RFQ 36C26027Q0021.pdf

Combined Synopsis/Solicitation Notice

This is a combined synopsis/solicitation for commercial products prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.2 “Streamlined Procedures for Solicitation, Evaluation, and Award for Acquisition of Commercial Products and Commercial Services. “Commercial Services,” as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued.

This is a Request for Quote (RFQ), and the solicitation number is 36C26026Q0021. The Government anticipates awarding five-year firm-fixed price contract with a base year and four one-year option periods resulting from this solicitation.

This is a solicitation for Child Care Services for the American Lake VA Medical Center. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2026-01 Effective March 23rd, 2026.

This solicitation is set aside for Small Businesses and is being Competed as such. The associated North American Industrial Classification System (NAICS) code for this procurement is 624410, with a small business size of $9.5 Million, and the Product Service Code (PSC) is G099.

The Department of Veterans Affairs, Regional Procurement Office West, Network Contracting Office 20, on behalf of the American Lake VA Healthcare System, is seeking the following Service and Support in compliance with the included Statement of Work.

Combined Synopsis/Solicitation Notice

PAGE 1 OF1. 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

36C26027Q0021 08-27-2026

ANDREW O'NEAL 3608529861 09-10-2026

16:00 PDT

36C260 Network Contracting Office 20

ATTN: V4CONT

1601 E. Fourth Plain Blvd Bldg.17, Suite B428 Vancouver WA 98661

X 100

X

624410

$9.5 Million

Net 30 Days N/A

X

36C663

Department of Veterans Affairs Puget Sound Healthcare System

1660 SOUTH COLUMBIAN WAY

SEATTLE WA 98108

36C260

Network Contracting Office 20

ATTN: V4CONT

1601 E. Fourth Plain Blvd Bldg.17, Suite B428 Vancouver WA 98661

Dept of Veterans Affairs

FMS-VA-2(101)

Financial Services Center

PO BOX 149971

Austin TX 78714-9971

See CONTINUATION Page

Contractor shall provide hourly, drop-in Child Care Services for Veterans and their beneficiaries for VA Puget Sound WA Healthcare System, American Lake Division in accordance with Terms & Conditions of the Performance Work Statement (PWS).

Government intends to award this contract with a Base Year Period of Performance and four (4) one-year option periods.

Base Year Period of Performance (PoP): 10/01/2026-09/30/2027 Contract Total Period of Performance: 10/01/2026-09/30/2031

Contractors must submit ALL required documents as stated in the Quotation Submission Checklist of Section E.1, to be eligible for award.

VA Contracting POC: Andrew.O'Neal@va.gov Program Office POC: Marlo.Montes@va.gov

See CONTINUATION Page

X X

X X X 1(one) Quote

All LINs

36C26027Q0021

Table of Contents

SECTION A

A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

B.3 PERFORMANCE WORK STATEMENT

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES (OCT 2025) (DEVIATION)

C.2 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.3 52.240-91 SECURITY PROHIBITIONS AND EXCLUSIONS (NOV 2025)

(DEVIATION)

C.4 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.5 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) ...44

C.6 52.219-14 LIMITATIONS ON SUBCONTRACTING (NOV 2025) (DEVIATION)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

SECTION E - SOLICITATION PROVISIONS

E.1 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (OCT 2025) (DEVIATION)

ADDENDUM TO 52.212-1 INSTRUCTIONS TO OFFERORS – COMMERCIAL ITEMS

E.2 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (OCT 2025) (DEVIATION)

ADDENDUM to FAR 52.212-2 INSTRUCTIONS TO OFFERORS—COMMERCIAL

ITEMS

E.3 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.4 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.5 VAAR 852.252-70 SOLICITATION PROVISIONS OR CLAUSES INCORPORATED

BY REFERENCE (JAN 2008)

E.6 52.240-90 SECURITY PROHIBITIONS AND EXCLUSIONS REPRESENTATIONS

AND CERTIFICATIONS (NOV 2025) (DEVIATION)

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 36C260

Network Contracting Office 20

ATTN: V4CONT

1601 E. Fourth Plain Blvd

Bldg.17, Suite B428

Vancouver WA 98661

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

[X] 52.232-33, Payment by Electronic Funds Transfer—System For Award Management, or

[] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [X] MONTHLY

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:

AMENDMENT NO DATE

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVIC

ES QUANTITY UNIT UNIT PRICE AMOUNT

0001 12.00 MO _____________

Provide a minimum of four (4) staff members for VA Kids Care at the VA Puget Sound Healthcare System – American Lake.

This staffing requirement will include 2 (two) Child Care Attendants, in addition to 1 (one) Child Care Clerk and 1 (one) Program Manager.

