36C24824Q0237 0001_Amendment.pdf

5. PROJECT NUMBER (if applicable)

CODE 7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER 3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO. 1. CONTRACT ID CODE

FACILITY CODE CODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office. is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER 16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30 PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243

(Type or print) (Type or print)

(Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code)

(If other than Item 6)

(Specify type of modification and authority)

(such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer)

1 16

36C248

Department of Veterans Affairs Network Contracting Office 8 (NCO 8)

36C248

Department of Veterans Affairs Network Contracting Office 8 (NCO 8)

To all Offerors/Bidders

36C24824Q0237

01-02-2024

X

X X

** HOUR & DATE for Receipt of Offers is EXTENDED to: Monday, January 22, 2024 at 4:30pm EST

X one (1)

The purpose of this amendment is as follows:

1. Make a change to the Addendum to FAR 52.212-1 c. increasing the number of days that quoted prices must be held firm from 30 calendar days to 60 calendar days. Refer to page two (2) of this amendment for the change.

2. Make updates to the Performance Work Statement (PWS). Refer to pages two (2) through ten (10) of this amendment for revisions.

3. Address vendor questions of the above referenced RFQ, block 9A. Refer to pages eleven (11) through sixteen (16) of this amendment for questions and responses. The period for acceptance of questions has closed; no further questions will be addressed.

4. Extend the the due date and time for receipt of quotes from Wednesday, January 17, 2024, at 4:30pm EST until Monday, January 22, 2024, at 4:30pm EST.

Jayne Messer Contracting Officer

VA-VHARPOE-2023-0120

CONTINUATION SHEET

SOLICITATION NUMBER 36C24824Q0237

AMENDMENT 0001

The addendum to FAR 52.212-1 Instructions to Offerors – Commercial Items, page sixty-seven (67), Quote Submission, section c. has been changed to reflect the following:

Quoted prices must be held firm for a period of 60 calendar days from the RFQ closing date.

Section 1.5 of the PWS, pages nine (9) – twelve (12), is hereby updated read as follows:

1.5. ACRONYMS/DEFINITIONS:

1.5.1. AAPM: American Association of Physics in Medicine

1.5.2. ACGME: Accreditation Council for Graduate Medical Education

1.5.3. ABR: American Board of Radiology

1.5.4. ACO: Administrative Contracting Officer

1.5.5. ALARA: As Low as Reasonably Achievable (least & lowest radiation exposure possible)

1.5.6. AOA: American Osteopathic Association

1.5.7. Aria/Eclipse: Radiation Oncology Information Management System

1.5.8. ARRT(T): American Registry of Radiologic Technologists (T) in Radiation Therapy

1.5.9. ASTRO/APEx: American Society for Radiation Oncology/Accreditation Program for Excellence ® (https://www.astro.org/Daily-Practice/Accreditation)

1.5.10. BAA: Business Associate Agreement

1.5.11. CAMPEP: Commission on Accreditation of Medical Physics Educational Programs (http://www.campep.org/default.asp)

1.5.12. CDC: Centers for Disease Control and Prevention

1.5.13. CEU: Certified Education Unit

1.5.14. Clinical Privileging: Clinical Privileging is the process by which a practitioner, licensed for independent practice; e.g., without supervision, direction, required sponsor, preceptor, mandatory collaboration, etc.; is permitted by law and the http://www.campep.org/default.asp facility to practice independently, to provide specific medical or other patient care services within the scope of the individual’s license, based upon the individual’s clinical competence as determined by peer references, professional experience, health status, education, training and licensure. Clinical privileges must be facility-specific and provider-specific, and within available resources.

1.5.15. CMD: Certified Medical Dosimetrist

1.5.16. CME: Continuing Medical Education

1.5.17. CMS: Centers for Medicare and Medicaid Services

1.5.18. CO: Contracting Officer

1.5.19. COR: Contracting Officer’s Representative

1.5.20. COS: Chief of Staff

1.5.21. CPARS: Contractor Performance Assessment Reporting System

1.5.22. CPRS: Computerized Patient Recordkeeping System- electronic health record system used by the VA.

1.5.23. Credentialing: Credentialing is the process of obtaining, verifying, and assessing the qualifications of a health care provider to provide care or services in or for the VA health care system. Credentials are documented evidence of licensure, education, training, experience, or other qualifications.

