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FBO DAILY - FEDBIZOPPS ISSUE OF OCTOBER 19, 2019 FBO #6537
DOCUMENT

R -- ABQ 501-20-1-0157-0005 BY Employee Engagement Services (VA-19-00092478) - Attachment

Notice Date

10/17/2019
 

Notice Type

Attachment
 

NAICS

541613 — Marketing Consulting Services
 

Contracting Office

Department of Veterans Affairs;NCO22-Gilbert Network Contracting;3601 S. 6th Avenue;Tucson AZ 85723
 

ZIP Code

85723
 

Solicitation Number

36C25820R0002
 

Response Due

10/24/2019
 

Archive Date

1/31/2020
 

Point of Contact

Derek Lavey
 

E-Mail Address

2-1450
 

Small Business Set-Aside

N/A
 

Description

Sources Sought Notice Employee Engagement System and Services August 7, 2019 New Mexico Veterans Affairs Health Care System Cooperative Studies Program Clinical Research Pharmacy Coordinating Center Introduction: The Department of Veteran Affairs (VA) Cooperative Studies Program (CSP) require an Employee Engagement System with a web-based survey and associated reports, briefings, and tools for ten facilities through-out the United States. Background: The VA Cooperative Studies Program (CSP) is the division of the Veteran Health Administration s Office of Research and Development that is responsible for the planning and conduct of large multicenter clinical trials and epidemiological studies within the Department of Veterans Affairs. To achieve this mission, the CSP has a clinical research infrastructure that operates under the management of a Central Office in Washington, D.C. The CSP is comprised of professional experts at five data and statistical coordinating centers (CSPCCs), a clinical research pharmacy coordinating center (CRPCC), and four epidemiological resource centers (ECs). Additionally, the CSP partners with the VA Health Economics Resource Center to perform economic analyses on its clinical trials. The Cooperative Studies Program Clinical Research Pharmacy Coordinating Center (CRPCC, located in Albuquerque, NM) began its engagement journey in 2007 with a goal to survey employee engagement, using the feedback reports to increase engagement scores, benchmark against other organizations, increase customer satisfaction, and decrease employee turnover. In 2010, the journey was extended to include the five CSPCCs (located in Boston, MA; Hines, IL; West Haven, CT; Perry Point, MD; and Palo Alto, CA) in conjunction with the Program s strategic plan to deploy ISO 9001:2008 with the mutual goal to increase efficiency, productivity and to establish a validated quality management system. The CSP has been collecting benchmarked employee engagement survey data since 2014. CSP now has a need for an integrated employee engagement system that allows the program to conduct engagement-supporting activities such as peer recognition, tracking of engagement-related goals, and ad-hoc surveys in addition to an annual survey. The contracted vendor must have the capability to benchmark survey data against other public administration organizations. Benchmarks are essential to measure the progress of Program engagement goals, leadership development, ethical behavior, and employee turnover. Scope: This contract is intended to evaluate and support the engagement of all employees of the Cooperative Studies Program, which includes approximately 600 employees at the following ten facilities: 1 CRPCC (Albuquerque, NM) 5 CSPCCs (Boston, MA; Hines, IL; West Haven, CT; Perry Point, MD; and Palo Alto, CA) 4 ECs (Boston, MA MAVERIC; West Haven, CT CERC; Seattle, WA; and Durham, NC) Increased engagement promotes employee and customer engagement, ethical behavior, and increases employee retention. All data is benchmarked against national and international standards for employees and customers in government, industry, and a best practice database. Required Services: Item 1: Develop Customized Employee Engagement Survey The vendor will provide access to a support team of experts dedicated to the Cooperative Studies Program and will be available for customer support issues via phone or email. Sub-Item 1.1 Plan Annual Survey The annual employee engagement survey must be deployed to the approximately 600 employees at all ten facilities within CSP. The vendor will provide an employee information template that includes fields information required to conduct the survey. Vendor will advise CSP on additional fields that will allow specific, segmented analyses within each facility at the department level as well as across the Program. Vendor will provide a secure method of transferring employee information and will validate the data. A survey preparation, deployment, analysis, and reporting timeline will be made available to a CSP Survey Liaison(s). Vendor will provide technical support via periodic teleconferences and emails to prepare for survey deployment. Deliverable(s): 1.1.1 Survey deployment timeline 1.1.2 Customizable employee information template Sub-Item 1.2 Customize & Deploy the Survey All facilities will share a common, core set of survey items to allow benchmarking across the Program. These core items will include engagement outcome items that can be benchmarked public administration organizations. Each facility will have the option to include additional custom questions based on facility-specific needs. Vendor will review survey item selection and may recommend best practices on survey item selection and benchmark selection. The survey will be deployed via email, with one launch date for all ten facilities and will remain open for a pre-determined period. Vendor will provide on-demand survey participation rates. In cases of low participation, as determined by Program Leadership and communicated by Survey Liaison, survey open period may be extended. Deliverable(s): 1.2.1 List of core and custom survey questions