P02 Sources Sought - 36C24526R0036.pdf

Sources Sought Notice

*= Required Field Sources Sought Notice

SUBJECT* Chief Therapeutic Medical Physicist (0.5 FTE), Staff Therapeutic Physicist (1.0 FTE) and Medical Dosimetrist (1.0 FTE; Hybrid). Base + 4 Option Years.

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 21090

SOLICITATION NUMBER* 36C24526R0036

RESPONSE DATE/TIME/ZONE 12-24-2025 1200 EASTERN TIME, NEW YORK,

USA

ARCHIVE 5 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE

PRODUCT SERVICE CODE* Q522

NAICS CODE* 621111

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

VAMC

NCO 5 CONTRACTING OFFICE (19 ACQ)

849 International Drive, Suite 275 Baltimore MD 21201

POINT OF CONTACT*

Contracting Officer Paschal L. Dawson Paschal.Dawson@va.gov

(410) 691-7798

PLACE OF PERFORMANCE

ADDRESS Department of Veterans Affairs

Baltimore VA Medical Center

VA Maryland Health Care System (VAMHCS)

10 N Greene St

Baltimore MD

POSTAL CODE 21201

COUNTRY USA

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

THIS IS NOT A SOLICITATION, THIS IS A SOURCES SOUGHT NOTICE ONLY and is issued in accordance with Federal Acquisition Regulation (FAR) 10 Market Research, to conduct market research. Responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. This Sources Sought Notice is issued solely for information and planning purposes and does not constitute a solicitation or guarantee to issue a solicitation in the future. This Sources Sought Notice does not commit the Government to contract for any supply or service. All information submitted in response to this announcement is voluntary; the Government will not pay for information requested nor will it compensate any respondent for any cost incurred in developing information provided to the Government. Not responding to this Sources Sought Notice does not preclude participation in any future solicitation, if issued. This announcement is based on the best information available currently and is subject to future modification.

Purpose and Objectives

Baltimore VA Medical Center (VAMC), VA Maryland Health Care System (VAMHCS), located at 10 Greene Street, Baltimore, Maryland, requires a contractor to provide a Chief Therapeutic Medical Physicist (CTMP), Staff Medical Therapeutic Physics (TMP), and a Certified Medical Dosimetrist for services in accordance with the Performance Work Statement (PWS). The Government intends to award a contract with a base year plus four

(4) one-year options contract. The four (4) one-year options will be exercised at the Government’s discretion.

This Sources Sought Notice is being issued by the Veterans Health Administration (VHA), Network Contracting Office (NCO) 5 located in Linthicum, Maryland as part of market research for planning purposes.

A draft copy of the Performance Work Statement (PWS) is attached.

The applicable NAICS Code is 621111 – Offices of Physicians (Except Mental Health Specialists) Size Standard - $16 Million Product Service Code is Q522 – Medical – Radiology

Responses:

Please submit your response in accordance with the following instructions:

a) Responses are due by 12/24/2025 at 12:00 AM EST.

b) Responses shall be submitted via email to paschal.dawson@va.gov

a. Subject line of the email shall include this Sources Sought Notice Number – Radiation Oncology Support Services – Firm Name mailto:paschal.dawson@va.gov

b. Complete sections C-K

c. Submit this document with any relevant attachments

c) Contractor Point of Contact to include:

a. Name:

b. Title:

c. Phone:

d. Email:

d) Company Information to include:

a. Name:

b. Address:

c. SAM UEI or DUNS Number:

d. Tax ID Number:

e. Business Size:

e) Business Size/Type: Service-Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), 8(a), Hub Zone Small Business, Women Owned Small Business (WOSB), Small Disadvantaged Business (SDB), Small Business, or Large Business.

a. All prospective Contractors are reminded that in accordance with FAR 4.11 they shall be registered in the System for Award Management (SAM) database and shall complete annual Representations and Certifications in SAM prior to any offer. SAM is located at http://www.sam.gov and consolidated the capabilities of CCR/FedReg, ORCA, and EPLS. There is no cost to use SAM.

b. FOR SDVOSB/VOSB ONLY: Please note that if responding as an SDVOSB or VOSB, your company must be registered and certified in the VetCert database, which is available at: Veteran Small Business Certification (sba.gov)

c. Please include a copy of your VetCert Certification with your response.

f) Contractors Federal Supply Schedule Contract that carries the desired services.

a. If you do not have a Federal Supply Schedule contract, you shall state “open market.”

b. Provide the Schedule.

c. Provide your GSA/FSS/SAC Contract Number.

