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FBO DAILY - FEDBIZOPPS ISSUE OF NOVEMBER 03, 2018 FBO #6189
DOCUMENT

R -- National Diversity Internship Program (NDIP) Vendor RFI - Attachment

Notice Date

11/1/2018
 

Notice Type

Attachment
 

NAICS

561110 — Office Administrative Services
 

Contracting Office

Strategic Acquisition Center - Frederick;Department of Veterans Affairs;321 Ballenger Center Drive, Suite 125;Frederick MD 21703
 

ZIP Code

21703
 

Solicitation Number

36C10X19Q0016
 

Response Due

11/9/2018
 

Archive Date

12/9/2018
 

Point of Contact

Rebecca Ubert
 

Small Business Set-Aside

N/A
 

Description

Request for Information (RFI) The Department of Veterans Affairs (VA) is issuing this RFI in accordance with FAR 15.201(e). The agency does not intend to award a contract but rather gather information on capability, delivery and other market information pertinent for acquisition planning. The result of this market research will contribute to determining the method of procurement and identify parties having an interest in and the resources to support this requirement for the following: DRAFT PWS: NATIONAL DIVERSITY INTERNSHIP PROGRAM (NDIP) FOR THE HUMAN RESOURCE ENTERPRISE CENTER GENERAL. 1.1 SCOPE. This contract vehicle provides support with recruiting prospective post-secondary institution and graduate students and provides students the opportunity to augment their academic studies. The students will participate in internship opportunities and gain experience while being exposed to Agency operations, increase their understanding of the Agency s mission, and encourage them to pursue careers with the Department of Veterans Affairs (VA). The NDIP contract shall be a Blanket Purchase Agreement. Contractor support shall include NDIP program recruiting, application evaluation and processing, data collection and retention, disability support services, professional development training, travel, housing procurement and reporting. 1.2 BACKGROUND. The VA NDIP provides internship opportunities to diverse undergraduate and graduate students who are currently enrolled, full time or part-time, in a degree-seeking program at an accredited post-secondary institution and recent graduates who have graduated within one year of the internship session which they are applying to. Various internship opportunities are offered during the spring, summer, and/or fall for students from institutions such as, but not limited to, Historically Black Colleges and Universities, Hispanic Serving Institutions, Tribal Colleges and Universities, Asian American and Pacific Islanders, and disability communities. The spring and fall sessions are 15 weeks long, running from January to May and September to December, respectively. The summer session is 10 weeks long, running from June to August. The objectives of the VA NDIP are to: (1) Attract diverse groups of individuals to VA related career fields. (2) Enable post-secondary institution students to supplement their academic course work with work experiences in VA offices/facilities in the Washington, D.C. metropolitan area and the VA s regional and field units throughout the United States and its territories. (3) Provide interns with an overview of VA mission careers. (4) Support the goals and objectives of the following Executive Orders (EOs) (as amended) and VA s Human Resource Directorate HCIP initiatives with regard to educational enrichment and outreach activities: E.O. 13562, Recruiting and Hiring Students and Recent Graduates https://www.federalregister.gov/documents/2010/12/30/2010-33169/recruiting-and-hiring-students-and-recent-graduates E.O. 13230, President s Advisory Commission on Educational Excellence for Hispanic Americans: https://www.federalregister.gov/documents/2001/10/17/01-26339/presidents-advisory-commission-on-educational-excellence-for-hispanic-americans E.O. 13270, Tribal Colleges and Universities; https://www.federalregister.gov/documents/2002/07/08/02-17274/tribal-colleges-and-universities Executive Order 13779-White House Initiative To Promote Excellence and Innovation at Historically Black Colleges and Universities https://www.federalregister.gov/documents/2017/03/03/2017-04357/white-house-initiative-to-promote-excellence-and-innovation-at-historically-black-colleges-and E.O. 13216, Increasing Opportunity and Improving Quality of Life of Asian Americans and Pacific Islanders; https://www.federalregister.gov/documents/2001/06/11/01-14862/amendment-to-executive-order-13125-increasing-participation-of-asian-americans-and-pacific-islanders E.O. 13078, Increasing Employment of Adults with Disabilities. https://www.federalregister.gov/documents/1998/03/18/98-7139/increasing-employment-of-adults-with-disabilities Executive Order 13518 Veterans Employment Initiative VA Offices and medical facilities shall provide students an opportunity to intern in a variety of career fields including, but not limited to, medical related fields, human resources, communications, business/finance, contracting, Veterans claims examiner, information technology, cemetery administration, and other occupations in the VA. Student skills, knowledge, experience, and