Special Notice Intent to Sole Source 36C24520C0158.pdf

Contract Opportunity

Special Notice

PRODUCT SERVICE CODE *

SUBJECT

CONTRACTING OFFICE'S

ZIP-CODE

SOLICITATION NUMBER

ARCHIVE DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS

NAICS CODE

CONTRACTING OFFICE

ADDRESS

POINT OF CONTACT

(POC Information Automatically Filled from

User Profile Unless Entered)

DESCRIPTION See Attachment

AGENCY'S URL

URL DESCRIPTION

AGENCY CONTACT'S EMAIL

ADDRESS

EMAIL DESCRIPTION

GENERAL INFORMATION

ADDITIONAL INFORMATION

* = Required Field Contract Opportunity Special Notice

U006

VA Farms Agritherapy Program

VAMC Huntington West Virgina

21201

N

926140

Department of Veterans Affairs

VAMC Huntington West Virginia

Agritherapy Program

1540 Spring Valley Drive

Huntington , WV 25704 deborah.reardon@va.gov

581-21-1-1997-0001

Veterans’ Health Affairs, Network Contracting Office 5, is issuing this Notice of Intent to Sole Source in order to identify any potential sources that have the resources and capabilities to provide Agricultural

Training as described below. This requirement is defined primary by existing contract already in use at the Huntington West Virginia Veterans Affairs Medical Center, 1540 Spring Valley Drive, West Virginia

25704. Please send any questions and responses to Deborah.Reardon@va.gov

All responses to this Intent to Sole Source are due by 9/07/2020 2:00 PM EST.

STATEMENT OF WORK – AGRICULTURAL TRAINING

A. GENERAL:

This Statement of Work (SOW) describes the Hershel “Woody” Williams VA Medical

Center’s (HWW VAMC) needs related to the training aspects and onsite development of agriculture/permaculture of the existing Agricultural Training/Behavioral Healthcare services program. HWW VAMC currently requires a contractor to provide agricultural training using a classroom curriculum, onsite permaculture development, and maintenance of existing agriculture from October 19, 2020 – September 30, 2021.

The contractor shall further develop a training curriculum which encompasses a vast spectrum of agricultural topics and offers classroom and hands-on experiences which will be used for training Veterans in the VA FARMS Agritherapy program; arrange and coordinate agricultural internships; develop and implement permaculture on VA grounds; train Veterans and provide resources for business planning and business development; maintain, use and expand established agriculture on VA grounds, and; coordinate and hold pop-up Farmers

Markets.

a. Training

Development of training curriculum and provision of five cycles of training – 10 to

12 participants per cycle, by the contractor, per specifications in SECTION D.a.

below.

b. Internship

Individualized internships for each participant, arranged by the contractor, per specifications in SECTION D.b. below.

c. Permaculture Development

Design and implementation of permaculture on VA grounds by the contractor per specifications in SECTION D.c. below.

mailto:Deborah.Reardon@va.gov

d. Business Planning and Development

Production, business and market planning; as well as, assistance with start-up/scale up of agribusiness by the contractor for any interested participant for the duration of the contract per specifications in SECTION D.d. below.

e. Agricultural Maintenance

Current agriculture related to the VA FARMS program on VA grounds will be utilized, expanded and maintained by the contractor per specifications in

SECTION D.e. below.

f. Farmers Markets

Pop up Farmers Markets will be coordinated and held by the contractor during the contract period per specifications in SECTION D.f. below.

B. LOCATIONS and SCHEDULE OF SERVICES PROVIDED:

Services will be provided to the following locations:

a. Hershel “Woody” Williams VA Medical Center, 1540 Spring Valley Drive, Huntington, WV

1. Five (5) cycles of classroom training (excluding internship)

2. Permaculture development

3. Business planning and development

4. Agricultural expansion/maintenance

5. Farmers Markets

b. Specific locations to be identified by the contractor for internships in the Hershel

“Woody” Williams VA Medical Center catchment area as specified in SECTION D.b.

below.

