Performance Work Statement 10-27.pdf

Performance Work Statement

The Department of Veterans Affairs (VA), Overton Brooks VA Medical Center (OBVAMC) requires a contractor to provide a fully equipped mobile Computed Tomography (CT) unit, qualified staffing, maintenance, connectivity support, and all associated services at the Longview Community Based Outpatient Clinic (LCBOC), 1005 N. Eastman R., Longview, TX 75601. Services include the acquisition of CT examinations for Veterans in accordance with the Joint Commission (TJC), VA directives, and all federal requirements.

The vendor must have the capability to provide a mobile CT unit/trailer with staffing to be on site 5 days per week (M-F) 8:00 am – 5 pm, for a 12-month base period with four (4) 12-month option periods.

The Contractor’s fee will be required to be based on a rate/charge per scan.

1. General

Services Provided: The Contractor shall provide CT services on site (Longview Community-Based Outpatient Clinic (LCBOC): 1005 N. Eastman R., Longview, TX 75601) in accordance with the specifications contained herein to beneficiaries of the Department of Veterans Affairs (VA) and the Overton Brooks VA Medical Center. The VA Radiology Services (CT) follows the standards and guidelines set forth by The Joint Commission (TJC) Standards or equivalent. The Contractor providing onsite CT services shall provide services that meet or exceed The Joint Commission (TJC) guidelines.

The Contractor shall provide staff to acquire CT studies. The Contractor shall provide a Technologist who possesses a CT license per VA regulation.

The contractor shall provide, at a minimum, a 64-Slice CT Scanner housed within a mobile unit that must come with a patient lift and stairs with double-sided handrails for safety. The Contractor shall provide maintenance and repair of all Contractor-furnished equipment. The Mobile CT trailer must have network and DICOM capability and provide Onsite assistance and network configuration/connectivity in accordance with the terms and conditions listed herein at Overton Brooks VA Medical Center, per VA Standards.

Contractor shall be responsible for maintaining all Contractor equipment in good working order.

2. Period Of Performance

Services shall be provided for a one 12-month base period with four (4) 12-month option periods.

The contractor shall deliver the mobile CT with an expected date of October 1, 2026. Payment will commence once operational and will be prorated for the first month for the days operational at a daily rate calculated by dividing the monthly rate by 20.

3. Place of Performance

The contractor shall furnish services at the Longview Community-Based Outpatient Clinic (LCBOC), 1005 N. Eastman R., Longview, TX 75601.

4. Hours of Operation

The Contractor shall perform services during the days and times specified:

• Monday – Friday

• 8:00 AM – 5:00 PM

• Excluding federal holidays

5. Patient Safety

The contractor, subcontractor, their employees, or business associates shall report all patient safety incidents within 24 hours. Patient safety incidents must be reported to the authorizing Overton Brooks VAMC and COR. – QASP ID 3, 4, and 5 (Patient Safety)

6. Downtime Clause

As a result of the failure of equipment or staffing provided, the contractor will be required to respond within 1 hour upon notification of the CT trailer being down/non-operational. The contractor will be required to have a technician onsite within 24 hours to assess the situation. Downtime will be assessed on an hourly basis by dividing the monthly charge by 160 hrs. and deducting it from the monthly payment for hours of downtime. The contractor is responsible for reviewing all updated policies issued during the contract period.

7. 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: VA Publications and VHA Publications.

• VHA Directive 1129: Radiation Protection for Machine Sources of Ionizing Radiation

• VHA Directive 1605.01: Privacy and Release of Information

• Standard Operating Procedures o 114-02 – Radiation Safety in CT o 114-08 – Imaging Pregnant or Potentially Pregnant Women with Ionizing

Radiation

8. Contractor Requirements and Responsibilities

8.1 Mobile CT Unit

• Due to limited space in the Longview CBOC area, the contractor shall provide a maximum size 12 feet wide and 50 feet long.

• CT transportable building/trailer to accommodate full access inside the building and around CT scanner.

• Fire, code, and intercom connection to VA systems https://www.va.gov/vapubs/ https://www.va.gov/vapubs/ https://www.va.gov/vhapublications/index.cfm

• The Vendor is responsible for transporting the CT unit to and from the location

• The contracted employees will be responsible for cleaning and infection control measures

• The Vendor is responsible for the upgrades, updates, and maintenance of the unit, all Preventive maintenance, and all Parts and Labor

• Onsite CT will remain in place during the duration of the contract

• The unit shall be equipped with a hydraulic lift to accommodate a wheelchair and the person transporting the patient. The unit will have a stair handrail

8.2 System Capabilities

• System must be able to transfer image and data to multiple modalities, including Philips VUE PACs, VISTA Imaging, printers, Compact Disk-Recordable CD-R/DVD-R burners.