PSC: G099 | NAICS: 624410

Child Care Attendant 1

Contract Period: Base POP Begin: 10-01-2026 POP End: 09-30-2027

0002 12.00 MO _____________

Child Care Attendant 2

0003 12.00 MO _____________

Provide a Child Care attendant Clerk who must have experience in caring for special needs children when the Child Care Center has a special needs child on-site.

Child Care Clerk

0004 12.00 MO _____________

Provide a Program Manager who is responsible for the entirety of the VA Kids Care Program from compliance to staffing.

Program Manager

1001 12.00 MO _____________

Child Care Attendant 1

Contract Period: Option 1 POP Begin: 10-01-2027 POP End: 09-30-2028

1002 12.00 MO _____________

Child Care Attendant 2

1003 12.00 MO _____________

Child Care Clerk

1004 12.00 MO _____________

Program Manager

2001 12.00 MO _____________

Child Care Attendant 1

Contract Period: Option 2 POP Begin: 10-01-2028 POP End: 09-30-2029

2002 12.00 MO _____________

Child Care Attendant 2

2003 12.00 MO _____________ _____________

Child Care Clerk

2004 12.00 MO _____________

Program Manager

3001 12.00 MO _____________

Child Care Attendant 1

Contract Period: Option 3 POP Begin: 10-01-2029 POP End: 09-30-2030

3002 12.00 MO _____________

Child Care Attendant 2

3003 12.00 MO _____________

Child Care Clerk

3004 12.00 MO _____________

Program Manager

4001 12.00 MO _____________

Child Care Attendant 1

Contract Period: Option 4 POP Begin: 10-01-2030 POP End: 09-30-2031

4002 12.00 MO _____________

Child Care Attendant 2

4003 12.00 MO _____________

Child Care Clerk

4004 12.00 MO _____________

Program Manager

GRAND TOTAL _____________

DEPARTMENT OF VETERANS AFFAIRS

The Office of Women’s Health (OWH)-Veteran’s Childcare Assistance Program

(VCAP)

B.3 PERFORMANCE WORK STATEMENT

Veterans Affairs (VA) Kids Care Services

1. Background The Johnny Isakson and David P. Roe, M.D. Veterans Health Care and Benefits Improvement Act of 2020, Deborah Sampson Act of 2020, Section 5107(a): Under section 5107(a) of the Johnny Isakson and David P. Roe, M.D. Veterans Health Care and Benefits Improvement Act of 2020 (P.L. 116-315; codified at 38 U.S.C. § 1709C), the Department of Veterans Administration, (VA) Office of Women’s Health (OWH) Veterans Childcare Assistance Program has a requirement to provide drop-in childcare services to veterans who have mental health appointments or intensive healthcare medical appointments at any VA facility. The services shall include flexible scheduling options for ad hoc childcare while veterans are receiving medical appointments at the VA medical center.

2. Scope of Work The Contractor shall provide hourly drop-in childcare services for children ages six (6) weeks through twelve (12) years old and up to eighteen (18) years of age for children with special needs, during hours that align with the outpatient clinic hours of the facility in accordance with those facilities in Washington’s state, where VA Kids Care resides and Federal laws pertaining to childcare centers. Any child that is less than 6 weeks old will not be accepted into VA Kids Care. The Contractor shall at all times provide at least one childcare attendant on-site with experience in caring for special needs children.

The Program consists of temporary care (not to exceed 3 hours) that offers children a variety of activities. The current maximum capacity is dependent on the space available at each facility.

However, the daily operational capacity is determined by the age of the children, childcare attendant/child ratios, and the veteran needs.

Additional requirements will be detailed at each order level.

The Contractor shall provide all manpower, resources, and services necessary to meet the following objectives:

Provide a minimum of three staff at each VA Kids Care, to include 1 Childcare Clerk and 2 Childcare attendants.

Provide a childcare attendant clerk who must have experience in caring for special needs children when a childcare center has a special needs child on-site.

Provide a program manager who is responsible for the entirety of the program from compliance to staffing.

Provide manpower and communications to the VA Childcare Assistance Program (VCAP).

Provide safe and quality care for young children with strict adherence to health, sanitation, safety, fire, and risk management requirements.

Acquired respective state-qualified requirements and experienced management, support, and Child Development Staff, who communicate positively and professionally with children and parents.

Provide environments that positively contribute to children's physical, social, emotional, and cognitive growth.

In case of an emergency or incident where an attendant cannot reach the Veteran to come to VA Kids Care to address the physical needs of a child, the Contractor shall provide any necessary first aid, and in instances where a diaper change is emergent, the contractor will provide for the children. This information will be provided in a standard operating procedure (SOP) at a local site for staff to use.

The Government will provide the following:

Operational infrastructure such as space and furniture for VA Kids Care.

Marketing materials such as pamphlets to inform Veterans about the registration process and VA Kids Care contact information.

