Inactive

NOTICE OF INTENT TO SOLE SOURCE The Department of Veterans Affairs, VHA Regional Procurement Office West, Network Contracting Office (NCO) 22L, located at 4811 Airport Plaza Drive, Long Beach, CA 9081... NOTICE OF INTENT TO SOLE SOURCE The Department of Veterans Affairs, VHA Regional Procurement Office West, Network Contracting Office (NCO) 22L, located at 4811 Airport Plaza Drive, Long Beach, CA 90815 is issuing this Notice of Intent (NOI) to inform industry contractors of the Government s intent to execute a Sole Source Award under FAR Part 13 Simplified Acquisition Procedures (SAP), specifically FAR Subpart 13.5 Simplified Procedures for Certain Commercial Items. The proposed period of performance shall be from Dec 17, 2021 through Dec 16, 2022. Total estimated value for base year $222,131.43. Including four option years, total contract price is $1,201.657.15. The North American Industry Classification System (NAICS) for this requirement is, 541611 Administrative Management and General Management Consulting Services. Product of Service Code for this requirement is R431 Support/Professional Human Resources. The Small Business Administration (SBA) size standard for this sector is $16.5 Million. The intended Contractor is Press Ganey Associates LLC located at 404 Columbia PL, South Bend, IN. 44601-2315 Phone: 800-232-8032 This requirement will be for patient experience survey at the VA Loma Linda Healthcare System (VALLHS). The contract period shall be for one (1) year, with four (4) option years. This procurement is being conducted using commercial item procedures pursuant to FAR Part 12 and FAR Part 13, specifically FAR Subpart13.106-1(b)(1)(i) allowing the Contracting Officer (CO) to solicit from one source. This will be a Firm Fixed Price (FFP) award and an anticipated award date is set for 12/15/2021. This notice of intent is neither a formal solicitation nor a request for competitive proposals. No solicitation document is available and telephone requests will not be honored. No award will be made on the basis of unsolicited quotations or offers received in response to this notice. Any response to this notice must show clear, compelling and convincing evidence that competition will be advantageous to the Government. The intent of this synopsis is for informational purposes only. Information received will normally be considered solely for the purpose of determining whether to conduct a competitive procurement. A determination by the Government not to compete this action based on this notice is solely within the discretion of the Government. All inquiries and concerns must be addressed in writing via e-mail to Robert Regan at robert.regan2@va.gov with the following information referenced in the subject line, Request for Information (RFI) 36C26222Q0103. A determination by the Government not to compete this proposed procurement based on the responses to this notice is solely within the discretion of the Government. Information received will be considered solely for the purpose of determining whether to conduct a competitive procurement. All interested parties who are responsible, certified, and capable may identify their interest and may submit an offer or quotation which shall be considered by the agency no later than 10:00 AM Pacific Standard Time (PST) on November 24, 2021 to Robert Regan at robert.regan2@va.gov. The interested parties bear full responsibility to ensure complete transmission and timely receipt. STATEMENT OF WORK Part 1: General Information: A: Introduction The requirement is for a comprehensive outpatient and inpatient (to include the Emergency Department) patient satisfaction measurement service for the VA Loma Linda Healthcare System and CBOC Clinics in the Riverside/San Bernardino Area (VA Loma Linda). The service will consist of the development of inpatient and outpatient satisfaction survey instruments that include customized questions for the VALLHCS and CBOC's as well as questions that permit comparison to other VA and non-VA facilities. The primary goal is to improve patient satisfaction by having a service that provides real-time feedback and identifies the FboNotice cause of dissatisfaction and offers solutions for progress. B: Background A comprehensive inpatient and outpatient satisfaction measurement service is necessary to successfully meet Veteran expectations as measured by VA Performance Measures and Monitors and as required for re-designation as a Magnet organization. C: Scope The overall project purpose is to develop