Inactive

Page 2 of 2 Sources Sought Notice Number 36C26222Q0048 This is not a solicitation announcement. This is a sources sought synopsis only. The purpose of this synopsis is to gain knowledge of potential q... Page 2 of 2 Sources Sought Notice Number 36C26222Q0048 This is not a solicitation announcement. This is a sources sought synopsis only. The purpose of this synopsis is to gain knowledge of potential qualified sources and their size classification (GSA Schedule Holder, hubzone, 8(a), small business, small disadvantage, veteran owned, women owned or service- disabled veteran owned small business relative to NACIS 339112. Responses to this synopsis will be used by the Government to make appropriate acquisition decisions. After review of the responses to this sources sought synopsis, a solicitation announcement may be published in Contracting Opportunities website. Responses to this sources sought synopsis are not considered adequate responses to the solicitation announcement. All interested offerors must respond to the solicitation announcement in addition to responding to this sources sought announcement. The Veterans Affairs, Network Contracting Office, is seeking sources to provide Written Ergonomics Program Development and Management Services for VA San Diego Healthcare System (VASDHS) in accordance with (IAW) the Statement of Work (SOW). The contractor shall provide qualified personnel to accomplish the requirements as set forth herein. The Contractor shall not work no more than eight (8) hours per day, not including an unpaid 30-minute lunch break and forty (40) hours per week. Period of Performance: 01 Jan 2022 thru 31 Dec 2022, plus 4 one year option years. 2. BACKGROUND: Ergonomics is making the work or the job best fit for the specific individual s needs to prevent and reduce discomfort and potential work-related musculoskeletal disorders (MSDs) or other injuries associated with awkward working environment and ergonomic risk factors. Risk factors such as heavy lifting, bending, reaching overhead, pushing/pulling heavy loads, working in awkward body postures, and performing the same/similar tasks repetitively increases a worker s risk of injury. Having an effective written ergonomics program development and management services can lead to fewer MSD or similar injuries, more productive and sustainable employees, and fewer workers compensation claims. This program support is critical in the prevention of MSDs. 3. Ergonomics Program Development and Services Manager. The contractor shall provide an Ergonomics Program Development and Services Manager who shall provide a written ergonomic program and provide routine development and management services. Tasks performed by the Ergonomics Program Development and Services Manager include: Coordinating with Environment, Health and Safety (EH&S) Chief and Subject Matter Expert (SME) for the development of a written ergonomic program in accordance with the Medical Center Memorandum (MCM) template. Updating the policy as needed or requested by EH&S. Conducting ergonomic evaluations of VASDHS staff. Development of, and performance of, frequent and regular ergonomic training. Providing educational communications to staff through various methods as well as individually with designated staff. Performance of all logistical support of the ergonomic program including scheduling ergonomic evaluations, timely response to questions and inquiries from staff and EH&S personnel, writing and sending comprehensive ergonomic evaluation reports and memos to EH&S Chief for review and then to the necessary / required staff. Follow-up post ergonomic evaluation with staff where appropriate. Tracking of ergonomic equipment needs, ergonomic equipment inventory, and ergonomic assessments, managing, delivering, installing and providing appropriate user training on ergonomic equipment. Providing regular monthly progress reports for the program to EH&S Chief and/or COR Provide equipment procurement recommendations within the scope of Veterans Health Administration (VHA) policy. Provide all purchase documentation to the EH&S COR for purchasing of equipment, oversight of receipt of the purchased equipment, maintenance of the area(s) where ergonomic equipment is stored. Provide input to the COR regarding purchasing ergonomic equipment which will assist the COR in ensuring authorized funds are expended properly by the end of the fiscal year. Attend regular monthly progress meetings as required by EH&S. Perform other ergonomic program-related performance duties as warranted and requested by EH&S Chief and/or COR. Able to obtain a VA email address and gain access to VA systems. Ability to work flexible workhours between M-F during usual business hours with rare occasional work before or after normal business hours to accommodate other shift workers. May also complete the work of an Ergonomic Program Technician and/or Ergonomic Program Administrator as needed. 4. Ergonomic Program Technician: The Contractor shall provide an Ergonomic Program Technician (EPT) who performs installation, distribution, delivery, and maintenance of ergonomic equipment and who manages inventory. Services of the EPT may also conducting initial follow-ups by phone or email with staff under the recognizance of the Ergonomic Program Manager. The EPT may not complete an onsite follow-up and/or re-evaluation of employee s workstation unless the EPT meets all requirements of the Ergonomist. Completes initial training on how to install VASDHS s procured sit/stand stations, keyboard trays, monitor arms, and other ergonomic equipment when necessary. Ability to lift and maneuver 40 lbs. of equipment. Ability to work flexible workhours between M-F during usual business hours with rare occasional work before or after normal business hours to accommodate other shift workers. Able to obtain a VA email address and gain access to VA database. 5. Ergonomic Program Administrator: The Contractor shall provide an Ergonomic Program Administrator (EPA) who performs administrative tasks as part of program management. Tasks may include facilitating communication between staff (inquiries, questions, requests), coordinating schedules, and tracking ergonomic evaluations and follow-ups. These tasks can be completed by the Ergonomist or the Ergonomic Program Technician but hours will be invoiced as EPA. Able to obtain a VA email address and gain access to VA database. 