36C24425Q0395.docx

Sources Sought Notice Sources Sought Notice

GENERAL INFORMATION

SET-ASIDE

Network Contracting Office 4

1700 South Lincoln Avenue

POINT OF CONTACT*

Contract Specialist Julie Garner julie.garner@va.gov 412-860-7204

PLACE OF PERFORMANCE

Butler VA Medical Center

353 North Duffy Road

Butler PA

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

This is a SOURCES SOUGHT NOTICE only. Responses to this notice will be used for information and planning purposes. No quotes are being requested or accepted at this time with this notice.

The Department of Veterans Affairs, Veterans Affairs Butler Medical Center, 353 North Duffy Road, Butler PA 16001, has a requirement for annual radiation safety survey, initial MRI and CT testing, MRI Physicist consulting and on call services. Potential Sources shall respond with their ability to provide these services as outlined in the draft PWS (Attachment 1).

The North American Industry Classification System (NAICS) code being considered for this procurement is 541690 Other Scientific and Technical Consulting Services (PSC) is H365 Inspection – Medical, Dental and Veterinary Equipment and Supplies. The Small Business Size Standard is $16.5 million. Responses to this notice should include the following:

1. Company name

1. Data Universal Numbering System (DUNS) number

1. Company’s address,

1. Point of Contact information (i.e. title, phone number and email address)

1. Company’s capability to meet this requirement and any pertinent information which demonstrates the company’s ability to meet the above requirements.

1. GSA Federal Supply Schedule contract number or other applicable contract vehicle contract number, if within scope of this effort (if applicable).

Company’s type of business (small or large) and socioeconomic status whether Service Disable Veteran Owned, Veteran Owned, Hubzone, 8(a), Women Owned, Small Disadvantaged, etc. If applicable, Service-Disabled Veteran Owned Small Businesses (SDVOSB) and Veteran Owned Small Businesses (VOSB) must be verified in www.VetBiz.gov. Response should provide enough information to determine if the vendor can comply with the limitations on subcontracting as defined in VAAR 852.219-74 and all applicable CFR references where applicable.

All responses shall be submitted in writing via email no later than 12:00 pm (ET) April 07, 2025 to Julie Garner at julie.garner@va.gov.

E-mail: julie.garner@va.gov. Facsimile or telephonic responses will not be accepted. There will be no question and answer period for this sources sought.

Simply responding as an “interested party” does not constitute your company as a source. Offeror must provide the above requested information. After review of the responses to this sources sought notice, a solicitation announcement may be published on the SAM or GSA website in the near future. Responses to this sources sought announcement are not considered adequate responses to the solicitation announcement. All interested offerors will have to respond to the forthcoming solicitation announcement, in addition to responding to this sources sought notice. All interested parties must be registered with System for Award Management (SAM) at https://www.sam.gov in order to be eligible for award of Government contracts.

Performance Work Statement Medical Physicist Services

1.0 General:

The VA Butler Healthcare System (529) requires a contract for annual radiation safety survey, initial MRI and CT testing, MRI Physicist consulting and on call services. The radiation safety surveys and services will be performed at the VA Health Care Center (HCC) located at 353 N Duffy Rd Butler, PA 16001, and the Mercer CBOC location at 1505 North Hermitage Rd, Hermitage, PA, 16148. The annual radiation survey(s) will begin July 2025, after the contract has been awarded. The Network Contracting Office 04 is seeking to award a single IDIQ with five (5) – one-year order period contract for these services

1.1 Period of Performance:

Base Year Period of Performance: 07/01/2025-06/30/2026 Option Year 1: 07/01/2026-06/30/2027 Option Year 2: 07/01/2027-06/30/2028 Option Year 3: 07/01/2028-06/30/2029 Option Year 4: 07/01/2029-06/30/2030

2.0 Objective:

The contractor shall be responsible for performing radiation survey testing annually for radiography equipment to include Dental, CT, Dexa, Radiography equipment and MRI as required by JCAHO. The testing must be performed by a vendor that is a certified Radiological or Medical Physicist and must be certified in X-ray and Gamma Ray Physics by the American Board of Radiology. This Physicist must also be an MRI Safety Expert (MRSE).

