SOLICITATION NOTICE
R -- CRP SURVEY
- Notice Date
- 9/30/2010
- Notice Type
- Justification and Approval (J&A)
- NAICS
- 541512
— Computer Systems Design Services
- Contracting Office
- Department of Veterans Affairs;Brecksville Division;Cleveland VA Medical Center;10000 Brecksville Road;Brecksville Brecksville 44141
- ZIP Code
- 44141
- Solicitation Number
- VA25010RI0397
- Archive Date
- 10/22/2010
- Point of Contact
- ADAM HARDWICK
- E-Mail Address
-
ADAM.HARDWICK@VA.GOV
(CONTRACT)
- Small Business Set-Aside
- N/A
- Award Number
- VA250-P-0589
- Award Date
- 9/22/2010
- Description
- JUSTIFICATION FOR OTHER THAN FULL AND OPEN COMPETITION FAR 6.302-1, 41 U.S.C. 253 (c) (1) - ONLY ONE RESPONSIBLE SOURCE AND NO OTHER SUPPLIES OR SERVICES WILL SATISFY AGENCY REQUIREMENTS. CONTRACTOR: GREEN TECHNOLOGY GROUP, LLC 1. Agency and Contracting Activity Identification: VISN 10 Cleveland Contracting Activity, 10000 Brecksville Rd., Brecksville, OH, 44141, as requested by Cleveland VA Medical Center and VA Ohio Healthcare System, will enter into a contract that requires justification for other than full and open competition. 2. Nature of Acquisition Being Approved: The contractor will receive anonymous and/or de-identified patient comments on their care from one of the VA clinics. Analyze the results using artificial intelligence text processing tools that have been developed by Green Technologies and by Dr. Alemi. Measure time to next complaint and clinic's progress over time. Provide real-time reports to clinic manager, whenever the pattern of complaints has changed. Contractor shall provide all necessary labor, management, supervision, technical skills, quality control, materials, phone-based data collection, postcard-based data collection, online data collection, and Design-Build services necessary for the Project. On exit from the clinic, patients are provided with a postcard that they can write on and mail, a web address where they can enter their responses or a phone number where they can call to complete the survey. Design/Build services include but not limited to the following: Preparing and training clinic professionals about the survey, conduct the survey using postcard, phones or online services. The survey should use the two questions known as Minute Survey questions. These are shown below: Figure 1: An Example of Completed Minute Survey During I month in FY'10 and'11 (1) developing a phone-based and a deidentified text-based survey of satisfaction with clinic services. FY '12 (2) the de-identified free text of the complaints will be analyzed to identify patterns within the text that point to specific problems within the clinic. The tools developed will be pilot tested within a VA clinic. In FY '12 (the contractor will take part in the interpretation of the results, preparation of manuscripts, and dissemination of findings. The sole source will be developing a phone-based and a de-identified text-based survey of satisfaction with clinic services that could be used on exit or from home shortly after a visit. The survey tool will be based on the Minute Survey and time to next dissatisfied patient will be calculated automatically and reported to clinic manager on demand or when there has been statistically significant changes. The sole source will be be instrumental part of the developing of the satisfaction survey for the VA HSR&D funded research project entitled PCC 2008-071018 "Center for Implementation Practice & Reseaerch Support". The awarding PI is Brian Mittman from the Sepulveda VA. During the length of the study the contractor will have access to de-identified data for interpretation of the results, preparation of manuscripts, and dissemination of findings. All text data will be de-identified before it is given to the vendor. The contractor at no time will not have access to the VA server. All data will be pulled from the VA databases and stripped of all identifiers before being sent to the vendor. The de-identified data will be put on a CD and sent to the vendor via UPS. At the conclusion of the study all study materials and notes will be given to Dr. David Aron. 3. Description of Requirement: The Louis Stokes VA Medical Center is requesting sole source procurement with "Green Technology Group, LLC" focus is to improve services that could be used on exit or from home shortly after a visit. The survey tool will be based on the Minute Survey and time to next dissatisfied patient will be calculated