36C24719Q1001-000.docx

36C24719Q1001 FedBizOpps Combined Synopsis/Solicitation Notice

CLASSIFICATION CODE

SUBJECT

CONTRACTING OFFICE'S

ZIP-CODE

SOLICITATION NUMBER

RESPONSE DATE

(MM-DD-YYYY)

ARCHIVE

DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS

SET-ASIDE

NAICS CODE

CONTRACTING OFFICE

ADDRESS

POINT OF CONTACT

(POC Information Automatically Filled from User Profile Unless Entered)

DESCRIPTION

See Attachment

AGENCY'S URL

URL DESCRIPTION

AGENCY CONTACT'S EMAIL

ADDRESS

EMAIL DESCRIPTION

ADDRESS

POSTAL CODE

COUNTRY

ADDITIONAL INFORMATION

GENERAL INFORMATION

PLACE OF PERFORMANCE

* = Required Field FedBizOpps Combined Synopsis/Solicitation Notice Rev. March 2010 B 557-20-1-4824-0001 4Cast Budgeting Tool (VA-19-00082096) 31021 36C24719Q1001 09-03-2019 N 541611 Department of Veterans Affairs Carl Vinson VA Medical Center 1826 Veterans Blvd.

Dublin GA 31021

DEPARTMENT OF VETERANS AFFAIRS

CARL VINSON VA MEDICAL CENTER

SHERYL HARRIS

1826 VETERANS BLVD

DUBLIN, GEORGIA 31021

DEPARTMENT OF VETERANS AFFAIRS

CARL VINSON

VA MEDICAL CENTER

1826 VETERANS BLVD

DUBLIN GEORGIA

31021

USA

www.va.gov www.va.gov sheryl.harris5@va.gov This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6 ,as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are a being requested and a written solicitation will not be issued.

The Department of Veterans Affairs, Veterans Integrated Service Network 7 (VISN 7), 1826 Veterans Blvd, Dublin, Georgia 31021, has a need to procure Financial Planning and Consulting Services.

The combined synopsis solicitation number is issued as a Request For Quotation (RFQ) # VA248-17-Q-1001.

The combined synopsis solicitation is listed as Service Disabled Veteran Owned Small Business (SDVOSB). The NAICS is 541611- Administrative Management and General Management Consulting Services. Business size standard is $6.5 Million.

****NOTE****

All questions and answers must be submitted NLT 28 August 2019 @ 2:00 pm EST Quotes are to be emailed to Sheryl Harris at Sheryl.Harris5@va.gov, no later than 3 September 2019 @ 3:00 p.m. EST.

PA

GE 1 OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b.

RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

DUNS:

DUNS+4:

PHONE:

FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF

SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only) 27a. SOLICITATION INCORPORATES BY REFEREN

CE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________

. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS

ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER) 30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. 2/2012)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

OFFEROR TO COMPLETE BLOCKS 12, 17, 23,

24, & 30

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

36C24719Q1001 08-23-2019

SHERYL HARRIS

478-272-1210 09-03-2019

2:OO

PM EST

Department of Veterans Affairs Carl Vinson VA Medical Center 1826 Veterans Blvd.

Dublin GA 31021 X X 541611 $15 Million N/A X See Delivery Schedule

Department of Veterans Affairs Carl Vinson VA Medical Center 1826 Veterans Blvd.

Dublin GA 31021

Department of Veterans Affairs

FMS-VA-2(101)

Financial Services Center PO Box 149971 Austin TX 78714-9971 See CONTINUATION Page The purpose of this contract is to provide 4 Cast Budgeting Tool to the VISN 7 in accordance with the Performancee Work Statement.

The Period of Performance for this effort is September 30, 2019 through September 29, 2020 with four (4) option years.

Firm Fixed Price Indefinite Delivery Indefinite Quantity Contract Type.

Minimum order amount: $100.00 Maximum order amount: $768,300.00 See CONTINUATION Page X

SHERYL HARRIS

CONTRACTING OFFICER

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C247 SHERYL HARRIS Department of Veterans Affairs Carl Vinson VA Medical Center 1826 Veterans Blvd.