http://www.sam.gov/ https://veterans.certify.sba.gov/

d. Provide the SIN(s) for reference Professional and Allied Healthcare Staffing Services.

e. If any of the items are not on your GSA/FSS contract, you will mark which items are open market.

g) Contractor shall provide 3 past contracts for the same or similar services:

Company 1 Company 2 Company 3

Name of Company:

Company POC:

Company POC phone:

Company POC email

Dollar amount of contract:

Contract number:

Period of Performance:

h) Contractor shall respond to the following questions as part of the requirements in the PWS:

Y N (check yes or no)

a. ☐☐ Chief Therapeutic Medical Physicists (CTMP) (0.5 FTE) is Board Certified in Medical Physics or Therapeutic Medical Physics by the ABR and maintain licensure with the Board of Licensure for Professional Medical Physicists (if applicable)?

i. ☐☐ CTMP possesses an earned Ph.D.?

ii. ☐☐ CTMP qualifications and documented years of experience meet or exceed the requirements outlined in Section 2.3.1 of the PWS, as evidenced by the information provided in their CVs/resumes?

iii. ☐☐ CTMP has the ability to generate dosimetry plans as needed to support clinical operations?

b. ☐☐ Therapeutic Medical Physicists (TMP) (1.0 FTE) is Board Certified in Medical Physics or Therapeutic Medical Physics by the ABR and maintain licensure with the Board of Licensure for Professional Medical Physicists (if applicable)?

i. ☐☐ TMP possesses an earned master’s degree or Ph.D.?

ii. ☐☐ TMP qualifications and documented years of experience meet or exceed the requirements outlined in Section 2.3.2. of the PWS, as evidenced by the information provided in their CVs/resumes?

iii. ☐☐ TMP has the ability to generate dosimetry plans as needed to support clinical operations?

c. ☐☐ Certified Medical Dosimetrists (CMD) (1.0 Hybrid FTE) is Board Certified by the Medical Dosimetrist Certification Board (MDCB). The determination to allow the CMD to work offsite is contingent upon their demonstrated understanding of clinic operations, treatment planning workflows, and their ability to collaborate effectively with the onsite TMP.

i. ☐☐ Understands the determination to allow the CMD to work offsite is contingent upon their demonstrated understanding of clinic operations, treatment planning workflows, and their ability to collaborate effectively with the onsite TMP?

ii. ☐☐ CMD qualifications and documented years of experience meet or exceed the requirements outlined in Section 2.3.3. of the PWS, as evidenced by the information provided in their CVs/resumes?

d. ☐☐ Possess requisite experience to work with Varian Edge linear accelerator, Sun Nuclear/SunCHECK platform, Siemens SOMATOM go.Open Pro CT Simulator, Eclipse treatment planning system, Aria patient management system, MIM Software, Radformation: ClearCheck and Clearcalc Software and MOBIUS 3D Software?

e. ☐☐ Possess personnel with direct, active experience with Apex or ACR accreditation as mandated by VHA NROP?

f. ☐☐ Possess the ability to provide a replacement contract provider within two

(2) hours in the event a scheduled contract provider is unable to complete an assigned shift?

g. ☐☐ If awarded a future contract, do you plan to utilize a Sub-Contractor? If so, please provide the following information.

a. Company Name:

b. Address:

c. POC Email:

d. DUNs Number or SAMS UEI:

e. Business Size:

f. Describe work to be completed by the Sub-Contractor:

g. Describe work to be completed by Contractor:

h. ☐☐ Does the Sub-Contractor have all the appropriate licensure and accreditation mentioned above?

i. ☐☐ Have you ever received a Stop Work Order, Cure Notice, Show Cause Letter, Marginal or Unsatisfactory CPARS, Contract Discrepancy Report, other analogous letter or a termination for cause.

i. If yes, please provide the following information.

1. Contract number (or identifying information):

2. The place of performance:

3. POC email:

4. A summary of the performance issues and ultimate resolution.

i) If required to subcontract, attach plan to outline how firm plans to meet the

Limitations of Subcontracting if a set-a-side.

j) Contractor(s) shall provide a letter from the Sub-Contractor that demonstrates that the Sub-Contractor agrees to perform physics and dosimetry services not performed by the Contractor, to include those services that the Contractor is not certified to provide itself.

k) Contractor(s) shall include any relevant comments for any attachments, if applicable.

