Inactive Total Small Business Set-Aside (FAR 19.5)

OFF-SITE CANCER REGISTRY SERVICES This Request for Information (RFI)-Sources Sought is issued solely for informational and planning purposes only. It does not constitute the issuance of a solicitation... OFF-SITE CANCER REGISTRY SERVICES This Request for Information (RFI)-Sources Sought is issued solely for informational and planning purposes only. It does not constitute the issuance of a solicitation or a promise to issue a solicitation in the future. The purpose of this notice is to conduct market research and obtain information from qualified business. This is not a request for bids, quotes, offers, or proposals. The responses to this announcement will assist in determining the socio-economic set-aside if feasible. The Department of Veterans Affairs is required by Public Law 109-461 to give first priority to Service-Disabled Veteran-Owned Small Business (SDVOSB) and Veteran-Owned Small Business (VOSB) concerns if there should be sufficient firms available to compete under a set-aside. If insufficient response is received to establish the basis for setting this requirement as a set-aside for other than large business participation, then the requirement will be advertised as full and open competition, in which case, all interested parties responding shall be eligible to compete. Your response to the information requested will assist the Government in determining the appropriate acquisition method. A determination not to compete this requirement, based upon responses to this notice, is solely within the discretion of the Government. Information received will normally be considered solely for determining whether to conduct a competitive procurement. GENERAL: The Department of Veterans Affairs, VISN 08, Malcom Randall VA Medical Center (VAMC), North Florida/South Georgia VA Healthcare System (NFSG VAHCS) located at 1601 S.W. Archer Road, Gainesville, FL 32608-1197 is looking for Service-Disabled Veteran-Owned Small Business (SDVOSB), Veteran-Owned Small Business (VOSB), and Small Business for the following: Off-site Cancer Registry Service: The goal of this procurement is to catch up the backlog and establish a safe and uniform process for maintaining an efficient & accurate cancer registry database in accordance with 100% of the current Commission on Cancer (COC) standards, VHA cancer registry requirements, and State requirements (where applicable). Cancer Registry Services consist of: 1. Cancer Registry Case Abstracts, 2. Cancer Registry Follow-up, 3. Cancer Registry Case Findings, and 4. Cancer Registry Consultation. High-quality Cancer Registry data is essential to accurately access treatment outcomes and patient survival. Successful operation of the Cancer Registry requires credentialed staff that is trained and knowledgeable in all aspects of oncology data collection and case abstracting. Abstracting is defined as coding and entering patient- and disease specific information into the Cancer Registry data base. Certified Tumor Registrar/Oncology Data Specialist (CTR/ODS) apply knowledge obtained from formal education and work experience to correctly interpret and code cancer diagnosis and stage treatment and outcomes information for each case that is seen at the VAMC that meets COC reporting requirements. The case abstracting responsibilities of the CTR/ODS are documented by the Contractor. In addition, the Contractor shall provide documentation upon request and annually that all members of their Cancer Registry staff are maintaining their CTR/ODS status; this requires 20 CEUs every 2 years as in accordance with industry standards. This is a new requirement; there is no incumbent contractor currently performing these services at the NF/SG VAHCS. Period of Performance: The anticipated period of performance for the resultant contract will be from April 01, 2024 through March 31, 2025 for the base year plus (+) four (4), one (1) year option periods. Ultimate completion date if all options exercised: March 31, 2029. DESCRIPTION OF SERVICES: The VA Medical Center (VAMC) Medical Service requires the services of Off-site Cancer Registry Services to perform case abstracting to assist in the reduction of caseload backlog, follow-ups, case findings, and consultation. These abstracts organize, summarize, and categorize the crucial information in a patient's medical records for each reportable tumor. The CTR/ODS will work remotely with computer access to the necessary software/applications including CPRS. The facility’s average caseload is approximately 1,450 cases annually. The contractor shall abstract cases in sequential calendar year order at the discretion of the COR, Cancer Program, or NOP. Task and Deliverables: The Contractor shall provide all necessary staffing and resources needed to properly maintain the NF/SG VAHCS Cancer Registry database services in accordance with 100% of the current American College of Surgeons Commission on Cancer Registry standards and Veterans Health Administration (VHA) Cancer Registry requirements. VA reportable list will be shared with the receiving contractor after award. The Contractor shall have current experience managing a Cancer Registry program within the last two years and have recent experience with the American College of Surgeons (ACOS) Commission on Cancer (COC) Standards. The duties and responsibilities of the Contractor shall include but are not limited to: Case Abstracting Performance: For the Base Year Period of Performance, the CTR/ODS(s) will be expected to abstract approximately 125 cases per month, with a reduction in backlog to meet or exceed 1,500 cases per contract base year. Contracted Option Years 1-3 after Base Year, we expect the CTR/ODS(s) to abstract approximately 200 cases per month, with a reduction in backlog to meet or exceed 2,500 cases per contract year. Contracted Option Year 4, we expect the CTR/ODS(s) to abstract approximately 125 cases per month, to meet or exceed 1,500 cases per contract base year; this will meet the facility’s average caseload is approximately 1,450 cases annually. Case Follow-Ups Performance: The contractor shall provide follow-up to provide information on disease status to National standards at the discretion of the COR, Cancer