36C26226Q0229.docx

SUBJECT*

VA Geriatric Scholars Toolkit

GENERAL INFORMATION

SET-ASIDE

Network Contracting Office 22 4811 Airport Plaza Drive Suite 600 Long Beach CA 90815

POINT OF CONTACT*

Contract Specialist Ben Bayoneta benjumar.bayoneta@va.gov 562-766-2204

PLACE OF PERFORMANCE

POSTAL CODE

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

EMAIL DESCRIPTION

DESCRIPTION

DESCRIPTION

Sources Sought Notice Number 36C26226Q0229 VA GERIATRIC SCHOLARS TOOLKIT

This is not a solicitation announcement. This is a sources sought notice only. The purpose of this notice is to gain knowledge of potential qualified sources and their size classification (GSA Schedule Holder, HUBZone, 8(a), small business, small disadvantage, veteran owned, women owned or service- disabled veteran owned small business relative to NACIS 611710 Education Support Services, PSC: U099 Education/Training - Other Responses to this notice will be used by the Government to make appropriate acquisition decisions. After review of the responses to this sources sought notice, a solicitation announcement may be published on the Contract Opportunities website.

Responses to this source sought notice are not considered adequate responses to the solicitation announcement. All interested offerors must respond to the solicitation announcement in addition to responding to this sources sought announcement.

The Veterans Affairs, Network Contracting Office, is seeking sources to provide the following service at VA Greater Los Angeles Healthcare System (VAGLAHS),11301 Wilshire Blvd, Los Angeles, CA 90073.

If you are interested, and capable of providing the required services, please provide the requested information as indicated below. Response to this notice should include company name, address, phone number, Unique Entity ID (UEI), and point of contact, size of business pursuant to the following questions:

(1) Is your business small

(2) If small, does your firm qualify as a small, emerging business, or small disadvantaged business?

(3) If disadvantaged, specify under which disadvantaged group and if your firm is certified under Section (8(a) of the Small Business Act?

(4) Is your firm a certified “Hubzone” firm?

(5) Is your firm a woman-owned or operated business?

(6) Is your firm a certified service-disabled veteran owned small or veteran owned small business?

(7) Capability statement that addresses the organization’s qualifications and ability to perform as a contractor specifically for the work described in the attached DRAFT excerpt of the Statement of Work (SOW). Respondents are also encouraged to provide specific examples (e.g., contract number, point of contact information) of the Contractor’s experience providing the same or similar services to that described in the attached DRAFT SOW.

Capability statement shall specify the following item:

· Have you been a Prime Contractor in providing medical services described in in the Draft Statement of Work (SOW) below? If so, please provide detailed information describing the services you provided, and where these services were provided. If these services were provided under contract, identify the organization for whom you provided these services and provide the contact information for someone from that organization who can verify your contract with that organization.

Responses to this notice shall be e-mailed to the attention of Ben Bayoneta at: benjumar.bayoneta@va.gov. Telephone responses will not be accepted. Responses must be received in writing no later than 10:00 AM PT on Wednesday, December 31, 2025.

This notice is to assist the VA in determining sources only. A solicitation is not currently available. If a solicitation is issued it will be announced later, and all interested parties must respond to that solicitation announcement separately from the responses to this announcement. Responses to this sources sought is not a request to be added to a prospective bidders list or to receive a copy of the solicitation.

PLEASE see attached DRAFT Statement of Work (SOW) for details.

Sources Sought Notice Sources Sought Notice

Sources Sought Notice

STATEMENT OF WORK

1. GENERAL INFORMATION. VA Geriatric Scholars Program; Toolkit Webinar Series and Evaluation. This contract is being submitted as a new contract.

2. BACKGROUND. The purpose of this Statement of Work is to outline the tasks and responsibilities of the contractor to meet the needs of the VA Geriatric Scholars Program, which is administered at the VA Greater Los Angeles Healthcare System (VAGLAHS) Geriatric Research Education and Clinical Centers (GRECC), and operates in collaboration with 10 GRECCs. The Geriatric Scholars Program is funded by the VA Office of Rural Health as a leading model for dissemination; receiving funding from the Office of Rural Health as part of its strategic plan for implementing non-institutional long-term care. Specific purpose funds (FCP684) have been allocated to GLA from the VA Office of Rural Health to fill the gap in geriatrics experience in the current VA workforce, where the majority of patients are over age 65 years. The national workforce development program is administered at the GLA GRECC.

