R418--Guardianship Service for VA Maine Health Care System

Statement of Work (SOW) / Performance Work Statement (PWS)

The VHA Maine Healthcare System (VHAMEHCS) requires legal services to assist in the filing and disposition of guardianship cases for Veterans who lack the capacity to make their own healthcare decisions and have no legal decision-maker. The goal is to ensure timely, quality care in the most appropriate and least restrictive setting.

• Provide all necessary personnel, equipment, and services for legal representation in guardianship and special proceeding cases regarding healthcare proxies.

• Conduct initial case reviews, court appearances, legal research, drafting of legal documents, and client conferences.

• File petitions with the Maine Probate Court on behalf of VHAMEHCS for incapacitated Veterans.

• Transmit pertinent patient information securely via fax or encrypted email, responding within 24 business hours.

• Submit notifications to interested parties and represent VHAMEHCS in court hearings and appeals.

• Prepare VHAMEHCS staff for testimony and provide copies of all court filings to the VA.

• Comply with VA Patient's Bill of Rights and HIPAA regulations.

• Notify the Contracting Officer when 75% of contracted hours/fees are reached.

• Submit invoices with specific task order/patient number, date of service, site, activity, time spent, and cost.

• Provide final guardianship documentation to VHAMEHCS Social Work Service within 24 hours of court issuance.

• 90% success rate for guardianship petitions is expected.

• Quality measures include turnaround time for filing, timeliness of obtaining healthcare proxies/conservators, patient satisfaction, and proper invoice submission.

• Contract type: Blanket Purchase Agreement (BPA) with a five-year term.

• Hours of Operation: As needed, 8:00 AM to 5:00 PM, Monday through Friday, excluding federal and state holidays.

• Place of Performance: Contractor's place of business and Maine Probate Court locations.

• Contractor must be an active member of the Maine Bar Association.

• Contractor must be regularly established in the business of Guardianship and Special Proceedings regarding Health Care Proxies.

• Contractor must ensure confidentiality of all Protected Health Information (PHI) in compliance with HIPAA.

• Contractor must complete the Contractor Security Controls Assessment (CSCA) within 30 days of award and annually.

• Offerors must submit written contingency plans for service disruptions.

• Contractor is responsible for all transportation; no fuel surcharge will be paid.

• A&A requirements and Security Accreditation Package are not required.

Sources Sought Notice

This notice is issued by the Department of Veterans Affairs (VA) to identify potential vendors capable of providing Guardianship Services for the VA Maine Healthcare System. This is not a solicitation, but a preliminary step to gauge market interest and capability for an upcoming potential RFQ.

• NAICS Code: 541110

• Product Service Code (PSC): R418

• Contracting Office: VA Boston Healthcare System, Brockton, MA

• Place of Performance: VA Maine Healthcare System, Augusta & Togus, ME

• Point of Contact: Paula Doerfler, Contracting Specialist (Paula.Doerfler@va.gov)

• SAM.gov Registration: All interested vendors must be registered in the System for Award Management (SAM.gov).

• VetCert Verification: Firms claiming Small Business status must be verified by the Small Business Administration (SBA) via VetCert.

• VA Vendorization: Vendors must be vendorized by completing Form 10091 at https://www.cep.fsc.va.gov/.

• Interested parties should register on the SAM.gov interested vendors list.

• Vendors are responsible for monitoring SAM.gov for any amendments.

• The VA will determine whether to conduct a competitive procurement based on responses to this notice.

• PWS and QASP Maine Guardian contract (attached)