Q518--Speech Language Pathology Services Prescott, AZ
THIS IS A SOURCES SOUGHT NOTICE ONLY. This is not a solicitation for bids, proposals, proposal abstracts, or quotes. No award will be made from this notice.
The Department of Veterans Affairs (VA) is conducting market research to identify potential vendors that can provide speech therapy services for the Physical Medicine & Rehabilitation Services (PM&RS) Department to veterans primarily residing in Prescott, Arizona. See the Performance Work Statement below.
DISCLAIMER
This Sources Sought Notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. The Government will treat any information received as proprietary and will not share such information with other companies. Any organization responding to this Sources Sought Notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization's qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. The Government may or may not issue a solicitation as a result of this announcement.
Performance Work Statement (PWS)
as of 1/14/2022
Physical Medicine & Rehabilitation Services, Speech & Language Pathology
Performance Work Statement
BACKGROUND:
The Northern Arizona VA Healthcare System (NAVAHCS) located at 500 Highway 89 North, Prescott, AZ 86313 has a need for a Licensed Speech Pathologist to provide services for the Physical Medicine & Rehabilitation Services (PM&RS) Department within Specialty and Diagnostics.
SCOPE:
SCOPE OVERVIEW:
NAVAHCS PM&RS requires on-site Speech Language Pathology services for eligible VA inpatient and outpatient consults in support of the Speech Language Pathology Program. Response to inpatient consults will be within 24 hours for acute/sub-acute wards and all other consults within 72 hours from the time requested. Outpatient consults must be seen as soon as schedule availability permits, not to exceed 30 days. The Speech Pathologist will be required to work cooperatively with other physicians, advanced practice nurses, nurse practitioners, physician assistants, registered nurses, and a variety of allied health professionals to deliver comprehensive health care services to patients. Contract Speech Pathologist shall consult with the PM&RS Supervisor regarding specific clinical problems or questions.
NOTE: Award will not consist of per diem reimbursement for travel; this, the requirement must be staffed from within the Prescott commuting area.
PERIOD OF PERFORMANCE
Base period will consist of 12 months and include four 12-month option periods.
WORK HOURS:
The normal clinic hours of operation are from 7:30 a.m. to 4:00 p.m., Monday through Friday. Contract provider will most often work this schedule, but must be flexible to work between the hours of 7:00 a.m. and 5:00 p.m. Contract provider may be required to provide service up to ten (10) hours a day during certain weeks and will be available for weekend coverage for dysphagia inpatient referrals. Additionally, should a Veteran only be able to schedule a session with Speech Pathologist on a Government observed holiday, then Speech Pathologist will need to be able to accommodate the Veterans request. Federal holidays are excluded from normal clinic hours of operation.
GOVERNMENT OBSERVED HOLIDAYS
The eleven (11) observed Government holidays are as follows:
New Year s Day
Martin Luther King s Birthday
Presidents Day
Memorial Day
Juneteenth
Independence Day
Labor Day
Columbus Day
Veterans Day
Thanksgiving
Christmas
Additional Federal Holidays are those specifically declared by the President of the United States to be a national holiday are included.
SERVICES
3.1 DUTIES AND RESPONSIBILITIES:
The primary responsibilities of this position are:
Conduct Speech Language Pathology evaluations and carry out appropriate speech language pathology treatments.
Review paper and electronic records note salient information, precautions, and contraindications. Contract Speech Pathologist will confer with families, other clinicians, and interdisciplinary team members. To derive accurate information, the incumbent will need a knowledge of commonly used methods, procedures, and tests, both mechanical and manual.
Develop time-limited functionally based short and long-term goals. Contracted therapist will then provide or oversee the direct patient care, selecting the most appropriate techniques to reach the established goals.
Provide clear verbal and electronic communication of patient progress through thorough documentation of base line measurements and ongoing assessment data. Contracted therapist will begin discharge planning at the time of admission and provide necessary home education programs and after care.
Speech Language Services/Evaluations may include, but not limited to:
Aiding the patient in regaining or maintaining the ability to communicate at his/her optimum level.
