6 MONTH LASER SOW - 09 20 2022 - PHILA.docx

STATEMENT OF WORK

LASER RENTAL

BACKGROUND: Corporal Michael J. Crescenz Veterans Affairs Medical Center (CMCVAMC), located at 3900 Woodland Avenue, Philadelphia, PA 19104 has a requirement to provide laser care treatment to its Veterans. The CMCVAMC’s responsibility of providing laser care services extends across multiple departments within the Operating Room (OR), such as Gynecology, Urology, ENT (Ear, Nose, and Throat), Dentistry, Ophthalmology, Thoracic Surgery, Plastic Surgery, Neuro-Spine Surgery, and General Surgery. The CMCVAMC has repetitively used four kinds of lasers on a case-by-case and as-needed basis. The four lasers consistently used within the CMCVAMC are as follows:

A. Holmium Laser – a laser used to remove tissue that is blocking urine flow through the prostate. This treatment provides a lasting solution for an enlarged prostate and preserves the removed tissue so it can be further examined in a laboratory.

B. Carbon Dioxide (CO2) Laser – a laser that is used in surgery to remove abnormal tissue that is too high in the cervical canal and cannot be seen through the colposcope. This laser can also be used in surgery to perform a cone biopsy. Plastic Surgery uses a carbon dioxide laser for skin resurfacing. Dentistry uses the CO2 laser for soft and hard tissue such as tooth enamel.

C. Argon Laser – a laser that has a variety of uses in Ophthalmology. It is used in treating glaucoma because it improves the drainage of aqueous humor (eye fluid). The laser can be used to repair retinal tears and small retinal breaks, which helps to prevent the risk of retinal detachment. The laser is also used to treat choroidopathy; a disease condition that affects the choroid of the eye.

D. Neodymium-Doped Yttrium Aluminum Garnet (ND: YAG) Laser - a laser that has the capability to reach deeper layers of skin tissue than other types of lasers. Works by emitting a wavelength of high energy light, which when focused on certain skin conditions will create heat and destroy diseased cells. Dermatology uses this laser to treat varicose veins, thread veins, vascular tumors, and onychomycosis.

SCOPE OF WORK: The awarded contractor shall provide all personnel, equipment, supplies, transportation, delivery, tools, materials, supervision, and other items and non-personal services necessary to provide the CMCVAMC with laser equipment rental service as defined in this SOW. The contractor shall be responsible for providing the CMCVAMC with the latest and most up-to-date model of laser equipment the contractor has at his/her facility; this equipment shall be comparable to the latest laser equipment available on the open market. The contractor shall be responsible for providing laser equipment rental services for individual surgery cases where the designated laser (either holmium, CO2, argon, or YAG) is assigned. The contractor’s technicians shall be responsible for demonstrating the functionality and serviceability of the contractor’s laser equipment to the VAMC’s biomedical engineering team and OR physicians. The contractor’s technicians shall hold the Medical Laser Safety Officer (LSO) certification on all lasers with the exception of the Neodymium-Doped Yttrium Aluminum Garnet (ND:YAG) laser. The VAMC’s biomedical engineering team shall perform function and quality checks on the contractor’s equipment to ensure that the equipment is acceptable for use at the CMCVAMC. The contractor’s technicians shall instruct and train the OR physicians in the operational use of the contractor’s equipment.

The contractor shall be responsible for performing equipment maintenance and quality checks prior to the equipment arriving on-site at the CMCVAMC, as well as, after the equipment arrives on-site. The contractor’s equipment must work as designed. The contractor shall ensure that the equipment brought to the CMCVAMC for Veteran care is properly sterile and sanitized. The contractor shall respond to all CMCVAMC requests for rental service within twenty-four (24) hours of being notified of the Government’s intent. Within the twenty-four-hour notification period, the Contractor shall inform the CMCVAMC’s nurse manager(s) the full name of the Contractor’s technician, and the day and ETA of when the technician will arrive on- site at the CMCVAMC. The Contractor’s technician will calibrate the laser’s strength in accordance with directions given by the VAMC’s OR physicians. The Contractor(s) shall be authorized to store their equipment within a designated location at the CMCVAMC; all storage locations will be designated by OR Nurse Managers or the OR Charge Nurse. The Contractor shall be responsible for ensuring that the storage of their equipment is in a safe and secure location. If a Contractor(s) decides that it is reasonable to store his/her equipment at the CMCVAMC, then all missing, damaged, or destroyed equipment items or parts shall be fixed, replaced, or repaired at the Contractor’s own expense. In accordance with this contract, the Contractor(s) shall not charge the Government standby fees for storing equipment at the CMCVAMC.