Dublin GA 31021

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

3. INVOICES: Invoices shall be submitted in arrears:

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

Department of Veterans Affairs

FMS-VA-2(101)

Financial Services Center PO Box 149971 Austin TX 78714-9971 ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

B.2 PRICE/COST SCHEDULE ITEM INFORMATION

Advisory Support, Project Management & Reporting Provide consultation and facilitation services on the development of an organizational strategic plan. Direct kick-off meeting and provide assessments to access initial planning success. Prepare reports to include updates throughout the project's lifecycle. Atlanta & Dublin VA Medical Center Contract Period: Base POP Begin: 09-30-2019 POP End: 09-29-2020

Budget Planning Lead, facilitate, and perform a detailed analytics review for the financial business planning process at each Medical Center. Atlanta & Dublin VA Medical Center

Operational Support Perform analysis to identify potential efficiency opportunities addressing Utilization Projections, In-house Care Cost, Quality, and Capacity Utilization/ Efficiency. Atlanta & Dublin VA Medical Center

Initial Service Planning & Support Conduct 4Cast Introduction Training, FY Planning session, and one on one service plan training. Atlanta & Dublin VA Medical Center

Planning Support- Interim Assessments Perform mid-point assessments throughout the planning cycle providing improvement opportunities Atlanta & Dublin VA Medical Center

Planning Support: Management Briefing Facilitate management briefings utilizing 4 Cast Task providing recommendations relating to alignment and inter-service opportunities. Atlanta & Dublin VA Medical Center

Budget Roll-up and Allocation Support Facilitate operational planning sessions for resource allocation and budgeting of FTEE, OT, FCPs, and other resources. Atlanta & Dublin VA Medical Center

Integration Support Provide ongoing resource management practices for 4 Cast Utilization in relation to annual planning. Atlanta & Dublin VA Medical Center

4 Cast Budget Tool Monitoring/ Training Provide recommendations and training to demonstrate best practices identified through tool utilization. Atlanta & Dublin VA Medical Center

VISN-Level Reporting Advise on the planning process and outcomes and summarize findings and recommendations from completed activities to determine possible risks. Atlanta & Dublin VA Medical Center

License & Agreement: 09/1/2019 - 8/30/2020 Provides software access, configuration, and help desk support for each facility. Atlanta & Dublin VA Medical Center

Advisory Support, Project Management & Reporting Provide consultation and facilitation services on the development of an organizational strategic plan. Direct kick-off meeting and provide assessments to access initial planning success. Prepare reports to include updates throughout the project's lifecycle. Atlanta & Dublin VA Medical Center Contract Period: Option 1 POP Begin: 09-30-2020 POP End: 09-29-2021

Budget Planning Lead, facilitate, and perform a detailed analytics review for the financial business planning process at each Medical Center. Atlanta & Dublin VA Medical Center

Operational Support Perform analysis to identify potential efficiency opportunities addressing Utilization Projections, In-house Care Cost, Quality, and Capacity Utilization/ Efficiency. Atlanta & Dublin VA Medical Center

Initial Service Planning & Support Conduct 4Cast Introduction Training, FY Planning session, and one on one service plan training. Atlanta & Dublin VA Medical Center

Planning Support- Interim Assessments Perform mid-point assessments throughout the planning cycle providing improvement opportunities Atlanta & Dublin VA Medical Center

Planning Support: Management Briefing Facilitate management briefings utilizing 4 Cast Task providing recommendations relating to alignment and inter-service opportunities. Atlanta & Dublin VA Medical Center

Budget Roll-up and Allocation Support Facilitate operational planning sessions for resource allocation and budgeting of FTEE, OT, FCPs, and other resources. Atlanta & Dublin VA Medical Center

Integration Support Provide ongoing resource management practices for 4 Cast Utilization in relation to annual planning. Atlanta & Dublin VA Medical Center

4 Cast Budget Tool Monitoring/ Training Provide recommendations and training to demonstrate best practices identified through tool utilization. Atlanta & Dublin VA Medical Center

VISN-Level Reporting Advise on the planning process and outcomes and summarize findings and recommendations from completed activities to determine possible risks. Atlanta & Dublin VA Medical Center

License & Agreement: 09/1/2019 - 8/30/2020 Provides software access, configuration, and help desk support for each facility. Atlanta & Dublin VA Medical Center

Advisory Support, Project Management & Reporting Provide consultation and facilitation services on the development of an organizational strategic plan. Direct kick-off meeting and provide assessments to access initial planning success. Prepare reports to include updates throughout the project's lifecycle. Atlanta & Dublin VA Medical Center Contract Period: Option 2 POP Begin: 09-30-2021 POP End: 09-29-2022

Budget Planning Lead, facilitate, and perform a detailed analytics review for the financial business planning process at each Medical Center. Atlanta & Dublin VA Medical Center

Operational Support Perform analysis to identify potential efficiency opportunities addressing Utilization Projections, In-house Care Cost, Quality, and Capacity Utilization/ Efficiency. Atlanta & Dublin VA Medical Center

