36C25025Q0369.docx

Sources Sought Notice Sources Sought Notice

GENERAL INFORMATION

SET-ASIDE

CONTRACTING OFFICE ADDRESS

Department of Veterans Affairs Network Contracting Office 10 24 Frank Lloyd Wright Drive, STE M2200 Ann Arbor MI 48105

POINT OF CONTACT*

Contracting Officer Michelle C. Ford Michelle.Ford2@va.gov 734-222-7151

PLACE OF PERFORMANCE

ADDRESS

POSTAL CODE

COUNTRY

ADDITIONAL INFORMATION

DESCRIPTION

DISCLAIMER

This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI.

**See Continuation Page**

AUTOPSY (FULL/PARTIAL BODY) AND WHOLE BRAIN EVALUATION SERVICES for the VA Ann Arbor Healthcare System (Ann Arbor, MI.)

This is a Sources Sought Notice. This advertisement is not a solicitation for offers, nor is it a request for quotes. A request for quotes may be issued at a later date.

This Sources Sought/Market Survey Notice is being conducted by Network 10 Contracting, PO Box 492, Ann Arbor, MI 48106 to identify other sources that are capable of providing Autopsy (Full Body) and Whole Brain Evaluation Services for eligible beneficiaries of the Department of Veterans Affairs, at the Ann Arbor, VAMC in Ann Arbor, Michigan. Please see the information on the following pages.

Any facility eligible of providing the services described below are encouraged to reply as this information may be used to determine potential set asides for the above noted service.

Responses should include:

(1) Business Name and Address

(2) Point of Contact Name, Phone Number, and E-mail Address

(3) SAM UEID and NAICS code

(4) Business Size SMALL or LARGE

(5) Type of Business SERVICE-DISABLED VETERAN OWNED, VETERAN OWNED, 8A, HUB Zone, WOMEN-OWNED etc. (If Applicable)

Prospective vendors shall respond to this Sources Sought no later than 12:00pm (Eastern), Monday, March 17, 2025. Send all replies to Michelle C. Ford at Michelle.Ford2@va.gov. NO PHONE CALLS ACCEPTED.

PERFORMANCE WORK STATEMENT

AUTOPSY AND WHOLE BRAIN EVALUATION SERVICES

B SCOPE of WORK:

B.1. The scope of services contracted in this agreement will include 1) full and partial autopsy evaluations, 2) whole brain gross and microscopic evaluation for dementias. and 3) body and whole brain transport and storage.

Only autopsy requests with valid permissions shall be executed. Autopsies will be performed within the restrictions defined by the valid autopsy permit. Full and partial autopsies will include external and internal gross descriptions as well as microscopic evaluation of tissue samples selected by the prosecting pathologist. The prosecting pathologist determines cause of death based on initial pathologic findings and includes this conclusion in a formal provisional gross pathologic diagnosis report which is issued prior to the final report, usually within 1-2 working days after the autopsy. Final autopsy findings based on gross and microscopic evaluations will be recorded and compiled into a final formal autopsy report to be completed within the time frames described herein. Both provisional and final reports are provided to the VA Ann Arbor Healthcare System for inclusion in the patient medical record.

Brain only evaluation may occur as part of a brain restricted autopsy or as a requested evaluation for dementia evaluation. In the former case the whole body will be transported while in the latter a fixed brain only is transported. Evaluation for dementias, Alzheimer’s disease and other neurodegenerative diseases will involve microscopic examination of special stained slides prepared from samples taken during postmortem brain examination by pathologist or subspecialty neuropathologist. A final report including gross and microscopic findings and diagnoses is provided to the VA Ann Arbor Healthcare System for inclusion in the patient medical record. Examinations and reports are completed within the time frames delineated herein.

Bodies and brains of deceased individuals needing postmortem evaluation as well as bodies requiring only temporary storage are picked up and transported by the contractor’s transport services then stored at the contractor’s facility described herein.

