DRAFT_MDE-NG RFP_36C10X27R0001.pdf

PAGE 1 OF 1. REQUISITION NO.

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NO. 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

a. NAME b. TELEPHONE NO. (No Collect Calls) 8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY CODE 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE: % FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

17a. CONTRACTOR/OFFEROR CODE FACILITY CODE 18a. PAYMENT WILL BE MADE BY CODE

TELEPHONE NO. UEI: EFT:

PHONE: FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19. 20. 21. 22. 23. 24.

ITEM NO. SCHEDULE OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________ 29. AWARD OF CONTRACT: REF. ___________________________________ OFFER COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DATED ________________________________. YOUR OFFER ON SOLICITATION DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY (BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION (REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

36C10X27R0001 TBD

Lindi Sylvester; lindi.sylvester@va.gov TBD

36C10X Enterprise Procurement Office (EPO) Department of Veterans Affairs

5202 Presidents Court, Suite 103 Frederick MD 21703

X

621111

$16 Million

N/A

X

Medical Disability Examination Office Veterans Benefits Administration Department of Veterans Affairs

36C10X

Enterprise Procurement Office (EPO) Department of Veterans Affairs

5202 Presidents Court, Suite 103 Frederick MD 21703

VAFSC

U.S. Department of Veterans Affairs Financial Services Center

PO BOX 149971

(see Section B.3 invoicing/payment) Austin TX 78714-8917

1-(877)-489-6135

See CONTINUATION Page

Veterans Benefits Administration (VBA) Medical Disability Examinations - Next Generation (MDE-NG)

See Section B.2 PERFORMANCE WORK STATEMENT and Section B.3

PRICE SCHEDULE/ATTACHMENT J PRICE SCHEDULE.

All proposal intentions, questions and proposals must be submitted in accordance with instructions to offerors in Section E.

Questions and Proposal Intentions:

Proposals: See Block 8 above.

This solicitation incorporates all VA Class Deviations implementing the Revolutionary FAR Overhaul (RFO) that are effective as of the solicitation issue date identified in Block 6 above. All other clauses use FAR FAC Number 2025-26, effective 10-01-2025.

See CONTINUATION Page

X X

X 1

36C10X27R0001

Table of Contents

SECTION A

A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 PERFORMANCE WORK STATEMENT

B.3 PRICE/COST SCHEDULE

B.4 VA INFORMATION AND INFORMATION SYSTEM SECURITY AND PRIVACY

LANGUAGE

SECTION C - CONTRACT CLAUSES

C.1 RFO 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.2 RFO 52.252-6 AUTHORIZED DEVIATIONS IN CLAUSES (NOV 2020)

C.3 VAAR 852.204-72 PERSONNEL VETTING AND CREDENTIALING (DEVIATION)

(MAR 2026)

C.4 LIST OF CLAUSES INCORPORATED BY REFERENCE

C.5 MANDATORY WRITTEN DISCLOSURES

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

SECTION E - SOLICITATION PROVISIONS

E.1 RFO 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE

(FEB 1998)

E.2 RFO 52.252-5 AUTHORIZED DEVIATIONS IN PROVISIONS (NOV 2020)

E.3 VAAR 852.252-70 SOLICITATION PROVISIONS OR CLAUSES INCORPORATED

BY REFERENCE (JAN 2008)

E.4 LIST OF PROVISIONS INCORPORATED BY REFERENCE

E.5 PROPOSAL SUBMISSIONS / INSTRUCTIONS TO OFFERORS

E.6 RFO 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (NOV 2021) (DEVIATION OCT 2025)

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

A. CONTRACT ADMINISTRATION: Contract administration will be coordinated through the

Government and Contractor personnel identified in the Contract Point of Contact List.

(1) Electronic Communication: This contract will use electronic commerce to the maximum extent possible in accordance with RFO 4.002. Correspondence regarding contract administration matters will be handled primarily by email using the addresses identified in the Contract Point of Contact List, as updated by the Contracting Officer, and/or through a VA electronic system such as ATOMS. Email will be the primary method for providing copies of contract documents to the Contractor or other parties, including contract modifications, acceptance of supplies/services, invoice matters addressed outside the electronic invoicing system (currently Tungsten), contractor performance assessments addressed outside CPARS, terminations, and other actions covered by the contract terms and conditions.

(2) Contract Administration Points of Contact: The Contracting Officer will provide the initial Contract Point of Contact List with the final award. The list will identify the Government contract administration team, including the Contracting Officer, Contract Specialist, and Contracting Officer’s Representative(s), and the Contractor personnel responsible for contract administration. The Contracting Officer will provide updates to the list as necessary.

(3) Contractor Functional Points of Contact: The Contractor shall identify and maintain points of contact for critical functional areas necessary for contract performance, including, as applicable: program management, staffing/resource management, operations, information technology, quality management, and other functional areas necessary for contract performance. The initial Contractor functional points of contact will be based on the personnel identified in the Contractor’s proposal and included in the Contract Point of Contact List. The Contractor shall promptly provide updated names, titles, telephone numbers, and email addresses when a designated point of contact changes. Designation as a point of contact does not establish a Key Personnel requirement unless expressly stated elsewhere in the contract.

