Updated PWS.pdf

PERFORMANCE WORK STATEMENT

MEDICAL SUPPLY TECHNICIAN

1. GENERAL

1.1. SERVICES REQUIRED: Contractor shall provide Medical Supply Technician Services by providing 15.0

Full-Time Equivalent (FTE) Medical Supply Technicians to support healthcare operations and work with reusable medical equipment (RME) and clinical/dental/surgical instrumentation and endoscopes used to deliver care and assistance for eligible veteran beneficiaries at the Malcom Randall VA Medical Center, Lake

City VA Medical Center, Tallahassee Outpatient Clinic, Jacksonville Outpatient Clinic and the Villages VA

Outpatient Clinics. Medical Supply Technicians to work in Decontamination, Sterilization, Examining, Assembling, Packaging, Receiving, Storing and Distributing Supply Items to Wards, Clinic Units and

Operating Room areas.

North Florida/South Georgia Veterans Health System provides Medical Supply Technician services as part of its care for patients. Contractor and Medical Supply Technicians must have direct work experience working in a healthcare setting with Dental and/or surgical instrumentation and endoscopes. The requirements for

Medical Supply Technicians are to decontaminate, sterilize and assemble dental and/or surgical instrument sets and reprocessing flexible endoscopes; maintain, store and packing of reusable medical equipment

(RME) as well as document sterilization and decontamination processes.

1.2. PLACE OF PERFORMANCE: The services to be performed at the Malcom Randall Veteran Affairs (VA)

Medical Center located at 1601 SW Archer Road, Gainesville, FL 32608, the Lake City VA Medical Center located at 619 S. Marion Avenue, Lake City, Florida 32025, the Tallahassee Outpatient Clinic located at 1607

St. James Court, Tallahassee, FL 32308, the Jacksonville Outpatient Clinic located at 1833 Boulevard Street, Jacksonville, FL 32206, and The Villages Outpatient Clinic located at 8900 SE 165th Mulberry Lane, The

Villages, FL 32162.

1.3. AUTHORITY: Title 38 USC 513, General Contracting Authority. This procurement will be conducted according to a combination of FAR Parts 8 and 12. The text of the FAR is available at http://www.arnet.gov/far/.

1.4. POLICY AND REGULATIONS: Contractor shall comply with all applicable policy and regulations, including, but not limited to, the following:

1.4.1. VA Directive 1663: Health Care Resources Contracting - Buying http://www1.va.gov/vapubs/viewPublication.asp?Pub_ID=347

1.4.2. VHA Handbook 1100.17: National Practitioner Data Bank Reports -http://www1.va.gov/vhapublications/ViewPublication.asp?pub_ID=2135

1.4.3. VHA Handbook 1100.18 Reporting And Responding To State Licensing Boards -http://www1.va.gov/vhapublications/ViewPublication.asp?pub_ID=1364

1.4.4. VHA Handbook 1100.19 Credentialing and Privileging -

http://www.va.gov/VHAPUBLICATIONS/ViewPublication.asp?pub_ID=2910 http://www.arnet.gov/far/ http://www1.va.gov/vapubs/viewPublication.asp?Pub_ID=347 http://www1.va.gov/vhapublications/ViewPublication.asp?pub_ID=2135 http://www1.va.gov/vhapublications/ViewPublication.asp?pub_ID=1364 http://www.va.gov/VHAPUBLICATIONS/ViewPublication.asp?pub_ID=2910

1.4.5. Privacy Act of 1974 (5 U.S.C. 552a) as amended

http://www.justice.gov/oip/foia_updates/Vol_XVII_4/page2.htm

1.5. DEFINITIONS/ACRONYMS:

1.4.1 CDC: Center for Disease Control

1.4.2 CLIN: Contract Line Item Number

1.4.3 CO: Contracting Officer

1.4.4 COR: Contracting Office Representative

1.4.5 COS: Chief of Staff

1.4.6 CPARS: Required Registration With Contractor Performance Assessment Reporting System

1.4.7 CST: Certified Surgical Technologist

1.4.8 FAR: Federal Acquisition Regulations

1.4.9 FDA: Federal Drug Administration

1.4.10 FTE: Full-Time Equivalent

1.4.11 HCR: Health Care Resources

1.4.12 HIPAA: Health Insurance Portability and Accountability Act

1.4.13 ICC: Government Infection Control Committees

1.4.14 IAHCAMM: International Association of Healthcare Central Service Materiel Management

1.4.15 JC: Joint Commission

1.4.16 QASP: Quality Assurance Surveillance Plan

1.4.17 NBSTSA: National Board of Surgical Technologist and Surgical Assisting

1.4.18 NF/SG: North Florida/South Georgia Veterans Health System

1.4.19 MSDS: Material Data Safety Sheets

1.4.20 OSHA: Occupational Safety and Health Administration

1.4.21 PO: Privacy Officer

1.4.22 POP: Period of Performance

1.4.23 RME: Reusable Medical Equipment

1.4.24 RFQ: Request for Quotation

1.4.25 SOP: Standard Operating Procedures

1.4.26 SPS: Sterile Processing Service

1.4.27 TJC: The Joint Commission

1.4.28 VA: Department of Veterans Affairs

1.4.29 VAMC: Veterans Affairs Medical Center

1.4.30 VISTA: Veterans Health Information System and Technology Architecture http://www.justice.gov/oip/foia_updates/Vol_XVII_4/page2.htm

1.4.31 VHA: Veterans Healthcare Administration

1.6. TERM OF THE TASK ORDER: This task order will be effective for one (1) year base with four (4)-one (1) year options. The task order will be subject to the availability of funds. The contractor shall perform no services after September 30th of any year until the Contracting Officer authorizes such services in writing.

