RFI - Sources Sought.docx

Department of Veterans Affairs Network Contracting Office (NCO) 16 Request For Information (RFI)

DISCLAIMER: THIS IS A SOURCES SOUGHT NOTICE ONLY. THIS SYNOPSIS IS NOT A REQUEST FOR QUOTE, PROPOSAL, OR BID. This notice is not a solicitation as defined by FAR 2.101, therefore it shall not be construed as a commitment by the Government to enter into a contract, nor does it restrict the Government to an acquisition approach. All information contained in this Request for Information (RFI) is preliminary as well as subject to amendment and is in no way binding on the Government. Information submitted in response to this notice 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. The Government is requesting that restrictive or proprietary markings not be used in response to this notice. If a solicitation is released, it will be synopsized in the Federal Contract Opportunities website or GSA. It is the responsibility of the interested parties to monitor these sites for additional information pertaining to this RFI

1. Title: _ Pathology Services _________________

2. Purpose: The purpose of this RFI is to identify potential sources which will aid in defining the procurement strategy (e.g., set-aside, sole source, unrestricted) for a solicitation the VA intends on issuing shortly for the following:

The anticipated Small Business Administration (SBA) size standard for the North American Industry Classification System (NAICS) code 621511 is ___750_________ (employees or dollars).

3. Responses Requested: The following questions must be answered in response to this RFI.

Answers that are not provided shall be considered non-responsive to the RFI:

a. Where are the requested items/equipment manufactured?

Vendor must attach documentation of this information to be viewed by the government to be considered as part of the Market Research and responsiveness to this Sources Sought notice

b. Are the requested items/equipment manufactured by a Small or Large business? Is the potential vendor in compliance with the Non-Manufacturer Rule (NMR)?

Vendor must attach documentation of this to be viewed by the government to be considered as part of the Market Research and responsiveness to this Sources Sought notice

c. Is the Vendor an authorized distributor with access to Original Equipment Manufacturer (OEM) parts which may be required in performance of this requirement?

The VA does not accept grey market items and therefore the Vendor must attach evidence of this access (Authorized Distributor letter) to be viewed by the government to be considered as part of the Market Research and responsiveness to this Sources Sought notice.

d. Name of potential Contractor that possess the capability to fulfill this requirement. Contractors shall also provide the following:

Point(s) of contact name: _______________________________________________ Address: ___________________________________________________ Telephone number: ___________________________________________ Email address: _______________________________________________

Company's business size: ________________________________________________ Data Universal Numbering System (DUNS) #: _______________________________

e. Is your company considered a small business concern, SB, SDVOSB, VOSB, HUBZone, or 8A concern, with the requisite __________________ NAICS code?

· Please provide proof of qualifications.

f. Is your company available under any Government Wide Agency Contract (GWAC), General Services Administration (GSA) Schedule, Indefinite Delivery Indefinite Quantity (IDIQ), and/or Blanket Purchase Agreement (BPA)?

If so, please identify the contract number for the Government to review as part of this Market Research.

4. Opportunity/Market Pricing: G.V. Sonny Montgomery VA Medical Center (GVSM VAMC) is seeking information from potential vendors on their ability to provide the required items/equipment. THIS IS A SOURCES SOUGHT REQUEST FOR INFORMATION (RFI) ONLY. Small Business Concerns are encouraged to provide responses to this RFI in order to assist the GVSM VAMC in determining potential levels of competition and general market pricing available in the industry. Therefore, vendors are requested to submit estimated market research pricing along with their responses to the above. The estimated pricing will be considered when determining the procurement strategy for the forthcoming solicitation.

5. Instructions and Response Guidelines: Questions regarding this RFI shall be submitted no later than 02:00 pm (CST), June 22, 2026 via email to stephanie.watts@va.gov

RFI responses are due by 02:00pm (CST), Monday June 22, 2026; size is limited to 8.5 x 11 inches, 12-point font, with 1-inch margins in Microsoft Word format via email to stephanie.watts@va.gov The subject line shall read: GVSM VAMC. NO SOLICITATION EXISTS AT THIS TIME. There is no page limitation on subparagraphs 3(a) - 3(f).

