36C25622R0077 Solicitation.pdf

PAGE 1 OF 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. NOV 2021)

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

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

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

667-22-1-064-0005

Purchase Order#:

36C25622R0077 05-12-2022

Billy R. Morris 501-257-1820 06-01-2022

Department of Veterans Affairs

NCO 16

Central Arkansas Veterans HCS 2200 Fort Roots Drive, Bldg 41, Room 200 North Little Rock AR 72114 1706

X 100

X

561320

$30 Million

N/A

X

Department of Veterans Affairs Overton Brooks VA Medical Center 510 E. Stoner Ave.

Shreveport LA 71101

NCO 16

Central Arkansas Veterans HCS 2200 Fort Roots Drive, Bldg 41, Room 200 North Little Rock AR 72114 1706

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

1-877-489-6135

See CONTINUATION Page

The contractor will furnish Therapeutic Medical Physicist (TMP) Services at Overton Brooks VA Medical Center.

Period of Performance is July 1, 2022 to June 30, 2027 With 5 twelve-month Ordering Periods.

Reference Schedule of Services on Page 14.

Proposals are due by June 01, 2022 at 3:00 PM CST.

No late Proposals will be accepted. All questions must be submitted via email to billy.morris@va.gov No Later than May 19, 2022 at 3:00 PM CST.

$0.00 See CONTINUATION Page

667-22-1-064-0005

X X

X 1

Billy Morris Contracting Officer

36C25622R0077

Table of Contents

SECTION A .................................................................................... Error! Bookmark not defined.

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

AND COMMERCIAL SERVICES ..................................... Error! Bookmark not defined.

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES (NOV 2021)

C.2 52.216-18 ORDERING (AUG 2020)

C.3 52.216-22 INDEFINITE QUANTITY (OCT 1995)

C.4 VAAR 852.212-70 PROVISIONS AND CLAUSES APPLICABLE TO VA

ACQUISITION OF COMMERCIAL ITEMS (APR 2020)

C.5 52.216-19 ORDER LIMITATIONS (OCT 1995)

C.6 VAAR 852.219-74 LIMITATIONS ON SUBCONTRACTING—MONITORING AND

COMPLIANCE (JUL 2018)

C.7 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.8 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (JAN 2022)

C.9 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.10 52.204-21 BASIC SAFEGUARDING OF COVERED CONTRACTOR

INFORMATION SYSTEMS (NOV 2021)

C.11 VAAR 852.219-77 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING—

CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (SEP 2021)

(DEVIATION)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

SECTION E - SOLICITATION PROVISIONS

E.1 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (NOV 2021)

E.2 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

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

1998)

E.4 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (NOV 2021)

E.5 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (NOV 2021)

E.6 VAAR 852.209-70 ORGANIZATIONAL CONFLICTS OF INTEREST (OCT 2020)

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR:

b. GOVERNMENT: Billy Morris, Contracting Officer (billy.morris@va.gov)

NCO 16

Central Arkansas Veterans HCS

2200 Fort Roots Drive, Bldg 41, Room 200

North Little Rock AR 72114 1706

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, or

[] 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.

FSC e-Invoice Payment http://www.fsc.va.gov/fsc/einvoice.asp

Invoice Setup Information 1-877-489-6135 invoice must be submitted electronically

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

AMENDMENT NO DATE

Version 10 (3/2/2022)

B.2 SCHEDULE OF SERVICES

The Contractor shall furnish all personnel to provide services necessary to perform onsite Therapeutic Medical Physicist services to eligible beneficiaries of the Department of Veterans Affairs Medical Center, Overton Brooks Medical Center in Shreveport, Louisiana (hereinafter referred to as VAMC). This requirement is for One (1) Full Time Chief Therapeutic Medical Physicist (CTMP) and One (1) Part Time Therapeutic Medical Physicist (TMP).

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

Place of Performance: Services shall be provided on site in Radiation Oncology Service, Overton Brooks Medical Center in Shreveport, LA.

Period of Performance: 1 July 2022 to 30 June 2027

Ordering Period 1: 1 July 2022 to 30 June 2023

LIN

No.

SUB-

LIN

Description

Qty.

Unit

Unit Cost

Total Annual Cost

None

Board Certified Chief Therapeutic Medical Physicist Services

2,080

Hours

DO NOT

PRICE

0001a

Chief Therapeutic Medical Physicist

NAME:

TITLE/LEVEL OF EXPERIENCE:

$ /hr.

