Loren Data's SAM Daily™

FBO DAILY ISSUE OF JULY 01, 2009 FBO #2774
SOLICITATION NOTICE

U -- OPERATIONS MANAGMENT COURSE

Notice Date

6/29/2009
 

Notice Type

Combined Synopsis/Solicitation
 

NAICS

541611 — Administrative Management and General Management Consulting Services
 

Contracting Office

Department of Veterans Affairs, VA Corporate Franchise Data Center, Department of Veterans Affairs Corporate Franchise Data Center, Department of Veteran Affairs;Employee Education System;#1 Jefferson Barracks Dr Bldg 50 RM 1N76;Saint Louis MO 63125
 

ZIP Code

63125
 

Solicitation Number

VA-777-09-RQ-0243
 

Response Due

7/16/2009
 

Archive Date

9/14/2009
 

Point of Contact

Linda EleyContract Specialist<br />
 

E-Mail Address

Contract Specialist
(Linda.Eley@va.gov)
 

Small Business Set-Aside

N/A
 

Description

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, and 13.106, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. (III) The provisions and clauses incorporated herein are those in effect through Federal Acquisition Circular 2005-23, effective December 26, 2007. This requirement is being synopsized as full and open competition under standard industrial classification code 8742, NAICS Code 541611, size standard is $7.0 million. The resulting contract will be a Firm Fixed Price type Contract under FAR Part 12 - Acquisition of Commercial Items. COMMERICAL ITEM DESCRIPTION: The Department of Veterans Affairs Medical Center/Employee Education Resource Center, St. Louis, MO proposes to enter into a firm-fixed contract for the development and delivery of content for Veteran Health Administration Operations Management Course. Proposals are due Thursday July 16, 2009 by 3:00 pm CST to Linda Eley, linda.eley@va.gov, or fax to (314)894-6436. Questions can also be permitted no later than Tuesday July 14, 2009 @ 1:00 pm CST. All questions must be addressed to the Contracting Officer/Specialist only. Any other official may disqualify the offeror from submission of a quote. Statement of Work Operations Management Course 1.Scope: The VHA Systems Re-design program seeks an internal Veteran Health Administration (VHA) Operations Management Course (OM). The course is designed to accommodate up to 25 participants for a 6-month period of time. The purpose of the Operations Management Course is to maximize efficient patient flow and throughput across the hospital healthcare delivery system. The expectation is that each participant will develop plans, identify aims, and test changes in their inpatient flow areas - each will be expected to identify a project for flow improvement to be conducted during the course. Faculty will consist of 3-4 VA staff and a contract faculty member. Objectives: At the conclusion of VHA OM course, participants should be able to: "Demonstrate understanding of variability analysis "Demonstrate application of operations management for the participant's Medical Center in order to improve patient flow, patient access, maximize efficiency, and satisfaction for patients and staff. "Demonstrate understanding of queuing theory and when to apply it as evidenced by the participant's project. "Complete an operations management project for a VA Medical Facility "Coach and/or teach certain applications of operations management science to VHA Medical Center staff - such as application of queuing theory to work processes and systems. CONTRACTOR SHALL: "Participate in OM program planning conference call with VHA SR (Systems Redesign) staff to understand project scope. "Lead planning committee. "Design content for VHA Operations Management Course. oDesign content for all sessions in collaboration with VHA SR staff; oDesign to include 2 face-to-face session and 3-5 virtual learning session to be conducted; via live meeting and/or audio teleconferences; VHA OM Course ComponentLength Overview of Operations Management Case Studies from industry and VHA Friday Night in the ER Introduction to Queuing Theory Variability Analysis Introduction to Hospital Projects2 or 2.5 days Project Storyboard Review Critical Path Method Case Studies from industry and VHA Variability in Operation Rooms Outcomes data review (from IPEC, FIX, etc) Hospital Modeling software2 or 2.5 days Coaching on Project Completion Virtual Learning Sessions Conference Calls "Develop educational materials to be used by participants; "Participate in weekly planning calls; "Serve as faculty at the face to face programs and virtual sessions (live meeting or audio calls); "Lead participant conference calls; "Monitor participant accomplishment of projects; "Provide feedback to participants on projects; "Develop and conduct method to evaluate program outcomes (level 3 or 4). Develop evaluation plan in collaboration with VHA SR office staff; and, "Report results of evaluation to VHA SR office. After conducting one cycle, propose to evaluate the outcomes of the course participants' and assess whether additional cycles (2 per year could be accommodated) will proceed. Intention is to provide feedback and recommendation regarding continuation to the SR Steering Committee. 