Please provide the information you deem relevant in order to respond to the specific inquiries of the RFI. Information provided will be used solely by GVSM VAMC as “Market Research” and will not be released outside of the VHCSO Purchasing and Contract Team.

7. Contact Information:

Stephanie Watts stephanie.watts@va.gov

Your response to this notice is greatly appreciated!

PERFORMANCE WORK STATEMENT

Pathology and Laboratory Medicine Service (P&LMS) G.V.(Sonny) Montgomery VAMC Jackson, MS

1. GENERAL:

1.1. Services Provided: The Contractor shall provide on-site Professional Laboratory Services for an as needed Pathologist at the G.V.(Sonny) Montgomery VAMC (GVSMVAMC). for varying periods of time for the Pathology & Laboratory Medicine Service. Contractor’s personnel shall be subject to the quality assurance standards established by The Joint Commission and the Veterans Health Administration and shall perform in accordance with ethical, professional and technical standards of the healthcare industry consistent with VA policy, regulations, procedures and protocol.

This requirement is being issued as an emergency interim staffing need due to critical shortages within the Pathology & Laboratory Medicine Service. The facility does not currently have sufficient experienced VHA personnel available to provide comprehensive onboarding or training for a new pathologist. As a result, training will be extremely limited, and the contractor’s provider must be fully prepared to perform independently upon arrival. For this reason, extensive prior VAMC/VHA experience is required to ensure continuity of operations and the safe delivery of pathology services.

1.2. Place of Performance: Contractor shall furnish services as follows:

Jackson, MS 39216

1.3. Period Of Performance: Base -6/20/26-6/19/27

Option 1: 6/20/27-6/19/28 Option 2: 6/20/28-6/19/29

1.4. Authority: Title 38 USC 8153, Health Care Resources (HCR) sharing authority and FAR Part 12 in combination with FAR 13.5 procedures will be used.

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

1.5.1. VHA Handbook 1100.17: National Practitioner Data Bank Reports: https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=2135

1.5.2. VHA Handbook 1100.18: Reporting And Responding To State Licensing Boards: https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=1364

1.5.3. VHA Handbook 1100.19: Credentialing and Privileging: http://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=2910

1.5.4. VHA Directive 1003.04: VHA Patient Advocacy: https://vaww.va.gov/vhapublications/ViewPublication.asp?pub_ID=5970

1.5.5. VHA Directive 1088: Communicating Test Results to Providers and Patients: https://vaww.va.gov/vhapublications/ViewPublication.asp?pub_ID=3148

1.5.6. VHA Directive 1192.01: Seasonal Influenza Prevention Program: https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=8948

1.5.7. VHA Directive 1220(1): Facility Procedure Complexity Designation Requirements to Perform Invasive Procedures In Any Clinical Setting: https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=8365

1.5.8. VA Directive 1663: Health Care Resources Contracting – Buying: https://www.va.gov/vapubs/viewPublication.asp?Pub_ID=969&FType=2

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

1.5.10. VHA Directive 2012-030 Credentialing of Health Care Professionals: https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=2815

1.5.11. Privacy Act of 1974 (5 U.S.C. 552a) as amended: http://www.justice.gov/oip/foia_updates/Vol_XVII_4/page2.htm

1.5.12. VHA Directive 1085 Smoke-Free Policy for Patients, Visitors, Contractors, Volunteers, and Vendors at VA Health Care Facilities https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=8242

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

1.6.1. American Society of Clinical Pathologists: http://www.ascp.org/

1.6.2. American Board of Pathology: http://www.abpath.org/

1.6.3. BLS: Basic Life Support

1.6.4. CDC: Centers for Disease Control and Prevention

1.6.5. CME: Continuing Medical Education

1.6.6. CMS: Centers for Medicare and Medicaid Services

1.6.7. Contracting Officer (CO): The person executing this contract on behalf of the Government with the authority to enter into and administer contracts and make related determinations and findings.

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

1.6.9. COS: Chief of Staff

1.6.10. CPARS: Contractor Performance Assessment Reporting System

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

1.6.12. CR: Contract Report formerly Contract Discrepancy Report (CDR) – part of Attachment D1

1.6.13. Credentialing: Credentialing is the systematic process of screening and evaluating qualification and other credentials, including licensure, required education, relevant training and experience and current competence and health status.

