MODIFICATION
U -- TLC COLLABORATIVE CONSULT
- Notice Date
- 11/24/2009
- Notice Type
- Modification/Amendment
- NAICS
- 541990
— All Other Professional, Scientific, and Technical Services
- Contracting Office
- Department of Veteran Affairs;Employee Education System (EES);Attn: Contracting Office BLDG 50;#1 Jefferson Barracks Dr;Saint Louis MO 63125
- ZIP Code
- 63125
- Solicitation Number
- VA-777-10-RQ-0022
- Response Due
- 11/30/2009
- Archive Date
- 1/29/2010
- Point of Contact
- Linda EleyContract Specialist
- E-Mail Address
-
Contract Specialist
(Linda.Eley@va.gov)
- Small Business Set-Aside
- N/A
- Description
- This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, and 13.106, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. The solicitation number is (VA777-10-RQ-0022)). The provisions and clauses incorporated herein are those in effect through Federal Acquisition Circular 2005-23, effective December 26, 2007. This requirement is being synopsized as full and open competition under standard industrial classification code 8999, NAICS Code 541990; size standard is $7.0 million. The resulting contract will be a Firm Fixed Price type Contract under FAR Part 12 - Acquisition of Commercial Items. COMMERICAL ITEM DESCRIPTION: The Department of Veterans Affairs Medical Center/Employee Education Resource Center, St. Louis, MO proposes to enter into a firm-fixed contract. Quote are due Monday November 30, 2009 by 3:00 pm CST to Linda Eley, linda.eley@va.gov, or fax to (314)894-6436. All questions must be addressed to the Contracting Officer/Specialist only. Any other official may disqualify the offeror from submission of a quote. STATEMENT OF WORK FOR Accreditation Consultant ****Revised Statement of Work Statement of Work Transitioning Levels of Care Collaborative Content Development and Faculty 1.Scope During Fiscal Year 2010, VHA Systems Redesign Office and VHA Employee Education System are leading seven separate major national collaboratives involving at least eighteen face to face learning sessions-each with as many as 250 participants from up to 45 VHA facilities. Each of these collaboratives is designed to improve access to or efficiency of care provided to veterans. Each collaborative will involve at least three learning sessions with pre-work and action periods between the learning sessions for the participating facilities supported by coaches and faculty. Leading all of these seven collaboratives, which has been identified as a priority by VHA leadership for VA to improve our ability to meet the increasing demands for care and to improve efficiency, timeliness and quality of care, involves a significant amount of work to plan and present as well as specific expertise related to the improvement principles required for each of the collaboratives that focuses on a particular aspect of inpatient hospital and/or outpatient care. The focus of this work needed as a part of this contract is for work to be done for Phase II of the Transitioning Levels of Care (TLC) Collaborative. Phase I of the TLC Collaborative occurred in 2009. During Phase I, we contracted with a vendor to develop content that was utilized for Phase I of the TLC Collaborative. The TLC Collaborative will continue with Phase II occurring in Fiscal Year 2010. The vendor that we utilized to develop content for Phase I of TLC performed satisfactorily and has the expertise to make modifications to the content used in Phase I for use in Phase II. The work that is required as a part of this follow on contract will involve modification to the content and materials developed in phase I, based our experience in Phase I. This vendor is now aware of the collaborative process, the key players and methodologies used in our collaborative learning model. It would be inefficient to the government to start over with a different contractor. It will be most effective use of government resources to do a follow on contract with the same vendor to continue the work that was developed in Phase I of the TLC collaborative. A summary of the specific work that is needed as a part of this follow on contract for Phase II of the TLC Collaborative includes and will be described in more detail below: "Modification and expansion of a change package for the Transitioning Levels of Care (TLC) Collaborative, second phase "Development of an expanded measurement package/tracking spreadsheet/reporting template for TLC "Development of agendas/worksheets for Phase II of the TLC Collaborative. "TLC Steering Committee and Learning session faculty selection and monthly calls "Ongoing TLC facility team pre-work preparation and leadership of calls with facility teams "Ongoing Weekly TLC leadership calls over 9 month Collaborative period "Preliminary set-up/letters/documents for Phase II of TLC Collaborative "Ongoing expert coaching for TLC facility teams "Reviewing team and coach reports/knowledge management for TLC collaborative "Selection of Phase II TLC Coaches/coach development calls/faculty for half-day coach optimization sessions "Ongoing Assistance with TLC E-mail community "Development of a change package/pre-work guide for the new FY2010 Medical Home Collaborative "Faculty for Access Partnership LS, VHA Improvement Forum 2010, and How to Run a Successful Collaborative workshop in FY10. ". 