Loren Data's SAM Daily™

FBO DAILY ISSUE OF JUNE 11, 2009 FBO #2754
SOURCES SOUGHT

R -- VISN-WIDE (17) Consulting Service Contract for Sources Sought

Notice Date

6/9/2009
 

Notice Type

Sources Sought
 

NAICS

541611 — Administrative Management and General Management Consulting Services
 

Contracting Office

Department of Veterans Affairs, VA North Texas Health Care System, Department of Veterans Affairs No. Texas Health Care System, Department of Veterans Affairs;North Texas Veterans Health Care Center;4500 S. Lancaster Road;Dallas TX 75216
 

ZIP Code

75216
 

Solicitation Number

VA-257-09-RI-0217
 

Response Due

6/15/2009
 

Archive Date

8/14/2009
 

Point of Contact

Michael Willcut, Contract Specialist214-857-0035<br />
 

E-Mail Address

Contract Specialist
(michael.willcut@va.gov)
 

Small Business Set-Aside

N/A
 

Description

The VA North Texas Health Care System, 4500 S. Lancaster Road, Dallas, TX 75216, is seeking sources to provide consulting services, as described in the attached Statement Of Work. Parties capable of providing these services must respond in writing to the attention of the Contracting Officer listed in this announcement by June 15, 2009, at 2:00 PM Local Time.. Capable parties must also provide in writing, their business size and description/type. This is the only notice of this procurement and no written solicitation will be available. STATEMENT OF WORK 1.SCOPE The Veterans Affairs (VA) Network 17 Heart of Texas HealthCare Network is the Veterans Integrated Service Network 17 (VISN 17) consisting of full-service hospitals, psychiatric facilities, community living centers, research facilities, and rehabilitation facilities within three Healthcare Systems: VA North Texas (Dallas and Bonham), VA Central Texas (Temple and Waco), and VA South Texas (San Antonio and Kerrville). VISN 17 also currently has Community Based Outpatient Clinics (CBOCs) in Fort Worth, Tyler (Camp Fannin), Dallas County Primary Care Network (PCN), Bonham Area PCN, Denton Area PCN, Decatur Area PCN, Eastland Area PCN, Tarrant County PCN, McAllen Satellite, Frank M. Tejeda Satellite, Corpus Christi Satellite, Harlingen, Victoria, Eagle Pass, Laredo, South Bexar County, Alice, Beeville, Kingsville, Uvalde, Austin Satellite, Palestine, Brownwood, Greenville Area PCN, Cleburne Area PCN, College Station, Cedar Park, San Antonio Area PCN, New Braunfels, San Antonio, and Sherman. Comprehensive health care is provided through primary care, tertiary care, and long-term care in areas of medicine, surgery, psychiatry, physical medicine and rehabilitation, neurology, oncology, dentistry, geriatrics, and extended care. The VISN 17 Healthcare Centers are primary care and tertiary care facilities providing medical, surgical, psychiatric, and community care for Heart of Texas veterans as teaching hospitals which provide a full range of patient care services with state-of-the-art technology, as well as education and research. 2.PURPOSE VISN 17 is continually striving to improve its patient care, patient satisfaction, patient education as well as employee morale and satisfaction throughout various divisions and programs. The procedure and policy changes required to make improvements in these areas are among the specific focuses of this contract. The anticipated result of any cultural transformation will include national designation as a patient-centered health care environment. VA VISN 17 proposes to accomplish the above by entering into a Membership, as an Affiliate, consisting of one (1) base year with the Government's option to renew the contract for two (2) optional one-year (1) periods with Contractor International Member Network; the contractor (Contractor) program consists of a three (3) year implementation phase. The best healthcare delivery systems in the nation have embarked on a major cultural transformation that focuses on the concept of "patient-centered" care. This relatively new concept requires that healthcare providers and institutions completely reevaluate how they deliver care. They then implement new processes where care is focused on patient needs and desires; as opposed to the traditional methods of care delivery which are more focused on healthcare providers and the needs of the system of care delivery itself. It has been well demonstrated where such patient-centered cultures exist, patient outcomes and patient satisfaction increases dramatically. In these environments, staff satisfaction is also enhanced resulting in highly significant improvements in staff recruitment and retention. Additionally, the overall organization is able to function more effectively and efficiently, and operational costs can be dramatically reduced. These are the goals and purpose of entering into a membership with Contractor. Contractor will provide the experts who are available to provide assistance in a number of ways to include: direct, on-site consultation and guidance, oversight of the cultural transformation process, advice and consultation to leaders at all levels and ongoing-organizational assessment to determine the progress of the implementation. 