Non-verbal strategies may include gesturing, sign language, reading and writing, communication boards, computer programs, augmentative communication devises (i.e., tobii/Dynavox), and other assistive devices.
Verbal communication strategies are divided into four categories including voice, language, speech, and prosody. Expertise in using the Computerized Speech Lab (CSL).
Aiding patients with swallowing dysfunction. Expertise in utilizing biofeedback devices for dysphagia patients.
Instructing and educating the patient and/or nursing staff with swallowing techniques as indicated and recommending the most appropriate method for feeding.
Recommendations to Radiology with assistance by Speech Pathologist to perform modified barium swallow studies using fluoroscopy when needed. The Speech Pathologist will have knowledge of using dictation system in Radiology for interpreting modified barium swallow study results.
Assessments may take place in the Speech Pathologist office, Radiology, resident s bedroom or dining room, home setting, or for offsite cognitive group therapy sessions.
May make recommendations for appropriate support groups or agencies for personal, emotional or miscellaneous patient needs.
Evaluate for Augmentative Communication Devices (Assistive Technology) to compensate for speech and cognitive disorders as needed.
All services provided must be prescribed by a Veterans Affairs (VA) Medical Provider and must meet quality standards set forth within the most current State and Medicare accreditation standards, as well as adherence to Joint Commission guidelines.
3.2 ASSESSMENT:
Assessment for the presence of physical abnormalities.
Determination of functional related problems including rationale or basis for making the assessment.
Development of individual speech-language pathology care plans.
Use of data to provide individualized treatment program.
Choice of therapy technique best suited to condition of patient to achieve maximum results.
3.3 TREATMENT:
Evaluate and diagnose speech, language, cognitive-communication and swallowing disorders.
Perform Video fluoroscopic Swallow Studies in conjunction with Radiologist.
Provide therapeutic speech intervention speech, language, cognitive-communication and disorders in individuals of ages 18 to the elderly.
3.4 RESPONSIBILITY:
Assess the patient prior to the development of treatment plans and goals.
Provides plans in accordance with the initial evaluation findings for treatment aimed at prevention, reducing disability or pain, and restoring lost function.
Provides therapeutic interventions, which focus on improving communication and/or swallowing ability, making appropriate recommendations to staff, patient, and family.
Monitors the extent to which services have met the therapeutic goals relative to the initial and all subsequent examinations.
Determines the degree to which improvement occurs and, when appropriate, revises the overall treatment plan.
Educates/counsel s patients, staff, families, and/or significant others regarding the disability incurred and about intervention reducing the existing disability, and improved management of any residual disability in the resumption of life roles in the home and community environment.
3.5 SPECIAL REQUIREMENTS:
Respects confidentiality and follows established policy regarding patient records.
Re-evaluates and upgrades treatment plan at intervals determined by PM&RS department policy.
Documents in electronic medical record an initial, progress, and final evaluation that includes measurable goals, goals achieved and functional outcomes using the PM&RS department documentation policy guidelines. Document s care provided for each patient in accordance with VA policies and procedures.
Observes VA policies and procedures relating to infection control, Fire and Safety, Information Security, and Patient Safety (mandatory training).
Consults with patients and their families regarding educating, training, and advising them about their disability/disease.
Teaches/issues home programs to improve/maintain previously achieved goals.
Documents patient education per VA policy.
3.6 MISCELLANEOUS DUTIES AND RESPONSIBILITIES
Individual will follow and meet all medical center policies, rules, and regulations, including complying with mandatory training.
Individual will participate in organization meetings as requested.
Maintains patient confidentiality and security of operations.
The medical center utilizes a computerized medical record system. The Speech Pathologist must be familiar with personal computers, have adequate typing skills to perform data entry (progress notes, physician orders, history physicals, discharge summaries), and be able to navigate through windows-based computer programs. Training on the computerized medical record system will be provided by the medical center.
Maintains current CPR Certification.
Assists in the day-to-day operation of the department in routine housekeeping and equipment care that the department is responsible for.