C. WORK HOURS:

a. Work Hours: Work is to be performed in accordance with the schedule specified in

SECTION D.a. below.

b. No activities are expected to be conducted on National Holidays: The ten holidays observed by the Federal Government are: New Year’s Day, Martin Luther King’s

Birthday, President’s Day, Memorial Day, Independence Day, Labor Day, Columbus

Day, Veteran’s Day, Thanksgiving Day and Christmas Day and any other day specifically declared by the President of the United States to be a national holiday.

c. No make-up days of training will be provided for any days lost due to COVID-19 restrictions and contract will be modified or terminated as required.

D. SPECIFICATIONS:

a. TRAINING: The contractor is responsible for providing five (5) cycles of training to participants who are referred by HWW VAMC point of contact. Each cycle will consist of

120 training hours unless decreased due to COVID-19 restrictions. The curriculum will be developed by the contractor to prepare participants for employment (including self-employment) in agribusinesses. Topic areas may include, but not be limited to, the following: Farm readiness, safety, agricultural regulations, production of traditional and niche crops, marketing strategies, pathways to agriculture, business planning and development, etc. Participants may attend any or all of the 120 hours of training in a cycle. In addition to classroom training, under contractor instruction and supervision, participants will participate in preparing, planting, expanding, maintaining and harvesting permaculture and existing agriculture, when seasonally appropriate and possible.

Classroom sessions may be conducted indoors or outdoors if required due to COVID-19 restrictions. The HWW VAMC will provide tent/canopies for outdoor trainings and appropriate room for recommended social distancing for indoor classes, if required due to COVID-19 restrictions. The HWW VAMC will provide masks and hand sanitizer if required by COVID-19 restrictions. The contractor will not be required to make up any classes that are not held due to severe or dangerous weather or the facility’s inability to otherwise accommodate any required social distancing precautions related to COVID-

19. A training schedule is listed below, however, the contract and schedule will be modified if possible and my mutual consent, should state or federal government mandated COVID-19 precautions prevent the implementation of this schedule.

Training is to be conducted according to the schedule below:

Cycle 1: November 2, 2020 – March 22, 2021

Every other Monday, Wednesday and Friday (excluding federal holidays)

5:00pm – 9:00pm

Cycle 2: November 10, 2020 – March 30, 2021

Every other Tuesday and Thursday (excluding federal holidays)

8:00am - 2:00pm

Cycle 3: November 13, 2020 – April 2, 2021

Every other Friday and Saturday (excluding federal holidays)

Friday – 5:00pm – 9:00pm

Saturday – 8:00am – 4:00pm

Cycle 4: April 26, 2021 – September 13, 2021

Every other Monday, Wednesday and Friday (excluding federal holidays)

5:00pm – 9:00pm

Cycle 5: May 4, 2021 – September 9, 2021

Every other Tuesday and Thursday

8:00am - 2:00pm

b. INTERNSHIPS: Internships will be coordinated for each participant who expresses interest. The contractor will identify two-week internships for participants with local agribusinesses. Each week will offer the participants up to 40 hours of hands-on training/skills development in a specialized area of agriculture. The internship will be located within the defined zone encompassing the participant’s county of residence as follows:

ZONE 1: Cabell, Wayne, Putnam, Mason or Kanawha Counties in WV

ZONE 2: Boone, Lincoln, Logan or Mingo Counties in WV

ZONE 3: Boyd, Carter, Elliott, Greenup or Lewis Counties in Kentucky

ZONE 4: Floyd, Lawrence, Johnson, Martin, Magoffin, or Pike Counties in Kentucky

ZONE 5: Lawrence or Gallia Counties in Ohio

Should no participant reside within a zone during a cycle, no internship will be developed in the zone during that cycle. Exceptions to zone internship placement will be allowed should a Veteran request placement in an existing internship in a different zone based on area of production specialty, crop specialty or other agricultural interest. Participants may be required by internship providers to comply with certain procedures, including procedures related to COVID-19, such as medical screenings or the use of personal protective equipment in order to participate in the internship.