3.0 Scope of Work:

3.1 Radiation safety surveys will be conducted on the Dental, Radiography (including Portable), Dexa, CT Equipment and MRI on an annual basis. The testing dates and times will be coordinated with the Radiology Supervisor and/or designee.

3.1.1 The Physicist will be available for remote Physicist consulting services for all modalities and will serve as the MR Safety Expert (MRSE) for the Butler Health Care Center.

3.1.2 Initial Testing for Radiography equipment including radiography, dental, CT, and MRI will be conducted before placing the equipment into service.

3.1.3 Locations: The vendor will perform surveys and services at the Abie Abraham HCC located at 353 North Duffy Road, Butler, PA 16001 and at the Mercer CBOC location at 1505 North Hermitage Rd, Hermitage, PA, 16148. Surveys and services will be performed on the following:

3.1.3.1 Units:

3.1.3.1.1 Stationary X-ray System – Radiography (no fluoro) – HCC location Qty: 2

3.1.3.1.2 Portable Radiography Unit – Radiography – HCC location Qty: 1

3.1.3.1.3 Bone Density Unit – HCC Location Qty: 1

3.1.3.1.4 Stationary X-ray System – Radiography (No fluoro) – Mercer Location Qty: 1

3.1.3.1.5 Intraoral X-ray – HCC Location Qty: 6

3.1.3.1.6 Panoramic – HCC Location Qty: 1

3.1.3.1.7 Computed Tomography Unit – HCC location Qty: 1

3.1.3.1.8 MRI Unit – HCC location Qty: 1

3.2 This survey will include examination for obvious mechanical and electrical problems, proper collimation, correct filtration, proper operation of exposure indicators and switches, and determination of the coefficient of variation of output of each unit. Also surveyed are the photo timer operation where applicable, accuracy of kvp indication, adequacy of associated imaging characteristics, measurements of timer accuracy, x-ray output function of kvp. Time, MA as measured at a pre-determined distance, linearity of ma stations, compliance, and safety requirements. Surveys will be conducted for proper shielding and shielding accessories as applicable.

3.3 The annual survey(s) will be completed within the 2 months following the award of the contract and annually thereafter for all modalities.

3.3.1 The VA will only be charged for the service line items that are performed at the time of testing.

3.4 Additional testing

3.4.1 In the event that additional testing is required, the contractor shall be available and begin additional testing within 48 hours of notification or on the next testing day as described in 5.0 of this SOW.

3.4.2 Additional testing is at the discretion of the Contracting Officer Representative and will be billed at the line-item cost for an on-site visit.

3.4.3 If additional quantities of line items are needed for line items the contract will require a modification.

3.4.4 Additional testing results will be expedited by the vendor and notification of the results will be received within 24 hours of testing.

3.4.5 Additional testing will not be conducted on Saturdays, Sundays, or Holidays.

3.5 Test Reporting

3.5.1 Any critical results will be notified to the Radiology Clinic Supervisor or designee within 24 hours or 1 working day of this determination.

3.5.2 The report will summarize findings of the tests, date, time, testing source and the name of the person responsible for the analysis.

3.5.3 Any report with unsatisfactory results that results in the equipment being removed from service will be reported to the Associate Chief of Staff of Diagnostic & Specialty Care.

3.5.4 The following actions will be taken with any equipment that does not pass the testing of the Physicist.

3.5.4.1 The unit will immediately be taken out of service.

3.5.4.2 The Associate Chief of Staff for Diagnostic & Specialty Care will be notified.

3.5.4.3 The equipment will not be placed back into service until cleared by the Physicist stating, in writing, that it is safe to resume service.

3.5.5. The report must include a summary page which indicates satisfactory/unsatisfactory for each piece of equipment.

3.6 Emergency Testing Services– In the event that additional testing is required, after maintenance or the placement of new equipment, the contractor shall be available begin testing within 48 hours of notification or on the next testing day as described in 5.0 of this PWS.

4.0 Contractor Qualifications

4.1 The Contractor services shall be performed by trained and qualified personnel using techniques and performed in accordance with manufacturer’s guidelines and specifications.

4.2 The Contractor shall be certified as a Radiological Physicist in X-ray and Gamma Ray Physics by the American Board of Radiology.

