36C24221Q1450.docx

Special Notice Special Notice

GENERAL INFORMATION

Network Contracting Office 2 James J. Peters VA Medical Center 130 West Kingsbridge Road Bronx NY 10468-3904

POINT OF CONTACT*

Contracting Officer Clifford S. Harrison Clifford.Harrison@va.gov

718.584.9000 EXT.4680

ADDITIONAL INFORMATION

DESCRIPTION

Department of Veterans Affairs, Network Contracting Office 2, is issuing this Notice of Intent to Sole Source in order to identify any potential sources that have the resources and capabilities to provide a comprehensive vehicle for Medical Education Training Certificate Program.

SERVICES REQUIRED

Contractor is to American College of Preventive Medicine at the East Orange VA Medical Center during the term of September 20, 2021 through September 19, 2022. Contractor shall provide services to the War Related Illness and Injury Center, New Jersey (WRIISC NJ).

INTERESTED & CAPABLE RESPONSES:

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

1. Business name, business type, socio-economic status (e.g., Veteran-Owned, Woman-Owned, Disadvantaged Small Business, 8(a), etc.), person of contact (including telephone number & email address), GSA Contract number if applicable, and DUNS number.

1. Capability statement must provide detailed and specific information that would demonstrate a capability to perform the tasks as stated in the attached Statement of Work. Failure to tailor capability statement to this specific requirement may result in your company being determined non-responsive.

Responses must be submitted by 11 AM EST September 13, 2021. Responses to the information requested above may be submitted via email to Clifford.Harrison@va.gov.

This Special Notice of Intent to sole source is for planning purposes ONLY. The results of this notice will assist in the development of (1) the requirement, and (2) the acquisition strategy (e.g., small business set-aside, full and open competition, etc.). VA assumes no responsibility for any costs incurred associated with the preparation of responses submitted as a result of this notice.

PERFORMANCE WORK STATEMENT (PWS)

Certificate Program for Military Environmental Exposures Part 1

1.GENERAL:

This is a new requirement to establish a contract for a medical education training certification program for the VANJHCS-War Related Illness and Injury Study Center department to train VA and non-VA physicians and other providers in military environmental medicine. Although content has been developed by VA Subject Matter Experts and exists on the VA Employee Education System, accessible through VA’s Training Management System for VA employees and through TRAIN for non-VA employees, they are currently in a “stand alone” form with no certification process to award a credential to the physicians who take the series of classes. They simply get individual credit, which holds less value and provides no credential as having completed a training series. The requirement is to create a centralized method to offer certification credit for preventive and occupational medicine physicians through a professional medical college. The requirement is for a professional medical college positioned to offer a platform for this kind of training, which is focused on preventive and occupational/environmental medicine. In addition to tracking completion of the series of courses, certification requires development and implementation of tests to ascertain that the desired knowledge/skills have been acquired by the participating physicians. This does not currently exist. In addition, for the certification to have value, it must be recognized by a professional physician organization.

The scope of work to include:

1. Develop and maintain a web-based registration portal, track completion of a series of courses in TMS and TRAIN, develop and implement testing for knowledge and skill acquisition, provide certification to providers meeting the professional standard.

1. Modify the web portal as required to accommodate new or updated training modules as part of the certificate course (content determined by VA based on VA need).

1. Collection (uploading) and tracking of completed individual webinar/module certificates.

1. Once all required training modules (currently 5 for basic certification) are completed, direct applicants to a final online examination to test knowledge.

1. Release a certificate from professional medical college to designate certification course completion.

1. Review training modules semi-annually for quality assurance and for content to ensure relevance and currency.

1. In preparation of a high-level certification to augment the basic certification.

1. Area to post for viewing and downloading case studies.

1. Provide a platform for uploading completed case studies with reviewer’s comments sections.

1. Ability to create and download a certificate for both basic and advanced certificates.

1. Add a half-day breakout section to the professional medical college’s Annual Conference devoted to military exposure medicine topics.

1. Offer maintenance of certification credits for the online training and certificate completion to medical providers who will maintain their certification through the professional medical college

1.1 Description of Services/Introduction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform the work as defined in this Performance Work Statement except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract.

1.2 Background: Military environmental medicine is a field of growing interest for Veterans, Veterans Service Organizations, Congress and the media and is commonly referred to under the umbrella term of “toxic exposures”. Preventive medicine and occupational medicine physicians are those needed most to become experts in the developing field of military environmental medicine. VA has been able to develop and accredit individual webinars for continuing medical education but does not have the professional standing in the medical profession to independently create a certification program of value. The certification in military environmental medicine course will have 2 levels: 1) a basic level that includes completion of five basic online training modules (with ability to expand to seven or more in the future) with a final online knowledge assessment examination to complete the basic certificate, and 2) an advanced certification which will include five case studies of real or sample Veterans with toxic exposure concerns, which require using resources available through VA to complete- these case studies will be reviewed by subject matter experts at VA both in writing and verbally to complete the requirements for an advanced certification.

1.3 Objectives:

The scope of work to include:

1. Develop and maintain a web-based registration portal, track completion of a series of courses in TMS and TRAIN, develop and implement testing for knowledge and skill acquisition, provide certification to providers meeting the professional standard.

1. Modify the web portal as required to accommodate new or updated training modules as part of the certificate course (content determined by VA based on VA need).

1. Collection (uploading) and tracking of completed individual webinar/module certificates.

1. Once all required training modules (currently 5 for basic certification) are completed, direct applicants to a final online examination to test knowledge.

