36C24926Q0380.docx

36C24926Q0380 Medical Physicist

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1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

UEI:

EFT:

PHONE:

FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only) 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER) 30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

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

36C24926Q0380 09-22-2026 Rebecca Espinoza 615-225-xxxx 09-29-2026 13:00

CDT

Department of Veterans Affairs Network Contracting Office 9 (90C)

NCO 9

1639 Medical Center Parkway, Suite 204 Murfreesboro TN 37129 X X 621512 $41.5 Million N/A X Department of Veterans Affairs James H. Quillen VAMC Corner of Lamont & Veterans Way Mt. Home TN 37864 90C Network Contracting Office 9 Department of Veterans Affairs Network Contracting Office (90C) 1639 Medical Center Parkway Suite 204 Murfreesboro TN 37129

90C FSC e-Invoicing Payment http://www.fsc.va.gov/fsc/einvoice.asp Invoice Setup Information 1-877-489-6135 Invoice must be submitted electronically

Setup 1-877-489-6135 See CONTINUATION Page Contractor shall provide Medical Physicist Services IAW the price schedule, performance work statement, QASP, and all terms and conditions contained herein.

See Schedule of Services beginning on page See Performance Work Statement beginning on page Please review solicitation in its entirety.

Failure to meet technical qualifications is an exclusionary Factor and will result in the proposal being elimited This requirement is being procured as a 100% Service Disabled Veteran-Owned Small Buisness set aside. Only SDVOSBs vertified within the Small Business Administration's Vetcert database at the time of offer submissions will be considered for award. Firms not verified within the Small Business Administration's VetCert database will be rendered technically unacceptable outright and shall not be eligible for award.

https://veterans.certify.sba.gov

See CONTINUATION Page 621-3670160-159-822200-2579 010022251 X X X Olonzo Haynes 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:

Point of Contact (POC) Name:

POC Title:

Company Name:

Company Address:

Company Mailing Address, If Different:

Company UEI Number:

Company Tax ID Number:

b. GOVERNMENT:

Contracting Officer Department of Veterans Affairs Network Contracting Office 9 (90C)

NCO 9

1639 Medical Center Parkway, Suite 204 Murfreesboro TN 37129

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.

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

36C24926Q0380

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B.2 PRICE SCHEDULE AND SCHEDULE OF SERVICES

The Contractor shall furnish all personnel to provide services necessary to perform onsite Medical Physicist Services to eligible beneficiaries of the Department of Veterans Affairs Medical Center, James H. Quillen VA Medical Center (hereinafter referred to as VAMC). The current need for on-site services is primarily for vacation coverage however; the need may change over the term of the contract to include full-time on-site coverage.

All VHA Radiation Oncology Services are accredited by a nationally recognized accrediting body contracted through the National Radiation Oncology Program (NROP). As such any Contractor providing on-site radiation oncology services must adhere to all the policies and procedures; practice standards, guidelines, patient care operations; patient safety; quality assurance and quality management of radiotherapy planning, equipment, and delivery; and continuous quality improvement initiatives promulgated by the American College of Radiology, American Society for Radiation Oncology and American Association for Physicist in Medicine.

Place of Performance: Services shall be provided on site in Radiation Oncology Service, James H. Quillen VA Medical Center, Corner of Lamont & Veterans Way, Mountain Home TN 37684.

Period of Performance: BASE: 1 Oct. 2026 – 30 Sep. 2027

ITEM INFORMATION

Therapeutic Medical Physicist SERVICES (BOARD CERTIFIED/BOARD ELIGIBLE) Contract Period: Base POP Begin: 10-01-2026 POP End: 09-30-2027 PRINCIPAL NAICS CODE: 621512 - Diagnostic Imaging Centers PRODUCT/SERVICE CODE: Q527 - Medical - Nuclear Medicine

Therapeutic Medical Physicist SERVICES (BOARD CERTIFIED/BOARD ELIGIBLE) On-site monthly and annual quality assurance on two linear accelerators and one CT scanner.

