SOLICITATION NOTICE
Q -- Polytrauma
- Notice Date
- 3/13/2007
- Notice Type
- Solicitation Notice
- Contracting Office
- Department of Veterans Affairs;VA Central Office;Acquisition Operations Service (049A3);810 Vermont Avenue, NW;Washington DC 20420
- ZIP Code
- 20420
- Solicitation Number
- VA-101-07-RQ-0240
- Response Due
- 3/27/2007
- Archive Date
- 5/26/2007
- Description
- RFQ Combined Synopsis/Solicitation Peer Comprehensive Peer Review of the Polytrauma Rehabilitation Centers BACKGROUND: A major challenge for VHA in recent years has been meeting the complex treatment needs of the severely injured service members. The methods of assault used in Operations Iraqi and Enduring Freedom, such as improvised explosive devices, can produce unique patterns of injury with the potential to inflict multi-system life threatening injuries. The term polytrauma-a new word in the medical lexicon-is now being used to describe the injuries to multiple body parts and organs that occur as a result of exposure to blasts. Polytrauma is defined as two or more injuries to physical regions or organ systems, one of which may be life threatening, resulting in physical, cognitive, psychological, or psychosocial impairments and functional disability. Traumatic Brain Injury (TBI) frequently occurs in polytrauma in combination with other disabling conditions such as amputation, auditory and visual impairments, Spinal Cord Injury (SCI), Post Traumatic Stress Disorder (PTSD), and other mental health conditions. Due to the severity and complexity of their injuries, service members and veterans with polytrauma require an extraordinary level of coordination and integration of clinical and other support services. The Department of Veterans Affairs (VA) recognized that it must provide specialized care for military service members and veterans who sustain multiple and severe injuries. As a result the VA has designated four Polytrauma Rehabilitation Centers (PRC) located in Minneapolis, MN, Palo Alto, CA, Richmond, VA, and Tampa, FL. These centers offer unique and highly specialized rehabilitation; bringing experts together to provide innovative, personalized treatment to help the injured service member or veteran achieve optimal function and independence within a community. The mission of the PRCs is to provide comprehensive inpatient rehabilitation services for individuals with complex physical and mental health sequelae of severe and disabling trauma and provide support to their families. Intensive case management is essential to coordinate the complex components of care for polytrauma patients and their families. In addition to medical rehabilitation services, the Polytrauma Centers offer psychosocial support for both patient and family, and education and training to prepare patients and families for success after going home. The PRCs coordinate the transfer and provision of health care for polytrauma patients within the VA and between VA and DoD and ensure timely access to veterans' benefits. Coordination of rehabilitation services must occur seamlessly as the patient moves from acute hospitalization through acute rehabilitation and ultimately back to his/her home community. The polytrauma teams of highly qualified rehabilitation experts blend unmatched experience with advanced technology and the creative spirit that has led to many important initiatives in the art and science of rehabilitation medicine. With a positive and caring attitude, the Polytrauma Rehabilitation Centers offer a powerful community of hope and possibilities. B. PURPOSE: The Department of Veterans Affairs (VA) has a strong commitment to providing the highest quality specialized treatment and rehabilitation to veterans and service members with polytrauma. To this end the VA now has a requirement to complete a comprehensive peer review of the Polytrauma Rehabilitation Centers. The services under this contract provide an outside independent panel to complete a program evaluation of these four centers. The contractor must provide an international, independent, peer review system that is widely-recognized by federal agencies, state governments, major insurers, and leading professional rehabilitation groups, as well as by consumer and advocacy organizations. Evaluations provided by the vendor must be in-depth and provided at the level of the individual program with a focus on the veteran receiving rehabilitation. SCOPE OF WORK The contractor shall provide the resources needed to provide a full and comprehensive site evaluation to include: (1) Survey personnel who are demonstrated subject matter experts in traumatic brain injury, polytrauma, injury rehabilitation and case management. Experience in war injury rehabilitation is highly desired. (2) Comprehensive team of survey personnel who will complete the reviews at all four PRCs (3) Materials and documents necessary to complete required reports. To evaluate the outcomes of the PRC, the Contractor shall conduct a comparison with a comparable comparison population and include this information in the summary report. D. EVALUATION APPROACH AND PROCESS: The approach to evaluation will be based on validated standards as developed by the Commission on Accreditation of Rehabilitation Facilities (CARF) and expanded criteria which include the following additional criteria (1) Application of the VHA Polytrauma Handbook, 1172.1 and VHA Directive 2005-024, Polytrauma Rehabilitation Centers, (2) Adherence to all applicable VHA medical documentation requirements, (4) Patient and family interviews, (5) Polytrauma Case management consistent with VA Directive 2006-017 on the Role of VHA Points of Contact & Case Managers to Coordinate Care for Returning Combat Service Members and Veterans and VHA Directive, 2006-043, Social Work Care Management in VHA Polytrauma