The VA Geriatric Scholars Program is a national VA workforce development project designed to integrate state-of-the-art practices in geriatric medicine in primary care settings throughout the VA. This national VA educational program develops, evaluates and implements continuing education for the professional development of the VA workforce to improve access to high quality care of older Veterans. Activities include distance learning (i.e., webinars, DVDs, printed materials) which is accredited for continuing education by the VA ILEAD as well as face-to-face didactics and experiential programs. Because primary care clinicians time is devoted to patient care, educational products must be designed for self-directed learning (i.e., review materials and be tested on the content) as well as the more typical live interactive one (1)-hour CME presentation. The Geriatric Scholars Program is expected to report its accomplishments in various formats, including peer-reviewed professional journals.

3. SCOPE OF WORK. The services required of the contractor are:

3.1. Develop five (5) geriatric scholar toolkit topics for webinars. From these topics, coordinate and produce a 4-part webinar and enduring education series utilizing the VA Geriatric Scholars Toolkits with the goal of continuing use of the educational products. The VA Geriatric Scholars Toolkits were developed by the program and disseminated nationally to VA clinics with a focus on rural clinics. Each toolkit covers an important geriatric syndrome, such as frailty or dementia, and includes multiple printed materials for clinician education; and multiple printed materials or patient and caregiver education. Webinars must be developed with the aim to strengthen VA foundational services (specifically Primary Care, Mental Health, Geriatrics & Extended Care, Rehabilitation Services, and Care Coordination) as described in the Department of Veterans Affairs 2018-2024 Strategic Plan (see https://www.va.gov/oei/docs/VA2018-2024strategicPlan.pdf). Responsibilities include recruitment of and direction for VA Subject Matter Experts (SME) presenting on each topic and in the development of post-test questions for accreditation, developing written summaries as an enduring educational product, and meeting accreditation requirements of VA Employee Education System for both live webinar series, and for a new and enduring self-directed educational product.

3.2. Coordinate and produce four (4) webinars covering topics in aging with compatible tools in the VA Geriatric Scholars Toolkit series. Topics will be determined by the VA Geriatric Scholars Toolkit Program Committee members. Production will entail working with the VA Employee Education System to ensure presenters are prepared to present webinar using VA webinar software. The contractor shall be available to assist with trouble shooting production before and during webinar recording.

3.3. Evaluate existing VA Geriatric Scholars Toolkits printed materials to determine continuing validity of each tool. The evaluation will determine if any of the materials are out-of- date and should be retired as well as recommending appropriate replacements. Responsibilities include working with SME and the professional organizations that develop clinical algorithms to determine validity, retirement dates or best replacement and provide written report, spreadsheet, or summary of results.

3.4 Develop and update toolkit materials. Contractor shall use past experience as VA Geriatric Scholars Toolkit developer to create a new toolkit (as explained in the deliverables list below) on a healthy aging topic specified by the director of the VA Geriatric Scholars Program. A list of upcoming topics is provided below.

3.5 Evaluate educational components. The contractor will design and conduct one evaluation of a VA Geriatric Scholars Program educational component under the guidance of program staff and the program director utilizing an electronic and/or telephone collection instrument.

4. PERIOD OF PERFORMANCE. February 1, 2026 – January 31, 2027

5. TYPE OF CONTRACT. Firm Fixed Price, 1 year contract

6. PLACE OF PERFORMANCE. To be determined; the Contractor shall support this effort at approved Contractor facilities as directed by the Contracting Officer’s Representative (COR) and mutually agreed to by the Contractor.

