Inactive Service-Disabled Veteran-Owned Small Business (SDVOSB) Sole Source (FAR 19.14)

DESCRIPTION This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evalua... DESCRIPTION This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Items, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued. This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2023-02 February 14, 2023. This solicitation is set-aside 100% for Service-Disabled, Veteran-Owned Small Businesses. All offerors must be certified in the Small Business Administration s Vet Check database. The associated North American Industrial Classification System (NAICS) code for this procurement is 541611 Administrative Management and General Management Consulting Services with a small business size standard of $16.5 million. The FSC/PSC is R420 Support- Professional: Certifications and Accreditations. The Department of Veterans Affairs Network Contracting Office 21, located at 3237 Peacekeeper Way, Bldg. 200, Suite 204, McClellan Park, CA 95652 is seeking to purchase the following services for the San Francisco VA HealthCare System (SFVAHCS). The SFVAHCS requires Joint Commission (JC) Continuous Readiness Assessment Survey and Reporting for performance improvement, system effectiveness, and achieving and maintaining compliance with JC standards. The Joint Commission is a certification and accreditation body that makes sure hospitals are providing healthcare in accordance with national standards and laws. The SFVAHCS sites which are to be assessed for this survey are: In-Person Site Visits San Francisco VA Medical Center Main Campus 4150 Clement San Francisco, CA 95121 Oakland Community Based Outpatient Clinic 2221 MLK Jr. Ave. Oakland CA 94612 Oakland Behavioral Health Clinic 525 21st Street Oakland, CA 94612-1605 Virtual Site Visit Santa Rosa Community Based Outpatient Clinic 2285 Challenger Way Santa Rosa, CA 95407 All interested companies shall provide quotations for the following: PRICE COST SCHEDULE The schedule below should contain the pricing for the one line item for the required services. This cost should be all-inclusive, i.e., all costs for services, deliverables and travel shall be bundled into one price. Line items should not be added or edited or this may cause a quote to be deemed non-responsive. ITEM INFORMATION ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 0001 1.00 JB __________________ __________________ Consulting services, performance of mock survey assessment and reports in accordance with the attached Performance Work Statement. Contract Period: Base POP Begin: 04-15-2023 POP End: 07-23-2023 PRINCIPAL NAICS CODE: 541611 - Administrative Management and General Management Consulting Services PRODUCT/SERVICE CODE: R420 - Support - Professional: Certifications and Accreditations (Other Than Educational Institutions or Info Tech C&A) GRAND TOTAL __________________ **** BEGIN PERFORMANCE WORK STATEMENT *** TASKS The Joint Commission is an accrediting institution and a Continuous Readiness Assessment is an important requirement that will help the SFVAHCS identify and evaluate areas of potential non-compliance prior to the arrival of the Joint Commission Team. As part of the Continuous Readiness Assessment, the Contractor will conduct an on-site visit which would not be expected to exceed four days. There will also be virtual site for the Santa Rosa site. The intent of this survey is a focused review of specific programs or buildings listed below. Services should be aligned with standards that are found in the Joint Commission accreditation manual for Hospital Care, Home Care and Behavioral Health and with Centers for Medicaid/Medicare (CMS) for the Community Living Center (aka CLC; SFVA Nursing Home). These areas include but are not limited to: Laboratory TJC consultation, including Pathology lab Tissue and Implant tracking Water Safety Program Radiology and Nuclear Medicine Oakland and Santa Rosa North Community Based Outpatient Clinic (CBOC) Opioid Treatment Clinics at San Francisco and Oakland sites Community Living Center (CLC; Nursing Home) Care Planning CLC Dementia Care and High-Level Rehabilitation Programs Behavioral Health (Care Planning and Service Performance Improvement Plan) Environmental assessment for self-harm or suicide in ED and inpatient areas Consciousness Sedation Sterile Compounding Additional areas of focus may be added, based on prior survey results or other information. To accomplish the goal of the Continuous Survey Readiness, the Contractor shall perform the following activities: Prior to the site visit the contractor will request and be provided a list of documents necessary for the survey and assessment of the above areas four weeks prior to the visit. Provide a draft Continuous Readiness Assessment Agenda to the Facility Accreditation Specialist and the facility point of contact (POC) two weeks prior to the visits. At the beginning of the first day of the assessment, the Contractor will provide an in-briefing (about 15-30 minutes) to SFVAHCS Leadership; the Chief, Quality and Patient Safety Service; and the Accreditation Program to discuss the agenda and the goals of the mock survey. Assessment of patient-focused and organizational functions for the programs specified above or any incidental findings for other services from tracers for the above areas. Performance of patient care and patient system tracer activities utilizing tracer methodology. Evaluation of patient records and other information systems that support the delivery of quality patient care. Examination of the organization s Performance Improvement Process including the mechanisms in place to address sentinel and other untoward events. Review of competency assessments, orientation, training, education, credentialing and privileging, leadership, governance, and planning processes for the focus areas listed above. Analysis of the condition of the physical plant, Environment of Care (EOC), Emergency Management, Life Safety and, when applicable, the organization s Statement of Condition and/or open plans for improvement (PFI), for the areas listed above. Beginning of the day strategic sessions with leadership to discuss the key findings of the