Sources Sought: The purpose of this Sources Sought Announcement is to conduct market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Service-Disabled Veteran Owned Small Businesses (SDVOSB s), Veteran Owned Small Businesses (VOSB s), Small Business Manufacturers, and other Small Businesses interested and capable of providing items as requested. The intended contract type for this procurement will be a Firm-Fixed Price contract. An SBA Non-Manufacturer Rule Waiver will not apply if this requirement is set-aside for small business. It does apply to all other socioeconomic small business categories. The Department of Veterans Affairs, NCO20 is looking for a certified Mindfulness-Based Stress Reduction Education (MBSR) instructor to teach our Mindfulness-Based Stress Reduction intervention for a research study in support of VA Puget Sound Health Care system. Salient Characteristics: Contract Title: IMPROVE: Research Study - Mindfulness Based Stress-Reduction Instructor 1. Background. We need a certified MBSR Teacher to teach our Mindfulness-Based Stress Reduction Education interventions for our research study titled, IMPROVE. We were recently directed by fiscal that a contract is now required for our teacher as this work is ongoing; this teacher was previously paid by purchase card orders. 2. Scope. The scope of this requirement pertains to once research study, IMPROVE, funded by RR&D. This study is conducted only at VA Puget Sound. 3. Specific Tasks: The MBSR teacher will teach three Veteran education groups a year; each group meets weekly for 2 hours, for 8 consecutive weeks. This means that every group adds up to 16 hours of teaching, for a total of 48 hours a year. All classes will be taught remotely using the VVC video platform. These groups will continue until the end of 2024, resulting in a total of 3 groups in 2023, and up to 3 groups in 2024 to complete the study= up to 6 groups under this contract. 4. The teacher needs to have a personal computer with a webcam, and a stable internet connection. The teacher needs to have a quiet, private, HIPAA compliant space to conduct these classes. The teacher also needs to follow the curriculum for the series, as well as record the session for fidelity purposes. The teacher will need to keep track of attendance and report attendance to study staff via phone every day after class. The teacher needs to be authorized by VA Puget Sound R&D to participate in research, including having a current PIV badge, up to date CITI training, and up to date TMS Privacy and HIPAA Training (VA Item 10203 in TMS) and TMS Privacy and Information Security Awareness and Rules of Behavior (VA item 10176 in TMS) training. The teacher needs to always follow HIPAA guidelines and protect Veterans confidentiality and data security. 5. Task 1: Schedule MBSR Veteran education groups in collaboration with VA research staff member Meghan Storms. Groups will take place Monday to Friday, 9-4pm, for a 2-hour block. Specific day and time are up to the mutual goodness of fit of schedule of both the service provider and Meghan Storms. Groups will meet on the same day and time for an 8-week series. Up to 3 groups will be scheduled for 2023, and up to 3 will be scheduled for 2024, as needed. 5.1 Task 2: Conduct MBSR Veteran education groups as scheduled. Attend all 2 hours of sessions. Perform these groups remotely through the VA s VVC video platform. Record each session on the provided Philips DPM 8000 digital recorder. The recorder will be always kept in a securely locked cabinet in the service provider s securely locked office. The recorder will not leave this office at any time; Meghan Storms will drive to service provider s office, retrieve recorder, upload recordings to her VA provided laptop, and delete recordings off digital recorder. This data will not travel at any time. This recording procedure is previously approved by VA ISO, VA Privacy Officer, and VA Puget Sound local IRB. 5.2 Task 3: After each session of the 8-week series, call staff member Meghan Storms and report attendance. 5.3 Task 4: Annually, complete TMS trainings. Complete CITI training every 3 years. Renew VA PIV badge as needed. Comply with all other VA R&D requirements. 5.1.2 Subtask 2: - Contract Management. The service provider will verbally or email report to and or work with Meghan Storms at a minimum of forty times related to each of the four tasks described in 5.1. The service provider will report to Meghan Storms if there are any concerns or expected absences at any time. Scheduled absences must be reported 6 weeks in advance. Emergency absences require a minimum of 24 hours advanced notice. The service provider will deliver attendance to Meghan Storms by close of business day following the delivery of a Veteran education group session. Deliverables: minimum of 4 MBSR patient education groups, or 64 hours, will be delivered to Veterans. 