DOCUMENT
R -- CWT Technical Writer - Attachment
- Notice Date
- 6/20/2014
- Notice Type
- Attachment
- NAICS
- 561320
— Temporary Help Services
- Contracting Office
- Department of Veterans Affairs;VA Sierra Pacific Network (VISN 21);VA Palo Alto Health Care System;3801 Miranda Ave;Reno NV 89502-2597
- ZIP Code
- 89502-2597
- Solicitation Number
- VA26114Q0722
- Archive Date
- 7/27/2014
- Point of Contact
- Rusty Stevenson
- Small Business Set-Aside
- N/A
- Award Number
- VA261-14-Q-0722
- Award Date
- 6/27/2014
- Description
- The Department of Veterans Affairs, VISN 21, Consolidated Contracting Activity, intends to negotiate a sole source contract with Kameela Din for technical writer services for the Compensated Work Therapy (CWT) Program. Services include: creating all supporting documentation for the Joint Commission (JCO) and the tri-annual accreditation process for the Commission on Accreditation of Rehabilitation Facilities (CARF). Develop and update all relevant forms, handbooks, and other critical considerations associated with the accreditation process, Monitor and maintain CWT database (front and back end). Work closely with staff to improve functionality and efficiency of data collection and use, track patient progress and outcomes through database and compile data for suspense reports, outcomes reports, Strategic Plan, and other necessary reports and documentation, analyze data collected for the Northeast Program Evaluation Center (NEPEC) and create master demographics of data. Extrapolate and compile NEPEC data and create CWT Annual Outcomes Report, extrapolate CWT Program data to be utilized in Strategic Planning for the current fiscal year, including goals and a summary of accomplishments, compile information from staff meetings and client feedback. Prepare and submit an Annual Accessibility Report, edit and create new Policies and Procedures for the CWT Program. Integrate data analysis into Policies and Procedures, create, maintain and revise all publications for CWT Program, including brochures for referral sources and community stakeholders, fact sheets, flyers, postcards and business cards. Prepare copy ready documents and handbooks for all CWT programs (TWE, SE, TR, and IT). Edit, revise, and update the CWT/TWE "Job Search Handbook.", create customized, animated PowerPoint presentations for staff to present to internal and external stakeholders. Maintain and update CWT website in a timely manner so as to keep event calendars and other time-sensitive material and information current. Maintain regular communication and collaboration with VAPAHCS webmaster, create and update Memorandums of Understanding with VA and community employers for the CWT Program, coordinate photography to maintain CWT Program website, brochures, flyers, and other collateral materials. Work closely with Medical Media and Logistics to produce printed materials. Create presentation material for events such as conferences, seminars, staff retreats, holiday parties and other program events, conceive and implement new initiatives and projects to strengthen, facilitate and integrate programs. Participate in special projects, ongoing analyses and initiatives that have high priority. Collaborate with staff on outreach campaigns to potential community partners and employers, technical skills required are an "expert" level usage/knowledge of: Microsoft Office (Word, Excel, PowerPoint, Publisher, Access), QuarkXPress, Adobe Acrobat, FileMaker Pro (Ver. 5.0 and later), website development and maintenance. This procurement is being conducted in accordance with FAR 6.302-1(a)(2). The VA's minimum needs can only be satisfied by unique supplies or services available from only one source (41 USC 253 (c) (1)). Contract is firm fixed price and the NAICS Code is 561320. This Notice of Intent is not a request for competitive proposals. No solicitations documents are available and telephone requests will not be honored. However, if a firm believes it can meet the requirements it must furnish information about its products and services, as well as references from other customers who are using these products or service, to the Contracting Officer within three (3) calendar days from the date of publication of this synopsis. Supporting evidence must be furnished in sufficient detail to demonstrate the ability to comply with the above requirements. Information must be sent via e-mail only to the Contract Specialist at Rusty.Stevenson@va.gov. Responses received will be evaluated, however; a determination by the Government not to compete the proposed procurement based upon responses to this notice is solely within the discretion of the Government. If no responses are received, the Network Contracting Office NCO 21 will proceed with the sole source negotiation with Ms. Kameela Din. DEPARTMENT OF VETERANS AFFAIRS JUSTIFICATION AND APPROVAL FOR OTHER THAN FULL AND OPEN COMPETITION 1.Contracting Activity: Department of Veterans Affairs, VA Palo Alto Health Care Facility, 3801 Miranda Ave., Palo Alto, CA 94304 2.Nature and/or Description of the Action Being Processed: Justification and approval for Other than Full and Open Competition for the Compensated Work Therapy (CWT) Program Technical Writing services (Kameela Din). 