Sources Sought - Overnight Shelter.docx

Sources Sought Notice Sources Sought Notice

GENERAL INFORMATION

CONTRACTING OFFICE ADDRESS

Department of Veterans Affairs Network Contracting Office 7

POINT OF CONTACT*

Contract Specialist Jason Compton Jason.compton1@va.gov

Requiring Activity

DESCRIPTION

This is a SOURCES SOUGHT for the Atlanta VA Medical Center. Information collected during this Sources Sought may be used in a set aside. If a solicitation is issued, the Government will do so in accordance with Federal Acquisition Circular (FAC) 2026-01. The North American Industry Classification System (NAICS) number is 624221. The NAICS size standard is $13.5 Million.

Any contractor that believes they are capable and desires to claim preference for small business status must be registered with the SBA at https://www.sba.gov/ and meet the requirements of FAR 19.102. Any contractor that believes they are capable and desires to claim preference for veteran owned small business status must be registered with the SBA at https://veterans.certify.sba.gov as an SDVOSB or VOSB.

Contractors that deem themselves capable of meeting the requirement shall provide the below information to, Contract Specialist Jason Compton at jason.compton1@va.gov no-later-than Friday, July 31, 2026, at 11AM, CST, referencing 36C247-26-AP-3679. Responses shall include:

(1) Business Name and Address

(2) GSA/FSS/ICSP/NAC Contract Number, if applicable

(3) Point of Contact Name, Phone Number and E-mail Address

(4) DUNs, SAM UEI and NAICS code

(5) Business Size SMALL or LARGE

(6) Type of Business: service-disabled veteran owned, veteran owned small business, 8a, HUBZone, woman-owned, etc.

(7) Detailed Capabilities Statment

· Contractor must be registered with https://www.sam.gov

· To be considered SDVOSB/VOSB, with the SBA at https://veterans.certify.sba.gov

· Place of Performance is:

Within 20 miles of the Atlanta VAMC 1670 Clairmont Rd, Decatur, GA 30033-1000

Performance is expected to begin immediately upon the Period of Performance start date of on or around 01 Mar 2027. No lead time will be extended for a contractor to secure or build a facility.

Performance Work Statement for Temporary Overnight Shelter for Male Veterans (DRAFT)

INTRODUCTION

Contractor shall be expected to provide rapid response to request for emergency shelter and food for no longer than 72 hours for 5 male veterans. These Veterans will be identified by the Atlanta Veterans Affairs Medical Center (VAMC) for shelter located within 20 miles of the Atlanta VAMC, after the normal shelter intake hours on weekdays, weekends and holidays. The facility proposed price per diem rate established in an all-inclusive rate.

The Government contemplates award of an Indefinite-Quantity contract resulting from this solicitation. Contract period will be 12 consecutive months from the date of award, with four 1-year option periods in accordance with the terms and conditions defined herein.

DESCRIPTION OF SERVICES

1. Room and board: The sleeping room area shall provide reasonable privacy, however shall be accessible to staff. Adequate storage for personal belongings shall be provided.

Complete set of bed linen and towels shall be provided.

1. Three nutritious meals served daily at times listed below, in accordance with USDA Dietary Guidelines. Between meals and bedtime snacks of nourishing quality will be offered. The veterans may prepare their own meals.

1. Breakfast must be served between the hours of 6:45AM – 8:00AM

1. Lunch must be served between the hours of 11:00AM – 1:00PM

1. Dinner must be served between the hours of 5:00PM – 6:00PM. Provide a sack meal for veterans arriving after 6:00pm.

1. Intake after 6:00PM must be provided with a brown bag meal.

1. Contractor will make nourishing snacks available between Breakfast and Lunch.

1. Food is prepared, served, and stored under sanitary conditions.

1. The dietary needs of all veterans will be met in accordance with sound nutrition consistent with USDA standards. USDA dietary guidelines may be found at:

http://www.cnpp.usda.gov/dietaryguidelines

c) Laundry facilities and products for veterans to do their laundry.

d) The Contractor must provide admissions 24 hours a day with support coverage.

k) Contractor facility will be responsible for admitting veterans, supervision and discharge planning this will be a 24 hours admitting facility.

Location: The shelter must be located within 20 miles of the Atlanta VAMC. The facility will not be part of a building in which other business(s) share space which could be construed as a conflict of interest to the mission of a temporary shelter for veterans. If the facility is of joint use the provider will describe the nature of the business occupying all contiguous space. The government reserves the right to have the final decision in determining potential conflict of interest. The contractor shall ensure building is appropriately zoned. The contractor shall maintain a permit from the local or state enforcement body or authorized representative having jurisdiction to operate.

