Loren Data's SAM Daily™

FBO DAILY - FEDBIZOPPS ISSUE OF JULY 04, 2014 FBO #4605
DOCUMENT

R -- Patient Satisfaction Measurement Services - Attachment

Notice Date

7/2/2014
 

Notice Type

Attachment
 

NAICS

541611 — Administrative Management and General Management Consulting Services
 

Contracting Office

Department of Veterans Affairs;Acquisition & Materiel Management;Michael E. DeBakey VA Medical Center;2002 Holcombe BLVD;Houston TX 77030 4298
 

Solicitation Number

VA25614I1128
 

Response Due

7/21/2014
 

Archive Date

10/28/2014
 

Point of Contact

Anthony C Marion
 

E-Mail Address

4-7408<br
 

Small Business Set-Aside

N/A
 

Description

DESCRIPTION: This is a sources sought to determine the availability of potential sources having the skills and capabilities necessary to provide the SERVICE REQUIREMENT. All interested vendors are invited to provide information to contribute to this market survey/sources sought including commercial market information. THIS IS NOT A SOLICITATION ANNOUNCEMENT. This is a sources sought only. Questions shall be submitted by email to anthony.marion2@va.gov. Provide only the requested information below. The purpose of this sources sought is to gain knowledge of potential qualified sources and their size classifications (Service Disabled/Veteran Owned Small Business (SDVOSB/VOSB), Hub zone, 8(a), small, small disadvantaged, woman owned small business, FSS/GSA contract schedule holders or large business) relative to NAICS 541690, Other Scientific and Technical Consulting Services (size standard $14.0 Million). Responses to this sources sought will be used by the Government to make appropriate acquisition decisions. After review of the responses to this sources sought, a solicitation announcement may be published on the GSA or FedBizOpps website. Responses to this sources sought are not considered adequate responses to the solicitation announcement. All interested offerors will have to respond to the solicitation announcement in addition to responding to this sources sought announcement. REQUESTED INFORMATION: (1) STATEMENT OF CAPABILITY: Submit a brief description, five (5) pages or less, that demonstrates how your company has the capability, supervision, labor and experience to perform the Patient Satisfaction Measurement Services required for the government. (See Draft Statement of Work Below) Include past experience in performing these services to the VA, other Government (Federal or State) agency, or for a private facility. Please specify your availability to start date and your address. (2) BUSINESS SIZE AND SOCIO-ECONOMIC STATUS: (a) Indicate whether your business is large or small (b) If small, indicate if your firm qualifies as a small, emerging business, or small disadvantaged business (c) If disadvantaged, specify under which disadvantaged group and if your firm is certified under Section 8(a) of the Small Business Act (d) Indicate if your firm is a certified Hub-zone firm (e) Indicate if your firm is a woman-owned or operated business (f) Indicate if your firm is a certified Service-Disabled Veteran Owned Small Business (SDVOSB) or Veteran Owned Small Business (VOSB) (g) Include the DUNS number of your firm. (h) State whether your firm is registered with the System for Award Management (SAM) at https://www.sam.gov/portal/public/SAM/ and/or the VetBiz Registry at http://vip.vetbiz.gov/. (i) NOTE that any future solicitation could only be awarded to a contractor who is registered in SAM and to receive award based on VOSB or SDVOSB status you must be registered in the VetBiz Registry. Responses shall be emailed to anthony.marion2@va.gov no later than 3:00pm CST, Monday, July 21, 2014. No Fax or Telephone calls will be accepted. Your response should include both the STATEMENT OF CAPABILITY and BUSINESS SIZE AND SOCIO-ECONOMIC STATUS information as explained above. Please place "Attention: Service Contract for Patient Survey" in the subject line of your email. This notice is to assist the VA in determining sources only. A SOLICITATION IS NOT CURRENTLY AVAILABLE. If a solicitation is issued it will be announced at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this announcement. Sources Sought Notice: *** DRAFT STATEMENT OF WORK***** Patient Satisfaction Measurement Services Michael E. DeBakey VA Medical Center Houston, Texas 1.Service Requirement: Patient Satisfaction Measurement Services Background: In 2006 the Michael E. DeBakey VA Medical Center (MEDVAMC) began a patient satisfaction measurement and improvement program within its Primary Care Clinics. The program was established to provide timely and statistically significant patient satisfaction survey data to management and MEDVAMC leadership. Due to MEDVAMC, VISN and VHA changes in performance expectations and the emphasis on obtaining Voice of the Customer feedback, MEDVAMC modified its existing program to provide for sampling at the physician/provider level. Inpatient satisfaction surveys are necessary to successfully meet Veteran expectations as measured by VA Performance Measures and Monitors. Additionally, services are required to aid MEDVAMC's maintenance of its Nursing Magnet designation. 