2.Background: Optimizing inpatient flow has been identified as a major initiative for VHA. To accomplish this initiative, the FIX (Flow Improvement Inpatient Initiative) Subcommittee (SR) of the National Systems Redesign Steering Committee sponsored a series of collaboratives across VHA in FY 07 & FY 08 and continued with another round of FIX topic specific Collaboratives in FY 09. Successful collaboratives were able to use an arsenal of tools to accomplish their goals. One such tool is the use of Operations Management science. Operations management represents a field which addresses complex scientific decisions in an uncertain environment. Through the use of Variability analysis and queuing theory, it has been demonstrated that patient throughput can be improved including: a)reduction of Emergency Department diversion; b)reduction of surgery cancellations; i.reduction of Emergency Department holding overflow ICU patients and reduction of overflow telemetry patients remaining in the ICU due to low bed-availability, etc Since the VHA has developed performance monitors for the inpatient flow area, it has been established that a focused effort on improving system performance will be beneficial to all facilities. By improving flow through the operating room, access can be improved and capacity can be maximized. The Joint Commission has recognized the importance of flow through the hospital and has incorporated it to the Joint Commission's tracer methodology. By improving flow, capacity, and access; satisfaction of patients, providers, and staff will improve; costs will decrease; and quality will improve. 3.Contracting Officer's Technical Representative (COTR) Sheri Warren; Campus Manager; Employee Education Center; Long Beach, CA. 4.Tasks 4.1 Program Planning CONTRACTOR SHALL: "review material regarding relevant VHA improvement initiatives, including, but not limited to, orelevant data sets; ohistory of SR past performance improvement endeavors and outcomes. "Participate in planning calls with SR office and OM planning committee Deliverables: Participation in planning calls. Review of planning materials provided by the VA. Delivery timeline. "Review materials not later than 14 day after the award of the contract. "Organize and participate in planning conference calls on timeline developed in conjunction with SR staff. 4.2 Design Content for Face to Face Programs and Serve as faculty at face to face programs. CONTRACTOR SHALL: "Participate in OM planning committee to develop content; "Develop all required program materials and documents; "Serve as faculty along with other VHA faculty members; "Design content to meet the following program objectives: a.Demonstrate understanding of variability analysis b.Demonstrate application of operations management for the participant's Medical Center in order to improve patient flow, patient access, maximize efficiency, and satisfaction for patients and staff; c.Demonstrate understanding of queuing theory and when to apply it as evidenced by the participant's project; d.Complete an operations management project for the Medical Center e.Coach and/or teach certain applications of operations management science to VHA Medical Center staff - such as application of queuing theory to work processes and systems. "Serve as faculty, and work with OM Planning Committee to develop face-to-face Session #1; consisting of 2-2.5 days, with the following specific topics to be covered in detail, to SR office's satisfaction: oOverview of Operations Management; oCase Studies from industry and VHA; oFriday Night in the ER; oIntroduction to Queuing Theory; oVariability Analysis; and, oIntroduction to Hospital Projects. "Serve as faculty, and work with OM Planning Committee to develop face-to-face Session #2; consisting of 2-2.5 days, with the following specific topics to be covered in detail, to SR office's satisfaction: oProject Storyboard Review; oCritical Path Method; oCase Studies from industry and VHA; oVariability in Operation Rooms; oOutcomes data review (from IPEC, FIX, etc) and, oHospital Modeling software Deliverables: Content for face to face programs to include program agenda, handout materials, identification of references, PowerPoint presentations, project status reporting tools. Delivery timeline: Within 30 days after awarding of the contract. 4.3Develop content for virtual learning sessions. "Maximum of six virtual learning sessions 60-120 minutes in length, using MS Live Meeting and audio conference calls Deliverables: Content for virtual learning sessions to include agenda, handout materials, identification of references, and PowerPoint presentations. Delivery time: All materials must be completed at least 2 weeks prior to the date of the virtual learning sessions. The dates of the virtual learning session will be agreed upon by VA and the vendor. 