Initial Service Planning & Support Conduct 4Cast Introduction Training, FY Planning session, and one on one service plan training. Atlanta & Dublin VA Medical Center

Planning Support- Interim Assessments Perform mid-point assessments throughout the planning cycle providing improvement opportunities Atlanta & Dublin VA Medical Center

Planning Support: Management Briefing Facilitate management briefings utilizing 4 Cast Task providing recommendations relating to alignment and inter-service opportunities. Atlanta & Dublin VA Medical Center

Budget Roll-up and Allocation Support Facilitate operational planning sessions for resource allocation and budgeting of FTEE, OT, FCPs, and other resources. Atlanta & Dublin VA Medical Center

Integration Support Provide ongoing resource management practices for 4 Cast Utilization in relation to annual planning. Atlanta & Dublin VA Medical Center

4 Cast Budget Tool Monitoring/ Training Provide recommendations and training to demonstrate best practices identified through tool utilization. Atlanta & Dublin VA Medical Center

VISN-Level Reporting Advise on the planning process and outcomes and summarize findings and recommendations from completed activities to determine possible risks. Atlanta & Dublin VA Medical Center

License & Agreement: 09/1/2019 - 8/30/2020 Provides software access, configuration, and help desk support for each facility. Atlanta & Dublin VA Medical Center

Advisory Support, Project Management & Reporting Provide consultation and facilitation services on the development of an organizational strategic plan. Direct kick-off meeting and provide assessments to access initial planning success. Prepare reports to include updates throughout the project's lifecycle. Atlanta & Dublin VA Medical Center Contract Period: Option 3 POP Begin: 09-30-2022 POP End: 09-29-2023

Budget Planning Lead, facilitate, and perform a detailed analytics review for the financial business planning process at each Medical Center. Atlanta & Dublin VA Medical Center

Operational Support Perform analysis to identify potential efficiency opportunities addressing Utilization Projections, In-house Care Cost, Quality, and Capacity Utilization/ Efficiency. Atlanta & Dublin VA Medical Center

Initial Service Planning & Support Conduct 4Cast Introduction Training, FY Planning session, and one on one service plan training. Atlanta & Dublin VA Medical Center

Planning Support- Interim Assessments Perform mid-point assessments throughout the planning cycle providing improvement opportunities Atlanta & Dublin VA Medical Center

Planning Support: Management Briefing Facilitate management briefings utilizing 4 Cast Task providing recommendations relating to alignment and inter-service opportunities. Atlanta & Dublin VA Medical Center

Budget Roll-up and Allocation Support Facilitate operational planning sessions for resource allocation and budgeting of FTEE, OT, FCPs, and other resources. Atlanta & Dublin VA Medical Center

Integration Support Provide ongoing resource management practices for 4 Cast Utilization in relation to annual planning. Atlanta & Dublin VA Medical Center

4 Cast Budget Tool Monitoring/ Training Provide recommendations and training to demonstrate best practices identified through tool utilization. Atlanta & Dublin VA Medical Center

VISN-Level Reporting Advise on the planning process and outcomes and summarize findings and recommendations from completed activities to determine possible risks. Atlanta & Dublin VA Medical Center

License & Agreement: 09/1/2019 - 8/30/2020 Provides software access, configuration, and help desk support for each facility. Atlanta & Dublin VA Medical Center

Advisory Support, Project Management & Reporting Provide consultation and facilitation services on the development of an organizational strategic plan. Direct kick-off meeting and provide assessments to access initial planning success. Prepare reports to include updates throughout the project's lifecycle. Atlanta & Dublin VA Medical Center Contract Period: Option 4 POP Begin: 09-30-2023 POP End: 09-29-2024

Budget Planning Lead, facilitate, and perform a detailed analytics review for the financial business planning process at each Medical Center. Atlanta & Dublin VA Medical Center

Operational Support Perform analysis to identify potential efficiency opportunities addressing Utilization Projections, In-house Care Cost, Quality, and Capacity Utilization/ Efficiency. Atlanta & Dublin VA Medical Center

Initial Service Planning & Support Conduct 4Cast Introduction Training, FY Planning session, and one on one service plan training. Atlanta & Dublin VA Medical Center

Planning Support- Interim Assessments Perform mid-point assessments throughout the planning cycle providing improvement opportunities Atlanta & Dublin VA Medical Center

Planning Support: Management Briefing Facilitate management briefings utilizing 4 Cast Task providing recommendations relating to alignment and inter-service opportunities. Atlanta & Dublin VA Medical Center