Board Certified Therapeutic Medical Physicist Services

1,040

DO NOT PRICE

0002a

Therapeutic Medical Physicist

NAME:

TITLE/LEVEL OF

EXPERIENCE:

TOTAL FOR ORDERING PERIOD 1 $

Ordering Period 2: 1 July 2023 to 30 June 2024

No.

1001a

Physicist

1002a

Physicist

NAME:

TOTAL FOR ORDERING PERIOD 2 $

Ordering Period 3: 1 July 2024 to 30 June 2025

LIN

No.

2001a

Physicist

2002a

Physicist

NAME:

TOTAL FOR ORDERING PERIOD 3 $

Ordering Period 4: 1 July 2025 to 30 June 2026

LIN

No.

3001a

Physicist

3002a

Physicist

NAME:

TOTAL FOR ORDERING PERIOD 4 $

Ordering Period 5: 1 July 2026 to 30 June 2027

LIN

No.

4001a

Physicist

4002a

Physicist

NAME:

TOTAL FOR ORDERING PERIOD 5 $

Total for all Ordering Periods: $

Estimated Quantities - All quantities listed herein are estimated quantities. The Government is not obligated to purchase any specified amount of services under this contract but will be obligated to make payment for all services requested and received in the quantities and of the quality requested. The Government does not guarantee or imply that any fixed number of orders/referrals for services will be placed under the resultant contract.

Task Orders will be issued by the Contracting Officer to fund services provided against the contract.

B.3 PERFORMANCE WORK STATEMENT (PWS)

THERAPEUTIC MEDICAL PHYSICIST SUPPORT SERVICES

1. GENERAL

SERVICES REQUIRED: The VA Radiation Oncology Services are accredited by a nationally recognized accrediting body contracted through NROP. As such any Contractor providing on-site radiation oncology services must adhere to Guidelines & Technical Standards for Radiation Oncology promulgated by the American College of Radiology, American Society for Radiation Oncology and American Association for Physicist in Medicine: A contractor providing on-site radiation oncology services must provide evidence the radiation oncology practice meets or exceeds the established clinical practice guidelines and standards.

1.1. PLACE OF PERFORMANCE: Veterans Affairs Overton Brooks Medical Center in

Shreveport, Louisiana

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

Authority.

1.3. Policy/Handbooks:

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

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

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

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

1.3.5. VHA Handbook 1100.19 Credentialing and Privileging -

https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=1806

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

1.3.7. VHA Handbook 1907.01 Health Information Management and Health

Records:

https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=3088 https://www.va.gov/vapubs/viewPublication.asp?Pub_ID=969&FType=2 https://www.va.gov/vapubs/viewPublication.asp?Pub_ID=969&FType=2 https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=7475 https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=2135 https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=1364 https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=1806 https://vaww.va.gov/vhapublications/ViewPublication.asp?pub_ID=2815 https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=3088

1.3.8. VHA Directive 1156 Accreditation of VHA Radiation Oncology Services/Sections:

https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=7450

1.3.9. VHA Directive 1414 Stereotactic Body Radiotherapy:

https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=8197

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

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

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

1.4. DEFINITIONS/ACRONYMS:

1.4.1. AAPM: American Association of Physics in Medicine

1.4.2. ACGME: Accreditation Council for Graduate Medical Education

1.4.3. ABR: American Board of Radiology

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

1.4.5. ACO: Administrative Contracting Officer

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

1.4.7. AOA: American Osteopathic Association

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

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

1.4.10 BAA: Business Associate Agreement

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

1.4.10. CDC: Centers for Disease Control and Prevention

1.4.11. CEU: Certified Education Unit

1.4.12. CME: Continuing Medical Education

https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=7450 https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=8197 http://www.nrc.gov/reading-rm.html http://www.justice.gov/oip/foia_updates/Vol_XVII_4/page2.htm http://www.acr.org/ https://www.astro.org/Daily-Practice/Accreditation http://www.campep.org/default.asp