7. GENERAL REQUIREMENTS. Contract is for services that expand and enhance the reach and clinical impact of the VA Geriatric Scholars Toolkit series. All deliverables are subject to approval by designated program staff. Tasks and deliverables will benefit the VA in four (4) key areas:

7.1. Production of an accredited webinar series;

7.2. Product evaluation and updates

7.3. Creation of new Geriatric Scholars Toolkit materials

7.4. Evaluation of program educational components

8. SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES.

8.1. Production of an accredited webinar series.

8.1.1. Task 1: Identify SME as presenters for live webinars or video presentation for each topic and work with VA ILEAD accreditation procedures and will be subject to approval of program staff.

8.1.2. Task 2: Four (4) sets of thirteen post-test assessment questions based on content provided in Item 8.1.1

8.1.3. Task 3: Develop written summary of live presentations with appropriate post-test questions in accordance with VA ILEAD accreditation procedures for self-directed enduring education materials.

8.1.4 Task 4: Link to recording of VA Geriatric Scholar Toolkit webinars. Recording made by VA ILEAD.

8.1.5. Task 5: Microsoft Excel spreadsheet containing names, station name, station number, and job role for each attendee of VA Geriatric Scholars Toolkit webinars

8.2. Product evaluation requirements.

8.2.1. Task 6: Report detailing currency of all components of VA Geriatric Scholars Toolkit series and recommending products for retirement with potential web-based replacements where appropriate.

8.2.2. Task 7: Updated product retirement schedule.

8.2.3. Task 8: Microsoft Excel spreadsheet containing names, station name, station number, and job role for each attendee of clinical practicum.

8.3. GeroPsychiatry Course Management.

8.3.1 Task 9: Report detailing planned presenters for multi-day clinical geropsychiatry intensive course.

8.3.2 Task 10: Call schedule and agendas for 4-24 planning committee calls.

8.3.1 Task 11: Microsoft Excel spreadsheet containing names, station name, station number, and job role for each attendee of intensive course.

8.1.1

Identify SME as presenters for live webinars or video presentation for each topic and work with VA ILEAD accreditation procedures and will be subject to approval of program staff.

8.1.2

Four (4) sets of thirteen post-test assessment questions based on content provided in Item 8.1.1

8.1.3

Develop written summary of live presentations with appropriate post-test questions in accordance with VA ILEAD accreditation procedures for self-directed enduring education materials.

8.1.4

Link to recording of VA Geriatric Scholar Toolkit webinars. Recording made by VA ILEAD.

8.1.5

Microsoft Excel spreadsheet containing names, station name, station number, and job role for each attendee of VA Geriatric Scholars Toolkit webinars

8.2.1

Report detailing planned presenters for multi-day clinical practicum experience.

10. INSPECTION AND ACCEPTANCE CRITERIA. Final inspection and acceptance of all work performed, reports and deliverables will occur at the place of delivery designated by the COR. Final approval and acceptance of documentation required herein shall be by letter of approval and acceptance by COR. The Contractor shall not construe any letter of acknowledgment of receipt of material as a waiver of review, or as an acknowledgment that the material is in conformance with this SOW.

11. Changes to the Statement of Work Any changes to this SOW shall be authorized and approved only through written correspondence from the Contracting Officer. A copy of each change will be kept in a project folder along with all deliverables of this purchase order. Changes determined by the Contracting Officer to be within the general scope of the purchase order shall be made in accordance with FAR 52.212-4(c), “Changes,” and shall not necessitate new solicitation proceedings.

12. Personnel Policy The contractor shall be responsible for managing and overseeing the activities of all contractor personnel, as well as subcontractor efforts used in performance of this effort. The contractor's management responsibilities shall include all activities necessary to ensure the accomplishment of timely and effective support performed in accordance with the requirements contained in the statement of work.

The contractor shall be responsible for protecting the personnel furnishing services under this purchase order. To carry out this responsibility, the contractor shall provide the following for these personnel:

· Worker’s Compensation

· Health Examinations

· Income Tax Withholding, and

· Social Security Payments

The Contracting Officer may notify the contractor and request immediate removal of any personnel assigned to the purchase order by the contractor that are deemed to have a conflict of interest with the government or if the performance is deemed to be unsatisfactory. The reason for removal will be documented and replacement personnel shall be identified within three business days of the notification. Employment and staffing difficulties shall not be justification for failure to meet established schedules.

