36C24822Q0112.docx

36C24822Q0112

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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. QUOTE 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/QUOTER

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 QUOTE 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. ___________________________________ QUOTE

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR QUOTE 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 QUOTER/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

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

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

36C24822Q0112 -2021 Raimundo Rivera (raimundo.rivera@va.gov) 813-631-2822 11-16-2021 2:00 pm

EDT

36C248 Department of Veterans Affairs Network Contracting Office 8 (NCO 8) 8875 Hidden River Pkwy Suite 525 Tampa FL 33637 X X 561320 $30 Million N/A X Department of Veterans Affairs Malcom Randall VA Medical Center (VAMC) 1601 SW Archer Road Gainesville FL 32608 36C248 Department of Veterans Affairs Network Contracting Office 8 (NCO 8) 8875 Hidden River Pkwy Tampa FL 33637

Department of Veterans Affairs Financial Services Center P.O. Box 149971 Austin TX 78714-9971 Contractor shall provide Certified Tumor Registrar (CTR) services off-site for the Malcom Randall VAMC, Gainesville, FL. Services shall be provided in accordance with (IAW) the Performance Work Statement (PWS) and terms and conditions listed herein.

The period of performance (POP) is for base year, plus (+) four (4), one (1) year options. Reference page four for the POP. Reference pages five ) through seven ) for the B.3 Price Schedule. Reference pages seven ) through thirty-one (3 ) for the B.4 Performance Work Schedule.

This is an Indefinite Delivery, Indefinite Quantity (IDIQ) contract type and estimated task orders will be issued on a as needed basis.

Direct all questions for the Request for Quote (RFQ) and related documents to Raimundo Rivera, Contract Specialist, at raimundo.rivera@va.gov and Cyrouse H. Houshyani, Contracting Officer at cyrouse.houshyani@va.gov by November , 2021.

X Cyrouse H. Houshyani Contracting Officer Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR:

Name:

Title:

Address:

Telephone:

Facsimile:

E-mail:

Federal Taxpayer Identification Number:

Dun and Bradstreet Number:

b. GOVERNMENT: Contracting Officer 36C248 ____________________ Department of Veterans Affairs Network Contracting Office 8 (NCO 8) 8875 Hidden River Pkwy Suite 525 Tampa FL 33637

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. Invoices will be electronically submitted to the Tungsten website at https://www.tungsten-network.com/us/support/. Tungsten direct vendor support number is 877-489-6135 for VA contracts.

5. Post Award Orientation: The Contracting Officer will schedule a post award orientation for contract orientation purposes as required by VA Acquisition Manual, Part M842.502-70.

6. Mandatory Written Disclosures: Mandatory written disclosures required by FAR clause 52.203-13 to the Department of Veterans Affairs, Office of Inspector General (OIG) must be made electronically through the VA OIG Hotline at http://www.va.gov/oig/contacts/hotline.asp and clicking on "FAR clause 52.203-13 Reporting." If you experience difficulty accessing the website, call the Hotline at 1-800-488-8244 for further instructions.

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

B.2 SCHEDULE OF SERVICES

The Government intends to award an Indefinite-Delivery, Indefinite-Quantity (IDIQ) contract type for Certified Tumor Registrar Services. The Contractor shall furnish all personnel to provide services necessary to perform Tumor Registry Services to eligible beneficiaries of the Department of Veterans Affairs Medical Center (VAMC), Malcom Randall VAMC, North Florida/South Georgia Veterans Affairs Heath Care System (NF/SG VAHCS) (here in after referred to as VAMC). All services shall be performed virtually off-site at the Contractor’s facility. The Contractor shall provide professional and technical services to include materials, supplies, equipment, and qualified supervision specified herein.

Place of Performance: Services shall be provided virtual and off-site at the Contractor’s facility. Services shall be provided for the Malcom Randall VAMC located at 1601 SW Archer Road, Gainesville, Florida 32608.

Period of Performance: One (1) base year, and four (4) - one (1) year options to be exercised at the sole discretion of the Government based on the continual need for services.

Minimum and Maximum Quantity: This requirement includes a guaranteed minimum of $2,500.00 of services for the base year of the contract. The maximum amount to be ordered for this contract for the base, and all option periods, if exercised by the Government, is $750,000.00. If the maximum aggregate amount of $750,000.00 is reached prior to the end date of the final period of performance, no further task orders will be issued on the contract.

Task Order Procedures: One (1) estimated task order will be issued to fund the period of performance and modify decreases of funding as necessary or at the end of the period of performance. Task Order will be obligated with a Not to Exceed (NTE) amount and Contractor shall not exceed estimated quantities or dollar threshold without the express or written consent of the Contracting Officer. Adjustment made without approval will be considered an Unauthorized Commitment; violation under Federal Acquisition Regulation, FAR 1.602-3.

