FBO Notice Date 10/18/18
BIDS Reference Number 310
Document Type: Sources Sought
Education & Training Services

Department of Veterans Affairs, Clarksburg VAMC, Department of Veterans Affairs Medical Center, 26301-4199

U -- Women's Health Mini Residency SOL 36C24519Q0023 DUE 110118Ryan MullinsContracting Officer

Page 5 of 5Veterans Health Affairs, Network Contracting Office 5, is issuing this sources sought notice in order to identify sources that have the resources and capabilities to provide GTAs and clinical examination facilities to support the annual conduct of two Women s Health Mini Residency (WHMR) programs.SERVICES REQUIRED

VHA Clinical Examination Facility Support. The Contractor shall provide VHA a single facility / building for support of two VHA WHMRs in the base year and each year, one (1) through four (4). 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 upon implementation of task orders.

Clinical Examination Facility Rooms and Location. In the base year, the Contractor shall provide one (1) Pre-Examination Briefing Room, (1) Post-Examination Briefing Room, 10 to 12 Clinical Examination Rooms, and one (1) General Purpose Meeting Room able to hold up to 20 people seated, all at a location that is not more than a 30-minute drive by bus from a conference facility site that is located not more than 45 minutes away from a major airport for each WHMR. Number of examination rooms for years one (1) through four (4) will be provided upon implementation of task orders. Traditionally for each VHA WHRM facilities are required for greater than ten hours on two consecutive days. WHMR staff will have access to the facilities approximately two (2) hours prior to initial GTA examinations on each day.

Pre and Post Examination Briefing Rooms. The Contractor shall provide one (1) Pre-Examination Briefing Room and (1) Post-Examination Briefing Room with furniture in a classroom setting to accommodate up to 36 VHA participants and five (5)VHA instructors per session, for four (4) sessions per day. The room shall:

Have audio capability allowing VHA participants to hear the pre-examination briefing without the briefer raising his/her voice above a normal talking level;Have water at a table in the rear of the briefing room sufficient for 120 people each day, both days, both rooms; andHave ready access to restroom facilities within a three (3) minute walk at a normal pace from the Pre-Examination Briefing Room.

Clinical Examination Rooms. The Contractor shall provide 10 to 12 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) hand held mirror;One (1) light source and sheath for the light source;One (1) Goose Neck light (i.e., external exam light);One (1) supply cart per examination room of sufficient size and utility to holdnecessary medical / related equipment and supplies used in conduct of the clinical pelvic and breast exams.GTA patient gowns and linensLarge cotton swabsLubricant individually packagedChucksDrapesGloves non- latexKleenSpec Vaginal Specula 59000 small, 59001 med, 59004 largeDisposable vaginal specula cordless illuminatorsWelch Allyn KleenSpec disposable specula sheathsBaby wipesWet prep vialsPap test collection spatula (compatible with wet prep collection)Pap test brushMobile blood pressure cuff (electronically operated is preferred)Thermometer, andStethoscope

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 datesand times for years one (1) through four (4) will be provided upon implementation of task orders.

Examination Facility Contractor Personnel Support. The contractor shall provide an escort for the training days of each WHMR to meet the arriving buses carrying VHA participants and escort the VHA participants to the Pre-Briefing Room, aswell as escort the same participants from the Pre-Briefing Room back to the buspick-up area, when all GTA exams are completed. 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 upon implementation of task orders.

Gynecologic Teaching Associates. The Contractor shall provide GTAs at each WHMR in order for VHA participants to conduct assessments/histories and both pelvicand breast examinations. Dates and times for the base year will be decided uponcontract award and dates and times for options one (1) through four (4) will beprovided upon implementation of task orders.

GTA Quantity Required. GTA requirements may vary depending on training need. For each WHMR there are proposed 4 sequential sessions each day. The Contractor shall provide sufficient GTAs (to include alternates) for the VHA participants to conduct assessments/histories and examinations.

Provider Only Session - includes four (4) groups of up to 36 providers (four (4) groups for WHMR with a maximum of three (3) providers per room). Thus, up to 12 rooms will be needed. These providers will each perform one (1) complete pelvic and breast examination to include speculum examination, bimanual examination,and mock Pap test and / or mock sexually transmitted infection sample collection for an estimated 144 exams/day for a two-day training The Contractor shallensure sufficient GTAs (including alternates) to conduct approximately 288 exams for the two-day training.

Provider Nurse Pair Sessions - includes four (4) groups of up to 12 to 18 providers and 12 to 18 nurses. This session will be broken into two phases. For Phase one (1): the nurses will interact with the GTAs (up to two (2) nurses per GTA) for patient assessment and examination preparation. The providers (up to two(2) providers per GTA) will perform one complete pelvic and breast examination with the nurse assisting. For phase two (2), GTAs will interact with a provider-nurse pair (one (1) pair per GTA) to conduct a brief history and complete pelvic and breast examination with mock Pap test and/or mock sexually transmittedinfection sample collection for an estimated 48 to 72 GTA exams/day for a two-day training. The Contractor shall ensure sufficient GTAs (including alternates to conduct approximately 96 to 144 exams for the two-day training.

