AF11--Copywriting for VA Primary Care Staff Guides

1. This is a combined synopsis/solicitation for commercial services/items prepared in accordance with the format in FAR Subpart 12.6 in conjunction with FAR Part 13, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a separate written solicitation will not be issued.

1.a. Project Title: Copywriting for VA Primary Care Staff Guides

1.b. Description: VA Greater Los Angeles Healthcare System is seeking a contractor to provide copywriting services for two VA Primary Care staff guides on high-risk patient management for the VA Los Angeles HSR&D Center of Innovation (COIN) also called the Center for the Study of Healthcare Innovation, Implementation & Policy (CSHIIP) at the VA Greater Los Angeles Healthcare System (VAGLAHS).

1.c. Project Location: VA Greater Los Angeles Healthcare System

1.d. Solicitation Type - Number: Request for Quotes (RFQ) - 36C26223Q1529.

1.e. Set Aside: This solicitation is issued as a Small Business set aside.

1.f. Applicable NAICS code: 711510, Independent Artists, Writers, and Performers.

1.g. Small Business Size Standard: $9 million

1.h. Type of Contract: Firm Fixed Price

1.i. Period of Performance: 10/01/2023 09/30/2024

1.j. Request for Information (RFI) should be submitted via email no later than 3PM PST Friday, July 28, 2023, to katharine.robert@va.gov

2. Statement of Work

2.1. Objective. VA Greater Los Angeles Healthcare System is seeking a contractor to provide copywriting services for two VA Primary Care staff guides on high-risk patient management for the VA Los Angeles HSR&D Center of Innovation (COIN) also called the Center for the Study of Healthcare Innovation, Implementation & Policy (CSHIIP) at the VA Greater Los Angeles Healthcare System (VAGLAHS).

2.2. Background. Increasing health burden and costs of caring for patients with multiple chronic conditions or high complexity make them a logical target for efforts to meet what the Institute for Healthcare Improvement has labeled the triple aim : improving the patient experience of care (including quality), improving population health, and reducing per capita costs. Costs and utilization of services in these high-risk patients are high. Thus, resources required to address their unmet needs can be recouped with even modest improvements in their outcomes. Several promising programs have been developed by the private sector to address these populations and studied in research settings. Although Department of Veterans Affairs (VA) has implemented several programs for these high-risk , vulnerable patients -- such as GeriPACT, Home Based Primary Care (HBPC), or Hospital-at-Home -- capacity is limited and inconsistent across VA to address the needs of those at the top 5 percent of utilization and costs.

2.3. Scope. The purpose of this contract is to obtain copywriting services for two VA Primary Care staff guides: 1) implementing patient-centered medical homes, and 2) high-risk patient management.

The Vendor will work solely with the VA Greater Los Angeles Health Services Research and Development (HSR&D) Center of Innovation leadership and staff on the tasks below. The Vendor shall provide all resources necessary to accomplish the deliverables described in this SOW, except as otherwise specified.

Tasks and Deliverables

Deliverable 1 - PACT Implementation and Sustainment Roadmap Services (Roadmap #1) - Extensive editing and copywriting services, with style guide accompaniment

Edit and Copywrite content

Draft Document Revision Plan with team input

Create Style Guide/Version Control accompaniment

Make ADA 508 compliant

Deliverable 2 - PACT High-Risk Roadmap Services (Roadmap #2) - Minor formatting and touch-up services

Deliverable 3 Administration

Participate in 4 one-hour long team meetings for revision planning and status updates

Electronic correspondence with project lead throughout the editing process.

Create and transfer ownership of library of digital assets created for the two Roadmaps.

Itemized deliverable dates for Tasks

Deliverable Date

Deliverable

12 months after contract award

Deliverable 1 - PACT Implementation and Sustainment Roadmap Services (Roadmap #1)

12 months after contract award

Deliverable 2 - PACT High-Risk Roadmap Services (Roadmap #2)

Throughout the contract period

Administration (meetings and correspondence)

2.4. General Requirements

Acceptance/Period of Performance

Upon completion of the mandatory tasks, the VAGLAHS shall monitor on a monthly basis and verify the completion of tasks by September 29 ,2024.

Any problems with the vendor are identified during the acceptance period. Please note that any problems during the acceptance phase will result in a reset of the acceptance phase, resulting in a new 3-week acceptance phase as outlined above.

Vendor Responsibilities

The Vendor must be registered as a VA Vendor within the project s time frame.

The Vendor shall operate under, but not limited, to the following national codes, telecommunications industry standards and practices: National Electric Code (NEC), Building Industry Consulting Service International (BICSI), all standards, Electronic Industries Association/Telecommunications Industry Association EIA/TIA, Americans with Disabilities Act (ADA), National Fire Protection Association (NFPA), Underwriters Laboratories (UL), ITU and IETF and all applicable audio, video, communication, data and control standards.

The Vendor shall have familiarity with health services research language and distilling research findings into strategic communications (i.e., communicating the best message, through the right channels, measured against well-considered VA and Center goals).

The Vendor shall have communications experience in the fields of health science, finance, and technology, particularly with Veteran researchers and audiences, preferably within the VA. Experts providing this work must have over 10 years of communications experience in the fields of health science, finance, and technology. Please provide verification of experience with offer.

VA GLAHS Responsibilities

The VA HSR&D COIN will assign a VA Center-based Project Manager who shall provide access to the appropriate personnel (management, technical, subject matter expertise, etc.) necessary to fulfill the vendor s requirements in a timely fashion.

The VA HSR&D COIN shall provide the Vendor a list of key personnel associated with the project along with the name and contact information for the POC/Project Manager.

Travel

All travel shall be responsibility of the vendor.