The task order will contain date of order, order number, line-item number (LIN), description, estimated quantity, unit price, performance schedule, and accounting and appropriations data.

Pricing Instructions:

Quoter must fill out the cells in the columns in the B.3 Price Schedule for each contract Line-Item Number (LIN). The Quoter is instructed to complete the unit price, total estimated price, and total estimated annual price based on the maximum estimated quantities of units.

Throughout the life of the contract the VA will pay the awarded fixed pricing effective at the time the service is provided by the Contractor.

This basis of the contractor’s proposed firm fixed pricing will be used by the Government for future pricing of additional codes/procedures and for reimbursement under the contract. The basis of estimate used for your fixed price, i.e., the way that your price is calculated, shall remain the same throughout the life of the contract and may be validated by post award audits.

The Contractor shall complete the price schedule for the performance location proposed. The Contractor shall base pricing on the application of fixed Government pricing. Contractor shall submit pricing for each Line-Item Number (LIN) shown on solicitation Price Schedule. No LINs shall be left blank. Only Microsoft Word or Adobe PDF constructed files are acceptable.

B.3 PRICE SCHEDULE

BASE

Tumor Registrar Services - Base Year

- Tumor Registry Case Findings

Contract Period: Base POP Begin: 12-01-2021 POP End: 11-30-2022

Tumor Registrar Services - Base Year

- Tumor Registry Case Abstract & Coding

Contract Period: Base POP Begin: 12-01-2021 POP End: 11-30-2022

BASE Total Estimated Annual Price: __________

OPTION I (1)

Tumor Registrar Services - Option Year I (1)

Contract Period: Option 1 POP Begin: 12-01-2022 POP End: 11-30-2023

Tumor Registrar Services - Option Year I (1)

Contract Period: Option 1 POP Begin: 12-01-2022 POP End: 11-30-2023

OPTION I Total Estimated Annual Price: _____________

OPTION II (2)

Tumor Registrar Services - Option Year II (2)

Contract Period: Option 2 POP Begin: 12-01-2023 POP End: 11-30-2024

Tumor Registrar Services - Option Year II (2)

Contract Period: Option 1 POP Begin: 12-01-2023 POP End: 11-30-2024

OPTION II Total Estimated Annual Price: _____________

OPTION III (3)

Tumor Registrar Services - Option Year III (3)

Contract Period: Option 3 POP Begin: 12-01-2024 POP End: 11-30-2025

Tumor Registrar Services - Option Year III (3)

Contract Period: Option 3 POP Begin: 12-01-2024 POP End: 11-30-2025

OPTION III Total Estimated Annual Price: ____________

OPTION IV (4)

Tumor Registrar Services - Option Year IV (4)

Contract Period: Option 4 POP Begin: 12-01-2025 POP End: 11-30-2026

Tumor Registrar Services - Option Year IV (4)

Contract Period: Option 4 POP Begin: 12-01-2025 POP End: 11-30-2026

OPTION IV Total Estimated Annual Price: ____________

B.4 PERFORMANCE WORK STATEMENT

Certified Tumor Registrar (CTR) Services

1. GENERAL:

Federal Acquisition Regulation (FAR) – Indefinite Delivery Contracts (IDCs). In accordance with FAR 16.504, Indefinite-Quantity Contracts, this is a Fixed-Price, IDIQ for the time period. The Award Date for one (1) base year with four (4) – one (1) year options to renew and to be exercised at the sole discretion of the Government.

1.1. Services Provided: The Contractor shall provide labor, personnel, equipment, supplies, materials, supervision and other related services necessary to provide Certified Tumor Registrar (CTR) cancer registry services in accordance with VA and all applicable national standards and in accordance with the specifications contained herein to beneficiaries of the Department of Veterans Affairs (VA) and the NF/SG VHCS.

1.2. The goal of this procurement is to catch up the backlog and establish a safe and uniform process for maintaining an efficient & accurate cancer registry database in accordance with 100% of the current Commission on Cancer (COC) standards, VHA cancer registry requirements, and State requirements (where applicable).

1.3. Interested quoters shall have at least three (3) years of experience in providing cancer registry services and recent experience with the COC standards.

1.3.1. High-quality Cancer Registry data is essential to accurately access treatment outcomes and patient survival. Successful operation of the Cancer Registry requires credentialed staff that is trained and knowledgeable in all aspects of oncology data collection and case abstracting and findings. CTR(s) apply knowledge obtained from formal education and work experience to correctly interpret and code cancer diagnosis and stage treatment and outcomes information for each case that is seen at the VAMC that meets COC reporting requirements.