1.4.13. CMS: Centers for Medicare and Medicaid Services

1.4.14. CO: Contracting Officer

1.4.15. COR: Contracting Officer’s Representative

1.4.16. COS: Chief of Staff

1.4.17. CPARS: Contractor Performance Assessment Reporting System

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

1.4.19. FSMB: Federation of State Medical Boards

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

1.4.21. HHS: Department of Health and Human Services

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

1.4.23. HIPAA: Health Insurance Portability and Accountability Act

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

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

1.4.26. IROC: Imaging and Radiation Oncology Core

1.4.27. ISO: Information Security Officer

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

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

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

1.4.30. NROP: National Radiation Oncology Program

1.4.31. NRSC: National Radiation Safety Committee

1.4.32. POP: Period of Performance

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

1.4.33. PPD: Purified Protein Derivative

1.4.34. PWS: Performance Work Statement

1.4.35. QASP: Quality Assurance Surveillance Plan

1.4.36. QMP: Quality Management Program

1.4.37. SPE: Senior Procurement Executive

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

1.4.39. SBRT: Stereotactic Body Radiotherapy

1.4.40. TJC: The Joint Commission

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

1.4.42. TMP: Therapeutic Medical Physicist

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

1.4.44. VA: Department of Veterans Affairs

1.4.45. VAMC: Veterans Affairs Medical Center

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

1.4.47. VHA: Veterans Health Administration

2. QUALIFICATIONS:

2.1.1. Chief Therapeutic Medical Physicist and Therapeutic Medical Physicist must be

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

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

2.2. Qualifications:

2.2.1. Board Certified Chief Therapeutic Medical Physicist–Ph.D. Level: Must have at least five (5) years of documented post-board experience after board certification and at least three (3) years of continuous work experience within the last five (5) years to ensure the TMP’s experience is current and relevant.

Senior TMP must also have the following minimum years of experience, expertise, and knowledge on the following procedures, equipment, and software:

2.2.1.1. Five (5) years of experience – Documentation detailing experience in all aspects of clinical physics operations.

2.2.1.2. Three (3) years of experience – Documentation detailing clinical experience as Therapeutic Medical Physics in an accredited radiation oncology service.

2.2.1.3. Three (3) years of experience - Hands -on experience on a state-of-the-art radiation delivery system

2.2.1.4. Three (3) years of experience -Image Guided Radiation Therapy (IGRT) including Cone Beam CT and optical surface imaging systems

2.2.1.5. Three (3) year of experience - 3D treatment planning system; and radiotherapy record & verify system, including the following treatment planning and delivery techniques: 2D/3D Conformal, SRS, IGRT, SBRT, IMRT/VMAT, and Brachytherapy

2.2.1.6. Three (3) years of experience - State-of-the-art QA devices for all advanced procedures such as SRS, SBRT, and IMRT.

2.2.1.7. Three (3) years of experience - CT Simulator including 4D imaging.

2.2.1.8. Successfully perform one (1) acceptance testing (i.e., work with vendor to ensure proper working condition during installation) on a state-of-the-art linear accelerator.

2.2.1.9. Successfully perform one (1) clinical commissioning of (i.e., gathered necessary measurements or data) a linear accelerator for a treatment planning system.

2.2.1.10. Understanding of the risk-assessment techniques recommended in the AAPM Report TG-100

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

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

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

2.2.2.3. One (1) year of experience -

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

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

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

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

2.3. Technical Proficiency - Contract 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 provider (s) shall have knowledge of professional care theories, principles, practices, and procedures to serve radiation oncology patient population. Contractor’s 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 contract provider (s) shall be responsible for abiding by the Facility's Medical Staff By-Laws, rules, and regulations that govern medical staff behavior.

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

2.5. Training (BLS CPRS and VA MANDATORY): Contract provider(s) shall meet all VA educational requirements and mandatory course requirements defined herein;

all training must be completed by the contract provider(s) as required by the VA.

Required training courses include but are not limited to: Patient Safety, Suicide Prevention, Infection Control, and Blood Borne Pathogens.

2.6. Standard Personnel Testing/Infection Control: The Contractor must provide documentation that demonstrates that all Contractor employees have a satisfactory health status, including a current physical and the below tests, per the CDC immunization recommendations for healthcare workers:

https://www.cdc.gov/vaccines/adults/rec-vac/hcw.html. The required proof must be provided within 14 calendar days after contract award and prior to a TMPs’ performance of services under the contract.

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

https://www.cdc.gov/tb/topic/infectioncontrol/healthcarepersonnel-faq.htm

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

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

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

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

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

https://www.cdc.gov/vaccines/adults/rec-vac/hcw.html https://www.cdc.gov/tb/topic/infectioncontrol/healthcarepersonnel-faq.htm

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

Contractors shall provide follow up documentation of clearance to return to the workplace prior to their return.

