully vaccinated against COVID-19 or obtain an approved accommodation for medical, pregnancy, or religious reasons, when required by law. Compliance with VHA Directives 1192.01 and 1193.01(1) are a condition of the internship. HCP interns not in compliance with these directives will have their internship terminated.

The Contractor shall assist interns seeking an accommodation to being fully vaccinated for medical, pregnancy, or religious reasons. The intern HCP assigned to VHA location must complete the required information using the designated VA system for electronic submission, or should submit a completed COVID-19 Vaccination Form, VA Form 10230c, requesting an accommodation, acknowledging the requirement to follow the safety protocol requirements and guidelines of VHA Directives 1192.01 and 1193.01(1) and/or any other mitigation strategies required as part of the accommodation, absent additional accommodations.

9.3 Task C – Program Documentation and Reporting

9.3.1 The Contractor shall collect internship candidate applications via an online application portal and meets the needs of applicants with disabilities. The Contractor shall ensure that all applicants and candidates with disabilities can access information in accordance with Section 508 of the Rehabilitation Act of 1973, 29 U.S.C. 791, et seq., and can access information about a process for requesting and obtaining reasonable accommodations to support their work in the Federal Government, which incorporates the Americans with Disabilities Act of 1990, as amended, 42 U.S.C. 12201-12204 and 12210 (as such sections relate to employment).

9.3.2 The Contractor shall ensure the student’s application collects and includes the following information:

a. Name, citizenship status (a lawful permanent resident or otherwise legally eligible to work in the United States per FAR Part 22.18), current address, primary email, secondary email (if available) and a current phone number.

b. Academic status, major, expected graduation year, and Grade Point Average (GPA).

c. Name and type of post-secondary institution the student is enrolled in (e.g., HBCU, HSI, TCU).

d. A copy of their most recent transcript/Grade Record/Report.

e. A letter of reference from a department chair, professor, or academic advisor.

f. A current resume’ reflecting work experience, volunteerism, awards, leadership, and extra-curricular activities not to exceed two (2) pages; for Graduate and Doctoral students, Curriculum vitae (CV) may not exceed three (3) pages.

g. Demographic info (gender, race, ethnicity, national origin, disability, Veteran’s status)

h. Applications packages will be submitted via email.

9.3.3 The Contractor shall ensure internship application packages include all requested information and documentation listed above. Application packages may not contain or refer to the name of the vendor. Only packages that include the necessary information and documentation for participation will be considered “complete.” Furthermore, only candidates who meet the criteria, as stated in the task order request, will be considered eligible.

9.3.4 The Contractor shall maintain an accurate, secure, and confidential database of applicant information and provide Intern Placement Reports, generated from the database, that include:

a. Name and address of post-secondary school (noting if the school is a Minority Serving Institution (MSI) or Minority Institution of Higher Education (MIHE) while specifying each MSI category identified in 7.7.

b. Mentor, internship site, Mentor email address and phone numbers.

c. Academic status and year.

d. Placement (spring, summer, fall) Session.

e. Grade point average and major.

f. Demographic information (gender, race, ethnicity, Veteran status, disability status, reasonable accommodation needed).

g. CLIN, Order Request.

h. Examine how diverse candidates are represented at each stage of the process (e.g., application rates, selection rates and completion rates).

The Contractor shall provide the COR with the intern placement report no later than 10 business days after the start date of each session (spring, summer, fall) in which they have placements, to include the above information.

9.3.5 The Contractor shall collect and maintain additional information for those applicants selected as interns, such as mentor’s name, title, organization, office, email and work address, and telephone number, shall be included. The Contractor shall use this data to develop ad hoc reports for VA as directed by the COR.

9.3.6 The Contractor shall track and maintain intern time sheets (online system, excel spreadsheet, word document) intended to monitor progress of interns throughout the PoP. This document shall list each intern by name and track the hours worked by each intern from the first week of the program through the end of the session. Timesheets must be approved by the intern’s mentor. The Contractor shall provide instructions to the Mentors on completing and signing the intern’s timesheets within three (3) business days of the intern start date.

9.3.7 The Contractor shall provide Monthly Status Reports (also known as the MPR) that include recruitment method/processes, outreach efforts to MSIs, but not limited to a list of colleges, universities, job fairs. Provide HCSC the schedule and advance notification of outreach efforts for each internship session, and the results of the efforts to be included in the MPR.

9.3.8 The Contractor shall deliver Risk Summaries that contain a historical log of issues and risks, the status, their probabilities and impacts, and the responses undertaken by VA and the Contractor to address them. If issues have not been completely resolved, the Contractor shall provide an explanation including their plan and timeframe for resolving the issue.