abilities will generally be matched with a suitable intern position. It should be noted that NDIP interns are not Federal employees and do not serve in Federal positions. This internship program requires each student to complete 40 hours per week (full time) or 20 hours per week (part time) on site at the VA Headquarters or a field unit facility. Part time students must be local to the area they and no housing or transportation will be provided. Tasks include, but are not limited to, VA project assignments as well as attending seminars, workshops, training sessions, field trips, etc. Generally, all events shall occur during standard business hours. However, these activities can, and on prior occasions have occurred immediately preceding, or immediately following standard business hours. The Contractor services include recruitment and referral of interns to the agency and, when applicable, procurement of housing and travel. The interns are paired with mentors and their respective assignments based on factors such as, but not limited to, agency needs, student knowledge and skills for the assignment, educational background, career interest, and preference for location and type of internship opportunity. 2.0 GOVERNMENT TERMS & DEFINITIONS. 2.1 NDIP National Diversity Internship Program - The National Diversity Internship Program (NDIP) is administered by the HREC. The internship program provides students an opportunity to augment their academic studies while learning about VA career opportunities and contributing to our mission. 2.2 Mentor The VA shall provide a mentor who shall interact with the intern and provide guidance on project tasks and assignments. 2.3 HREC Human Resources Enterprise Center (HREC) advises and supports the Assistant Secretary for Human Resources and Administration in workforce diversity issues. HREC also supports the Secretary, Deputy Secretary, Under Secretaries, and Assistant Secretaries in their actions to achieve and sustain a diverse workforce, and to cultivate an inclusive workplace to deliver the best services to our nation s Veterans, their families, and beneficiaries. 2.4 Contract COR Contracting Officer Representative The point of contact in HREC responsible for receiving, reviewing, and approving contract deliverables. The COR is also responsible for communicating with the VA Contracting Office and Contractor on contract administration issues. 2.5 Task Order COR Contracting Officer Representative The point of contact at the mentor office responsible for approving intern timesheets and invoices. Responsible for communicating any performance issues with the VA Contracting Office and Contractor. 2.6 Student At a minimum, students must be currently enrolled, on a full or part-time basis in a degree-seeking/certificate-seeking program at an accredited post-secondary institution, and in good standing at said institution at the time the application is submitted. In order to accept an internship opportunity the student must be currently enrolled and a lawful permanent resident or otherwise legally eligible to work in the United States per FAR Part 22.18. Graduating students may intern the session immediately following their graduation (i.e. students graduating in December are eligible to intern in the spring, students graduating in May/June may intern in the summer). 2.7 Student in Good standing- a student who meets the minimum required academic status of the accredited post-secondary institution whose cumulative and current Grade Point Average(GPA) does not fall below the GPA required by the institution. Students who are in academic good standing are not on academic probation or suspension. 2.8 Currently enrolled Student is actively enrolled in a degree/certificate-seeking program a minimum of six semester credit hours, or the equivalent in quarter hours, at an accredited post-secondary institution. Currently enrolled does not differentiate between full time and part time students. Students who need to acquire less than six semester hours in order to complete a degree/certificate and graduate are considered currently enrolled for purposes of this procurement. 2.9 Accredited Post-Secondary Institution A qualifying educational institution recognized by an accreditation service. See Department of Education s website for a full list of accredited institutions: http://ope.ed.gov/accreditation/GetDownloadFile.aspx. 2.10 Degree Seeking Program A program that leads to a recognized degree or certification by the accredited educational institution. SCOPE OF WORK 3.1 The Contractor shall be responsible for identifying potential students and group affiliates from various institutions such as, but not limited to, Historically Black Colleges and Universities, Hispanic Serving Institutions, Tribal Colleges and Universities, Asian American and Pacific Islanders, and disability communities. 