B.2. DEFINITION OF NEED:

2.1. VA ANN ARBOR HEALTHCARE SYSTEM: The Contractor shall provide comprehensive autopsy services at contractor’s facility, whole brain dementia evaluation services and transportation and storage of bodies for VA Ann Arbor Healthcare System (VAAAHS). The VAAAHS requests a base year contract that includes four (4) additional option years with the Contractor to provide autopsy and whole brain dementia evaluation service coverage. The services will be required on an emergency/or a schedule basis.

B.3. DUTIES OF CONTRACTOR:

B.3.1. VAAHS Morgue Cooler Downtime – Bodies Requiring Storage Only

3.1.1. In the event that the VA Ann Arbor Health System’s Morgue refrigerator unit is not operable or unavailable, the following procedures shall take place:

3.1.2. The Contractor’s morgue services shall be contacted and available Sunday thru Saturday via the Ann Arbor, VAMC Coordinator of Autopsy and Forensic Services.

3.1.3. The VA Ann Arbor Health System’s Details Clerks and/or Administrator Officer of the Day (AOD) shall notify and coordinate with the Contractor’s when a decedent will be transported, and will provide the transport service with

· Decedent.

· Associated paperwork (if applicable).

· American flag.

· Negative COVID testing results conducted within 72 hours of death.

3.1.4. Transportation of the decedent from VAAAHS to the Contractor’s morgue through the Contractor’s transportation services, and storage of the decedent for three days.

3.1.5. The Contractor’s staff shall coordinate with the VAAAHS Details Clerks and/or Administrator Officer of the Day (AOD) for funeral home pick-up and documentation of release as per VAAAHS Morgue Downtime procedure.

3.1.6. Decedents stored longer than three days will be an extra charge that shall be priced out on the price schedule.

3.1.7. The Contractor shall reserve the right to refuse new cases in the event of a pandemic or other emergency resulting in a lack of storage capacity.

B.4. All-inclusive Post-mortem Examination Performed by Contractor’s Staff

4.1. In the event that the VA Ann Arbor Health System’s Morgue Autopsy Suite is unavailable or a loss of VAAAHS pathology staffing; all-inclusive autopsy services for each autopsy case shall include the following procedures:

4.2. The Contractor’s morgue services shall be contacted Monday thru Friday via the VA Ann Arbor, VA Medical Center’s Coordinator of Autopsy and Forensic Services.

4.3. VA Ann Arbor Healthcare System, Pathology and Laboratory Medicine department and the VA’s Details Clerks and/or Administrator Officer of the Day (AOD) will notify and coordinate with the Contractor when a decedent will be transported for autopsy and will provide the transport service with:

· Decedent.

· American flag.

· Decedent’s medical records.

· Autopsy permit.

· Negative COVID testing results conducted within 72 hours of death.

0. Transportation of the decedent from VAAHS to the Contractor’s morgue through the Contractor’s transportation services, and storage of the decedent for three days.

0. The Contractor shall provide:

· Use of Autopsy facility for post-mortem examination.

· Use of disposables and equipment during post-mortem examination.

· The contractor shall provide disposable at no additional cost to the government.

· The contractor’s autopsy assistant and the contractor’s pathologist for post-mortem examination.

· External and internal gross examination/description, dissection, sampling, processing, microtomy, special studies.

· Return of blocks and slides to VA Ann Arbor Healthcare System, Pathology and Laboratory Medicine department for archiving through contractor’s courier services (Metro Delivery).

· Within 2 working days after autopsy, the contractor will provide a provisional anatomic diagnostic report. VA Ann Arbor administrative staff will enter the report into VA computerized hospital Laboratory Information System (Electronic Health Records Management / VistA / CERNER Millennium) for hospital personnel to view, with an alert or a copy forwarded to the Chief or Director of the appropriate clinical service, and the patient's provider.

· The completed post-mortem examination report, with final copy of succeeding pages, must be completed and provided to the VA Ann Arbor administrative staff so it can be entered as part of the patient’s medical record within the College of American Pathologists accreditation requirements of 60 days.

· Disposition of “wet” tissue 6 months after completion of evaluation.

