Loren Data's SAM Daily™

FBO DAILY - FEDBIZOPPS ISSUE OF DECEMBER 21, 2018 FBO #6237
SOURCES SOUGHT

U -- Training Within Industry - Job Instruction Training

Notice Date

12/19/2018
 

Notice Type

Synopsis
 

NAICS

611430 — Professional and Management Development Training
 

Contracting Office

Department of Veterans Affairs;Ann Arbor Healthcare System;Network Contracting Office 10;2215 Fuller Road;Ann Arbor MI 48105
 

ZIP Code

48105
 

Solicitation Number

36C25019Q0231
 

Response Due

1/4/2019
 

Archive Date

4/13/2019
 

Point of Contact

734-845-3938
 

Small Business Set-Aside

N/A
 

Description

SOURCES SOUGHT The Department of Veterans Affairs, Network Contracting Office 10, 24 Frank Lloyd Wright Drive, Lobby M, Suite 2200, Ann Arbor, MI 48105, intends to solicit offers for Job Instruction Training with all labor, materials, equipment, supervision, and all necessary resources to meet the requirements below. The Training shall be performed at the John D. Dingell VA Medical Center, 4646 John R Street, Detroit, MI 48201. Contractors that can provide this requirement and meets the requirements below are requested to send their 1. Company Name, 2. DUNS number, 3. Business size under NAICS 611430 and 4. If the item(s) are available on a FSS contract or not and the FSS contract number if it is available on contract, 5. Notification if they are a VETBIZ registered VOSB/SDVOSB, SMALL BUSINESS, WOMEN OWNED SMALL BUSINESS, COMPETETIVE 8 (a), or not. 52.219-14 Limitations on Subcontracting. Services, At least 50 percent of the cost of contract performance incurred for personnel shall be expended for employees of the concern. This is not a solicitation. This is a Request for Information, Sources Sought. Please provide the following information: Submit evidence of the company's qualifications, experience, and achievements to demonstrate ability to perform the objectives in the performance work statement, along with information specific to company's ability to meet the requirements of this Sources Sought Provide a minimum of three (3) examples of past performance relevant to the requirements of this Sources Sought, performed within the last three (3) years. Include a listing of previous job training contracts using the Training Within Industry Method in a Healthcare environment. This Sources Sought will close on 1/4/2019 at 1:00 PM EST. Please e-mail all responses to Thomas.Auten@va.gov. Performance Work Statement Title: Job Instruction Training 1. Overview: The John D. Dingell VA Medical Center, herein referred to as the Detroit VA, and is comprised of a Hospital, Community Based Outpatient Centers (CBOC), Domiciliary and other community service centers. The Detroit VA has a need for a contractor to provide Training Within Industry (TWI) i.e. utilizing training methodology to improve leaders ability to train staff, form better relationships with their staff, and achieve required performance outcomes. Specifically, the contractor shall provide training and assistance to the Detroit VA leadership in a) Developing job instruction sheets (JIS) for a variety of clinical and administrative healthcare processes; b) Observation, evaluation, and the training of leaders on what clinical and administrative processes require JIS; c) The contractor shall instruct and validate that leaders understand how to train employees on the use of JIS to achieve process standardization, and d) The contractor shall certify leadership personnel successfully trained in having the skills of TWI methodology. The contractor shall be required to assess, train, validate and certify the training of TWI methodology for all supervisors and above (approximately 160) within the Detroit VA facility within a one-year performance period. 1.1 Background: Training Within Industry (TWI) is a methodology that was created by the United States Department of War in the early to mid-1940s which was designed to improve methods of job training for individuals who were being enlisted into the military. The use of this methodology teaches leaders to understand staff s abilities to perform the necessary jobs skills, with an emphasis on performing job correctly and safely, improving productivity as quickly as possible, while ensuring process standardization to reduce waste 2. Performance: 2.1 Services Required: The contractor shall provide assessment of current clinical and/or business primary and secondary processes for the identified services, (see addendum A for list of services) training and coach leaders of those services on the Job Instruction (JI) method as a foundation for standardized work including a) observing, assessing, evaluating, and training leaders on what clinical and business processes require JIS; b) assist leaders in developing JIS for primary and secondary processes within the service; c) instruct and validate the leaders understanding of how to train employees on the use of JIS; and d) certify supervisors trained with the skills of TWI methodology regarding job instruction. 