36C24619Q0601-001.docx

36C24619Q0601 (Hampton Psychiatric Physician Services)

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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.

DUNS:

DUNS+4:

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. 2/2012)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

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

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

565-18-2-025-0015 36C24619Q0601 06/06/2019 Larry Lapp 757-315-3988 07/08/2019 2:00pm EST Department of Veterans Affairs Network Contracting Office 6 100 Emancipation Drive Hampton VA 23667 X X 561320 $27.5 Million

NET 30

X N/A X Department of Veterans Affairs Network Contracting Office 6 100 Emancipation Drive Hampton VA 23667 Department of Veterans Affairs Network Contracting Office 6 100 Emancipation Drive Hampton VA 23667

THE CONTRACTOR SHALL SUBMIT PAYMENT

REQUESTS IN ELECTRONIC FORM VIA VA'S

ELECTRONIC INVOICE PRESENTMENT & PAYMENT

SYSTEM. SEE WEBSITE AT

HTTP://WWW.FSC.VA.GOV/INVOICE.ASP

See CONTINUATION Page

SEE ATTACHED SCHEDULE

Offeror’s DUNs Number:

Offeror’s TIN:

See CONTINUATION Page X X

MARIO SANTIAGO

CONTRACTING OFFICER

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

(continuation from Standard Form 1449, block 18A.)

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 00246 Department of Veterans Affairs Network Contracting Office 6 100 Emancipation Drive Hampton VA 23667

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

3. INVOICES: Invoices shall be submitted in arrears:

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

The contractor shall submit payment requests in electronic form via VA's Electronic Invoice Presentment & Payment System. See Website at http://www.fsc.va.gov/einvoice.asp

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

B.2 SCHEDULE OF SUPPLIES/SERVICES

The government is not obligated nor is the contractor guaranteed to be issued hours totaling those estimated.

BASE YEAR: 1 OCTOBER 2019 – 30 SEPTEMBER 2020

QTY

COST

TOTAL BASE YEAR NTE PRICE: _________________

OPTION YEAR 1: 1 OCTOBER 2020 – 30 SEPTEMBER 2021

QTY

COST

NTE TOTAL PRICE FOR OPTION YEAR 1: _________________

OPTION YEAR 2: 1 OCTOBER 2021 – 30 SEPTEMBER 2022

QTY

COST

NTE TOTAL PRICE FOR OPTION YEAR 2: _________________

OPTION YEAR 3: 1 OCTOBER 2022 – 30 SEPTEMBER 2023

QTY

COST

NTE TOTAL PRICE FOR OPTION YEAR 3: _________________

OPTION YEAR 4: 1 OCTOBER 2023 – 30 SEPTEMBER 2024

QTY

COST

NTE TOTAL PRICE FOR OPTION YEAR 4: _________________

NTE TOTAL PRICE FOR BASE YEAR PLUS OPTION YEARS 1-4: ________________

NOTE: Travel, Lodging and Per Diem: Relocation Lodging, Per Diem and Travel costs are authorized for and shall be reimbursed in accordance with the Federal Travel Regulation. Payment for relocation shall be based on actual expenses incurred and shall be reimbursed at rates not to exceed the maximum locality per diem rates (the combination of lodging, meals and incidentals) in effect at the time of travel, as set forth in the Federal Travel Regulations. Travel shall be approved in advance by the COR in each case. All invoices for travel reimbursement shall be accompanied by supporting receipts. Airline tickets shall be non-refundable only.

Lodging and Per Diem costs are authorized while working at the facility.

Mileage is authorized for personnel living outside a 50-mile radius of Hampton VAMC in Hampton, VA.

Mileage reimbursement will not be authorized for personnel living within the 50-mile radius of Hampton VAMC in Hampton, VA.

36C24619Q0601 (Hampton Psychiatric Physician Services)

B.3 PERFORMANCE WORK STATEMENT

ON-SITE PSYCHIATRIC SERVICES

1. GENERAL

0. Contractor shall provide 4.0 FTE Board Certified Physicians for on-site clinical and inpatient Psychiatric coverage Week Days, Weekends and Holidays on a 365 days per year basis to include Call-Back coverage for weekend and Holiday evenings and a coverage for Consultations via telephone with attending physicians or nurses for weekend and Holiday evenings.

