R431--Employee Resiliency Program through Whole Health Grant

36C24121Q0151 Page 1 of 54 Page 8 of 54 Page 1 of 54 COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS General Information Document Type: Combined Solicitation/Synopsis Solicitation Number: 36C24121Q0151 Posted Date: December 21, 2020 Response Date: January 6, 2021; 5:00 PM EST Product or Service Code: R431 Set Aside: 100% SET ASIDE FOR SMALL BUSINESSES NAICS Code: 541612 Contracting Office Address Network Contracting Office 01 623 Atwells Avenue, Uncas Bldg Providence, RI 02909 Description This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Items, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued. This solicitation is a request for quotations (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2020-09. The associated North American Industrial Classification System (NAICS) code for this procurement is 541612 with a small business size standard of $16.5 million. The Department of Veteran Affairs Network Contracting Office 01 is seeking to purchase the services described in the following Statement of Work. --------------------------------------------- BEGIN STATEMENT OF WORK ----------------------------------------- PURPOSE: Our goal is to hire an to hire an organizational consultant to develop and provide a high quality employee resiliency program to help reduce employee burnout, enhance employee engagement, and optimize communication skills within the VA Connecticut Healthcare System (VACHS) thus supporting employee empowerment and resilience. This program will also compliment the employee Whole Health initiative designed to support employees in living their life in accordance with what matters most to them, to tap into their aspirational goals, and to bring meaning and purpose back into their work. SCOPE/MISSION: We seek to hire an organizational consultant company with experience in using multimodal approaches to develop a comprehensive, highly experiential, and tailored Employee Resiliency Program for VACHS. The program will focus on skill building in a number of different domains including, but not limited to, mindful awareness, managing change in a stressful environment, communication skills, and overall resilience. This program would be offered to the clinical and non-clinical staff as well as leadership in accordance with organizational needs and/or identified gaps. The target audience would include, at a minimum, senior leadership, Primary Care and Mental Health services. It may be extended beyond these services to other select employee groups as identified by the VACHS team. Contract would include a sustainability plan to be developed in collaboration with VACHS team. PERIOD AND PLACE OF PERFORMANCE: This program will include a combination of face-to-face (when possible) and virtual modalities. (Virtual modules would ensure accessibility to all target users in compliance with Section 508 of the amended Rehabilitation Action of 1973) In-person modules (when possible) will be delivered on VACHS premises. The contract period is 24 months. Renewal option periods for an additional 3 years will be included. Constraints: Delivery of face-to-face modules will be guided by the state and local guidelines for group gatherings during the current SARS COV-2 pandemic. BACKGROUND: Burnout and compassion fatigue have a high prevalence in the healthcare field in general and VA in particular. In a 2015 study conducted to assess the incidence of burnout in VA psychiatrists, 90% of the respondents reported high cynicism and 86% reported high exhaustion. Workplace practices such as unfair treatment by supervisors and insufficient resources predicted greater exhaustion. https:l/www. sciencedirect. comlsciencelarticlelpii/S2213058615200265?via%3Dihub. Despite these findings, 74% of the respondents endorsed high professional efficacy. Similarly, in a survey of all VISN-1 primary care staff done in 2015, 62% of primary care staff reported burnout. The rate was highest amongst LPNs and Health Technicians (73%). VACHS All Employee Survey for FY19 similarly showed high levels of burnout amongst clinical employees, especially primary care and mental health services. The current pandemic has further compounded the issue by adding fear, uncertainty, and stress to VA employees' lives who need to learn how to quickly adapt to a changing clinical environment. A 2016 review of the literature looked at interventions to combat burnout. Effective therapeutic strategies included referring employees to "experts and workshop leaders who are trained in combating burnout," offering mindful communication programs, and attending an intensive educational program addressing mindfulness, communication, and self-awareness, which improved 3 measures of burnout (emotional exhaustion, depersonalization, and personal accomplishment). The article concluded: "Based on the evidence reviewed, one could speculate an intense stress management program with booster sessions