(4) Authorized Users - Contracting Officers:

a. The MDE IDIQ Contracting Officer (CO) (herein referred to as the MDE CO) is responsible for providing overall scope oversight, maintaining communication between Contractor and VA, ensuring contract compliance, and administering the contract and any modifications. The MDE CO is also responsible for ensuring that task orders issued under the contract (hereafter referred to as “orders” or “TOs”) are within the scope of the contract, issuing and administering orders, overseeing payment or rejection of invoices, and ensuring that annual performance evaluations are completed either at the contract or order level.

b. Orders may be issued and administered by other appropriately warranted COs within SAC when designated by written approval by MDEO CO, or if necessary in the absence of MDEO CO. The responsible Ordering CO will be identified at time of order issuance or modification.

c. The MDE CO is the only person with authority to obligate the Government, authorize changes to terms or conditions, or otherwise bind the Government under the contract or any orders without a separate Ordering CO identified. An Ordering CO will have the same authority for the specific orders assigned to the Ordering CO.

(5) Authorized Representatives - Contracting Officer Representatives:

a. The MDE CO reserves the right to designate one or more Contracting Officer’s

Representative(s) (CORs) at the contract and order level. The MDE CO will issue designation letter(s) to the COR(s) and the Contractor to ensure that all parties understand the limited authority of the COR. In no event will the COR(s) have authority to obligate or bind the Government or change the terms and conditions of the contract or any order.

b. COR(s) will be responsible for technical monitoring work performed and Contractor performance in accordance with the Quality Assurance Surveillance Plan (QASP).

The COR and the Contractor's Representative shall work together to ensure that all contractual requirements are met. The COR will interpret specifications or technical portions of the work. COR(s) is not authorized to perform, formally or informally, any of the following actions:

i. Promise, award, agree to award, or execute any contract, contract modification, or notice of intent that changes or may change this contract;

ii. Waive or agree to modification of the delivery schedule;

iii. Make any final decision on any contract matter subject to the Disputes Clause;

iv. Terminate, for any reason, the contractor's right to proceed;

v. Obligate in any way, the payment of money by the Government. Only a warranted Contracting Officer is authorized to obligate funds on this or any other contract action.

c. The Contractor shall immediately notify the MDE CO and Ordering CO, if applicable, in writing if a COR has taken an action or fails to take action, or issues written or oral directions that the Contractor considers to exceed the limitations in (3)b. above or the COR designation letter(s). The contractor shall provide information copies of all correspondence with the COR to the MDE CO and Ordering CO, if applicable, in these instances.

B. CONTRACT TYPE:

(1) Ordering Contract: This contract is an Indefinite Delivery, Indefinite Quantity (IDIQ) contract, under Revolutionary Federal Acquisition Regulation (FAR) Overhaul (RFO)

16.504. Orders will be placed according to the Ordering Procedures outlined in B.1.F below and Attachment F.

(2) Hybrid Contract: This contract will be a hybrid of Firm-Fixed-Price (FFP) and Time-and-

Materials (T&M) contract line item numbers (LINs), in accordance with RFO 16.202 and

16.601. The majority of the work will be FFP with direct reimbursement of “materials” for Tasks 5.4 Claimant Mileage, 5.5 Special Modes of Transportation and 5.6 Examiner Travel as allowed under the contract.

a. FFP Each (EA): Task 5.1 Examinations will be FFP by Examination Scheduling

Request (ESR) and Contractors will be paid at the awarded unit price per ESR completed. Similarly, Task 5.7 Veterans Claims Clinics (VCCs) and Mobile Medical Units (MMUs) will be FFP per participated event and Contractors will be paid at the awarded unit price per VCC event completed.

b. FFP Monthly (MO): All other FFP Tasks (e.g., Task 2 Scheduling, etc.) will be

Monthly and paid according to the monthly unit price for the TO’s performance period.

(3) Multiple Awards: The Government intends two to four contracts for each Service

Group.

C. CONTRACT PERIOD:

This contract’s ordering period will be broken into a 12-month base period and four 12-month option periods, as structured below, with the option to extend. Options will be exercised at the Government’s sole discretion, in accordance with the applicable contract clauses. The Government may issue orders within any active period of performance.

Base Period: July 1, 2027 – June 30, 2028 Option Period 1: July 1, 2028 – June 30, 2029 Option Period 2: July 1, 2029 – June 30, 2030 Option Period 3: July 1, 2030 – June 30, 2031 Option Period 4: July 1, 2031 – June 30, 2032

D. SERVICE GROUPS:

This contract includes six Service Groups, which are defined by the geographic areas and the type of Claimant eligible to receive Medical Disability Examinations. The Service Groups are as follows; further details for the Service Groups are found in the MDEO General Handbook:

(1) Service Groups 1-4: Service Groups 1-4 cover the Northeast, Southeast, Midwest and

Pacific geographic areas of the United States for Claimants assigned to Service Groups 1-4 based on residence within the applicable geographic area.

o Service Group 1 – Northeast

Northeast: Includes CT, DE, IL, IN, ME, MA, MI, MO, NH, NJ, NY, OH, PA, RI, and VT o Service Group 2 – Southeast

Southeast: Includes AL, AR, DC, FL, GA, KY, LA, MD, MS, NC, SC, TN, VA, and WV o Service Group 3 – Midwest

Midwest: Includes CO, IA, KS, MN, NE, ND, OK, SD, TX, WI, and WY o Service Group 4 – Pacific Pacific: Includes AZ, CA, ID, MT, NV, NM, OR, UT, WA, AK, and HI

