36C10G21R0014 0001.pdf

CONTINUATION PAGE 36C10G21R0014 - AMENDMENT 0001 Page 2 of 14

The following changes to Request For Proposal (RFP), questions, and answers to The Joint Commission (TJC) Continuos Readiness Services, are highlighted in and all questions and answers are in the table:

B.2 PERFOMANCE WORK STATEMENT

1.14 Quality Control:

The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of deficient services. The contractor’s Quality Control / Assurance program is the means by which the contractor assures work performed complies with the requirements of the PWS.

1.15 Quality Assurance:

The Government shall evaluate the contractor’s performance under this contract in accordance with the contractor’s Quality Control / Assurance Plan and Acceptable Quality Level (AQL). This plan is primarily focused on what the Government must survey to ensure the contractor has performed in accordance with the performance objectives and AQL. It defines how the performance objectives will be achieved, the frequency of surveillance, and the minimum acceptable performance objectives.

2.1.5. Quality Control Plan (QCP) / Quality Assurance Plan (QAP):

Quality Control Plan / Quality Assurance Plan shall, as a minimum, be based on the Performance Requirements Summary (PRS), outcomes, and identify how the Performance Objectives will be achieved.

2.2 Acronyms:

QCP Quality Control Plan

6.2 Acceptable Quality Level (AQL):

ACCEPTABLE QUALITY LEVEL (AQL)

TASKS /

DESCRIPTION

PERFORMANCE

STANDARD

ACCEPTABLE

QUALITY LEVEL

(AQL)

SURVEILLANCE

METHOD /

MEASURE

REMEDY

4.5 Quality Control Plan / Quality Assurance Plan

Submits Final plan and complies with the

PRS

Submission = 100%

Compliance = 90%

Signed and adhered to.

Physical Review

No Notice to Proceed or Stop Work; CAR;

Termination;

CPARS

CONTINUATION PAGE 36C10G21R0014 - AMENDMENT 0001 Page 3 of 14

B.3 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

0005 Travel Cost Reimbursable

IAW PWS 1.18

NTE $300,000.00

Contract Period: Base POP Begin: 08-27-2021 POP End: 08-26-2022

N/A NA N/A $300,000.00

1005 Travel Cost Reimbursable

IAW PWS 1.18

NTE $300,000.00

Contract Period: Option POP Begin: 08-27-2022 POP End: 08-26-2023

2005 Travel

IAW PWS 1.18

NTE $300,000.00

Contract Period: Option POP Begin: 08-27-2023 POP End: 08-26-2024

3005 Travel Cost Reimbursable

IAW PWS 1.18

NTE $300,000.00

Contract Period: Option POP Begin: 08-27-2024 POP End: 08-26-2025

CONTINUATION PAGE 36C10G21R0014 - AMENDMENT 0001 Page 4 of 14

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

4005 Travel Cost Reimbursable

IAW PWS 1.18

NTE $300,000.00

Contract Period: Option POP Begin: 08-27-2025 POP End: 08-26-2026

5005 Travel Cost Reimbursable

IAW PWS 1.18

NTE $150,000.00

Contract Period: 6 Month extension per 52.217-8 POP Begin: 08-27-2025 POP End: 02-26-2026

N/A NA N/A $150,000.00

E.13 OFFER SUBMISSION INSTRUCTIONS

1. INTRODUCTION:

a. All Offer intentions, questions, and final Offer submission shall be submitted to both the Contract Specialist via email to priscilla.burke@va.gov and the Contracting Officer via email at mauricio.vazquez@va.gov, respectively. Offerors shall submit all questions concerning this solicitation in writing due by no later than Tuesday, May 25, 2021 at 3pm EDT. VA will not reference the source of the questions but will address and post the answer to all questions via Solicitation Amendment. Offerors shall submit their final Offer submission due by no later than Monday, June 14, 2021 at 3pm EST. All Offers are required to be valid for a minimum of 120 days from the final offer submission due date.