Qualified personnel will establish network and printer connectivity at the site in coordination with local IT staff. Verification of connectivity must be made prior to the start of patient procedures.– QASP ID 7 (Documentation of Services)

• System scan protocols must be verified and validated by VA reading radiologists

• Vendor agrees to cooperate with VA for quality control purposes

• A Virtual Private Network (VPN) must be established to allow remote troubleshooting and diagnosis for service by qualified personnel

8.3 Staffing Requirements

The Contractor shall provide:

• One (1) Certified CT Technologist o The American Registry of Radiologic Technologists (ARRT) to include Radiography and Computed Tomography (CT) - QASP ID 8 (Maintain Applicable Certification) o Texas Medical Radiologic Technologists Certification from the Texas Medical Board -

QASP ID 8 (Maintain Applicable Certification) o Minimum 2 years CT experience

• The qualifications of such personnel shall be subject to review by the VA.– QASP ID 2

(Quality Care)

• Any other staffing needed for the acquisition of studies would be at the discretion of the vendor

• Staff must remain compliant with all VA mandatory training, CT safety training, and infection control, and BLS requirements

• The Contractor shall provide sufficient staff during normal operational hours to provide CT services covering the required 8:00 am – 5:00 pm (M-F). The Contractor shall be responsible for providing continuous coverage during normal operating hours, including coverage for all staff leaves, vacations, and unplanned absences as required QASP ID 1 (Patient Access)

• The CT Technologist is expected to be a team member with all OBVAMC Radiology employees, including but not limited to: Radiology Advanced Medical Support Assistants, Program Support Assistant, Administrative Officer, Physicians, Technologists, and Clerks.

• The Contractor shall ensure CT Technologists maintain the required certifications and licensures

• Contractor personnel shall comply with all The Joint Commission (TJC) Standards or equivalent and shall maintain documentation specified by the standards.

8.4 Documentation Requirements

The Contractor shall provide:

• Annual Medical physicist report, including preventative maintenance reports, in accordance with TJC

• Service and maintenance reports

• Training records and competency folder(s) for all contractor staff in accordance with VA guidelines that are readily available for inspection - QASP ID 9 (Mandatory Training)

• Network configuration data per VA guidance

9. Training (Basic Life Support (BLS), CT Safety, and VA Mandatory) The contractor shall ensure staff meet all VA educational requirements and mandatory course requirements defined herein; all training must be completed by the contractor’s employees as required by the VA. Other training may become required. VA will communicate any changes to the training requirement to the contractor. All training/competencies will be kept on the CT trailer for access/review by the Contracting Officer Representative (COR). – QASP ID 9 (Mandatory Training) All contractors and subcontractors requiring access to VA information and VA information systems shall successfully complete the following before being granted access to VA information and its systems:

Successfully complete any additional cybersecurity or privacy training, as required for VA personnel with an equivalent information system or information access [to be defined by the VA program official and provided to the VA CO for inclusion in the solicitation document – i.e., any role-based information security training].

The contractor shall provide the COR/CO a copy of the training certificates and certification of signing the Organizational Rules of Behavior for each applicable employee within five days of the initiation of the contract and annually thereafter, as required.

Failure to complete the mandatory annual training may result in suspension or termination of all physical or electronic access privileges, as well as removal from contract duties, until the required training has been completed.

The following training is mandatory for VHACO for Contracted Employees

BLS

Active Shooter Training

Patient Abuse

Patient Rights

Patient Safety

Prevention/Management of Disruptive Behavior/Violence Prevention Level I

Prevention of Workplace Harassment/No Fear Act

Suicide Prevention: Suicide Risk Management Training for Clinicians

VA Core Values Training (ICARE Recommitment)

VA Privacy and Information Security Awareness and Rules of Behavior

VHA Reducing Radiation Dose: Technologist Initial Training & Annual Refresher Training

VHA Privacy and HIPAA Training

VISTA Imaging

Respirator Fit Testing Training

OSHA Respiratory Protection for Healthcare Workers

Respiratory Protection

Infection Prevention and Control

10. Responsibility of VA Facility:

10.1 The VA Medical Center is responsible for the following:

• Preparation and maintenance of the site for the unit.

• The site must meet the specifications for a maximum 12’ x 50’ CT mobile building.

• VA will provide electrical power, 480-volt 200-amp connection, AC 3-phase 125 KVA fused at 150 amps. Maximum voltage variation is +- 5% from the nominal steady state. Voltage surges must not exceed +5%, 5-wire Russellstoll receptacle DF 2504 FRAB, waterproof.

• VA will provide 3 data lines and 2 telephone lines, and connections to the VA Police/Fire

Alarm system and the Code Alarm system. The contractor is to connect power, data, phone, and alarm systems for the Mobile CT trailer.

• VA will provide network access for the CT remote diagnosis connection between the trailer and service organization.

• The services of a Radiologist(s) who will provide guidance for protocols and assume responsibility for the medical care of patients. Radiologist(s) will also review studies for appropriateness according to ACR protocols.

• Provision of staff and equipment for emergency care of patients.

• Provision of medical supplies necessary to perform the procedures, including CT contrast, injector kits, laundry, and other necessary medical supplies, cleaning supplies, and consumable supplies.

• Provision of film media (film, CDs) specific to each site’s needs, where required

• The VA Schedulers will schedule CT patients

10.2 Scheduling

• The Overton Brooks VAMC Advanced Medical Support Assistant(s) within the Radiology Service will be solely responsible for the scheduling of the CT patients.

• The VA will assess each patient (protocolled by the radiologist) to determine if the patient is an eligible CT candidate. The Contractor staff will aid in this process.

• For additional cases, A physician will remain on duty when procedures with IV contrast are required.