0. The contractor’s staff shall coordinate with the VAAAHS Details Clerks and/or Administrator Officer of the Day (AOD) for funeral home pick-up, documentation of release as per VAAAHS Morgue Downtime procedure.

0. Decedents stored longer than three days will be an extra charge that shall be priced out on Price Schedule.

0. The Contractor shall reserve the right to refuse new cases in the event of a pandemic or other emergency resulting in a lack of storage capacity.

B.5. Whole Brain Dementia Evaluation Services

5.1. Evaluation services shall include, but are not limited to, the following duties:

5.1.1. The contractor’s morgue services shall be contacted Monday thru Friday via the Coordinator of Autopsy and Forensic Services.

5.1.2. VA Ann Arbor Healthcare System, Pathology and Laboratory Medicine department will notify and coordinate with the Contractor when a brain will be transported for Whole Brain Dementia Evaluation Services to the Contractor’s morgue through the contractor’s courier services (Metro Delivery).

5.1.3. The Contractor shall reserve the right to refuse new cases in the event of a pandemic or other Emergency resulting in a lack of storage capacity.

5.1.4. VAAAHS to provide:

· Brain in 10% neutral buffered formalin.

· Autopsy permit.

· Patient information.

· Clinical history to include neurologic history.

· Clinician/Pathologist contact information.

· Negative COVID testing results conducted within 72 hours of death.

5.2. The contractor shall provide:

· Brain gross examination/description, dissection, sampling, processing, microtomy, special studies.

· Return of blocks and slides to VA Ann Arbor Healthcare System, Pathology and Laboratory Medicine department for archiving.

· Provide a neuropathologic report to the VA Ann Arbor Healthcare System, Pathology and Laboratory Medicine department.

· Evaluation report turn-around time shall be less than 90 days upon receipt of brain at the University of Michigan morgue.

· Disposition of “wet” brain tissue 6 months after completion of evaluation.

B.6. AUTOPSY REQUIREMENTS (Annual Estimate):

B.7. CONFORMANCE STANDARDS:

7.1. All services provided under this contract must be performed in conformance with Occupational Safety and Health Administration (OSHA), College of American Pathologists (CAP), The Joint Commission, and any other national or state organization applicable that monitors the VAAAHS for regulatory compliance. Personnel will adhere to all safety and infection control policies and HIPAA regulations.

B.8. HOURS OF WORK:

8.1. Autopsy/ Whole brain dementia evaluation services shall be provided on an emergency/scheduled and/or on-call basis, 24 hours per day, 7 days a week, and 365 days a year.

8.2. The ten holidays observed by the Federal Government are New Year’s Day, Martin Luther King Day, President’s Day, Memorial Day, Juneteenth Independence Day, Labor Day, Columbus Day, Thanksgiving Day, and Christmas Day. Also, any other day declared by the President of the United States to be a national holiday.

8.3. Utilization of the autopsy/ Whole brain dementia evaluation services would be scheduled and/or provided by an on-call basis to include weekends and holidays.

B.9. PAYMENT/BILLING:

9.1. Contractor shall submit invoice by the 15th of the following month where services were provided. For example, services provided on January 31st, must be invoiced by February 15th (the following month).

9.2. Payment for services satisfactorily performed will be made monthly in arrears upon receipt of a proper invoice. Payment will be made by certified invoice and money will be distributed from the appropriate VAAAHS control point to pay the obligations.

9.3. The Contract Officer Representative (COR) will make certifications for Pathology and Laboratory Medicine Service for the VAAAHS. All invoices will be processed in accordance with the Prompt Payment Act.