Whenever possible, conference calls and video conferencing should be used.

Completion Date

The vendor shall have all services rendered and equipment received no later than 12 months from the date of Contract Award and receipt of Contract Award.

2.5. Performance Monitoring. The Contracting Officer Representative (COR) will monitor contractor performance and certify the work was done in accordance with the SOW.

2.6. Period of Performance. 10/01/2023 09/30/2024

National Holidays:

New Year s Day

January 1st

Martin Luther King s Birthday

Third Monday in January

President s Day

Last Monday in January

Memorial Day

Last Monday in May

Juneteenth

June 19th

Independence Day

July 4th

Labor Day

First Monday in September

Columbus Day

Second Monday in October

Veteran s Day

November 11th

Thanksgiving Day

Fourth Thursday in November

Christmas Day

December 25th

If the holiday falls on a Sunday, the following Monday will be observed as a national holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a National holiday by U.S. Government Agencies, and any day specifically declared by the President of the United States of America.

Overtime & Holiday Pay: Overtime pay is at the rate of one and one-half times the employee's regular rate of pay for all hours worked in excess of eight up to and including 12 hours in any workday, and for the first eight hours of work on the seventh consecutive day of work in a workweek. Overtime pay also includes Federal Holidays.

Contractor will bill and be paid for actual services provided by Contractor personnel. Contractor will not be paid for availability or on-call services unless otherwise provided herein

2.7. Contractor Personnel Background Requirements.

a. 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 for, 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.

b. 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.

c. 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.

d. 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. Currently, the current estimated costs for such investigations are as follows:

Level of Sensitivity Background investigation level Approximate Cost

Low Risk National Agency Check with Written Inquiries $ 231.00

Moderate Risk Minimum Background Investigation $ 825.00

High Risk Background Investigation $ 3,465.00

e. The Contractor shall be required to furnish all applicable employee information required to conduct the investigation, such as, but not limited to, the name, address, and social security number of Contractor personnel. The VA will provide all the necessary instructions and guidance for submission of the documents required to conduct the background investigation. Background investigations shall not be required for Contractor personnel who will not be required to access VA computer systems nor gain access to sensitive materials.

2.8. Contractor Employees

a. The Contractor shall not employ persons for work on this contract if such employee is identified to the Contractor as a potential threat to the health, safety, security, general well-being or operational mission of the installation and its population. Contract Personnel shall be subject to the same quality assurance standards or exceed current recognized national standards as established by the Joint Commission (JC).

b. Badge. 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.

c. 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.

d. Smoking is strictly prohibited on the grounds of any VHA facility. Per VHA Directive 1085 dated March 5, 2019, it is VHA policy that all VHA health care facilities, including hospitals, community clinics, administrative offices and Vet Centers, will be smoke-free for patients, visitors, contractors, volunteers, and vendors effective October 1, 2019. There will no longer be designated smoking areas.

2.9. Insurance Coverage

a. The Contractor agrees to procure and maintain, while the contract is in effect, Workers Compensation and Employee s Public Liability Insurance in accordance with Federal and State of California laws. The Contractor shall be responsible for all damage to property, which may be done by him, or any employee engaged in the performance of this contract.

b. The Government shall be held harmless against any or all loss, cost, damage, claim expense or liability whatsoever, because of accident or injury to persons or property of others occurring in the performance of this contract.

c. Before commencing work under this contract, the Contracting Officer shall require the Contractor to furnish certification from his/her insurance company indicating that the coverage specified by FAR 52.228-5 and per FAR Subpart 28.307-2 has been obtained and that it may not be changed or canceled without guaranteed thirty (30) day notice to the Contracting Officer.

d. The Contractor shall furnish to the Contracting Officer within fifteen (15) days of award an Official Certification from the insurance company indicating that the coverage has been obtained and that it may not be changed or cancelled without guaranteed thirty (30) day notice to the Contracting Officer. New certifications shall be furnished at least thirty (30) days prior to the expiration date of the current insurance policy. The phrase will endeavor is not acceptable terms to the Government and such coverage carrying that phrase will be rejected and services may not be rendered until proper certificate is issued.

3. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2019-01, dated 10/10/2019. The following provisions and clauses apply to this solicitation and can be found in enclosure 2.

3.a. FAR 52.212-1, Instructions to Offerors Commercial Items

3.b. FAR 52.212-2, Evaluation -- Commercial Items

3.c. FAR 52.212-4, Contract Terms and Conditions -- Commercial Items

3.d. FAR 52.212-5, Contract Terms and Conditions Required To Implement Statutes Or Executive Orders -- Commercial Items

3.e. Supplemental Insurance Requirements

3.f. VAAR 852.219-10, VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside

3.g. VAAR 852.219-74, Limitations on Subcontracting Monitoring and Compliance

3.h. FAR 52.233-2, Service of Protest

3.i. VAAR 852.233-70, Protest Content/Alternative Dispute Resolution

3.j. VAAR 852.233-71, Alternative Protest Procedure

4. Submit written offers in accordance with the following instructions, as well as Addendum to FAR 52.212-1, Instruction to Offerors. Oral offers will not be accepted. Complete and submit enclosure 1 via email no later than 10am PST Friday, August 4th, 2023, to katharine.robert@va.gov. Ensure the following are completed and/or included in the quote packet:

4.1.a. Vendor Information with UEI number (company information and quote needs to be on the attached enclosure one form or it will not be accepted)

4.1.b. Acknowledgement of amendments

4.1.c. Concurrence/non-concurrence with solicitation terms, conditions, and provisions

4.1.d. Schedule of services

4.1.e. FAR 52.212-3, Offeror Representations and Certifications -- Commercial Items