Budget Roll-up and Allocation Support Facilitate operational planning sessions for resource allocation and budgeting of FTEE, OT, FCPs, and other resources. Atlanta & Dublin VA Medical Center

Integration Support Provide ongoing resource management practices for 4 Cast Utilization in relation to annual planning. Atlanta & Dublin VA Medical Center

4 Cast Budget Tool Monitoring/ Training Provide recommendations and training to demonstrate best practices identified through tool utilization. Atlanta & Dublin VA Medical Center

VISN-Level Reporting Advise on the planning process and outcomes and summarize findings and recommendations from completed activities to determine possible risks. Atlanta & Dublin VA Medical Center

License & Agreement: 09/1/2019 - 8/30/2020 Provides software access, configuration, and help desk support for each facility. Atlanta & Dublin VA Medical Center

B.3 DELIVERY SCHEDULE

Carl Vinson VAMC 1826 Veterans Blvd Dublin, GA 31021

USA

1.00

478-272-1210 ext 2630 Shantae.Gray@va.gov

PERFORMANCE WORK STATEMENT

FINANCIAL PLANNING & 4CAST TOOL

A. BACKGROUND

The Atlanta VA Medical Center (VAMC) and Carl Vinson VA Medical Center (CVVAMC) are members the fourth largest network in the Veteran Health Administration, VISN 7. The medical centers are committed to ensuring Veterans receive highly integrated and coordinated care and support services.

The Atlanta VAMC sits on 26 acres in Decatur, Georgia (Ga.). The main medical center is a level 1A tertiary care facility providing patient-centered healthcare throughout 14 sites of care. With 466 inpatient beds, including a 120-bed Community Living Center, a 40-bed domiciliary, and a 21 bed Residential Treatment Program, the VA is uniquely positioned to serve the healthcare needs of more than 130,000 enrolled veterans living in 50 counties across northeast Ga.

The CVVAMC sits on a 75-acre tract in Dublin, Ga., providing acute and extended services to veterans in south and middle Ga. The 340 inpatient bed facility, includes a Domiciliary, Community Living Center, Hospice, and an Acute Medical Unit along with Primary care, mental health, and various specialty services. In addition to services provided at the main medical center, services are also available at the 6 community-based outpatients clinics located in Albany, Brunswick, Macon, Milledgeville, Perry, and Tifton.

With patient access challenges, infrastructure issues, inconsistent processes, leadership turnover, and a lack of common planning and monitoring tools contribute to budgeting and reporting challenges. One of the newest facility director’s priority is to build a better business culture within the facility by improving the technical execution of the budget and creating systems to analyze the cost efficiencies of care delivery systems while simultaneously aligning resources with strategic priorities.

The medical centers have shown varying capability to plan for and monitor yearly operational and budgetary requirements. This has led to both over and understating of yearly budgets as well as significant variances in facility-level financial projections throughout the fiscal year. These fluctuations make the process of planning, monitoring, and reporting the facility’s financial position difficult.

B. PURPOSE

The purpose of this contract is to procure services and solutions that will enable the medical centers to improve operational and financial planning as well as budget execution.

Goals of this contract are:

1. An independent analysis of the current priorities, financial position (including utilized financial reports and tools), and workload forecasts of each facility.

2. Implementation of a strategic planning process where leaders participate in business analysis and by consensus, develop a prioritization of resources for the organizations that ensures solvency in future years.

3. Development of a governance structure and healthcare planning model which will support and sustain annual strategic prioritization and financial allocation.

C. OBJECTIVE

The Atlanta VAMC and the CVVAMC expect to improve current operational planning and budgeting practices, ultimately resulting in better alignment of operations and stronger financial performance. Additionally, the medical centers seek to instill consistent, repeatable practices and tools that can be effectively utilized year after year.

E. CONTRAINTS

The purpose of a SOO is to provide contractors with flexibility to conceive and propose innovative approaches and solutions. However, the government may have to place constraints on those solutions. For example, one commercially available planning and analytic solution, the Plan 4 Healthcare 4Cast tool, has been selected for use under this contract based upon capability and the familiarity of the key staff within VA facilities. The government also requires a contractor who has experience in and is familiar working with VA specific/legacy accounting systems (IFCAP/VISTA).