QUALIFICATIONS
Personnel assigned by the Contractor to perform the services covered by this contract shall have a full and unrestricted Speech Language Pathologist license in a State, Territory, or Commonwealth of the United States or the District of Columbia. The Speech Language Pathologist must possess their Certificate of Clinical Competence and must maintain current licensure through completion of continuing education courses. The Speech Language Pathologist is required to be currently certified in CPR and to maintain the certification during their work at the medical center. CPR Certification must be obtained through an organization as recognized by the American Heart Association.
KNOWLEDGE REQUIRED BY THE POSITION:
Knowledge of patient care practices such as:
Attitude and communication with Veterans of various ages, dealing with their physical and mental limitation, safe lifting and transfer procedures, evaluating their physical and cognitive needs, and infection control practices.
Dealing with medical emergencies such as cardiac arrest, seizures, falls and violent behavior.
Patient education for patients with altered states of consciousness, cultural diversity, communication of procedures, pre/during and post procedure.
Has a thorough knowledge of and can apply principles of universal substance precautions.
Thorough knowledge of neuroanatomy and physiology related to speech-language pathology.
Speech Language Pathologist shall have an understanding of Veterans with unique needs who exhibit symptoms of PDS (post deployment syndrome). This necessitates the Speech Pathologist having the ability to accurately and thoroughly assess, and provide appropriate treatment and support of the Veteran, their family, and/or care giver. Of the utmost importance is ongoing consultation and collaboration with mental health and rehabilitation staff for the development of an appropriate plan of care for each Veteran.
In addition to hospital inpatients and outpatients, Speech Language Pathologist shall have the expertise and flexibility of working with Veterans in hospice, dementia units, domiciliary, home health, rehabilitation beds, and skilled nursing facility environments.
Speech Language Pathologist is required to attend Military to VA (M2VA) (formally OEF/OIF) interdisciplinary team meetings and participate in development and implementation of a treatment plan that meets the needs and goals of the Veterans.
Personnel assigned by the Contractor to perform the Speech Pathology Services shall be proficient in written and spoken English (38 USC 7402).
Contractor s assigned personnel must be computer literate, have adequate typing skills to perform data entry, and be able to navigate through laboratory related computer programs.
PHYSICAL REQUIREMENTS:
The Contractor must provide documentation that demonstrates that the Contract Speech Pathologist has a current physical that includes a current TB test and Hepatitis B vaccination. Proof that a two-step tuberculosis skin testing is up to date, must be received prior to starting employment. If the Contractor has had a negative test within the past 12 months, a single test will be done. In both instances, documentation must be received prior to starting employment. Contractor must also provide documentation that demonstrates that the Contractor employee has a history of chicken pox, varicella vaccine, or a positive immune status for Varicella.
The qualifications of such personnel shall also be subject to review by the VA Chief of Staff and approved by the VA Facility Director. The Contracting Officer will be notified prior to any changes in personnel. VA reserves the right to approve the assignment of individual personnel furnished by the Contractor to perform the functions specified in the task order.
CREDENTIALS REQUESTED:
Contractor Speech Language Pathologist may be required to complete credentialing and privileging during their assignment. An application package will be provided to be completed by the candidate. This includes: Curriculum vitae, current references, signed release of information from candidate, and statement that candidate does not have any physical or mental health condition that would adversely affect his/her ability to carry out assigned duties, and additional credentialing and privileging forms. Candidate will need to be enrolled in VET-PRO by VA personnel.
NATIONAL PRACTITIONER IDENTIFICATION:
Contractor may be required to provide the VA with the contracted individual s National Practitioner Identification (NPI) number. If the contracted individual does not have a NPI number, he/she must make application and receive the number prior to beginning work at the VA. The website for an on-line application is: https://nppes.cms.hhs.gov/NPPES/Welcome.do.
It may take up to a few weeks to receive the NPI number early application is advised.
SERVICES:
The services specified may be changed by written modification to this contract. The VA Contracting Officer will prepare the modification.
This is a non-personnel services contract. There is no employer-employee relationship between the VA and the Contractor or the Contractor s employee(s).