day and to provide time for questions. Provide a comprehensive exit briefing to the Facility leadership and/or designated audience at the end of the facility survey. Educate and consult with staff, one-on-one and small groups, throughout the Continuous Readiness Assessment to improve their understanding of TJC survey process, quality performance and standards. Within two weeks of the completion of the Continuous Readiness Assessment, the contractor will provide a detailed report, which identifies areas of non-compliance to the SFVAHCS Leadership; the Chief, Quality Management Service; and the Accreditation Specialist. Contractor will provide best practices and recommendations designed to bring the SFVAHCS into compliance with TJC standards. The report will include description of findings and a recommended action plan, when deficiencies have been identified. A written and electronic copy of the report will be provided to the SFVAHCS Leadership; the Chief, Quality and Patient Safety Service; and the Accreditation Manager. DELIVERABLES Provide an announced mock survey inclusive of the areas listed above, utilizing Joint Commission Manuals for Hospital, Behavioral Health and Home Care, and Long-Term Care. programs, as applicable for the areas listed. Site visit End-of-Day strategic sessions with leadership to discuss the key findings of the day and to provide time for questions. Provide a comprehensive exit briefing to the SFVAHCS Leadership, the Chief, Quality Management Service, and the Accreditation Specialist at the end of the announced mock survey. Within two weeks of the completions of the Readiness Assessment, contractor will provide a detailed report, which identifies areas of non-compliance. Contractor will identify and provide best practices and recommendations designed to bring the SFVAHCS into compliance with the JC standards. The report will include description of findings and a recommended action plan when deficiencies have been identified. A written and electronic copy of the report will be provided. The following reviewers shall be provided by the contractor to support the mock survey activities: Physician/Provider Consultant (two -three days) Nurse Consultant (three days) EOC/LS Consultant (two days) Long-Term Care Consultant (one to two days); an abbreviated survey due to time/cost constraints Behavioral Health consultant (one to two days) All reports should be received by November 30, 2023. **** END PERFORMANCE WORK STATEMENT *** PERIOD OF PERFORMANCE The period of performance for this requirement is from September 1, 2023, through November 30, 2023. There is a time sensitive component to these services and the due date for all deliverables cannot be extended past November 30, 2023. Place of Performance/Place of Delivery: VA San Francisco Healthcare System Quality Management Office 4150 Clement San Francisco, CA 95121 The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html. The following solicitation provisions apply to this acquisition: FAR 52.212-1, Instructions to Offerors Commercial Items FAR 52.212-3, Offerors Representations and Certifications Commercial Items Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, Offerors Representations and Certifications Commercial Items. If paragraph (j) of the provision is applicable, a written submission is required. The following contract clauses apply to this acquisition: FAR 52.212-4 CONTRACT TERMS AND CONDITIONS COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES FAR 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES FAR 52.204-13 SYSTEM FOR AWARD MANAGEMENT MAINTENANCE 52.204-18 COMMERCIAL AND GOVERNMENT ENTITY CODE MAINTENANCE VAAR 852.201-70 CONTRACTING OFFICER S REPRESENTATIVE VAAR 852.212-70 PROVISIONS AND CLAUSES APPLICABLE TO VA ACQUISITION OF COMMERCIAL ITEMS: VAAR 852.203-70 COMMERCIAL ADVERTISING VAAR 852.232-72 ELECTRONIC SYBMISSION OF PAYMENT REQUESTS VAAR 852.219-3 VA NOTICE OF TOTAL SET-ASIDE FOR VERIFIED SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESSES The following provisions are incorporated into 52.212-1 as an addendum to this combined synopsis/solicitation: (a) North American Industry Classification System (NAICS) code and small business size standard. The NAICS code for this acquisition and the small business size standard is shown in Block 10, SF1449. (b) Period for acceptance of offers: The offeror agrees to hold the prices in its offer firm for 90 calendar days from the date specified for receipt of offers unless another time period is specified in an addendum to the solicitation. Additional Provisions applied to this Combined Synopsis/Solicitation: 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE 52.204-7 SYSTEM FOR AWARD MANAGEMENT 52.204-16 COMMERCIAL AND GOVERNMENT ENTITY CODE REPORTING 852.239-75 INFORMATION AND COMMUNICATION TECHNOLOGY ACCESSIBILITY NOTICE NOTE: DO NOT SCAN OR COPY THE SOLICITATION CLAUSES OR PWS TO BE INCLUDED IN YOUR PROPOSAL PACKAGE. SUBMISSION INSTRUCTIONS A. General Instructions Electronic Submissions: Offerors must email their quote to anna.norcross@va.gov. Include the solicitation number in the Subject line. Any attachments must be readable using Microsoft Office Word or Adobe PDF ZIP file is not acceptable. The size of the email is limited to 5 megabytes (MB), but multiple emails are allowable Quotes must be submitted electronically and will not be accepted through fax or postal mail. All questions regarding this solicitation must be emailed to anna.norcross@va.gov, no later than August 11, 2023, 12:00 noon PST. Verbal inquiries or questions will not be addressed or accepted. Phone calls will not be returned. Offeror shall submit the following items, not subject to evaluation but failure to submit these items may result in no further evaluation of the offeror's quote and rejected due to non-conformance to solicitation. B. Timeliness Make note of the solicitation closing date and time listed on the first page of the solicitation. Any submission that is emailed after the solicitation closing date will be deemed unresponsive and not considered. C. Selection Process The VA anticipates the award of firm fixed-price contract with no option years. The Government intends to