**Please note: FAILURE TO SUBMIT ANY OF THE ITEMS REQUESTED ABOVE MAY AFFECT

THE GOVERNMENT’S DETERMINATION ABOUT WHETHER THE REQUIREMENTS FOR A

SET-ASIDE PROCUREMENT HAVE BEEN MET.

PERFORMANCE WORK STATEMENT (PWS)

ONSITE CHIEF THERAPEUTIC MEDICAL PHYSICIST (CTMP), ONSITE THERAPEUTIC

MEDICAL PHYSICIST (TMP), AND ONSITE MEDICAL DOSIMETRIST SUPPORT SERVICES

1. GENERAL

1.1. SERVICES REQUIRED: The VA Radiation Oncology Services are accredited by a nationally recognized accrediting body (APeX) contracted through NROP. As such any Contractor providing radiation oncology services must adhere to Guidelines & Technical Standards for Radiation Oncology promulgated by the American College of Radiology, American Society for Radiation Oncology and/or American Association for Physicist in Medicine.

1.2. PLACE OF PERFORMANCE: Baltimore VAMC, 10 N. Greene Street, Baltimore, Maryland 21201.

1.3. Authority: Title 38 U.S.C. 513 Sharing of Healthcare Resources in combination with FAR Part 8 and FAR Part 12.

1.4. Policy/Handbooks: Policy/Directives/Handbooks. The contractor shall be subject to the following policies, including any subsequent updates during the period of performance. The policies listed below can be accessed electronically at the following:

VVHA Notice 2018-34 “Rescission of VHA Directive 2006-041 Veterans Health Care Service Standards”: VA Publications VHA Publications

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

1.4.2. VHA Directive 1003.04: VHA Patient Advocacy

1.4.3. VHA Directive 1065: Productivity and Staffing Guidance for Specialty Provider Group Practice

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

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

1.4.6. VHA Directive 1100.20: Credentialing of Health Care Providers

1.4.7. VHA Directive 1100.21: Privileging

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

1.4.9. VHA Directive 1220(1): Facility Procedure Complexity Designation Requirements to Perform Invasive Procedures in Any Clinical Setting

1.4.10. VHA Directive 1605.01: Privacy and Release of Information

1.4.11. VHA Directive 1907.01: VHA Health Information Management and Health Records

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

1.4.13. VHA Directive 1156 Accreditation of VHA Radiation Oncology Services/Section

1.4.14. VHA Directive 1414 Stereotactic Body Radiotherapy

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

http://www.justice.gov/oip/foia_updates/Vol_XVII_4/page2.htm https://www.va.gov/vapubs/ https://www.va.gov/vhapublications/index.cfm http://www.justice.gov/oip/foia_updates/Vol_XVII_4/page2.htm

1.4.16. US Nuclear Regulatory Commission for management and use of radioactive materials for medical use and radiation safety requirements, to include (but not limited to) 10 CFR Parts 19, 20, 30, 33, 35, and 71: http://www.nrc.gov/reading-rm.html

1.5. DEFINITIONS/ACRONYMS:

1.5.1. AAPM: American Association of Physics in Medicine

1.5.2. ABR: American Board of Radiology

1.5.3. ACGME: Accreditation Council for Graduate Medical Education

1.5.4. ACO: Administrative Contracting Officer

1.5.5. ACR: American College of Radiology (www.acr.org/)

1.5.6. ALARA: As Low as Reasonably Achievable (least & lowest radiation exposure possible)

1.5.7. AOA: American Osteopathic Association

1.5.8. ARRT(T): American Registry of Radiologic Technologists (T) in Radiation Therapy\

1.5.9. ASTRO/APeX: American Society for Radiation Oncology/Accreditation Program for Excellence ® (https://www.astro.org/Daily-Practice/Accreditation)

1.5.10. BAA: Business Associate Agreement

1.5.11. CAMPEP: Commission on Accreditation of Medical Physics Educational Programs (http://www.campep.org/default.asp)

1.5.12. CDC: Centers for Disease Control and Prevention

1.5.13. CEU: Certified Education Unit

1.5.14. 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 with 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.

