Veteran Outreach Program Support Services
THIS REQUEST FOR INFORMATION (RFI) - SOURCES SOUGHT IS ISSUED SOLELY FOR MARKET RESEARCH AND PLANNING PURPOSES ONLY AND DOES NOT CONSTITUTE A SOLICITATION. THIS IS NOT A REQUEST FOR PROPOSAL (RFP) AND A FORMAL SOLICITATION IS NOT AVAILABLE AT THS TIME. THIS NOTICE DOES NOT CONSTITUTE A COMMITMENT BY THE GOVERNMENT TO ISSUE AN RFP, CONTRACT OR ORDER. THE GOVERNMENT WILL NOT PAY FOR ANY EFFORT EXPENDED OR ANY MATERIAL PROVIDED IN REPSONSE TO THIS ANNOUNCMENT, NOR WILL THE GOVERNMENT RETURN ANY DATA PROVIDED.
1. Responses to this Sources Sought must be in writing. The purpose of this Sources Sought Announcement is for market research only to make appropriate acquisition decisions and to gain knowledge of SBA Certified 8(a) Small Business Capability, interested and capable of performing the work.
2. The NAICS for this requirement is 624190 - Other Individual and Family Services
3. Interested and capable Contractors should respond to this notice not later than 12:00 PM EST on Monday, March 27, 2017 by providing the following via email only to Joyce Merrill at joyce.l.merrill.mil@mail.mil.
(a) Company Name
(b) Address
(c) Point of contact
(d) Phone, fax, and email of primary point of contact
(e) Commercial and Entity Code (CAGE) and Data Universal Numbering System (DUNS) number
(f) Business size (Confirm 8(a) status and include graduate date from the program)
(g) Information regarding any plans for Joint Venturing (JV), or partnering to meet the requirements of the technical requirements. Provide information on how you would envision your company's area of expertise and those of any JV/partner would be combined to meet the specific requirements contained in this announcement.
(h) A capability statement that addresses the organization's qualifications and ability to perform as a contractor specifically for the work described.
(i) Respondents are also encouraged to provide specific examples of the Contractor's relevant experience providing the same or similar supplies/services to that described. Also include contract number and amount and point of contact information for the customer/recipient of the work performed
4. No telephone inquiries will be accepted. The Government does not commit to providing a response to any comments or questions. No basis for a claim against the Government shall arise as a result of this announcement.
5. Any anticipated contract type is firm fixed price.
6. Proposed period of performance is:
Base Year: 1 August 2017 to 31 July 2018
Option Year 1: 1 August 2018 to 31 July 2019
Option Year 2: 1 August 2019 to 31 July 2020
7. This notice does not obligate the Government to award a contract or otherwise pay for the information provided in the response. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization's qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted.
8. Proprietary information and trade secrets, if any, must be clearly marked on all materials. All information received that is marked Proprietary will be handled accordingly. Please be advised that all submissions become Government property and will not be returned. All government and contractor personal reviewing RFI responses understand their responsibility for proper use and protection from unauthorized disclosure of proprietary information. The Government shall not be held liable for any damages incurred if proprietary information is not properly identified.
9. Background: The Vermont National Guard has a requirement for contractor support to manage all aspects of the management and coordination requirements for the Office of the State Family Program Director (OSFPD) Veterans and Outreach programs. Contractor serves as a subject matter expert on the variety of program offerings provided by the OSFPD. The Contractor shall also provide data mining and analysis support services related to both historical and current offerings to evaluate effectiveness, identify methods for program improvement and the development of new program offerings designed to support VT Veterans and their families.
10. The following information outlines the qualifications and technical requirements related to the support services requested
a. Qualifications: Highly desired Bachelor's degree in area(s) of expertise required by the PWS. The individual must have seven (7) years' experience within a specific business or technical management discipline (Government or industry) identified in the PWS. Responsibilities may include resource allocation, technical and management oversight, high-level technical expertise, participation in briefings and meetings and handling complex programs involving multiple tasks. Other combinations of experience and education that meet the minimum qualifications may be substituted.
b. Must possess computer operation skills using Microsoft Word, Excel and PowerPoint. Analytical and evaluative techniques, and skills and abilities to identify problems, recommend solutions, and conduct studies concerning the efficiency and effectiveness of the organization's programs to improve and optimize productivity and efficient utilization or resources.
c. Comprehensive knowledge of administrative policies, procedures, regulations, and directives, and other National Guard Bureau and programs to provide recommendations, develop technical user manuals, and develop course instruction materials.
d.. Skilled in oral and written communication to convey information, explain issues to management, individuals and/or groups to accept a position or recommendations and accomplish objectives with which they might initially disagree or are hesitant to accept.
e. Special Qualifications. Demonstrated experience with military family benefits and familiarity with military family challenges is highly desired.
f. The contractor shall demonstrate knowledge of the following programs:
Family Readiness Program (AR/NGB 600-12)
Suicide Prevention and Awareness Programs
Resiliency programs
Sexual Harassment Assault Response and Prevention Programs
Technical Specifications:
The following technical specifications are provided to demonstrate the task environment in which the services will be delivered. The following specifications are not directives on how the services are to be provided but an example of what is required to successfully support the task order objective. The contractor is encouraged to surpass the minimal technical specifications as well as demonstrate technical, operational, and administrative expertise to support the customer in exceeding organizational and departmental objectives.
This service shall provide direct coordination and liaison services with the State Family Program Director (SFPD), the Joint Forces Headquarters (JFHQ) Vermont National Guard J1, the VT Veterans Outreach and Call Center Programs, Family Assistance Center (FAC) Program, Transition Assistance Advisor (TAA), the Family Readiness Program (FRP), Family Readiness Group (FRG) representatives, family members, Unit Commanders and the community.