and acquire a health care consulting service that specializes in the creation, administration, and analysis of patient satisfaction surveys. The primary objective of this contract is to increase patient satisfaction in VALLHCS inpatient units and outpatient clinics by providing frontline staff with real time feedback on patient perceptions that will enable employees to improve their performance and deliver excellent care. The results will be used to gain insight on the opinions of veterans who use our services. The information will include a detailed, comprehensive assessment of patient satisfaction within VA Loma Linda services. Technical Requirements The contractor will provide all services associated with preparation, distribution and collection of the survey instrument and data. The contractor will be expected to use quantitative and qualitative data analysis in accomplishing the tasks and providing insights which will include priority focus items and recommendations to improve patient satisfaction. All VA Loma Linda Healthcare System outpatient settings will be used in measuring patient satisfaction. They include: Murrieta CBOC, Corona CBOC, Rancho Cucamonga CBOC, Victorville CBOC, and Palm Desert CBOC. The Emergency Department (ED), Ambulatory Surgery, Outpatient Test and Treatment, and Outpatient Mental Health will also be used in measuring patient satisfaction. A total of 9 VA Loma Linda Healthcare System inpatient units will be used in measuring patient satisfaction. They include: 1 CLC/Rehab, 3SICU, CCU, 2SW, 2SE, 3SE, 4SW, 4NW, and 1 inpatient psychiatric unit (2NE). The contractor will commence development of the survey instruments (and subsequent surveying) immediately upon execution of the contract. The entire patient population or a significant random sample will be surveyed for outpatient and inpatient settings; however, patients that have visited an outpatient clinic, inpatient unit, or the ED within three months will not be surveyed again in the same time frame. Specific work elements are as follows: Vendor will utilize both a mail and electronic mail (email) surveys to contact patients survey. Behavioral Health will be handout methodology unless a waiver is signed to use an alternate methodology. VALLHCS will regularly send a patient data file meeting vendor specification. Vendor will utilize the data file to draw a sample of patients who will receive mailed surveys. After selecting patients receiving mailed surveys the vendor will send email surveys to all patients remaining in the data file who have an email address. Vendor will utilize vendor email system and email address provided by the VALLHCS. Typesetting of VA Loma Linda Healthcare System outpatient and inpatient surveys with customized questions on the survey, including questions on nursing care. Incorporating questions on care within ICU settings on in-patient survey, if possible. Printing of survey, cover letter with the logo of the VA Loma Linda Healthcare System and the Director's electronic signature and the postage paid return envelopes. Include all first-class postage out and back. Data entry fee for completed surveys. Scanning of all surveys for daily viewing by selected Jesse Brown VAMC staff Deliverables Assembly of data collected and providing professional analyses of the data is included in the services. The information will include comprehensive, detailed assessments of VA Loma Linda Healthcare System patients' experiences while they are served at individual clinics and units. The reports will also include a summary for all VA Loma Linda Healthcare System outpatient clinics and inpatient units utilizing the service, full customization, and specialty comparisons, including detailed findings and a full set of data queries available on-line. The contractor will provide additional data to evaluate satisfaction of services provided by patient care unit, site/specialty, survey receipt date, dates of services clinician, and demographics in a timely manner. The contractor will provide comparisons with other comparable facilities. Specific deliverables are as follows: Access to program for on-line data analysis of VA Loma Linda Healthcare System. VALLHCS patient data by defined queries at the unit, clinic, and organizational level. A survey tool that measures patient satisfaction with the following indices: All indicators of nursing care required by the ANCC Magnet recognition program to include courtesy and respect from nurses, careful listening by nurses, response time, pain, and