(2) Service Group 5: Service Group 5 covers Claimants participating in the Benefits

Delivery at Discharge (BDD) and the Integrated Disability Evaluation System (IDES) (e.g., claims filed by Service Members prior to separation or retirement from active duty or full-time National Guard or Reserve duty) whose location for purposes of examination scheduling, as identified in the Exam Scheduling Request (ESR), is within the continental U.S., Alaska or Hawaii. These examinations serve both VA and DoD requirements and apply to members meeting specific timelines and documentation criteria.

o Service Group 5 – Pre-Discharge

Within the continental U.S., Alaska and Hawaii Claimants participating in Benefits Delivery at Discharge (BDD) and

Integrated Disability Evaluation System (IDES)

(3) Service Group 6: Service Group 6 covers Claimants residing in U.S. Territories or outside the continental U.S., Alaska and Hawaii. These Claimants may be Veterans or Service Members, including those participating in Benefits Delivery at Discharge (BDD) and Integrated Disability Evaluation System (IDES).

o Service Group 6 – International

Outside the continental U.S., Alaska and Hawaii Includes U.S. Territories Includes Claimants participating in Benefits Delivery at Discharge (BDD) and

Integrated Disability Evaluation System (IDES) programs who reside in U.S.

Territories or outside the continental U.S., Alaska and Hawaii.

Current locations include:

Current International Locations American Samoa Honduras Panama Australia The Inuit Islands Philippines Austria Ireland Poland Bahrain Italy Puerto Rico Belgium Jamaica Qatar Belize Japan Saudi Arabia Canada Kuwait South Korea Columbia Luxembourg Spain Costa Rica Marshall Islands Singapore Denmark Mexico Thailand Dominican Republic Micronesia Turkey Ecuador New Zealand United Arab Emirates France Netherlands United Kingdom Germany Northern Mariana Islands Uruguay Greece Oman U.S. Virgin Islands Guam Palau

E. MINIMUM GUARANTEED AND MAXIMUM VALUES:

(1) Minimum Guaranteed Value: The Government guarantees a minimum of $3,500,000 in orders under each MDE-NG IDIQ contract. This minimum applies once to the contract as a whole, regardless of the number of Service Groups (SGs) awarded under the contract.

The Government may satisfy the minimum through orders issued under any SG awarded under this contract.

The cumulative value of orders issued under this contract will count toward the $3,500,000 minimum. Once the Government has ordered at least $3,500,000 in services under this contract, the Government has satisfied the minimum guarantee. The Government does not guarantee any orders or dollar value above the $3,500,000 minimum.

(2) Maximum Value: The maximum value for MDE-NG is $40,000,000,000 in the aggregate across all MDE-NG IDIQ contracts and all SGs for the entire contract period, including all options. The $40 billion maximum is a single shared ceiling for the MDE-NG acquisition.

It is not a separate ceiling for each contractor or SG and will not be divided or multiplied by the number of contracts or SGs awarded.

Consistent with RFO 16.504-1(c) and 52.216-22, the Government may issue orders under the MDE-NG IDIQ contracts only to the extent that the aggregate value of all orders does not exceed $40 billion. All orders issued under all MDE-NG IDIQ contracts and SGs count toward this shared ceiling.

The Government does not guarantee any contractor a specific portion of the $40 billion ceiling and does not guarantee orders beyond the $3,500,000 minimum applicable to that contractor's IDIQ contract.

F. ORDERING PROCEDURES:

This IDIQ contract will follow ordering procedures as outlined in RFO 16.506 and 16.507.

1. Service Group Task Orders. There are six Service Groups under the contract as outlined in subsection B.1.D above. Separate Task Orders (TOs) will be placed for services under each IDIQ Service Group, meaning that if a contractor has awards in two or more Service Group(s), it will receive multiple TOs within a period for each of its awarded Service Group(s).

2. Fair Opportunity. In accordance with RFO 16.507(a)(1), the CO will provide all IDIQ awardees in the applicable Service Group(s) a fair opportunity to be considered for all TO awards, which exceed the micro-purchase threshold, unless one of the exceptions stated in RFO 16.507-6(b) applies. Should one of these exceptions exist, the CO will execute the TO as a sole source TO, seeking proper justifications in accordance with the RFO and agency procedures. Attachment F outlines the Government’s full Ordering Procedures.

3. Protest of Orders. Protests under RFO Part 33 are only authorized for orders under this contract when the exceptions listed RFO 16.508(a) apply and may only be filed with GAO in accordance with RFO 16.508(b).

G. INVOICES AND PAYMENTS:

(1) Invoice Submission:

a. All invoices shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests (Nov 2018) and the FSC mandatory electronic invoice submission process in subparagraph c. below.

b. Invoices shall be submitted monthly in arrears, upon Government final inspection/acceptance by the COR, and in accordance with RFO 52.212-4 (g) Invoice.

c. FSC Mandatory Electronic Invoice Submission: Contractors are required to submit payment requests in electronic form in accordance with the submission instructions below.

TUNGSTEN ELECTRONIC INVOICE SUBMISSION

FSC e-INVOICE PROGRAM THRU AUSTIN PORTAL

FSC MANDATORY ELECTRONIC INVOICE SUBMISSION FOR

AUSTIN PAYMENTS

Contractors must do the following when submitting invoices in Tungsten. Failure to do so may cause the system to not properly receive or transmit your invoice for COR approval.

