B.5 PERFORMANCE WORK STATEMENT 02.docx

B.5 PERFORMANCE WORK STATEMENT

1. General:

1.1 Services Provided: The Contractor shall provide a board certified/ board eligible Diagnostic Medical Physicist to provide on-site radiation safety services as requested for the Department of Veterans Affairs, Hudson Valley VA Healthcare System.

1.2 Place of Performance: Hudson Valley Health Care System

1.3. Term of Service: The contract will be written for a five year period of performance.

1.3.1. This contract is issued subject to the availability scope of appropriations for FY 2023 and ensuing fiscal years.

1.4. Authority: 38 USC 7301(b) Functions of Veterans Health Administration, FAR 12 and 13.5.

1.5. Contract Modifications: No modifications shall be made to this contract unless authorized via signed modification.

1.5.1. The Contracting Officer is the only person authorized to approve/commit any changes or modifications to the requirements of this contract.

1.5.2. The Contractor shall communicate with the Contracting Officer on all matters pertaining to the contract administration.

1.5.3. In the event any change at the direction of any person other than the contracting officer has been made will result in the change to be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in costs incurred as a result thereof.

1.5.4. The Contractor shall obtain prior authorization from the contracting officer for any services required outside the scope of work provided herein.

1.6. Policy/Handbooks: The contractor shall be subject to the following policies, including any subsequent updates during the period of performance:

1.6.1. VHA Directive 1129 Radiation Protection for Machine Sources of Ionizing Radiation: VHA Directive 1129

1.6.2. VHA Directive 1105 Management of Radioactive Materials: VHA Directive 1105

1.6.3. VHA Directive 2013-007 Mandatory Reporting for Misadministration of Therapy Machine Sources of Ionizing Radiation: VHA Directive 2013-007

1.6.4. VHA Handbook 1105.04 Fluoroscopy Safety: VHA Handbook 1105.04 (Fluoroscopy Safety)

1.7. Definitions: Terms used in this contract shall be interpreted as follows unless the context expressly requires a different construction and/or interpretation.

1.7.1. Contracting Officer: The person with the authority to enter into, administer, and/or terminate contracts and make related determinations & findings.

1.7.2. Contracting Officer Representative: Any person or persons authorized to act for the contracting officer within specific limits of the contract, normally to provide technical assistance and advice, coordination of workload, and certification of invoices.

1.7.3. Contractor: An individual, partnership, corporation, or organization having a contractual relationship with the Government for provision of services.

1.7.4. Acronyms/Abbreviations:

1.7.4.1.1. ABHP: American Board of Health Physics

1.7.4.1.2. ABRB: American Board of Radiology

1.7.4.1.3. ACR: American College of Radiology

1.7.4.1.4. ALARA: As Low as Reasonable Achievement

1.7.4.1.5. ADP: Automated Data Processing

1.7.4.1.6. AMA: American Medical Association

1.7.4.1.7. CO: Contracting Officer

1.7.4.1.8. COR: Contracting Officer Representative

1.7.4.1.9. CQI: Continuous Quality Improvement

1.7.4.1.10. D&T: Diagnostics & Therapeutic Care Line

1.7.4.1.11. DHCP: Decentralized Hospital Computer Program

1.7.4.1.12. FAR: Federal Acquisition Regulation

1.7.4.1.13. ISO: Information Security Officer

1.7.4.1.14. IRMS: Information Resources Management Service

1.7.4.1.15. JCAHO: Joint Commission on Accreditation of Healthcare Organizations

1.7.4.1.16. NCQA: National Committee for Quality Assurance

1.7.4.1.17. NRC: Nuclear Regulatory Commission

1.7.4.1.18. OSHA: Occupational Safety and Health Administration

1.7.4.1.19. PO: Privacy Officer

1.7.4.1.20. PO: Purchase Order

1.7.4.1.21. QA: Quality Assurance

1.7.4.1.22. QI: Quality Improvement

1.7.4.1.23. RSO: Radiation Safety Officer

1.7.4.1.24. SDB: Small Disadvantaged Business

1.7.4.1.25. USC: United States Code

1.7.4.1.26. VA: Department of Veterans Affairs

1.7.4.1.27. VAMC: VA Medical Center

1.7.4.1.28. VA NHPP: VA National Health Physics Program

1.7.4.1.29. VISN: Veterans Integrated Service Network

1.7.4.1.30. VISTA: Veterans Health Information Systems & Technology Architecture

2. Qualifications:

2.1. Staff/Facility

2.1.1. Certification: All contract personnel that will provide services on this contract shall be board certified/ board eligible diagnostic medical physicists by the American Board of Radiology https://www.theabr.org/about/abr-board-certification/our-certificates

2.1.2. All certifications of contract personnel shall also be subject to review prior to execution of the contract for approval, by the Department of Veterans Affairs.

2.1.3. All certifications of the contract personnel shall be full and unrestricted certifications.

2.1.4. Background Check: is required. See requirements in PWS section 7.

2.1.5. Vaccinations: The selected awardee will inquire with the Contracting Officer Representative (COR) for the list of vaccinations that may be required. It is the responsibility of the COR to notify the Contractor if any new immunizations have been identified through the life of the contract.

2.1.6. Technical Proficiency: The Contractor and any employee’s performing services on this contract 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 to verify current and ongoing competency, skills, certifications that are related to the provision of the requested services performed by each person performing on this contract.

2.1.6.1. Contractor shall provide verifiable evidence of all education and training experiences.

2.1.7. Mandatory VA Training: All Contractor personnel working on this requirement will be required to complete the VA Privacy and Information Security Awareness and Rules of Behavior course prior to commencement of assigned duties within the VA facilities. Additionally, VA Privacy Training for Personnel without Access to VA Computer Systems or VA Sensitive Information may also be required for incidental/circumstantial access.

VA Privacy and Information Security Awareness and Rules of Behavior – TMS Course # 10176

Once a Year

1 hour

VA Privacy Training for Personnel without Access to VA Computer Systems

Once a Year

1.5 hours

2.1.8. Conflict of Interest: The Contractor and all provider(s) are responsible for identifying and communicating to the CO and COR any conflicts of interest at the time of quote and during the entirety of contract performance. At the time of quote, the Contractor and provider 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 contract providers who shall provide services. With its proposal, the contractor shall provide the names of all contractor employees and family members of contractor employees, who are also employed by the Department of Veterans Affairs. 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 (Oct 2020).

2.1.9. Certification of Citizenship:

2.1.9.1. 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 this contract for the Contractor while providing services to Department of Veterans Affairs patient referrals;

2.1.9.2. If the Contractor or their provider fail to comply with any requirements outlined in the preceding paragraph or its Agency regulations, the Department of Veterans Affairs may, at its discretion, require that the foreign national who failed to maintain their legal status in the United States or otherwise failed to comply with the requirements of the laws administered by Homeland Security, Immigration and Customs Enforcement and the U.S Department of Labor, shall be prohibited from working at the Contractor’s place of business that services Department of Veterans Affairs patient referrals; or other place where the Contractor provides services to veterans who have been referred by the Department of Veterans Affairs; and shall form the basis for termination of this contract for breach.

2.1.9.3. This certification concerns a matter within the jurisdiction of an agency of the United States and the making of a false, fictitious, or fraudulent certification may render the maker subject to prosecution under 18 U.S.C. 1001.

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

2.1.10. Annual Office of Inspector General (OIG): In accordance with HIPAA and the Balanced Budget Act (BBA) of 1977, the Department of Health and Human Services (HHS) Office of Inspector General (OIG) has established a list of parties and entities excluded from Federal health care programs. Specifically, the listed parties and entities may not receive Federal Health Care program payments due to fraud and/or abuse of the Medicare and Medicaid programs.

2.1.10.1. 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 provider(s) are 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.

2.2. Non Personal Healthcare Services: The parties agree that the Contractor and any employees shall not be considered VA employees for any purpose.

2.3. Inherent Government Functions: Contractor and employees 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.

2.4. No Employee Status: The Contractor shall be responsible for protecting employee 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:

2.4.1.1. Workers Compensation

2.4.1.2. Professional Liability Insurance

2.4.1.3. Health examinations

2.4.1.4. Income tax withholding, and

2.4.1.5. Social Security Payments

2.5. Tort Liability: The Federal Tort Claims Act does not cover the Contractor or contractor employees. When a Contractor or contractor employee has been identified in a tort claim, the Contractor shall be responsible for notifying their legal counsel and/or insurance carrier. Any settlement or judgment arising from a Contractor’s or contractor employee’s action or non-action shall be the responsibility of the Contractor and/or insurance carrier. Contractor shall notify the VA as soon as possible of any information or formal complaint, allegation, claim, legal action, made in any for by or on behalf of the Government pertaining to the services provided by the Contractor under this contract.

2.6. Contingency Plan: Because of continuity of radiation safety services is an essential part of the VAMC’s medical services, the Contractor shall have a contingency plan in place to be utilized if the Contractor or contract employees becomes unable to provide continued performance in accordance with the terms and conditions of the resulting contract.

3. Hours of Operation

3.1. VA Business Hours:

3.1.1. VA Business Hours: The Hudson Valley Health Care System hours are from 8:00 a.m. to 4:30 p.m. Monday through Friday. Except for Federal Holidays.

· Federal Holidays are:

· New Year’s Day

· Martin Luther King Jr. Day

· Presidents Day

· Memorial Day

· Juneteenth

· Independence Day

· Labor Day

· Veterans Day

· Columbus Day

· Thanksgiving Day

· Christmas Day

· And any other day that the President of the United States determines is a Federal Holiday.

4. Contractor Responsibilities:

4.1. Work Hours: The contractor as defined herein shall furnish the services covered by this contract. The contractor will be required to construct a schedule with the COR that is in accordance with the NRC guidelines.

4.1.1 The contractor will be needed approximately five to twenty hours per month and be available for telephone calls 24 hours a day.

4.1.2 The contractor shall adhere to the schedule compiled with the COR in order to comply with the VA NHPP standards.

4.1.3 The contractor shall be on site within five (5) business days for any routine health physics or radiation safety issues.

4.1.4 Contractor shall be available to attend in person and/or online for the VA Radiation Safety Committee meeting, and report on status of equipment testing (pass/fail) with repair recommendations.

4.1.5 Travel cost reimbursement is not allowed.

4.2 Joint Commission Requirements: The Contractor shall attend a pre-work orientation meeting which will either be provided either onsite or online prior to the commencement of work. This meeting shall be for 8-12 hours (1-2 days) in length and will be scheduled during normal business hours.

4.2.1. The Contractor shall be responsible to ensure that any contractor employees who will perform on this contract shall be provided the information from the meeting if they cannot be present.

4.2.2. This meeting will cover the following areas:

· Fire and Safety

· Infection Control Location

Make

Model

Type

Quantity

Castle Point

17-CP

Location

Make

Model

Type

Quantity

Montrose

· Disaster Procedures

· Other: Hazard Communication

4.2.3. The Contractor shall be responsible to ensure all contractor employees performing on this contract are fully trained and competent to perform the required work.

4.2.4. The Contractor shall complete testing within 13 months of the previous testing date.

4.3 Standards: The services to be performed by the contractor will be performed in accordance with VA policies and procedures and the regulations of the medical staff by laws of the VA facility.

4.4 Scope of Work: Contractor shall perform quarterly, semi-annual, and annual quality assurance testing (QA) and reporting on existing diagnostic equipment - Radiographic, Fluoroscopic, and Computed Tomography (CT). Testing shall conform to US FDA and the Conference of Radiation Control Program Director’s (CRCPD) in accordance with VHA Directive 1105.04, Fluoroscopy Safety recommendations of the American College of Radiology (ACR), and guidance of the American Association of Physicists in Medicine (AAPM). Nuclear Medicine and MRI Scanners shall be tested annually to meet the Joint Commission healthcare standards.

4.4.1 List of Machines:

4.4.2 Nuclear Medicine:

4.4.2.1 Perform quarterly dose calibrator accuracy tests.

4.4.2.2 Evaluate nuclear medicine equipment in accordance with VA NHPP including scintillation cameras, thyroid uptake systems, well counters, and dose calibrators annually.

4.4.2.3 The Contractor shall comply with radiation protection standards in 29 CFR 1910.1096 Ionizing Radiation and immediately report to the Radiation Safety Officer (RSO), Dr. Bala Chander @ bala.chander@va.gov, any unsafe conditions with the potential of adversely impacting the facility’s radiation workers or patients.

4.4.2.4 Review of radiopharmaceutical therapies and ensure VA NHPP compliance.

4.4.3. Diagnostic Radiology:

4.4.3.1. Perform annual compliance evaluations and generate report of the following equipment:

4.4.3.1.1. 4 radiographic room (3 CP VA, 1 FDR)

4.4.3.1.2. 1 radiographic/fluoroscopic room

4.4.3.1.3. 1 special procedure radiographic/fluoroscopic room (Pain Management)

4.4.3.1.4. 2 mobile radiographic digital units

4.4.3.1.5. 16 dental units

4.4.3.1.6. 1 dental Cone Beam CT unit

4.4.3.1.7. 1 dental panoramic unit

4.4.3.1.8. 1 CT scanner

4.4.3.1.9. Any additional radiographic/fluoroscopic equipment or any ionizing radiation generating equipment purchased during the timeframe of this contract, along with any required scatter surveys for renovated or new space. Health Physicist testing of newly installed equipment must be performed within 48 hours after notification of the completion of the vendor installation and calibration.

4.4.3.2. Perform the following testing on the above listed equipment (as appropriate):

4.4.3.2.1. Beam alignment and collimation

4.4.3.2.2. Tube potential/kilovolt peak (kV/kVp) accuracy

4.4.3.2.3. Kv accuracy/reproducibility

4.4.3.2.4. Ma/mas linearity

4.4.3.2.5. Timer accuracy/reproducibility

4.4.3.2.6. Beam filtration (Half-value layer)

4.4.3.2.7. AEC reproducibility and photocell balance

4.4.3.2.8. Density control function

4.4.3.2.9. Light field to x-ray field alignment

4.4.3.2.10. Positive beam limitation (PBL) operation

4.4.3.2.11. Fluoroscope tabletop dose rate, typical and maximum

4.4.3.2.12. High-contrast resolution (Fluoroscope resolution and contrast)

4.4.3.2.13. Low-contrast detectability

4.4.3.2.14. Maximum exposure rate in fluoroscopic mode

4.4.3.2.15. Displayed air-kerma rate and cumulative-air kerma accuracy (when applicable)

4.4.3.2.16. Fluoroscope shutter operation

4.4.3.2.17. Spot film devise operation

4.4.3.2.18. Exposure switch operation

4.4.3.2.19. Radiation safety interlocks operation

4.4.3.2.20. Annual Health Physicist Testing of the CT Scanners must meet all testing requirements of the Joint Commission and the VACO NHPP.

4.4.3.3. Perform acceptance testing of new radiographic & fluoroscopic equipment, as requested including Radiation Protection Surveys.

4.4.3.4. Perform appropriate testing for American College of Radiology (ACR) accreditation of the MRI and CT sections.

4.4.3.5. Retesting of repaired or adjusted equipment within 30 days of the repair or adjustment. This testing may be limited to features and parameters that would be affected by the repairs or modifications. In order to maintain functionality and minimize the effect on patient care the Contractor shall be available to provide testing within four (4) hours.

4.4.3.6. Contractor shall provide written reports of test results within 30 days of testing.

4.4.3.7. Provide lead shielding design report for new rooms as requested.

4.5. Performance Standards and Quality Assurance (QA)

4.5.1. Contract personnel shall be subject to Quality Management measures, such as patient satisfaction surveys, patient safety and timeliness. 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).

4.5.2. The performance standards are listed below. The Government shall use these standards to determine contractor performance and shall compare contractor performance to the standard and assign a rating. At the end of the performance period, these ratings will be used, in part, to establish the past performance of the contractor on the contract.

METHOD

5. Government Responsibilities:

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

Contracting Personnel:

Cheryl Whitton, Administrative Contract Specialist Department of Veterans Affairs Network Contracting Office (NCO 2) 20 Madison Avenue Extension Albany, NY 12203 Phone: 518-626-5456 Email: Cheryl.Whitton@va.gov

Allan Preston, Contracting Officer Department of Veterans Affairs Network Contracting Office (NCO 2) Phone: 585-297-1469 Email: Allan.Preston@va.gov

5.2 Contracting Responsibilities:

5.2.1. The Contracting Officer is the only person authorized to approve changes or modify any of the requirements of this contract.

5.2.2. The Contractor shall communicate with the Contracting Officer on all matters pertaining to the contract administration.

5.2.3. 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 his contract.

5.2.4. The Contracting officer shall resolve complaints concerning Contractor relations with the Government, government employees or patients.

5.2.5. The Contracting Officer is the final authority on validating complaints.

5.2.6. In the event that the Contractor effects any such change at the direction of any person other than the Contracting Officer without prior authority, no adjustment shall be made in the contract price to cover an increase in costs incurred as a result thereof.

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

5.3 COR Personnel:

Janet Delgado, Diagnostic Radiologic Technologist Hudson Valley VA Health Care System 41 Castle Point Rd Wappingers Falls, NY 12590 Phone: 845-831-2000 x 5753 Email: Janet.Delgado@va.gov

5.4 COR Responsibilities:

5.4.1 The COR shall be the VA Official responsible for verifying technical and contract compliance.

5.4.2 Any incidents of Contractor non-compliance as evidenced by the monitoring procedures shall be forwarded immediately to the Contracting Officer. The COR shall be responsible for monitoring the Contractor 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 enter data that may be collected.

5.4.3 The COR shall maintain a record-keeping system of services via sign in and sign out sheets. The COR will review this data monthly when invoices are received and verify that invoices for payment by comparing the dates documented in the VA records match those of services being billed. Any evidence of the Contractor’s non-compliance as evidenced by the monitoring procedures shall be forwarded immediately to the Contracting Officer.

5.4.4 The COR will review and certify monthly invoices for payment.

5.4.5 If in the event that the Contractor fails to provide the services in this contract, payments will be adjusted to compensate the Government for the difference.

5.4.6 The COR shall ensure that all contract administration functions will be retained by the VA.

6. Special Contract Requirements

6.1 Reports/Deliverables:

6.1.1 The Contractor shall be responsible for complying with all reporting requirements established by the contract. Contractor shall be responsible for assuring the accuracy and completeness of all reports and other documents as well as the timely submission of each. Contractor shall submit reports for any testing or other required services within 21 calendar days after the completion of the service or testing. Additionally included are subsequent separate reprints of technique charts to meet JC standards. Contractor shall comply with the contract requirements regarding the appropriate reporting formats, instructions, submission timetables, and technical assistance as required.

6.2 Billing:

6.2.1 Invoice requirements and supporting documentation: Supporting documentation and invoice shall be submitted no later than the 20th workday of the following month of services being rendered. Subsequent changes or corrections shall be submitted by a separate invoice. In addition to the 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 Number/Contract Number and Purchase Order Number

· Date(s) of Services provided

· Description of Services provided

· Rate for Services provider

· Quantity of Services provided

· Total Price

· Call Tracking Log

6.3 Vendor Electronic Invoice Submission Methods:

6.3.1 Facsimile, e-mail, and scanned documents are not acceptable forms of submission for payment requests. Electronic form means an automated system transmitting information electronically according to the accepted electronic data transmission methods below.

6.3.2 VA’s Electronic Invoice Presentment and Payment System – The FSC uses a third-party contractor, Tungsten Network (referred to as OB10), to transition vendors from paper to electronic invoice submission. Please go to this website: http://www.tungsten-network.com/customer-campaigns/veterans- affairs-us/ to enroll in the program and begin submitting electronic invoices, free of charge.

6.3.3 A system that conforms to the X12 electronic data interchange (EDI) formats established by the Accredited Standards Center (ASC) chartered by the American National Standards Institute (ANSI). The X12 EDI Web site (http://www.x12.org).

6.3.4 The Contractor may contact FSC at the phone number or email address listed below with any questions about the e-invoicing program or Tungsten Network.

6.3.5 OB10 e-Invoice Setup Information: 1-877-489-6135

6.3.6 OB10 e-Invoice email: VA.Registration@ob10.com

6.3.7 FSC e-Invoice Contact Information: 1-877-353-9791

6.3.8 FSC e-invoice email: vafsccshd@va.gov

6.4 Payment Adjustments/Performance Related Payment Deductions:

6.4.1 Invoices will be prorated for partial days/hours worked. The contractor shall be paid only for actual work performed onsite. Provider shall be responsible for reporting time worked accurately. The contract shall be paid for actual hours performed.

6.4.2 The contract shall be adjusted in accordance with actual performance.

6.5 Payments in full/no billing VA beneficiaries: The Contractor shall accept payment for services rendered under this contract as payment in full. This provision shall survive the termination or ending of the contract.

6.5.1 The Contractor or contractor employee’s performing on this contract are prohibited from referring the VA, its employees, or patients to their own practice.

6.5.2 The Contractor or their employees shall not bill, charge, collect a deposit from, seek compensation, remuneration, or reimbursement from, or have any recourse against, any person or entity other than the VA for services provided pursuant to this contract. It shall be considered fraudulent for the Contractor to bill other third party insurance sources for services rendered under this contract.

6.6 VA Information and Information System Security/Privacy: Contractor shall not have the authority to access VA systems.

6.7 VA Mandatory Training

6.7.1 All contractor personnel shall successfully complete TMS training VA Information Security Awareness and Rules of Behavior course and VA20939 – VA Privacy Training for Personnel without Access to VA Computer Systems or VA Sensitive Information

6.7.2 To self-enroll in TMS you must follow the instructions below:

6.7.2.1 Go to https://www.tms.va.gov

6.7.2.2 Complete course and provide a copy of the certificate to both the COR and CO.

6.7.3 The contractor shall provide to the Contracting Officer and the COR a copy of the completion certificate at the initiation of the task order and annually after that, as required.

6.7.4 Failure to complete the mandatory annual training, within the timeframe required, is grounds for suspension or termination of all physical privileges and removal from work on the contract until such time as the training documents are complete.

7. Contractor Personnel Security Requirements:

All Contractor employees who require access to the Department of Veterans Affairs’ computer systems, access to sensitive records or require access to the facility shall be the subject of a background investigation and must receive a favorable adjudication from the VA Office of Security and Law Enforcement prior to contract performance. This requirement is applicable to all subcontractor personnel requiring the same access. If the investigation is not completed prior to the start of the contract, the Contractor will be responsible for the actions of those individuals they provide to perform work for the VA.

a. Position sensitivity: The position sensitivity has been designated as Moderate Risk.

b. Background Investigation: The level of background investigation commensurate with the required level of access for Customer Service Representative (or similar) and Radiation Safety Officer (or similar) is a National Agency Check with Written Inquiries (NACI). The minimum level of background investigation required for a contractor employee to begin work is a favorable National Criminal History Check (NCHC). However, the Contractor must then ensure he or she completes all required paperwork to initiate a NACI. Failure to complete the paperwork required to initiate a NACI will result in the contractor employee being removed from eligibility to provide any services under the contract. It is the Contractor’s responsibility to ensure that the required paperwork for NACI initiation is completed and submitted. If the NACI is adjudicated unfavorably, the individual’s eligibility to provide services under the contract may be removed.

c. The Contractor shall bear the expense of obtaining background investigations. If the investigation is conducted by the Office of Personnel Management (OPM), the Contractor shall reimburse VA within 30 days. The cost of a National Agency Check with Written Inquiries (NACI) background investigation is currently $400.00. If a federal background investigation has previously been completed and is able to be reciprocated, the Contractor shall reimburse the VA the cost of background investigation reciprocation, which is currently $75.00. These prices are subject to change.

d. The contractor shall review the packet of information provided by the VA regarding background investigations and complete and submit required forms as directed. Within five (5) calendar days after award the Contractor’s employees that will be performing under the contract must be fingerprinted at the nearest VA Medical Center and must also submit their completed background investigation packets to the Contracting Officer.

e. The contractor, when notified of an unfavorable determination by the Government, shall withdraw the employee from consideration from working under the contract.

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