education Front staff courtesy and helpfulness Scheduling case and accuracy Speed of registration process and length of wait Nursing staff (LPN, RN) courtesy Provider courtesy, quality of explanations, amount of face-to-face time with patient Office operations (hours of operations, cleanliness, etc.) Sensitivity to the patient's needs (scheduling, privacy concerns, convenience of office hours) An inpatient survey that incorporates questions on care within ICU's, if possible Education sessions/ training for staff working with the program and accessing the data and reports On site data interpretation visits by the Account Executive Unlimited customer service phone support Electronic downloading of reports Training conferences Schedule for Contract Tasks and Deliverables The contractor will be expected to mail the surveys to patients within 3 business days of receipt of the patient file from the VA Loma Linda Healthcare System. The contractor will perform all necessary tasks. Scanned surveys can be viewed by VA Loma Linda Healthcare System staff electronically within 48 hours of receipt of the completed survey. Method of Evaluating Deliverables: VA Loma Linda Healthcare System staff will evaluate all deliverables and review the resulting data. These reviews will involve close scrutiny of the data, viability of the information, and utility of the service in helping improving service to our veterans, as well as the concurrence and/or changes required to proceed with the work as noted in the contractor's submissions. A Quality Assurance Surveillance Plan will be used to assure the success and failure of the vendor for meeting expectations. VA Loma Linda Healthcare System staff will access the clinic account that checks the number of names/contacts sent from the outpatient clinics and inpatient units, compare to those the number of surveys delivered, and analyze data from the returned and processed surveys. Period of Performance Base Year plus four (4) one (1) year option periods. Place of Performance All VA Loma Linda Healthcare System outpatient settings will be used in measuring patient satisfaction. They include: Murrieta CBOC, Corona CBOC, Rancho Cucamonga CBOC, Victorville CBOC, and Palm Desert CBOC. The Emergency Department (ED), Ambulatory Surgery, Outpatient Test and Treatment, and Outpatient Mental Health will also be used in measuring patient satisfaction. A total of 9 VA Loma Linda Healthcare System inpatient units will be used in measuring patient satisfaction. They include: 1 CLC/Rehab, 3SICU, CCU, 2SW, 2SE, 3SE, 4SW, 4NW, and 1 inpatient psychiatric unit (2NE). IROUND OVERVIEW iRound combines a web-based rounding application, analytical dashboard, and change management support services to help hospital leaders transform their approach to experience by enabling communication, issue resolution, and personalized care. Client staff can automate daily rounding with iRound using any internet-connected device and iRound s proprietary Status Map interface, which provides a real-time view of patient locations and occupancy as well as tracking of rounds and service recovery requests at the patient level (ADT integration required). A secure dashboard system transforms the data into interactive reports for in-depth analysis and systematic performance improvement in real time. Service recovery & physician/employee recognition capabilities further drive real time performance improvement by allowing in the moment, patient-centric issue resolution, as well as timely and specific employee feedback. iRound eliminates the need to manually key in paper notes from daily patient rounds, reducing the risk of transcription errors and saving valuable nursing time. More importantly, iRound enables staff to take rapid action upon identifying a patient need or concern during a round. iRound s auditing and reporting functionality supports common use cases such as Quality & Safety and Environment of Care. SERVICE SUMMARY Press Ganey shall use commercially reasonable efforts to: Provide a non-exclusive, limited, non-transferable, non-assignable, non-sublicensable, non-source code license to use Press Ganey s iRound web-based rounding survey tool and reporting application (the Rounding Application ), for use at each facility. For the avoidance of doubt, Client shall have no right or license to use any source code associated with the Rounding Application and agrees not to reverse engineer the Rounding Application or otherwise attempt to obtain the source code for the Rounding Application or make