1.4. No guarantees are made as to the estimated work or volumes, or the quantities. The estimate information provided in the Performance Work Statement is based on historical data and current backlog. The estimates are subject to change by the Government. Quoters shall work remotely outside of the VA, and will require VA Access, personally owned computers, and PIV Cards with Logical Access.

1.5. Place of Performance - Contractor shall furnish services virtually for the Malcom Randal VAMC, NF/SG VAHCS located at 1601 SW Archer Road, Gainesville, FL 32608.

1.6. Authority: Title 38 USC 8153, Health Care Resources (HCR) sharing Authority; Federal Acquisition Regulations (FAR) Part 12 – Acquisition of Commercial Items, and FAR Part 13 – Simplified Acquisition Procedures.

1.7. Policy/Handbooks - the contractor shall be subject to the following policies, including any subsequent updates during the period of performance:

1.7.1.1. 5 Code of Federal Regulations (C.F.R.) Part 1315: https://www.gpo.gov/fdsys/granule/CFR-2002-title5-vol3/CFR-2002-title5- vol3-part1315

1.7.1.2. 45 C.F.R. Part 164 - Security and Privacy https://www.ecfr.gov/cgi-bin/text-idx?tpl=/ecfrbrowse/Title45/45cfr164_main_02.tpl

1.7.1.3. 5 United States Code (U.S.C.) 552 - The Freedom of Information Act (FOIA): https://www.justice.gov/oip/freedom-information-act-5-usc-552

1.7.1.4. 10 U.S.C. 2409 - Contractor Employees: Protection from Reprisal for Disclosure of Certain Information: https://www.gpo.gov/fdsys/granule/USCODE-2010-title10/USCODE-2010- title10-subtitleA- partIV-chap141-sec2409/content-detail.html

1.7.1.5. 31 U.S.C. 1341 - Limitations on Expending and Obligating Amounts: https://www.gpo.gov/fdsys/granule/USCODE-2011-title31/USCODE-2011- title31-subtitleII- chap13-subchapIII-sec1341

1.7.1.6. 31 U.S.C. 1352 - Limitation on use of Appropriated Funds to Influence Certain Federal Contracting and Financial Transactions: https://www.gpo.gov/fdsys/granule/USCODE-2010-title31/USCODE-2010- title31-subtitleII- chap13-subchapIII-sec1352/content-detail.html

1.7.1.7. 31 U.S.C. 3727 - Assignments of Claims: https://www.gpo.gov/fdsys/granule/USCODE-2011-title31/USCODE-2011- title31-subtitleIII- chap37-subchapIII-sec3727/content-detail.html

1.7.1.8. 38 U.S.C. 5705 - Confidentiality of Medical Quality-Assurance Records: https://www.gpo.gov/fdsys/granule/USCODE-2010-title38/USCODE-2010-title38- partIV-chap57- subchapI-sec5705/content-detail.html

1.7.1.9. 40 U.S.C. 37 - Contract Work Hours and Safety Standards: https://www.gpo.gov/fdsys/granule/USCODE-2011-title40/USCODE-2011-title40- subtitleII-partA- chap37

1.7.1.10. 41 U.S.C. 21 - Restrictions on Obtaining and Disclosing Certain Information: https://www.gpo.gov/fdsys/granule/USCODE-2011-title41/USCODE-2011-title41- subtitleI- divsnB-chap21

1.7.1.11. 41 U.S.C. 71- Contract Disputes: https://www.gpo.gov/fdsys/granule/USCODE-2011-title41/USCODE-2011- title41-subtitleIII- chap71/content-detail.html

1.7.1.12. 41 U.S.C. 87 - Kickbacks: https://www.gpo.gov/fdsys/granule/USCODE-2011-title41/USCODE-2011- title41-subtitleIV- chap87/content-detail.html

1.7.1.13. 41 U.S.C. 4712 - Pilot Program for Enhancement of Contractor Protection from Reprisal for Disclosure of Certain Information: https://www.gpo.gov/fdsys/granule/USCODE-2012-title41/USCODE-2012- title41-subtitleI-divsnC-chap47-sec4712

1.7.1.14. VHA Handbook 1100.17: National Practitioner Data Bank Reports https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=2135

1.7.1.15. VHA Handbook 1100.18: Reporting And Responding To State Licensing Boards https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=1364

1.7.1.16. VHA Handbook 1605.01 - Privacy and release of Information: http://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=3233

1.7.1.17. VA Directive 1663: Health Care Resources Contracting - Buying https://www.va.gov/vapubs/viewPublication.asp?Pub_ID=969&FType=2

1.7.1.18. VHA Handbook 1907.01: Health Information Management and Health Records https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=3088

1.7.1.19. Privacy Act of 1974 (5 U.S.C. 552a) as amended http://www.justice.gov/oip/foia_updates/Vol_XVII_4/page2.htm

1.8. Definitions/Acronyms- Terms used in this contract shall be interpreted as follows unless the context expressly requires a different construction and/or interpretation. In case of a conflict in language between the Definitions and other sections of this contract, the language in this section shall govern.