4.4 Evaluation CONTRACTOR SHALL: "Work with SR office staff to develop methodology and complete an evaluation of the OM course, with an evaluation level, minimum level 3 or 4. oEvaluation plan must be approved by SR office staff. "Complete the Level 3 or 4 evaluation; "Report outcome of evaluation to SR office within 60 days post program; "Prepare presentation of evaluation for SR steering committee including PowerPoint or other SR approved multimedia presentation; and, "Prepare list of recommendations, based on evaluation data, for future iterations of OM course. Deliverables: Evaluation plan, evaluation instrument, analysis of data obtained in the evaluation study, report of finding, power point presentation on results of the evaluation study. Delivery timeline: Evaluation plan due not later than 30 days after completion of this program. Evaluation to be completed not later than 90 days after completion of the course. Report on evaluation and power point presentation due not later than 30 days after completion of the evaluation study. 4.5 Feedback: CONTRACTOR SHALL: "Provide constructive feedback and serve as coach to participants for OM course projects. "Conduct 1 on 1 conference calls with participants; and "Provide feedback during virtual learning sessions. Deliverables: At minimum 1 coaching session for each participant. Feedback to course participants on participant projects at least once during the duration of the course. CONTRACTOR SHALL report on coaching session completed in weekly status reports. Delivery timeline: Must be completed by the conclusion of the course. 4.6 Reports: CONTRACTOR SHALL: "Provide regular status (reports not less than weekly) to SR Office regarding OM course progress and outcomes. "Make at least one presentation to the SR Education subcommittee in the form of a power point presentation Deliverables: Weekly Status reports and final report. Delivery timeline: Weekly after the award of the contract; final report due within 30 days after the conclusion of the course. 5.0 Constraints 5.1 Target Audience: The target audience for this course is VHA staff interested in applying operations management principles to improve healthcare delivery. 5.2 Rights in Data and Final Deliverable Format: The Department of Veterans Affairs is responsible for maintaining and modifying the final deliverables over time. All work products developed by the contractor belong to the VA and VA reserves the right to utilize this content for future programs and to revise the content as needed. 5.3 E-Mail Limitation: E-mail message delivery limitation. E-mail messages with a file size, including attachment(s), over 3 MB cannot be received the contractor will arrange for large files to be delivered to the VA via FTP capabilities. 5.4 Quality Control: In compliance with the contract clause entitled "Inspection of Services - Fixed Price," FAR 52.246-4 the Contractor shall provide a Quality Control Plan to the Contracting Officer for acceptance not later than five days after award of contract. The Contracting Officer will notify the Contractor of acceptance or required modification to the plan before the contract start date. The Contractor shall make appropriate modifications and obtain acceptance of the plan by the VA before the contract start date. 5.5 Quality Assurance: The acceptance of deliverables as prescribed by this task order will be based upon thoroughness, clarity, technical correctness and adherence to the Government standards as directed by and used by the Department of Veteran Affairs. The Government will conduct surveillance based on the Quality Assurance Surveillance Plan in compliance with the contract clause FAR 37.604. The contractor is responsible for ensuring that any content to be utilized in this course is fully compliant with VA's Learning Management System and VA 6102h and the Rehabilitation Act, Section 508 as amended. 6.0Evaluation Factors Past Performance: "Demonstrated experience developing and/or delivering an MHO course for VHA or another health care organization. "Demonstrated experience serving as faculty for an OM course; "Demonstrated experience developing and/or delivering an operations management course; "Demonstrated experience in developing appropriate content as outlined in tasks 4.1 - 4.6. oOfferors shall provide detailed specifics regarding applicable experience. Technical Expertise: "Knowledge and expertise in the development and delivery of OM training; "Knowledge, experience and expertise in developing federal or national hospital operations educational content; "Knowledge, experience and expertise in developing hospital operations educational content; and, "Knowledge, experience and expertise in development and implementation of continuous improvement methodologies in a health care setting. Cost: "Contractor will be compensated at a competitive rate plus travel expenses, at federal government per-diem rates, while in official travel status in support of OM program for VHA. Contractor will be ranked, based on past performance, technical expertise, and cost. 7.0 Performance Measures TaskQuality StandardsAcceptable QualityMeans of Measurement Penalties/Incentives 4.1Program PlanningInitial planning of the OM Program, will be completed within 30 days after contract award.Verification, vendor has attended 100% of planning meetings/calls. Weekly program reports to SR office to illustrate planning progress to meet deadlines for content development and other program planning work. Failure to attend calls will be noted in performance evaluation. Rework done to satisfaction of SR, resulting in no additional cost to the Government. 