U009--Office of Women's Health Mini-Residency Clinical Examination Facilities and GTA's (VA-24-00010090)

WHMR Clinical Exam and GTA Request for Information Request for Information/Sources Sought Notice Women s Health Mini Residency Clinical Examinations and Gynecological Teaching Associates October 17, 2023 INTRODUCTION This is a Request for Information (RFI)/Sources Sought Notice (SSN) only issued for the purpose of conducting market research. Accordingly, this RFI/SSN constitutes neither a Request for Quote (RFQ) nor a guarantee that one will be issued by the Government in the future; furthermore, it does not commit the Government to contract for any services described herein. Do not submit a Proposal. The Department of Veterans Affairs (VA) is not, at this time, seeking proposals or formal quotes, and therefore, will not accept, review, or evaluate unsolicited proposals or quotes received in response hereto. This notice is not to be construed as a commitment on the part of the Government to award a contract, nor does the Government intend to pay for any information submitted as a result of this request. The Government does not reimburse respondents for any costs associated with submission of the information being requested or, reimburse expenses incurred for responses to this RFI/SSN. The information provided may be used by VA in developing its acquisition strategy and requirements document. Any information submitted by respondents to this RFI/SSN is strictly voluntary; however, any information received shall become the property of the Government and will not be returned to the respondent. Interested parties are responsible for adequately marking proprietary, restricted or competition sensitive information contained in their response. This is a RFI/SSN and does not obligate the Government in any way, nor does it commit the Government to any specific course of action. REQUIREMENTS 6.0 Kickoff and Optional Annual Planning Meeting. The contractor shall participate in a contract kickoff meeting within five (5) days of award with the Contracting Officer, COR, and other key Government Stakeholders. At the kickoff meeting the contractor shall present details of its facilities/ GTAs/ processes to Government stakeholders to set the stage for performance. Additionally, at the option of the Government, the contractor shall participate in a planning meeting to determine dates, schedules, and other details related to the annual planning of the Women s Health Mini Residency events. Additional formal and informal communication between VHA Women s Health and the contractor leading up to the event(s) will be necessary to ensure effective event delivery. VHA Clinical Training Facility Support. The Contractor shall provide VHA a single facility/ building for support to up to three (3) VHA WHMR in the base year and each option year. The Government will specify dates and times upon contract award for the base year and at option exercise for the option years. The first WHMR training event will occur no earlier than June of 2024. Clinical Training Facility Rooms and Location. The Contractor shall provide a facility meeting the following requirements: Rooms: two (2) briefing rooms able to comfortably hold up a minimum of 40 people seated minimum of twelve (12) and up to eighteen (18) Clinical Examination Rooms The specific number of clinical examination rooms for base year and years one (1) through four (4) will be provided upon contract award and at option exercise. , and one (1) General Purpose Meeting Room able to comfortably hold up to 20 people seated. Location: Provided facility must be no more than a 30-minute drive by bus (during peak traffic times) from at least (4) conference or hotel meeting sites located not more than 50 miles away from a regional or international airport for each WHMR. Duration and Access: Traditionally, for each VHA WHMR, facilities are required to be utilized for up to twelve hours on two consecutive days. WHMR staff must have access to the facilities approximately two (2) hours prior to the start of each day. Briefing Rooms. The Contractor shall provide two (2) Pre-Examination Briefing Rooms with furniture in a classroom setting to accommodate up to 40 VHA participants for four (4) sessions per day. Room must be sized such that VHA participants can easily hear the pre-examination briefing without the briefer having to raise his/her voice above normal talking level. A microphone can also be provided to meet this requirement. Provide bottled water at a standard table in the rear of the briefing room sufficient for 150 people each day, both days, both briefing rooms; and Have ready access to restroom facilities within a three (3) minute walk at a normal pace from the Briefing Rooms. Clinical Examination Rooms. The Contractor shall provide a minimum of twelve (12) and up to eighteen (18) clinical examination rooms (depending on training need) large enough to simultaneously accommodate one (1) GTA and three (3) VHA participants in the conduct of clinical pelvic and breast exams. Each examination