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Page 10 of 53 SOURCES SOUGHT/MARKET RESEARCH Service: Translation and Interpretation This is a SOURCES SOUGHT NOTICE for market research purposes only to determine the availability of potential busine... Page 10 of 53 SOURCES SOUGHT/MARKET RESEARCH Service: Translation and Interpretation This is a SOURCES SOUGHT NOTICE for market research purposes only to determine the availability of potential businesses with capabilities to provide Translation Interpreter 24/7 Virtual Care Services to the VISN 8 Clinical Contact Center (CCC) and VA Sunshine Healthcare Network. Potential quoters are invited to provide feedback via e-mail to John Hamilton at john.hamilton2@va.gov. Responses will be used to determine the appropriate acquisition strategy for a potential future acquisition. The intended contract period of performance is One Base Year and 4 Option Years. Period of Performance to be determined. Potential quoters shall provide the following information to John Hamilton at john.hamilton2@va.gov. Company name, address, and point of contact name, phone number, e-mail address, and Unique Entity Identification UEI Number. Is your firm eligible for participation in one of the following small business programs? If so, please indicate the program. The anticipated North American Industry Classification System (NAICS) code is 541930 Translation and Interpretation Services. The largest a firm can be and still qualify as a small business for Federal Government programs is no larger than $22.5 Million. [ ] yes [ ] no Service Disabled Veteran Owned Small Business (SDVOSB) [ ] yes [ ] no Veteran Owned Small Business (VOSB) [ ] yes [ ] no Small Business (SB) [ ] yes [ ] no Other ( please specify) Does your firm have relevant experience in providing the services outlined in this notification and the Scope of Work? [ ] yes [ ] no Is your firm currently registered in System for Award Management (SAM)? [ ] yes [ ] no If your firm is a SDVOSB or VOSB, is your firm registered in the Veteran Small Business Certification, VetCert)? [ ] yes [ ] no (applicable for SDVOSB and VOSB only) This requirement will be offered under NAICS Code 541930 Electronic and Precision Equipment Repair and Maintenance. Is your firm affiliated with this NAICS code is SAM? [ ] yes [ ] no Please indicate any General Services Administration (GSA) / Federal Supply Schedule (FSS) contract numbers) your firm has been awarded in association with the aforementioned services and their respective expiration date(s). _______________GSA/FSS Number(s); _________________ Expiration date(s) Comment on any current any current or potential technical, cost, schedule, or performance risks that you would like the Government aware of that concern the draft scope of work below. (i.e., problems or any other issues experienced with similar contracts). Include comments on the draft scope of work. Is there any information that the Government could provide in addition to the information in the scope of work and associated documents that would assist you in building your price quote? What requirements in the scope of work and/or associated documents do you believe are unrealistic or may prevent your company from participating in an official solicitation? Do you have any recommended revisions to the scope of work and/ or associated documents? What requirements in the scope of work are your company s major cost drivers? Do you have any recommendations to reduce cost to your company and the Government? Provide a brief capability statement (Max 2 pages), it should include supporting evidence in sufficient detail to demonstrate your firm is capable of providing the service to do an evaluation on the backflow devices. The Capabilities Statement for this sources sought is not expected to be Request for Quotations, Request for Proposals, or Invitation for Bids, nor does it restrict the Government to an ultimate acquisition approach, but rather the Government is requesting a short statement regarding the company s ability to provide the services outlined in the draft Scope of Work below. Any commercial brochures or currently existing marketing material may also be submitted with the capabilities statement. Submission of capabilities statement will assist our office in tailoring the requirement to be consistent with industry standards. The capabilities will be evaluated solely for the purpose of determining the acquisition strategy. Other than small businesses may respond to this notice in the event the market does not indicate small business interest. This Synopsis is for information and planning purposes only and is not to be construed as a commitment by the Government. The Government will not pay for the requested information. Respondents will not be notified of the results of the evaluation. Submission Instructions: Interested parties who consider themselves qualified to perform all of the services within the scope of work are invited to submit a response to this Sources Sought Notice by 1:00 PM Eastern Standard Time on May 28, 2024. All responses under this Sources Sought Notice must be emailed to john.hamilton2@va.gov, size limit is 5 MB. Statement of Work Part 1: GENERAL INFORMATION General: This is a non-personnel service contract. The contractor shall provide all personnel, equipment, supplies, transportation, tools, materials, supervision, and other items and non-personal services necessary to provide the VISN 8 Clinical Contact Center (CCC) with Translation Interpreter Service. The VISN 8 CCC is a service of the VA Sunshine Healthcare Network (VISN 8). The VISN 8 CCC will provide 24/7, virtual care and support to Veterans enrolled for VA Health Care in Florida, South Georgia, Puerto Rico, and the U.S. Virgin Islands. Veterans who receive care in the VISN 8 network can contact the VISN 8 CCC and have their health questions or concerns answered from the comfort and convenience of their