36C24526Q0418.docx

Sources Sought Notice Sources Sought Notice

GENERAL INFORMATION

SET-ASIDE

VAMC(688)

50 Irving Street NW Washington DC 20422

POINT OF CONTACT*

Contract Specialist Charles Willis charles.willis@va.gov

PLACE OF PERFORMANCE

810 Vermont Avenue, NW

Washington, DC 20420

POSTAL CODE

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

Department of Veterans Affairs, Network Contracting Office 5, is issuing this source sought notice (Only) pursuant to the Federal Acquisition Regulations (FAR) Part 10, Market Research. This market research is to identify entities that could provide train the trainer program that encompasses various proactive risk assessment (PRA) tools.

The purpose of the sources sought is to gain knowledge of potential qualified sources and their size classifications relative to NAICS 611430. It will also be used to identify qualified and responsible small business vendors (e.g. Service Disabled/Veteran-Owned Small Business (SDVOSB/VOSB), Historically Underutilized Business Zone (HUBZone), 8(a), small disadvantaged, women-owned small business).

Interested & Capable Respondents in this procurement and consider themselves to have the resources, capabilities and qualifications necessary to provide extended warranty coverage, please respond with your:

1. Business name, address, business type, socio-economic status (e.g., Veteran-Owned, Woman-Owned, Disadvantaged Small Business, Women Owned Small Business, 8(a), Large Business, etc.), and person of contact (including telephone number & email address) and point of contact information.

2. Provide your Unique Entity Identifier (UEI) number.

3. Is your company considered small under the NAICS code identified under this source sought?

4. Capability statement and summary of previous experience providing onsite face-to-face training and A Healthcare Environmental Services Certification Program to include testing for the Department of Veterans Administration or other similar healthcare facilities.

5. Whether you hold GSA Federal Supply Schedule contract and contract number.

6. General estimated pricing of for your product/services. Pricing will be used for the purpose of market research only.

Responses must be submitted by 2:00 PM (EDT) April 14, 2026. All information regarding Capabilities Statements or any other proprietary information relative to this source sought shall be submitted via email to Charles.willis@va.gov This request for sources sought notice is for planning purposes ONLY. The results of this market research 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.). Responses to this source sought will be used by the Government to make appropriate acquisition decisions. VA assumes no responsibility for any costs incurred associated with the preparation of responses submitted as a result of this notice. All information received in response to this source sought that is marked Proprietary will be handled accordingly.

I. SCOPE: Contractor shall provide a virtual online Train-the-Trainer program that encompasses various proactive risk assessment (PRA) tools. The contractor’s off-the-shelf training shall include concepts for Fault Tree, Event Tree, Bowtie Analysis, and Hazard Identification. The training will be provided for up to fifteen members of the National Center for Patient Safety (NCPS) staff and include all associated course materials. Each trainee will receive a Certified Instructor Certificate once the training is complete. The course will include a form of competency check, e.g., quiz or test, to validate the attendees have met the basic requirements to be a trainer. Upon completion of the course, the training materials utilized in the training will become the property of NCPS to be used for training VA staff.

II. GENERAL REQUIREMENTS:

A. Introduction: NCPS has identified a need to provide education on the specific PRA techniques, including Fault Tree Analysis, Event Tree Analysis, Bowtie Analysis, and Hazard Identification for Patient Safety Officers (PSOs) and Patient Safety Managers (PSMs) at VA medical centers. This Train-the-Trainer course will provide NCPS with the knowledge and tools so the PSOs and PSMs can receive thorough tutelage. The requested course will prepare staff to complete PRAs in a healthcare setting.

B. Place of Performance: This training will be provided virtually as a two-day (8.5-hours per day including 30 minutes for lunch and (2) 15-minute breaks) minimum, instructor led course on Microsoft Teams or WEBEX.

C. Background: NCPS has recently changed the requirements for PRAs and needs to provide the field with various options for methods used in proactive risk assessments. NCPS has identified knowledge gaps in the field and requires industry-standard training so NCPS staff can provide robust training. This will bolster patient safety throughout the Veterans Health Administration with a goal of preventing patient safety events.

D. Performance Period: The period of performance must be delivered within 180 days of award.

a. The training must occur within 90 days of contract award.

b. The adaptation of training material (see IV., B., Task 5a) must be completed within 180 days contract award.

E. Type of Contract: Open market; firm, fixed-price

III. SPECIFIC REQUIREMENTS/TASKS AND ASSOCIATED DELIVERABLES

A. As part of the request for proposal (RFP), contractors must provide the following as part of the submitted package:

a. Resume of trainer(s)

b. Syllabus outlining course content

c. Schedule detailing time allotment for each section of the course

d. Examples of course content, e.g., PowerPoint and course outline

e. Attestations of course quality and effectiveness from previous course attendees, minimum of 3 different examples

f. All training content including PowerPoint and handouts to be available to participants in advance of the course

B. Selected contractor shall perform all the following tasks:

Task 1: The contractor shall conduct training as specified below:

a) Training Event:

The contractor will conduct training consisting of a two-day (8.5-hours per day including 30 minutes for lunch and (2) 15-minute breaks) online virtual training course for up to fifteen participants. The instructor-led training would provide the participants with the instructional skills and knowledge for a Train-the-Trainer classroom instructor on proactive risk assessment techniques. The instructor is expected to provide the necessary tools to successfully complete various PRA techniques to include Fault Tree, Event Tree, Bowtie Analysis, and Hazard Identification. The participants would be able to apply the knowledge to healthcare scenarios provided during the course. At the end of the course, the contractor will provide graduates with a Certified Instructor Trainer certificate and administer a competency check, e.g., quiz or test, to validate the attendees have sufficient knowledge to be considered a trainer.

