36C26124Q0189.docx

36C26124Q0189

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1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

UEI:

EFT:

PHONE:

FAX:

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

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

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

25. ACCOUNTING AND APPROPRIATION DATA

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

ARE

ARE NOT ATTACHED.

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

ARE

ARE NOT ATTACHED

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

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

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

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

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

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

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

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

36C26124Q0189 12-28-2023 Lacy Morgan : lacy.morgan@va.gov 01-25-2024

1:00PM

PST

Department of Veterans Affairs Network Contracting Office (NCO) 21 855 M Street, Suite 1020 Fresno

CA

93721 X 621511 $41.5 Million N/A X Department of Veterans Affairs San Francisco VA Health Care System.

4150 Clement Street San Francisco

CA

94121 Department of Veterans Affairs Network Contracting Office (NCO) 21 855 M Street, Suite 1020 Fresno

CA

93721

Department of Veterans Affairs FMS-VA-2(101) Financial Services Center

PO BOX 149971

Austin

TX

78714-9971 See CONTINUATION Page This is a request for quote for Autopsy Assistant services for VA San Francisco Health Care System in accordance with the performance work statement.

Please carefully read the Addendum to FAR 52.212-1 Instructions to Offerors - Commercial Items and VAAR 852.273 Evaluation - Health Care Resources to ensure quotes submitted are complete and conforming to the solicitation's Requirements.

This solicitation is being conducted under the authority of 38 USC 8153 and VAAR Part 873.

This requirement is for an IDIQ with a PoP of five (5) one-year ordering periods.

See CONTINUATION Page X X Emily Trinh Contracting Officer Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C261 Emily Trinh: Emily.Trinh@va.gov Department of Veterans Affairs Network Contracting Office (NCO) 21

855 M Street, Suite 1020 Fresno CA 93721

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

3. INVOICES: Invoices shall be submitted in arrears:

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

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

B.2 PRICE/COST SCHEDULE

The guaranteed minimum award amount for this contract is $1,000. The maximum aggregate value of orders that can be placed under this contract is $700,000.00. The Government does not guarantee that it will place any orders under this contract more than the guaranteed minimum award amount.

Estimated quantity as indicated on this schedule does not limit nor does it guarantee the number of units to any specific number of units at any time. The number of units being utilize may vary from day to day. The total number of units per period shall not be exceeded unless authorized in writing by a warranted, VA Contracting Officer.

ITEM INFORMATION

1 FTE Autopsy Assistant Services Contract Period: Ordering Period 1 POP Begin: 04-01-2024 POP End: 03-31-2025 PRINCIPAL NAICS CODE: 621511 - Medical Laboratories PRODUCT/SERVICE CODE: Q515 - Medical - Pathology

MANUFACTURER PART NUMBER (MPN): NA

1 FTE Autopsy Assistant Services Contract Period: Ordering Period 2 POP Begin: 04-01-2025 POP End: 03-31-2026 PRINCIPAL NAICS CODE: 621511 - Medical Laboratories

1 FTE Autopsy Assistant Services Contract Period: Ordering Period 3 POP Begin: 04-01-2026 POP End: 03-31-2027 PRINCIPAL NAICS CODE: 621511 - Medical Laboratories

1 FTE Autopsy Assistant Services Contract Period: Ordering Period 4 POP Begin: 04-01-2027 POP End: 03-31-2028 PRINCIPAL NAICS CODE: 621511 - Medical Laboratories

1 FTE Autopsy Assistant Services Contract Period: Ordering Period 5 POP Begin: 04-01-2028 POP End: 03-31-2029 PRINCIPAL NAICS CODE: 621511 - Medical Laboratories

36C26124Q0189

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B.3 PERFORMANCE WORK STATEMENT

Medical Autopsy Services Scope of Work:

Autopsy Assistant Performance Work Statement in the Anatomic Pathology Service at the San Francisco VA Health Care System.

1. Performs medical autopsies by completing post-mortem external and internal examinations of the human body as per SF VAHCS guidelines and Standard operating procedures to include external examination and internal examination to include the removal and dissection of visceral organs,brain, and spinal cord in order to demonstrate the presence or absence of disease and/or anatomic variation, performed with the intention of identifying or confirming the cause of death and underlying diseases. In addition, the medical autopsy is of major importance for bereavement follow-up, quality assurance of clinical-medical practice, monitoring of diseases and treatment.

