36C25619Q0092-002.pdf

PAGE 1 OF 98 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. DUNS: DUNS+4:

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. 2/2012)

PREVIOUS EDITION IS NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

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

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

36C25619Q0092 1/25/2019

Stephanie Keo,Administrative Contracting Officer(ACO) 713.794.8055 2/25/2019

2:00PM CST

36256

Department of Veterans Affairs

Network Contracting Office 16

Michael E. DeBakey VA Medical Center

2002 Holcombe Boulevard

Houston TX 77030 4298 x 100 x

561320

$27.5 Million

X

N/A

X

36C580

Department of Veterans Affairs

Michael E. DeBakey VA Medical Center

Receiving Warehouse Building 100

2002 Holcombe Boulevard

Houston TX 77030-4298

36C256

Department of Veterans Affairs

Network Contracting Office 16

Michael E. DeBakey VA Medical Center

2002 Holcombe Boulevard

Houston TX 77030 4298

Department of Veterans Affairs

Financial Service Center

PO Box 149971

Austin TX 78714-9971

1-877-353-9791 512-460-5429

See CONTINUATION Page

Contractor shall provide medical physicist service for the

Michael E. DeBakey VA Medical Center, 2002 Holcombe Boulevard

Houston, TX 77030.

Reference Schedule of Services and Performance Work Statement on page 6 through 45.

This solicitation is set-aside to Service Disabled Veteran Owned

Small Business (SDVOSB).

Addendum to 52.212-1 is attached and provides instructions to contractor page 76 through 78.

See CONTINUATION Page

X x 1 (one)

Christopher D. Vu

VH-VHA-SAOC-2018-E8E15CC2

36C25619Q0092

Table of Contents

SECTION A

A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 PRICE COST SCHEDULE/ SCHEDULE OF SERVICES

B.3 PERFORMANCE WORK STATEMENT (PWS)

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL ITEMS (OCT

2018)

C.2 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.3 52.203-16 PREVENTING PERSONAL CONFLICTS OF INTEREST (DEC 2011)

C.4 52.204-9 PERSONAL IDENTITY VERIFICATION OF CONTRACTOR PERSONNEL

(JAN 2011)

C.5 52.204-21 BASIC SAFEGUARDING OF COVERED CONTRACTOR INFORMATION

SYSTEMS (JUN 2016)

C.6 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.7 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)

C.8 52.228-5 INSURANCE—WORK ON A GOVERNMENT INSTALLATION (JAN 1997) . 57

C.9 SUPPLEMENTAL INSURANCE REQUIREMENTS

C.10 VAAR 852.203-70 COMMERCIAL ADVERTISING (JAN 2008)

C.11 VAAR 852.219-75 SUBCONTRACTING COMMITMENTS MONITORING AND

COMPLIANCE (JUL 2018)

C.12 VAAR 852.219-10 VA NOTICE OF TOTAL SERVICE-DISABLED VETERAN-

OWNED SMALL BUSINESS SET-ASIDE (JUL 2016)(DEVIATION)

C.13 VAAR 852.219-74 LIMITATIONS ON SUBCONTRACTING—MONITORING AND

COMPLIANCE (JUL 2018)

C.14 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV

2012)

C.15 VAAR 852.237-7 INDEMNIFICATION AND MEDICAL LIABILITY INSURANCE

(JAN 2008)

C.16 VAAR 852.237-70 CONTRACTOR RESPONSIBILITIES (APR 1984)

C.17 MANDATORY WRITTEN DISCLOSURES

C.18 VAAR 852.270-1 REPRESENTATIVES OF CONTRACTING OFFICERS (JAN 2008) . 63

C.19 VAAR 852.271-70 NONDISCRIMINATION IN SERVICES PROVIDED TO

BENEFICIARIES (JAN 2008)

C.20 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL ITEMS (OCT 2018)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

D.1 – QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

D.2 – CONTRACTOR CERTIFICATION: IMMIGRATION AND NATIONALITY ACT OF

1952, AS AMENDED

D.3 – ORGANIZATIONAL CONFLICT OF INTEREST

D.4 - CONTRACTOR RULES OF BEHAVIOR

D.5 – PAST PERFORMANCE WORKSHEET

SECTION E - SOLICITATION PROVISIONS

E.1 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL ITEMS (OCT 2018)

E.2 ADDENDUM TO FAR 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL

ITEMS

E.3 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.4 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (JUL 2013)

E.5 52.216-1 TYPE OF CONTRACT (APR 1984)

E.6 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.7 VAAR 852.233-70 PROTEST CONTENT/ALTERNATIVE DISPUTE RESOLUTION

(OCT 2018)

E.8 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

E.9 52.212-2 EVALUATION—COMMERCIAL ITEMS (OCT 2014)

E.10 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—COMMERCIAL

ITEMS (OCT 2018)

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

(continuation from Standard Form 1449, block 18A.)