2. QUALIFICATIONS

2.1. STAFF: The Contractor shall be responsible to ensure that Contractor personnel providing work are fully trained and completely competent to perform the required work. Contractor shall ensure personnel assigned meet the following minimum requirements:

2.1.1. BOARD CERTIFICATION/ELIGIBILITY: Certified Surgical Technologist (CST) through an accredited

Surgical Technologist Training Program or Sterile Processing Certification to include but not limited to

Certifying Board of Surgical Processing and Distribution (CBSPD), International Association of

Healthcare Central Service Materiel Management (IAHCSMM), or Certified Registered Central Service

Technician (CRCST). The Medical Supply Technicians understand infection prevention concepts. The

Contractor shall submit in writing, within fourteen (14) calendar days of their personnel being assigned to provide services under this task order, a roster of personnel and/or Subcontractors along with a copy of their current credentials/experience that may be providing service to the NF/SG Veterans Health

System for review.

Each Contractor and any of its subcontractors shall have all licenses, permits, accreditation, and certifications required by law.

The qualifications of such personnel shall also be subject to review by the Medical Centers Chief of Staff and approval of the Medical Centers Facility Director.

All continuing education courses required for maintaining certification must be kept up to date at all times.

2.1.2. TECHNICAL PROFICIENCY: Medical Supply Technician(s) 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. Contractor shall 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.

2.1.3. TRAINING (VA MANDATORY): Contractor shall meet all VA educational requirements and mandatory course requirements defined herein. All mandatory training shall be completed by the Contractor personnel as required by the VA. Refer to Privacy Training (Mandatory), page 24.

2.1.4. STANDARD PERSONNEL TESTING/INFECTION CONTROL: The Contractor shall verify, and document, that all medical supply technician(s) at the assigned clinic have the following before they provide any service related to this task order:

a. Health examinations including annual TB skin test result.

b. Either has received the Hepatitis B vaccine series, or are immune as a result of acquired infection, or have been offered and refused the vaccinations

c. Received measles-mumps-rubella (MMR) vaccine. (Combined vaccine (MMR) is the vaccine of choice if individuals are likely to be susceptible to more than one of the three diseases and is required for all persons born after 1956.

d. A negative PPD within the last year, or, if a known reactor, a negative chest X-Ray within the past year.

e. A history of varicella (chicken pox) or, if unknown, results of a varicella antibody test. If non-immune, must be vaccinated with Varivax (Chicken pox).

f. Received training in Universal Precautions and Blood Borne Pathogens, Hazardous Material Management and Life Safety Management (fire preparedness).

2.1.5. CONFLICT OF INTEREST: The Contractor and all Medical Supply Technician(s) shall be responsible for identifying and communicating to the CO and COR conflicts of interest at the time of receipt of quotes and during the entirety of task order performance. At the time of receipt of quotes, the

Contractor shall provide a statement which describes, in a concise manner, all relevant facts concerning any past, present, or currently planned interest (financial, contractual, organizational, or otherwise) or actual or potential organizational conflicts of interest relating to the services to be provided. The

Contractor shall also provide statements containing the same information for any identified consultants or sub-contractors who shall provide services. The Contractor shall also provide relevant facts that show how it’s organizational and/or management system or other actions would avoid or mitigate any actual or potential organizational conflicts of interest.

2.1.6. CITIZENSHIP RELATED REQUIREMENTS: While performing services for the VA, the Contractor shall not knowingly employ, contract or subcontract with an illegal alien; foreign national non-immigrant who is in violation their status, as a result of their failure to maintain or comply with the terms and conditions of their admission into the United States. The Contractor shall return a signed certification with their quote certifying that the Contractor shall comply with any and all legal provisions contained in the Immigration and Nationality Act of 1952, As Amended; its related laws and regulations that are enforced by Homeland Security, Immigration and Customs Enforcement and the

U.S Department of Labor as these may relate to non-immigrant foreign nationals working under contract or subcontract for the Contractor while providing services to the VA. This certification concerns a matter within the jurisdiction of an agency of the United States and the making of a false, fictitious, or fraudulent certification may render the maker subject to prosecution under 18 U.S.C. 1001 and is applicable to the entire POP. Refer to attachment 4 Contractor Certification, page 78.

2.1.7. ANNUAL OFFICE OF INSPECTOR GENERAL (OIG) STATEMENT

2.1.7.1. In accordance with HIPAA and the Balanced Budget Act (BBA) of 1977, the VA OIG 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.

