DOCUMENT
U -- NEO ONBOARDING PROGRAM - Attachment
- Notice Date
- 6/7/2013
- Notice Type
- Attachment
- NAICS
- 611430
— Professional and Management Development Training
- Contracting Office
- Department of Veterans Affairs;Orlando VA Medical Center;5201 Raymond Street;Orlando FL 32803
- ZIP Code
- 32803
- Solicitation Number
- VA24813R1634
- Response Due
- 6/28/2013
- Archive Date
- 8/27/2013
- Point of Contact
- Lisa A John
- E-Mail Address
-
7-6061<br
- Small Business Set-Aside
- Total Small Business
- Description
- Table of Contents SECTION A1 A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS1 SECTION B - CONTINUATION OF SF 1449 BLOCKS4 B.1 CONTRACT ADMINISTRATION DATA4 B.2 STATEMENT OF WORK6 B.3 Price/Cost Schedule13 Item Information13 B.4 Delivery Schedule13 SECTION C - CONTRACT CLAUSES14 C.1 52.212-4 CONTRACT TERMS AND CONDITIONS-- COMMERCIAL ITEMS (FEB 2012)14 C.2 52.216-1 TYPE OF CONTRACT (APR 1984)19 C.3 52.209-9 UPDATES OF PUBLICLY AVAILABLE INFORMATION REGARDING RESPONSIBILITY MATTERS (FEB 2012)19 C.4 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)20 C.5 52.233-2 SERVICE OF PROTEST (SEP 2006)20 C.6 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)21 C.7 SUPPLEMENTAL INSURANCE REQUIREMENTS21 C.8 52.243-5 CHANGES AND CHANGED CONDITIONS (APR 1984)21 C.9 52.246-4 INSPECTION OF SERVICES--FIXED-PRICE (AUG 1996)22 C.10 52.246-20 WARRANTY OF SERVICES (MAY 2001)22 C.11 52.246-25 LIMITATION OF LIABILITY--SERVICES (FEB 1997)23 C.12 52.232-99 PROVIDING ACCELERATED PAYMENT TO SMALL BUSINESS SUBCONTRACTORS (DEVIATION) (AUG 2012)23 C.13 VAAR 852.203-70 COMMERCIAL ADVERTISING (JAN 2008)24 C.14 VAAR 852.215-71 EVALUATION FACTOR COMMITMENTS (DEC 2009)24 C.15 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV 2012)24 C.16 VAAR 852.237-70 CONTRACTOR RESPONSIBILITIES (APR 1984)25 C.17 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)25 C.18 52.228-5 INSURANCE - WORK ON A GOVERNMENT INSTALLATION (JAN 1997)25 C.19 VAAR 852.203-71 DISPLAY OF DEPARTMENT OF VETERAN AFFAIRS HOTLINE POSTER (DEC 1992)26 C.20 VAAR 852.237-7 INDEMNIFICATION AND MEDICAL LIABILITY INSURANCE (JAN 2008)26 C.21 VAAR 852.271-70 NONDISCRIMINATION IN SERVICES PROVIDED TO BENEFICIARIES (JAN 2008)27 C.22 52.224-1 PRIVACY ACT NOTIFICATION (APR 1984)27 C.23 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS--COMMERCIAL ITEMS (JAN 2013)28 C.24 52.209-10 PROHIBITION ON CONTRACTING WITH INVERTED DOMESTIC CORPORATIONS (MAY 2012)33 C.25 52.219-14 LIMITATIONS ON SUBCONTRACTING (NOV 2011)33 C.27 52.222-19 CHILD LABOR--COOPERATION WITH AUTHORITIES AND REMEDIES (MAR 2012)34 C.28 52.223-15 ENERGY EFFICIENCY IN ENERGY-CONSUMING PRODUCTS (DEC 2007)35 C.29 52.239-1 PRIVACY OR SECURITY SAFEGUARDS (AUG 1996)36 C.30 52.222-43 FAIR LABOR STANDARDS ACT AND SERVICE CONTRACT ACT - PRICE ADJUSTMENT (MULTIPLE YEAR AND OPTION CONTRACTS) (SEP 2009)36 SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS38 SECTION E - SOLICITATION PROVISIONS49 E.1 52.212-1 INSTRUCTIONS TO OFFERORS--COMMERCIAL ITEMS (FEB 2012)49 E.2 52.209-5 REPRESENTATION BY CORPORATIONS REGARDING AN UNPAID TAX LIABILITY OR A FELONY CONVICTION UNDER ANY FEDERAL LAW (DEVIATION)(MAR 2012)52 E.3 52.227-15 REPRESENTATION OF LIMITED RIGHTS DATA AND RESTRICTED COMPUTER SOFTWARE (DEC 2007)53 E.5 VAAR 852.233-70 PROTEST CONTENT/ALTERNATIVE DISPUTE RESOLUTION (JAN 2008)54 E.6 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (JAN 1998)54 E.7 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB 1998)55 E.8 52.232-19 AVAILABILITY OF FUNDS FOR THE NEXT FISCAL YEAR (APR 1984)55 E.9 52.212-2 EVALUATION--COMMERCIAL ITEMS (JAN 1999)55 E.10 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS--COMMERCIAL ITEMS (DEC 2012)56 SECTION B - CONTINUATION OF SF 1449 BLOCKS B.1 CONTRACT ADMINISTRATION DATA (continuation from Standard Form 1449, block 18A.) 1. Contract Administration: All contract administration matters will be handled by the following individuals: a. CONTRACTOR: b. GOVERNMENT: Contracting Officer 00675 Department of Veterans Affairs Orlando VA Medical Center 5201 Raymond Street Orlando FL 32803 2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with: [X]52.232-33, Payment by Electronic Funds Transfer -System for Award Management []52.232-36, Payment by Third Party 3. INVOICES: Invoices shall be submitted in arrears: a. Quarterly[] b. Semi-Annually[] c. Other[X MONTHLY] 4. GOVERNMENT INVOICE ADDRESS: All invoices from the contractor shall be mailed to the following address: Department of Veterans Affairs Financial Services Center P.O. Box 149971 Austin TX 78714-9971 5. BLOCK 28 -OFFERORS SHALL COMPLETE AND RETURN ALL INFORMATION DESIGNATED IN FAR 52.212-1, INSTRUCTIONS TO OFFERORS - COMMERCIAL ITEMS, BY THE SOLICITATION CLOSING DATE. DUNS NUMBER: In accordance with FAR 52.204-6, offerors shall provide their Data Universal Numbering Systems (DUNS) number here: DUNS#: ____ ____ - ____ ____ ____ - ____ ____ ____ ____ If the DUNS number is unknown, offerors may request a number from Dun & Bradstreet, free of charge by calling 800-333-0505. [See FAR 52.212-1 Instructions ¦ (j) Data Universal Numbering System (DUNS) Number] SYSTEM FOR AWARD MANAGEMENT (SAM) Federal Acquisition Regulations require all contractors conducting business with the Government to be registered in the System for Award Management (SAM) Government - wide online database for the provision of basic information relative to contract awards. You may accomplish these registrations online at the following web sites: SAM - http://www.sam.gov Award cannot be made until the contractor has registered. Offerors are encouraged to ensure that they are registered in SAM prior to submitting their offer. VET BIZ REGISTRY: In accordance with Veterans Affairs Acquisition Supplement (VAAR) Subpart 819.70, offerors shall be registered in the Vet Biz data base at the time of submission offers. Information on registration is available at: http://vip.vetbiz.gov/ ******NOTE****** Offerors are authorized to submit their proposals via electronic (e-mail) mail to Lisa.John@va.gov ONLY. All requests must be in writing and received by the Orlando VA Medical Center Contracting Office by 1000 hours (10:00am) Day Light Saving Time, June 28, 2013. No telephonic request for information will be entertained. The Deadline for questions is 5 days prior to initial solicitation deadline. All responses to questions will be posted by way of amendment to this combined synopsis/solicitation to the FedBizOpps website (http://fedbizopps.cos.com/) after the final scheduled walk through. The email address for all questions to this combined Synopsis/Solicitation is Lisa.John@va.gov Offerors who respond via e-mail shall also submit a signed hard-copy of the SF1449 in addition to submitting its proposal in a CD-ROM format. Deliver copies of the proposal to: Department of Veterans Affairs, Network Contracting Office 8 (NCO 8) Orlando VA Medical Center, 5201 Raymond Street - Lakemont Bldg., Rm. 101, Orlando, FL 32803. 6. ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows: AMENDMENT NODATE ? B.2 STATEMENT OF WORK Title: Patient Centered Care New Employee Orientation Program Introduction and Scope of Work The federal government, the Department of Veterans Affairs and the Veterans Health Administration are engaged in critical organization-wide initiatives to fulfill public service missions while reducing costs to US taxpayers. This challenge is compounded by public sector healthcare organizations which face both the regulatory and accountability challenges of government agencies and also the expectations and innovation forces of private sector medicine. The Orlando VA Medical Center has aggressively engaged this mandate by authorizing a series of strategic priorities to better serve Veteran patients while ensuring organizational capabilities and efficiency. This mandate and the strategic challenges associated with it require new capabilities of all employees. Our staff are now faced with the challenge to act with transformative results-to transform what will be one of the region's largest integrated healthcare system into the very best-number one in quality, satisfaction, staff engagement and efficiency. This requested work focuses on Customer Service development- The Orlando VA is seeking a contractor capable of developing and implementing a Patient Centered Care (PCC) New Hire Onboarding Program for the Orlando VA Medical Center that prepares each new employee (clinical and non-clinical) to deliver care that is personalized, proactive and patient-driven by developing an effective workplace environment through the implementation of a comprehensive Customer Service development program. The performance period of this contract is twelve (12) months. Three Guiding Assumptions A. The way to show that a Patient Centered Care culture is advancing is to show that a proper onboarding program impacts key measures of performance. This approach supports the mission of VISN, to balance rigor with relevance in everything we do. B. Leadership development linked to a strategic initiative to be the employer of choice that matters to our healthcare system, will be monitored, reinforced and supported to the extent the strategic initiative is monitored, reinforced and supported. C. Co-design between vendor and Orlando VAMC will increase the likelihood that deliverables conform to facility requirements and environment. This will insure that deliverables take into adequate consideration the users and context in a rapidly changing environment (e.g. work place innovations, leadership infrastructure, federal mandates, etc.). Requirements Program Development The contractor shall provide a proposal for a program that shall provide an integrated set of