36C26223Q1401.docx

Sources Sought Notice Sources Sought Notice

GENERAL INFORMATION

SET-ASIDE

CONTRACTING OFFICE ADDRESS

Department of Veterans Affairs NCO 22 - Network Contracting 3601 S. 6th Avenue Tucson AZ 85723

POINT OF CONTACT*

Contracting Specialist Koby Thiel Koby.Thiel@va.gov (520)-792-1450 x. 6275

PLACE OF PERFORMANCE

VA Loma Linda Healthcare System

11201 Benton St

Loma Linda CA

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

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, 8(a), HubZone 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, fax, and email (e) Unique Entity ID (f) Cage Code (g) Tax ID Number (h) Type of small business, e.g. Services Disabled Veteran Owned small Business, Veteran-owned small business, 8(a), HUBZone, Women Owned Small Business, Small disadvantaged business, or Small Business HUBZone business and (i) must provide a capability statement that addresses the organizations qualifications and ability to perform as a contractor for the work described below.

The VA Loma Linda Healthcare System (VALLHCS) located at 11201 Benton St, Loma Linda, CA 92357 is seeking a potential qualified contractor that can provide virtual patient training videos and a print library.

Important information: The Government is not obligated to nor will it pay for or reimburse any costs associated with responding to this sources sought synopsis request. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. The VA is mandated by Public Law 109-461 to consider a total set-aside for Service Disabled Veteran Owned Small Business set aside. However, if response by Service Disabled Veteran Owned Small Business firms proves inadequate, an alternate set-aside or full and open competition may be determined. No sub-contracting opportunity is anticipated. The North American Classification System (NAICS) code for this acquisition is 513210 ($47 Million Dollars).

Notice to potential offerors: All offerors who provide goods or services to the United States Federal Government must be registered in the System for Award Management (SAM) at www.sam.gov. Additionally, all Service Disabled Veteran Owned Businesses or Veteran Owned Businesses who respond to a solicitation on this project must be registered with the SBA Veteran Small Business Certification (VetCert) Registry located at https://veterans.certify.sba.gov/ . All interested Offerors should submit information by e-mail to Koby.Thiel@va.gov. All information submissions to be marked Attn: Koby Thiel, Contract Specialist and should be received no later than 8:00 AM PDT on July 17, 2023.

Statement of Work for Virtual Patient Education and Team Training Video and Print Library Contract

The Jerry L. Pettis Veterans Affairs Medical Center – Loma Linda (JLPVAMC), 11201 Benton St. Loma Linda, CA 92357, has a requirement for a virtual patient training video and print library of 5000+ pieces of content that provides auto-documentation of clinician-assigned patient education into the electronic medical record (CPRS) that fulfills Joint Commission quality standards. The one-solution patient education content and 24/7 service are available to veterans in the inpatient, outpatient, and community settings for Veteran beneficiary and their caregivers to access via print, QR Code, or via secure message to access video content wherever the veteran is at, provided there is internet and device availability (VA issued iPad for equity). The contract period of performance is proposed base+4 - patient education contract to be delivered over one base year and four optional years that may or may not be exercised at the Government’s discretion and is expected to begin on or about August 1, 2023.

1. GENERAL REQUIREMENTS:

The JLPVAMC goal is to reduce specific readmission rates by enhancing the patient experience across the continuum of care as one patient education solution for both inpatient and outpatient using an integrated approach to an interactive, educational, and relevant education video tool for JLPVAMC veteran patients. This video education approach will provide the patient with necessary information about their care and may also serve as an ongoing reference for the patient and the patient care team. The education will consist of several different modes of delivery. One mode of delivery is by online education. The online education shall be delivered through, at minimum, tablet, iPhone, Text and the inpatient monitor platform. Education shall also be provided by hospital broadcast television, video book and print education.

