36C24518Q9299-004.docx

FedBizOpps Presolicitation Notice

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* = Required Field FedBizOpps Presolicitation Notice Rev. March 2010 Q Acupuncturist Services 21902 36C24518Q9299 09-20-2018 N 621999 Department of Veterans Affairs VA Maryland Health Care System Contracting Officer (90C) 209 West Fayette Street, Suite 611 Baltimore MD 21201 Crystal S. Hinton VA Medical Center Washington DC 20422 20422 crystal.hinton@va.gov crystal.hinton@va.gov

STATEMENT OF WORK

INTEGRATIVE HEALTH AND WELLNESS PROGRAM:

ACUPUNCTURIST

Background Information/Purpose The Integrative Health & Wellness Program (hereafter “IHW Program”) in Washington, DC offers holistic complementary and integrative medicine interventions to Veterans in a comprehensive clinic setting. Currently, acupuncture, yoga, meditation, qigong, integrative nutrition, massage, tai chi, meditation and integrative health education courses are offered to Veterans from across the hospital. The services rendered by the IHW Program have been well-received thus far by not only Veterans but providers and staff within the Washington, DC VA Medical Center (hereafter “DC VAMC”). It has become evident that an acupuncturist is necessary to perform services to Veterans. In addition to serving as an acupuncturist, the individual will contribute as needed to help foster the growth of the IHW Program at the DC VAMC. The acupuncturist will also support wellness or research endeavors, as requested, in other areas or services within the DC VAMC.

Information Security The acupuncturist may be required for storing or maintaining VA sensitive information. According to VHA Handbook 6500.6, Appendix C (3) (h), “the contractor/subcontractor must store, transport, or transmit VA sensitive information in an encrypted form, using VA-approved encryption tools that are, at a minimum, FIPS 140-2 validated.” The Acupuncturist shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security. See the related clauses at the end of this document.

All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative 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 must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program and VHA Directive 1605.01, Privacy and Release of Information.. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures. All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems: (1) Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the “Contractor Rules of Behavior”, which will be provided during the kick-off meeting; (2) Successfully complete the “VA Cyber Security Awareness and Rules of Behavior” training and annually complete required security training (see Contract Line Item Number (CLIN) #6) ; (3) Contract is aware of and will successfully complete the appropriate VA privacy/HIPAA training and annually complete required privacy/HIPAA training (see CLIN #6); and (4) Successfully complete any additional cyber security or privacy training, as required for VA personnel with equivalent information system access (see CLIN #6).

The contractor shall provide to the contracting officer and/or the contracting officer representative (COR) a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required. Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, 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 training and documents are complete.

Clinical Requirements The individual must be licensed in acupuncture (L.Ac.) and have a masters in acupuncture (M.Ac.). The individual must have at least five (5) years of experience providing acupuncture. The individual must demonstrate the ability to work with a Veteran population that is ethnically diverse and disadvantaged. The individual must adhere to VHA policies for clinical providers, as delineated by the credentialing staff at the DC VAMC. If the acupuncturist is not a licensed clinician (i.e. MD, PhD, PsyD), the acupuncturist must have a clinical supervisor within the DC VAMC identified by the IHW Program Director, unless otherwise directed or notified. Any additional credentialing/certification and licensing necessary to offer these services must be maintained.

Implementation The acupuncturist will work at the DC VAMC with an agreed upon schedule. The acupuncturist will require a desk, and access to a phone and/or computer. The acupuncturist will work under the guidance and supervision of the IHW Program Director, unless otherwise noted.

Significance of this Project As demand continues to grow in the medical center, and as more Veterans request increased access to complementary treatment options, the work that is being done by the IHW Program has become a necessity. The acupuncturist will not only meet the demand of increased Veteran care, but will work with the staff of the IHW Program and elsewhere within the Medical Center, subject to IHW Director’s approval. The combined effort of the IHW Program and acupuncturist will lead to an increase in access and quality of care for Veterans.

SCOPE OF WORK AND DELIVERABLES

Task #1: Attend necessary meetings at the Washington, DC VA Medical Center.