2.Scope of Work: MEDVAMC and the selected shall develop a means of transferring patient data that is acceptable to the government. All patient information provided to the vendor will be safeguarded under the terms of the Privacy Act and the Health Insurance Portability and Accountability Act (HIPAA). Contractor shall furnish all labor, tools, personnel, transportation and equipment to provide services that include mailing of surveys, collection of completed surveys, data analysis, reporting and consulting services designed to improve patient satisfaction for Houston Primary Care Clinics and MEDVAMC Outpatient Clinics in Lufkin, Beaumont, Richmond, Galveston/Texas City, Conroe, Lake Jackson, Katy, and Tomball. Houston Primary Care Clinic scores will be grouped together and Outpatient Clinics will be grouped together. Quarterly reports will provide a summary of individual physician/provider scores, Primary Care overall scores and will include local (Houston, TX), regional (Texas) and U.S. comparative data. Continuous access to the data will be available to MEDVAMC through the vendor's password protected website. All data will be the property of the United States Government. 4. Performance Period: Contract period of performance is for a base one year period beginning October 1, 2014 to September 30, 2015 with four 12 month option periods. Subject to availability of funds 5. Government personnel observed Holidays: The Government hereby provides notice and Contractor hereby acknowledges receipt that Government personnel observe the listed days as holidays: New Year's DayJanuary 1 Martin Luther King's BirthdayThird Monday in January President's BirthdayThird Monday in February Memorial DayLast Monday in May Independence DayJuly 4 Labor DayFirst Monday in September Columbus DaySecond Monday in October Veterans DayNovember 11 Thanksgiving DayFourth Thursday in November ChristmasDecember 25 In addition to the days designated as holidays, the Government observes the following days: Any other day designated by Federal Statute Any other day designated by Executive Order Any other day designated by the President's Proclamation 6. Type of Contract: Firm-Fixed-Price 7. Place of Performance: Houston Primary Care Clinics and MEDVAMC Outpatient Clinics in Lufkin, Beaumont, Richmond, Galveston/Texas City, Conroe, Lake Jackson, Katy, Tomball as well as any other current or future Community Based Outpatient Clinics (CBOC).. 8. Contract General Requirements: 1. Timeframe Survey data collection will begin by after award with the quarterly report delivered by the third week after the completion of the quarter and recur quarterly. 2. Task and Associated Deliverables The selected vendor shall implement a scientifically tested and valid survey instrument to veterans receiving care from physicians/providers in the MEDVAMC Primary Care Clinic and MEDVAMC Outpatient Clinics (as indicated above). The following task and deliverables are required. a. Task 1, Survey Set-Up: Contractor shall prepare a tested and validated survey instrument for use in evaluating patient satisfaction of services received from a primary care provider. The survey instrument shall include boxes for written comments after each survey question domain. b. MEDVAMC shall possess the right to add custom questions to the vendor's survey instrument. c. Contractor shall have a Privacy Act and HIPAA compliant data system prepared to receive at least weekly data uploads via a secure file transfer protocol (FTP). 3. Deliverables: a. Survey Instrument shall be deliverable delivered within 5 days of contract award. b. Survey Instrument shall transition with incumbent system or possess the capability to obtain previous government history without any delay, interruption or data loss. c. Contractor shall have Secure FTP available within 5 days of contract award. d. Task 2, Survey Mailings: Contractor shall mail surveys to patients and gather 30 completed surveys per quarter for each of 33 MEDVAMC physicians/providers and each of the 45 physicians/providers in the Outpatient Clinics. Surveys shall be mailed to patients within 3 days of receipt of MEDVAMC data. e. Deliverable: Mailing of surveys shall be done within 3 days of weekly data receipt. f. Task 3, Receipt of Completed Surveys: Contractor shall have sufficient staff and data systems to process completed surveys on a daily basis as they are returned. Quality control procedures shall be in place to guarantee the accuracy of coded and transcribed written data from the surveys. g. Deliverable: Contractor shall have a Data system ready for operations within 20 days of contract award. h. Task 4, Data Analysis and Reporting: Contractor shall provide an online system for accessing a quarterly summary report. The system shall allow MEDVAMC to interact with its survey data on a daily basis and must permit user analysis, graphing and download of the data. Summary reports shall provide patient population demographic information, question level data analysis, comparative data at a local, regional and national level, question trending and priority question analysis showing the most challenging patient satisfaction opportunities for MEDVAMC as correlated to the overall rating of care question on the survey. i. Deliverable: Reports beginning in October 1, 2014 and monthly thereafter. Contractor shall provide real time access to completed survey data within five days after the mailing of the first patient survey. j. Task 5, Improvement Consulting: Contractor shall provide at two annual on-site visits to the MEDVAMC including site visits to the Community Based Outpatient Clinics (CBOCs) to discuss survey findings and assist with improvement efforts. Additionally, the Contractor shall make available to MEDVAMC question level best practice improvement recommendations, educational resources such as journal articles and seminars and will have an on-line action planning tool for use by managers. Contractor shall provide routine and regular access to vendor staff for improvement and technical assistance. k. Deliverable: Contractor shall provide on-site consultant visits, best practices, educational resources and on-line action planning tool as needed. l. Task 6, Change of Quantity: Additional clinics or programs may be added to the survey as the MEDVAMC patient satisfaction needs change. 