3.2 The Contractor shall be responsible for providing and managing the housing needs and travel logistics of all selected interns and ensuring that students meet all NDIP eligibility requirements, including the definition of a student as defined in 2.6. The Contractor shall maintain official school documentation provided with each application and make it available to VA upon request. Interns must also meet the Contractor s internship eligibility requirements; 3.3 The Contractor shall provide NDIP information to qualified students, including the following: the requirements for an internship with VA and a description of the required components of a complete internship application package, including any necessary forms. 3.4 All VA NDIP information distributed to qualified students shall be reviewed and approved by the Contracting Officer Representative (COR). 4.0 TASK AREAS In order to meet the objectives of this contract, the Contractor shall perform, at a minimum, the following work tasks each year of the Contract s period of performance: 4.1 Task A - Administration Management 4.1.1 The Contractor shall provide a Program Manager. The Program Manager shall serve as the liaison between interns and the Task Order COR, which includes attempting to resolve any issues or problems related to the intern's experience within the program and communicating with the Task Order COR to determine the best course of action to reach resolution. This individual shall 1) receive and respond to all calls and inquiries from the Task Order COR and interns; 2) provide guidance, answer questions, and resolve problems; and 3) respond to inquiries within one (1) business day of receipt. 4.1.2 The Contractor shall identify one or more individuals to serve as the 24-hour emergency contact during all intern sessions. This requirement shall be met by an actual person(s), and not a cell phone, answering service, or answering machine. This individual(s) shall be on-call, and shall respond to all intern related emergencies, including, but not limited to, medical and personal emergencies. Medical and personal emergencies shall be defined as situations involving one of the following: Immediate threats to life, health, property or environment; Already caused loss of life, health detriments, property damage, or environmental damage; and/or; Incidents having a high probability of leading to immediate danger to life, health, property, or environment. 4.1.3 The Contractor shall coordinate all correspondence with NDIP applicants throughout the application process, which may include, but is not limited to, notifying applicants of whether their application materials have been received, requesting any missing information from applicants (as necessary), providing applicants with status updates, informing applicants of whether or not they have been selected for the program, answering any application related questions, and informing selected interns of required documentation and their respective deadlines. 4.2 Task B - Recruitment Support Services. 4.2.1 The Contractor shall identify and refer potential interns from various institutions such as, but not limited to, Historically Black Colleges and Universities, Hispanic Serving Institutions, Tribal Colleges and Universities, Asian American and Pacific Islanders, and disability communities. 4.2.2 The Contractor shall ensure that qualified students meet the minimum requirements as stated in 2.6. 4.2.3 The Contractor shall distribute the following NDIP information to all interested, qualified students: program requirement knowledge and skills needed to qualify for NDIP and a description of the required components of a complete internship application package (4.3.2), including any necessary forms. The Contractor shall ensure that qualified students have access to NDIP information through outreach. 4.2.4 Selection of interns will be in accordance with qualification requirements as stated within the contract PWS and any additional criteria identified on the individual intern request (e.g. degree program area; skills, ability, and knowledge). 4.3 Task C - Program Documentation and Reporting 4.3.1 The contractor shall collect internship candidate applications via an online application portal or provide an alternative option to complete and submit the application for all interested candidates. 4.3.2 The contractor shall ensure the student s application collects and includes the following information: Name, citizenship status (a lawful permanent resident or otherwise legally eligible to work in the United States per FAR Part 22.18), current address, primary email, secondary email (if available) and current phone number; Academic status, major, expected graduation year, and Grade Point Average (GPA); c. Name and type of post-secondary institution the student is enrolled in (e.g. HBCU, HSI, TCU) d. A copy of their most recent Transcript/Grade Record/Report; e. A letter of reference from a department chair, professor, or academic advisor; f. A current 1-page resume, reflecting work experience, volunteerism, awards, leadership, and extra-curricular activities, for Graduate and Doctoral students, CV s may not exceed three pages, and; g. Veteran s Status. 4.3.3 The Contractor shall ensure internship application packages include all requested information and documentation listed above. Application packages may not contain or refer to the name of the vendor. Only packages that include the necessary information and documentation for participation will be considered complete. Furthermore, only candidates who meet the criteria, as stated in the task order request, will be considered eligible. 