Program, or NOP for the Base Year Period and Options Years 1-4 of Performance. Case Findings Performance: The contractor shall provide case findings for comprehensive incidence reporting that meets national standard; work assigned at the discretion of the COR, Cancer Program, or NOP. Consultation: This will be on an as needed basis during contract period of performance and as determined by COR or VA POC. We expect the CTR/ODS(s) to provide consultation as needed with approximately 120 hours per contract year. QUALIFICATIONS: Education – CTR/ODS Certification: The contractor shall show proof that those providing abstracting services are Certified Tumor Registrars (CTR) or Oncology Data Specialist (ODS) through the National Cancer Registrars Association (NCRA). Contractor personnel functioning under this contract shall be certified by the National Cancer Registrars Association. The Contractor shall verify its personnel’s current certification status with the National Cancer Registrars Association and shall provide evidence of certification with their proposal submission. Ongoing cancer related education enhances knowledge and skills. All Contractor Cancer Registry staff who performs case abstracting must: Hold a current Certified Tumor Registrar (CTR)/Oncology Data Specialist (ODS) credential. The CTR/ODS credential is granted through the National Cancer Registrars Association, which provides details on eligibility, testing, and re-credentialing. Non-Credentialed CTR/ODS personnel may perform case finding and follow-up but cannot perform any abstracting on analytic cases unless they are performed under the supervision of a CTR/ODS per the documented plan. High-quality Cancer Registry data is essential to accurately access treatment outcomes and patient survival. Successful operation of the Cancer Registry requires credentialed staff that is trained and knowledgeable in all aspects of oncology data collection and case abstracting. Abstracting is defined as coding and entering patient- and disease specific information into the Cancer Registry data base. CTR/ODS apply knowledge obtained from formal education and work experience to correctly interpret and code cancer diagnosis and stage treatment and outcomes information for each case that is seen at the VAMC that meets COC reporting requirements. The case abstracting responsibilities of the CTR/ODS are documented by the Contractor. In addition, the Contractor shall provide documentation upon request and annually that all members of their Cancer Registry staff are maintaining their CTR/ODS status this requires 20 CEUs every 2 years as in accordance with industry standards. Technical Proficiency: Contractor’s personnel shall be technically proficient in the skills necessary to fulfill the government’s requirements, including the ability to speak, understand, read, and write English fluently. Contractor shall provide documents upon request of the CO/COR to verify current and ongoing competency, skills, certification and/or licensure related to the provision of care, treatment and/or services performed. Contractor shall provide verifiable evidence of all educational and training experiences including any gaps in educational history for Contractor’s physician(s) shall be responsible for abiding by the Facility's Medical Staff By-Laws, rules, and regulations (referenced herein) that govern medical staff behavior. SDVOSB or VOSB must be certified and verified in the U.S. Department of Veteran Affairs, Office of Small & Disadvantaged Business Utilization, Vendor Information Pages (VIP) web site located at https://www.vip.vetbiz.gov/. Any response to this notice shall show clear and convincing evidence that competition would be advantageous to the Government. All interested parties shall submit clear and convincing documentation demonstrating their capabilities to satisfy the requirements listed. The capability statement/documentation should include general information and technical background describing in detail, the prospective contractor's capabilities, any relevant experience that will demonstrate Contractor’s ability to successfully perform this requirement and company’s business size. All documents submitted, will not be returned. The capability statement shall also include: 1. Point of contact (full name/email/phone number) 2. Complete company mailing address 3. Company’s socio-economic status (i.e. SDVOSB/VOSB/SB etc.) 4. Duns and Bradstreet number 5. SAM Unique Entity Identification (UEI) registration number 6. GSA FSS Contract number (if applicable) Only responses from authorized representatives of the firm will be considered. All responses from responsible sources will be fully considered. The Department of Veterans Affairs will NOT be responsible for any costs incurred by interested parties in responding to this notice. As a result of analyzing responses to this notice, the Government shall determine if a solicitation will be issued and if any set-aside is applicable. The North America Industry Classification System (NAICS) Code is 518210 – Data Processing, Hosting, and Related Services. Business Size Standard is $40 million. Product Service Code (PSC): Q701 – Specialized Medical Support. Contracting Office Address: Department of Veterans Affairs, Network Contracting Office-8 (NCO-8) at Tampa, Florida 33637. In accordance with FAR 52.204-7, System for Award Management (SAM), prospective contractors must be registered in SAM to be eligible for Federal contract award. SAM registration is required under the applicable NAICS 518210. Contractor may obtain SAM information at https://sam.gov. SAM registration is free and potential Offerors are encouraged to visit the SAM website for information and registration. This is not a request for competitive quotes; however, interested parties are encouraged to furnish information by email only to Raimundo Rivera at ramundo.rivera@va.gov with “RESPONSE TO SOURCES SOUGHT NOTICE – CANCER REGISTRY SERVICES” in the subject line. Only written responses will be considered. Responses are due via email by 2:00 PM E.S.T, Friday, February 09, 2024 or sooner if possible. Non-interested (negative) responses requested as well. Point of Contact: Raimundo Rivera, Contract Specialist at raimundo.rivera@va.gov.