Sources Sought Notice - Reasonable Accommodation Services

THIS IS NOT A SOLICITATION AND DOES NOT ASSUME THE GOVERNMENT WILL AWARD A CONTRACT IN THE NEAR FUTURE. THIS NOTICE IS ONLY FOR MARKET RESEARCH PURPOSES. This is a Small Business Sources Sought notice to determine the availability of potential small businesses. The purpose of this notice is to obtain information regarding: (1) the availability and capability of qualified small business sources; (2) whether they are small businesses; HUBZone small businesses; service-disabled veteran-owned small businesses; 8(a) small businesses; veteran-owned small businesses; woman-owned small businesses; or small disadvantaged businesses; and (3) their size classification relate to the North American Industry Classification System (NAICS) code for the proposed acquisition. Responses will NOT be accepted from any other source(s). Your responses to the information requested will assist the Government in determining the appropriate acquisition method, including whether a set-aside is possible. An organization that is not considered a small business under the applicable NAICS code should not submit a response to this notice. The North American Industry Classification System Code (NAICS) are 541611, 624120 and other related NAICS. The submission of this information is for planning purposes only and is not to be construed as a commitment by the Government to procure any items/services. GENERAL: This notice is a Request for Information (RFI) and is NOT a Request for Proposals (RFP), nor is this a Request for Quotations (RFQ). The purpose of this RFI is to identify potential sources that are interested and capable of providing the services herein. Participation in this effort is strictly voluntary. It is the responsibility of the interested parties to monitor the FedBizOpps site for additional information pertaining to this RFI. Please be advised that all submissions become U.S. Government property. Response to this RFI will not be returned. The RFI does not commit the government to procure or contract for said services. The contracting officer is the only individual who can commit the government to the expenditure of public funds in connection with the proposed procurement. Proprietary/competition sensitive information will be protected from disclosure to the greatest extent practical, however, it is preferred that respondents do not provide proprietary or otherwise restricted responses. Each page considered by a submitting organization to contain proprietary information should be clearly marked. The requested information is for planning and market research purposes only and WILL NOT be publicly released. RESPONSE PREPARATION INSTRUCTIONS: Responses must be submitted via email to Gwendolyn Mansfield, Contract Specialist (mansfieldg@state.gov). The deadline for the submission of responses to this RFI is 11:00 a.m. EST, Thursday, July 26, 2018. All questions concerning this RFI must be submitted by sending an email to Ms. Mansfield no later than 11:00 a.m. EST Friday, July 20, 2018. Questions received after that date will not be answered, unless the Government determines the answer to the question imparts information material to Industry's ability to respond to this RFI. Government response to questions will be posted. All Government responses to questions will be made available on www.fedbizopps.gov. No phone calls will be accepted. Do not submit any pricing information in response to this RFI. There is no commitment by the Government to issue an RFQ, make an award or awards, or to be responsible for any monies expended by industry responses to this RFI. DESCRIPTION OF INFORMATION REQUESTED Responses to this RFI should include the organization's full name, headquarters locations, and location of an office in the Washington, DC area, if any. They should also include the name of a point-of-contact and his/her email and conventional mailing addresses. Firms are invited to indicate their interests and capabilities by providing the follows: - Brief Capability Statement - Other specific and pertinent information as it pertains to this service - Description of capabilities and a general approach for meeting the requirements - Federal Supply Schedule (FSS)/Government Wide Acquisition Contract (GWAC) - Identify your NAICS closely associated for these types of services - Socioeconomic Classification chart is listed below, please identify which one pertain to your company - HUBZone - SDVOSB - VOSB - EDWOSB - WOSB - 8(a) - Small Business DRAFT STATEMENT OF WORK FOR THE BUREAU OF HUMAN RESOURCES, OFFICE OF ACCESSIBILITY AND ACCOMODATIONS, REASONABLE ACCOMMODATION DIVISION BACKGROUND The United States Department of State's Bureau of Human Resources Office of Accessibility and Accommodations (HR/OAA) was established to develop Department-wide policies, support agency programs, and provide services to people with disabilities to include providing reasonable accommodations, equal access to external and internal technology and information resources, as well as providing equal and effective access to the Department's public facilities and transportation. Disability and Reasonable Accommodations Division (DRAD) has a regulatory mandate to provide reasonable accommodations to eligible employees and applicants with disabilities