1.5.24. DEA: Drug Enforcement Agency

1.5.25. EHR: Electronic Health Record – electronic health record system used by the

VA

1.5.26. FSMB: Federation of State Medical Boards

1.5.27. FTE: Full Time Equivalent VA’s standard definition is for full time working the equivalent of 80 hours every two weeks, 2080 hours per year. However, providers may propose using their standard FTE definition.

1.5.28. HHS: Department of Health and Human Services

1.5.29. HICPAC: Healthcare Infection Control Practices Advisory Committee- a federal advisory committee made up of 14 external infection control experts who provide advice and guidance to the CDC and the Secretary of HHS regarding the practice of health care infection control, strategies for surveillance and prevention and control of health care associated infections in United States health care facilities.

1.5.30. HIPAA: Health Insurance Portability and Accountability Act

1.5.31. IGRT: Image Guided Radiation Therapy is the process of frequent two and three-dimensional imaging, during a course of radiation treatment, used to direct radiation therapy utilizing the imaging coordinates of the actual radiation treatment plan.

1.5.32. IMRT: Intensity Modulated Radiation Therapy is the process of delivering highly conformal radiotherapy to the tumor while sparing the surrounding normal tissues by varying radiation intensity across treatment portals.

1.5.33. IROC: Imaging and Radiation Oncology Core

1.5.34. ISO: Information Security Officer

1.5.35. Key Personnel: The individuals specified in this contract who are essential to work performance.

1.5.36. MU: Monitor Unit is a measure of machine output of a linear accelerator in radiation therapy.

1.5.37. NHPP: National Health Physics Program- NHPP provides regulatory oversight for the Nuclear Regulatory Commission master materials license issued to VHA to include permitting for use of materials, on-site inspections, and investigations of allegations, medical events, and incidents. In addition, we provide oversight for machine sources of ionizing radiation used for radiation therapy. Finally, we provide assistance and technical information for uses of ionizing radiation for healthcare diagnosis and treatment and non-human biomedical research.

(http://www.patientcare.va.gov/NHPP.asp)

1.5.38. NPI: National Provider Identifier. NPI is a standard, unique 10-digit numeric identifier required by HIPPA. The Veterans Health Administration must use NPIs in all HIPAA-standard electronic transactions for individual (health care practitioners) and organizational entities (medical centers)

1.5.39. NROP: National Radiation Oncology Program

1.5.40. NRSC: National Radiation Safety Committee

1.5.41. POP: Period of Performance

1.5.42. PPD: Purified Protein Derivative

1.5.43. PWS: Performance Work Statement

1.5.44. QASP: Quality Assurance Surveillance Plan

1.5.45. QMP: Quality Management Program

1.5.46. SPE: Senior Procurement Executive

1.5.47. SRS: Stereotactic Radio Surgery: a minimally invasive form of surgical intervention which makes use of a three-dimensional coordinated system to locate small targets inside the body and to perform on them some action such as ablation, biopsy, lesion, injection, stimulation, implantation, radiosurgery (SRS) etc.

http://www.patientcare.va.gov/NHPP.asp

1.5.48. SBRT: Stereotactic Body Radiotherapy

1.5.49. TJC: The Joint Commission

1.5.50. TLD: Thermoluminescent Dosimeter- a device that measures radiation dose.

1.5.51. TMP: Therapeutic Medical Physicist

1.5.52. TRT: Therapeutic Radiologic Technologist (Interchangeable Names: Radiologic Therapy Technologist, Radiation Therapist)

1.5.53. VA: Department of Veterans Affairs

1.5.54. VetPro: Is VHA’s mandatory credentialing software platform to document the credentialing of VHA health care providers. This system facilitates completion of a uniform, accurate, and complete credentials file.

