SOLICITATION NOTICE
69 -- MEDICAL GAS & VACUUM SYSTEM TRAINING
- Notice Date
- 5/6/2010
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 541618
— Other Management Consulting Services
- Contracting Office
- Department of Veteran Affairs;Employee Education System (EES);Attn: Contracting Office BLDG 50;#1 Jefferson Barracks Dr;Saint Louis MO 63125
- ZIP Code
- 63125
- Solicitation Number
- VA77710RQ0154
- Response Due
- 5/10/2010
- Archive Date
- 7/9/2010
- Point of Contact
- Linda Eley
- E-Mail Address
-
ct
- 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 8331, NAICS Code 541618, 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 training modules that cover Safety and Maintenance procedures of Medical Gas and Vaccum Systems. Proposals are due Monday May 10, 2010 by 1:00 pm CST to Linda Eley, linda.eley@va.gov. Any other official may disqualify the offeror from submission of a quote. Department of Veterans Affairs Veterans Health Administration Performance Based Work Statement Medical Gas and Vacuum System Training Modules Background Information: The Department of Veterans Affairs (VA) Veterans Health Administration (VHA) is the nation's largest public healthcare system and one of the largest health benefit plans in the world. The VHA operates medical centers and outpatient clinics throughout the United States, Puerto Rico, and other locations throughout the world in support of America's veterans and their continuing medical needs. Each medical center is staffed with clinical and engineering support staff, which, on a daily basis, works with medical gas components and equipment in support of patient heath initiatives or facility maintenance. Continual sustainment training is required to ensure patient care remains on the cutting edge of technology while at the same time maximizing both patient and employee safety. 1.0 Scope and Performance Objectives The VHA seeks contractor support to develop, produce, and present six (6) training modules in video format that cover safety and maintenance procedures of Medical Gas and Vacuum Systems. Contractor shall provide an itemized quote per task as identified in 1.1.1 through 1.1.3 of this document. Videotaping of training modules and video editing shall be accomplished at a VA Employee Education System Studio St. Louis MO. Contractor shall be responsible for presenting the materials during videotaping in lecture or discussion format. Completed training modules will reside on VA's Content Distribution Network to enable on-demand training for VA and other federal government employees. The VA will exclusively retain all copyright and ownership of training materials and modules or portions thereof and rights for rebroadcasting. 1.1 Performance Tasks 1.1.1. The contractor shall provide all labor, materials, and equipment (excluding video studio, video crew, and video editing services) necessary to develop and present six (6) comprehensive educational modules covering all aspects of medical gas systems for VA personnel based on Compressed Gas Association (CGA), American Society of Sanitary Engineering (ASSE), National Fire Protection Association (NFPA) and VA published standards and policies. a)Contractor shall develop detailed production scripts for each module. VA will provide review comments on initial and pre-final versions; production version subject to final approval by VA subject matter experts. Scripts shall include: i.Storyboarding ii.Identification of start-stops iii.Insertion points for charts, graphs, video clips, diagrams, demos, etc. iv.Inclusion of camera instructions such as: zoom-in, zoom-out, close-ups, etc. b)Contractor shall develop and supply all necessary media (charts, graphs, illustrations, photos, references, test questions with answers, video/news clips, etc.) for inclusion in training modules. Each artifact shall be identified as either contractor developed/owned, public domain, or copyrighted. Each copyrighted artifact shall include either a material release or a statement of exemption for educational use from the copyright owner. Copies of releases and submissions, for each specific module, shall be given to Executive Video Producer and Contracting Officer Technical Representative a minimum of thirty (30) calendar days in advance of video shoot. c)Contractor shall develop comprehensive training objectives and targeted audience listing for each module. All training objectives shall be subject to government approval. d)Contractor shall develop one reference/information summary sheet containing highpoints and illustrations/photos, etc. for inclusion with each module. Sheets shall be in both original source software application file and Adobe Acrobat format to facilitate employee downloading after completion of each training module. All documents must meet Section 508 requirements (reference: http://section508.gov ) e)Contractor's price quote shall include all travel, per diem, and lodging costs associated with production videotaping of the training modules for the period of time spent in production. f)Actual production video shoot dates shall be coordinated with the VA by the Contractor. Anticipated production video shoot to be scheduled between July and October 2010, with production to be accomplished no later than October 31, 2010. g)Allowances: One (1) day studio prep plus two (2) days video shoot for all modules. 1.1.2. The course shall include all necessary media (charts, graphs, illustrations, photos, references, test questions with answers, video/news clips, etc.) articles, tables, references and annexes to cover the following topics by tasks identified as modules. 