2. Background The TLC collaborative is a significant strategic priority in VHA and is linked to the VHA priority of improving access to care. VA has a significant duty to ensure resources are used efficiently to maximize the capacity of our healthcare system to reduce delay and adverse outcomes associated with delays in healthcare. The Office of Systems Redesign has a significant responsibility to execute a large number of improvement collaboratives, and has been directed the Office of the Deputy Under Secretary for Health for Operations and Management to complete these collaboratives in FY 10 to spearhead VHA's efforts to improve access to care. The VA is continuously under significant scrutiny from outside entities including Congress to show evidence of improving access to care. Delays in care have been the subject of significant recruiting in recent months and years as demand for VA services has increased, especially with many new veterans who need and deserve timely access to care. Successful improvement initiatives require careful, diligent, dedicated time and leadership to ensure success. Completing improvement initiatives is very challenging. Changing systems is challenging. Evidence shows that improvement initiatives are successful only with the appropriate level of leadership given to them. The planning of this and all collaboratives to be successful must have the dedicated attention of a skilled and experienced faculty person. Phase I of the TLC occurred in FY 09. Phase II of the TLC Collaborative will continue into Fiscal Year 2010. 3.Contracting Officer's Technical Representative (COTR): Sheri Warren Employee Education Center, Long Beach, California. 4. Specific Tasks: Describe your task 4.1TLC Collaborative Change Package Development In order to have a focused, successful outcome for Phase II of the TLC Collaborative, it will be necessary for the 40 participating facilities to have a framework and direction for their activity periods related to improvement in VHA processes for moving patients from acute care to safer and more cost-effective lower levels of care. Current VHA practice in this area is highly variable and results in many avoidable days of acute care. Contractor shall develop/enhance and modify the change package that was used in Phase I and provide an updated written change package to give direction to the work of the collaborative teams in the TLC collaborative, second phase. The specific tasks that are required are: 1.Develop a plan for how this collaborative will be presented. 2.Develop the team pre-work requirements. 3.Develop the methods for teams to report their accomplishments. 4.Describe what actions will occur during the action periods. 5.Describe a set of factors, ideas, measurements and solutions for teams to consider in making changes to process in different clinical areas to improve safe and efficient transition of patients between levels of care. 6.Describe how the improvements will be implemented system-wide. Time estimate for this function is 20 hours. This work can be virtual and will not require travel to a specific location. This change package will be communicated electronically and verbally by conference call to the TLC leaders and the TLC Steering Committee and subsequently to the facility teams for action. 4.2TLC Collaborative Leadership Group Development and Communication. The success of a Collaborative is largely dependent on the personalities and characteristics of the Collaborative leaders. The Contractor shall be required to assist the TLC Collaborative Steering Committee lead Phase II of the TLC collaborative second phase. The specific tasks that will be required are: 1. Serve in a leadership role in leading the TLC collaborative by leading or assisting the TLC steering committee as needed. 2. Lead weekly planning calls with Collaborative Leaders over the period of the collaborative from December 2009 through August, 2010. 3. Facilitate five large national collaborative calls which include all collaborative teams between Learning Sessions to facilitate communication on best practices and barriers encountered during the course of the Collaborative. Total time estimate for the calls described here is 80 hours 4.3 TLC Collaborative Facility Team Pre-Work Development and Calls to Communicate with Teams. Contractor shall assist the Co-Director and Co-Coordinators of the Phase II TLC Collaborative in the development of pre-work for participating facility teams to be completed before Learning Session 1. This will require the contractor to lead calls that describe to the collaborative team members the pre-work that is required to be completed prior to the first leaning session. This will require at least 3 conference calls to ensure that all teams are able to participate in a call. The work required for this task is planning for and presenting the conference call and educating the teams on the actions that must be completed as a part of the pre-work assignment. Time estimate for this work is 12 hours. 