1.6.14. DEA: Drug Enforcement Agency

1.6.15. ED: Emergency Department

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

1.6.17. FSMB: Federation of State Medical Boards

1.6.18. 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.

1.6.19. HHS: Department of Health and Human Services

1.6.20. HIPAA: Health Insurance Portability and Accountability Act

1.6.21. HR: Human Resources

1.6.22. HT: Histotechnician

1.6.23. ISO: Information Security Officer

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

1.6.25. Non-Contractor’s provider(s): any person, organization, agency, or entity that is not directly or indirectly employed by the Contractor or any of its subcontractors

1.6.26. NPPES: National Plan and Provider Enumeration System

1.6.27. PA: Pathology Assistant

1.6.28. POP: Period of Performance

1.6.29. PPD: Purified Protein Derivative

1.6.30. PWS: Performance Work Statement

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

1.6.32. QA/QI: Quality Assurance/Quality Improvement

1.6.33. QM/PI: Quality Management/Performance Improvement

1.6.34. QASP: Quality Assurance Surveillance Plan

1.6.35. Veterans Health Administration (VHA): The central office for administration of the VA medical centers through throughout the United States. The VHA is located in Washington, D.C.

1.6.36. Veterans Integrated Services Network (VISN): The regional oversight for the VA medical centers.

1.6.37. VISTA (Veterans Integrated Systems Technology Architecture): A PC based system that will capture and store clinical imagery, scanned documents and other non-textual data files and integrates them into patient’s medical record and with the hospital information system.

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

1.6.39. Veterans Affairs Medical Center (VAMC): Unless identified with the name of a different VA medical Center, for purposes of this contract, this term shall mean the Jackson, Mississippi Medical Center [G.V.(Sonny) Montgomery VAMC (GVSMVAMC)].

2. QUALIFICATIONS:

2.1. Staff/Facility

2.1.1. Pathologist’s License: Contractor’s provider(s) assigned by the Contractor to perform the services covered by this contract shall have a current unrestricted license to practice medicine in the state of Mississippi. All licenses held by the personnel working on this contract shall be full and unrestricted licenses. Contractor’s provider(s) who have current, full and unrestricted licenses in one or more states, but who have, or ever had, a license restricted, suspended, revoked, voluntarily revoked, voluntarily surrendered pending action or denied upon application will not be considered for the purposes of this contract. The State license included in this contract is the State of Mississippi.

2.1.2. Pathologist’s Board Certification: All Contractor’s Pathologist(s) shall be by the American Board of Pathology http://www.abpath.org/ in Anatomic and Clinical Pathology. All continuing education courses required for maintaining certification must be always 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. (Refer to Paragraph 4.4.1.2)

2.1.3. Credentialing and Privileging: Credentialing and privileging is to be done in accordance with the provisions of VHA Handbook 1100.19 and VHA Directive 2012-030 referenced above. The Contractor is responsible to ensure that proposed provider(s) possesses the requisite credentials enabling the granting of privileges. No services shall be provided by any Contractor’s provider(s) prior to obtaining approval by the GVSMVAMC Professional Standards Board, Medical Executive Board and Medical Center Director.

2.1.3.1. If a Contractor’s provider(s) is not credentialed and privileged or has credentials/privileges suspended or revoked, the Contractor shall furnish an acceptable substitute without any additional cost to the government.

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

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

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

2.1.6.1 MANDATORY TRAINING

2.1.6.1.1 All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems:

2.1.6.1.1.1 Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Contractor Rules of Behavior, Appendix E relating to access to VA information and information systems

2.1.6.1.1.2 Successfully complete the VA Cyber Security Awareness and Rules of Behavior training and annually complete required security training

2.1.6.1.1.3 Successfully complete the appropriate VA privacy training and annually complete required privacy training

2.1.6.1.1.4 Successfully complete any additional cyber security or privacy training, as required for VA personnel with equivalent information system access as may occur over the life of contract [refer to NIST Special Publication 800-16, Information Technology Security Training Requirements]

2.1.6.1.2 The contractor shall provide to the contracting officer and/or the COTR a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required.