The services to be performed by the Contractor will be performed in accordance with VA policies and procedures and the regulations of the medical staff bylaws of the VA facility.
Other necessary personnel for the operation of the services contracted for at the VA will be provided by the VA at levels mutually agreed upon which are compatible with the safety of the patient and personnel and with quality medical care programming.
Contractor is required to maintain medical liability insurance for the duration of this contract. Contractor must indemnify the Government for any liability producing act or omission by the Contractor, its employees and agents occurring during contract performance.
The Government may evaluate the quality of professional and administrative services provided, but retains no control over the medical, professional aspects of services rendered.
JOINT COMMISSION STANDARDS:
Where the contract does not require Joint Commission accreditation or other regulatory requirements regarding work competency, the Contractor must perform the required work in accordance with Joint Commission standards. The Contractor is required to develop and maintain the following documents for each Contractor employee working on the contract:
Credentials and qualifications for the job.
Current competence assessment checklist (an assessment of knowledge, skills, abilities, and behaviors to perform the work required to provide care for certain patient populations, as appropriate).
Current performance evaluation supporting ability of the Contractor employee to successfully perform the work required in this solicitation and the listing of relevant continuing education for the last two years.
The Contractor will provide current copies of these records at the time of contract award and annually on the anniversary date of contract award to the Contracting Officer s Representative (COR), or upon request, for each Contractor employee working on the contract.
HHS/OIG:
To ensure that the individuals providing services under the contract have not engaged in fraud or abuse regarding Sections 1128 and 1128A of the Social Security Act regarding federal health care programs, the Contractor is required to check the Health and Human Services Office of Inspector General (HSS/OIG), List of Excluded Individuals/Entities on the OIG Website (www.hhs.gov/oig) for each person providing services under this contract.
Further, the Contractor is required to certify in its proposal that all persons listed in the Contractor s proposal have been compared against the OIG list and are NOT listed. During the performance of this contract the Contractor is prohibited from using any individual or business listed on the List of Excluded Individuals/Entities.
HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT OF 1996 (HIPAA):
Contractor must adhere to the provisions of Public Law 104-191, Health Insurance Portability and Accountability Act (HIPAA) of 1996 and the National Standards to Protect the Privacy and Security of Protected Health Information (PHI). As required by HIPAA, the Department of Health and Human Services (HHS) has promulgated rules governing the security and use and disclosure of protected health information by covered entities, including the Department of Veterans Affairs (VA). In accordance with HIPAA, the Contractor may be required to enter into a Business Associate Agreement (BAA) with VA. VA has recognized certain entities that do not require a BAA with their Contractors as long as they are conducting health care on VA s behalf Speech Language Pathologist qualifies as a medical service therefore, no BAA is required.
CONFIDENTIALITY OF PATIENT RECORDS:
The Contractor, as a VA provider, will assist in the provision of health care to patients seeking such care from or through VA. As such, the Contractor is considered as being part of the Department of Health care activity. Contractor is considered to be a VA provider for purposes of the Privacy Act, Title 5 U.S.C. 552a. Further, for the purpose of VA records access and patient confidentiality, Contractor is considered to be a VA Contractor for the following provisions: Title 38 U.S.C. 5701, 5705, and 7362. Therefore, Contractor may have access, as would other appropriate components of VA, to patient medical records including patient treatment records pertaining to drug and alcohol abuse, HIV, and sickle cell anemia, to the extent necessary to perform its contractual responsibilities. However, like other components of the Department, and not withstanding any other provisions of the contract, the Contractor is restricted from making disclosures of VA records, or information contained in such records, to which it may have access, except to the extent that explicit disclosure authority from VA has been received. The Contractor is subject to the same penalties and liabilities for unauthorized disclosures of such records as VA.
