Atlanta Network Acquisition Service Center, One Freedom Way, Augusta, GA 30910

R -- JCAHO MOCK SURVEYS-VISN 7 SOL RFP247-0009-00 DUE 080400 POC Suzanne L. Jene'; 205-933-4493 Solicitation No. RFP247-0009-00, issued as a request for proposal (RFP). This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional informational included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. SIC Code 8748 applies. The solicitation document and incorporated provisions/ clauses are those in effect through Federal Acquisition Circular 97-18(b). Description of requirements is as follows: Mock JCAHO hospital surveys shall be conducted at each VISN 7 facility to assist in the preparation for the regular triennial surveys tentatively scheduled for September, 2000 through July 2001. VISN 7 includes eight VA Medical Centers located in Georgia, Alabama, and South Carolina. The scope of services includes large tertiary care medical centers, two division facilities, psychiatric services, ambulatory care and long termcare. The process will focus on the performance of functions as described in the Comprehensive Accreditation Manual for Hospitals: The Official Handbook (CAMH) and other specialty manuals across the organization. The purpose of the mock surveys is to identify problems and issues that must be resolved so that compliance with the JCAHO standards is achieved and maintained. Requirements 1) Mock JCAHO surveys shall be conducted at each of the VISN 7 facilities (See Table 1). The surveys will be conducted like an actual survey including development of a survey agenda, document reviews, patient and staff interviews, and visits to patient care settings including visits during evening and night shifts. Flexibility and any areas of special emphasis for the mock survey shall be negotiated with the Quality Manager at each individual facility (list to be provided to awarded contractor). The surveyors shall also provide consultation on the best methods to achieve the standards and solutions for identified problems. 2) The hospital surveys must be conducted in the following sequence: Dublin, Augusta, Columbia, Tuscaloosa, Charleston, Birmingham, Atlanta and CAVHCS. A summation session shall be held in each facility at the conclusion of the mock survey with the Quality Manager, Top Management and others as appropriate. The session shall be scheduled through the Quality Manager at each VISN 7 facility. 3) Dates of surveys for (phase 1) must be negotiated with each facility Quality Manager and the Contracting Officers Technical Representative (COTR) between September 20, 2000 and November 17, 2000. However, all surveys must be completed no later than December 1, 2000. After all surveys are completed, the survey team shall schedule a summation conference in the VISN 7 Office (Atlanta) with the Network Director, medical center staff (via V-tel) and other leadership staff to discuss findings and trends. The session shall be scheduled through the Contracting Officers Technical Representative (COTR). The mock surveys for each facility must be inclusive of hospital; behavioral health, ambulatory care and long term care as indicated. 4) Six months after completion of all surveys, follow-up surveys (phase II) must be scheduled at all facilities to assess progress toward correcting identified problems and trends. 5) Consultants will use the 2001 JCAHO Standards published in the Comprehensive Accreditation Manual for Hospitals: The Official Handbook (CAMH), Comprehensive Accreditation Manual for Behavioral Health Care, or Comprehensive Manual for Long Term Care as appropriate. 6) The surveyors shall follow the JCAHO guidelines for the conduct of surveys. 7) The Hospital Survey team shall be composed of surveyors who are cross-trained in all survey areas and must include a minimum one nurse, and one physician. All surveyors must follow the typical survey agenda. To ensure consistency, the Hospital Survey team members must be the same for each facility and have previous experience with conducting mock surveys as a team. 8) The Behavioral Health, Ambulatory Care, Long Term Care, and surveyors may work with the hospital survey team or survey at a different time. Standards from appropriate JCAHO manual shall be used. 9) Consultants shall possess the appropriate qualifications and credentials for conducting the surveys including: professional degrees, professional licensure, and certifications (as appropriate), past experience in the specified areas of review (hospitals, behavioral health, ambulatory care, long term care), completion of JCAHO course work, and experience with regular JCAHO surveys in VA medical centers within the last three years. Three (3) references addressing similar work in the last three years must be provided with the proposal as well as evidence of qualifications and credentials. 