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

2.1.7. Standard Personnel Testing (PPD, etc.): Contractor shall provide proof of the following tests for contractor personnel 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.

2.1.7.1. TUBERCULOSIS TESTING: Contractor shall provide proof of a negative Tuberculosis Skin Test (TST) or interferon-gamma release assays (IGRA) for all Contractor’s personnel {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.

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

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

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

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

2.1.7.6. COVID: Per FAR 52.223-99 Ensuring Adequate COVID-19 Safety Protocols for Federal Contractors.

Compliance. The Contractor shall comply with all guidance, including guidance conveyed through Frequently Asked Questions, as amended during the performance of this contract, for contractor workplace locations published by the Safer Federal Workforce Task Force (Task Force Guidance) at https:/www.saferfederalworkforce.gov/contract

2.1.7.7. OSHA REGULATION CONCERNING OCCUPATIONAL EXPOSURE TO BLOODBORNE PATHOGENS: Contractor shall provide evidence of completing and passing generic self-study blood-borne pathogen training for all Contractor’s personnel {This is applicable to all health care workers}; provide their own Hepatitis B vaccination series and hepatitis B surface antigen test results following the hepatitis B vaccination series; maintain an exposure determination and control plan; maintain required records; and ensure that proper follow-up evaluation is provided following an exposure incident.

2.1.7.8. 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.

2.1.7.9. Other: The pathologist must have at least three cumulative years of VHA experience as a pathologist and must have worked at a VHA within the last two years.

2.1.8. National Provider Identifier (NPI): NPI is a standard, unique 10-digit numeric identifier required by HIPAA. The Veterans Health Administration must use NPIs in all HIPAA-standard electronic transactions for individual (health care practitioners) and organizational entities (medical centers). The Contractor shall have or obtain appropriate NPI and if pertinent the Taxonomy Code confirmation notice issued by the Centers for Medicare and Medicaid Services (CMS) National Plan and Provider Enumeration System (NPPES) be provided to the Contracting Officer with the offer/quote. (Pathologists only)

2.1.9. Conflict of Interest: The Contractor and all Contractor’s provider(s) are responsible for identifying and communicating to the CO and COR conflicts of interest at the time of offer/quote and during the entirety of contract performance. At the time of offer/quote, 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.

2.1.10. Citizenship related Requirements:

2.1.10.1. 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;

2.1.10.2. While performing services for the Department of Veterans Affairs, the Contractor shall not knowingly employ, contract or subcontract with an illegal alien; foreign national non-immigrant who is in violation their status, because 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.

2.1.10.3. 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.

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

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

2.1.11. 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.

2.1.11.1. Therefore, Contractor shall review the HHS OIG List of Excluded Individuals/Entities on the HHS OIG web site at http://oig.hhs.gov/exclusions/index.asp to ensure that the proposed Contractor’s provider(s) are not listed. Contractor should note that any excluded individual or entity that submits a claim for reimbursement to a Federal health care program, or causes such a claim to be submitted, may be subject to a Civil Monetary Penalty (CMP) for each item or service furnished during a period that the person was excluded and may also be subject to treble damages for the amount claimed for each item or service. CMP’s may also be imposed against the Contractor that employ or enter into contracts with excluded individuals to provide items or services to Federal program beneficiaries.

2.1.11.2. By submitting their offer/quote, 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.

2.2. Clinical/Professional Performance: 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 performance monitoring and review of all clinical personnel covered by this contract for quality purposes 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 consider any contract modification request and/or make changes to the contract during the administration of the resultant contract.

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

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

2.5. Prohibition Against Self-Referral: Contractor’s provider(s) are prohibited from referring VA patients to contractor’s or their own practice(s).

2.6. Inherent Government Functions: Contractor and Contractor’s 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.

2.7. No Employee status: The Contractor shall be responsible for protecting Contractor’s 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:

2.7.1. Workers’ compensation

2.7.2. Professional liability insurance

2.7.3. Health examinations

2.7.4. Income tax withholding, and

2.7.5. Social security payments.

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

2.9. Key Personnel:

2.9.1. Pathologists:

2.9.1.1. The VA hours for the services required is not to exceed 375 hours per ordering period.

2.9.1.2. The minimum number of Pathologists required to be on-site on an as needed basis is 1.

2.9.1.3. The Contractor shall be responsible for providing notification to the VA during periods of vacancies of the Contractor’s personnel in the event scheduled personnel is/are unable to report to duty.