2.1.1 Assessment: The contractor shall develop a specific report of their assessment for each service to be delivered to the facility s point of contact and Contracting Officer Representative (COR). The assessment shall include motion studies to reduce waste and achieve lean processes. Assessment shall include, both facility aggregate data as well as data by each service observed. At minimum, the assessment shall list the number of primary and secondary processes observed; determination if the work observed followed a Standard operating procedure (SOP) or a Job Instruction Sheet (JIS); compliance with the SOP/JIS; number of processes that had SOP/JIS; work arounds; time and motion study result if applicable; areas for opportunity to achieve standardization; recommendations on improvements toward standardization; leadership knowledge on creating SOP/JIS per facility standard; leadership ability to observe use of SOP/JIS per TWI standards, etc. 2.1.2 Training: 2.1.2.1 Overall training Requirements - The contractor shall train supervisors and above on Training Within Industry methodology including what are the skills of TWI, how to prepare an employee to learn a particular work task, give proper demonstration, specifically assist the supervisor in writing JIS, identifying the processes that require JIS, skills on how best to communicate to the employee to follow JIS and achieve expected outcome, how to improve employee engagement with JI, how to observe and evaluate ongoing JI employee use so that sustainability of process outcomes are achieved, etc. 2.1.2.1 Assessment and Plan - The contractor, after completing the assessment, shall develop an implementation plan and present this to facility leadership within 30 days of the initial assessment. At a minimum, the implementation plan must include: the didactic learning that is required for the 14 services based on the findings of the assessment; a proposed schedule of how and when learning is to take place, identifying day and hours of monthly onsite education at a minimum, what learning is required for each service based on their individual assessment, how shall validation of the supervisors be conducted post learning; when shall validation be conducted and how; list of options of individualized coaching methods that can be provided to be determined based on post validation of supervisor; deliverables that supervisor shall be able to demonstrate and sustain post learning, validation, and coaching, what requirements are needed by the individual supervisor to receive certification; when shall certification be issued; etc. 2.1.3 Didactic Training - The contractor training shall include didactic training, modeling, and role playing as minimum education techniques; shall provide all labor for training; all materials for training; supplies, travel, and use/lease of any licenses and all other associated expenses to develop, implement and evaluate the JI method. The contractor shall keep track of all employees trained and provide POC and COR with list of those trained within one week of completion of each training session. The Contractor shall incorporate actual work unit processes with the healthcare setting into customized hands-on training for each identified service during the initial training phase. The customized project shall consist of developing job instruction for an identified and agreed upon front line process within a clinical setting. 2.1.4 Validation Training - The contractor shall provide validation of the required training to the supervisors trained in TWI methodology including coaching on how to observe tasks/processes, give proper demonstration on completing JI once observed, proper observation of the employee performing the clinical/business work task, and other coaching to improve skills of supervisor with JI and TWI methodology. Once initial training is complete, workgroups shall work on a customized project to continue to refine the skills and techniques they have learned in the initial training with ongoing coaching from the Contractor.   The Contractor shall evaluate the work unit progress toward the expected completion of the project during subsequent follow up coaching sessions with each work unit individually. 2.1.5 Certification - Upon completion of the training, validation, and coaching, the Contractor shall provide Job Instruction Certification of full knowledge of Training Within Industry methodology specific to Job Instruction to all participants who completed and passed the requirements which shall allow them the ability to train other employees on the JI method. 3. Description of work: 3.1 Design architecture for delivery of Job Instruction training: Contractor shall conduct an assessment and analysis and a calendar for training 14 identified services consisting of approximately 15-30 staff each within 30 days of award of contract. A written Assessment Report shall be due to medical center leadership and COR within four business days after the assessment. The assessment, at a minimum, must include: The methods utilized to complete assessment; A list of services assessed; What the findings of the assessment are with regards to TWI knowledge base specifically JI skills of those observed, both aggregated as a facility and at the individual service level; Specific examples that support the general findings of the assessment; Description of the skill set observed with regards to TWI at the facility level and for each service level; Description of what skills are required to be learned and demonstrated to meet certification based on assessment findings; etc. 3.1.2 The Contractor shall provide the COR and Detroit VA Executive Leadership team with a written and mutually agreed upon customized Implementation Plan at the end of the five-day assessment period based on the Assessment Report. The implementation plan shall include the 14 identified services, a master calendar of the initial JI training, the training objectives, methods, and deliverables. 