D. SERVICES TO BE PROVIDED

The contractor will provide the following services:

Summary of Services: The contractor will provide facilities with the following services:

· Analysis Support

· Operational and Resource Planning

· Allocation Support

· Administrative Support

· Financial Analysis

· Consulting Services

· Analyses and Reporting on Program Initiatives

· Performance Assessment Functions

Subject Matter Expert (SME) Services: The contractor will provide the facilities with the following Subject Matter Expert (SME) services:

1. Comprehensive Training: Independent analysis will be performed using established industry standards and agency benchmarks.

a. Training for management-level staff addressing high-level processes for strategic and business planning.

b. Training for all service-level management addressing best practices for service-level business and resource planning.

c. Training with fiscal staff addressing ongoing resource monitoring and decisions making processes.

2. Provides tools and recommendations that will assist in achieving initiatives identified in the Planning Phase in an effective and sustainable manner.

3. Access and software training utilizing the web-based application Plan 4 Healthcare 4Cast tool to support strategic and business planning.

4. Provide reports and tools aligned with current facility policies, structures, and processes designed to achieve identified initiatives.

5. Provide recommendations on opportunities for specific cost savings or revenue enhancement; including recommending reports and tools which will facilitate the goals and priorities in the strategic plan.

Facility Specific Services - The contractor will provide the following facility specific services due to the varying financial and business competencies:

1. Advisory and Assistance Services: Conduct on-site reviews with Service Chiefs, Fiscal, and Executive Leadership, at the end of the first planning cycle and mid cycle to ensure ongoing progress and a successful outcome. In concert with these reviews, the contractor will assist in developing financial and business requirements and competencies for Section Chiefs and financial personnel.

2. Business Planning: Provide additional onsite mentoring and virtual support for analysis at the product line level and assist staff in building tactical plans that align with the overall organizational strategies. The contractor will conduct a site visit at the end of the planning cycle and facilitate a final business plan for the facility.

3. Financial Mentoring: Identify training needs for Fiscal Staff and provide suggested developmental training for leadership, budget, accounting, and the payroll staff. Provide additional technical program management planning, training, and executive coaching to the Chief Financial Officer (CFO) and the Assistant Financial Officer (AFO) based on an objective skills assessment using a resultant training plan.

Supplemental Services: The contractor will cooperate with the Contracting Officer Representative (COR) for participation in ad hoc conferences to discuss any issues or concerns relating to the performance of activities and schedules regarding this procurement as outlined in the Performance Work Statement (PWS).

Monthly Reports: Specific task deliverables are defined in the PWS. Deliverables will include financial information, status of strategy management, and status on any other performance projects. The Contracting Officer Representative (COR) will identify any issues that affect successful performance for discussion.

Quarterly Reports: Specific task deliverables are defined in the PWS. Written and oral quarterly reports will be delivered to leadership and the network director, if applicable, throughout the life of this contract. The Contracting Officer Representative (COR) will identify any issues that affect successful performance for discussion.

Annual Reports: Specific task deliverables are defined in PWS. Deliverables will include at a minimum, a yearly written report to include identification of budget status at fiscal year-end. The Contracting Officer Representative (COR) will identify any issues that affect successful performance for discussion.

Final Reports: Specific task are defined in the PWS. Deliverables will include a written report to include identification of task activities completed; progress of ongoing activities; and any problems identified.

E. WORK REQUIREMENTS

The contractor will perform the following services as outline in the Tasks.

Task 1 – Advisory Support, Project Management & Reporting:

The contractor will provide consultation and facilitation services during the initial development of each facility strategic plan. Items covered under Task 1 include the following:

· Organize the initial project kick-off meeting and assist each facility Leadership Team in developing a plan of action and agenda for an initial strategic planning session.

· Guide staff in preparing necessary documents, industry standards, best practices and other materials to conduct an effective strategic planning session.

· Facilitate strategic planning sessions with Medical Center Leadership Team.

· Prepare monthly written project status updates for presentation to facility leadership addressing activities completed, planned activities, and any issues that may need further attention. Conducts conference call and site visits throughout the contract to deliver findings and recommendations.

· Provide initial assessments to facility Leadership to assess the success of the initial strategic planning session.

Task 1 Facility Deliverables:

Kick-off Meeting Agenda

Within 7 business days of project start

Project Plan/ Timeline

Within 10 business days after kick-off meeting

Monthly Status Reports

Within 7 business days of month end

Task 2 - Budget Planning

The contractor will conduct on-site training for Service Chiefs and Fiscal personnel at each facility to support them in developing cost efficiency targets, judging optimal personnel mix, and performing make-buy decisions in accordance with established VA policies at the beginning of the planning phase. Items covered under Task 2 include the following:

· Perform research and assessment of current organizational performance and planning practices, governance structure, financial position, and other relevant organizational attributes needed to inform the planning effort via documentation review, interviews with leadership, and detailed analytic reviews.