2.1.7.2. Therefore, all Contractors shall review the OIG List of Excluded Individuals/Entities on the

OIG web site at www.hhs.gov/oig to ensure that the proposed Contractors and/or firm(s) are not listed. Contractors 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 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 the Contractors and entities that employ or enter into contracts with excluded individuals or entities to provide items or services to Federal program beneficiaries.

2.1.7.3. By submitting their quote, the Contractor certifies that the OIG List of Excluded

Individuals/Entities has been reviewed and that the Contractors are and/or firm is not listed as of the date the offer/bid was signed.

2.2. TECHNICAL DIRECTION: The Medical Supply Technicians shall receive workload and patient assignments from the Chief of Sterile Processing Service (SPS). The Government may evaluate the quality of professional and administrative services provided but retain no control over the medical and professional aspects of service rendered.

VA reserves the right to approve the assignment of individual personnel furnished by the Contractor to perform the functions specified in the task order. The Contractor is required to maintain records that document competence/performance levels of Contractor personnel working on this task order in accordance with TJC, and other regulatory- body requirements. The Contractor shall provide a current copy of the competence assessment checklist and semi-annual performance evaluation to the COR for each

Contractor's personnel working on this task order.

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

Standard Operating Procedures (SOP) in accordance with manufacturer’s written recommendations when reprocessing RME. MSDS should be read, and Infection Prevention and Control procedures consulted as needed. Recommend following International Association of Healthcare Central Service Materiel

Management (IAHCSMM) guidelines. Knowledge of the E. H. Spaulding Classification System sufficient to determine sterilization parameters for all RME as outlined by Federal Drug Administration (FDA) and Center for Disease Control (CDC).

2.3. NON PERSONAL SERVICES: This is a non-personal services task order. There is no employer-employee relationship between the VA and the contractor or personnel.

2.3.1. GOVERNMENT INHERENT FUNCTIONS: Contractor and Medical Supply Technician(s) shall not perform inherently governmental functions. This includes, but is not limited to, determination of agency policy, determination of Federal program priorities for budget requests, direction and control of government employees, selection or non-selection of individuals for Federal Government employment including the interviewing of individuals for employment, approval of position descriptions and performance standards for Federal employees, approving any contractual documents, approval of

Federal licensing actions and inspections, and/or determination of budget policy, guidance, and strategy.

2.3.2. NO EMPLOYEE STATUS: The Contractor shall be responsible for protecting the Medical Supply

Technician(s) furnishing services. To carry out this responsibility, The Contractor shall provide or certify that the following is provided for all their staff providing services under the resultant contract:

• Workers’ compensation

• Professional liability insurance

• Health examinations

• Income tax withholding, and

• Social security payments.

2.3.3. TORT LIABILITY: The Federal Tort Claims Act does not cover Contractors or Medical Supply Technician(s). When a Contractor or a member of their staff has been identified as a provider in a tort claim, The Contractor shall be responsible for notifying their legal counsel and/or insurance carrier.

Any settlement or judgment arising from a Contractor’s (or Medical Supply Technician(s)) action or non-action is the responsibility of The Contractor and/or insurance carrier.

2.3.4. Contractor is required to maintain medical liability insurance for the duration of this task order.

Contractor shall indemnify the Government for any liability producing act or omission by the contractor, personnel and against occurring during task order performance.

2.3.5. The Contractor shall assume full responsibility for the protection of its personnel furnishing services under this task order in accordance with the personnel policy of the Contractor, such as providing worker's compensation, professional liability insurance, health examinations, income tax withholding, and social security payments.

2.3.6. In accordance with FAR clause 28.307-2, the following applies: The Contractor is required to comply with applicable Federal and State workers compensation and occupational disease statues. If occupational diseases are not compensable under those statues, they shall be covered under the employer's liability, except when task order operations are so commingled with the Contractor's commercial operations that it would not be practical. Employer's liability coverage of at least $100,000 is required with the exception of states that do not permit workers' compensation to be written by private carriers.

2.3.7. The contractor cannot change key personnel without VA approval, and when changes in key personnel are approved, the task order prices may be adjusted accordingly to reflect the salary and benefit of the personnel actually providing the services.

1. General Liability: $500,000 per occurrence.

2. Professional Medical Liability: One (1) million.

2.3.8. EVIDENCE OF COVERAGE: The Contractor shall furnish to the CO with their quote a Certificate of

Insurance which shall contain an endorsement to the effect that cancellation of, or any material change in the policies which adversely affect the interests of the Government in such insurance shall not be effective unless a 30-day written notice of cancellation or change is furnished to the CO.

The Contractor shall be responsible for providing annually copies of all required certificates of insurance to the CO.

2.4. KEY PERSONNEL AND EMERGENCY SUBSTITUTIONS

2.4.1. Contractor shall submit a listing of key personnel below:

Proposed Key Personnel for this task order:

2.4.2. 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 15 calendar days after the occurrence of any of these events and provide the information required by paragraph (2.4.3.) below.

After the initial 90-day period of the task order, the Contractor shall submit the information required by paragraph (2.4.3.) to the Contracting Officer at least 15 days prior to making any permanent substitutions.