per Rehabilitation Act of 1973, as amended, 29 U.S.C. 791 et seq. Reasonable accommodation involves modifications or adjustments that allow otherwise, eligible employees or applicants with disabilities to participate in the application process or to perform the essential duties of the position for which they were hired. The Accessibility Division's mission is to ensure equal access to electronic and information technology, as required by Section 508 of the Rehabilitation Act, and to assist in the development and implementation of Department policy concerning accessibility to property it owns, leases, or occupies, both domestically and internationally. Property includes facilities and transportation vehicles. Policies are based on the Americans with Disabilities Act of 1990 (ADA), the Architectural Barriers Act of 1968 (ABA) and Sections 501, 504, and 508 of the Rehabilitation Act of 1973, as amended (Rehabilitation Act). REASONABLE ACCOMMODATIONS SERVICES Services include scheduling sign language interpreting, coordinating intake of Reasonable Accommodations (RA) requests, carrying out administrative tasks related to processing Reasonable Accommodations, and providing administrative support for the HR/OAA Director, HR/OAA Deputy Director and the HR/OAA/DRAD Chief. Specific services required include: - Correspond via email, phone and fax with Department of State (DOS) employees requesting information or to schedule services through the interpreter/reader programs. - Request, handle and process sensitive information such as medical documentation in accordance with HR/OAA/DRAD and DOS requirements; - Assign and schedule the work of service providers to both staff and contractors using approved scheduling software ensuring all detail information is captured from request initiation until fulfilment. - Perform proactive review of upcoming requests for services and works with staff and contract providers to ensure all requests are able to be filled. - Consult with HR/OAA/DRAD ASL/English interpreting staff whenever necessary to fill complex requests. - Under supervision of the Contracting Officer's Representative (COR), secure contract providers whenever HR/OAA/DRAD staff interpreter/readers are not available to fulfill the assignment. Working with outside vendors and DOS requestors to ensure assignments are filled. In the event of a cancellation, re-route the service provider to fill outstanding needs. - Communicate with staff/contract service providers through email, phone and personal contact. - Escort contract service providers whenever necessary to ensure they have access to their assignment. - Compile a database of interpreter credentials and reconcile list with the required credentialing database. - Maintain a list of interpreters, their credentials and client preferences. - Direct client feedback through emails and evaluations to appropriate staff. - Maintain sensitive but unclassified records of service capturing statistics of requests that have been filled, contracted, denied and issues related to any assignment. - Assist HR/OAA/DRAD staff with logistical paperwork needed for either CONUS or OCONUS travel. - Assist the Reasonable Accommodation Analysts with ordering approved adaptive equipment/technologies for employees both domestically as well as overseas. This shall include scheduling, shipping, receiving, installation and inspection of the adaptive equipment. - Assist with processing employee Time and Attendance (TATEL). - Make careful and exhaustive searches for information difficult to obtain, compiles data and makes preliminary analysis. - Serve as a liaison between HR/OAA and other Bureaus demonstrating a high degree of tact and diplomacy while demonstrating a comprehensive knowledge of the views of the supervisor and the Bureau. - Develop and cultivate a positive relationship with DOS entities, employees and external agencies. - Provide support for employees or applicants who are blind or have varying visual needs. They shall provide scheduling support for requests and serve as the front line point of contact for Reasonable Accommodations Assistants (Readers) and employees who may contact the office regarding their accommodation. - Perform administrative services for the HR/OAA Director, HR/OAA Deputy Director and the HR/OAA/DRAD Chief. This includes managing their calendars, handling large volumes of correspondence, scheduling and prioritizing appointments by deciding on the most effective distribution of the supervisor's time, and coordinating domestic and overseas travel. Coordinate logistics of meetings including requesting preparation of briefing memoranda, including the purpose of appointments and outlining background data. Schedule and arrange for logistics for oral briefings by appropriate officers and engage in discussions with officials invited to meetings to ensure management is properly informed and prepared for the meetings. Prepare case documents, briefing papers and compile data elements and create reports ensuring that all conform to the approved style and format guides established by the Department's Executive Secretariat. - Provide administrative services to the Reasonable Accommodation (RA) Analysts in processing reasonable accommodation requests for employees with disabilities. - Serve as the initial point-of-contact