1.8.1. American College of Surgeons (ACOS) - is a scientific and educational association of surgeons that was founded in 1913 to improve the quality of care for the surgical patient by setting high standards for surgical education and practice.

1.8.2. CDC: Centers for Disease Control and Prevention

1.8.3. CDR: Contract Discrepancy Report

1.8.4. CEU: Certified Education Unit

1.8.5. CME: Continuing Medical Education

1.8.6. CMS: Centers for Medicare and Medicaid Services

1.8.7. Commission on Cancer (COC) - is a consortium of professional organizations dedicated to improving survival and quality of life for cancer patients through standard setting, which promotes cancer prevention, research, education, and monitoring of comprehensive quality care.

1.8.8. Contracting Officer (CO) – The person executing this contract on behalf of the Government with the authority to enter into and administer contracts and make related determinations and findings.

1.8.9. Contracting Officer’s Representative (COR) – A person appointed by the CO to take necessary action to ensure the Contractor performs in accordance with and adheres to the specifications contained in the contract and to protect the interest of the Government. The COR shall report to the CO promptly any indication of non-compliance in order that appropriate action can be taken.

1.8.10. COS: Chief of Staff

1.8.11. CPARS: Contractor Performance Assessment Reporting System

1.8.12. Credentialing: Credentialing is the systematic process of screening and evaluating qualification and other credentials, including licensure, required education, relevant training and experience and current competence and health status.

1.8.13. CTR: Certified Tumor Registrar credential demonstrates a requisite knowledge and professional competence needed within the cancer registry. It is nationally recognized in the recruitment and retention of registry personnel.

1.8.14. EHR: Electronic Health Record - electronic health record system used by the VA

1.8.15. HIPAA: Health Insurance Portability and Accountability Act

1.8.16. HR: Human Resources

1.8.17. IDCD: International Classification of Diseases for Oncology - Used principally in tumor or cancer registries for coding the site (topography) and the histology (morphology) of neoplasms, usually obtained from a pathology report.

1.8.18. ISO: Information Security Officer

1.8.19. NAACCR: North American Association of Central Cancer Registries - is a professional organization that develops and promotes uniform data standards for cancer registration; provides education and training; certifies population-based registries; aggregates and publishes data from central cancer registries; and promotes the use of cancer surveillance data and systems for cancer control and epidemiologic research, public health programs, and patient care to reduce the burden of cancer in North America.

1.8.20. POP: Period of Performance

1.8.21. PWS: Performance Work Statement

1.8.22. QA/QI: Quality Assurance/Quality Improvement

1.8.23. QM/PI: Quality Management/Performance Improvement

1.8.24. QASP: Quality Assurance Surveillance Plan

1.8.25. Veterans Health Administration (VHA): The central office for administration of the VA medical centers through throughout the United States. The VHA is located in Washington, D.C.

1.8.26. Veterans Integrated Services Network (VISN): The regional oversight for the VA medical centers.

1.8.27. VISTA (Veterans Integrated Systems Technology Architecture): A PC based system that will capture and store clinical imagery, scanned documents and other non-textual data files and integrates them into patient’s medical record and with the hospital information system.

1.8.28. VetPro: a federal web-based credentialing program for healthcare providers.

1.8.29. Veterans Affairs Medical Center (VAMC): Unless identified with the name of a different VA medical Center, for purposes of this contract, this term shall mean the Malcom Randall VA Medical Center (VAMC), North Florida/South Georgia (NF/SG) VA Health Care System (VAHCS).

2. QUALIFICATIONS:

2.1 Staff/Facility

2.1. Education/CTR Certification: The contractor shall show proof that those providing abstracting services are Certified Tumor Registrars through the National Cancer Registrars Association (NCRA). The Contractor shall verify its personnel’s current certification status with the National Cancer Registrars Association and shall provide evidence of certification with their quote submission. All Contractor Cancer Registry staff who performs case abstracting must:

2.1.1.1. Certification - Hold a current Certified Tumor Registrar (CTR) credential. The CTR credential is granted through NCRA, which provides details on eligibility, testing, and re-credentialing. Documentation verifying current CTR certification shall be provided by the Contractor to the VA COR on an annual basis for each year of contract performance.

