Lebanon Psychiatry Combined Synopsis.pdf

GENERAL INFORMATION

Document Type:

Combined Synopsis/Solicitation

Solicitation Number: 36C24423Q0961 Posted Date: 07/05/2023 Original Response Date: 07/21/2023 10:00 AM EDT Current Response Date: 07/21/2023 10:00 AM EDT Product or Service Code: Q519, Medical - Psychiatry Set Aside: Total SDVOSB Set-Aside NAICS Code: 561320, Temporary Help Services

Contracting Office Address:

H.J. Heinz VAMC

The Department of Veterans Affairs Network Contracting Office 4 1010 Delafield Road Pittsburgh, PA 15215

Description

This is a combined synopsis/solicitation for commercial services prepared in accordance with the format in Federal Acquisition Regulation (FAR) 12.6 as supplemented with additional information included in this notice. This announcement constitutes the only solicitation;

quotations are being requested, and a written solicitation will not be issued.

This solicitation is a request for quotations (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2023-04.

This solicitation is set-aside for SDVOSB competition.

The associated North American Industrial Classification System (NAICS) code for this procurement is 561320, Temporary Help Services, with a small business size standard of $34.0 million. The product or service code is Q519, Medical - Psychiatry. The Government will award a firm-fixed price (FFP), Indefinite Delivery Indefinite Quantity (IDIQ) contract resulting from this combined synopsis/solicitation to the responsible offeror whose offer, conforming to the synopsis/solicitation, will be most advantageous to the Government (as determined by the solicitation evaluation criteria).

The Lebanon VA medical Center, located at 1700 South Lincoln Avenue Lebanon, PA 17042- 7529 is seeking to purchase Psychiatry Physician Staffing for this location as well as 5 others outlined in the attached performance work Statement (PWS).

All interested companies must provide quotes for the following Price/Cost Schedule:

The Contractor shall furnish all personnel to provide services necessary to perform Psychiatry Physician Services (onsite at the VAMC or offsite remotely at the contractor’s place of business) and to eligible beneficiaries of the Department of Veterans Affairs Medical Center, Lebanon VA medical Center, located at 1700 South Lincoln Avenue Lebanon, PA 17042-7529, as well as 5 additional sites outlined in the attached performance work Statement (PWS) (hereinafter referred to as VAMC). The base period of the contract shall cover a period of five (5) years and five (4) one-year option periods.

The Government shall order the below specified minimum contract value of services and may order up to and including the below specified maximum contract value of services through task orders under this basic IDIQ contract throughout the duration of the contract to include all option periods (if applicable). The maximum amount under this contract is not guaranteed. All units are estimates based on the COR’s knowledge of the need of the requested.

IDIQ contract Minimum: To be determined upon award

IDIQ contract Maximum: To be determined upon award

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

2,008.00 HR __________________ __________________

1 FTEE Board Certified/Board Eligible Outpatient Psychiatry Physician Services

Contract Period: Base POP Begin: 08-01-2023 POP End: 07-31-2024

1 FTEE Board Certified/Board Eligible Psychiatry Physician Services Inpatient

Contract Period: Base

832.00 HR __________________ __________________

Board Certified/Board Eligible Psychiatry Physician Services Weekend Coverage Inpatient

Contract Period: Base

48.00 HR __________________ __________________

On Call Weeknights

Contract Period: Base

24.00 HR __________________ __________________

On Call Weekends

Contract Period: Base

1 FTEE Board Certified/Board Eligible Psychiatry Physician Services Outpatient

Contract Period: Option 1 POP Begin: 08-01-2024 POP End: 07-31-2025

Contract Period: Option 1

Contract Period: Option 1

Contract Period: Option 1

Contract Period: Option 1

Contract Period: Option 2 POP Begin: 08-01-2025 POP End: 07-31-2026

Contract Period: Option 2 POP Begin: 08-02-2025

Contract Period: Option 2 POP Begin: 08-03-2025

Contract Period: Option 2 POP Begin: 08-04-2025

Contract Period: Option 2 POP Begin: 08-05-2025

Contract Period: Option 3 POP Begin: 08-01-2026 POP End: 07-31-2027

Contract Period: Option 3

Contract Period: Option 3

Contract Period: Option 3

Contract Period: Option 3

Contract Period: Option 4 POP Begin: 08-01-2027 POP End: 07-31-2028

Contract Period: Option 4

Contract Period: Option 4

Contract Period: Option 4

Contract Period: Option 4

GRAND TOTAL

Performance Work Statement

Psychiatry Physician Services

The Contractor shall furnish all personnel to provide services necessary to perform onsite Psychiatry Physician Services to eligible beneficiaries of the Department of Veterans Affairs Medical Center, Lebanon (hereinafter referred to as LVAMC). The contract physician(s)’ care shall cover the range of Psychiatry services as would be provided in a state-of-the-art civilian medical treatment facility.

1. GENERAL:

1.1. Services Provided: The Contractor shall provide two (2) FTEE Board Certified/Board

Eligible Psychiatry Physician Services and Weekend Inpatient Coverage Board Certified/Board Eligible Psychiatry Physician Services on site in accordance with the specifications contained herein to beneficiaries of the Department of Veterans Affairs (VA), the Lebanon VA Medical Center (LVAMC), or any of its VA Community Clinics (VACCs).