Task Description: The acupuncturist shall attend weekly team meetings, as well as any meetings deemed necessary by the IHW Program Director. The acupuncturist shall be an active participant during these meetings. This includes the weekly team meeting. The acupuncturist shall share feedback and relevant experience, when appropriate, to foster the growth of the IHW Program. The acupuncturist may be asked to complete other additional, related duties to this task by the IHW Program Director.

Task Deliverable: Attendance in necessary meetings, including weekly team meetings. The acupuncturist shall contribute ideas, and shall be responsible for assigned action items generated from meetings.

Task #2: Provide tailored group auricular acupuncture sessions to Veterans.

Task Description: The acupuncturist shall provide tailored group auricular acupuncture to Veterans seen in the IHW Program, unless specified as otherwise by the IHW Program Director. The tailored auricular acupuncture will consist of the use of an electronic point finder and a series of pre-selected points. Five (5) points will be determined for each individual, and administered in either one or both ears. The acupuncturist shall provide tailored group sessions on a recurring weekly basis. The date, time, and location of these group sessions shall be determined by the IHW Program Director. The acupuncturist is required to follow all VHA guidelines and policies surrounding patient care.

Task Deliverables: The acupuncturist must be present no more than fifteen (15) minutes prior to the start of each session, and must create a safe environment of healing and restoration for Veterans. The time allotted should include preparation and introduction to the service. The acupuncturist shall be able to demonstrate an understanding of VHA guidelines and policies, and to adhere to guidelines set forth by the IHW Program Director. The acupuncturist shall follow infection control procedures, as required in the IHW clinic or elsewhere in hospital.

Task #3: Complete clinical notes in electronic health record system.

Task Description: The acupuncturist shall complete clinical notes in the Veterans Health Administration (VHA) electronic health record system, known as CPRS. These notes are to be completed each day the acupuncturist completes a group session, adhering to VHA policies and guidelines. In addition to required information, the acupuncturist shall note anything of importance as it pertains to the patient's care.

Task Deliverables: The acupuncturist shall complete this task at the end of each day, unless mitigating circumstances are present. This task must be completed in a timely fashion, and should take no more than thirty (30) minutes per session. All required medical record documentation shall be completed within 24 hours of seeing patient utilizing CPRS. The acupuncturist shall adhere to IHW and hospital wide procedures and instructions regarding charting notes in CPRS, and shall adhere to the VISN/Facility/VHA Handbooks regarding patient safety and policies for reporting adverse events.

Task #4: Maintain required VHA trainings.

Task Description: The acupuncturist shall maintain up-to-date trainings that are required by the VHA for all personnel involved in patient care and/or research studies. Training certificates must be given to the IHW Program Director and to the COR. Additional trainings may be requested by the IHW Program Director. The total cost for maintaining all necessary trainings for the acupuncturist shall not exceed twelve hundred USD ($1,200).

Task Deliverables: The acupuncturist must complete these trainings annually, or as necessary. Time to complete trainings varies by course.

Task #5: Provide support to the Whole Health Pathway Program.

Task Description: The acupuncturist shall support the Whole Health Pathway initiative within the IHW Program, as requested by IHW Program Director. The acupuncturist shall also work closely with the IHW Program Director to ensure that the integrity of the Whole Health Pathway initiative is maintained.

Task Deliverables: The acupuncturist shall support the Whole Health Pathway initiative within the IHW Program. This shall entail providing auricular acupuncture or educating veterans and/or staff on the benefits of acupuncture. The acupuncturist shall report any concerns immediately to the IHW Program Director.

Deliverables Timeline and Payment Schedule The acupuncturist shall complete all assigned tasks within the period of performance. If a task deadline cannot be met, e.g. the instructor is not able to attend class, proper notification must be given in advance to the administrative staff or the IHW Program Director. Payments will be made monthly, based on satisfactory progress and/or completion of the deliverables shown above.

Period of Performance The period of performance will be Oct. 1, 2018 – Sept. 30, 2019. The total number of hours for the contract, to include deliverables completed by the contractor shall not exceed twenty (20) hours per week.

Place of Performance The acupuncturist shall complete work at the Washington, DC VA Medical Center. Work completed outside of the medical center must be first approved by the IHW Program Director.