3. PARTICIPATING FACILITIES VISN 17 Medical Centers 1.Dallas VA Medical Center4.Waco VA Medical Center 4500 South Lancaster Road4800 Memorial Drive Dallas, TX 75216Waco, TX 76711 2.Bonham VA Medical Center5.San Antonio VA Medical Center 1201 East 9th Street7400 Merton Minter Blvd. Bonham, TX 75418San Antonio, TX 78229 3.Temple VA Medical Center6.Kerrville VA Medical Center 1901 Veterans Memorial Drive3600 Memorial Blvd. Temple, TX 76504Kerrville, TX 78028 Included are all VISN 17 current and future CBOCs 4.CONTRACTOR MEMBERSHIP SERVICES The contractor shall provide three work products for the VISN 17 Membership Affiliation; VA VISN 17 shall have access to the following services: A. SERVICES AND BENEFITS FOR VA VISN 17 i.Use of the contractor Name / contractor Designation : Contractor Name / Contractor Logo ii.Implementation materials for core contractor (Contractor) Affiliate Programs, including all Core Component Manuals and updates of those manuals, Sample Policies and Procedures Templates, Patient Education Fact Sheets, the contractor's Classification Scheme for Consumer Health Libraries, education to leaders and staff throughout the organization by Contractor experts, and coaching services to assist the organization in implementing the patient centered processes/techniques throughout the organization. iii.Each VISN 17 Healthcare Center will have an initial Organizational Assessment & Strategic Planning visit; an on-site Assessment Recommendation Presentation will follow with each center and Contractor staff. Each Healthcare Center's Contract Officer Technical Representative (COTR), VISN Contractor Coordinator, Contractor Committee, and Customer Service Board in conjunction with the Contractor staff will choose the areas of need for that facility which the consultation services are determined to be a priority for that facility. iv.Participation in the contractor's (Contractor) International Membership Network, including members-only internet forum, monthly Best Practice conference calls, Contractor newsletter, annual conference at a location chosen by Contractor, regional meetings either at VISN 17 locations or a location selected in the western region of the United States by Contractor, and best practice site tours of VA facilities and/or other member facilities and program audits. v.Programs in contractor's (Contractor) Surveys and Measurement Tools - Patient, Staff and Physician, Satisfaction, Community Image and Safety Audit, Contractor Coordinator Training, Architecture and Design Consultation, and Progress Assessments. vi.Inclusion in periodic opportunities such as research studies, interviews and articles. vii.Access to Contractor National conference at a site selected within the continental United States by Contractor at a reduced member rate. B.CONSULTATION SERVICES i.Consultation and Training services shall be available at the various VA Healthcare Systems in VISN 17 as membership affiliates. a. Base year membership provides 219 days of consultation (186 days on-site): 1. VA Dallas:36.5 days (31 days on-site) 2. VA Bonham:36.5 days (31 days on-site) 3. VA Temple: 36.5 days (31 days on-site) 4. VA Waco:36.5 days (31 days on-site) 5. VA San Antonio:36.5 days (31 days on-site) 6. VA Kerrville:36.5 days (31 days on-site) b. Option year one (1) membership provides 108 days of consultation (72 days on-site): 1. VA Dallas:18 days (12 days on-site) 2. VA Bonham:18 days (12 days on-site) 3. VA Temple: 18 days (12 days on-site) 4. VA Waco:18 days (12 days on-site) 5. VA San Antonio:18 days (12 days on-site) 6. VA Kerrville:18 days (12 days on-site) c. Option year two (2) membership provides 72 days of consultation (36 days on-site): 1. VA Dallas:12 days (six days on-site) 2. VA Bonham:12 days (six days on-site) 3. VA Temple: 12 days (six days on-site) 4. VA Waco:12 days (six days on-site) 5. VA San Antonio:12 days (six days on-site) 6. VA Kerrville:12 days (six days on-site) d. It is possible that VISN 17 may desire additional consulting services exceeding those stipulated in the membership. If VISN 17 desires to purchase these types of consultations, the consultations will be outside of the scope of this membership contract and will be negotiated as a separate purchase order or contract. e. Architecture consulting services (normally a service provided in subsequent years) will be moved up to the base year. Additionally, as VISN 17 is paying for six facilities within our Network, VISN 17 will direct which facilities the architectural services will be directed. ii.Services in the Implementation Years one through three shall include, but not be limited to, the days listed in the above schedule B(i)(a)(b) and (c) of on-site visits by contractor or telephone consultant time or facilitated mentor site tours or visits, and/or educational opportunities located at the contractors site location. The VISN 17 Healthcare Centers each shall select the consultant services for which the individual facility has determined to focus. It will be a choice by each, not a requirement for all to be the same. The consultations shall be chosen from the following: a. One day on site Assessment Recommendation Presentation to the VISN 17 Leadership Team. This would also be an opportunity to meet with the coordinator and the steering committee to present an analysis of outcomes data. All VISN facilities shall participate. b. Three day initial Organizational Assessment & Strategic Planning visit, conducted by a team of two contractor consultants (at initiation of membership term) to provide information sessions for all employees, managers, board members and medical staff on Contractor and patient-centered approaches to care. Each facility shall select this for their beginning. c. One day preparation for site visit, three days on site and one day post-visit report preparation: Site visit two to three weeks following the information sessions by a team of two contractor staff members to conduct a facility tour and review, review of performance measures and human resource