1.5.55. VHA: Veterans Health Administration

1.5.56. VISN: Veterans Integrated Services Network

1.5.57. VistA: Veterans Information Systems Technology Architecture

1.5.58. VMAT: Volumetric Modulated Arc Therapy

Section 2.6 of the PWS, pages thirteen (13) – fourteen (14), is hereby updated read as follows:

2.6. Training (BLS, CPRS, ARIA/ECLIPSE and VA MANDATORY): Contract physician(s) and other contract provider (s) shall meet all VA educational requirements and mandatory course requirements defined herein; all training must be completed by the contract physician (s) as required by the VA. Other training may become required. VA will communicate any changes to the training requirement to the contractor.

Training (The following training is mandatory per VHACO for Contracted Physicians)

Frequency (once a year, etc.)

Annual Hours

BLS Annual 1.5 Active Threat Training (VHA Active threat F2F training

VA-24637)

Annual 1.0

EHR Annual 2.0 Government Ethics

(VA-3812493)

Annual 0.3

Patient Abuse (Recognizing signs of abuse

VA-1341670)

Annual 0.5

Patient Safety (Patient Safety and you- Clinical-BEC

VA-3861960)

Annual 0.5

Prevention/Management of Disruptive Behavior/Violence Prevention Level I

(VA-37659)

Annual 2.0

Prevention of Workplace Harassment/No Fear Act

(VA-45316)

Annual 1.5

Suicide Prevention: Suicide Risk Management Training for Clinicians (skills training for Evaluation & management of suicide

VA-39351

VA-43820 (refresher))

Annual 1.0

SUX Infection Control and Blood Borne Pathogens (Infection control-DUR

VA-1368397)

Annual 0.5

VA Core Values Training (ICARE Recommitment)

(VA-3901227)

Annual 0.5

VA Privacy and Information Security Awareness and Rules of Behavior

(VA 10176)

Annual 0.5

VHA MRI Safety Training Level 1 Training (all who enter MRI suites)

(VA-9696

VA-1345930)

Annual 0.5

VHA Privacy and HIPAA Focused Training

(VA-10203)

Annual 1.0

VISTA Imaging (Vista imaging self-certification

VA-4184270)

Annual 1.0

Radiation Safety Basics

(VA-1358297)

Annual 1.0

VA Video Connect Annual 1.0 Virtual Care Manager Annual 1.0 Tele to Home using VA Video Connect (VA Video connect to home

(VVC))

VA-4556649

Annual 1.0

VA Caribbean-ARIA/Eclipse Upgrade Training-¬322905231, Version 16

One-Time training 2.0

Section 3 of the PWS, pages nineteen (19) – twenty (20), is hereby updated to read as follows:

3. VA HOURS OF OPERATION/SCHEDULING:

3.1 VA Business Hours: Clinics will open Monday to Friday from 7:00 AM to 3:30 PM.

3.2. Work Schedule:

3.2.1. Patients must be seen by a contract physician (s) on-site at SJVAMC in a timely manner in accordance with VA Rules and Regulations on clinic wait times and consult completion. Contractor shall notify the COR at least monthly about any obstacles to meeting this performance measure.

3.2.2. Contract Physicians shall be available and present in clinic during normal SJAVAMC clinic hours, which will be established, and may be revised, as deemed appropriate for patient care by the Chief of Staff. Currently, normal clinic hours are Monday through Friday, 7:00 a.m. to 3:30 p.m.

3.2.3. The days/periods will be determined on an as needed basis and the contractor will be notified by the Contracting Officer’s Representative (COR) at a minimum of 1 week in advance. The physician is required to be on-site during normal clinic hours only for the days/periods needed.

3.2.4. Off-hours Coverage: Contractor must make a Radiation Oncologist available on-call during all hours when the SJVAMC clinic is closed, including evenings, weekends, and holidays that coincide with the coverage period.