2.9.1.4. Personnel Appointments/Substitutions: All personnel appointments and substitutions are subject to COR approval.

2.9.1.5. The Contractor shall provide a detailed explanation of the circumstances necessitating the proposed substitutions, complete resumes for the proposed substitutes, and any additional information requested by the CO. Proposed substitutes shall have comparable qualifications to those of the persons being replaced. The CO will notify the Contractor within 60 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.

2.9.1.6. During periods where the key person is not available, the Contractor shall provide a advanced notification to the COR as soon as they know.

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

2.9.1.8. Contingency Plan: Because continuity of care is an essential part of VAMC’s medical services, 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: Contractor shall provide comprehensive Pathology services covering:

3.1.1. Anatomical Pathology (including but not limited to: Surgical Pathology and Cytology), during normal business hours 8:00am– 4:30pm, Monday through Friday, excluding weekends and Federal holidays.

3.1.2. The VA is not responsible for notifying the contractor of contractor personnel tardiness or absences. Refer to Paragraph 2.9 – Key Personnel for contractor responsibilities.

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

3.2.1 When a Federal holiday falls on a Sunday, the following Monday shall be observed as a Federal holiday. When a Federal holiday falls on a Saturday, the proceeding Friday is observed as a Federal holiday by U.S. Government agencies. Included also, would be any other day, specifically declared by the President of the United States of America to be a Federal Holiday.

3.2.2 Unless a state of emergency has been declared, the Contractor shall be responsible for providing services or unless notified by COR or CO based upon local VA guidance/direction. Any day specifically declared to be a national holiday.

4. CONTRACTOR CLINICAL RESPONSIBILITIES

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

4.1.1. Contractor will be responsible for providing an advance work schedule for each on-site staff.

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

4.2.1. The professional standards of the Joint Commission (TJC): http://www.jointcommission.org/standards_information/standards.aspx

4.2.2. The College of American Pathologists (CAP):

http://www.cap.org, and;

4.2.3. The requirements contained in this PWS.

4.3 Medical Records

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

4.3.2 HIPAA: This contract and its requirements meet exception in 45 CFR 164.502(e), and do not require a BAA in order for Covered Entity to disclose Protected Health Information to: a health care provider for treatment of VA patients. Based on this exception, a BAA is not required for this contract. Health records generated by this contract or provided to the Contractors by the VA are covered by the VA Privacy Act system of records entitled ‘Patient Medical Records-VA’ (24VA10A7). Contractor generated VA Patient records are the property of the VA and shall not be accessed, released, transferred, or destroyed except in accordance with applicable laws and regulations. Contractor shall ensure that all records pertaining to medical care and services provided to VA patients are captured in the VA electronic health record system as required by VA policy as discussed in 4.4.4.

4.3.3 Disclosure: Contractor’s personnel may have access to patient medical records for the purpose of providing medical care and services to VA patients and performing services under the contract; VA authorizes the Contractor to discuss patient health information for coordination of care with community health care providers in compliance with VA regulations, HIPAA and VHA Directive 1605.01, Privacy and Release of Information. The VA will provide the Contractor with a copy of VHA Handbook 1907.01, Health Information Management and Health Records and VHA Directive 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 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 copies of patient health information or health records and will follow policies and standards as defined, but not limited to Privacy Act requirements. Contractor will not release or disclose copies of records and will refer all such requests to the Release of Information Department at the VA facility were assigned.

4.4 Direct Patient Care: Estimated 0% of the time involved in direct patient care. 100% of the time involved in Indirect Patient Care. Per the qualification section of this PWS, the Contractor shall provide the following on-site personnel/staff:

4.4.1 Pathologist(s) requirements:

4.4.1.1 Education and Experience:

4.4.1.1.1 Education Requirements. Pathologist(s) are required to successfully complete an Anatomic Pathology residency.

4.4.1.1.2 Experience. Minimum of three years of experience in Anatomic Pathology at a VAMC.

4.4.1.2 Certification/Licenses:

4.4.1.2.1 Pathologist(s) must be certified by The American Board of Pathology in Anatomic Pathology.

4.4.1.2.2 Pathologist(s) must possess a current and unrestricted license to practice medicine in the State of Mississippi.