home, or wherever they may be. Services include general administrative support, nurse advice and triage, virtual visits with a doctor or nurse practitioner via telephone or VA Video Connect. Contract service providers shall be accountable solely to the Contractor who in turn is responsible to the Government. The contractor shall have the technology and know-how to efficiently and effectively provide service in its entirety. Contract Type: Single-Award, Firm-Fixed Price, IDIQ Background: VHA, Workforce Management and Consulting (10A2) Memorandum dated April 19, 2010, Limited English Proficiency VHA Directive 2007-009, and the Joint Commission One Size Does Not Fit All: Meeting the Needs of Diverse Populations in Healthcare; require all Medical Centers to provide bias-free healthcare to Veterans and family members that have limited English proficiency, requiring language translation services during telephone encounters with the VISN 8 CCC. The service is for Veterans and/or family members who have limited English proficiency and are seeking responses to general inquiries or experiencing an urgent and episodic medical situation. It is anticipated that the popularity and utilization of telehealth services will increase within the private and government sectors. Several medical centers located within the jurisdiction of the VA Sunshine Healthcare Network currently provide translation interpreter services. As a result, this service will be required to meet the operational needs of the VISN 8 CCC. Objective(s): The objective is to remove, to the maximum extent possible, Limited English Proficiency (LEP) as an artificial barrier to full and meaningful participation by beneficiaries in all federally conducted and federally assisted programs and activities. The VISN 8 CCC seeks to provide persons with LEP meaningful access to services. It is the goal of the VISN 8 CCC is to operate in compliance with Title VI of the Civil Rights Acts of 1964 by ensuring accommodations of language differences through the provision of effect language assistance. Hours of Operation: Normal hours of operation is 24/7, to include all observed federal holidays. The Contractor shall have an established communication system that supports 24-hour emergency services. Place of Performance: The services provided under this contract will be performed via telephonic (audio) communication that is originated from various locations across the nation with most occurring within the geographic location of VISN 8. The geographical location of VISN 8 includes the state of Florida, southern Georgia, Puerto Rico and the U.S. Virgin Islands. Confidentiality: In the performance of the services the VA may allow access to pertinent patient medical information, within the existing privacy rules and regulations, for the purpose of providing translation and interpreter services. The contractor shall ensure the confidentiality of all patient information. Patient information is Protected Health Information (PHI). The term Protected Health Information or the abbreviation PHI shall include the term Electronic Protected Health Information and the abbreviation EPHI . The contract shall be subject to the regulations issued by the Department of Health and Human Services, as mandated by the Health Insurance Portability and Accountability Act (HIPAA) of 1996 Business Associates Agreement (BAA) in accordance with IL 049-03-7 and the Privacy Act of 1974. Federal Acquisition Regulations 52.224-1 Privacy Act Notification and 52.224-2 Privacy Act are provided in full text in the Addendum to FAR clause 52.212-4. The Contractor shall not release any medical record information. The VA is the sole entity authorized to release this information upon written request from the patient. 1.9. Business Associate Agreement: Contractor shall submit a Business Associate agreement (BAA) (See Attachment A) to the Contracting Officer (CO) for approval by VISN 8 Contracting Office. Format will be provided to the contractor to complete and sign prior to contract award. Any questions regarding this matter should be directed to the CO. Uninterrupted Performance: The Contractor must at all times maintain an adequate workforce and resources for the uninterrupted performance as outlined in this PWS. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential. The contractor shall be responsible for all means, methods, techniques, sequences and procedures, and for coordinating all portions of the work under the contract except where otherwise specified in the contract documents. The contractor shall, at all times, enforce strict discipline and good order among the contractor employees, and shall not employ any unfit person or unskilled in the work assigned to him/her. Termination of any contractor employee from a telephone call due to performance does not reduce the contractor s obligation to perform services. Identification of Contractor Employees: All contract personnel attending meetings, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed. All contractor personnel shall have a contractor issued personal identification and shall be displayed while at government facility and while performing work under this contract. Key Personnel: The contractor will identify one full-time manager/supervisor, who shall be available during the business operation period(s) of the VISN 8 CCC to ensure compliance with the contract specifications. The Contractor shall furnish the COR contact information (phone number, e-mail, etc.) for key personnel. Any personnel the contractor offers as substitutes shall have the ability and qualifications equal to or better than personnel being replaced. Substitution of key personnel shall be submitted to the COR and CO within 14 calendar days prior to making any change in key personnel. The request shall be written and provide a detailed explanation of the circumstances necessitating the proposed substitution. Post Award