3.2.4.1. On-call contract physicians must be always available for phone consultations with VA residents and physicians.

3.2.4.2. Patients must be seen within 2 hours of the page when immediate evaluation or radiotherapy is medically indicated.

3.2.4.3. Contract physician(s) timesheets shall not include time for carrying the on-call pager but may include call back hours for time spent on-site and will be paid at the physician(s) hourly rate as identified in the Schedule.

3.2.5. Federal Holidays: The following holidays are observed by the Department of Veterans Affairs:

• New Year’s Day

• President’s Day

• Martin Luther King’s Birthday

• Memorial Day

• Juneteenth

• Independence Day

• Labor Day

• Columbus Day

• Veterans Day

• Thanksgiving

• Christmas

• Any day specifically declared by the President of the United States to be a national holiday.

3.2.6 Cancellation/Rescheduling: Unless a state of emergency has been declared, the Contractor shall be responsible for providing services.

Section 4.4.1.3 of the PWS, page twenty-two (22), is hereby updated to read as

4.4.1.3 Conventional Radiation Treatment: Use of the following advanced modalities: 3D-conformal, VMAT, IMRT, IGRT, SBRT, and/or SRS, shall be fully justified in accordance with the appropriateness criteria promulgated by the American Society for Radiation Oncology and American Association for Physicist in Medicine.

Section 4.4.1.5.4 of the PWS, page twenty-three (23), is hereby updated to read as

4.4.1.5.4 Treatment Management: Includes weekly examination of the patient under radiation therapy by attending physician. Weekly examination includes review of the daily and/or weekly port films by the attending physician, monitoring all therapy for side effects or complications, prescribed dose changes and other adjustment in treatment as needed, review of all cases at weekly case conferences or chart rounds and documented encounters and clinical progress notes in CPRS and ARIA/Eclipse.

Section 4.4.1.5.6 of the PWS, page twenty-four (24), is hereby updated to read as

4.4.1.5.6 Contract physician(s) shall evaluate each patient for treatment management at a minimum of once per five treatments. These treatment management evaluations, addressing tumor response and side effects of therapy and medications prescribed, include pertinent laboratory and imaging studies. Patient’s progress shall be reported to the referring physician using the electronic medical record, Computerized Patient Record System (CPRS) and ARIA/Eclipse, to include name of attending physician, treatment date, radiation treatment type, radiation dose amount and duration of treatment, radiation treatment dose to date and remaining dose to be provided, skin check of treated area, plan of care and number of treatments left to complete.

Section 4.4.1.6 of the PWS, page twenty-four (24), is hereby updated to read as

4.4.1.6 Treatment Discharge: Contract physician(s) shall document treatment discharge summary (End of Treatment Note) in CPRS and ARIA/Eclipse to include total radiation treatment doses, patient’s condition at completion of treatment, discharge instructions to patient and a follow-up appointment with 30-60 days post treatment.

Section 4.4.1.8.3 of the PWS, page twenty-five (25), is hereby updated to read as

4.4.1.8.3. Conference recommendations regarding Facility patients shall be documented in CPRS and ARIA/Eclipse records.

Section 4.4.1.8.3.2 of the PWS, page twenty-five (25), is hereby updated to read as

4.4.1.8.3.2. Changes in treatment technique because of a conference (e.g., dose fractionation, field size, treatment modality, etc.) shall be separately documented in CPRS and ARIA/Eclipse.

Section 4.4.1.9 of the PWS, page twenty-six (26), is hereby updated to read as

4.4.1.9 Documentation Requirements: All patient care documentation including, but not limited to consultations, encounters, weekly progress notes, treatment discharge notes, follow-up notes, continuing physics consultation which covers weekly chart review checks, special physics consultation notes, and other required documentation, shall be recorded in CPRS in accordance with VA Rules and Regulations (see Section D, page 83 for CPRS User Guide and By-Laws and Rules of the Medical Staff of the VA RADIATION ONCOLOGY), and ARIA/Eclipse including, but not limited to:

• Inclusion of correct Current Procedural Terminology (CPT) and diagnoses codes, and service connection of condition being treated on encounters.

