Sources Sought - SBA PAS.pdf

Sources Sought/Request for Information

Small Business Administration

Office of Diversity Inclusion and Civil Rights

Personal Assistance Services

Section 1 - Introduction

This Sources Sought/Request for Information (SS/RFI) is for market research. Information gathered to be used for preliminary planning purposes in accordance with Federal Acquisition Regulation (FAR) Part 15.201(e). This announcement is not an Invitation for Bid or Request for Proposal (RFP) and does not commit the Government to solicit or award a contract now or in the future. No solicitation is available currently, nor is there an estimated date of solicitation release. This office does not intend to award a contract on the basis of this SS/RFI or reimburse respondents for information solicited. Companies will not be entitled to payment for direct or indirect costs that are incurred in responding to this SS/RFI. The information provided may be used by the Government in developing its acquisition strategy, Statement of Work and/or Performance Work Statement. This information is subject to change and in no way binds this office to pursue any course of action described herein. If this office chooses to issue an RFP at some future date, another notice will be published.

The Small Business Administration (SBA) Office of Diversity, Inclusion and Civil Rights has a requirement for “personal assistance services” (PAS) in accordance with Section 501 of the Rehabilitation Act and Title 29 CFR 1614.203(d)(5)(i). PAS provides employees with targeted disabilities assistance with performing activities of daily living that an individual would typically perform if they did not have a disability, and that is not otherwise required as a reasonable accommodation. These tasks may include assistance with personal care, assisting with physical tasks such as lifting equipment, and cognitive tasks such as facilitating communication access with a reader. The service is to be provided in the workplace, which includes the employee residence or other approved alternate work location, if telework has been provided as a reasonable accommodation. PAS shall also be provided as needed on job-related travel.

The SBA has an immediate need for these services in Jacksonville, FL, 32210. The level of effort required is 40 hours per week. Additionally, the SBA may establish a Blanket Purchase Agreement (BPA) for these services to aid in providing timely response to any future requests that may arise. These services may be required at any location within the United States.

Section 2 - Description of Requirements

Personal Assistance Services:

1. The contractor shall provide PAS to the government employee for up to 40 hours per week unless overtime is required and approved.

2. The contractor shall be capable of lifting the body weight of the government employee to ensure the safety of both the designated government employee as well as the contractor in performance of assistance tasks.

3. The contractor shall aid the designated Employee with Disabilities (EWD) in accomplishment of daily living activities to include but not limited to:

a. The contractor shall ensure the government employee is able to perform his/her job functions by assisting with such tasks as logging on to or restarting computer/phone and all actions necessary to ensure laptop is powered on and the government employee is able to perform their job functions.

b. The contractor shall assist in carrying packages, lifting light equipment, filing, reaching & grabbing objects outside of EWD’s reach.

c. The contractor shall assist with toileting. This can include transferring in and out of a restroom, and on and off commode.

d. The contractor shall assist with eating and drinking. This can include meal preparation, serving, feeding, face wiping, or brushing teeth if necessary.

e. The contractor shall assist with eye care, limited to wiping/cleaning drainage from tear duct.

f. The contractor shall assist with trilogy (bi-pap) limited to reconnecting the device or tightening tubes that are loose.

g. The contractor shall assist with transferring in and out of motor vehicles and public transportation (e.g., cars, buses, Metro Access, airplanes, Uber, Lyft, Hoyer, etc.) when needed.

h. The contractor shall assist with transferring to and from a motorized scooter, golf cart, wheelchairs, or other type of mobility device.

4. The contractor shall provide PAS with an employee who is on official business, and local travel to off-site meetings, trainings, classes, celebrations, and other events within the local commuting area which may or may not be out of the normally scheduled service provision hours.

5. The contractor shall assist with the following activities while supporting the government employee while on official government travel only:

a. The contractor shall assist with transferring the government employee to and from bed.

b. The contractor shall assist with bathing, dressing, and grooming.

6. The contractor shall report to scheduled assignments punctually (IAW employee’s work schedule) to ensure assistance services begin promptly at the start of the employee’s workday.

7. The contractor shall immediately report any accident or incident involving the services rendered to the employee by phone or text to the COR. A reportable incident is an event or situation involving a risk or threat to a person’s health or safety that includes the following (to include similar and related events): 1) the need to relocate the employee to an alternate location (other than the employee’s designated office) due to an emergency; 2) physical injury or harm to the employee that requires a visit to emergency room, urgent care, or the Agency’s Health Unit, or requires first aid or follow up with a health care professional or other medical attention; 3) a fire/building emergency, or any incident reported to, or requiring the services of the fire department; and 4) any incidents involving a visit or intervention by the police. The Contractor shall also prepare and submit a detailed report of the accident or incident to the COR, which shall contain all details of the accident or incident and it is due no later than one business day after the accident or incident occurs.