1.1.2.1 Clinical Staff Module: Three tiered focus versions for specific departments: 1) Anesthetizing (Surgery), 2) Critical Care (ICU/ED/Recovery), 3) General Patient Minimum Course Content Requirements: a)Identify Target Audience b)Develop Introduction & Learning Objectives c)Opening Statement - Importance of Medical Gas & Vacuum (MG&V) systems - Risks, Occurrences d)Basic terminology and function of different MG&V systems i.Color, Pressure, Uses ii.Source Equipment a.Oxygen, Medical Air, Nitrous Oxide, Vacuum b.Other Medical (Carbon Dioxide, Nitrogen) c.Manifolds (location, function, operation, labeling, etc.) d.Non-Medical (Non Medical Air / Misuses of Medical Air) e)General System Flow; Identify the Medical Gas components within work area i.Zone Valves Boxes (ZVB) (location, function, operation, labeling, gauges and readings) ii.Area Alarms (location, function, labeling, pressures, visual and audible alarms, causes/condition-set points; silence) a.Who to Call (Facility specific) b.Emergency Power iii.Station Outlets and Inlets (gas specific, connector styles, labeling, color coding, etc.) iv.Required to turn system off if not in use (i.e. flow meters, patient equipment; NOT ZVB's) v. 'E' Cylinders: a.Handling, Connection, Maximum Quantity of Cylinders within Area, Infection Control, Tags and Chart to Identify: In Use vs. Empty, Periodic Inspection of Pins, Regular Cleaning Recommendations. f)Initiation of Emergency Response procedures. i.Alarm activation, sudden loss of system, etc. ii.Expectations of Individual (Facility specific) a.Emergency Preparedness b.Locate Zone Valve / Area Alarm w/in work area c.Maintain Patient Care d.Who to call e.Cylinder replenishment f.Infection Control g.Initial Employee Orientation and Continuing Refresher (minimums) g)Reference/Information Summary Sheet for print-off h)Each Presentation Duration (Not including final exam): i.20 minutes (General Patient) ii.30 minutes (Anesthetizing) iii.30 minutes (Critical Care) i)Final Exams w/Answers i.20 questions (General Patient)-two (2) different versions ii.25 questions (Anesthetizing)-two (2) different versions iii.25 questions (Critical Care)-two (2) different versions 1.1.2.2 Maintenance Module Minimum Course Content Requirements: a)Identify Target Audience b)Develop Introduction & Learning Objectives c)Opening Statement - Importance of Medical Gas & Vacuum (MG&V) systems - Risks, Occurrences d)Basic terminology and function of different MG&V systems i.Color, Pressure, Uses ii.Source Equipment a.Oxygen, Medical Air, Nitrous Oxide, Vacuum b.Other Medical (Carbon Dioxide, Nitrogen) c.Manifolds (location, function, operation, labeling, etc.) d.Non-Medical (Non Medical Air / Misuses of Medical Air) e.Emergency Power requirements f.Emergency connection requirements e)General System Flow: Identify the Medical Gas components within work area i.Zone Valves Boxes (ZVB) (location, function, operation, labeling, gauges and readings) ii.Master and Area Alarms (location, function, labeling, pressures, visual and audible alarms, causes/condition-set points; silence) a.Who to Call (Facility specific) b.Emergency Power iii.Station Outlets and Inlets (gas specific, connector styles, labeling, color coding, etc.) f)Required Maintenance Tasks- system specific g)Recommenced/Required Replacement Parts - Purpose: Wear & Tear / Safety h)Emergency Response procedures- system and problem specific. i.Alarm activation, sudden loss of system, contamination, etc. i)Documentation requirements and standard formats i.Expectations of Individual (Facility specific) a.How to Respond to an Emergency Call b.Who to call c.Infection Control d.Single-Line Drawings Available e.Initial / Continuing Refresher (minimum annually) j)Reference/Information Summary Sheet for print-off k)Presentation Duration (Not including final exam): i.30 minutes l)Final Exams w/Answers i.30 questions -two (2) different versions 1.1.2.3 Cylinder Handling / Distribution Module Minimum Course Content Requirements: a)Identify Target Audience b)Develop Introduction & Learning Objectives c)Opening Statement - Importance of proper cylinder handling - Risks, Occurrences d)Cylinder construction and testing / Expiration e)Cylinder identification via reading labels and stencils f)CGA connection types and styles g)Proper transportation / restraint methods h)Manifold Operation, General System Flow i)Master Alarm Activation (24/7 Monitoring) j)Securing of Cylinders / Connection of Cylinders (Safety / Leak Testing) k)Storage of Cylinders (# in Storage, Secured) a.Full: Waiting to be Used b.Empty: Waiting to be Picked Up l)Documentation requirements and standard formats m)Tagging Full, Part Full, Empty n)Cylinder Replenish Quantities - Normal / Emergency o)Infection Control p)Reference/Information Summary Sheet for print-off q)Presentation Duration (Not including final exam): a.20 minutes r)Final Exams w/Answers a.20 questions - two (2) different versions 1.1.2.4 Medical Gas System Configuration & Modification Awareness Module Minimum Course Content Requirements: a)Identify Target Audience b)Develop Introduction & Learning Objectives c)Opening Statement - Importance of Medical Gas & Vacuum (MG&V) systems - Risks, Occurrences d)NFPA Standards and Terminology e)System Components i.Source Equipment ii.Manifolds iii.Master and Area Alarm Systems iv.Pipeline (Piping, Valves, Labeling etc.) v.Service Valves vi.Zone Valves vii.Outlets / Inlets (Connector Styles) viii.Emergency Power (Source Equip / Alarms, etc.) f)Interruption Planning / Back-feeding g)Installer i.Testing, Qualifications, Credentials, Documentation h)Final Inspection / Verification i.When Required, Qualifications, Credentials, Documentation i)Common Do's / Don'ts j)Single-Line Drawing Availability k)Emergency Operations Plan l)Reference/Information Summary Sheet for print-off m)Presentation Duration (Not including final exam): i.25 minutes n)Final Exams w/Answers- i.30 