• resident supervision documentation.

• electronic signature on all entries; timeframes for electronic signing, completion and closing of entries and encounters.

Section 4.5.4 of the PWS, page twenty-seven (27), is hereby updated to read as

4.5.4 Patient Safety Compliance and Reporting: Contractor’s physician(s) shall follow all established patient safety and infection control standards of care. Contractor’s physician(s) shall make every effort to prevent medication errors, falls, and patient injury caused by acts of commission or omission in the delivery of care. All events related to patient injury, medication errors, and other breeches of patient safety shall be documented in the medical record of those impacted and disclosed to the patient or surrogate. As soon as practicable (but within 24 hours) Contractors shall notify COR of incident and submit an entry in the Patient Safety Reporting System, following up with COR as required or requested.

Adverse events will be reported to the VA Quality & Patient Safety Office to the Patient Safety Manager or Patient Safety Coordinator and entered the Patient Safety Reporting System, as outlined in the National Center for Patient Safety Handbook. http://www.va.gov/ncps/Pubs/NCPShb.doc. Adverse events will be scored utilizing the Safety Assessment Code for determination of the need for conducting a Root Cause Analysis (RCA). Report adverse events to Lead Patient http://www.va.gov/ncps/Pubs/NCPShb.doc

Safety Manager at 787-641-7582 x10271; or if unavailable, contact Patient Safety Coordinator at 787-641-7582 x10270.The contractor will ensure reporting of all untoward incidents, near misses, good catches related to patient treatment in the NROP provided Web-based Radiotherapy Incident Reporting and Analysis System. The Contractors shall report all incidents involving radioactive material to the NHPP and NRC in accordance with National Radiation Safety Committee SOP #5: “National Health Physics Program (NHPP) Incident Response Procedure” and NRC Reporting Requirements (10 CFR 20, 21, 30, 35).Adverse drug reactions, allergies, and adverse drug events should be appropriately and promptly entered into CPRS and ARIA/Eclipse.

http://nhpp.med.va.gov/NHPP_Procedures.asp

Section 4.6.4.11 of the PWS, page thirty-two (32), is hereby updated to read as

4.6.4.11 Measure: Standard Operating Procedures (SOP) documented for all radiotherapy techniques Performance Requirement: Policy and Procedure for every treatment methodology documented per applicable guidelines.

Standard: All (100%) of radiotherapy techniques employed by the Contractor, such as Conventional External Beam, 3D-conformal, VMAT, IMRT, IGRT, SBRT, SRS, etc., have written procedures in accordance with radiotherapy practice standards. All (100%) of procedures are reviewed and updated annually.

Section 5.2 of the PWS, page thirty-four (34), is hereby updated to read as

5.2. CPRS AND ARIA/ECLIPSE TRAINING: COR will arrange, and government will provide appropriate opportunity for Contractor staff to take CPRS and ARIA/Eclipse training.

http://nhpp.med.va.gov/NHPP_Procedures.asp

Vendor Questions:

Q.1 Anticipated schedule needed?

A.1 7:00 a.m. – 3:30 p.m. The days/periods will be determined on an as needed basis and the contractor will be notified by the Contracting Officer’s Representative (COR) at a minimum of 1 week in advance. The physician is required to be on-site during normal clinic hours only for the days/periods needed and must be on-call during the evenings, weekends, holidays that may coincide with the coverage period.

Q.2 How frequently does the provider take call?

A.2 As covering for single provider it is expected to be on call 24/7 during the coverage period.

Q.3 What is the average daily census/volume the locum would see?

A.3 Eight (8) – ten (10) patients on treatment machine.

Q.4 What is the split of time spent between inpatient and outpatient?

A.4 Inpatient consults are infrequent, but could be one (1) – two (2) inpatient consults per week.

Q.5 Are there any specific procedures that are expected?

A.5 3D-conformal and IMRT/VMAT/IGRT

Q.6 Are there any other Radiation oncologists or will the locum be the solo practitioner?

A.6 Locum will be solo practitioner.