room shall contain/have: Examination table with stirrups and pillow; One (1) handheld mirror; One (1) Goose Neck light (i.e., external exam light); One (1) supply cart per examination room of sufficient size and utility to hold necessary equipment and supplies used in conduct of the clinical pelvic and breast exams. Patient gowns and linens Large cotton swabs Lubricant individually packaged Chucks Drapes Gloves non- latex Non-expired single-use LED vaginal lighted specula or equivalent Baby wipes Wet prep vials for display purposes only (1 per room) Pap test collection broom (compatible with wet prep collection) for display purposes only (1 per room) Pap test brush for display purposes only (1 per room) Handwashing Station or sink in the clinical exam rooms to include water and hand soap to ensure proper hand sanitization of clinical participants and GTA s. VA preferred Ceiling Mounted Privacy Curtains to encompass adequate space for the participants to perform examination unencumbered by the curtain. Curtains will be cleaned and maintained by the contractor in accordance with universal infection control standards. If curtains are not available, the Government will be willing to negotiate other privacy options provided by the contractor ensuring patient privacy and safety. PPE to include (Gown, Mask, Shield) When additional safety precautions are needed due to circumstances beyond our control (ex. Pandemics). 48 clipboards Please note: All supplied and equipment provided by Contractor must be in good working order and products must be non-expired. General Purpose Meeting Room. The Contactor shall provide one (1) general purpose meeting (breakout) room at each WHMR, suitable for side discussions and issue resolution, within the examination facility at a location that does not interfere with training flow, capable of simultaneously accommodating up to 20 people. Dry Runs. The Contractor shall support one (1) Dry Run rehearsal for each WHMR. Exact times for the Dry Run rehearsals will be coordinated at the post-award conference. The Dry Runs will cover all aspects of the Contractor supported events and shall include a physical review of the clinical examination facility / rooms and the examination material / supplies that will support each WHMR. Dates and times for the base year will be decided upon contract award and dates and times for years one (1) through four (4) will be provided at option exercise. Gynecologic Teaching Associates. The Contractor shall provide GTAs at each WHMR in order for VHA participants to conduct assessments/histories and both pelvic and breast examinations and up to one hour debrief session with WH staff after each training day. Dates and times for the base year will be decided upon contract award and dates and times for options one (1) through four (4) will be provided at option exercise. GTA Quantity Required. GTA requirements will vary depending on training session type. The number of exams required for the largest session would be estimated at 144 exams each day for a two (2) day training event. These providers will each perform one (1) speculum and bimanual exam to demonstrate skills necessary to conduct a Pap or sexually transmitted infection specimen collection (no actual specimen will be collected). The contractor shall ensure sufficient staffing for each training day. The contractor shall ensure the safety of each GTA in their requirements of the maximum exams for each GTA per day. Please note the number of exams may change depending on the safety measures. Therefore, Women s Health will provide the contractor the training session type and number of participants 120 days prior to the first day of the two-day training event. Please note: GTAs will be working with interprofessional groups (i.e., nurses and providers (PA, NP, MD) for certain training events. For those events, GTAs will also engage with nurses to coach on trauma-informed patient preparation and communication skills, in addition to the physical exam skills for providers. Sanitation. The Contactor shall be responsible for the personal sanitation needs of the GTAs, (e.g., sheets, gowns, soap, towels, cleansing cloths, removal of biohazard and other trash items, cleaning of rooms, etc.) as required by the Contractor s employment agreements with the GTAs. Contractor shall ensure GTAs follow infection control procedures and have the necessary PPE equipment (Gown, Mask, Face Shield) mandated by the contractor and in accordance with VHA guidance and standards for all in-person events are available to all participants. Instruction and Examinations. The GTAs will be required to attend one GTA orientation for each training event. All GTAs will be required to review the VHA-endorsed pelvic and breast exam videos PRIOR TO orientation day to ensure instruction is in alignment with VA-endorsed practices. The GTAs shall assist providers with a breast examination, and a pelvic examination to include speculum examination, bimanual examination, and mock Pap test and/or mock sexually transmitted infection sample collection. [actual