in checking the reasonable accommodation inbox and assigning re- quests to analysts who will begin the interactive process with the clients. - Enter pertinent case information into the MS Office database and system of record, conducts analysis of the data and provide weekly or monthly written reports or when requested. - Perform comprehensive and thorough research on assistive technology and ergonomic products and organ- organize/provide the information to RA analysts for evaluation & procurement. - Contact vendors for quotes on assistive technology equipment and ergonomic products for the RA analysts and maintain vendor contact files and product information in spreadsheets, databases, word processing or other similar documents. - Track down procurement orders and provide delivery statuses on orders for the RA analysts and the procurement specialist if clients request the status on their accommodation requests. - Provide assistance in delivering or shipping assistive technology equipment and ergonomic products to clients located in different buildings/annexes for the RA analysts and when possible and necessary, provide assistance with the installation. - Provide assistance in testing all assistive technology equipment, ergonomic products and motorized scooters to identify any defectives or malfunctions and inform the RA analysts of any repairs or replacements. - Provide assistance in maintaining inventory of all assistive technology equipment and ergonomic products in the DRAD inventory closet and update inventory records on a weekly or monthly basis. - Provide periodic feedback/input on different stages in the reasonable accommodation process for performance quality reviews. - Perform duties manually or using office automation hardware and word processing software for various projects. - Perform other administrative duties as needed or requested. Required Knowledge and Skills - Prior experience with the Department of State is a plus to bring the highest level of knowledge to the operations and overall office support. - Superior customer service skills, diplomacy and innovation while assisting employees with their needs. - Employee must be a self-starter demonstrating high levels of integrity and responsibility while working independently under pressure and tight deadlines; and with others. - Excellent knowledge of Microsoft Office applications (Excel, Outlook, Word, Access), and related computer based programs operations. - Excellent oral communication abilities for handling phone calls professionally. - Excellent English writing and speaking; ability to compose edits and prepare letters, reports, memoranda and other forms of written communication quickly and accurately on behalf of the supervisor; that all con- form to style and format guidelines established by the Department's Executive Secretariat. - Working knowledge of government computers and software applications, office equipment, and administrative practices. - Working knowledge of Government Travel authorization program (Travel Manager) desirable but not mandatory. - Excellent knowledge of drafting/preparing travel authorization is desirable but not mandatory. This includes trip itinerary, expenses estimates (M&IE costs, taxi, hotel costs, etc.); and prepares travel authorization request. Ability to process/review incoming and outgoing letters, memos and related correspondence. - Experience in reviewing incoming correspondence incoming and outgoing letters, memos and related for- ward it with necessary information or instructions to the appropriate offices for action. - Demonstrates extensive responsibility, experience and ability in working independently and taking initiative on office projects. Specific Requirements and Experience The following skills, experience and capabilities are required: - Must possess basic knowledge of the Rehabilitation Act of 1973 and its link to providing reasonable accommodations; - Strong interpersonal skills and the ability to work under pressure with strict deadlines; - Previous experience handling travel logistics including preparing travel authorization is desirable but not mandatory. This includes trip itineraries, expense estimates (i.e. M&IE, taxi, hotel, etc.) and knowledge of how to prepare travel authorization requests. - Strong time management skills and the ability to follow through with requests that may go through multiple negotiations and/or iterations before being assigned, and manage a variety of tasks, projects, and responsibilities; - Ability to write on behalf of the supervisor, projecting their views and conforming to the style and format guides established by the Department's Executive Secretariat. - Ability to type 45 words per minute; - Excellent knowledge of Microsoft Office applications (Excel, Outlook, Word and Access) and SharePoint. - Previous experience handling travel logistics including preparing travel authorization is desirable but not mandatory. This includes trip itineraries, expense estimates (i.e. M&IE, taxi, hotel, etc.) and knowledge of how to prepare travel authorization requests; - Experience reviewing incoming and outgoing and requests for information; REASONABLE ACCOMMODATIONS ASSISTANCE (READER) SERVICES: These services are provided for eligible employees or applicants who have visual disabilities or