SOP for emergency procedures in case the Veteran is being admitted to the hospital. Additional SOPs will be provided upon award.

Diapers, baby wipes, including water, disposable books, and age-appropriate toys, for children to use.

The government will provide snacks when needed. However, the Veteran or caregiver must give the snack to the child outside of VA Kids Care to avoid potential allergic reactions to other children. Veterans can ask the childcare attendant for a snack for their children.

One local VCAP Manager or designee, who is a Government employee, works directly with the national COR and has oversight of the operations for the local VA Kids Care and will act as a local Director. This person reports to the national COR, and local leadership and works together with the Contractor, local leadership, and the program office to ensure VA Kids Care is in compliance with childcare regulations within the respective state.

The prices for services set forth below shall apply for payment purposes for all labor acquired under this contract. The Contractor may not charge the Government for any services associated with this contract at any prices other than those specified in the Pricing Schedule. The following fully loaded hourly labor rates for the stated categories shall be the basis for contract pricing.

Changes to the list of labor categories may be made after the contract award in order to allow the performance of the required services. The Government’s current estimate for number of hours anticipated for Contractor contract roles necessary under this contract. The Government expects the actual number of hours required to support the tasks outlined could increase or decrease throughout the life cycle of this contract in order to allow for currently unforeseen workload increases or decreases. As a result, the awarded contract value and estimated ceiling amounts may increase or decrease accordingly.

3. Place of Performance The following location is a VA facility that has committed to opening VA Kids Care. The activation date is to be determined by COR. This list is subject to change. Please hold CRTL and click the link to open the page.

Outpatient Clinic Hours are Monday to Friday from 08:00 am to 4:30 pm.

VISN Station #/Facility Info City, State Estimated Childcare Appts.

Estimated Sq. Ft

20 663 9600 Veterans Drive Southwest Tacoma, WA 98493-0003 800-329-8387

Puget Sound (American Lake), WA https://maps.app.g oo.gl/SUxEkTx1kf 8c7pnm9

6126 Less than 1200

Note: Facility number followed by a letter identifies a Community-Based Outpatient Clinic

(CBOC)

Federal Holidays The Federal Holidays observed by the Federal Government are:

New Year’s Day January 1 Martin Luther King, Jr.’s Birthday Third Monday in January Presidents Day Third Monday in February Memorial Day Last Monday in May Juneteenth June 19 Independence Day July 4 Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11 Thanksgiving Day Fourth Thursday in November Christmas Day December 25

When one (1) of the holiday’s falls on Sunday, the following Monday shall be observed as a Federal Holiday. When a holiday falls on a Saturday, the preceding Friday shall be observed as a Federal Holiday by U.S. Government Agencies. Also included would be any day specifically declared by the President of the United States of America as a Federal Holiday.

In addition to following states requirements for operating drop-in childcare centers, the VA is exceeding state requirements. For example, each VA Kids Care center will have multiple cameras that will connect the VA Kids Care to the facility’s police. In addition, each VA Kids Care center will have a vestibule door system where the Veteran will drop off the kids in the area between the two doors and ONLY the kids will be buzzed into the VA Kids Care. No parents are allowed to enter behind the 2nd door.

4. Type of Contract The Government intends to award a Firm Fixed Price contract.

5. Period of Performance The period of performance shall be one (1) 12-month base-year with four (4) option years from the award date.

Period of Performance Base year 1 Oct 2026 – 30 Sept 2027 Option Year 1 1 Oct 2027 – 30 Sept 2028 Option Year 2 1 Oct 2028 – 30 Sept 2029 Option Year 3 1 Oct 2029 – 30 Sept 2030 Option Year 4 1 Oct 2030 – 30 Sept 2031

6. Task Areas

6.1 Specific Tasks and Deliverables

6.1.1 Task #1: Kick-off Meeting

Kick-off meeting shall occur no later than 5 days from task order award unless otherwise specified by the CO or COR, the contractor shall lead a kick-off meeting for the effort. The purpose of the kick-off meeting is to create an understanding between the VA and the contractor of the project approach, major actions, and schedule for key milestones and deliverables. The kick-off meeting shall also serve as the means to provide the vendor with additional details regarding required tasks. The vendor shall provide the Government with a draft presentation one business day prior to the meeting. The presentation shall review the task coordination details, e.g., meeting schedules and topics, deliverable review, issue resolution processes, and preferred communication mechanisms. The kick-off meeting shall be held at a VA facility or virtually, at the discretion of the Government. The completion of this meeting shall result in the following outcomes:

Deliverable(s):

Kickoff Meeting (Agenda/Participation/Notes)

6.1.2 Task #2: Recurring Adhoc Report

The contractor shall be responsible for providing monthly reports/data on the total number of children accessing/utilizing VA Kids Care. Subsequently, the contractor shall also provide reports/data as requested by the COR.