4.3 The Contractor shall be properly trained to act as an MR Safety Expert for the Butler Health Care Center.

4.4 The Contractor must be available to provide Remote Physicist Consulting Services during all business hours listed in 5.0 of this SOW.

5.0 Hours of Operation and Scheduling

5.1 Normal hours of coverage are Monday through Friday from 7:00 am to 5:30 pm, excluding holidays.

5.1.1 Federal Holidays observed by Veterans Health Administration are: New Years' Day, Labor Day, Martin Luther King Day, Columbus Day, Presidents' Day, Veterans' Day, Memorial Day, Thanksgiving, Independence Day, Christmas Day, and Juneteenth.

5.1.2 All services will be performed during normal hours of coverage unless requested or approved by Government POC.

5.2 – Testing Coordination,the testing dates will be coordinated with the Radiology Clinic Supervisor and/or designee.

6.0 Security and Safety

6.1 Information Technology Security

6.1.1 The contractor will not have access to VA Desktop computers. They will not have access to online resources belonging to the VA or the U.S. government.

6.1.2 All Contractors must receive Privacy training annually using one of the following methods:

6.1.2.1 Complete “VA Privacy Training for Personnel without Access to VA Computer Systems or Direct Access to or Use to VA Sensitive Information” training by using VA’s TMS system (https://www.tms.va.gov/SecureAuth35/). Contractors may use the TMS Managed Self Enrollment method to complete the training in TMS.

6.1.2.2 Complete the hard copy version of “VA Privacy Training for Personnel without Access to VA Computer Systems or Direct Access to or Use to VA Sensitive Information”. Signed training documents must be submitted to the COR.

Training must be completed prior to the performance of the contract and annually thereafter.

6.2 Security

6.2.1 The Contractor’s field service employee will wear visible identification issued by the VA Police Service

6.2.2 Identification, Parking, Smoking and VA Regulations:

6.2.2.1 It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police Service. The Butler VA will not validate or make reimbursements for parking violations to the Contractor under any conditions. Smoking is prohibited on all VA campuses.

6.2.2.2 Possession of weapons, illegal drugs & alcohol is prohibited.

6.2.2.3 Enclosed containers, including tool kits, shall be subject to search.

6.2.2.4 Contractor takes all responsibility of their staff while on Butler VA property.

6.2.2.5 Contractor responsible for any damage to property whether personal, private or government owned.

6.3 Records Management

6.3.1 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.

6.3.2 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.

6.3.3 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.

6.3.4 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.

6.3.5 Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

6.3.6 The Government Agency owns the rights to all data/records produced as part of this contract.

6.3.7 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.

6.3.8 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.].

6.3.9 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.

6.4 VA Handbook 6500.6 Appendix C

2. VA INFORMATION CUSTODIAL LANGUAGE.

This entire section applies to all acquisitions requiring any Information Security and Privacy language.

a. The Government shall receive unlimited rights to data/intellectual property first produced and delivered in the performance of this contract or order (hereinafter “contract”) unless expressly stated otherwise in this contract. This includes all rights to source code and all documentation created in support thereof. The primary clause used to define Government and Contractor data rights is FAR 52.227-14 Rights in Data – General. The primary clause used to define computer software license (not data/intellectual property first produced under this contractor or order) is FAR 52.227-19, Commercial Computer Software License.

b. Information made available to the contractor by VA for the performance or administration of this contract will be used only for the purposes specified in the service agreement, SOW, PWS, PD, and/or contract. The contractor shall not use VA information in any other manner without prior written approval from a VA Contracting Officer (CO). The primary clause used to define Government and Contractor data rights is FAR 52.227-14 Rights in Data – General.

c. VA information will not be co-mingled with any other data on the contractor’s information systems or media storage systems. The contractor shall ensure compliance with Federal and VA requirements related to data protection, data encryption, physical data segregation, logical data segregation, classification requirements and media sanitization.

d. VA reserves the right to conduct scheduled or unscheduled audits, assessments, or investigations of contractor Information Technology (IT)resources to ensure information security is compliant with Federal and VA requirements. The contractor shall provide all necessary access to records (including electronic and documentary materials related to the contracts and subcontracts) and support (including access to contractor and subcontractor staff associated with the contract) to VA, VA's Office Inspector General (OIG), and/or Government Accountability Office (GAO) staff during periodic control assessments, audits, or investigations.