Pap test and / or sexually transmitted sample collection procedures (i.e., contact of specimen brush, spatula, or swab to the cervix) will not be performed]. The GTAs shall engage each participant (in individual examination rooms) in a supportive and encouraging manner, develop a rapport and display professionalism in a guiding and non-threatening way that will enhance and not interfere with the training experience. This engagement will occur during the assessment/history, room set up, and examinations based on the VHA approved checklist. The GTAs shall provide each participant (in individual examination rooms) with formative, summative and qualitative feedback that is in alignment with VHA policies and commonly accepted practices to ensure consistency across the learners experiences. As time allows, the GTAs shall provide participants with the opportunity to repeat all or portions of the exam after feedback is provided in order to reaffirm what was learned during the session. GTA Required Anatomy. The Contractor shall provide GTAs who have at least one (1) breast, a uterus, and at least one (1) ovary. Maximum Exams per GTA. The maximum exams per GTA will be determined by contractors current policy to ensure the safety of the GTA. Health Insurance Portability & Accountability Act (HIPAA). The Contractor shall protect GTA HIPAA data. GTA Injuries. The Contractor shall be responsible for any injuries or illness sustained by the GTAs while in performance of this contract and the Contractor shall free the Government (the VHA) from liabilities for injuries incurred in the performance of this contract. Meetings. Prior to each WHMR, the Contractor shall participate in up to three teleconference meetings with the VHA staff for planning purposes to ensure a common understanding of the participant expectations and GTA roles for each session and intended training outcomes. One of the teleconference meetings shall cover all aspects of the Contractor supported events and will include an electronic format review of the facilities and the supplies and materials that support each WHMR. Teleconference meetings will be conducted on/about 45 days prior to each WHMR. Time and dates for teleconference meetings will be set at the post-award conference. The Contractor will participate in up to one hour debrief session with WH staff after each training day. The Contractor will participate in meeting at least one week after the event to discuss the successes, issues, improvements and if needed, potential solutions. Confidentiality. The GTA and all participants shall be protected from any portion of the training being recorded (video or audio) or photographed without expressed written consent. All facility or personal recording devices must be required to be off at all times during the training. The GTAs and all participants shall be instructed to maintain confidentiality regarding each party s ability and performance during the training. Dates of Training Events. The Contractor will work with the Government to establish training dates for the base and four option year. The first training date shall occur in June 2024. Training dates should avoid Federal Government holidays, weekends and weekend travel for participants. If the Government is unable to secure conference or hotel meeting space, further training date options will be requested. Place of Performance. Single examination facility site not more than a 30-minute drive by bus from at least (4) conference or hotel meeting sites. Period of Performance (Anticipated). Base: December 15, 2023 December 14, 2024 Option Period One: December 15, 2024 December 14, 2025 Option Period Two: December 15, 2025 December 14, 2026 Option Period Three: December 15, 2026 December 14, 2027 Option Period Four: December 15, 2027 December 14, 2028 Changes to the SOW. Any changes to this SOW shall be authorized and approved only through written correspondence from the Contracting Officer. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the Contracting Officer shall be borne by the contractor. Security Requirements. The contracted personnel will not have access to VA information systems or sensitive information. It is determined that Certification and Accreditation requirements do not apply and that a Security Accreditation Package is not required. Quality Assurance. The contractor shall develop and maintain an effective quality control program and implement procedures to identify, prevent and ensure non-recurrence of defective services. The contractor s quality control program is the means to assure that the work complies with the requirement of the contract. Performance Indicator Performance Standard Acceptable Quality Level Frequency Method of Surveillance 5.1 Facilities Training Rooms 100% Compliance with requirements of the contract Each National Mini Residency Training Event Direct observation by Office of Women s Health 5.3 Gynecological Teaching Associates 100% Compliance with requirements of the contract Each National Mini Residency Training Event Direct observation by Office