Rehabilitation Centers, (6) DoD to VA transitions as outlined in Memorandum of Understanding between DOD and VA dtd. 12/13/2006 on Referral of Active Duty Military Personnel Who Sustain Spinal Cord Injury, Traumatic Brain Injury or Blindness to Veterans Affairs Medical Facilities for Healthcare & Rehabilitative Services, (7) Continuity of Care and Inter-facility transfers as found in the following directives, (1) VHA Directive 2005-016, VHA National Interfacility Coordinated Care Policy and (2) VHA Directive 2005-045, Treatment of Active Duty Service Members in VA Healthcare Facilities as well as a review of the discharge planning processes and documentation. These reviews are to be designed to evaluate the quality of care being provided, identify strengths and weaknesses and give recommendations for improvement of the current VHA program related to polytrauma, TBI, rehabilitation, and concurrent mental health conditions such as PTSD. The approach to the survey process includes an in-depth facility on-site peer review evaluation of each of the four VHA polytrauma centers, with exit interviews with facility leadership, followed by a preliminary written survey report to the COTR for each site. A written summary report with oral presentation to VA executive leadership at the VA Central Office is also required. Scheduling of the facilities that are to be surveyed will be coordinated by the COTR. E. TERMS AND CONDITIONS: (1) The contractor will conduct site based program evaluations for Polytrauma Rehabilitation Centers at individual VA facilities. (2) The contractor is expected to be familiar with and compliant with the following list of documents, which is not intended to be all inclusive. Operational procedures for implementing aspects of these documents by surveying team will be addressed in a separate business associates agreement. The Contractor shall be required to execute a Business Associate Agreement (BAA) in accordance with VHA Handbook 1600.01.  A copy of the BAA can be obtained from the Contracting Officer. (a) The Health Insurance Portability and Accountability Act of 1997, (b) Freedom of Information Act, (c) Privacy Act of 1974. F. PERFORMANCE STANDARDS - Delivery Schedule: Orientation Meeting must be completed within 7 calendar days of contract award. The First Site Evaluation is due within 30 calendar days of contract award with the remaining 3 sites being completed within 30 day intervals. Preliminary written site reports are due to the COTR within 2 weeks of each site survey. The final written summary report and oral presentation to Executive VA Leadership are due within 180 calendar days of contract award. G. PERIOD OF PERFORMANCE - The period of performance shall be from the date of the award to six months post-issuance of the contract. H. TYPE OF CONTRACT - This is a firm-fixed price contract. I. EVALUATION AND AWARD FACTORS - (1) Offer Due Date: Offerors must complete and return all information prior to the time specified on the SF 18 in order to be considered for award. (2) Submission of Quotes: The Offeror shall submit its quote electronically. Pertinent addresses are detailed on the RFQ SF18. (3) Your quotation shall contain all level of effort/labor categories necessary to accomplish the statement of work detailed to the deliverable level and a labor mix appropriate to accomplish the work. Your proposal shall cover all costs applicable to the statement of work, labor, travel, other direct costs, etc. (4) The Government will evaluate offers on the basis of material presented in the written proposals. The offeror's proposal should contain: (a) Responses tailored specifically to the evaluation factors listed in the solicitation; (b) Plain English writing; and, (c Limited to a total of 5 pages in 12-font. All written deliverables shall be phrased in layperson language. Statistical and other technical terminology shall not be used without providing a glossary of terms. (5) The contractor's subject matter experts identified in the contractor's proposal shall be approved by the Government and bound to performance and completion of this contract. Changes in subject matter experts shall not be made without the approval of the Contracting Officer. If the contractor cannot maintain the subject matter experts identified and approved by the Government, then the Government reserves the right to terminate all or a portion of the work in accordance with FAR 12.12.403 and FAR 52.212-4(1) and (m). (6) General: The Government intends to make award to one vendor whose proposal conforms to the solicitation and is evaluated as representing the best value to the Government. The Government intends to evaluate proposals and award without discussion with offerors. Therefore, the offeror's initial quote should contain the offeror's best terms from a cost or price and technical standpoint. However, the Government reserves the right to conduct discussions if it is later determined by Contracting Officer to be necessary. a. Award: A "best value" award decision will be made using a tradeoff process that considers the evaluation criteria stated below. The technical evaluation shall count for 80% of the total evaluation and the other 20% determined by the price evaluation. b. Technical Proposal: The technical proposal shall be submitted separate from the price proposal. Technical proposals will be evaluated with regard to the following criteria, each of which has equal weight. Each proposal must include detailed information about capabilities, theoretical and technical approach to each component of the project, experience, staffing plan, qualifications of all assigned personnel. Offerors shall include in their proposals specific information relative to the evaluation factors listed below to ensure proper evaluation of their proposal. (7) Evaluation Criteria: a. Factor 1 - Understanding the Scope of the Project - (1) Comprehensive evaluation process that is specific to rehabilitation practices (2) Comprehensive approach to collect, analyze and utilize evaluation data (3) Ability to validate polytrauma specific evaluation criteria. b. Factor 2 - Personnel Qualifications - (1) Knowledge and expertise of surveyors in applying standards to complex and multi-healthcare organizations. (2) Expertise of the surveyors in the field of traumatic brain injury, polytrauma, injury rehabilitation and war injury rehabilitation. (3) Involvement of the surveyors in the delivery or administration of rehabilitation services c. Factor 3 - Past Performance - (1) Demonstrated specific experience, (2) Verifiable success, (3) Evidence of customer satisfaction. d. Factor 4 - Timeframe - (1) Demonstrated ability to begin the evaluation process within two weeks of the contract issuance. (2) Demonstrated ability to complete the process within six months of contract issuance. (3) Security and Safety Requirements The contractor and his/her personnel shall follow all federal Government policies, standard operating procedures, applicable laws and regulations while on federal Government property. Contractor personnel shall wear visible identification at all times while on the premises. It is the responsibility of the contractor to park in the appropriate designated parking areas. The Government will not invalidate or make reimbursement for parking violations of the contractor under any conditions. Smoking is prohibited inside DVA premises. Outside smoking is permitted in designated smoking areas. Possession of weapons is prohibited. Contractor Security Training. All contractor employees under this Order and subcontractors under this Order are required to complete the VA's online Security Awareness training course and the Privacy Awareness training course annually. K. Confidentiality and Non-Disclosure - Contractor staff and management will have access to some privileged and confidential materials of the United Stated Government. These printed and electronic documents are for internal use only, are not to be copied or released without permission, and remain the sole property of the United States Government. Some of the materials are protected by the Privacy Act of 1974 (revised by P.L. 93-5791) and Title 38. Unauthorized disclosure of Privacy Act or Title 38 covered materials is a criminal offense. Deliverables and all associated material deemed relevant by VA which have been generated by the contractor in the performance of this Order are the exclusive property of the U. S. Government. The Contracting Officer will be the sole authorized official to release verbally or in writing, any data, deliverables, or other written or printed materials pertaining to this Order. The contractor shall release no information. Any request for information relating to this Order presented to the contractor shall be submitted to the Contracting Officer for response. The contractor recognizes that in the performance of this contract the contractor may receive or have access to sensitive information, including information provided on a proprietary basis by carriers, equipment manufacturers, and other private or public entities. The contractor agrees to safeguard these privileges and use the information exclusively in the performance of this Order. The contractor shall follow all Government rules and regulations regarding information security to prevent disclosure of sensitive information to unauthorized individuals or organizations. The contractor shall limit access to the minimum number of employees necessary for Order performance for all information considered sensitive or proprietary in nature. If the contractor is uncertain of the sensitivity of any information obtained during the Order then the contractor has a responsibility to ask the Government representative. The contractor shall indoctrinate all personnel employed by the contractor and any subcontractors involved in this Order on their roles and responsibilities for proper handling and nondisclosure of sensitive Government or proprietary information. Contractor personnel shall not engage in any other action, venture or employment wherein sensitive information shall be used for profit of any party other than those furnishing the information. All personnel who are provided access to patient data must comply with published procedures to protect the privacy and confidentiality of such information as required by the Department of Veterans Affairs. Contractor must adhere to the following: (1) Controlled access to system and security software and documentation., (2) Recording, monitoring, and control of passwords and privileges, (3) All terminated employees are denied physical and logistical access to all data, program listings, data processing equipment and systems, (4) VA, as well as any contractor (or subcontractor) systems used to support testing, provide the capability to cancel immediately all access privileges and authorizations upon employee termination. (5) All contractor and Government employees are informed within twenty-four (24) hours of any employee termination, (6) Acquisition sensitive information shall be marked "Acquisition Sensitive" and shall be handled as "For Official Use Only", (7) Contractor does not require access to classified data. Regulatory standard of conduct governs all personnel directly and indirectly involved in procurements. All personnel engaged in procurement and related activities shall conduct business in a manner above reproach and, except as authorized by statute or regulation, with complete impartiality and with preferential treatment for none. The general rule is to avoid strictly any conflict of interest or even the appearance of a conflict of interest