PATH PDX - Sole_Source_Intent_Notice.pdf

PRE-SOLICITATION NON-COMPETITIVE (NOTICE OF INTENT) SYNOPSIS

INTRODUCTION

THIS IS A PRE-SOLICITATION NON-COMPETITIVE (NOTICE OF INTENT) SYNOPSIS TO AWARD A CONTRACT

OR PURCHASE ORDER WITHOUT PROVIDING FOR FULL OR OPEN COMPETITION (INCLUDING BRAND-

NAME).

The Substance Abuse and Mental Health Administration (SAMHSA), Division of Contract Management

(DCM) on behalf of the Center of Mental Health Services intends to negotiate and award a purchase order without providing for full and open competition (Including brand-name) to Policy Research, Inc., 345 Delaware Ave, Delmar, New York 12054-1905 for the completion and ongoing operation and maintenance of the Projects for Assistance in Transition from Homelessness (PATH) Data Exchange (PDX) system for the overal PATH program.

NORTH AMERICAN INDUSTRY CLASSIFICATION SYSTEM (NAICS) CODE

The intended procurement is classified under NAICS code 541511, Custom Computer Programming with a Size Standard of 34 million.

REGULATORY AUTHORITY

The resultant contract will include all applicable provisions and clauses in effect through the Federal

Acquisition Circular (FAC) 2023-02, effective 03/16/2023.

This acquisition is conducted under the procedures as prescribed in FAR subpart 13.5— Simplified

Procedures for Certain Commercial Products and Commercial Services and FAR subpart 12— Acquisition of Commercial Products and Commercial Services.

STATUTORY AUTHORITY FAR 6.302-1

This acquisition is conducted as non-competitive under the authority of 41 U.S.C. 253(c) under provisions of the statutory authority of FAR Subpart 6.302-1 -- Only One Responsible Source and No

Other Supplies or Services Will Satisfy Agency Requirements.

DESCRIPTION OF REQUIREMENT

The determination by the Government to make this requirement a single-sole source is based upon the market research conducted as prescribed in FAR Part 10-Market Research. The results of the market research concluded that Policy Research, Inc., (PRI) has the background, knowledge and experience needed to complete this project. This requirement had begun and is partially completed by Policy

Research, Inc., (PRI). A SAMHSA’s Homeless and Housing Resource Center (HHRC) grant awardee during

Fiscal Year (FY) 2022. Due to changes in SAMHSA financial awards policy for FY 2023, SAMHSA seeks to fund the remaining work necessary for the completion and operation of the PDX system project by transitioning the requirment from a grant to a contract through sole-sourcing the award to the existing vendor. The Government determined that an extensive additional start-up costs and time delays will be incurred by submitting this requirement for competition to new vendor.

Background

The PATH program was originally authorized by the Stewart B. McKinney Homeless Assistance

Amendments Act of 1990 and has been reauthorized most recently by the Consolidated Appropriations

Act, 2023. The PATH program sits in the Center for Mental Health Services, Division of State and

Community Development at SAMHSA and supports 56 grants to the 50 states, the District of Columbia, Puerto Rico, Guam, American Samoa, the United States Virgin Islands, and the Northern Mariana

Islands. PATH funds community-based outreach, mental illness and substance use disorder treatment services, case management, assistance with accessing housing, and other supportive services for individuals with serious mental illness (SMI) or a co-occurring disorder (COD) who are experiencing homelessness. PATH outreach workers are specialized in engaging those who are most vulnerable in their communities and who are least likely to seek out services on their own.

Purpose and Objectives

The purpose of this contract is to secure the necessary services for the completion and ongoing operation and maintenance of the PATH Data Exchange (PDX) system for the PATH program. This acquisition supports the Substance Abuse and Mental Health Services Administration’s (SAMHSA) mission by providing for the completion and operation of the PATH Data Exchange (PDX) system for the Projects for Assistance in Transition from Homelessness (PATH) program. The PDX system is partially completed and partially operational, with additional work required for the development and completion of the ongoing operation, maintenance, and improvement of the PDX system.

Anticipated Period of Performance

Base Year: July 2023 - July 2024

Option Year: July 2024 - July 2025

Project Description

Independently, and not as an agent of the Government, the Contractor shall furnish all necessary services, qualified personnel, materials, equipment, and facilities (except as otherwise specified herein) to perform the work set forth below. The Contractor shall remain solely responsible for control and supervision of employees and any Subcontractors while performing under this contract.

General Requirements

1. Facilities Requirements

The Contractor shall have the equipment including, but not limited to, computer hardware and software and any and all requisite parts, accessories, and resources to complete development and maintain ongoing operations of a fully-functional PDX data system. The Contractor shall be responsible for providing all equipment, furniture, and supplies to develop and operate the system.

2. Technology Requirements

The Contractor shall have sufficient computer and information technology resources to support the requirements of this contract and to ensure full compliance with SAMHSA’s information technology and security requirements. Note that all data, software code, HTML, and databases are owned by the Government and are not to be used for any purpose other than that specified by the program’s COR.