3. Inpatient Satisfaction a. Contractor shall provide comprehensive inpatient satisfaction measurement services for the Michael E. DeBakey VA Medical Center (MEDVAMC). The service shall consist of the use of valid inpatient surveys for medical/surgical inpatients, inpatient behavioral health and inpatient rehabilitation to include custom questions. Data delivered through the surveys shall permit comparison to Nursing Magnet hospitals, non-VA and VA facilities. The primary goal is to measure and improve satisfaction by having a service that provides timely feedback and identifies the root cause of dissatisfaction. b. THE MEDVAMC consist of a total of 11 inpatient medical/surgical units (NU 3A, 3B, 3C, 3D, 4B, 5A, 5B, 5E, SICU, CCU, MICU), 3 inpatient behavioral health units (NU 6A, 6D, 6F), 2 Spinal Cord Injury Units (NU 1A & 1B), 5 Community Living Center Nursing Units (1C, 1D, 2C, 2D, and 4D) and 1 inpatient rehabilitation unit (NU 2A) shall be included in the surveys. For information purpose, FY13 patient volumes are as follows: Inpatient (Medical/Surgical): 11,484 discharges per year. Inpatient Behavioral Health: 2,017 discharges per year. Inpatient Rehabilitation: 280 discharges per year. Community Living Center: 685 discharges per year. Spinal Cord Injury: 275 discharges per year. c. Change of Quantity: Additional nursing units or programs may be added to the survey as the MEDVAMC patient satisfaction needs change. 4. Technical Requirement: The contractor shall provide all services associated with preparation, distribution and collection of the survey instrument and data. a. The contractor shall provide secure File Transfer Protocol from a Linux server to their server. b. The contractor shall possess the capability to send surveys to discharged Veterans to receive at least 30 surveys per quarter per nursing unit. c. The contractor shall use quantitative and qualitative data analyses in accomplishing the tasks and providing quarterly written reports which shall include action plans and recommendations to improve patient satisfaction.. d. The contractor shall retrieve, analyze, and trend data with benchmark facilities for Magnet designation. e. The contractor shall have 10 years of corporate experience providing patient satisfaction surveys to federal government healthcare institutions with high volume and high complexity. f. All data shall be the property of the United States Government. g. Contractor shall provide commercial and VA specific benchmarks that are updated every 3-6 months. h. Contractor shall also provide benchmarks with other Magnet-designated facilities in accordance with ANCC Magnet Requirements. The MEDVAMC may change benchmark comparison groups as the needs of the organization change. 5. Invoicing: All invoices shall be submitted in arrears, properly prepared in accordance with FAR 52.212-4, contain sufficient details, and match with the service tickets for the work rendered. a. Quarterly Invoices Invoices for fixed Quarterly fee shall be properly prepared and sent via OB10. Contractor shall register and submit invoices electronically via OB10. The website address for registering: WWW.OB10.COM. Notes: On the right side of the screen, click on the (orange button that reads, REGISTER NOW) THE PROMO CODE SO VENDOR DOESN'T GET CHARGED FOR INVOICES: VAPC7Y18 THE VA's BUYER ID NUMBER: AAA544240062. Help Desk Number: 1-800-353-9791 or email: vafsccshd@va.gov More information on OB10 invoicing is located http://www.ob10.com/us/en/veterans-affairs/. These invoices shall be sent in arrears at the beginning of each month following the month in which the services were rendered and billed for. At a minimum, all invoices shall include the following details: Description of the services rendered Billing period in which the services were rendered Correct purchase order number which will be issued by the Contracting Officer after the contract is awarded. Invoices without correct purchase order number shall be rejected and returned to the Contractor. Invoice number and date Payments will be made in accordance with the prompt payment act out of the Government annual appropriated funds obligated in a purchase order which will be issued after the contract is awarded This is a Draft Statement of work to assist interested contractor with the government requirement. A final Statement of work will be issued at the time the Solicitation is posted by the government.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/HoVAMC/VAMCCO80220/VA25614I1128/listing.html)
 

Document(s)

Attachment
 

File Name: VA256-14-I-1128 VA256-14-I-1128.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1470475&FileName=VA256-14-I-1128-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1470475&FileName=VA256-14-I-1128-000.docx

 

Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
 

Record

SN03414090-W 20140704/140703004001-c8bb5ce0e5f646eff00cc0704cbf7793 (fbodaily.com)
 

Source

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

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