SOLICITATION NOTICE
R -- Mock Joint Commission Environment of Care Survey
- Notice Date
- 2/13/2009
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 541350
— Building Inspection Services
- Contracting Office
- Department of Veterans Affairs, Cincinnati VAMC, Department of Veterans Affairs Medical Center, Department of Veterans Affairs;Cincinnati VA Medical Center;260 E. University Avenue, Room: 105;Cincinnati OH 45219
- ZIP Code
- 45219
- Solicitation Number
- VA-250-09-RQ-0096
- Response Due
- 2/20/2009
- Archive Date
- 3/22/2009
- Point of Contact
- Ronald M MorganContract Specialist<br />
- Small Business Set-Aside
- Service-Disabled Veteran-Owned
- Description
- VAMC Cincinnati, Ohio Contracting intends to negotiate a commercial items (FAR Part 12) contract to procure services, for Cincinnati VAMC, 3200 Vine Street, Cincinnati, Ohio 45220. This solicitation is reserved for 100% Set-Aside for Service-Disabled Veteran-Owned Small Businesses: VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside(a)Definition. In accordance with 38 U.S.C. 8127, for the Department of Veterans Affairs, "Service-disabled veteran-owned small business concern" - (1)Means a small business concern - (i)Not less than 51 percent of which is owned by one or more service-disabled veterans or, in the case of any publicly owned business, not less than 51 percent of the stock of which is owned by one or more service-disabled veterans (or eligible surviving spouses) (38 U.S.C. 8127(h) and (k)(2)(A)(i)); and (ii)The management and daily business operations of which are controlled by one or more service-disabled veteran with permanent and severe disability, the spouse or permanent caregiver of such veteran (38 U.S.C. 8127(h) and (k)(2)(A)(ii)); and (iii)The business meets federal small business size standards for the applicable North American Industry Classification System (NAICS) code identified in the solicitation document (38 U.S.C. 8127(k)(1)); and 8. IL 049-07-08Attachment 2 June 19, 2007 (iv)The business is listed in the VetBiz.gov Vendor Information pages, (http://sss.VetBiz.gov). (2)"Service-disabled veteran" means a veteran, as defined in 38 U.S.C. 101(2), with a disability that is service-connected, as defined in 38 U.S.C. 101(16). (3)"Surviving Spouse" is an individual as defined in 38 U.S.C. 101(3). (b)General. (1)Offers are solicited only from service-disabled veteran-owned small business concerns. Offers received from concerns that are not service-disabled veteran-owned small business concerns shall not be considered. (2)Any award resulting from this solicitation will be made to a service-disabled veteran-owned small business concern. (c) Agreement. A service-disabled veteran-owned small business concern agrees that, in the performance of the contract, in the case of a contract for - (1)Services (except construction), at least 50 percent of the cost of personnel for contract performance will be spent for employees of the concern or employees of other service-disabled veteran-owned small business concerns; 9. IL 049-07-08Attachment 2 June 19, 2007 (2)Supplies (other than acquisition from a nonmanufacturer of the supplies), at least 50 percent of the cost of manufacturing, excluding the cost of materials, will be performed by the concern or other service-disabled veteran-owned small business concerns; (3)General construction, at least 15 percent of the cost of the contract performance incurred for personnel will be spent on the concern's employees or the employees of other service-disabled veteran-owned small business concerns; or (4)Construction by special trade contractors, at least 25 percent of the cost of the contract performance incurred for personnel will be spent on the concern's employees or the employees of other service-disabled veteran-owned small business concerns. (d)A joint venture may be considered a service-disabled veteran-owned small business concern if - (1)At least one member of the joint venture is a service-disabled veteran-owned small business concern and makes the following representations: That it is a service-disabled veteran-owned small business concern, and that it is a small business concern under the North American Industry Classification Systems (NAICS) code assigned to the procurement; 10. IL 049-07-08Attachment 2 June 19, 2007 (2) Each other concern is small under the size standard corresponding to the NAICS code assigned to the procurement; (3) The joint venture meets the requirements of paragraph 7 of the explanation of Affiliates in 19.101 of the Federal Acquisition Regulation; and (4)The joint venture meets the requirements