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

Contractors shall provide follow up documentation of clearance to return to the workplace prior to their return.

2.7. Conflict of Interest: The Contractor and all contract provider (s) are responsible for identifying and communicating to the CO and COR conflicts of interest at the time of proposal and during the entirety of contract performance. At the time of proposal, the Contractor shall provide a statement which describes, in a concise manner, all relevant facts concerning any past, present, or currently planned interest (financial, contractual, organizational, or otherwise) or actual or potential organizational conflicts of interest relating to the services to be provided. The Contractor shall also provide statements containing the same information for any identified consultants or subcontractors who shall provide services. The Contractor must also provide relevant facts that show how it’s organizational and/or management system or other actions would avoid or mitigate any actual or potential organizational conflicts of interest. These statements shall be in response to the VAAR provision 852.209-70 Organizational Conflicts of Interest (Jan 2008) and fully outlined in response to the subject attachment in Section D of the solicitation document.

2.8. Citizenship related Requirements:

2.8.1. 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.

2.8.2. 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 http://www.cdc.gov/hicpac/pdf/InfectControl98.pdf http://www.cdc.gov/hicpac/pdf/InfectControl98.pdf comply with all “E-Verify” requirements consistent with “Executive Order 12989” and any related pertinent Amendments, as well as applicable Federal Acquisition Regulations.

2.8.3. 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.

2.8.4. 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.

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

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

2.9. 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.

2.9.1. Therefore, Contractor shall review the HHS OIG List of Excluded Individuals/Entities on the HHS OIG web site at http://oig.hhs.gov/exclusions/index.asp to ensure that the proposed contract provider(s) is not listed. Contractor should note that any excluded individual or entity that submits a claim for reimbursement to a Federal health care program, or causes such a claim to be submitted, may be subject to a Civil Monetary Penalty (CMP) for each item or service furnished during a period that the person was excluded and may also be subject to treble damages for the amount claimed for each item or service. CMP’s may also be imposed against the Contractor that employ or enter into contracts with excluded individuals to provide items or services to Federal program beneficiaries.

2.9.2. By submitting their proposal, the Contractor certifies that the HHS OIG List of Excluded Individuals/Entities has been reviewed and that the Contractors are and/or firm is not listed as of the date the offer/bid was signed.

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

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

2.12. Inherent Government Functions: Contractor and 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.

2.13. No Employee status: The Contractor shall be responsible for protecting 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:

2.13.1. Workers’ compensation

2.13.2. Professional liability insurance

2.13.3. Health examinations

2.13.4. Income tax withholding, and

2.13.5. Social security payments.

2.14. Tort Liability: The Federal Tort Claims Act does not cover Contractor or contract provider (s). When a Contractor or contract provider (s) has been identified as a provider in a tort claim, the Contractor shall be responsible for notifying their legal counsel and/or insurance carrier. Any settlement or judgment arising from a Contractor’s (or contract provider (s)) action or non-action shall be the responsibility of the Contractor and/or insurance carrier.

2.15. 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 VAMC Chief of Staff and in accordance with American College of Radiology staffing guidelines.

2.15.1. The Board Certified Chief Therapeutic Medical Physicist is required to perform services at least 50% of the time per week during clinical hours while patients are being treated.

2.15.2. The number of Therapeutic Medical Physicists required to be on site daily is one (1) as defined in paragraph Hours of Operation in this section.

2.16. Emergency Substitutions: During the first ninety (90) calendar days of performance, the Contractor shall make NO substitutions of key personnel unless the substitution is necessitated by illness, death, or termination of employment. The Contractor shall notify the CO, in writing, within 15 calendar days after the occurrence of any of these events and provide the information required below. After 90 days, the Contractor shall submit the information required below to the CO at least 15 calendar days prior to making any permanent substitutions.

2.16.1. 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.

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

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

3. VA HOURS OF OPERATION/SCHEDULING:

3.1. VA Business Hours: Monday through Friday from 8:00 a.m. to 4:30 p.m. to include 30 minutes unpaid lunch period.

3.2. Work Schedule: 20 hours per week, Monday through Friday between 8:00 a.m. to 4:30 p.m.

3.2.1. Contract physicists shall be available during normal VAMC clinic hours, VAMC which will be established, and may be revised, as deemed appropriate for patient care by the Chief of Staff. Currently, normal clinic hours are Monday through Friday, 8:00 a.m. to 4:30 p.m.