Program Management:

1. The contractor shall provide program management services to ensure all objectives of the requirement are achieved and services are provided in a timely and professional manner in accordance with this work statement.

2. The contractor shall plan, organize, and coordinate provision of services.

3. The contractor shall prepare and submit all deliverables in accordance with the deliverables schedule.

4. The contractor shall provide personnel to meet the requirements and provide effective services and management.

5. Contractor employees shall address personnel and program issues through the designated contractor program manager and not directly through SBA personnel.

6. The contractor shall ensure the required services can be provided at all times in accordance with the employees work schedule. The contractor shall designate at least one individual with equal professional skills and qualifications who is capable of serving as a substitute personal assistant at the location where services are required when the primary personal assistant is on annual leave or sick leave. The Contractor shall provide resumes as proof of these qualifications.

7. The contractor shall meet with the Agency’s Reasonable Accommodation Program Manager or his/her delegate prior to commencement of providing services to discuss required actions within the work environment and background information pertaining to the supported Agency employee(s). Information shall be provided with the intent to better meet the needs, style, and job duties of the supported employees. Examples of topics included in the briefing are the employee’s preference for interaction; an overview of the different job duties required to be performed by the Contractor; and the level of Contractor/employee involvement requested by the supported employee.

Personnel Qualifications:

Contractor personnel providing PAS services shall meet the minimum qualifications and proficiency levels set forth below. The Contractor shall ensure minimum personnel qualifications are met prior to providing any services. The Contractor shall provide resumes as proof of qualifications upon request from the COR or Contracting Officer. The following are minimum requirements for a PAS service provider:

• Be 18 years old or older.

• Hold at least a high school diploma or equivalent or higher.

• Be a U.S. Citizen, or a foreign national who has been lawfully admitted for permanent residence;

however, if the Contractor will access the SBA network or intranet, they must be a U.S. citizen and undergo a public trust clearance (or other security clearances, as needed).

• Have at least 3 years of demonstrated related professional experience as an assistant for individuals with disabilities, or combination of experience and related credentials.

• Ability to lift, carry, and physically be able to do all required tasks (e.g. able to use his/her feet, legs, hands, wrists, and fingers; able to perform any necessary lifting duties, including such duties as the following (including similar and related tasks) assisting individuals with disabilities after a fall or in transitioning from a seated to standing position; and able to perform movements such as stooping, crouching, bending, kneeling, climbing, and reaching). The physical characteristics and disabilities of the employee in need will be set forth and defined in each individual BPA Call Order.

• Possess training or hold a related license or certification (e.g., home health care aide, nursing aide, or nursing assistant license/certification) when required by the individual BPA Call Order requirements.

• Have excellent interpersonal, oral, and written communications skills to communicate effectively with clients/employees and other SBA staff.

• Must maintain confidentiality of all interactions and materials handled by the employee (e.g., personally identifiable information [PII], medical information, confidential and propriety government information and documents, specific PAS tasks, and similar sensitive information).

• Must make professional judgments with respect to the employee and coworkers, taking into consideration the role, responsibilities, and tasks associated with working with persons with disabilities.

• Must maintain a professional appearance at all times in congruence with the place of performance (office, workshops, travel, and when on duty).

Section 3 - Written Submissions

Interested and qualified parties should submit a written response via email to the government point of contact listed in Section 4 no later than March 30, 2023. The response should include, but is not limited to, the following:

1. Company Name

2. Company Address

3. Company Website

4. Company UEI

5. Primary point of contact name, email and phone number for inquiries related to this SS/RFI.

6. Business Size and Socio-Economic status, as applicable, in accordance with FAR Part 19.

7. The response should indicate whether the vendor can provide the SBA’s immediate need located in Jacksonville, FL, and/or whether the vendor is capable of providing services under a nationwide BPA, should one be established.

8. Capabilities statement. The capabilities statement should be brief and readily available. It should demonstrate the company’s expertise in and experience providing the requirements described in Section 2.

9. Place of performance. Describe the location(s) within the United States that your company can provide the services described in Section 2. List the applicable city(s) and state(s) and/or whether nationwide services are available.

10. Current contracts. State whether your company provides the required services through an existing contract vehicle with the Federal Government and whether that contract is available for use by the SBA. If the contract is available for use by the SBA, provide the agency/department name, contract number and current government point of contact.

Section 4 – Government Point of Contact

Sara Soeka, Procurement Analyst

Sara.soeka@sba.gov or (o) 202-798-2747 mailto:Sara.soeka@sba.gov