2.1.1.2. Technical Proficiency - The Contractor shall provide documentation upon request and annually that all members of their Cancer Registry staff are maintaining their CTR status requirements of 20 CEUs every 2 years, as in accordance with NCRA.

2.1.2 Continuing Medical Education (CME)/ Certified Education Unit (CEU) Requirements: Per NCRA, the CTR(s) must complete a minimum of 20 hours of continuing education (CE) within their CE Cycle to maintain a certified status. The required 20 CEs provides CTR(s) current on new developments in the field of oncology and registry data management. At least four (4) of a CTR’s required 20 CE’s must fall within "Category A" which covers the specific topic(s) of: directly assigned stage, EOD, and/or site-specific coding principles. Contractor shall provide the COR copies of current NCRA certification that has satisfied all CEU/CME requirements. Contractor is not required to provide individual CEU/CME copies, only the current NCRA certification.

2.1.3 Standard Personnel Testing (COVID-19): To prevent the spread of COVID-19, to protect the health and safety of all Federal employees, onsite contractors, visitors to Federal buildings or Federally controlled indoor workspaces, and other individuals interacting with the Federal workforce, contractor personnel may be required to provide signed attestation of COVID-19 vaccination or non-vaccination. Failure to provide signed attestation or any required negative COVID-19 test, may result in denial of entry to a Federal facility. Contractor personnel visiting Federal facilities shall comply with all safety protocols mandated by Federal Regulations at the time of visit and while in a Federal facility.

2.2. VA-Specific Mandatory Training - The VA uses the VA Talent Management System (TMS) to assign specific training requirements for completion by its employees and contractors. Each CTRs shall register and establish a VA TMS account for the assignment and completion of mandatory VA training. Prior to the first day of work, all contractors are required to have completed all necessary TMS training, finger printing, background check, being PIV sponsored with two (2) forms of approved photo ID’s, having their signature code in the VISTA computer system and be fully capable of working and providing required abstract services. Each CTR shall complete the mandatory VA training on an annual basis to maintain access to the VA network:

TMS VA-002 Privacy and HIPPA

TMS VA-003 Privacy and Information Security Awareness and Rules of Behavior

2.2.1.1. Computerized Patient Record System (CPRS) in Veterans Integrated Systems Technology Architecture (VISTA). VA will provide contractor with electronic access to CPRS for use by the CTR(s) in conducting monthly abstractions and case findings.

2.2.1.2. VISTA-Oncotrax System applicable system software access and functionality training will be provided by VISN Cancer Tumor Registry staff as needed.

2.2.1.3. Training on VA specific software will be completed by CTR(s) within 30 days from effective date of contract.

2.2.1.4. Contractor employees are responsible to access the system a minimum of once every ninety (90) days. Failure to access VA system at least once every ninety (90) days will result in the CTR(s) being locked out of the VA system. The VA will provide Contractor with remote access to the VA Network and CPRS in VISTA. To avoid loss of electronic access and privileges to VISTA, monthly log-in by CTRs to VISTA and CPRS shall be completed.

2.2.2. Conflict of Interest: The Contractor and all CTR(s) are responsible for identifying and communicating to the CO and COR conflicts of interest at the time of quote and during the entirety of contract performance. At the time of quote, 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 subcontractors who shall provide services. The Contractor must 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. These statements shall be in response to the VAAR provision 852.209-70 Organizational Conflicts of Interest (Jan 2008) and fully outlined in response to the subject attachment in Section D of the solicitation document.

2.3. Citizenship related Requirements:

2.3.1.1. The Contractor certifies 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 Department of Veterans Affairs.

2.3.1.2. While performing services for the Department of Veterans Affairs, 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. Additionally, the Contractor is required to comply with all “E-Verify” requirements consistent with “Executive Order 12989” and any related pertinent Amendments, as well as applicable Federal Acquisition Regulations.

2.3.1.3. If the Contractor fails to comply with any requirements outlined in the preceding paragraphs or its Agency regulations, the Department of Veterans Affairs may, at its discretion, require that the foreign national who failed to maintain their legal status in the United States or otherwise failed to comply with the requirements of the laws administered by Homeland Security, Immigration and Customs Enforcement and the U.S Department of Labor, shall be prohibited from working at the Contractor’s place of business that services Department of Veterans Affairs patient referrals; or other place where the Contractor provides services to veterans who have been referred by the Department of Veterans Affairs; and shall form the basis for termination of this contract for breach.