1.5.15. CMD: Certified Medical Dosimetrist

1.5.16. CME: Continuing Medical Education

1.5.17. CMS: Centers for Medicare and Medicaid Services

1.5.18. CO: Contracting Officer

1.5.19. COR: Contracting Officer’s Representative

1.5.20. COS: Chief of Staff

1.5.21. CPARS: Contractor Performance Assessment Reporting System

1.5.22. CPRS: Computerized Patient Recordkeeping System- electronic health record system used by the VA.

1.5.23. Credentialing: Credentialing is the process of obtaining, verifying, and assessing the qualifications of a health care provider to provide care or http://www.nrc.gov/reading-rm.html http://www.nrc.gov/reading-rm.html http://www.acr.org/ https://www.astro.org/Daily-Practice/Accreditation http://www.campep.org/default.asp 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. EHR: Electronic Health Record – electronic health record system used by the

VA

1.5.26. FSMB: Federation of State Medical Boards

1.5.27. Full Time Equivalent (FTE): 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.

1.5.28. HHS: Department of Health and Human Services

1.5.29. HICPAC: Healthcare Infection Control Practices Advisory Committee- a federal advisory committee made up of 14 external infection control experts who provide advice and guidance to the CDC and the Secretary of HHS regarding the practice of health care infection control, strategies for surveillance and prevention and control of health care associated infections in United States health care facilities.

1.5.30. HIPAA: Health Insurance Portability and Accountability Act

1.5.31. IGRT: Image Guided Radiation Therapy is the process of frequent two and three-dimensional imaging, during a course of radiation treatment, used to direct radiation therapy utilizing the imaging coordinates of the actual radiation treatment plan.

1.5.32. IMRT: Intensity Modulated Radiation Therapy is the process of delivering highly conformal radiotherapy to the tumor while sparing the surrounding normal tissues by varying radiation intensity across treatment portals.

1.5.33. IROC: Imaging and Radiation Oncology Core

1.5.34. ISO: Information Security Officer

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

1.5.36. MU: Monitor Unit is a measure of machine output of a linear accelerator in radiation therapy.

1.5.37. NHPP: National Health Physics Program- NHPP provides regulatory oversight for the Nuclear Regulatory Commission master materials license issued to VHA to include permitting for use of materials, onsite inspections, and investigations of allegations, medical events, and incidents. In addition, we provide oversight for machine sources of ionizing radiation used for radiation therapy. Finally, we provide assistance and technical information for uses of ionizing radiation for healthcare diagnosis and treatment and non-human biomedical research.

(http://www.patientcare.va.gov/NHPP.asp)

1.5.38. NPI: National Provider Identifier. NPI is a standard, unique 10-digit numeric identifier required by HIPPA. The Veterans Health Administration must use NPIs in all HIPPA-standard electronic transactions for individual (health care practitioners) and organizations entities (medical centers).

1.5.39. NROP: National Radiation Oncology Program

1.5.40. NRSC: National Radiation Safety Committee

1.5.41. POP: Period of Performance

http://www.patientcare.va.gov/NHPP.asp

1.5.42. PPD: Purified Protein Derivative

1.5.43. PWS: Performance Work Statement

1.5.44. QASP: Quality Assurance Surveillance Plan

1.5.45. QMP: Quality Management Program

1.5.46. SPE: Senior Procurement Executive

1.5.47. SRS: Stereotactic Radio Surgery: a minimally invasive form of surgical intervention which makes use of a three-dimensional coordinated system to locate small targets inside the body and to perform on them some action such as ablation, biopsy, lesion, injection, stimulation, implantation, radiosurgery (SRS) etc.

1.5.48. SBRT: Stereotactic Body Radiotherapy

1.5.49. TJC: The Joint Commission

1.5.50. TLD: Thermoluminescent Dosimeter- a device that measures radiation dose

1.5.51. TMP: Therapeutic Medical Physicist

1.5.52. TRT: Therapeutic Radiologic Technologist (Interchangeable Names: Radiologic Therapy Technologist, Radiation Therapist)

1.5.53. VA: Department of Veterans Affairs

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

1.5.55. VHA: Veterans Health Administration

1.5.56. VISN: Veterans Integrated Services Network

1.5.57. VisTA: Veterans Information Systems Technology Architecture

1.5.58. OSLD: Optically Stimulated Luminescence Dosimeter

1.5.59. ROCCC: Radiation Oncology Clinical Care Center

1.5.60. VAMC: Veterans Affairs Medical Center

2. QUALIFICATIONS:

2.1. Board Certification: Board Certification - All contractor provider(s) shall be board certified. All continuing education courses required for maintaining certification must always be kept up to date. Documentation verifying current certification shall be provided by the Contractor to the VA COR on an annual basis for each year of contract performance. All Contractor’s providers in all specialties required to be board certified.

2.1.1. Contractor’s Board-Certified Chief Therapeutic Medical Physicists must be Board Certified in Medical Physics or Therapeutic Medical Physics by the ABR. Certification must be maintained throughout contract POP. In the event Contractor’s medical physicist(s) is/are not directly employed by the Contractor’s treating facility, documentation must be provided to ensure adequate certification.