The Contractor shall follow all existing local, state, federal and/or union laws/regulations relevant to fringe benefits and premium pay for their employees. Contractor personnel shall not be considered VA employees for any purpose and shall be considered employees of the Contractor.

Contractor personnel shall be subject to the same quality assurance standards or exceed current recognized national standards as established by the Joint Commission (JC). The contractor shall perform services in accordance with the ethical, professional, and technical standards of the equipment repair industry as consistent with VA Policy, Regulations and Procedures.

Contractor will indemnify and hold the hospital harmless from any and all claims, actions, liabilities, and expenses, (including costs of judgments, settlements, court costs, and attorney fees) caused by or resulting from the sole negligence or intentional actions or omissions of the contractor's employee, or any failure to perform any obligations imposed by this agreement, whether such act, omission, or failure was employee's or that of any person providing services hereunder through or for provider.

Contractor personnel shall present a neat appearance and be easily recognized as contractor employees. This may be accomplished by wearing distinctive clothing bearing the name of the company and/or wearing badges bearing the Contractor’s and employee’s name and identification picture.

BADGE: The contractor shall obtain a “Contractor I.D Badge” from the VA Police. All contractor personnel are required to wear I.D Badge during the entire time on VA facility. The I.D Badge MUST have an identification picture and shall state the name of the individual and the company represented.

PARKING: It is the responsibility of the contract personnel to park in the appropriate designated parking areas. Parking information is available from VA Police & Security Service Office. The contractor assumes full responsibility for any parking violations.

SMOKING: Contractor personnel may smoke only in designated areas. It is the responsibility of the VISN 22 Healthcare Facilities to provide a safe and healthful environment for employees and patients and to serve as a leader in community health awareness and education. It is in fulfillment of this obligation that the facilities are committed to the establishment of a smoke-free environment. This policy applies to every location in the Healthcare Facilities. There shall be no smoking within 25 feet of all entrances to buildings. Smoking is allowed in all outside areas that are 25 feet away from entrances to buildings unless indicated otherwise. Enclosed patios connected to facility buildings are considered part of the building and as such are non-smoking areas.

13. Invoicing & Payment Contractor shall submit in arrears a properly completed itemized invoice in accordance with FAR clauses 52.212-4(g) Contract Terms and Conditions – Commercial Items via Tungsten Network, http://www.tungsten-network.com/US/.

Invoices submitted for payment shall be reviewed for accuracy and shall be subject to approval by the Government prior to issuance of payment.

The invoice MUST be itemized to include the following information.

1. Facility name and address where service was provided

1. Contract number

1. Purchase order number

1. Hours

1. Cost

1. Date

No advance payments shall be authorized. Payment shall be made on a monthly arrears for services provided during the billing month in arrears in accordance with FAR 52.212-4, para. (i) Upon submission of a properly prepared invoice for prices stipulated in this contract for services delivered and accepted in accordance with the terms and conditions of the contract, less any deductions stipulated in this contract.

Payment of invoices may be delayed if the appropriate invoices as specified in the contract are not completed and submitted as required.

14. Contract Security The Office of Security and Law Enforcement provides Department-wide policy on the assignment of appropriate position sensitivity designations associated with Department of Veterans Affairs (VA) positions involving national security and public trust responsibilities, and on the level of background investigations required for applicants and incumbents of those positions. In addition to VA employees, the policy and investigative requirements are applicable to contractor personnel who require access to VA computer systems designated as sensitive.

Personnel who require access to VA computer systems shall be subject to all necessary background investigations and receive a favorable adjudication from the VA Office of Security and Law Enforcement to ensure compliance with such policy. If such investigation has not been completed prior to contract commencement, the contractor shall be responsible for the actions of those individuals performing under the contract.

Should the contract require contractor personnel to maintain U.S. citizenship, the contractor shall be responsible for compliance. Regardless of U.S. citizenship requirements, contractor personnel are required to read, write, speak, and understand the English language unless otherwise specified in this contract or agreed to by the Government.