2. Collects appropriate post-mortem tissue samples and body fluids for further evaluations. Correlates the gross pathology with the patient's clinical presentation, presents the findings to the pathologist, produces comprehensive written descriptions of the gross external and internal findings, selects and collects appropriate sections for microscopic examination and archives. The incumbent assures all necessary documentation, including proper autopsy authorization, is present. Prepares the autopsy suite including selection of appropriate instruments, devices, containers, solution and other equipment. Responsible for maintenance of a clean area, including instruments, equipment, clothing and proper asepsis for performing autopsies. Carries out a full variety of technical autopsy procedures such as primary incisions, removal of breastbone, skullcap, brain, and brain and other organs as directed. The incumbent weighs and places the organs in the appropriate solutions or containers.Closes the body, replacing organs.

3. Weigh specimens according to standard protocol and/or as requested, record weights and place specimens in fixative in properly labeled containers for future use. Transport tissues to cutting area for blocking by residents. Use aseptic techniques to obtain cultures from organs as needed and takes to the lab for analysis.

4. Close and clean the body neatly and sees that it is ready to be released in good condition and with no visible disfigurement that would prevent an open-casket funeral.

5. Prepares the body for pickup by a funeral home, orders special studies. Lay out proper tools for prescribed autopsy procedure, prepare and position the body.

6. Checks the identity of the body and confirm the limitations to the autopsy, if any.

7. Clean and decontaminate the morgue and the laboratory area, sharpening and cleaning of instruments, and replenishment of supplies. Must have a thorough understanding of chemical safety and biosafety principles and procedures.

8. Discard/dispose all specimens, dispose of hazardous wastes in the prescribed manner, and pack specimens and other material for shipment to outside laboratories.

9. Receive human corpses for storage in the morgue, check identity and Assist the Decedent Affairs to release bodies to morticians and Appropriate.

10. Check morgue refrigerator for any specimens and brings up to cutting room as needed. Perform troubleshooting requiring good judgment, such as Calling the relevant clinicians and/or alerting the attending pathologist, in case of discrepancies in the specimens received or missing paperwork.

11. Prepare and clean corpses for viewing by families when requested. Must have thorough familiarity with the relevant laws and regulations regarding patient deaths, funeral arrangements, and medical examiner cases.

12. Accessing of all specimens using Govt hospital computer system (VISTA) and gross examination of biopsy specimens. Complies with the guidelines of CLIA CAP and VA regulatory.

13. Takes responsibility for Accessioning, storing, preserving, routing or holding specimens, slides, and blocks, and their delivery or arrangement for weekly organ demonstrations in the Pathology Service and other teaching conferences. Keep complete and accurate records of materials shipped to other agencies and laboratories.

14. The incumbent assists in the evaluation and implementation of new equipment and ordering of autopsy supplies, conference preparation and photography of autopsy specimens. Position and photograph specimens independently and with proper labeling.

15. Implements chemical safety and biosafety principles and procedures. Observes and follows all established safety and universal precautionary policies and procedures. Performs any other duties as required or assigned by the lab supervisor. Responsible for proper VHA records retention and disposition requirements and coordinates with Anatomic Pathology program Specialist.

16. Coordinates with Decedent Affairs Specialist for tissue banking requests and the medical center when necessary.

17. Successfully complete annual competency assessments.

18. Responsible for maintaining the Autopsy work area in a clean environment appropriate for Autopsy Section with previous work experience performing autopsies.

19. Must be able to communicate clearly and diplomatically with a wide range of customers, including pathology residents, pathology attendings, pathology staff, clinical residents, clinical attendings, clinical staff, nurses, students, decedent affairs officer, safety and biosafety officers, custodians, mortuary personnel, and the medical examiner's office.

20. Must have thorough familiarity with normal and abnormal human anatomy and the ability to make informed judgment about the need to obtain the opinion or assistance of the pathologist in case of unexpected findings. Must be able to utilize the appropriate methods and/or equipment to prevent/minimize exposure to various, infectious agents, such as tuberculosis, hepatitis viruses, and HIV.