· Perform a budget analysis for the upcoming fiscal year to include developing assumptions, projecting affordable resource levels, and projecting financial impact based on staffing targets

· Develop a plan of action and agenda for a facilitated budget planning session.

· Guide staff in preparing necessary documents and materials to conduct an effective budget planning session with facility leaders.

· Facilitate two days for a budget planning session with Medical Center Leadership Team.

· Provide recommendations in the formulation of next steps to take in the development of the facility budget plan.

· Prepare and submit an assessment report summarizing all findings from the budget analysis effort with supporting data and final findings/recommendations for leadership.

Task 2 Facility Deliverables

Budget Planning Agenda

At least 7 days prior to the meeting

Budget Assessment & Financial Position Report

Within 90 days of project start

Task 3 - Operational Support The contractor will perform a qualitative and quantitative analysis to assist the facility identify potential efficiency opportunities that can be used to inform Operational and Budget Planning for the coming FY. Items covered under Task 3 include the following:

· Performing data analysis and benchmarking addressing Utilization Projections, In-house Care Cost, Quality, and Capacity Utilization/ Efficiency.

· Design and conduct focus groups with staff to develop a qualitative view of performance and opportunities.

· Develop a presentation summarizing all analysis findings and recommendations, to include approximately 10-20 potential strategic/tactical objectives for leadership’s consideration.

· Conduct a leadership briefing and to present/review analysis results and discuss selection of priorities and related tactical initiatives.

· Develop a final report will all findings and outcomes from the analysis process.

Task 3 Facility Deliverables

Analysis Summary

Within 120 days of project start

Executive Summary Presentation

Within 120 days of project start

Task 4 - Initial Service Planning & Support The contractor will provide virtual and on-site Initial Service Support for each facility during the length of engagement to mentor personnel and follow-up on initiatives established by facility leadership. Items covered under Task 4 include the following:

· Conduct a general FY Planning training session and 4Cast introduction for all Service Chiefs, AOs, other planning stakeholders.

· Conduct one-on-one detailed plan training and review sessions with each facility service.

Task 4 Facility Deliverables (Per Facility)

4Cast General Introduction Planning Training Session

7 days prior to project start

Copies of Training Materials

3 days prior to training

Task 5 - Planning Support- Interim Assessments

· Perform assessments of each facility Service’s Plan in 4Cast during mid-point of the planning cycle and provide feedback to services on opportunities to improve the alignment, completeness, and accuracy of plans.

Task 5 Facility Deliverables (Per Facility)

Task 6 - Planning Support: Management Briefing

· Facilitate a management briefing process where each service presents an operational and budgetary plan to facility leadership using 4Cast.

· Provide recommendations throughout the planning cycle related to alignment and inter-service opportunities.

Task 6 Facility Deliverables (Per Facility)

Executive Summaries

Interim- Within 90 days of Project Start Date Final- Within 180 days of Project Start Date

Task 7 - Budget Roll- Up and Allocation Support:

The contractor will facilitate a planning session with facility leadership focused on decision making for resource allocation and budgeting of FTEE, FCPs, OT, and other resource areas to all facility Services in the 4Cast platform.

Task 7 Facility Deliverables

Completed FY Budget Roll-up and Service Level Allocation in the 4Cast Budgeting Tool.

Within 180 days of project start date

Task 8 - Integration Support:

The contractor will collaborate with key facility stakeholders (AD, Fiscal, HR, etc.) to review and update policies and procedures related to annual operational planning, execution tracking, budget monitoring, and ongoing resource management practices for 4Cast utilization.

Task 8 Facility Deliverables

Revised annual operational planning and resource management policies

Ongoing

Task 9 - 4 Cast Budget Tool Monitoring/ Training:

The contractor will provide on-site training for all facility Services, to include Chiefs, Administrative Officers, and other stakeholders, demonstrating best practices (e.g. budget to actual) utilizing 4Cast monitoring tools.

Task 9 Facility Deliverables

On-Site Training Sessions

Within 180 days of Project Start Date

Task 10 - VISN Level Reporting:

The contractor will conduct quarterly and annual briefings and reports with VISN Leadership to advise on planning progress and outcomes. Present a summary of activities planned and/ or accomplished and issues or risks for management attention. Items covered under Task 8 include the following:

· A summary of findings during the period of performance

· A summary of activities that were undertaken and the status of each

· A summary of recommendations, including the status of each recommendation

· Financial outcomes of activities, changes, implementations

· Outcomes of strategic initiatives

· Conclusions

Task 10 Facility Deliverables

Quarterly VISN Report

Within 7 days of quarter completion

Annual Report

Within 14 days of End of Year

Task 11 - License & Agreement:

The contractor will secure a 4Cast license for facilities and provide a written agreement outlining the pertinent details referencing the website application access, configuration, log-in and passwords, and help desk support for each facility.