The contractor will ensure that its facility is within one mile of public transportation. In the event that facility is not located within one mile of public transportation, the contractor shall provide transportation at no cost to the veteran.

TRANSPORTATION

Initial transportation to contractors’ facility will be coordinated by the VA Medical Center’s Admin Officer of the Day (AOD). The contracted facility will be responsible to provide transportation to and from appointments including but not limited to the medical center.

REFERRAL AND INTAKE PROCSSING

Referral:

The Department of Veterans Affairs will identify and refer patients to the contractor.

Immediately upon a veteran’s arrival, VA staff will conduct a private interview with the veteran to determine if there are any non-medical reasons the veteran should be housed away from the rest of the facility's population. The contractor shall provide the VA staff with house rules governing it facility. During the interview staff will inform the veteran about rules and regulations that govern the facility i.e. curfew, drugs, alcohol, and weapons.

VA arranged admissions of veterans will not exceed beyond 72 hours of veterans unless the Contracting Officer’s Representative (COR) has specifically authorized a stay beyond 72 hours.

Intake:

The Contractor agrees that it does not maintain nor provide dual or segregated facilities, which are segregated on the basis of religion, race, creed, color or national origin, all veterans must reside in a safe and secure environment. In addition, Contractor agrees that subcontracting will not be resorted to as a means of circumventing this provision.

The contractor shall maintain all records pertaining to veterans referred to its facility under this contract.

The contractor will issue each veteran admitted one complete set of clean bed linens and towels. The contractor will provide for the exchange or laundering of these items on a weekly basis.

FACILITIES

COMPLIANCE – The facility shall be managed and or owned in part or wholly by the contractor.

Facility shall comply with applicable local, state, and national health, safety, environmental laws, regulations, Executive Orders, and building codes. In the event local, state, and national codes conflict, the most stringent will apply.

CONTRACTOR PERSONEL

The contractor shall have trained staff appropriately dressed and awake, on the premises to provide 24 hour coverage, seven days a week. This staff coverage shall provide for the safe and secure supervision of all veterans referred to them under this agreement.

CONTRACTOR POINT OF CONTACT

The Contractor will designate a Contractor Point of Contact (CPOC) who will be responsible for the performance of the work under this contract. The CPOC will have full authority to act for the Contractor on all matters relating to the daily operation of this contract. The CPOC may be a contract health care provider performing under this contract. An alternate may be designated, but the Contractor will identify, in writing, those times when the alternate will act as the CPOC.

Contractor will provide CPOC information prior to contract award. The CPOC may be a provider providing care in accordance with this performance work statement. An alternate may be designated, but the Contractor will identify, in writing, those times when the alternate will be the CPOC. The CPOC or alternate will be available by telephone, seven days a week, 24-hours per day, including Federal holidays.

SAFETY STANDARDS

1. Wall type electric outlets and lamps or light fixtures must be maintained in a safe and operating condition. The Contract facility must provide functioning light bulbs for light fixtures.

1. Space heaters must not be used, except during an emergency situation after obtaining specific written approval of the fire safety authority having jurisdiction over the facility.

1. Fire screens and protective devices must be used with fireplaces, stoves and heaters, including space heaters.

1. Each Contract facility must be protected with sufficient smoke detectors, powered by electrical service with battery back-up which, when activated, must initiate an alarm which is audible in the sleeping rooms.

1. Each Contract facility must have at least one charged 5lb. multipurpose ABC fire extinguisher on each occupied floor and in the basement. These extinguishers must be checked annually to assure they remain in operable condition.

1. Exterior doors must be equipped with locks which do not require keys to open them from the inside.

1. The electrical service of the Contract facility must be inspected by a licensed electrician or local code enforcement official and declared free of hazards within no more than six months prior to the date of filing the application for a permit. A signed copy of this inspection report must be submitted to the Contracting Officer Representative (COR) within 30 days of the award date. The COR or Contracting Officer (CO) may require a re-inspection of the electrical service at any time renovation or repair work is done in the Contract facility or there is a request for a change in capacity or there is reason to believe that a risk to veterans exists.

1. Water and sewage systems must meet applicable federal, state, and local standards and/or regulations.

1. Floors, walls, and ceilings must be kept clean and in good repair.

1. Kitchen and bathroom areas must be kept clean and sanitized, at least once daily with disinfectant and more often as needed to insure cleanliness and sanitation

QUALIFICATIONS/ACCREDITATION/LICENSING:

The Contractor facility must meet the following:

1. The Contract facility must conform to the standards of the Life Safety Code (National Fire Protection Association (NFPA) #101) and to the fire and safety code imposed by state law, which adequately protects veterans, and must meet all city, and Federal requirements concerning licensing and health codes. In all cases, VA requires level of safety conforming to NFPA #101.