Contract Period: Base POP Begin: 10-01-2026 POP End: 09-30-2027 PRINCIPAL NAICS CODE: 621512 - Diagnostic Imaging Centers PRODUCT/SERVICE CODE: Q527 - Medical - Nuclear Medicine

B.3 PERFORMANCE WORK STATEMENT

PERFORMANCE WORK STATEMENT (PWS)

1. GENERAL

SERVICES REQUIRED: The VA Radiation Oncology Services are accredited by a nationally recognized accrediting body contracted through National Radiation Oncology Program (NROP). As such any Contractor providing on-site radiation oncology services must adhere to Guidelines & Technical Standards for Radiation Oncology promulgated by the American College of Radiology, American Society for Radiation Oncology and American Association for Physicist in Medicine: A contractor providing on-site radiation oncology services must provide evidence the radiation oncology practice meets or exceeds the established clinical practice guidelines and standards. The current need for on-site services is primarily for vacation coverage however; the need may change over the term of the contract to include full-time on-site coverage.

1.1. PLACE OF PERFORMANCE: Contractor shall furnish services at the James H. Quillen VA Medical Center, Corner of Lamont & Veterans Way, Mountain Home TN 37684.

1.2. AUTHORITY: Title 38 USC 8153, Health Care Resources (HCR) sharing Authority.

1.3. Policy/Handbooks:

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

1.3.2. VHA Notice 2018-34 “Rescission of VHA Directive 2006-041 Veterans Health Care Service Standards” https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=7475

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

1.3.4. VHA Handbook 1100.18 Reporting and Responding to State Licensing Boards - https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=1364

1.3.5. VHA Handbook 1100.19 Credentialing and Privileging - https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=1806

1.3.6. VHA Directive 2012-030 Credentialing of Health Care Professionals – https://vaww.va.gov/vhapublications/ViewPublication.asp?pub_ID=2815

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

1.3.8. VHA Directive 1156 Accreditation of VHA Radiation Oncology Services/Sections: https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=7450

1.3.9. VHA Directive 1414 Stereotactic Body Radiotherapy: https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=8197

1.3.10. US Nuclear Regulatory Commission for management and use of radioactive materials for medical use and radiation safety requirements, to include (but not limited to) 10 CFR Parts 19, 20, 30, 33, 35, and 71 http://www.nrc.gov/reading-rm.html

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

1.4. DEFINITIONS/ACRONYMS: AAPM: American Association of Physics in medicine

1.4.1. ACGME: Accreditation Council for Graduate Medical Education

1.4.2. ABR: American Board of Radiology

1.4.3. ACR: American College of Radiology (www.acr.org/)

1.4.4. ACO: Administrative Contracting Officer

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

1.4.6. AOA: American Osteopathic Association

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

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

1.4.9. BAA: Business Associate Agreement

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

1.4.11 CDC: Centers for Disease Control and Prevention

1.4.12 CEU: Certified Education Unit

1.4.13 CMD: Certified Medical Dosimetrist

1.4.14 CME: Continuing Medical Education

1.4.15 CMS: Centers for Medicare and Medicaid Services

1.4.16 CO: Contracting Officer

1.4.17 COR: Contracting Officer’s Representative

1.4.18 COS: Chief of Staff

1.4.19 CPARS: Contractor Performance Assessment Reporting System

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

1.4.21 FSMB: Federation of State Medical Boards

1.4.22 Full Time Equivalent (FTE): VA’s definition for full time- working the equivalent of 80 hours every two weeks, 2080 hours per year. In calculating FTE, any hours not worked on national holidays shall not be included.

1.4.23 HHS: Department of Health and Human Services

1.4.24 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.

1.4.25 HIPAA: Health Insurance Portability and Accountability Act

1.4.26 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.

1.4.27 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.

1.4.28 IROC: Imaging and Radiation Oncology Core

1.4.29 ISO: Information Security Officer

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

1.4.31 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)

1.4.32 NROP: National Radiation Oncology Program

1.4.33 NRSC: National Radiation Safety Committee

1.4.34 OSLD: Optically Stimulated Luminescence Dosimeter

1.4.35 POP: Period of Performance

1.4.36 PPD: Purified Protein Derivative

1.4.37 PWS: Performance Work Statement

1.4.38 QASP: Quality Assurance Surveillance Plan

1.4.39 QMP: Quality Management Program

1.4.40 SPE: Senior Procurement Executive

1.4.41 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.