of 13 CFR 125.15(b). (e) Any service-disabled veteran-owned small business concern (nonmanufacturer) must meet the requirements in 19.102(f) of the Federal Acquisition Regulation to receive a benefit under this program. Description of Supplies and/or Services: 1.Contractor to provide Environment of Care TJC Mock Surveys and Environment of Care Educational Session for the purpose of performance improvement and to maintain continuous readiness for the 2009 unannounced TJC triennial surveys and compliance with the TJC standards for all VISN 10 facilities. The mock survey process will focus on the performance of functions across the organization as described in the current TJC Comprehensive Accreditation Manual for Hospitals: the Official Handbook (CAMH) and other specialty manuals. The purpose of the mock surveys is to identify problems and issues that must be resolved to achieve and maintain compliance with TJC standards. 2. As part of the contract, the contractor will provide a.A one (1) half-day educational session presented at each site. The one (1) half-day Environment of Care Education session will focus on the new requirements in the Environment of Care standards for 2009, any survey process or procedural updates, current issues that TJC is focusing on, and advice on how to best present VISN 10 programs. Special emphasis will be given to evaluating performance improvement activities, conducting proactive risk assessments, the annual effectiveness review, and other areas identified by the participants. The target audience for this training will be the Associate Directors, Safety and Health Staff, Facility Managers/Chief Engineers, Biomedical Engineers, Performance Improvement Managers, Risk Managers, Infection Control, Police Chiefs, Patient Safety and others responsible for overseeing the Environment of Care programs. The contractor will prepare the presentation and handouts to be used by the participants. One original copy of the handouts will be sent to the VA contact person ten (10) days in advance of the presentation. b. One (1) half-day will also be spent focusing on the 2008-09 TJC Emergency Management requirements, providing each site an assessment of their 2008 drills and assessing their progress in implementing the new standards published by The Joint Commission in 2008. c.Mock Joint Commission surveys will be conducted at each of the VISN 10 facilities. The surveys will include the development of a survey agenda, and a review of the Management Plans, performance improvement activities, annual reviews, and other pertinent Environment of Care documents. The contractor will assess the documentation covering fire safety, medical equipment, and utility systems inspection and maintenance activities. A review of related Environment of Care documentation from each facility's Community Based Outpatient Clinic (CBOC) is also required. (1)The contractor will provide a surveyor for twelve (12) days as listed below for the Environment of Care surveys. (Actual dates to be mutually determined by contractor and Contracting Officer's Technical Representative (COTR) after discussing with the facilities.) (a)Cleveland3 days (2 divisions) (b)Dayton3 days (c) Chillicothe3 days (d)Cincinnati2 days (e)Columbus VAACC1 day The addresses of each location follow: Chillicothe VAMC, 17273 State Route 104, Chillicothe, Ohio 45601 Cincinnati VAMC, 3200 Vine Street, Cincinnati, Ohio 45220 Cleveland VAMC, 10701 East Boulevard, Cleveland, Ohio 44106 Columbus CACC, 420 N. James Road, Columbus, Ohio 43219 Dayton VAMC, 4100 W. 3rd Street, Dayton, Ohio 45428 VISN 10 Healthcare System of Ohio, 11500 Northlake Drive, Suite 200, Cincinnati, Ohio 45249 (2)A brief needs assessment will be conducted with each facility prior to the surveys to determine what areas to focus on. This may include a review of hospital policies/procedures, Environment of Care Committee training, performance improvement activities and goals, discussions with department heads, the building maintenance program, or any other area of weakness identified by the facility. (3)The surveyor will conduct a building tour, which will include visits to patient care settings and other areas likely to be visited by TJC. The surveyor will provide consultation on the best methods to achieve the standards and solutions to identified problems or issues. (4)The surveyor will conduct one or more informal on-site educational session(s) as needed, during scheduled survey dates, addressing shortcomings identified during the document review or building tour, or a general overview session for interested staff. These sessions will