4. OFFER FILES:

Contractor’s responses shall be submitted in accordance with the following instructions:

a. The Offer shall consist of five volumes. Volumes one and five are part of the

Technical factor. The following are the volumes required to be submitted:

i. Volume I – Technical

ii. Volume II – Past Performance

iii. Volume III – Price

iv. Volume IV – Solicitation / Representations and Certifications

v. Volume V – Quality Assurance Plan / Quality Control Plan mailto:priscilla.burke@va.gov mailto:mauricio.vazquez@va.gov

CONTINUATION PAGE 36C10G21R0014 - AMENDMENT 0001 Page 5 of 14

VOLUME

NUMBER FILE NAME

PAGE

LIMITATIONS

Volume I Technical: (includes Implementation Plan) [Contractor Name]Tech.doc/pdf 50

Volume II Past Performance: [Contractor Name]PastPerformance.doc/pdf 21

Volume III Price: [Contractor Name]Price.excel/doc/pdf 15

Volume IV Solicitation / Representations and Certifications [Contractor Name]SRC.pdf Unlimited

Volume V Quality Assurance Plan - Quality Control Plan:

[Contractor Name]QAP-QCP.pdf 15

VOLUME I – TECHNICAL

Under no circumstances shall any pricing be included in the Technical Approach.

The Technical Offer shall be written so that Source Selection Evaluation Team (SSET) or personnel can make a thorough evaluation and arrive at a sound determination as to whether the Offer meets the requirements of this solicitation. To this end, the technical Offer shall be so specific, detailed, and complete as to clearly and fully demonstrate that the prospective Contractor has a thorough understanding of the technical requirements contained in the PWS of this solicitation. The Offeror shall address as specifically as possible the actual methodology to be used for accomplishing each one of the Objectives, Tasks, Deliverables, and the proposed Quality Assurance Plan / Quality Control Plan.

a. Factor 2 – Staffing

(i) Experience: Proposals need to describe in detail staff experience, knowledge of current quality and safety demands in the healthcare industry, and an understanding of expectations of regulatory organizations. Vendor staff should demonstrate knowledge and expertise of consultants in applying TJC standards to complex and multi-healthcare organization when providing consultative services. All staff must be experienced with all TJC standards and accreditation processes for all applicable manuals (Hospital, Ambulatory, Behavioral Health and Human Services, and Home Care), including required post-survey activity.

7. VOLUME V – Quality Assurance Plan / Quality Control Plan:

The Offeror, at a minimum, shall provide detailed information on their Performance / Quality Control Plan / Quality Assurance Plan and provide an outline and limited portions of their plan identifying, addressing, indicating, and/or referencing Management, Quality Control, services to be performed in accordance with the PWS

The plan outline and limited portions of the Offeror’s plan shall be submitted as part of the RFP and will be used to evaluate technical acceptability. Additions to Performance / Quality Control Plan / Quality Assurance Plan can be presented to illustrate and meet areas not previously identified in the plan and shall need to be part of the proposal

CONTINUATION PAGE 36C10G21R0014 - AMENDMENT 0001 Page 6 of 14

E.14 BASIS FOR AWARD

2. EVALUATION APPROACH:

All offerors shall be subject to the evaluation by a team of Government personnel. The Government reserves the right to award without discussions based upon the initial evaluation of offers.

The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered, and when technical and past performance, are combined, they are approximately equal to price.

The following factors shall be used to evaluate offers:

1. Technical

2. Past Performance

3. Price

SSEB Evaluators will assess and rate proposals based on how well the offerors meet the factors and requirements outlined in the RFP using the evaluation criteria and instructions in the SSP. Evaluators will assess each proposal, as written in relation to the evaluation criteria. Each proposal shall be rated as “Good, “Acceptable”, or “Unacceptable” based on the assessment. Proposals which received a rating of “Good” or “Acceptable” will continue for further consideration. Proposals which received a rating of “Unacceptable”, the offeror’s proposal will not be evaluated any further and will be eliminated from the competition. No proposals shall be evaluated to “be made acceptable”. Discussions may follow and a final proposal revision may be requested from those still in consideration.