3.2.2. The CTMP may perform work after normal business hours as their calibrations and measurements must be done after patient treatments. However, the

CTMP must be on-site during clinical operational hours at least 50% of the time.

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

• New Year’s Day

• President’s Day

• Martin Luther King’s Birthday

• Memorial Day

• Juneteenth

• Independence Day

• Labor Day

• Columbus Day

• Veterans Day

• Thanksgiving

• Christmas

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

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

4. CONTRACTOR RESPONSIBILITIES

4.1. SERVICES REQUIRED: Estimated 1040 hours Medical Physicist

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 VAMC medical professionals, including, but not limited to, NHPP, AAPM and TJC standards and national recognized accrediting body current practice guidelines in radiation oncology.

Contractor’s care shall cover the range of services as would be provided in a state-of-the-art civilian medical treatment facility. Contractor shall provide evidence the Contractor’s radiation oncology standard of care is of a quality that meets or exceeds currently recognized VA and nationally recognized accrediting body national standards as established by:

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

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

4.3. MEDICAL RECORDS

http://www.jointcommission.org/standards_information/hap_requirements.aspx

4.3.1. HIPAA: This contract and its requirements meet exception in 45 CFR 164.502(e), and do not require a BAA for Covered Entity to disclose Protected Health Information to: a health care provider for treatment. Based on this exception, a BAA is not required for this contract. Treatment and administrative patient records generated by this contract or provided to the Contractors by the VA are covered by the VA system of records entitled ‘Patient Medical Records- VA’ (24VA19). Contractor generated VA Patient records are the property of the VA and shall not be accessed, released, transferred, or destroyed except in accordance with applicable laws and regulations. Contractor shall ensure that all records pertaining to medical care and services are available for immediate transmission when requested by the VA. Records identified for review, audit, or evaluation by VA representatives and authorized federal and state officials, shall be accessed on-site during normal business hours or mailed by the Contractor at his expense. Contractor shall deliver all final patient records, correspondence, and notes to the VA within twenty-one (21) calendar days after the contract expiration date.

4.3.2. Professional Standards for Documenting Care: Care shall be appropriately documented in medical records in accordance with standard commercial practice and guidelines established by VHA Handbook 1907.01 Health Information Management and Health Records:

https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=9235 and all guidelines provided by the VAMC.

4.3.3. Release of Information: The VA shall maintain control of releasing any patient medical information and will follow policies and standards as defined, but not limited to Privacy Act requirements. In the case of the VA authorizing the Contractor to release patient information, the Contractor in compliance with VA regulations, and at his/her own expense, shall use VA Form 3288, Request for and Consent to Release of Information from Individual’s Records, to process “Release of Information Requests.” In addition, the Contractor shall be responsible for locating and forwarding records not kept at their facility. The VA’s Release of Information Section shall provide the Contractor with assistance in completing forms. Additionally, the Contractor shall use VA Form 10-5345, Request for and Authorization to Release Medical Records or Health Information, when releasing records protected by 38 U.S.C. 7332. Treatment and release records shall include the patient’s consent form. Completed Release of Information requests will be forwarded to the VA Privacy Officer at the following address:

Overton Brooks VA Medical Center 510 E. Stoner Ave.

Shreveport, LA 71101-4295

4.4. DIRECT PATIENT CARE: 95% of the time involved in direct patient care http://www.rms.oit.va.gov/SOR_Records/24VA19.asp http://www.rms.oit.va.gov/SOR_Records/24VA19.asp https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=9235%20%20 https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=9235%20%20 http://www4.va.gov/vaforms/va/pdf/VA3288.pdf http://www4.va.gov/vaforms/va/pdf/VA3288.pdf http://www4.va.gov/vaforms/medical/pdf/vha-10-5345-fill.pdf http://www4.va.gov/vaforms/medical/pdf/vha-10-5345-fill.pdf http://www4.va.gov/vaforms/medical/pdf/vha-10-5345-fill.pdf

4.4.1. Chief Therapeutic Medical Physicist: Each VHA facility with radiation oncology services must have a registration certificate that lists, by name, its Chief Therapeutic Medical Physicist (CTMP). These certificates, issued by NHPP, must be requested as follows. The request must describe the training, experience, and certifications of the contracted candidate. Such a request is usually sent by the Facility Director or, with permission of the Director, by the Radiation Safety Officer with concurrence from the Radiation Oncology Service or Section Chief. Qualifications required to meet this mandate include education in medical physics, at least 5 years of experience, experience with particular treatment modalities, and experience with specific equipment and software as detailed below, and board certification in medical physics.