REPORTING REQUIREMENTS: The contractor(s) shall prepare a thorough invoice containing the period covered by the invoice, the nomenclature of the laser equipment used, the laser type used (CO2, argon, holmium, PDL, or ND:YAG), Contractor’s name, Contractor’s address, tax ID number, company invoice number, purchase order number (to be issued with the task order), length of hours worked - counting from when the (LSO) technician and equipment arrived onsite at the CMCVAMC to the time of departure, the name of the OR physician the Contractor’s technician worked with, the case number, and the annotated charges. The Government’s Certifying Officials will review the Contractor’s invoice, match the invoice with the associated transaction, and certify the Contractor’s transactions for payment in the VA’s Invoice Payment Processing System (IPPS). The Contractor(s) shall be responsible for providing copies of their invoices to both the CMCVAMC’s Certifying Officials and the Tungsten network; Tungsten is a global provider that allows communication to occur between the Contractor’s accounting system and the VA’s IPPS system.

PHYSICAL SECURITY: The Contractor shall be responsible for safeguarding all sensitive and personal patient information and property provided for Contractor use. At the close of each work performance period, the Contractor shall return all PII (personally identifiable information) and SI (sensitive information) to the Government. The disclosure of PII or SI to outside sources without the CMCVAMC’s approval is unauthorized.

PERIOD OF PERFORMANCE: The period of performance shall be for one (1) base period of six (6) months, with one additional six (6) month option period. The anticipated Period of Performance is as follows:

HOURS OF OPERATION: There are no set hours for the Contractor to provide laser equipment rental since the medical center is open 24/7 and laser surgeries are needed on a case-by-case basis. The Contractor shall be responsible for sending a technician out to conduct services Monday thru Saturday, any time during the day or night. The Contractor must always maintain an adequate workforce for the uninterrupted performance of all tasks defined within this SOW. When hiring staff, the Contractor shall keep in mind the stability and continuity of the workforce is essential.

PLACE OF PERFORMANCE: All work under this contract shall be performed at the Corporal Michael J. Crescenz Veterans Affairs Medical Center (CMCVAMC), located at 3900 Woodland Avenue, Philadelphia, PA 19104

ESTIMATED QUANTITIES:

HOLIUM LASER – 30 cases and 44 hours per six (6) month period of performance

CARBON DIOXIDE (CO2) LASER – 36 cases and 55 hours of work per six (6) month period of performance

ARGON LASER – 30 cases and 44 hours of work per six (6) month period of performance

NEODYMIUM-DOPED YTTRIUM ALLUMINUM GARNET (ND: YAG) LASER – 30 cases and 44 hours of work per six (6) month period of performance

POINTS OF CONTACT:

Certifying Officials:

Supervisory Program Analyst Ms. Laurie Rentz Laurie.Rentz2@va.gov or (215) 823-4468

Program Analyst Mr. Marlin Barrier Marlin.Barrier@va.gov or (215)823-4477

Nurse Managers:

Nurse Manager Ms. Melanie White melanie.white2@va.gov or (215) 823-6677

Assistant Nurse Manager Mr. Blesson Philip blesson.philip@va.gov or 215-823-4536

CONTRACTOR PERSONNEL SECURITY REQUIREMENTS:

Contractor may not have access to the VA network or any VA sensitive information under this contract.

Contractor owned computer equipment including laptops are not permitted to be connected to the VA network. Any removable storage device used in medical equipment must be scanned by Biomed or OIT.

All Contractors must receive Privacy training annually using one of the following methods:

A. Complete “VA Privacy Training for Personnel without Access to VA Computer Systems or Direct Access to or Use to VA Sensitive Information” training by using VA’s TMS system (https://www.tms.va.gov/). Contractors may use the TMS Managed Self Enrollment method to complete the training in TMS. The COR must ensure that all contractors are validated in the PIH domain.