4.4.1.2.3 Pathologist(s) must have a current Basic Life Support (BLS) certification.

4.4.1.3 Knowledge, Skills and Abilities:

4.4.1.3.1 Must have the ability and credentialing to perform Anatomic Pathology, Cytology and Surgical services.

4.4.1.3.2 Maintain professional customer relations. Meet the needs of customers while supporting VA missions. Consistently communicate and treat customers (veterans, their representatives, visitors, and all VA staff) in a well-mannered, tactful, and respectful manner.

4.4.1.3.3 Provide the customer with accurate information according to established policies and procedures.

4.4.1.3.4 Work closely with COR and staff members regarding administrative issues as early as possible once issues are discovered.

4.4.1.3.5 Must ensure that all clinical privileges are up to date with the National Standards.

4.4.1.3.6 Responsible for maintaining communications and emails on an as needed basis.

4.4.1.3.7 Must comply with current standards for medical record documentation, professional accountability, and administrative responsibilities outlined in this performance work statement.

4.4.1.3.8 Must possess knowledge of instrumentation necessary to perform diagnostic slide evaluations.

4.4.1.3.9

4.4.1.4 Contractor Personnel Elements of Competence: Contractor personnel shall have the ability to interpret and diagnose patient pathology based on evaluation of specially prepared slides from patient tissue samples.

4.4.1.4.1 Contractor proficiency will be monitored by at least a 10% Peer review of all cases.

4.5 Scope of Care:

4.5.1 Pathologist (as appropriate and within scope of practice/privileging) shall be responsible for providing the full scope of Anatomic and Clinical Pathology Services, including, but not limited to:

1. Anatomic Pathology: Contract Pathologist shall provide Anatomical Pathology duties to include but are not limited to:

Surgical Pathology Cytology-Non GYN Cytology-GYN Frozen sections Histopathology Oral Pathology

4.5.1.1 Administrative: 2.5% of time not involved in patient care.

4.5.1.1.1 QA/QI documentation: The Contract staff shall complete the appropriate QM/PI documentation pertaining to all procedures, complications and outcome of examinations.

4.5.1.1.2 Patient Safety Compliance and Reporting: Contract staff shall follow all established patient safety and infection control standards of care. Contract staff shall make every effort to prevent medication errors, falls, and patient injury caused by acts of commission or omission in the delivery of care. All events related to patient injury, medication errors, and other breaches of patient safety shall be reported to the COR VA Safety Policy. As soon as practicable (but within 24 hours) Contractors shall notify COR of incident and submit to the COR the Patient Safety Report, following up with COR as required or requested.

4.5.1.1.3 The contract staff will be required to complete the VA Talent Management System (TMS) courses for Privacy and HIPAA and Privacy and Information Security and Rules of Behavior. The VA National Rules of Behavior must be signed, and training completed before computer access will be given. The Contract staff will also be required to comply with the Medical Center Information Security Policy 4.4 4.5

4.6 PERFORMANCE STANDARDS, QUALITY ASSURANCE (QA) AND QUALITY IMPROVEMENT(QI)

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

4.6.2 The Government reserves the right to refuse acceptance of any Contractor personnel at any time after performance begins, if personal or professional conduct jeopardizes patient care or interferes with the regular and ordinary operation of the facility. Breaches of conduct include intoxication or debilitation resulting from drug use, theft, patient abuse, dereliction, or negligence in performing directed tasks, or other conduct resulting in formal complaints by patient or other staff members to designated Government representatives. Standards for conduct shall mirror those prescribed by current federal personnel regulations. The CO and COR shall deal with issues raised concerning Contractor’s conduct. The final arbiter on questions of acceptability is the CO.

4.6.3 Performance Standards: Pathologists

4.6.3.1 Measure: Provider Quality Performance

Performance Requirement: All Contractor’s provider(s) shall perform in accordance with clinical standards Standard: OPPE documentation for all (100%) staff providing services under the contract.