automatically and reported to clinic manager on demand or when there has been statistically significant changes. In addition, the de-idnetified free text of the complaints will be analyzed to identify patterns within the text that point to specific problems within the clinic. The tools developed will be pilot tested within a VA clinic, implementation research. During I month in FY'10 and'11 (1) developing a phone-based and a text-based survey of satisfaction with clinic services. FY '12 (2) the de-identifed free text of the complaints will be analyzed to identify patterns within the text that point to specific problems within the clinic. The tools developed will be pilot tested within a VA clinic. In FY '12 (the contractor will take part in the interpretation of the results, preparation of manuscripts, and dissemination of findings. The estimated cost is $49,334.00 for two years. 4. Statutory Authority Permitting Other Than Full and Open Competition: The service being procured under the authority of 41 U.S.C. 253 (c) (1), FAR Part 6.302-1 (a) (2). 5. The Nature of the Acquisition Requires Use of the Authority Cited: This contractor is being procured on a sole source basis due to "Green Technology Group, LLC" having unique knowledge. The real time survey of satisfaction requires a questionnaire that was developed by Alemi and colleagues at Green Technologies. This questionnaire is called Minute Survey and has two questions. The second question is an open ended question. The text entered in response to this open ended question is analyzed using text-processing tools developed by Alemi and colleagues at Green Technologies. These tools parse the comment into words and word phrases. Each word or phrase is then used to classify the comment into a list of topics including (a) problems with appointment, (b) problems with wait time, (c) problems with clinic staff, (d) problems with nursing staff, (e) problems with physician care, (f) problems with payments, (g) problems with facility, and (h) problems with privacy. In addition, Green Technologies has developed tools for analysis of time to next complaint, a statistical process control tool. This analysis is essential for real time monitoring of satisfaction with care and is the method through which email alerts are sent. Green Technologies has copyrighted the Minute Survey and is the only company that has access to these automated artificial intelligence tools for the analysis of comments about satisfaction with care. 6. A Description of Efforts Made to Ensure That Offers From as Many Potential Sources As Practicable and Whether a Notice Will Be Publicized. This procurement was not competed/synopsized due to Green Technology Group, LLC being an expert in the development of surveys needed for complicated research projects in the healthcare setting. The contractor has 25 years worth of experience working in the healthcare system and applying system analysis to the problems in the hospital environment. 7. Anticipated Cost Labor category# of HoursEst. Rate/hourTotal cost 10 hours per month (total of 12 months) 12 hours per month (total of 12 months)$86.00 per hour (professor) $60.00 per hour (programmer)$10,320 for 6% effort 0 Fringe $8,640 for 10% effort 0 Fringe $5,707Indirect Costs 30.1% $24,667 Total for Sept. 2010-Aug. 2011 10 hours per month (total of 12 months) 12 hours per month (total of 12 months)$86.00 per hour (professor) $60.00 per hour (programmer)$10,320 for 6% effort 0 Fringe $8,640 for 10% effort 0 Fringe $5,707 Indirect Costs 30.1% $24,667 Total for Sept. 2010-Aug. 2011 Total cost for contract $49,334 8. Results of Market Survey: None, sole source. 9. Any Other Facts Supporting the Use of Other Than Full and Open Competition: None. 10. Any Other Interested Sources? Veterans2work.org 11. A Statement of the Actions, if any, the Agency May Take To Remove of Overcome Any Barriers to Competition Before Any Subsequent Acquisition is required: None. 12. Certifications: TECHNICAL CERTIFICATION I certify that this justification is accurate and complete to the best of my knowledge and belief. _________________________________ MICHELLE DAVIDSON, Date Technical Representative CONTRACTING OFFICER CERTIFICATION The Contracting Officer has determined that the justification is accurate and complete to the best of the Contracting Officer's knowledge and belief. _____________________ _______ ADAM HARDWICK,Date Contracting Officer
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