Performance Work Statement:

1.1. The Department of Veterans Affairs Medical Center (VAMC) located in San Francisco, California requires a full time Autopsy Assistant to perform complete post-mortem examinations as per SF VAHCS guidelines and standard operating procedures to include external examination including removal and dissection of visceral organs, brain, spinal cord, tissue samples and body fluid for further evaluations and to demonstrate the presence or absence of disease.

1.2. Place of Performance: VAMC Health Care, 4150 Clement Street, San Francisco, CA 94121.

1.3. Authority: Title 38 USC 513, Health Care Resources (HCR) General Contracting Authority.

1.4. Policy/Handbooks- the Contractor shall be subject to the following policies, including any subsequent updates during the period of performance:

1.4.1. VA Directive 1663: Health Care Resources Contracting - Buying http://www1.va.gov/vapubs/viewPublication.asp?Pub_ID=347

1.4.2. 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

1.4.3. VHA Handbook 1100.17: National Practitioner Data Bank (NPDB) Reports http://www1.va.gov/vhapublications/ViewPublication.asp?pub_ID=2135

1.4.4. VHA Handbook 1100.18 Reporting And Responding To State Licensing Boards - http://www1.va.gov/vhapublications/ViewPublication.asp?pub_ID=1364

1.4.5. VHA Handbook 1100.19 Credentialing and Privileging http://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=2910

1.4.6. VHA Handbook 1400.01 Resident Supervision http://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=2847

1.4.7. VHA Handbook 1907.01 Health Information Management and Health Records http://www1.va.gov/vhapublications/ViewPublication.asp?pub_ID=2791

1.4.8. The Freedom of Information Act (5 U.S.C. § 552) as amended http://www.justice.gov/oip/foia_updates/Vol_XVII_4/page2.htm

1.5. Acronyms/Definitions - Terms used in this contract shall be interpreted as follows unless the context expressly requires a different construction and/or interpretation. In case of a conflict in language between the Definitions and other sections of this contract, the language in this section shall govern.

1.5.1. ACGME: Accreditation Council for Graduate Medical Education

1.5.2. AOD: Admitting Officer of the Day

1.5.3. CDC: Centers for Disease Control and Prevention

1.5.4. CDR: Contract Discrepancy Report

1.5.5. CO: Contracting Officer

1.5.6. COR: Contracting Officer’s Representative

1.5.7. COS: Chief of Staff

1.5.8. ED: Emergency Department

1.5.9. FSMB: Federation of State Medical Boards

1.5.10. HHS: Department of Health and Human Services

1.5.11. HIPAA: Health Insurance Portability and Accountability Act

1.5.12. HR: Human Resources

1.5.13. ISO: Information Security Officer

1.5.14. MOD: Medical Officer of the Day

1.5.15. NPPES: National Plan and Provider Enumeration System

1.5.16. PALS: Pediatric Advanced Life Support

1.5.17. POP: Period of Performance

1.5.18. PPD: Purified Protein Derivative

1.5.19. PWS: Performance Work Statement

1.5.20. QASP: Quality Assurance Surveillance Plan

1.5.21. TJC: The Joint Commission

1.5.22. VHA: Veterans Health Administration (Central Office for Administration of VA Medical Centers, United States)

1.5.23. VISN: Veterans Integrated Services Network (The regional oversight for the VA Medical Centers, California)

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

1.5.25. VAMC: Veterans Affairs Medical Center (Unless identified with the name of a different VA Medical Center, for purposes of this contract, this term shall mean the San Francisco Veterans Affairs Medical Center)

2. Work Schedule. The autopsy assistant will work 40 hours per week. The usual schedule will be from 8 am to 4:30 pm, Monday through Friday.

2.1. The Autopsy Assistant will not work Federal Holidays. The Federal holidays that are observed by the United States Government:

• New Year’s Day

• Martin Luther King Day

• President’s Day

• Memorial Day

• Juneteenth National Independence Day

• Independence Day

• Labor Day

• Columbus Day

• Veteran's Day

• Thanksgiving Day

• Christmas Day

2.2. Federal employee holidays specifically declared by the President of the United States will be treated as a regular workday and will be paid the normal rate. When a holiday falls on a Sunday, the following Monday will be observed as a legal holiday. When a holiday falls on a Saturday, the preceding Friday is observed by U.S. Government agencies.