delivered over a longer period may yield longer-lasting results among those experiencing burnout. Alternatively, mindfulness-based strategies may be promising." https:llwww.mdpi.com/2227-9032/4/3/37 Addressing employee Whole Health and burnout is one of VHA's top priorities. As a high reliability organization, VACHS is committed to the health and resiliency of its employees. We plan to develop a customized employee resiliency program to support the VACHS employees through this contract. PERFORMANCE OBJECTIVES, GOALS AND OUTCOMES: To create an employee resiliency program for VACHS within the context of organizational development that offers innovative learning modules focused on skill-building and practical strategies to increase employee self-awareness, self-confidence, and improved communication. The program should be geared towards providing employees with skills to improve their ability to listen and communicate with each other when the stakes are high. Content should address ways to increase mindful self-awareness, build collaborative relationships within teams, be able to listen without judgment to other viewpoints, embrace change with confidence, and teach ways to regulate and express emotions effectively. The company will need to offer a sufficient number of modules to accommodate all the primary care and mental health staff at VACHS, and be well versed and experienced in presenting these modules in both an in-person and virtual format. In addition to creating learning modules, the company will create qualitative or quantitative measures of success to assess the stated purpose, in consultation with the VACHS team. These measures may include surveying participants at pre-determined intervals to assess immediate and sustained benefit. The vendor will have the professional expertise to create a workshop geared toward VACHS executive leadership to familiarize them with the content of this training. The company will include a practical sustainability plan developed in collaboration with the VACHS team to help reinforce and integrate the mindful awareness and communication skills and practices taught to employees at all levels of the organizational hierarchy. The vendor will do a quarterly review of its performance with the VACHS team and set measurable targets for each quarter. The vendor will seek at least quarterly feedback from the VACHS team and customize the modules content and delivery as needed based on the feedback. VACHS Team will be responsible for providing the vendor with the estimated target employee count, any baseline survey information to help with program development. This team will also work with the service lines and the vendor to develop a practical delivery plan ensuring staff maximum attendance. PROPOSED PAYMENT STRUCTURE: Payment to be made on a monthly basis as invoiced, to include the following deliverables: Initial pilot with focus group Leadership training workshop/series Workshops for staff consisting of a series of 6 modules . Post-cohort follow up (as per the sustainability strategy). Sustainability strategy ongoing Evaluation, monitoring and adaptation of the program based on feedback -ongoing SUGGESTED DELIVERY MILESTONES Year 1: Focus group pilot Leadership training Target delivery of 8 trainings structured to accommodate 200 employees (with make-up option into year 2). Year 2: Conduct a minimum of 8 trainings structured to accommodate 200 employees Frequency and duration of the modules/workshops to be determined based on year 1 experience, pandemic social distancing guidelines and target staff populations in collaboration with the VACHS team on a quarterly basis. Above milestones can be mutually revised based on quarterly assessments. VA SECURITY/PRIVACY CONSIDERATIONS: The program attendance is intended to be voluntary with staff incentives for participation to be discussed with leadership. Staff will be notified that program will be conducted via Zoom or similar virtual platform and the contractor will have access to their names and email addresses to conduct the program and any necessary program follow ups for sustainability. Vendor will use password protection or other security features when using virtual public platforms. VA team may share with the contractor AES (All Employee Survey) details for VACHS that pertain to employee burnout, resilience to assist with targeted program development. This may be done either electronically (email) or via sharing of hard copy of such results. For program evaluation, the vendor will provide the VACHS team with survey questions that will be administered by the VACHS team using online anonymous survey tools such as Survey Monkey. The compiled results of the survey will be shared with the contractor to help refine and improve the program and also to provide feedback on performance. These survey results will be shared with the contractor via email or by providing the vendor with a hard copy. --------------------------------------------- END