Inactive

INTRODUCTION: This sources sought notice is for information and planning purposes only and shall not be construed as a solicitation or as an obligation on the part of the Department of Veterans Affair... INTRODUCTION: This sources sought notice is for information and planning purposes only and shall not be construed as a solicitation or as an obligation on the part of the Department of Veterans Affairs (VA). The VA is currently conducting market research to locate qualified, experienced and interested potential sources. Responses containing capability statements and any suggestions to improve the below statement of work are encouraged. Responses will not be considered as proposals, nor will any award be incurred by interested parties in responding to this sources sought announcement. NCO 1 Contracting is seeking interested sources for a future solicitation and procurement. At this time, no solicitation exists. SUBMITTAL INFORMATION: Contractors having the skills and capabilities necessary to perform the stated requirements should submit a response as detailed below. Companies should provide clear and unambiguous evidence to substantiate their capability to fulfill the requirements above. Interested parties shall furnish the following minimum information: 1. Company name and address ensure your company is registered in the System for Award Management (SAM) at www.sam.gov. 2. Company point of contact name, telephone number, and email address. 3. Evidence that you are a small business (if applicable): Small Business ensure you are listed as small business in SAM, reps and certifications. Provide the NAICS codes you are listed as a small business under. CVE certified SDVOSB or VOSB (or in the process of certification) ensure you are certified in the CVE veteran database at www.vetbiz.gov. Provide evidence of certification. 4. If your company holds a Federal Supply Schedule (FSS) Contract, list the GSA Contract Number and SINs. 5. Capabilities/Qualifications: A written response providing clear and unambiguous evidence to substantiate the capacity to fulfill this requirement. Description of the capabilities/qualifications/skills your company possesses to perform services described above. 6. Past Experience: Brief summary of the company history relative to similar requirements. Offer may provide the following information on a maximum of three similar projects for which the responder was a prime or subcontractor. It is requested that the above information be provided no later than April 24th 2019 at 1:00PM EDT. Responses should be emailed to the contracting officer at Jacob.linxweiler@va.gov BACKGROUND The VA Boston Healthcare System (VHABHS) is an integrated healthcare system comprised of three medical centers: Jamaica Plain Campus in Boston, MA, West Roxbury Campus in West Roxbury, MA, and Brockton Campus in Brockton, MA and many community outpatient clinics (CBOC) and other facilities located in Massachusetts. VABHS is the tertiary care facility for VISN 1 and provides services for Veterans in Maine, New Hampshire, Vermont, Massachusetts, Rhode Island, and Connecticut. The main health care service offerings are outpatient, inpatient, extended care and telehealth care. The facility will begin providing transplant services in FY18. Ensuring veterans access to care is a priority, including access to community programs, resources and services as needed as part of discharge planning and/or assisting a veteran to remain in their home for as long as possible. By having access to a service that provides electronic communication around referring to those agencies, and getting timely acceptance for services, we improve the flow of patients across program areas, including inpatient to outpatient, and improve access to care for all veterans enrolled in the system. E-DISCHARGE SERVICES The Contractor shall deliver access to the Boston Veteran Health Administration's Medical Center, Massachusetts (VHABHS), to a network that utilizes a technological tool that contains software to automatically track and monitor patient discharge and referral process from this acute care Medical Center. The contractor's solution shall provide a secure web site that is accessible to VA staff. The web site will allow VA staff to input patient information into the Contractor's community rehab/nursing home/home care services network to make referrals to the network's participating facilities. The web site will facilitate exchange of information between the Medical Center and the network's community facilities, and expedite discharge of patients from the acute care setting into the community facilities, and/or home with services. SERVICE LOCATIONS a. VA Boston Healthcare System, West Roxbury Campus 1400 VFW Pkwy, West Roxbury, MA 02132 b. VA Boston Healthcare System, Brockton Campus 940 Belmont Street, Brockton, MA 02301 c. VA Boston Healthcare System, Jamaica Plain Campus 150 S. Huntington Ave, Boston, MA 02130 PERIOD OF PERFORMANCE One base year with the possibility of four one-year