3. QUALIFICATIONS

3.1. Staff/Facility

3.1.1. License: Contractor personnel assigned by the Contractor to perform medical autopsy services covered by this contract shall have a Bachelor’s degree in laboratory science technology, biology, or chemistry. All licenses held by Contracator personnel shall be full and unrestricted licenses.

3.1.2. Technical Proficiency: Contractor personnel 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. The medical autopsy is a highly specialized medical procedure, which requires professional level of expertise of postmortem performing specialists, documentation, and turnaround times of the medical procedure, to ensure high standards or performance. 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 shall provide verifiable evidence of all educational and training experiences including any gaps in educational history for all Contractor personnel, and Contractor personnel shall be responsible for abiding by the Facility's Medical Staff By-Laws, rules, and regulations (referenced herein) that govern medical staff behavior.

3.1.3. Standard Personnel Testing (PPD, etc.): Contractor shall provide proof of the following tests for physicians 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.

3.1.3.1. TUBERCULOSIS TESTING: Contractor shall provide proof of a negative reaction to PPD testing for all Contractor personnel. A negative chest radiographic report for active tuberculosis shall be provided in cases of positive PPD results. The PPD test shall be repeated annually.

3.1.3.2. RUBELLA TESTING: Contractor shall provide proof of immunization for all Contractor personnel for measles, mumps, rubella, or a rubella titer of 1.8 or greater. If the titer is less than 1.8, a rubella immunization shall be administered with follow-up documentation to the COR.

3.1.3.3. OSHA REGULATION CONCERNING OCCUPATIONAL EXPOSURE TO BLOODBORNE PATHOGENS: Contractor shall provide generic self-study training for all Contractor personnel; provide their own Hepatitis B vaccination series at no cost to the VA if they elect to receive it; maintain an exposure determination and control plan; maintain required records; and ensure that proper follow-up evaluation is provided following an exposure incident. 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.

3.1.4. Conflict of Interest: The Contractor and all Contractor personnel are responsible for identifying and communicating to the CO and COR any 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 that 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.

3.2. Performance Standards, Quality Assurance (QA) and Quality Improvement (QI)

3.2.1. The Government reserves the right to refuse acceptance of Contractors 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 intocication 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 memebers to designated Government representatives. Standards for conduct shall mirror those prescribed by current federal personnel regulations. The CO and COR shall deal with issues raised concerning Contractors conduct. The final arbiter on questions of acceptability is the CO.

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

3.2.3. Contractors shall participate in Quality Improvement and Performance Improvement activities with staff as required by Joint Commission (or equivalent), and directed by Chief of Service or Chief of Staff or designee. The Government may evaluate the quality of professional and administratrive services provided, but retains no control over the medical, professional aspects of services rendered (i.e., professional judgements, diagnosis for specific medical treatment), in accordance with Federal Acquisition Regulation (FAR) 37.401(b). Contract personnel shall be subject to Quality Management measures, such as patient satisfaction surbeys, timely completion of medical records, and Peer Reviews.

3.2.4. Contractor shall comply with the required standards as outlined in the QASP. The QASP shall be attached to the resultant contract and shall define the methods and frequency of surveillance conducted.

3.2.5. REQUIRED REGISTRATION WITH CONTRACTOR PERFORMANCE ASSESSMENT REPORTING SYSTEM (CPARS)

3.2.5.1. As prescribed in Federal Acquisition Regulation (FAR) Part 42.15, the Department of Veterans Affairs (VA) evaluates Contractor past performance on all contracts that exceed $150,000, and shares those evaluations with other Federal Government contract specialists and procurement officials. The FAR requires that the Contractor be provided an opportunity to comment on past performance evaluations prior to each report closing. To fulfill this requirement VA uses an online database, CPARS, which is maintained by the Naval Seal Logistics Center in Portsmouth, New Hampshire. CPARS has connectivity with the Past Performance Information Retrieval System (PPIRS) database, which is available to all Federal agencies. PPIRS is the system used to collect and retrieve performance assessment reports used in source selection determinations and completed CPARS report cards transferred to PPIRS. CPARS also includes access to the federal awardee performance and integrity information system (FAPIIS). FAPIIS is a web-enabled application accessed via CPARS for Contractor responsibility determination information.