• Complete all fields in Tungsten’s invoice submission.

• Contractor must include in the Contract No. listed in Block 2 of SF1449 (and

Order No. in Block 4 if applicable) on all invoices.

• Invoices must use the same line item format as listed in the Contract Price

Schedule.

Vendor Electronic Invoice Submission Methods:

Fax, email and scanned documents are not acceptable forms of submission for payment requests. Electronic form means an automated system transmitting information electronically according to the accepted data transmissions below.

• VA’s Electronic Invoice Presentment and Payment System – The Financial

Services Center (FSC) in Austin, TX uses a third-party contractor, Tungsten, to transition vendors from paper to electronic invoice submission. Please go to this website: http://www.tungsten-network.com/US/en/veterans-affairs/ to begin submitting electronic invoices, free of charge.

• A system that conforms to the X12 electronic data interchange (EDI) formats established by the Accredited Standards Center (ASC) chartered by the American National Standards Institute (ANSI). The X12 EDI Web site is http://www.x12.org.

Vendor e-invoice Set-up information:

Please contact Tungsten at the phone number or email address listed below to begin submitting your electronic invoices to the VA Financial Services Center in Austin, TX for payment processing. If you have questions about the payment status of a properly submitted invoice, the e-invoicing program, or Tungsten, please contact the FSC at the phone number or email address listed below.

• Tungsten e-Invoice setup information: 1-877-489-6135

• Tungsten e-Invoice email: VA.Registration@tungsten-network.com

• VA TUNGSTEN Number: AAA544240062

• FSC e-Invoice contact information: 1-877-353-9791

• FSC e-Invoice email: vafsccshd@va.gov

• FSC Internet: http://www.fsc.va.gov/einvoice.asp

• http://fcw.com/articles/2012/11/27/va-epayments.aspx?s=fcwdaily

(2) Payments:

All payments by the Government to the Contractor will be made in accordance with RFO Clause 52.232-33, Payment by Electronic Funds Transfer – System for Award http://www.tungsten-network.com/US/en/veterans-affairs/ http://www.x12.org/ mailto:VA.Registration@tungsten-network.com mailto:vafsccshd@va.gov https://gcc02.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.fsc.va.gov%2Feinvoice.asp&data=05%7C01%7C%7C8839a404c94e4722921a08dabda3f536%7Ce95f1b23abaf45ee821db7ab251ab3bf%7C0%7C0%7C638030809127175663%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=sttA3Pya3lpPzoP%2Bee2LKAgNi%2Bh%2FZ94cRUH7ypupdo4%3D&reserved=0 http://fcw.com/articles/2012/11/27/va-epayments.aspx?s=fcwdaily

Management (Oct 2018). See also RFO 52.212-4 (i) and RFO 52.212-4 (i), Alternate I Payments.

(3) Travel and SMOT Other Direct Costs (ODCs)

The following tasks will be reimbursed as Other Direct Costs (ODCs) with a not-to-exceed (NTE) ceiling amount as stated in the Contract Price Schedule:

• Task 5.4 Claimant Mileage Travel Reimbursement

• Task 5.5 Special Modes of Transportation (SMOTs)

• Task 5.6 Examiner Travel (Special Authorization)

All travel or transportation costs under these tasks must be pre-approved by the COR and will be reimbursed in accordance with RFO 31.205-46 and the Federal Travel Regulations (FTR). The contractor shall use good faith estimates to quote the estimated travel costs for COR pre-approval. Mileage rates must not exceed GSA’s mileage reimbursement rates and/or GSA’s local per diem rate for the specific location of travel and contractor shall not exceed the not-to-exceed limitation of funds specified in the contract. General and Administrative (G&A) charges against travel will not be reimbursed.

Contractor must submit copies of all receipts, documentation of mileage and other substantiating evidence supporting the exact mileage, travel or SA/SMOT costs incurred with its invoice submission. Any invoice missing this written documentation, or that includes costs that were not pre-approved by the COR, will be rejected for payment.

H. CHANGES:

Any changes to this contract, including the PWS, terms and conditions or any Orders shall only be authorized and approved through written correspondence from the MDE CO, or Ordering CO when specified, in accordance with RFO 52.212-4 (d) Changes. A copy of each change will be kept in the contract folder along with all other relevant information or documentation of the action. Costs incurred by the Contractor through the actions of parties other than the CO shall be borne by the Contractor. All other contract modifications shall specify the applicable contract clause by which the action is authorized.

I. ON-RAMP AND OFF-RAMP:

(1) On-Ramp

On-ramp is the process by which the Government includes new contractors on the contract. All on-ramps will be competitive, unless the CO determines a sole source is warranted and an appropriate justification is authorized.

a. On-Ramp Contractors: The Government reserves the right to on-ramp additional contractors at any time during the contract ordering period to meet Government needs. Additional contractors may be needed to fulfill increased volume of Medical Disability Examinations (MDE), replace an off-ramped contractor, or other circumstances as determined by the CO. Since contractors may receive awards in one or more Service Group, on-ramped Contractors may have an existing contract (MDE-NG incumbent) and receive award in an additional Service Group under the same contract number. Or a contractor without an existing contract may receive a new contract for the awarded Service Group(s).