11 Personnel Policy

The Contractor shall be responsible for protecting the personnel furnishing services under this contract. To carry out this responsibility, the Contractor shall provide the following:

• Worker’s compensation

• Professional liability insurance

• Health examinations

• Income tax withholding, and

• Social Security payments

• The parties agree that the contractor, its employees, agents, and subcontractors shall not be considered VA employees for any purpose

• 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

• Contractor employees shall demonstrate friendly, courteous, and helpful behavior with hospital staff, patients, and visitors. Employees must work well with people and possess a desire to provide a service to the VA medical and hospital personnel

• Parking for contractor employees is limited to parking within the designated location(s)

12. Specific equipment requirements include:

The contractor shall provide an onsite minimum 64-slice mobile CT unit that is a full-body CT scanner unit in accordance with the terms and conditions of this requirement.

• Windows 10 or newer and compatible with the Overton Brooks VAMC Operating system Network

CT system minimum requirements:

• direct-mpr

• data export

• smart prep

• auto ma

• 3000 image series copy composer

• 100KVA

• Dynamic z axis tracking

• liquid-0.35 routine edge plus kernel

• ASIR

• Overlapped Recon – Axial

• image check

• xt display

• (1) one stop scanning

• Helica shuttle

• helical-120-sec

• dynamic transition organ dose modulation

• ultra kernel

• high pitch helical - 1.53 cine-120 sec

• connect pro

• ava xpress

• auto bone xpress

• lung screening package

• Contrast Injection System

• Medrad Stellant D Dual-Head CT Contrast Injector - Roll Around

• The Medrad Stellant D Dual Syringe CT Injection System is reliable and easy to use.

• Protocol Options for the most advanced clinical applications:

o Designed for complex CTA protocols o Creates tight contrast bolus o Enables precisely timed contrast delivery

• The Medrad Stellant D efficiently increases throughput with:

o Snap on/twist off syringe design o Automatic plunger advance and retracts when attaching and detaching syringes o Automatic filling and priming o Storage and recall of up to 32 protocols o Multi-phase programming o Integrated saline test inject o Programmable pressure limit

• Fully lead shielded coach

• Extra Large Door for entry into scan room (Minimum of 36” wide to accommodate bariatric wheelchairs)

• Extra Large lead Window for Patient Viewing by Technologist

• LED lighting throughout with dimmers

• Integrated Fire suppression system, Capable of integrating with the hospital's fire alarm system.

• Multiple Network connections (Preferably up to 4)

• Multiple workstations for Tech’s

• Zoned HVAC System

• Patient Lift platform 2000lbs capacity, with Awning and safety Rails

• Patient Entry Roll up door with direct drive, and safety kill switches

• Separate Locking Operator Entry Door with extra-wide stairs, and Rails

• ADA-sized Entry Doors for ease of movement for handicap patients

• ADA-Sized Dressing Room with hard walls to meet ADA compliance

• Exterior lighting

• Fire Safe Extinguishers

Mobile Trailer minimum requirements:

• 8.6-foot wide by 50-foot long (Maximum length-12’x50’) Mobile CT Coach

• Fully self-contained Mobile Medical Coach

The unit shall have the ability to perform a wide range of exams, including, but not limited to, the exams listed below:

The Contractor’s CT Technologist shall be responsible for performing the following types of CT examinations, as ordered by VA clinical providers and in accordance with VA protocols, standards of care, and applicable regulatory requirements:

1. CT OF THE ABDOMEN AND PELVIS, BOTH WITH AND WITHOUT (W/O) INTRAVENOUS

(IVCM) AND/OR ORAL CONTRAST MEDIA

2. CT CHEST WITH & W/O IVCM

3. CT CHEST HIGH RESOLUTION

4. CT ANGIO CHEST OR PULMONARY EMBOLISIM (PE)

CT LOW DOSE CHEST FOR LUNG CANCER SCRENNING AND LOW DOSE CHEST FOR

LUNG NODULES

5. CT HEAD WITH & W/O IVCM

6. CT MAXILLOFACIAL WITH & W/O IVCM

7. CT SINUS W/O IVCM

8. CT TEMPORAL BONE WITH & W/O IVCM

9. CT CERVICAL SPINE WITH & W/O IVCM

10. CT THORACIC SPINE WITH & W/O IVCM

11. CT LUMBAR SPINE WITH & W/O IVCM

12. CT LOWER EXT WITH & W/O IVCM

13. CT PELVIS WITH & W/O IVCM

14. CT HIP WITH & W/O IVCM

15. CT KNEE WITH & W/O IVCM

16. CT ANKLE WITH & W/O IVCM

17. CT FOOT WITH & W/O IVCM

18. CT UPPER EXT WITH & W/O IVCM

19. CT SHOULDER WITH & W/O IVCM

20. CT ELBOW WITH & W/O IVCM

21. CT WRIST WITH & W/O IVCM

22. CT HAND WITH & W/O IVCM

23. CT ANGIOGRAPHY STUDIES OF THE HEAD, NECK, CHEST, ABDOMEN, PELVIS, UPPER

EXTREMITIES, AND LOWER EXTREMITIES AS NECESSARY

13. Mobile Unit Capabilities: The contractor shall provide the following:

a. Hardware and software necessary to permit interpretation of CT Images at the site where images are obtained.