4.2Design Content for Face to Face Programs and serve as faculty at face to face program. All content must be designed and approved by SR, not longer than 45 days after execution of the contract. Content must meet all criteria in task 4.2. Any print material must be delivered to the VA in MS Word, Arial 11 font. Handout materials for programs must be delivered to the VA by the agreed upon delivery dates. Serves as faculty at the program for the segments of the agenda as agreed upon with the planning committee. CONTRACTOR SHALL develop any presentation materials that accompany their presentation. CONTRACTOR SHALL travel to both face to face sessions (location TBD) for the entire program. CONTRACTOR SHALL arrive the day before the beginning of the program in order to participate in a pre-conference planning huddle. All content will be reviewed must be approved by SR, for compliance with stated curriculum in task 4.2. Content development completed in a timely manner. Content used by contractor and/or any presentations contractor develops for their own or other presentations must be approved by the SR Office in advance and must be delivered to the VA within the agreed upon timeline. CONTRACTOR SHALL arrive at the program at the agreed upon date/time and must stay for the entire program duration. Program evaluation of the contractor's presentation will be sent to the contractor. Delays and/or failure to perform, not approved by COTR, and/or not in compliance with criteria in task 4.2, will be noted in Contractor's performance evaluation. Rework done to satisfaction of SR resulting in no additional cost to the Government. If handout materials are not delivered to the VA on the agreed upon timeline, the contractor will be required to make copies of the materials themselves and have it delivered to the program the day before the start date of the program and will be responsible for paying the cost of the mailing of the materials to the program location. If the participant evaluation of the contractor's presentation is not acceptable, the CONTRACTOR SHALL develop an action plan for improving the participant evaluations. VA may direct the contractor to replace the presenter if the participant evaluations are poor. 4.3Develop content for virtual learning sessions.All content must be designed and approved by SR. Content to be suitable for delivery via live meeting or audio teleconference. Content must meet VA's Section 508 compliance requirements for accessibility to people with disabilities. MS PowerPoint is used for the virtual learning session, the design of the PowerPoint presentation must be done to minimize 508 compliance conversion requirements. VA will provide the contract with 508 compliance design guidelines. Content must meet all criteria in task 4.3. Confirmation from the SR Office that content is acceptable. Content for virtual learning sessions must be delivered to the VA by the agreed upon timeline. Confirmation that design of content is consistent with 508 accessibility standards. Approval by SR that content is in for compliance with stated curriculum in task 4.3. Rework done to satisfaction of SR resulting in no additional cost to the Government. Delays not approved by COTR and/or not in compliance with criteria in task 4.3 will be noted in Contractor's performance evaluation. 4.4Evaluation (Level 3 or 4) and Evaluation ReportNo later than 90 days post-program completion, contractor has developed the complete evaluation plan to conduct a level 3 or 4 evaluation of this program. Not later than 30 days after completing the evaluation, an evaluation reports which includes evaluation results will be submitted to the SR Office. Contractor will be expected to analyze the data received in the evaluation. Contractor will be expected to develop the written report in MS Word, in Arial 11 font. Contractor will be expected to develop a MS PowerPoint presentation of the results of the evaluation for presentation at the SR Steering Committee meeting. Confirmation from the SR, there is compliance with evaluation criteria in task 4.4. Evaluation Plan approved within 60 days post program, and evaluation begins not later than 90 days post program. Report on results of evaluation and corresponding power point presentation submitted to SR Office within 30 days after conducting the evaluation. Report must include not only level 3 or 4 data, but must also include recommendations for improvement to future MHO courses. Failure to meet timeline, and/or to comply with criteria listed in task 4.4, will be noted in Contractor's performance evaluation. Rework done to satisfaction of SR, resulting in no additional cost to the Government. 