4.3.4 The contractor shall maintain an accurate, secure, and confidential database of applicant information and provide Intern Placement Reports, generated from that database, that include: a. name and addresses of post-secondary school (noting if the school is a Minority Serving Institution (MSI) or Minority Institution of Higher Education (MIHE) while specifying each MSI category).; b. Mentor name, internship site, Mentor e-mail addresses and telephone numbers; c. academic status and year; d. Grade Point Average and major; e. Placement (spring, fall, summer) Session; f. Veteran s status; g. CLIN, TOPR h. The contractor shall provide the COR with the Intern Placement Report no later than two weeks after the start of each session (fall, spring, summer) in which they have made placements, to include the above information. 4.3.5 The Contractor shall collect and maintain additional information for those applicants selected as interns, such as mentor s name, title, organization, office, email and work address, telephone number, shall be included. The Contractor shall use this data to develop ad hoc reports for VA as directed by the COR. 4.3.6 The contractor shall track and maintain intern time sheets (excel spreadsheet, word document, etc.) intended to monitor the progress of interns throughout period of performance. This document must list each intern by name and track the hours worked by each intern from the first week of the program through the end of session. Timesheets must be approved by the intern mentor. 4.3.7 The contractor shall provide the Contract COR with a Close Out report in excel format, listing all interns who applied for job opportunities within the VA (identified separately) or other Federal Government by the close of the internship session. 4.3.8 The Contractor shall bring actual or potential issues and concerns to the attention of the COR and Contract Specialist (CS) as soon as they are known. Oral reports shall be followed by emailed written reports to the COR within one business day of the original notification, unless otherwise stated by the Contracting Officer (CO). 4.4 Task D. Intern Requests (Task Order Proposal Request (TOPR) 4.4.1. The Contractor shall develop and distribute a Welcome Package tailored to VA that shall be sent to all interns upon intern selection to his/her assigned work location. The package shall include detailed instructions about the NDIP program s schedule and other key information including, but not limited to: stipend payment schedule, payroll tax withholdings, travel arrangements and instructions, housing arrangements and instructions, local hospital and health care services information, local transportation information, leave privileges (i.e. sick) proposed project assignments, and an internship agreement. 4.4.2 The Contractor shall tailor Welcome Packages for each respective city to which interns are assigned, as travel arrangements, housing arrangements/instructions, hospitalization information and local transportation options will vary by location. 4.4.3 The contractor shall coordinate and procure, on behalf of intern participants, nationwide housing, if needed, that must have reservations for move-in as early as the Friday prior to the start date of each session. The Contractor must oversee intern move-in on the dates of the Friday through Sunday prior to the start date of the session, unless otherwise given written approval by the COR. The Contractor shall include verification, upon request, that housing is Federal Emergency Management Administration (FEMA)-approved and compliant with the Americans with Disabilities Act Accessibility Guidelines. All housing shall be: (1) an extended stay housing facility with accompanying amenities of a kitchenette area, on-site laundry, wireless internet access; (2) furnished; (3) less than 1 hour by local transportation from the intern s assigned worksite; (4) within walking distance of 0.75 miles to public transportation and restaurants; and (5) accessible to medical and emergency services and facilities, places of worship, and local cultural activities. The Contractor shall coordinate and procure housing for the entire term of program (10 weeks for summer, 15 weeks for fall and spring), including any extra days needed for move-in, etc. 4.4.4 The contractor shall arrange and procure all travel, as required, for NDIP interns who live outside the commuting areas (more than 50 miles, one way) of their assigned duty locations. The Contractor shall arrange ground transportation for interns from bus/airport/train terminals, ensuring that interns arrive at their assigned housing locations on schedule, and without incident. 4.4.5 The contractor shall make bi-weekly (every two weeks) stipend payments to interns during the program and withhold appropriate payroll taxes and other required deductions. Stipend payments should include transportation allowances for the area of the internship. 