practices, focus groups with patients and staff, provision of initial feedback and recommendations for implementation to leadership and final report document. To be utilized by each facility. d. Two to four day on site visit by one or two contractor staff members to conduct baseline assessment for long term care / continuing care facility. e. Two day contractor training/mentoring with the staff at the contractor's site for the appointed VISN 17 contractor coordinator. This two-day orientation is offered quarterly. (Once coordinator is identified, or within 3 months of membership initiation, whichever comes first.) The VISN and each facility contractor Coordinator shall attend. f. Within the first three to four months of membership term, the contractor shall develop a customized full-day leadership workshop and site visit for facilitation of eight-hour leadership workshop(s) for members of management and administration on each site. g. A one day preparation for site visit and a two to three day site visit within the first three to six months of membership term by a team of two contractor staff members for facilitation of initial staff retreat(s), and provision of facilitator training (additional staff retreat facilitation may be provided, if desired). h. A one to two day site visit by team of two contractor staff members during early initiation of staff retreats for review, evaluation and recommendations regarding the retreat (as listed in above g) content and presentation. i. One to two day consultations by contractor physicians with VA medical staff (at the direction of the VA Healthcare System management). This may include grand rounds, educations presentation at medical staff meeting, retreats and workshops for medical staff and spouses on weekends or evenings. j. Single or multi-day consultations by contractor senior staff and/or mentor site CEOs with boards of directors. This will include preparation and presentation at board meetings, presentations or workshops at board retreats, and/or focus groups with board members (at the direction of VISN 17, the affiliate). k. Single or multi-day consultations by contractor philanthropy staff with foundation boards and development directors. The facility shall choose included educational presentations on leveraging contractor's membership to increase donor and grant dollars, creation of a foundation and foundation board, and/or joint fundraising events with the contractor (at the direction of VISN 17, the affiliate). l. Single or multi-day consultations by contractor planners and architects. The facility will decide if the inclusion of blue print review and comment, facility walk-through, interior design, architectural referral, and/or educational workshops for the architecture and design team will all be included (at the direction of VISN 17, the affiliate). m.Topic-specific tours of best practice affiliate sites may be scheduled to focus on facility design ideas, auditing of new employee orientations and staff retreats, and other best practices as desired (at the direction of VISN 17, the affiliate). n. One day preparation for site visit, three to five days on site and two days post-visit report preparation. Organizational progress assessments with facility review, focus groups, meetings with the contractor Steering Team, Initiative Teams, Leadership, Quality, Human Resources, and Board of Directors, provision of initial feedback and recommendations for implementation to leadership, and final report document. Conducted annually during early implementation, and periodically after that to assess progress and review goals. (Usually at 18 and 36 months). o. One day preparation for site visit, three to five days on site and two days post-visit report preparation. Designation assessment at the completion of implementation, which will substitute for a progress assessment, including a self-evaluation process and application, facility review, focus groups, meetings with the contractor Steering Team, leadership, Quality, Human Resources, and the medical staff, provision of initial feedback and recommendations for implementation to leadership and final report document. p. One to two day visits to provide staff training and consultation on core components such as Care Partners, Patient Education/Information, Family Participation Policies & Programs, Human Resources (new employee orientation, rewards and recognition, caregiver programming), Health Resource Center development, University Model development, and/or web design. q. Phone consultations or site visits by the contractor measurement staff during early Contractor implementation to both plan for outcomes measurement and discuss initial patient and employee satisfaction scores. These scores will be documented upon contract initiation and reviewed annually thereafter to measure the impact of Contractor initiatives on the patient and employee experience. The satisfaction scores will be conducted by VISN 17 through the annual Veterans Affairs Central Office (VACO) surveys conducted in May annually. r. Additional consultation as requested by VA VISN 17 which may be on-site or by telephone as per specific needs. Telephone consultation shall include formal contacts in excess of 30 minute blocks on a specific topic. C. EMPLOYEE SATISFACTION MONITOR Comparison of VISN 17 employee satisfaction surveys, pre- and post- contractor. The score results shall be supplied to the contractor annually from the VACO survey. The contractor shall submit the results to each facility and the VISN office within four weeks of the surveys being