Conference/Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings may occur at any VISN 8 office or medical facility location and shall be at no additional cost to the government. Unless otherwise directed by Contracting Officer teleconference is an acceptable method of conducting meetings. Contracting Officer Representative (COR): The COR will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance; maintain written and oral communications with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements, including Government drawings, designs, specifications; monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order. Contractor will maintain open communication. Contractor will respond to government query prior to the close of business day in which the inquiry is made. 1.15 Contract Discrepancy report (CDR). In cases where the Contractor does not satisfactorily perform services the COR shall issue a CDR to the contractor. The Contractor shall sign the form and state what corrective actions he/she will take to resolve the deficiency. A copy of the signed form will be maintained by the COR and a copy will be forwarded the contracting officer. If the same deficiency continues, there may be cause for an official meeting to be conducted among the Contractor, Contracting Officer and the COR to address the issue. A mutual effort will be made to resolve all problems identified. The COR will prepare written minutes of the meeting within 72 hours after each meeting. The minutes will be signed by the Contractor, Contracting Officer, and COR. If the Contractor does not achieve satisfactory performance by the agreed suspense date, a second CDR will be issued and payment may be withheld until satisfactory performance is achieved. A third CDR may result in a Cure Notice being issued. However, the Contracting Officer may issue a Cure Notice at any time he/she deems appropriate. Licenses and permits: The Contractor shall, without additional expense to the Government, be responsible for obtaining any necessary licenses and permits, and for complying with any applicable Federal, State, and Municipal laws, codes, and regulations, in connection with the execution of the work. McNamara-O Hara Service Contract Act (SCA) of 1974 as amended: Contractor shall review and comply with the SCA. The Act requires contractors and subcontractors performing services under this contract to pay service employees in various classes no less than the wage rates and fringe benefits found prevailing in the locality, or the rates contained in a predecessor contractor s collective bargaining agreement. There is no current collective bargaining agreement for this requirement. Contractor shall identify by occupational code and title all labor categories that subject to the SCA as amended. Invoices. A summary invoice shall be submitted monthly or upon expiration of this BPA, whichever occurs first, for all orders made during a billing period. Invoices, at a minimum, must include: Company name and address Invoice date and number Contract number, contract line item number and, if applicable, the purchase order number Description, quantity, unit of measure, unit price, extended price, total price, discount (if any). Detailed description of the quantity of calls and minutes utilized by each language. Part 2: Definitions & Acronyms. Definitions: Refer to the Federal Acquisition Regulation (FAR) and/or the Department of Veterans Affairs Acquisition Regulation (VAAR) Supplement for additional definitions, acronyms or definition clarification. http://www.acquisition.gov/far/index.html or http://www.va.gov/oal/library/vaar. Acceptance: Means the act of an authorized representative of the Government by which the Government, for itself or as agent of another, assumes ownership of existing identified supplies tendered or approves specific services rendered as partial or complete performance of the contract. Blanket Purchase Agreement: A Blanket Purchase Agreement, or BPA is an agreement between the government and a contractor which sets the stage for us to buy something quickly. BPA is a simplified method of filling anticipated repetitive needs for supplies or services by establishing "charge accounts" with qualified sources of supply. BPA's are designed to reduce administrative costs in accomplishing small purchases by eliminating the need for issuing individual purchase documents. Conditional acceptance: Means acceptance of supplies or services that do not conform to contract quality requirements, or are otherwise incomplete, that the contractor is required to correct or otherwise complete by a specified date. Contracting Officer: Contracting officer is the person with the expressed authority to enter into, administer, and/or terminate contracts and make related determinations and findings. The term includes certain authorized representatives of the contracting officer acting within the limits of their authority as delegated by the contracting officer. Contracting Officer Representative: Contracting Officer s Representative (COR) is the individual designated and authorized in writing by the contracting officer to perform specific technical or administrative functions. Contract quality requirements: Contract quality requirements means the technical requirements in the contract relating to the quality of the product or service and those contract clauses prescribing inspection, and other quality controls incumbent on the contractor, to assure that the product or service conforms to the contractual requirements. Defective Service: A service output that does not meet the standard of performance associated with the Statement of Work. Deliverable: Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports. Government contract quality assurance: Means the various functions, including inspection, performed by the Government to determine whether a contractor has fulfilled the contract obligations pertaining to quality and quantity.