b. Ability to create, store, and export Digital Imaging and Communications in Medicine (DICOM), Joint Photographic Experts Group (JPEG), and Moving Picture Experts Group (MPEG) file formats.

c. The mobile unit shall be equipped with Compact Disk-Recordable CD-R/DVD-R burning capabilities as a backup to network transfer if available.

d. The mobile unit shall be equipped with a phantom for daily quality assurance (QA) checks

e. The mobile unit shall be equipped with an Intravenous (IV) contrast injector.

f. The mobile unit shall be equipped with a programmable injector with a pressure monitor having the following capabilities (an example unit would be the Medrad Stellant Dual Syringe Injector):

1. Scan delay

2. Multiphase option

3. Protocol storing

4. Pause hold functionality

g. Minimum security requirements:

1. Up-to-date Microsoft (MS) patches and anti-virus software at the vendor mobile unit.

2. Up-to-date MS patches and anti-virus software at the vendor workstation

3. Any workstation configuration must be compatible with VA-supplied anti-virus (currently McAfee Enterprise).

4. Medical Device Isolation Architecture (MDIA) security to be provided by the VA

5. No patient identifiers, such as name and Social Security Number, shall reside on the mobile unit, and images shall have an identifier that does not disclose Personally Identifiable Information (PII)

14. Mobile Unit Accessories

Accessory equipment that shall be provided by the Contractor: Handicap accessibility (wheelchair or elevator lift).

15. Mobile Unit Equipment Specifications

The following minimum performance characteristics of the equipment are required:

a. The operating system must be Windows 10 or newer to be compatible with the OBVAMC network system.

b. The CT shall provide images with consistently high technical quality to be approved by VA-employed experts. Poor image quality will be considered non-performance under this contract and must be remedied within 30 days of notification or incurred default.

c. The CT should be capable of acquiring and post-processing 2-dimensional and/or 3-dimensional images or true 3-dimensional images.

d. The CT Unit shall have a minimum of a 64-slice detector and be capable of acquiring the transmission images within one breath hold.

e. The CT shall be capable of acquiring data for anatomic localization and attenuation correction.

f. The CT system shall have attenuation correction algorithm(s) that are designed to use non-contrast-enhanced CT data.

g. The CT system shall have attenuation correction algorithm(s) that are designed to use CT data with intravenous contrast enhancement.

h. The CT system shall have attenuation correction algorithm(s) that are designed to use CT data with oral contrast enhancement with positive contrast (iodinated contrast).

i. The CT system shall have attenuation correction algorithm(s) that are designed to use CT data with oral contrast enhancement with negative contrast (water).

j. The Mobile CT unit shall maintain a temperature to ensure proper operation of the scanner without frequent calibration and provide for patient comfort.

k. The CT unit shall meet all federal, state, and local fire and safety requirements.

l. Telecommunications: The mobile unit shall be equipped with outlet jacks connections capable of transmitting data and voice through government-provided category five (5) cable and dual pair phone cable. The Government will provide the connection required for the transmission of images, data, and voice.

m. OBVAMC is responsible for making the connections between the hospital and Mobile CT for the purposes of transmitting data. A Configuration Form will be completed and sent to the Contractor prior to delivery.

n. The mobile unit shall support the DICOM Modality Work List (DMWL) for future use.

o. The mobile unit shall be able to export DICOM images to at least one destination.

p. System shall meet minimal standards for the type of equipment being provided as defined herein.

16. Equipment Maintenance

The equipment provided shall always be in good working order in order to provide high-quality scans required under this requirement and any resulting contract. The contractor shall be completely responsible for the preventive maintenance, emergency and general repairs, safety, cleaning, and upkeep of all equipment furnished by the Contractor. Preventative maintenance/repairs on the Mobile CT unit and all associated equipment shall be performed in accordance with the Conformance Standards and manufacturer’s recommendations.

a. Telephone Technical Support: The Contractor shall provide telephone assistance 24/7, all days of the year.

b. Response Time: Contractor shall acknowledge the request by telephone within 30 minutes and be Onsite within four (4) hours of telephone acknowledgment of service request.

The Overton Brooks VAMC will not be held responsible for any loss or damage to the Contractor’s property, which may be vandalized or damaged, including the mobile trailer, while on site at the Longview Community-Based Outpatient Clinic (LCBOC). The contractor shall maintain property insurance on all equipment throughout the duration of the contract, and the successful Contractor shall provide proof of insurance as required herein.

17. Site Preparation

The Overton Brooks VA Medical Center Engineering Service will provide a docking site for the contractor’s CT scan mobile unit. The Contractor or designee shall perform a site visit at the Longview CBOC location after notification of the contract award and prior to the commencement of work to coordinate with the POC in order to confirm site conditions for trailer/mobile unit docking.

18. Contractor’s Qualifications

The contractor must be regularly established in the business called for, financially responsible, and have the necessary equipment and personnel to furnish service in the volume required for all items under this requirement.

The contractor’s assigned personnel must be computer literate in the type of software and/or hardware associated with their duties.

19. Contractor’s Responsibilities:

a. Contractor shall be responsible for the timely delivery of the CT trailer such that the Contractor may facilitate the following start-up functions:

1. Prior to the commencement of services, the Contractor shall ensure that the mobile trailer is properly positioned and docked. The contractor shall also ensure that the normal temperature within the mobile trailer is set and maintained prior to services.