1.2. Place of Performance: Contractor shall furnish services on site at Lebanon VA Medical Center, 1700 South Lincoln Avenue, Lebanon, PA 17042 or at any one of its VA Community Clinics (VACCs) locations, depending on the needs of the agency:

• Cumberland Clinic at 5070 Ritter Road, Mechanicsburg, PA 17055

• York Clinic at 2251 Eastern Boulevard, York, PA 17402

• Lancaster Clinic at 212 Willow Valley Lakes Drive, Willow Street, PA 17584

• Berks Clinic at 2762 Century Boulevard, Suite #120, Wyomissing, PA 19610

• Pottsville Clinic at 1410 Laurel Boulevard, Suite 2, Pottsville, PA 17901

1.3. Authority: Title 38 USC 8153, Health Care Resources (HCR) sharing Authority.

1.4. Policy/Directives/Handbooks (the contractor shall be subject to the following policies, including any subsequent updates during the POP):

1.1.1. VA Directive 1663: Health Care Resources (HCR) Contracting – Buying Title 38 U.S.C. 8153:

https://www.va.gov/vapubs/viewPublication.asp?Pub_ID=969&FType=2

1.1.2. VHA Directive 1003.04: VHA Patient Advocacy:

https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=5970 VHA Directive 1065: Productivity and Staffing Guidance for Specialty Provider Group Practice: https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=9130

1.4.4. VHA Directive 1088(1): Communicating Test Results to Providers and Patients:

https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=3148

1.4.5. VHA Directive 1100.18: Reporting and Responding to State Licensing Boards:

https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=9174

1.4.6. VHA Directive 1100.20 Credentialing of Health Care Providers:

https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=9444 https://www.va.gov/vapubs/viewPublication.asp?Pub_ID=969&FType=2 https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=5970 https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=9130 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.va.gov%2Fvhapublications%2FViewPublication.asp%3Fpub_ID%3D3148&data=05%7C01%7C%7C8e30ab1c2724408fd8b908dabb69217a%7Ce95f1b23abaf45ee821db7ab251ab3bf%7C0%7C0%7C638028357445005912%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=p2ndNOlW3Du6hynpHL%2BRvSKkW7ENCKS%2FUGtpw%2FEU44c%3D&reserved=0 https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=9174 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.va.gov%2Fvhapublications%2FViewPublication.asp%3Fpub_ID%3D9444&data=05%7C01%7C%7C8e30ab1c2724408fd8b908dabb69217a%7Ce95f1b23abaf45ee821db7ab251ab3bf%7C0%7C0%7C638028357445005912%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=ECQ42ixehYGe8phmwd3vjf%2BogtK%2Bp6dSlvpjzn7CI48%3D&reserved=0

1.4.7. VHA Directive 1192.01: Seasonal Influenza Vaccination Program for VHA Health Care Personnel:

https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=8948

1.4.8. VHA Directive 1605.01: Privacy and Release of Information:

https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=3233

1.4.9. VHA Directive 1907.01: VHA Health Information Management and Health Records: https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=9235

1.4.10. VHA Handbook 1100.17: National Practitioner Data Bank (NPDB) Reports:

https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=2135

1.4.11. VHA Handbook 1100.19: Credentialing and Privileging:

http://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=2910

1.4.12. Privacy Act of 1974 (5 U.S.C. 552a) as amended:

http://www.justice.gov/oip/foia_updates/Vol_XVII_4/page2.htm

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

1.5.1. ABPN: American Board of Psychiatry and Neurology

1.5.2. ACGME: Accreditation Council for Graduate Medical Education

1.5.3. ACLS: Advanced Cardiac Life Support

1.5.4. AHA: American Heart Association

1.5.5. AJIC: American Journal for Infection Control

1.5.6. AQL: Acceptable Quality Level

1.5.7. BAA: Business Associate Agreement

1.5.8. BBA: Balanced Budget Act

1.5.9. BLS: Basic Life Support

1.5.10. CDC: Centers for Disease Control and Prevention

1.5.11. CDR: Contract Deficiency Report

1.5.12. CEU: Certified Education Unit

1.5.13. Clinical Privileging: Clinical Privileging is the process by which a practitioner, licensed for independent practice; e.g., without supervision, direction, required sponsor, preceptor, mandatory collaboration, etc.; is permitted by law and the facility to practice independently, to provide specific medical or other patient care services within the scope of the individual’s license, based upon the individual’s clinical competence as determined by peer references, professional experience, health status, education, training and licensure. Clinical privileges must be facility-specific and provider-specific, and within available resources.

1.5.14. CME: Continuing Medical Education

1.5.15. CMP: Civil Monetary Penalty

1.5.16. CMS: Centers for Medicare and Medicaid Services

1.5.17. CO: Contracting Officer: The person executing this contract on behalf of the

Government with the authority to enter into and administer contracts and make related determinations and findings.