Q.7 Are there any other oncology MDs onsite?

A.7 There are three (3) full-time medical oncologists, one (1) part-time medical-oncologist, one (1) fee-basis medical oncologist, and one (1) radiation oncologist (but locums will be covering).

Q.8 Is there an infusion suite or lab onsite?

A.8 There is infusion unit in the hospital.

Q.9 Is there any mid-level support?

A.9 Yes.

Q.10 Are the any APPs that will be available to support the locum?

A.10 Yes, currently one (1) nurse practitioner.

Q.11 Are there any supervisory responsibilities for Fellows, APPs etc.?

A.11 Yes – APPs

Q.12 How many exam rooms and infusion chairs are there on site?

A.12 2 Exam rooms in the Rad Onc clinic; infusion chairs are run by medical oncology and is not pertinent for Rad Onc.

Q.13 Will the locum be required to be the admitting physician?

A.13 No, this is pertinent for medical oncology not Rad Onc.

Q.14 What is the EMR you use? CPRS?

A.14 Aria/Eclipse and CPRS.

Q.15 Are there any area hospitals used for transfers?

A.15 Yes, via VA Community Care Service.

Q.16 Is there an option to participate in tumor boards while onsite?

A.16 Yes.

Q.17 Why are there two separate sub-clins? Is one for during normal clinic hours, 7am to 3:30pm and the other for on-call from 3:31pm to 6:59am and 24 hours during weekends?

A.17 The separate sub-clin is included so vendors may quote more than one physician to fulfill the requirement (i.e. a backup physician). Multiple physicians may be quoted to fulfil the 1252 hours required, however only one physician will be needed at a time.

Q.18 "Off-hours Coverage: Contractor must make a Radiation Oncologist available on-call during all hours when the SJVAMC clinic is closed, including evenings, weekends, and holidays." Off hours are 18.5 hours per day during weekdays and 48 hours during weekends. The total off hours per week is 140.5 hours on call. Yet, the 1252 hours per year equals 24.07 hours per week. How should we reconcile the difference between these two numbers?

A.18 The total number of hours needed to be filled during the one-year period of performance is 1252 hours inclusive of on-call. The physician is required to be on-site during normal clinic hours only for the days/periods needed and must be on-call during the evenings, weekends, and holidays that may coincide with the coverage period. Per section 3.2.3.3 of the Performance Work Statement (PWS), “timesheets shall not include time for carrying the on-call pager but may include call back hours for time spent on-site and will be paid at the physician(s) hourly rate as identified in the Schedule.”

The days/periods will be determined on an as needed basis and the contractor will be notified by the Contracting Officer’s Representative (COR) at least 1 week in advance.

Q.19 Including the on and off hours, a contract physician is responsible for duties 24 hours a day. However, the total hours quoted is 1,252 hours per year. Is the solicitation seeking for part-time physicians? If so, how many and what are the specific hours?

A.19 The requirement is for 0.6 full-time equivalent (FTE) and is not a full-time position.

The total hours needed during the one-year period is 1252 inclusive of on-call. The contractor may include more than one physician in its quote as Key Personnel, however the total number of hours will be 1252, and only one physician will be needed at a time.

The physician is required to be on-site during normal clinic hours only for the days/periods needed and must be on-call during the evenings, weekends, holidays that may coincide with the coverage period. Per section 3.2.3.3 of the Performance Work Statement (PWS), “timesheets shall not include time for carrying the on-call pager but may include call back hours for time spent on-site and will be paid at the physician(s) hourly rate as identified in the Schedule.”

Q.20 How many physicians does the Department require to provide services at the facility?

A.20 The requirement is for 0.6 full-time equivalent (FTE), 1252 hours inclusive of on-call, and may be fulfilled by one physician or multiple physicians, however, only one physician will be needed at a time. If the contractor intends to fulfill the requirement with more than one physician, all physicians must be included as Key Personnel within the contractor’s quote.