any other use of the Rounding Application except as authorized by Press Ganey in writing. Train Client to administer surveying via the Rounding Application, as requested by Client; Provide access to a designated Account Manager, who will address survey set up and maintenance via telephone and email. Quality of data derived from Rounding Application. If, in its use of the Rounding Application, Client elects to utilize or include surveys or questions that are not provided by Press Ganey (such as for purposes related to goal setting and other kinds of incentive targets), Press Ganey disclaims any responsibility for the quality, validity, accuracy, or any other characteristics of the data associated with the non-Press Ganey provided surveys or questions. Advisor Support. Encourage Patient Experience rounding strategy Support data interpretation, including goal setting and data management guidance Provide Product and Press Ganey tool Training and Education Best practice sharing and Facilitate networking DATA COLLECTION METHODOLOGY. Provided that Client is in compliance with its obligations under Section 5, Press Ganey shall use commercially reasonable efforts to provide: iRound Rounding and Reporting Tool The Rounding Application provides automation of rounding, coupled with analytic tools for data aggregation and reporting, including: Dashboards to provide at-a-glance views of rounding performance on a daily basis for all units Service Recovery Task tracking and reporting in a real time manner to facilitate faster action to resolve service issues Ability for multiple users to easily access and track key patient rounding on demand Detailed, drill-down reporting of accumulated data with daily, weekly, or monthly frequency The Rounding Application is comprised generally of the following major components: Web-Based Application for Rounding and Wireless Synchronization of Accumulated Data Web-Based Analytics Engine, Dashboards, and Reporting Tool Patient Experience Rounding Forms and Reports based on Best Practices Audit Forms and Reports for Quality & Safety and/or other user cases Optional HL7 ADT integration for real time patient level rounding data. Orientation, Training, Site Configuration, and Support    Technology Components iRound Web-Based Application for Rounding Web browser based application for data collection at the room, bed, or patient level Patient Experience Rounding Forms and Reports Foundational best practice-based Patient Experience rounding forms and reports for Daily Patient Rounding, Staff Recognition, Service Recovery and Leader Rounding on Employees Audit Forms and Reports Library of templated audit/survey forms supporting Quality & Safety, Infection Prevention, Environment of Care and Regulatory & Compliance. HL7 ADT Integration Admission, Discharge and Transfer activity from Client s Admissions application to iRound allows the ability track historical rounding and profile information at the patient level SERVICE ASSURANCE. Press Ganey Hours of Operations. Press Ganey shall provide access to our associates Monday Friday, 8:00 am 5:00 pm EST. Press Ganey Holidays. Press Ganey recognizes the following nine (9) holidays and all offices are closed on these days or their days of observance: New Year s Day (January 1) Martin Luther King Day (third Monday in January) Memorial Day (last Monday in May) Juneteenth (June 19th) Independence Day (July 4) Labor Day (first Monday in September) Thanksgiving (fourth Thursday in November) Day after Thanksgiving Christmas Eve (December 24) Christmas (December 25) Federal Closures. Press Ganey services may be impacted by federal closures, such as federal holidays, federal shutdown, states of emergency, severe weather, or natural disaster. Every effort will be made to notify the Client and return to normal business operations once the federal closure ends. The timing for this return to normal business operations will be dependent upon the cause and duration of the closure as well as the resulting aftermath. Information on these closures may be found at www.pressganey.com/terms. Other Closures. There may be occasions where Press Ganey closes all offices, such as for a corporate meeting or a day of community service. If these instances occur, the client will be notified by Press Ganey a minimum of thirty (30) days in advance of such a closure. Information on these closures may be found at www.pressganey.com/terms. CLIENT RESPONSIBILITIES. Client shall at all times during the Term : Utilize the Rounding Application, including