9.4. Billing:

9.4.1. Invoice requirements and supporting documentation: Supporting documentation and invoice must be submitted no later than the 15th of the following month in which services were rendered. Subsequent changes or corrections shall be submitted by separate invoice. In addition to information required for submission of a “proper” invoice in accordance with FAR 52.212-4 (g), all invoices must include:

27.2.2.1. Name and Address of Contractor

27.2.2.2. Invoice Date and Invoice Number

27.2.2.3. Contract Number and Purchase/Task Order Number

27.2.2.4. Date of Service (Include the month that services were performed) (e.g., April 1, 20XX through March 31, 20XX)

27.2.2.5. Hourly/Procedure Rate

27.2.2.6. Total price

9.5. Vendor Electronic Invoice Submission Methods:

9.5.1. Vendor Electronic Invoice Submission Methods:

Facsimile, e-mail, and scanned documents are not acceptable forms of submission for payment requests. Invoicing shall be done via the VA Electronic Presentment and Payment System used by VA FSC Invoices will be electronically submitted to the Tungsten website at https://us.tungstennetwork.com/ Tungsten direct vendor support number is 877- 489-6135 for VA contracts. The VA-FSC pays all associated transaction fees for VA orders. During Implementation (technical set-up) Tungsten will confirm your Taxpayer ID Number with the VA-FSC. This process can take up to 5 business days to complete to ensure your invoice is automatically routed to your Certifying Official for approval and payment. In order to successfully submit an invoice to VA-FSC please review “How to Create an Invoice” within the how to guides. All invoices submitted through Tungsten to the VA-FSC should mirror your current submission of Invoice, with the following items required. Clarification of additional requirements should be confirmed with your Certifying Official (your CO or buyer). The VA-FSC requires specific information in compliance with the Prompt Pay Act and Business Requirements. For additional information, please contact:

Tungsten Support Phone: 1-877-489-61 Website: https://tungsten-network.my.site.com/contactCustomerSupport/s/?language=en_US&lanuage=en_US https://www.fsc.va.gov/einvoice.asp

Department of Veterans Affairs Financial Service Center Phone: 1-877-353-9791 Email: vafsccshd@va.gov

B.10. TERM OF CONTRACT FOR VAAAHS:

10.1. The contract will be effective for one (1) year from the date of the contract award, with four (4) pre-priced option years. The contract is subject to the availability of appropriated funds.

B.11. THE JOINT COMMISSION COMPLIANCE STANDARDS:

GENERAL: All applicable VA and VHA policies, procedures and directives shall be followed by the contractor. The contractor shall continuously meet or exceed all Joint Commission Hospital standards and provide oversight of care, treatment and services provided through contractual agreement standard LD.04.03.09. The patient population treated at the VA Ann Arbor Health Care System, located in Ann Arbor, Michigan, consists of veterans with varying physical, psychiatric, and psychological needs. Their conditions are in many cases, directly related to the individual’s service to this country. Contract personnel shall provide compassionate care with respect for the special needs of the veteran population served. Care delivered will reflect the VA Medical Centers mission, vision, and values:

MISSION. Honor America’s veterans by providing exceptional health care that improves their health and well-being.

VISION. VHA will continue to be the benchmark of excellence and value in health care and benefits by providing exemplary services that are both patient-centered and evidenced based. This care will be delivered by engaged, collaborative teams in an integrated environment that supports learning, discovery, and continuous improvement. It will emphasize prevention and population health and contribute to the nation’s well-being through education, research, and service in National emergencies.

VALUES. Patient Satisfaction, Accountability, Compassion, Excellence, Teamwork and Collaboration, Effective Communication, Adaptability, Mutual Respect and Diversity, Integrity, and Innovation.

B.12. PATIENT RIGHTS: Protection of all patients’ rights is of highest priority. Patient privacy and confidentiality shall be maintained at all times. Computer access will be granted on a need-to-know basis, and security of computerized information will be maintained at all times. No patients shall be subject to any research activity without their fully informed consent, subject to study approval by the Investigational Research Board (IRB). The contractor shall abide by the VAAAHS Code of Ethics, which addresses marketing, admission/transfer/referral/discharge processes, and billing issues. The contractor and the patient care service provided shall be included in VAAAHS data collection activities related to patient and family complaints and satisfaction issues. Care provided will respect and integrate the patient’s beliefs, values, and cultural influences.