Only contractors with an award in a particular Service Group will be eligible for orders in that Service Group. Should the Government exercise this right to on-ramp additional contractors to one or more Service Group, a new solicitation with identical requirements, terms, and conditions will be issued through the Government Point of Entry and awardees will be added to the MDE IDIQ for Service Group.

b. The Government also reserves the right to increase the maximum value of the contract during on-ramp open seasons, in accordance with RFO 16.504-4(a).

(2) Off-Ramp

Off-ramp is the unilateral right of the CO to remove a contractor from one or more (could be all) of its awarded Service Groups during the contract ordering period. Off-ramps may occur due to performance issues, responsiveness, eligibility or at the request of the awardee. Off-ramped contractors must continue performance on any active orders awarded prior to off-ramp, including any exercised options, unless the Government terminates the order IAW RFO 52.212-4. Off-ramped contractors will not be eligible for any new orders in the affected Service Groups.

a. Performance: Contractor performance will be assessed/evaluated at the base contract and TO level. QASP and other performance measures as determined appropriate by the Government will be utilized. TO performance will be reported through the CPARS (Contract Performance Assessment Reporting System). In the event of severe and/or multiple performance failures not remedied to the Government’s satisfaction, the Government reserves the right to off-ramp the Contractor at no cost to the Government.

b. Responsiveness: Contractors are expected to respond to all TOPRs and perform in accordance with awarded TOs in their respective Service Groups. Contractors unable to perform the requirements as stated in a TOPR must submit a “no-bid” to the CO with a brief, yet specific, explanation. Repeated failure to provide a proposal or accept a TO award may result in an off-ramp at no cost to the Government.

c. Eligibility: Contractors must maintain all eligibility requirements for receiving and maintaining a federal contract award throughout the life of this contract. Further, contractors must adhere to responsibility standards, including all representation and certifications, in accordance with RFO 9.104 and applicable clauses included in this contract. In the event the contractor fails to maintain these requirements, or otherwise becomes ineligible for federal awards (as defined in RFO 2.101 and in accordance with RFO 9.4), Government reserves the right to off-ramp the Contractor at no cost to the Government.

d. Awardee Request: Contractors may request to be off-ramped from this contract due to various circumstances or business reasons. Any such request must be submitted by the Contractor in writing to the MDEO CO. The CO will consider all relevant factors and may proceed to off-ramp the Contractor at no cost to the Government. An awardee request for off-ramp will not affect its responsibility to continue performance on any active orders awarded prior to off-ramp, including any exercised options, as stated above.

On-ramp and off-ramp processes may occur independently and are not guaranteed as a result of the other. The decision to “on-ramp” and “off-ramp” is at the sole discretion of the Government.

J. PRIVITY OF CONTRACT

In the issuance of this solicitation and any subsequent awards, the Government intends to establish a contractual agreement between itself and eligible Prime awardee entities (the Prime contractors, or Contractors). Being proposed as a subcontractor in any capacity by a prospective Prime contractor or named within any resulting contract and/or Subcontracting Plan, does not confer third-party beneficiary status to such subcontractors--there is no express (direct) or implied intention to benefit the (subcontractor) party. Contract privity will exist only between Government and the Prime contractor awardees. All payments for services will be made to Prime contractor (or assignee if applicable) only.

B.2 PERFORMANCE WORK STATEMENT

Medical Disability Examinations (MDEs) under Section 504 of the Veterans’ Benefits Improvements Act of 1996

(Public Law 104–275; 38 U.S.C. § 5101)

1.0 INTRODUCTION

The Department of Veterans Affairs (VA), through the Veterans Benefits Administration (VBA), administers the Compensation & Pension (C&P) Program, which provides benefits to Veterans, Service Members, and their dependents and survivors. To support disability compensation and pension determinations, VA conducts Medical Disability Examinations (MDEs), which serve as critical medical evidence for evaluating claimed conditions.

Public Law (P.L.) 104-275 (Oct. 9, 1996) authorizes VA to contract with non-VA medical examiners to perform these examinations. Under this authority, VA has awarded contracts to Prime Contractors to provide disability examination services, with additional contracts issued over time to expand examination capacity. The Medical Disability Examination Office (MDEO) manages and oversees these contracts on behalf of VA.

Veterans Health Administration (VHA) clinicians and VBA Contractors perform MDEs.

Examiners document examination findings on Disability Benefits Questionnaires (DBQs) or other Government-approved formats, and the findings must be complete, accurate and sufficiently detailed to support adjudication and withstand appellate review. VBA Rating Veterans Service Representatives (RVSRs) and Decision Review Officers (DROs) rely on these examination results, together with other evidence of record, to determine entitlement to disability compensation and pension benefits.

Claimants requiring MDEs may include Veterans and active-duty Service Members. Active-duty Service Members may participate in two joint Department of Defense (DoD)-VA disability evaluation programs. The Integrated Disability Evaluation System (IDES) evaluates Service Members' fitness for continued military service while simultaneously determining VA disability benefits, helping to streamline the transition to Veteran status. The Benefits Delivery at Discharge (BDD) program enables eligible Service Members to file disability compensation claims before separating from military service. Both CONUS and OCONUS military installations participate in the IDES and BDD programs.

2.0 OBJECTIVE

VA’s objective is to provide Veteran-centric, efficient MDEs using a robust network of qualified Examiners and reliable information technology (IT) systems to process examination scheduling requests (ESRs) and deliver examination results and related data that are complete, accurate, and sufficiently detailed to support adjudication and withstand appellate review.