be tailored to address the specific needs at each facility, and the background of those attending. (5)The surveyor will submit a written report by TJC standard within fifteen (15) working days after each site visit. The report will cite the specific standard of noncompliance, a narrative assessment of noncompliance and specific recommendations for compliance. Any findings that may result in a finding of noncompliance must be clearly identified in the report, along with a recommendation on how best to resolve it. Findings of noncompliance and partial compliance shall be identified in the report. The report shall be submitted in an electronic format in Microsoft Word simultaneously to the Medical Center Director and the VISN 10 Safety and Health Manager. (6)The contractor will provide an aggregated VISN wide written report for VISN 10 leadership at the time of the VISN summation session. The summary report shall include: facility findings, recommendations by facility, general strengths and weaknesses by facility, trends across the VISN and general and site specific recommendations. (7)The surveyor will conduct a two-hour summation conference with VISN 10 leadership at Cincinnati VISN 10 office at the conclusion of all surveys to discuss findings and trends. 3.The contractor will provide deliverables as follows: a.A one (1) half-day education session at each site. b.Mock surveys at each of the five VISN 10 facilities. c.An electronic, written report of findings provided to the facility within fifteen (15) working days of the survey citing the specific standard of noncompliance to be in Microsoft Word format submitted simultaneously to the Medical Center Director and VISN 10 Safety and Health Manager. d.An electronic, aggregated VISN wide written report of findings provided to VISN prior to summation conference to include facility findings, recommendations by facility, general strengths and weaknesses by facility, trends across the VISN and general and site specific recommendations to be in Microsoft Work format submitted simultaneously to the VISN 10 Network Director and VISN 10 Safety and Health Manager. e.A two (2) hour summation presentation with VISN leadership at the VISN Office in Cincinnati upon completion of surveys 4.The surveyor must possess the appropriate qualifications and credentials for conducting the surveys. He/she will be an expert on Environment of Care matters, and have specific health care certifications, or equivalent. He/she must have at least five years experience in conducting mock surveys, and at least three years experience presenting educational seminars on the whole range of Environment of Care related issues. Experience on national committees or authoring articles on Environment of Care related issues is preferred. Previous VA experience is preferred. The expectation is that the same surveyor will survey all VISN facilities. No substitution in surveyors will be permitted without first consulting with the VA contracting officer. If surveyor performance is less than satisfactory, the VA reserves the right to request a substitute surveyor at no additional cost to the VA. 5.All surveys will be coordinated with the VISN 10 Safety and Health Manager, who will be designated as the Contracting Officer's Technical Representative (COTR) for this contract. Specific survey dates and agendas will be scheduled between the surveyor and the facility. a.Schedules for all contract services will be approved/finalized as soon as possible after contract award with a minimum of a two week lead time from approval to scheduled task. b.All contract services will be completed within 120 days from award. c.Each facility survey will be completed on consecutive days. No contract services will be provided on weekends or federal holidays. 6.The surveyor will use the most current TJC Standards published in the Comprehensive Accreditation Manual for Hospitals: The Official Handbook (CAMH), Environment of Care, Essentials for Health Care, and other related publications. 7.Travel Expenses All travel expenses associated with providing services under this contract are the responsibility of the contractor. The contractor must offer an all inclusive price. 