option periods. GENERAL REQUIREMENTS It is one of the missions of the VA Boston Healthcare System to serve the Veteran through the delivery of timely quality care by staff who demonstrate outstanding quality service. Our key business drivers are quality, financial integrity, patient satisfaction, and employee satisfaction. Implementing this contract will enable excellent customer service, decreased length of stay, and decreased healthcare costs, thus improving the ability to meet our mission and incorporate key business drivers. Prospective bidders must have access to and significant knowledge and understanding of e-discharge technology. Submittals by agencies that are unable to meet the below specifications may not be considered. A. The web site and software program will utilize a database with the ability to do multiple layered options concerning the following search criteria: Ability to select programs within a certain radius of a location anywhere in the country Provide names, addresses, phone, fax, email address and web sites of facilities Type of Community Facility Accreditation/Licensing /Medicare Compare information Health Insurance Information & Payment Options Extensive Network facility market penetration Special or Unique Programs available through the company's network Ability to accepted protected health information concerning patient referrals via private company's software web site simultaneously to multiple network facilities Ability to track status of patient referral to network facilities Multiple Options to submit referrals to network via website, email, fax, pager or phone Direct web site links to network facilities' web sites and virtual care tour of prospective facility "On line" Patient and family links that allow for patient centered care and better choices Ability to make referrals to network 24/7/365 Ability to review multiple facility quality of life factors/options: Pricing Living Environment Mobility & Language Diets & Meals Activities Amenities Visiting Options Special Therapies Ability to Instant Message (IM) Contractor representatives on line re: specific questions. Ability for front line staff to contact network facilities instantaneously utilizing Instant Messaging technology regarding specific questions and concerns. Provide a product that is easily accessible, understandable, and patient focused. Provide Medical Center Reports detailing: Response Time Report from Network facility Network Referral Response Rates Network Response Times from Original Referral to Actual Placement Network Response Summary with Reasons Network Discharge Recipient Volumes Network Acceptance Rates by Payer Type Specific Sortable Patient Referral Data Medical Center Usage Report by VA staff re: volume, frequency and time line for resolution of referrals, Fixed Price Determination Based on Bed Size of Medical Center In the event VHABHS requests additional services outside the original scope of this contract, a contract modification will be issued upon completion of negotiation of the change by the Contracting Officer (CO). The contractor shall comply with the following regulations. Regulations stated should only be used as a guide and not considered all inclusive. HIPPA Release of Information Policy Privacy Computer Security Medicaid TMS Quality Assurance Plan Fixed Price Determination Based on Bed Size of Medical Center SPECIFIC TASKS AND DELIVERABLES Project Management Plan The Contractor shall draft a Project Management Plan (PMP) that lays out the Contractor's approach, timeline and tools to be used in execution of the contract. The PMP should take the form of both a narrative and graphic format that displays the schedule, milestones, risks and resource support. The PMP shall also include how the Contractor shall coordinate and execute planned, routine, and special data collection reporting requests. The initial PMP shall be provided .electronically within thirty (30) days of contract award and updated monthly thereafter. The updated PMP shall be submitted electronically to the Contracting Officer's Representative (COR) no later than the fifth business day of each month of performance. Deliverable: Project Management Plan Reporting Requirements The contractor shall provide the COR with Monthly Progress Reports. The report shall include detailed instructions/explanations for each required data element, to ensure that data is accurate and consistent, These reports shall reflect data as of the last day of the preceding month. The Monthly Progress Reports shall cover all work completed during the reporting period and work planned for the subsequent reporting period; The report shall also identify any problems that arose and a description of how the problems were resolved. If problems have not been completely resolved, the Contractor shall provide an explanation. The Contractor shall notify the VA Program Manager (VA PM), COR, and CO, in writing, immediately if problems arise adversely impacting the performance of the PWS. The Monthly Progress