9.3.9 The Contractor shall provide the COR with a Close Out report in excel format, listing all interns who applied for job opportunities within the VA (identified separately) or other Federal Government by the close of the internship.

9.3.10 The Contractor shall bring actual or potential issues and concerns to the attention of the COR and Contract Specialist (CS) as soon as they are known. Oral reports shall be followed by emailed written reports to the COR within one (1) business day of the original notification, unless otherwise stated by the Contracting Officer (CO).

Deliverables:

A. National Diversity Internship Student B. Timesheets C. Monthly Progress Reports D. Risk Summaries E. Close Out Reports F. Recruiting Vendor Welcome Package G. Recruitment Plan for Contract PoP H. Recruitment Outcomes I. Bi-weekly Reports regarding intern placement, invoicing.

9.4 Task D - Intern Requests (Order Request (OR))

9.4.1 The Contractor shall develop and distribute a Welcome Package tailored to VA that shall be sent to all interns upon intern selection to his/her assigned work location. The package shall include detailed instructions about the VA NDIP program schedule and other key information including, but not limited to:

· Dates of the internship,

· Stipend payment schedule,

· Payroll tax withholdings,

· Travel arrangements and instructions,

· Housing arrangements and instructions,

· Local hospital and health care services information,

· Local transportation information,

· Leave privileges (i.e., sick),

· Weather/climate of location assigned during internship to ensure intern has appropriate clothing and accessories (it is the responsibility of the intern to provide those items),

· Proposed project assignments,

· An internship agreement,

· General Dress code guidelines, and

· VA requirements for COVID-19 and flu immunizations for HCP assigned to VHA locations.

9.4.2 The Contractor shall tailor Welcome Packages for each respective city to which interns are assigned, as travel arrangements, housing arrangements/instructions, hospitalization information and local transportation options vary by location.

9.4.3 The Contractor shall coordinate and procure, on behalf of intern participants, nationwide housing, if needed, that must have reservations for move-in as early as the Friday prior to the start date of each session. The Contractor shall manage move-in on the dates of the Friday through Sunday prior to the start date of the session, unless otherwise given written approval by the COR. The Contractor shall include verification, upon request, that housing is Federal Emergency Management Administration (FEMA) approved and compliant with the Americans with Disabilities Act (ADA) Accessibilities Guidelines. All housing shall be: (1) a comfortable extended stay housing facility with accompanying amenities of a kitchen area, on-site laundry, wireless internet access; (2) furnished; (3) less than a one (1) hour commute by local transportation from the intern’s assigned worksite; (4) within walking distance of 0.25 miles to public transportation and restaurants; and (5) accessible to medical and emergency services and facilities, places of worship, and local cultural activities. The Contractor shall at all costs, avoid housing interns in areas of civil unrest, high crime areas, and violence by way of monitoring media and local authorities. The Contractor shall coordinate and procure housing for the entire term of the program (10 weeks for summer, 15 weeks for fall and spring), including any extra days needed for move-in.

9.4.4 The Contractor shall arrange and procure all travel, as required for NDIP interns who live outside the commuting areas (more than 50 miles, one way) of their assigned duty locations. The Contractor shall arrange ground transportation for interns from bus/airport/train terminals, ensuring that interns arrive at their assigned housing locations on schedule, and without incident. In remote locations, a transportation allowance may be included in the task order.

9.4.5 The Contractor shall make bi-weekly (every two (2) weeks) stipend payments to interns during the program and withhold appropriate payroll taxes and other required deductions. Stipend payments shall include transportation allowances for the area of the internship.

9.4.6 The Contractor shall provide contractor POC information, to include email addresses, telephone numbers, to interns and sponsor/mentor information no later than one (1) week prior to the beginning of the session.

9.4.7 The Contractor shall communicate with the program manager and mentors weekly to address any intern related issues reported by the Task Order COR, such as tardiness, non-attendance, poor performance, work conditions and other foreseeable and incidentals with the CO and the Task Order COR and appropriate action will be determined on a case-by-case basis.

9.4.8 The Contractor shall communicate required vaccinations needed for eligibility for assignment at the internship site.

10.0 MEETINGS

When contract meetings are required, the Contractor shall attend all meetings as required, kick-off meeting, progress meetings. Meetings may occur as either formal or informal and held via onsite at the Government location, teleconference, video conference or any other format agreed upon between the Government and Contractor. The Contractor shall attend the mandatory kick-off meeting that may be located onsite at a Government location or via a virtual meeting to be determined by the Program Office.

11.0 TRANSITION ACTIVITIES

Transition (End of Contract): The Contractor shall provide services needed to assist in a smooth orderly transition between the incumbent Contractor and a successor Contractor to ensure minimum disruption to vital Government business.