6. PLACE OF PERFORMANCE: Work is to be performed at VA San Diego Healthcare System (VASDHS), 3350 La Jolla Village Drive, San Diego, CA 92161. The EH&S Office has extra desk space for the contractor to work when onsite preparing documents and coordinating with EH&S personnel on the program. Occasional work may be performed at the following locations and other offices throughout San Diego County. VASDHS Chula Vista Clinic 353 H Street Chula Vista, CA 91910 VASDHS Escondido Clinic 815 East Pennsylvania Ave. Escondido, CA 92025 VASDHS Rio Clinic 8989 Rio., Suite 360 San Diego, CA 92108 VASDHS Mission Valley Clinic 8810 Rio Drive San Diego, CA 92108 VASDHS Oceanside Clinic 1300 Rancho del Oro Drive Oceanside, CA 92056 VASDHS Sorrento Valley Clinic 10455 Sorrento Valley Road San Diego, CA 92131 VASDHS ASPIRE 2121 San Diego Ave. San Diego, CA 92110 VASDHS Health Care for Homeless Veterans (Counseling Center) 7410 Mission Valley Road San Diego, CA 92108 VASDHS Compensation & Pension 3110 Camino Del Rio South San Diego, CA 92108 VASDHS Human Resources Shoreham 5120 Shoreham Pl., Suite 100 San Diego, CA 92121 VASDHS FRMS Sorrento Mesa Finance Building 9605 Scranton Road., Suite 650 San Diego, CA 92121 VASDHS Kearny Mesa Clinic 8875 Aero Drive San Diego, CA 92130 7. SPECIFIC TASKS: The Contractor shall complete the following specific tasks. Development of a written Ergonomics Program. Contractor shall develop a written Ergonomics Program utilizing best practices and within the scope of the existing SOP in place at VASDHS. This task shall be completed within the first month of the contract. The format will be that of the VASDHS MCM template and content will include information as provided by the EH&S staff and within proper best management practices for implementing a written ergonomics program for the organization. Communication to Staff for Ergonomic Requests, Inquiries, and Scheduling. Contractor shall complete the following tasks: On a weekly average, there are approximately eight (8) ergonomic inquiries. On a weekly average, there are approximately five (5) ergonomic evaluations performed. The contractor will be the first line of communication to all VASDHS staff and must follow internal EH&S process utilizing the communication templates for the Ergonomics Program. Communicate with staff in a clear, concise, professional, and timely manner. A response to any inquiry shall not be later than 24 hours after receipt to make first contact with the customer. Develop a post-evaluation customer satisfaction survey for feedback from surveyed employees and for use in initiating improvements to the program. Include the customer satisfaction survey in email communication along with the formal ergonomic evaluation report. The survey will be sent back to SDCVAMCSafetyReport@va.gov and reviewed with the contractor after receipt during the monthly progress reports. Provide education and resources via email for initial consultation when staff are requesting ergonomic evaluations. If, after initial consultation, the employee needs additional support, send ergonomic evaluation request form and discomfort survey to employees. The forms are sent to those who are reasonably needing an evaluation based on information collected from the inquiry and/or after reaching out to the staffer via telephone or email to learn more about the inquiry. Review employees submittal of ergonomic evaluation request form and discomfort survey. Determine if the staff s inquiry is related to a pre-existing medical condition that is not related to the workstation and provide appropriate information on reasonable accommodation POC and process where appropriate. Document this information in the record when the condition does not seem to be work related or related to the workstation and ergonomic risk factors. Follow EH&S process for communication requirements when medical condition is work related or non-work related. This information will be provided to the incumbent contractor(s) once contract begins. Schedule ergonomic evaluations with staff within designated time frame (see instructions below). Ergonomic Evaluations. Contractor shall perform evaluation services as follows: After reviewing the discomfort survey and initial forms, where appropriate, schedule an ergonomic evaluation within two days after receiving the documentation (Ergonomic Evaluation form and Discomfort Survey) from staff. The ergonomic evaluation must be completed within one week of the scheduling date. The ergonomic evaluation must include: A discussion with employee about their discomfort survey information. Training of postural and body mechanics, recommended exercises, and how-to set-up workstation properly. Correction of each risk factor through adjustments of the employee s workstation and modifications of environmental factors. Training on how to function in an ergonomic neutral position. Training on the use of any ergonomic furniture or equipment installed or provided where needed. Utilize current resources at the workstation to improve the workstation setup and ergonomic risk factors for the individual as much as practicable and reasonable. Distribute specific ergonomic furnishings and equipment only when needed and recommended. Only equipment available on the inventory can be recommended for use. Anything outside of the inventory list, but that is reasonably needed, must first receive approval from EH&S for recommendation and purchasing. If additional equipment is necessary to be included in the inventory, the contractor will recommend particular equipment during the monthly meetings with the EH&S Chief and/or COR, and receive approval to move forward on the procurement of said equipment. Follow-up to Ergonomic Evaluations. Contractor shall perform follow-up evaluation services as follows: Conduct a follow-up communication between 2-4 weeks following the initial ergonomic evaluation to determine if recommendations are being implemented and working reasonably well, or if further adjustments or interventions are needed. The initial follow-up communication may be completed via email, phone call, or in person as indicated. If an in-person follow-up is needed (as determined by contractor and/or EH&S), schedule a date/time for follow-up within one week of the determination. Create an addendum to the ergonomic evaluation report with details of the follow-up summary to provide details of the intervention and additional information necessary to explain what was done and how well it was working to assist the employee at their workstation. The addendum shall be sent with the full original report to Chief EH&S and/or COR for review and approval within 3 busines days after completing the follow-up assessment. Should any changes or edits be requested by Chief EH&S and/or COR, those changes will be made within 3 business days prior to returning to EH&S for final review. 