Acceptable Quality Level: 100% meet Standards Surveillance Method: Ongoing Provider Performance Evaluation (OPPE) data pertinent to care performed for each provider working under this contract. OPPE data will review the following elements:

New Malignancy Notification Surgical Pathology Report TAT Surgical Pathology 10% Review Cytology Report TAT Cytology 10% Review Frequency: Per every 80 hours worked

4.6.3.2 Measure: Qualifications of Key Personnel

Performance Requirement: All Contractor physicians shall be Board Certified by the College of American Pathologists (CAP) in both Anatomical & Clinical Pathology and maintain current Licenses in accordance with PWS requirements.

Standard: All (100%) Contractor’s physicians are Board Certified, Anatomical & Clinical Pathology and maintain unrestricted Licenses as required in PWS.

Acceptable Quality Level: 100%

Surveillance Method: Random Inspection of qualification documents

Frequency: Initial and per every 80 hours worked

4.6.3.3 Measure: Provider Availability

Performance Requirement: As needed presence of board-certified pathologists during normal business hours on scheduled days.

Standard: As needed presence of contract pathologists (Anatomical & Clinical) during normal business hours (8:00 am – 16:30 pm, M-F (exclusive of federal holidays).

Acceptable Quality Level: Contractor’s physician is on-time and available to perform services 100% of the time.

Surveillance Method: Periodic inspection and VistA Log In.

Frequency: Per every 80 hours worked

4.6.3.4 Measure: Patient Safety

Performance Requirement: Patient safety incidents shall be reported using VA Patient Safety Reporting System. All incidents reported immediately (within 24 hours.)

Standard: All (100%) of patient safety incidents are reported using VA Patient Safety Reporting System within 24 hours of incident.

Acceptable Quality Level: 100% of patient safety incidents are reported using VA Patient Safety Reporting System within 24 hours of incident.

Surveillance Method: Periodic Inspection or Random Sampling Frequency: Per every 80 hours worked

4.6.3.5 Measure: Maintains licensing, registration, and certification Performance Requirement: Updated Licensing, registration and certification shall be provided as they are renewed. Licensing and registration information kept current.

Standard: All (100%) licensing, registration(s) and certification(s) for Contractor’s provider(s) shall be provided as they are renewed. Licensing and registration information kept current.

Acceptable Quality Level: 100% licensing, registration(s) and certification(s) for Contractor’s provider(s) shall be provided as they are renewed. Licensing and registration information kept current.

Surveillance Method: Periodic Inspection or Random Sampling Frequency: Per every 80 hours worked

4.6.3.6 Measure: Mandatory Training

Performance Requirement: Contractor shall complete all required training on time per VAMC policy Standard: All (100%) of required training is completed on time by Contractor’s provider(s) Acceptable Quality Level: 100% completions, no deviations.

Surveillance Method: Periodic Inspection or Random Sampling Frequency: Per every 80 hours worked

4.6.3.7 Measure: Privacy, Confidentiality and HIPAA

Performance Requirement:

Standard: All (100%) contractor provider(s) comply with all laws, regulations, policies, and procedures relating to Privacy, Confidentiality and HIPAA Acceptable Quality Level: 100% compliance Surveillance Method: Periodic Inspection or Random Sampling; Contractor shall provide evidence of annual training required by VAMC, reports violations per VA Handbook 6500.6.

Frequency: Per every 80 hours worked

4.6.3.8 Measure: Timeliness and Accuracy of Billing

Performance Requirement: The contractor will submit the invoice by the 5th day of each month.

Standard: 100% of the time Acceptable Quality Level: 100% compliance Surveillance Method: IPPS Frequency: Per invoice 5 Registration with Contractor Performance Assessment Reporting System As prescribed in Federal Acquisition Regulation (FAR) Part 42.15, the Department of Veterans Affairs (VA) evaluates Contractor past performance on all contracts that exceed the Simplified Acquisition Threshold of $250,000 and shares those evaluations with other Federal Government contract specialists and procurement officials. The FAR requires that the Contractor be provided an opportunity to comment on past performance evaluations prior to each report closing.