R604-- Notice of Intent to Sole Source to Streamworks LLC Mailing Services

The Veteran s Administration (VA) Office of Research and Development, Regional Procurement Office East in Pittsburgh, PA intends to negotiate on a sole source basis with Streamworks LLC based in Minneapolis, MN on behalf of the San Francisco VA Healthcare System. The Department of Veterans Affairs, San Francisco VA Healthcare System (SFVAHCS) requires R&D: Off-site printing, mailing and data capture service to include digital files readable by a computer and compatible with Qualtrics software in support of the SFVAHCS, Research Service s study titled, Improving Dermatology Access by Direct-to-Patient Teledermatology and Computer-assisted Diagnosis. The services are required for SFVAHCS researchers to improve collection of surveys and analysis of completed paper survey data. The Contractor shall mail reminder letters and paper surveys and then extract information from paper surveys and convert it into electronic format that is compatible with Qualtrics software. The service desired will be all inclusive of Print, mail, data capture service and United States Postal Service Postage. It will encompass sending satisfaction surveys to non-respondents over a 3-year period and readiness surveys in spring of 2021 and fall of 2025 to nonrespondents of the online surveys. The work includes collecting data from respondents in VISNs 7, 19 and 21. The potential survey company shall offer a system which is compatible with the Qualtrics software system. The Qualtrics system has an Authority to operate within the VA to provide online survey services. It is being used in this VA-funded research project. The specific work to be performed includes: Sample Size. n=9000 To obtain a total of 2000 responses per year for three years for the satisfaction survey-data collection ongoing over this period and to obtain a total of 2000 surveys in spring of 2022 and fall of 2023 for readiness surveys. Privacy and Security considerations: VA will send unique id (code) with name and mailing address of respondents to be sent letter reminders and if still nonresponsive paper surveys. This file of protected personal information will be kept encrypted and separate from the survey responses. It will be destroyed after 90 days. Paper surveys will include only the 2D barcode. No protected health information is being collected and no protected personal information will be on the survey. 100% mail verification audit report. Creative services: Two hours per survey estimated to adjust formatting and other related services. VA to provide surveys. Reminder Communications: Contractor will send a letter reminder to Veterans who do not respond to our online survey. SFVA will provide names and addresses of non-respondents to receive the letter reminder, and text of letter. Contractor will print one side on 8.5 x11 paper (60#offset paper) and mail letters. Survey Communications: Patients who do not respond within 2 weeks of the letter reminder will be mailed a paper survey. SFVA will send the list of non-respondents to receive the paper survey. Survey to be 2 pages 8.5 x11 both sides; 60# offset paper. Contractor will include a business reply envelope. Postage includes return USPS postage for completed surveys. Data Capture: All responses to closed end questions on paper services will be scanned and digitally captured, compatible with Qualtrics software. Systematic comparison of original paper survey responses to the electronic database to ensure accurate data capture will be completed. Total cost includes extraction, preparations and actual capture. The two open-end questions in the readiness surveys will be captured assuming 50% complete the open-ended question at 20 words each. Reports: Digitized surveys to be sent via SFTP to VA with codes only - no identifiable data will be included in files. Deliverables: 3.2 Confidentiality retained 3.3 Improved presentation of survey and reminder letter 3.4 Reminder letters sent 3.5 Surveys sent 3.6 Data captured 3.7 Data sent to VA-responses will be organized by specific codes The requirement will take place at a VA facility in San Francisco, CA. The sole source is pursuant to FAR 6.302-1 Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements. This notice of intent is not a request for competitive proposals, however; any responsible source who believes it is capable of meeting the requirement may submit a capability statement and supporting documentation to the contracting office no later than Monday, Aug 15, 2022, (10:00 AM, EST). Interest/capability statements may be sent to Michael Haydo at [email protected]. No telephone responses will be accepted. A determination not to compete the proposed requirement based upon the responses to this notice is solely within the discretion of the Government.