4.4 TLC Collaborative Document Creation to Include Preliminary Setup, Letters and Documents, Measurement Package, Spreadsheet, and Report Template. Contractor shall develop the documents that are required for completion of the collaborative including the introductory letters, pre-work packets, team report template, metrics to track progress of facility teams in implementing the change package, a preliminary spreadsheet to aggregate data with additional expert spreadsheet development assistance as needed, and a report format for facility teams to use to post monthly reports of their activities and progress. Time estimate for this work is 20 hours. 4.5 TLC Collaborative Coach Selection and Optimization. Contractor shall participate in the selection and mentoring/training of facility team coaches to work with the teams through the course of the TLC collaborative, second phase. Contractor must have experience leading and/or serving as a coach for at minimum 10 improvement teams with the majority of those teams involved in improvement in a healthcare environment. It is required that the contractor have experience coaching teams that have been a part of a collaborative in a healthcare setting and it is important for them to have experience in a VHA collaborative. This faculty Contractor shall be required to present training on how to coach an improvement team. This training will be supplemented by frequent conference calls with the collaborative coaches. Estimated time for coach selection, development, and mentoring is 32 hours. 4.6 Coach Five TLC Facility Teams. Contractor shall coach a group of 2-3 facility teams to help relieve the burden on VHA personnel who must do coaching as a collateral duty, and to maintain close contact with the frontline teams to pick up quickly on issues that may be of benefit to the TLC Collaborative as a whole. This will include monthly conference calls with each team, report review and feedback. Estimated time requirement is 20 hours. 4.7 Plan Learning Session Structure and Act as Faculty at Three TLC Collaborative Learning Sessions - Tentative Dates (January, 2010, April -May, 2010, and August, 2010). Contractor shall develop agendas and learning materials for the three Phase II TLC Learning sessions. She will be a faculty presenter at each of three TLC Learning sessions. Time estimated for preparation for three LS is 24 hours. Time to attend three two-day sessions is estimated at 48 hours. Total time is 72 hours for TLC Learning Sessions. Reimbursable line item for travel to each of the three TLC Learning Sessions will be made part of individual task order. However, Contractor shall invoice for actual travel expenses incurred (copy of receipts required). 4.8 Review TLC Collaborative Team Reports/Knowledge Management. Contractor shall take the lead in reviewing the facility team reports and tracking and trending progress of the teams in implementing the change package. There are 40 teams participating in the Phase II TLC Collaborative. The estimated time for this work over the nine months of the Collaborative is 60 hours. 4.9 Participate in TLC Collaborative Email Community. Contractor shall be an active participant in the email community surrounding the TLC Collaborative. Estimated time for this work is 16 hours over the course of the collaborative period. 5.0 Medical Home Collaborative Change Package Development In order to have a focused, successful outcome for the FY10 new Medical Home Collaborative, it will be necessary for the 155 participating facilities to have a framework and direction for their activity periods related to improvement in VHA processes for moving to a veteran-centered Medical Home model of care delivery. Current VHA practice in this area is yet to be developed, is highly variable and results in many avoidable days of acute care and less than optimal veteran-centered care. Contractor shall develop/enhance and provide a written change package to give direction to the work of the collaborative teams in the Medical Home collaborative. The specific tasks that are required are: 1.Develop a plan for how this collaborative will be presented. 2.Develop the team pre-work requirements. 3.Develop the methods for teams to report their accomplishments. 4.Describe what actions will occur during the action periods. 5.Describe a set of factors, ideas, measurements and solutions for teams to consider in making changes to process in different clinical areas to implement the new Medical Home model of care. 6.Describe how the improvements will be implemented system-wide. Time estimate for this function is 80 hours. This work can be virtual and will not require travel to a specific location. This change package will be communicated electronically and verbally by conference call to the Medical Home Collaborative leaders and the Medical Home Steering Committee and subsequently to the facility teams for action. 5.1 Faculty for Other Systems Redesign Collaborative Learning Sessions. "Contractor shall prepare for and serve as on-site faculty for 2 days of the April 2009 Learning Session of the Access Partnership Collaborative--site TBD. Estimated time for prep and attendance is 20 hours. "Contractor shall attend and serve as on-site faculty for the VHA Improvement Forum 2010. Estimated time for attendance is a total of 24 hours for the single VHA Improvement Forum (tentatively planned for March/April 2010). "Contractor shall participate in planning and serve as faculty for a 3 day session of the annual SR workshop "How to Run a Successful Collaborative" to help orient new Directors and Coordinators for future SR Collaboratives. Estimated time for preparation and attendance is 40 hours. Reimbursable line item for travel to each of the three other SR Collaborative Learning Sessions will be made part of individual task order. However, Contractor shall invoice for actual travel expenses incurred (copy of receipts required). 