2.3.1.4. 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.

2.3.1.5. The Contractor agrees to obtain a similar certification from its subcontractors. The certification shall be made as part of the quoters response to the RFP using the subject attachment in Section D of the solicitation document.

2.3.2. Annual Office of Inspector General (OIG) Statement: In accordance with HIPAA and the Balanced Budget Act (BBA) of 1977, the Department of Health and Human Services (HHS) Office of Inspector General (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.

2.3.2.1. Therefore, Contractor shall review the HHS OIG List of Excluded Individuals/Entities on the HHS OIG web site at http://oig.hhs.gov/exclusions/index.asp to ensure that the proposed contract physician (s) are not listed. Contractor 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 Civil Monetary Penalty (CMP) for each item or service furnished during a period that the person 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 Contractor that employ or enter into contracts with excluded individuals to provide items or services to Federal program beneficiaries.

2.3.2.2. By submitting their quote, the Contractor certifies that the HHS 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 quote/bid was signed.

2.4. Clinical/Professional Direction: The qualifications of Contractor personnel are subject to review by VA Medical Center COS or his/her clinical designee and approval by the Medical Center Director as provided in VHA Handbook 1100.19. Clinical/Professional direction of all clinical personnel covered by this contract for quality purposes will be provided by the VAMC COS and/or the Chief of the Service or his designee. A clinical COR may be appointed, however, only the CO is authorized to consider any contract modification request and/or make changes to the contract during the administration of the resultant contract.

2.5. Non-Personal Healthcare Services: The parties agree that the Contractor and all contract personnel shall not be considered VA employees for any purpose.

2.6. Inherent Government Functions: Contractor and Contract personnel 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 (outside a clinical context), 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.

2.7. No Employee status: The Contractor shall be responsible for protecting Contract personnel 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:

2.7.1. Workers’ compensation

2.7.2. Professional liability insurance

2.7.3. Health examinations

2.7.4. Income tax withholding, and

2.7.5. Social security payments.

2.8. Tort Liability: The Federal Tort Claims Act does not cover Contractor or contract personnel. When a Contractor or contract person 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 contract personnel) action or non-action shall be the responsibility of the Contractor and/or insurance carrier.

3. HOURS OF OPERATION

3.1. Business Hours: VAMC Tumor Register Service is conducted Monday – Friday from 8:00 am – 4:30 pm Eastern Standard Time (EST), however as the contractor is reimbursed by deliverables received, the Contractor is not obligated to only these hours.

3.2. Contractor shall be available to the VAMC for assistance as needed during business hours, Monday – Friday from 8:00 am – 4:30 pm EST.

3.3. Contractor is paid per delieverables received.

3.4. Federal Holidays: The 11 holidays observed by the federal Government, i.e., New Year’s Day, Martin Luther King’s Birthday, Memorial Day, Juneteeth Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving, and Christmas and any other specifically declared by the President of the United States to be a Federal holiday. There is no expectation that the contractor will work during these recognized Holidays. VAMC will certify deliverables received, not contractor hours, and therefore this paragraph is provided for vendor information only.

3.4.1. Unless a state of emergency has been declared or services are otherwise cancelled by the VAMC, the Contractor shall be responsible for providing services.

4. CONTRACTOR RESPONSIBILITIES

4.1. Clinical Personnel Required: The Contractor shall provide contract CTR’s who are competent, licensed, and qualified per this performance work statement and adequately trained to perform assigned duties. Contractor will be responsible for providing onboard documentation, Information Security, Rules of Behavior, Privacy Training, and completing the VAMC Virtual Private Network (VPN) requests for computer access for each CTR who will be providing work under the contract.

4.2. All CTR's are required to complete the annual VA training for Privacy and Security and HIPAA.

4.3. Certification/Logs of monthly work completion: The Contractor shall prepare and submit to the VAMC Cancer Registrar & Medical facility Point of Contact (POC) a certificate of work completion with monthly invoices. These documents are to be sent to VA CTR POC and COR, as well as, uploaded to the VA Tungsten Invoice Submission Finance Program. The Certificate shall as a minimum contain the following:

4.3.1.1. Accession/Sequence Number of Cases/ works completed

4.3.1.2. Name of contract staff completing the case/work

4.3.1.3. Date case/work was completed

4.3.1.4. Comments from contract staff as needed

4.4. Management and Supervision:

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

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

4.4.3. 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.