The online and print education may be assigned to patients through JLPVAMC CPRS application program and which will interface through the contractor program. Online, video book and/or print education may be provided to patients during their inpatient admission stay, outpatient visit or upon discharge. The video education may be assigned to the patient and may also be extended to the patient’s caregiver. Once the patient has finished the online and/or broadcast education, the contractor interface will update the completion to the JLPVAMC CPRS application program.

The Contractor’s solution shall utilize the existing patient entertainment system. The Contractor is responsible for all licensing fees, equipment, parts, cabling, software, design, installation and access to the existing educational library, any modification of the existing library and/or creation of new education videos for the library to meet JLPVAMC needs.

JLPVAMC anticipates an award to a single company to provide an education video library to be available to veterans and their caregivers during inpatient, outpatient stays and upon discharge. This education library content shall be available by internet link, print, tablet, or video book for 24 hours a day and 7 days a week. It is anticipated that 24/7 technical coverage shall be available by telephone.

a. Education Content for all modes of delivery:

1) Contractor shall provide patient education video content to include by not limited to Cardiology, Diabetes, Mental Health, Geriatrics, Spinal Cord Injury, Palliative Care, Hospice, Home Care Services, Respiratory Services, Quality of Care, Wellness.

2) English and Spanish content.

3) Content is evidence based.

4) Content shall be provided by contractor or customized based on VA needs.

5) Content shall be written at a lower education level.

6) Content shall be in interactive.

7) VA specific content may be added to customized.

8) All content must be approved by JLPVAMC before release.

9) Meets Joint Commission standards for patient and family education.

10) Education videos shall be no more than 3 minutes in length.

b. Education Content Delivery Methods: All education is to be requested through CPRS and delivered via method below. Once the education is completed by the patient, an interface must update CPRS of the patient and/or caregiver completion of education within the patient education section.

1) Contractor will provide video content by email and access content by smart phone, the inpatient monitor platform, computer, Text or IPAD.

2) Education to be delivered and selected for specific patients assigned television and through the broadcast TV.

3) Video books or tablets are to be provided for specific clinical areas determined and approved by JLPVAMC.

a. Video books or tablets may contain videos from contractor existing library, modified or additional content.

b. Video books or tablets shall contain enough storage to include an introduction and up to two short education sessions no more than 3 minutes each.

4) Print education shall be accessible through the patient education section of CPRS and print to Discharge Summary and instructions.

c. Ownership of Video Content: The JLPVAMC reserves the blanket right to use all video content under this contract in any and all areas that may be opened new without the need to purchase additional usage licenses.

d. Training Requirements:

1) Contractor to provide On-site training and implementation for day and evening shifts.

2) On-going support shall continue beyond the go-live date.

3) Contractor shall provide easy to follow training manuals that are up to date and specific for JLPVAMC needs.

4) Contractor to provide training and support for creation of video education.

5) Contractor is responsible for facilitating and leading all levels of implementation to the final completed product.

e. On-Site Customer Service Coordination: Contractor shall provide an onsite coordinator Monday through Friday and during working hours to accomplish the following:

1) Contractor personnel will analyze specific readmission rate targets provided and make recommendations of suitable patient education to reduce the readmission rates.

2) Contractor personnel will meet with specific departments and assist VA in selecting suitable patient education to be utilized.

3) Contractor personnel to provide strategy using interactive patient education system.

4) Contractor personnel to coordinate video editing, modification, shoots, graphics etc.

5) Cost of onsite customer service costs shall be a separate line item.

6) Contractor shall include this cost for the base year and all option years.

e. Utilization Reports: Contractor to provide monthly utilization reports specific by health care group, area of education with common identifiers in reporting such as usage, completion dates, assignment dates, categories, specific department requested etc.

1) Contractor shall utilize delineated data when providing reports to JLPVAMC.

2. TECHINICAL AND EQUIPMENT SPECIFICATIONS:

a. The contractor shall provide solutions meeting or exceeding all technical requirements specified herein.

1) Contractor program and software are accessible from CPRS tools menu.