1. Release a certificate from professional medical college to designate certification course completion.

1. Review training modules semi-annually for quality assurance and for content to ensure relevance and currency.

1. In preparation of a high-level certification to augment the basic certification.

1. Area to post for viewing and downloading case studies.

1. Provide a platform for uploading completed case studies with reviewer’s comments sections.

1. Ability to create and download a certificate for both basic and advanced certificates.

1. Add a half-day breakout section to the professional medical college’s Annual Conference devoted to military exposure medicine topics.

1. Offer maintenance of certification credits for the online training and certificate completion to medical providers who will maintain their certification through the professional medical college

1.4 Scope: The contractor will provide services as outlined above, which include the elements in the objectives.

0. Period of Performance: The period of performance shall be for one (1) Base Year of 12 months and two (2) 12-month option years. The Period of Performance reads as follows:

1.6 Quality

1.6.1 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 defective services. The contractor’s quality control program is the means by which he assures himself that his work complies with the requirement of the contract. Initial web-based registration portal version to be completed 120 days after the contract is completed. Full operating capacity by 180 days to include connection with VHA TRAIN to direct users to complete modules on this VHA-based platform and the ability to generate a certificate for users. After acceptance of the quality control plan the contractor shall receive the contracting officer’s acceptance in writing of any proposed change to his QC system.

1.6.2 Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.6.3 Recognized Holidays: The contractor is not required to perform work on the following holidays:

Independence Day

1.6.4 Hours of Operation: The contractor is responsible for conducting business, between the hours of 0830-1630 Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. For other than firm fixed price contracts, the contractor will not be reimbursed when the government facility is closed for the above reasons. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.6.5 Place of Performance: The work to be performed under this contract will be performed at the contractor’s work site. Physician engagement will be virtual.

1.6.6 Type of Contract: The government will award a firm-fixed-price contract.

1.6.8 Special Qualifications: The requirement is for a medical professional organization who could offer a certification program to serve as a platform for preventive medicine physicians to offer graduate medical education certificate program in military exposure.

1.6.9 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

1.6.10 Contracting Officer Representative (COR): The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.6.11 Key Personnel: The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract.

1.6.14 Other Direct Costs Direct costs include costs of establishing a training portal and maintenance of records and advertising for the program.

1.6.15 Data Rights The Government has unlimited rights to all documents/material produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor without written permission from the Contracting Officer. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

1.6.16 Organizational Conflict of Interest: Contractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may effect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

PART 2

DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1. DEFINITIONS:

2.1.1. CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

2.1.2. CONTRACTING OFFICER. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

2.1.3. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.4. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.5. DELIVERABLE. Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

2.1.6. KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.7. PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.1.8. QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.9. QUALITY ASSURANCE Surveillance Plan (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.10. QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.11. SUBCONTRACTOR. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.1.12. WORK DAY. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.12. WORK WEEK. Monday through Friday, unless specified otherwise.

2.2. ACRONYMS:

TECHNICAL EXHIBIT 1

Performance Requirements Summary (PRS) The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Performance Objective (The Service required—usually a shall statement)

Method of Surveillance

PRS # 1.

The contractor shall develop and maintain a web-based registration portal, which directs VA users to TMS and non-VA users to VHA TRAIN.

The contractor provided a fully functioning web-based registration portal. Which directs VA users to TMS and non-VA users to VHA TRAIN.

PRS # 2

The contractor shall modify the web portal as required to accommodate new or updated training modules as part of the ACPM certificate course.

The contractor modified the web portal as required to accommodate new or updated training modules as part of the ACPM certificate course when such modules are added or updated.

PRS # 3

The contractor shall collect/upload and track of completed training module certificates.

The contractor collected/uploaded and tracked completed training module certificates.

PRS # 4

The contractor shall direct applicants to a final online examination to test knowledge, once all required training modules (currently 5) are completed.

The contractor successfully directed applicants to a final online examination to test knowledge, once all required training modules (currently 5) were completed.

PRS # 5

The contractor shall release a certification from ACPM to designate certification course completion.

PRS # 6

The contractor shall review training modules semi-annually for quality assurance and for content to ensure relevance and currency.

PRS # 7

The contractor shall be prepared to issue a higher-level certificate to augment the basic certificate to candidates who have completed the basic certificate and have completed the requirements for the higher-level certificate (the training and requirements for the higher level certificate are still in development).

The contractor successfully issues a higher-level certificate to augment the basic certificate to each candidate who has completed the basic certificate and has completed the requirements for the higher-level certificate (once the training and requirements for the higher level certificate are developed and implemented by VHA staff).

PRS # 8

The contractor shall post necessary educational materials developed by VHA staff for viewing and downloading as necessary.

The contractor successfully posts necessary educational materials developed by VHA staff for viewing and downloading.

PRS # 9

The contractor shall provide a platform for uploading completed case studies with reviewer's comments.

PRS # 10

The contractor shall provide the ability to create and download a certificate for both basic and advanced certificates.

PRS # 11

The contractor shall add 1/2 day breakout session to the ACPM annual conference devoted to military exposure medicine topics.

PRS # 12

The contractor shall offer maintenance of certification credits for the online training and certificate completion to ACPM members and others who will maintain their certification through the American Board of Preventive Medicine.

The contractor provides maintenance of certification credits for the online training and certificate completion to ACPM members and others who will maintain their certification through the American Board of Preventive Medicine.

TECHNICAL EXHIBIT 2

DELIVERABLES SCHEDULE

WRIISC NJ

WRIISC NJ

This is a Special Notice Posting The NC02 would like to Sole Source this requirement.

Special Notice