Statement of Work 07102020.docx

PERFORMANCE WORK STATEMENT

1. Contract Title: Agricultural Training & Behavioral and Mental Health Services

2. General Information: This is a non-personnel services contract to provide Agricultural Training and Behavioral and Mental Health Services for the Puget Sound Health Care System. The Government shall not exercise any supervision or control over the contract service providers performing the service herein. Such contract service providers shall be accountable solely to the Contractor, who in turn is responsible to the Government.

3. Description of Services: The Contractor shall provide training services in agricultural vocations as well as behavioral and mental health services for Veterans under a “Veterans in Agriculture” pilot program in accordance with the Joint Explanatory Statement (JES) to the Consolidated Appropriations Act [Omnibus] 2018.

3.1 Currently there exists a need for a vendor to provide as part of the pilot program: a) Agriculture/ business finance education, b) On-farm support provided by learning/Incubator farms, c) mental health counseling in rural to highly rural communities by licensed mental health providers, d) Comprehensive agricultural business training and technical assistance, e) Internships that support veterans and their long term goals, while connecting and supporting their own access to mental health services.

3.2 The Contractor shall provide, store, transport and maintain all equipment, tools, materials, supplies and expendables for the hands-on projects and will also provide the training personnel, curriculum, classroom materials, IT equipment and supplies for the classroom training. Ongoing agricultural engagement activities including an Agricultural Job Fair, pop-up Farmer’s Markets, and agricultural partnerships will be developed and maintained by the Contractor through the Veterans in Agriculture Pilot Program.

4. Background: This is a new requested service. The VA Puget Sound Health Care System was approved for funding by the Office of Rural Health (ORH) through an application submitted in response to the Agricultural Training/Behavioral Healthcare Services Request for Applications (RFA). The proposed and approved pilot program identified Washington State Department of Veteran Affairs (WDVA) as the provider of the training services in agricultural vocations, and behavioral and mental health services to Veterans.

5. Period of Performance: The period of performance shall be for one-year. See B.2 Price/Cost Schedule.

6. Specific Tasks: The Contractor shall provide agricultural training and assistance at VA Puget Sound Health Care System and off-site locations to include:

6.1 Program Management Services included in the Contractor’s management plan for the agricultural training program shall include the following:

Hiring Veterans in Agriculture project manager at the Washington State Department of Veterans Affairs (WDVA) to:

- Store, transport and maintain all tools, supplies, materials and equipment required for training and implementation of skills practice projects (gardens, raised beds, etc.). This includes provision of soil, plants, trees, gas, diesel, oil, etc.

- Provide personnel/sites for both classroom and hands-on training.

- Provide instruction and oversight of all hands-on projects.

- Provide all required classroom curriculum, materials and supplies.

- Provide tracking system to identify participation rate, number of participants per cycle and outcomes

- Address patient privacy matters.

6.2 Skills Practice-Build Infrastructure increasing sustainability incubator/learning farms shall include:

- Up to five subcontracts or partnership agreements for services provided by local incubator/learning farms.

- Examples of projects include: use of in ground gardens, raised beds, flower beds, planters, low tunnels, greenhouses, landscaping, fruit trees, brambles, apiaries, pop-up farmers markets, etc.

6.3 Training-mental health/ ag-specific trainings or workshops across the state shall include:

- 25 training, 5 each regionally.

- 1.5-hour training focused on increasing mental health knowledge, and access.

6.4 Internships – Washington State Department of Veterans Affairs managed ag internships with varied ag industries shall include:

- 25 Commodity and regionally focused internships.

- Internships shall be 3 to 6 months each, covering a general growing season.

- Internships shall be over the varied growing seasons of diversified crops.

6.5 Training- Veterans in Ag business and benefits.

- Through partnership agreements subcontract with regional ag-business training partners.

- Provide WDVA project management for training of Veterans Ag/ Rural benefits.

- Train 100 veterans in ag- business.

i. Enterprise for Equity 12-week course.

ii. Cultivating Success 12-week course.

iii. Vets CAFÉ 80 Hour Core Program.

iv. Viva Farms 32 Week Practicum.

6.6 Train 100 veterans in Ag/ Rural related veteran’s benefits.

- In conjunction with contracted training, benefits would focus on a total length of 5 hours.

6.7 Business Planning and Development shall include:

- Support 20-30 Veterans.

- Business training partner – Subcontract for Ag business training including business plans and profit and loss statements.