1.4.42 SBRT: Stereotactic Body Radiotherapy

1.4.43 TJC: The Joint Commission

1.4.44 TLD: Thermoluminescent Dosimeter- a device that measures radiation dose

1.4.45 TMP: Therapeutic Medical Physicist

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

1.4.47 VA: Department of Veterans Affairs

1.4.48 VAMC: Veterans Affairs Medical Center

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

1.4.50 VHA: Veterans Health Administration

2. QUALIFICATIONS:

2.1. Board Certification - All contract physician(s) shall be board certified. All continuing education courses required for maintaining certification must be kept up to date at all times. Documentation verifying current certification shall be provided by the Contractor to the VA COR on an annual basis for each year of contract performance.

2.1.1. Therapeutic Medical Physicists must be Board Certified in Medical Physics or Therapeutic Medical Physics by the ABR and maintain licensure with the Board of Licensure for Professional Medical Physicists, if applicable. Certification must be maintained throughout the contract POP. In the event that Contractor’s medical physicist(s) is/are not directly employed by the treating facility, documentation must be provided to ensure adequate certification.

2.1.2. Credentialing of Health Care Professionals other than physicians. In accordance with VHA Directive 2012-030, all health care professional who claim licensure, certification, or registration, as applicable to the position (this applies to all who are appointed or utilized on a full-time, part-time, intermittent, consultant , without compensation, on-station fee-basis, on-station contract, or on-station sharing agreement basis) and who are not currently credentialed in accordance with VHA Handbook 1100.19, must be credentialed in accordance with this directive. NOTE: The credentialing requirements are found in Attachment A of this Directive

2.2. Qualifications:

2.2.1. Board Certified Therapeutic Medical Physicist – Candidate can either have MS or PhD degree. Must be Board Certified with at least two years of continuous working experience within the last three years to ensure TMP’s experience is current and relevant. Junior TMP must also have the following minimum years of experience, expertise, and knowledge on the following procedures, equipment, and software:

2.2.1.1. Two (2) years of experience – Documentation detailing experience in all aspects of clinical physics operations.

2.2.1.2. One (1) year of experience – Documentation detailing clinical physics experience as a Therapeutic Medical Physics in an accredited radiation oncology service.

2.2.1.3. Hands-on experience on a state-of-the-art radiation delivery system.

2.2.1.4. One (1) year of experience - Image Guided Radiation Therapy (IGRT) including Cone Beam CT and optical surface imaging systems.

2.2.1.5. One (1) year of experience - 3D treatment planning system; and radiotherapy record & verify system, including the following treatment planning and delivery techniques: 2D/3D Conformal, SRS, IGRT, SBRT, IMRT/VMAT, and Brachytherapy One (1) years of experience - State-of-the-art QA devices for all advanced procedures such as SRS, SBRT, and IMRT.

2.2.1.6. One (1) year of experience - CT Simulator including 4D imaging.

2.2.2. Board Eligible Therapeutic Medical Physicist – Candidate can either have MS or PhD degree. Must meet the eligibility requirements for Board certification by ABR. Board Eligible TMP must also have the following minimum years of experience, expertise, and knowledge on the following procedures, equipment, and software:

2.2.2.1. Two (2) years of experience as TMP resident – Documentation detailing experience in all aspects of clinical physics operations.

2.2.2.2. One (1) year of experience as TMP resident – Documentation detailing clinical physics experience as a Therapeutic Medical Physics in an accredited radiation oncology service.

2.2.2.3. One (1) year of experience as TMP resident -

2.2.2.4. Hands -on experience on a state-of-the-art radiation delivery system.

2.2.2.5. One (1) year of experience - Image Guided Radiation Therapy (IGRT) including Cone Beam CT and optical surface imaging systems.