Due to the COVID-19 pandemic, the availability of internships may be limited or eliminated altogether. The contractor agrees to use diligent efforts to identify internships and place interested participants in internships. If necessary, the contractor may assign participants to internships outside of their defined zone or agricultural specialty,or may attempt to identify another comparable option for the participants to obtain hands-on training/skills development. If, despite reasonable efforts, contractor is unable to obtain internships for interested participants, the contract will be modified and the internships waived.

c. PERMACULTURE DEVELOPMENT: The contractor will design, develop and implement permaculture on VA grounds. Permaculture is defined as a design system for creating sustainable human environments. This type of agricultural system is to be developed on the grounds of the medical center along the previously designed trail. The contractor will design sustainable systems to include a minimum of water systems, energy systems, and food systems. The contractor will purchase, transport, store and maintain all required materials, supplies and equipment. The permaculture development and implementation will include all of the following:

1. Water Systems

• Rainfall catchment

• Drainage

• Water retention

2. Energy Systems

• Cycle and Recycle

• Renewable

• Solar

3. Food Systems (annual crops, perennial crops, agroforestry)

• A minimum of four (4) nut trees of at least two (2) separate varieties (For example: hickory, walnut)

• A minimum of two (2) root crops comprised of a minimum of twenty (20) plants each (For example: ginseng, bloodroot)

• One (1) pollinator plant crop comprised of a minimum of twenty (20) plants (For example: milkweed, elderberry)

• A minimum of ten (10) berry bushes/shrubs of any variety (For example:

mulberries, elderberries)

• One (1) variety of alliums consisting of a minimum of forty (40) plants (For example: garlic, ramps)

• A minimum of two (2) crops of herbs consisting of a minimum of twenty

(20) plants each (For example: goldenseal, lemon balm)

• A minimum of two (2) varieties of plants consisting of at least ten (10) plants of each variety (For example: mayapples, Jack-in-the-pulpit)

The contractor shall design the permaculture as appropriate to the local environment. All systems (water, energy, food) will consider existing environment and future sustainability. Systems will be implemented following approval by the Contractors Officer

Representative (COR). The contractor will be responsible for staff for design, development and implementation of all water, energy, and food systems; and the purchase and provision of all required equipment and supplies including all seeds, plants, trees, etc. using contract funding.

d. BUSINESS PLANNING AND DEVELOPMENT: The contractor will provide production, business and market planning; as well as, assistance with start-up/scale up of agribusiness for any interested participant for the duration of the contract.

e. AGRICULTURAL MAINTENANCE: The contractor will utilize, expand and maintain current agriculture related to the VA FARMS program on VA grounds. The contractor will be responsible for staff for development, implementation and maintenance of onsite agriculture; and the purchase, transportation, storage and maintenance all required materials, supplies and equipment. All items stored on site at the HWW VAMC must be stored in storage areas designated by the COR and organized for access and inventory.

Areas currently included are the high tunnel, bees, mushrooms and orchard.

1. High Tunnel

• Ensure that the plastic film covering is whole, and that any ripped/torn areas are repaired/replaced timely

• Regularly check for structural soundness of frame and perform any needed repairs if damaged

• Ensure proper operation of roll-up flaps and door

• Maintain pavers, gravel, border and replace as required

• Inspect raised beds and repair if needed

• Plant, care for and water seeds/plants in high tunnel; planting a minimum of two (2) seasonal plantings; one (1) cool weather planting consisting of a minimum of four (4) varieties of crops consisting of a minimum of six (6) plants per variety and one (1) warm weather planting consisting of a minimum of four (4) varieties of crops consisting of a minimum of six (6) plants per variety

• Regularly check humidity, soil quality, etc. and maintain through watering, mulching, fertilizing, and opening/closing side flaps as needed for temperature control

• Harvest product and provide to VAMC VA FARMS contact

• Following harvest, pull and discard plants

• Appropriately weatherize as required

2. Bees

• Development of a honeybee apiary consisting of a minimum of two (2)

Langstroth hives. Each hive will consist of a minimum of a bottom board with entrance reducer, two deep brood boxes with required number of frames with wax cell, one queen excluder, one medium super with required number of frames with wax cell, one inside cover and one outer cover

• Two (2) colonies of bees (one (1) colony per hive)

• Provision of beekeeping tools including one (1) each: smoker, smoker fuel package, uncapping fork tool, beekeeping gloves, capping scratcher, beekeeping brush, beehive frame grip, and uncapping z tool.