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

a. CONTRACTOR:

POC: ___________________________

Address: ________________________

Phone: __________________________

Email: __________________________

DUNS Number: ___________________

TAX ID: _________________________

b. GOVERNMENT:

Christopher D. Vu, Contracting Officer (CO) 36C256

Department of Veterans Affairs

Network Contracting Office (NCO)16

Michael E. DeBakey VA Medical Center

2002 Holcombe Boulevard

Houston TX 77030-4298

Phone: 713-794-7727

Email: christopher.vu2@va.gov

Stephanie Keo, Administrative Contracting Officer (ACO) 36C256

Department of Veterans Affairs

Network Contracting Office (NCO) 16

Michael E. DeBakey VA Medical Center

2002 Holcombe Boulevard

Houston TX 77030-4298

Phone: 713-794-8055

Email: stephanie.keo@va.gov

Contracting Officer Representative (COR):

Temenit Asgedom, Management and Program Analyst

Department of Veterans Affair

Michael E. DeBakey VA Medical Center

2002 Holcombe Boulevard

Houston, TX 77030-4298

Phone: 713-791-1414 x24387

Email: temenit.asgedom@va.gov mailto:christopher.vu2@va.gov mailto:stephanie.keo@va.gov mailto:temenit.asgedom@va.gov

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

[X] 52.232-33, Payment by Electronic Funds Transfer - System For Award Management

[] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [x] Monthly 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.

Department of Veterans Affairs

Financial Service Center

PO Box 149971

Austin TX 78714-9971

5. SECURE FAX: Please review VA Handbook 6500 that requires the following statement on all fax cover sheets be included: This fax is intended only for the use of the person or office to which it is addressed and may contain information that is privileged, confidential, or protected by law. All others are hereby notified that the receipt of this fax does not waive any applicable privilege or exemption for disclosure and that any dissemination, distribution, or copying of this communication is prohibited. If you have received this fax in error, please notify this office immediately at the telephone number listed above.

6. POST AWARD CONFERENCES: The Contracting Officer will schedule a post award orientation conference for contract orientation purposes as required by Information Letter (IL) 003A3-12-04 that provides documentation requirements for orientation conducted for post award conferences.

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

AMENDMENT NO DATE

B.2 PRICE COST SCHEDULE/ SCHEDULE OF SERVICES

The Contractor shall furnish all personnel to provide services necessary to perform onsite medical physics support for radiation oncology services to eligible beneficiaries of the Department of Veterans Affairs

Medical Center, Houston, TX (hereinafter referred to as the VA/VAMC).

All VA Radiation Oncology Services are accredited by American College of Radiology (ACR) and follow the standards & guidelines set forth by ACR. As such any Contractor providing on-site radiation oncology services must adhere to all the American College of Radiology Guidelines & Technical

Standards for Radiation Oncology:

http://www.acr.org/Quality-Safety/Standards-Guidelines/Practice-Guidelines-by-Modality/Radiation-

Oncology http://www.acr.org/Quality-Safety/Appropriateness-Criteria/New-and-Revised http://www.acr.org/Quality-Safety/Standards-Guidelines/Technical-Standards-by-Modality/Medical-

Physics

Pricing Instructions:

The contractor is instructed to edit the number of sub-clins to correspond with the number of key personnel submitted for the contract line item number (CLIN). Commercial health care offerors shall identify by level of experience the key personnel submitted. Also, renumber SUB-CLINs if adding or removing Key Personnel.

The contractor must complete and return all information designated under Addendum FAR 52.212-1-

Instruction to Offerors - Commercial. The Contractor shall propose one (1) Board Certified Senior

Therapeutic Medical Physicist (Chief) and two (2) Board Certified Therapeutic Medical Physicist required key personnel to be credentialed and be available for scheduling to meet the requirements of the contract.

Place of Performance: Services shall be provided on-site in Radiation Oncology Service, Michael E.

DeBakey VA Medical Center (MEDVAMC), 2002 Holcombe Blvd., Houston, TX 77030.

Note: Period of Performance for base and each option year is based on a twelve (12) month period, effective date and end date may change depending on when award will be made, but will be based on a twelve (12) month period.

