523-25-3-3137-0021: VA New England 2025 Adaptive Sports Clinics Contract

NOTICE OF THE INTENT TO SOLE SOURCE TO Mother Daughter Contracting Services LLC, 317 Ashland Ave, Pittsburg, PA 15228 United States.

Response Due Date: April 24, 2024, by 09:00AM (EST) NOTICE OF THE INTENT TO SOLE SOURCE SYNOPSIS Network Contract Office 1, Procurement Office East on behalf of The Department of Veterans Affairs, Bedford VA Medical Center intends to award a firm-fixed contract with no options to Mother Daughter Contracting Services LLC to provide event planning services.

The proposed procurement is for products/services for which the Government intends to solicit and negotiate with only one source under the authority of FAR 6.302-1 -- Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements. 41 U.S.C. 3304(a)(1).

The North American Industry Classification System code (NAICS) for this requirement is 721110. All responsible sources that feel they should be considered qualified to provide the above-mentioned products may submit a response to this notice (by the response due date shown above) to Ophelia.Wilson@va.gov. The information provided shall include detailed (and relevant) documentation to allow the government to perform adequate market research and make a proper determination.

A determination by the government not to compete this proposed requirement based upon responses to this notice is solely within the discretion of the Government. Information received will be considered solely for the purpose of determining whether to conduct a competitive procurement. THIS IS NOT A REQUEST FOR COMPETITIVE PROPOSALS. THERE IS NO SOLICITATION AVAILABLE AT THIS TIME. REQUESTS FOR A SOLICITATION WILL NOT RECEIVE A RESPONSE.

PERFORMANCE WORK STATEMET 2025 New England Adaptive Sports Clinics (NEASC): The mission of the VA New England Adaptive Sports Clinics, are to introduce and provide a variety of healthy activities and sports using specialized instruction, adaptive equipment, determination, compassion, and drive to empower all veterans to lead healthy lifestyles and regain independence after sustaining life-altering injury or trauma.

This program integrates the veterans families, community, and dedicated volunteers to provide a positive impact and assist in the physical, social, emotional, and cognitive recovery and overall well-being of disabled Veterans.

Specifications: Provide complete, wholistic event coordination for lodging, meals, opening and closing ceremony setup and all other physical, on-site liaison coordination for the VA New England Adaptive Summer Sports Clinics.

This must include participation in all planning meeting leadings up to the event, with VA staff members, all pre-event site visitations and coordination with hotel staff, and all other event planning requirements for the New England Summer Sports Clinic July 21st through 25th, 2025, with early setup and advanced party beginning after 5pm on July 20th.

This contract requires established relationships with the designated lodging sites in New Hampshire and Rhode Island, as well as an in depth understanding of the specific nuances associated with adaptive sports and the unique and complex needs of the Veteran patients that this clinic serves. This clinic patient population includes Veterans with spinal cord injuries, neurodegenerative diseases, and various other complex, comorbid conditions.

Ensuring their individual, unique situations for comfortable, safe and therapeutic lodging and meals in accordance with a myriad of dietary conditions is not something that can be illustrated easily in black and white, or quantified in terms of listing this is what is needed .

More than any other contract I have been involved with, this contract requires a vendor with an established track record with our adaptive sports program manager, the hotel management, and staff and most importantly our Veterans who participate.

The vendor selected would need to physically travel to each location in advance of the event, to physically see the sites and understand what limitations are involved, particularly as it relates to ADA accessibility of the sites, so that a pre-designed plan can be put in place before the event. Additionally, the vendor must provide complete, on-site event coordination and act as the liaison between our clinic leadership and all hotel staff members required for the clinic to function properly.

The event coordinator must be involved in pre-planning meetings coordinated by the Adaptive Sports Coordinator for VA Boston and must provide on-site, direct hotel coordination and trouble shooting during the entirety of the events in summer. All pre-arrangements for lodging and meals on-site must be directly coordinated with the hotels, based on specific information, and input received from the Adaptive Sports Coordinator for the clinics.

Provide adequate conference room space to accommodate up to 150 participants, self payth wheelchair access and ADA accessibility for event registration, team breakout groups and awards presentations. Room rates should not exceed the max lodging per diem rates for the locations and time periods in which each clinic will take place.

The chosen event coordination will coordinate with the hotel directly to provide catered breakfasts and dinners and contingency lunches for volunteer personal on a limited basis, for both clinics up to the following numbers (max numbers listed): Summer Clinic Breakfast 500 Buffet Dinner (Tues and Wed) 250 Plated Dinner (Mon and Thurs) 290 Gluten Free Dinner 10 Meals provided should not exceed the total daily per diem rate allowable by location per Note: providing meals to volunteers and Veterans during this event is appropriate, in accordance with VA Financial Policy, Volume II, Chapter 4: Awards, Ceremonies, Food or Refreshments, Gifts or Mementos, subsection 040505: Special Circumstance Authorizing for Food or Refreshments.

Confirmation of the appropriate use of these funds was given by the VA Boston CFO in October 2022 (details can be shared upon request). Lodging rooms are arranged by the event coordinator for volunteers to provide aid, service, and attendance to the disabled Veterans participating in this rehabilitative program. Meals and conference space are arranged by the event planner for use by both clinic volunteers and participating Veterans.

For Summer Clinics, the event coordinator must be able to arrange for up to 92 total lodging rooms, at a cost not to exceed the per diem rate in effect at the time and location of the clinic, including 42 self-pay rooms for Veteran participants, which the event coordinator must ensure includes 5 fully ADA compliant rooms and 12 mobility rooms within this block.

Pre and Post Days: The hotels will offer the discounted, federal per diem rate for up to one day prior and after the official adaptive clinic dates mentioned above.

Smoke Free Hotel: The Hilton Garden Inn, Hanover-Lebanon in New Hampshire and the Crowne Plaza Hotel, Warwick RI (the only two hotels that meet all requirements for these events in the clinic locations.

ADA Compliance: The hotels are both ADA compliant, and the event coordinator must ensure that all available ADA compliance or mobility compliant rooms are included in the reservation block for potential clinic use. Meeting Space Requirements Both hotels will provide adequate conference room space to accommodate up to all participants, with wheelchair access and ADA accessibility for event registration, team breakout groups and awards presentations.

Audio Visual: The event coordinator must ensure that both clinics have full AV setup in the designated ball rooms on Monday evening and Thursday evening of the clinic week for our opening and closing ceremonies. Thursday for closing we will present awards and will be showing a slide show and both setups must include a projector and screen for this purpose.