for all facilities Sub-Item 1.3: Perform Statistical Analysis of Survey Results and Custom Reports Vendor will analyze Program s survey results and provide custom reports via a data portal. Vendor s data portal will have role-based access for the Survey Liaisons and managers at each facility to view survey results and to perform custom data analyses based on the additional fields described above. Vendor will provide training/technical support to Liaisons on data portal use. Deliverable(s): 1.3.1 Data portal with role-based access 1.3.2 Training on data portal use for Survey Liaisons Sub-Item 1.4: Provide Survey Briefings Vendor will deliver briefings to each of the ten facilities. Two hours will be dedicated for each facility; one hour for a briefing to executive staff and one hour for an all-staff briefing. Vendor will create written facility-specific summaries of results that include facility-specific recommendations and any explanations necessary to interpret the summary. The summaries will be delivered via email to Survey Liaisons in advance of the Briefings and will be the basis of the Briefings. Briefings will be coordinated by the Survey Liaisons and will be conducted via Skype or similar media interface. Deliverable(s): 1.4.1 Two Survey Briefings For Each Facility 1.4.2 Facility-specific survey result summaries Item 2: Access to Engagement System and Tools Vendor will provide an integrated system to support employee engagement efforts. Each facility will have access to a unique site, with role-based access to the features described below. Survey Liaisons will provide employee lists with required information to set up the features described below. Vendor will provide training on system use for each feature via Skype or similar interface to facility system administrators. Sub-Item 2.1 Peer-to-peer Recognition System Vendor will provide a site-specific, access-controlled, peer-to-peer recognition system available to employees at each facility. Recognition categories must be customizable based on each facility s needs. System will include ability to automate recognitions based on work anniversary date. System will allow for multiple user roles, including an administrator-level role for specific employees at each facility to customize recognition categories, add new users, download data, and perform analyses. System will allow employees to view all recognitions and enter comments or additions to recognitions. System will automatically notify employees of new recognitions. System will allow users to report inappropriate content and administrators the ability to moderate activity. Deliverable(s): 2.1.1 Peer recognition system 2.1.2 Training for system administrators on this feature Sub-Item 2.2 Ad-hoc Surveys System will include capability to conduct ad-hoc, system administrator-generated surveys for specific audiences within each facility. System will include templates for new hire and exit surveys, automation features, and the ability to search and archive surveys. Deliverable(s): 2.2.1 On-demand Survey capability 2.2.2 Training for system administrators on this feature Sub-Item 2.3 Goal Tracking System will include capability to develop, deploy, track, and archive goals at multiple organizational levels. Goal feature will be integrated with Peer Recognition feature to enable goal-based recognition. Deliverable(s): 2.3.1 Goal tracking system 2.3.2 Training for system administrators on this feature Sub-Item 2.4 Access to Engagement Best Practices Literature Vendor will provide managers and Survey Liaisons across Program access to engagement tools or literature to support facility-specific engagement strategies and initiatives. Deliverable(s): 2.4.1 Access to library of engagement tools and literature Conformance Standards: Refer to the Quality Assurance Surveillance Plan (QASP). Hours of Coverage: The CSP CRPCC located in Albuquerque, NM is open 7:00AM to 5:00PM EST Monday through Friday. Federal Holidays observed by VA CSPCRPCC are: New Years' Day Labor Day Martin Luther King Day Columbus Day Presidents' Day Veterans' Day Memorial Day Thanksgiving Day Independence Day Christmas Day Note: Additional holidays included would be any other day specifically declared by The President of the United States to be a National holiday. Identification, Parking, Smoking, and VA Regulations: The Contractor's FSEs shall wear visible identification issued by VA CSPCRPCC Police Section at all times while on the premises of VA CSPCRPCC. Smoking is prohibited inside any buildings at VA CSPCRPCC. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court. Information Security: In accordance with Appendix A, Handbook 6500.6 Checklist blocks 7, the C&A requirements do not apply to this requirement, and Security Accreditation Package is not required. Other Pertinent Information or Special Considerations: Period of Performance: This service is being requested for 1 base year and 4 option years. Government Furnished Equipment (GFE)/Government Furnished Information (GFI): The contractor will not use GRE or need GFI to perform tasks identified above. Contractor may use government facilities to conduct report briefings to CSP employees and specified training.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/TuVAMC/VASAHCS/36C25820R0002/listing.html)
 

Document(s)

Attachment
 

File Name: 36C25820R0002 36C25820R0002.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=5191364&FileName=36C25820R0002-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=5191364&FileName=36C25820R0002-000.docx

 

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

Record

SN05476806-W 20191019/191017230659-719f4cbc29784ff6ec3016aa188a9f3d (fbodaily.com)
 

Source

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

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