R418--Guardianship Service for VA Maine Health Care System

The Department of Veterans Affairs is seeking information from potential vendors to support an upcoming procurement for Guardianship Services under the VA Maine Healthcare System, using NAICS code 541110 and PSC R418. This notice is a Sources Sought action under FAR 5.101 and FAR 12.201, not a formal solicitation, and is intended to gauge industry interest and capabilities before issuing a potential Blanket Purchase Agreement (BPA). The requirement is for legal representation to assist Veterans who lack decision-making capacity and have no legal surrogate by filing and managing guardianship cases and handling special proceedings related to healthcare proxies, including affirming, removing, or overriding healthcare agents. The work will be performed by the contractor at their own office or in relevant courts across Maine, with travel to VA sites and court jurisdictions at the contractor's expense. The resulting contract, if awarded, will be a five-year BPA with monthly invoicing submitted in arrears via the VA Electronic Payment System. Invoices must include detailed line items such as task order or patient number, service dates, location, activity type, time spent, unit price, and extended cost, broken down by location. Payment will follow the Prompt Payment Act, and the contractor must notify the Contracting Officer or COR when fees or hours reach 75% of the contracted amount. Performance will be monitored through a Quality Assurance Surveillance Plan (QASP) using direct observation, periodic inspections, progress meetings, and complaint resolution, with quarterly written assessments by the COR. Invoices will be subject to verification, and any inaccuracies will result in deductions. Vendors interested in responding must be registered in SAM.gov and VetCert, with small businesses claiming Veteran status required to be verified by the SBA under Public Law 109-461 and NDAA 2021. Additionally, all vendors must complete VA Form 10091 to be vendorized through the VA’s system. Contractors must be active members in good standing of the Maine Bar Association and regularly established in guardianship and healthcare proxy legal proceedings. The VA will provide pertinent patient medical information under strict privacy regulations, and the contractor must coordinate closely with VA social work services. A Contractor Security Controls Assessment (CSCA) must be completed within 30 days of award and annually thereafter. No fuel surcharges are permitted, and contractors must submit written contingency plans to ensure service continuity during disruptions. Responses to this notice must be submitted by June 8,