Prior to award of contract, the Contractor shall submit its potential candidate’s resume/curriculum vita (CV), and with at least two (2) references letters from prior employers with firsthand knowledge of the candidate’s performance, to the Contracting Office for submission to the National Radiation Oncology Program for approval as Chief Therapeutic Medical Physicist.

4.4.1.1. The Contractor must provide a Senior Medical Physicist to serve as the CTMP to VA radiation oncology service. The CTMP will oversee all physics operations. To ensure the quality of the Radiation Oncology Physics Program, the Contractor’s CTMP will be assigned to the VA facility, reporting on-site at least 50% of the time per week during clinical hours.

4.4.1.2. Contractor’s CTMP shall provide quarterly Quality Assurance reports for the Quality Assurance Committee and Radiation Safety Committee, as well as attend quarterly Radiation Safety meetings.

4.4.1.3. Contractor’s CTMP shall track, evaluate, and document all equipment-related quality assurance data including in-vivo dosimetry and credentialing measurements for independent 3rd party analysis.

4.4.1.4. Contractor’s CTMP shall also provide shielding surveys, and reports as required by the National Health Physics Program of

(NHPP) VA

4.4.1.5. Contractor’s CTMP shall also be responsible to ensure licenses are current for radioactive sources at our site. Contractor’s CTMP shall ensure Radiation Oncology Service has appropriate licenses for users of all software applications used in patient care.

4.4.1.6. Contractor’s CTMP shall also be responsible for ensuring continuity of medical physics operations including communication among key personnel.

4.4.1.7. Contractor’s CTMP shall develop, implement, supervise, and periodically review all QMP policies and procedures that pertain to radiation therapy equipment. Contractor’s CTMP is responsible for the design, implementation, and periodic review of all aspects of the QMP that involve the use of radiotherapy equipment.

4.4.1.8. Contractor’s CTMP will oversee the technical activities of all other physicists and other staff members assigned to the unit; directs the technical aspects of treatment procedures; and performs duties qualifying them as a supervisor. Contractor’s CTMP will not perform administrative oversight of federal employees.

4.4.1.9. When newly published techniques or procedures are being implemented for the first time within facility, the Contractor’s CTMP shall undertake a systematic literature review, make appropriate site visits, observe procedures, develop standard operating procedures, implement the technique or procedure in clinic, and supervise the training of colleagues who are not familiar with the procedure. The QMP associated with any new procedure should be periodically reviewed and updated.

4.4.1.10. Contractor’s CTMP shall develop policies and procedures for continuous quality improvement that involve the use of radiotherapy equipment.

4.4.1.11. Contractor’s CTMP shall be responsible for reporting all adverse medical events (misadministration of radiotherapy) in the clinic to NHPP and for the implementation of their follow up recommendations.

4.4.1.12. Contractor’s CTMP shall be responsible for reporting and periodically updating facility profile data required by the NROP and NHPP offices.

4.4.1.13. Contractor’s CTMP shall be responsible for coordinating electronic submission of adverse events, near misses, and good catches reports into Radiotherapy Incident Reporting and Analysis System (RIRAS) maintained by NROP

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

4.4.2.1. Contractor’s Medical Physicists are primarily and professionally engaged in the design, optimization and technical evaluation of radiation treatment plans as well as ensuring precise and accurate radiation dose delivery.

Contractor’s Medical Physicists are responsible for radiation protection of patients and staff. The responsibilities of Contractor’s Medical Physicists are defined as follows:

4.4.2.2. Availability - Contractor’s Medical Physicists shall be available, when necessary, for consultation with the Radiation Oncologist and to provide advice or direction to technical staff when radiation treatments are being planned or when patients are being treated. Where possible, should be present to observe and/or help supervise complicated simulations and/or treatment set-ups. Contractor’s Chief Therapeutic Medical Physicist must be present at the machine during patient setup for SBRT/SRS and IGRT.

Contractor’s Chief Therapeutic Medical Physicist must be present all the times during HDR brachytherapy.

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

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

4.4.2.5. Contractor’s Medical Physicists are responsible for understanding the calculation algorithm and should document those conditions for which the algorithm and measured data are in disagreement by more than 5%.