1.5.18. COI: Conflict of Interest

https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=8948 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.va.gov%2Fvhapublications%2FViewPublication.asp%3Fpub_ID%3D3233&data=05%7C01%7C%7C8e30ab1c2724408fd8b908dabb69217a%7Ce95f1b23abaf45ee821db7ab251ab3bf%7C0%7C0%7C638028357445162578%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=OSgtlRX4Np9LQE16y8y3W8udw0ZEIgPykhxCoprX530%3D&reserved=0 https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=9235 https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=2135 http://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=2910 http://www.justice.gov/oip/foia_updates/Vol_XVII_4/page2.htm

1.5.19. COR: Contracting Officer’s Representative: A person appointed by the CO to take necessary action to ensure the Contractor performs in accordance with and adheres to the specifications contained in the contract and to protect the interest of the Government. The COR shall report to the CO promptly any indication of non-compliance in order that appropriate action can be taken.

1.5.20. COS: Chief of Staff

1.5.21. COVID-19: Coronavirus Disease 2019

1.5.22. CPARS: Contractor Performance Assessment Reporting System

1.5.23. Credentialing: Credentialing is the process of obtaining, verifying, and assessing the qualifications of a health care provider to provide care or services in or for the VA health care system. Credentials are documented evidence of licensure, education, training, experience, or other qualifications.

1.5.24. DEA: Drug Enforcement Agency

1.5.25. eCMS: Electronic Contract Management System

1.5.26. EHR: Electronic Health Record - electronic health record system used by the VA

1.5.27. EPA: Environmental Protection Agency

1.5.28. FAPIIS: Federal Awardee Performance and Integrity Information System

1.5.29. FAR: Federal Acquisition Regulation

1.5.30. FOIA: Freedom of Information Act

1.1.3. FPPE: Focused Provider Practice Evaluation

1.1.4. FSMB: Federation of State Medical Boards

1.1.5. FTE: Full Time Equivalent: VA’s definition for full time-working the equivalent of

80 hours every two weeks, 2080 hours per year. In calculating FTE, any hours not worked on national holidays shall not be included.

1.1.6. HHS: Department of Health and Human Services

1.1.7. HICPAC: Hospital Infection Practices Advisory Committee

1.1.8. HIPAA: Health Insurance Portability and Accountability Act

1.1.9. IGRA: Interferon-gamma Release Assays

1.1.10. ISO: Information Security Officer

1.1.11. Key Personnel: The individuals specified in this contract who are essential to work performance.

1.1.12. MSO: Medical Sharing/Affiliate National Program Office

1.1.13. MRI: Magnetic Resonance Imaging

1.1.14. NPI: National Provider Identifier. NPI is a standard, unique 10-digit numeric identifier required by HIPAA. The VHA must use NPIs in all HIPAA-standard electronic transactions for individual (health care practitioners) and organizational entities (medical centers).

1.1.15. NPPES: National Plan and Provider Enumeration System

1.1.16. NSO: National Surgery Office

1.1.17. OGC: Office of General Counsel

1.1.18. OIG: Office of Inspector General

1.1.19. OPPE: Ongoing Provider Practice Evaluation

1.1.20. POP: Period of Performance

1.1.21. PPD: Purified Protein Derivative

1.1.22. PPIRS: Past Performance Information Retrieval System

1.1.23. PWS: Performance Work Statement

1.1.24. QA/QI: Quality Assurance/Quality Improvement

1.1.25. QM/PI: Quality Management/Performance Improvement

1.1.26. QASP: Quality Assurance Surveillance Plan

1.1.27. RFP: Request for Proposal

1.1.28. SCS: Specialty Care Services

1.1.29. SSAC: Sole Source Affiliate Contract

1.1.30. TJC: the Joint Commission

1.1.31. TST: Tuberculosis Skin Test

1.1.32. USC: United States Code

1.1.33. VA: Department of Veterans Affairs

1.1.34. VA-FSC: VA Financial Services Center

1.1.35. VAAR: VA Acquisition Regulation

1.1.36. VETPro: is VHA’s mandatory credentialing software platform to document the credentialing of VHA health care Providers. This system facilitates completion of a uniform, accurate and complete credentials file.

1.1.37. VHA: Veterans Health Administration

1.1.38. VistA: Veterans Integrated Systems Technology Architecture

2. QUALIFICATIONS:

2.1. Staff/Facility

2.1.1. License: The Contractor’s physician(s) assigned by the Contractor to perform the services covered by this contract shall have a current license to practice medicine in any State, Territory, or Commonwealth of the United States or the District of Columbia) when services are performed onsite on VA property. All licenses held by the key personnel working on this contract shall be full and unrestricted licenses. Contractor’s physician(s) who have current, full and unrestricted licenses in one or more states, but who have, or ever had, a license restricted, suspended, revoked, voluntarily revoked, voluntarily surrendered pending action, or denied upon application will not be considered for the purposes of this contract.

2.1.2. Board Certification: All Contractor’s physician(s) shall be Board Certified/Board Eligible by the ABPN http://www.abpn.com , and be currently certified in BLS, ACLS or equivalency. All continuing education courses required for maintaining certification must be kept up to date at all times. Documentation verifying current certification shall be provided by the Contractor to the VA COR on an annual basis for each year of contract performance.