• Regularly inspect beehives

• Repair or replace damaged or missing parts

• Perform required maintenance

• Winterize and de-winterize as appropriate

• Feed and medicate bees on required schedule

• Guard against parasites and other invasive species

• Collect honey if sufficient stores are produced and provide to VAMC VA

FARMS contact

3. Mushrooms

• Regularly inspect current mushroom garden

• Replace logs when needed

• Inoculate for ongoing Shitake mushroom production

• Expand mushroom production to include a minimum of one (1) additional species

• Harvest mushrooms and provide to VAMC VA FARMS contact

4. Orchard

• Inspect existing fruit trees

• Remove dead/dying trees

• Repair or replace damaged fencing

• Water trees regularly and/or inspect, fill, or replace water bladders

• Maintain trees through pruning and/or grafting

• Expand orchard through planting a minimum of ten (10) additional trees to include at least one (1) sweet cherry variety other than Eastern Bing and at least one (1) Pawpaw of a variety other than that already present, to ensure proper pollination and maximum yield of current trees

• Install additional protective fencing for new trees

• Harvest fruit and provide to VAMC VA FARMS contact

f. FARMERS MARKETS: The contractor will plan, schedule and coordinate a minimum of four (4) pop-up Farmers Markets on the grounds of the Hershel “Woody” Williams VA

Medical Center during the contract period. The contractor will demonstrate efforts made to locate vendors willing to participate in setting up and selling goods at the Farmers

Markets, with an emphasis on recruiting Veteran producers to promote both the sale of

Veteran agricultural goods and to provide opportunities for training participants to interact and learn entrepreneurial skills from existing Veteran producers. Should COVID-

19 precautions result in postponed, reduced or cancelled Farmers Markets, the contract will be modified.

g. PERSONNEL: The contractor is responsible for providing personnel with appropriate skills to perform the following:

1. Training/Training Coordination:

• Provide classroom and hands-on activities and/or assist guest instructors during entire 120 hours of each cycle

• Prepare and provide modifications to ensure instruction in the event that a scheduled guest instructor/speaker/specialist is unavailable

• Arrange sub-contractors, educational institution partners, subject matter experts and local producers as instructors

• Develop and coordinate internships

2. Agricultural Maintenance:

• Properly and regularly utilize and maintain existing agriculture (high tunnel, bees, mushrooms, fruit trees)

• Expand existing agriculture as specified in D.e.

3. Permaculture:

• Design, develop, and implement permaculture systems along previously designed trail as specified in D.c.

• Maintain permaculture

h. OVERSIGHT: The contractor shall provide supervision for administration and oversight of all aspects of the Veterans agricultural training provided under this contract.

i. TRAINING MATERIALS: The contractor will provide all classroom materials, IT equipment and supplies for the classroom training.

j. AGRICULTURAL MATERIALS: The contractor will provide, store, transport and maintain all materials, plants/trees, tools, supplies and equipment required for all agricultural maintenance and expansion and all permaculture development. All items stored on site at the HWW VAMC must be stored in storage areas designated by the

COR and organized for access and inventory.

E. COMPLIANCE REQUIREMENTS:

a. Privacy of Veteran patients/participants is regulated by the Health Insurance Portability and Accountability Act (HIPAA); as well as federal, state, VA, and local regulations governing protected health information (PHI) and personally identifiable information (PII).

Unless otherwise specified, it shall be the contractor’s responsibility to identify the applicable federal/VA, state and local laws and regulations and apply the procedures and protocols as required. VA policy will be provided by the COR.

b. Environmental Programs are typically regulated by public law and statutes;

departmental, agency and government instructions, regulations, directives, and other state and local regulations. Unless otherwise specified, it shall be the contractor’s responsibility to identify the applicable federal/VA, state and local laws and regulations and apply the procedures and protocols as required. VA policy will be provided by the

COR.