- Fellowship grant training.

i. Farmer Veterans Coalition, Training to help Veterans find fellowship grants, non-VA microloans, and other non-VA supported funding opportunities to support Farmer Veteran business needs.

6.8 Direct Mental Health Support shall include:

- Intake of new rural to highly rural mental health clients.

i. contracted WDVA mental health providers

ii. Licensed mental health providers located in rural communities working in close conjunction with WDVA project management.

6.9 Training- Suicide prevention, supporting suicide safer agricultural areas in the state shall include:

- Provide 10 quality gate keeper trainings; 2 in each of the 5 regions

- 200 rural to highly rural residents trained in quality gate keeper trainings

i. 20 per targeted training.

- Increase in suicide prevention among all program participants, supporting suicide safer agricultural areas in the state.

7. Place of Performance & Schedule of Services Provided:

7.1 Region 1: Whatcom, Skagit, San Juan, Island, Snohomish, Kitsap, King Counties– to be determined and arranged by Contractor as required. Location: Viva Farms, 15366 Ovenell Road, Burlington, WA 98233.

- Hands on experiences contracted for with regional incubator/ learning Farm

i. Viva Farms Mount Vernon, and Auburn

ii. Growing Veterans Lynden Farm

- 5, 1.5-hour trainings focused on increasing mental health knowledge, and access.

- 5 Internships will be over the varied growing seasons of diversified crops.

- At minimum one full cycle of Viva Farms 32 Week Practicum.

- At minimum 5 hours of Veterans Ag/ Rural benefits training.

- Contract for 1 Farmer Veterans Coalition workshop to assist in finding non-VA Grant opportunities.

- Contract with a minimum 1 new Licensed WDVA mental health provider.

- 2 quality gate keeper trainings

7.2 Region 2: Pierce, Thurston, Mason, Jefferson, Clallam, Grays Harbor, Pacific, Lewis Counties – to be determined and arranged by Contractor as required. Location: Veterans Farm at Orting, 1301 Orting Kapowsin Hwy East, Orting, WA 98360.

- Hands on experiences contracted for with regional incubator/ learning Farm

i. Veterans Farm Orting

- 5, 1.5 - hour trainings focused on increasing mental health knowledge, and access.

- 5 Internships will be over the varied growing seasons of diversified crops.

- At minimum one full cycle one full cycle of Enterprise for Equity 12-week course.

- At minimum 5 hours of Veterans Ag/ Rural benefits training.

- Contract for 1 Farmer Veterans Coalition workshop to assist in finding non-VA Grant opportunities.

- Contract with a minimum 1 new Licensed WDVA mental health provider.

- 2 quality gate keeper trainings.

7.3 Region 3: Wahkiakum, Cowlitz, Clark, Skamania, Yakima, Klickitat, Chelan Okanagan Counties – to be determined and arranged by Contractor as required. Location: Veterans Ecological Trades Collective (VETS_CAFE), 4400 163rd Ave SW, Rochester, WA 98579.

- Hands on experiences contracted for with regional incubator/ learning Farm

i. Vets CAFÉ Chehalis farm.

- 5, 1.5-hour trainings focused on increasing mental health knowledge, and access.

- 5 Internships will be over the varied growing seasons of diversified crops.

- At minimum one full cycle one full cycle Vets CAFÉ 80 Hour Core Program.

- At minimum 5 hours of Veterans Ag/ Rural benefits training.

- Contract for 1 Farmer Veterans Coalition workshop to assist in finding non-VA Grant opportunities.

- Contract with a minimum 1 new Licensed WDVA mental health provider.

- 2 quality gate keeper trainings.

7.4 Region 4: Ferry, Stevens, Pend Oreille, Douglas, Lincoln, Spokane Counties– to be determined and arranged by Contractor as required. Location: Tatley Outpost, 224 Watson Draw Road, Pateros, WA 98846

- Hands on experiences contracted for with regional incubator/ learning Farm

i. Tatley Outpost.

- 5, 1.5-hour trainings focused on increasing mental health knowledge, and access.

- 5 Internships will be over the varied growing seasons of diversified crops.

- At minimum one full cycle one full cycle Cultivating Success 12-week course.

- At minimum 5 hours of Veterans Ag/ Rural benefits training.

- Contract for 1 Farmer Veterans Coalition workshop to assist in finding non-VA Grant opportunities.

- Contract with a minimum 1 new Licensed WDVA mental health provider.

- 2 quality gate keeper trainings.