6. Summary of Hours and Expenses Item 4.1 80 hours Item 4.2 20 hours Item 4.3 12 hours Item 4.4 20 hours Item 4.5 32 hours Item 4.6 20 hours Item 4.7 72 hours Item 4.8 60 hours Item 4.9 16 hours Subtotal TLC 332 hours Item 5.0 (Medical Home)80 hours Item 5.1 (Other) 84 hours Total 496 hours 7.Evaluation Factors (see SSJ for detailed explanation) "Past Performance: oContractor must have knowledge and skills in leading the implementation of Advanced Clinic Access principles demonstrated through previous experience running multiple collaboratives within VHA and in the private sector health care domain. oContractor must have knowledge of the collaborative learning model and must have led at least 10 collaboratives in a healthcare organization. Contractor should describe the outcome of the previous collaboratives. oContractor must have knowledge of the VA healthcare system, the VA healthcare organization and culture and the challenges and barriers our system faces in delivery of care. oContractor must have experience leading at least 5 successful hospital inpatient colllaboratives. Contractor should describe the outcome of the previous collaboratives. oContractor must have experience with Institute for Healthcare Improvement private sector models for simultaneously improving health care efficiency, flow, and patient safety. oContractor must have previously served as faculty for a hospital inpatient collaborative. oContractor must have knowledge of inpatient hospital flow principles and methods to measure hospital flow. oContractor must have knowledge of IHI Transforming Care at the Bedside Principles. "Technical: oContractor must have previous experience writing change packages which include all of the items included in the list of tasks above and pre-work packages for large, multiple team, year-long collaborative efforts consistent with VHA's current policies, methods, and practices. oContractor must have experience leading and/or coaching at least 10 improvement teams that were involved in healthcare improvement initiatives. oContractor must have experience leading teams involved in an improvement collaborative in a healthcare setting. oContractor must have experience teaching others how to coach improvement teams as evidenced by serving as faculty on how to coach improvement teams. oContractor must have extensive experience facilitating large groups. This is evidenced by experience serving as facilitator for a program or improvement initiative. "Cost: oContractor shall be compensated at a competitive rate plus travel expenses and per diem while traveling for VHA. Contractor shall be responsible for all taxes, insurance, and other expenses associated with the performance of the work described in this contract. 8.Performance Measures TaskQuality StandardsAcceptable Quality LevelMeans of MeasurementPenalties/Incentives 4.1Change package developed and communicated to lead innovation in VHA level of care utilization. Change package, timely, complete and meets the requirements of the Office of Systems Redesign. All deliverables and tasks are completed in a time line agreed to with Systems Redesign Office in manner and approved by the Office of Systems Redesign as being of acceptable quality and approved for implementation. Confirmation from the Office of Systems Redesign that the deliverables and tasks have been completed on time and are acceptable. COTR concurrenceRework at no cost to Government Delays not approved by COTR will be noted in performance evaluation Failure to attend calls without advanced notice to TLC Co-Coordinators will be noted in performance evaluation 4.2Contractor shall be present in a leadership/moderator role on all TLC Collaborative conference calls with the Steering Committee, leaders group, and for team pre-work and activity period calls. Contractor shall facilitate all requested conference calls. Develops agenda for conference calls. Leads all conferences calls. Is able to answer participant questions that arise during the calls. Facilitates discussion on the calls. Confirmation from the Office of Systems Redesign that the deliverables and tasks have been completed on time and are acceptable. COTR concurrenceFailure to conduct communications or conference calls or to serve in a leadership role in the collaborative will be noted in the performance evaluation. 