F. POINT OF CONTACT:

The contractor shall appoint a point of contact that will have the responsibility to respond to customer needs in accordance with this contract. He/she will ensure emergent needs are appropriately addressed within 24 hours and that all other needs are addressed with the VAMC

VA FARMS point of contact in the manner required to provide the services defined above without interruption.

G. QUALITY ASSURANCE/CONTROL

The contractor shall have a quality control program to ensure the requirements of this contract are provided as specified. This document shall be made available to the Government within 30 days of contract award and monthly thereafter. The program will include, but will not be limited to the following:

a. A tracking system covering the services listed in the Scope of Work

b. A method of identifying deficiencies in the quality of services performed before the level of performance becomes unacceptable which would include cancelled classes, personnel shortages, failure to maintain/expand agriculture on VA grounds and/or failure to design, develop and implement permaculture along trail

c. A record of all services/projects provided by the contractor and all corrective actions taken

H. REQUIRED CONTRACTOR REPORTING

a. The contractor is responsible for supplying, completing and submitting all reports required or requested by Federal, State or local ordinances, which pertain to any duties contained in the contract.

b. All tasks accomplished by contractor personnel will be performed to preclude damage or disfigurement of govern-owned furnishing, fixtures, equipment and structures. The contractor will report any damages caused by his/her agent and will be responsible for repairing or replacing to the VA’s satisfaction. The government will not be held responsible for loss or damage to the contractor’s equipment or belongings.

I. CONTRACTOR PERSONNEL BADGES, KEYS AND PARKING:

a. Within 30 days of contract award, the contractor shall provide the COR with a list of trainers (including sub-contractors) and guest trainers expected to enter the buildings and to train participants. Listing must include name, affiliation, address, and telephone number of each individual. Additions are to be submitted to COR before individual arrives on VA property. While on VA premises, all contractor personnel, guest and sub-contractors shall comply with the rules, regulations, and procedures governing the conduct of personnel and the operation of the facility.

b. If warranted, an access badge and/or key will be given to the contractor’s employees upon entrance into VA buildings. The contractor employees must safeguard the access badge/key and immediately report any lost, stolen, or destroyed badges/keys to the

COR. All contract personnel must properly display their access badges. Access badges must be worn at or above the waist (facing forward.). The contractor’s employees must return the access badge(s)/keys to the COR or designee when requested.

c. The contractor shall be required to comply with all security policies/requirements of the

Hershel “Woody” Williams VA Medical Center. All security policies/requirements must be met and employees cleared prior to the contractor performing work under this contract. Employees that cannot meet the security and clearance requirements shall not be allowed to perform work under this contract. Employees may be required to attend or complete privacy training.

d. It is the responsibility of the contractor’s personnel to park in the appropriate designated parking areas. Parking information shall be coordinated with the COR. The Hershel

“Woody” Williams VA Medical Center does not validate or make reimbursement for parking violations of the contractor’s personnel under any circumstance.

e. The contractor will ensure that employees assigned to this contract possess basic proficiency in spoken and written English.

J. INTERFERENCE TO NORMAL FUNCTION:

a. Contractor may be required to interrupt their work at any time so as not to interfere with the normal functioning of the facility, including utility services, fire protection systems, and passage of facility patients, personnel, equipment and carts.

b. In the event of an emergency, contractor services may be stopped and rescheduled at no additional cost to the government.

c. If operations are disrupted due to state or federal mandated COVID-19 restrictions, the contract will be modified if a mutually acceptable agreement is reached or will be terminated if an agreement cannot be reached.

d. Contractor and VAMC agree to abide by all state and federal mandated COVID-19 restrictions.