PERIOD OF PERFORMANCE:

BASE YEAR: JULY 1, 2019 – JUNE 30, 2019

CLIN

No.

SUB-

Description Qty. Unit Unit Cost Total

Annual Cost

0001 None

Board Certified Therapeutic Medical

Physicist (there is no on-call requirement referenced in section 3.1.5 of the performance work statement)

4160 Hours

DO NOT

PRICE

DO NOT

PRICE

KEY PERSONNEL

http://www.acr.org/Quality-Safety/Standards-Guidelines/Practice-Guidelines-by-Modality/Radiation-Oncology http://www.acr.org/Quality-Safety/Standards-Guidelines/Practice-Guidelines-by-Modality/Radiation-Oncology http://www.acr.org/Quality-Safety/Appropriateness-Criteria/New-and-Revised http://www.acr.org/Quality-Safety/Standards-Guidelines/Technical-Standards-by-Modality/Medical-Physics http://www.acr.org/Quality-Safety/Standards-Guidelines/Technical-Standards-by-Modality/Medical-Physics

None 0001a

Board Certified Therapeutic Medical

Physicist

NAME: ________________________

LEVEL OF EXPERIENCE:

2080 Hours $_______/hr $_________

None 0001b

Board Certified Therapeutic Medical

2080 Hours $________/hr $__________

CLIN 0001 TOTAL FOR BASE TERM

Hours

Annual Cost

0002 None

Board Certified Senior Therapeutic

Medical Physicist (Chief).

(there is no on-call requirement referenced in section 3.1.5 of the performance work statement)

2080 Hours

DO NOT

PRICE

PRICE

KEY PERSONNEL

None 0002a

Board Certified Senior Therapeutic

Medical Physicist (Chief).

2080 Hours $______/hr $_______

CLIN 0002 TOTAL FOR BASE

TOTAL FOR BASE: ________________________

OPTION YEAR 1: JULY 1, 2019 – JUNE 30, 2020

Annual Cost

1001 None

Board Certified Therapeutic Medical

Physicist (there is no on-call requirement referenced in section 3.1.5 of the performance work statement)

4160 Hours

DO NOT

PRICE

DO NOT

None 1001a

Board Certified Therapeutic Medical

Hours $_________/hr $____________

None 1001b

Hours $__________/hr $____________

CLIN 1001 TOTAL FOR OPTION YEAR 1

Annual Cost

1002 None

Board Certified Senior Therapeutic

Medical Physicist (Chief).

(there is no on-call

PRICE

None 1002a

CLIN 1002 TOTAL FOR OPTION YEAR 1

TOTAL FOR OPTION YEAR 1: ___________________

OPTION YEAR 2: JULY 1, 2020 – JUNE 30, 2021

Annual Cost

2001 None

Board Certified Therapeutic Medical

Physicist (there is no on-call requirement referenced in section 3.1.5 of the performance work statement)

4160 Hours

DO NOT

PRICE

DO NOT

None 2001a

Hours $_________/hr $____________

None 2001b

Hours $__________/hr $____________

CLIN 2001 TOTAL FOR OPTION YEAR 2

Annual Cost

2002 None

Board Certified Senior Therapeutic

Medical Physicist (Chief).

(there is no on-call

PRICE

None 2002a

CLIN 2002 TOTAL FOR OPTION YEAR 2

TOTAL FOR OPTION YEAR 2: ___________________

OPTION YEAR 3: JULY 1, 2021 – JUNE 30, 2022

Description Qty. Unit *Unit Cost

Annual Cost

3001 None

Board Certified Therapeutic Medical

Physicist (there is no on-call requirement referenced in section 3.1.5 of the performance work statement)

4160 Hours

DO NOT

PRICE

DO NOT

None 3001a

TITLE/LEVEL OF EXPERIENCE:

None 3001b

CLIN 3001 TOTAL FOR OPTION YEAR 3

Annual Cost

3002 None

Board Certified Senior Therapeutic

Medical Physicist (Chief).

(there is no on-call

PRICE

None 3002a

CLIN 3002 TOTAL FOR OPTION YEAR 3

TOTAL FOR OPTION YEAR 3: ___________________

OPTION YEAR 4: JULY 1, 2022 – JUNE 30, 2023

Description Qty. Unit *Unit Cost

Annual Cost

4001 None

Board Certified Therapeutic Medical

Physicist (there is no on-call requirement referenced in section 3.1.5 of the performance work statement)

4160 Hours

DO NOT

PRICE

DO NOT

None 4001a

None 4001b

CLIN 4001 TOTAL FOR OPTION YEAR 4

Annual Cost

4002 None

Board Certified Senior Therapeutic

Medical Physicist (Chief).