2. Prior to the commencement of the contract services, the Contractor shall ensure that the mobile trailer is level and set for the safety of all Longview Community-Based Outpatient Clinic patients and that the appropriate utilities are connected for proper warm-up of all onboard systems.

3. The contractor shall allow enough time for contacting the VA Police when gaining access to Longview CBOC.

4. Communications systems shall be operational before the commencement of services.

b. DATA/IMAGE TRANSFER SUPPORT: The contractor will have a field service engineer (“FE”) available on the day of delivery to assist Overton Brooks VA Medical Center O&IT personnel in verifying that images can be sent from the mobile CT to remote locations (i.e., PACS, Eclipse network). The FE will input data based on the instructions of the hospital. Once this is accomplished, the service responsibility for network-related issues lies solely with the Overton Brooks VA Medical Center.

The Contractor may be provided an IP address for Source Data, Default Gateway, and Subnet Mask from the VI OI&T personnel. If applicable, the Contractor shall be responsible for the implementation of data transfer to the VA network with the assistance of VA OI&T personnel. The mobile truck’s IP address (es) cannot be part of the VA network. The IP range for the workstation/equipment must be in a range supplied by the Government. It should allow for the IP address to be changed locally. The VA will create an Access Control List (ACL) to address security controls. The Contractor shall ensure all IT devices located in the CT mobile unit are cleansed of all Viruses and Malware before connecting to the VA network.

c. CONTRACTOR FURNISHED FACILITIES, SERVICES, SUPPLIES, AND EQUIPMENT:

1. The Contractor’s Vehicle shall be parked at the designated docking pad ramp location. The Contractor shall be responsible for leveling the vehicle at a location designated by the Overton Brooks VA Medical Center.

2. The contractor shall provide 5 days of application training included in the quote. Training consists of CT protocol set-up, necessary hardware/software training (Quality Assurance, hard and soft shutdown, safety, etc.), scanning, and the use of its accessories.

3. Contractor shall be held responsible for any damages that may be done to the Longview Community-Based Outpatient Clinic/Overton Brooks VA Medical Center property during delivery, hookup, and/or removal of equipment at the site. Any damages caused by the Contractor shall be repaired at the Contractor’s expense to the satisfaction of the Overton Brooks VA Medical Center.

5. Proper installation/staging of the Contractor’s furnished equipment, including the mobile trailer, must be completed in accordance with industry standards, all OSHA regulations, and applicable manufacturer’s recommendations. The above must be completed before the commencement of services. Dates and times for completion of the above shall be mutually agreed upon between the Overton Brooks VA Medical Center and the Contractor.

d. NON-CONFORMING PRODUCTS OR SERVICES:

Non-conforming products or services will be rejected. Unless otherwise agreed by the parties, deficiencies shall be corrected within seven (7) days of the rejection notice. If the deficiencies cannot be corrected within seven (7) days, the Contractor shall immediately notify the Contracting Officer Representative and the Contracting Officer of the reason for the delay and provide a proposed corrective action plan within seven (7) working days.

e. EMERGENCY REPAIRS:

Emergency service: The contractor shall provide to the Overton Brooks VA Medical Center all emergency services, to include all required personnel, parts, and labor, and preventive maintenance/repairs of CT structure and equipment to maintain a safe environment as recommended by the original equipment manufacturer (OEM) recommendations/specifications in accordance with the agreed-upon schedule with the POC. The contractor’s service contract hours of coverage are 8:00 a.m. until 5 p.m., M- F, excluding observed holidays.

Response Time: In the event of an equipment failure during normal working hours while in the performance of the Contractor’s services, the Contractor shall notify the POC or designee immediately after the discovery of the equipment failure while on site. All reasonable efforts should be made to keep equipment downtime to a minimum of 24 hours or less. If repair services are required to be performed Onsite after the normal working hours, the Contractor must notify the POC and the VA Police that services will be performed Onsite. All emergency repairs are the responsibility of the contractor, and only qualified service engineers shall perform emergency repairs.

As a result of the failure of equipment or staffing provided, the contractor will be assessed on an hourly basis by dividing the monthly charge by 160 hrs. and deducted from the monthly payment for hours of downtime.

f. DOCUMENTATION/REPORTS:

1. The Contractor shall provide equipment and maintenance reports to the POC if requested during the duration of the contract. The Contractor shall also provide system pre-check and associated documentation at the time the unit is set up at the site where services are to be performed. This is to ensure the safety of equipment utilized by the Contractor.

2. The Contractor shall permit onsite inspection by personnel selected by the Overton Brooks VA Medical Center without prior notice to ensure the Contractor’s equipment is operated in accordance with appropriate safety guidelines and/or regulations as applicable.

3. The following documentation shall be maintained by the Contractor and be available for inspection by a duly authorized VA representative:

4. Certificate of Insurance, not limited to, but includes: Professional Liability, Worker’s Compensation, liability, and property insurance of Contractor’s furnished equipment, which shall be submitted to the

Contracting Officer and VA POC within ten (10) calendar days of receipt of notification of award. It is agreed upon and understood that the Overton Brooks VA Medical Center shall not be held responsible for any damage or vandalism that may be caused to the Contractor’s equipment while on Longview Community Based Outpatient Clinic premises: 1005 N. Eastman R., Longview, TX 75601.