Deliverable(s):

Recurring Adhoc Report

6.1.3 Task #3: Childcare Program Manager

A Contractor, who functions as the childcare center program manager, who will act as a regional director for VA Kids Care, will provide program administration and be responsible for the recruitment, hire and supervision of staff and oversight over all aspects of the childcare program. The childcare center program manager must have a minimum education requirement of at least 25 college credits in childhood education, of which only 8 can be department-approved clock hours, must hold a child development associated certificate at a minimum, and must be registered with the respective State training requirements for early care and training education, and must has experience on providing care to special needs children. The childcare center program manager must have a minimum of two years of experience as a program manager of a childcare center for children ages 6 months through 12 years, and up to 18 years of age for special needs children.

The childcare center program manager will be responsible for providing a contingency plan for emergency and routine leave coverage that meets staffing experience; certification requirements and child/care giver ratios to the local VCAP manager for concurrence. The Contractor is required to provide the following documents to the Contracting Officer Representative and the local VCAP manager for each proposed contractor employee that will be performing under contract at the respective local facility.

List of proposed personnel and the job title for the position they will be performing.

Professional resumes for all proposed personnel shall be no more than 3 pages.

Copy of professional certifications that are current and valid for the positions to be held.

Additionally, but not limited, proof of education, year of pertinent experience, employment history, child develop associate, current health condition, immunization history, references, etc.

The childcare center program manager will be responsible for hire and recruitment of staff. The Childcare Center Program Manager will hire for the following positions listed below. Each staff member must have the appropriate credentials and experience listed in the staff member’s position description.

Deliverable(s):

Program Manager Labor Hours (250 hours)

6.1.4 Task #4: Childcare Clerk

Childcare Clerk who must be a minimum of 18 years of age, completed a high school education or equivalent and has documented experience working with children. The childcare clerk must be located at the VA Medical Center for the majority of the hours and readily available to provide guidance; and program direction and function as a supervisor or a leader with VA Medical Center Staff (i.e. Fire; Safety; Executive Leadership; local Veteran Childcare Assistance Program (VCAP) manager; Public Relations etc.). These duties shall not interfere with any assigned provision of childcare. In the event the childcare center clerk is unavailable due to planned administrative leave, emergency, or sick leave the contractor must designate a person to be in charge that meets the minimum qualifications for with the respective State for a lead childcare clerk. The local VCAP manager or designee will be advised in advance of any planned absences that require designation and/or substitution of staffing and provide concurrence.

Deliverable(s):

Childcare Clerk Labor Hours (2080 hours)

6.1.5 Task #5: Childcare Attendant

The childcare attendant must be at least 18 years old, have completed a high school diploma or equivalent, and operate under the direct supervision of a childcare clerk.

Deliverable(s):

Childcare Attendant Labor Hours (1040 hours)

6.1.7. Deliverables Schedule

Task Deliverable QTY Delivery Date

6.1.1 Kick-off Meeting 1

Within 5 business days after contract award or agreed upon by the COR

6.1.2 Reoccurring Adhoc Reports

1 per site per month

Within 5 working days of the following month or as requested by the

COR

6.1.3 Childcare Program Manager Per

Region

As prescribed within the PWS or agreed upon by the COR

6.1.4 Childcare Clerk

Per site and respecti ve State

As prescribed within the PWS or agreed upon by the COR

6.1.5 Childcare Attendant 3 per

site

As prescribed within the PWS or agreed upon by the COR

7. Veterans Requirements to Receive Childcare Services Veterans will be informed of the program via on-site signage, promotion through VA websites, mail, Veterans service organizations, clinical provider referrals, and general inquiries. Veterans will be required to sign an attestation that the Veteran has a medical appointment at the time of child drop-off.

Pending final regulations approval, intensive healthcare appointments are defined as follows:

38 U.S.C. § 17.324 Eligible appointments.

(a) VA will furnish childcare assistance under § 17.324 to an eligible veteran who receives at a VA medical facility:

(1) Mental health care (including a mental health-related appointment and an appointment where mental health is discussed); or

(2) An appointment that does not meet the criteria of paragraph (1) when the eligible veteran or the health care provider determines that the presence of the child may impact the effective provision of health care. Examples include, but are not limited to, an appointment where the presence of a child may be inappropriate, unsafe, or uncomfortable for the child or the eligible Veteran and an appointment where it may be difficult for the eligible veteran to adequately supervise the child for the duration of the appointment.

(b) The following are not eligible appointments under paragraph (a):

(1) Emergency room visits; and

(2) Any appointment requiring sedation.

7.1 Safety

7.1.1 Childcare Safety

Childcare Safety is ensuring freedom from accidental or inadvertent injury during childcare service processes. All adverse events, close calls, or intentionally unsafe acts must be reported immediately (same day) to the national COR or designee for the local VCAP manager. In case of an emergency, the childcare center will dial 911.

