Inactive

SOURCES SOUGHT NOTICE. This is a request for information/sources sought notice in order to identify sources that have the resources and capabilities to provide market research & analysis services for ... SOURCES SOUGHT NOTICE. This is a request for information/sources sought notice in order to identify sources that have the resources and capabilities to provide market research & analysis services for the Veterans Health Administration (VHA), to assist VHA in a comprehensive vehicle for Examination Facilities and Gynecologic Teaching Associates (GTAs) to the Veterans Health Administration (VHA) in support of the execution of one (1) VHA Women s Health Mini-Residency (WHMR) in the base year and each additional year 1 through 3. BACKGROUND. Women s Health currently executes two (2) WHMR training programs annually. The enactment of §5202 of the John Isakson and David P. Roe, M.C. Veterans Health Care and Benefits Improvement Act of 2020, provides additional funding for years 2021 through 2025 for participation in the Women Veterans Health Care Mini-Residency Program of the Department of Veterans Affairs for primary care and emergency care clinicians in addition to what is currently offered, therefore, Women s Health will execute an additional WHMR annually from fiscal year 2022 through 2025 to ensure compliance. The WHMR will be held annually with the training date occurring in the preferred months of October through April. The specific dates and times to be decided upon contract award for the base year and execution of task orders for years one (1) through three (3). The WHMR will provide VHA participants (consisting of health care providers / nurses) the opportunity to attend lectures on Women s Health, practice examination procedures on female pelvic and breast task trainer simulators, receive instruction from task trainer simulator instructors, and practice clinical examination procedures on GTAs. The WHMR lectures, task trainer simulators, and instruction will be located at a conference or hotel facility site capable of accommodating approximately 320 travelers with space to accommodate onsite training in multiple rooms and is located not more than 30 minutes away from a major airport. The clinical examination facilities will be held at a location not more than a 30-minute drive by bus from the conference facility. VHA participants will be transported by bus from the conference facility site to the clinical examination facility and after conducting GTA examinations, the participants will be returned by bus to the conference facility site. SPECIFIC REQUIREMENT. The requirements in this SOW are for the GTAs and clinical examination facilities required to support the annual conduct of one WHMR program in the preferred months of October to April, in the base year and each additional year one (1) through three (3). EXCLUDED REQUIREMENTS. Contracting agents for VHA will award additional/separate contracts for: Conference facility site and hotel accommodations (separate from the clinical examination facilities) accommodating approximately 320 travelers with space to accommodate onsite training in multiple rooms. Bus services to transport VHA participants. Clinical Breast Examination Task Trainer Simulators and Instruction Material / consumable supplies for use with task trainer simulators at the conference facility site. REQUIREMENTS. VHA Clinical Examination Facility Support. The Contractor shall provide VHA a single facility / building for support of one VHA WHMR in the base year and each year, one (1) through three (3). Dates and times for the base year will be decided upon contract award and dates and times for years one (1) through three (3) will be provided upon implementation of task orders. Clinical Examination Facility Rooms and Location. The Contractor shall provide one (1) Pre-Examination Briefing Room, (1) Post-Examination Briefing Room, minimum of twelve (12) and up to fifteen (15) Clinical Examination Rooms, and one (1) General Purpose Meeting Room able to hold up to 20 people seated, all at a location that is not more than a 30 minute drive by bus from a conference facility site that is located not more than 30 minutes away from a major airport for each WHMR. Specific number of clinical examination rooms for base year and years one (1) through three (3) will be provided upon implementation of contract and task orders. Traditionally, for each VHA WHRM, facilities are required to be utilized for greater than ten hours on two consecutive days. WHMR staff will have access to the facilities approximately two (2) hours prior to initial GTA examinations on each day. Pre and Post Examination Briefing Rooms. The Contractor shall provide one (1) Pre-Examination Briefing Room and (1) Post-Examination Briefing Room with furniture in a classroom setting to accommodate up to 36 VHA participants and five (5) VHA instructors per session, for four (4) sessions per day. The room shall: Have audio capability allowing VHA participants to hear the pre- examination briefing without the briefer raising his/her voice above a normal talking level; Provide bottled water at a standard table in the rear of the briefing room sufficient for 144 people each day, both days, both rooms; and Have ready access to restroom facilities within a three (3) minute walk at a normal pace from the Pre-Examination Briefing Room. Clinical Examination Rooms. The Contractor shall provide a minimum of twelve (12) and up to fifteen (15) clinical examination rooms (depending on training need) large enough to simultaneously accommodate one (1) GTA and three (3) VHA participants in the conduct of clinical pelvic and breast exams. Each examination room shall contain/have: Examination table with stirrups and pillow; One (1) handheld mirror; One (1) light source and sheath for the light source; One (1) Goose Neck light (i.e., external exam light); One (1) supply cart per examination room of sufficient size and utility to hold necessary medical / related equipment and supplies used in conduct of the clinical pelvic and breast exams. GTA patient gowns and linens Large cotton swabs Lubricant individually packaged Chucks Drapes Gloves non- latex KLEENSPEC single-use LED vaginal lighted specula or equivalent Baby wipes Wet prep vials Pap test collection spatula (compatible with wet prep collection) Pap test brush Handwashing Station or sink in the clinical exam rooms to include water and hand soap to ensure proper hand sanitization of clinical staff. Ceiling Mounted Privacy Curtains to encompass adequate space for the healthcare provider to perform examination unencumbered by the curtain Curtains will be cleaned and maintained by the contractor in accordance with universal infection control standards. PPE to include (Gown, Mask, Shield) When additional safety precautions are needed due to circumstances beyond our control (ex. Pandemics). General Purpose Meeting Room. The Contactor shall provide one (1) general purpose meeting (breakout) room at each WHMR, suitable for side discussions and issue resolution, within the examination facility at a location that does not interfere with training flow, capable of simultaneously accommodating up to 20 people. Dry Runs. The Contractor shall support one (1) Dry Run rehearsal for each WHMR. Exact times for the Dry Run rehearsals will be coordinated at the post-award conference. The Dry Runs will cover all aspects of the Contractor supported events and shall include a physical review of the clinical examination facility / rooms and the examination material / supplies that will support each WHMR. Dates and times for the base year will be decided upon contract award and dates and times for years one (1) through three (3) will be provided upon implementation of task orders. Gynecologic Teaching Associates. The Contractor shall provide GTAs at each WHMR in order for VHA participants to conduct assessments/histories and both pelvic and breast examinations and up to one hour debrief session with WH staff after each training day. Dates and times for the base year will be decided upon contract award and dates and times for options one (1) through three (3) will be provided upon implementation of task orders. GTA Quantity Required. GTA requirements will vary depending on training type (Provider Only vs. Provider Nurse Pair Sessions). Some trainings are interprofessional and would require fewer GTA exams. The Contractor shall provide sufficient GTAs (to include alternates) for the VHA participants to conduct assessments/histories and examinations. Provider Only Session - includes four (4) groups of up to 36 providers (four (4) groups for WHMR with a maximum of three (3) providers per room). Thus, up to 15 rooms will be needed. These providers will each perform one (1) complete pelvic and breast examination to include speculum examination, bimanual examination, and mock Pap test and / or mock sexually transmitted infection sample collection for an estimated 144 exams/day for a two day training. The contractor should have a minimum of 24 GTAs (also alternates) / day to ensure sufficient staffing for a maximum of 288 exams for a two day training. The contractor shall ensure that each GTA shall provide a maximum of six (6) exams per day. Please note the number of exams may change depending on the safety measures, therefore Women s Health will provide the contractor the number of participants 90 days prior to each training event. Provider Nurse-Pair Sessions - includes four (4) groups of up to 12 to 18 providers and 12 to 18 nurses. This session will be broken into two phases. For Phase one (1): the nurses will interact with the GTAs (up to two (2) nurses per GTA) for patient assessment and examination preparation. The providers (up to two (2) providers per GTA) will perform one complete pelvic and breast examination with the nurse assisting. For phase two (2), GTAs will interact with a provider-nurse pair (one (1) pair per GTA) to conduct a brief history and complete pelvic and breast examination with mock Pap test and/or mock sexually transmitted infection sample collection for an estimated 48 to 72 GTA exams/day for a two day training. The contractor should have a minimum of 12 GTAs (also alternates) / day to ensure sufficient staffing for a maximum of 144 exams for a two day training. The contractor shall ensure that each GTA shall provide a maximum of six (6) exams per day. Please note the number of exams may change depending on the safety measures, therefore Women s Health will provide the contractor the number of participants 90 days prior to each training event. Start and end times may vary depending on training need. Traditionally the GTAs start the examination sessions at 12:00pm and conclude the examinations at 8:30pm each day for each WHMR (this will include an up to 1 hour debrief with WH and GTA staff after the end of each training day). Dates and times for the base year will be decided upon contract award and dates and times for years one (1) through four (4) will be provided upon implementation of task orders. Sanitation. The Contactor shall be responsible for the personal sanitation needs of the GTAs, (e.g., sheets, gowns, soap, towels, cleansing cloths, removal of biohazard and other trash items, cleaning of rooms, etc.) as required by the Contractor s employment agreements with the GTAs. Contractor shall ensure necessary PPE equipment (Gown, Mask, Face Shield) mandated by the contractor and in accordance with VHA guidance and standards for all in-person events are available to all participants. Contractor shall ensure all gynecologic teaching associates follow infection control procedures which include, documentation of mandatory vaccination and/or testing (ex. influenza, coronavirus), non-attendance if symptomatic, physical distancing measures, wearing a face mask, frequent use of hand sanitizer and/or hand washing, and increased cleansing and disinfecting of frequently touched items and equipment used during in-person training events. Instruction and Examinations. For the four sessions of up to 36 providers, the GTAs shall be provided with Government Furnished Equipment (GFE) that includes a VHA-provided checklist of appropriate language/communication skills, appropriate skills, and proper technique to perform a breast examination, and pelvic examination to include speculum, bimanual examination, and 'mock' Pap test and/or mock sexually transmitted infection sample collection. VA staff will also pre-brief the GTA s for up to 1 hour on this information on the first day of each training event and possibly the second if a GTA is only staffing the second day. For the nurse-only portion of Phase one (1) of the provider-nurse pair sessions, the GTAs shall be provided with GFE that consist of a VHA nursing assessment checklist and room set up checklist to guide nurses through the performance of a nursing assessment/history and patient and room preparation. For the provider-only portion of Phase one (1) of the provider-nurse pair sessions, the Contractor shall provide GTAs with a VHA-provided checklist of appropriate language/communication, appropriate skills, and proper technique to perform a breast examination, and pelvic examination to include speculum, bimanual examination, and 'mock' Pap test and/or mock sexually transmitted infection sample collection. VA staff will also pre-brief the GTA s on this information on the first day of each training event and possibly the second if a GTA is only staffing the second day. For Phase two (2) of the provider-nurse pair sessions, the GTAs shall use a VHA-provided checklist [that includes specific elements for provider and nurse] of appropriate language/communication skills, appropriate skills, and proper technique to perform a breast examination, and pelvic examination to include speculum examination, bimanual examination, and 'mock' Pap test and/or mock sexually transmitted infection sample collection]. VA staff will also pre-brief the GTA s on this information on the first day of each training event and possibly the second if a GTA is only staffing the second day. The GTAs shall instruct each participant (in individual examination rooms) about appropriate assessment/history and room set up (for nurses), language/communication skills, and proper technique to perform a breast examination, and pelvic examination to include speculum, bimanual examination, and mock Pap test and/or mock sexually transmitted infection sample collection (for providers and provider-nurse pairs). The GTAs shall assist providers with a breast examination, and a pelvic examination to include speculum