b) Training Content:

a. Fault Tree Analysis

i. Objectives, purpose, and application of Fault Tree Analysis

ii. Fault tree description and structure

1. Diagramming

2. Final event top outcome

3. Intermediate events

4. Undeveloped events

5. Single-point failure events

6. Common cause events

7. Replicated or repeated events

8. Final event

iii. Explanation of Fault Tree components and symbols

1. Commonly used event types

2. Commonly used logic gates

iv. Quantitative and qualitative methods to analyze a fault tree, e.g., minimal cut sets, probabilistic evaluation

v. At least 5 in-class case studies and examples

b. Event Tree Analysis

i. Objectives, purpose, and application of Event Tree Analysis

ii. Event tree description and structure

1. Diagramming (event sequence)

2. Initiating event

3. Accident progression

4. Barriers

5. Outcomes

iii. Explanation of Event Tree components and symbols

iv. Quantitative and qualitative methods to analyze an event tree

v. At least 5 in-class case studies and examples

c. Bowtie Analysis

i. Objectives, purpose, and application of Bowtie Analysis

1. Explore both proactive and reactive controls for the adverse event

ii. Bowtie description and structure

1. Diagramming

2. Adverse event

3. Consequence(s)

4. Threat(s)

5. Prevention barrier(s) (controls)

6. Reactive barriers (controls)

7. Prevention pathway

8. Mitigation pathway

9. Pre-event side

10. Post-event side

11. Escalation factors and barriers

iii. Explanation of Bowtie Analysis components and symbols

iv. Quantitative and qualitative methods to analyze a bowtie diagram, e.g., identification of gaps

v. At least 5 in-class case studies and examples

d. Hazard Identification

i. Objectives, purpose, and application of Hazard Identification

ii. Hazard Identification description and structure

1. Categorization of identified hazards

2. Severity

3. Probability

4. Risk assessment scoring

5. Existing controls

6. Action plan

iii. Explanation of Hazard Identification components and symbols, e.g., discuss difference of severity and probability ratings

iv. Quantitative and qualitative methods to analyze a hazard identification table

v. In-class case studies and examples

c) Contractor Qualifications The training will be conducted by an instructor who must provide a comprehensive, evidence-based curriculum for online PRA Training.

The trainer must have a minimum of 3 years’ experience conducting PRA Training. Resumes shall be provided to the COR and Program Manager for evaluation and pre-approval for all master trainers prior to providing training. The resume(s) must contain the following: 1) experience teaching PRA trainings, 2) relevant industry certifications, and 3) preferably healthcare experience. Once a trainer has been approved, a copy of their resume shall be kept on file for future reference.

For NCPS to utilize the curriculum effectively, the contractor must provide highly interactive and evidence-based instructor training to include associated course materials for both general instruction geared toward an audience of Patient Safety Officers and Patient Safety Managers at VA medical centers. The interactive segments of the training must include exercises where the attendees complete tasks and demonstrate their ability to comprehend the material. This can be accomplished through spot checks or breakout sessions.

The Train-the-Trainer course shall be designed to prepare NCPS Staff to implement the PRA Training and consultation to PSOs and PSMs at VA medical centers. The end goal is to assist PSOs and PSMs in utilizing the proactive risk assessment methods for proactive risk assessments at their facilities.

Contractors must demonstrate expansive knowledge of the accredited program. Contractors must have a proven track record that demonstrates their ability to successfully facilitate the course and curriculum material through interactive dialog.

Task 2: The contractor shall conduct a virtual preparation meeting using Teams or Webex with attendees at least one week prior to the event. These conversations shall prepare the attendee for the upcoming workshop by clarifying organizational and personal goals for change (and identifying potential roadblocks).

The following items, at a minimum, will be covered in the preparation meeting:

a) Verification of accessibility to training platforms

b) Review expectations for participants

c) Opportunity for attendees to ask questions of contractor

Task 3: The contractor shall assist the NCPS Staff and COR with preparing the invitation for course participants and opening remarks.

Task 4: The following is a general description of the training materials and support services that the contractor will be required to provide during the life of the awarded contract:

a) The Contractor must:

· Provide all associated, comprehensive, evidence-based curriculum for each technique listed in this scope of work for an online Proactive Risk Assessment Training, to include the associated course materials for the Train-the-Trainer course. All training material will become property of VA employee, once trained.

· Provide a support team that will work with the VA-employed instructors/trainers during the lifetime of the contract, once instructors are trained.

· The contractor team leader/consultant shall be available by telephone or email to assist with any pre-course or post-course questions. Response time requirement is within the next business day.

Task 5: The contractor will assist the NCPS Staff and COR in developing a plan to implement nationwide proactive risk assessment training curriculum using the materials covered in the virtual training.

This includes at least the following:

a) Adaptation of course materials into resources that can be used by VA Patient Safety Officers and Patient Safety Managers

a. Resources to be developed:

i. Updated training presentations to be used by VA staff

ii. Provide consultation to updating existing NCPS PRA guidebooks and pocket guides

iii. Provide consultation on creating VA PRA templates and worksheets for each PRA technique taught in the course

iv. Advise/facilitate the creation of case studies/examples in a healthcare setting for each PRA technique taught in the course

b) Competency verification of trainees

Sources Sought Notice