COMMERCE BUSINESS DAILY ISSUE OF JULY 17,2000 PSA#2643 Atlanta Network Acquisition Service Center, One Freedom Way, Augusta,
GA 30910 R -- JCAHO MOCK SURVEYS-VISN 7 SOL RFP247-0009-00 DUE 080400 POC
Suzanne L. Jene'; 205-933-4493 Solicitation No. RFP247-0009-00, issued
as a request for proposal (RFP). This is a combined
synopsis/solicitation for commercial items prepared in accordance with
the format in Subpart 12.6, as supplemented with additional
informational included in this notice. This announcement constitutes
the only solicitation; proposals are being requested and a written
solicitation will not be issued. SIC Code 8748 applies. The
solicitation document and incorporated provisions/ clauses are those in
effect through Federal Acquisition Circular 97-18(b). Description of
requirements is as follows: Mock JCAHO hospital surveys shall be
conducted at each VISN 7 facility to assist in the preparation for the
regular triennial surveys tentatively scheduled for September, 2000
through July 2001. VISN 7 includes eight VA Medical Centers located in
Georgia, Alabama, and South Carolina. The scope of services includes
large tertiary care medical centers, two division facilities,
psychiatric services, ambulatory care and long termcare. The process
will focus on the performance of functions as described in the
Comprehensive Accreditation Manual for Hospitals: The Official Handbook
(CAMH) and other specialty manuals across the organization. The purpose
of the mock surveys is to identify problems and issues that must be
resolved so that compliance with the JCAHO standards is achieved and
maintained. Requirements 1) Mock JCAHO surveys shall be conducted at
each of the VISN 7 facilities (See Table 1). The surveys will be
conducted like an actual survey including development of a survey
agenda, document reviews, patient and staff interviews, and visits to
patient care settings including visits during evening and night shifts.
Flexibility and any areas of special emphasis for the mock survey shall
be negotiated with the Quality Manager at each individual facility
(list to be provided to awarded contractor). The surveyors shall also
provide consultation on the best methods to achieve the standards and
solutions for identified problems. 2) The hospital surveys must be
conducted in the following sequence: Dublin, Augusta, Columbia,
Tuscaloosa, Charleston, Birmingham, Atlanta and CAVHCS. A summation
session shall be held in each facility at the conclusion of the mock
survey with the Quality Manager, Top Management and others as
appropriate. The session shall be scheduled through the Quality Manager
at each VISN 7 facility. 3) Dates of surveys for (phase 1) must be
negotiated with each facility Quality Manager and the Contracting
Officers Technical Representative (COTR) between September 20, 2000 and
November 17, 2000. However, all surveys must be completed no later than
December 1, 2000. After all surveys are completed, the survey team
shall schedule a summation conference in the VISN 7 Office (Atlanta)
with the Network Director, medical center staff (via V-tel) and other
leadership staff to discuss findings and trends. The session shall be
scheduled through the Contracting Officers Technical Representative
(COTR). The mock surveys for each facility must be inclusive of
hospital; behavioral health, ambulatory care and long term care as
indicated. 4) Six months after completion of all surveys, follow-up
surveys (phase II) must be scheduled at all facilities to assess
progress toward correcting identified problems and trends. 5)
Consultants will use the 2001 JCAHO Standards published in the
Comprehensive Accreditation Manual for Hospitals: The Official Handbook
(CAMH), Comprehensive Accreditation Manual for Behavioral Health Care,
or Comprehensive Manual for Long Term Care as appropriate. 6) The
surveyors shall follow the JCAHO guidelines for the conduct of surveys.
7) The Hospital Survey team shall be composed of surveyors who are
cross-trained in all survey areas and must include a minimum one nurse,
and one physician. All surveyors must follow the typical survey agenda.
To ensure consistency, the Hospital Survey team members must be the
same for each facility and have previous experience with conducting
mock surveys as a team. 8) The Behavioral Health, Ambulatory Care, Long
Term Care, and surveyors may work with the hospital survey team or
survey at a different time. Standards from appropriate JCAHO manual
shall be used. 9) Consultants shall possess the appropriate
qualifications and credentials for conducting the surveys including:
professional degrees, professional licensure, and certifications (as
appropriate), past experience in the specified areas of review
(hospitals, behavioral health, ambulatory care, long term care),
completion of JCAHO course work, and experience with regular JCAHO
surveys in VA medical centers within the last three years. Three (3)
references addressing similar work in the last three years must be
provided with the proposal as well as evidence of qualifications and
credentials. 10) Surveyors must submit a written report organized by
JCAHO standard within seven (7) business days of site visit completion.