Q.21 What are the physicians' shift schedules? (Days of the week, Hours per day)

Q.21 The hours per day will be during normal clinic hours, 7 a.m. to 3:30 p.m. The days/periods will be determined on an as needed basis and the contractor will be notified by the Contracting Officer’s Representative (COR) at least 1 week in advance.

Q.22 What is the call schedule for the physicians?

A.22 The physician will be on-call only the evenings, weekends, and holidays that coincide with the coverage period. Per section 3.2.3.3 of the Performance Work Statement (PWS), “timesheets shall not include time for carrying the on-call pager but may include call back hours for time spent on-site and will be paid at the physician(s) hourly rate as identified in the Schedule.”

Q.23 Page 20 of the RFQ states; "Contractor must make a Radiation Oncologist available on-call during all hours when the SJVAMC clinic is closed, including evenings, weekends, and holidays." Should we include a proposed rate for these on-call/call back services in our submission?

A.23 The physician will be on-call only the evenings, weekends, and holidays that coincide with the coverage period. The on-call hours are included in the total of the 1252 hours needed. Rates should be determined by the contractor submitting the quote.

Q.24 In addition to the providers' resume and Board Certification, what additional qualifications should be included in the RFQ response?

A.24 Please see section two (2) of the Performance Work Statement (PWS) “QUALIFICATIONS” (pages 12 -19). Please also see FAR 52.212-1 INSTRUCTIONS

TO OFFERORS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (SEP

2023) and its addendum (pages 62 -67).

Q.25 Are the hours listed in the pricing form likely to change during the duration of the contract?

A.25 No, the hours required are 1252 hours inclusive of on-call.

Q.26 What is the estimated contract value for this contract?

A.26 Rates should be determined by the contractor submitting the quote

Q.27 Who are the incumbents?

A.27 N/A - This requirement was not previously fulfilled.

Q.28 What were the incumbents' rates?

A.28 N/A - This requirement was not previously fulfilled.

Q.29 Where can we find a copy of the previous contract?

A.29 N/A - This requirement was not previously fulfilled.

Q.30 The contract need is for .6 FTE, which is not a Full-time position. What does the Government anticipate that the on-site/call schedule will look like for a part time physician? Will this be shift work;3 months at a time; etc.?

A.30 The total number of hours needed to be filled during the one year period of performance is 1252 hours inclusive of on-call. The clinic hours are 7:00am – 3:30pm and the days/periods the physician will be needed will be determined on an as needed basis and the contractor will be notified by the Contracting Officer’s Representative (COR) at least 1 week in advance. The physician is required to be on-site during normal clinic hours only for the days/periods needed and must be on-call during the evenings, weekends, and holidays that may coincide with the coverage period. Per section 3.2.3.3 of the Performance Work Statement (PWS), “timesheets shall not include time for carrying the on-call pager but may include call back hours for time spent on-site and will be paid at the physician(s) hourly rate as identified in the Schedule.”

Q.31 How many patients per day are seen in clinic?

A.31 Eight (8) – ten (10) patients on treatment machine.

Q.32 How many oncologists are on staff? Are there Hematology Oncologist on site as well?

A.32 Three (3) full-time hem/onc, one (1) part-time, and one (1) PRN. There is only one

(1) radiation oncologist, who the contractor will be covering during absences.

Q.33 What other staff positions do you have that support the oncology department?

A.33 Two (2) RNs, one (1) social worker/case manager, one (1) dietitian (located in hem/onc clinic but will evaluate rad/onc patients), two (2) Physicists, two (2) CMDs, five

(5) RTTs, two (2) AMSAs (clerks), and one (1) administrator

Q.34 Can providers access imaging results remotely?

A.34 They would need a laptop provided by VA.

Q.35 Is there advanced practitioner/RN support?

A.35 Yes, currently one (1) Nurse Practitioner and clinic is in the process of hiring one

(1) PA

Q.36 Will the facility accept a Permanent US Resident/Green Card holder?

A.36 Please refer to section 2.11 of the Performance Work Statement “Citizenship related Requirements” (pages 16 – 17)