2.1.3. Credentialing and Privileging: Credentialing and privileging is to be done in accordance with the provisions of VHA Handbook 1100.19 and VHA Directive

1100.20 referenced above. The Contractor is responsible to ensure that proposed physician(s) possesses the requisite credentials enabling the granting of privileges. No services shall be provided by any Contractor’s physician(s) prior to obtaining approval by the Facility Professional Standards Board, Medical Executive Board and Medical Center Director. If a Contractor’s physician(s) is not credentialed and privileged or has credentials/privileges suspended or revoked, the Contractor shall furnish an acceptable substitute without any additional cost to the government.

2.1.4. Technical Proficiency: Contractor’s physician(s) 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 upon request of the CO/COR to verify current and ongoing competency, skills, certification and/or licensure related to the provision of care, treatment and/or services performed. Contractor shall provide verifiable evidence of all educational and training experiences including any gaps in educational history for all Contractor’s physician(s) and Contractor’s physician(s) shall be responsible for abiding by the Facility's Medical Staff By-Laws, rules, and regulations (referenced herein) that govern medical staff behavior.

2.1.5. Continuing Medical Education (CME)/ Certified Education Unit (CEU)

Requirements: Contractor shall provide the COR copies of current CMEs as required or requested by the facility. Contractor’s physician(s) registered or certified by national/medical associations shall continue to meet the minimum standards for CME to remain current. Contractor shall report CME hours to the credential’s office for tracking. These documents are required for both privileging and re-privileging. Failure to provide shall result in loss of privileges for Contractor’s physician(s).

2.1.6. Training (BLS, CPRS and VA MANDATORY): Contractor shall meet all VA educational requirements and mandatory course requirements defined herein; all training must be completed by the contractor’s physician(s) as required by the VA. Other training may become required. VA will communicate any changes to the training requirement to the contractor.

2.1.7. VHA Publications (va.gov) its updates or replacement directives, IG Guidance at

8994, Section II(C); Guidance at 4875, Section III (B)(4) Sentencing Guidelines, Section 8B2,1 (b)(4)(B) annual compliance training is to be provided to all contractors within the scope of their work.

https://www.va.gov/vhapublications/

Training Frequency Annual Hours SUX-AHA BLS (Basic Life Support for Healthcare Providers)

Once a year 1

V4 MRI Safety - Level One Once a year 1

VA Privacy and Information Security Awareness and Rules of Behavior

Once a year 1

Annual Government Ethics Training

Once a year 1

Suicide Risk Management Training for Clinicians

Once a year 1

V4 HazMat and GEMS Once a year 1

Mental Health Environment of Care Checklist (MHEOCC)

Once a year 1

Training for Clinical Staff Once a year 1

VA Core Values Training (I CARE Recommitment)

Once a year 1

What Every VA Clinician & Resident Needs to Know About Consults

Once a year 1

Hospice and Palliative Care for VA Clinicians

Once a year 1

Service Connection and Special Authority for Providers

Once a year 1

2.1.7.1. VA Mandatory training is usually completed via computer. A copy of the documentation of the completed annual training is to be provided to the

COR.

2.1.7.2. It is a policy of this Medical Center that all contract personnel to be employed under this contract must be Basic Life Support (BLS) certified. BLS must be provided by VHA accredited organization. As part of the credentialing process, the contractor BLS certification must be sent to the Medical Staff Office. Failure to provide proof of certification to the Medical Staff Office may impact the contract personnel qualification under this requirement. No services will be provided by any contract personnel prior to obtaining approval by the LVAMC Professional Standards Board, Clinical Executive Board and Director. For all providers that will be utilizing moderate sedation, evidence of current ACLS (or equivalent) training is required. For providers that will not be utilizing moderate sedation, evidence of current BLS training (or equivalent to include CPR/AED training) will be required. In addition to the above trainings there are other VA specific training courses which must be completed. These may be clinical or administrative in nature.

The COR will notify contractor of all required VA training. All training must be current to work.

2.1.7.3. Training classes are offered at the VA at no cost to the contractor. Contact Employee Education, in collaboration with the COR, at the Lebanon VA for registration instructions. A certificate of training must be provided to the clinical service’s Administrative Officer with a copy forwarded to the COR.

2.1.8. Standard Personnel Testing (PPD, etc.): Contractor shall provide proof of the following tests for physicians within five (5) calendar days after contract award and prior to the first duty shift to the COR and CO. Tests shall be current within the past year.

2.1.8.1. TUBERCULOSIS TESTING: Contractor shall provide proof of a negative

Tuberculosis Skin Test (TST) or interferon-gamma release assays (IGRA) for all Contractor’s physician(s) upon hire in accordance with CDC guidance.

(This is applicable to all health care workers). A negative chest radiographic report for active tuberculosis shall be provided in cases of positive TST or IGRA results.

2.1.8.2. MEASLES, MUMPS, & RUBELLA TESTING: Contractors shall provide proof of immunity for all Contractor physicians {This is applicable to all health care workers}.

2.1.8.3. VARICELLA: Contractors shall provide proof of immunity for all Contractor physicians {This is applicable to all health care workers}.

2.1.8.4. ACELLULAR PERTUSSIS: Contractors shall provide proof of 1 dose of Tdap vaccination for all Contractor physicians {This is applicable to all health care workers}.

2.1.8.5. INFLUENZA: Contractors shall provide proof that all Contractor physicians have received the annual Influenza vaccine unless it is contraindicated. If the Contractor physician has a medical contraindication to the vaccine, they shall be required to wear a mask during the Influenza season. {This is applicable to all health care workers}.