8.Invoices Total contract price will be divided by five contract items with payment made monthly in arrears for completed services invoiced by the contractor. The five facility surveys are considered completed when the written report is received and accepted by the COTR. The VISN wide written report will be combined with the VISN summation session and will be considered completed when written report is accepted by the COTR and the VISN summation session has been held. 9.Liability Insurance Contractor shall maintain appropriate insurance coverage while performing services under this contract including a minimum of $500,000.00 General Liability and Worker's Compensation Insurance. SPECIAL CONTRACT REQUIREMENTS 1.RESOURCES: The services specified in the Sections entitled Schedule of Supplies/Services, Description/Specifications/Work Statement, and Special Contract Requirements may be changed by written modification to this contract. The modification will be prepared by the VA Contracting Officer. 2.TERM OF CONTRACT: This contract is effective for the period for 90 days from date of award. 3.VA MONITORING/RECORD KEEPING: Contracting Officer's Technical Representative will designate appropriate VA personnel to monitor Contractor services provided. Documentation of services performed will be reviewed prior to certifying payment. Contract monitoring and recordkeeping procedures will be sufficient to ensure proper payment and allow audit verification that services were provided. 4.DESIGNATION OF CONTRACT REPRESENTATIVE A VA representative of the Contracting Officer will be designated to represent the Contracting Officer in furnishing technical guidance and advice regarding the work being performed under this contract. The foregoing is not to be construed as authorization to interpret or furnish advice and information to the Contractor relative to the financial or legal aspects of the contract. Enforcement of these segments is vested in and is the responsibility of the Contracting Officer. 5.HHS/OIG To ensure that the individuals providing services under the contract have not engaged in fraud or abuse regarding Sections 1128 and 1128A of the Social Security Act regarding federal health care programs, the contractor is required to check the Health and Human Services - Office of Inspector General (HHS/OIG), List of Excluded Individuals/Entities on the OIG Website ( www.hhs.gov/oig ) for each person providing services under this contract. Further the Contractor is required to certify in its proposal that all persons listed in the contractor's proposal have been compared against the OIG list and are NOT listed. During the performance of this contract the Contractor is prohibited from using any individual or business listed on the List of Excluded Individuals/Entities. 6.HIPAA COMPLIANCE: Contractor must adhere to the provisions of Public Law 104-191, Health Insurance Portability and Accountability Act (HIPAA) of 1996 and the National Standards to Protect the Privacy and Security of Protected Health Information (PHI). As required by HIPAA, the Department of Health and Human Services (HHS) has promulgated rules governing the security and use and disclosure of protected health information by covered entities, including the Department of Veterans Affairs (VA). In accordance with HIPAA, the Contractor may be required to enter into a Business Associate Agreement (BAA) with VA. The Vendor/Contractor will be evaluated based on the following evaluation criteria: Technical, Past Performance, and Price Technical - Offers will be considered only from offerors who are regularly established in the business called for and who in the judgment of the Contracting Officer are financially responsible and able to show evidence of their ability to render prompt and satisfactory service. Contractor shall provide historical data regarding the number of years of experience that he/she has in providing inspections, surveys as described herein. A written report, including CAD drawings will be submitted in the specified format within twenty (20) days after the each site visit. Work is accurate and efficient. Knowledge and experience with the Triennial Joint Commission and Life Safety Code Standards. How well the consultant identifies problems/issues. Communicates clearly, both orally and in writing. Must have effective interviewing skills with staff. Provides clear, direct, and comprehensive responses to questions/inquiries. Past Performance - Offeror must provide at list of three (3) of the most relevant contracts performed for Federal agencies and commercial customers within the last three (3) years. Furnish the following information for each contract referenced: a. Company/Division b. Product/Service c. Contracting Activity d. Contract Number e. Contract Dollar Value f. Period of Performance g. Name, Address, Facsimile Number and Telephone Number of the Contracting Officer/POC Nancy.Snyder@va.gov h. Comments regarding compliance with contract terms and conditions. i. Comments regarding any