QA_W9124J-16-R-0022_CPG_Toolkit_Coordinator_V2.pdf

Q & A W9124J-16-R-0022

QUESTIONS AND ANSWERS

W9124J-16-R-0022 CPG Toolkit Coordinator

1. Question #1: Is the intended audience for the toolkits limited to DoD and VA and, if so, at what agency levels?

Answer #1: The tools are intended to support our Clinical Practice Guidelines (CPGs) and the audience will be VA/DoD healthcare team members and their patients.

2. Question #2:What is the timeframe from beginning of the process to completion of each CPG?

Answer #2: The CPG have already been completed. The timeframe from the beginning to completion of the tools to support each CPG is 4-6 months. It would be expected that we would develop three tools for each CPG.

3. Question #3: What is the overall goal for each of the CPGs e.g. to change patient care, impact and improve clinical workflows, fix current patient safety issues, or meet the demands of regulatory bodies or will the topics be selected as part of the conference preparations?

Answer #3:CPGs are designed to provide guidance to the healthcare teams when treating particular diagnoses.

4. Question #4: Where will these CPGs to be implemented, i.e. only within the DoD and will they be Service-specific, or between DoD and VA as a collaborated effort?

Answer #4: The CPGs will be implemented within both the VA and DoD.

5. Question #5: Outside of the conferences alluded to in the PWS, will the Government want these CPGs to be presented at other specialty conferences?

Answer #5: No

6. Question #6: Will the legacy and future Electronic Health Record need to be configured to help clinicians document this work in as part of their ongoing patient care activities?

Answer #6: No

7. Question #7: Will evaluative analyses and report writing need to be determined to evaluate if the designed CPGs have changed patient care?

Answer #7: No

8. Question #8: Are there designated CPGs that the Government already has in mind or will the facilitated group(s) have to decide which ones need to be designed?

Answer #8: The VA and DoD have collaborated to develop 24 CPGs. The tools described in this solicitation will support new or updated CPGs.

9. Question #9: Will the contractor be expected to Map and Gap what the VA and DoD are presently doing well – or not – in patient care? For example:

(a) Conduct a root cause analysis to identify why certain issues continually happen

(b) Identify sentinel events across the DoD and VA systems of care

(c) Map and gap all Joint Commission findings to determine what the next CPGs should be in 2016, 2017, 2018, etc.

(d) Identify agencies in the DHA and VA that are tasked with quality and assess their past and current bench marks

(e) Identify if current adopted CPGs need to be re-evaluated and updated

Answer #9:

(a) No

(b) No

(c) No

(d) No

(e) No

10. Question #10: What is the average duration in days of the facilitated CPG conferences?

(a) Who is the approving authority of each CPG?

(b) Does it go out for a vote?

(c) What is the timeframe for when issues need to be fixed or adjusted?

(d) Who is going to write the SOP or policy once the CPGs are approved?

(e) How long will these be monitored, tweaked, and re-evaluated to determine if the developed process worked?

Answer #10:

(a) CPGs have already been developed and approved. Approval of the Tools will be given by the Chief, Evidence Based Practice.

(b) No

(c) Issues should be addressed during the tool development process.

(d) N/A

(e) N/A

11. Question #11: Please confirm the due date and time. FBO says 18 Dec 7AM EST. But the SF1449 says due date 8AM 15 Dec 2015 local time for Fort Sam Houston, TX. Which is correct?

Answer #11: the correct date is 18 Dec 7AM EST. It will be corrected in the upcoming amendment.

12. Question #12: Please confirm the place of performance? Is it Fort Sam Houston or contractor site for all of the telecons and at the conference location selected by the government for the workshops?

Answer #12: place of performance will be determined after the award. There is travel CLIN to reimburse the travel cost.

13. Question #13: Would you reconsider making this procurement based on best value and not

LPTA?

Answer #13: it is the contracting officer decision to use LPTA as a basis for the award.