10) Surveyors must submit a written report organized by JCAHO standard within seven (7) business days of site visit completion. The report must be submitted in typical JCAHO grid format and cite the specific standard of noncompliance, narrative assessment of noncompliance and specific recommendations for compliance. The report shall be submitted simultaneously in an electronic format in Microsoft Word and hard copy format to the Medical Center Director of the facility surveyed, VISN 7 Network Director, COTR and the contracting officer. 11) All costs, including materials furnished to the facilities/VISN and travel costs, must be included in the proposal submitted. There shall be no extra charges imposed for materials furnished as part of the consultation. Payment will be made at the completion of each phase of mock surveys. However, payment will be withheld until all reports for each phase are received to the satisfaction of the VA. Table 1 Medical Center Hospital Survey Behavioral Health LTC Atlanta X(CBOC) X X Augusta X X X Birmingham X(CBOC) X(Outpt Only) CAVHCS X(CBOC) X X Charleston X(CBOC) X X Columbia X(CBOC) X Dublin X X X Tuscaloosa X X X The following evaluation factors will be used to rate proposals. Offerors must submit the information requested. A) Offeror's qualifications/Past Performance: 1) Provide a list of contracts held over the past 3 years where more than one Medical Center (VA/Non VA) or Network Mock Surveys have been conducted. Provide names of medical centers, address and phone number, point of contact, and total dollar value of the contract. At least two of these references shall be from an acute care facility. 2) Provide detailed evidence of performance of mock surveys in large tertiary care medical centers, two division facilities, psychiatric facilities, and long-term care. 3) Provide documentation showing accurate interpretation and evaluation of compliance with the Comprehensive Accreditation Manual for Hospitals: The Official Handbook (CAMH), Comprehensive Accreditation Manual for Behavioral Health Care and the Comprehensive Manual for Long Term Care. 4) Provide documentation showing actual experience with the JCAHO survey process including development of a survey agenda, document reviews, patient and staff interviews and visits to patient care settings and written report. B) Personnel Qualification: 1) Provide a list of employee qualification including verification of education (professional degree), current license, certifications, experience in one of the areas of review (i.e., behavioral health, ambulatory care, acute hospital care, or long term care). 2) Provide a listing of each employees completed JCAHO course work. 3) Provide a listing of each employee's experience conducting mock surveys in a VA Medical Center. C) Quality Assurance Plan: 1) Provide a detailed description of how the quality of consultation services is evaluated. 2) Describe management methods to assure prompt quality service and show evidence, which demonstrates the effectiveness of previous mock survey in relation to actual survey performance. 3) Show evidence of timely and accurate report preparation and submission procedures. D) Organizational Structure: 1) List any prior experience performing work for an integrated VA Network. 2) Provide a copy of the offerors organizational chart and location of facilities. E)Implementation Plan: 1) Provide a detailed implementation plan with scheduled dates and the amount of time needed at each site beginning no later than 9/20/00. Also include a contingency plan to ensure that mock surveys occur within the time frames specified in the statement of work. 2) Provide a listing of each consultant for each facility. Proposed pricing shall be submitted per facility per survey phase as follows: Atlanta GA, 1 JOB, Unit Price $___; Augusta GA, 1 JOB, Unit Price$___; Birmingham AL, 1 JOB, Unit Price $___; CAVHCS AL, 1 JOB, Unit Price $___; Charleston SC, 1 JOB, Unit Price $___; Columbia SC, 1 JOB, Unit Price $___; Dublin GA, 1 JOB, Unit Price $___; Tuscaloosa AL, 1 JOB, Unit Price $___; Total Aggregate (All facilities) Price $_____. The following provisions/clauses are applicable to this RFP: FAR 52.212-2; 52.212-3; 52.212-4; 52.212-5, inclusive of 52.203-6, 52.219-4, 52.219-8, 52.219-23, 52.222-21, 52.222-26, 52.222-35, 52.222-36, 52.222-37, 52.232-34. Written proposals must be received by 8/4/00 4:30PM CST and shall be sent to Suzanne L. Jene', Network Contract Specialist, 700 South 19th Street, Birmingham AL 35233 or express mail to 807 20th Street South, Rm 202, Birmingham AL 35205 Posted 07/13/00 (W-SN474545). (0195)

Loren Data Corp. http://www.ld.com (SYN# 0091 20000717\R-0011.SOL)

| R - Professional, Administrative and Management Support Services Index  |  Issue Index |