7.5 Region 5: Grant, Adams, Whitman, Franklin, Benton, Walla Walla Walla, Columbia, Garfield, Asotin Counties – to be determined and arranged by Contractor as required. Location: Vets on the Farm, 7501-7899 S Palouse Hwy, Spokane, WA 99223.

- Hands on experiences contracted for with regional incubator/ learning Farm

i. Vets on the Farm, Spokane.

- 5, 1.5-hour trainings focused on increasing mental health knowledge, and access.

- 5 Internships will be over the varied growing seasons of diversified crops.

- At minimum one full cycle one full cycle Cultivating Success 12-week course.

- At minimum 5 hours of Veterans Ag/ Rural benefits training.

- Contract for 1 Farmer Veterans Coalition workshop to assist in finding non-VA Grant opportunities.

- Contract with a minimum 1 new Licensed WDVA mental health provider.

- 2 quality gate keeper trainings.

8. Hours of Operation: The training schedule will be developed between the Contractor and VA Puget Sound Health Care System point of contact prior to any service being performed.

9. Federal Holidays: The following Federal holidays are as stated below:

New Year’s Day Labor Day

President’s Day Veteran’s Day

Martin Luther King Jr.’s Birthday Columbus Day

Memorial Day Thanksgiving Day

Independence Day Christmas Day

10. Specifications:

10.1 The Contractor shall conform to the Health Insurance Portability and Accountability Act (HIPAA); as well as all federal, state, and local regulations governing protected health information (PHI) and personally identifiable information (PII) to ensure the privacy of all Veterans referred to the program.

10.2 The Contractor shall provide supervision for administration and oversight of all aspects of the Veterans Agricultural Training program.

10.3 The Contractor is responsible for providing five cycles of classroom training to Veteran participants who are referred by Veterans Administration point of contact. Each cycle will run for up to 32 weeks at around 20 hours per week and will include at minimum the following components in the curriculum:

i. Overview of agricultural professions, local industry and safety

· Industry overview and safety

· Operational safety

· Complying with regulations

· Certification requirements

· Pesticide safety and alternatives to pesticides

· Tractor and farm equipment introduction and safety

ii. Preparing to farm

· Project management

· Maintaining equipment and facilities

· Soil preparation (improving land quality, remediating land, biochar and vermiculture)

· Basics of produce identification and grading

· Seasonal crop production

· Basics of animal science

· Producing on five acres or less

iii. Farming/Agricultural Production

· Orchards and brambles - farming fruits and berries

· Outdoor inground crop production

· Indoor growing

· Low tunnels and high tunnels

· Small livestock

· Forage production

· Bee keeping and honey production

· Maple syrup production

iv. Niche markets

· Herbs and botanicals

· Mushrooms

· Sorghum

· Christmas trees

· Aquaponics

· Small animals

· Biomass

· Ornamentals

· Distilleries and cideries

· Wild harvest

v. Veterans in Agriculture

· Reintegration of Veterans and family members

· The family farm concept

· Veteran services provided by the Veterans Administration

· Intro to Homegrown by Heroes

· Intro to the Farmer Veteran Coalition

vi. Marketing Strategies

· Identifying buyers

· Success at the farmers market

· Managing niche markets

· The gift industry

· Agritourism

vii. What’s next

· Entry level employment

· Ag business start-up

· Further education

· Teaching others

10.4 The Contractor along with subcontracts will provide all training curriculum, classroom materials, IT equipment and supplies for the classroom training.

10.5 The Contractor is responsible for providing dedicated personnel for the training, as well as arranging educational institution partners, subject matter experts and local producers as guest instructors.

10.6 The Contractor will arrange internships for all Veterans during or following their participation in the classroom training component of the program. Internships will run for up to 40 hours per week. The Contractor will coordinate internship placements in the five regions listed in Section B. Veterans will be placed for internships in the region that encompasses the Veteran’s county of residence. Exceptions to regional internship placement will be allowed should a Veteran request placement in a different zone based on area of production specialty, crop specialty or other agricultural interest.

10.7 The Contractor is responsible for providing all Veterans in each of the five training programs the opportunity to practice and implement hands-on skill by assisting in completing seasonably appropriate projects (one per class cycle, five total) at one of the 5 incubator or learning farms. Projects are to be developed in a manner which will provide hands-on agricultural opportunities for future Veterans training in agriculture. Examples of agricultural projects include: in-ground gardens, raised beds, flower beds, planters, low tunnels, greenhouses, landscaping, fruit trees, brambles, apiaries, maple tree tapping, pop-up farmers markets, etc.