Start and end times may vary depending on training need. Traditionally the GTAsstart the examination sessions at 12:00pm and conclude the examinations at 8:30pm each day for 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 upon implementation of task orders.

Sanitation. The Contactor shall be responsible for the personal sanitation needs of the GTAs, (e.g., sheets, gowns, soap, towels, face cloths, hair dryers, removal of biohazard and other trash items, cleaning of rooms, etc.) as required by the Contractor s employment agreements with the GTAs.

Instruction and Examinations.

Following an introduction to the sessions by VHA staff, the Contractor shall provide a brief overview in the Pre-Examination Briefing Room to each group of theparticipants prior to them beginning the examinations.

For the four sessions of up to 36 providers, the GTAs shall be provided with Government Furnished Equipment (GFE) that includes a VHA-provided checklist of appropriate language/communication skills, appropriate skills, and proper techniqueto perform a breast examination, and pelvic examination to include speculum, bimanual examination, and 'mock' Pap test and/or mock sexually transmitted infection sample collection.

For the nurse-only portion of Phase one (1) of the provider-nurse pair sessions, the GTAs shall be provided with GFE that consist of a VHA nursing assessment checklist and room set up checklist to guide nurses through the performance of a nursing assessment/history and patient and room preparation.

For the provider-only portion of Phase one (1) of the provider-nurse pair sessions, the Contractor shall provide GTAs with a VHA-provided checklist of appropriate language/communication, appropriate skills, and proper technique to perform a breast examination, and pelvic examination to include speculum, bimanual examination, and 'mock' Pap test and/or mock sexually transmitted infection sample collection.

For Phase two (2) of the provider-nurse pair sessions, the GTAs shall use a VHA-provided checklist [that includes specific elements for provider and nurse] of appropriate language/communication skills, appropriate skills, and proper technique to perform a breast examination, and pelvic examination to include speculum examination, bimanual examination, and 'mock' Pap test and/or mock sexually transmitted infection sample collection].The GTAs shall instruct each participant (in individual examination rooms) about appropriate assessment/history and room set up (for nurses), language/communication skills, and proper technique to perform a breast examination, and pelvic examination to include speculum, bimanual examination, and mock Pap test and/or mock sexually transmitted infection sample collection (for providers and provider-nurse pairs).

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 provide each participant (in individual examination rooms) guidance during the assessment/history, room set up, and examinations based on the VHA approved checklist in a manner that will enhance and not interfere with the training experience.

The GTAs shall provide each participant (in individual examination rooms) with summative, qualitative feedback based on the VHA approved checklists to include appropriate language/communication skills for performance of breast and pelvic examinations.

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 learnedduring 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 Contractor shall provide a sufficient number of GTAs to the Examination Facility, such that each GTA shall provide a maximum of six (6) exams per day.

Health Insurance Portability & Accountability Act (HIPAA). The Contractor shall protect GTA HIPAA data.

GTA Injuries. The Contractor shall be responsible for any injuries 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. The Contractor will participate in at least two teleconference meetings prior to each WHMR, with the VHA for planning purposes to ensure a common understanding of the participant expectations 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 30 days prior to each WHMR. Time and dates for teleconference meetings will be set at the post-award conference.

Confidentiality. The GTA and all participants shall be protected from any portion of the training being recorded (video or audio) without expressed written consent. All facility or personal recording devices must be required to be off atall 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.

Place of Performance. Single examination facility site not more than a 30-minute drive by bus from a conference facility site.

INTERESTED & CAPABLE RESPONSES:NCO 5 is seeking responses from businesses that are interested in this procurement and consider themselves to have the resources and capabilities necessary to provide these products. Please respond with your:Business name, business type, socio-economic status (e.g., Veteran-Owned, Woman-Owned, Disadvantaged Small Business, 8(a), etc.), person of contact (including telephone number & email address), GSA Contract number (if applicable), and DUNSnumber

Capability statement

Responses must be submitted by 1:00 PM (EDT) November 1, 2018. Responses to the information requested above may be submitted via email to ryan.mullins2@va.gov.

This request for sources sought notice is for planning purposes ONLY. The results of this market research will assist in the development of (1) the requirement, and (2) the acquisition strategy (e.g., small business set-aside, full and open competition, etc.). VA assumes no responsibility for any costs incurred associated with the preparation of responses submitted as a result of this notice.

CITE: https://www.fbo.gov/spg/VA/ClVAMC540/ClVAMC540/36C24519Q0023/listing.html