36C26120Q0721_1.docx

Contract Opportunity Sources Sought Notice

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* = Required Field Contract Opportunity Sources Sought Notice U099 Consulting Services on Diversity, Equity, and Inclusion (DEI) at the SFVAHCS.

96819-1522 36C26120Q0721 06-22-2020

3:00 PM

HONOLULU, HAWAII, USA

N 541611 Department of Veterans Affairs VA Sierra Pacific Network (VISN 21) VA Pacific Islands Health Care System 3375 Koapaka St Suite F250 Honolulu HI 96819-1522 Jocelyn Layson-Castillo

USA

Jocelyn.layson-castillo@va.gov This is a Sources Sought Announcement Only. It is neither a solicitation announcement nor a request for proposals or quotes and does not obligate the Government to award a contract. Requests for a solicitation will not receive a response. Responses to this Sources Sought must be in writing. The purpose of this Sources Sought announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Service-Disabled Veteran Owned Small Businesses, Veteran Owned Small Businesses, and other Small Businesses interested and capable of providing the services described below. Documentation of technical expertise must be presented in sufficient detail for the Government to determine that your company possesses the necessary functional area expertise and experience to compete for this acquisition.

Responses to this notice shall include the following: (a) company name (b) address (c) point of contact (d) phone, and email (e) DUNS number (f) Cage Code (g) Tax ID Number (h) Type of small business (e.g. Services Disabled Veteran Owned Small Business, Veteran-owned small business, etc.). Vendor must provide a capability statement that addresses the company s qualifications and ability to perform as a contractor for the work described below.

The San Francisco VA Health Care System (SFVAHCS) is seeking a qualified contractor that can provide Consulting Services on Diversity, Equity, and Inclusion (DEI) at the psychology section of the Mental Health Service. All professionals providing services under the terms of this contract must be appropriately certified and possess the skills and experience to perform the services as required. The NAICS code for this acquisition is 541611 ($16.5M). All offerors must be registered in the System for Award Management (SAM) at www.sam.gov. All offerors should submit their information by email to Jocelyn.layson-castillo@va.gov. Submissions should be received no later than Monday, June 22nd, 2020 by 3:00pm HST.

(See draft Statement of Work).

B.3 STATEMENT OF WORK

DEI Consulting

1. Services:

1.1 To improve the diversity, equity and inclusion (DEI) of the psychology section of the Mental Health Service, contractor will conduct a highly specialized assessment, provide a staff retreat based on the results, and conduct a post-retreat progress review concluding with further highly specialized recommendations and an implementation plan for these.

1.2 This consultation will be provided to psychologists who are Government employees. The contractor may also interview current psychology trainees and their psychologist or non-psychologist supervisors as part of their assessment if they deem it to be necessary. All staff, psychology interns, and psychology postdoctoral residents are employed by the San Francisco VA Health Care System, including the Medical Center and its Community Based Outpatient Clinics (CBOCs). Many of the psychology staff have academic appointments at our university affiliate, University of California San Francisco.

1.3 Details about the expected consultation are shown in the table below:

Diversity, Equity, and Inclusion (DEI) Consultation – projected hours per phase

Phase 1: Assessment and Focus Groups

Preassessment planning with psychology leadership: 10 hours*

Assessments with VA staff: 15 hours

Focus groups with VA staff: 15 hours

Synthesize findings into report for leadership: 10 hours

Phase 2: Retreat facilitation

Retreat planning: 8 hours for two facilitators

Retreat prep: 8 hours

Retreat facilitation: 8 hours for two facilitators

Retreat post-assessment and recommendations: 10 hours

Phase 3: Leadership review

Assessment of extent to which post-retreat recommendations were implemented:10 hours

Discuss results with leadership team and psychology staff (subgroups and all staff):10 hours

Develop and provide recommendations:10 hours

Conduct focus groups with staff and leadership on implementation of recommendations: hours

Develop action plan and timeline for implementing final recommendations, incorporating ways to overcome barriers noted by focus groups:10 hours

*note that the number of hours on each item could be shared across 2 or more staff and are estimates.

1.4 Services are expected to be provided at the SFVAHCS main Medical Center at 4150 Clement Street in San Francisco, and/or any of its CBOCs, and/or remotely over videoconferencing during the ongoing COVID-19 pandemic.

1.5 Executed contract shall be effective until deliverables (in the form outlined above) are obtained by the Government at a time mutually agreed upon by the Contractor and the COR (see No. 6 below) with the approval of the Government employee specified in No. 4 below, or no later than September 30, 2020, whichever comes first.

2. Pricing:

2.1 The Contractor will receive compensation no greater than a total amount of __________ for services rendered, payable upon receipt of an invoice for services to be submitted by the Contractor following delivery of each of the three phases of services.

2.2 Contract costs shall include stipend, meals, local transportation, liability insurance expenses, as well as any supplies.

3. Contractor Qualifications:

3.1. Contractor shall perform services in accordance with ethical, professional, and technical standards of the academic healthcare industry. Contractor shall be technically proficient in the skills necessary to fulfill the requirements stated herein including the ability to understand, speak, read and write the English language.

3.2. It is necessary that the vendor have 1) highly specialized expertise and experience in DEI consulting, 2) detailed familiarity with the San Francisco VA’s academic affiliate, University of California San Francisco, 3) not be on staff at UCSF to avoid conflict of interest and dual relationships with the many UCSF faculty on our VA psychology staff, 4) be local and not have to travel from a distance, because our budget does not allow for travel, travel is not indicated during the national pandemic, and local facilitators would be more aware of local DEI issues, and 5) have expertise and experience facilitating staff retreats via video-conference given current and anticipated future restrictions on small gatherings; 6) do all the work themselves rather than through a subcontractor, as it is essential for our psychology staff to build a trusting relationship over the course of the project with the vendor in order to discuss delicate DEI matters candidly, and this would be impossible to do if each phase was carried out by a different person or organization.

4. Contractor Duties and Scope of Work

4.1. Contractor shall be under the overall direction of Jennifer Boyd, PhD, Psychology Director, Mental Health Service, San Francisco VA Health Care System.

4.2. Contractor shall by virtue of training and highly specialized experience be able to perform all levels of assessment, consultation, training and instruction related services on how to improve DEI in an organization in VA that has a UCSF affiliation.

5. Personnel Policy, Hours, Monitoring and Payment:

5.1 The parties agree that the Contractor working under this contract will not be considered a Government employee.

5.2 The Government will designate a Contracting Officer’s Representative (COR) who will performance to ensure compliance with contract requirements.

5.3 The Government shall maintain a record keeping system for verification of services performed. Contractor will bill and be paid for actual services provided by Contractor.

5.4 Payments will be at the completion of service. No advance payments will be authorized.

6. Government Furnished Property:

6.1 The Government may provide temporary on-site access to equipment (such as laptop and video monitor) and supplies (such as copies of presentations) required for performance under this contract. Contractor shall be responsible for requesting necessary supplies and be responsible for routine maintenance of Government furnished equipment.