3.Description of Supplies/Services Required to Meet the Agency's Needs: The Department of Veterans Affairs, VISN 21, has a need to procure technical writer services for the following tasks: Create all supporting documentation for the Joint Commission (JCO) and the tri-annual accreditation process for the Commission on Accreditation of Rehabilitation Facilities (CARF). Develop and update all relevant forms, handbooks, and other critical considerations associated with the accreditation process, Monitor and maintain CWT database (front and back end). Work closely with staff to improve functionality and efficiency of data collection and use, track patient progress and outcomes through database and compile data for suspense reports, outcomes reports, Strategic Plan, and other necessary reports and documentation, analyze data collected for the Northeast Program Evaluation Center (NEPEC) and create master demographics of data. Extrapolate and compile NEPEC data and create CWT Annual Outcomes Report, extrapolate CWT Program data to be utilized in Strategic Planning for the current fiscal year, including goals and a summary of accomplishments, compile information from staff meetings and client feedback. Prepare and submit an Annual Accessibility Report, edit and create new Policies and Procedures for the CWT Program. Integrate data analysis into Policies and Procedures, create, maintain and revise all publications for CWT Program, including brochures for referral sources and community stakeholders, fact sheets, flyers, postcards and business cards. Prepare copy ready documents and handbooks for all CWT programs (TWE, SE, TR, and IT). Edit, revise, and update the CWT/TWE "Job Search Handbook.", create customized, animated PowerPoint presentations for staff to present to internal and external stakeholders. Maintain and update CWT website in a timely manner so as to keep event calendars and other time-sensitive material and information current. Maintain regular communication and collaboration with VAPAHCS webmaster, create and update Memorandums of Understanding with VA and community employers for the CWT Program, coordinate photography to maintain CWT Program website, brochures, flyers, and other collateral materials. Work closely with Medical Media and Logistics to produce printed materials. Create presentation material for events such as conferences, seminars, staff retreats, holiday parties and other program events, conceive and implement new initiatives and projects to strengthen, facilitate and integrate programs. Participate in special projects, ongoing analyses and initiatives that have high priority. Collaborate with staff on outreach campaigns to potential community partners and employers, technical skills required are an "expert" level usage/knowledge of: Microsoft Office (Word, Excel, PowerPoint, Publisher, Access), QuarkXPress, Adobe Acrobat, FileMaker Pro (Ver. 5.0 and later), website development and maintenance. 4. Statutory Authority Permitting Other than Full and Open Competition: FAR 6.302-1(a)(2). The VA's minimum needs can only be satisfied by unique supplies or services available from only one source (41 USC 253 (c) (1)). 5. Demonstration that the Contractor's Unique Qualifications or Nature of the Acquisition Requires the Use of the Authority Cited Above (applicability of authority): The requested contractor has successfully served the position of Technical Writer I for the Compensated Work Therapy (CWT) Program for one year, and has achieved an expert level of proficiency with CWT's policies and procedures, as well as the needs of staff and veterans served. CWT programs across the nation differ from one another, and Contractor has gained specialized knowledge of VAPAHCS' CWT Program. Therefore, only a specific source would be able to fill this position, as the Contractor needs to demonstrate mastery of CWT's program operations, policies and procedures. Contractor has redesigned and revised all outreach materials and handbooks, and has gained a solid understanding of program criteria and schematics, as well as necessary technical skills, including MS Publisher, PowerPoint, Excel, Access and Word. Additionally, Contractor helped to redesign and maintain CWT website, building a strong working relationship with VAPAHCS webmaster and regularly contributing new website content. Contractor also serves as part of CWT CARF (Commission on Accreditation of Rehabilitation Facilities) Committee, and has strong knowledge of standards and preparation necessary for tri-annual CARF surveys. CARF Accreditation is a vital standard for the program, and as such takes the utmost priority in the treatment setting. The VA Palo Alto Health Care System's CWT Program had its accreditation renewed in 2013 with no recommendations, an honored bestowed on only 3% of organizations nationally and internationally. Having drafted and revised CWT Policies, Procedures, Memorandums of Understanding with VA and community employers, Contractor has a firm grasp on the day-to-day operations and processes necessary to the program's functioning. Contractor also understands and helps maintain current database - a crucial component of CWT's infrastructure. In addition to the above duties, Contractor has experience working one-on-one with veterans, assisting them with writing needs, such as claims reports and legal letters. In a clinical setting such as this, trust and confidence in the staff, especially contracting staff, is of utmost importance as it has the potential to positively or negatively impact the effectiveness of care to the Veteran. Contractor has also contributed to outreach initiatives in the community, reaching out to potential partner companies to arrange transportation for veterans. Kameela Din is the only technical writer capable of performing this service timely, without excessive training time and costs, in accordance with the scope of work, and at a fair and reasonable price. The VISN's minimum needs can only be satisfied by unique supplies or services available from only one source (41 USC 253 (c) (1)). 