patient centered care educational experiences, on-the-job experiences, personal action plans, new hire "buddies", peer and patient feedback, and coaching which take place throughout an employee's first year of employment with the Medical Center. The contractor's proposal shall include the VA's core values (ICARE), PCC principles and VHA's six principles (patient centered care, team based work, data driven/evidence based, prevention/population health, providing value, and continuously improving). The contractor's proposal shall include curriculum that includes and supports PCC Principles as follows: "Honor Veteran expectations of safe, high quality and accessible health care "Enhance the quality of human interactions and therapeutic alliances "Solicit and respect Veteran values, preferences and needs "Empower Veterans through information and education "Provide physical comfort and pain management "Provide emotional and spiritual support "Encourage involvement of family and friends "Support and sustain an engaged work force as key to improving patient centered care 2.1.1 New Employee Training Program 2.1.1.1 The contractor's proposal shall demonstrate a program that shall support the VHA strategic goal of providing Veterans with personalized, proactive, patient-driven health care by creating a new hire onboarding experience that fulfills the promise made to our new hires during the recruiting and selection process of a transformed VHA. It is essential that the sum of experiences during each new hire's first year is a validation and affirmation of VA's core values and VHA principles. It is also important that this onboarding experience build the commitment to VHA of every new employee who embodies the patient-centered culture. We anticipate that the onboarding experience may lead a small number of new employees to decide that this new culture is not for them. The goal of the new hire onboarding program shall be to learn, practice, receive feedback and coaching, and in some cases re-learn the values, attitudes, behaviors and competencies necessary for patient-centered care. The success of this program shall be measured by the patient-centered values, attitudes and behaviors demonstrated by our new clinical and non-clinical employees and the retention rates for these valued employees at the end of their first year with VHA. 2.1.1.2 Program Implementation: The contractor's proposal shall address an implementation plan that shall support the Orlando VA Medical Center's strategic goal of successfully opening our new flagship Medical Center, which has been designed from the ground-up with patient-centered principles, by onboarding a care team of more than 3000 clinical and non-clinical employees and volunteers who embody the practices and culture of patient-centered care. The new hire onboarding program will be used initially with a cohort of approximately 1000 new employees. But we anticipate that the program shall have applicability to the 2000+ current employees who will transfer to and "re-onboard" with the opening of the new facility. 2.1.2 Program Objectives The contractor shall develop and implement a Customer Service Patient Centered New Patient Orientation program that aligns with the medical center's priority of not only equips employees at the onset of employment at the Orlando VAMC but also focuses providing patient centered educational experiences throughout the first year of employment. Specific objectives include: -Assess current new hire onboarding practices and experiences at the Orlando VA Medical Center -Perform a gap assessment and benchmarking of current new hire onboarding practices with industry best practices and the VHA Core Values and Principles we are seeking to embody in every new employee -In collaboration with the Office of Patient Centered Care and Cultural Transformation (OPCC&CT), and VHA Leadership and Workforce Development, conduct sessions to reimagine and redesign the new hire onboarding experience at the Orlando VAMC -Develop new hire onboarding program elements, milestones and outcome measures -Document the new hire onboarding program so that it is repeatable and transferrable to other VISNs and Medical Centers -Implement the new hire onboarding program with a cohort of new hires (clinical and non-clinical employees) at the Orlando VA Medical Center -Monitor and evaluate the outcomes from the new hire onboarding program -Develop a series of Monthly and Quarterly Status Reports to review the progress of the program implementation against the agreed upon milestones and outcomes. -Document lessons learned and making refinements to the program for future cohorts, as well as national dissemination to other VISNs and Medical Centers 2.1.3 Contract Milestones and Timelines Milestones and Timelines for the project shall be established and agreed upon between the