administering the survey, via hardware Client supplies (iPad, Tablet, PC, etc.) using a wireless network or device with Internet access at Client s place of business. Work with designated Press Ganey Account Manager to set up the survey, organizational hierarchy, and users and manage modifications to the Rounding Application. Ensure that its use of the Rounding Application complies with CAHPS regulations applicable to the facility in which Client informs Press Ganey that it will use the Rounding Application. If Client modifies a Press Ganey template or any Press Ganey-approved question, creates its own template or question(s), or uses the Press Ganey template in a facility for which a different or additional set of CAHPS regulations applies, Press Ganey is not responsible for CAHPS compliance. Client will discontinue its use of any Press Ganey-approved question or template immediately, in the event Client receives notice from Press Ganey that any such question or template no longer complies with CAHPS protocol. Promptly notify Press Ganey of any Electronic Health Record (EHR) system conversions and advise Press Ganey in advance if any Client facilities contemplated to receive services utilize an alternative EHR system. Additional fees may apply for implementation of new interface connections to (re-)establish HL7 ADT integration at Client or any newly added Client facilities. Client agrees not to utilize the Rounding Application to collect financial information, including but not limited to bank account information and credit card numbers, and social security numbers. Press Ganey shall not be responsible or liable in the event such information is collected by or transferred to the Rounding Application. Client acknowledges that it must comply with certain hardware and software requirements to receive Press Ganey s online services, as amended from time to time, which requirements may be found at www.pressganey.com/terms. Client shall designate a primary FboNotice user for the Press Ganey Online System and Applications that is responsible for user access and management of users within their organization and, upon the departure of personnel from Client s employment, Client shall immediately terminate such personnel s access to the Rounding Application and other Press Ganey systems. Obtain any and all patient consents, authorizations, and/or approvals required by applicable U.S. federal and state laws, rules, regulations, policy or industry guidelines including but not limited to privacy policies to enable Press Ganey to execute its obligations under this SOW. PRICE SCHEDULE ITEM INFORMATION Base Year: 11/2/2021 11/1/2022 ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT COST TOTAL COST 0001 Inpatient 1 YR 0002 Medical Practice 1 YR 0003 Emergency Department 1 YR 0004 Inpatient Mental Health 1 YR 0005 Outpatient Mental Health 1 YR 0006 Outpatient Test and Treatment 1 YR 0007 Ambulatory Surgery 1 YR OPEN MARKET CLINS 0008 Digital Surveying 1 YR 0009 iRound 1 YR Base Year Total: Option Year 1: 11/2/2022 11/1/2023 ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT COST TOTAL COST 1001 Inpatient 1 YR 1002 Medical Practice 1 YR 1003 Emergency Department 1 YR 1004 Inpatient Mental Health 1 YR 1005 Outpatient Mental Health 1 YR 1006 Outpatient Test and Treatment 1 YR 1007 Ambulatory Surgery 1 YR OPEN MARKET CLINS 1008 Digital Surveying 1 YR 1009 iRound 1 YR Option Year 1 Total: Option Year 2: 11/2/2023 11/1/2024 ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT COST TOTAL COST 2001 Inpatient 1 YR 2002 Medical Practice 1 YR 2003 Emergency Department 1 YR 2004 Inpatient Mental Health 1 YR 2005 Outpatient Mental Health 1 YR 2006 Outpatient Test and Treatment 1 YR 2007 Ambulatory Surgery 1 YR OPEN MARKET CLINS 2008 Digital Surveying 1 YR 2009 iRound 1 YR Option Year 2 Total: Option Year 3: 11/2/2024 11/1/2025 ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT COST TOTAL COST 3001 Inpatient 1 YR 3002 Medical Practice 1 YR 3003 Emergency Department 1 YR 3004 Inpatient Mental Health 1 YR 3005 Outpatient Mental Health 1 YR 3006 Outpatient Test and Treatment 1 YR 3007 Ambulatory Surgery 1 YR OPEN MARKET CLINS 3008 Digital Surveying 1 YR 3009 iRound 1 YR Option Year 3 Total: Option Year 4: 11/2/2025 11/1/2026 ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT COST TOTAL COST 4001 Inpatient 1 YR 4002 Medical Practice 1 YR 4003 Emergency Department 1 YR 4004 Inpatient Mental Health 1 YR 4005 Outpatient Mental Health 1 YR 4006 Outpatient Test and Treatment 1 YR 4007 