2.1.8.6. COVID-19: Contractors shall comply with VHA Supplemental Contract

Requirements for Combatting COVID-19 {This is applicable to all health care workers}.

2.1.8.7. OSHA REGULATION CONCERNING OCCUPATIONAL EXPOSURE TO

BLOODBORNE PATHOGENS: Contractor shall provide evidence of completing and passing generic self-study blood-borne pathogen training for all Contractor’s physician(s) {This is applicable to all health care workers}; provide their own Hepatitis B vaccination series and hepatitis B surface antigen test results following the hepatitis B vaccination series;

maintain an exposure determination and control plan; maintain required records; and ensure that proper follow-up evaluation is provided following an exposure incident.

2.1.8.8. The facility shall notify the Contractor of any significant communicable disease exposures as appropriate. Contractor shall adhere to current CDC/HICPAC Guideline for Infection Control in health care personnel (as published in American Journal for Infection Control - AJIC 1998; 26:289- 354 http://www.cdc.gov/hicpac/pdf/InfectControl98.pdf) for disease control.

Contractor shall provide follow up documentation of clearance to return to the workplace prior to their return.

2.1.8.9. NPI: NPI is a standard, unique 10-digit numeric identifier required by

HIPAA. The VHA must use NPIs in all HIPAA-standard electronic transactions for individual (health care practitioners) and organizational entities (medical centers). The Contractor shall have or obtain appropriate NPI and if pertinent the Taxonomy Code confirmation notice issued by the CMS NPPES be provided to the CO with the proposal.

2.1.8.10. DEA: Contractor shall provide copy of current DEA certificate.

2.1.8.11. Conflict of Interest (COI): The Contractor and all Contractor’s physician(s) are responsible for identifying and communicating to the CO and COR conflicts of interest at the time of proposal and during the entirety of contract performance. At the time of proposal, the Contractor shall provide a statement 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.

2.1.8.11.1. The Contractor shall also provide statements containing the same information for any identified consultants or subcontractors who shall provide services. The Contractor must also provide relevant facts that show how it’s organizational and/or management system or other actions would avoid or mitigate any actual or potential organizational conflicts of interest. These statements shall be in response to the VAAR provision 852.209-70 Organizational Conflicts of Interest and fully outlined in response to the subject attachment in Section D of the solicitation document.

2.1.9. Citizenship related Requirements:

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 http://www.cdc.gov/hicpac/pdf/InfectControl98.pdf

Department of Labor as these may relate to non-immigrant foreign nationals working under contract or subcontract for the Contractor while providing services to VA patient referrals.

2.1.9.2. While performing services for the VA, the Contractor shall not knowingly employ, contract, or subcontract with an illegal alien; foreign national non-immigrant who is in violation their status, as a result of their failure to maintain or comply with the terms and conditions of their admission into the United States. Additionally, the Contractor is required to comply with all “E-Verify” requirements consistent with “Executive Order 12989” and any related pertinent Amendments, as well as applicable FAR.

2.1.9.3. If the Contractor fails to comply with any requirements outlined in the preceding paragraphs or its Agency regulations, the VA 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 VA patient referrals; or other place where the Contractor provides services to veterans who have been referred by the VA; and shall form the basis for termination of this contract for breach.

2.1.9.4. 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.

2.1.9.5. The Contractor agrees to obtain a similar certification from its subcontractors. The certification shall be made as part of the offerors response to the RFP using the subject attachment in Section D of the solicitation document.

2.1.10. Annual OIG Statement: In accordance with HIPAA and the Balanced Budget Act

(BBA) of 1977, the HHS 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.

2.1.11. 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 Contractor’s physician(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 http://oig.hhs.gov/exclusions/index.asp 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.

2.1.12. By submitting their proposal, the Contractor certifies that the HHS OIG List of

Excluded Individuals/Entities has been reviewed and that the Contractors are and/or firm is not listed as of the date the offer/bid was signed.

2.1.13. Clinical/Professional Performance: The qualifications of Contractor personnel are subject to review by facility COS or his/her clinical designee and approval by the Medical Center Director as provided in VHA Handbook 1100.19 and VHA Directive 110.20. Clinical/Professional performance monitoring and review of all clinical personnel covered by this contract for quality purposes will be provided by the facility COS and/or the Chief of the Service or his designee. A clinical COR may be appointed, however, only the CO is authorized to consider any contract modification request and/or make changes to the contract during the administration of the resultant contract.

2.1.14. Non-Personal Healthcare Services: The parties agree that the Contractor and all

Contractor’s physician(s) shall not be considered VA employees for any purpose.

2.1.15. Indemnification: The Contractor shall be liable for, and shall indemnify and hold harmless the Government against, all actions or claims for loss of or damage to property or the injury or death of persons, arising out of or resulting from the fault, negligence, or act or omission of the Contractor, its agents, or employees.

2.1.16. Prohibition against Self-Referral: Contractor’s physicians are prohibited from referring VA patients to contractor’s or their own practice(s).

2.1.17. Inherent Government Functions: Contractor and Contractor’s physician(s) 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.

