Managed Veterinary Care Services

INTRODUCTION This is a Sources Sought Notice for the National Explosives Detection Canine Team Program (NEDCTP) to improve the understanding of industry capabilities and identify qualified sources to provide routine and emergency veterinary care services for canines that are deployed with TSA Federal handlers nationwide (CONUS and OCONUS locations). Veterinary Services include, but are not limited to, medical examinations, 24-hour emergency services, medication and vaccinations. Toward this effort, TSA seeks to enter into an agreement with a service provider to provide “turnkey” or ready-to-use management services to TSA and the individual veterinary service providers. These include, but are not limited to establishing customary and reasonable costs for care, responding to TSA canine handler requests for assistance on a 24-hour, 7 day-a-week basis, identifying a local veterinary services provider and making a referral to the TSA handler. Additional services include processing treatment authorization requests from the veterinary service providers, rendering payment to those providers, and invoicing TSA. Recordkeeping and periodic reporting to TSA will be key requirements in the future solicitation. TSA reserves the right to utilize information from the responses to this Sources Sought Notice to determine if any small business set-asides may be applicable to any resultant solicitation. Responding to this Sources Sought Notice does not automatically qualify the responder to be included on any bidders list, if such a list is developed. Vendors wishing to submit a proposal to any subsequent solicitation must monitor FedBizOpps for the synopsis. This Sources Sought Notice is for information purposes only and shall not be construed as a commitment or a promise of a contract by the Government. This is not a solicitation. This notice does not constitute a Request for Proposal, nor does it restrict the Government as to the ultimate acquisition approach, nor should it be construed as a commitment by the Government. CAPABILITIES COVERAGE Qualified service providers shall possess the following capabilities: 1. Schedule of Fees/Services – The service provider shall collaborate with the Government to establish and maintain insurance provisions (including a schedule of fees) for customary and reasonable costs for routine and emergency care rendered to TSA canines. 2. Call Center – The service provider shall establish, staff, and operate a call center to provide on-call support (24/7) to both TSA canine handlers and veterinary service providers utilizing a state-of-the-art Automated Call Distribution (ACD) system and support databases with on-line interoperability. The ACD shall be capable of generating weekly Call Center activity reports detailing both inbound and outbound activity levels. 3. Vendor Management – The service provider shall establish and maintain a network of veterinarians who provide preventative, diagnostic, medical, surgical, and rehabilitation services to TSA’s canines. In turn, this network of veterinarians should maintain licensed and certified veterinary technicians that can aid the veterinarian in these provided services. The service provider shall disseminate authorized information about the NEDCTP program and promote opportunities for veterinarians to participate in the network. 4. Case Management – The service provider shall establish and maintain a system to efficiently and effectively create, retrieve, update and display data about individual “customary and reasonable” determinations made by the service provider. The service provider shall also establish and maintain a system to efficiently and effectively receive claims for reimbursement from veterinarians, make payments to veterinarians, and invoice the Government. 5. Care Management – The service provider shall establish and maintain a system to efficiently and effectively create, retrieve, update, and present data about routine and emergency treatment provided by veterinarians to individual TSA canines. 6. Program Management/Reporting – The service provider shall prepare periodic reports on program operations for the Government. The reports shall present data and information on Call Center operations, vendor management, case management, and care management. The service provider shall participate in meetings and conference calls on various program operations topics and issues. Participating veterinarians shall provide preventative, diagnostic, medical, surgical, and rehabilitation services for TSA canines nationwide. Example services include the following: (a) provide emergency treatment; (b) conduct physical examinations; (c) perform and interpret laboratory, radiological, and diagnostic procedures; (d) explain medical findings and prescribe treatment; (e) maintain animal health records electronically and prepare medical/non-medical reports as necessary (e.g., annual and semi-annual physical examination results and reports detailing the nature of the injury, treatment and any recommended recovery); (f) maintain all vaccines, medications, and supplies that are required to maintain clinical operation, grooming services as needed (bath, nails, ear cleaning etc.); (g) provide kenneling for temporary housing not to exceed thirty (30) days; (h) determine and supply nutritional requirements for canines based on breed, energy output, and other pertinent factors; and (i) serve as veterinary medical consultant to TSA regarding medical retirement of canines. Participating veterinarians shall also possess knowledge of veterinary science principles and concepts required through completion of a full course of study for the degree of Doctor of Veterinary Medicine or equivalent. Additional qualifications: (a) graduation from a veterinary school accredited by the AVMA and AAVMC; (b) PennHIP certification; (c) the ability to apply knowledge to accurately diagnose, treat and perform surgery; (d) the ability to prescribe preventive measures to successfully combat animal disease control and pest control; (e) the ability to communicate medical findings and treatments both orally and in writing; (f) knowledge of working canine medicine/injuries; (g) on-site or immediate access to a canine blood bank; and (h) maintain a staff of certified veterinary technicians. CAPABILITY STATEMENT Interested service providers and veterinarians are requested to submit a capability statement that addresses the following: 1. Ability to perform the tasks set forth in the Capabilities Coverage section described above in the conterminous United States (CONUS) and outside the conterminous United States (OCONUS), such as nation-wide support capabilities. 2. Skills or techniques that are integral factors for achieving the tasks detailed under the Capabilities Coverage section, such as case management, care management, etc. 3. Experience of the vendor and key personnel who would be critical to program success. 4. Ability to refer injuries or illnesses that may benefit from a board certified specialist such as an ortho surgeon. 5. Experience and capabilities should be based on the dynamics of the veterinary industry within the past three (3) to four (4) years. 6. Ideas for ways to improve the suggested model for services as outlined in this RFI or alternative solutions to meet the Government’s objectives for the NEDCTP veterinarian requirements. ADMINISTRATIVE All interested vendors may submit the capability statement to the TSA Office of Acquisition (OA). Submissions shall not exceed fifteen (15) pages in length. A proposed price is not required or requested under this Sources Sought Notice. Vendors must identify their business size status in the capability statement. If small business, please identify the type of small business. Capability statements are required to be received electronically via email to [email protected] Subject: NEDCTP Sources Sought Notice, no later than Monday, May 4, 2009, 2:00 p.m. EST. Responses received after this deadline will not be reviewed. TSA’s primary point of contact is the Contract Specialist, Ms. Audrey Taylor, who can be reached via e-mail at [email protected]. Any questions regarding this notice shall be directed to Ms. Taylor in writing, via email by April 27, 2:00pm EST. While any and all questions must be directed to the Government points of contact identified in this announcement, answers to those questions, as well as any and all clarifications, extensions, or changes will be posted to www.fbo.gov and will only be available at www.fbo.gov prior to the closing date and time of the this notice. Vendors responding to this Sources Sought Notice are responsible for all expenses associated with responding to this Sources Sought Notice. (Note: TSA will not pay any costs associated with this effort). The TSA is not seeking or accepting unsolicited proposals. Since this is for information and planning purposes, no evaluation letters or results will be issued to respondents.