(there is no on-call

PRICE

None 4002a

CLIN 4002 TOTAL FOR OPTION YEAR 4

TOTAL FOR OPTION YEAR 4: ___________________

BASE YEAR: _________________________

OPTION YEAR 1: _______________________

OPTION YEAR 2: _______________________

OPTION YEAR 3: _______________________

OPTION YEAR 4: _______________________

GRAND TOTAL INCLUDING ALL OPTION YEARS: _______________________

NOTE: The rates in effect under the contract each time an option is exercised in accordance with FAR

Clause 52.217-8 Option to Extend Services, will be the rates that apply to the option period being exercised.

B.3 PERFORMANCE WORK STATEMENT (PWS)

ONSITE MEDICAL PHYSICS AND SUPPORT SERVICES

1. GENERAL

1.1. SERVICES REQUIRED: The VA Radiation Oncology Services are accredited by ACR and follow the standards & guidelines set forth by American College of Radiology (ACR). As such any Contractor providing on-site radiation oncology services must adhere to all the American

College of Radiology Guidelines & Technical Standards for Radiation Oncology: A contractor providing on-site radiation oncology services must provide evidence the radiation oncology practice meets or exceeds the American College of Radiology Guidelines for Radiation

Oncology.

http://www.acr.org/Quality-Safety/Standards-Guidelines/Practice-Guidelines-by-

Modality/Radiation-Oncology http://www.acr.org/Quality-Safety/Standards-Guidelines/Technical-Standards-by-

Modality/Medical-Physics

1.2. PLACE OF PERFORMANCE: Services shall be provided on site in Radiation Oncology

Service, Michael E. DeBakey VA Medical Center, 2002 Holcombe Blvd., Houston, TX 77030.

1.3. Authority: Title 38 USC 8153 Contracting Authority combination with FAR Part 13.5.

1.4. Policy/Handbooks:

1.4.1. VA Directive 1663: Health Care Resources Contracting - Buying https://www1.va.gov/vapubs/viewPublication.asp?Pub_ID=969&FType=2

1.4.2. VHA Directive 1105.04, Fluoroscopy Safety

https://www.google.com/url?sa=t&rct=j&q=&esrc=s&source=web&cd=1&cad=rja&uact=8

&ved=2ahUKEwigzvCijNLfAhVxmeAKHUHqA_YQFjAAegQIBxAC&url=https%3A%2

F%2Fwww.va.gov%2Fvhapublications%2FViewPublication.asp%3Fpub_ID%3D7454&us g=AOvVaw0Dh8OtZsXdabmrPbZ4TWBH

1.4.3. VHA Directive 2006-041 “Veterans’ Health Care Service Standards” (expired but still in effect pending revision) https://www1.va.gov/vhapublications/ViewPublication.asp?pub_ID=1443

1.4.4. VHA Directive 2010-018 “Facility Infrastructure”

www.va.gov/vhapublications/ViewPublication.asp?pub_ID=2227

1.4.5. VHA Directive 1192 “Seasonal Influenza Prevention Program” https://www.publichealth.va.gov/docs/flu/VHA_Directive_1192_Sep