given to them. 5.VISN 17 SUPPORT A. VA VISN 17 shall appoint a Point of Contact to facilitate contractor's access to VA personnel on an as-needed basis. Upon contractor's request for information and/or discussion of specific issues, VA Coordinator will determine the appropriate individual(s) to be contacted, and facilitate contact if needed. B. VA VISN 17 shall offer a minimum of eight hours of instruction, developed by the contractor in conjunction with a staff development team composed of VISN 17 employees, focused on patient-centered elements that every member of the VISN 17 workforce will have the opportunity to participate in during the implementation phase. Training will be provided to specific organizational units within the medical center (i.e. Nursing, Housekeeping, etc.) to implement contractor/alternative medicine/patient centered care techniques such as therapeutic massage, relaxation therapy and patient medical record documentation. The training will be provided appropriate to the implementation schedule with basic techniques addressed in the initial phases with more advanced training in the middle to end stages. The contractor will provide sample protocols; standards of practice, training modules/objectives and other tools to assist the VISN 17 team develop training materials for specific patient centered care techniques. Contractor will also connect VISN 17 team members with other contractor Affiliates who will share their training strategies and programs. C. VA VISN 17 shall send its designated Point of Contact (Coordinator) to the contractor's site for coordinator training within three months of either initiation of membership or designation of this individual. D. VA VISN 17 shall have representation by an employee selected by the VISN at the annual contractor conference each year. E. VA VISN 17 shall participate in an annual on-site evaluation of the VISN progress (Contractor's staff will conduct the evaluation with VA VISN 17 during implementation planning for each subsequent year). F. VA VISN 17 shall provide the VISN patient satisfaction scores upon contract initiation and annually thereafter to measure the impact of the contractors initiatives on the patient experience at each VISN 17 Healthcare Center. 6.LICENSING A All VISN 17 Healthcare Systems (Hospitals and CBOCs) will be granted Contractor Affiliate designation and licensed as an Affiliate as a Membership partner by contractor. i. VISN 17 accepts from contractor the non-exclusive right to use Contractor's name and service mark referred to herein as "License," by referring to VISN 17 as a "member of the Contractor's Site", "Contractor Member", or a "Contractor Affiliate", for the term of this contract. ii. License Limited. VISN 17 agrees that, during the term of the License granted hereby, it shall not use the License other than as permitted by this contract. Contractor remains entitled to exclusive proprietary and marketing rights to Contractor ideas, materials and any materials compiled or derived from contractor materials. When the Contractor logo is added to existing letterhead, web pages or publications, VISN 17 agrees to use it exactly as developed by contractor. VISN 17 shall have the right to use materials developed by Contractor within the VISN on a royalty-free basis for the term of this contract. New materials developed by VISN 17 derived from Contractor programs shall not be distributed or marketed to third parties. Nothing in this contract shall constitute a consent expressed or implied, for Contractor to use as trademark, logo, information or other material for which The Department of Veteran Affairs or VISN 17 owns copyright. iii. VISN 17 agrees promptly to notify Contractor of any unauthorized use of the License by others that come to its attention. iv. No VISN 17 employee or agent shall engage in training, education or consultation regarding contractor (Contractor) services with non-employed individuals with the exception of physicians or physician office staff to patients of VISN 17 without prior approval of Contractor. v. VISN 17 is a multi-facility membership including all of the Healthcare Facilities and their current and future CBOCs as listed in this contract. 7. MEMBERSHIP TERM A. The initial term of this membership, by this contract, is as stated in the Work Statement, (see above section "2. Purpose") consisting of one (1) base year with the Government's option to renew the contract for two (2) optional one-year (1) periods. Upon conclusion of the first three (3) year term, this membership may be renegotiated under a new contract agreement. Contractor and VISN 17 shall negotiate a reasonably adjusted affiliate fee if VISN 17 desires to continue membership. B. Upon termination of this contract, the License provided shall be automatically and immediately terminated and all Contractor materials in VISN 17's possession shall be immediately destroyed or returned to Contractor, at Contractor's direction. VISN 17 agrees that on termination it will immediately cease representing itself as a Contractor affiliate and will forthwith cease to display, in any form, indicia of Contractor affiliation.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/VANTHCS/VANTHCS/VA-257-09-RI-0217/listing.html)
 

Place of Performance

Address: VANTHCS;4500 S. Lancaster Rd.;Dallas, TX<br />

Zip Code: 75216<br />
 

Record

SN01840480-W 20090611/090610000112-885fd20fe22fe6ffb6be0eca31cce124 (fbodaily.com)
 

Source

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

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