8. Inclement Weather

Should the VA childcare center not open due to weather conditions; local leadership will make a determination and share the decision on its regular outlets such as the VA facility’s website, local radio and television stations will announce this information, and the Contracting Officer Representative (COR) will confirm and advise the Contractor of any closure. The childcare center should adjust its operating hours accordingly. The Veteran can call the local medical facility to confirm the childcare center’s closure.

9. Scheduling Services will mostly be available between the hours of 8:00 a.m. to 4:30 p.m. Monday through Friday. However, the childcare services must be aligned with the outpatient clinic operations hours +/- 30 minutes to allow veteran time to drop off and pick up their kids. Pre- appointments for use of drop-in services are not required. Veterans may, however, contact the childcare center in advance of their appointment date. Capacity is dependent on the space availability at the local facility at any given time. However, it is anticipated that general use will not exceed three

(3) hours for most users, with drop-in consideration for the special needs of certain users based on multiple appointments and/or appointment types. D rop-off and pick-up area is located in the reception area of the childcare center.

10. Childcare attendant to Child Ratio The childcare center will operate within the childcare attendant to child ratio per the Washington’s State requirement.

Age of Children Minimum Staff-to- Child Ratio

Maximum Childcare Center Group Size

6 mos. to 11 mos. 1:4 4 12 mos. to 29 mos. 1:7 6 30 mos. to 5 years 1:10 10 5 years to 12 years 1:15 10

Once the maximum capacity is reached for a stated age group, no additional children will be accepted within the stated age group. The Veteran can be put on a waitlist. Once VA Kids Care has more capacity, the Contractor can contact the Veteran to inform them of the VA Kids Care availability.

Note: For additional state’s requirements, please click on the respective state link in the “Place of Performance” table above.

11. Contractor Responsibilities

The Contractor must submit all prospective employee qualification documents to the COR prior to finalizing employment. These documents will include, but are not limited to, proof of education, years of pertinent experience, employment history, immunization history (as required by state), references, etc.

The prospective contracted employee may not begin work until the initial VA-required Childcare National Agency Check and Inquiries (CNACI) background checks and health requirements for caring for children are met.

12. Licensure/Regulatory Requirements The Contractor must obtain a state license before submission of a proposal. The contractor must retain a license from the respective State Department of Early Learning and must operate in compliance with all State and Federal Laws and Regulations governing childcare centers with all applicable per State and Federal laws and regulations governing childcare centers.

The Government will ensure the VA Kids Care centers are licensed with all state regulations.

13. Key Personnel Skilled experienced professional and/or technical personnel are essential for successful Contractor accomplishment of the work to be performed under this effort. These are defined as individuals crucial to the successful performance of the orders issued and the programs being supported by those orders and are those persons identified as key personnel in accordance with solicitation requirements. The Contractor agrees that the key personnel will not be removed, diverted, or replaced from work without prior notification of the CO. Contractor staff will be fully qualified and have the level of experience necessary to accomplish the requirements of this PWS, as well as those requirements outlined in Section 6.0.

Substitution of Personnel:

Any personnel that the Contractor offers as substitutes shall have the ability and qualifications to meet or exceed the requirements of the contract. Requests to substitute personnel shall be reviewed and approved by the COR. In addition, the substitutes must be trained by the trainer to ensure the replaced childcare attendant is competent to do all tasks assigned. All requests for substitutions in personnel shall be submitted to the COR within fifteen

(15) calendar days prior to making any change in key personnel. The request shall be written, and a detailed explanation of the circumstances necessitating the proposed substitution shall be provided. The contractor shall submit a complete resume for the proposed substitute. The COR will evaluate such requests and promptly notify the contractor of the recommendation in writing.

Substitute staff should be designated by the contractor well before the need presents itself, as substitute staff will be required to have already completed the required VA background checks (including CNACI) and mandatory VA training. The Government retains the right to remove personnel from employment at the VA site.

Childcare Staffing Requirements

Key Personnel Role(s) Staffing Requirements Skills, Relevant Experience, and Certification

Childcare Program Manager (CCPM)

Certification

• Must possess a current child development associated certificate

• Must be registered with the respective State training requirements for early care and training education

Experience / General Position Description – CCPM shall:

• Have a minimum education requirement of at least 25 college credits in childhood education, of which “only” 8 can be department-approved clock hours

• Have experience in providing care to special needs children

• Have a minimum of two (2) years’ experience as a program manager of a childcare center for children ages 6 months through 12 years, and up to 18 years of age for special needs children

• Act as a regional director for VA Kids Care

• Provide program administration and responsibility for recruitment, supervision of staff, hiring, and oversight of all aspects of the childcare program

• Be responsible for providing a contingency plan for emergency and routine leave coverage that meets staffing experience, certification requirements and child/ care giver ratios to the local VCAP manager for concurrence

• Be required to provide the following documents to the COR and the local VCAP manager for each proposed contractor employee that will be performing under contract at the respective local facility:

1. List proposed personnel and job title for the position they will be performing

2. Professional resumes for all proposed personnel

3. Copy of professional certifications that’s current and valid for all positions

4. Additionally, but not limited, proof of education, year of pertinent experience, employment history, child development associate, current health condition, immunization history, references, etc.