e. The contractor may only use VA information within the terms of the contract and applicable Federal law, regulations, and VA policies. If new Federal information security laws, regulations or VA policies become applicable after execution of the contract, the parties agree to negotiate contract modification and adjustment necessary to implement the new laws, regulations, and/or policies.

f. The contractor shall not make copies of VA information except as specifically authorized and necessary to perform the terms of the contract. If copies are made for restoration purposes, after the restoration is complete, the copies shall be destroyed in accordance with VA Directive 6500, VA Cybersecurity Program and VA Information Security Knowledge Service.

g. If a Veterans Health Administration (VHA) contract is terminated for default or cause with a business associate, the related local Business Associate Agreement (BAA) shall also be terminated and actions taken in accordance with VHA Directive 1605.05, Business Associate Agreements. If there is an executed national BAA associated with the contract, VA will determine what actions are appropriate and notify the contactor.

h. The contractor shall store and transmit VA sensitive information in an encrypted form, using VA-approved encryption tools which are, at a minimum, Federal Information Processing Standards (FIPS) 140-2, Security Requirements for Cryptographic Modules (or its successor) validated and in conformance with VA Information Security Knowledge Service requirements. The contractor shall transmit VA sensitive information using VA approved Transport Layer Security (TLS) configured with FIPS based cipher suites in conformance with National Institute of Standards and Technology (NIST) 800-52, Guidelines for the Selection, Configuration and Use of Transport Layer Security (TLS) Implementations.

i. The contractor’s firewall and web services security controls, as applicable, shall meet or exceed VA’s minimum requirements.

j. Except for uses and disclosures of VA information authorized by this contract for performance of the contract, the contractor may use and disclose VA information only in two situations: (i) in response to a qualifying order of a court of competent jurisdiction after notification to VA CO (ii) with written approval from the VA CO. The contractor shall refer all requests for, demands for production of or inquiries about, VA information and information systems to the VA CO for response.

k. Notwithstanding the provision above, the contractor shall not release VA records protected by Title 38 U.S.C. § 5705, Confidentiality of medical qualityassurance records and/or Title 38 U.S.C. § 7332, Confidentiality of certain medical records pertaining to drug addiction, sickle cell anemia, alcoholism or alcohol abuse or infection with Human Immunodeficiency Virus (HIV). If the contractor is in receipt of a court order or other requests for the abovementioned information, the contractor shall immediately refer such court order or other requests to the VA CO for response.

l. Information made available to the contractor by VA for the performance or administration of this contract or information developed by the contractor in performance or administration of the contract will be protected and secured in accordance with VA Directive 6500 and Identity and Access Management (IAM) Security processes specified in the VA Information Security Knowledge Service.

m. Any data destruction done on behalf of VA by a contractor shall be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management, VA Handbook 6300.1, Records Management Procedures, and applicable VA Records Control Schedules.

n. The contractor shall provide its plan for destruction of all VA data in its possession according to VA Directive 6500 and NIST 800-88, Guidelines for Media Sanitization prior to termination or completion of this contract. If directed by the COR/CO, the contractor shall return all Federal Records to VA for disposition.

o. Any media, such as paper, magnetic tape, magnetic disks, solid state devices or optical discs that is used to store, process, or access VA information that cannot be destroyed shall be returned to VA.The contractor shall hold the appropriate material until otherwise directed by the Contracting Officer’s Representative (COR) or CO. Items shall be returned securely via VA-approved methods. VA sensitive information must be transmitted utilizing VA-approved encryption tools which are validated under FIPS 140-2 (or its successor) and NIST 800-52. If mailed, the contractor shall send via a trackable method (USPS, UPS, FedEx, etc.) and immediately provide the COR/CO with thetracking information. Self-certification by the contractor that the data destruction requirements above have been met shall be sent to the COR/CO within 30 business days of termination of the contract.

p. All electronic storage media (hard drives, optical disks, CDs, back-up tapes, etc.) used to store, process or access VA information will not be returned to the contractor at the end of lease, loan, or trade-in. Exceptions to this paragraph will only be granted with the written approval of the VA CO.

3. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS.