B.13. PATIENT SAFETY: Patient safety shall be a primary focus of the contractor including compliance with all applicable patient safety goals. The VAAAHS shall inform the contractor of all applicable Sentinel Event or other Patient Safety Alerts received by the VAAAHS. For every applicable alert, the contractor shall take the necessary steps to redesign processes to prevent occurrence and provide written feedback to the COR describing preventative actions taken. Every effort shall be made by the contractor to prevent patient injury caused by acts of commission or omission in the delivery of autopsy services. All events related to patient injury and other breeches of patient safety will be documented utilizing the contractor’s format and reported to the COR utilizing the VAAAHS Incident Report. The VAAAHS shall provide the contractor with VAAAHS Sentinel Event definitions in the start-up phase. The contractor shall verbally notify the VAAAHS COR immediately when a Sentinel Event has occurred, which is to be followed by written notification within one (1) business day or sooner if requested by the medical center. The VAAAHS shall determine when a Root Cause Analysis (RCA) is required of the contractor. The contractor shall conduct all Root Cause Analysis according to VAAAHS policy and within established time frames (45 days). Completed RCAs shall be provided to the VAAAHS COR.

B.14. LEADERSHIP: VA Primary Care services and operational activities provided at the VA Ann Arbor Healthcare System will be designed and planned by VAAAHS leadership staff and will reflect a uniform level of primary care as provided to veterans by the VAAAHS. The contractor under the supervision of the VAAAHS Pathologists shall effectively manage and direct daily operations, information and support systems, and conserve physical and financial assets while meeting the mission of the VAAAHS. VAAAHS Pathologists will provide leadership oversight for improvement of clinical and administrative outcomes for the Pathology and Laboratory Medicine Service. The provision of contracted services will be described in writing the nature and scope of services provided through contractual agreement. Leaders monitor contracted services by establishing expectations for the performance of the contracted services. Leaders take steps to improve contracted services that do not meet expectations.

B.15. INFORMATION MANAGEMENT: The VAAAHS Information Management plan shall be followed by the contractor. Documentation and record keeping shall be in accordance with VAAAHS policies and procedures. Documentation and authentication in the medical record must adhere to all time frames. Strict adherence to all documentation related to the performance of invasive procedures shall be maintained. Identified medical record delinquency data will be forwarded to the contractor by the VAAAHS.

B.16. POC/LIAISON INFORMATION: The Contractor shall designate at least one (1) person who shall be responsible coordinating with the Government regarding the performance of the work under this contract. The liaison shall have full authority to act for the Contractor on all matters relating to the daily operation of this contract. An alternate may be designated.

B.17. DOCUMENTATION/REPORTING: The contractor shall be responsible for maintaining an electronic log of autopsies. The VAAAHS Pathologist is responsible for monitoring compliance and postmortem reporting.

B.18. QUALITY ASSURANCE: Contractors will be held to the same standard as VA staff through quality assurance and performance monitoring to ensure compliance under this contract. These procedures will include time and attendance logs verification, monitoring of the Computerized Patient Record System (CPRS) records or other appropriated records, called for under this contract received by the VA. The Quality Assurance Surveillance Plan will be governed by the appointed COR who will be responsible for verifying contract compliance with the terms and conditions. After the contract is awarded, any incidents as evidenced by the monitoring procedures will be forwarded immediately to the Contracting Officer. In addition, the COR will forward the summary evaluation of the contractor performance to the contracting officer once performance ends.

B.19. COMPLAINTS: Complaints concerning contract personnel’s conduct with Government employees or patients will be dealt with by the Contractor and Contracting Officer’s Representative (COR). The Contracting Officer (CO) is the final authority on validating complaints. In the event that contract personnel are involved and named in a validated complaint, the Government reserves the right to refuse acceptance of the services of such personnel. This does not preclude refusal in the event of incidents involving physical or verbal abuse. The final arbiter on questions of acceptability is the CO.

B.20. SAFETY REQUIREMENTS:

20.1. In the performance of the contract, the contractor shall take necessary safety precautions as per applicable guidelines of contractor’s facility and protocol for autopsy.

20.2. The Contractor will be responsible for any and all medical and emergency treatment in the event of an exposure. The Autopsy and Forensics Coordinator for the Contractor will investigate and remediate issues regarding adverse performance by the Autopsy Assistants with their respective staff. The Autopsy and Forensics Coordinator from Contractor will negotiate procedural issues with the Chief of Pathology and Laboratory Medicine Service

VAAAHS.