Childcare Clerk (CCC)

Certification

• Must be a minimum of 18 years of age, high school diploma, GED or equivalent and has documented experience working with children

Experience / General Position Description – CCC shall:

• Be located at the VA Medical Center [VAMC] for the majority of the hours and readily available to provide guidance and program direction

• Function as a supervisor or a leader with VA Medical Center Staff (i.e. Fire; Safety; Executive Leadership; local Veteran Childcare Assistance Program (VCAP) manager; Public Relations etc.). Such duties shall not interfere with any assigned provision of childcare.

• Designate a person to be in charge that meets the minimum qualifications for the respective State for a lead childcare clerk, in the event the childcare center clerk is unavailable due to planned administrative leave, emergency, or sick leave.

• Advised the local VCAP manager in advance of any planned absences that require designation and/or substitution of staffing and provide concurrence

Childcare Attendant

(CCA)

Certification

• Must be a minimum of 18 years of age, completed a high school diploma, GED or equivalent and operates under the direct supervision of a childcare clerk

Experience / General Position Description – CCA shall:

• Be a skilled experienced professional and/or technical personnel essential for successful contractor accomplishment of the work to be performed under this contract

14. Adverse Events Adverse events may result from acts of commission or omission (e.g., negative outcomes from the childcare services provided). Examples of more common adverse events include child falls, procedural errors or complications, and missing children’s events. The contractor shall submit in technical proposal on how they would address adverse events.

15. Close Calls A close call is an event or situation that could have resulted in an adverse event but did not, either by chance or through timely intervention. Such events have also been referred to as "near miss" incidents. An example of a close call would be when a child was almost picked up by an unauthorized adult, but the error was caught and corrected prior to the child being given to an unauthorized adult for pickup. Close calls are opportunities for learning and afford the chance to develop preventive strategies and actions; they receive the same level of scrutiny as adverse events that result in actual injury. Contractor shall submit in technical proposal to determine how they would address close calls events.

16. Intentionally Unsafe Acts Intentionally unsafe acts, as they pertain to children, are any events that result from:

-A criminal act -A purposefully unsafe act -An act related to alcohol or substance abuse by an impaired adult/provider and/or staff member, or events involving alleged or suspected child abuse of any kind.

17. Notification of Adverse Actions The Veteran will be notified of any adverse action which occurred the same day of the action.

The notification will be given to the Veteran following the VHA Issue Brief. The Veteran will sign receipt of an acknowledgement, which does not relieve the contractor's responsibility for ramifications of such adverse action. Per Incident Report SOP: Incidents must be reported as soon as the situation allows, not to exceed one hour, to the Department of Veterans Affairs (VA) local VCAP Program Manager. The local VCAP Program Manager must submit the VA Kids Care mandatory incident report in accordance with the Veterans Health Administration (VHA) guidance on Assistant Under Secretary for Health for Operations (15) Guide to VHA Issue Briefs. The local VCAP Program Manager must notify the Veterans Childcare Assistance Program (VCAP) Director and the VA medical facility Director of all reportable incidents.

18. Reporting Requirements:

The Contractor shall be responsible for adhering to the VA security procedures that ensure both children and adults are safely and properly identified prior to childcare drop off and pick up.

Identification of both child and adult shall include, but not be limited to, first and last name, phone number where an adult can be reached, State or Government issued ID of the parent or guardian, address, appointment time and place, and emergency contact. The Contractor will also be responsible for obtaining emergency points of contact for each child, who is not the parent or guardian of the child during drop off so that another designated responsible individual may pick up a child in the event that the Veteran is unable to return to pick up the child after the child has been dropped off for childcare. Emergency Point of Contact (POC) shall be identified by first and last name and phone number where the emergency POC can be reached.

Identification of children, adults, and emergency POC shall be recorded and provided by the local VCAP Manager monthly or as requested.

