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FBO DAILY - FEDBIZOPPS ISSUE OF MAY 09, 2018 FBO #6011
DOCUMENT

Q -- Ergonomic Evaluations and training services VA Northern California Health Care System - Attachment

Notice Date

5/7/2018
 

Notice Type

Attachment
 

NAICS

621111 — Offices of Physicians (except Mental Health Specialists)
 

Contracting Office

Department of Veterans Affairs;VA Sierra Pacific Network (VISN 21);VA Northern California HealthCare System;5342 Dudley Blvd, Bldg 209;McClellan CA 95652-2609
 

ZIP Code

95652-2609
 

Solicitation Number

36C26118Q0565
 

Archive Date

7/6/2018
 

Point of Contact

maria.teodoro-tanksley@va.gov
 

E-Mail Address

maria.teodoro@va.gov
(maria.teodoro@va.gov)
 

Small Business Set-Aside

N/A
 

Description

This is a Sources Sought Constitutes Market Research The Department of Veterans Affairs Northern California Health Care System, (VANCHCS), CA is conducting market research to determine if there are sufficient number of qualified vendors to issue a Veteran-owned set aside. In accordance with United States Code Title 38 Section 8127(d), we are seeking vendors in the following categories: Service Disabled Veteran Owned Small Business The responses from this notice will be used to make the appropriate set aside determination. The proposed solicitation will be issued as a Request for Quotation under FAR Parts 12 and 13. The contractor shall provide Ergonomic evaluation and training service for the Veterans Affairs Northern California Health Care System, (VANCHCS). The Performance Work Statement is attached to this notice. Interested contractors should provide a capabilities statement demonstrating their experience providing similar services. The period of performance for this contract will be a base year plus four option years. All interested contractors must respond by email to Maria.Teodoro-Tanksley@va.gov before 1:00 P.M. Pacific Time on 21 May 2018. SDVOSB and VOSB vendors are registered in the Vendor Information Pages (VIP) VetBiZ. DO NOT SEND ANY PROPOSALS at this time. Submitting a capability statement is welcome. DISCLAIMER This SSN is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this notice that is marked as proprietary will be handled accordingly. Responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this Sources Sought Notice. Statement of Work (SOW) VA Northern California Health Care System (VANCHCS) Ergonomic Evaluations and Training A. GENERAL INFORMATION: A.1. Title of Project: Ergonomic Evaluations and Training A.2. Overview: The Contractor shall furnish all labor, supervision, materials, supplies, equipment, transportation, and resources necessary to provide Ergonomic Evaluations and training for employees within the Department of Veterans Affairs Northern California Region (VANCHCS). This will be accomplished with multiple visits to the VANCHCS sites throughout each 1-year period. The services will be rendered at (10) VANCHCS sites: 1 Medical Center, and 9 Outpatient Clinics (OPC). A.2.1 Addresses of the sites are: 1. Sacramento Medical Center 10535 Hospital Way Mather, CA 95655 2. McClellan OPC 5342 Dudley Blvd McClellan, CA 95652 3. Martinez OPC 150 Muir Road, Martinez, CA 94553 4. Fairfield OPC 103 Bodin Circle, Bldg 778 Travis AFB, CA 94535   5. Mare Island OPC 201 Walnut Ave Vallejo, CA 94592 6. Oakland OPC 2221 Martin Luther King Jr. Way Oakland, CA 94612 7. Oakland Behavioral Health Clinic 525 21st Street Oakland, CA 94612 8. Chico OPC 280 Cohasset Road Chico, CA 95926 9. Redding OPC 351 Hartnell Ave Redding, CA 96002 10. Yuba City OPC 425 Plumas Street, Yuba City, CA 95991 A.3 Contract Award Meeting: The contractor shall not commence performance on the tasks in this SOW until the Contracting Officer or designee has conducted a kick-off meeting at the Mather site or has advised the contractor that a kick-off meeting is waived. Travel costs for any meetings and initial visits to the sites will be at the contractor s expense. B. SCOPE OF WORK: B.1 Purpose: The purpose of this contract is to provide Ergonomic Evaluations and training services for each of the listed VANCHCS facilities. The contractor shall visit the VANCHCS sites and perform evaluations of individual work stations and training services in accordance with State, Federal, VHA directives and NCHCS policies. The period of performance is for one year with four option years for renewal. It is estimated that there will be a minimum of 250 assessments per year. All recommended ergonomic equipment must meet quality standards, be listed on the GSA Catalog, and meet all required government purchase agreements. Prior authorization is required from the Contracting Officer (CO) or Designee before any work is to be initiated under this contract. B.2. Schedule/Work Hours: Contractor will need to schedule travel to the listed facilities throughout the year. The Contractor must be able to respond to Ergonomic Evaluations and training requests at any of the sites within 4 weeks of when orders are received. No work shall take place on Federal holidays, weekends, or outside of normal business hours, Monday to Friday and 8:00AM 4:30PM, unless specified in the order. The Contractor will travel to either the Mather site or the Martinez once a month to meet with the COR and review upcoming task orders and performance