2.4.3. 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 15 calendar days after receipt of all required information of the decision on the proposed substitutes. The task order will be modified to reflect any approved changes of key personnel.

2.4.4. 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. Any period exceeding two (2) weeks will require the procedure as stated above.

2.4.5. The Government reserves the right to refuse acceptance of any medical supply technician(s) at any time after performance begins, if personal or professional conduct jeopardizes patient care or interfered with the regular and ordinary operation of the facility. Breaches of conduct include intoxication or debilitation resulting from drug use, theft, patient abuse, dereliction or negligence in performing directed tasks, or other conduct resulting in formal complaints by patients or other staff members to designated Government representatives. Standards for conduct shall mirror those prescribed by current federal personnel regulations. Should the VA COS or designee show documented clinical problems or continual unprofessional behavior/actions with any medical supply technician(s), she/he may request, without cause, immediate replacement of said medical supply technician(s).

2.4.6. The CO and COR shall deal with issues raised concerning medical supply technician(s) conduct.

The final arbiter on questions of acceptability is the CO.

2.4.7. Contingency Plan: Because continuity of care is an essential part of VAMC’s medical services, The Contractor shall have a contingency plan in place to be utilized if the medical technologist(s) leaves Contractor’s employment or is unable to continue performance in accordance with the terms and conditions of the resulting task order.

3. HOURS OF OPERATION

3.1. BUSINESS HOURS: Medical Supply Technician(s) shall be available and present in Sterile Processing Service (SPS) during hours of operation as follow:

3.2. WORK SCHEDULE:

• Gainesville Tour Of Duty (TOD): TOD Rotating Shifts Monday through Friday and occasional weekends 08:00am to 4:30pm, 12:00-8:30pm, 3:30pm- 1200am and 12:00 am to 08:30am shifts

• Lake City Tour of duty (TOD): Monday through Friday and occasional weekends 0700-1530, 08:00am to 4:30pm

• Tallahassee Tour of duty (TOD): Monday through Friday and occasional weekends 0700-1530, 08:00am to 4:30pm

• Jacksonville Tour of duty (TOD): Monday through Friday and occasional weekends 0700-1530, 08:00am to 4:30pm

• Villages Tour of duty (TOD): Monday through Friday and occasional weekends 0700-1530, 08:00am to 4:30pm

The reimbursement method for this task order will be FTE hourly. FTE is defined by VA as a minimum of 80 hours every 2 weeks and does not include holidays.

No overtime is authorized for medical supply technician(s) to work.

3.3. FEDERAL HOLIDAYS: The ten (10) holidays observed by the Federal Government are: New Year's Day

(January 1S`), Martin Luther King's Birthday (3rd Monday in January, Presidents' Day (3`d Monday in

February), Memorial Day (last Monday in May), independence Day (July 4d'), Labor Day (1S` Monday in

September), Columbus Day (2nd Monday in October) Veterans Day (November 11), Thanksgiving Day (4th

Thursday in November), Christmas Day (December 25th) and any other day specifically declared by the

President of the United States to be a national holiday. When one of the above designated legal holidays falls on a Sunday, the following Monday shall be observed as a legal holiday. When a legal holiday falls on a

Saturday, the preceding Friday is observed as a holiday by the U.S. Government agencies.

4. CONTRACTOR RESPONSIBILITIES

4.1. SERVICES REQUIRED: Contractor shall provide 15.0 FTE (31200 hours per year) Certified Medical

Supply Technician. The Medical Supply Technician(s) must have the ability to perform the following services, which include, but are not limited to the following:

(A) Decontamination: Knowledge and experience in removing gross contamination by soaking in a germicide, washing with a detergent-blood solvent, scrubbing with a brush and scouring powder, rinsing in tap and then distilled water or washing in a washer-sterilizer or ultrasonic unit. Pre sterilizes biological contamination before handling. Decontaminates all reusable supplies and equipment. Determines methods for decontamination, disinfection, and/or sterilization of instruments and/or equipment, packages items or assembles sets or trays.

(B) Examines Condition of Supply Items: Experience with visually examining items for damage, deterioration, or imperfections such as rust, pitting, and cracks.

(C) Assembles/Packages/Wraps/Sterilizes Supply Items: Knowledge or experience in packaging individual items or assembling items into sets or trays. Assembles trays or sets according to guides and in a logical manner, permitting effective sterilization. Determines appropriate method of sterilization and attaches chemical indicator tape to package. Sterilizes items comparing control tests to determine that correct parameters (e.g. time, temperature, and pressure) were obtained. Removes items from pre-sterilizers and determines type of tray or set to assemble based on recognition of key items and the operating room or clinic schedules. Examines items to ensure that gross contamination has been removed. Assembles sets and trays by selecting appropriate tray, lining it with a towel, and arranging instruments in the tray in the correct manner. Strives for a logically arranged package that will permit effective penetration of the sterilizing medium. Places devices in the tray, selects correct wrapping for the tray, and wraps and labels tray. Selects correct sterilizing medium and cycles and operates sterilizer. Aerates gas-sterilized items for correct period of time. Monitors operation of sterilizer with prescribed tests.