3. TECHNICAL CAPABILITY EVALUATION APPROACH.

The evaluation process will consider whether the quotation demonstrates a clear understanding of the technical features involved in meeting the requirements of the PWS and whether the Offeror’s methods and approach have adequately and completely considered, defined and satisfied the requirements in the PWS.

The contractor shall submit an approach which shall address in detail how the contractor proposes to accomplish each of the PWS tasks and provide an appropriate work breakdown structure. Failure of the contractor to address all required aspects will be deemed non-responsive and the offer will be rated unacceptable.

The proposals will be evaluated on each technical factor (Technical Capability, Staffing) and subfactors (Understanding of the requirement, Understanding of associated processes, Experience, Qualifications, and Dedicated Staffing) via the adjectival rating of “Good”, “Acceptable”, or Unacceptable” based on the descriptive meaning for each rating. The overall technical rating for each proposal shall be identified via the adjectival rating of “Good”, “Acceptable”, or Unacceptable”. See below for ratings:

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Question # Section Page # Question / Clarification

Answer / Clarification

1.4 6 Supporting “all VA Medical Centers/Facilities” infers a much larger number of facilities than the 159 VAMCs listed in the B.3 Price/Cost Schedule table. Does the government expect that the CRS contractor would provide consultation and support, within this contract, to the 1000+ facilities within the

VHA?

“These services will support all VA Medical Centers/Facilities…” is not to be interpreted as providing services in volumes other than those indicated in the PWS or Contract Line Item Number(s) (CLIN) (e.g. 159 VA Hospitals)

2 1.18 9 Based on our experience providing CRS services to healthcare facilities across the nation and knowledge of the broad array of travel costs involved, will the government consider substantially increasing the $300,000 annual travel budget?

Increased funding will not be considered nor available for travel costs.

3 1.18 9 Is the $300,000 limit on contractor travel negotiable or could it be scaled to the costs of travel to certain regions of the country (e.g., Puerto Rico, Pacific Islands, Alaska, etc.)?

No, the travel limit is not negotiable.

CONTINUATION PAGE 36C10G21R0014 - AMENDMENT 0001 Page 8 of 14

Clarification

Answer / Clarification

4 4.6 11 To conduct “one tailored consultation episode to each of 159 VA hospitals”, will the government consider virtual consultations or are 159 onsite consultations required?

Modality (virtual or on site) is not prescribed and virtual may be used if applicable for the tailored service (e.g. response development, policy review). Coordination with the COR will be required based on the facility request for virtual or on site.

5 4.6 11 Is the Facility annual consultation visit expected to be a certain number of days?

Number of days is not prescribed but the time allotted to each facility is to be equal for all 159 facilities.

The timeframe for each type of consultation is as proposed by the vendor to ensure complete consultation.

6 4.6 11 Can all or part of the annual facility consultation be conducted virtually or onsite?

and virtual may be used if applicable for the tailored service (e.g. response development, policy review). Coordination with the COR will be required based on the

CONTINUATION PAGE 36C10G21R0014 - AMENDMENT 0001 Page 9 of 14

Clarification

Answer / Clarification

7 4.7 12 Adverse Decision Post-Survey Services

– What is the time frame for requested post-survey services to be delivered?

Upon receipt of the adverse decision (provided to the vendor by the COR) through all required follow-up activity (responses, Preliminary Denial of Accreditation Validation Survey and/or Accreditation with Follow Up Survey).

8 4.7 12 Adverse Decision Post-Survey Services - May these services be delivered either virtually or on-site?

and virtual may be used for post-survey response development and document review (e.g.

Clarifications, Evidence of Standards Compliance). Onsite service is preferred, for efficiency, for follow-up survey preparation.

Coordination with the COR will be required based on the facility request for virtual or on site.

9 4.8 12 Continuous Readiness Services (Program Office) – Are the Program office consultations intended to be one or two days?

Number of days/hours is not prescribed but the time allotted to each Program Office is to be equal for all seven Program Offices. The timeframe for each type of consultation is as proposed by the vendor to ensure complete consultation.