contractor and Orlando VAMC. ActivityMilestone/DeliverableDate The contractor shall, in collaboration with the OPCC&CT), assess current new hire onboarding practices and experiences at the Orlando VA Medical Center"Current state assessmentOctober 2013 The contractor shall perform a gap assessment and benchmarking of current new hire onboarding practices with industry best practices (e.g., Walt Disney Company, Marriott and leading healthcare providers) and the VHA Core Values and Principles we are seeking to embody in every new employee "Benchmarking reportOctober 2013 The contractor shall, in collaboration with the OPCC&CT and VHA Leadership and Workforce Development, conduct sessions to reimagine and redesign the new hire onboarding experience at the Orlando VAMC "New Hire Onboarding Program DesignNovember 2013 The contractor shall develop new hire onboarding program elements, milestones and outcome measures"New Hire Onboarding Program Elements "Implementation Plan "Outcome MeasuresNovember 2013-December 2013 The contractor shall document the new hire onboarding program so that it is repeatable and transferrable to other VISNs and Medical Centers"New Hire Orientation Program HandbookJanuary 2014 The contractor shall implement the new hire onboarding program with a cohort of new hires (clinical and non-clinical employees) at the Orlando VA Medical Center"Implementation PlanJanuary 2014 - April 2014 The contractor shall monitor and evaluate the outcomes from the new hire onboarding program"Outcome MeasuresJanuary 2014 - April 2014 The contractor shall develop a series of Monthly and Quarterly Status Reports to review the progress of the program implementation against the agreed upon milestones and outcomes. "Monthly and Quarterly Status Reports - Due on: 12/30/2013 3/31/2014 6/30/2014 9/30/2014 Monthly and Quarterly The contractor shall document lessons learned and making refinements to the program for future cohorts, as well as national dissemination to other VISNs and Medical Centers"Lessons Learned ReportJuly 2014-September 2014 ****NOTE: ALL REPORTS/STATUS REPORTS/DOCUMENTATION SHOULD BE SUBMITTED IN A MS OFFICE COMPATIBLE FORMAT**** 3.0References A.Web compliant products: http://www.section508.gov/ Notes and Other Information Ownership of materials All materials developed for the purposes of this contract shall be delivered to Orlando VA (VISN 8) a.Shall be deemed the property of the US Government, or a.The US Government shall be given a no-cost, perpetual permission to use the materials. These materials include all print, audio, video or web materials developed in fulfillment of this contract, including survey instruments, curricula, audio recordings, video recordings, learning instruments and other materials. Section 508 compliance All web materials shall be delivered in Section 508 compliant format (see References). Security Security clearance recommendation is LOW. Contractor shall not access government computer systems. Contractor shall not have access to protected health information. Contractor work shall require only infrequent or periodic access to government facilities. Linkages to Other Ongoing Initiatives The VA's intent is for the contractor's proposed plan to align the New Employee Orientation program with the developing work in the area of Patient Centered Care and Customer Service. Places of Performance Performance may take place at the corporate Orlando VAMC its, CBOCs, and at the selected vendor's site, if needed. Specifically, the contractor shall implement the necessary training at the following Orlando VAMC site: Orlando VA Medical Center 5201 Raymond Street Orlando, FL 32803 SECURITY REQUIREMENTS The Contractor shall comply with all VA security requirements. At the request of the VA, the Contractor shall submit to VA security the name and address of employees hired for work on this contract and shall cause to be filled out questionnaires and other forms as may be required for security. Neither the Contractor nor any of its employees shall disclose or cause to be disseminated any information concerning the operations of the activity which could result in or increase the likelihood of the possibility of a breach of the activity's security or interrupt the continuity of its operations. Disclosure of information relating to the services hereunder to-any person not entitled to receive it, or failure to safeguard any classified information that may come to the Contractor or any person under his control in connection with work under this contract, may subject the Contractor, his agents or employees to criminal liability under Federal Law. All inquiries, comments or complaints arising from any matter observed, experienced or learned as a result of or in connection with the performance of this contract, the resolution of which may require the dissemination of official information