2.2.2.6. One (1) year of experience - 3D treatment planning system; and radiotherapy record & verify system, including the following treatment planning and delivery techniques: 2D/3D Conformal, SRS, IGRT, SBRT, IMRT/VMAT, and Brachytherapy One (1) years of experience - State-of-the-art QA devices for all advanced procedures such as SRS, SBRT, and IMRT.

2.2.2.7. One (1) year of experience - CT Simulator including 4D imaging.

2.3. Technical Proficiency - Contract Therapeutic Medical Physicist 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 upon request of the CO/COR to verify current and ongoing competency, skills, certification and/or licensure related to the provision of care, treatment and/or services performed. Contractor’s Therapeutic Medical Physicist shall have knowledge of professional care theories, principles, practices, and procedures to serve radiation oncology patient population. Contractor’s Therapeutic Medical Physicist shall demonstrate knowledge of growth and development, and pathophysiology of disease processes specific radiation oncology patient population. Contractor shall provide verifiable evidence of all educational and training experiences including any gaps in educational history for all Contractor’s Therapeutic Medical Physicist and other contract provider(s) shall be responsible for abiding by the Facility's Medical Staff By-Laws, rules, and regulations that govern medical staff behavior.

2.4. Continuing CME/CEU Requirements: Contractor shall provide the COR copies of current CMEs as required or requested by the VAMC. Contractors registered or certified by national/medical associations shall continue to meet the minimum standards for CME to remain current. CME hours shall be reported to the credentialing office for tracking. These documents are required for initial and renewal privileging. Failure to provide shall result in loss of privileges.

2.5. Training (BLS, CPRS 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) and other contract provider(s) as required by the VA.

2.6. Standard Personnel Testing/Infection Control: The Contractor must provide documentation that demonstrates that all Contractor employees have a satisfactory health status, including a current physical and the below tests, per the CDC immunization recommendations for healthcare workers: https://www.cdc.gov/vaccines/adults/rec-vac/hcw.html. The required proof must be provided within 14 calendar days after contract award and prior to a TMPs’ performance of services under the contract.

2.6.1. Tuberculosis (TB) Testing: Contractor shall provide proof of a negative Blood Test (also called interferon-gamma release assays or IGRA) for all Contractor employees as a baseline. Two TB blood tests are approved by the FDA: the QuantiFERON – TB Gold In-Tube test (QFT-GIT) and the T-SPOT TB test (T-Spot). Subsequent testing is not required unless the Contractor employee has been exposed to someone with TB. CDC recommendations for TB testing for health care personnel: https://www.cdc.gov/tb/topic/infectioncontrol/healthcarepersonnel-faq.htm

2.6.2. TDaP (TETNUS/DIPTHERIA/PERTUSSIS): Contractors shall provide proof of 1 dose of Tdap vaccination for all Contractor employees. Boosters are required every 10 years.

2.6.3. Influenza: Contractors shall provide proof that all Contractor employees have received the annual Influenza vaccine unless it is contraindicated. If the Contractor employee has a medical contraindication to the vaccine, they are required to wear a mask during the Influenza season.

2.6.4. Hepatitis B: Contractor shall provide evidence of completing and passing generic self-study blood-borne pathogen training for all Contractor employees; provide their own Hepatitis B vaccination series (3 doses required) plus a serologic titer (1-2 months after final dose) to document immunity following the hepatitis B vaccination series; maintain an exposure determination and control plan; maintain required records; and ensure that proper follow-up evaluation is provided following an exposure incident.

2.6.5. Measles, Mumps, & Rubella: Contractors shall provide proof of immunity for all Contractor employees, i.e., at least 2 doses of vaccine or serologic evidence of immunity.

2.6.6. Varicella: Contractors shall provide proof of immunity for all Contractor employees, i.e., at least 2 doses of vaccine or serologic evidence of immunity.

2.6.7. The VAMC shall notify the Contractor of any significant communicable disease exposures as appropriate. Contractors shall adhere to current CDC/HICPAC Guideline for Infection Control in health care personnel (as published in American Journal for Infection Control- AJIC 1998; 26:289-354 http://www.cdc.gov/hicpac/pdf/InfectControl98.pdf) for disease control. Contractors shall provide follow-up documentation of clearance to return to the workplace prior to their return.