0. Place of Performance: Hampton VAMC, 100 Emancipation Drive, Hampton, Virginia 23667. One provider may be required to work at an alternative location: The Virginia Beach Community Based Outreach Clinic located at 244 Clearfield Avenue, Virginia Beach, VA 23462.

0. Coverage shall include all week days, weekends, Federal and other holidays observed by the facility from 8:00am to 4:30pm. Coverage shall include a minimum of 24 physician working hours of coverage per day Tuesday through Friday (except when a holiday falls on Friday then there will be 8 physician working hours of coverage); 16 physician working hours of coverage for Mondays (except when a holiday falls on Monday then there will be 8 physician on-site working hours of coverage); and 8 physician working hours of coverage per day for Weekends and Holidays. Coverage shall also include “Call Back” and “Consultation via telephone with attending physicians or nurses” for weekend and Holiday evenings.

1. CONTRACT PERSONNEL QUALIFICATIONS:

1. Contractor personnel shall be Board Certified Psychiatrist proficient in the diagnosis and treatment of psychiatric conditions. All personnel shall have a full and unrestricted license to practice Psychiatry issued by the Commonwealth of Virginia, or commonwealth of the United States or the District of Columbia. All licenses held by the personnel working on this contract shall be full and unrestricted licenses. The qualifications of such personnel shall also be subject to review and approval by the Chief of Staff and Service Chief. Personnel shall be technically proficient in the skills necessary to fulfill the government’s requirements, including the ability to speak, understand, read and write English fluently. Contract staff and/or agency will provide documents as needed to verify current and ongoing competency, skills, certification and/or licensure related to the provision of care, treatment and/or services performed.

1. Continuing Medical Education (CME)/ Certified Education Unit (CEU) Requirements: The Contractor shall meet all VA educational requirements. All mandatory courses must be completed by each contractor by September 30th of each fiscal year or as mandated by the Education Service, Quality Management or Service Chief. Contract Providers shall maintain CME and review pertinent journals, books and publications. Health care providers registered or certified by national/medical associations shall continue to meet the minimum standards for CME to remain current. CME hours shall be reported to the credentialing office for tracking by the Chief of Staff. Failure to provide will result in loss of privileges.

1. CONTRACTOR RESPONSIBILITIES

2. The Contractor shall provide all-inclusive Psychiatric care to VA patients by Board Certified Psychiatrists proficient in the diagnosis and treatment of all psychiatric conditions in accordance with current VA and equivalent to Joint Commission (JC) or equivalent compliance guidelines. The quality of psychiatric practice shall meet or exceed reasonable standards of professional practice for psychiatric services as determined by the same authority that governs Hampton VAMC medical professionals and will be audited by the processes established for that purpose.

2. Contractor shall provide a Board-Certified Psychiatrist for coverage of outpatient clinics, emergency department, or in-patient consultations.

1. Contractor shall provide oversight of Residents, Interns and Medical Students. All care administered by trainees shall be under the direction of a board-certified/board eligible Psychiatrist. Weekends and holidays only.

2. Contractor shall provide all-inclusive Psychiatric care to all VA inpatients on the psychiatric unit while on duty over the weekends by Board Certified Psychiatrists proficient in the diagnosis and treatment of all psychiatric conditions in accordance with current VA and equivalent to JC or equivalent compliance guidelines. This would include any inpatient consultations and emergency department consultations over the weekend. The quality of psychiatric practice shall meet or exceed reasonable standards of professional practice for psychiatric services as determined by the same authority that governs Hampton VAMC medical professionals and will be audited by the processes established for that purpose.

1. COVERAGE:

3. Services shall include Psychiatric coverage Monday through Friday for 12-15 patients each day for each Psychiatrist.

3. A Contract Psychiatrist must be present at the VA facility and must be performing the required services for the period specified in the contract.

3. The contractor is required to provide coverage for all scheduled hours. Patients must be seen by the provider in a timely manner in accordance with the policy established by the Medical Center. Contract providers are to communicate with the Contracting Officer Representative (COR) at least monthly about any obstacles to meeting this performance measure.