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Clarification

Answer / Clarification

10 4.8 12 Continuous Readiness Services (Program Office) May these consultations be conducted either virtually or onsite?

and virtual may be used if applicable for the tailored service (e.g. education session, policy review). Coordination with the COR will be required based on the

11 4.9 13 National Education Webinars – Are Continuing Education Units required for the six (6) webinars?

Continuing Education Units are preferred for clinical and non-clinical staff (e.g.

Quality Professionals, Registered Nurses, Physicians, Pharmacists)

12 4.9 13 National Education Webinars – Will the VA be responsible for hosting the technical aspects of the webinars to include virtual platform hosting as well as management of the recording process?

VA will manage the technical aspects of the webinars.

CONTINUATION PAGE 36C10G21R0014 - AMENDMENT 0001 Page 11 of 14

Clarification

Answer / Clarification

13 6.1 15 Because there are two

4.11 deliverables (Feedback Report and Cumulative Monthly Report), does the government intend to remove the Cumulative Monthly Report deliverable?

The Feedback report and the Cumulative Monthly Report are separate and distinct.

The Feedback Report is provided within 10 business days of each episode of consultation, for the customer to provide satisfaction feedback directly to the contractor (i.e.

satisfaction questionnaire).

The Cumulative Monthly Report provides the COR with all facility reports and results of the customer satisfaction feedback reports from the previous month’s

CONTINUATION PAGE 36C10G21R0014 - AMENDMENT 0001 Page 12 of 14

Clarification

Answer / Clarification

14 6.2 18 Are the Feedback Report 4.11 and Cumulative Monthly Report 4.11 two distinct deliverables?

The Feedback report and the Cumulative Monthly Report are separate and distinct.

The Feedback Report is provided within 10 business days of each episode of consultation, for the customer to provide satisfaction feedback directly to the contractor (i.e.

satisfaction questionnaire).

The Cumulative Monthly Report provides the COR with all facility reports and results of the customer satisfaction feedback reports from the previous month’s

15 B.3 20 For deliverable 2002, will the government consider additional funding if there are more than four adverse decision consultations required?

This is a Firm Fixed Price Contract and the quantities shall not be increased or decrease.

16 E.13 64 Because of the nationwide scope of this initiative, the important focus on quality, patient safety and Veteran outcomes, and the complexity of a 5-Volume proposal, will the government consider an extension of the due date to ensure the VA receives offers from the most qualified contractors?

Yes, 5 additional business days shall be granted for a receipt of proposal date of 06/14/2021.

CONTINUATION PAGE 36C10G21R0014 - AMENDMENT 0001 Page 13 of 14

Clarification

Answer / Clarification

17 4 60 Will the government allow for more than three contracts that demonstrate relevant past performance?

No, Three past performances will be sufficient to determine past performance.

Should the Government receive more than three, the first three will be the only ones evaluated.

18 E.13 68 Is the Prime allowed to use a past performances/PPQ's from a major teaming partner?

Yes, as long as the past performance is the performance of the SDVOSB only.

19 N/A N/A Does this solicitation allow for Contract Teaming Agreements

(CTA)?

This acquisition is a total Service Disabled Veteran Owned Small Business set aside.

Any teaming arrangement, joint venture, and/or mentor protégé must comply with the Veterans Affairs Acquisition Regulations (VAAR)

819.7003 Eligibility,

819.7107 Selection of

Protégé firms,

819.7108 Application

process, requirements required under Federal Acquisition Regulation (FAR) 19 and the US Small Business Administration.

CONTINUATION PAGE 36C10G21R0014 - AMENDMENT 0001 Page 14 of 14

Clarification

Answer / Clarification

20 E.14 74 Are they any specific key personnel labor categories that must be included in the pricing and technical volumes?

There are no specific key personnel labor categories, however, these services are to be performed by professional labor categories and each aspects of the cost shall be identified, such as labor categories, price per labor category, number of personnel resources and labor hours per task, per resource to be used.

21 N/A N/A Is there an incumbent or is this a new contract?

This question is irrelevant to the solicitation and is therefore not answered.

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