(D) Distributes Supply Items to Wards, Clinic Units or Operating Rooms: Knowledge of distributing items according to established requirements, special requests or as requisitioned. Fills requests for items based on daily schedules of needs or on individual requisitions. Performs daily inventories of wards or units supply areas and replenishes to appropriate stock levels. Consults with customers on items in short supply or out of stock, recommending possible substitutions. Sends requested items to wards and clinics via automated delivery systems. Periodically inventories stock. Maintains records on stock levels and recommends revisions in stock levels as the need for supplies changes.

(E) Receives/Stores/Controls Supply Items Stock: Knowledge of receiving new supplies, checks deliveries for quality, quantity, and price. Stores items in accordance with inventory system. Assists with inventory.

Assembles and loads ward and operating room carts according to schedules and fills special and emergency requests for supplies.

4.1.1. The Medical Supply Technician(s) shall sign in and out at the area designated by the Contracting

Officer Representative (COR).

4.1.2. The Chief, Sterile Processing Service (SPS) will monitor performance through direct observation as well as observation of work results on an ongoing daily basis.

4.1.3. The Medical Supply Technician(s) shall adhere to Joint Commission Standards

(http://www.jointcommission.org/).

4.1.4. The Medical Supply Technician(s) may be exposed to surrounding which involve moderate risks or discomfort which require special precautions, i.e., infectious diseases, verbal and physical abuse from emotionally disturbed patients.

4.1.5. Dress apparel: The Medical Supply Technician(s) shall be required to dress within the standards of the sterile processing service and NF/SG Veterans Health System standards according to local policy.

4.1.6. Routine work by the Medical Supply Technician(s) is expected to be performed with a minimum of oversight; the Medical Supply Technician(s) shall be required to perform duties on their own initiative, http://www.jointcommission.org/

4.1.7. The Medical Supply Technician(s) shall work in the respective department with other staff technician. The medical supply technician shall be expected to cooperate with and participate in all routine duties or functions related to the service area to include ongoing training and competence assessment.

4.1.8. The Medical Supply Technician(s) shall ensure a safe work environment and safe work habits.

4.1.9. The Contractor shall have sufficient qualified Medical Supply Technician(s) so that services are provided in the event a scheduled Medical Supply Technician resigns, is terminated, or is otherwise unavailable to work. Task order requirements are not altered or mitigated by inclement weather.

4.2. STANDARDS OF PRACTICE: Medical Supply Technicians shall not perform services under this task order unless they have received a favorably adjudicated Special Agreement Check (SAC).

(A) As a condition of employment, Occupational Safety and Health Administration (OSHA) requires that all

Medical Supply Technician(s) who shall have occupational exposure to blood, other body fluids, or other potentially infectious materials, shall receive Hepatitis B vaccine or have documented proof of immunity to

Hepatitis B infection.

(B) Medical Supply Technicians having contact or exposure to biological or pathological specimens shall be immunized against, be granted an immunization waiver or have documented proof of immunity to: rubella, mumps, polio and Hepatitis B. In addition, Medical Supply Technician(s) shall be free of infectious disease

(to include but not limited to active Tuberculosis and Viral Hepatitis) that might reasonably be expected to place other workers, patients or the public risk.

(C) The Contractor shall provide the Contracting Officer Representative (COR) with certification that

Medical Supply Technician(s) have completed the medical evaluation required above, minimum of five (5) working days prior to performance of task order services. This certification shall state the date the

Examination was completed, the doctor’s name who performed the examination, a statement of concerning the physical health of the individual and the following statement: [Name of medical supply technician(s)] is suffering from no contagious diseases to include but not limited to, Tuberculosis, Hepatitis and Venereal Disease.

(D) The Contractor shall provide the COR with all the information necessary to ensure that Government records are maintained correctly and in compliance with the Joint Commission(JC), OSHA and the Center for

Disease Control(CDC) health records requirements, for each individual contract health provider.

(E) The Government may take nose and throat cultures from Medical Supply Technician(s) when required by Government Infection Control Committees (ICC).

(F) When a Medical Instrument Technician provider has been found medically unfit for providing services required under this contract, they shall be required to discontinue working immediately. Medical Supply

Technician(s) shall not return to work until given clearance by the appropriate physician.

(G) All Personnel shall maintain a neat personal appearance and maintain a professional decorum.

(H) Personnel shall wear special protective clothing when required and supplied by the VA. These items shall remain the property of the VA.

4.2.1. GUIDELINES: The Contractor shall perform the functions required under this task order in accordance with the rules of medical ethics Federal, State and local laws, rules and regulations, and

Joint Commission (JC). The Contractor shall not participate nor be a party to any activities which are in conflict with Federal and/or State guidelines. In the event the Contractor encounters said conflicting situations, the Contractor shall notify the COR or the Contracting Officer to resolve such issues. The

Contracting Officer shall document and be responsible for resolution of any such situations. Neither the

VA nor the Contractor shall be responsible for any delays or failures to perform due to causes beyond each party's control. The VA and the Contractor may, upon mutual consent, modify the timing and schedule of services.

