7F20--Vendor Credentialing Services

DESCRIPTION: This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. Solicitation Number 36C25022Q0555 is being issued as a Request for Quote (RFQ) and the intent is to award a firm fixed price for Video Content Management solution educational and interaction support services. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-26. This requirement is under Full & Open Competition for commercial items under the North Atlantic Industrial Classification System (NAICS) 511210. REQUIREMENTS: The Louis Stokes Cleveland Department of Veterans Affairs Medical Center (10701 East Blvd Cleveland, Ohio 44106) is requesting vendor credentialing monitoring services

to ensure credentialing compliance and accountability of the clinical vendors coming into the facility and to manage all foot traffic visitors, employees, and vendors - with a single touchless platform. The contract will be a base year with one (1) one-year option period. The base year period of performance would be from 6-1-2022 through 5-31-2023. PROVISIONS AND CLAUSES: This combined synopsis lists one or more clauses by reference with the same force and effect as if they were given in full text (FAR 52.252-2). The provisions at FAR 52.212-1, Instructions to Offerors-Commercial Items, apply to this acquisition with the following addendum to the provisions of the standard provisions. In accordance with Federal Acquisition Regulation FAR 52.212-2 Evaluation-Commercial Items all offers will be considered under Comparative Analysis. The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers. (1) Technical capability. Additionally, any potential offerors quoting a brand equivalent must supply supporting documentation that the product quoted is of equal or greater technical capability matching the specified equipment in features, quality, warranty terms, compatibility with existing systems, and functionality to be considered. (2) Price: Quote for each line item, including but not limited to the requirements listed above. NOTE: The Government reserves the right to award without discussions, vendors shall submit the most favorable terms. Small Businesses are encouraged to contract their nearest Procurement Technical Assistance Center (PTAC) if assistance is needed in preparing their quote. The web site address for the location of the nearest PTAC is http://www.sellingtothegovernment.nct. ELECTRONIC INVOICE SUBMISSION: The Department of Veterans Affairs (VA Financial Service Center (FSC) is the designated agency office for invoice receipt in accordance with the Prompt Payment Act (5 CFR part 1315). FSC or its designated representative may contact the vendor to provide specific instructions for electronic submission of invoices. The vendor will be responsible for any associated expenses. FSC may utilize third-party contractors to facilitate invoice processing. Prior to contact by FSC or its designated representative for electronic invoicing submissions, the vendor shall continue to submit all invoices to FSC at the following mailing address: Department of Veterans Affairs, Financial Services Center, and PO Box 149971, Austin, TX 78714-8971. Offerors shall complete FAR 52.212-3 Offerors Representations and Certifications-Commercial Items available for online registration at http://orca.bpn.gov or include a written copy with the quote submitted. The clauses that applies to this solicitation are: 52.203-16 PREVENTING PERSONAL CONFLICTS OF INTEREST 52.204-7 (SAM registration) the successful offeror must be registered with the System Award Management (SAM) to be awarded a contract, you may register easily and quickly on-line at http://www.sam.gov 52.212-4 Contract Terms and Conditions-Commercial Items, applies to this acquisition, to include the following addendum to the clause: ADDENDUM to FAR 52.212-4 CONTRACT TERMS AND CONDITIONS COMMERCIAL ITEMS: Clauses that are incorporated by reference (by Citation Number, Title, and Date), have the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The following clauses are incorporated into 52.212-4 as an addendum to this contract: 52.217-8 OPTION TO EXTEND SERVICES 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT 52.232-18 AVAILABILITY OF FUNDS 52.237-3 CONTINUITY OF SERVICES 52.252-2 CLAUSES INCORPORATED BY REFERENCE FAR Number Title Date 52.204-13 SYSTEM FOR AWARD MANAGEMENT MAINTENANCE OCT 2018 52.204-18 COMMERCIAL AND GOVERNMENT ENTITY CODE MAINTENANCE AUG 2020 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER OCT 2020 VAAR 852.212-70 PROVISIONS AND CLAUSES APPLICABLE TO VA ACQUISITION OF COMMERCIAL ITEMS VAAR 852.237-70 (Contractor Responsibility) 852.2370-4 (Commercial Advertising). (End of Addendum to 52.212-4) 52.212-5, Contract Terms and Conditions Required to Implement Statues or Executive Orders-Commercial Items, applies to this acquisition which shall include the following clauses by reference. Clauses: 52.203-6, 52.217-8, 52.217-9, 52.219-4, 52.219-8, 52.219-23 alt1, 52.222-21, 52.222-26, 52.222-35, 52.222 36, 52.222-37, 52.222-42 Statement of Equivalent Rates for Federal Hires (MAY 2014) (29 U.S.C. 206 and 41 U.S.C. chapter 67): This Statement is for Information Only: It is not a Wage Determination. This is for Instruction Only. The Contractor is responsible for the correct title classification of workers and compliance with all DOL applicable wage and hour laws and assume all related risks. The VA is not responsible for wage determinations and classifications. If you ll be using the occupational titles from the wage determinations for the classification of workers their WG/GS-equivalent rates can be found at this link: https://www.dol.gov/whd/regs/compliance/wage/SCADirV5/Vers5ContentsTable.pdf the WG/GS equivalent rates step-2 hourly rates can be found at this link: https://www.dcpas.osd.mil/BWN/AFWageSchedules/ the GS equivalent rates step-1 hourly rates can be found at this link: https://www.opm.gov/policy-data-oversight/pay-leave/salaries-wages/2019/general-schedule/ 52.225-3 Alternate I. The preceding Federal Acquisition Regulations (FAR) clauses and provisions may be accessed on the Internet at http://www.arnet.gov/far. The preceding Veterans Administration (VAAR) clauses and provisions may be accessed on the Internet at http://www.va.gov/oa&mmlvarr/. To receive credit as a Service Disabled Veteran Owned Small Business, an offeror must be registered and verified in Vendor Information Pages (VIP) database. (http://www.VetBiz.gov) prior to submitting a quote. All questions must be submitted to Roman Savino, Contracting Specialist by e-mail only by May 10th by 3 pm est. All responses to questions that may affect offers will be incorporated into a written amendment to the solicitation. Quotes and accompanying information are due no later than by email by 3 p.m. EST Friday May 20th, 2022. Technical questions and Quotes must be sent by email to roman.savino@va.gov. PERFORMANCE WORK STATEMENT The Cleveland VA Medical Center (VAMC) is requesting vendor credentialing monitoring services to ensure credentialing compliance and accountability of the clinical vendors coming into the facility and to manage all foot traffic visitors, employees, and vendors - with a single touchless platform. Scope. The Cleveland VAMC needs credentialing monitoring services for vendors who want to come into the facility to present a product, have a scheduled meeting with staff, or assist on a case. All vendors must be credentialed to gain access to the facility and must have a vendor badge. The vendor badge is provided to vendors from the Contractor and must always be worn within the facility. Vendors will check in on the QR code provided outside of the facility doors. The VAMC will be alerted that the vendor has checked in and is credentialed. From there, the vendor can proceed to their scheduled appointment or case. If a vendor cold calls the VAMC, this system alerts us to know when they are coming into the facility so that we can meet with them prior to them walking into an operating room or other spaces throughout the facility. The credentialing system will allow us to visibly see at a glance who is credentialed and who is not, and this will help to mitigate risk within the facility. Visitors coming into the facility to see patients will not need to be fully credentialed; however, they will need to check in and obtain a visitor badge. The kiosk will allow visitors to check in with the Police Service to ensure compliance before entering the facility. The kiosk will supply the visitor with a badge that needs to be always worn within the facility. Specific Tasks. The Contractor shall provide vendor credentialing monitoring services for the Cleveland VAMC. The Contractor shall provide vendors a portal in which to register via publicly accessible web domain. After the vendors have uploaded required documentation, the Contractor shall credential the vendor via the vendor portal. The Contractor shall mail up to 500 registered vendors per year a hard badge to wear while at VA facilities and provide unlimited digital vendor badges, with sufficient lead time to permit the vendors access to the VAMC for their intended purposes. Additionally, the Contractor shall email all vendors a digital badge for their use in the event the vendor misplaces their hard badge. The