Attachment B EVALUATION FACTORS - VISN 2 UPSTATE HOME OXYGEN.docx

Offeror’s proposals will be evaluated based on the strengths, weaknesses and deficiencies in each factor.

The following factors and subfactors, listed in descending order of importance, and the associated sub-items under each sub-factor (of equal importance) shall be used to evaluate offers:

All non-price factors (Factors 1 – 3), when combined, are significantly more important than cost/price (Factor 4).

In order to evaluate each proposal, it is necessary that each Offeror respond to all factors and subfactors in the same order as presented herein. Response items contained in each factor and subfactor are to be addressed separately and in the same order presented herein. Offers shall be organized with sections appropriately identified.

Factor 1: Technical Capability

Subfactor A: Quality

Offeror submitted a response that included:

1. The results of the latest Joint Commission accreditation survey. Provide date of last survey, expiration date of present accreditation, and date of next survey. Indicate any conditions to accreditation. If not accredited by Joint Commission, offeror shall provide a detailed description of their working knowledge of applicable Joint Commission regulations and their ability to meet requirements. This should include but not be limited to; discussion of current internal monitors, review processes, and reports that will be generated and provided to the VA; and, a detailed description explaining your Incident Reporting System and how it meets Joint Commission and VA requirements. In addition, provide a copy of your Incident Reporting System Policy.

2. A detailed description explaining how it will track equipment that needs maintenance and its process for home oxygen cylinder deliveries. For equipment that needs maintenance this description must include how this maintenance will be completed in a timely manner, and how it will make these records available to VA. For home oxygen cylinder deliveries this description must include how it will track patient need and ensure deliveries take place in a timely manner to meet those needs.

3. A detailed description explaining how it will provide 24x7 service including; how it will manage the RRT schedule requirements at onset of the award and throughout the contract so that the set-ups, follow-up visits, assessments and notes are tracked so they get done on time; and, availability and call answering along with services at the patient’s home within a maximum of 4-hours of notification in all catchment areas outlined in the Performance Work Statement.

4. A detailed description explaining its approach to providing patient and caregiver education including having patient demonstrate ability to safely use equipment, explaining what type of device will be used for to enable patient and caregiver viewing of fire-safe video and providing training/educational documents in an organized and indexed binder. (10, 11)

5. A detailed description explaining your written emergency management plan and how you will effectively manage patient needs in all catchment areas during a natural disaster or other emergency situation. Also, submit a copy of your written emergency management plan. (5)

6. A detailed description explaining your infection control policy and how that will be implemented and monitored for the duration of this contract. Also, provide a copy of your Infection Control Policy. (17)

7. A detailed description explaining your approach for tracking, managing, collecting/collating data, and completing the required VA reports so they are completed and provided to VA in a timely manner. (16)

8. A detailed description explaining your process for tracking services rendered, managing invoice procedures and related document requirements so that billing remains current and accurate throughout the contract (30)

Subfactor B: Management, Experience and Staffing

Offeror submitted a response that included:

1. A detailed description of the firm’s organization structure along with an organization chart of key personnel involved in the performance of the contract, ensuring chart clearly shows lines of authority as well as span of control of management staff. Describe the experience, including the number of years, that management staff has related to the provision of home respiratory services.

2. A detailed description of the firm’s hiring practices and capability to recruit adequate staff to meet the needs of the Performance Work Statement. Describes average personnel turnover rate and how it might impact this contract.

3. A detailed description explaining its processes for personnel orientation, ongoing personnel education/training, ongoing assessment of competency for all personnel involved with the provisions of services under this contract, how it will make that documentation available to VA, and how it will ensure necessary computer equipment, internet access, and technical support will be provided to RRTs so they can meet the terms of the contract. (18)

4. A detailed description of contingency plans for staffing in the event of absence (planned and unplanned) or unplanned departure of regularly scheduled staff, keeping in mind that Contractor personnel shall not provide any services under the contract without the completion of security requirements outlined in the Performance Work Statement (background investigation and mandatory trainings, computer access, sponsorship of PIV badge, etc.) which can take a minimum of 4-6 weeks to complete.

5. A detailed explanation of how subcontractors will be utilized in the performance of the required services, if applicable, and how prime contractor will provide supervision and oversight of the subcontractor to ensure all VA requirements and performance standards are continually met by subcontractors.

Subfactor C: Transition/Implementation Plan

Upon award, the successful offeror is responsible for performing due diligence to ensure that all transition activities are completed and that they are prepared to assume full operational responsibility without disruption to Veterans. As such, the VA will evaluate the transition/implantation plan as laid out below.

Offeror submitted a response that included:

1. A detailed description of a transition plan that identifies key milestones for complete implementation under the terms and conditions of this contract. The objectives of the plan are to minimize the impacts on start-up of operations and/or continuity of operations, identify key issues, and overcome barriers to transition.

At a minimum this included:

(a) How the company will be able to start taking orders, conduct set-ups, and handle calls from patients in all catchment areas by 11/1/2025. This includes having adequate staffing, equipment & supplies, vehicles, service center to handle orders, calls, etc.

(b) How the transition of patients will be monitored, as well as how many patients will be transitioned per day, week, month.

(c) How the company will be ready for full implementation by 11/1/2025. Full implementation with all home oxygen patients is to be completed within 180 calendar days after award in such a way that the current visit schedule can be maintained by the new contractor. The contractor will work with the existing visit schedule so that existing beneficiaries get the new set-up when the next visit is due. The VA will provide the new contractor with the existing list of beneficiaries and current schedule of due visits.

Factor 2: Past Performance

Past performance information will be reviewed to determine how well the Offeror performed work relevant to the type of effort and magnitude described in the Performance Work Statement, and how recent the described experience is.