10.8 The Contractor and subcontractor will provide, store, transport and maintain all tools, supplies and equipment required for training and implementation of skills practice projects (gardens, raised beds, etc.). This includes provision of soil, fertilizer, plants, trees, gas, diesel, oil, etc.

10.9 The Contractor and sub-contractor will ensure that all interested Veterans are provided production, business and market planning and assistance with start-up/scale up of agribusiness for the duration of the project.

10.10 The Contractor will arrange ongoing agricultural engagement activities including an Agricultural Job Fair; development of partnerships with agricultural organizations, local producers and affiliate partners; and, development of a pop-up Farmers Markets within the VA Puget Sound Health Care System.

10.11 The Contractor will provide a backup plan in the event circumstances disrupt the ability to provide training services.

10.12 All tasks accomplished by Contractor and subcontractor personnel will be performed to preclude damage or disfigurement of government owned furnishings, 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 Contactors or subcontractor equipment or belongings.

10.13 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.

10.14 The Contractor is required to track the number of program participants per cycle; attendance rate per participant; training and activities completed per participant; number of Veterans provided production, business and market planning; and, number of Veterans assisted with start-up/scale up of agribusiness. These documents shall be made available to the Government during the contract when requested.

10.15 The Contractor shall maintain a listing of completed hands-on projects with completion dates; and dates and occurrences of Farmers Markets. These documents shall be made available to the Government during the contract when requested.

10.16 The Contractor shall compile and maintain a listing of educational partners, subject matter experts, practicing producers, agricultural organizations and all other affiliate partners to include point of contact, address, and telephone number. These documents shall be made available to the Government during the contract when requested.

10.17 The Contractor shall create a list of farmers/agricultural producers for internships in each of the five required regions to include point of contact, address, and telephone number. These documents shall be made available to the Government during the contract when requested

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

10.19 Supervision/Communications. At all times during the performance, the Contractors Superintendent (if applicable) shall be available by cellular phone. Prior to beginning any work, the Contractor shall supply the VA POC with the telephone number for the Superintendent.

10.20 The VA POC is responsible for the inspection of the work called for in this job. The Contracting Officer’s Representative will be identified in the task order by name, telephone number and location. Inspections made by the VA POC are for the sole benefit of the Government and do not relieve the Vendor of any quality control responsibilities.

10.21 The Safety Manger (if applicable) is responsible for safety inspections of all contract operations. The Safety Manager will be identified in the task order by name, phone number and location.

10.22 The Contractor shall provide a list of all equipment, supplies, materials, tools, and all expendables provided.

10.33 The Contractor on the last day of the each quarter shall provide the following information to the VA: Number of Veterans enrolled in the program; number of Veterans disenrolled from the program; number of Veterans who gained employment in agriculture; total number of outreach events completed during the quarter; number of community partnerships established during the quarter; number of partnership meetings held; number of program participants who received mental health referrals; types of referrals (substance abuse, counseling, psychiatric services, other).

11. Compliance Requirements:

11.1 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.

11.2 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.

12. Security Requirement:

12.1 The Contractor employees shall not have access to VA sensitive or computer information and will not require routine access to VA Facilities. The Contractor employees shall require intermittent access only and will be escorted by VA employees while at VA Facilities. No background investigation is required.

12.2 The Contractor shall identify which employees will be working under the awarded contract. The 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. The Contractor employees shall return all I.D. badges to designated personnel at time designated in the task order

13. 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 VA Puget Sound Health Care System point of contact in the manner required to provide the services defined above without interruption.

14. Deliverables Schedule:

Quarterly

15. Service Summary: The contract service requirements are summarized in the Performance Objectives that relate directly to mission essential items. The Performance Threshold briefly describes the minimally acceptable levels of service for each requirement. The Service Summary and the Contractor’s Quality Control Plan provide information on contract requirements, the expected levels of Contractor performance and the expected methods of Government surveillance and confirmation of services provided. These thresholds are critical to mission success. Procedures as set forth in Federal Acquisition Regulation (FAR) clause 52.212-4, Contract Terms and Conditions – Commercial Items, will be used to remedy all deficiencies. See Service Summary table below.

16. Quality Control: The Contractor shall develop and maintain a quality control program to ensure services are performed in accordance with commonly accepted commercial practices and services as identified in this PWS. Develop and implement procedures to identify and prevent non-performance and continual repeat of defective services.