2.6.8. The VAMC shall notify the Contractor of any significant communicable disease exposures as appropriate. Contractors shall adhere to current CDC/HICPAC Guideline for Infection Control in health care personnel (as published in American Journal for Infection Control- AJIC 1998; 26:289-354 http://www.cdc.gov/hicpac/pdf/InfectControl98.pdf) for disease control. Contractors shall provide follow-up documentation of clearance to return to the workplace prior to their return.

2.7. National Provider Identifier (NPI): Contract physician(s) and other contract provider(s) who provide billable healthcare services to VA; VHA, shall obtain a NPI as required by the Health Insurance Portability and Accountability Act (HIPPA) National Provider Identifier Final Rule, administered by the CMS. This rule establishes assignment of a 10-digit numeric identifier for Contractor staff, intended to replace the many identifiers currently assigned by various health plans. Contract physician(s) needs only one NPI, valid for all employers and health plans. Contract physician(s) must also designate their Specialties/Subspecialties by means of Taxonomy Codes on the NPI application. The NPI may be obtained via a secure website at: https://nppes.cms.hhs.gov/NPPES

2.8. DEA (as required) - Contractor shall provide copy of current DEA certificate.

2.9. Conflict of Interest: The Contractor and all contract physician(s) and other contract provider(s) are responsible for identifying and communicating to the CO and COR conflicts of interest at the time of proposal and during the entirety of contract performance. At the time of proposal, 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.

2.10. Citizenship related Requirements:

2.10.1. 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 patient referrals.

2.10.2. 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.

2.10.3. 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.

2.10.4. 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.

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

2.11. 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.

2.11.1. 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) is 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.

2.11.2. By submitting their proposal, 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 offer/bid was signed.

2.12. 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 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.

2.13. Non-Personal Healthcare Services: The parties agree that the Contractor and all contract physician(s) and other contract provider(s) shall not be considered VA employees for any purpose.

2.14. Inherent Government Functions: Contractor and Contract physician(s) and other contract provider(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 (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.

2.15. No Employee status: The Contractor shall be responsible for protecting Contract physician(s) and other contract provider(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:

2.15.1. Workers’ compensation

2.15.2. Professional liability insurance

2.15.3. Health examinations

2.15.4. Income tax withholding, and

2.15.5. Social security payments.

2.16. Tort Liability: The Federal Tort Claims Act does not cover Contractor or contract physician(s) and other contract provider(s). When a Contractor or contract physician(s) and/or other contract provider(s) 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 physician(s) or other contract provider(s)) action or non-action shall be the responsibility of the Contractor and/or insurance carrier.

2.17. Key Personnel:

Contractor shall provide the number of qualified staff as is necessary to perform the services required under this contract, at the staffing level determined to be professionally acceptable by the James H. Quillen VA Medical Center Chief of Staff and in accordance with American College of Radiology staffing guidelines.

2.17.1. The number of Therapeutic Medical Physicists required to be on site daily is 1 when contract coverage is needed.

2.18. Emergency Substitutions: During the first ninety (90) calendar 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 CO, in writing, within 15 calendar days after the occurrence of any of these events and provide the information required below. After 90 days, the Contractor shall submit the information required below to the CO at least 15 calendar days prior to making any permanent substitutions.

2.18.1. 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 CO. Proposed substitutes shall have comparable qualifications to those of the persons being replaced. The CO will notify the Contractor within 15 calendar days after receipt of all required information of the decision on the proposed substitutes. The contract will be modified to reflect any approved changes of key personnel.

2.18.2. For temporary substitutions where the key person shall not be reporting to work for three (3) consecutive workdays or more, the Contractor shall provide a qualified replacement for the key person. The substitute shall have comparable qualifications to the key person. Any period exceeding two weeks will require the procedure as stated above.

2.18.3. The Government reserves the right to refuse acceptance of any Contractor personnel at any time after performance begins, if personal or professional conduct jeopardizes patient care or interferes 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 patient 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 contract physician(s), s/he may request, without cause, immediate replacement of said contract physician(s).