The Contractor shall retain a paper log of Veteran use of the childcare center as well as materials used during that period of care. The daily log should contain but not be limited to the Veteran's full name, time and location of appointment(s), age of child/children, name of child/children, and emergency contact name and cell phone number. The information recorded in the log shall be determined via project meetings between the Contractor and local VCAP manager/VA Central Office designees before the actual start date of the program. Once the OI&T infrastructure is built, it will be transferred to an electronic log by VA employee. Contractor shall adhere to VA Information Security Program policy HPM 589A4-490 Physical Logbooks; VHA Handbook 1605.1, Privacy and Release of Information. The Childcare check-in sheet is attached for your reference. This check-in sheet is kept in the office of the childcare facility during the day and at the end of each day is stored in a locked cabinet. At the end of every week, after the information is uploaded into electronic format, the form is shredded. For your information, the Identifying # (not SSN) column is the order the children received in the daycare center i.e. 1, 2, 3, … Contractor shall comply with Records Control Schedule 10-1 when appropriate or needed.

https://www.va.gov/vhapublications/RCS10/rcs10-1.pdf.

The Contractor shall implement a quality assurance program to ensure that VA requirements are being met. The Contractor shall take corrective action when deficiencies are identified and return any corrective/additional information to the local VCAP manager or Compliance Officer within 14 calendar days.

The local VCAP manager/VA Central Office will have ultimate oversight, review, and rejection/acceptance of all performance related to this program/acquisition.

Under no circumstances should veterans receive billing from the contractor.

The contractor shall appoint a program manager to be responsible for effective liaison with local VA /VA Central Office coordinators and the contract COR.

19. Facility Access and Control The Contractor and the local VCAP manager will work together to ensure the policies and checklists regarding safety; security and emergency procedures address opening and closing of the facility and checking that all doors and gates to the outside areas are secure. During emergencies, families or designated family representatives are notified by the Contractor or the local VCAP manager via telephone, Medical Center emergency notification system, radio, or television broadcast. Local facility emergency SOP will be followed in full force and effect.

The Contractor shall ensure that its employees working at the childcare center display his/her identification badge while on VA grounds. Employees are required to show their valid identification badge to gain access to the facility. If an employee's identification badge becomes lost or stolen, it must be reported to the local VCAP manager within one workday.

20. Physical Security

Theft/Loss/Damage:

In cases of theft, the Contractor shall notify the local VCAP manager in writing within one hour upon discovery. The contractor shall provide the necessary security and precautions to safeguard and protect all Government equipment, property, and supplies. The contractor, at no cost to the Government, will replace any lost or stolen items. Replacement equipment shall be identical in quality to that which was originally furnished by the Government and shall meet all Consumer Product Safety Commission standards.

Lock and Key Control:

The local VCAP manager or designee shall sign for and receive from the Government the initial keys and locks for Government furnished facilities. The contractor is responsible for securing the physical facility and grounds which include all equipment and furnishings both indoors. The contractor shall reimburse the Government for replacement of locks and keys when the contractor loses or duplicates a master key, all locks will be replaced at the contractor's expense. The contractor shall report the occurrence of a lost, stolen, or misplaced key to the VA Security Office and local VCAP manager within 24- hours after discovery of such a loss, theft, or misplacement.

21. Occupational Safety & Health Association (OSHA) Requirements The Contractor shall adhere to and maintain compliance with regulatory requirements found in Public Law, Government Policy and National Standards, Occupational Safety & Health Association (OSHA) Guideline 1910, and Washington State Licensing.

22. Phase-In Operations To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the Contractor shall have personnel on board during the seven (7) business day phase in period. The phase in period will commence upon each facility’s opening date.

During the phase in period, the Contractor shall become familiar with performance requirements to fully satisfy performance requirements identified within the PWS.

23. Confidentiality and Nondisclosure It is agreed that press releases, marketing material or any other printed or electronic documentation related to this project, shall not be publicized by the contractor without the written approval of the COR and the designated VA Childcare Assistance Program Director. The contractor shall not use its involvement with the childcare program in any publicity arena nor any contractor advertisements.

Notes:

The Government prohibits any dissemination of religious information, prayer, and program activities within the childcare center that teach or promote religious doctrine.

24. Penalty for Non-Performance If the Contractor does not conform to contract requirements, the Government may require the Contractor to perform the services again in conformity with contract requirements, at no additional cost to the Government. When the defects in services cannot be corrected by performance, the Government may:

Require the contractor to take necessary action to ensure that future performance conforms to contract requirements.

25. Quality Assurance Surveillance Plan (QASP) Performance Standards define required performance for specific tasks. The Government performs surveillance to determine if the Contractor exceeds, meets or does not meet these standards. The Government may utilize the Performance Based Service Assessment Survey, provided as Attachment E, or other methods to compare Contractor performance to the Acceptable Levels of Performance (ALPs).

25.1 Methods of Surveillance

Various methods exist to monitor performance. The COR shall use any or several of the surveillance methods listed below in administering this QASP.

100% Inspection (evaluates all outcomes) - Each month, the COR shall review all of the Contractor’s performance/generated documentation and document results accordingly. This assessment shall be placed in the COR’s Quality Assurance (QA) file.