2.1.2. Contractor’s Board-Certified Therapeutic Medical Physicists must be Board Certified in Medical Physics or Therapeutic Medical Physics by the ABR.

Certification must be maintained throughout contract POP. In the event Contractor’s medical physicist(s) is/are not directly employed by the Contractor’s treating facility, documentation must be provided to ensure adequate certification.

2.1.3. Contractor’s Certified Medical Dosimetrists must be Certified Medical Dosimetrists (CMD) certified by the Medical Dosimetrist Certification Board. In the event the Contractor’s Dosimetrist(s) is/are not directly employed by the Contractor’s treating facility, documentation must be provided to ensure adequate certification.

2.2. Credentialing of Health Care Professionals other than physicians: In accordance with VHA Directive 1100.20, all health care professionals who claim licensure, certification, or registration, as applicable to the position (this applies to all who are appointed or utilized on a full-time, part-time, intermittent, consultant, without compensation, on-station fee-basis, on-station contract, or on-station sharing agreement basis) and who are not currently privileged in accordance with VHA Directive 1100.21, must be credentialed in accordance with this directive.

2.2.1. If a contractor’s physician (s) and/or other contract provider (s) are not credentialed and privileged or have credentials/privileges suspended or revoked, the Contractor shall furnish an acceptable substitute without any additional cost to the government.

2.3. Contractor’s Providers’ Qualifications:

2.3.1. Contractor’s Board-Certified Chief Medical Physicist–Ph. D Level: Must have at least five (5) years of documented post-board experience after board certification and at least three (3) years of continuous work experience within the last five (5) years to ensure the CTMP’s (post-training) experience is current and relevant. CTMP must also have the following minimum years of experience, expertise, and knowledge on the following procedures, equipment, and software:

2.3.1.1. Five (5) years of experience – Documentation detailing experience in performing QA procedures. Sun Nuclear/SunCheck experience preferred.

2.3.1.2. Three (3) years of experience – Documentation in CV noting Therapeutic Medical Physicists understand ACR or ASTRO APeX Accreditation standards.

2.3.1.3. Three (3) years of experience - Varian Linear Accelerators: Edge (or equivalent).

2.3.1.4. Three (3) years of experience -Image Guided Radiation Therapy (IGRT) including Cone Beam CT (following standards of TG-142).

2.3.1.5. Three (3) year of experience - Eclipse treatment planning system; and ARIA record & verify system, including the following treatment modalities: 2D/3D Conformal, SRS, SRT, SBRT, and IMRT/VMAT (following standards of TG-53).

2.3.1.6. Three (3) years of experience - IMRT QA: MapCheck I/II (or equivalent).

2.3.1.7. Three (3) years of experience – Siemens SOMATOM go.Open Pro CT Simulator (or equivalent) (following standards of TG-66).

2.3.1.8. Successfully perform one (1) acceptance testing (i.e., work with vendor to ensure proper working conditions during installation) on a linear accelerator.

2.3.1.9. Successfully perform one (1) commission of (i.e., gathered necessary measurements or data) a linear accelerator for a treatment planning system.

2.3.2. Contractor’s Board-Certified Medical Physicist – MS Level: Candidate can either be master’s Level or PhD. Must be Board Certified with at least two years of continuous working experience within the last three years to ensure TMP’s experience is current and relevant. TMP must also have the following minimum years of experience, expertise, and knowledge on the following procedures, equipment and software:

2.3.2.1. Two (2) years of experience – Documentation detailing experience in performing QA procedures. Sun Nuclear/SunCheck experience preferred.

2.3.2.2. One (1) year of experience – Therapeutic Medical Physics understanding of ACR Accreditation standards or ASTRO APeX accreditation standards.

2.3.2.3. One (1) year of experience - Varian Linear Accelerators: Edge (or equivalent).

2.3.2.4. One (1) year of experience - Image Guided Radiation Therapy (IGRT) including Cone Beam CT (following standards of TG-142).

2.3.2.5. One (1) year of experience - eclipse treatment planning system; and ARIA record & verify system, including the following treatment modalities: 2D/3D Conformal, SRS, SRT, SBRT, and IMRT/VMAT (following standards of TG-53).

2.3.2.6. One (1) years of experience - IMRT QA: MapCheck I/II (or equivalent).

2.3.2.7. One (1) year of experience - Siemens SOMATOM go.Open Pro CT Simulator (or equivalent) and following standards of TG-66.