3.0 GENERAL CONTRACT INFORMATION

3.1 SCOPE

This contract requires the Contractor to perform private-sector medical disability examination (MDE) services for Claimants through a skilled network of qualified and licensed Examiners and to process all examination requests and data through a secure information technology (IT) network capable of interfacing with VA systems.

Services under this contract will be performed for six different Service Groups as defined in Section B.1 and the MDEO General Handbook. The Service Groups geographically span the United States and international locations based on the Claimant’s residence or military base.

Each Contractor may be awarded one or more Service Groups. The Contractor must perform the requirements of this PWS applicable to its awarded Service Group(s) and work ordered under applicable task orders, except where this PWS specifically states otherwise (e.g., Applies to Pre-Discharge Only).

The Contractor must conduct examinations within the same or surrounding geographic area of the applicable awarded Service Group and comply with the contract’s distance limitations. The Contractor must comply with DBQ requirements defined in the DBQ Information Exchange Package Documentation (IEPD) and document examination findings in accordance with this PWS and applicable MDEO Handbooks (see PWS Section 4.1). The Contractor must provide Examiners, facilities, lab testing, support staff and general administrative services (e.g., quality assurance, scheduling, notifications and electronic transmission of reports).

VA may reduce future ESR workload assigned to the Contractor based on network or quality considerations or the Contractor’s performance or noncompliance, consistent with Section B.1 ordering procedures and applicable contract terms.

3.2 PLACE OF PERFORMANCE

The Contractor must perform primarily at its place of business, examination locations or other appropriate locations identified in the MDEO Operations Handbook. MDEO must approve any location type not specifically identified in the MDEO Operations Handbook.

3.3 VOLUME

The volume of MDEs varies based on Congressional mandates, new legislation, Veteran populations and other factors. MDEO uses historical data to project annual ESR quantities for acquisition planning and estimating purposes. VA will specify actual or expected ESR volumes at the task order level for the applicable Service Group. These estimates reflect aggregate Government requirements and do not represent or guarantee the volume an individual Contractor will receive or change the contract minimum guarantee stated in Section B.1 Contract Administration.

The following tables provide aggregate annual estimates or forecasts of ESRs anticipated to be processed across all MDE-NG Contractors in the upcoming calendar years, based on historical data of the number of ESRs requested under MDE contracts, as well as the average number of DBQs per ESR for each of the six Service Groups.

Annual Estimate/ Forecasted ESR Requests Per Service Group

IDIQ Ordering Period

Service Group 1

Service Group 2

Service Group 3

Service Group 4

Service Group 5

(Pre-Discharge)

Service Group 6

(International) Base Period 833,550 1,613,586 909,758 656,495 145,822 70,270

Option Period 1 830,198 1,607,097 906,100 653,854 145,236 69,988 Option Period 2 831,810 1,610,218 907,859 655,124 145,518 70,124 Option Period 3 831,584 1,609,780 907,612 654,946 145,478 70,105 Option Period 4 832,101 1,610,780 908,176 655,353 145,569 70,148

Grand Total 4,159,243 8,051,461 4,539,505 3,275,772 727,623 350,635

Service Group Average number of

DBQs per ESR 2020-2025

Service Group 1 2.8 Service Group 2 3.0 Service Group 3 3.0 Service Group 4 3.0

Service Group 5** (Pre-Discharge) 10.7 Service Group 6 (International) 3.8

**Pre-Discharge Average of DBQs per ESR based on 2022-2025 only; a change to the structure of the Separation Health Assessment (SHA) in 2024 may impact / reduce the number of DBQs per ESR though this average retains an even volume of DBQs based on current available data.

3.4 CONTRACT RAMP-UP

The Contractor must:

A. For each awarded Service Group, complete ramp-up and be capable of accepting the full ESR workload required under applicable task orders no later than one (1) year after award. If the Contractor is selected as Immediate-Ready for a Service Group, it must be capable of accepting and performing the Government-established Continuity Workload Requirement (CWR) for that Service Group no later than 30 calendar days after contract award while meeting all applicable PWS prerequisites (see Attachment H Continuity Workload Requirement).

B. Establish an Examiner network capable of supporting the ESR workload the Contractor is required to perform under applicable task orders for its awarded Service Group(s) before starting operations.

C. Complete development and configuration of the required IT systems within six (6) months after award, with the systems fully developed and ready for required VA integration, testing, security assessment and authorization activities.

D. Complete User Acceptance Testing (UAT) by 11 months to validate all system functionality.

E. Obtain an ATO, including all privacy/security requirements, within one (1) year of award (see Security Controls Compliance, Scans and Assessments).

F. Electronically submit Contractor personnel onboarding documents for personnel with system access/PIVs (see Sections 8.0 and 9.0) to the COR (Contracting Officer’s Representative) within five (5) days of award. The documentation must be error-free. If VA identifies errors, the Contractor must correct and resubmit the documentation within 24 hours.