other disabilities that may limit their access to printed material (paper or electronically displayed information). An Accommodation Assistant (Reader) provides visual information whether written or displayed that would not otherwise accessible using technology. Readers must be able to enunciate clearly, accurately, and concisely and must be able to transcribe verbal information accurately. They must have excellent English skills, knowing the differences between commonly mistaken homophones such as their, there, or they're. Readers provide visual descriptions, navigation and sight translations (digital and/or print) to accommodate the employee in performing the essential functions of their job. Services may include but are not limited to: - Providing visual access to printed or electronically displayed information found in cables, faxes, letters, memoranda, reports, pamphlets, invitations, and meeting notices; - Provide assistance with reading and reviewing hard copy text and electronically displayed information, increasing the font of electronic documents in order for eligible employees with visual needs to be able to view the documents with ease; - Read hard copy texts or electronically displayed information at a rate conducive for an employee to understand the documents and to respond accordingly (for dictation purposes); - Navigating complex vocabulary in reading materials such as foreign names, technical language or specific language or jargon that is specific to the Department of State; - Reading aloud documents exposing errors and/or completeness so that the employee can effectively proofread their work; o This includes exposing errors in punctuation, spelling and/or incomplete fields such as a missing city on a form; - Soliciting guidance from the employee as to how they wish for corrections are to be handled; - Providing sight comparisons between handwritten or printed documents and an electronic version; o This will enable the employee to know if the versions are identical; - Providing visual information to accommodate the employee in navigating unfamiliar software systems, interfaces, templates such as forms or for any training that would not otherwise be accessible. The Accommodation Assistant performs duties manually or using a variety of technology and/or software packages. They must be able to integrate several types of software to generate specific working documents and forms such as spreadsheets, databases, word processing, and other similar products. The Accommodation Assistant may also provide orientation and mobility services to assist disabled employees with navigation during a special event, conference or any other function. Examples may include but are not limited to: - Providing orientation and mobility assistance utilizing the sighted guide technique; - Assisting an employee with a visual disability by pushing their wheelchair; - Provide visual environmental cues such as describing who is in the room; - Assisting the employee in locating a certain individual during an event; - Providing mobility support navigating buffet lines; - Providing visual description plus navigational support during a software training; - Providing specific DOS protocol visual information to the client during an event. Note: The Accommodation Assistant is not permitted to perform any of the employee's essential or non-essential job duties. The hallmark of the Accommodation Assistant is that their services are provided autonomously. This means services are provided directly to the eligible employee requiring accessibility. The Accommodation Assistant is required to operate independently demonstrating a high degree of professional autonomy and integrity in their work. The Human Resources (HR) Bureau holds the contract for the Accommodation Assistant yet the majority of the time, services are provided to bureaus outside of HR. This highlights the demand for the Accommodation Assistant to have a strong functional knowledge of how the Department of State functions in order to effectively execute their role. They must also employ a high level of critical thinking skills and techniques to ensure they remain within their role as a support service to the employee instead of as an assistant to the employee. The Accommodation Assistant must be able to operate within the scope of providing access to the eligible employee. While the position requires knowledge of the Department of State and reasonable accommodations, the performance outcomes resulting from the provision of the reasonable accommodation must accurately reflect the eligible employee's capabilities and not that of the Accommodation Assistant or the employee and the Accommodation Assistant. The Accommodation Assistant shall not interject interpretation, counsel or personal opinion regarding the work being performed; they are simply a reasonable accommodation for the eligible employee to be able to perform the essential functions of their job. Readers may be required to accompany the Department of State employee to official events, some functions outside the Department to include meetings, conferences, trainings or TDY and serve as a note taker using a laptop or writing comprehensive notes. This position requires travel overseas, and will likely require travel for up to three months or more, with the