1. In accordance with 29 Code of Federal Regulations (CFR), Part 1925, Safety and Health Standards for Federal Services Contracts, none of the services required by this contract will be performed in building, surroundings, or under any working conditions provided or controlled by the contractor, that are deemed unsanitary, hazardous, or otherwise dangerous to the health and safety of the contractor’s employees or VA beneficiaries. The minimum standards for facilities furnishing Transitional Housing for Homeless Veteran Services under this contract will be those listed in the latest edition of 42 CFR and National Fire Protection Association (NFPA) 101, Life Safety. CFR and NFPA may be found at:

http://www.gpoaccess.gov/cfr/

CONFIDENTIALITY AND NONDISCLOSURE

It is agreed that:

1. The preliminary and final deliverables, and all associated working papers, application source code, and other material deemed relevant by VA which have been generated by the contractor in the performance of this task order, are the exclusive property of the U.S. Government and shall be submitted to the CO at the conclusion of the task order.

2. The CO will be the sole authorized official to release, verbally or in writing, any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this task order. No information shall be released by the contractor. Any request for information relating to this task order, presented to the contractor, shall be submitted to the CO for response.

3. Press releases, marketing material, or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the CO.

HIPAA COMPLIANCE

Contractor must adhere to the provisions of Public Law 104.191, Health Insurance Portability and Accountability Act (HIPPA) of 1996 and the National Standards to Protect Privacy and Security of Protected Health Information (PHI).

CONTRACTOR PERSONNEL SECURITY REQUIREMENTS

Contractor will not need access to VA Data nor will they need access to VA Information Systems.

All contractor employees who require access to the Department of Veterans Affairs’ computer systems will be the subject of a background investigation and must receive a favorable adjudication from the VA Office of Security and Law Enforcement prior to contract performance. This requirement is applicable to subcontractor personnel requiring the same access.

The Office of Security and Law Enforcement provides Department-wide policy on the assignment of appropriate position sensitivity designations associated with Department of Veterans Affairs (VA) positions involving national security and public trust responsibilities, and on the level of background investigations required for applicants for, and incumbents of, those positions.

IAW VA 0710 Handbook, appointees and contract personnel appointed to Low/Moderate/High Risk positions must be subjects of a background investigation conducted by OPM and receive a favorable adjudication from the VA Office of Security and Law Enforcement to ensure compliance with such policy. If such investigation has not been completed prior to contract commencement, the Contractor will be responsible for the actions of those individuals performing under the contract.

Should the contract require Contractor’s personnel to maintain U.S. citizenship, the Contractor will be responsible for compliance. Regardless of U.S. citizenship requirements, Contractor’s personnel are required to read, write, speak, and understand the English language, unless otherwise specified in this contract or agreed to by the Government.

The cost for such investigations will be borne by the Contractor, either in advance or as reimbursement to the Government. The level of sensitivity will be determined by the Government on the basis of the type of access required. The level of sensitivity will determine the depth of the investigation and the cost thereof.

The Contractor will be required to furnish all applicable employee information required to conduct the investigation, such as, but not limited to, the name, address, and social security number of the Contractor’s personnel. The VA will provide all the necessary instructions and guidance for submission of the documents required to conduct the background investigation. Background investigations will not be required for contract personnel assigned to Low Risk/non-sensitive positions for 180 days or less under a single contract or series of contracts. However, a Security Access Clearance (SAC) background screening will be required for appropriate preliminary checks IAW VA Directive 0710.

Information Security Requirements:

The Contractor will provide to the COR a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee with 1 week of the initiation of the contract and annually thereafter, as required.

Contractor will be required to enter into a Business Associate Agreement (BAA) upon award of the contract or a copy of national BAA is attached with this paperwork.

CONTRACTOR RESPONSIBILITIES:

d. Contractor will be required to create an account in the Talent Management System (TMS) and take the Privacy & HIPAA training course #10203 before being given access and annually thereafter.

https://www.tms.va.gov/learning/user/SelfRegistrationUserSelection.do

e. The Contractor will report any type of PHI/PII violation(s) to the COR/Liaison/VAMC ISO/Privacy Officer.

GOVERNMENT RESPONSIBILITIES:

SITE INSPECTION

The VA Medical Center may conduct an inspection of facility prior to and anytime during the contract performance. The Contractor will permit on-site visits by VA to assure compliance with contract requirements. Contractor will make all records accessible for a review.

Sources Sought Notice

Sources Sought Notice