The records referred to above shall be and remain the property of VA and shall not be removed or transferred from VA except in accordance with U.S.C.551a (Privacy Act), 38 U.S.C. 5701 (Confidentiality of claimants records), 5 U.S.C. 552 (FOIA), 38 U.S.C. 5705 (Confidentiality of Medical Quality Assurance Records) 38 U.S.C. 7332 (Confidentiality of certain medical records) and federal laws, rules and regulations. Subject to applicable federal confidentiality or privacy laws, the Contractor, or their designated representatives, and designated representatives of federal regulatory agencies having jurisdiction over Contractor, may have access to VA s records, at VA s place of business on request during normal business hours, to inspect and review and make copies of such records.
CONTRACTOR RESPONSBILITIES
LICENSURE OF STAFF:
The Contractor is responsible for assuring that all persons acting for, or on behalf of the Contractor are properly licensed at all times, under applicable laws.
Any changes related to the Contracted employee s credentials will be reported immediately to the Contracting Officer Representative (COR) and the Contracting Officer.
KEY PERSONNEL AND TEMPORARY EMERGENCY SUBSTITUTIONS:
The Contractor shall assign the following key personnel: Licensed Speech Pathologist(s)
During the first ninety (90) days of performance, the Contractor shall make NO substitutions of key personnel unless the substitution is necessitated by the individual s illness, death, or termination of employment or if mutually agreed upon the Contracting Officer and the Contractor. The Contractor shall notify the Contracting Officer, in writing, within 5 calendar days after the occurrence of any of these events and provide the information required by paragraph (2) below. After the initial 90-day period of the contract, the Contractor shall submit the information required by paragraph (2) to the Contracting Officer at least 14 days prior to making any permanent substitutions.
The Contractor shall provide a detailed explanation of the circumstances necessitating the proposed substitutions, complete resumes for the proposed substitutes, and any additional information requested by the Contracting Officer. Proposed substitutes shall have comparable qualifications to those of the persons being replaces. The Contracting Officer will notify the Contractor within 15 calendar days after receipt of all required information of the decision on the proposed substitutes. The contract will be modified to reflect any approved changes of key personnel.
For temporary substitutions where the key person will not be reporting to work, the Contractor will provide a qualified replacement for the key person to provide services, unless it is determined by the Contracting Officers Representative (COR) and/or Contracting Officer that no substitute is necessary. This substitute shall have comparable qualifications to the key person. Any period exceeding two weeks will require the procedure stated in paragraph (b) above.
For emergency substitutions, the Contractor shall notify the COR or department designee within one hour of schedule start time and provide adequate licensed substitute within three hours of scheduled shift start time.
Prior to rendering services, substitutes must obtain medical staff appointment and clinical privileges, in accordance with VA Bylaws, Rules and Regulations.
BACKGROUND INVESTIGATIONS:
The Contractor shall prescreen all personnel requiring access to the computer systems to ensure they maintain a U.S. citizenship and able to read, write, speak and understand the English language.
The Contractor/subcontractor shall immediately notify the COR and simultaneously, the designated ISO and Privacy Office for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the Contract/subcontractor has access.
The Contractor shall immediately notify the Contracting Officer and the Medical Center Information Security Officer of any actual or suspected loss, release or compromise of any Medical Center document or electronic information under its control.
Upon notice of award, the Contractor will complete the following items:
Complete Background Investigation Request Worksheet.
Complete Special Agreement Check (SAC).
Complete and Submit Background Investigation Documents.
Obtain Personal Identity Verification (PIV) Card (Security Badge); and
Complete Required Training and Sign Contractor Rules of Behavior.
*Instructions will be provided at award phase*
ADMINISTRATION AND MANAGEMENT OF CONTRACT PERSONNEL:
The Contractor shall be responsible for the administration and management of all aspects of this request. This includes responsibility for all Contractor employees, subcontractors (if any), agents, and anyone acting for or on behalf of the Contractor. The payment for any leave, including sick leave, holiday, or vacation time is the responsibility of the Contractor, and coverage as per contract terms and conditions of the Contract. Contractor personnel shall not be considered NAVAHCS employees for any purpose and shall be considered employees of the Contractor. The Contractor shall not employ any person who is an employee of the NAVAHCS if the employment of that person would create a conflict of interest.
