R420--ANCC Magent Recognition Program for Portland VAMC

Notice of Sources Sought The purpose of this Sources Sought Announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Service-Disabled Veteran Owned Small Businesses (SDVOSB), Veteran Owned Small Businesses (VOSB), Women Owned Small Businesses (WOSB) and Small Businesses interested and capable of providing the services requested, as well as any large businesses. The results from this source sought notice will be used to determine the appropriate set-aside. The intended contract is a firm-fixed price service contract. The SBA Non-Manufacturer Rule is not applicable as the intended contract is for services. The Department of Veterans Affairs, NCO20 is looking for authorized service providers of American Nurses Credentialing Center (ANCC) of the following requirement: The Magnet® Recognition credential for Portland VA Medical Center. Statement of Work: Background & Objectives VAPORHCS is currently seeking Magnet® Recognition through the American Nurses Credentialing Center (ANCC). ANCC is the governing body that recognizes health care organizations for their work in quality patient care, nursing excellence and innovation in professional nursing practices. The Magnet® credential is recognition of a healthcare organization s attainment of superior excellence in nursing. It is also a rewarding and valuable experience for an organization seeking focus and direction to achieve nursing excellence. The process is thorough and comprehensive, involving widespread participation by the applicant organization s nurses and other members of the healthcare team. It is a revealing self-evaluation, creating opportunities for the entire organization to work collaboratively, enhance individual professional development and growth, and strategically support a work environment that is proactive and deliberate in the delivery of safe patient care. Sole Source Justification Determination of Sole Source: The ANCC owns exclusive rights and is the only accreditation body for Magnet® recognition. They are the sole source for the Magnet® Recognition Program. Phases of the Magnet® Appraisal Process: Application Submission of written documentation Site visit Decision by Commission on Magnet® Recognition (COM) ANCC Magnet Fee Schedule (FY27 FY30) Period of Performance Contract Year Fee Type Fee Amount Due Date FY27 - 10/1/2026-9/3/2027 Base Year Year 1 - Annual Fee 11/30/2026 FY28 - 10/1/2027-9/3/2028 Option Year 1 Year 2 - Annual Fee 11/30/2027 FY29 - 10/1/2028-9/3/2029 Option Year 2 Year 3 - Annual Fee 11/30/2028 Application Fee FY30 - 10/1/2029-9/3/2030 Option Year 3 Appraisal Fees 11/30/2029 Total: Additional fees: Meals and incidental expenses (M&IE) per diem rates for site/virtual visit. Scope The contractor shall: Virtually review the documents VAPORHCS submitted for Magnet® designation/re-designation. Determine if the written documentation meets the required threshold. Once determination is made a site visit will be arranged to validate, verify, and amplify compliance and enculturation of the Magnet® components. Negotiate with VAPORHCS to determine site/virtual visit dates with the Magnet® appraiser team. The site visit will be conducted within six to twelve weeks following notification. ANCC must collaborate with VAPORHCS to determine hotel stay, travel, and per diem for Magnet® appraisal team. Verify, amplify, and clarify the content of the applicant s written documentation during the 3-day onsite/virtual visit with actions that include: Meetings with large and small groups and visits to the units and other areas where nurses work. Visits with members of the community and area schools of nursing. Review of nurse-sensitive indicators, nurse and patient satisfaction data, and advocacy department files reflecting reports related to nurses and nursing. Prepare a final report for the Commission on Magnet® Recognition (COM), including a summary of the written documentation review and site visit findings. Requirement Appraisal and Documentation Review in the designation submission year. Review written documentation submitted by VAPORHCS The average time for reviewing written documents, or request for and review of additional documents, is approximately four months. If additional documentation is requested, the organization has up to sixty business days to produce the documents. On-Site Visit for Magnet® Team in (Insert anticipated site visit year, roughly 6 months after document submission). Verify, amplify, and clarify the content of the applicant s written documentation during 3-day onsite visit with actions that include: Meetings with large and small groups and visits to the units and other areas where nurses work. Visits with members of the community and area schools of nursing. Review of current budget, nurse-sensitive indicators, nurse and patient satisfaction data, and advocacy department files reflecting reports related to nurses and nursing. The site visit is scheduled for six to twelve weeks after notification Deliverables The contractor shall: review VAPORHCS submitted documents and request for redesignation review the appraiser reports vote on the achievement of Magnet® expectations notify the VAPORHCS by contacting the Associate Director of Patient Care services via email of the outcome of the Magnet® process invoice appraiser fees; not to exceed the government per diem rates in the year costs are incurred RECORDS MANAGEMENT OBLIGATIONS A.  Applicability This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.   B.  Definitions Federal record as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.   The term Federal record: includes VA records.  does not include personal materials. applies to records created, received, or maintained by Contractors pursuant to their VA contract. may include deliverables and documentation associated with deliverables. C.  Requirements Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.  In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.  In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.  VA and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of VA or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to VA. The agency must report promptly to NARA in accordance with 36 CFR 1230. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to VA control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4). The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and VA guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VA policy.  The Contractor shall not create or maintain any records containing any non-public VA information that are not specifically tied to or authorized by the contract.  The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.  The VA owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which VA shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20. Training.  All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VA-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.  Required Information in Your Response to Sources Sought: In order to be considered a valid source that can impact the set-aside determination of a possible future solicitation, potential contractors shall provide, at a minimum, the following information to peter.park2@va.gov by below response deadline: 1) Company name, address, and point of contact, phone number, e-mail address, and UEI. 2) Please identify your company s size in comparison to the anticipated North American Industry Classification System (NAICS) code 813920 Professional Organizations. To be considered a small business your company must have less than 23.5 million dollars in average annual receipts. This notice is to determine the marketplace for this specific requirement. Please check one of the following: [ ] yes [ ] no Service Disabled Veteran Owned Small Business (SDVOSB) [ ] yes [ ] no Veteran Owned Small Business (VOSB) [ ] yes [ ] no Women Owned Small Business (WOSB) [ ] yes [ ] no HUBZone [ ] yes [ ] no Small Business Manufacturers [ ] yes [ ] no All other Small Business (SB) [ ] yes [ ] no Other than Small Business 3) Any socioeconomic business must have a SBA certification at https://search.certifications.sba.gov/. 4) Only authorized service representatives/providers of ANCC will be considered. Please provide a proof of authorized service provider letter from ANCC that you can provide this credentialing service on their behalf. 5) Please provide a courtesy quote (See SOW) in response to this request to evaluate price reasonableness for any set-aside determination. 6) Capabilities Statement addressing the requirements in the Statement of Work to include: References for similar services currently being provided or previously provided at the required service levels as outlined in the Statement of Work. The Government is not obligated to nor will it pay for or reimburse any costs associated with responding to this sources sought notice. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. Notice to Potential Offerors: All Offerors who provide goods or services to the United States Federal Government must be registered in the System Award Management (SAM located on the web at www.sam.gov). It is desirable that any Offeror to have completed their business Online Representations and Certifications Application in the System for Award Management (SAM). Service Address: Portland VA Medical Center 3710 SW US Veterans Hospital Rd Portland, OR 97239 Point of Contact: Peter Park Contracting Officer peter.park2@va.gov Response Deadline: 08/17/2023 by 3:00pm Pacific Time