17. Quality Control Plan (QCP): A written QCP shall be submitted to the VA POC and Contracting Officer. The QCP shall specifically address the Contractor’s strategy to provide quality workmanship, continual process improvement and correction of deficiencies as required. The program will include, but will not be limited to the following:

- A tracking system covering the services listed in the Scope of Work. It must provide Quarterly status of training cycles and projects.

- 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 complete projects or limited/lack of internship opportunities.

- A record of all services/projects provided by the contractor and all corrective actions taken. These documents shall be made available to the Government during the contract when requested.

18. Quality Assurance: The VA POC shall inspect and evaluate the Contractor’s performance to ensure services are IAW requirements set forth in this PWS. The VA POC shall be responsible for initially receiving, validating, and recording methods of assessment. When the Contractor’s performance is deemed unacceptable, the VA POC will notify the Contractor’s Quality Control Representative. The service shall be re-performed by the Contractor at no additional cost to the Government and re-inspected by the VA POC. When a Performance Threshold has not been met, the VA POC will initiate and provide the CO a Contract Discrepancy Report (CDR) for issuance to the Contractor. The Contractor shall respond to the CDR IAW instructions provided and return it to the CO within 10 calendar days of receipt.

19. Performance Assessment/Periodic Surveillance: This method requires the VA POC to employ a “spot check” style of evaluation. Periodic surveillances and validations will be conducted on a scheduled basis (daily, weekly, monthly, quarterly, semi-annual or annually) and may be adjusted, based on quality trends. Any unsatisfactory inspection (defect) result shall be recorded, and the Contractor shall re-perform the service after notification. Exceeding the performance threshold for any of these performance objectives in any one-month period shall result in further action as appropriate.

20. Performance Assessment/Customer Feedback: Customer feedback is firsthand information from the actual users of the service. It will be used to supplement other forms of evaluation and assessment, and it is especially useful for those areas that do not lend themselves to the typical forms of assessment. Any unsatisfactory inspection (defect) result shall be recorded, and the Contractor shall re-perform the service after notification. Exceeding the performance threshold for any of these performance objectives in any one-month period shall result in further action as appropriate.

21. Invoicing: The Contractor shall then send the official invoice electronically per electronic invoicing procedure:

An itemized invoice shall accompany each service order from the Contractor. This invoice must show item number, description, quantity, unit, unit price, and totals for each design (advanced and basic) used.

All invoices shall include contract number, purchase/delivery order number and detail of services provided. The itemized invoices submitted for payment through On-Line Certification System (OLCS) shall include the contract number, purchase/delivery order number and detail of services provided. All invoices will be submitted in accordance with these instructions.

VA uses a third-party invoicing provider named Tungsten to provide us with electronic invoices. Please register with Tungsten so you can submit your invoice electronically to us for processing as it is a federal mandate. Contractor will need to go to the Tungsten website http://www.tungsten-network.com/uk/en/ for the registration process. Please provide to Tungsten the VA’s Tungsten Buyer Number AAA544240062.

Invoices will be electronically submitted to the Tungsten website at http://www.tungsten-network.com/uk/en/ Tungsten direct vendor support number is 877-489-6135 for VA contracts.

The VA-FSC pays all associated transaction fees for VA orders. During Implementation (technical set-up) Tungsten will confirm your Tax Payer ID Number with the VA-FSC. This process can take up to 5 business days to complete to ensure your invoice is automatically routed to your Certifying Official for approval and payment. In order to successfully submit an invoice to VA-FSC please review “How to Create an Invoice” within the how to guides. All invoices submitted through Tungsten to the VA-FSC should mirror your current submission of Invoice, with the following items required. Clarification of additional requirements should be confirmed with your Certifying Official (your CO or buyer). The VA-FSC requires specific information in compliance with the Prompt Pay Act and Business Requirements.

1. Your firm’s Tax Payer ID Number (TIN)

2. Your firm’s “Remit Address” information

3. The VA Purchase Order (PO) number

4. Your firm’s contact information: (Personal Name, Email, and Phone)

5. Your VA point of contact information: (Personal Name, Email, and Phone)

6. The Period of Performance dates (Beginning and Ending)

7. All discount information if applicable (Percent and Date Terms)

For additional information, please contact:

Tungsten Support

Phone: 1-877-489-6135

Website: http://www.tungsten-network.com/uk/en/

Department of Veterans Affairs Financial Service Center

Phone: 1-877-353-9791

Email: vafscched@va.gov