14. Question #14: Section 5.1.3 refers to the possible contents in the sample toolkit, Is the awardee responsible for developing that content - ie. such as brochures, pocket cards, reference cards, posters, booklets, books, videos, system tools such as websites and links to information?

Answer #14: Yes, the awardee will develop the content and the DoD will pay printing costs through GPO.

15. Question #15: Section 5.1.5 refers to a sample After Action Report in Appendix A. Part 7 refers to the Appendix A being the Quality Assurance Monitoring Form. The Quality Assurance Monitoring Form is indeed included as Appendix A. Can you please provide the sample After Action Report?

Answer #15: See Attachment

16. Question #16: How many toolkits are expected to be facilitated and developed each year?

Answer #16: Four

17. Question #17: Can the Government clarify the Offeror due-date for this Proposal? The proposal lists both December 15th, 2015 and December 18th, 2015 as the due-date.

Answer #17: see Answer #11.

18. Question #18: Can the Government clarify the format requirements for this Proposal?

Specifically:

(a) What is the page count limit?

(b) What are the font size requirements for both text and graphics?

(c) What are the margin requirements?

(d) Does the cover page and table of contents count against the page count limit?

Answer #18:

(a) not to exceed 25 pages

(b) font 12, Times new Roman

(c) 1 inch from the left and 1 inch from the right

(d) cover page, table of contents and resumes are excluded from the page count

19. Question #19: Can the Government provide the Key Personnel and Labor Categories required for this effort?

Answer #19: there is only one labor category (which is also the key personnel) – GPC Toolkit Coordinator

20. Question #20: Can the Government clarify if resumes for Key Personnel are required in the Offeror’s Proposal response?

Answer #20: yes, the resume is required

21. Question #21: If resumes for Key Personnel are required in the Offeror’s Proposal response, can the Government clarify if they are they subject to the page count limit (if applicable)?

Answer #21: see Answer #18.

22. Question #22: Can the Government confirm if there is an incumbent currently leading this particular effort?

Answer #22: Currently, there is no service in place.

23. Question #23: If there is an incumbent currently leading this effort, can the Government confirm if it is a small business?

Answer #23: currently, there is no service in place. The previous contractor is a small business.

24. Question #24: Can the Government clarify if they envision the Level of Effort (LoE) for this

2016 Contract to be equal to the LoE expended on the previous MEDCOM Clinical Practice Guideline (CPG) Toolkit Coordination effort (Solicitation No.: W9124J-10-P-0184)?

Answer #24: the effort is very similar.

25. Question #25: Can the Government clarify the level of innovation envisioned for the CPG Toolkit materials (i.e., Paper-Based Toolkits versus Web-enabled or Mobile Applications)?

Answer #25: The toolkits are to be paper-based.

26. Question #26: Per the RFP, pg. 17: 52.212-2 EVALUATION--COMMERCIAL ITEMS (OCT 2014), (iii): “The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers: (iii) past performance.” –

(a) Can the Government confirm if Past Performance (per the evaluation criteria in the RFP) is a separate volume from the Technical and Price Volumes or included in the Technical Volume?

(b) Can the Government clarify whether Past Performance Questionnaires (PPQs) are required for the Government to evaluate Offeror Past Performance?

Answer #18:

(a) there is no requirement to submit Past performance volume. Past Performance will be evaluated based on information obtained using internal systems. Offeror are not required to submit Past Performance information. The Government will use information obtained using other sources, such as the Past Performance Information Retrieval System (PPIRS) or similar systems.

(b) questionnaire is not required

27. Question #27: Per the RFP, pg. 49: PWS – 5.1.5, Bullet #3: “Additional post-conference support requirements include: Provides Government-approved print-ready material following the conference, tele-conferences, or email conferences as applicable.” –

(a) Can the Government clarify if pre-approved MEDCOM templates will be supplied to the Awardee for the CPG Toolkit Materials?

(b) If pre -approved templates do not exist or will not be supplied, does the Government expect that the Awardee will create new templates and/or branding for the CPG Toolkits?

Answer #27: We do not have any templates; however, we do have logos that will be added to each print product.