3.2.1 Initial Job Instruction (JI) Training: Four weeks after the completion of the assessment, the Contractor shall begin conducting week-long training sessions with each of the 14 identified services. A one-week session will include both classroom instructions with didactics and group/one on one coaching. The one-week sessions will take place seven times to accommodate the 14 identified services, (Note: contractor shall need to determine if two identified services can be educated simultaneously or if individualized identified service learning is significantly different, that each group needs its own learning session, then up to 14 week-long sessions may be required. with classroom sizes ranging from 30-40 participants. 3.2.2 Upon successful completion of the week-long training session, the contractor shall issue certification in Job Instruction to each participant. See schedule below for general delivery of a one-week session. 3.2.3 The Contractor shall coach and guide each of the 14 identified services in completing a customized JI project that either directly or indirectly impacts healthcare delivery in the inpatient, outpatient, or procedural setting, following each one-week initial JI training session. 3.2.4 The purpose of the JI project is to enable participants to retain the knowledge and skills that were taught in the initial JI training by the Contractor. The project shall be structured and followed with oversight and accountability within the identified service. Specifically, the project shall include the identification of several dozen jobs or tasks within the agreed upon process; the group shall create Job Instruction documentation and deliver training to other employees in the work area utilizing the Job Instruction products that are created by the participants. Project shall be evaluated and measured by comparing before and after metrics, which must minimally include assessment of the completion by the participants/leaders of the required TWI elements in the Job Instruction document. 3.3.1 Contractor shall perform additional coaching by providing direction on classifying and selecting jobs for instruction and shall also provide one-on-one guidance and coaching with each participant to help them prepare JI practice demonstrations. 3.3.2 Within four weeks after the week-long training session, the Contractor shall return for the first follow-up coaching sessions with each identified service to answer questions and provide guidance and coaching to build confidence and ensure identified service is proficient using the JI method and on pace for completing their JI project. At a minimum, these initial coaching sessions will be 90 minutes in duration. 3.3.3 The second follow up coaching session will occur approximately 8 weeks after the initial JI training to ensure that the project has been completed and the participants have met the requirements to achieve the Job Instruction Certification that shall be provided by the Contractor. 4. Performance Expectations 4.1 Trained VA staff shall know the definition of TWI methodology including Job instruction as evidenced by completion of didactic training course. 4.2 Trained VA staff shall understand how to determine and selection tasks/processes for job instruction within their own service/unit as evidenced by observation and/or assessment by the contractor. 4.3 Trained VA staff shall understand the steps needed to complete a job instruction sheet as evidenced by accurate and completed JIS for primary and/or secondary processes. 4.4 Trained VA staff shall have completed validation training utilizing standardized assessment tool including assessment on having the ability to create job instruction tools for their employees and verified by issue of certification of skills in TWI and JI. 4.5 Trained VA staff shall demonstrate ability to teach other employees TWI methodology and JI as evidenced by demonstration. 4.6 Employees within the trained service/units shall demonstrate standardization of process steps utilizing JI and/or JIS as observed by leader and coached by contractor. 5. PROGRESS REPORTING 5.1 Contractor shall provide to the COR quarterly electronic status reports regarding implementation milestones, progress towards goals, and identified risks if current progress is off targets. 5.2 Contractor shall participate in live briefings with top management to report and receive feedback on progress as requested by the government not to exceed four scheduled sessions within the contract period. 5.3 Contractor shall submit to COR final written summary report to the COR upon conclusion of the project. Addendum A T&L Service Name 601 Nursing Operating Room 309 Sleep Lab 426/427 Diagnostic Radiology 609/271 Emergency Department 291/320 Education/Library 170/171/172 Police and PASS 607 Stepdown 508 Homeless 600 A4N 604 Respiratory Therapy 605/621 Community Living Center 631 C4 Tele Varies Engineering 351 Business Practice - UM EVALUATION CRITERIA PAST PERFORMANCE/EXPERIENCE: The contractor shall have sufficient knowledge of clinical and administrative healthcare processes as evidenced by a minimum of three (3) years of previous observation and training in a hospital setting, to assess if the employees within the service can perform the tasks correctly, safely and consistently according to the process procedures. Contractor