examination, bimanual examination, and mock Pap test and/or mock sexually transmitted infection sample collection. [actual Pap test and / or sexually transmitted sample collection procedures (i.e. contact of specimen brush, spatula, or swab to the cervix) will not be performed]. The GTAs shall engage with participants provide each participant (in individual examination rooms) in a supportive and encouraging manner, develop a rapport and display professionalism in a guiding and non-threatening way that will enhance and not interfere with the training experience. This engagement will occur during the assessment/history, room set up, and examinations based on the VHA approved checklist. The GTAs shall provide each participant (in individual examination rooms) with summative, qualitative feedback based on the VHA approved checklists to include appropriate language/communication skills for performance of breast and pelvic examinations. The GTAs shall provide participants with the opportunity to repeat all or portions of the exam after feedback is provided in order to reaffirm what was learned during the session. GTA Required Anatomy. The Contractor shall provide GTAs who have at least one (1) breast, a uterus, and at least one (1) ovary. Maximum Exams per GTA. The Contractor shall provide a sufficient number of GTAs to the Examination Facility, such that each GTA shall provide a maximum of six (6) exams per day. Health Insurance Portability & Accountability Act (HIPAA). The Contractor shall protect GTA HIPAA data. GTA Injuries. The Contractor shall be responsible for any injuries sustained by the GTAs while in performance of this contract and the Contractor shall free the Government (the VHA) from liabilities for injuries incurred in the performance of this contract. Meetings. The Contractor will participate in at least two teleconference meetings prior to each WHMR, with the VHA for planning purposes to ensure a common understanding of the participant expectations for each session and intended training outcomes. One of the teleconference meetings shall cover all aspects of the Contractor supported events, and will include an electronic format review of the facilities and the supplies and materials that support each WHMR. Teleconference meetings will be conducted on/about 30 days prior to each WHMR. Time and dates for teleconference meetings will be set at the post-award conference. The Contractor will participate in up to one hour debrief session with WH staff after each training day. Confidentiality. The GTA and all participants shall be protected from any portion of the training being recorded (video or audio) without expressed written consent. All facility or personal recording devices must be required to be off at all times during the training. The GTAs and all participants shall be instructed to maintain confidentiality regarding each party s ability and performance during the training. Place of Performance. Single examination facility site not more than a 30-minute drive by bus from a conference facility site. Changes to the SOW. Any changes to this SOW shall be authorized and approved only through written correspondence from the Contracting Officer. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the Contracting Officer shall be borne by the contractor. Security Requirements. The contracted personnel will not have access to VA information systems or sensitive information. It is determined that Certification and Accreditation requirements do not apply and that a Security Accreditation Package is not required. Interested & Capable Responses NCO 5 is seeking responses from businesses that are interested in this procurement and consider themselves to have the resources and capabilities necessary to provide these services. Please respond with your: 1. Business name, business type, socio-economic status (e.g., Veteran-Owned, Woman-Owned, Disadvantaged Small Business, 8(a), etc.), and person of contact (including telephone number & email address). 2. GSA contract number, if you have one. Note: the GSA contract must include CLINs for SIN 541 4A. 3. Capability statement and summary of relevant experience conducting market research & analysis services for VHA and other healthcare entities. 4. Ballpark cost estimate what VHA could expect to pay your company to perform the work described above. Responses to the information requested above must be submitted via email to Robert.okeefejr@va.gov by April 30, 2021. This request for information/sources sought notice is for planning purposes ONLY. The results of this market research will assist in the development of (1) the requirement, and (2) the acquisition strategy (e.g., small business set-aside, full and open competition, etc.). VA assumes no responsibility for any costs incurred associated with the preparation of responses submitted as a result of this notice.