This section applies when any person requires access to information made available to the contractor by VA for the performance or administration of this contract or information developed by the contractor in performance or administration of the contract.

a. A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees and subcontractors only to the extent necessary to perform the services specified in the solicitation or contract. This includes indirect entities, both affiliate of contractor/subcontractor and agent of contractor/subcontractor.

b. Contractors and subcontractors shall sign the VA Information Security Rule of Behavior (ROB) before access is provided to VA information and information systems (see Section 4, Training, below). The ROB contains the minimum user compliance requirements and does not supersede any policies of VA facilities or other agency components which provide higher levels of protection to VA’s information or information systems. Users who require privileged access shall complete the VA elevated privilege access request processes before privileged access is granted.

c. All contractors and subcontractors working with VA information are subject to the same security investigative and clearance requirements as those of VA appointees or employees who have access to the same types of information.

The level and process of background security investigations for contractors shall be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office of Human Resources and Administration/Operations, Security and Preparedness (HRA/OSP) is responsible for these policies and procedures. Contract personnel who require access to classified information or information systems shall have an appropriate security clearance. Verification of a Security Clearance shall be processed through the Special Security Officer located in HRA/OSP. Contractors shall conform to all requirements stated in the National Industrial Security Program Operating Manual (NISPOM).

d. All contractors and subcontractors shall comply with conditions specified in VAAR 852.204-71(d); Contractor operations required to be in United States. All contractors and subcontractors working with VA information must be permanently located within a jurisdiction subject to the law of the United States or its Territories to the maximum extent feasible. If services are proposed to be performed abroad the contractor must state where all non-U.S. services are provided. The contractor shall deliver to VA a detailed plan specifically addressing communications, personnel control, data protection and potential legal issues. The plan shall be approved by the COR/CO in writing prior to access being granted.

e. The contractor shall notify the COR/CO in writing immediately (no later than 24 hours) after personnel separation or occurrence of other causes. Causes may include the following:

(1) Contractor/subcontractor personnel no longer has a need for access to VA information or VA information systems.

(2) Contractor/subcontractor personnel are terminated, suspended, or otherwise has their work on a VA project discontinued for any reason.

(3) Contractor believes their own personnel or subcontractor personnel may pose a threat to their company’s working environment or to any companyowned property. This includes contractor-owned assets, buildings, confidential data, customers, employees, networks, systems, trade secrets and/or VA data.

(4) Any previously undisclosed changes to contractor/subcontractor background history are brought to light, including but not limited to changes to background investigation or employee record.

(5) Contractor/subcontractor personnel have their authorization to work in the United States revoked.

(6) Agreement by which contractor provides products and services to VA has either been fulfilled or terminated, such that VA can cut off electronic and/or physical access for contractor personnel.

f. In such cases of contract fulfillment, termination, or other causes; the contractor shall take the necessary measures to immediately revoke access to VA network, property, information, and information systems (logical and physical) by contractor/subcontractor personnel. These measures include (but are not limited to): removing and then securing Personal Identity Verification (PIV) badges and PIV – Interoperable (PIV-I) access badges, VA-issued photo badges, credentials for VA facilities and devices, VA-issued laptops, andauthentication tokens. Contractors shall notify the appropriate VA COR/COimmediately to initiate access removal.

g. Contractors/subcontractors who no longer require VA accesses will return VAissued property to VA. This property includes (but is not limited to): documents, electronic equipment, keys, and parking passes. PIV and PIV-I access badges shall be returned to the nearest VA PIV Badge Issuance Office. Once they have had access to VA information, information systems, networks and VA property in their possessions removed, contractors shall notify the appropriate VA COR/CO.

4. TRAINING.

This entire section applies to all acquisitions which include section 3.

a. All contractors and subcontractors requiring access to VA information and VA information systems shall successfully complete the following before being granted access to VA information and its systems:

(1) VA Privacy and Information Security Awareness and Rules of Behavior course (Talent Management System (TMS) #10176) initially and annually thereafter.