4.3TLC team pre-work development and communicationPre-work developed and communicated to all TLC facility teams by approximately one month prior to learning Session 1 Confirmation from the Office of Systems Redesign that the deliverables and tasks have been completed on time and are acceptable. COTR concurrenceRework at no cost to Government Delays not approved by COTR will be noted in performance evaluation 4.4 TLC preliminary document creation, metrics and reporting template development. Contractor may need expert assistance with spreadsheet developmentAll deliverables and tasks are completed within timeline agreed to with the Office of Systems Redesign and is determined by the SR Office staff to be of acceptable quality and approved for implementation. Confirmation from the Office of Systems Redesign that the deliverables and tasks have been completed on time and are acceptable. COTR concurrenceRework at no cost to Government Delays not approved by COTR will be noted in performance evaluation 4.5TLC coach selection, mentoring/training and optimization. Develops and conducts training for coaches. Conducts ongoing training for coaches as needed. Selection and development of 8-10 facility team coaches for TLC collaborativeConfirmation from the Office of Systems Redesign that the deliverables and tasks have been completed on time and are acceptable. COTR concurrenceRework at no cost to Government Delays not approved by COTR will be noted in performance evaluation 4.6Coach 2-3 facility teamsFacilitate scheduled team calls, review team reports, and provide team-specific feedback. Confirmation from the Office of Systems Redesign that the deliverables and tasks have been completed on time and are acceptable. COTR concurrence. Evaluation completed by teams. Rework at no cost to Government Delays not approved by COTR will be noted in performance evaluation 4.7Plan (develop agendas, learning materials, presentations) and act as on site faculty for three TLC Learning SessionsAll deliverables and tasks are completed within timeline agreed to with the Office of Systems Redesign and determined to be as being of acceptable quality and approved for implementation by SR staff. Confirmation from the Office of Systems Redesign that the deliverables and tasks have been completed on time and are acceptable. COTR concurrenceRework at no cost to Government Delays not approved by COTR will be noted in performance evaluation 4.8Review, track and trend progress of TLC Collaborative teams.Reports and Expert analysis provided to leaders group and Steering Committee at agreed upon intervals (i.e. weekly, monthly, etc.)Confirmation from the Office of Systems Redesign that the deliverables and tasks have been completed on time and are acceptable. COTR concurrenceRework at no cost to Government Delays not approved by COTR will be noted in performance evaluation 4.9Monitor and assist with TLC email communityProvider expert advice and feedback to TLC communityConfirmation from the Office of Systems Redesign that the deliverables and tasks have been completed on time and are acceptable. COTR concurrenceRework at no cost to Government Delays not approved by COTR will be noted in performance evaluation 5.0Change package developed and communicated to lead innovation in VHA Medical Home model care delivery. Change package, timely, complete and meets the requirements of the Office of Systems Redesign. All deliverables and tasks are completed within timeline agreed to with the Office of Systems Redesign and determined to be as being of acceptable quality and approved for implementation by SR staff.. Confirmation from the Office of Systems Redesign that the deliverables and tasks have been completed on time and are acceptable. COTR concurrenceRework at no cost to Government Delays not approved by COTR will be noted in performance evaluation Failure to attend calls without advanced notice to Medical Home Collaborative Co-Coordinators will be noted in performance evaluation 5.1Assist as faculty for other FY 10 SR Collaboratives and one three-day training workshop for VHA staff developmentAttend 2 other (Access Partnership, VHA Collaborative Improvement Forum) FY 09 SR Collaboratives and "How to Run a Successful Collaborative" workshopConfirmation from the Office of Systems Redesign that the deliverables and tasks have been completed on time and are acceptable. COTR concurrence. Attends and serves as faculty at the above described programs. Satisfactory faculty evaluations. Failure to attend planned LS and workshop will be noted in performance evaluation. Contractor shall not be compensated if they do not attend. The following provisions and clauses shall apply to this solicitation: 52.252-2 Clauses Incorporated by Reference. This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address (es): http://www.arnet.gov/far (FAR) and http://www.va.govoa&mm/vaar/ (VAAR); 52.212-1 Instructions to Offerors Commercial Items; 52.212-2, 52.204-7 Central Contractor Registration, Evaluation Commercial Items (factors listed in descending order of importance: 1. Technical; 2. Past Performance; 3. Price; 52.212-3 Offeror, Representations and Certification-Commercial Items. Offerors must include a completed copy of the FAR 52.212-3 Offeror Representations and Certification along with his/her proposal; FAR 52.212-4 Contract Terms and Conditions Commercial Items; 52.212-5 Contract Terms and Conditions Required to Implement Statutes on Executive Orders Commercial Items and in accordance with FAR 12.603(c) (2)(xii) the following provisions under the clause apply (b)(11)-(b)(15), (b)(19)(i), (b)(21), (b)(25) (b)(26) applies if Government Purchase Card is used, (c)(1), (c)(2), and VAAR 852.270-4 Commercial Advertising; 852.237-70 Contractor Responsibilities; and 852.270-1 Representatives of Contracting Officers.
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