3. The contractor is required to provide coverage to inpatient psychiatry unit on Saturdays, Sundays and Holidays to include seeing patients and providing them with all-inclusive psychiatric care from 8-4: 30 pm for up to 40 patients.

3. The contractor is required to be available evenings for telephone consultations to provide all Consultations via telephone with attending physicians or nurses which occur during off duty hours on Holidays and Weekends for VA patients IAW the PWS for managing medications, psychiatric emergencies/crises, restraint and seclusions, consultation about transfers, clarification of orders, or general questions regarding patient care during afterhours. A laptop with remote access can be authorized for access to the medical record from home. If necessary, the contractor will be required to respond to a call back request and return to the hospital within 1 (one) hour of the call back.

3. Conduct diagnostic assessments, medication renewals, suicide risk assessments and crisis interventions for patients in the outpatient and emergency department setting.

1. CLINICAL TASKS: 95 percent of the time

4. Contractor shall be responsible for:

0. Providing direct patient care in the outpatient mental health clinic for patients with psychiatric disorders.

0. Outpatient clinic coverage to include new evaluations, consultations, and routine follow up visits.

0. Being physically present on clinic days to see patients, providing oversight of clinical activities of psychiatric residents and co-sign notes in real time.

0. The order of diagnostic tests as appropriate.

0. Providing coverage to the inpatient unit over the weekend and after-hours coverage by phone with the ability to get to the hospital within an hour of being called if necessary to come in to the hospital after hours.

4. Quality: Contractor shall be responsible for fully meeting professional commitments to the Hampton VAMC and meet all VA performance measures. Contractor shall ensure documentation in the Computerized Patient Record System (CPRS). Contractor shall ensure that patient intake assessments, progress notes, and medication reconciliation notes are written in the CPRS system within 24-hours and meet Hampton VAMC requirements. Contractor shall use Hampton VAMC computer software/program (CPRS) for entering and signing of medical orders, records and any other documentation as required.

4. The Contractor shall maintain familiarity and comply within guidelines established by Federal, State, Department of Veterans Affairs, the VAMC Medical Director (or designee), Chief of Staff and Service Chief.

4. Contract Provider shall maintain familiarity and comply with hospital safety policies and procedures.

3. Contract Provider will ensure a safe work environment and safe work habits.

1. OTHER ADMINISTRATIVE TASKS: 5 percent of the time

5. Contract Personnel shall attend service staff meetings as required by Chief of Staff and/or Chief of Service (up to 2 hours per week).

1. CONTRACT PERSONNEL shall participate in VAMC quality improvement programs and activities relating to Psychiatric Services as required by the Chief of Staff and/or Service Chief.

1. GOVERNMENT RESPONSIBILITIES:

7. VA administrative support personnel will be available when clinic is in session.

1. PERFORMANCE MONITORING, QUALITY ASSURANCE AND QUALITY IMPROVEMENT:

8. CPRS Compliance e-mail notice: To facilitate timely coding and billing, the VA Coding staff may send compliance e-mail notices to providers in CPRS requesting additional medical documentation or clarification of the diagnosis or procedure. The COR will also be included on all messages and will ensure timely reply/resolution as mandated by the Veterans Integrated Service Network (VISN) performance monitor.

8. Promptness and availability for clinic will be objectively and systematically monitored and evaluated for quality and appropriateness of patient care, resolve identified problems, and pursue opportunities to improve patient care. Focused Provider Practice Evaluation and Ongoing Provider Practice Evaluation will need to be completed for any provider credentialed and privileged at the Hampton VAMC.

8. Contractor shall provide to the Hampton VAMC evidence of Quality Improvement activities as required by The Joint Commission, including patient satisfaction indicators. Reports shall be submitted to the Administrative Officer of the Service at the VAMC Hampton at least quarterly. The Contractor shall maintain a record of patient complaints, including problem resolution and all Quality Improvement activities, in a retrievable file, and shall be furnished to the Hampton VAMC upon request.

8. The Chief of Staff or his designee will verify quality of patient care through the Protected Peer Review process and the On-going Provider Practice Evaluation (OPPE).