The Vermont Veterans Outreach Program objective is to identify Veterans and their families in need of assistance, initiates support plans if requested and works with the Veteran and their family to educate and connect them with existing programs (national, state and local) that can assist them with their needs for medical care and/or services. This program does not replace functions performed by service or benefit organizations, but is designed to assist Veterans in identifying their support requirements and matching and connecting them with organizations that can meet their needs.
There is a requirement to perform data / trend analysis on data gathered from Outreach with program clients and sources of potential community service providers for use in developing recommendations on improvements to processes, and evaluating effectiveness of programs. Special focus is on the well-being of all era Veterans (WWII thru current conflicts) who have deployed. The outcome is to measure the veterans' progress with reintegration, as well as to provide information on professional community services that have capabilities and support available for assistance. All plans, reports, training materials and program handouts shall be reviewed and approved by the VTNG State Family Program Director or designated Government Official prior to release / use.
Emphasis should be given to Design, Identify, develop and assess the needs of Veterans who reside in Vermont's metro and rural counties by using such means necessary to articulate, design and develop an Outreach Program to meet those needs; identify military and veteran service organizations as well as other federal resources available, with removal of barriers, to meet the needs of the Veterans and improve their quality of life.
Strategic Planning
The primary focus of this position is the development of (and providing continuous process improvement support for) programs and initiatives for VT Veterans and their families.
Priority given to the identification and development of programs and initiatives necessary to improve the lives of Veterans and their families.
Develop specific goals, objectives, and metrics (if applicable) and desired end-states for approved initiatives.
Develop long and short-term plans to address issues based on their priorities and importance on the overall list of areas needing attention and resources.
Coordination and Support
Coordinate with various working groups operating within the directorate level offices of the VTNG to identify areas of consideration / requirements for incorporation into OSFPD programs and initiatives that support VT Veterans and their families.
Assists and facilitates working groups involved in the implementation and/or maintenance of OSFPD programs.
Create, coordinate and manage the information requirements necessary to update service members and their families. Releases of information shall occur through approved communication channels maintained by the Vermont National Guard. Provide all information to the SFPD for approval prior to release.
Develop and maintain working relationships with state and local military, government and civilian agencies and offices, social services agencies, community services, businesses, and civic organizations that may provide support and services to soldiers and their families. Provide them with the opportunity to meet, re-engage and discuss current initiatives and capabilities within their own organizations and gaps in services where partnerships can be maximized. Serve as a resource for community capacity building to stakeholders, Family Program staff and leadership. Provide recommendations to the SFPD regarding the use of outside agencies in order to support family program initiatives.
Facilitate a variety of audience sizes involved in information or concept briefings. Take notes, convert to text or a presentation in which to either inform or train. Provide in-depth analysis on various subjects and from this analysis conveys it as a written or visual report.
Develop a program representation work schedule for OSFPD scheduled Veteran events. Continually assesses the support requirements and recommend modifications to the SFPD as needed.
Coordinate with Lead Coordinators of the VT Veterans Outreach and Call Center teams, Senior Family Readiness Support Assistant, Family Assistance Center Coordinator, Child and Youth Support Services, and support elements of the JFSAP Program to provide recommendations on efficiencies of effort in coordination of support for veterans, service members and their families.
Data Capture and Analysis
Develop a mapping density of service members from the Vermont National Guard, Vermont Veteran's Outreach Team open case distribution on a quarterly basis. This data is for the SFPD for internal usage, analysis, and planning of strength metric for future programming.
Capture for historical records all annual reports from the Vermont Family Readiness Program: Child and Youth, Survivor Outreach Services, Transition Assistance Advisors, Family Assistance Centers, Vermont Veteran's Outreach Program, and Family Readiness Support Assistances. Develop and provide recommendations for potential program improvements and or issue resolution to the SFPD. Produce Family Programs Annual Report.
Reports, Briefings, Evaluations and Recommendations
Provide written, detailed, objective methods and recommended actions for improvements. Specific recommendations shall be made to the SPFD regarding areas needing improvement
Planning shall be adjusted based on team and or customer feedback, questionnaires and after action reviews
Provide a monthly status report to the SFPD detailing the timelines and status of current and projected missions.
Attend SFPD meetings, draft meeting notes and capture tasks for accomplishment.
Compose a wide variety of routine, non-technical and/or official correspondence, reports and other documents such as, requests for information, case management reports and letters of Acknowledgment. Review and finalize correspondence/documents prepared by others in handwritten or electronic drafts. Proofread/edit correspondence and documents for correct grammar, spelling, capitalization, punctuation, and format.
Review process improvements of programs and develop methods for tracking improvements or initiatives taken and the value or effect to Veterans and their families. Create and distribute a customer satisfaction survey for all clients of the VT Family Readiness Program; collect and analyze survey results. Provide recommendations for program improvements.
Provide data analysis regarding the generational/conflict distinctions of veterans from various conflicts-Vermont's largest veteran population enrolled in the VA is from the Vietnam era to determine values that are meaningful; contractor shall provide relevant services that will allow Vermont veterans accessibility to medical services, veterans benefits, and veterans service organizations who could provide support and maintain connectivity with family members or other peer support.
Program and Accreditation Coordination
Maintain accurate program and accreditation resource folders with appropriate support documentation
Maintain records depicting current and future planning goals and objectives and project records.
Frequently deal with highly sensitive personal issues and topics with soldiers. Information will only be used to assist the veterans and their families to access resources available.
Ensure documents, records, files and all sensitive information are kept under positive control and secured when not in use.
Joyce L Merrill, Phone 80233831909, Email joyce.l.merrill.mil@mail.mil - Michael L. Follett, Phone 8023383189, Email michael.l.follett.civ@mail.mil