4.5. MEDICAL RECORDS:

4.5. Authorities: Contract Tumor Registrar(s) accessing VA patients information shall be considered as part of the Department Healthcare Activity and shall comply with the U.S.C.551a (Privacy Act), 38 U.S.C. 5701 (Confidentiality of claimants records), 5 U.S.C. 552 Freedom of Information Act (FOIA), 38 U.S.C. 5705 (Confidentiality of Medical Quality Assurance Records) 38 U.S.C. 7332 (Confidentiality of certain medical records), Title 5 U.S.C. § 522a (Records Maintained on Individuals) as well as 45 C.F.R. Parts 160, 162, and 164 (HIPAA).

4.5.1. HIPAA: This contract and its requirements meet exception in 45 CFR 164.502(e), and do not require a BAA in order for Covered Entity to disclose Protected Health Information to: a health care provider for treatment. Based on this exception, a BAA is not required for this contract. Treatment and administrative patient records generated by this contract or provided to the Contractors by the VA are covered by the VA system of records entitled.

4.5.2. ‘Patient Medical Records-VA’ (24VA19). Contractor generated VA Patient records are the property of the VA and shall not be accessed, released, transferred, or destroyed except in accordance with applicable laws and regulations. Contractor shall ensure that all records pertaining to medical care and services are available for immediate transmission when requested by the VA. Records identified for review, audit, or evaluation by VA representatives and authorized federal and state officials, shall be accessed on-site during normal business hours or mailed by the Contractor at his expense. Contractor shall deliver all final patient records, correspondence, and notes to the VA within twenty-one (21) calendar days after the contract expiration date.

4.5.3. Disclosure: Contract Tumor Registrar(s) may have access to patient medical records: however, Contractor shall obtain permission from the VA before disclosing any patient information. Subject to applicable federal confidentiality or privacy laws, the Contractor, or their designated representatives, and designated representatives of federal regulatory agencies having jurisdiction over Contractor, may have access to VA ‘s records, at VA’s place of business on request during normal business hours, to inspect and review and make copies of such records. The VA will provide the Contractor with a copy of VHA Handbook 1907.01, Health Information Management and Health Records and VHA Directive 1605.01, Privacy and Release of Information. The penalties and liabilities for the unauthorized disclosure of VA patient information mandated by the statutes and regulations mentioned above, apply to the Contractor.

4.5.4. Documentation- North American Association of Central Cancer Registries (NAACCR) guidelines for text documentation as follows: text documentation is an essential component of a complete electronic report and is heavily utilized for quality control and special studies. Text is needed to justify coded values and to document supplemental information not transmitted within coded values. High-quality text documentation facilitates consolidation of information from multiple reporting sources at the central registry. The text field must contain a description that has been entered by the reporter independently from the code(s). Information documenting the disease process should be entered manually from the medical record. NAACCR-approved abbreviations should be utilized (see Definitions/Acronyms Section 1.5).Do not repeat information from other text fields. Additional comments can be continued in empty text fields, including Remarks. For text documentation that is continued from one text field to another, use asterisks or other symbols to indicate the connection with preceding text. If information is missing from the record, state that it is missing. Do not include irrelevant information. Do not include information that the registry is not authorized to collect.

4.5.5. Release of Information: The VA shall 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 to release patient information, the Contractor 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 shall be responsible for locating and forwarding records not kept at their facility. The VA’s Release of Information Section shall provide the Contractor 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, 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: Patrick Cheek, Patrick.Cheek@va.gov, 352-548-7174.

4.6. PERFORMANCE STANDARDS, QUALITY ASSURANCE (QA) AND QUALITY IMPROVEMENT (QI):

4.6.1. Quality Management/Quality Assurance Surveillance: Currently, Medicine Service requires the services of a Certified Tumor Registrar (CTR) Service to perform case abstracting to assist in the reduction of caseload backlog. These abstracts organize, summarize and categorize the crucial information in a patient's medical records for each reportable tumor. We expect the CTR to abstract approximately 208 cases per month, with a reduction in backlog of approximately 2,500 cases per contract year. Also, we expect the CTR to provide approximately 575 case findings per contract year. The CRT will work remotely with computer access to the necessary software/applications including CPRS and VISTA. The facility’s average caseload is approximately 1,400 new cases annually. Based on previous caseload history we estimate a current unabstracted caseload (2018-2021) of approximately 4,900. The contractor shall abstract cases in sequential FY order beginning with FY 2018.