8. Contractor quality may also be evaluated through a review of cases performed,

8. Patient Satisfaction: The Contractor shall provide satisfactory customer service in conducting Psychiatric services. Patient complaints about the quality of care are reported to the Hampton VAMC Patient Advocate (PA), the COR, and the Contractor. All VISN 6 (service) patients will be treated professionally and courteously. All patient complaints will be reported immediately (within 24 hours) and resolved within 7 days. Contract Provider(s) have been familiarized with the process outlined in patient rights. Any patient satisfaction issues against the contractor will be documented through the PA program and reviewed by Hampton VAMC management.

8. Patient Safety: Contractor shall ensure that patient safety incidents will be reported using Patient Safety Report. All incidents will be reported to the COR immediately (within 24 hours.)

8. The COR is identified as the Administrative Officer for the Medical Service at the Hampton VAMC.

8. Monitoring of contractor’s time shall be demonstrated through attendance logs, minutes of meetings, or other appropriate records that services called for in the contract have been received. The contractor shall be required to sign an attendance log upon reporting to work and departing from work. The COR shall be the VA official responsible for verifying contract compliance. After contract award, any incidents of contractor noncompliance as evidenced by the monitoring procedures shall be forwarded immediately to the Contracting Officer.

8. The COR will be responsible for monitoring the contractor's performance to ensure all specifications and requirements are fulfilled. Quality Improvement data that will be collected for ongoing monitoring includes but is not limited to: statistics for consults, follow-ups, re-evaluations, overdue unsigned notes, complaints from patient/family/staff, complaints related to professionalism, and adherence to National Patient Safety Goals. This data is reported quarterly to the Medical Executive Board.

8. The COR will maintain a record-keeping system of services using the VA-based Decentralized Hospital Computer Program. (DHCP) hospital computer system. The COR will review this computer data monthly when invoices are received and certify all invoices for payment. He/she will accomplish this through a coordinated effort with the VA Medical Service requesting services under this agreement. Any evidence of the Contractor's non-compliance as evidenced by the monitoring procedures shall be forwarded immediately to the Contracting Officer.

8. In the event that contracted services do not meet quality and/or safety expectations, the best remedy will be implemented, to include but not limited to a targeted and time limited performance improvement plan; increased monitoring of the contracted services; consultation or training for the contract staff to be provided by the VA or the contract agency as indicated; replacement of the contract staff and/or renegotiation of the contract terms or termination of the contract.

8. The COR will review and certify monthly invoices for payment. If in the event the Contractor fails to provide the services in this contract, payments will be adjusted to compensate the Government for the difference.

8. A Quality Assurance Surveillance Plan (QASP), provided in section D, shall be considered a part of this contract. The Government intends to utilize a QASP to monitor the quality of the contractor’s performance. The oversight provided for in the order and in the QASP will help to ensure that service levels reach and maintain the required levels throughout the contract term. Further, the QASP provides the COR with a proactive way to avoid unacceptable or deficient performance and provides verifiable input for the required Past Performance Information Assessments. The QASP will be finalized immediately following award and a copy provided to the Contractor after award. The QASP is a living document and may be updated by the Government as necessary.

8. Exercise of Option Periods: A summary evaluation of Contractor performance, based upon the compliance of contract requirements as evidenced in the monitoring procedures shall be forwarded by the monitoring official to the contracting Officer prior to exercising any options to extend the contract.

8. Close Out: The COR shall furnish a statement in writing to the Contracting Officer at close out of the contract to include a summary of Contractor actions and a statement that all requirements of the contract were fulfilled as agreed.

B.4 SPECIAL CONTRACT REQUIREMNTS

1. Under the authority of Public Law 104262 and 38 USC 8153, the contractor agrees to provide Health Care Resources in accordance with the terms and conditions stated herein, to furnish to and at the Department of Veterans Affairs Medical Center, the services and prices specified in the Section entitled Schedule of Supplies/Services of this contract.

1. The services specified in Section B. - Schedule of Supplies/Services may be changed by written modification to this contract. The modification shall be prepared by the Contracting Officer (CO) and, prior to becoming effective, shall be signed by both parties.

1. Contractor shall provide scheduled services throughout the contract period. Other necessary personnel for the operation of the services contracted for at the VA will be provided by the Contractor at levels mutually agreed upon which are compatible with the safety of the patient and personnel and with quality medical care programming.