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

1.4.7. VHA Handbook 1100.18 Reporting And Responding To State Licensing Boards -http://www1.va.gov/vhapublications/ViewPublication.asp?pubID=1364 http://www.acr.org/Quality-Safety/Standards-Guidelines/Practice-Guidelines-by-Modality/Radiation-Oncology http://www.acr.org/Quality-Safety/Standards-Guidelines/Practice-Guidelines-by-Modality/Radiation-Oncology http://www.acr.org/Quality-Safety/Appropriateness-Criteria/New-and-Revised http://www.acr.org/Quality-Safety/Standards-Guidelines/Technical-Standards-by-Modality/Medical-Physics http://www.acr.org/Quality-Safety/Standards-Guidelines/Technical-Standards-by-Modality/Medical-Physics https://www1.va.gov/vapubs/viewPublication.asp?Pub_ID=969&FType=2 https://www.google.com/url?sa=t&rct=j&q=&esrc=s&source=web&cd=1&cad=rja&uact=8&ved=2ahUKEwigzvCijNLfAhVxmeAKHUHqA_YQFjAAegQIBxAC&url=https%3A%2F%2Fwww.va.gov%2Fvhapublications%2FViewPublication.asp%3Fpub_ID%3D7454&usg=AOvVaw0Dh8OtZsXdabmrPbZ4TWBH https://www.google.com/url?sa=t&rct=j&q=&esrc=s&source=web&cd=1&cad=rja&uact=8&ved=2ahUKEwigzvCijNLfAhVxmeAKHUHqA_YQFjAAegQIBxAC&url=https%3A%2F%2Fwww.va.gov%2Fvhapublications%2FViewPublication.asp%3Fpub_ID%3D7454&usg=AOvVaw0Dh8OtZsXdabmrPbZ4TWBH https://www.google.com/url?sa=t&rct=j&q=&esrc=s&source=web&cd=1&cad=rja&uact=8&ved=2ahUKEwigzvCijNLfAhVxmeAKHUHqA_YQFjAAegQIBxAC&url=https%3A%2F%2Fwww.va.gov%2Fvhapublications%2FViewPublication.asp%3Fpub_ID%3D7454&usg=AOvVaw0Dh8OtZsXdabmrPbZ4TWBH https://www.google.com/url?sa=t&rct=j&q=&esrc=s&source=web&cd=1&cad=rja&uact=8&ved=2ahUKEwigzvCijNLfAhVxmeAKHUHqA_YQFjAAegQIBxAC&url=https%3A%2F%2Fwww.va.gov%2Fvhapublications%2FViewPublication.asp%3Fpub_ID%3D7454&usg=AOvVaw0Dh8OtZsXdabmrPbZ4TWBH https://www1.va.gov/vhapublications/ViewPublication.asp?pub_ID=1443 http://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=2227 https://www.publichealth.va.gov/docs/flu/VHA_Directive_1192_Sep http://www1.va.gov/vhapublications/ViewPublication.asp?pubID=2135 http://www1.va.gov/vhapublications/ViewPublication.asp?pubID=1364

1.4.8. VHA Handbook 1100.19 Credentialing and Privileging -

http://www1.va.gov/vhapublications/ViewPublication.asp?pubID=1806

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

1.4.10. VHA Handbook 1907.01 Health Information Management and Health Records:

http://www1.va.gov/vhapublications/ViewPublication.asp?pub_ID=2791

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

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

1.5. DEFINITIONS/ACRONYMS:

1.5.1. AAPM: American Association of Physics in Medicine

1.5.2. ACGME: Accreditation Council for Graduate Medical Education

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

1.5.4. ACO: Administrative Contracting Officer

1.5.5. AOA: American Osteopathic Association

1.5.6. BAA : Business Associate Agreement

1.5.7. CAMPEP: Commission on Accreditation of Medical Physics Educational Programs

(http://www.campep.org/default.asp)

1.5.8. CDC: Centers for Disease Control and Prevention

1.5.9. CEU: Certified Education Unit

1.5.10. CME: Continuing Medical Education

1.5.11. CMS: Centers for Medicare and Medicaid Services

1.5.12. CO: Contracting Officer

1.5.13. COR: Contracting Officer’s Representative

1.5.14. COS: Chief of Staff

1.5.15. CPARS: Contractor Performance Assessment Reporting System

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

1.5.17. FSMB: Federation of State Medical Boards

1.5.18. 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.

1.5.19. HHS: Department of Health and Human Services

1.5.20. 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 HH.S regarding the practice of health care infection control, strategies for surveillance and prevention and control of health care associated infections in

United States health care facilities.

1.5.21. HIPAA: Health Insurance Portability and Accountability Act http://www1.va.gov/vhapublications/ViewPublication.asp?pubID=1806 http://vaww.va.gov/vhapublications/ViewPublication.asp?pub_ID=2815 http://www1.va.gov/vhapublications/ViewPublication.asp?pub_ID=2791 http://www.justice.gov/oip/foia_updates/Vol_XVII_4/page2.htm http://www.acr.org/ http://www.campep.org/default.asp

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

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

1.5.24. ISO: Information Security Officer

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

1.5.26. IROC: Imaging and Radiation Oncology Core.

1.5.27. NHPP: National Health Physics Program

1.5.28. NROP: National Radiation Oncology Program

1.5.29. NRSC: National Radiation Safety Committee

1.5.30. POP: Period of Performance

1.5.31. PPD: Purified Protein Derivative

1.5.32. PWS: Performance Work Statement

1.5.33. QA/QI: Quality Assurance/Quality Improvement

1.5.34. QM/PI: Quality Management/Performance Improvement

1.5.35. QASP: Quality Assurance Surveillance Plan

1.5.36. QMP: Quality Management Program

1.5.37. RPC: Radiological Physics Center

1.5.38. SPE: Senior Procurement Executive

1.5.39. 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.