must be able to prove previous experience (three (3) years) in providing training in Training Within Industry methodology, including Job Instruction Training for healthcare organizations specifically providing evidence of instruction in a clinical healthcare setting such as an inpatient nursing unit, outpatient clinic, operating room, etc. preferably with a Veteran s Administration hospital. TECHNICAL CAPABILITY: Contractor shall possess all the demonstrated experience and knowledge requirements as delineated above for Training Within Industry methodology and Job Instruction as verified by providing an outline of the training curriculum presented to other healthcare institutions that include training for clinical processes. The contractor shall explain in their proposal that they have an existing tool to validate trained staff on skills of Training Within Industry and JI which has been utilized in previous similar healthcare engagements. How the tool is used must be thoroughly explained to show its effectiveness. The contractor shall demonstrate and explain in their proposal their ability to perform assessments of the use of TWI methodology in Job Instruction, using a standard report, tool, or checklist that has been used in previous engagements like this requirement. An example or sample of this capability shall be provided with the offer. Offeror shall submit evidence of the company's qualifications, experience, and achievements to demonstrate ability to perform the objectives in the performance work statement, along with information specific to company's ability to meet the requirements of this solicitation. This includes a minimum of three (3) examples of past performance relevant to the requirements of this solicitation, performed within the last three (3) years. The offeror shall include a company name, contact name, email address of the contact name, phone number of contact name, type of business, dates of the previous performance contracts and contract/purchase order number. Contractor must be able to show that they have previously provided Training Within Industry Methodology Level 1 Job Instruction Certification which certifies that participants possess the skills of TWI including JI. The contractor must provide evidence that they provide on-going, regularly established Job Instruction education classes with a defined curriculum. This shall be evidenced by producing previous class schedules with syllabus as well as the number of students taught. sample Schedule for TWI Training and Coaching Trainers/coaches can be present one week per month for duration of contract First Month Monday Tuesday Wednesday Thursday Friday 8-noon classroom training area 1 and/or 2 classroom training area 1 and/or 2 classroom training area 1 and/or 2 classroom training area 1 and/or 2 classroom training area 1 and/or 2 1-2:30 pm Observe service 1 observe service 2 Observe service 3 Observe service 4 Observe service 5 2:30 - 4:30pm Observe service 6 Observe service 7 Observe service 8 Observe service 9 Observe service 10 Second Month Monday Tuesday Wednesday Thursday Friday 8-noon classroom training area 3 and/or 4 classroom training area 3 and/or 4 classroom training area 3 and/or 4 classroom training area 3 and/or 4 classroom training area 3 and/or 4 1-2:30 pm Observe area #1 in Gemba Observe area #2 in Gemba Observe service 11 Observe Service 13   2:30 - 4:30pm Coach supervisor/area #1 Coach supervisor/area #2 Observe service 12 Observe Service 14   Third Month Monday Tuesday Wednesday Thursday Friday 8-noon classroom training area 4 and/or 5 classroom training area 4 and/or 5 classroom training area 4 and/or 5 classroom training area 4 and/or 5 classroom training area 4 and/or 5 1-2:30 pm Observe area #3 in Gemba Observe area #4 in Gemba   Re-evaluate/ observe area #1 in Gemba Re-evaluate/ observe area #2 in Gemba 2:30 - 4:30pm Coach supervisor/area #3 Coach supervisor/area #4   2nd Coaching session supervisor/area #1 2nd Coaching session supervisor/area #2 This pattern would continue until all 14 areas receive: 1. didactic training 2. 30-day post training observation and coaching 3. 60-day post training re-observation and second coaching session Note: 1. As per the PWS, some trainings may be only for 1 service. 2. Depending on level of performance for each service area, may be able to shorten classroom training to 3-4 days. 3. It is hoped that vendor could tailor training to the needs of the service. This would be determined based on initial assessment. In doing so, training time and observation time may vary. 4. This is a sample schedule only and should not be misconstrued as required. Vendor can suggest alternate schedules month to month based assessment, observations, and with agreement/discussion with COR and implementation team. NOTE: THIS NOTICE WAS NOT POSTED TO FEDBIZOPPS ON THE DATE INDICATED IN THE NOTICE ITSELF (19-DEC-2018); HOWEVER, IT DID APPEAR IN THE FEDBIZOPPS FTP FEED ON THIS DATE. PLEASE CONTACT 877-472-3779 or fbo.support@gsa.gov REGARDING THIS ISSUE.
 

Web Link

Link To Document
(https://www.fbo.gov/spg/VA/VAAAHCS506/VAAAHCS506/36C25019Q0231/listing.html)
 

Place of Performance

Address: JOHN D. DINGELL VA MEDICAL CENTER;4646 JOHN R STREET;DETROIT, MI

Zip Code: 48201

Country: USA
 

Record

SN05178472-F 20181221/181219230019 (fbodaily.com)
 

Source

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

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