SOL 36C25522Q0129_AMENDMENT 0003.pdf

5. PROJECT NUMBER (if applicable)

CODE 7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER 3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO. 1. CONTRACT ID CODE

FACILITY CODE CODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR

ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office. is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES

SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER 16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30 PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243

(Type or print) (Type or print)

(Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code)

(If other than Item 6)

(Specify type of modification and authority)

(such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer)

1 6

N/A

36C255

Department of Veterans Affairs

Network Contracting Office (NCO) 15

3450 S 4th Street Trafficway

Leavenworth KS 66048

36C255

Department of Veterans Affairs

Network Contracting Office (NCO) 15

3450 S 4th Street Trafficway

Leavenworth KS 66048

To all Offerors/Bidders

36C25522Q0129

06-24-2022

X

X X

** HOUR & DATE for Receipt of Offers is EXTENDED to: 11:00 a.m. CDT on 05 August 2022

X 1

Screening & Escort Services | Kansas City VAMC | Solicitation Amendment 0001

The purpose of this Amendment is as follows:

1. To add Questions and Answers (see Continuation page).

2. To extend the Quote due date from 29 July 2022 to 05 August 2022 by 11:00 a.m. CDT.

Questions and Answers

1. Question:

Is there a current patient flow process in place and who is currently in charge of it at the VAMC KC?

Answer:

In terms of patient transport, we do have a current patient transport SOP and we have Radiology transporters who transport admitted patients to/from radiology/inpatient unit. The radiology transport process is owned by Radiology.

Otherwise, regarding flow we have a Bed Coordinator and a nursing supervisor/transfer coordinator who help with patient flow regarding admissions/discharges/transfers. For outpatient patient transport we currently rely on volunteer services or current COVID screening staff

2. Question:

How many main entrances are at the VAMC KC that need to be manned by screeners/escorts?

There is only one main entrance.

3. Question:

Will the SME be credentialed? Also, I believe the SME should be a different person than the manager/supervisor of day-to-day flow, escort manager. Is there a way to separate out the SME in the price schedule for like 3 months to get things rolling?

SME will not be credentialed, and we will not separate the SME from the supervisor for this contract

4. Question:

What patient transfer scheduling Internal method is currently being used at the

VAMC KC?

Currently there is no scheduling method for patient transfers; either the unit staff (RN or NA) transport the patient; or if the patient is going to radiology the radiology transporter(s) are contacted via Vocera at the time the transport is needed; or if the patient can go by wheelchair and volunteers are available, the staff contact the volunteers via phone to transport the patient at the time the transport is needed. All of these methods cause delays in patient care which is what prompted our pursuit of this contract in order to improve patient flow and decrease/eliminate patient care delays. Most patient escorts/transports will be upon call requesting patient escort so the scheduling method will be more of placing transport needs in a queue versus scheduling transport at a specific time ahead of time.

5. Question:

Even though the contract is calling for personnel to man and run the day-to-day patient flow, it seems that the main purpose of the contract is for the contractor to develop and lead a patient flow plan for the VAMC KC. Is this the case? Is someone else working on patient flow optimization for scheduling, Emergency Department and hospital set up for optimal flow?

Patient flow is a yearly LEAN project for the KCVA as we are always looking at ways to improve the flow of patients throughout the KCVA. I would say that the contract is less to develop and lead a plan as it is more because we have identified that transport of patients, particularly from ED and Inpatient areas, causes a great delay in patient care and ultimately impedes the flow of patients in and out of these areas. On the outpatient side, over the last 2 years we have identified a large reliance on COVID screening staff to assist patients out of vehicles and transport them via wheelchair to their outpatient appointments. As our COVID screening as decreased slowly over time as our processes have changed, in addition to many light duty staff being assigned to cover screening, assisting patients in and out of vehicles and transporting them to their outpatient appointments has become increasingly difficult to accomplish.

6. Question:

Would the VA be okay with credentialing extra screeners/escorts above the 20 in order to have “on-call” or part time screeners to make sure the patient flow team at VAMC KC is performing optimally?

The number of staff needed has been adjusted to hours of coverage needed and the contractor can align staffing plan as needed to meet KCVA Screener/Escort needs. (see Question & Answer #12 & 13).

7. Question:

What is the patient volume flow for weekends and holidays?

It is hard to definitively say but our average ER census for weekends and holidays is approx. 50 patients in 24 hours so between ER and any other outpatient and inpatient visitors, I would say less than 500 people who come to the KCVA per 24-hour day on weekends and holidays.

8. Question:

If this is a 24 hours / 7 Days / 365 Days, then is there a New Price Sheet?

Because the hours stated on the price sheet does not match the hours requested and the amount of people that were requested.

The number of staff needed has been adjusted to hours of coverage needed and the contractor can align staffing plan as needed to meet KCVA Screener/Escort needs. (see Question & Answer #12 & 13)

9. Question:

In the Escort and Screener job duties, is only moving the patient and visitors to the specific departments and medical offices required?

OR

Will the Screeners and Escorts have to take the patient and visitors wherever they need to go? For example, the Bathroom? and then proceed to help them in these situations?

They will not be required to assist with personal cares/ADLs, their duty will be to transport the patient and assist with transfer of the patients (e.g., from wheelchair to bed, wheelchair to CT table, vehicle to wheelchair, etc.)

10. Question:

Can you please explain what is meant by "SUB-FACTOR D: Transfer Scheduling Method Inpatient"? Is this referring to our company's scheduling system for screeners or for patients?

For patients, most patient escorts/transports will be upon call requesting patient escort so the scheduling method will be more of placing transport needs in a queue versus scheduling transport at a specific time ahead of time.

11. Question:

a) Are 5 supervisor resumes preferred to satisfy the below requirement?

b) Does the prime contractor need to have past performance, or can the subcontractor have this?

a) A resume and/or CV should be sufficient to satisfy this requirement.

"Evidence showing the proposed supervisor and lead(s) have experience with

VHA Healthcare system patient flow, patient transfer, screening, and escort assistance services."

b) Both the Prime and Subcontractor will show past performance.

12. Question:

B3.4.b-c. (page 14 of 75 of the SOL) Peak hours and staffing needs for Outpatient escort and screening will be as follows:

a. Monday – Friday excluding holidays:

i. 0730 - 1500 = 3 staff (we will not separate screening from this number but instead as stated below 1 person will remain always at the door to help patients/visitors and complete the screening process).

ii. 1500 - 0730 = 2 staff

b. Weekends and holidays:

i. 24 hours per day = 2 staff

13. Question:

B3.4.b-c. Peak hours and staffing needs for Inpatient/ED escort will be as follows:

a. Monday – Friday excluding holidays:

ii. Midnight – 0900 = 2 staff

iii. 0900 - 1900 = 4 staff

iv. 1900 – 2400 = 3 staff

b. Weekends and holidays:

v. 0900 – 1900 = 3 staff

vi. 1900 – 0900 = 2 staff

14. Question:

B3.5.a.6. (page 16 of 75 of the SOL):

a. Although duties may call for the employee to escort, walk, etc. patients and guests throughout the KCVA, there shall be at least one (1) employee who remains within immediate visual area to assist patients with wayfinding and screening.