4.4.6 Contractor shall provide contractor contact information (email addresses, telephone numbers) to interns and sponsor/mentor no later than one week prior to beginning of session. 4.4.7 The Contractor shall address any intern related issues reported by the Task Order COR, such as tardiness, non-attendance, poor performance, etc. with the CO and the Task Order COR any action will be determined on a case-by-case basis. 5.0 MEETINGS When contract meetings are required, the contractor shall attend all meetings as required, kick off meeting, progress meetings etc. Meetings may occur as either formal or informal and held via onsite at government location, teleconference, video conference or any other format agreed upon between the government and contractor. The contractor shall attend the mandatory kick off meeting that will be located onsite at a government location (to be determined). 6.0 TRANSITION ACTIVITIES Transition (End of Contract): The Contractor shall provide services needed to assist in a smooth and orderly transition between the incumbent Contractor and a successor Contractor to ensure minimum disruption to vital Government business. These services may include, but are not limited to: data and other file transfer, material transfer, coordination with a successor Contractor, and other activities to assist in an orderly transfer and establishment of continued operation of the contract services. The Contractor shall cooperate fully in the transition. 7.0 CONTRACTOR RESPONSIBLIITES AND DELIVERABLES The Contractor shall provide all deliverables as stated in the below chart SUMMARY OF DELIVERABLES AND MILESTONES (Tasks A - D) Item Deliverable or Milestone Delivery Deadline Deadline for Final Version Welcome Package Deliverable 45 days before start of session 7 days after COR comments Intern Move-In Milestone The Friday through Sunday prior to start of session unless otherwise approved by COR in writing N/A Start of Summer program Milestone June (Monday) N/A Start of Fall program Milestone September N/A Start of Spring program Milestone 1st Monday in February N/A Stipend payments to Students Deliverable Bi-weekly (every 2 weeks) N/A Intern information Deliverable 1 business day after COR request unless specified otherwise N/A Session Placement Report (one report of each task order issued) Deliverable Within two weeks of start cof applicable session N/A NDIP Information Deliverable Within 30 days of contract award 7 days after COR comments Session Close-out Report (one report of each task order issued) Deliverable Within 30 days of close of applicable session N/A Quality Assurance Plan Deliverable Within 30 days of contract award 7 days after COR comments THERE IS NO SOLICITATION AT THIS TIME. This request for capabilities information does not constitute a request for proposals; submission of any information in response to this market survey is purely voluntary; the government assumes no financial responsibility for any costs incurred. Your responses may be shared with all stakeholders, thus the information received will not be considered proprietary. If your organization has the potential capacity to perform these contract services, please provide the following information: Cover Sheet 1 page Please provide the following information: 1. Organization name, address, and web site. 2. Point of contact to include e-mail address and telephone number. 3. Business size (large or small). If small, please provide type of small business. 4. North American Industry Classification System (NAICS) that best fits these task areas. 5. If applicable, GSA contract number, schedule, and SIN category. Index 1 page Please provide an index to assist the Government in identifying where you have addressed each question below in your Capabilities Statement and Market Information. Please provide question number and corresponding page and section heading and/or paragraph number. Capabilities Statement and Market Information Please respond to the following questions by providing a capabilities statement and market information. Please explain your process for finding and placing intern candidates. What is your success rate with intern placement? Do you have experience with NDIP or similar programs? How are Veteran candidates handled.? Do you offer Full-time and Part-Time Internships? Is it possible to recruit more local candidates to the internship sites? Any other information you would like us to have. STRUCTURE AND SUBMISSION OF RESPONSES Contractors should respond to this RFI by NOVEMBER 9,2018 by 2 PM EST via e-mail to Rebecca.Ubert@va.gov and Melissa.Maloy@va.gov. Limit all responses to 20 pages. DISCLAIMER This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/AFMLOVASS/VASSMD/36C10X19Q0016/listing.html)
 

Document(s)

Attachment
 

File Name: 36C10X19Q0016 36C10X19Q0016_1.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4663181&FileName=36C10X19Q0016-002.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4663181&FileName=36C10X19Q0016-002.docx

 

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Record

SN05141017-W 20181103/181101230927-789a471c6fd3506f26711d4b1638f8ca (fbodaily.com)
 

Source

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