Also required are state licenses, not including a Certificate of Need, if applicable to the end user.

g. EQUIPMENT REQUIREMENTS:

1. The Contractor agrees to ensure compliance/acceptance testing of the CT equipment is performed on at least an annual basis or if major components of the machine are serviced or replaced.

2. The Contractor is responsible for ensuring that the compliance testing of the CT machine shall be performed by a qualified medical physicist within the last 12 months. A copy of this report must be forwarded to POC for documentation, along with any documents showing the resolution of any discrepancies noted in the report. A qualified medical physicist, as defined, is an individual who is certified by the American Board of Radiology, American Board of Health Physics, or American Board of Medical Physics in the appropriate disciplines of radiologic physics and maintains state certification as a Health Physicist.

h. REMOVAL OF CONTRACTOR’S EQUIPMENT

The contractor shall be responsible for the timely removal of the CT trailer from the Longview Community-Based Outpatient Clinic (LCBOC) premises as agreed upon with the POC, after completion of the last procedure being performed, and shall also be responsible for the following exit functions:

1. At the termination of the contract, the Contractor shall remove and surrender the hard drive of the workstation to Biomed for destruction.

2. VA information retained by the CT scanner itself and other Contractor equipment shall be returned to the VA at the end of the contract and when no longer required for regulatory purposes. The security of information retained by the CT scanner and other Contractor equipment, both during the contract period and post-contract period, shall be the responsibility of the vendor.

3. All connections from the trailer to the Longview Community-Based Outpatient Clinic (LCBOC) property are properly disconnected.

4. The unit and all necessary accessories, devices, and the like are removed from the Longview Community-Based Outpatient Clinic (LCBOC) premises.

20. Pace Of Inspection and Acceptance

The delivery location of the CT Mobile Trailer site shall be coordinated with the POC.

21. Scope Of Inspection

a. Compliance with the Statement of Work will be inspected for content, completeness, accuracy, and conformance to contract requirements by the POC or his/her designee. Inspection will include validation of information or software using automated tools and/or testing of the deliverables, as specified in the contract order. The scope and nature of this testing must be negotiated prior to the contract award and will be sufficiently comprehensive to ensure the completeness, quality, and adequacy of all deliverables.

b. Reports, documents, and narrative-type deliverables shall only be accepted when all discrepancies, errors, or other deficiencies identified in writing by the government have been corrected.

c. Maintenance logs shall be available upon request.

d. Payment Reconciliation will be accomplished by the Government monthly. The POC or Designated Ordering Office or Officer will validate invoices by reconciliation with required activity reports and schedule CT Scan services ordered. If issues occur, the POC or Designated Ordering Officer will contact the contractor for clarification and/or correction.

The information identified above is intended to be descriptive, not restrictive, and to indicate the quality of the supplies/services that will be satisfactory. It is the responsibility of the interested source to demonstrate to the government that the interested parties can provide the supplies/services that fulfill the required specifications.

If you are interested and capable of providing the sought-after supplies, please provide the requested information as well as the information indicated below. Response to this notice should include the company name, address, point of contact, and size of business pursuant to the following questions:

22. Contract Monitoring Procedures

a. At the time of contract award, the Contracting Officer will appoint a Contracting Officer Representative (COR) to assist with the contract monitoring requirements. The COR will monitor such items as quality of service, timeliness of performance, customer service, cost control, and business relations. In accordance with FAR 1.601 (a), “Contracts may be entered into and signed on behalf of the Government only by contracting officers.” A COR is not authorized to modify the stated terms of the contract, including extending the length of the contract period. Quality of service will be monitored through a continuous review of requested studies vs. performed studies, the appropriateness of images produced, and morbidity and mortality figures. These factors will be rated by a consensus of radiologists interpreting the studies, and through a radiologist or resident in the CT suite setting protocols for scanning and observing patients and procedures throughout the study process. Timeliness of performance will be measured through daily workload counts compared to the daily number of studies ordered.

Customer service will be monitored through periodic unannounced visits to the CT suite and through patient satisfaction surveys completed by CT patients.– QASP ID 6 (Patient Satisfaction) The cost will be monitored by the number of successful exams completed per month. Appropriate regulatory and accrediting standards will apply, and all adverse events will be reported within 24 hours in accordance with the Medical Center and other applicable guidelines, which could lead to an investigation based on the severity of the event

b. The COR will ensure that services are performed and will be responsible for handling service-related requirements necessary for patient care. Such documentation may include records of patient transfer to the contractor, procedures performed, patient records, time, and attendance logs, surgical records, customer satisfaction surveys from the Veterans, or other appropriate records that verify services called for under the contract have been performed by the contractor.– QASP ID 1-10

c. The delegated COR will notify the Contracting Officer of any non-compliance immediately upon his/her gaining knowledge of any such situation or incident. Initiate communication may be communicated by telephone. After such communication, the COR will provide a written statement to the contracting officer along with any supporting documentation regarding the performance failure noted.

d. Upon receipt of a proper invoice, the COR shall certify that the services identified have been performed. Once certification has been made, the invoice will be forwarded through the proper billing channels, and payment shall be made to the Contractor.