Contractor shall ensure that both the hard badge and digital badge contain the vendor s name, employer, badge activation and expiration dates, and picture. To facilitate vendor and visitor check-ins, the Contractor shall provide 10 check-in stations, 50 instructional signs, 3 stand-alone visitor kiosks, implementation services, support services, and web hosting. The visitor kiosks provided by the Contractor shall be capable of scanning any Government or State issued identification card to automatically check in the visitor. Checking Vendor Compliance The Contractor shall provide a color-coded vendor credentialing monitoring service that VA staff members can use to check vendor credentials in real time. After scanning the vendor s badge, the Contractor shall ensure that the vendor s profile will load with either a green or red background that indicates the following: Green: the user has checked-in and is up to date with their credentials. Red: the user has not requested access to the facility or has pending credentials. The Contractor shall provide the ability to configure notifications to alert VA staff when a vendor with expired or missing credentials attempts to check in to the facility. The Contractor shall monitor the following vendor credentials by category, to include, but not limited to: Surgical Departments (e.g., OR, Cath Lab, EP Lab, GI) - General Liability Insurance - Employer Drug Screen/Criminal Background Check - MMR Vaccine - if born after 1956 - Hepatitis B Booster or Declination form - Annual Influenza Vaccine or Declination Form - Annual Tuberculosis Screening - Varicella Vaccine - Annual HIPAA Training - Annual Blood borne Pathogen Training - Annual OR Protocol Training - Product Competency Training - Vendor/Facility BAA or HIR Policy Agreement - COVID-19 Questionnaire - Any additional questions or documents the VA facility would like to add at a future date Pharmacy, Rehab, Mental Health, and Ancillary Services - General Liability Insurance - Employer Drug Screen/Criminal Background Check - Hepatitis B Booster or Declination Form - Annual Influenza Vaccine or Declination Form - Annual TB screening - Annual HIPAA Training - Product Competency Training - Vendor/Facility BAA or HIR Policy Agreement - Covid-19 Questionnaire - Any additional questions or documents the VA facility would like to add at a future date Facility Contractors/Construction - Background Check - General Liability Insurance - State license/Trade Certificate Verification - Covid-19 Questionnaire - Any additional questions or documents the VA facility would like to add at a future date Visitors - Validate State and/or Government issued ID - Any additional questions or documents the VA facility would like to add at a future date Data Reports In addition to real time in-person verification, the Contractor shall provide a system that can be used to generate compliance reports to indicate vendor status, visit details, and other key information. Implementation Services The Contractor shall implement these services over the course of one business week (Monday-Friday). The Contractor shall ensure at least two (2) representatives will be on-site to conduct all implementation activities. Standard implementation activities that occur during this week include, but are not limited to: - Site Survey - Security Assessment - Check-In Station Installation - Signage Installation - VA User Training - Training will be customized to best fit VA user needs and may consist of a mix of virtual, classroom training, and desk-side, one-on-one training sessions. The Contractor shall collaborate with VA users to determine scheduling and the most effective approach. Support Services and Web Hosting The Contractor shall provide standard system maintenance and software updates, as well as web hosting. The Contractor shall provide technical support and instructional materials via an online portal. There shall be no limit to the number of VA Northeast Ohio Healthcare System users that can access the online portal. The Contractor shall be responsible for activating initial accounts during the implementation process, to include VA administrator profiles who can grant other VA users access as needed. The Contractor shall also be responsible for creating, maintaining, and de-activating user accounts/profiles on an as needed basis thereafter. PRICING/COST SCHEDULE: BASE YEAR: JUNE 1, 2022, THROUGH MAY 31, 2023 OPTION YEAR ONE: JUNE 1, 2023, THROUGH MAY 31, 2024 CLIN DESCRIPTION COST 0001 Base Year: VENDOR CREDENTIALING MONITORING 1001 Option Year One: VENDOR CREDENTIALING MONITORING Grand Total Cost WAGE DETERMINATION LIST: 2015-4727-REVISION 16