K. DELIVERABLES

a. Contractor shall provide the COR the complete curriculum within 30 days of contract award. The curriculum is to include the specific learning standards, lessons, assignments, and materials used to organize and teach the complete Agricultural

Training course.

b. The contractor will compile and maintain a listing of sub-contractors, educational partners, subject matter experts, practicing producers, agricultural organizations, internships and all other affiliate partners to include point of contact, affiliation, address, and telephone number. The listing is to be submitted to the COR within 30 days of contract award and monthly thereafter.

c. Contractor shall provide a list of all equipment, supplies, materials, tools, and all expendables with proof of purchase including cost per item. The list shall include the storage location, use or final disposition of each item purchased under the contract and will be submitted to the COR monthly.

d. The contractor will provide documentation of personnel hours worked under this contract, to include compensation, benefits, travel and other expenses. This documentation is to be submitted with the monthly invoice.

e. The contractor is required to track the number of:

• program participants per cycle

• attendance rate per participant

• number of participants provided production, business and market planning

• number of participants assisted with start-up/scale up of agribusiness

These documents shall be submitted to the COR at the completion of each cycle.

f. The contractor will provide a written contingency plan in the event circumstances disrupt the ability to provide training services. The plan is to be developed and submitted to the

COR within 30 days of contract award.

g. The contractor will maintain a record demonstrating efforts made to locate vendors willing to participate in setting up and selling goods at the Farmers Markets, with an emphasis on recruiting Veteran producers as described in D.f. above. The record will be available to the COR upon request.

h. The contractor will develop and provide a quality assurance/control system as described in Section G above within 30 days of contract award.

L. PERFORMANCE WORK STATEMENT PART C – SUPPORTING INFORMATION

a. Place of Performance – 1540 Spring Valley Drive, Huntington WV 25704 and within required zones for internships within the Hershel “Woody” Williams VA Medical Center catchment area.

b. Period of Performance – The contract period will be per the following schedule:

October 19, 2020 through September 30, 2021.

c. Special Considerations

1. Furnished Materials – All labor, materials, equipment to perform the job. When

“furnish”, “provide”, “install”, or similar term is used it shall mean a complete installation, ready for use. The Contractor shall supply all parts, equipment, material and labor to perform the work described above. The work will include all items as described in the Statement of Work listed above.

2. Government Furnished Materials and Services. Government furnished property, if any, will be identified and will only be used for the performance of this contract unless otherwise authorized by the Contracting Officer. The Contractor shall take every step necessary for maintenance and preservation of all Government-furnished property. The Contractor shall comply with all reasonable requests of the Contracting Officer to enclose, or specifically protect, Government-furnished property.

3. Qualifications of Key Personnel – Contractor employees should be knowledgeable of standards associated with this type work.

4. Supervision/Communications. At all times during the performance, the

Contractor’s point of contact shall be available by cellular phone. Prior to beginning any work, the contractor shall supply the COR with the telephone number for the point of contact.

5. Security Requirements: Contractor shall identify which employees will be working under the awarded contract. Contractor personnel shall include employees, sub employees, suppliers and delivery personnel entering the

Medical Center. This does not apply to suppliers and delivery personnel only making deliveries to the VA. Those employees shall bring photo ID to obtain an identification badge that shall be worn above the belt while on Medical Center property. Contractor employees shall return all I.D. badges to designated personnel at time designated in the task order.

6. The COR is responsible for the inspection of the work called for in this job. The

COR will be identified in the task order by name, telephone number and location.

Inspections made by the COR are for the sole benefit of the Government and do not relieve the contractor of any quality control responsibilities.

7. The contractor’s point of contact is responsible for safety inspections of all contract operations. The contractor point of contact will be identified in the task order by name, phone number and location.

8. Smoking Policy. Contractor shall not allow smoking or vaping on VA grounds.

9. Parking/Traffic Regulations. Contractor shall not park on grassy areas unless approved by the COR and the Contractor agrees to restore areas back to VA standards. Drivers should be particularly concerned with pedestrian traffic. Yield to pedestrians in crosswalks. Posted speed limits and all other traffic controls are to be observed by operators. Seat belt use is mandatory on the VA grounds.