e. Both parties shall jointly conduct a review of the contractor’s performance to evaluate if the services being provided are in accordance with the contract terms and if payments and billings are being properly handled. This review shall include, but not be limited to: analyzing all billings, payments, costs, administrative issues, patient satisfaction, quality of care, and other related documentation that identifies that services have been received. Any concerns need to be brought to the contractor/COTR ‘s attention at the time noted rather than an agreement reached prior to the expiration of services provided, and consideration being received is satisfactory.

f. Upon conclusion of the initial contract period and all option periods, and in coordination with the Contracting Officer, the using service shall provide a statement to the Contracting Officer, providing a summary of contractor actions and a statement that all requirements of the contract was fulfilled as agreed. This information shall be forwarded by the COTR to the Contracting Officer at least 90 days prior to the end of the base period and each option period if the option periods are included.

g. Maintain a competency folder for each contractor employee throughout the contract period in accordance with the medical center and The Joint Commission (TJC) policies and procedures or equivalent.

h. Ensure the contractor employee has received orientation that is required by medical center policies for new and/or contract employees before working with patients. This orientation will include the following topics:

• Fire and safety policy and procedure

• Infection control policy and procedure

• Emergency Preparedness/Disaster policy and procedure

• Initial competency assessment

• Computerized Patient Record System (CPRS)(Only if the contract employee will be required to input patient information into this system)

• Area/program/unit-specific orientation

• Health Insurance Portability and Accountability Act (HIPAA) Coordinate all required mandatory training with COTR for contract employees and document their file.

23. Monthly Audits

VA is required to perform monthly audits on all scheduled exams, as well as the number of exams scheduled/completed. For the audit, a random review of five (5) completed radiology exams and five (5) canceled orders for each person who scheduled or canceled radiology appointments. Audit for completed radiology and nuclear medicine exams:

a. Clinically Indicated Date (CID): This is the date the ordering provider requests the exam to be completed.

b. First documented attempt to contact the Veteran was completed within 7 days of the order entry date.

c. Whether the first and second attempts to contact the Veteran are documented in the medical record.

d. Veterans are provided the opportunity to “opt-in or out” of the Community Care Program if the wait time is greater than 28 days from the date the ordering provider entered the order, if the CID is within 28 days of the order entry date (June 6, 2019, MISSION ACT requirement).

1. Canceled radiology and nuclear medicine orders that were in the ‘PENDING’, ‘HOLD’, and past ‘SCHEDULED’ statuses: a. Reason for canceling the exam

a. For all cross-sectional modalities and those exams/procedures requiring scheduling, the scheduler entered a CPRS cancellation note, and the ordering provider was added as an ‘additional signer.’

24. Other Special Requirements

a. The Contractor will be responsible for ensuring that the employee providing work under this contract is fully trained and completely competent to perform the required work. The contractor’s employee will undergo verification of licensure and credentials, as appropriate, including the supervision, training, and ongoing competency assessment of the employee on an annual basis.

b. The Contractor and VA are required to maintain records that document the competency/performance level of the Contractor’s employee working under this contract in accordance with VA medical center policies and higher headquarters procedures and directives. The Contractor will provide a current copy of the competency assessment checklist and annual performance evaluation to the Contracting Officer’s Technical Representative (COR) for the employee working under this contract. The Contractor will maintain a current employee competency folder in accordance with VA guidelines.

c. The using service will conduct an Onsite orientation before the commencement of work Onsite.

The service will schedule, conduct, and document this training, which includes a discussion of the following area-specific topics:

▪ Service rules and regulations

▪ Duties and Responsibilities

▪ Ethics

▪ Courtesy

▪ Equal Employment Opportunity (EEO) policy

▪ Performance Improvement Measures

▪ Infection control policies and procedures

▪ Initial competency assessment

▪ Management of Environment of Care, including:

o Fire and safety policies and procedures o Safety management o Security management o Hazardous materials o Utility systems o Emergency preparedness/disaster policies and procedures

d. Computerized Patient Record System (CPRS) Training: Prior to the commencement of work under this contract, the using service will ensure the Contractor’s employee receives proper access to the VA computer systems, including CPRS. The CT Supervisor or designee will coordinate and conduct the training with the Contractor’s employee.

e. COR will monitor the work of the Contractor’s employee to ensure the contract compliance with applicable medical center policies and procedures.

See Attachment B – Performance Requirements Summary Matrix and Quality Assurance Surveillance Plan.

f. Notwithstanding other contract requirements, upon request of the Contracting Officer, the Contractor will remove from the work site any Contractor employee who does not comply with medical center policies and procedures, regulatory, and accrediting standards.

g. If there is a need to change personnel during the performance of this contract, the The contractor will promptly notify the contracting officer of their intent to do so. The new individual will be subject to the qualifications, credentials, security, and all other terms and conditions of this contract.

h. CT SAFETY TRAINING AND COMPLIANCE: The contractor will provide education and training to contractor employees regarding CT safety and ensure compliance. All documentation must be provided to the COR demonstrating ongoing training and compliance.- QASP ID 9 (Mandatory Training)

25. Use Of Cell Phones

a. The following list of areas will have signs posted in visible areas, which read, “For Patient Safety Please Turn Off Cellular Phones and Personal Electronic Devices” Signage will be clearly visible in areas where cell phone usage is restricted.