4.3. EXCHANGE OF DATA: Patient medical records shall not be exchanged and remain confidential.

4.4. MEDICAL RECORDS

4.4.1. AUTHORITIES: VHA Handbook 1605.1 and all other applicable privacy laws, regulations and VA

Policies to include Privacy Program Manual No. 00-15, April 16, 2014 and as outlined in FAR Subpart

24.1 Protection of Individual Privacy and VA Directive 6500.6 Contract Security.

4.4.2. 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 task order and its requirements meet the following exception and do not require a Business Associate agreement in order 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 task order. The Contractor must adhere to all VA security policies and applicable confidentiality statutes, include 38 U.S.C. 5701, 38 U.S.C. 5705, 38 U.S.C. 7332, 5 U.S.C. 552a (Privacy Act), as well as

45 U.S.C. Parts 160, 162 and 164 (Health Insurance Portability and Accountability Act).

4.4.3. DISCLOSURE: Patient medical records shall not be exchanged and remain confidential.

4.4.4. PROFESSIONAL STANDARDS FOR DOCUMENTING CARE: The use or disclosure of PHI, appropriate privacy requirements, specifications should be properly implemented before the contract/agreement goes into operation.

4.4.5. RELEASE OF INFORMATION: The VA will maintain control of releasing any patient medical information and will follow policies and standards as defined, but not limited to Privacy Act requirements. In the case of the VA authorizing the Contractor and Medical Supply Technician(s) to release patient information, the Contractor and Medical Supply Technician(s) in compliance with VA regulations and at his/her own expense, shall use VA Form 3288, Request for and Consent to Release of

Information from Individual’s Records, to process “Release of Information Requests.” In addition, the

Contractor and Medical Supply Technician(s) shall be responsible for locating and forwarding records not kept at their facility. The VA’s Release of Information Section will provide the Contractor and

Medical Supply Technician(s) with assistance in completing forms. Additionally, the Contractor shall use

VA Form 10-5345, Request for and Authorization to Release Medical Records or Health Information, http://www4.va.gov/vaforms/va/pdf/VA3288.pdf http://www4.va.gov/vaforms/va/pdf/VA3288.pdf http://www4.va.gov/vaforms/medical/pdf/vha-10-5345-fill.pdf when releasing records protected by 38 U.S.C. 7332. Treatment and release records shall include the patient’s consent form. Completed Release of Information requests will be forwarded to the VA Privacy

Officer at the following address:

Mr. Patrick Cheek

NF/SG VA Healthcare System

1601 SW Archer Road

Gainesville, FL 32608

4.5. DIRECT PATIENT CARE: 80% of the time will be devoted to Sterile Processing activities.

4.6. ADMINISTRATIVE: 20% of the time will be devoted to non-Sterile Processing activities.

4.7. PERFORMANCE STANDARDS, QUALITY ASSURANCE AND QUALITY IMPROVEMENT

4.7.1. METHODS OF SURVEILLANCE: The COR may perform surveillance of services by:

(A) Direct Observation. May be performance periodically or through 100% surveillance. Applicable to the following standards; Technical Competence, Customer Service and Personal Qualities.

(B) Periodic Inspection. Evaluates outcomes on a periodic basis. Inspections may be scheduled daily, weekly, monthly, quarterly, annually or unscheduled. Applicable to the following standards; Technical Competence.

(C) Validated User/Customer Complaints/Gratitude. Relies on the customer to identify deficiencies or Appreciations. Complaints are then investigated and validated. Applicable to the following standard–Personal Qualities.

4.7.2. PERFORMANCE STANDARDS: The Performance Requirements Summary Matrix, below includes performance standards. The Government will use these standards to determine contractor performance and shall compare contractor performance to the Acceptable Quality Level (AQL).

Measures PWS Reference

Performance Requirement

Standard Acceptable Quality Level

Surveillance Method

Incentive

1- Technical Compliance

4.7.2.1. Clinical

Practices are consistent with VHA policies and standards

Adherence to Sterile Processing Service protocols and other clinical informatics protocols;

comply with VHA policies and standards.

100% No deviations accepted.

Regular review of the medical record to ensure compliance with NF/SG VHS, TJC Policies and procedures

Favorable contractor performance evaluation

2- Patient Safety

4.7.2.2. Patient safety

incidents shall be reported immediately (within 24 hours)

All (100%) of patient safety incidents are reported using Patient Safety Report within twenty-four (

24) hours of incident.

100% No more than two (2) per year

Patient safety will be monitored through review of medical records and the patient safety program.

Favorable contractor performance evaluation

3- Customer Service

4.7.2.3. Complaints

about the quality of care are reported to the COR, CO and the Contractor for resolution.

Meets the needs of customers while supporting the Medical Center communicates and treats customer (veteran, visitor all Medical Center staff) in a courteous and respectful manner

100% No deviations accepted.

Observation and random inspection(auditing or any other method of delivery

Favorable contractor performance evaluation

4- Conflict Management

4.7.2.4. Contractors

have the ability to build and sustain relationships, resolve conflicts, handle negotiations effectively, and develop collaborative working relationships.