Specific Requirements

The services required under this contract shall include the following tasks:

2.1 TASKS –

2.1.1. Task 1 – Management and administration

2.1.1a Kick-Off Meeting - The contractor shall meet virtually with the relevant SAMHSA staff within ten

(10) business days after the Task Order Effective Date (TOED). Minimally, the meeting shall include discussion of the project work plan, proposed management plan, project time schedules and staffing of the contract. The management plan shall include, among other items, details regarding communications

(e.g. conference calls, monthly and annual reports, the approval process for work to be done).

The CORs shall identify SAMHSA project staff who should attend these meetings, and the contractor shall submit a summary report following the kick-off meeting which outlines key discussion points and agreed upon action steps within five (5) business days of the meeting.

2.1.1b Biweekly Conference Calls - The contractor shall participate in conference calls at least every other week that will include the COR/ACOR and others as appropriate, to discuss the status of contract deliverables, activities, any issues or concerns, and input or decisions needed from the COR. The contractor shall prepare and send electronically an agenda up to twenty-four (24) hours in advance of the biweekly call and meeting notes no later than two (2) business days after the biweekly conference call. A written update via email may be substituted for a conference call at the COR’s discretion, for as many instances as the COR deems necessary.

2.1.1c Monthly reports - The contractor shall provide the COR/ACOR a monthly report directly linked to the agreed upon project work plan. Each report shall summarize timelines, all activities, accomplishments, key performance metrics, challenges encountered and resolutions to address issue(s).

2.1.1d Annual Report - The contractor shall provide the COR/ACOR an annual report of all tasks and subtasks completed, outcomes of each, timelines within which they were accomplished, any challenges encountered and how they were resolved, where applicable. The contractor shall submit a draft report five (5) weeks prior to the end of the current period of performance in a format approved by COR/ACOR.

The CORs/CS will have ten (10) business days to provide the comments to the contractor. The contractor shall revise and resubmit the final document within five (5) business days of receiving comments.

2.1.2. Task 2 – Development Tasks:

2.1.2a Updates for Authorization to Operate (ATO) requirements - Contractor, under the direction of the

COR, shall make all necessary additions or improvements to the PDX system to qualify for and maintain a SAMHSA Authorization to Operate (ATO). This shall include adding audit fields, fulfilling security requirements, addressing user report exports, and other fixes and enhancements as directed by the

COR.

2.1.2b Data reports and visualizations – As directed by the COR, contractor shall complete development of the PDX Data Visualization and Reporting Website, which will serve as the public-facing component of the PDX program. It will provide users of the PDX collection system with real-time reporting of unpublished data allowing review of their annual report before submission.

Available Reports – Users will be able to easily cycle between reporting years, providers, states, and regions with access to the following reports:

o National Reports o Regional Reports o State Reports o Provider Report

Templates will be designed to present dynamic data visualizations for each report in the form of charts, graphs, tables, and diagrams. Users will have the ability to export reports as PDF files and share reporting data through direct links. The Data Visualization and Reporting Website will pull reporting information from the PDX collection system to provide real-time reporting.

2.1.2c Administrative and stylistic updates - Contractor, under the direction of the COR, shall make all necessary administrative and stylistic updates necessary to ensure the PDX system fulfills all functional and stylistic criteria related to ease of use, clear presentation, and adherence to 508 compliance for accessibility.

2.1.3. Task 3 – Monthly support (basic technical support and security updates):

2.1.3a Linux Administration and Support - Contractor, under the direction of the COR, shall ensure all

Linux Administration and Support activities are completed to ensure secure, uninterrupted, and fully functional operation of the system.

2.1.3b PDX Application Support and Maintenance - Contractor, under the direction of the COR, shall ensure all PDX Application Support and Maintenance activities are completed to ensure secure, uninterrupted and fully functional operation of the system, including controlled access and the ability for eligible users to perform all functions of the PDX system without system error.

2.1.4. Task 4 – Technical Assistance:

2.1.4a Training: Contractor, under the direction of the COR, shall provide eligible users with necessary training and support for use of the PDX system. This shall include facilitating at least two webinars and two office hours during the data collection season to support SPCs and providers. Webinar slides shall be submitted to the COR for review and approval at least one week prior to the date of each webinar.

All trainings shall be recorded and made available online (on the PDX website, YouTube, or elsewhere at the COR’s direction) in 508 compliant form, including closed captioning. Trainings shall be updated at least annually to reflect changes or modifications to the PDX system.

2.1.4b TA Written Resources: The contractor shall provide for review and approval by the COR draft language and concepts for an annual PATH manual update, a national PATH snapshot, five fact sheets, regional SAMHSA summaries, and PDX user guides, including graphic design and 508 remediation of all final documents.

2.1.4c Help Desk: Contractor, under the direction of the COR, shall provide Helpdesk services for eligible users. These shall include support around PDX login issues, navigation of PDX system, data entry and submission issues, and data element definitions. Contractor shall respond to requests sent to the PDX

Help Desk within one business day during the period each year when the PDX system is open for PATH state program and providers to submit annual data, and within two business days during the remainder of the year.