In addition, Contractor personnel will be required to provide health examination and evidence prior to performance start date. Health examinations and evidence may include:
Evidence of a current physical examination (within one year);
Evidence of Hepatitis B immunity (hepatitis immune titer, if provided has had the series of shots; in no immunity, evidence that provider has started the Hepatitis B vaccination series.);
Evidence of a current TB Skin Test and recent (within the last year) chest X-Ray if there is a history of positive TB skin test;
Evidence of history of chicken pox, varicella vaccine, or a positive immune status for Varicella.
RECORDS MANAGEMENT:
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:
4.51. 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.
4.5.2. 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.
4.5.3. 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.
4.5.4. 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.
4.5.5. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.
4.5.6. The Government Agency owns the rights to all data/records produced as part of this contract.
4.5.7. 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.
4.5.8. 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].
4.5.9. 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.
4.5.10. 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.
6.0 INVOICING
6.1 INVOICE REQUIREMENTS AND SUPPORTING DOCUMENTATION
Supporting documentation and invoice must be submitted no later than the 20th workday of the month. Subsequent changes or corrections shall be submitted by separate invoice. In addition to information required for submission of a proper invoice in accordance with FAR 52.212-4(g), all invoices must include:
Name and address of the Contractor
Invoice Date and Invoice Number
Contract Number and/or Purchase/Task Order Number
Dates of services
Contractors Personnel
Hourly Rate
Quantity of hours worked
Total Price
6.2 VENDOR ELECTRONIC INVOICE SUBMISSION
Facsimile, e-mail, and scanned documents are not acceptable forms of submission for payment request. Electronic form means an automated system transmitting information electronically according to the accepted electronic data transmission of FAR 52-232-34 Payment by Electronic Funds Transfer.
6.3 PARTIAL INVOICING
The Contractor shall be paid only for actual work performed. In the event that the contract provider works a portion of an hour, the Government may adjust payments by 15-minute increments. Contract providers shall be responsible for reporting time worked accurately. The contract shall be paid for actual hours performed.
6.4 PAYMENTS IN FULL/NO BILLING VA BENEFICIARIES
The Contractor shall accept payment for services rendered under this contract as payment in full. VA beneficiaries shall not under any circumstances be charged not their insurance companied charged for services rendered by the Contractor, even if VA does not pay for those services. This provision shall survive the termination or ending of the contract.
To the extent that the Veteran desires services which are not a VA benefit or covered under the terms of this contract, the Contractor must notify the Veteran that there will be a charge for such service and that the VA will not be responsible for the payment.
The Contractor shall not bill, charge, collect a deposit from, seek compensation, remuneration, or reimbursement from, or have recourse against, any person or entity other than VA for services provided pursuant to this contract. It shall be considered fraudulent for the Contractor to bill other third-party insurance sources (including Medicare) for services rendered to Veteran enrollees under this contract.
7. GOVERNMENT RESPONSIBILITIES
7.1 DESIGNATION OF CONTRACT REPRESENTATIVE:
A VA representative of the Contracting Officer will be designated as the Contracting Officer s Representative (COR) in furnishing technical guidance and advice regarding the work being performed under this contract. The foregoing is not to be construed as authorization to interpret or furnish advice and information to the Contractor relative to the financial or legal aspects of the contract. Enforcement of these segments is vested in and is the responsibility of the Contracting Officer.
7.2 GOVERNMENT FURNISHED PROPERTY AND SERVICES
The Government will be responsible for providing the appropriate facilities, property, equipment and supplied required for the Contractor performance under the terms of this contract. The Contractor shall use Government furnished items in conjunction with, and exclusively for, performance under this contract.
The rights and privileges of permanent employees are fully protected under this agreement. The services to be provided under this contract are not intended to convert a VA Medical Service staffed by VA employees, to a medical service staffed by employees of a Contractor.
Contractor personnel and business associates will be required to complete privacy training annually if they have access to protected health information (PHI) via TMS VA 10203 or its equivalent. Contractor personnel and business associates who do not have access to VHA computer systems, this requirement is met by completing the combo VHA National Privacy Policy Training (TMS VA 10176).