Recent = Performance is occurring presently or has occurred within the last five (5) years.

Relevant = Present/past performance effort involved essentially the same, or much of the same, magnitude of effort and complexities this solicitation requires.

The Offeror shall submit a response that includes the following three (3) items:

1. Summary Statement: The Offeror shall provide a summary statement that addresses all Federal, State, and local government contracts, military contracts, and private contracts of similar type, scope, size, and complexity that are ongoing, or have been completed within the past five years and shall include a narrative from Offeror describing length and breadth of experience providing Home Oxygen Services.

2. List of References: The Offeror shall provide a list of recent and relevant references pertaining to the contracts identified in the Summary Statement, utilizing Attachment 3 of the solicitation. No more than five total relevant contracts (within the past five years) shall be submitted. The VA may contact references and parties other than those identified by the offeror, and information received may be used in the evaluation of the offeror’s past performance. Offerors should not provide general information on their performance on the identified contracts. General performance information will be obtained from the references. Offerors are responsible for verifying the provided contact information is complete and accurate.

Offeror shall verify all phone numbers and email addresses listed for references to ensure they are current and accurate prior to submitting their response.

3. List of Terminations or Cure Notices: The Offeror shall provide information about termination or cure notices for any Federal, State, local government, military, and/or private contracts or service agreements for themselves and/or any proposed subcontractor(s) or teaming partner(s). Contracts should be of similar type, scope, size and complexity of this solicitation and within the last 8 years. The following information is required:

a. Type of contract (services provided)

b. Contract number

c. Date of award

d. Date of termination or Cure Notice

e. Location

f. Contract dollar value

g. Name of contractor the contract was with

h. Contractor’s point of contact (name, phone number and email address)

i. Detailed explanation of why the contract was terminated and/or issued a cure notice

j. Resolution/corrective action (if any) The offeror may provide information on problems encountered on the contracts identified above and corrective actions taken to resolve those problems. The VA may contact these contractors and information received may be used in the evaluation of the offeror’s past performance.

If there are no contracts or services agreements fitting the criteria outlined above, the Offeror shall provide a statement indicating as such.

The VA shall conduct a performance confidence risk assessment based upon the Offeror’s reputation for past performance as it relates to the probability of successful accomplishment of the work required by the solicitation. The VA may use information available in its own files, from electronic databases such as the Past Performance Retrieval System (PPIRS), or from any other source it deems appropriate. The Government will consider the offeror’s record for delivery, quality, and proposed major subcontractors or teaming partners as it relates to the probability of successfully performing the solicitation requirements. While the Government may elect to consider data obtained from other sources, the burden of providing current, accurate and complete past performance information rests with the offeror.

NOTE: An offeror without a record of relevant past performance or for whom information on past performance is not available will not be evaluated favorably or unfavorably on past performance and will receive a neutral rating in accordance with FAR Part 15.305(a)(2). A “neutral” rated proposal may not represent the most advantageous proposal to the Government and thus, may be an unsuccessful proposal when compared to the proposal of other offerors.

Factor 3: VAAR 852.215-70 Service Disabled Veteran Owned and Veteran Owned Small Business (SDVOSB/VOSB) Status:

Please read “VAAR 852.215-70 Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors (DEC 2009)” very carefully and proceed with your answer.

(1) For SDVOSBs/VOSBs: In order to receive credit under this Factor, an Offeror shall submit a statement of compliance that it qualifies as a SDVOSB or VOSB in accordance with VAAR 852.215-70 (Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors). Offerors are cautioned that they must be registered and verified in Vendor Information Pages (VIP) database (http://www.VetBiz.gov).

(2) For Non SDVOSB/VOSB Offerors Proposing to Subcontract to SDVOSBs/VOSBs: To receive some consideration under this Factor, an Offeror must state in its proposal the names of SDVOSB(s) and/or VOSB(s) with whom it intends to subcontract, and provide a brief description and the approximate dollar values of the proposed subcontracts. Additionally, proposed SDVOSB/VOSB subcontractors must be registered and verified in Vendor Information Pages (VIP) database (http://www.VetBiz.gov) in order to receive some consideration under the Veterans Involvement Factor.

(3) With regard to the requirements for registration and verification in the VetBiz database, reference VAAR 804.1102 (Vendor Information Pages (VIP) Database).

Select one below and provide required information listed above: (All replies that are not completed will be scored as if N/A were selected)

____ SDVOSB (registered and verified in VIP) ____ VOSB (registered and verified in VIP) ____ Non-Veteran proposing to subcontract with SDVOSB or VOSB (registered and verified in VIP) ____ N/A

For evaluation purposes this factor will be evaluated as follows:

Full credit for a registered and verified SDVOSB means a reduction of 5% of total price. Partial credit for a registered and verified VOSB means a reduction of 2.5% of total price. Partial credit for Offerors proposing to subcontract with a registered and verified SDVOSB or VOSB means a reduction of 1% of total price. For example, if an offeror is a registered and verified SDVOSB and their total price is $1,000,000.00 then 5% would be $50,000.00. The offerors adjusted price would then be $950,000.00. The adjusted price of $950,000.00 would be the price used for the price evaluation. The same would be applied to a registered and verified VOSB with a 2% of total price deducted from the total. However the award price will be the offered price.

Factor 4: Cost/Price:

Price will not be scored but evaluated or traded against the non-cost factors in order to determine the overall best value to the Government. Award will be made to the contractor that represents the best value to the Government. The Contracting Officer will check the price for compliance with the RFP requirements, and evaluate for reasonableness by comparing the proposed price with the Independent Government Cost Estimate (IGCE) and the prices received in response to the solicitation, as well as any other method it deems appropriate. The Government may award to a higher-priced offeror whose performance offers a higher confidence in their ability to succeed.