Random Sample - The COR shall review a random sampling of the contractor’s performance/generated documentation and document your results accordingly. This assessment shall be placed in the COR’s QA file.

Validated Customer Complaint or Validated Below Average ALP in a Specific Area - Each month, the COR shall review the Contractor’s performance/generated documentation corresponding to a validated customer complaint or validated inability to perform in accordance with the ALP in a specific area and document your results accordingly. This assessment shall be placed in the COR’s QA file.

25.2 Frequency of Measurements

During task order performance, the COR will periodically analyze whether the negotiated frequency of surveillance is appropriate for the work being performed, and at a minimum shall be twice a year.

27.3 Acceptable Performance Levels (APLS)

Requirement Performance Standard

Surveillance Method Outcome

a. Notifies customers of potential problems 90% of the time.

100% Inspection of agreed-upon milestones per the approved PMP

Notification occurs within two business days of a potential issue when known in advance or within 24 hours of urgent problems, where less than two business days exist

PROJECT

MANAGEMENT,

MILESTONES, AND

SCHEDULE

b. Submits Deliverables in accordance with the deliverable schedule within (+/-) five business days with no more than five incidents of performance slippage

100% Inspection of deliverables

No more than five incidents of performance schedule slippage

WRITTEN

COMMUNICATION

Uses correct English grammar, punctuation, and spelling 95% of the time;

communicates information in a succinct and organized manner, produces written information that is appropriate for the intended audience

Random Sampling Written communication is consistently error-free and clear and concise so that the message is easily understood by others

CUSTOMER

SUPPORT

Courteous and professional interactions to receive and fill task order deliverables and in providing order status. Customer (VA) support satisfaction, having no more than 5 incidents of dissatisfaction.

Customer Feedback and Complaints based on interactions with the contractor

Customer problems are resolved within the same business day; no more than 5 incidents spent by Government personnel in providing corrective feedback on unacceptable customer service/professionalism

25.4 Documenting Performance

Acceptable Performance The Government shall document acceptable performance in accordance with the chart above.

Any report may become a part of the supporting documentation for any contractual action.

Unacceptable Performance When unacceptable performance occurs, the COR shall inform the CO. This will always be in writing although when circumstances necessitate immediate verbal communication, that communication will be followed in writing. The COR shall document the discussion and place it in the COR file.

When the CO determines formal written communication is required, the COR shall prepare a Contract Discrepancy Report (CDR) and present it to the contractor's program manager.

The Contractor shall acknowledge receipt of the CDR in writing to the CO. The CDR will state how long after receipt the contractor has to take corrective action. The CDR will also specify if the contractor is required to prepare a corrective action plan to document how the Contractor shall correct the unacceptable performance and avoid a recurrence. The CO shall review the contractor's corrective action plan to determine acceptability.

Any CDRs may become a part of the supporting documentation for any contractual action deemed necessary by

26. Government Furnished Equipment

Government Provided Services and Furnished Property:

The Government will furnish the childcare facility for use by the Contractor to fulfil the requirements of this contract. Facilities are designed and equipped to meet VA fire, safety, health, and sanitation standards and program needs.

All requests for building maintenance will be made to the local VCAP manager or designee. The Contractor shall make no structural alterations to the facility. The Contractor shall return the facility to VA in the same condition as received, minus normal wear and tear. Inspections of the site will be completed by the local VCAP manager on a Quarterly basis and a written report of findings will be provided to the contractor. Any issues attributable to the Contractor’s neglect or abuse will be noted and may be subject to correction at the contractor's expense.

The Contractor will be responsible for the cleaning standard required by State and Federal Laws for all VA childcare center facilities per VA Kids Care Cleaning SOP.

The Contractor shall clean the non-hazardous spills and clean the toys per VA Kids Care Cleaning SOP. The Government will clean the VA childcare facility Care after hours.

The Government will provide grounds maintenance (snow removal, grass-cutting, pest control, and garbage collection from the dumpsters), security, and fire protection.

The Government, during the implementation period will work with the local Center for Development and Civic Engagement (CDCE) office to provide toys and materials to enhance the childcare program.

The COR and Contractor shall accomplish a joint inventory list that confirms all Government-furnished equipment provided to the contractor. Both the COR and contractor will sign and receive copies of the inventory.

The Government will provide the maintenance of all Government-furnished facilities and of all built-in real property (sinks, toilets, built-in cabinets, lighting, light bulb replacements, air conditioning and heating systems, and will pay for utilities (heat, air conditioning, electricity, and water). A listing of all Government-Furnished equipment will be reviewed by both the contractor and COR, for which the contractor will acknowledge receipt.

The Contractor shall be responsible for the cost of maintenance repairs in case of damages incurred because of the contractor's misuse or neglect.

The Government will make structural alterations as may be required to conform to applicable health, safety, and sanitation requirements or modified use of the facility.

The Government will…