known performance deemed unacceptable to the customer or not in accordance with the contract terms and conditions. Price - Lowest Price Technically Acceptable Offerors must hold prices firm in its offer for 60 calendar days from the date specified for receipt. Clauses; Provisions. This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-11. Contract clauses and provisions cited in this solicitation may be accessed electronically at these addresses: http://www.arnet.gov/far/ and http://www.va.gov/oamm/acquisitions/ars/policyreg/vaar/vaar852.htm Incorporated herein by reference are the following Federal Acquisition Regulation (FAR) Clauses & Provisions: 52.202-1 (July 2004)Definitions; 52.203-5 (April 1984) Covenant Against Contingent Fees; 52.203-6 (September 2006) Restrictions on Subcontractor Sales to the Government; 52.203-7 (July 1995) Anti-Kickback Procedures; 52.211-8 (June 1997) Time of Delivery; 52.211-9 (June 1997) Desired and Required Time of Delivery; 52.211-11 (September 2000) Liquidated Damages - Supplies, Services, and Research and Development; 52.212-2 (January 1999) Evaluation - Commercial Items; 52.215-20 (October 1997) Requirements for Cost or Pricing Data or Information for Other Than Cost or Pricing Data; 52.215-21 (October 1997) Requirements for Cost or Pricing Data or Information for Other Than Cost or Pricing Data - Modifications; 52.216-4 (January 1997) Economic Price Adjustment - Labor and Material; 52.216-24 (April 1984) Limitation of Government Liability; 52.216-25 (October 1997) Contract Definitization; 52.219-10 (October 2001) Incentive Subcontracting Programs; 52.219-24 (April 2008) Small Disadvantaged Business Participation Program - Disadvantaged Status and Reporting; 52.219-26 (October 2000) Small Disadvantaged Business Participation Program - Incentive Subcontracting; 52.225-13 (June 2008) Restrictions on Certain Foreign Purchases; 52.227-14 (December 2007) Rights in Data - General; 52.232-1 (April 1984) Payments; 52.233-2 (August 2006) Service of Protest: VAMC, 3200 Vine Street, Cincinnati, Ohio 45220; 52.233-3 (August 1996) Protest After Award; 52.233-4 (October 2004) Applicable Law for Breach of Contract Claim; 52.236-3 Site Inspections and Conditions Affecting the Work; 52.237-3 (January 1991) Continuity of Services; 52.242-15 (August 1989) Stop-Work Order; 52.242-17 (April 1984) Government Delay of Work; 52.244-6 (December 2008) Subcontracts for Commercial Items; Incorporated herein are the following VA Acquisition Regulation (VAAR) Clauses & Provisions: 852.211-70: Service Data Manual (NOV 1984, and VAAR 852.273-70. 852.211-71: Guarantee (NOV 1984). 852.211-72 Technical Industry Standards. 852.211-75 Product Specifications. 852.211-77: The evaluation of quotes and the determination as to equality of the product offered shall be the responsibility of the Government and will be based on information furnished by the bidder or identified in his/her bid as well as other information reasonably available to the purchasing activity. 852.237-70 Contractor Responsibilities (APR 1984). CAUTION TO OFFERORS. The purchasing activity is not responsible for locating or securing any information which is not identified in the quote and reasonably available to the purchasing activity. Commercial Advertising (NOV 1984). The bidder or offeror agrees that if a contract is awarded to him/her, as a result of this solicitation, he/she will not advertise the award of the contract in his/her commercial advertising in such a manner as to state or imply that the Department of Veterans Affairs endorses a product, project or commercial line of endeavor. Address offers to: Ronald M. Morgan, Contract Specialist-Intern, Cincinnati VAMC, 260 E. University Avenue, Room: 105, Cincinnati, Ohio 45219. Quotations are due by 4:00 p.m. Eastern time on February 20, 2009. Award of a firm-fixed price contract shall be made to the responsive, responsible offeror based on capability to meet the qualitative and timeliness (delivery) standards specified herein, at price most advantageous to the Government. Payment shall be made by electronic funds transfer (EFT). For implementing EFT payments, please contact your financial institution for assistance in completion of the Payment Information Form - SF 3881 for submission to the VA Finance Center in Austin, Texas upon contract award. Contact Ronald M. Morgan at (513) 559-3705 regarding this solicitation.
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- Place of Performance
- Address: See Attachment<br />
- Zip Code: 45220<br />
- Zip Code: 45220<br />
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