P02 - Tribal Consultation Services - Sources Sought_Final.docx

Sources Sought Notice

DESCRIPTION

The U.S. Department of Veteran Affairs (VA) is seeking information and sources capable of providing the services described below. The purpose of this notice is to gather capabilities and market information pertinent to acquisition planning. The responses to the sources sought notice will contribute to determining the method of procurement and identify parties having an interest in and the resources to support this requirement.

THERE IS NO SOLICITATION AT THIS TIME

This sources sought does not constitute a request for quotes. Submission of any information in response to this sources sought notice is purely voluntary. The Government assumes no financial responsibility for any costs incurred.

DESCRIPTION OF REQUIREMENT

To facilitate Executive Order 13175, the VA established a VA Office of Tribal Government Relations (OTGR). The OTGR director was hired in January 2011 and VA’s Tribal Consultation Policy was signed in February 2012. The OTGR mission is that the VA will consult with American Indian and Alaska Native (AI/AN) tribal governments to develop partnerships that enhance access to services and benefits by veterans and their families. This mission is fulfilled by:

· Enhancing government-to-government relationships with AI/AN tribal governments;

· Engaging in communication, collaboration, and outreach with all of our stakeholders;

· Serving as a clearinghouse for information regarding veterans; and

· Educating our internal and external stakeholders and advising on, assisting with the development of, and advocating for policy and legislative issues affecting AI/AN tribal governments.

The contractor shall provide support in the following areas listed below.

Project planning meeting within five (5) days from the date of award:

· Project planning meeting and project management plan (PMP)

· Meeting minutes of the planning meeting

In-person formal tribal consultation meeting

· Logistical arrangements, planning, and facilitation for in-person formal meeting

· Meeting agenda for in-person meeting and run of show (part of planning)

· After-tribal consultation meeting report

· Court reporter detailed transcription of consultation

In-person tribal advisory committee meeting

· Logistical arrangements, planning, and facilitation for an in-person formal meeting

· Meeting agenda for in-person meeting and run of show (part of planning)

· After-tribal consultation meeting report

· Court reporter detailed transcription of consultation

Virtual tribal consultation meeting

· Logistical arrangements, planning, and facilitation for an in-person formal meeting

· Meeting agenda for in-person meeting and run-of-show (part of planning)

· After-tribal consultation meeting report

· Court reporter detailed transcription of consultation

Tribal consultation report

· Formal written tribal consultation report incorporating the agency’s response to the consultation

Virtual tribal webinars (educational or informational)

· Arrange and facilitate virtual tribal webinars (educational or informational) for up to 500 lines per call

· Webinar agenda

· After-action webinar report to include: the agenda, speakers, attendees, presentations, questions and answers, a summary of the webinar, and any other documentation from the webinar

Dear Tribal Leader Letter (DTLL) & information dissemination

· Complete the Dear Tribal Leader Letter

· Send the Dear Tribal Leader Letter to all tribal federally recognized tribes (574) electronically, including one (1) hard copy to each tribe, along with any required reports

Please see the attached Performance Work Statement (PWS)

SUBMISSION INSTRUCTIONS:

If your organization is capable of providing these services, please respond to the sources sought as follows:

1. Cover Sheet

1. Organization name, address, SAM unique entity identifier (UIE) number, and website.

2. Primary point of contact to include an e-mail address and phone number.

3. Company’s size status as listed in SAM under NAICS 541611 – Administrative Management and General Management Consulting Services. State if your company is also verified as a service-disabled veteran-owned small business (SDVOSB) or a veteran-owned small business (VOSB) in the Small Business Administration’s (SBA) Veteran Small Business Certification (VetCert) database.

4. If these services are available on your company’s GSA contract, provide the GSA contract number, schedule, and SIN category or NASA SEWP contract, and provide the NASA SEWP contract number.

1. Capabilities Statement and Market Information

1. If this contract were an SDVOSB set aside, can your SDVOSB comply with VAAR Clause 852.219-75, VA Notice of Limitations on Subcontracting – Certificate of Compliance for Services and Construction?

2. Is your organization classified as a small business and categorized under the NAICS code 541611 – Administrative Management and General Management Consulting Services?

3. What key questions do you need to see answered in a future PWS before you decide to respond to the solicitation?

4. Please describe your experience working with Government agencies. Specifically, what processes do you have in place to submit a timely and quality quote?

5. Would you be interested in providing a proposal for this work?

6. Describe your experience working with the Department of Veterans Affairs, veterans, and American Indian/Alaskan Native (AI/AN) tribes, as the winning vendor will be responsible for consulting with AI/AN tribal governments to develop partnerships that enhance access to services and benefits for veterans and their families.

7. Describe your ability to plan, organize, coordinate, and facilitate tribal consultation meetings, which are estimated to last four (4) hours.

8. Describe your experience with coordinating multiday (3 days, 8 hours per day) in-person advisory committee meetings for up to 50 individuals.

9. Describe your experience planning, organizing, coordinating, and managing virtual arrangements (webinars, conference calls, etc.) for up to 500 individuals.

10. Do you have the ability to travel and meet with tribal leaders in locations and on dates as requested by the VA and AI/AN tribal leaders?

11. Does the vendor foresee needing more information to submit a proposal for a firm-fixed-price, blanket purchase agreement? If so, what other information would be needed?

12. Would you propose another NAICS for these services?

13. Please provide any other feedback or suggestions that you deem appropriate.

Submissions shall be less than ten (10) pages in length to address the above questions. Submissions shall be in 12 Times New Roman font with 1-inch margins. Responses that do not address the above questions will not be reviewed. Submissions must be emailed to Christina Brown (Christina.Brown13@va.gov), Paul Reyes (robertpaul.reyes@va.gov), and Justin Cole (Justin.Cole4@va.gov) by the date/time listed in the posting.

The Government will schedule a virtual industry day. Please be prepared to provide a work sample. Please indicate in the response if you are interested in participating in the industry day. Scheduling will be completed after the close of the sources sought.