3.2.5.2. Each Contractor whose contract award is estimated to exceed $150,000 is required to register with CPARS database at the following web address: www.cpars.csd.disa.mil. Help in registering can be obtained by contacting Customer Support Desk @ DSN: 684-1690 or COMM: 207-438-1690. Registration should occur no later than thirty days after contract award and must be kept current should there be any change to the Contractor’s registered representative.

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

3.2.5.4. Failure to have a current registration with the CPARS database or to re-assign the report to the CO within those thirty days, will result in the Government’s evaluation being placed on file in the database with a statement that the Contractor failed to respond.

3.2.6. Quality Assurance Standards: The contractor personnel shall perform services under this contract in accordance with the ethical, professional, and technical standards of the healthcare industry, and must meet or exceed the current quality assurance standards recognized by TJC and mandated by VHA quality assurance policies and/or performance measures.

3.2.7. New Procedures: In order to adequately protect VA patients, the contractor personnel shall not introduce substantially new procedures or services without prior recommendation to and approval from the VAMC Chief of Pathology Service and Chief of Staff or Director.

3.2.8. Conflicting Situations: The contractor personnel will not participate in, nor be a party to, any activities that are in conflict with Federal and/or State guidelines. In the event the contractor employee encounters said conflicting situations, the contractor employee will notify the COR or the Contracting Officer to resolve such issues. The Contracting Officer will document and be responsible for resolution of any such situations. Neither the VA nor the contractor employee will be responsible for any delays or failures to perform due to causes beyond each party's control.

4. GOVERNMENT RESPONSIBILITIES

4.1. Oversight of Service/Performance Monitoring: Contract Administration: After award of contract, all inquiries and correspondence relative to the administration of the contract shall be addressed to:

Department of Veterans Affairs Contracting Officer: TBD Network Contracting Office 21 (NCO 21) The Delegated COR for this contract: TBD Program Analyst, COTR: TBD Pathology Service (113B) 4150 Clement Street San Francisco, CA 94121

4.2. VA Support Personnel

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

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

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

4.2.4. COR Responsibilities

4.2.4.1. The COR shall be the VA official responsible for verifying contract compliance. After contract award, any incidents of Contractor noncompliance as evidenced by the monitoring procedures shall be forwarded immediately to the Contracting Officer.

4.2.4.2. The COR will be responsible for monitoring the Contractor’s performance to ensure all specifications and requirements are fulfilled. Quality Improvement data that will be collected for ongoing monitoring includes, but is not limited to, patient satisfaction surveys, timely completion of medical records, and Peer Reviews. Methods of Surveillance include Focused Provider Practice Evaluation (FPPE) and Ongoing Provider Practice Evaluation (OPPE). Contractor performance will be monitored by the government using the standards as outlined in this Performance Work Statement (PWS) and methods of surveillance detailed in the Quality Assurance Surveillance Plan (QASP).

4.2.4.3. The COR will maintain a record-keeping system of services performed by retaining all timesheets. The COR will review this data monthly when invoices are received and certify all invoices for payment. Any evidence of the Contractor’s non-compliance as evidenced by the monitoring procedures shall be forwarded immediately to the Contracting Officer.

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

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

4.3 PERFORMANCE STANDARDS, QUALITY ASSURANCE (QA) AND QUALITY IMPROVEMENT (QI).

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

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

4.3.3 The Government reserves the right to refuse acceptance of any Contractor personnel at any time after performance begins, if personal or professional conduct jeopardizes patient care or interferes with the regular and ordinary operation of the facility. Breaches of conduct include intoxication or debilitation resulting from drug use, theft, patient abuse, dereliction or negligence in performing directed tasks, or other conduct resulting in formal complaints by patient or other staff members to designated Government representatives. Standards for conduct shall mirror those prescribed by current federal personnel regulations. The CO and COR shall deal with issues raised concerning Contractor’s conduct. The final arbiter on questions of acceptability is the CO.

4.3.4 Performance Standards:

4.3.4.1 Measure: Proper Identification of body and labeling of Surgical Specimens.

Performance Requirement: Accurate identification of the body and autopsy and autopsy Authorization. All specimens, slides and blocks must have 2 unique patient identifiers and must be labeled accurately.