The report must be submitted in typical JCAHO grid format and cite the
specific standard of noncompliance, narrative assessment of
noncompliance and specific recommendations for compliance. The report
shall be submitted simultaneously in an electronic format in Microsoft
Word and hard copy format to the Medical Center Director of the
facility surveyed, VISN 7 Network Director, COTR and the contracting
officer. 11) All costs, including materials furnished to the
facilities/VISN and travel costs, must be included in the proposal
submitted. There shall be no extra charges imposed for materials
furnished as part of the consultation. Payment will be made at the
completion of each phase of mock surveys. However, payment will be
withheld until all reports for each phase are received to the
satisfaction of the VA. Table 1 Medical Center Hospital Survey
Behavioral Health LTC Atlanta X(CBOC) X X Augusta X X X Birmingham
X(CBOC) X(Outpt Only) CAVHCS X(CBOC) X X Charleston X(CBOC) X X
Columbia X(CBOC) X Dublin X X X Tuscaloosa X X X The following
evaluation factors will be used to rate proposals. Offerors must submit
the information requested. A) Offeror's qualifications/Past
Performance: 1) Provide a list of contracts held over the past 3 years
where more than one Medical Center (VA/Non VA) or Network Mock Surveys
have been conducted. Provide names of medical centers, address and
phone number, point of contact, and total dollar value of the contract.
At least two of these references shall be from an acute care facility.
2) Provide detailed evidence of performance of mock surveys in large
tertiary care medical centers, two division facilities, psychiatric
facilities, and long-term care. 3) Provide documentation showing
accurate interpretation and evaluation of compliance with the
Comprehensive Accreditation Manual for Hospitals: The Official Handbook
(CAMH), Comprehensive Accreditation Manual for Behavioral Health Care
and the Comprehensive Manual for Long Term Care. 4) Provide
documentation showing actual experience with the JCAHO survey process
including development of a survey agenda, document reviews, patient and
staff interviews and visits to patient care settings and written
report. B) Personnel Qualification: 1) Provide a list of employee
qualification including verification of education (professional
degree), current license, certifications, experience in one of the
areas of review (i.e., behavioral health, ambulatory care, acute
hospital care, or long term care). 2) Provide a listing of each
employees completed JCAHO course work. 3) Provide a listing of each
employee's experience conducting mock surveys in a VA Medical Center.
C) Quality Assurance Plan: 1) Provide a detailed description of how the
quality of consultation services is evaluated. 2) Describe management
methods to assure prompt quality service and show evidence, which
demonstrates the effectiveness of previous mock survey in relation to
actual survey performance. 3) Show evidence of timely and accurate
report preparation and submission procedures. D) Organizational
Structure: 1) List any prior experience performing work for an
integrated VA Network. 2) Provide a copy of the offerors organizational
chart and location of facilities. E)Implementation Plan: 1) Provide a
detailed implementation plan with scheduled dates and the amount of
time needed at each site beginning no later than 9/20/00. Also include
a contingency plan to ensure that mock surveys occur within the time
frames specified in the statement of work. 2) Provide a listing of each
consultant for each facility. Proposed pricing shall be submitted per
facility per survey phase as follows: Atlanta GA, 1 JOB, Unit Price
$___; Augusta GA, 1 JOB, Unit Price$___; Birmingham AL, 1 JOB, Unit
Price $___; CAVHCS AL, 1 JOB, Unit Price $___; Charleston SC, 1 JOB,
Unit Price $___; Columbia SC, 1 JOB, Unit Price $___; Dublin GA, 1 JOB,
Unit Price $___; Tuscaloosa AL, 1 JOB, Unit Price $___; Total Aggregate
(All facilities) Price $_____. The following provisions/clauses are
applicable to this RFP: FAR 52.212-2; 52.212-3; 52.212-4; 52.212-5,
inclusive of 52.203-6, 52.219-4, 52.219-8, 52.219-23, 52.222-21,
52.222-26, 52.222-35, 52.222-36, 52.222-37, 52.232-34. Written
proposals must be received by 8/4/00 4:30PM CST and shall be sent to
Suzanne L. Jene', Network Contract Specialist, 700 South 19th Street,
Birmingham AL 35233 or express mail to 807 20th Street South, Rm 202,
Birmingham AL 35205 Posted 07/13/00 (W-SN474545). (0195) Loren Data Corp. http://www.ld.com (SYN# 0091 20000717\R-0011.SOL)
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