2.3.2.8. Three (3) years of experience is preferred - VA CPRS Computerized Patient Record System electronic medical record.

2.3.3. Contractor’s Certified Dosimetrist: Must be certified in medical dosimetry by the Medical Dosimetrist Certification Board (MDCB) with at least two years of continuous work experience within the last three years to ensure the CMD’s experience is current and relevant. CMD must also have the following minimum years of experience, expertise and knowledge on the following procedures, equipment and software:

2.3.3.1. Three (3) years of experience - Varian Linear Accelerators: Edge (or equivalent).

2.3.3.2. Three (3) years of experience - Image Guided Radiation Therapy (IGRT) including Cone Beam CT (following standards of TG-142).

2.3.3.3. Three (3) years of experience - Eclipse treatment planning system; and ARIA record & verify system, including the following treatment modalities: 2D/3D Conformal, SRS, SRT, SBRT, and IMRT/VMAT (following standards of TG-53).

2.3.3.4. One (1) year of experience - Siemens SOMATOM go.Open Pro CT Simulator (or equivalent).

2.3.4. Technical Proficiency – The provided contractors 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. This must be confirmed by the contractor. The 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. The provided contractors shall have knowledge of professional care theories, principles, practices, and procedures to serve radiation oncology patient population. The contractors provided shall demonstrate knowledge of growth and development, and pathophysiology of disease processes specific radiation oncology patient population. The contractor shall provide verifiable evidence of all educational and training experiences including any gaps in educational history for all contractors provided. The contractors provided shall be responsible for abiding by the Facility's Medical Staff By-Laws, rules, and regulations and other federal regulations that govern medical staff behavior.

2.4. Continuing CEU Requirements: Contractor shall provide the COR copies of current CEUs as required or requested by the VAMC. Contractors registered or certified by national/medical associations shall continue to meet the minimum standards for CEU to remain current. CEU hours shall be reported to the credential’s office for tracking.

These documents are required for initial and renewal privileging. Failure to provide shall result in loss of privileges.

2.5. Training (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 as required by the VA. Other training may be required.

VA will communicate any changes to the training requirement to the contractor.

Training (The following training is mandatory per VHACO for Contracted Providers)

Frequency

Annual Hours

Government Ethics Once a Year 1 Hour Prevention of Workplace Harassment/No Fear Act

Once a Year 1 Hour

VA Core Values Training (ICARE Recommitment)

Once a Year 0.5

VA Privacy and Information Security Awareness and Rules of Behavior

Once a Year

1 Hour

VHA Privacy and HIPAA Focused Training

Once a Year

1 Hour

Radiation Safety Once a Year 1 Hour

2.6. Standard Infection Control Measures (PPD, Immunizations, etc.): Contractor shall provide proof of the following tests for physicians within five (5) calendar days after contract award and prior to the first duty shift to the COR and Contracting Officer.

Tests shall be current within the past year.

2.6.1. 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) {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. The TST or IGRA testing shall be repeated annually.

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

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

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

2.6.5. 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.

2.6.6. 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.

2.6.7. The VAMC shall notify the Contractor of any significant communicable disease exposures as appropriate. Contractor shall adhere to current CDC/HICPAC Guideline for Infection Control in health care personnel (as published in American Journal for Infection Control- AJIC 1998; 26:289-354 http://www.cdc.gov/hicpac/pdf/InfectControl98.pdf) for disease control. Contractor shall provide follow up documentation of clearance to return to the workplace prior to their return.

2.7. Conflict of Interest: The Contractor and other contract provider (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. 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.

2.8. Citizenship related Requirements:

2.8.1. The Contractor certifies that the Contractor shall comply with any and all legal provisions contained in the Immigration and Nationality Act of 1952, As Amended; its related laws and regulations that are enforced by Homeland Security, Immigration and Customs Enforcement and the U.S Department of Labor as these may relate to non-immigrant foreign nationals working under contract or subcontract for the Contractor while providing services to Department of Veterans Affairs patient referrals;

2.8.2. While performing services for the Department of Veterans Affairs, the Contractor shall not knowingly employ, contract or subcontract with an illegal http://www.cdc.gov/hicpac/pdf/InfectControl98.pdf 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 Federal Acquisition Regulations.

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

2.8.4. 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.

2.8.5. 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.