8. Reports: The Contractor is responsible for the following reports. Provide a thorough written ergonomic evaluation report and cover memo to EH&S for review and signature within 3 business days of the completed ergonomic evaluation unless otherwise instructed. The report must contain the following information: Overview of employee s responsibilities to include job title, job tasks, tour of duty, and times associated with the tasks. Detailed discussion of the discomfort survey information and responses provided from the worker. Detailed description (photos helpful) of current workstation set-up and specific ergonomic risk factors identified while the worker is working. Before/after photos may be helpful to include in the report to illustrate the changes but are not required. Explanation of the risk factors mitigated and any modifications or adjustments to the workstation or the worker s positioning that was recommended or made. Detailed summary of training materials and exercises provided. Detailed summary of ergonomic equipment recommended and explanation and reasoning for the recommendation. If a checklist is utilized to complete the ergonomic evaluation, include it as part of the report package. The ergonomic evaluation report package will include a cover memo on VA letterhead. Once the report package has been reviewed and a signature obtained by Chief EH&S, the contractor shall send the report to both the employee and supervisor within one (1) business day of signed report. A copy of the full report and email sent must be saved on the EH&S Shared Drive Ergonomics Folder for recordkeeping. Any follow-ups that require re-evaluation, different/modified adjustments or different/additional ergonomic equipment must be documented on the original report as an addendum titled, Ergonomic Evaluation Addendum . The entire report and addendum must be re-sent to EH&S for approval to send out (original signature will still be on the cover page) and then sent to both the employee and supervisor with an email titled, Ergonomic Evaluation Report with Addendum or as otherwise instructed. This shall be sent to the employee and supervisor within one (1) day upon EH&S approval the addendum is accepted as a final product. 9. Training: Contractor shall perform ergonomic training services as follows. Training materials and references provided by the contractor may be used in lieu of VASDHS materials if approval and authorization is granted by Chief EH&S. Contractor may prepare and present these materials first to the COR or Chief of EH&S for review and approval before sharing with staff. Provide frequent and regular training as part of the ergonomic evaluation as listed in section 7.c. Ergonomic Evaluations. Provide regular ergonomic communications for staff and supervisors using methods to include email, E-News, E-Board, New Employee Orientation, brochures, handouts, in-person training, virtual training, and other training as requested. 10. Distribution of Ergonomic Equipment and Inventory Management: Contractor shall perform inventory management services as follows. Only equipment listed on the inventory can be recommended and distributed. Anything outside of the inventory list must receive approval from EH&S. Contractor must be able to distribute ergonomic equipment at any locations listed in Section 4 - Place of Performance. Deliveries are made by the contractor in their own contractor-owned vehicle. (example of delivery: Pick up equipment inventory at VASDMC, drive (if necessary) to one of the locations listed, drop off or install ergonomic equipment. Provide monthly status of inventory to EH&S in a report format. EH&S will provide the existing inventory spreadsheet for reference. Provide suggestions to update or procure new ergonomic equipment and re-stock existing ergonomic equipment. Notify EH&S at least one (1) month in advance prior to depleting items. Prepare and provide all appropriate research, estimates, completed procurement documents and any other necessary documentation to EH&S as a proposed request for needed equipment along with a justification and/or rationale for the equipment. If you are interested, and capable of providing the required services, please provide the requested information as indicated below. Response to this notice should include company name, address, phone number, and point of contact, size of business pursuant to the following questions: (1) Is your business small (2) If small, does your firm qualify as a small, emerging business, or small disadvantaged business? (3) If disadvantaged, specify under which disadvantaged group and if your firm is certified under Section (8(a) of the Small Business Act? (4) Is your firm a certified Hubzone firm? (5) Is your firm a woman-owned or operated business? (6) Is your firm a certified service-disabled veteran owned small or veteran owned small business? (7) Capability statement. Responses to this notice shall be e-mailed to the attention of Alfreda Hunter at: Alfreda.hunter@va.gov. Telephone responses will not be accepted. Responses must be received in writing no later than 4:00 p.m. November 2, 2021. This notice is to assist the VA in determining sources only. A solicitation is not currently available. If a solicitation is issued it will be announced later, and all interested parties must respond to that solicitation announcement separately from the responses to this announcement. Responses to this sources sought is not a request to be added to a prospective bidders list or to receive a copy of the solicitation.