1.5.40. SRT: Stereotactic Radio Therapy

1.5.41. TJC: The Joint Commission

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

1.5.43. VA: Department of Veterans Affairs

1.5.44. VAMC: Veterans Affairs Medical Center

1.5.45. VETPro: a federal web-based credentialing program for healthcare providers.

1.5.46. VHA: Veterans Health Administration

2. QUALIFICATIONS:

2.1. Staff and Facility:

2.1.1. License – License – Therapeutic Medical Physicists (TMP) assigned by the Contractor to perform the services covered by this contract must have board certification by the American

Board of Radiology, but for the VA they do not have to hold a valid TMP state license, Territory, or Commonwealth of the United States or the District of Columbia) when services are performed onsite on VA property.

2.1.2. Board Certification - All TMP (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.

2.1.2.1. 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.

2.1.3. Credentialing of Health Care Professionals other than medical physicists: 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.

2.1.3.1. If a contractor’s medical physicist (s) and/or other contract provider (s) are not credentialed and privileged or has credentials/privileges suspended or revoked, the

Contractor shall furnish an acceptable substitute without any additional cost to the government.

2.1.3.2. Credentialing of Health Care Professionals other than medical physicists. 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.

2.1.4. Technical Proficiency - Contractor’s medical physicist (s) and other contract provider (s) shall be technically proficient in the skills necessary to fulfill the government’s requirements, including the ability to speak, understand, read and write English fluently.

Contractor shall provide documents 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 medial physicist (s) s and other contract provider (s) shall have knowledge of professional care theories, principles, practices, and procedures to serve radiation oncology patient population. Contractor’s medial physicist (s) and other contract provider (s) 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 medical physicist (s) and other contract provider (s) shall be responsible for abiding by the Facility's Medical Staff By-

Laws, rules, and regulations (referenced herein) that govern medical staff behavior.

2.1.5. 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 credentials office for tracking. These documents are required for initial and renewal privileging. Failure to provide shall result in loss of privileges.

2.1.6. Training and VA MANDATORY): Contractor shall meet all VA educational requirements and mandatory course requirements defined herein; all training must be completed by the contractor’s medial physicist (s) as required by the VA. Other training may become required. Items listed as N/A are not applicable. VA will communicate any changes to the training requirement to the contractor.

Training Frequency (once a year, etc)

Annual Hours

Age Specific and Cultural

Competencies

N/A N/A

Active Threat Training N/A N/A

Blood Administration:

Complications

N/A N/A

Blood Administration:

Administration (all contract employees who administer blood components)

N/A N/A

Government Ethics N/A N/A

Hospice and Pallative Care for VA

Clinicians

N/A N/A

Military Sexual Trauma (MST) for

Medical Providers

N/A N/A

Moderate Sedation In-Service

Training

N/A N/A

Prevention of Workplace

Harassment/No Fear Act

Every 2 years 1.0 hr

VHA MRI Safety Training Level 1

Training (all who enter MRI suites)

N/A N/A

VA Core Values Training (ICARE

Recommitment)

N/A N/A

VA Privacy and Information

Security Awareness and Rules of

Behavior

Annually 1.0 hr

VHA Privacy and HIPAA Focused

Training

Annually 1.0 hr

ACLS/BLS N/A N/A

Patient Safety N/A N/A

Patient Rights N/A N/A

Patient Abuse N/A N/A

Prevention/Management of

Disruptive Behavior/Violence

Prevention Level I

N/A N/A

Suicide Prevention: Suicide Risk

Management Training for Clinicians

N/A N/A

SUX Infection Control and Bood

Borne Pathogens

N/A N/A

CPRS N/A N/A

VISTA Imaging N/A N/A

2.1.7. Standard Personnel testing (PPD, etc.): Contractor shall provide proof of the following tests for medical physicists within five (5) calendar days after contract award and prior to the first duty shift to the COR and Contracting Officer. Tests shall be current within the past year.

2.1.7.1. TUBERCULOSIS TESTING: Contractor shall provide proof of a negative

Tuberculosis Skin Test (TST) or interferon-gamma release assays (IGRA) for all

Contractor’s medical physicist (s) {This is applicable to all health care workers}. A negative chest radiographic report for active tuberculosis shall be provided in cases of positive TST or IGRA results. The TST or IGRA testing shall be repeated annually.