1. If required providers must maintain current and active Drug Enforcement Agency (DEA) and Basic Life Support (BLS) and Advance Cardiac Life Support (ACLS) certification and provide copy of certifications to COR as renewed.

1. The services to be performed by the contractor shall be performed in accordance with VA policies, procedures and regulations of the medical staff by laws of the VA facility.

1. The Government reserves the right to refuse acceptance of Contractor, if personal or professional conduct jeopardizes patient care. Breaches of conduct include intoxication or debilitation resulting from drug use, theft, patient abuse, dereliction or negligence in performing directed tasks, or other conduct resulting in formal complaints by patient. Standards for conduct shall mirror those prescribed by current federal personnel regulations. The Contracting Officer and Contracting Officer Representative (COR) shall deal with issues raised concerning contract personnel’s conduct. The final arbiter on questions of acceptability is the Contracting Officer.

1. The Contracting Officer shall resolve complaints concerning Contractor relations with the Government employees or patients. The Contracting Officer is the final authority on validating complaints. If the Contractor is involved and named in a validated patient complaint, the Government reserves the right to refuse acceptance of the services of such personnel. This does not preclude refusal in the event of incidents involving physical or verbal abuse.

1. Contractor shall, in writing, keep the Contracting Officer informed of any unusual circumstances in conjunction with the contract.

2. WORK HOURS:

1. The services covered by this contract shall be furnished by the contractor as defined herein.

1. The following terms have the following meanings:

(1) Normal working hours: Monday through Friday, 8:00 am - 4:30 pm with a 30-minute unpaid lunch break. Work will also be performed on Federal Holidays per the hours listed above.

(2) Federal Holidays: The 10 holidays observed by the Federal Government are:

New Year’s Day Martin Luther King’s Birthday President’s Day Memorial Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Christmas

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Any other day specifically declared by the President of the United States to be a federal holiday.

When one of the holidays falls on Sunday, the following Monday shall be observed as a Federal Holiday. When a holiday falls on a Saturday, the preceding Friday shall be observed as a Federal Holiday.

Off Duty hours: Hours other than those described in 2(b) (1).

On call: Available by telephone during the scheduled period and be available to come into the hospital, if necessary, within thirty (30) minutes.

3. TERMS OF THE CONTRACT:

The contract is effective from date of award through 30 September 2018 with a one-year option period thru 30 September 2019. The contract is subject to availability of VAMC appropriations. The Contractor shall perform no services after September 30th each year until the contracting officer authorizes such services in writing.

a. The Contracting Officer will be the only person authorized to approve changes or modify any of the requirements under this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer will be authorized to make commitments or issue changes that affect price, quantity, or quality of performance of this contract. In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer, the change shall be considered unauthorized by the local VAMC and no adjustment will be made in the contract price to cover any increase in costs incurred as a result thereof.

b. The COR will be responsible for the overall technical administration of this contract as outlined in the COR Delegation of Authority.

4. KEY PERSONNEL AND TEMPORARY EMERGENCY SUBSTITUTIONS:

1. The Contractor shall assign to this contract the following key personnel:

a. During the first ninety (90) days of performance, the Contractor shall make NO substitutions of key personnel unless the substitution is necessitated by illness, death, or termination of employment. The Contractor shall notify the Contracting Officer, in writing, within 5 calendar days after the occurrence of any of these events and provide the information required by paragraph (c) below. After the initial 90-day period of the contract, the Contractor shall submit the information required by paragraph (c) to the Contracting Officer at least 15 days prior to making any permanent substitutions.

b. The Contractor shall provide a detailed explanation of the circumstances necessitating the proposed substitutions, complete resumes for the proposed substitutes, and any additional information requested by the Contracting Officer. Proposed substitutes shall have comparable qualifications to those of the persons being replaced. The Contracting Officer will notify the Contractor within 5 calendar days after receipt of all required information of the decision on the proposed substitutes. The contract will be modified to reflect any approved changes of key personnel.

c. For temporary substitutions where the key person will not be reporting to work for three (3) consecutive work days or more, the Contractor shall provide a qualified replacement for the key person. This substitute shall have comparable qualifications to the key person.