B. Complete the hard copy version of “VA Privacy Training for Personnel without Access to VA Computer Systems or Direct Access to or Use to VA Sensitive Information”. Signed training documents must be submitted to the COR.

Training must be completed prior to the performance of the contract and annually thereafter. Proof of training completion must be verified and tracked by the COR.

IDENTIFICATION, PARKING, SMOKING, CELLULAR PHONE USE AND VA REGULATIONS:

A. The contractor's FSE shall wear visible identification at all times while on the premises of CMCVAMC . Identification shall include, as a minimum, the employee’s name, position, and the contractor’s trade name.

B. It is the responsibility of the contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police-Security Service. CMCVAMC will not invalidate or make reimbursement for parking violations of the contractor under any conditions.

C. Smoking is prohibited inside any buildings and on premise at VAPHS. This covers all smoking and tobacco products, including but not limited to:

· Cigarettes

· Cigars

· Pipes

· Any other combustion of tobacco

· Electronic nicotine delivery systems (ENDS), including but not limited to electronic or e-cigarettes, vape pens, or e-cigars.

· Chewing tobacco

D. Cellular phones and two-way radios are not to be used within six feet of any medical equipment.

E. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in a citation answerable in the United States (Federal) District Court, not a local district state, or municipal court.

INFLUENZA PREVENTION PROGRAM:

A. VHA Directive 1192 requires all health care personnel (HCP) to participate in the seasonal influenza prevention program and outlines the key implementation steps. Healthcare personnel is defined in VHA Directive 1192 as all VA licensed and unlicensed, clinical and administrative, paid and unpaid, full and part-time employees, intermittent employees, fee-based employees, VA contractors, students, researchers, volunteers, and trainees who work in VHA locations. HCP covered by the policy are expected to receive annual influenza vaccination. Those HCP unable or unwilling to be vaccinated are required to wear a face mask throughout the influenza season. Masks are available at entrances throughout the medical center.

B. It is the responsibility of the contractor to ensure that all contract staff is compliant with the requirements outlined in VHA Directive 1192. The contractor shall maintain the following documentation:

· Documentation of vaccination, e.g., signed record of immunization from a healthcare provider or pharmacy, or a copy of medical records documenting the vaccination.

· Completed Healthcare Personnel Influenza Vaccination Form (Attachment B of VHA Directive 1192) if unwilling or unable to receive the vaccine.

C. The contractor is required to submit annual certification to the Contracting Officer’s Representative (COR) that all contract staff performing services at VA facilities are in compliance with the VHA Directive 1192.

VHA Supplemental Contract Requirements for Ensuring Adequate COVID-19 Safety Protocols for Federal Contractors:

A. Contractor employees who work in or travel to VAMC locations must comply with the following documentation requirements:

0. If fully vaccinated, shall show proof of vaccination.

0. NOTE: Acceptable proof of vaccination includes a signed record of immunization from a health care provider or pharmacy, a copy of the COVID-19 Vaccination Record Card (CDC Form MLS-319813_r, published on September 3, 2020), or a copy of medical records documenting the vaccination

0. If unvaccinated and granted a medical or religious exception, shall show negative COVID-19 test results dated within three calendar days prior to desired entry date. Test must be approved by the Food and Drug Administration (FDA) for emergency use or full approval. This includes tests available by a doctor’s order or an FDA approved over-the-counter test.

0. Documentation cited in this section shall be digitally or physically maintained on each contractor employee while in a VA facility and is subject to inspection prior to entry to VA facilities and after entry for spot inspections by Contracting Officer Representatives (CORs) or other hospital personnel.

0. Documentation will not be collected by the VA; contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

B. Contractor employees are subject to daily screening for COVID-19 and may be denied entry to VA facilities if they fail to pass screening protocols. As part of the screening process contractors may be asked screening questions found on the following website: COVID-19 Screening Tool. Regularly check the website for updates.

1) Contractor employees who work away from VA locations, but who will have direct patient contact with VA patients shall self-screen utilizing the COVID-19 Screening Tool, in advance each day that they will have direct patient contact and in accordance with their person or persons who coordinate COVID-19 workplace safety efforts at covered contractor workplaces. Contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

C. Contractor must immediately notify the COR or Contracting Officer if contract performance is jeopardized due to contractor employees being denied entry into VA Facilities.