2.1.7.2. MEASLES, MUMPS, & RUBELLA TESTING: Contractors shall provide proof of immunity for all Contractor medial physicist s {This is applicable to all health care workers}.

2.1.7.3. VARICELLA: Contractors shall provide proof of immunity for all Contractor medial physicist s {This is applicable to all health care workers}.

2.1.7.4. ACELLULAR PERTUSSIS: Contractors shall provide proof of 1 dose of Tdap vaccination for all Contractor medial physicists {This is applicable to all health care workers}.

2.1.7.5. INFLUENZA: Contractors shall provide proof that all Contractor medical physicists have received the annual Influenza vaccine unless it is contraindicated. If the

Contractor medial physicist has a medical contraindication to the vaccine they shall be required to wear a mask during the Influenza season. {This is applicable to all health care workers}.

2.1.7.6. OSHA REGULATION CONCERNING OCCUPATIONAL EXPOSURE TO

BLOODBORNE PATHOGENS: Contractor shall provide evidence of completing and passing generic self-study blood-borne pathogen training for all Contractor’s medial physicist (s) {This is applicable to all health care workers}; provide their own Hepatitis

B vaccination series and hepatitis B surface antigen test results 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.

2.1.7.7. The VAMC shall notify the Contractor of any significant communicable disease exposures as appropriate. Contractor 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. Contractor shall provide follow up documentation of clearance to return to the workplace prior to their return.

2.1.8. National Provider Identifier (NPI): NPI is not required for the contract

2.1.9. DEA - DEA certificate not applicable.

2.1.10. Conflict of Interest: The Contractor and all contractor’s Medical Physicist (s) and other contract provider (s) are responsible for identifying and communicating to the CO and COR conflicts of interest at the time of quotes and during the entirety of contract performance. At the time of quotes, the Contractor shall provide a statement which describes, in a concise manner, all relevant facts concerning any past, present, or currently planned interest

(financial, contractual, organizational, or otherwise) or actual or potential organizational conflicts of interest relating to the services to be provided. The Contractor shall also provide statements containing the same information for any identified consultants or http://www.cdc.gov/hicpac/pdf/InfectControl98.pdf 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.

2.1.11. Citizenship related Requirements:

2.1.11.1. 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.

2.1.11.2. 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.

2.1.11.3. 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.

2.1.11.4. 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.

2.1.11.5. The Contractor agrees to obtain a similar certification from its subcontractors.

The certification shall be made as part of the offerors response to the RFQ using the subject attachment in Section D of the solicitation document.

2.1.12. 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.

2.1.12.1. 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 contractor’s medical physicist (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 http://oig.hhs.gov/exclusions/index.asp contracts with excluded individuals to provide items or services to Federal program beneficiaries.

2.1.12.2. By submitting their quotes, 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.

2.2. Clinical/Professional Performance: 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 performance monitoring and review of all clinical personnel covered by this contract for quality purposes will be provided by the VAMC COS and/or the Chief of the Service or his designee. A clinical COR may be appointed, however, only the CO is authorized to consider any contract modification request and/or make changes to the contract during the administration of the resultant contract.

2.3. Non Personal Healthcare Services: The parties agree that the Contractor and all contractor’s medical physicist (s) and other contract provider (s) shall not be considered VA employees for any purpose.

2.4. Indemnification: The Contractor shall be liable for, and shall indemnify and hold harmless the

Government against, all actions or claims for loss of or damage to property or the injury or death of persons, arising out of or resulting from the fault, negligence, or act or omission of the

Contractor, its agents, or employees.

2.5. Prohibition Against Self-Referral: Contractor’s Medical Physicist are prohibited from referring

VA patients to contractor’s or their own practice(s).

2.6. Inherent Government Functions: Contractor and Contractor’s Medical Physicist (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.

2.7. No Employee status: The Contractor shall be responsible for protecting Contractor’s Medical

Physicist (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:

2.7.1. Workers’ compensation

2.7.2. Professional liability insurance

2.7.3. Health examinations

2.7.4. Income tax withholding, and

2.7.5. Social security payments.

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

2.9. 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 Diagnostic and Therapeutic Care Line Executive or designee and in accordance with

American College of Radiology staffing guidelines.

2.9.1. Board Certified Senior Therapeutic Medical Physicist (Chief) required to be on-site 1.0 FTE per daily during clinical hours.