5. NATIONAL PROVIDER IDENTIFIER:

The National provider identifier (NPI) is a standard, unique 10-digit numeric identifier required by HIPAA. The Veterans Health Administration must use NPIs in all HIPAA-standard electronic transactions for individual (health care practitioners) and organizational entities (medical centers). The contractor shall ensure that the health care practitioners and/or medical center providing service under the contract obtains an NPI and provides it to the Contracting Officer.

6. CREDENTIALING AND PRIVILEGES:

Contractor’s employee(s) shall be fully credentialed and privileged by The Medical Executive Board of this VAMC prior to performing any work under this contract.

1. Prior to acceptance, all contract providers must comply with hospital credentialing guidelines, providing all required information on the timeline established by the Medical Center Credentialing Officer. Credentialing and privileging shall be completed in accordance with the provisions of VHA Handbook 1100.19 dated October 2, 2007 found at the web address: http://www1.va.gov/vhapublications/ViewPublication.asp?pub_ID=1806.

1. This Veterans Health Administration (VHA) Handbook provides updated VHA procedures regarding credentialing and privileging, to include incorporating: VHA policy concerning VetPro; the Expedited Medical Staff Appointment Process; credentialing during activation of the facility Disaster Plan; requirements for querying the Federation of State Medical Boards (FSMB); credentialing and privileging requirements for Telemedicine and remote health care; clarifications for the Summary Suspension of Privileges process in order to ensure both patient safety and practitioner rights; and the credentialing requirements for medical personnel. The credentialing, but not privileging, requirements of this Handbook apply to physicians, dentists, and other practitioners allowed by law and the facility to practice independently who are assigned to Research or administrative positions not involved in patient care.

1. Contractor and/or applicant shall provide all necessary documents and complete the Vet Pro application process (30) days in advance for full privileges-which requires three (3) current references, plus application for VA privileges to include a copy of privileges from most recent work assignment from another hospital. Contractor shall also provide a copy of current license and malpractice insurance certificate.

1. Name of individuals providing services under the contract and their applicable licenses must be submitted to the Contracting Officer with the offer, including individual Social Security Numbers, dates of birth, place of birth (city, state and country) and addresses in order to comply with VA Credentialing and Privileging requirements.

7. CONTRACTING WITH PARTIES LISTED ON THE OIG LIST OF EXCLUDED INDIVIDUALS/ENTITIES:

a. In accordance with The Health Insurance Portability and Accountability Act (HIPAA) and the Balanced Budget Act (BBA) of 1977, the Office of Inspector General has established a list of parties and entities excluded from Federal health care programs. Specifically, the listed parties and entities may not receive Federal Health Care program payments due to fraud and/or abuse of the Medicare and Medicaid programs.

b. Therefore, all offerors shall review the OIG List of Excluded Individuals/Entities on the OIG web site at www.hhs.gov/oig to ensure that the proposed candidate(s) and/or firm(s) are not listed. Offerors should note that any excluded individual or entity that submits a claim for reimbursement to a Federal health care program, or causes such a claim to be submitted, may be subject to a minimum and maximum Civil Monetary Penalty (CMP) for each item or service furnished during a period that the person or entity was excluded and may also be subject to treble damages for the amount claimed for each item or service. CMP’s may also be imposed against health care providers and entities that employ or enter into contracts with excluded individuals or entities to provide items or services to Federal program beneficiaries.

By signing the offer, the Contractor certifies that he/she has reviewed the OIG List of Excluded Individuals/Entities and that the proposed candidate(s) and/or firm are not listed as of the date the offer was signed.

8. MANAGEMENT AND SUPERVISION:

a. The Contractor shall be responsible for supervising the daily services provided under this contract by the Contractor’s staff.

b. The Contractor shall have written policies and procedures regarding staff credentials.

c. The VAMC will provide to the Contractor policies, procedures and processes necessary to allow cooperative functioning between the agency and VAMC. Updates and refreshers will be provided to the Contractor upon request and when policy procedures or process changes.

d. The Contractor shall complete background investigations to ensure that employees do not have a record of criminal offenses or substantiated incidents of patient abuse; and, if required to perform their duties, employees are properly licensed and insured to operate motor vehicles.