2.1.18. No Employee status: The Contractor shall be responsible for protecting

Contractor’s physician(s) 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:

2.1.18.1. Workers’ compensation

2.1.18.2. Professional liability insurance

2.1.18.3. Health examinations

2.1.18.4. Income tax withholding, and

2.1.18.5. Social security payments.

2.1.19. Tort Liability: The Federal Tort Claims Act does not cover Contractor or

Contractor’s physician(s). When a Contractor or Contractor’s physician(s) has been identified as a provider 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’s physician(s)) action or non-action shall be the responsibility of the Contractor and/or insurance carrier.

2.1.20. Key Personnel:

2.1.20.1. The VA Full Time Equivalent (FTE) for the services required is depended upon LVAMC need. FTE is defined by VA as a minimum of 80 hours every two weeks and does not include holidays.

2.1.20.2. The number of Board Certified/Board Eligible Psychiatry physicians required to be on site daily is dependent upon LVAMC need, as defined in paragraph 3 Hours of Operation in this section.

2.1.20.3. The Contractor shall be responsible for providing coverage to the VA during periods of vacancies of the Contractor’s personnel due to sick leave, personal leave, vacations, and additional coverage as required. In the event a scheduled physician is unable to complete an assigned shift, the Contractor shall provide replacement physician coverage within 2 hours and notify the COR immediately of the schedule change.

2.1.20.4. Personnel Substitutions: During the first ninety (90) calendar days of performance, the Contractor shall make NO substitutions of key personnel unless the substitution is necessitated by illness, death, or termination of employment. The Contractor shall notify the CO, in writing, within 15 calendar day(s) after the occurrence of any of these events and provide the information required below. After 90 days, the Contractor shall submit the information required below to the CO at least 15 calendar days prior to making any permanent substitutions.

2.1.20.5. The Contractor shall provide a detailed explanation of the circumstances necessitating the proposed substitutions, complete resumes for the proposed substitutes, and any additional information requested by the CO. Proposed substitutes shall have comparable qualifications to those of the persons being replaced. The CO will notify the Contractor within 15 calendar days after receipt of all required information of the decision on the proposed substitutes. The contract will be modified to reflect any approved changes of key personnel.

2.1.20.6. For temporary substitutions where the key person shall not be reporting to work for three (3) consecutive workdays or more, the Contractor shall provide a qualified replacement for the key person. The substitute shall have comparable qualifications to the key person. Any period exceeding two weeks will require the procedure as stated above.

2.1.20.7. The Government reserves the right to refuse acceptance of any Contractor personnel at any time after performance begins, if personal or professional conduct jeopardizes patient care or interferes with the regular and ordinary operation of the facility. Breaches of conduct include intoxication or debilitation resulting from drug use, theft, patient abuse, dereliction, or negligence in performing directed tasks, or other conduct resulting in formal complaints by patient or other staff members to designated Government representatives. Standards for conduct shall mirror those prescribed by current federal personnel regulations. Should the VA COS or designee show documented clinical problems or continual unprofessional behavior/actions with any Contractor’s physician(s), s/he may request, without cause, immediate replacement of said Contractor’s physician(s). The CO and COR shall deal with issues raised concerning Contractor’s physician(s) conduct. The final arbiter on questions of acceptability is the CO.

2.1.20.8. Contingency Plan: Because continuity of care is an essential part of

Facility’s medical services, The Contractor shall have a contingency plan in place to be utilized if the Contractor’s physician(s) leaves Contractor’s employment or is unable to continue performance in accordance with the terms and conditions of the resulting contract.

3. VA HOURS OF OPERATION/SCHEDULING:

3.1. VA Business Hours: The outpatient clinics of Behavioral Health and Sciences (BH&S) Care Line are generally open Monday through Friday from 08:00 am to 04:30 pm excluding recognized Federal Holidays. Due to expanding clinical needs and inpatient coverage there are evening and weekend hours at some locations.

3.2. Patients must be seen by a contractor’s physician(s) onsite at LVAMC or at any one of its VACCs in a timely manner in accordance with VA Rules and Regulations on clinic wait times and consult completion. Contractor shall notify the COR at least monthly about any obstacles to meeting this performance measure.

3.3. Contract physicians shall be available and present in clinic during normal LVAMC clinic hours, which will be established, and may be revised, as deemed appropriate for patient care by the COS.

3.4. Each Psychiatrist the Contractor provides will be providing on-call coverage of approximately 1 weeknight in a two-week period and approximately one weekend in a two-month period. On-Call hours during weekdays are from 4:30 P.M through 8:00

A.M. On call hours for holidays that fall on a weekday are from 4:30 P.M. the day before through 8:00 A.M. the day after the holiday. On call hours for the weekends are from 4:30 P.M. on Friday through Monday at 8:00 A.M. On-call duties include on-site rounding each day per weekend and/or holiday covered.

3.5. Off-hours Coverage: Contractor must make the Contractor’s physician(s) available on-call during all hours when the LVAMC clinic is closed, including evenings, weekends, and holidays.

3.5.1. On-call Contractor’s physician(s) must be available at all times for phone consultations with VA residents and physicians.

