36C24221Q1113.docx

8 7/2/2021

GENERAL INFORMATION

SET-ASIDE

Network Contracting Office (NCO) 2 2875 Union Road Suite 3500 Cheektowaga NY 14227

POINT OF CONTACT*

Contract Specialist Tevia Mastykarz Tevia.Mastykarz@va.gov

PLACE OF PERFORMANCE

POSTAL CODE

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

This is a SOURCES SOUGHT NOTICE only. This is not a request for formal proposals or quotes. No formal solicitation document exists at this time. This request is for planning purposes only and shall not be considered as an invitation for bid, request for quotation, request for proposal, or as an obligation on the part of the Government to acquire any products or services. Your response to this notice will be treated as information only. No entitlement to payment of direct or indirect costs or charges by the Government will arise as a result of contractor submission of responses to this announcement or the Government use of such information.

Purpose and Objectives:

Dept of Veterans Affairs, (NCO 2) Network Contracting Office 2, is issuing this request for information/sources sought notice in order to identify sources that have the resources and capabilities to provide an Instructor for Tai Chi at the WNY VA Medical Centers located at:

These medical centers are identified as the Buffalo and Batavia campuses belonging to the VA Western New York Healthcare System.

Services Required:

The contractor shall furnish all personnel, equipment and supplies necessary to provide a Tai Chi Instructor in accordance with the Statement of Work (SOW) attached for the Department of Veterans Affairs Medical Center’s listed above for the Integrative Health and Wellness Program.

Interested and Capable Responses:

NCO 2 is seeking responses from businesses that are interested in this procurement and consider themselves to have the resources and capabilities necessary to provide these services. Please respond with your:

1. Responses should include the following information: Business name, address, DUNS number, business size and Socioeconomic Category (HUBZone, 8(a), Service Disabled Veteran-Owned Small Business, Veteran-Owned Small Business, Small Business, Large Business, etc.), FSS Contract # if applicable, and point of contact to include e-mail address and telephone number. Offerors will be required to be registered in the System for Award Management (www.sam.com) prior to any future offer. Any interested capable parties shall submit their response by email prior to the response date. The NAICS Code is 611620, Sports and Recreation Instruction, with a size standard of $8.0 M.

2. Capability statement.

Responses shall be submitted by 10:00 am Eastern Standard Time (EST) July 09, 2021. Responses to the information requested above may be submitted via email to Tevia.Mastykarz@va.gov. No responses will be reviewed after 10:00 am Eastern Standard Time on July 09, 2021.

Sources Sought Notice Sources Sought Notice PLEASE SEE THE STATEMENT OF WORK (SOW) ATTACHED FOR THE SERVICES REQUIRED. NO DEVIATIONS FROM THE SOW.

Sources Sought Notice

Statement of Work

Title: The WNY VA Healthcare System located in both Buffalo and Batavia , NY is currently seeking contract of Tai Chi Instructor Services both in a virtual setting as well as on-site.

Background:

The Integrative Health & Wellness (IHW) Program in Buffalo, NY offers holistic complementary and integrative medicine interventions to veterans in a comprehensive clinic setting. Currently, Tai Chi, mindfulness and integrative health education courses are offered to Veterans within the facility. The services rendered by the IHW Program have been well-received thus far by not only Veterans, but providers and staff within the VA Medical Centers. It has become evident that a Tai Chi Instructor is necessary to support expanded service provision in the IHW Program for the benefit of both Veterans and staff. The Contractor shall be trained in Tai Chi. The Contractor shall be responsible for providing a strong foundation of knowledge and experience in the field of complementary and integrative medicine, specifically in Tai Chi, to help foster and nurture the growth of the IHW Program at the Buffalo, NY VAMC.