2.18.4. The CO and COR shall deal with issues raised concerning Contract physician(s) conduct. The final arbiter on questions of acceptability is the CO.

2.19. Contingency Plan: Continuity of care and uninterrupted operations of a Radiation Oncology Program are essential components of this contract and will be primary factors in Contractor’s assignment of staff and frequency of substitutions. The Contractor shall have a contingency plan in place to be utilized if the contract physician(s) and other contract provider(s) leaves Contractor’s employment or is unable to continue performance in accordance with the terms and conditions of the resulting contract.

3. VA HOURS OF OPERATION/SCHEDULING:

3.1. VA Business Hours: The normal duty hours are between 7:30 a.m. to 4:00 p.m., Monday through Friday.

3.2. Work Schedule: Monday-Friday 7:30am to 4:00pm

3.2.1. Contract Physicians, physicists and dosimetrists shall be available and present in clinic during normal James H. Quillen VA Medical Center Radiation Oncology 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, 7:30 a.m. to 4:00 p.m.

3.2.2. The CTMP/TMP may perform work after normal business hours as their calibrations and measurements must be done after patient treatments. However, the CTMP must be on-site during clinical operational hours at least 50% of the time.

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

· New Year’s Day

· Martin Luther King’s Birthday

· President’s Day

· 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.

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

4. CONTRACTOR RESPONSIBILITIES

4.1. SERVICES REQUIRED: The Radiation Therapy-certified Medical Physicist shall assist the Chief Medical Physicist in the oversight of the Radiation Oncology physics program, including technical direction of the medical dosimetrist(s), therapeutic radiation technologist and other physics support staff personnel. The Task Order provider shall provide services as reflected in PWS. Services are required for an estimated 240 hours/year as needed.

4.2. Standards of Practice: The medical practice and patient care provided by Contractor shall be evidence based best practices that meet or exceed all standards of professional practice and performance measures applicable to James H. Quillen VA Medical Center medical professionals, including, but not limited to, NHPP, AAPM and TJC standards and national recognized accrediting body current practice guidelines in radiation oncology. Contractor’s care shall cover the range of services as would be provided in a state-of-the-art civilian medical treatment facility. Contractor shall provide evidence the Contractor’s radiation oncology standard of care is of a quality that meets or exceeds currently recognized VA and nationally recognized accrediting body national standards as established by:

4.2.1. Applicable Radiation Oncology practice guidelines and standards promulgated by ACR, ASTRO, and AAPM.

4.2.2. The professional standards of the TJC or equivalent accreditation http://www.jointcommission.org/standards_information/hap_requirements.aspx .

4.2.3. The requirements contained in this PWS

4.3. MEDICAL RECORDS

4.3.1. Authorities: Contract physicist providing healthcare services to VA patients 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 (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).

4.3.2. HIPAA: This contract and its requirements meet exception in 45 CFR 164.502(e), and do not require a BAA 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 ‘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.

4.3.3. Disclosure: Contract physicist 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 1907.1, Health Information management and Health Records and VHA Handbook 1605.1, 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.

4.3.4. Professional Standards for Documenting Care: Care shall be appropriately documented in medical records in accordance with standard commercial practice and guidelines established by VHA Handbook 1907.01 Health Information Management and Health Records: http://www1.va.gov/vhapublications/ViewPublication.asp?pub_ID=2791 and all guidelines provided by the VAMC.

4.3.5. 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: VHAMOUPrivacyOfficer@va.gov

4.4. DIRECT PATIENT CARE: 90% OF THE TIME INVOLVED IN DIRECT PATIENT CARE

4.4.1. Therapeutic Medical Physics Support: Contractor shall provide medical physics support to perform the requirements of this contract in the following manner:

4.4.1.1. Contractor’s TMPs are primarily and professionally engaged in the design, optimization and technical evaluation of radiation treatment plans as well as ensuring precise and accurate radiation dose delivery. Contractor’s TMPs are responsible for radiation protection of patients and staff. The responsibilities of Contractor’s Medical Physicists are defined as follows:

4.4.1.2. Availability - Contractor’s TMPS must be available, when necessary, for consultation with the Radiation Oncologist and to provide advice or direction to technical staff when radiation treatments are being planned or when patients are being treated. Where possible, should be present to observe and/or help supervise complicated simulations and/or treatment set-ups. Contractor’s TMP must be present at the machine during patient setup for SBRT/SRS and IGRT. Contractor’s TMP must be present all the times during HDR brachytherapy.

4.4.1.3. Calculations – Contractor’s TMP shall specify and monitor method(s) to calculate MUs or treatment times and ensure independent review(s) of such calculations. Any individual having appropriate training and experience as defined in this PWS may perform the initial calculation(s). Independent review of said calculation(s) shall be performed within a specified period.

4.4.1.4. Chart Review - Contractor’s TMP shall develop and maintain a method for the weekly and systematic review of the charts of all patients under radiation treatment. All methods shall be approved by the VA Chief of Staff or designee. Contractor’s TMP shall perform a final chart review at the end of the course of radiation treatment in order to confirm that the prescribed dose has been delivered, and to document the total doses delivered to critical structures. All charts are subject to quality reviews by the VA Chief of staff or designee.

4.4.1.5. Dosimetry - The modeling of radiation beams for either planning or documentation purposes are generally performed with the aid of a treatment planning computer system. Contractor’s TMPs are responsible for data input into the planning system, which should be based upon measured beam data for the radiation beams in question, and for output from the planning system(s). The output should be tested and documented on a regular periodic basis. The output should agree within the manufacturer's specifications for the treatment planning system and/or published standards such as those found in applicable AAPM Reports (https://www.aapm.org/pubs/reports/default.asp). Contractor’s TMPs will ensure that the treatment planning software updates and bug fixes are installed, tested, and validated in a timely manner.

4.4.1.6. Contractor’s TMPs are responsible for understanding the calculation algorithm and should document those conditions for which the algorithm and measured data are in disagreement by more than 5%. The output of the planning system should be periodically tested by comparisons to direct measurements of the radiation beams. Contractor’s TMPs must ensure that all users of the treatment planning system receive appropriate training.

4.4.1.7. Equipment – Contractor’s TMPs shall provide information on specification and selection in support of VA’s acquisition of radiation-producing machines, accessories, and computerized treatment planning systems in consultation with the NROP office. Contractor’s TMPs shall also provide information to VA staff on timing of required maintenance of this equipment. Contractor’s TMPs shall periodically evaluate all equipment for continued utility, appropriateness, reliable performance, age, and condition and make recommendations to VA staff regarding practical life span, obsolescence, and replacement.

4.4.1.7.1. Specialized Equipment: TMPs shall determine the need for, specify, and have access to dosimetry and treatment planning equipment including, but not limited to, the following:

4.4.1.7.1.1. Measurement instruments to calibrate all treatment equipment and patient monitoring devices. Such instruments shall include ionization chambers/electrometers used as local standards and field instruments, readout devices, constancy check instruments, and phantoms;

4.4.1.7.1.2. Computerized treatment planning systems;

4.4.1.7.1.3. Computerized water phantom system with appropriate ionization chambers and diodes;

4.4.1.7.1.4. Film densitometry system;

4.4.1.7.1.5. Patient dose monitoring systems (e.g., diodes, Thermoluminescent dosimeters, and optically stimulated luminescence dosimeters);

4.4.1.7.1.6. Radiation protection measurement devices (e.g., Survey meters);

4.4.1.7.1.7. Appropriate quality assurance test tools for radiation therapy equipment.

4.4.1.8. Consultation: As needed, TMPs shall provide advice and consultation, to VA and third-party clinical engineers, for the operation, maintenance, and troubleshooting of the VA Radiation Oncology linear accelerators and CT simulation equipment, all their relevant accessories and the computerized network interconnectivity; record and verification systems.

4.4.1.9. Quality Management - Contractor’s TMPs shall develop and maintain a quality management program (QMP) for the dosimetry system(s) and all applications pertinent thereto.