STATEMENT OF WORK -------------------------------------------- Solicitation Information The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html. The following solicitation provisions apply to this acquisition: FAR 52.212-1, Instructions to Offerors Commercial Items (OCT 2018) FAR 52.212-3, Offerors Representations and Certifications Commercial Items (OCT 2018) Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, Offerors Representations and Certifications Commercial Items. If paragraph (j) of the provision is applicable, a written submission is required. This is an open-market combined synopsis/solicitation with a 100% set-aside for Small Businesses. - The government intends to award a firm fixed-price purchase order as a result of this combined synopsis/solicitation that will include the terms and conditions set forth herein. The following contract clauses apply to this acquisition: FAR 52.212-4, Contract Terms and Conditions Commercial Items (OCT 2018) FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders (MAY 2019) 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) 52.232-40 PROVIDING ACCELERATED PAYMENTS TO SMALL BUSINESS SUBCONTRACTORS (DEC 2013) 52.237-2 PROTECTION OF GOVERNMENT BUILDINGS, EQUIPMENT, AND VEGETATION (APR 1984) VAAR 852.203-70 COMMERCIAL ADVERTISING (MAY 2018) VAAR 852.215-71 EVALUATION FACTOR COMMITMENTS (DEC 2009) VAAR 852.219-74 LIMITATIONS ON SUBCONTRACTING MONITORING AND COMPLIANCE (JUL 2018) VAAR 852.219-75 SUBCONTRACTING COMMITMENTS MONITORING AND COMPLIANCE (JUL 2018) VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV 2018) VAAR 852.237-70 CONTRACTOR RESPONSIBILITIES (APR 1984) Submission of Quotes All Vendors shall submit the following information or their quotes or may be deemed non-responsive: Technical Capabilities Statement Please submit a statement (not to exceed 10 pages) that indicates your company s background, work process, capabilities and ability to perform in accordance to the specifications of the Performance Work Statement. Pricing - The below price list with each of the line items filled out with pricing for each line. Pricing should be all inclusive and take into account all contractor incurred costs. Do not add additional line items. Past Performance - Provide (3) references of work, similar in scope and size with the requirement detailed in the Performance Work Statement. References must include contact information, brief description of the work completed, and contract # (if relevant). Please submit as part of your quote submission. References may be checked by the Contracting Officer to ensure your company is capable of performing the Statement of Work. The Government also reserves the right to obtain information for use in the evaluation of past performance from any and all sources. Price/Cost Schedule ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 0001 24.00 MO _______________ _______________ DEVELOP AND IMPLEMENT AN EMPLOYEE RESILIENCY PROGRAM Year 1: Focus group pilot Leadership training Target delivery of 8 trainings structured to accommodate 200 employees (with make-up option into year 2). Year 2: Conduct a minimum of 8 trainings structured to accommodate 200 employees Frequency and duration of the modules/workshops to be determined based on year 1 experience, pandemic social distancing guidelines and target staff populations in collaboration with the VACHS team on a quarterly basis. Above milestones can be mutually revised based on quarterly assessments. Contract Period: Base POP Begin: 01-21-2021 POP End: 01-20-2023 1001 12.00 MO _______________ _______________ Target delivery of 8 trainings structured to accommodate 200 employees Contract Period: Option 1 POP Begin: 01-21-2023 POP End: 01-20-2024 2001 12.00 MO _______________ _______________ Target delivery of 8 trainings structured to accommodate 200 employees Contract Period: Option 2 POP Begin: 01-21-2024 POP End: 01-20-2025 3001 12.00 MO ____________ _______________ Target delivery of 8 trainings structured to accommodate 200 employees Contract Period: Option 3 POP Begin: 01-21-2025 POP End: 01-20-2026 GRAND TOTAL ______________ To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows: "The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition." OR "The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:" and the Vendor shall list exception(s) and rationale for the exception(s). Quote Due Date and Time Submission shall be received not later than Wednesday, January 6, 2021, at 5:00pm EST via email to the Point of Contact listed below. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f). Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the contracting officer at the information below no later than Wednesday, December 30, 2020, 12 noon EST. Phone calls will not be returned. Award shall be made to the vendor whose quote includes the required documentation listed above at the lowest price. Point of Contact Anna Norcross, Contracting Officer contact@example.gov