(2) Sign and acknowledge (electronically through TMS #10176) understanding of and responsibilities for compliance with the Organizational Rules of Behavior, relating to access to VA information and information systems initially and annually thereafter; and

(3) Successfully complete any additional cyber security or privacy training, as required for VA personnel with equivalent information system or information access [to be defined by the VA program official and provided to the VA CO for inclusion in the solicitation document – i.e., any rolebased information security training].

b. The contractor shall provide to the COR/CO a copy of the training certificates and certification of signing the Organizational Rules of Behavior for each applicable employee within five days of the initiation of the contract and annually thereafter, as required.

c. Failure to complete the mandatory annual training is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the required training is complete.

5. SECURITY INCIDENT INVESTIGATION.

This entire section applies to all acquisitions requiring any Information Security and Privacy language.

a. The contractor, subcontractor, their employees, or business associates shall immediately (within one hour) report suspected security / privacy incidents to the VA OIT’s Enterprise Service Desk (ESD) by calling (855) 673-4357 (TTY:

711). The ESD is OIT’s 24/7/365 single point of contact for IT-related issues. After reporting to the ESD, the contractor, subcontractor, their employees, or business associates shall, within one hour, provide the COR/CO the incident number received from the ESD.

b. To the extent known by the contractor/subcontractor, the contractor/ subcontractor's notice to VA shall identify the information involved and the circumstances surrounding the incident, including the following:

(1) The date and time (or approximation of) the Security Incident occurred.

(2) The names of individuals involved (when applicable).

(3) The physical and logical (if applicable) location of the incident.

(4) Why the Security Incident took place (i.e., catalyst for the failure).

(5) The amount of data belonging to VA believed to have been compromised.

(6) The remediation measures the contractor is taking to ensure no future incidents of a similar nature.

c. After the contractor has provided the initial detailed incident summary to VA, they will continue to provide written updates on any new and relevant circumstances or facts they discover. The contractor, subcontractor, and their employes shall fully cooperate with VA or third-party entity performing an independent risk analysis on behalf of VA. Failure to cooperate may be deemeda material breach and grounds for contract termination.

d. VA IT contractors shall follow VA Handbook 6500, Risk Management Framework for VA Information Systems VA Information Security Program, and VA Information Security Knowledge Service guidance for implementing an Incident Response Plan or integrating with an existing VA implementation.

e. In instances of theft or break-in or other criminal activity, the contractor/subcontractor must concurrently report the incident to the appropriate law enforcement entity (or entities) of jurisdiction, including the VA OIG, and the VA Office of Security and Law Enforcement. The contractor, its employees, and its subcontractors and their employees shall cooperate with VA and any law enforcement authority responsible for the investigation and prosecution of any possible criminal law violation(s) associated with any incident. The contractor/subcontractor shall cooperate with VA in any civil litigation to recover VA information, obtain monetary or other compensation from a third party for damages arising from any incident, or obtain injunctive relief against any third party arising from, or related to, the incident.

f. The contractor shall comply with VA Handbook 6500.2, Management of Breaches Involving Sensitive Personal Information, which establishes the breach management policies and assigns responsibilities for the oversight, management and reporting procedures associated with managing of breaches.

g. With respect to unsecured Protected Health Information (PHI), the contractor is deemed to have discovered a data breach when the contractor knew or should have known of breach of such information. When a business associate is part of VHA contract, notification to the covered entity (VHA) shall be made in accordance with the executed BAA.

h. If the contractor or any of its agents fails to protect VA sensitive personal information or otherwise engages in conduct which results in a data breach involving any VA sensitive personal information the contractor/subcontractor processes or maintains under the contract; the contractor shall pay liquidated damages to the VA as set forth in clause 852.211-76, Liquidated Damages—Reimbursement for Data Breach Costs

QUALITY ASSURANCE SURVEILLANCE PLAN

For: Medical Physicist Services at the Butler VAMC Contract Number:

Contract Description: Medical physicist services for annual radiation safety survey, initial MRI and CT testing, MRI Physicist consulting and on call services

Contractor’s name:

1. PURPOSE

This Quality Assurance Surveillance Plan (QASP) provides a systematic method to evaluate performance for the stated contract. This QASP explains the following:

· What will be monitored.

· How monitoring will take place.

· Who will conduct the monitoring.

· How monitoring efforts and results will be documented.

This QASP does not detail how the contractor accomplishes the work. Rather, the QASP is created with the premise that the contractor is responsible for management and quality control actions to meet the terms of the contract. It is the Government’s responsibility to be objective, fair, and consistent in evaluating performance.