G. Provide a Ramp-up Plan within five (5) days of contract award that demonstrates readiness for each awarded Service Group and applicable task order:

o Network adequacy (appointments available, Examiner count by specialty, and type of examination they are qualified to conduct);

o Phased implementation with milestones;

o Weekly status updates and documentation;

o Which Regional Office (RO) or service area within each awarded Service Group is ready to begin work, with a timeline (the Contractor cannot accept ESRs in any area until able to accept all DBQ types); and o Readiness review criteria used to determine that an RO or service area within each awarded Service Group is ready to begin receiving ESRs.

No ESRs will be sent to the Contractor until the necessary systems are developed, UAT has been passed and the ATO is achieved. For ramp-up purposes, a full workload means the full ESR volume the Contractor is required to perform under applicable task orders for an awarded Service Group, across all DBQ types and applicable ROs or service areas. During ramp-up, if VA determines a partial workload is feasible and consistent with the applicable task order and the Contractor’s Ramp-up Plan, the Contractor must accept that partial workload after obtaining the ATO while its Examiner Network continues to scale. A partial workload is a reduced portion of the ESR volume ordered to the Contractor for the applicable Service Group, across all DBQ types for one or more applicable ROs or service areas.

The Contractor must align its systems with evolving industry and VA standards and plan future system improvements as appropriate to support VA interoperability, data exchange and security requirements. The Contractor’s systems must use open, standards-based architectures, including VA-approved specifications.

The Contractor must use a configurable solution that supports controlled testing, acceptance, and implementation of changes. When VA requests an enhancement change or upgrade, the Contractor must implement the change by the mutually agreed‑upon date.

3.4.1 Additional Country Ramp-up (Applies to International Only)

For a Contractor awarded Service Group 6, VA may add countries to the International Service Group when ESR volume warrants a presence in the location. VA will allow the Contractor a 90-day ramp-up period to hire and train additional personnel for each additional country.

4.0 GENERAL PROGRAM INFORMATION

4.1 MDEO HANDBOOKS

The M21-1 Adjudication Procedures Manual (M21-1) is a comprehensive VBA resource detailing the policies and procedures necessary for adjudicating Compensation and Pension claims; Part IV, Examinations, is specifically relevant to this contract.

To implement the requirements of this PWS, MDEO will provide written technical, operational, procedural, and programmatic requirements through a series of MDEO Handbooks.

The PWS establishes the overall scope of services, tasks, deliverables, responsibilities, and contract-level performance requirements. The MDEO Handbooks prescribe and further define how those requirements are to be performed and implemented. Accordingly, a Handbook may establish detailed processes, workflows, system requirements, data standards, submission requirements, sequencing, operating procedures, technical instructions, and other task-specific requirements that are reasonably necessary to perform the work required by this PWS.

Policies and procedures contained in the M21-1 and MDEO Handbooks are binding on the Contractor when they relate to and implement the scope, tasks, deliverables, or responsibilities established by this PWS.

MDEO Handbooks will not independently establish new work, task, or deliverable outside the scope of this PWS; materially alter the allocation of responsibilities between the Government and Contractor; or establish or change a contract-level performance standard established in the PWS or QASP. Any such change must be made through an appropriate contract modification issued by the Contracting Officer.

The Government will maintain current and prior versions of each MDEO Handbook, including version numbers and effective dates, at a VA-designated location. The Government will issue Handbook revisions and provide notice in accordance with Attachment A, MDEO Handbooks Change Control Process. Attachment A establishes the applicable requirements and timelines for Contractor notice, effective dates, expedited revisions, Contractor questions and implementation feedback, and requests for Contracting Officer review.

The Contractor must comply with the current effective version of each applicable MDEO Handbook in accordance with its stated effective date and any instructions identifying which version applies to work in process. If the Contractor believes a Handbook revision exceeds the authority established by this section or otherwise constitutes a change to a contract term, the Contractor may request Contracting Officer review in accordance with Attachment A MDE-NG Handbooks Change Control Process. Nothing in this section or Attachment A limits either party's rights or obligations under RFO 52.212-4(d) or any other term or condition of the contract.

All Handbooks released with the solicitation will be the initial versions used at time of contract award, except if a revision is necessary prior to the solicitation closing date and released via a solicitation amendment. No revisions will be made after the solicitation closing date prior to contract award. Handbook revisions may occur as early as the first month after contract award and will be made in accordance with Attachment A.

MDEO Handbooks Handbook Example Topics*

Communications Appointment, Scheduling, Reporting, Appointment Notification Letter

Contractor Personnel Training, Credentialing, Examiner Exclusions

DBQ Compliance DBQ Compliance and Guidance, FAQs by Body System

Examinations

MDE Types, Examination Requirements, Diagnostic and Ancillary Testing, Tele-C&P MDEs, ACE Process, Separation Health Assessment (SHA), Medical Opinions

Financial Audit Financial Audit Reports, SA/SMOT Audits, Mileage Reimbursement Audits

General MDEO, MDE Service Groups 1-4,Group 5 (Pre- Discharge), and Group 6 (International) Locations

Operations Claimants and Examination Priority, Site Visits, Facility Requirements, Incarcerated Examinations, AME/SSSCE Process

Special Authorizations/Special Modes of Transportation (SA/SMOT)

SA/SMOT Request Processes, including documentation, SA/SMOT Portal

Systems Examination Management System Process, DAS, VBMS EMS to Contractor EMS Integration, Results upload to eFolder

* The topics above identify the general subject areas assigned to each MDEO Handbook and are illustrative, not exhaustive. Within those areas, the applicable Handbook may establish the detailed technical, operational, procedural, and task-specific requirements necessary to perform this PWS.