B.21. EMPLOYMENT AND LIABILITY: This is a non-personnel services contract. The contractor shall be responsible for protecting the personnel furnishing services under this contract. To carry out this responsibility, the contractor shall provide the following for their personnel, which includes worker’s compensation, professional liability insurance, health examinations, income tax withholding and social security payments. The parties agree that contractor personnel shall not be considered VAAAHS employees for any purpose and shall be considered employees of the contractor.

21.1. Contract employees must adhere to the provisions of Public Law 104-191, Health Insurance Portability and Accountability Act (HIPAA) of 1996 and the National Standards to Protect the Privacy and Security of Protected Health Information (PHI), as an entity conducting health care on VA’s behalf.

21.2. Health and Human Service – Office of Inspector General (HHS/OIG): To Ensure that the individuals providing services under the contract have not engaged in fraud or abuse regarding Sections 1128 and 1128A of the Social Security Act regarding federal health care programs, the contractor is required to check the Health and Human Service – Office of Inspector General List of excluded individuals/entities on the OIG Website (www.hhs.gov/oig) for each person providing services under this contract. Further, the contractor is required to certify in its proposal that all persons listed in the contractor’s proposal have been compared against the OIG list and are not listed. During the performance of this contract the contractor is prohibited from using any individual or business list on the List of Excluded Individuals/Entities.

B.22. EVIDENCE OF INSURANCE COVERAGE: Before commencing work under this contract, the Contractor shall furnish evidence of insurance coverage in the amount specified in the contract. The policy shall state “This policy may not be changed or canceled without written notice to the Department of Veterans Affairs.” Evidence of coverage renewal/continuation shall be provided annually thereafter.

B.23. RECORDS MANAGEMENT.

23.1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

23.2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

23.3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

23.4. VAAAHS and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of VAAAHS or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701.

23.5. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to VAAAHS. The agency must report promptly to NARA in accordance with 36 CFR 1230.

23.6. The Contractor shall immediately notify the CS/CO upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records, or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the contract. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to VAAAHS control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the CS/CO or address prescribed in the contract. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

23.7. The Contractor is required to obtain the CS/CO's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and VAAAHS guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

23.8. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VAAAHS policy.

23.9. The Contractor shall not create or maintain any records containing any non-public VAAAHS information that are not specifically tied to or authorized by the contract.

23.10. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

23.11. The VAAAHS owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which VAAAHS shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

23.12. Training (BLS, CPRS and VA MANDATORY): Contractor shall meet all VA educational requirements and mandatory course requirements defined herein; all training must be completed by contract staff as required by the VA Ann Arbor Healthcare System. https://www.tms.va.gov/SecureAuth35/

B.24. PERFORMANCE STANDARDS, QUALITY ASSURANCE (QA) AND QUALITY

IMPROVEMENT(QI): The Government may evaluate the quality of professional and administrative services provided in accordance with the standards (practice guidelines and standards promulgated by National Practice Standards, ASTRO, and AAPM) as outlined in this document, but retains no control over the medical, professional aspects of services rendered (e.g., professional judgments, diagnosis for specific medical treatment), in accordance with Federal Acquisition Regulation (FAR) 37.401(b). The following measures represent the performance standards required to be met and will be included on the government’s Quality Assurance Surveillance Plan:

B.24.1. Quality Management/Quality Assurance Surveillance: Contractor’s physician(s) shall be subject to Quality Management measures, such as patient satisfaction surveys, timely completion of medical records, and Peer Reviews. Methods of Surveillance: Focused Provider Practice Evaluation (FPPE) and Ongoing Provider Practice Evaluation (OPPE).

Contractor performance will be monitored by the government using the standards as Outlined in this Performance Work Statement (PWS) and methods of surveillance detailed in the Quality Assurance Surveillance Plan (QASP). The QASP shall be attached to the resultant contract and shall define the methods and frequency of surveillance conducted.