3.5.2. On-call providers must be available within 20 minutes by phone and onsite within 60 minutes.

3.6. LVAMC reserves the right to accommodate schedule changes as workload demands. If any changes are needed, LVAMC will give notice prior to the change in shift.

3.7. Federal Holidays: The following holidays are observed by the VA:

• New Year’s Day

• President’s Day

• Martin Luther King’s Birthday

• Memorial Day

• Juneteenth

• Independence Day

• Labor Day

• Columbus Day

• Veterans Day

• Thanksgiving

• Christmas

• Any day specifically declared to be a national holiday.

36C24423Q0961

3.8. Cancellations: The contractor shall follow the Lebanon VAMC outpatient cancellation policy. Patients will be contacted and rescheduled for the next available appointment with the provider.

4. CONTRACTOR RESPONSIBILITIES:

4.1. Clinical Personnel Required: The Contractor shall provide Contractor’s physician(s) who are competent, qualified per this performance work statement and adequately trained to perform assigned duties.

4.1.1. Contractor’s physician(s) shall be responsible for signing in and out when in attendance. Time sheets will be used by the COR to confirm hours/day and services provided against the contractor’s invoices.

4.2. Standards of Care: The Contractor’s physician(s)’ care shall cover the range of Psychiatry services as would be provided in a state-of-the-art civilian medical treatment facility and the standard of care shall be of a quality, meeting or exceeding currently recognized the Joint Commission (TJC), VA and national standards as established by:

4.2.1. VA Standards: VHA Directive 2006-041 “Veterans’ Health Care Service Standards” (expired but still in effect pending revision) https://www1.va.gov/vhapublications/ViewPublication.asp?pub_ID=1443

4.2.2. The professional standards of TJC:

http://www.jointcommission.org/standards_information/standards.aspx

4.2.3. The standards of the American Hospital Association (AHA):

http://www.hpoe.org/resources?show=100&type=8

4.2.4. The requirements contained in this PWS

4.3. Medical Records:

4.3.1. Authorities: Contractor’s physician(s) providing healthcare services to VA patients shall be considered as part of the Department Healthcare Activity and shall comply with the 5 U.S.C.552a (Privacy Act), 38 U.S.C. 5701 (Confidentiality of claimants records), 5 U.S.C. 552 (FOIA), 38 U.S.C. 5705 (Confidentiality of Medical Quality Assurance Records) 38 U.S.C. 7332 (Confidentiality of certain medical records), Title 5 U.S.C. § 522a (Records Maintained on Individuals) as well as 45 C.F.R. Parts 160, 162, and 164 (HIPAA).

4.3.2. HIPAA: This contract and its requirements meet exception in 45 CFR 164.502(e), and do not require a BAA in order for Covered Entity to disclose Protected Health Information to: a health care provider for treatment of VA patients. Based on this exception, a BAA is not required for this contract. Health records generated by this contract or provided to the Contractors by the VA are covered by the VA Privacy Act system of records entitled ‘Patient Medical Records-VA’ (24VA10A7).

Contractor generated VA Patient records are the property of the VA and shall not be accessed, released, transferred, or destroyed except in accordance with applicable laws and regulations. Contractor shall ensure that all records pertaining to medical care and services provided to VA patients are captured in https://www1.va.gov/vhapublications/ViewPublication.asp?pub_ID=1443 http://www.jointcommission.org/standards_information/standards.aspx http://www.hpoe.org/resources?show=100&type=8 the VA electronic health record system as required by VA policy as discussed in Scope of Care (4.4.4).

4.3.3. Disclosure: Contractor’s physician(s) may have access to patient medical records for the purpose of providing medical care and services to VA patients and performing services under the contract; however, Contractor shall obtain permission from the VA before disclosing any patient information outside VA. VA authorizes the Contractor to discuss patient health information for coordination of care within community health care providers in compliance with VA regulations, HIPAA and VHA Directive 1605.1, Privacy and Release of Information. The VA will provide the Contractor with a copy of VHA Directive 1907.01, Health Information Management and Health Records and VHA Directive1605.1, Privacy and Release of Information. The penalties and liabilities for the unauthorized disclosure of VA patient information mandated by the statutes and regulations mentioned above, apply to the Contractor.

4.3.4. Professional Standards for Documenting Care: Care shall be appropriately documented in medical records in accordance with standard commercial practice and guidelines established by VHA Directive 1907.01 Health Information Management and Health Records:

https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=9235 and all guidelines provided by the facility.

4.3.5. Release of Information: The VA shall maintain control of releasing any copies of patient health information or health records and will follow policies and standards as defined, but not limited to Privacy Act requirements. The Contractor will not release or disclose copies of records and will refer all such requests to the Release of Information Department at the VA facility where assigned.

4.3.6. Management for Medical Records: National Archives and Records Administration record disposition requirements are found in RCS 10-1 Chapter 6, 6000 series.

4.4. Direct Patient Care: Estimated 90% of the time involved in direct patient care. Per the qualification section of this PWS, the Contractor shall provide the following staff:

4.4.1. Board Certified/Board Eligible Psychiatry Physicians: The VA estimates the 40-hour work week shall be divided into the following work: outpatient clinical services, inpatient and/or Consult & Liaison services when filling in for an absent provider and providing on-call coverage as outlined in the terms of this contract.