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

2.9.1. Therefore, Contractor and/or contractor affiliate 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 contract provider(s) is not listed. Contractor should note that any excluded individual or entity that submits a claim for reimbursement to a Federal health care program, or causes such a claim to be submitted, may be subject to a Civil Monetary Penalty (CMP) for each item or service furnished during a period that the person was excluded and may also be subject to treble damages for the amount claimed for each item or service. CMP’s may also be imposed against the Contractor that employ or enter into contracts with excluded individuals to provide items or services to Federal program beneficiaries.

2.9.2. 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.

2.10. Clinical/Professional Direction: The qualifications of Contractor personnel are subject to review by VA Medical Center COS or his/her clinical designee and approval by the Medical Center Director as provided in VHA Handbook 1100.19 and VHA Directive 2012-030. Clinical/Professional direction of all clinical personnel covered by this contract will be provided by the VAMC COS and/or the Chief of the Service or his designee. A clinical COR may be appointed, however, only the CO is authorized to http://oig.hhs.gov/exclusions/index.asp consider any contract modification request and/or make changes to the contract during the administration of the resultant contract.

2.11. Non-Personal Healthcare Services: The parties agree that the Contractor and other contract provider (s) shall not be considered VA employees for any purpose.

2.12. Inherent Government Functions: Contractor and other contract provider (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.

2.13. No Employee Status: The Contractor shall be responsible for protecting the contract provider (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:

2.13.1. Workers’ compensation

2.13.2. Professional liability insurance

2.13.3. Health examinations

2.13.4. Income tax withholding, and

2.13.5. Social security payments.

2.14. Tort Liability: The Federal Tort Claims Act does not cover contract provider (s). When a Contractor and/or other contract provider (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 or other contract provider (s) action or non-action shall be the responsibility of the Contractor and/or insurance carrier.

2.15. Key Personnel:

Contractor shall provide the number of qualified staff as is necessary to perform the services required under this contract, at the staffing level determined to be professionally acceptable by the VAMC Chief of Staff and in accordance with American College of Radiology staffing guidelines.

2.15.1. The VA Full Time Equivalency (FTE): FTE is defined by VA as a minimum of 80 hours every two weeks and does not include holidays.

2.15.2. The onsite Board-Certified Chief Medical Physicist is required to be onsite at least 50% of the time, as discussed with the Radiation Oncology Service during each week as defined in Hours of Operation in this section.

2.15.3. The Board-Certified Medical Physicist required to be onsite will be 1.0 FTE as defined in paragraph Hours of Operation in this section.

2.15.4. The number of Certified Medical Dosimetrists required to be on a hybrid schedule (offsite/onsite); offsite schedule pending ability to demonstrate full capacity of work while offsite) is 1.0 FTE as defined in paragraph Hours of Operation in this section.

2.15.5. 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 contract provider is unable to complete an assigned shift, the contractor shall provide replacement contract provider coverage within two (2) hours and notify the Contracting Office Representative (COR) at the VA Maryland Health Care System (VAMHCS), VA Medical Center (VAMC), 10 N.

Greene Street, Baltimore, Maryland 21201 immediately of the schedule change.

2.16. Emergency 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 days 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.

2.16.1. 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.

2.16.2. For temporary substitutions where the key person shall not be reporting to work for 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 three weeks will require the procedure as stated above.

2.16.3. The Government reserves the right to refuse acceptance of any Contractor personnel at any time after performance begins, if personal or professional conduct jeopardizes patient care or interferes with the regular and ordinary operation of the facility. Breaches of conduct include intoxication or debilitation resulting from drug use, theft, patient abuse, dereliction or negligence in performing directed tasks, or other conduct resulting in formal complaints by patients 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 contract provider(s), s/he may request, without cause, immediate replacement of said contract provider(s).

2.16.4. The CO and COR shall deal with issues raised concerning Contract provider’s conduct. The final arbiter on questions of acceptability is the CO.

2.17. Contingency Plan: Continuity of care and uninterrupted operations of a Radiation Oncology Program are essential components of this contract and will be primary factors in Contractor’s assignment of staff and frequency of substitutions. The Contractor shall have a contingency plan in place to be utilized if the Contractor’s provider (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: Monday through Friday, 8:00 AM to 4:30 PM (0800-1630)

3.2. Work Schedule:

3.2.1. Contractor’s physicists, and dosimetrists shall be available during normal Baltimore VAMC clinic hours, Baltimore VAMC which will be established, and may be revised, as deemed appropriate for patient care by the Chief of Staff.

Currently, normal clinic hours are Monday through Friday, 8:00 a.m. to 4:30 p.m.

3.2.2. The Contractor’s CTMP/TMP may perform work after normal business hours as their calibrations and measurements must be done after patient treatments.