of Women s Health and learner feedback ______________________________________________________________________ A - RESPONSES Please submit the below requested information by 10:00 AM on October 26, 2023 via email to the Contract Specialist at april.bloom@va.gov . VA reserves the right to not respond to any, all, or select responses or materials submitted. All VA current requirements identified herein are subject to change at any time. If you experience any problems or have any questions concerning this announcement, please contact april.bloom@va.gov. As part of your RFI/SSN response, please provide the following information: General Include the following identification information: Company Name CAGE/Unique Identification Number under which the company is registered in SAM/VetBiz.gov Company Address Point of contact name Telephone number Email address VA anticipates that this effort would fall within North American Industry Classification System (NAICS) Code 611430, Professional and Management Development Training, which has a size standard of $15.0M. The VA is seeking to determine the viability of a set-aside for a Service-Disabled Veteran-Owned Small Businesses (SDVOSB). All Veteran-Owned Small Businesses (VSOB) may respond to this requirement in the event that SDVOSB set-aside is not found to be viable. Other small businesses may respond regarding capability in the event the SDVOSB or VSOB set-aside is found viable. Large Businesses may respond; however, no guarantee of set-aside is made, nor guarantee of a subsequent solicitation. If a small business, what type of small business are you? Are you able to comply with FAR 52.219-6 and 52.219-14 in execution of this effort? Are you able to comply with VAAR 852.219-10, VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside and with subcontracting limitations in 13 CFR 125.6 in execution of this effort? Identify existing contract vehicles (GSA, T4NG, etc.) in which you are a contract holder that can be utilized to procure these services. With respect to the subject effort, would you be the prime contractor? As the Prime Contractor, what tasks under the Requirements would your company perform? Have the Requirements provided sufficient detail? ______ YES _______ NO (if No, answer question 8) If NO , please provide your technical comments/recommendations that may contribute to a more accurate proposal submission and efficient, cost effective effort. B CAPABILITY AND EXPERIENCE INFORMATION Please submit a capability statement describing your company s ability to meet the requirements in the RFI. The capability statement shall be limited to 10 pages and address the questions below. B1. Describe how your past experience in commercial and Government healthcare and current capability as a prime contractor (within the last 3 years) that has equipped you with the knowledge, skills and ability to support the execution of up to three Veterans Health Administration (VHA) Women s Health Mini Residency (WHMR) training events per year. Please provide the size of the events previously conducted and transformed in terms of dollars (budget), whether it was Government or commercial, regional or national, number of people, and number of locations. Veteran Health Administration has the following characteristics: Over 300,000 employees Over 152 VA Medical Centers and 1400 community-based outpatient clinics, community living centers, Vet centers and domiciliary geographically dispersed within the United States and its territories. B2. Describe your experience as a contractor (specify prime or sub, preferably prime) and current capability to provide a single facility/building for support of training sessions in which specific rooms are defined for different breakout sessions or briefings and, if possible, the inclusion of medical examinations. What were the outcomes? Include any related VHA experience. B3. Describe your experience as a contractor (specify prime or sub, preferably prime) and current capability to support large scale live training sessions based on personal healthcare. If, specific to women s healthcare, provide specific examples. What were the outcomes? Include any related VHA experience. B4. Provide examples of your company s experience with hiring medical professionals to conduct assessments/histories and examinations. Please provide profession, budget, and length of support provided. If experience is specific to Gynecological Teaching Associates, please provide this information as well. B5. Provide any examples of your company s experience with work/support related to women s health and if possibly, specifically to Gynecological Examinations and/or Mammograms. C DRAFT PWS COMMENTS AND FEEDBACK C1. - Based on your review of the PWS and specific tasks, which tasks may be adequately performed as fixed price line items? What contract type (Firm Fixed Price, Labor Hour, Hybrid, etc.) do you recommend and why? C2. After reading the Government s Performance Work Statement are there any recommended changes/additions/clarifications (please note page and paragraph)?