issues. The Contractor s cost for these meetings will be incorporated into the overall bid pricing. B.3. Site Point-Of-Contact (POC): The COR will provide a monthly roster of employees requesting an Ergonomic Assessment by site and service upon award of the contract. B.4. Site Visits: Work is based on the number of site visits and the number of employees receiving an Ergonomic Workstation Evaluation. A site visit will last until all the scheduled employees have received their ergonomic workstation assessment, or when released by the COR. The Contractor will be expected to perform group Ergonomic Evaluations and training by site to prevent repeat of monthly site visits and minimize travel expenses. Site visits will be scheduled by the contractor in coordination with the COR for each of the sites listed. A list of employees to receive ergonomic assessments and training shall be supplied to the Contractor by the COR upon award of the contract. The contractor shall coordinate dates and times with the COR to perform monthly ergonomic evaluations. The contractor may also be tasked to contact the employee and their supervisor to schedule dates and times. The contractor must take into consideration that some site visits may need to occur outside of normal business hours in order capture the different shifts that may be utilized at the sites. The Contractor can expect task orders to occur at least monthly. There is not a guarantee that the Contractor will be sent to all the sites and to perform ergonomic evaluations of all the affected employees. B.4.1. Estimated number of site visits and VA staff for each facility is as follows: Site Est. Site Emp. Est. Site Visits/Yr Est. *Emp/ Site Visit Mather 80 12 75 McClellan 35 12 30 Martinez 50 12 50 Mare Island 10 6 10 Fairfield 15 12 10 Oakland 15 10 10 Yuba City 5 6 5 Chico 10 6 10 Redding 30 6 30 TOTAL 250 82 N/A *Note- The number of employees requesting ergonomic evaluations may increase by 5-10%. C. CONTRACTOR PERSONNEL C.1 Contractor Qualifications: Contractor shall demonstrate that they have at least 5 years of experience as an industrial safety or hygiene specialist, industrial ergonomist or human factors work demonstrating professional or technical experience in identifying, evaluating, and controlling ergonomic hazards in work places, and developing, evaluating, and implementing occupational ergonomic programs. A Master s Degree in Ergonomics or a closely related field with specialization in ergonomics or human factors, including anatomy, biomechanics, industrial engineering, kinesiology, medicine, occupational health, physical anthropology, physical education, physiology, or systems engineering may be substituted for up to two years of the required experience providing this type of service. The ergonomic contractor will require certification by a nationally recognized ergonomics, human factors, or occupational safety and health board. References from at least 5 other clients shall be provided. Each reference will include company name, address, contact name and telephone number and a brief description of services and length of service. The contract manager and technician supervisor must also demonstrate at least 5 years of applicable experience. Resumes shall be provided with the proposal. Any changes to personnel after award of the contract must be approved by the COR. Due to the need to be able to respond promptly for site visits and meetings with the COR, the contractor should be located within 200 miles of Mather, California. C.1.a Any sub-contractor included in the bid shall be approved at the discretion of the Contracting Officer and the COR. They are subject to the same qualification requirements. Any change to a sub-contractor or its personnel must be approved by the COR. C.2. Technician Qualifications: Contractor shall provide highly qualified trained staff to conduct ergonomic workplace evaluations and provide a written report of findings, actions taken, and recommendations. The staff must be competent and have the training and experience necessary to conduct workplace ergonomic evaluation protocol in compliance with current state, federal regulations, and VHA Directives/Policies. The technician must have the ability and capacity to perform at least 1 ergonomic assessment per hour. A resume of each technician that demonstrates their training, specific ergonomic assessment ability, years of experience, and the number of workplace ergonomic assessments per hour they can perform shall be provided with the bid. Any changes to personnel after award of the contract must be approved by the COR. C.2.1 Contractor personnel shall present a neat appearance and be easily recognized as the contractor s employees. This may be accomplished by wearing distinctive clothing bearing the name of the company or by wearing appropriate badges that display the company s name. All personnel must have the ability to communicate by cellular telephone with the COR. C.3 Requirements: Contractor services provided shall be in compliance with Federal State and VHA directives and policies. Contractor shall include the following services: C.3.1 Contractor shall provide concise one on one evaluations for each person. The evaluation will identify specific problem areas involving how an employee interacts with the