Standard: No errors in labeling of specimens, slides and blocks.

Acceptable Quality Level: Satisfactory rating = 100% Surveillance Method: Reviewed at monthly QI meeting Frequency: Every month

4.3.4.2 Measure: All autopsy procedures performed as per Standard Operating procedure and proper release of body.

Performance Requirement: Correct primary incisions, recording organ weights, proper fixation of specimens. Sticthing up or sewing the body after autopsy.

Standard: Contractor employee must handle all autopsies as directed by the pathologist and assures correct records documentation. Follow protocols for release of the body.

Acceptable Quality Level: Satisfactory rating = 100% during rating period.

Surveillance Method: Reviewed at monthly QI meeting Frequency: Every month

4.3.4.3 Measure: Safety standards, disinfection, and disposal of specimens.

Performance Requirement: Maintains clean body storage area, work area (morgue) and proper instrumentation.

Standard: Accurate decontamination of the morgue and instruments.

Acceptable Quality Level: Satisfactory rating = 100% during rating period.

Surveillance Method: Reviewed at monthly QI meeting Frequency: Every month

4.3.4.4 Measure: Mandatory Training

Performance Requirement: Contractor shal complete all required training per VAMC policy.

Standard: Required training is complete on time by contract Autopsy assistant.

Acceptable Quality Level: Satisfactory rating = 100% during rating period.

Surveillance Method: Reviewed at monthly QI meeting Frequency: Every month

4.3.4.5 Measure: Maintains licensing and registration

Performance Requirement: Licensing and registration information kept current.

Standard: All (100%) licensing for contract laboratory technicians shall be provided as they are renewed. Licensing and registration information kept current.

Acceptable Quality Level: All laboratory technicians, licensing, registrations, and certifications must be kept current 100% of the time and proof provided upon renewal.

Surveillance Method: Periodic Sampling Frequency: Annually

4.3.4.6 Measure: Privacy, Confidentiality and HIPAA

Performance Requirement:

Standard: All (100%) contractor technicians and pathologists comply with all laws, regulations, policies and procedures relating to Privacy, Confidentiality and HIPAA Acceptable Quality Level: 100% compliance Surveillance Method: Periodic inspection - Contractor shall provide evidence of annual training required by VANCHCS, reports violations per VA Directive 6500.6.

Frequency: Annually

5. SPECIAL CONTRACT REQUIREMENTS

5.1. Billing:

5.1.1. Payments in full/no billing VA beneficiaries: The Contractor shall accept payment for services rendered under this contract as payment in full. VA beneficiaries shall not under any circumstances be charged nor their insurance companies charge for services rendered by the Contractor, even if VA does not pay for those services. The provision shall survive the termination or ending of the contract. To the extent that the Veterans desire services which are not a VA benefit or covered under the terms of this contract, the Contractor must notify the Veterans that there will be a charge for such service and that the VA will not be responsible for payment. The Contractor shall not bill, charge, a deposit from, seek compensation, remuneration, or reimbursement from, or have any recourse against, any person or entity other than VA for services provided pursuant to this contract. It shall be considered fraudulent for the Contractor to bill other third party insurance sources (including Medicare) for services rendered to Veterans enrollees under this contract.

5.1.2. Invoice requirements and supporting documentation: Supporting documentation and invoice must be submitted no later than the 20th workday of the month. Subsequent changes or corrections shall be submitted by separate invoice. In addition to information required for submission of a “proper” invoice in accordance with FAR 52.212-4 (g), all invoices must include:

Name and Address of Contractor Invoice Date and Invoice Number Contract/Purchase/Task Order/Obligation Number Description of Services Performed Date of Service:

Contractor personnel Hourly Rate: Salary Hours worked:

No Overtime or Holiday pay Total price:

5.1.3. Payment for Performance/Adjustments: In the event that the Contract provider works a portion of an hour, the Government may adjust payments by 15 minute increments. Contract providers shall be responsible for reporting time worked accurately. The Contractor will be paid for actual hours performed. The contract shall be adjusted at the end of the period of performance (base or option year) in accordance with actual performance.