6. Performance Monitoring All group sessions will be recorded by the service provider using the provided digital recorder; a member of the IMPROVE research study will listen to a randomly selected 20% sample of these recordings. The service provider will be provided the rubrics for scoring these sessions; sessions need to achieve a rating of good or above. The service provider will be notified if sessions do not rise to this level, and a discussion with Meghan Storms will be required to correct any concerns. No more than 10% of total scored sessions may fall below a rating of good. In addition, this rubric will contain a list of prohibited behaviors, and if any of these are noted by staff to occur in the recording, the service provider will be informed and required to discuss with Meghan Storms. No more than 5 prohibited behaviors can occur. 7. Security Requirements Contractor personnel will require access to sensitive Veteran data for this contract. As such, the contractor will be required to pass a background check, go through a security check by the Information Security Officer (ISO), and take all required classes. This position also requires completing all R&D requirements set forth by R&D admin staff. The contractor will be required to obtain a PIV badge in accordance with the requirements of FAR clause 52.204-9. The contractor shall always wear badges while in the facility and while leading VVC video groups remotely. 8. Risk Control This contract requires direct contact with Veteran patients, and discussion of potentially sensitive health information, therefore this service provider must follow the Veteran crisis safety plan provided by Meghan Storms. This VA IRB approved plan requires that all Veterans who express distress be screened for risk of imminent self-harm, and then that Meghan Storms be immediately notified. Service provider will maintain confidentiality of any health information shared in group sessions. 9. Place of Performance. All services for this contract will be performed at the service provider s place of business. This contract does not require any in person duties at any VA facility. 10. Period of Performance. March 1st, 2023, through September 30, 2023. With options for additional groups to be taught through September 1, 2023. 11. Delivery Schedule. SOW Task# Deliverable Title Format Number Calendar Days After CO Start 1 Schedule MBSR groups Email 1 Within 1 week of 1st day 2 Conduct MBSR group sessions VVC video platform 8 Within 11 weeks of 1st day 3 Conduct MBSR group sessions VVC video platform 8 Within 30 weeks of 1st day 4 Conduct MBSR group sessions VVC video platform 8 Within 60 weeks of 1st day * Standard Distribution: 1 copy of the transmittal letter without the deliverable to the Contracting Officer shall be Emailed. 1st day * Standard Distribution: 1 copy of the transmittal letter without the deliverable to the Contracting Officer shall be emailed. Potential contractors shall provide, at a minimum, the following information to jeffrey.kelley1@va.gov: Company name, address, and point of contact, phone number, e-mail address, and SAM UEI; whether services are presently offered on a current GSA Federal Supply Schedule contract. Please identify your company s size in comparison to the anticipated North American Industry Classification System (NAICS) code 339112 SURGICAL AND MEDICAL INSTRUMENT MANUFACTURING. To be considered a small business your company must have size standard as fewer than 1,000 employees. 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 Small Business Manufacturers [ ] yes [ ] no All other Small Business (SB) [ ] yes [ ] no Other than Small Business 3) 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). Any Offeror must complete their business Online Representations and Certifications Application in the System for Award Management (SAM) for consideration. 4) Any Service-Disabled Veteran Owned Businesses or Veteran Owned Businesses who respond to a solicitation on this project must be registered with the Department of Veterans Affairs Center for Veterans Enterprise VetBiz Registry located at SBA.gov 5) Only authorized representatives/providers of the manufacturer will be considered. Equipment must be new, no used or refurbished equipment accepted. Please provide a proof of authorized dealer or reseller letter from manufacturer. 6) This is a brand name or equal requirement. As such, the salient characteristics reflect the physical, functional, or performance characteristics that equal products must meet to satisfy the Government s needs. To be considered for any potential solicitation, offers of equal products, including equal products of the brand name manufacturer, must: (a) Meet the salient physical, functional, or performance characteristic specified in this Sources Sought; clearly identify the item by Brand name, if any and make/model number. (b) Include descriptive literature such as illustrations, drawings, or a clear reference to descriptive data or information available that identifies that the equal item meets or exceeds the salient characteristics required by the Government. 7) No gray market or remanufactured items will be acceptable. Vendor shall be an Original Equipment Manufacturer (OEM), authorized dealer, authorized distributor, or authorized reseller for the proposed equipment/system, verified by an authorization letter or other documents from the OEM. Responses are due by 05/26/2023 4:30 PM PST, to the Point of Contact. Point of Contact: Jeffrey Kelley Contract Specialist jeffrey.kelley1@va.gov
