Attachment_2___VCB_-_Statement_of_Work.docx

ATTACHMENT 2 36C25719Q0110 Page 1 of 4

STATEMENT OF WORK

VA Texas Valley Coastal Bend Health Care System 20 December 2018

SCOPE OF WORK:

The contractor agrees to furnish all materials and supplies necessary for the inspection of equipment and operations within the Imaging Service at the Harlingen Outpatient Clinic and the other associated clinics within the VA Texas Valley Coastal Bend Health Care System (VCB). The Contractor shall provide:

· Annual inspections of all radiographic equipment as required to meet the directives and Code of Federal Regulations (CFR) and VHA directives. CFR-Code of Federal Regulations Title 21; VHA 1129 Radiation Protection for Machine Sources of Ionizing Radiation.

· Acceptance testing and performance verification.

· Calibration, preventive maintenance, and documentation of all relevant information.

· Determination of shielding required for new or renovated equipment rooms for ionizing radiation, radiofrequency, and magnetic fields.

· Recertification of equipment prior to it being put back into service after major modifications or taken down for repairs that affect the radiation output, radiofrequency, or magnetic fields. This data must be reported to the Imaging Service within the next business day so that equipment can be utilized for patient care.

· Inspection on newly installed or replaced radiographic equipment, as required. This data must be reported to the Imaging Service within the next business day so that patient care scheduling can begin.

· Participation in bi-annual Radiation Safety Committee meetings via telephone.

BACKGROUND

The purpose of the resulting contract will be to provide supplies/services needed to conduct annual medical physics survey assessments on radiographic equipment in all campuses/facilities within VCB. Additionally, the contractor shall inspect any newly installed or modified equipment prior to use in patient care, as required.

It is an FDA requirement that all radiographic equipment be monitored to assure the safety of the patient and the medical staff (CFR-Code of Federal Regulations Title 21). The first responsibility of the medical physicist is to ensure that the programs are in place to facilitate the production of quality diagnostic images consistent with the available technology and which optimize safety (including radiation, mechanical and electrical) for the patient.

PERFORMANCE PERIOD

One-year base with four one-year optional renewal periods.

REIMBURSEMENT

All quantities under this contract are estimated. Line items and the equipment listed in the price book (see attachment: VCB - Price Book) are subject to change and will be effective by way of contract modification. Line item total costs are “Not to Exceed” (NTE) values. As such, reimbursement will be for actual work completed and not the total funding allocated on the Price/Cost Schedule.

TRAVEL: Travel and associated costs are not separately priced and shall be included in line item pricing.

WORK HOURS

Contractor shall be responsible for providing services in between the hours of 8:00 A.M. and 4:30 P.M. Monday through Friday excluding Federal Holidays. Federal Holidays are directed by the Office of Personnel Management: https://www.opm.gov/policy-data-oversight/snow-dismissal-procedures/federal-holidays/.

DELIVERABLES & MANDATORY TASKS

· The contractor shall provide annual inspection of existing equipment.

· The contractor shall provide inspections/re-certification for newly installed, modified, or replaced equipment as coordinated with the Contracting Officer’s Representative (COR) and the Contracting Officer.

· The contractor shall complete the inspections 1-year from the last inspection, plus or minus 30 days per Joint Commission Standard EC.02.04.03.

· A pass/fail determination will be given to the Imaging Service at the time of inspection, with a detailed report of findings to follow within 30 days of the inspection. For any reporting delay the contractor is required to explain the reason for the delay in writing to the Contracting Officer, (CO) including a firm commitment of when the work shall be completed. This notice to the CO shall indicate the reason for delay and the impact on the overall project. The CO will then review the facts and issue a response in accordance with applicable regulations.

· The contractor shall provide an accredited medical physicist for participation in bi-annual Radiation Safety Committee meetings.

CONTRACTOR EXPERIENCE REQUIREMENTS

Contractor shall be certified in the appropriate area by one of the following boards: The American Board of Radiology (ABR), The American Board of Medical Physics (ABMP), The American Board of Science in Nuclear Medicine (ABSNM), The Canadian College of Physicists in Medicine (CCPM) or The American Board of Health Physics (ABHP).

JOINT COMMISSION, VHA, QM AND OTHER STANDARDS

The Contractor must perform the required work in accordance with The Joint Commission (TJC) and Veterans Health Administration Standards. The TJC website is: http://www.jointcommission.org/. The Contractor must comply with all annual updates as issued. Contractor agrees to maintain the minimum acceptable service, reporting systems and quality control as specified herein. Failure to comply with the specified terms and conditions and/or adverse reports from external monitoring agencies that indicate poor quality of care may be grounds for termination of the contract. Contract shall provide immediate notification, within 24 hours, to the responsible VA Official of any adverse action by a regulatory agency.

CONTRACTOR PERSONNEL SECURITY REQUIREMENTS

Position Sensitivity – The position sensitivity has been designated as Low Risk/Non-sensitive.

a. Background Investigation – Upon contract award, all personnel with access to the facility shall be subject to the appropriate type of background investigation or screening per VA/VHA policy, and must receive a favorable adjudication from the local VA facility or VA Security and Investigations Center (SIC) depending on the type of investigation/screening required.

b. Contractor Responsibilities

(1) The Contractor shall submit or ensure that their employees submit the required information to the Contracting Officer and Contracting Officer’s Representative (COR). The Contractor shall submit the required forms to the VA Security and Investigations Center within 5 days of receipt of the e-mail with instructions to do so. The Contractor shall not allow Contractor personnel who require a background investigation to start performing until the Contractor has received written confirmation from the Contracting Officer that the SIC has initiated a background investigation.

(2) The Contractor, when notified of and unfavorable determination by the Government, shall withdraw the employee from consideration from working under the contract.

(3) Unless written authorization is issued by the Contracting Officer, contractor employees will not use any form of removable storage media when providing services under the terms of this contract. Removable storage media includes, but is not limited to, USB thumb drives, MP3 Players, and external hard drives. Should the Contractor determine that the use of removable storage devices is required they must submit a written request with full justification to the Contracting Officer.

Failure to comply of with the contractor personnel security requirements may result in termination of the contract for default.

HIPPA COMPLIANCE

The diagnostic medical physicists working with the contractor may encounter sensitive patient information displayed on the control panel of X-ray equipment. However, contractor owned IT devices (such as laptop computer) shall not interface with any VA internet trusted (i.e., non-public) network. Therefore, the certification and accreditation (C&A) requirements do not apply, and a Security Accreditation Package is not required. Contractor shall not print or copy any sensitive patient information.

Contractor must adhere to the provision of Public Law 104-191, Health Insurance Portability and Accountability Act (HIPAA) of 1996 and the National Standards to Protect the Privacy and Security of Protected Health Information (PHI). As required by HIPAA, the Department of Health and Human Services (HHS) has promulgated rules governing the security and use and disclosure of protected health information by covered entities, including the Department of Veterans Affairs (VA). In accordance with 45 CFR 164.502(e), the Privacy Rule includes exceptions to the Business Associate Standard. This requirement meets the exception and does not require a Business Associate agreement in order for Covered Entity to disclose Protected Healthcare Information to a health care provider for treatment.

Information Systems Officer, Information Protection: The contractor will not have access to VA Desktop computers nor will they have access to online resources belonging to the government while conducting services.

Privacy Officer: The contractor will not have access to Patient Health Information (PHI) nor will they have the capability of accessing patient information during the services provided to the VA.

Records Manager: There will not be federal records created, maintained, used or disposed of with this contract; regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.].