Task 11 Facility Deliverables

License /Agreement

Project Start Date

Configured 4Cast Toolset deployed for the FY Business Planning cycle

Project Start Date

F. SYSTEM INFORMATION

The contractor will perform the necessary due diligence to become familiar with VA-specific resource analysis and healthcare strategic planning models. The contractor’s team will possess significant levels of expertise, proficiency, personnel, resources, knowledge, and experience in the following areas: VA specific management databases in the Veterans Health Administration, specifically Veterans Support Service Center (VSSC) workload databases and the Financial Management System (FMS).

The contractor will minimize the effect and impact to the organization by strategically managing contractor personnel turnover to the greatest extent possible. All contractor staff providing services to veterans under this contract must undergo the appropriate background investigation as required by the VA.

G. CONTRACT DELIVERABLES

Beyond the specific deliverables noted in each task, within 30 days of the close of the 12-month base contract period, the contractor will provide a final written report for each facility. The report will include a summary of findings throughout the engagement and recommendations for each facility. The final report will also include an assessment of the final facility Business Plan, if available to the contractor.

H. PERIOD OF PERFORMANCE

Base Period: 9/30/2019 – 9/29/2020 Option Period 1: 9/30/2020 – 9/29/2021 Option Period 2: 9/30/2021 – 9/29/2022 Option Period 3: 9/30/2022 – 9/29/2023 Option Period 4: 9/30/2023 – 9/29/2024

I. PLACE OF PERFORMANCE

In addition to the contractor’s location, some work will be performed at the healthcare facilities in which service is being provided.

J. GENERAL INFORMATION

Contractor’s Program Manager: The Contractor will provide a Program Manager to be responsible for the performance of work. The name of this person will be designated in writing to the Contracting Officer. The Contractor’s program manager will have full authority to act for the Contractor on all matters relating to daily operations of this contract.

Contractor Employees: The Contractor will not employ persons for work on this contract if such employee is identified to the Contractor as a potential threat to the health, safety, security, general wellbeing or operational mission of the installation and its population.

The Contractor will perform services in accordance with the ethical, professional and technical standards of the healthcare industry as consistent with VA policy, regulations, and procedures.

Holidays: The Contractor will not be required to provide services on the following National Holidays. The Government shall not incur any cost associated for services rendered on National Holidays. When a National Holiday falls on a Sunday, the following Monday shall be observed as a National Holiday. When a National Holiday falls on a Saturday, the proceeding Friday is observed as a National Holiday by U.S. Government agencies. Also included, would be any other day, specifically declared by the President of the United States of America to be a National Holiday.

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL ITEMS (OCT 2018)

(a) Inspection/Acceptance. The Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or reperformance of nonconforming services at no increase in contract price. If repair/replacement or reperformance will not correct the defects or is not possible, the Government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services. The Government must exercise its post-acceptance rights—

(1) Within a reasonable time after the defect was discovered or should have been discovered; and

(2) Before any substantial change occurs in the condition of the item, unless the change is due to the defect in the item.

(b) Assignment. The Contractor or its assignee may assign its rights to receive payment due as a result of performance of this contract to a bank, trust company, or other financing institution, including any Federal lending agency in accordance with the Assignment of Claims Act (31 U.S.C. 3727). However, when a third party makes payment (e.g., use of the Governmentwide commercial purchase card), the Contractor may not assign its rights to receive payment under this contract.

(c) Changes. Changes in the terms and conditions of this contract may be made only by written agreement of the parties.

(d) Disputes. This contract is subject to 41 U.S.C. chapter 71, Contract Disputes. Failure of the parties to this contract to reach agreement on any request for equitable adjustment, claim, appeal or action arising under or relating to this contract shall be a dispute to be resolved in accordance with the clause at FAR 52.233-1, Disputes, which is incorporated herein by reference. The Contractor shall proceed diligently with performance of this contract, pending final resolution of any dispute arising under the contract.

(e) Definitions. The clause at FAR 52.202-1, Definitions, is incorporated herein by reference.