shall be directed to the Contracting Officer. (a). Deviations from or violations of any of the provisions of this paragraph shall, in addition to all other criminal and civil remedies provided by law subject the Contractor to immediate termination for default and/or the individuals involved to a withdrawal of the Government's acceptance and approval of employment. (b). Security Requirements for Contractor Employees: Contractor employees who require access to Department of Veterans' Affairs facilities shall be the subject of a background investigation and must receive a favorable adjudication from the VA Office of Security and Law Enforcement prior to contract performance. This requirement is applicable to all subcontractor personnel requiring the same access. If the investigation is not completed prior to the start date of the contract, the Contractor shall be responsible for the actions of the individuals they provide to perform work for the VA. (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 National Agency Check (NAC1) with written inquires. (3) Contractor Responsibilities. (a) The Contractor shall bear the expense of obtaining background investigations. The price for the NACI for fiscal year 2012 is $259. If the investigation is conducted by the Office of Personnel Management (OPM), the Contractor shall reimburse the VA within 30 days. The Contractor is reminded to figure the expense of these background investigations into their price quotation. (b) Prior to award, the Contractor shall provide to the Contracting Officer the following: (1) Name(s) of Contractor housekeeping personnel; (2) Social Security number(s) of Contractor housekeeping personnel; (3) home address of Contractor housekeeping personnel or the Contractor's address; (4) Housekeeping personnel date(s) of birth. The Contracting Officer will submit the above information to the VA Office of Security and Law Enforcement, North Little Rock, AR. The Office of Security and Law Enforcement will provide the necessary investigative forms to the Contractor's housekeeping employee(s), will coordinate the background investigations with OPM, and will notify the Contracting Officer and Contractor of the results of the investigation. (c) The Contractor shall submit, or have their employees submit, the required forms to the VA Office of Security and Law Enforcement within 30 days of receipt. The Contractor housekeeping employee(s) shall forward the required paperwork to the following address: SIC/Contracting 2200 Fort Roots Drive -Building 104 North Little Rock, AR 72114 (d) The Contractor, when notified of an unfavorable determination by the Government shall withdraw the employee from consideration for working under the contract. (e) Failure to comply with the Contractor personnel security requirements may result in termination of the contract for default. (f) The VA background investigations website is: http://wwwl.va.gov/vabackground investigations/. For further information, you may call Linda Dunlap at the VA Office of Security and Law Enforcement at (501) 257-4466. 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. b. The contractor shall submit or have their employees submit the following required forms to the VA Office of Security and Law Enforcement within 30 days of receipt: (i) Standard Form 8SP, Questionnaire for Public Trust Positions (ii) Standard Form 8SP-S, Supplemental Questionnaire for Selected Positions (iii) FD 258, U.S. Department of Justice Fingerprint Applicant Chart (iv) VA Form 0710, Authority for Release of Information Form (v) Optional Form 306, Declaration for Federal Employment (vi) Optional Form 612, Optional Application for Federal Employment c. The contractor, when notified of an unfavorable determination by the Government, shall withdraw the employee from consideration from working under the contract. d. Failure to comply with the contractor personnel security requirements may result in termination of the contract for default. ? B.3 Price/Cost Schedule Item Information ITEM NUMBERDESCRIPTION OF SUPPLIES/SERVICESQUANTITYUNITUNIT PRICEAMOUNT 1Develop New Employee Orientation/ Onboarding Program Performance Period: Date of Award Thru 30 September 2014 1.00JB____________________________________ GRAND TOTAL__________________ B.4 Delivery Schedule ITEM NUMBERQUANTITYDELIVERY DATE 1See Section 2.1.3 -Contract Milestones and Timelines of SOW for Deliverables1.00
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- File Name: VA248-13-R-1634 VA248-13-R-1634_2.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=796377&FileName=VA248-13-R-1634-001.docx)
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- File Name: VA248-13-R-1634 VA248-13-R-1634_2.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=796377&FileName=VA248-13-R-1634-001.docx)
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