B.24.2. Patient Complaints: The CO will resolve complaints concerning Contractor relations with the Government employees or patients. The CO is final authority on validating complaints. If the Contractor is involved and named in a validated patient complaint, the Government reserves the right to refuse acceptance of the services of such personnel. This does not preclude refusal in the event of incidents involving physical or verbal abuse.

B.24.3 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. The CO and COR shall deal with issues raised concerning Contractor’s conduct. The final arbiter on questions of acceptability is the CO.

B.24.4. Performance Standards:

24.4.1 Measure: Invoices

Performance Requirement: Invoice on a monthly basis by the 15th of each month Standard: (100%) Invoices shall be on time.

Acceptable Quality Level: 98% meet ACR Standards Surveillance Method: Direct observation of invoices submitted to IPPS/Tungsten Frequency: Monthly

24.4.2 Measure: Services

Performance Requirement: Provides services described in contract and certification of compliance for the services.

Standard: (100%) Provide all services and certifications.

Acceptable Quality Level: 100% meet AQL Standards Surveillance Method: Direct observation with regular feedback from Pathologists, Pathology Assistants and Anatomic Pathology supervisor Frequency: Quarterly

24.4.3 Measure: Patient Confidentiality

Performance Requirement: Patient sensitive information properly handled, on printed and electronic data. No breaches of privacy and confidentiality.

Standard: (100%) Confidentiality.

Acceptable Quality Level: 100% meet AQL Standards Surveillance Method: Contractor must provide evidence of annual training, required by VAMC and must report violations per policy.

Frequency: Monthly.

24.4.4 Measure: Return of Blocks and Slides for archiving.

Performance Requirement: Return of Block and Slides for archiving after the submission of report for completed autopsy.

Standard: (100%) Blocks and slides shall be returned on time.

Acceptable Quality Level: 98% meet AQL Standards Surveillance Method: Feedback from the Pathologists, Pathology Assistants and Anatomic Pathology Supervisor.

Frequency: Monthly

B.25 REGISTRATION WITH CONTRACTOR PERFORMANCE ASSESSMENT

REPORTING SYSTEM (CPARS)

25.1 As prescribed in Federal Acquisition Regulation (FAR) Part 42.15, the Department of Veterans Affairs (VA) evaluates Contractor past performance on all contracts that exceed -the Simplified Acquisition Threshold and shares those evaluations with other Federal Government contract specialists and procurement officials. The FAR requires that the Contractor be provided an opportunity to comment on past performance evaluations prior to each report closing. To fulfill this requirement VA uses an online database, CPARS, which is maintained by the Naval Sea Logistics Center in Portsmouth, New Hampshire. CPARS has connectivity with the Past Performance Information Retrieval System (PPIRS) database, which is available to all Federal agencies. PPIRS is the system used to collect and retrieve performance assessment reports used in source selection determinations and completed CPARS report cards transferred to PPIRS. CPARS also includes access to the federal awardee performance and integrity information system (FAPIIS). FAPIIS is a web-enabled application accessed via CPARS for Contractor responsibility determination information. Each Contractor whose contract award is estimated to exceed the Simplified Acquisition Threshold requires a CPARS evaluation. A government Focal Point will register your contract within thirty days after contract award and, at that time, you will receive an email message with a User ID (to be used when reviewing evaluations). Additional information regarding the evaluation process can be found at www.cpars.gov or if you have any questions, you may contact the Customer Support Desk @ DSN: 684-1690 or COMM: 207-438-1690

25.2 For contracts with a period of one year or less, the contracting officer will perform a single evaluation when the contract is complete. For contracts exceeding one year, the contracting officer will evaluate the Contractor’s performance annually. Interim reports will be filed each year until the last year of the contract, when the final report will be completed. The report shall be assigned in CPARS to the Contractor’s designated representative for comment. The Contractor representative will have thirty days to submit any comments and re-assign the report to the CO.

25.3 Failure to have a current registration with the CPARS database, or to re-assign the report to the CO within those thirty days, will result in the Government’s evaluation being placed on file in the database with a statement that the Contractor failed to respond; the Contractor’s representative will be “locked out” of the evaluation and may no longer send comments.