The cost of such investigations shall be borne by the contractor, either in advance or as reimbursement to the Government. The level of sensitivity shall be determined by the Government on the basic of the type of access required. The level of sensitivity will determine the depth of the investigation and the cost thereof. At this time, the current estimated costs for such investigations are as follows:

15. Confidentiality and Nondisclosure It is agreed that:

· The preliminary and final deliverables and all associated working papers, application source code, and other materials deemed relevant by the VA which have been generated by the contractor in the performance of this contract are the exclusive property of the U.S. Government and shall be submitted to the Contracting Officer at the conclusion of the contract.

· The CO will be the sole authorized official to release verbally or in writing, any data, the draft deliverables, the final deliverables, or any other written or printed materials pertaining to this contract. No information shall be released by the contractor. Any request for information relating to this contract shall be submitted in writing to the Contracting Officer.

· Press releases, marketing material, or any other printed or electronic documentation related to this project shall not be publicized without the written approval of the Contracting Officer.

· The contractor will sign a National Business Associate Agreement with the VA in accordance with the mandated guidelines.

16. VA Patient Confidentiality The contractor shall take reasonable measures to ensure patient privacy and confidentiality. The contractor agrees to take all reasonable precautions to safeguard patient information from unauthorized access or modification, in audio, electronic, and hard copy formats. The contractor shall be bound by the requirements of the “Health Insurance Portability and Accountability Act (HIPAA) of 1996” which provides guidance on the protection of patient privacy and confidentiality. This act mandates all Government agencies, and those bodies with whom they contract with, to be in compliance with the directives of the Act.

17. Rights in Data Performance of this effort may require the contractor to access and use data and information proprietary to a Government agency or Government contractor which is of such a nature that its dissemination or use, other than in performance of this effort, would be adverse to the interests of the Government and/or others.

Contractor and/or contractor personnel shall not divulge or release data or information developed or obtained in performance of this effort, until made public by the Government, except to authorize Government personnel or upon written approval of the Contracting Officer. The contractor shall not use, disclose, or reproduce proprietary data that bears a restrictive legend, other than as required in the performance of this effort. Nothing herein shall preclude the use of any data independently acquired by the contractor without such limitations or prohibit an agreement at no cost to the Government between the contractor and the data owner which provides for greater rights to the contractor.

The Department of Veterans Affairs shall have unlimited rights to and ownership of all deliverables provided under this effort, including reports, recommendations, briefings, work plans, and all other deliverables.

18. Other Privacy and Security Contractor, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

Access to VA Information and VA Information Systems - A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order. The contractor and their personnel shall be subject to the same Federal laws, regulations, standards, and VA policies as VA personnel, regarding privacy and security information. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR Part 12).

If the VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the Contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation Subpart 12.4.

The contractor/subcontractor shall not release VA records protected by Title 38 U.S.C. 5705, confidentiality of medical quality assurance records and/or Title 38 U.S.C. 7332, confidentiality of certain health records pertaining to drug addiction, sickle cell anemia, alcoholism or alcohol abuse, or infection with human immunodeficiency virus. If the contractor/subcontractor is in receipt of a court order or other requests for the above-mentioned information, that contractor/subcontractor shall immediately refer such court orders or other requests to the VAGLAHS Release of Information office for response.

Ensure that a Contractor Security Control Assessment (CSCA) is completed within 30 days of contract approval and yearly on the renewal date of the contract.

Ensure that the CSCA is sent to the ISO and the OCS Certification program office for review to ensure that appropriate security controls are being implemented in service contracts.

Ensure a copy of the CSCA is maintained in the Security Management and Reporting Tool (SMART) database. COR will provide a copy of the completed CSCA to ISO for uploading into SMART database.

VA Information Custodial Language – Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior agreement of the VA. This clause expressly limits the contractor/subcontractor’s rights to use data as described in Rights in Data (General, FAR 52.227-174(d)(1).

Security Incident Investigation:

1. The term “security incident” means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The contractor/subcontractor shall immediately notify the COR and simultaneously, the designated ISO and Privacy officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access.

1. To the extent known by the contractor/subcontractor, the contractor/subcontractor’s notice to VA shall identify the information involved, the circumstances surrounding the incident (including to whom, how, when and where the VA information or assets were placed at risk or compromised), and any other information the contractor/subcontractor considers relevant.

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