5.1.4. Contract Discrepancy Report: The COR will prepare a contract discrepancy report (CDR) and will notify the CO in the event the Contractor physician failed to meet the AQL established for any performance measure. The COR will provide the Contractor with the CDR and documentation (as appropriate) supporting the performance level of the Contractor. The Contractor has thirty (30) days to respond and provide evidence that the AQL was met or to assert that the government’s action or inaction prevented the Contractor physician from reaching performance at the AQL.

5.2. Payment Remittance: Monthly billing will be submitted via the following website address.

OB10 Electronic Invoicing System Websaite: www.OB10.com Support: 1-877-489-6135 Email: VA.Registration@OB10.com

6. CONTRACTOR SECURITY REQUIREMENTS (HANDBOOK 6500.6)

6.1. VA Information and Information System Security/Privacy Language:

6.1.1. All Contractor employees, who require access to VA computer system and will work more than six (6) months (180 days) under this contract, shall be the subject of a background investigation and must receive a favorable adjudication from the VA SIC. This requirement is applicable to all subcontractor personnel requiring the same access. If the investigation is not completed prior to the start date of the contract, the Contractor will be responsible for the actions of those individuals they provide to perform work for VA.

6.1.2. For those Contractor employees who will work less than six (6) months (180 days) under this contract, a background investigation is not required; however, such employees will be required to initiate a SAC for Fingerprint Only prior to providing services under this contract.

6.2. VA Information Custodial Language: Contractor personnel who previously received a favorable adjudication as a result of a Government background investigation may be exempt from this contract requirement provided that they can provide documentation to support the previous adjudication. Proof of previous adjudication must be submitted by the Contractor to VA SIC through the VA Contracting Officer. Proof of previous adjudication is subject to verification by the VA SIC. Some positions maybe subject to periodic re-investigation.

6.3. Security Incident Investigation: Contractor personnel will be required to successfully complete a background security investigation before beginning performance.

6.3.1. Contractor personnel will wear a VAMC identification badge on the front of their clothing, as required of all employees working at the VAMC.

6.3.2. Position Sensitivity – The position sensitivity has been designated as: Low Risk

6.3.3. Background Investigation – The level of background investigation commensurate with the required level of access is: NACI

6.4. Contractor Security Investigation Requirements: In order to conduct a background investigation the Contractor shall submit or have their contract personnel submit the following required forms to the COR. The COR will arrange a time for contract personnel to complete fingerprint verification.

Standard Form 85, Questionnaire for Non-Sensitive Positions Standard Form 86A, Continuation Sheet for Questionnaires Optional Form 306, Declaration for Federal Employment Electronic Fingerprint Verification OR FD 258, U.S. Department of Justice Fingerprint Applicant Chart

B.4 IT CONTRACT SECURITY

VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY

1. GENERAL

Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

2. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS

a. A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order.

b. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures.

c. Contract personnel who require access to national security programs must have a valid security clearance. National Industrial Security Program (NISP) was established by Executive Order 12829 to ensure that cleared U.S. defense industry contract personnel safeguard the classified information in their possession while performing work on contracts, programs, bids, or research and development efforts. The Department of Veterans Affairs does not have a Memorandum of Agreement with Defense Security Service (DSS). Verification of a Security Clearance must be processed through the Special Security Officer located in the Planning and National Security Service within the Office of Operations, Security, and Preparedness.

d. Custom software development and outsourced operations must be located in the U.S. to the maximum extent practical. If such services are proposed to be performed abroad and are not disallowed by other VA policy or mandates, the contractor/subcontractor must state where all non-U.S. services are provided and detail a security plan, deemed to be acceptable by VA, specifically to address mitigation of the resulting problems of communication, control, data protection, and so forth. Location within the U.S. may be an evaluation factor.

e. The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor's employ. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination.

3. VA INFORMATION CUSTODIAL LANGUAGE

a. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1).

b. VA information should not be co-mingled, if possible, with any other data on the contractors/subcontractor's information systems or media storage systems in order to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA's information is returned to the VA or destroyed in accordance with VA's sanitization requirements. VA reserves the right to conduct on site inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures are in compliance with VA directive requirements.

c. Prior to termination or completion of this contract, contractor/ subcontractor must not destroy information received from VA, or gathered/ created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract.

d. The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations and policies in this contract.

e. The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed.

f. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall…