Soliciation_FA8601-15-R-0001.pdf

COMBINED SYNOPSIS/SOLICITATION

This is a combined synopsis/solicitation (“synopsitation” hereafter), which is expected to result in award of a firm-fixed- price contract for commercial items, i.e. one (1) FTE Radiation Oncology Nurse, one (1) FTE Dosimetrist, three (3) FTE Radiation Therapists, and one FTE (1) Lead Radiation Therapist, as described under the paragraph below titled “Requirement.” The synopsitation is prepared in accordance with the format in the Federal Acquisition Regulation (FAR) Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. An award, if any, will be made to the responsible offeror who provides the best value to the Government and submits a proposal that (1) conforms to the requirements of the synopsitation; (2) that receives a rating of “Acceptable” on the Technical Capability evaluation factor; and (3) that submits the proposal with the lowest total evaluated price (TEP), provided that the TEP is not unbalanced and is fair and reasonable. The Government reserves the right to award without discussions or make no award at all depending upon (1) the quality of proposals received and (2) the price fair and reasonableness of proposals received.

Synopsitation Number: FA8601-15-R-0001.

NAICS Code: 621111

Small Business Size Standard: The associated small business size standard is $10 Million.

This solicitation is a 100% total small business set-aside.

Synopsitation Closing Date: Proposals must be received not later than 8:00am, Local (Wright- Patterson AFB) Time (EST) on 29 October 2014. Electronic submissions must be made directly to FedBizOpps (www.fbo.gov) under this solicitation as a Doc Package.

Any correspondence sent via e-mail must contain the subject line “Synopsitation FA8601-15-R- 0001.” The entire proposal must be contained in a single e-mail that does not exceed 5 megabytes including attachments, if any. E-mails with compressed files are not permitted. Note that e-mail filters at Wright-Patterson Air Force Base are designed to filter e-mails without subject lines or with suspicious subject lines or contents (i.e., .exe or .zip files). Therefore, if the specified subject line is not included, the e-mail may not get through the e-mail filters. Also be advised that .zip or .exe files are not allowable attachments and may be deleted by the email filters at Wright-Patterson. If sending attachments with email, ensure only .pdf, .doc, .docx, .xls or .xlsx documents are sent. The email filter may delete any other form of attachments.

Address questions regarding this synopsitation to Kelli R. Vaughn telephonically at (937) 522- 4575 or via e-mail at kelli.vaughn@us.af.mil.

A detailed description of the requirement including a draft contract with line items, delivery schedule, period of performance, inspection and acceptance information, other terms and conditions, provisions and clauses, representations and certifications, specific instructions for submission of proposals,an explanation of how proposals will be evaluated, performance work statement, and wage determinations, are provided in the attached documents. Upon award, any http://www.fbo.gov/ mailto:kelli.vaughn@us.af.mil provisions that were in the draft contract (including representations and certifications) will be removed from the award document.

Attachments:

1. Additional Instructions to Offerors

2. Evaulation Factors

3. Performance Work Statement (PWS)

4. CLINs, Provisions and Clauses

5. FAR 52.222-99

6. Wage Determination

Attachment 1

ADDITIONAL INSTRUCTIONS TO OFFERORS

FA8601-15-R-0001

1. Purpose: This addendum to the solicitation tailors some of the terms and conditions contained in the provision at FAR 52.212-1—Instructions to Offerors—Commercial Items and provides additional instructions to offerors. Except as specified in this solicitation addendum, the offeror must submit all data and information required by 52.212-1 and this addendum. Non-conformance with the instructions provided herein or in any other part of the solicitation may result in elimination of the offer from consideration for award or an otherwise unfavorable offer evaluation.

a. Tailoring of 52.212-1: FAR 5.212-1(e), Multiple Offers is hereby deleted from this solicitation and that paragraph is marked RESERVED.

b. Offer Detail: The offer shall be clear, concise, and shall include sufficient detail for effective evaluation and for substantiating the validity of stated claims. The offer should not simply rephrase or restate the Government’s requirements, but rather shall provide convincing rationale to address how the offeror intends to meet these requirements. Offerors shall assume that the Government has no prior knowledge of their facilities and experience, and will base its evaluation on the information presented in the offer submitted.

c. Embellishments Not Desired: Elaborate brochures or documentation, binding, detailed artwork or other embellishments are unnecessary and are not desired.

d. Offer Acceptance and Validity Dates: Paragraph (c) of the provision at FAR 52.212- 1 regarding the period during which the offeror agrees to hold the prices in its offer firm is amended to read 90 days vs. 30 days. The offeror shall make a clear statement in the Price & Offer Documentation Volume that the offer is valid for 90 days after the Due Date for proposals specified in the Combined Synopsis/Solicitation.

e. Disposition of Offers: In accordance with FAR 4.803(a)(10) (Contents of Contract

Files), the Government will retain one copy of all unsuccessful offers. Unless the offer requests otherwise, the Government will destroy extra copies of such unsuccessful offers.

2. Contacts, Correspondence, and Communications

a. Point of Contact: The Contracting Office (CO) for this acquisition is Sara Blue. She may be contacted at (937) 522-4643 or via email at sara.blue@us.af.mil. The point of contact (POC) for this acquisition is identified in the Combined Synopsis/Solicitation.

Questions or concerns should be addressed directly to the CO or to the CO through the POC via the telephone number or email address identified in the Combined Synopsis/Solicitation. Be advised that all e-mail correspondence related to this RFP shall contain a subject line that reads “FA8601-15-R-0001, Clinical Radiation Oncology.” Note that e-mail filters at Wright-Patterson are designed to filter e-mails http://farsite.hill.af.mil/reghtml/regs/far2afmcfars/fardfars/far/04.htm%23P216_32221 without subject lines or with suspicious subject lines or contents (i.e., .exe or .zip files). Therefore, if this subject line is not included, the e-mail may not get through the e-mail filters. Also be advised that .zip or .exe files are not allowable attachments and may be deleted by the e-mail filters at Wright-Patterson. If sending attachments with e-mail, ensure only .pdf, .doc, .docx, .xls or .xlsx documents are sent. The e-mail filter may delete any other form of attachments.

b. Notifications to Unsuccessful Offerors/Debriefings: Unsuccessful Offerors may request information for the basis of award in IAW FAR 13.106-3.

c. Discrepancies: Offers must conform to all of the requirements of the solicitation. If an Offeror believes that the any part of the solicitation including but not limited to the requirements in these instructions contain an error, omission, or are otherwise unsound, the offeror shall immediately notify the CO in writing directly or through the POC identified in the Combined Synopsis/Solicitation. The offeror is reminded that the Government reserves the right to award this effort based on the initial offer, as received, without discussion. However, the Government reserves the right to conduct discussions if determined necessary by the CO.

3. Offer Format and Organization

a. The offer shall consist of two separate volumes as specified in the Offer Format and Organization Table below. The volume numbers, titles, and contents shall be as specified in this table. The offeror shall submit the specified number of copies of each volume, which shall be within the specified page limits per the table below.

Pricing information shall be addressed ONLY in the Price & Offer Documentation Volume. The Government will remove and discard any pages from any other volume that contains pricing data and the information on those pages will not be evaluated.

Offer Format and Organization Table

VOLUME

VOLUME TITLE ELECTRONIC

COPIES

PAGE

LIMIT

I

Technical Capability

See Paragraph b below

50 Pages

II

Price & Offer Documentation

See Paragraph b below 30 Pages

b. Electronic Copies: Upload electronic copies of each volume via FedBizOpps (www.fbo.gov) addressed to the CO and to the POC as a PDF document to arrive by the date and time specified in the Combined Synopsis/Solicitation. For Volume II, Attachment 4 – CLINs, Provisions and Clauses, as both a PDF document and as a Microsoft Excel file. Ensure the Microsoft Excel file is not “Read Only” so the http://www.fbo.gov/

CO/Buyer can verify the offeror’s calculations. See the cautions in paragraph 2a regarding the electronic file types that may be submitted via email.

c. Page Limitations: Page limitations shall be treated as maximums. If exceeded, the pages in excess of the above limitations will be removed and disregarded during the evaluation. When both sides of a sheet display printed material, it shall be counted as 2 pages. Each page shall be counted except the following: Covers, tab dividers, title pages, glossaries, and tables of contents.

d. Page Size and Format:

i) Page size shall be 8.5 x 11 inches, not including foldouts. Pages shall be single-spaced. Except for the reproduced sections of the solicitation document, the text size shall be no less than the equivalent of Times New Roman, font size 10. Use at least one (1) inch margins on all four sides of the printed page. Pages in each volume shall be numbered sequentially by volume, i.e. I-1, I-2, etc.

ii) Legible tables, charts, graphs and figures shall be used wherever practical to depict organizations, systems and layout, implementation schedules, plans, etc. These displays shall be uncomplicated, legible and shall not exceed 11 by 17 inches in size. Foldout pages shall fold entirely within the volume and count as a single page. Foldout pages may only be used for large tables, charts, graphs, diagrams and schematics - not for pages of text.

4. Evaluation Factors and Offer Volume Content

a. Volume I: Factor 1 – Technical Capability:

i) Technical capability proposal shall, as a minimum, contain the information specified in the Performance Work Statement (PWS) and Attachment 2 - Evaluation Factors.

ii) The Technical Offer shall include a table of contents including a list of tables, figures and drawings, as applicable. The Technical Offer should also include a glossary if it will enhance the Government’s ability to understand the offer and facilitate its evaluation.

iii) The specific topics to be addressed in Volume I are as follows:

a. Sub-Factor 1 - Technical Approach and Capabilities:

The offeror shall submit a narrative demonstrating an understanding of the program/personnel requirements necessary to fully execute the functions in the PWS. The narrative must detail address the offeror’s:

• Current corporate capabilities

• Pool of qualified available candidates

• Policies and procedures to support all activities needed to accomplish the day-to-day clinical operations

• Plan to ensure continuation of these mission-essential services if a crisis situation would occur

b. Sub-Factor 2 - Staffing Approach:

The offeror shall submit a narrative that details their approach to properly staff, maintain, train, and provide replacement staff for the Clinical Radiation Oncology’s requirements, and which illustrates an understanding of the duty positions, their associated responsibilities, and qualifications necessary to successfully execute the functions required by the PWS. The narrative must:

• Provide information for recruiting and retaining qualified personnel capable of meeting the requirements described in the PWS

• Provide an overall training approach that addresses all contractor personnel and ensures the workforce is technically qualified to meet the PWS requirements on an initial and recurring basis

• Describe your proposed organization sufficiently to convey the structure, staffing and key aspects of your management methodology over the life of the contract

• Provide current resumes, credentials, and certifications of personnel for each duty position, and describe how the personnel meets the qualifications required for each duty position, as described in the PWS

• Provide a plan to ensure that replacement personnel have the required resumes, credentials and qualifications, and they are submitted within the time-frame specified in the PWS.

• Provide procedures to ensure that the clinic’s operation is not affected due to an unexpected absence of personnel

c. Sub-Factor 3: Transition Approach:

The offeror shall submit a proposed Transition Plan that addresses the offeror’s proposed approach to transition and in-process qualified personnel with minimal impact on the clinic’s workload. The offeror’s Transition Plan must address the offeror’s:

• Plan for ensuring that personnel have completed all in-processing and the required clearances at the beginning of the period(s) of performance.

• Procedures to provide appropriate mix of skilled personnel to assume responsibilities for all contract functions for a successful transition from the incumbent performing these services.

b. Volume II: Factor 2 – Price: In the Price and Offer Documentation Volume, the offeror shall:

i) Provide a cover letter with its Commercial and Government Entity (CAGE) code, Data Universal Numbering System (DUNS) number, and Tax Identification number. In the cover letter, provide the name(s), title(s), telephone number(s), email address(es), and fax number(s) of the individual(s) authorized to, make decisions on behalf of the offeror regarding the offer submitted, negotiate with the Government, and who can obligate the offeror contractually. Provide in the cover letter a statement that the offer and prices will remain in effect for 90 days after the Due Date for proposals specified in the Combined Synopsis/Solicitation.

ii) Enter unit prices and extended prices for CLINs 0001 through 4008.

iii) State all prices in United States Currency.

iv) Provide signed copies of the Standard Form (SF) 30, Amendment of Solicitation/Modification of Contract for all amendments to the solicitation, if applicable.

v) Provide completed Provisions, Representations, Certifications, Acknowledgements, and Other Statements of Offerors:

NOTE: It is the offeror’s responsibility to submit with its offer all required representations, certifications, acknowledgements, and statements required by the solicitation even if they are not reiterated in this paragraph. The Government’s preference is that representations and certifications, required by the solicitation, are completed online. However, if offerors have not completed representations and certifications required by the solicitation online, they must submit a hardcopy of the applicable representations and certifications with their proposals in the same form as incorporated into the solicitation.

vi) Submit any issues the offeror may have with the terms and conditions of the solicitation or exceptions thereto not previously brought to the attention of the CO per paragraph 2c of these instructions. Offers must conform to all solicitation requirements, including terms and conditions, representations and certifications, and technical requirements. Failure to meet a requirement may result in an offer being ineligible for award. Offerors must clearly identify any exception to the solicitation terms and conditions and provide complete accompanying rationale. Each exception shall be specifically related to each paragraph and/or specific part of the solicitation to which the exception is taken. Provide rationale in support of the exception and fully explain its impact, if any, on the performance, schedule, price, and specific requirements of the solicitation. This information shall be provided in the format and shall include the content specified in the table below. Failure to comply with the terms and conditions of the solicitation may result in the offeror being ineligible for award.

5. Additional Instructions:

All solicitation provisions, e.g. FAR 52.209-7, Information Regarding Responsibility Matters, FAR 52.212-1—Instructions to Offerors—Commercial Items; Attachment 1—Additional Instructions to Offerors; Attachment 2 –Evaluation of Offers; and, FAR 52.212-3—Offeror Representations and Certifications—Commercial Items (Alternate I) will be physically removed from any resultant award.

Regarding the clause at 52.228-5 – Insurance Work on a Government Installation, see FAR

28.307 for minimum insurance requirements.

Solicitation Exceptions

SOLICITATION

Document Paragraph/

Page Requirement/

Portion

Rationale PWS, SOW, Drawings, Specifications, Schedule Solicitation Document, Instructions to Offerors, Evaluation Factors, etc.

Applicable Page and Paragraph Numbers

Identify the requirement or portion to which exception is taken

Detailed explanation as to the issue or why exception is taken

Attachment 2

EVALUATION FACTORS

1. The Government will use FAR Part 13 Simplified Acquisition Procedures vs. FAR 15.3

Source Selection to evaluate offers submitted in response to the solicitation. The factors that shall be used to evaluate proposals are Technical Capability and Price, as expounded below. All evaluation factors are equal in importance; however, a proposal is unawardable at any price if, after final evaluation, the Technical Capability factor receives a rating of “Unacceptable.” The evaluation does not permit tradeoffs between price and non-price factors. Award will be made to the responsible offeror who provides the best value to the Government and submits a proposal that (1) conforms to the requirements of the synopsitation; (2) that receives a rating of “Acceptable” on the Technical Capability evaluation factor; and (3) that submits the proposal with the lowest Total Evaluated Price (TEP), provided that the TEP is not unbalanced and is fair and reasonable. The Government reserves the right to award without discussions or make no award at all depending upon (1) the quality of proposals received and (2) the price fair and reasonableness of proposals received.

2. All proposals timely received will be evaluated in two (2) separate factors:

FACTOR 1 – Technical Capability: Pursuant to evaluation of all sub-factors and elements hereunder, the Technical Capability factor will receive an overall rating of either “Acceptable,” or “Unacceptable” using the rating and descriptions in the table below:

Rating Description

Acceptable

Proposal clearly meets the minimum requirements of the solicitation.

Unacceptable

Proposal does not clearly meet the minimum requirement of the solicitation.

1) Each offeror must show evidence of a capability to provide the mandatory requirements set forth in the Performance Work Statement (PWS) and elsewhere in this solicitation. A technical review team composed of key Government personnel (to include the Radiation Oncology Clinic Chief) will use their technical skills, knowledge and experience to thoroughly review the adequacy of the proposals. In evaluating the Technical Capability, the Government will use the following evaluation criteria:

a) Compliance with all requirements of the Performance Work Statement (PWS) and this entire solicitation.

b) Understanding of the requirements of the PWS and this entire solicitation.

c) Compliance and understanding of the requirements of the PWS as applied specifically to each factor/sub-factor listed below.

d) Proposals will be deemed “acceptable” if they meet the minimum requirements of the solicitation.

e) Proposals will be deemed “unacceptable” if they do not meet the minimum requirements of the solicitation.

2) The following specific factors and sub-factors will be evaluated in the Technical Capability Factor. Any factor or sub-factor determined “unacceptable” will render the offeror’s entire Technical Capability Proposal as “unacceptable.” Upon final determination that a proposal is “unacceptable,” the Contracting Officer (CO) shall promptly notify the firm submitting the proposal and it will not be considered for award and shall indicate in general terms the basis for determination.

3) Technical Capability Evaluation Sub-Factors are as follows:

a) Sub-Factor 1: Technical Approach and Capabilities (PWS 1.3)

i. Description: This subfactor will assess the offeror’s understanding of the technical requirements identified in the PWS, and how the technical approach will be applied to accomplishing this requirement.

ii. Measure of Merit: The subfactor is met when the offeror demonstrates a clear and complete understanding of the program/personnel requirements necessary to successfully execute the functions needed for the Clinical Radiation Oncology services.

b) Sub-Factor 2: Staffing Approach (PWS 1.2.2 and 1.2.2.5)

i. Description: This subfactor will assess the offeror’s ability to manage personnel, ability to provide experienced and qualified key personnel, respond to staffing requirements, as required by the PWS. And, the offeror’s ability to temporarily and effectively surge the workforce to support short-term efforts (i.e. fill gaps due unexpected absence of personnel, etc.)

ii. Measure of Merit 1: The subfactor is met when the offeror’s provides a sound approach to properly staff, maintain, and train for the Clinical Radiation Oncology’s requirements, and demonstrates a clear and complete understanding of the duty positions, their associated responsibilities, and qualifications necessary to successfully execute the functions required by the

PWS.

iii. Measure of Merit 2: This subfactor is met when the offeror provides a sound approach to arrange for qualified replacement personnel within the time-frame specified in the PWS.

c) Sub-Factor 3: Transition Approach (PWS 1.13, 1.20, and 1.23)

i. Description: This subfactor will assess the offeror’s ability to transition and in-process qualified personnel with minimal impact on the clinic’s workload.

ii. Measure of Merit: This element is met when the offeror’s proposed transition and in-processing of qualified personnel demonstrates a comprehensive and sound approach for transitioning the services from the incumbent contract to the ensuing contract, while maintaining continuity of the services throughout the Transition Period.

FACTOR 2 – Price: Price proposals will be evaluated for (1) completeness, (2) unbalanced pricing, (3) fair and reasonableness, and (4) Total Evaluated Price (TEP).

1) Completeness: The Government will review the pricing submissions for completeness and compliance with solicitation clause FAR 52.212-1 and Attachment 1 —Additional Instructions to Offerors.

2) Unbalanced Pricing: The Government will analyze each proposal to determine whether they are unbalanced with respect to prices proposed on different Contract Line Items

Numbers (CLIN) for the same or similar services and/or supplies in the same or similar quantities and with respect to option pricing. An offer may be rejected if the Contracting Officer (CO) determines that the option prices are significantly unbalanced or that otherwise unbalanced pricing poses an unacceptable risk to the Government.

3) Fair and Reasonableness: The offeror’s Price proposal will be evaluated using price analysis in accordance with FAR 13.106-3(a) adequate price competition.

4) Total Evaluated Price (TEP): The Government will add the total price for all options to the total price for the basic requirement to arrive at a total evaluated price (TEP). The TEP will be calculated as:

(i) The sum of the extended prices (unit quantity multiplied by unit price) for CLINs

0001 through 4008 for the transition period, base performance period, and option periods I through IV; and

(ii) To account for the maximum six-month extension possible under the clause at

FAR 52.217-8, Option to Extend Services, the Government will take the proposed price of the final option period (CLIN 4001 through 4008), prorate it to a six-month value, and add that amount to the sum of all CLINs (base performance period and option periods I through III). The resulting amount will be the TEP.

Evaluation of options shall not obligate the Government to exercise the option(s).

The spreadsheet below illustrates calculation of a proposal’s TEP using the methodology described above. The spreadsheet is provided for illustration purposes only. Prices reflected in the spreadsheet are notional and in no way reflect the actual value of the requirement or an actual evaluation of proposed prices submitted in response to this solicitation or any other solicitation for the same or similar requirements.

PERFORMANCE

PERIOD (POP) CLIN

POP

LENGTH

EVALUATED

PRICE

Transition Period 0001 20 days $10,000.00

Base 0002 9 Months and 11 days $100,000.00 Option I 1001 12 Months $103,000.00 Option II 2001 12 Months $106,000.00 Total Proposed Price for Transition Period, Base Period & Options I through II $319,000.00 Prorated 6-Month Value of Option Period II 3001 6 Months (Maximum) $53,000.00 Total Evaluated Price (TEP) $372,000.00

3. Evaluation Process:

a. The Government will initiate concurrent evaluation of all evaluation factors on all proposals. The Government will consider, throughout the evaluation, the "correction potential" of a proposal including whether any proposal deficiency can be rectified and whether any uncertainty can be resolved. The judgment of such "correction potential" is within the sole discretion of the Government.

b. If pursuant to initial evaluation, the Government rates the Technical factor as “Unacceptable” or if the Government determines that there is some other deficiency or uncertainty relative to an offeror’s proposal, and in the Government’s judgment, the deficiency is rectifiable or the uncertainty is resolvable; the Contracting Officer (CO) may open discussions and may continue discussions as long as, in the Government’s judgment, the deficiency is rectifiable or the uncertainty is resolvable.

c. For the purpose of conducting discussions, if the Government rates the Technical factor as “Unacceptable” or if the Government determines that there is some other deficiency or uncertainty relative to an offeror’s proposal, the entire proposal will be rated “Unacceptable.” At the conclusion of discussions, if the Technical factor is rated “Unacceptable” or if any deficiency or uncertainty relative to the proposal has not been unresolved, evaluation of that proposal will be considered final. The entire proposal will be rated “Unacceptable” and no further consideration will be given to that proposal for award.

d. For the purpose of award without discussions, if pursuant to initial evaluation, the

Government rates the Technical factor as “Unacceptable” or if the Government determines that there is some other deficiency or uncertainty relative to an offeror’s proposal, notwithstanding that any deficiency may be rectifiable or any uncertainty may be resolvable, the entire proposal will be rated “Unacceptable,” the initial evaluation will be the final evaluation, and no further consideration will be given to that proposal for award.

3. A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

PERFORMANCE WORK STATEMENT

FOR CLINICAL RADIATION ONCOLOGY,

WRIGHT-PATTERSON AFB

PERSONAL SERVICE

24 SEPTEMBER 2014

TABLE OF CONTENTS

SECTION TITLE PAGE

1 DESCRIPTION OF SERVICES 2

2 SERVICES SUMMARY 17

3 GOVERNMENT FURNISHED PROPERTY

AND SERVICES 18

4 CONTRACTOR FULL-TIME EQUIVALENT

REPORTING 19

1. DESCRIPTION OF SERVICES.

1.1. SCOPE OF WORK. The Contractor shall provide personnel to provide Radiation Therapy services required for

Government beneficiaries, at Wright-Patterson AFB Medical Center, also referred to as the "medical treatment facility" (MTF) herein. Contractor care shall cover the range of services provided in a civilian medical treatment facility. Care shall be as comprehensive as Government supplied facilities, equipment, and support services permit, including all aspects of the delivery of external beam radiation therapy and brachytherapy. Performance shall be according to the requirements contained in this Performance Work Statement. In the event of non-availability of radiation therapy equipment at the MTF due to maintenance or temporary equipment failure, contract workers may be required to render services at an alternate facility. Contractor shall comply with all federal, state, and local laws and regulation.

1.2. PERSONNEL

1.2.1. POINT OF CONTACT. The Contractor shall designate a point of contact, the contractor point of contact (CPC), that shall be responsible for the performance of the work. The CPC shall have full authority to act for the Contractor on all matters relating to the daily operation of this contract. The Contractor shall designate this individual, in writing, to the Contracting Officer (CO) before the contract start date. An alternate may be designated, but the Contractor shall identify those times when the alternate shall be the primary point of contact.

1.2.1.1. AVAILABILITY. The Contractor point of contact shall be available via e-mail and local or toll free telephone (i.e., 800 number) Monday through Friday, 8:00 A.M. until 4:30 P.M. excluding federal holidays.

1.2.1.2. WORK ROSTER. The CPC shall provide a list by date and time with individual personnel names for those days the Contractor shall be providing services. This list shall be provided to the department chief and Contracting Officer Representative (COR), by the 20th of each month for the next month. The CPC shall submit work schedule changes in writing to the COR at least forty-eight(48)hours in advance of the proposed change.

1.2.2. PERSONNEL REQUIREMENTS.

1.2.2.1. RADIATION ONCOLOGY NURSE REQUIREMENTS.

1.2.2.1.1. FORMAL EDUCATION. The Radiation Oncology Nurse shall have graduated from an accredited school of nursing.

1.2.2.1.2. LICENSURE. The Radiation Oncology Nurse shall have a valid current license to provide registered nursing services from a United States (US) jurisdiction.

1.2.2.1.3. EXPERIENCE. The Radiation Oncology Nurse must have a minimum of twelve (12)months experience as a clinical radiation oncology nurse and a total of three (3) years of combined oncology clinic experience within five

(5) years of assuming employment at the Wright Patterson Cancer Center. The radiation oncology nurse must have successfully completed the ONS (Oncology Nursing Society) Radiation Oncology Certificate Program Course before assuming duties as radiation oncology nurse at the Wright Patterson Cancer Center.

1.2.2.1.4. WORK OR HEALTH RESTRICTIONS. The Radiation Oncology Nurse shall not have any work or health restrictions, which interfere with the performance of clinical radiation oncology services. Verified by written documentation submitted to government.

1.2.2.2. DOSIMETRIST REQUIREMENTS.

1.2.2.2.1. CERTIFICATION. The Dosimetrist shall be a Certified Medical Dosimetrist (CMD), certified by Medical

Dosimetrist Certification Board (MDCB), adhering to MDCB standards and promoting the provision of safe, competent medical care for all patients requiring medical dosimetry services.

1.2.2.2.2. EXPERIENCE. The Medical Dosimetrist shall have a minimum of twelve (12) months full time experience as a

Certified Medical Dosimetrist (CMD) under the supervision of a board certified radiation oncologist or radiation therapy physicist and have two (2) years combined experience in clinical dosimetry within the past sixty (60) months. The Dosimetrist shall also have a working knowledge of the Varian Eclipse and Aria software applications. The Dosimetrist must have experience with RadCalc and BrainLab software applications. The Dosimetrist shall be proficient with the Varian Trilogy Silhouette accelerator, Acuity simulator (training is acceptable in lieu of experience), CT machine, and have twenty-four (24)months experience with Intensity Modulated Radiation Therapy planning (IMRT) and Image Guided Radiation Therapy (IGRT). Additionally, the CMD must have twelve (12) months of RapidArc and stereotactic body radiation therapy (SBRT) planning experience. The Dosimetrist will be required to cut blocks for electron therapy.

1.2.2.2.3. WORK OR HEALTH RESTRICTIONS. The Dosimetrist shall not have any work or health restrictions, which interfere with the performance of clinical radiation oncology services. Verified by written documentation submitted to government.

1.2.2.3. RADIATION THERAPY TECHNOLOGIST REQUIREMENTS.

1.2.2.3.1. FORMAL EDUCATION. The Radiation Therapy Technologist(s) shall be a graduate of an accredited Radiation

Therapy program.

1.2.2.3.2. REGISTRATION. The Radiation Therapy Technologist(s) shall be registered, by the American Registry of Radiologic Technologists, having passed the registry exam for Radiation Therapy Technologists and have at least twelve (12) months experience as a fully licensed RTT during the last two (2) years.

1.2.2.3.3. EXPERIENCE. Radiation Therapy Technologist(s) shall have a minimum of twenty- four (24) months of treatment experience, and shall be proficient in the use of a Varian Trilogy linear accelerator; Millenium Mult-Leaf Collimator; Acuity simulator (training is acceptable in lieu of experience); CT machine operation and simulation techniques, Aria Record and Verify System, to include on-line review; electronic portal imaging; portal dosimetry techniques; stereotactic radiotherapy; image-guided radiation therapy to include fiducial alignment and cone-beam CT imaging; high dose rate delivery devices; and related safety procedures.

1.2.2.3.4.WORK OR HEALTH RESTRICTIONS. The Radiation Therapy Technologist(s) shall not have any work or health restrictions, which interfere with the performance of clinical radiation oncology services. This attestation should be verified by written documentation submitted to the government.

1.2.2.4. LEAD RADIATION THERAPY TECHNOLOGIST REQUIREMENTS. (one position). In addition to requirements in 1.2.2.3, this individual shall possess at least five (5) years of RTT experience, have been employed as a fully credentialed RTT for the last three (3) years, and have one (1)year of management experience in a radiation therapy center.

1.2.2.5. REPLACEMENT STAFF REQUIREMENTS

1.2.2.5.1. When a position is unfilled the contractor shall arrange for a permanent replacement within three (3) consecutive work days. The replacement staff shall possess the same qualifications (outlined in this PWS) as the permanent staff.

1.2.2.5.2. The contractor shall provide an orientation to new permanent contract employees to cover daily operations and duties at no expense to the government.

1.2.2.5.3. In the event that a permanent replacement is not available, the contractor shall provide for a temporary replacement with approval by the COR.

1.2.2.5.4. If a contract employee has a scheduled absence the CPC shall coordinate with the COR and shall arrange for a temporary replacement if requested.

1.2.2.6. VALIDATION OF QUALIFICATIONS. Within ten (10) work days after contract award, and/or two (2) weeks prior to a proposed change in staffing the Contractor shall provide to COR written verification (in form of resumes and photocopies of licensure/certifications) of contract personnel qualifications, to include: education, training, experience, licensure, registration, certification, and current Basic Life Support (BLS) certification. The COR will have seven (7) work days to review qualifications and notify Contractor of acceptable candidates.

1.2.2.6.1. The Contractor shall ensure all proposed staff deemed acceptable by COR is available for personal or phone interviews with the chief of radiation oncology at Wright Patterson Medical Center during the screening process at contractor expense.

1.3. SPECIFIC TASKS.

1.3.1. RADIATION ONCOLOGY NURSE DUTIES.

1.3.1.1. Perform nursing and clinic procedures according to accepted national standards of care for radiation oncology departments (e.g. American Society For Radiation Oncology/ASTRO guidelines).

1.3.1.2. Provide individual patient education on radiation therapy and cancer and organize the clinical exam area.

1.3.1.3. Complete the Nursing Assessment form (intake form) on each new patient. Obtain interval history, medication list, symptoms, radiology results, laboratory results, and vital signs for follow-up and under treatment patients.

1.3.1.4. Manage medical emergencies until relieved by other appropriate medical staff.

1.3.1.5. Administer injections, start Foley catheters, and assist with pelvic exams.

1.3.1.6. Ensure clinic supplies are appropriately stocked and maintained.

1.3.1.7. Stock the crash cart.

1.3.1.8. The nurse shall not administer chemotherapy.

1.3.1.9. Participate in continuing education and shall demonstrate familiarity with modern radiation oncology nursing techniques and practices.

1.3.10. Assist in additional duties as required for patient care (e.g. obtaining vital signs, requesting outside records).

1.3.2. DOSIMETRIST DUTIES.

1.3.2.1. Perform treatment planning for external beam radiation therapy and brachytherapy.

1.3.2.2. Generate documentation (paper and or electronic) of treatment plans as required by radiation oncologist.

1.3.2.3. Perform clinical dosimetry measurements.

1.3.2.4. Check charts of patients under treatment for completeness and accuracy and verify treatment parameters; this verification shall be documented by dosimetrist in patient’s chart and/or electronic radiation record

1.3.2.5. Participate in research and development activities involving formulation of new treatment aids, devices, techniques, and procedures.

1.3.2.6. Direct and assist the staff therapists in new and difficult procedures. Ensure appropriate patient set-up instructions are recorded and followed.

1.3.2.7. Maintain patient database and modify/change patient treatment records/parameters as necessary.

1.3.2.8. Assist in source preparation and handling of brachytherapy.

1.3.2.9. Assist in patient simulation, computerized tomography (CT) simulation, and setup.

1.3.2.10. Assist in fabrication of treatment blocks and patient positioning devices.

1.3.2.11 Maintain familiarity with the proper use of radiation therapy equipment and operate the required equipment.

1.3.2.12. Assist in additional duties as required for patient care (block cutting; patient transport to simulation; facilitating patient treatment record transfer to other radiation facilities).

1.3.2.13. Shall participate in continuing education to maintain certification and familiarity with modern radiation oncology

1.3.3. RADIATION THERAPY TECHNOLOGIST DUTIES.

1.3.3.1. Perform all aspects of radiation therapy and properly administer prescribed dose accurately.

1.3.3.2. Ensure patient's privacy, safety, and dignity. Ensure a professional courteous environment during each treatment.

Ensure patient is under constant supervision while in the therapy room.

1.3.3.3. Perform required quality control and safety procedures in the therapy rooms and other locations.

1.3.3.4. Obtain proper patient identification and ensure therapy is administered to the proper patient.

1.3.3.5. Properly position patients and monitor patients during the radiation therapy. Notify radiation oncologist or radiation oncology nurse of patients in need of medical attention.

1.3.3.6. Maintain and operate radiation therapy equipment and notify the lead therapist, physics, and the physician staff of improperly operating equipment.

1.3.3.7. Perform simulation procedures, including, but not limited to, fabrication of patient positioning devices and administration of gastrointestinal and/or bladder contrast.

1.3.3.8. Perform basic monitor unit calculations.

1.3.3.9. Perform CT treatment planning scans.

1.3.3.10. Perform block cutting/pouring and related procedures.

1.3.3.11. Perform electronic image acquisition and analysis for patient alignment/treatment.

1.3.3.12. Rotate with the Lead Radiation Therapy Technologist, between the simulation room and treatment rooms on a daily basis at the discretion of the Chief of Radiation Oncology or their designee.

1.3.3.13. Properly apply radiation therapy equipment and demonstrate capability andoperate required equipment.

1.3.3.14. Participate in continuing education in order to maintain certification and ability to utilize current radiation oncology

1.3.3.15. Assist in additional duties as required for patient care (block cutting/measurements, patient transport, calling inpatient hospital areas for transport of inpatients, appointment scheduling for simulations and radiation therapy sessions).

1.3.4. LEAD RADIATION THERAPY TECHNOLOGIST DUTIES.

1.3.4.1. Perform all tasks outlined in 1.3.3 in addition to overseeing and assisting the Radiation Therapy Technologist team.

1.3.4.2. Implement new treatment protocols as directed by radiation oncologist and manage the radiation therapy electronic platform.

1.3.4.3. May be the designated CPC on all matters relating to the daily operation of this contract. (see1.2.1).

1.3.4.4. Shall coordinate, with the approval of the physician staff, patient scheduling for radiation therapy treatments as well as simulations.

1.3.4.5. Shall assess radiation clinic supply stock and order replacement supplies as necessary.

1.3.5. DUTIES FOR ALL CONTRACT PERSONNEL.

1.3.5.1. All contract personnel shall attend and participate in assigned meetings to include chart rounds, staff meetings, and any other meetings as designated by the Chief of Radiation Oncology.

1.3.5.2. All contract personnel shall attend Government provided initial training for procedures and use of Government provided equipment, supplies, and forms; safety, infection control, and quality assurance (QA) procedures and policies; patient sensitivity training; sensitive duties program; and facility orientation.

1.3.5.3. All contract personnel shall participate in orientations for new equipment, procedures, as determined by the Chief of

Radiation Oncology.

1.3.5.4. All contract personnel shall attend annual training, which includes, but is not limited to: safety, QA, risk management, infection control, fire protection, security, and patient sensitivity training. The classes may be scheduled individually throughout the year or scheduled at one time.

1.3.5.5. All contract personnel shall conduct themselves in a manner consistent with the professional environment of the department. Failure to function effectively shall be grounds for dismissal from employment in the radiation therapy clinic.

1.4. GENERAL INFORMATION.

1.5. Continuation of Contractor Services During Base Exercises, Local Emergencies or Contingencies, and Implementation of Local Contingency Plans.

1.5.1.1. It has been determined that all services specified in this PWS shall be performed during (and/or in support of, whichever is appropriate) base exercises, local emergencies or contingencies and implementation of local contingency plans. However, the Contracting Officer will notify the contractor in the event that the contractor is relieved from performing any of the services specified in the PWS during base exercises, local emergencies or contingencies or implementation of local contingency plans.

1.5.1.2. The Government establishes contingency plans and training missions to support mobilization and national emergencies, and to augment local Governments in the event of natural disasters. The Government must be able to react to such events without undue delay. These sudden or unusual events may impact the Contractor’s operations.

The Contractor shall provide the tasks as required by this PWS to support a contingency operation or exercise of contingency plans 7 days a week, 24 hours a day, for the duration of the contingency or exercise (4-5 times per year).

Examples of such events include natural disasters (e.g., tornados, major storms, flash floods); exercises, mobilizations, deployments, or sudden buildup of forces (e.g., war, police action, international crisis, and civil disturbance), including backfill of Contractor personnel in the event of activation, draft or recall to active duty;

terrorism or other threats to personnel or property; utility outages; and local Government emergencies (e.g., accidents and fires).

1.6. CONTINUITY OF SERVICES. If services are disrupted for more than three (3) consecutive scheduled shifts, the

Government reserves the right to procure required services from an alternate replacement source until Contractor-provided services are restored. When the Government exercises its right to procure these services from another source, the Government will reduce the Contractor's invoice by an amount not to exceed the burdened rates established in the contract.

1.7. ENGLISH LANGUAGE REQUIREMENT. Contractor personnel engaged in performance of this contract shall read, understand, speak, and write English.

1.8. CARDIOPULMONARY RESUSCITATION (CPR) CERTIFICATION. As required by AFI 44-12, all contract employees shall be certified and remain current in Basic Life Support (BLS). Recertification classes may be available at the MTF at no charge to the Contractor, on a space available basis.If not available at MTF, Contractor is responsible for ensuring certification/recertification elsewhere at Contractor’s expense. Contractor shall provide this required documentation to the government before employees can assume duties at MTF.

1.9. CRIMINAL BACKGROUND CHECK REQUIREMENT. (RESERVED: Due to rarity of pediatric patients seen in this clinic, if an instance would occur chaperone would accompany patient)

1.10. CONFLICT OF INTEREST. The Contractor shall not employ any person who is an employee of the United States

Government if the employment of that person would create a conflict of interest nor shall the Contractor employ any person who is an employee of the Department of the Air Force, either military or civilian, unless such person seeks and receives approval in accordance with DOD Directive 5500.7 and Air Force policy.

1.11. CONFIDENTIALITY. The contractor shall strictly observe the confidentiality of Air Force information and records and shall comply with all laws and regulations governing disclosure, including Federal Privacy Act 5 U.S.C. 552A, the Drug and Alcohol Rehabilitation Records Statues, 21 U.S.C. 1175 and 42 U.S.C. 4582 and AFI 41-210, Patient Administration Functions. The contractor shall be held liable in the event of breach of confidentiality.

1.12. NOTIFICATION OF ENVIRONMENTAL/RADIOACTIVE SPILLS. If contract personnel spill or release any toxic/hazardous/radioactive substance into the environmental, contract personnel shall within five (5) minutes report the incident to the Base Fire Department, Bioenvironmental Engineering, and Radiation Safety Officer.

1.13. HEALTH REQUIREMENTS.

1. All health care workers shall follow the methods for controlling and preventing disease as described in the American Public Health Association publication, Control of Communicable Disease Manual, the Centers for Disease Control and Prevention (CDC) publications, Morbidity and Mortality Weekly Report (MMWR) and it’s supplements, Occupational Safety and Health (OSHA) and The Joint Commission requirements, Department of Defense, Air Force Instructions and 88th Medical Group Instructions, whether currently implemented or hereafter updated consistent with developing legal and medical standards. The vaccinations and labs listed below are the minimum for beginning work at 88 Medical Center. New requirements that may be added to the list per the resources listed above after the start of the contract shall be made known to Contractor by the COR and the Contractor shall meet these additional requirements within 30 calendar days of notification.

2. Before the start of work, healthcare workers (HCW) shall provide proof of immunizations to the MTF Public Health from the following diseases according to the CDC Guidelines:

• Hepatitis B (required for all that have potential for exposure to blood and body fluid substances) o Provide documentation of 3 Hep B vaccinations or combinations of Hep B/A vaccinations o If the series was completed after Sep 02 then they must have a HbsAb lab test accomplished o If the individual is an “exposure prone” (example: surgeon, dentist, PA etc) meaning that their hands are in contact with sharp objects where they can’t be visualized they need to have a + HbsAb or a negative HbsAg

• MMR: HCW born after 1956:

o Must have proof of immunity (lab test) o History of 2 MMR o HCW born prior to 1957 do not require vaccination

• Varicella:

o Lab test positive for disease o Documentation of vaccination o Dr documentation of chicken pox o If born prior to 1966-no vaccination required o Provider documentation of herpes zoster- no vaccination required

• Tdap:

o Required when it has been at least two years since last Td vaccination

• TB Skin Test:

o Required within 30 days of beginning work o If a prior positive must have a chest x-ray within 30 days of beginning work. Provide a statement from a provider that the individual is free of pulmonary disease

1.13.1. It is the Contractor’s responsibility to report to the COR all information necessary to assure hospital records can be maintained correctly, and therefore comply with the JCAHO, OSHA, and CDC health records requirements. This information is to be provided to employee health office to keep the employees’ health database up to date.

1.13.2.…