B.26 GOVERNMENT RESPONSIBILITIES:

26.1. CPRS TRAINING: COR will arrange, and government will provide appropriate Opportunity for Contractor staff to take CPRS training.

26.2. Contract Administration/Performance Monitoring: After award of contract, all inquiries and correspondence relative to the administration of the contract shall be addressed to: (Medical Technologist, Pathology & Laboratory Medicine Service (COR), VA Ann Arbor Healthcare System, LTC Charles S. Kettles VA Medical Center (Ph.) (734) 845-5530, Neelam A. Palande, Neelam.Palande@va.gov

Clinical point of contact is Dr. Darius Amjadi, PALMS Chief of Staff, VA Ann Arbor Healthcare System (Ph.) (734) 845-3425 Darius.Amjadi@va.gov .

26.3. CO Responsibilities: Michelle C. Ford, Contracting Officer, PO Box 492, Ann Arbor, MI.

48106, 734-222-7151, Michelle.Ford2@va.gov

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

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

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

26.4. COR (Contracting Officer Representative)Responsibilities: Neelam A. Palande, 2215 Fuller Rd., Ann Arbor, MI. 48105, (734) 845-5530, Neelam A. Palande, Neelam.Palande@va.gov

26.4.1. The COR shall be the VA official responsible for verifying contract compliance.

After contract award, any incidents of Contractor noncompliance as evidenced by the monitoring procedures shall be forwarded immediately to the Contracting Officer.

26.4.2. The COR will be responsible for monitoring the Contractor’s performance to ensure all specifications and requirements are fulfilled. Quality Improvement data that will be collected for ongoing monitoring includes but is not limited to:

OPPE, FPPE, Peer Review, and standard quality reviews.

26.4.3. The COR will maintain a record-keeping system of services by monthly Invoice verification and continual monitoring of timekeeping for personnel.

The COR will review this data monthly when invoices are received and certify all invoices for payment by comparing the hours documented on the VA record-keeping system and those on the invoices. Any evidence of the Contractor's non-compliance as evidenced by the monitoring procedures shall be forwarded immediately to the Contracting Officer.

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

26.4.5. All contract administration functions will be retained by the VA.

B.27 SPECIAL CONTRACT REQUIREMENTS

27.1. Reports/Deliverables: The Contractor shall be responsible for complying with all Reporting requirements established by the Contract. Contractor shall be responsible for assuring the accuracy and completeness of all reports and other documents as well as the timely submission of each. Contractor shall comply with contract requirements regarding the appropriate reporting formats, instructions, submission timetables, and technical assistance as required.

The following are brief descriptions of required documents that must be submitted by Contractor: upon award; weekly; monthly; quarterly’; annually, etc. identified throughout the PWS.

27.2. Reduction in Services: This is a firm fixed price, IDIQ contract for a specified number of hours. If, at the end of the period of performance, the government has not utilized the total number of hours required under this contract because of a change in its requirements, a contract modification reducing the scope of the contract with a corresponding adjustment in the total contract price will be completed. In no event will the VA pay for hours that exceed the total number of hours specified in the contract for the period of performance.

27.3. Payments in full/no billing VA beneficiaries: The Contractor shall accept payment for services rendered under this contract as payment in full. VA beneficiaries shall not under any circumstances be charged nor their insurance companies charged for services rendered by the Contractor, even if VA does not pay for those services. This provision shall survive the termination or ending of the contract.

27.3.1. To the extent that the Veteran desires services which are not a VA benefit or Covered under the terms of this contract, the Contractor must notify the Veteran that there will be a charge for such service and that the VA will not be responsible for payment.

27.3.2. The Contractor shall not bill, charge, collect a deposit from, seek compensation, remuneration, or reimbursement from, or have any recourse against, any person or entity other than VA for services provided pursuant to this contract. It shall be considered fraudulent for the Contractor to bill other third-party insurance sources (including Medicare) for services rendered to Veteran enrollees under this contract.

(End of PWS)

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