4.6.2. Task and Deliverables: The Contractor shall provide all necessary staffing and resources needed to properly maintain the NF/SG VAHCS Cancer Registry database services in accordance with 100% of the current American College of Surgeons Commission on Cancer Registry standards and Veterans Health Administration (VHA) Cancer Registry requirements. VA reportable list will be shared with the receiving contractor after award. The duties and responsibilities of the Contractor shall include but are not limited to:

4.6.2.1. The Contractor shall be responsible for transcribing and interpreting information from patient records regarding treatment of an estimated 800 new VAMC cancer patients annually using the approved Veterans Administration (VA) abstracting software program (currently the Vista-Oncotrax and CPRS). The Contractor shall review all new cases for inclusion in the Oncotrax database in compliance with the industry standards of the North American Association of Central Cancer Registries (NAACCR), National Cancer Institute Surveillance, Epidemiology and End Results Program (SEER), World Health Organization International Classification of Diseases for Oncology (ICDC), American Joint Commission on Cancer (AJCC) Staging Manual Criteria, VA Central Cancer Registry (VACCR) Reportable List, American College of Surgeons/Commission on Cancer (ACOS/CC) and the VAMC Cancer Registry criteria. The Contractor shall return a monthly list of cases accessioned along with the Contractor's monthly invoice to the Contracting Officer’s Representative (COR) and Clinical POC.

4.6.2.2. Case Abstracting and Coding – Abstracting is defined as coding and entering patient and disease specific information into the Veterans Administration VISTA Cancer Registry database or other databases as identified within this statement of work, e.g. the Rapid Quality Reporting System (RQRS database). The Contractor shall provide complete, accurate quality abstraction services and shall ensure that all cases are cleared (within pre-established timeframes) in terms of passing edits required by the VA Central Cancer Registry or by the American College of Surgeons Commission on Cancer, e.g., National Cancer Database edits, Vista Oncology package edits, Gen-edits, Program edits, etc. The Contractor shall abstract oncology cases with 100% accuracy and shall ensure that all Commission on Cancer requirements/standards are met. Contractor is responsible to transcribe and interpret information from patient records regarding treatment provided to new cancer patients annually using the approved Veterans Administration (VA) abstracting software program (currently the Vista-Oncotrax). The Contractor shall review and abstract the cancer patient’s medical record on an ongoing basis in compliance with the industry standards of the North American Association of Central Cancer Registries (NAACCR), National Cancer Institute Surveillance, Epidemiology and End Results Program (SEER), World Health Organization International Classification of Diseases for Oncology (ICDC), American Joint Commission on Cancer (AJCC) Staging Manual Criteria, VA Central Cancer Registry (VACCR) Reportable List, American College of Surgeons/Commission on Cancer (ACOS/CoC) and the VAMC Cancer Registry criteria. The contractor will be a Certified Tumor Registrar (CTR), and produce and provide proof of current credential status, to provide abstracting services. The Contractor shall abstract cases within 6 months of the cancer diagnosis. The Contractor shall return a monthly list of case abstracts completed along with the Contractor's monthly invoice to the COR and VA CTR POC. The contractor shall correct any deficiencies or errors identified during the process of Quality Management/Quality Assurance Surveillance. The contractor is responsible of including all the information necessary in the text fields to support their coding.

4.6.2.3. Case Findings – Findings is defined as the systematic process of identifying all cases of a disease eligible to be included in the registry database for the VAMC. For the purpose of this contract, if a CTR(s) identifies a new primary cancer for a patient they are already abstracting, the new case (new primary) will be added to the database to be completed by the contractor or by the VA registry staff depending on the date of diagnosis.

4.6.3. Quality Assurance Surveillance Plan (QASP): The Contractor shall conduct monitoring at least once monthly and shall send their Quality Assurance Plan (QAP) report findings to the VA Cancer Registrar POC and COR monthly, at a minimum. The QAP report findings should also include the Contractor’s process for conducting monthly random case finding audits and include a sample of the audit findings to demonstrate that all eligible analytical cases are reviewed and processed. The Contractor shall send report findings back to facility Cancer Registrar and the COR monthly and upon request as applicable. Monthly abstracting quality control audit checks shall be performed on 100% of cases abstracted by the Contractor’s staff to ensure abstracts are 100% edit and error free prior to invoicing. Reports shall reflect the Contractor’s process for error corrections for all tasks performed by the Contractor’s staff and all tasks as required by the American College of Surgeons-Commission on Cancer for full accreditation; all errors identified either by the Contractor or by an applicable Government representative within one business week. The Contractor shall monitor activity and shall ensure all abstracting duties performed are performed by a Certified Tumor Registrar. The Contractor shall provide written reports at least once monthly and upon request to the VA Cancer Registrar POC and take corrective action on any areas that fall below the measures specified in the QASP.

The Contractor’s quality assurance…