2.1.4d Data Cleaning: Contractor, under the direction of the COR, shall ensure all data is submitted and any necessary corrections are made; develop summaries of the most common explanations for each data check along with any resulting recommendations; and complete any final, minor cleaning of data that is needed. The contractor shall review and compile final data into data tables; and develop a Data

Variance Report and/or a PATH Annual Report Snapshot reflecting states’ overall performance on PATH benchmarks/outcome measures compared to national average.

2.1.5 Optional Task – Development (Base year):

2.1.5a As directed by the COR, the contractor shall engage in additional development and expansion of

PDX system functionality and content offerings, such as comparison of data by providers, states, demographics, and years to show trending numbers, identify gaps, and support self-tailored filtering and sorting for meaningful evaluations of key program components.

2.2 DELIVERABLES

The contractor shall provide the following deliverables. Each must be sent electronically to the COR as specified and within the timeframe listed unless prior approval for an adjustment is given by the COR.

All deliverables shall be submitted compliant with Section 508 of the Rehabilitation Act of 1973.

Deliverables using a video format such as webinar recordings shall include complete and accurate captioning. Additional information about testing documents for Section 508 compliance, including guidance and specific checklists, by application, can be found at:

http://www.hhs.gov/web/508/index.html under "Making Files Accessible."

Item

No.

Deliverable Description Deliverable Due

Date to COR

Notes

1) Two (2) training webinars for PATH

SPCs and providers on all proper procedures for use of the PDX system to enter data.

No later than two

(2) weeks after the first day the PDX system is opened to

SPCs and providers for data entry, at days and times approved by the

COR.

All webinars must be 508 compliant, recorded, and include live captioning such as CART, as approved by the COR.

2) Two (2) online office hours for PATH

SPCs and providers to address any identified issues and answer questions submitted by SPCs or Providers about correct use of the PDX system.

No later than three

(3) weeks after the first day the PDX system is opened to

SPCs and providers for data entry, at days and times approved by the

COR SPCs and providers for data entry.

Any slides or materials used during office hours must be 508 compliant.

Office hours must be recorded and include live captioning such as CART, as approved by the COR.

http://www.hhs.gov/web/508/index.html

Item

No.

Deliverable Description Deliverable Due

Date to COR

Notes

3) Recordings of each Training Webinar, including accurate captioning.

No later than 5 business days after each webinar.

Each recording must be in a format suitable for posting to YouTube or the PDX website, as directed by the COR.

4) Transcripts of each Office Hour, including review for accuracy.

No later than five (5) business days after each office hour.

In Adobe PDF and/or

Microsoft DOC formats, as directed by the COR.

5) PDX user guides, documenting the correct procedures for using PDX by

SPCs, providers, and GPOs.

No later than ninety

(90) days after the start date of this contract.

In Adobe PDF and/or

Microsoft DOC formats, as directed by the COR.

6) PATH manual update, capturing all changes since the previous year’s manual.

No later than ninety

(90) days prior to the end of the contract period.

In Adobe PDF and/or

Microsoft DOC formats, as directed by the COR.

7) National PATH snapshot, reporting on key national outcomes and trends derived from PATH PDX data.

Within thirty (30) days of completion of PDX data submission and cleaning.

In Adobe PDF and/or

Microsoft DOC formats, as directed by the COR.

8) Regional summaries, reporting on key regional outcomes and trends derived from PATH PDX data.

No later than ninety

(90) days prior to the end of the contract period.

In Adobe PDF and/or

Microsoft DOC formats, as directed by the COR.

9) Five (5) fact sheets, reporting on specific topical issues approved by the

COR and derived from PATH PDX data.

No later than ninety

(90) days prior to the end of the contract period.

In Adobe PDF and/or

Microsoft DOC formats, as directed by the COR.

CLOSING STATEMENT

This synopsis is not a request for competitive proposals. However, interested parties may identify their interest and capability to respond to this notice. Responses to this notice shall contain sufficient information to establish the interested parties’ bona-fide capabilities for fulfilling the requirement and include: unit price, list price, shipping and handling costs, the delivery period after contract award, the prompt payment discount terms, the F.O.B. Point (Destination or Origin), the SAM Unique Entity ID

(UEI), the Taxpayer Identification Number (TIN), and the certification of business size must be included in the response. All offerors must have an active registration in the System for Award Management

(SAM).

A determination by the Government not to compete this proposed contract based upon responses to this notice is solely within the discretion of the Government. The information received will normally be considered solely for the purposes of determining whether to proceed on a non-competitive basis or to conduct a competitive procurement.

All responses must be received by 05/25/2023 at 12:00pm EST and must reference solicitation number

280-23-0619 on your electronic request.

Responses must be submitted electronically to SAMHSASimplified@samhsa.hhs.gov

All responsible sources may submit a bid, proposal, or quotation which shall be considered by the agency.

mailto:SAMHSASimplified@samhsa.hhs.gov