establish a contract without exchanges with contractors. Consequently, Contractors are highly encouraged to offer their best quote in their initial submissions. However, the Government reserves the right to discuss submissions with any or all contractors submitting a quote if it is determined advantageous to the Government to do so. This statement is not to be construed to mean that the Government is obligated to conduct exchanges. A Contractor may be eliminated from consideration for award without further exchanges if its technical and/or pricing submissions are not among those Contractors considered most advantageous to the Government based on a best value determination. D. Submissions: The contractor shall submit its SAM.gov Unique ID number, business address, point of contact, email address and phone number. The contractor shall acknowledge all amendments to the solicitation that may be issued. Price/Delivery Schedule shall be submitted fully completed and error free. It shall contain prices for the established Line Item Numbers (CLINs) set forth in that section to include prices for the Period of Performance. In accordance with FAR 52.212-2(b), the Government will evaluate offers for award purposes by adding the total price for the basic requirement. FAR 52.212-3 Offerors Representations and Certifications (Reps & Certs), FAR 52.209-5 Certification Regarding Responsibility Matters, and FAR52.209-7 Information Regarding Responsibility Matters. The quote must be prepared in two parts consisting of a "Technical Approach" and separate section for "Pricing Information". Each of the parts shall be separate and complete so that evaluation of each part can be accomplished independently. Technical Capability This section must not contain any references to pricing and should be less than 10 pages in length. At the least, this should be a capabilities statement and resource information such as data concerning equipment, materials, subcontracts, should be included in so that offeror s understanding of the Scope of Work may be evaluated; however, any reference to pricing must not be included. Pricing information will be submitted in a separate document. The technical submission should address all parts of the Performance Work Statement (PWS). In particular, the comparative technical evaluation of quotes will look for an offerors capability to perform surveys and assessments of healthcare facilities in for readiness of Joint Commission inspections. Past Performance Offerors shall provide information on not more than three contracts performed with most recent (within the past five years) and relevant (similar in size and scope) that include the contract number, who the work was performed for, period of performance, dollar value of the contract, and describe services performed. Past performance that is not recent and/or relevant will not be evaluated. Pricing Information When submitting pricing information, the offeror will provide a fixed unit prices for the line item in the price schedule. The pricing should be all inclusive of the personnel and equipment required to perform the service in accordance with the PWS. Do not add or change the line items in the schedule. This may cause the quote to be determined unresponsive and not evaluated. All quotes shall be sent electronically via email to: Anna Norcross, Contracting Officer anna.norcross@va.gov Award will be based upon a comparative evaluation of quotes in accordance with the Simplified Acquisition Procedures of FAR 13. Comparative evaluation is the side by side pairwise comparison of quotes based on factors resulting in a Contracting Officer decision for the quote most favorable to the Government. OFFER DECISION FACTORS Evaluation Approach The Government will evaluate quotations using the comparative evaluation process outlined in FAR 13.106-2 (b) (3), where quotations will be compared to one another to determine which provides the best benefit to the Government. The Government reserves the right to consider a quotation other than the lowest price that provides additional benefit(s). Quotations may exceed minimum requirements of the solicitation. The Government reserves the right to select a quotation that provides benefit to the Government that exceeds the minimum requirements of the solicitation but is not required to do so. Each response must meet the minimum requirements of the solicitation. The Government is NOT requesting or accepting alternate quotations. The evaluation will consider the following: Technical The quotation will be evaluated to the extent to which it can meet and/or exceed the Government s requirements as outlined in the solicitation and based on the information requested in the instructions to quoters section of the solicitation. Past Performance The past performance evaluation will assess the relative risks associated with a quoter s likelihood of success in fulfilling the solicitation s requirements as indicated by the quoter s record of past performance. The past performance evaluation may be based on the contracting officer s knowledge of and previous experience with the supply or service being acquired; Customer surveys, and past performance questionnaire replies; Contractor Performance Assessment Reporting System (CPARS) at http://www.cpars.gov/; or any other reasonable basis. Price The Government will evaluate the price by adding the total of all line item prices, including all options. The Total Evaluated Price will be that sum. The award will be made to the response most advantageous to the Government. Responses should contain your best terms, conditions. To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows: "The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition." OR "The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:" Quoters shall list exception(s) and rationale for the exception(s), if any. Submission of your response shall be received not later than August 21, 2023, at 3:00PM PST via email at anna.norcross@va.gov. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f). Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Point of Contact listed below. Point of Contact Anna Norcross Contracting Officer anna.norcross@va.gov