6. Description of Efforts Made to ensure that offers are solicited from as many potential sources as deemed practicable: None. It was concluded after a thorough search through varies educational, business and consultative data base there are many technical writers but none of which have the matched experience with the CWT Program. 7. Determination by the Contracting Officer that the Anticipated Cost to the Government will be Fair and Reasonable: Training cost. Becoming an integrated part of the team has necessitated that the Contractor spend a significant amount of time in training and familiarity with the standards, policies, systems, and customer requirements. Current contractor has spent approximately 400 hours training, resulting in $10,415 (13% of total contract cost) in cost for training/ramp-up. This figure is an opportunity cost in the respect that a new contractor would cost roughly the same amount to train, while losing 400 hours of productivity. This training and ramp-up time/cost covers approximately 25% of the contract life. Keeping current contractor would allow CWT program to benefit from and leverage this training sunk cost, presumably resulting in 400 hours of enhanced productivity to the program and allowing the full contract life to be maximized. Cost-Benefit Analysis. Due to the integration of Contractor into the CWT team, direct contract with current Contractor seems to be the most viable and lowest cost option. Because of enhanced proficiency of Technical Writer I position, it would likely be renewed as a Technical Writer II, and renewal of contract with staffing company would result in higher cost option, plus training cost of new contractor. Staffing company renewal would cost $96,000 plus $10,415 in training time/cost, resulting in a total cost of ownership of $106,415, whereas direct contract would cost $75,000 with no training cost, for a difference of $31,415. This would result in $21,000 in tangible cost-savings, and $10,415 in soft savings (time/money saved on training plus productivity gained). Based on this information, pricing is considered fair and reasonable to the Government. 8.Description of the Market Research Conducted and the Results, or a Statement of the Reasons Market Research Was Not Conducted: An internet search of organizations that provide strategic, operational, and educational resources for all levels of the nursing enterprise, including nurse executives, directors, managers, and frontline staff. 9.Any Other Facts Supporting the Use of Other than Full and Open Competition: None. 10.Listing of Sources that Expressed, in Writing, an Interest in the Acquisition: None 11.A Statement of the Actions, if any, the Agency May Take to Remove or Overcome any Barriers to Competition before Making subsequent acquisitions for the supplies or services required: None. This service is not available for competition as Kameela Din is the only vendor with the appropriate level of technical writing experience specific to the CWT program. Kameela Din is the only technical writer capable of performing this service timely, without excessive training time and costs, in accordance with the scope of work, and at a fair and reasonable price. 12.Requirements Certification: I certify that the requirement outlined in this justification is a Bona Fide Need of the Department of Veterans Affairs and that the supporting data under my cognizance, which are included in the justification, are accurate and complete to the best of my knowledge and belief. Approvals in accordance with FAR 6.304 a.Contracting Officer's Certification: (required) I certify that the foregoing justification is accurate and complete to the best of my knowledge and belief. ___________________________ ________________________ Rusty StevensonDate Contracting Officer NCO 21 b.NCM Designee: I certify the justification meets requirements for other than full and open competition. _____________________________ ________________________ Mark MikusDate Supervisor, Services Team Contracting Officer NCO 21
- Web Link
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FBO.gov Permalink
(https://www.fbo.gov/spg/VA/ReVAMC/VAMCCO80220/VA26114Q0722/listing.html)
- Document(s)
- Attachment
- File Name: VA261-14-Q-0722 VA261-14-Q-0722 INTENT TO SOLE SOURCE.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1443538&FileName=VA261-14-Q-0722-001.docx)
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- File Name: VA261-14-Q-0722 VA261-14-Q-0722 INTENT TO SOLE SOURCE.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1443538&FileName=VA261-14-Q-0722-001.docx)
- Record
- SN03402008-W 20140622/140620235520-a39129070d0a120667237bff7325c406 (fbodaily.com)
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