2) Contractor solution supports up to 400 licenses including inpatient beds, the Emergency Department, Dialysis Clinic, Oncology Clinic, and common waiting areas

3) Instructions to patient shall be customizable to add the VA template

4) Program items are selected within CPRS and emailed from CPRS to patient’s email, Text or a QR code is scanned from their smartphone or device.

5) Patient and/or Caregiver may access the contractor site to complete assigned education

6) Upon completion of training, a notice is sent to CPRS as a signed note in the CPRS “Notes” tab

7) Contractor program shall integrate with VISTA and CPRS and third party vendor network platform systems

8) Program shall integrate with CPRS Patient Education Notes, After Visit Summary etc.

9) User and technical support provided for 24-hour coverage.

10) Provide a dedicated server(s) that will remain on the VA server farm and located at JLPVAMC.

11) Contractor shall provide their solution to meet the contract needs based on modifications of existing equipment or new equipment. Proposal must specify if it is a modification or new equipment.

12) Contractor to provide all costs of cabling, installation in accordance with VA ICRA standards.

13) If cabling is required, it shall be CAT 6A.

14) In utilizing equipment, contractor will work with digital display vendor to deliver content to televisions either by piping content through the provider or utilizing add-on boxes for increased functionality.

15) Solutions must incorporate a patient centered approach to care. With respect to Broadcast TV, patient must have ability to independently select education from their assigned TV without nursing assistance and their own leisure.

b. Core Requirements

1) HL7 Interface must be established to prove solution can communicate with VISTA CPRS and CERNER health records.

2) Memorandum of Understanding (MOU) ISA must be established to prove services can achieve interconnection.

c. JLPVAMC Site Survey

1) Response must include a solution to deliver the patient education to 306 beds.

2) Site Survey is highly recommended to provide for this solicitation.

3) Includes a site walk of all inpatient beds and the Emergency Department

4) Site walk also includes server room and access to view areas and resources needed to create a response.

3. CONTRACT PERSONNEL SECURITY REQUIREMENTS:

All contractor employees who have access to VA sensitive information are subject to the same level of investigation as VA employees. Physical access to the VA will be needed to perform the contract requirements. The requirement will be for all contractor and subcontractor personnel to obtain a flash badge through the VA. This is for all individuals that will be on-site for less than 6 months or less than 180 aggregate days. Where this guidance refers to “contractor employees” it is inclusive of all “contractor and subcontractor personnel” performing under this contract.

a. A notice to proceed will NOT be issued until the flash badge requirements have been met and the PIV Sponsorship Worksheet has been forwarded by the contractor to the VA.

b. The process for obtaining a flash badge is outlined in the following guidance:

1) NOTE: Due to the personal information contained on the forms, all information must be sent in a secure manner. Please do NOT email a document containing social security numbers unless the email is encrypted.

2) Each individual working on the contract or the contractor POC shall complete the PIV Sponsorship Worksheet (attachment) for each employee, in its entirety, and return to the VA Contracting Office, either via encrypted email or hand delivery.

3) The local VA facility will enter each contract employee’s information into the PIV Portal.

4) Contract employees shall work with the COR or PIV Office at the VA facility to verify the physical location of the PIV Point of Contact (POC). Contract employees shall call ahead to make an appointment with the VA facility PIV office.

5) Contract employees shall make sure they have two (2) forms of identification with them when receiving their flash badge. Forms of identification shall be in accordance with Identity Documentation Criteria (attachment).

6) Contract employees shall inform the COR when badges have been received.

c. The flash badge must be displayed above the waist and in accordance with local VA directives. The badge must be visible at all times while working at any VA facility.

d. In the event of a lost badge, contract employees must immediately contact their supervisor who in turn shall contact the COR who will in turn contact the local PIV office to report the loss.

e. Flash badges are the Property of the United States Government. The contractor is REQUIRED to turn in all badges to the COR within 10 calendar days after the project is complete. After completion of the project, the contractor shall complete the Contractor Turn-In Inventory Report (attachment) to verify that all badges have been collected and turned in.

Sources Sought Notice