Ambulatory Surgery 1 YR OPEN MARKET CLINS 4008 Digital Surveying 1 YR 4009 iRound 1 YR Option Year 4 Total: SECTION C - CONTRACT CLAUSES FSS-BPA CLAUSE CONTENT The clauses that regulate this FSS Blanket Purchase Agreement can be referenced in the Federal Supply Schedule contract # GS-10F-0205R. C.2 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999) The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 30 days. The prices for any option exercised under FAR 52.217-8 will be those rates in effect under the contract each time an option is exercised under this clause. The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 30 days. The prices for any option exercised under FAR 52.217-8 will be those rates in effect under the contract each time an option is exercised under this clause. C.3 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) The Government may extend the term of this contract by written notice to the Contractor within 7 calendar days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 14 calendar days before the contract expires. The preliminary notice does not commit the Government to an extension. If the Government exercises this option, the extended contract shall be considered to include this option clause. The total duration of this contract, including the exercise of any options under this clause, shall not exceed 5 years. (End of Clause) C.4 VAAR 852.212-70 PROVISIONS AND CLAUSES APPLICABLE TO VA ACQUISITION OF COMMERCIAL ITEMS (APR 2020) The Contractor agrees to comply with any provision or clause that is incorporated herein by reference to implement agency policy applicable to acquisition of commercial items or components. The following provisions and clauses that have been checked by the Contracting Officer are incorporated by reference. [X] 852.203 70, Commercial Advertising. [] 852.209 70, Organizational Conflicts of Interest. [] 852.211 70, Equipment Operation and Maintenance Manuals. [] 852.214 71, Restrictions on Alternate Item(s). [] 852.214 72, Alternate Item(s). [Note: this is a fillable clause.] [] 852.214 73, Alternate Packaging and Packing. [] 852.214 74, Marking of Bid Samples. [] 852.215 70, Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors. [] 852.215 71, Evaluation Factor Commitments. [] 852.216 71, Economic Price Adjustment of Contract Price(s) Based on a Price Index. [] 852.216 72, Proportional Economic Price Adjustment of Contract Price(s) Based on a Price Index. [] 852.216 73, Economic Price Adjustment State Nursing Home Care for Veterans. [] 852.216 74, Economic Price Adjustment Medicaid Labor Rates. [] 852.216 75, Economic Price Adjustment Fuel Surcharge. [] 852.219 9, VA Small Business Subcontracting Plan Minimum Requirements. [] 852.219 10, VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside. [] 852.219 11, VA Notice of Total Veteran-Owned Small Business Set-Aside. [] 852.222 70, Contract Work Hours and Safety Standards Nursing Home Care for Veterans. [] 852.228 70, Bond Premium Adjustment. [] 852.228 71, Indemnification and Insurance. [] 852.228 72, Assisting Service-Disabled Veteran-Owned and Veteran-Owned Small Businesses in Obtaining Bonds. [X] 852.232 72, Electronic Submission of Payment Requests. [] 852.233 70, Protest Content/Alternative Dispute Resolution. [] 852.233 71, Alternate Protest Procedure. [] 852.237 70, Indemnification and Medical Liability Insurance. [] 852.246 71, Rejected Goods. [] 852.246 72, Frozen Processed Foods. [] 852.246 73, Noncompliance with Packaging, Packing, and/or Marking Requirements. [X] 852.270 1, Representatives of Contracting Officers. [] 852.271 72, Time Spent by Counselee in Counseling Process. [] 852.271 73, Use and Publication of Counseling Results. [] 852.271 74, Inspection. [] 852.271 75, Extension of Contract Period. [] 852.273 70, Late Offers. [] 852.273 71, Alternative Negotiation Techniques. [] 852.273 72, Alternative Evaluation. [] 852.273 73, Evaluation Health-Care Resources. [] 852.273 74, Award without Exchanges. All requests for quotations, solicitations, and contracts for commercial item services to be provided to beneficiaries must include the following clause: [] 852.237 74, Nondiscrimination in Service Delivery. (End of Clause) FAR Number Title Date 52.204-4 PRINTED OR COPIED DOUBLE-SIDED ON POSTCONSUMER FIBER CONTENT PAPER MAY 2011 52.204-13 52.223-99 SYSTEM FOR AWARD MANAGEMENT MAINTENANCE ENSURING ADEQUATE COVID-19 SAFETY PROTOCOLS FOR FEDERAL CONTRACTORS OCT 2018 OCT 2021 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER OCT 2020