This QASP is a “living document” and the Government may review and revise it on a regular basis. However, the Government shall coordinate changes with the contractor. Copies of the original QASP and revisions shall be provided to the contractor and Government officials implementing surveillance activities.

2. GOVERNMENT ROLES AND RESPONSIBILITIES

The following personnel shall oversee and coordinate surveillance activities.

a. Contracting Officer (CO) - The CO shall ensure performance of all necessary actions for effective contracting, ensure compliance with the contract terms, and shall safeguard the interests of the United States in the contractual relationship. The CO shall also assure that the contractor receives impartial, fair, and equitable treatment under this contract. The CO is ultimately responsible for the final determination of the adequacy of the contractor’s performance.

Assigned CO:

Organization or Agency: Department of Veterans Affairs, NCO 4, Services 3

b. Contracting Officer’s Representative (COR) - The COR is responsible for technical administration of the contract and shall assure proper Government surveillance of the contractor’s performance. The COR shall keep a quality assurance file. The COR is not empowered to make any contractual commitments or to authorize any contractual changes on the Government’s behalf.

Assigned COR’s:

Organization or Agency:

c. Key Government Personnel - Julie Garner, Contract Specialist Ryan M. Hess, Lead Contracting Officer Ann Ramsey, Contracting Officer’s Representative (COR) Cynthia Lind, Acquisition Utilization Specialist

3. CONTRACTOR REPRESENTATIVES

The following employee(s) of the contractor shall serve as the contractor’s program manager for this contract.

a. Program Manager - <Enter name.>

4. PERFORMANCE STANDARDS

Performance standards define desired services. The Government performs surveillance to determine if the contractor exceeds, meets or does not meet these standards.

The Performance Requirements Summary Matrix, paragraph as provided below includes performance standards. The Government shall use these standards to determine contractor performance and shall compare contractor performance to the Acceptable Quality Level (AQL).

Task

ID

Clinical Information Return

Clinical Information Return

Quality Care

Quality Care

Quality Care

Turnaround Time

5. INCENTIVES

The Government shall use “Potential Exercise of Option Period” as an incentive. Incentives shall be based on exceeding, meeting, or not meeting performance standards.

6. METHODS OF QA SURVEILLANCE

Various methods exist to monitor performance. The COR shall use the surveillance methods listed below in the administration of this QASP.

a. PERIODIC INSPECTION. (Evaluates outcomes on a periodic basis. Inspections may be scheduled [Daily, Weekly, Monthly, Quarterly, or annually] or unscheduled, as required.)

Performance standard(s) IDs 1, 2, 3 and 5.

b. RANDOM SAMPLING. (Designed to evaluate performance by randomly selecting and inspecting a sample of cases.

Performance standard(s) IDs 1,2 and 5.

c. CONTRACTING REPORTING. (Self-reported by the contractor or VA) Performance standard(s) ID 4, 5 and 6.

7. RATINGS

Metrics and methods are designed to determine if performance exceeds, meets, or does not meet a given standard and acceptable quality level. A rating scale shall be used to determine a positive, neutral, or negative outcome. The following ratings shall be used:

Quality Level (AQL).

(The Customer must identify what component of the deliverable and/or service requires attention.)

QUALITY ASSURANCE WORKSHEET

Performance Rating

Deliverable/Service

Clinical Information Return (Task #1)

Yellow

Red

Clinical Information Return (Task #2)

Yellow

Red

Quality Care (Task #3)

Yellow

Red

Quality Care (Task #4)

Yellow

Red

Quality Care (Task #5)

Yellow

Red

Turnaround Time (Task #6)

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Red

8. DOCUMENTING PERFORMANCE

The COR shall maintain the Quality Assurance Worksheets in contract file and submit at end of the contract period to the Contracting Officer. These worksheets shall be submitted no later than 30 days after contract expiration.

9. FREQUENCY OF MEASUREMENT

The COR shall assess contract performance on a periodic basis using the Quality Assurance Worksheet.

<After award, both the contractor’s Program Manager and the COR shall sign this document.>

Signature – Contractor Program Manager

Signature – Contracting Officer

End of Document

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