questions -two (2) different versions 1.1.3 The contractor shall present all modules in a VA Employee Education System (EES) recording studio over a two-day training period. The course will be videotaped using EES facilities and staff. The VA shall retain rights to broadcast videotaped course content via the VA content distribution network (CDN) or by other distribution methods on an on-demand basis until such time as new standards are released or the material is no longer deemed current by the VA. Contractor shall NOT be required to provide certificates of completion for training nor shall contractor be responsible for knowledge assessments (testing). Contractor shall furnish to the VA any and all training material(s) in electronic format including any videos, video clips, power-point slides, or any other training materials used. Such training material(s) shall become VA property to be dispensed solely within the VA with student head-counts solely at the discretion of the VA. The VA agrees not to distribute any training materials outside the federal government but does retain the right to distribute as many copies as required within the VA or other agencies within the federal government. 1.1.4 Qualifications of Contractor a)Trainers/educators engaged in the work to be performed under this contract shall be limited to those holding American Society of Sanitary Engineering (ASSE) Medical Gas Series 6000 Certifications (to be submitted in the technical proposal) Series 6050. Additionally, they shall possess at least five (5) years [within the past ten (10) years] experience in inspecting, servicing, and training on medical gas and vacuum systems and components. b)Resumes containing the information specified below shall be submitted to the Contracting Officer or designated representative for approval prior to assignment of new or replacement trainers/educators to this contract. Upon approval, contractor's personnel shall only be permitted to work on developing the scripts, supporting media, and production videos, in the system type(s) which they meet minimum experience requirements and are certified competent. (1)The full names of all trainers/instructors (2)Detailed descriptions of the previous ten (10) years employment and experience histories (focus on training and media production). This includes the name(s) and address(es) of the companies for whom they worked, along with the name(s) and telephone number(s) of their immediate supervisor(s). (3)Statement of competency and copies of Certifications by ASSE. c)Contractor's employees shall be literate in English and possess English language proficiency sufficient to conduct instruction to audiences of varying comprehension and attention levels. This includes, but is not limited to, the ability to read/understand/ verbalize regulations, contract specifications, detailed written instructions, training instructions and materials, manufacturer's technical manuals and schematics, and shall be able to prepare video production scripts and quality assurance forms. d)Assistants, apprentices, and trainees shall not be permitted to perform work without the direct supervision of an approved trainer/instructor. 1.1.5Quality Work Control Program a)The contractor shall establish a complete quality work control program to ensure the requirements of the contract are provided as specified. Within ten (10) workdays after award of the contract, the contractor shall submit a formal copy of his program to the COTR. The program shall include, but not be limited to, the following: (1)Name(s) of the individual(s) and qualifications of individuals who will perform script writing, prepare media and forms for inclusion, perform instruction/training during production video sessions, manage the quality work control program; (2)A work tracking system for identifying and correcting deficiencies in the quality and timeliness of work before the level of performance becomes unacceptable and/or the Government reviewers identify repeat deficiencies. (3)Process plan for expeditious compliance with VA's review comments, correction of deficiencies, and resolution of timeliness issues. 2.0 Contracting Officer Technical Representative (COTR) Darrel Croswell Little Rock Employee Education Resource Center Veterans Health Administration, Dept of Veterans Affairs 2200 Fort Roots Drive (Bldg 11) North Little Rock, AR 72114-1709 Phone: (501) 257-4194 Cell: (501) 352-5279 Fax (501) 257-4192 e-mail: darrel.croswell@va.gov 3.0 Deliverables Schedule 3.1 Contractor shall deliver to the Department of Veterans Affairs a completed training course that meets these requirements no later than October 31, 2010. 4.0 Constraints 4.1 Because of attachment size constraints within the Department of Veterans Affairs information technology infrastructure, any e-mail traffic generated by contractor for delivery to EES in reference to this contract shall not contain attachments which cause that particular e-mail to be in excess of three (3) mega-bytes in size. 5.0 Government Furnished Material and Equipment 5.1 Videotaping equipment and studio for taping. 5.2 The Contractor will be provided one copy of applicable VA Standards, VA Design Guides, and VA Policies within thirty (30) days of contract award. 6.0 Period and Place of Performance 6.1 Period of performance shall begin with award of contract. Final delivery of all deliverables shall conclude on October 31, 2010. 7.0 Evaluation Factors 7.1 Contractor will be evaluated on: a)experience of trainers and support staff b)qualifications of trainers and support staff c)detailed description of proposed control program d)the quality and timeliness of previous work 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.
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