(f) Excusable delays. The Contractor shall be liable for default unless nonperformance is caused by an occurrence beyond the reasonable control of the Contractor and without its fault or negligence such as, acts of God or the public enemy, acts of the Government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, unusually severe weather, and delays of common carriers. The Contractor shall notify the Contracting Officer in writing as soon as it is reasonably possible after the commencement of any excusable delay, setting forth the full particulars in connection therewith, shall remedy such occurrence with all reasonable dispatch, and shall promptly give written notice to the Contracting Officer of the cessation of such occurrence.

(g) Invoice.

(1) The Contractor shall submit an original invoice and three copies (or electronic invoice, if authorized) to the address designated in the contract to receive invoices. An invoice must include—

(i) Name and address of the Contractor;

(ii) Invoice date and number;

(iii) Contract number, line item number and, if applicable, the order number;

(iv) Description, quantity, unit of measure, unit price and extended price of the items delivered;

(v) Shipping number and date of shipment, including the bill of lading number and weight of shipment if shipped on Government bill of lading;

(vi) Terms of any discount for prompt payment offered;

(vii) Name and address of official to whom payment is to be sent;

(viii) Name, title, and phone number of person to notify in event of defective invoice; and

(ix) Taxpayer Identification Number (TIN). The Contractor shall include its TIN on the invoice only if required elsewhere in this contract.

(x) Electronic funds transfer (EFT) banking information.

(A) The Contractor shall include EFT banking information on the invoice only if required elsewhere in this contract.

(B) If EFT banking information is not required to be on the invoice, in order for the invoice to be a proper invoice, the Contractor shall have submitted correct EFT banking information in accordance with the applicable solicitation provision, contract clause (e.g., 52.232-33, Payment by Electronic Funds Transfer—System for Award Management, or 52.232-34, Payment by Electronic Funds Transfer—Other Than System for Award Management), or applicable agency procedures.

(C) EFT banking information is not required if the Government waived the requirement to pay by EFT.

(2) Invoices will be handled in accordance with the Prompt Payment Act (31 U.S.C. 3903) and Office of Management and Budget (OMB) prompt payment regulations at 5 CFR part 1315.

(h) Patent indemnity. The Contractor shall indemnify the Government and its officers, employees and agents against liability, including costs, for actual or alleged direct or contributory infringement of, or inducement to infringe, any United States or foreign patent, trademark or copyright, arising out of the performance of this contract, provided the Contractor is reasonably notified of such claims and proceedings.

(i) Payment.—

(1) Items accepted. Payment shall be made for items accepted by the Government that have been delivered to the delivery destinations set forth in this contract.

(2) Prompt payment. The Government will make payment in accordance with the Prompt Payment Act (31 U.S.C. 3903) and prompt payment regulations at 5 CFR part 1315.

(3) Electronic Funds Transfer (EFT). If the Government makes payment by EFT, see 52.212-5(b) for the appropriate EFT clause.

(4) Discount. In connection with any discount offered for early payment, time shall be computed from the date of the invoice. For the purpose of computing the discount earned, payment shall be considered to have been made on the date which appears on the payment check or the specified payment date if an electronic funds transfer payment is made.

(5) Overpayments. If the Contractor becomes aware of a duplicate contract financing or invoice payment or that the Government has otherwise overpaid on a contract financing or invoice payment, the Contractor shall—

(i) Remit the overpayment amount to the payment office cited in the contract along with a description of the overpayment including the—

(A) Circumstances of the overpayment (e.g., duplicate payment, erroneous payment, liquidation errors, date(s) of overpayment);

(B) Affected contract number and delivery order number, if applicable;

(C) Affected line item or subline item, if applicable; and

(D) Contractor point of contact.

(ii) Provide a copy of the remittance and supporting documentation to the Contracting Officer.

(6) Interest.

(i) All amounts that become payable by the Contractor to the Government under this contract shall bear simple interest from the date due until paid unless paid within 30 days of becoming due. The interest rate shall be the interest rate established by the Secretary of the Treasury as provided in 41 U.S.C. 7109, which is applicable to the period in which the amount becomes due, as provided in (i)(6)(v) of this clause, and then at the rate applicable for each six-month period as fixed by the Secretary until the amount is paid.

(ii) The Government may issue a demand for payment to the Contractor upon finding a debt is due under the contract.

(iii) Final decisions. The Contracting Officer will issue a final decision as required by 33.211 if—

(A) The Contracting Officer and the Contractor are unable to reach agreement on the existence or amount of a debt within 30 days;

(B) The Contractor fails to liquidate a debt previously demanded by the Contracting Officer within the…