4.5Provide constructive feedback and serve as coach to participants for MHO course projects.Successful coaching of and provision of feedback to OM participants, as described in task 4.5. One-on-one conference calls and/or live meeting sessions, with each participant on an ongoing basis.Contractor will be expected to keep a spreadsheet of all coaching session completed. This information must be included in the weekly status reports to the SR Office. This report should include feedback on how the participants are doing. Confirmation from SR Office coaching sessions are completed. SR Office will obtain feedback from the participants regarding the quality and value of the coaching provided by the contractor.Failure to provide feedback and coaching as outlined in task 4.5 will be noted in Contractors performance evaluation. Rework done to satisfaction of SR, resulting in no additional cost to the Government. Participant rating of contractors coaching and feedback will be provided to the contractor the contractor. If the coaching and feedback is not rated at good or excellent, the CONTRACTOR SHALL develop an action plan to improve these results. If coaching continues to be unacceptable, the contractor will be required to assign additional staff to perform this task at no additional cost to the government. 4.6ReportsStatus Reports are provided on a weekly basis to SR Office. Status reports must include at minimum a report on accomplishment on all tasks outlined in this statement of work, status of each participant coaching, expected delivery date for each task, as well as % completion of each task. Report must be delivered to the SR in MS Word, Arial 11 point or in MS Excel. Regular reports approved by the SR as being of appropriate detail. Vendor must make at least one formal report for the SR Education Subcommittee in either MS Word or MS PowerPoint as per the request of the SR Office. Final summary report must be submitted to the SR within 30 days after the conclusion of all components of this courseConfirmation from the SR status reports have been delivered in a timely manner and include all of the required information. Confirmation from the SR office that the final report has been submitted. Failure to provide weekly status reports or final summary report will be noted in Contractor's performance evaluation. Rework done to satisfaction of SR resulting in no additional cost to the Government. SECTION 508 - ELECTRONIC AND INFORMATION TECHNOLOGY (EIT) STANDARDS The Section 508 standards established by the Architectural and Transportation Barriers Compliance Board (Access Board) are incorporated into, and made part of all VA contracts, solicitations and purchase orders developed to procure Electronic and Information Technology (EIT). These standards are found in their entirety at http//www.section508.gov. A printed copy of the standards will be supplied upon request. The contractor shall comply with the technical standards at 36 CFR 1194.22 Web-based Intranet and Internet Information and Applications, 1194.24, Video and Multimedia products, and 1194.31, Functional Performance Criteria in performing this order. The following provisions and clauses shall apply to this solicitation: 52.252-2 Clauses Incorporated by Reference. This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address (es): http://www.arnet.gov/far (FAR) and http://www.va.govoa&mm/vaar/ (VAAR); 52.212-1 Instructions to Offerors Commercial Items; 52.212-2, 52.204-7 Central Contractor Registration, Evaluation Commercial Items (factors listed in descending order of importance: 1. Technical (Work Sample) ; 2. Price; 3. Past Performance 52.212-3 Offeror, Representations and Certification-Commercial Items. Offerors must include a completed copy of the FAR 52.212-3 Offeror Representations and Certification along with his/her proposal; FAR 52.212-4 Contract Terms and Conditions Commercial Items; 52.212-5 Contract Terms and Conditions Required to Implement Statutes on Executive Orders Commercial Items and in accordance with FAR 12.603(c) (2)(xii) the following provisions under the clause apply (b)(11)-(b)(15), (b)(19)(i), (b)(21), (b)(25) (b)(26) applies if Government Purchase Card is used, (c)(1), (c)(2), and VAAR 852.270-4 Commercial Advertising; 852.237-70 Contractor Responsibilities; and 852.270-1 Representatives of Contracting Officers.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/VAAAC/VAAAC/VA-777-09-RQ-0243/listing.html)
 

Place of Performance

Address: LONG BEACH EERC;VA MEDICAL CENTER;5901 EAST SEVENTH STREET;LONG BEACH, CA<br />

Zip Code: 63125<br />
 

Record

SN01860032-W 20090701/090630000537-6251e9fc94fa59ca134398e31c04b1f6 (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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