Inspires a climate of productivity, effectiveness and high morals.

Effectively negotiates conflicts

100% Compliance;

no deviations.

No more than (3) three well-documented instances of conflict with co-workers and/or other staff will cause the contractor employee to be below the fully satisfactory level.

Favorable contractor performance evaluation

4.7.3. REQUIRED REGISTRATION WITH CONTRACTOR PERFORMANCE ASSESSMENT REPORTING

SYSTEM (CPARS)

4.7.3.1. As prescribed in Federal Acquisition Regulation (FAR) Part 42.15, the Department of

Veterans Affairs evaluates Contractor past performance on all contracts that exceed $150,000 and shares those evaluations with other Federal Government contract specialists and procurement officials. The FAR requires that the Contractor be provided an opportunity to comment on past performance evaluations prior to each report closing. To fulfill this requirement VA uses an online database, CPARS, which is maintained by the Naval Seal Logistics Center in Portsmouth, New

Hampshire. CPARS has connectivity with the Past Performance Information Retrieval System

(PPIRS) database, which is available to all Federal agencies. PPIRS is the system used to collect and retrieve performance assessment reports used in source selection determinations and completed

CPARS report cards transferred to PPIRS. CPARS also includes access to the FAPIIS. FAPIIS is a web-enabled application accessed via CPARS for Contractor responsibility determination information.

4.7.3.2. Each Contractor whose task order award is estimated to exceed $150,000 is required to register with CPARS database at the following web address: www.cpars.csd.disa.mil. Help in registering can be obtained by contacting Customer Support Desk @ DSN: 684-1690 or COMM:

207-438-1690. Registration should occur no later than thirty days after task order award and shall be kept current should there be any change to the Contractor’s registered representative.

4.7.3.3. For contracts with a period of one year or less, the CO will perform a single evaluation when the task order is complete. For contracts exceeding one year, the contracting officer will evaluate the Contractor’s performance annually. Interim reports will be filed each year until the last year of the contract, when the final report will be completed. The report shall be assigned in

CPARS to the Contractor’s designated representative for comment. The Contractor representative will have thirty days to submit any comments and re-assign the report to the VA CO.

4.7.3.4. Failure to have a current registration with the CPARS database, or to re-assign the report to the CO within those thirty days, will result in the Government’s evaluation being placed on file in the database with a statement that the Contractor

5. GOVERNMENT RESPONSIBILITIES

ALL TASK ORDER ADMINISTRATION FUNCTIONS WILL BE RETAINED BY THE VETERANS AFFAIRS.

5.1. OVERSIGHT OF SERVICE/PERFORMANCE MONITORING: Task Order Administration: After award of contract, all inquiries and correspondence relative to the administration of the task order shall be addressed to:

Contract Specialist

Department of Veterans Affairs The Contracting Officer Representative (COR) for this task order is:

Robert Mott, Assistant Section Chief

Lake City Veteran Affairs (VA) Medical Center

619 S.Marion Ave.

Lake City, FL 32025-5808

Phone: 386-755-3016 x394471

Email: Robert.Mott@va.gov

5.2. CO RESPONSIBILITIES: The CO is the only person authorized to approve changes or modify any of the requirements of this contract. The Contractor shall communicate with the CO on all matters pertaining to task order administration. Only the CO is authorized to make commitments or issue any modification to include (but not limited to) terms affecting price, quantity or quality of performance of this contract.

5.2.1. The CO will resolve complaints concerning Contractor relations with the Government employees or patients. The CO is final authority on validating complaints. In the event the Contractor effects any such change at the direction of any person other than the CO without authority, no adjustment shall be made in the task order price to cover an increase in costs incurred as a result thereof.

5.2.2. 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

Medical Supply Technician(s) to be provided by the VA or the task order agency as indicated;

replacement of the Medical Supply Technician(s) and/or renegotiation of the task order terms or termination of the contract.

mailto:Robert.Mott@va.gov

5.3. COR RESPONSIBILITIES:

5.3.1. The COR will be the VA official responsible for verifying task order compliance. After task order award, any incidents of Contractor or Contractor noncompliance as evidenced by the monitoring procedures will be forwarded immediately to the CO.

5.3.2. 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: enter data that may be collected.

5.3.3. The COR will maintain a record-keeping system of services by the use of the VA-based VISTA hospital computer system. The COR will review this data monthly when invoices are received and certify all invoices for payment. Any evidence of the Contractor's or Medical Supply Technician(s) non-compliance as evidenced by the monitoring procedures shall be forwarded immediately to the CO.

5.3.4. The COR will be responsible for monitoring the contractor's performance to ensure all specifications and requirements are fulfilled. Quality Improvement data that shall be collected for ongoing monitoring includes but is not limited to: statistics for consults, follow-ups, re-evaluations, overdue unsigned notes, pharmacy, lab and radiology costs, 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 Committee and Professional Standards Board.

5.3.5. 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.

