PATH PDX - Sole_Source_Intent_Notice.pdf

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., 433 River ST, STE 1005, Troy, New York 12180-2250 for the completion and ongoing operation and maintenance of the Projects for Assistance in Transition from Homelessness (PATH) Data Exchange (PDX) system for the overall 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) 2025-04, effective 06/11/2025.

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 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

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

funded the remaining work necessary for the completion and operation of the PDX system project by transitioning the requirement from a grant award to a contract award. The Government has now determined that there is a need for continuous operation and maintenance of the project by the incumbent (PRI). The Government also has determined that an extensive time delay and unnecessary cost will be incurred (which outweighs its benefit) by proposing this requirement for competition.

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 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: September 2025 – September 2026 Option Year: September 2026 – September 2027 Option Year: September 2027 – September 2028 Option Year: September 2028 – September 2029 Option Year: September 2029 – September 2030

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 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.

3. Specific Requirements The services required under this contract shall include but not limited to the following tasks:

Task 1 – Management and Administration

Task 1.1: 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.

Task 1.2: Twice monthly Conference Calls - The contractor shall participate in conference calls at least twice monthly 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.

Task 1.3: 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).

Task 1.4: 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.

Task 1.5: Other reporting and Information Technology (IT) Requirements - The contractor, under the direction of the COR, shall ensure compliance with other reporting and Information Technology (IT) requirements that may arise.

Task 2 – Maintenance and Security

Task 2.1: Linux Administration and Support - The 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.

Task 2.2: PDX Application Support and Maintenance - The 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.

Task 2.3: Complete the Authorization to Operate (ATO) recertification – The 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 subtask shall include adding audit fields, fulfilling security requirements, addressing user report exports, and other fixes and enhancements as directed by the COR.

Task 2.4: Drupal - The contractor shall upgrade the PATH report site to Drupal 11, and provide Monthly Drupal maintenance and support, including security scanning and updates

Task 2.5: Multi-factor Authentication - The contractor shall add multi-factor authentication for all user types.

Task 3 – Necessary Updates

Task 3.1: Updates to the PDX CSV Data Importer - The contractor, under the direction of the COR, shall make all necessary updates to the PDX CSV data importer to accommodate changes to the HMIS data standards or reports

Task 3.2: Administrative and Stylistic Updates - The 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.

Task 3.3: Executive Orders - The contractor, under the direction of the COR, shall make all necessary modifications to ensure compliance with Executive Orders or other policy changes.

Task 4 – PATH Report Requirements

Task 4.1: FY26 Data Standards - The contractor, under the direction of the COR, shall complete the transition for updated FY26 data standards, including rebuilding and testing the PDX Importer for CSV files, rebuilding and testing the demographics section of the data collection system, and updating the warning and error codes.

Task 4.2: Annual Reports - The contractor, under the direction of the COR, shall complete testing of Annual Reports and open them for data collection.

Task 4.3: Data Endpoints - The contractor, under the direction of the COR, shall create FY25 data endpoints to display provisional and confirmed reports.

Task 4.4: Modifications - The contractor, under the direction of the COR, shall make all necessary modifications to remain in compliance with Executive Orders or other policy changes.

Task 5 Functional Improvements

Task 5.1: Administrative Improvements - The contractor, under the direction of the COR, shall make needed administrative improvements such as workflow for activation and deactivation of PATH providers, improved User Management for active and deactivated users, exporting comments from provider reports, and creating an administrative panel to manage the PDX system.

Task 5.2: User Experience Improvements - The contractor, under the direction of the COR, shall make needed user experience improvements, such as adding a cancel button and dashboard navigation on each report page, streamlining the Resource Library user interface, expanding search functions, and improving the format of printed reports.

Task 6 Training and Technical Assistance (TTA)

Task 6.1: Training - The 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. One session of each will be provided outside of standard Eastern Time business hours. Webinar slides shall be submitted to the COR for review and approval at least one week prior to the date of each webinar. At least one training shall be recorded and made available online (on the PDX website, YouTube, or elsewhere at the COR’s direction) in 508 compliant format, including closed captioning. Trainings shall be updated at least annually to reflect changes or modifications to the PDX system.

Task 6.2: Help Desk - The contractor, under the direction of the COR, shall provide Help Desk services, including by phone or video upon request, 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.

Task 6.3: Data Cleaning - The 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.

Task 7 Written Resources - The contractor shall provide for written resources in support of PATH PDX, including product outlines, drafts and final products upon review and approval by the COR. Development will include graphic design and 508 remediation of all final documents. Document development will include:

• Updates to the PDX User Guides for providers, SPCs, and SAMHSA GPOs;

• Annual updates to the PATH Manual;

• A National Snapshot and Regional Summaries for Annual Report data, based on a template determined by the COR; and

• Two fact sheets to support the work of SPCs and PATH providers, with topics determined in consultation with the COR.

Task 8 Reporting Requirements

Task 8.1: Monthly Technical Progress 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). The monthly technical progress report is due ten (10) calendar days after the previous month’s performance period.

Task 8.2: Annual/Final Reports - The contractor shall provide the COR/ACOR a final/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 base year and each of the option years 1-4 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.

Electronic Reporting Requirements - All reports required herein shall be submitted in electronic format. All electronic reports submitted shall be compliant with Section 508 of the Rehabilitation Act of 1973.

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."

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

4. 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.

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.

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

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) Two (2) 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.

10) Monthly Progress Reports No later than ten (10) calendar days after the previous month’s performance period.

In Adobe PDF and/or Microsoft DOC formats, as directed by the COR.

11) Annual/Final Reports The contractor shall revise and resubmit the final document within five (5) business days of receiving comments

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 which must include: technical capabilities and pricing, the delivery period or period of performance 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 07/25/2025 at 12:00pm EST and must reference solicitation number 283-25-0689 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