2.9.2. Board Certified Therapeutic Medical Physicist required to be on-site 2.0 FTE daily during clinical hours.

2.9.3. The Contractor shall be responsible for providing coverage to the VA during periods of vacancies of the Contractor’s personnel due to sick leave, personal leave, vacations and additional coverage as required. In the event a scheduled medical physicist is unable to complete an assigned shift, the contractor shall provide replacement medical physicist coverage within 2 hours and notify the Contracting Office Representative (COR) at the MEDVAMC immediately of the schedule change.

2.9.4. Personnel 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 day (s) 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.

2.9.4.1. 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.

2.9.4.2. For temporary substitutions where the key person shall not be reporting to work for three 3 consecutive work days 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.

2.9.4.3. 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

Contractor’s Medical Physicist (s), s/he may request, without cause, immediate replacement of said Contractor’s Medical Physicist (s). The CO and COR shall deal with issues raised concerning Contractor’s Medical Physicist (s) conduct. The final arbiter on questions of acceptability is the CO.

2.9.4.4. Contingency Plan: Because continuity of care is an essential part of VAMC’s medical services, The Contractor shall have a contingency plan in place to be utilized if the Contractor’s Medical Physicist (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: Contract staff shall be available for clinic during normal treatment hours, Monday through Friday Local Time, 8:00 a.m. to 4:30 p.m. Tours may vary, on a rotating basis, as needed. Tour times could be 8:00 a.m. to 4:30 p.m., 9:00 a.m. to 5:30 p.m., 10:00 a.m. to 6:30 p.m., or 11:00 a.m. to 7:30 p.m.

3.1.1. Full time equivalent (FTE) is defined by VA as a minimum of 80 hours every 2 weeks and does not include holidays.

3.1.2. Medical physics quality assurance testing, calibration and other special measurements are performed after patients are through being treated for the day. Hours are paid the same as normal duty hours.

3.1.3. Physicists’ regular tours of duty will be determined by the COR and shall be on a rotating basis to ensure normal clinic hours and quality assurance duties are regularly covered.

3.1.4. Contractor’s medical physicist (s) shall be available and present in clinic during normal

MEDVAMC clinic hours, MEDVAMC which will be established, and may be revised, as deemed appropriate for patient care by the Chief of Radiation Oncology or designee.

Currently, normal clinic hours are listed under section 3.1.

3.1.5. There is no on-call requirement for these services.

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

Affairs:

• New Year’s Day

• President’s Day

• Martin Luther King’s Birthday

• Memorial Day

• Independence Day

• Labor Day

• Columbus Day

• Veterans Day

• Thanksgiving

• Christmas

• Any day specifically declared to be a national holiday.

3.1.7. When a holiday falls on a nonworkday -- Saturday or Sunday -- the holiday usually is observed on Monday (if the holiday falls on Sunday) or Friday (if the holiday falls on

Saturday).

3.1.8. Unless a state of emergency has been declared, the Contractor shall be responsible for providing services.

4. CONTRACTOR RESPONSIBILITIES

4.1. SERVICES REQUIRED:

Board Certified Senior Therapeutic Medical Physicist (Chief) required to be on-site 1.0 FTE per daily during clinical hours.

Board Certified Therapeutic Medical Physicist required to be on-site 2.0 FTE daily during clinical hours.

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 MEDVAMC medical professionals, including, but not limited to, NHPP, AAPM and TJC standards and ACR 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 ACR national standards as established by:

4.2.1. The American College of Radiology (ACR) Guidelines for Radiation Oncology.

http://www.acr.org/Quality-Safety/Standards-Guidelines/Practice-Guidelines-by-

Modality/Radiation-Oncology http://www.acr.org/Quality-Safety/Standards-Guidelines/Technical-Standards-by-

Modality/Medical-Physics

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

4.2.3. VA Standards: VHA Directive 2006-041 “Veterans’ Health Care Service Standards”

(expired but still in effect pending revision) https://www1.va.gov/vhapublications/ViewPublication.asp?pub_ID=1443

4.2.4. The standards of the American Hospital Association

http://www.hpoe.org/resources?show=100&type=8 and;

4.2.5. The requirements contained in this PWS

4.3. MEDICAL RECORDS

4.3.1. Authorities: Contractor’s medical physicist (s) 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 in order for Covered Entity to disclose Protected Health Information to:

a health care provider for treatment. Based on this exception, a BAA is not required for this contract. Treatment and administrative patient records generated by this contract or provided to the Contractors by the VA are covered by the VA system of records entitled

‘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.