Outpatient services shall include Tele-health clinical services and other duties as determined by the LVAMC.

4.4.2. The patients seen will be located within the programs operated by the BH&S Care Line for the LVAMC. The services specified may be changed by written modification to this contract and will be performed by contractor within the VA policies and procedures and regulations of the medical staff bylaws of the VA facility. Services to be performed by the Contractor will be under the direction of the Mental Health Site Director.

https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=9235

4.4.3. All services and care are to be provided consistent with the national standard of care, based on best clinical judgment, VA/VHA clinical guidelines, VA/VHA directives, pertinent VA/VHA performance measures and guidelines. It is recognized by both parties that timely reporting of results of examinations as well as diagnostic and therapeutic procedures, is a critical component of good patient care.

4.4.4. Scope of Care: Contractor’s physician(s) shall be responsible for providing

Psychiatry Physician care, including, but not limited to:

4.4.4.1. The qualified Psychiatry Physician must provide:

4.4.4.1.1. Full range of psychiatry services to include treatment and management of general and specialized mental health needs in the Veteran population.

4.4.4.1.2. Mental Health issues may include but are not limited to dementia, mood, schizophrenic and addictive disorders, PTSD, and those Veterans with co-morbid and medical/neurological disorders.

4.4.4.1.3. Mental Health Services include inpatient on the one 22-bed unit.

4.4.4.1.4. Responsible for knowing the reusable medical equipment (RME) instruments, equipment, medical devices, and/or supplies located in clinical area(s).

4.4.4.1.5. Efficiently and effectively navigate the electronic health record for timely completion of all required medical center documentation.

4.4.4.1.6. Obtain, read, and follow standard operating procedures (SOPs) for all RME in clinical area(s).

4.4.4.1.7. Other duties as assigned. Follow-up on Psychiatry Issues.

4.4.4.2. Clinic Responsibilities: Contractor physician(s) shall be present on time for any scheduled clinic start times as documented by physical presence in the clinic at the scheduled start time.

4.4.4.2.1. Consulting Services: Psychiatrist will adhere to LVAMC Service Agreements between Primary Care Provider and Psychiatry Services.

Service Agreements outline specific guidelines for consultative services.

4.4.4.2.2. Communication of Test Results: Mechanisms must be in-place to provide notification of test results for patients receiving care in accordance with VHA Directive 1088, Communicating Test Results to Providers and Patients.

4.4.4.2.3. Medications: Contractor’s physician(s) shall follow all established medication policies and procedures. No sample medications shall be provided to patients.

4.4.4.2.4. Discharge education: Provide discharge education and follow up instructions that are coordinated with the next care setting for all Psychiatry patients.

4.4.5. ADMINISTRATIVE: Estimated 10% of time not involved in direct patient care

4.4.5.1. Quality Improvement Meetings: The Contractor’s physician(s) shall participate in continuous quality improvement activities and meetings with committee participation as required by the facility Chief of Service, COS, or designee.

Meeting Frequency Annual Hours Grand Rounds if provider is scheduled to work that day

Every other month 6

4.4.5.2. Staff Meetings: The Contractor’s physician(s) shall attend staff meetings as required by the facility Chief of Service, COS, or designee. Contractor to communicate with COR on this requirement and report any conflicts that may interfere with compliance with this requirement.

4.4.5.3. Administrative Tasks: The Contractor’s physician(s) shall complete administrative tasks to ensure continuity of patient care.

4.4.5.4. QA/QI documentation: The Contractor’s physician(s) shall complete the appropriate QM/PI documentation pertaining to all procedures, complications, and outcome of examinations.

4.4.5.5. Patient Safety Compliance and Reporting: Contractor’s physician(s) shall follow all established patient safety and infection control standards of care.

Contractor’s physician(s) shall make every effort to prevent medication errors, falls, and patient injury caused by acts of commission or omission in the delivery of care. All events related to patient injury, medication errors, and other breeches of patient safety shall be documented in the medical record of those impacted and disclosed to the patient or surrogate. As soon

Meeting Frequency Annual Hours

All Staff Meeting Every 6 months 2

Psychiatry Staff Meeting Every Other Month 6

Task Frequency Scheduled Time Review Schedules Daily 10 minutes

Check/answer email(s) Daily 15 minutes

My HealthyVet Messages Daily 15 minutes as practicable (but within 24 hours) Contractors shall notify COR of incident and submit an entry in the VA Patient Safety Reporting System, following up with COR as required or requested.

4.5. PERFORMANCE STANDARDS, QUALITY ASSURANCE (QA) AND QUALITY

IMPROVEMENT(QI):

4.5.1. Quality Management/Quality Assurance Surveillance: Contract personnel shall be subject to Quality Management measures, such as patient satisfaction surveys, timely completion of medical records, and Peer Reviews. Methods of Surveillance: Focused Provider Practice Evaluation (FPPE) and Ongoing Provider Practice Evaluation (OPPE). Contractor performance will be monitored by the government using the standards as outlined in this PWS and methods of surveillance detailed in the QASP. The QASP shall be attached to the resultant contract and shall define the methods and frequency of surveillance conducted.

4.5.2. Patient Complaints: The CO will resolve complaints concerning Contractor relations with the Government employees or patients. The CO is final authority on validating complaints.