Requirements that add new services, tasks, deliverables, or contract-level performance standards outside the scope of this PWS require a contract modification issued by the Contracting Officer.

4.2 COMMUNICATIONS WITH REGIONAL OFFICES

4.2.1 VBA Regional Offices

The Contractor must not communicate with RO leadership or examination liaisons regarding local issues or general questions without MDEO permission. Contact with the RO examination liaison is permitted for questions related to specific ESRs. General inquiries should be submitted to MDEO. VA will provide contact lists for liaisons and alternates and update as needed.

Restrictions:

• Do not coordinate cancellations or create local processes with VA RO leadership.

• Do not discuss work distribution with ROs

• Do not request policy or procedural changes via RO leadership. Policy or procedural changes should be submitted to MDEO for consideration.

• Do not provide training materials to VA RO leadership. Suggestions for training should be submitted to MDEO for review and possible national dissemination.

4.3 MDEO SITE VISITS

VA reserves the right to inspect Contractor/Subcontractor locations and mobile clinics (i.e., Mobile Medical Units (MMU)) within the United States (including Territories) with or without notice. VA or a designated third party on behalf of MDEO may conduct site visits.

The Contractor must ensure the accessibility of all facilities. If access is denied or the location is unavailable, the Contractor must reimburse the Government for time and travel expenses incurred (e.g., via separate credit invoice). Site visits will consider Claimant experience (e.g.

facility cleanliness, accessibility, etc.) and MDEO facility requirements (see MDEO Operations Handbook).

4.3.1 Inspection/Visit Notice:

• Complaint-based, Contractor/Subcontractor locations: 24 hours.

• Corporate HQ and administrative offices: one (1) week minimum.

• No notice will be provided for unscheduled/impromptu visits.

4.3.2 Corrective Action:

Within 15 days of receiving Site Visit findings, the Contractor must submit a Site Visit Corrective Action Plan to the COR addressing all findings, and timeline for corrections/resolutions. COR will review the Corrective Action Plan and provide feedback if needed.

After correcting the findings, the Contractor must submit a Final Corrective Action Report that describes each finding and how it was corrected, and include photographic evidence verifying the correction. If the Contractor does not provide evidence of corrective action, VA may exclude the site from future examinations until MDEO verifies the corrective action.

5.0 SPECIFIC TASKS AND DELIVERABLES

5.1 TASK 1: MEDICAL DISABILITY EXAMINATIONS

The Contractor must provide MDEs in compliance with VBA standards, forms, practices, and ESRs. Disability examinations may be conducted through a variety of appointment modalities, including in-person evaluations, telehealth visits, and records-based reviews, depending on clinical needs, accessibility considerations and other organization requirements. Refer to the MDEO Examinations Handbook for additional information on Examination Services and MDEO DBQ Compliance Handbook for DBQ and Exam Compliance and Reviews.

5.1.1 DBQ Requirements and Types

5.1.1.1 General DBQ Requirements

DBQs provide detailed examination requirements based upon statutory, legislative and court-mandated criteria for VA disability entitlement determinations. Changes are made periodically to the DBQs to reflect regulatory or medical requirements. The Contractor must update its systems and examination practices accordingly at no additional cost to the Government. The Contractor must not include comments unrelated to the examination in the DBQ, such as merits of the claim, percentage of service-connected disability to be granted, likely outcome or benefits as a result of examination, correctness of a determination that a disability is or is not service-connected, or treatment recommendations. MDEO Examinations Handbook provides details of specific instances that require comments in the DBQ Remarks section.

5.1.1.2 DBQ Selection, Substitution and Additional DBQs

All appointments must be conducted in accordance with the VA-issued DBQ, ESR, contract requirements and VA instructions. When specifically requested by VA, the Contractor must provide the full range of MDEs listed in the MDEO Examinations Handbook. All claimed contentions in the ESR must be examined. If the actual contention differs but is clinically consistent with reported symptoms, the Examiner must evaluate the actual contention and substitute the correct DBQ and/or medical opinion. For example, if a Wrist DBQ is requested but the Examiner determines the wrist symptoms actually represent carpal tunnel syndrome, the Peripheral Nerves DBQ should be substituted as this is what is actually needed to evaluate the contention. Board of Veterans Appeals (BVA) remands are an exception to the substitution guidance.

In addition to substituting a DBQ with a more appropriate one to properly assess the actual contention, there may be instances when information or clinical findings identified during an examination may also trigger the need to complete additional DBQs that were not initially requested. See the MDEO Examinations Handbook for more information on Triggering Additional Examinations and DBQs.

5.1.1.3 DBQ Compliance

To ensure examinations conducted are sufficient for rating purposes, the Contractor must ensure DBQ compliance of examinations conducted by its examiners. The Contractor’s plan for DBQ compliance must be described in its PMP (see Task 5.8.4) and comply with MDEO DBQ Compliance Handbook. See PWS 7.2.1 for the DBQ Compliance performance standard and PWS 7.4 for compliance review and reconsideration requirements. The Contractor must submit the DBQ Compliance Findings Report Response in accordance with PWS 5.8.4.

5.1.1.4 DBQ Completion and Accuracy

All claimed conditions identified on the examination scheduling request must be examined and all DBQs must document a complete review of each condition being evaluated. All DBQs must be complete and accurate.