workspace, computers, tools, and furniture that could potentially result in musculoskeletal disorders. Workstation seating, lighting, and glare, computer monitors, keyboards, work surfaces, and work practices are all evaluated. Adjustments of equipment and furniture should be made immediately during the evaluation process. Minor workstation adjustments that are necessary are made during the evaluation whenever possible. C.3.2 Some jobs do not involve the employee sitting at a fixed computer workstation to perform their daily tasks. This does not, however, eliminate the possibility of a repetitive motion injury. Warehouse operations, maintenance personnel, and housekeeping staff are some types of similar exposure groups that may require ergonomic analysis of individual and groups of job tasks. These ergonomic assessments will need to be conducted on a case by case basis to properly assess ergonomic risks. C.3.3 Contractor shall provide one- on one consultation and training to the employee on proper posture, ergonomic best practices, and ergonomic risk factors including tips, exercises, and behavior modifications to prevent and / or reduce further injury or reduce pain. Following each training, the contractor will be available to aid individual staff with set up and adjustments to their own workstations. C.3.4 Contractor will provide all supplies and equipment to conduct the ergonomic assessment that have been approved by the COR. C.3.5 Contractor shall communicate with Contracting Officer s Representative (COR) at least monthly by phone or email to discuss progress, performance, and improvement possibilities D. SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES D.1 Description of Tasks and Associated Deliverables: The contractor shall provide the specific deliverables described below within the performance period stated in Section B.4 of this SOW. If for any reason any deliverable cannot be delivered within the scheduled time frame, the contractor is required to explain why in writing to the Contracting Officer, including a firm commitment of when the work shall be completed. This notice to the Contracting Officer shall cite the reasons for the delay, and the impact on the overall project. The Contracting Officer will then review the facts and issue a response in accordance with applicable regulations. D.1.1 Task One: Contractor shall conduct Ergonomic Work Stations evaluations and ergonomic training for each of the sites listed in section B.4.1 of this document. This shall include enough dates and times to provide training and Ergonomic Work Station evaluations for all personnel identified. The list of employees shall be provided to the Contractor by the COR taking into consideration shift work at some of the sites. D.1.2 Deliverable One: Contractor shall provide the Ergonomic written reports in unrestricted Microsoft Word Format for each person evaluated. The Written reports must include: Date of the evaluation, name of individual being evaluated, site location building, and room number where the evaluation took place. Information on observations and discussions with the person being evaluated, including if any, metrics, risk factors, pain, and discomfort levels. Findings and recommendations including adjustments and suggestions for improving efficiency, safety, and work habit corrections. Recommend cost -effective ergonomic products equivalent in quality and price to those found in the GSA catalog. All recommended ergonomic equipment must meet quality standards equal or equivalent to the ergonomic equipment listed on the GSA Data Base, and meet all required government purchase agreements Description and photograph of current work station pre- and post assessment configuration. D.1.3 Deliverable Two: Contractor shall submit a monthly invoice listing each individual evaluated, date, and the site visited as separate line items. E. EVALUATED OPTIONAL TASKS AND ASSOCIATED DELIVERABLES Contractor shall provide an email to the COR and/or VANCHCS Industrial Hygienist / Ergonomic Program Manager at least monthly to update progress of workplace ergonomic assessments. SCHEDULE FOR DELIVERABLES If for any reason any deliverable cannot be delivered within the scheduled time frame, the contractor is required to explain why in writing to the Contracting Officer, including a firm commitment of when the work shall be completed. This notice to the Contracting Officer shall cite the reasons for the delay, and the impact on the overall project. The Contracting Officer will then review the facts and issue a response in accordance with applicable regulations. G. CHANGES TO STATEMENT OF WORK Any changes to this SOW shall be authorized and approved only through written correspondence from the Contracting Officer. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the Contracting Officer shall be borne by the contractor. H. REPORTING REQUIREMENTS The contractor shall provide the COR a monthly progress report that summarizes the site visit locations, dates, number of employees per site visit, problems and any opportunities for improvement. The report can be an email to the COR. I. TRAVEL Travel may be needed for the contract kick-off and closing meetings. All travel expenses for these meetings and for the site visits are included and are not separate line items and are the contractor s expense. J. TIME AND DURATION J.1 The contract shall be re-evaluated annually. Contractor will work closely with the COR and/or VANCHCS Industrial Hygienist Ergonomic Program Manager in developing a schedule for all employees requiring ergonomic evaluations. Contractor will work closely coordinating with the COR and/or VANCHCS Industrial Hygienist to ensure that the schedule is dynamic enough to optimize results. J.2 Contractor shall provide: J.2.1 Ergonomic assessments at flexible times to accommodate all three working shifts at Mather and Martinez sites. J.2.2 Contractor will need to travel to each facility as stated in section A.2.1. J.2.3 In-Service (suit-case) ergonomic training and assessment to each department's location so that employees do not have to leave their work areas. J.2.4 Perform up to 1 ergonomic and training per hour for staff at all sites listed in section B.4.1-this includes documentation and administrative tasks. K SAFETY K.1 All services shall be conducted in a manner, which are safe for employees and all occupants on the facility premises. L. PERIOD OF PERFORMANCE L.1 Base year plus four option years. L.2. VA Observed Federal Holidays: New Year s Day Martin Luther King Jr. Holiday Presidents Day Memorial Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day Any other day designated by the President of the United States as a Federal Holiday. When a holiday falls on a Sunday, the following Monday will be observed as the legal holiday. When a holiday falls on a Saturday, the preceding Friday is observed as the legal holiday. M QUALITY ASSURANCE SURVEILLANCE PLAN (QASP) M.1 The Government will monitor the contractor s performance using a QASP. The Contracting Officer s Representative (COR) and the Contractor will coordinate and agree upon a QASP inspection plan within 30 days after the contract effective date. N FEE SCHEDULE N.1 Contractor shall only invoice for ergonomic evaluations at site visits. Not hourly based. O. GOVERNMENT RESPONSIBILITIES O.1 Provide names of employees to receive ergonomic assessments, sorted by location, supervisor, and shift. O.2. Provide Contractor with employee point of contact information. P CONFIDENTIALITY AND NONDISCLOSURE P.1 It is agreed that: P.1.1 The preliminary and final deliverables and all associated working papers, and other material deemed relevant by VA which has been generated by the contractor in the performance of this task order are the exclusive property of the U.S. Government and shall be submitted to the Contracting Officer at the conclusion of the task order. P.1.2 The Contracting Officer will be the sole authorized official to release verbally or in writing, any data, deliverables, or any other written or printed materials pertaining to this task order. No information shall be released by the contractor. Any request for information relating to this task order presented to the contractor shall be submitted to the Contracting Officer for response. P.1.3 Press releases, marketing material or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the Contracting Officer. Q. RECORDS MANAGEMENT LANGUAGE -Records Management Language for Contracts Required Q.1 The following standard items relate to records generated in executing the contract and should be included in a typical Electronic Information Systems (EIS) procurement contract: Q.1.1 Citations to pertinent laws, codes, and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228. Q.1.2 Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Q.1.3 Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records. Q.1.4 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 by the Freedom of Information Act. Q.1.5 Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract. Q.1.6 The Government Agency owns the rights to all data/records produced as part of this contract. Q.1.7 The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data. Q.1.8 Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.]. Q.1.9 No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules. Q.1.10 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, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information. Attachment A Schedule of Deliverables Task Item Quantity Delivery Date Task One Ergonomic Evaluation /Training 1 each Sep - Sep Deliverable # Item Quantity Delivery Date One Each of the ergonomic evaluations will be a separate deliverable. Contractor shall provide completed evaluations to COR. (See Section D.1.2) 1 per person evaluated Within 14 business days after receiving names of employees to receive ergonomic assessments. Two Contractor shall provide monthly invoices. (See section D1.3.) 1 per month 14 business days upon completion of all scheduled evaluations.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/VANCHCS/VANCHCS/36C26118Q0565/listing.html)
 

Document(s)

Attachment
 

File Name: 36C26118Q0565 36C26118Q0565.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4283644&FileName=36C26118Q0565-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4283644&FileName=36C26118Q0565-000.docx

 

Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
 

Record

SN04913031-W 20180509/180507230706-ec368e92f2d3fde58c34d7296f87c74a (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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