26. Conflict Of Interest

The Contractor shall not employ any person who is an employee of the United States Government if the employment of that person would create a conflict of interest. The Contractor shall not employ any person who is an employee of the Department of Veterans Affairs. Nor shall the Contractor employ any person who is a member of the immediate family of a VA employee, if the employment of that family member would create a conflict of interest, or the appearance of a conflict of interest, particularly with regard to influencing the contract negotiations, terms of the contract, or the work carried out under the contract. In any such case, the VA must review the matter and give its approval in accordance with agency ethics rules.

27. Contractor Personnel Security Requirements

The background investigation process is subject to change and revision; the information provided is meant to be an overview and not provide a complete listing of all required actions. The Contractor will be informed of any changes and the requirements of the current system by the Contracting Officer working on the background investigation.

The contractor shall comply with all applicable Federal and Department of Veterans Affairs security laws, regulations, directives, and policies.

All contractor employees who require access to a Department of Veterans Affairs facility or information system shall be the subject of a background investigation and must receive a favorable adjudication from the VA Office of Security and Law Enforcement prior to contract performance. The contractor must provide all required information needed for a security check. Currently, this includes but is not limited to the name, home address, social security number, date of birth, place of birth, home phone number, cell phone number, email address, and fingerprints of the employee requiring access. Any violation of these statutory provisions, as stated in department regulations, by the contractor’s employees may involve the imposition of criminal penalties. This requirement is applicable to all subcontractor personnel requiring the same access. Contract performance shall not commence prior to confirmation from the designated VA Organization responsible, currently, this is the VHA Service Center Personnel Security (VSC), that the investigative documents have been submitted. The VSC will notify the VA Contracting Officer, VA Sponsor, and the contractor upon receipt of the appropriate investigative documents. Notification from the VSC is necessary for performance to begin, but it is not sufficient. The actual start date shall be approved by the Contracting Officer. The Contracting Officer must provide approval to begin performance (approval may be by letter, email, or verbal). If Onsite work is required, then two forms of identification are required at the time of in-processing. In accordance with FIPS 201-1, Section 2.2, the applicant shall be required to provide two original forms of identity source documents. The identity source documents must come from the list of acceptable documents included in Form I-9, OMB No. 1115- 0136, Employment Eligibility Verification. At least one document shall be a valid State or Federal government-issued picture identification (ID).

If the work is to be performed at any location other than the contractor’s office, the contractor is responsible for ensuring that the remote work site and any Patient Health Information or Personally Identifiable Information that can be accessed from that work site are only accessible to the contractor’s employee and not accessible to any unauthorized individual. The Contractor shall visually inspect the work site prior to its use. The contracted employee shall assume responsibility for securing the work site and complying with all privacy and security regulations in handling, securing, and destroying patient information.

THE CONTRACTOR SHALL ENSURE THAT ALL CONTRACTED EMPLOYEES COMPLETE

PRIVACY TRAINING (VA CYBER SECURITY AWARENESS AND VHA PRIVACY POLICY

TRAINING) ANNUALLY. CURRENTLY, THE EMPLOYEE SHALL SELF-ENROLL IN THE TALENT

MANAGEMENT SYSTEM (TMS) AND COMPLETE THE VA PRIVACY AND INFORMATION

SECURITY AWARENESS AND RULES OF BEHAVIOR (COURSE # 10176). – QASP ID 9

(Mandatory Training)

1. Position Sensitivity – The position sensitivity has been designated as Low Risk/Non-sensitive.

2. Background Investigation – The level of background investigation commensurate with the required level of access is Minimum Background Investigation or National Agency Check with Inquiries

(NAIC).

28. Contractor Responsibilities:

(a) The contractor shall prescreen all personnel requiring access to the computer systems to ensure they maintain United States citizenship and are able to read, write, speak, and understand the English language.

(b) The contractor shall submit or have their employees submit the required forms to the VA Office of Security and Law Enforcement in accordance with the current electronic submission process.

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

(d) Failure to comply with the contractor personnel security requirements may result in termination of the contract for default.

(e) The Contractor shall ensure all contract employees are aware of all laws, regulations, policies, and procedures relating to Privacy, Confidentiality, and HIPAA, and comply with all standards with zero breaches of privacy or confidentiality. – QASP ID 10 (Privacy, Confidentiality, and HIPAA)

29. Federal Holidays:

New Year's Day, Martin Luther King, Jr.’s Birthday, President’s Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, Christmas Day or any other day specifically declared by the President of the United States to be a National Holiday. Contractor’s employees will not be required to provide services on federal holidays, as the Longview CBOC will be closed.

30. Personnel Policy

The parties agree that the contractor shall not be considered a VA employee for any purpose.

31. General (Information Security and Privacy)

This entire section applies to all acquisitions requiring any Information Security and Privacy language.

Contractors, contractor personnel, subcontractors, and subcontractor personnel will be subject to the same federal laws, regulations, standards, VA directives, and handbooks as VA personnel regarding information and information system security and privacy.

32. VA Information Custodial Language

This entire section applies to all acquisitions requiring any Information Security and Privacy language.

a. The…