in Government-contractor relationships. Contractor Personnel Security Requirements Contractor personnel performing work under this Order shall satisfy all requirements for appropriate security eligibility in dealing with access to sensitive information and information systems belonging to or being used on behalf of the Department of Veterans Affairs. To satisfy the requirements of Veterans Affairs, a Low Risk Background Investigation shall be conducted prior to performing work under this Order. Appropriate Background Investigation (BI) forms will be provided upon Order award, and are to be completed and returned to the VA Office of Security and Law Enforcement (OSL&E) within 30 days for processing. Contractors will be notified by OSL&E when the BI has been completed and adjudicated. The investigative history for contractor personnel working under this Order must be maintained in the databases of either the Office of Personnel Management (OPM) or the Defense Industrial Security Clearance Organization (DISCO). Should the contractor use a vendor other than OPM or the Defense Security Service (DSS) to conduct investigations, the investigative company must be certified by OPM/DSS to conduct contractor investigations. All contractor employees who require access to VA computer systems shall be the subject of a background investigation and must receive a favorable adjudication from the VA OSL&E prior to Order performance. The requirement is applicable to subcontractor personnel requiring the same access. (1) Position Sensitivity - The position sensitivity has been designated as Low Risk.; (2) Background Investigation - The level of background investigation commensurate with the required level of access is Minimum Background Investigation. (3) Contractor Responsibilities - (a) The contractor shall prescreen all personnel requiring access to the computer systems to ensure they maintain a U.S. citizenship, and are able to read, write, speak and understand the English language. The contractor shall provide the names, addresses, and dates of birth, social security numbers and any other pertinent and relevant information about the contractor personnel assigned to this project to the Project Manager prior to the project kickoff meeting. (b) The contractor shall submit or have their employees submit the required forms (SF86 or SF85P, SF85PS, FD258, Contractor Fingerprint Chart, VA Form 0710, Authority for Release of Information Form, and Optional Forms 306 and 612) to the VA Office of Security and Law Enforcement within 14days of receipt. (c) All costs associated with obtaining clearances for contractor provided personnel would be the responsibility of the contractor. Further, the contractor will be responsible for the actions of all individuals provided to work for the VA under this contract. In the event that damages arise from work performed by contractor provided personnel, under the auspices of this Order, the contractor will be responsible for all resources necessary to remedy the incident. (d) The contractor, when notified of an unfavorable determination by the Government, shall withdraw the employee from consideration for working on this Order. (e) Failure to comply with the contractor personnel security requirements may result in termination of the Order for default. 5. Contractor Security Training - All contractor employees and subcontractors under this Order are required to complete the VA's online Security Awareness Training course and Privacy Awareness Training course annually. Contractors must provide signed certifications of completion to the Contracting Officer during each year of the Order. This requirement is in addition to any other training that may be required of the contractor and subcontractor(s) 6. Contractor System Security - The contractor shall ensure adequate LAN/Internet, data, information and system security in accordance with VA standard operating procedures and Federal standards, laws and regulations. The contractor's firewall and web server shall meet or exceed the Government minimum requirements for security. All Government data shall be protected behind an approved firewall. Any security violations or attempted violations shall be reported to the COTR immediately upon detection. The contractor shall adhere to applicable VA policies and procedures governing information security, especially those that pertain to certification and accreditation. The following Federal Acquisition Regulation clauses are incorporated by reference: 52.212-4-Contract Terms and Conditions - Commercial Items (Oct 2003); 52.224-1-Privacy Act Notification (Apr 1984); 52.224-2-Privacy Act (Apr 1984) The clauses 52.212-1 Instructions to Offerors - Commercial Items, 52.212-3 Offeror Representations and Certifications - Commerical Items, 52.212-4 Contract Terms and Conditions - Commerical Items and 52.212-5 Contract Terms and Conditions to Implement Statutes or Executive Orders - Commerical Items apply to all items in this acquisition and are attached for your review. The North American Industry Classification system (NAICS) code is 813920, with a small business size standard of $6.5 million. The resulting purchase order shall be firm fixed price. All interested businesses are requested to submit a written quotation. Quotations may be submitted on a SF 1449, SF18 or company letterhead but must include the total cost for the peer review of all facilities including travel costs. The closing date of the RFQ is March 27, 2007 at 2:00 p.m.     Firms may fax or e-mail their quotations to (202) 273-7448 or Phyllis.Jackson@va.gov and Priscilla.Lee@va.gov.    
- Record
- SN01249624-W 20070315/070313220511 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
(may not be valid after Archive Date)
| FSG Index | This Issue's Index | Today's FBO Daily Index Page |