possibility of a maximum period of up to two years. Readers may also be required to meet outside of regular business hours, and/or required to work overtime to support mission requirements. There may be periods of time each day that the eligible employee(s) may not require services. Administrative functions, which include data entry, filing, escorting, and electronic document review may be assigned by HR/OAA/DRAD for accomplishment during these period. When this occurs, these duties are secondary and may never take priority over the eligible employee. Specific Requirements for the RA Assistant/Reader Knowledge and experience working with the Department of State and will need to demonstrate excellent customer service skills, diplomacy and innovation in assisting employees with Reasonable Accommodations. The qualified contractor for Reasonable Accommodation Assistant/Reader position requires the following skills, experience and capabilities: - Possess a basic knowledge of the Rehabilitation Act of 1973 and its link to providing reasonable accommodations; - Possess and demonstrate a strong command of the English language; - Have a functional knowledge of administrative, clerical and technical processes; Human Resource experience is a plus; - Have the ability to work independently and efficiently without close supervision; - Demonstrate a strong working knowledge in the use of Microsoft Windows (i.e. file management, user definable options, data backup and recovery etc.), Microsoft Office Applications (Word, Outlook, Excel PowerPoint) , Communicator, Internet Explorer; - Must be knowledgeable regarding Department computer security practices; - Demonstrate the ability to communicate orally and in writing; - Ability to adapt to new policies, guidelines and procedures; - Demonstrate the ability to type a minimum of 45 words per minute; - Demonstrate the ability to navigate and perform research using the internet; PERSONAL ASSISTANT SERVICES (PAS) Section 501 of the Rehabilitation Act, 29 U.S.C. 791, and its implementing regulation , 29 CFR1614.203 requires DOS to provide PAS to eligible employees who, because of severe disabilities, require such assistance in order to be at work or participate in work-related travel. PAS are services that help individuals with disabilities perform activities of daily living, including, such as, assistance with removing and putting on clothing, eating, and using the restroom. Additionally, PAS could include providing travel assistance to an employee or retrieving work materials that are out of reach. HR/OAA/DRAD determines eligibility for PAS. DOS employees with severe disabilities determined to be eligible for services are hereafter referred to as "eligible employees". Due to the personal nature of the services and regulatory requirements, the preferences of HR/OAA/DRAD and eligible employees must be taken into consideration. The Contractor shall allow HR/OAA/DRAD and/or eligible employees to meet/conference with Contract personnel referred for consideration and, if approved by HR/OAA/DRAD, after selection/assignment to support and/or facilitate the delivery of care. The Contractor must have an appropriate roster of approved personnel who can provide ongoing care as outlined. The Contractor is responsible for providing pre-approved, qualified alternate personnel in case of absences, whether planned or unexpected (illness, inclement weather, etc.). Personal Assistant Services (PAS) providers may be required to provide care to more than one eligible employee, depending on the eligible employee's location, level of care, and schedule. If any PAS Provider supports more than one eligible employee and an eligible employee must travel on official business, whether local, domestic, or international, the Contractor must ensure services are provided for all assigned eligible employees. The contractor must be proficient in identifying PAS providers worldwide to ensure the delivery of services. Contract personnel whose primary job functions include provision of PAS are hereafter referred to as the PAS Provider. The PAS Provider: - Will meet with the employee and HR/OAA/DRAD to go over specifics of the eligible employee's needs, tasks to be performed, and the manner in which tasks are to be performed. Any change in services must be approved in advance by HR/OAA/DRAD; - Will document specific needs to deliver quality care, restricting personal health information only to HR/OAA/DRAD; - Is not permitted to act as an official representative on behalf of the Department or its employees; - Is not permitted to perform any of the employees essential or non-essential job duties and eligible employees may not direct the PAS Provider to perform tasks unrelated to personal assistance services; - Provides access to otherwise inaccessible aspects of the job or personal care. The Contractor shall provide personnel who have sufficient experience, education, training, demeanor and skill set to meet the requirements of eligible employees. Employees requiring services shall span across two levels of services which will be determined by HR/OAA/DRAD in consultation with the eligible employee(s). 