However, the CTMP must be onsite during clinical operational hours at least 50% of the time; the times and dates will be reviewed with the Radiation Oncology Clinical Care Center.

3.2.3. Federal Holidays: The following holidays are observed by the Department of Veterans Affairs:

• New Year’s Day

• President’s Day

• Martin Luther King’s Birthday

• Memorial Day

• Juneteenth National Independence Day

• Independence Day

• Labor Day

• Columbus Day

• Veterans Day

• Thanksgiving

• Christmas

• Any day specifically declared to be a national holiday.

3.2.4. Cancellation/Rescheduling: The Baltimore VA Medical Center (VAMC) Radiation Oncology Center’s hired staff employees will maintain a sustainable operation, where veterans’ access to patient care and continuity of care will not be disrupted. Unless a state of emergency has been declared, the Contractor shall be responsible for providing services.

4. CONTRACTOR RESPONSIBILITIES

4.1. SERVICES REQUIRED: Board Certified Chief Medical Physicist (1040 Hours); Board Certified Medical Physicist (2080 Hours); and Certified Dosimetrist (Hybrid, 2080 Hours).

4.2. Standards of Practice: The medical practice and patient care provided by Contractor shall be evidence based best practices that meet or exceed all standards of professional practice and performance measures applicable to Baltimore VAMC medical professionals, including, but not limited to, NHPP, AAPM and TJC standards and national recognized accrediting body current practice guidelines in radiation oncology.

Contractor’s care shall cover the range of services as would be provided in a state-of-the-art civilian medical treatment facility. Contractor shall provide evidence the Contractor’s radiation oncology standard of care is of a quality that meets or exceeds currently recognized VA and ACR national standards as established by:

4.2.1. Applicable Radiation Oncology practice guidelines and standards promulgated by ACR, ASTRO, and AAPM.

4.2.2. The professional standards of the TJC or equivalent accreditation:

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

4.2.3. The requirements contained in this PWS.

4.3. MEDICAL RECORDS

4.3.1. Authorities: Contractor’s contracted providers that provide supportive healthcare services to VA patients shall be considered as part of the Department Healthcare Activity and shall comply with the U.S.C.551a (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. 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 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. The contractor shall ensure that all records pertaining to medical care and services provided to VA patients are captured in the VA electronic health record system as required by VA policy as discussed in 4.3.4.

4.3.3. Disclosure: Contractor’s contracted providers may have access to patient medical records for the purpose of providing supportive 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 Handbook 1605.1, 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 APeX standards and standard commercial practice and guidelines established by VHA Handbook

1907.01 Health Information Management and Health Records:

https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=3088 and all guidelines provided by the VAMC.

4.3.5. Release of Information: The VA shall maintain control of releasing any patient medical information and will follow policies and standards as defined but not limited to Privacy Act requirements. The contractor will not release or file:///C:/Users/jpalta/AppData/Local/Microsoft/Windows/INetCache/Content.Outlook/Y03GPXIM/Applicable%20Radiation http://www.jointcommission.org/standards_information/hap_requirements.aspx http://www.rms.oit.va.gov/SOR_Records/24VA19.asp http://www.rms.oit.va.gov/SOR_Records/24VA19.asp http://www1.va.gov/vhapublications/viewpublication.asp?pub_id=1423 http://www1.va.gov/vhapublications/viewpublication.asp?pub_id=1423 https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=3088 disclose copies of records and will refer to all such requests to the Release of Information Department at the VA facility were 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.

4.3.6.1. Peer Review Conferences: Contractor’s Staff shall attend and participate in weekly peer review conferences to discuss the appropriateness of treatment decisions, treatment goals and expected results related to Baltimore VAMC Radiation Oncology patients. These conferences may be joint conferences at which Contractor’s Radiation Oncology Service patients are also presented.

4.3.6.1.1. At a minimum, 100% of the following with respect to Baltimore VAMC Radiation Oncology patients shall be presented at these conferences:

• Consultations;

• re-evaluations;

• new start treatment fields, including boosts and off cord fields;

• staging evaluations, to assure that adequate staging and disease localizations have been performed; and

• patients seen in consultation for whom no treatment is recommended to assure the appropriateness of the decision not to offer radiotherapy.

4.3.6.1.2. Each conference shall be attended by:

• the treating physician whose case is being reviewed; and

• at least one board certified radiation oncologists with tumor site specific expertise who are not the treating physician; and

• at least one medical physicist and one dosimetrist; and

• Contractor peer reviewers must maintain familiarity with VA tumor site specific treatment…