9. RECORD KEEPING:

a. Contractor’s employee(s) shall report to the COR or Administrative Officer, Medicine Service, upon arrival at the VA Medical Center. VAMC personnel shall brief Contractor employee(s) on VAMC policies and procedures on the first scheduled duty day.

b. The VAMC, Medicine Service, shall establish and maintain a record keeping system that will record the services performed by the Contractor’s employee(s). This recordkeeping system shall consist of time and attendance reports to ensure that required services have been received by the VA Medical Center. Any incidents of Contractor non-compliance as evidenced by the monitoring procedure shall be forwarded immediately to the Contracting officer.

c. Documentation of services performed shall be reviewed prior to certifying payment. Contractor shall be present at the VAMC and shall be performing the required services as specified in the contract in order to receive reimbursement. The VAMC shall pay for services performed and in strict accordance with Section B, Schedule of Supplies/Services above. Contract monitoring and record keeping procedures shall be sufficient to ensure proper payment and allow audit verification that services were provided.

d. Contractor’s employee must complete daily shift and perform the required services as specified according to the work schedule. The Contractor’s invoice will be decreased accordingly and adjustments will be made by subtracting the value of the schedule not performed (calculated based on number of hours not preformed). If the amount owed to the government exceeds the total amount due on the final invoice, the government will issue a claim for reimbursement to the Contractor for the difference.”

e. Should the VAMC, in case of emergency, require services to be performed by the Contractor during non-work hours or on a federal holiday as described above, the VAMC shall be responsible for payment to the Contractor in accordance with the prices outlined in the Schedule.

10. QUALITY ASSURANCE:

11. TORT CLAIMS:

Individual(s) providing the services under the contract are not covered by the Federal Tort Claims Act. When an individual(s) providing the services has been identified as a provider in a tort claim, the individual(s) providing the services is responsible for notifying the Contractor’s legal counsel and/or insurance carrier. Any settlement or judgment arising from an individual(s) providing the services action or non-action is the responsibility of the Contractor and/or insurance carrier.

12. ADP SECURITY RESPONSIBILITIES:

In performance of official duties, the Contractor’s employee(s) have regular access to printed and electronic files containing sensitive data, which must be protected under the provisions of the Privacy Act of 1974 (5 U.S.C. 552a), and other applicable laws, Federal Regulations, Veterans Affairs statutes and policies. The Contractor’s employee(s) are responsible for (1) protecting that data from unauthorized release or from loss, alteration, or unauthorized deletion and (2) following all applicable regulations and instructions regarding access to computerized files, release of access codes, etc., as set out in a computer access agreement which the Contractor’s employee(s) signs.

13. COMPUTERIZED PATIENT MEDICAL RECORD SYSTEM:

a. Contractor’s employee(s) shall document all patient services through Electronic Medical Record and scanned into the VA Computerized Patient Record System (CPRS). All documentation must be accurate, complete, signed by attending physicians and submitted within 24 hours of electronic approval by the physicians. The record consists of a paper legacy system, with new records being scanned into CPRS by designated Contractor’s employees. Contractor shall designate a primary and alternate person who shall be scanning records into the CPRS system. Contractor shall provide the full names of those persons to the Contracting Officer for training and background investigation purposes.

b. The Contractor's employee(s) shall be required to utilize the VA CPRS system to obtain all necessary medical records of the Veterans authorized for treatment (including lab reports, imaging reports, pathology, demographics and prior medical history) to determine appropriate course of treatment. Contractor’s employees shall be required to enter prescriptions, additional diagnostic imaging, and/or laboratory orders necessary for patient’s treatment plan into VA’s CPRS, and shall instruct patients to report to the VAMC for any written orders/requests.

14. CONFIDENTIALITY OF PATIENT RECORDS:

15. HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT OF 1996 (HIPAA):

In accordance with 45 CFR 164.502(e), the Privacy Rule includes exceptions to the Business Associate standard. This contract and its requirements meet the following exception and do not require a Business Associate agreement for Covered Entity to disclose Protected Health Information to: a health care provider for treatment. Based on this exception, a Business Associate agreement is not required for this contract.