Significance of this Procurement:

As demand continues to grow in the medical center, and as more Veterans request increased access to complementary treatment options, the work that is being done by the IHW Program is a necessity. The Tai Chi Instructor shall meet the demand of increased Veteran care and shall work with the staff of the IHW Program to establish program improvements. The combined effort of the IHW Program and Tai Chi instructor will lead to an increase in access and quality of care for Veterans.

Information Security:

The Contractor shall be subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors shall be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness will be responsible for these policies and procedures. Post Award, the Contractor requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems:

(1) Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the "Contractor Rules of Behavior", which will be provided during the kick-off meeting; (2) Successfully complete the "VA Cyber Security Awareness and Rules of Behavior" training and annually complete required security training; (3) Successfully complete the appropriate VA privacy training and HIPAA training annually, TMS training 10203; and (4) Successfully complete any additional cyber security or privacy training, as required for VA personnel with equivalent information system access.

The Contractor shall provide to the contracting officer and/or the contracting officer representative (COR) a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within One (1) week of the initiation of the contract and annually thereafter, as required. Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until the training and documents are complete.

Clinical contractor will utilize personal computer with loaded VA software and access to CPRS. This required equipment is necessary for clinical vendor CPRS documentation of the Tai Chi service and patient tolerance.

Provision of this service is mandated by VHA as a whole health and wellbeing service. This contract will utilize Virtual Video Connect (VVC).

Clinical Requirements:

The Contractor shall possess teaching experience in Tai Chi. The Contractor shall be able to modify all postures to cater to a unique population. The Contractor shall adhere to VHA policies for clinical providers, as delineated by the credentialing staff at the WNY VA Medical Centers. Any additional credentialing/certification and licensing necessary to offer these services shall be maintained.

Period of Performance:

Tai Chi services under this contract has an estimated date of 08/01/2021 through 07/31/2022 with (4) Option Years if exercised.

Schedule of Services:

47 weeks (423 sessions) will be limited to 30 participants per class. Base year of contract would be (approximately) August 1,2021- July 31, 2022. Sessions will consist of 45 min sessions followed by 15 min of CPRS (Computerized Patient Record System) Instructor documentation on the required VISN II Tai Chi documentation template (Veterans only) sessions will be 60 minutes when scheduled for staff.

Tai Chi (9) one-hour veteran classes per week 47 weeks Tai Chi (1) one-hour staff session per week 47 weeks Tai Chi (1) one-hour special event per month 12 months

Performance requirements will be inspected weekly, delivery to occur as scheduled above.

Task Deliverables:

The Tai Chi Instructor must create a safe environment of healing and restoration for Veterans. The time allotted should include preparation and introduction to the service. The Tai Chi Instructor shall be able to demonstrate an understanding of VHA guidelines and policies and adhere to guidelines set forth by the IHW Program Director.

The Tai Chi Instructor shall complete clinical notes in the Veterans Health Administration (VHA) electronic health record system, known as CPRS. These notes are to be completed each day the Tai Chi instructor, adhering to VHA policies and guidelines. In addition to required information, the Tai Chi Instructor shall note anything of importance as it pertains to the patient's care.

The Tai Chi Instructor shall maintain up-to-date trainings that are required by the VHA for all personnel involved in patient care and/or research studies. Training certificates must be given to the IHW Program Director, or other appropriate VA staff within the Whole Health Program.

Place of performance:

Site for the work to be performed will be provided virtually by the contractor, and at WNY approved sites as requested for on-site training . Additional classes may be added at the same cost as mutually agreed upon dates and times. Additional classes will be contracted separately and are not part of this contract.

Government Furnished Property:

Will require use of contractor owned computer located at offsite contractor facility. The contractor will have exclusive admin control to the components and the purpose of the access is to document Veteran program attendance in CPRS. Appropriate CITRIX software will be provided for CPRS documentation on contractor owned equipment.

Other Related Services (Not Included in the Scope of Work):

No other person, including the COR or any other VA personnel are authorized to request additional work be performed by the contractor. Any additional services performed that are not authorized by the contracting officer will not be considered inclusive.

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