8. PERFORMANCE STANDARDS, QUALITY ASSURANCE AND QUALITY IMPROVEMENT
8.1 QUALITY MANAGEMENT/QUALITY ASSURANCE SURVEILLANCE
Contract personnel shall be subject to Quality Management measures, such as patient satisfaction surveys, timely completion of evaluations, medical records and attendance records.
Contractor performance will be monitored by the COR using the standards outlined in this statement of work and methods of surveillance detailed in the Performance Standards Summary.
The Government reserves the right to refuse acceptance of any contractor personnel at any time after performance begins, if personal or professional conduct jeopardizes patient care or interferes with the regular and ordinary operation of the facility. Breaches of conduct include intoxication or debilitation resulting from drug use, theft, patient abuse, dereliction or negligence in performing directed tasks, or other conduct resulting in formal complaints by patient or other staff members to designated Government representatives. Standards for conduct shall mirror those prescribed by current federal regulations. The Contracting Officer and COR shall deal with issues raised concerning Contractor s conduct. The final arbitrator on questions of acceptability is the Contracting Officer.
8.2 PATIENT COMPLAINTS
The Contracting Officer will resolve complaints concerning Contractor relations with the Government employees and patients. The CO is final authority on validating complaints. In the event the contractor is involved and named in a validated patient complaint, the Government reserves the right to refuse acceptance of the services of such personnel. This does not preclude refusal in the event of incidents involving physical or verbal abuse.
SURVEILLANCE METHODS
To minimize the performance management burden, simplified surveillance methods shall be used by the government to evaluate contractor performance when appropriate. The methods of surveillance are:
Ongoing Provider Performance Evaluation (OPPE) data pertinent to care performed for each provider working under contract. OPPE data will review the following elements:
Patient Care Performance
Medical/Clinical Knowledge
Practice Based Learning and Improvement
Interpersonal and Communication Skills
Professionalism
System Based Practice
Direct Observation: May be performed periodically on a variety or all performance standards. This method requires the COR to conduct surveillance of contractor services each time the service is performed. Results will be annotated on a surveillance checklist. Any deficiency shall be documented and the contractor shall re-perform service as directed by the COR. Any unsatisfactory surveillance results identified by re-performed acceptably shall still be counted as unsatisfactory surveillance.
Periodic Inspections: Inspections scheduled and reported quarterly per COR delegation or as needed. All inspections and reports will be conducted in compliance with VA privacy and Information Security standards.
Random Inspections: Randomly selected patient files may be reviewed at any time. All reviews and reports will be conducted in compliance with VA privacy and Information Security standards.
Patient Complaints: Review of survey and any patient comments.
Chief of Staff s office reviews monitoring data. An internal time-keeping form is maintained and reviewed for total number of hours worked per month against monthly average of hours. Intermittent personnel s cards are reviewed against their VA tour-of-duty to verify that the services were received.
Documentation of services performed will be reviewed prior to certifying payment. The COR will perform periodic spot checks to endure accuracy. VA will pay only for services actually performed, and in strict accordance with the schedule of prices/costs shown in the Schedule of Items. Contract monitoring and recordkeeping procedures will be sufficient to ensure proper payment and allow audit verification that services were provided.
A summary evaluation of Contractor Performance, based upon the compliance or noncompliance of contract requirements are evidenced under the monitoring procedures shall be forwarded by the monitoring official to the Contracting Officer prior to exercising any option period.
INSPECTION NOTE: The COR shall record results of inspection, noting the date and time of inspection. If inspection indicates unacceptable performance, the Government evaluator shall notify the Contracting Officer and/or QCI of the deficiency and have QCI correct those deficiencies. Contractor shall be given notification to correct the deficiencies within a reasonable amount of time, on a case-by-case basis. The Contracting Officer shall have the final authority on the amount of time the contractor has to correct the deficiency. The evaluator shall not issue a receiving report accepting the services for the month in question until all deficiencies have been corrected.
End of Statement of Work
36C26222Q1114 Department of Veterans Affairs Veterans Health Administration Veterans Integrated Service Network 22
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