1) Level One - Certified Nurse Assistant - Level one care includes the following: - Providing basic nursing interventions such as lifting, positioning and/or ambulating; - Transferring the employee, regardless of weight/size from a wheelchair or scooter to and from a bed (if on travel status), vehicle, toilet etc.; - Supporting employee's independence by providing assistance with feeding (including minor food preparation), retrieving personal items from luggage/purse/wallet; - Assisting patient in care for personal hygiene including, removing and putting on clothing, showering and grooming, and/or providing assistance using the restroom; - Being attentive to the employee with regards to hygiene, proper positioning and injury prevention. - Certification as a Certified Nurse Assistant is required. 2) Level Two - Registered Nurse - In addition to Level One services, skilled care requiring RN services to provide comprehensive nursing care in accordance with professional nursing standards. Uses judgment in assessing patient conditions and modifies patient care as necessary. Plans and provides specialized patient care and assists patients in complying with prescribed medical regimens. - Comprehensive nursing services would include but not be limited to catheter and bowel programs, tube care, catheter care, and like professional services. - Certification as an LPN/RN is required. Specific Requirements for Personal Assistance Service Providers 1) The Contractor shall identify HR/OAA/DRAD (and eligible employee approved, qualified PAS Providers: a. Within twenty-five (25) business days for eligible employees in non-travel status; b. Generally within ten (10) business days when the eligible employee will be traveling on official government business. o The Contractor may need to provide pre-approved personnel in less time due to extenuating circumstances. 2) If requested for travel or Temporary Duty Assignments (TDY): o Accompany the eligible employee on official travel, TDY's within the Continental United States (CONUS) and internationally; o Assistance may include overnight travel; o Hours of operation for PAS for the eligible employee while on official travel will vary; o The Contractor shall ensure PAS are available and flexible to meet the eligible employee's needs morning, afternoon, and evening; o A schedule shall be provided to the contractor in writing prior to the trip departure; o The contractor shall identify an approved PAS provider to meet the eligible employee at the official travel city/airport destination location for eligible employees that do not require a PAS Provider to travel with them in transit (while on a plane, train, etc.). ? NOTE: PAS providers are never allowed to drive eligible employees. 3) The Contractor shall survey available logistics at events such as conference or other facilities to determine whether adequate space is available to provide PAS based on the needs of the eligible employee; o They shall access whether a room can store, or can accommodate, specialized or adaptive devices and equipment that has been requested as PAS by eligible employees; o If the location is a conference that the eligible employee is attending, they shall coordinate services and needs with conference officials; o As services are being executed, they shall ensure passage-ways and doorways are cleared; 4) To the extent necessary to effectively provide services/care, they may be required to carry packages, lift light equipment, assist with filing, reach and grab objects that are out of the reach of the eligible employee; 5) Accurately observe and recognize changes from "usual" observations, discuss with the eligible employee, and report to HR/OAA/DRAD; 6) Assist the eligible employee(s) at work related meetings and appointments, as needed, to provide care; 7) Maintain a safe environment that meets the physical and personal needs of eligible employees. Adhere to the appropriate risk management practices including, but not limited to proper handling of bodily fluids (to include toileting, nose secretions, saliva, etc.) and appropriate use of universal precautions to reduce exposure to self and others. Report immediately all incidents to HR/OAA/DRAD. 8) If a PAS Provider is assigned to more than one eligible employee, they shall be an active participant in planning, organizing and prioritizing the specific needs of each eligible employee under the PAS Provider's care; 9) Properly and safely lift, move transfer, and/or position eligible employees in wheelchairs, complying with policies, procedures, and specific nursing protocols; 10) Demonstrate boundaries when caring for the eligible employee. Ensure integrity of the rights of the eligible employee by following all privacy and confidentiality requirements; 11) The PAS Provider must have the necessary licensing and/or certifications to perform skilled personal care, such as catheter care, bowel care, tube replacements, etc., if required to provide PAS to an eligible employee; 12) There will likely be periods of time each day that the eligible employee(s) may not require services. Administrative functions, to include data entry, filing, escorting, and electronic document review may be assigned by HR/OAA/DRAD for accomplishment during these period; o When this occurs, these duties are secondary and may never take priority over the personal care of the eligible employee. FACILITY ARCHITECTURAL AND TRANSPORTATION ACCESSIBILITY SERVICES Services provid...