Reports shall be submitted electronically to the COR no later than the fifth business day of each month of performance. Deliverable: Monthly Progress Report Fully integrated AUTOMATED discharge SOFTWARE Program The Contractor shall deliver a fully integrated, functional automated discharge software program Deliverable: Fully integrated, functional automated discharge software program and access to the contractor's Web Site Network Operations training The Contractor shall conduct operations training for all VHABHS case management staff. Currently VHABHS staff has identified the following individuals who need training: Social Workers, Nurse Case Managers, Clinical Applications Coordinators and IT staff. Deliverable: Orientation for all VHABHS discharge planning and case management staff within 15 days after contract award Technical support The contractor shall provide technical support to include a "Help Desk", upgrades and ongoing maintenance support from 0800 to 1900 EST, Mon thru Sat, The system will be up and running 95% of the time. The contractor shall deliver a support system on an ongoing basis, Problems will be addressed within two hours of problem identification and contact with contractor Deliverable; Ongoing Support Written Reports The contractor shall provide written reports to include utilization review, utilization management, placement statistics, patient summaries and provider statistics. Deliverable: Written Reports - Sec Listing of Reports detailed under General Requirements Automated discharge service equipment The contractor shall provide and install any dedicated equipment needed to utilize the automated discharge software service. Initial equipment 'installation is due within 15 days of contract award and shall be serviced and maintained at the Vendor's expense. Deliverable: Automated Discharge Service Equipment Method and Distribution of Deliverables The Contractor shall deliver documentation in electronic format, unless otherwise directed in Section B of the solicitation/contract. Acceptable electronic media include: Microsoft Professional suite 2010 compatibility. All electronic deliverables, as defined in the SOW, shall be maintained in a space environment (e.g. SharePoint) of the government's choosing Facility/Resource Provisions The Contractor shall request other Government documentation deemed pertinent to the work accomplishment directly from the Government officials with whom the Contractor has contact The Contractor shall consider the COR as the final source for needed Government documentation when the Contractor fails to secure the documents by other means The Contractor is expected to use common knowledge and resourcefulness in securing all other reference materials, standard industry publications, and related materials that are pertinent to the work. QUALIFICATION OF OFFERORS: Quotes shall be considered only from companies who are regularly established in the business called for, and who in the judgment of the Contracting Officer are financially responsible and able to show evidence of their reliability, ability, experience, equipment, facilities and personnel directly employed or supervised by them to render prompt and satisfactory service. VEHICLES/TRANSPORTATION: Contractor is responsible for traveling to VHABHS sites as needed. The contractor will have access to shuttles between campuses (veterans receive priority). No reimbursement of travel expenses will be made under this resulting contract. CONTINUATION OF SERVICES: Offeror shall submit written contingency plans outlining how they will continue to provide services in the event there is a disruption in any segment of services provided such as transportation, destruction, etc. TERMS OF CONTRACT: This contract shall be effective from date of award through December 2019 with 4 option years. CONTRACTING OFFICER S REPRESENTATIVE (COR): A Contracting Officer s Representative (COR) shall be appointed to this contract. The COR is not authorized to change the scope of the work. Changes can only be made by the Contracting Officer. FUEL SURCHARGE: The Government will not make additional payments for fuel surcharges under this contract. INVOICES: The Contractor is to submit monthly invoice in arrears, indicating the dates and type of service provided, along with the contract number and purchase order number for which payment is due. Contractor shall receive payment for services rendered in accordance with the Prompt Payment Act. QUALITY ASSURANCE: The Government facilities may at any time inspect and verify that the accuracy of the work compares to that indicated on the invoice. Any deviation will be deducted from the invoice price in accordance with the Quality Assurance Surveillance Plan (QASP). Quality measures that are expected to be tracked include, but may not be limited to, turnaround time on filing an application, timeliness of accessing Medicaid payer source to assist in discharge planning, patient satisfaction, and submitting proper invoices with the correct elements.