5.3.6. A summary evaluation of Contractor performance, based upon the compliance of task order requirements as evidenced in the monitoring procedures shall be forwarded by the monitoring official to the CO or ACO prior to exercising any options to extend the contract.

5.3.7. A summary evaluation of Contractor performance, based upon the compliance of task order requirements as evidenced in the monitoring procedures shall be forwarded by the monitoring official to the CO or ACO prior to exercising any options to extend the contract.

5.3.8. All task order administration functions will be retained by the VA.

5.4. EMERGENCY HEALTH SERVICES PROVIDED TO PERSONNEL WHILE ON DUTY: The VA will render emergency health services for an incapacitating injury or otherwise serious illness occurring while on duty.

All services, to include wages earned during period of initial medical evaluation provided by the VA will be reimbursed by the Contractor. The Contractor shall furnish the VA with the necessary injury/illness form(s) for reporting.

5.5. EQUIPMENT, SUPPLIES AND FORMS: The Contractor’s personnel shall have the use of all required equipment, supplies and forms for performing services at the VA required by this task order.

5.6. PRIVACY PROGRAM: VA Contracting Officer/Contracting Officer Representative (COR) is responsible for ensuring that contractors are aware of, and abide by, those privacy responsibilities as stated in contracts with VA and VHA. Ensuring that contractors receive the appropriate privacy and if applicable security training upon initiation of the task order and annually thereafter. Ensuring that task order performance meets privacy requirements including mediating and/or terminating the task order if information privacy requirements are not being met.

5.7. NO SMOKING POLICY: Smoking is strictly prohibited.

6. SPECIAL TASK ORDER REQUIREMENTS

6.1. ATTENDANCE:

6.1.1. Medical Supply Technician(s) shall report to the Chief, Sterile Processing Service, or designee, upon arrival at the VA Medical Center. VAMC personnel will brief Medical Supply Technician(s) on

VAMC policies and procedures on the first scheduled duty day.

6.1.2. Monitoring of attendance will be demonstrated through attendance logs, minutes of meetings, or other appropriate records that services called for the task order have been received. Medical Supply

Technician(s) shall be required to sign an attendance log upon reporting and departing from work.

6.1.3. NF/SG Veterans Health System will establish and maintain a record keeping system that will record the services performed by the Medical Supply Technician(s). This recordkeeping system will consist of time and attendance reports to ensure that required services have been received by the VA

Medical Center. Any incidents of non-compliance as evidenced by the monitoring procedure shall be forwarded immediately to the CO.

6.1.4. Documentation of services performed will be reviewed prior to certifying payment. Medical

Supply Technician(s) shall be present at the NF/SG Veterans Health System and shall be actually performing the required services as specified in the task order in order to receive reimbursement. The

NF/SG Veterans Health System will pay for services actually performed and in strict accordance with the

PWS above. Task order monitoring and record keeping procedures shall be sufficient to ensure proper payment and allow audit verification that services were provided.

6.2. BILLING/INVOICING: The contractor shall submit invoices weekly in arrears covering the services performed under this contract. Subsequent changes or corrections shall be submitted by separate invoice.

In addition to information required for submission of a “proper” invoice in accordance with FAR 52.212-4

(g), all invoices shall include:

• Name and Address of Contractor

• Invoice Date

• Contract Number and Purchase/Task Order Number

• Date of Service

• Contract personnel Name

• Contract personnel Hourly Rate

• Quantity of hours worked

• Total price

Payment for services will be at the rates specified in the Schedule of Supplies/Services. Payment for any leave, including sick leave, holiday, or vacation time, shall be the responsibility of the Contractor. VA will pay for actual hours worked.

Invoices shall be sent to the NF/SF Veterans Health System by hand delivery or secured email using an Excel

Spreadsheet format, no later than the 7th of each month. Failure to receive the invoice in the required format by the 7th of each month will result in a delay in the processing of the invoice for the respective VA

Medical Center. If the 7th of the month falls on a Saturday, Sunday, or holiday the invoice shall be due the next business day.

6.3. CONTRACTOR SECURITY REQUIREMENTS (HANDBOOK 6500.6)

6.3.1. VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY LANGUAGE

(1) A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order.

(2) 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. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures.

(3) Medical Supply Technician(s) who require access to national security programs must have a valid security clearance. National Industrial Security Program (NISP) was established by Executive Order 12829 to ensure that cleared U.S. defense industry Medical Supply Technician(s) safeguard the classified information in their possession while performing work on contracts, programs, bids, or research and development efforts. The Department of Veterans Affairs does not have a Memorandum of Agreement with Defense Security Service (DSS). Verification of a Security Clearance must be processed through the Special Security Officer located in the Planning and National Security Service within the Office of Operations, Security, and Preparedness.

(4) Custom software development and outsourced operations must be located in the U.S. to the maximum extent practical. If such services are proposed to be performed abroad and are not disallowed by other VA policy or mandates, the contractor/subcontractor must state where all non- U.S. services are provided and detail a security plan, deemed to be acceptable by VA, specifically to address mitigation of the resulting problems of communication, control, data protection, and so forth. Location within the U.S. may be an evaluation factor.

(5) The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the…