RFP 36C26222R0153 - Speech Pathology Service.docx

36C26222R0153 Speech Language Pathology Service in Prescott, Arizona for the Northern Arizona VA Healthcare System (NAVAHS)

Solicitation #: 36C26222R0153 Offers Due Date: November 08, 2022, 10:00 AM PST Questions/Clarifications Due Date: November 1, 2022, 10:00 AM PST

Any questions are required to be submitted via email by November 1, 2022, 10:00 AM PST: Ramonalisa.Aviles@va.gov

PAGE 1 OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

UEI:

EFT:

PHONE:

FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only) 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER) 30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

10-26-2022 Ramonalisa Aviles 562-766-2255 11-08-2022 10:00am

PDT

36C262 Department of Veterans Affairs Network Contracting Office 22 4811 Airport Plaza Drive Suite 600 Long Beach CA 90815

X

621340 $8 Million

N/A

36C649 Northern Arizona VA Healthcare System (NAVAHS) Geriatrics Extended Care 500 Highway 89 North

Prescott, AZ 86313

Department of Veterans Affairs Network Contracting Office 22 4811 Airport Plaza Drive Suite 600 Long Beach CA 90815

Contractor shall bill via:

Tungsten Network http://www.tungsten-network.com/us/en/

See CONTINUATION Page

See CONTINUATION Page

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. CONTRACT ADMINISTRATION: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

b. GOVERNMENT: Contracting Office 36C262 Department of Veterans Affairs Network Contracting Office 22 4811 Airport Plaza Drive Suite 600 Long Beach CA 90815

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

3. INVOICES: Invoices shall be submitted in arrears:

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

TUNGSTEN-NETWORK:

http://www.tungsten-network.com/US/

5. ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

6. UNIQUE ENTITY IDENTIFER (UEI) NUMBER: In accordance with FAR Provision 52.212-1 paragraph (j), please provide the System for Award Management (SAM) UEI Number assigned to your firm in the space provided below:

UEI# ____ ____ ____ ____ ____ ____ ____ ____ ____

B.2 SCHEDULE OF SERVICE AND PRICE

This is an indefinite delivery, indefinite quantity, (IDIQ) contract. Prices in this schedule represent an all-inclusive rate including labor, incidental costs, overhead, processing fee, delivery fee, handling fee, and insurance premium payments for applicable insurance coverage. Costs not incorporated into the contractor’s price will not be reimbursed by the Government.

There will be guaranteed minimum amount and maximum aggregate value of the orders that can be placed against the contract. The Government does not guarantee that it will place any orders under this contract in excess of the guaranteed minimum amount. The quantities identified are estimated only. There is no guarantee that those estimated quantities will be realized.

The contract period shall be for one (1) base year, with the Government having the option to exercise four (4) one-year option periods.

Contract Period: Base Year POP Begin: 12/30/2022 POP End: 12/29/2023

Contract Period: Option 1 POP Begin: 12/30/2023 POP End: 12/29/2024

Contract Period: Option 2 POP Begin: 12/30/2024 POP End: 12/29/2025

Contract Period: Option 3 POP Begin: 12/30/2025 POP End: 12/29/2026

Contract Period: Option 4 POP Begin: 12/30/2026 POP End: 12/29/2027

AGGREGATE TOTAL

B.3 PERFORMANCE WORK STATEMENT (PWS)

1. BACKGROUND:

The Northern Arizona VA Healthcare System (NAVAHS) located at 500 Highway 89 North, Prescott, AZ 86313 has a need for a Licensed Speech Pathologist to provide services for the Physical Medicine & Rehabilitation Services (PM&RS) Department within Specialty and Diagnostics.

2. SCOPE:

2.1. SCOPE OVERVIEW:

The NAVAHS PM&RS requires on-site Speech Language Pathology services for eligible VA inpatient and outpatient consults in support of the Speech Language Pathology Program. Response to inpatient consults shall be within 24 hours for acute/sub-acute wards and all other consults within 72 hours from the time requested. The Outpatient consults shall be seen as soon as schedule availability permits, not to exceed 30 days. Contractor shall provide coverage throughout year to include time off and/or vacations. The Speech Pathologist shall be required to work cooperatively with other physicians, advanced practice nurses, nurse practitioners, physician assistants, registered nurses, and a variety of allied health professionals to deliver comprehensive health care services to patients. The contracted Speech Pathologist shall consult with the PM&RS Supervisor regarding specific clinical problems or questions.

NOTE: Award will not consist of per diem reimbursement for travel.

2.2. PERIOD OF PERFORMANCE

Base period will consist of 12 months and include four (4) One-year option periods.

2.3. WORK HOURS:

The normal clinic hours of operation are from 7:30 a.m. to 4:00 p.m., Monday through Friday. Contract provider will often work this schedule, but shall be flexible to work between the hours of 7:00 a.m. and 5:00 p.m. The contracted provider may be required to provide service up to ten (10) hours a day during certain weeks and shall be available for weekend coverage for dysphagia inpatient referrals. Additionally, should a Veteran only be able to schedule a session with Speech Pathologist on a Government observed holiday, then Speech Pathologist shall need to be able to accommodate the Veterans request. Federal holidays are excluded from normal clinic hours of operation.

2.4. GOVERNMENT OBSERVED HOLIDAYS

In accordance with 5 U.S.C. 6103, Executive Order 11582 and Public Law 94-97 the following national holidays are observed and for the purpose of this contract are defined as “Legal Federal official holidays”. When a holiday falls on a Sunday, the following Monday will be observed as a National Holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a National Holiday by U.S. Government Agencies. Also included would be any day specifically declared by the President of the United States of America as a National holiday. The eleven (11) observed Government holidays are as follows:

3. SERVICES:

3.1. DUTIES AND RESPONSIBILITIES:

The primary responsibilities of this position are:

3.1.1. To conduct Speech Language Pathology evaluations and carry out appropriate speech language pathology treatments.

3.1.2. Review paper and electronic records note salient information, precautions, and contraindications. The contracted Speech Pathologist shall confer with families, other clinicians, and interdisciplinary team members. To derive accurate information, the incumbent shall need a good grasp of commonly used methods, procedures, and tests, both mechanical and manual.

3.1.3. Develop time-limited functionally based short and long-term goals. The contracted therapist shall then provide or oversee the direct patient care, selecting the most appropriate techniques to reach the established goals.

3.1.4. Provide clear verbal and electronic communication of patient progress through thorough documentation of base line measurements and ongoing assessment data. The contracted therapist shall begin discharge planning at the time of admission and provide necessary home education programs and after care.

3.1.5. Speech Language Services/Evaluations may include, but not limited to:

3.1.5.1. Aiding the patient in regaining or maintaining the ability to communicate at his/her optimum level.

3.1.5.2. Non-verbal strategies may include gesturing, sign language, reading and writing, communication boards, computer programs, augmentative communication devises (i.e., tobii/Dynavox), and other assistive devices.

3.1.5.3. Verbal communication strategies are divided into four categories including voice, language, speech, and prosody. Expertise in using the Computerized Speech Lab (CSL).

3.1.5.4. Aiding patients with swallowing dysfunction. Expertise in utilizing biofeedback devices for dysphagia patients.

3.1.5.5. Instructing and educating the patient and/or nursing staff with swallowing techniques as indicated and recommending the most appropriate method for feeding.

3.1.5.6. Recommendations to Radiology with assistance by Speech Pathologist to perform modified barium swallow studies using fluoroscopy when needed. The Speech Pathologist shall have knowledge of using dictation system in Radiology for interpreting modified barium swallow study results.

3.1.5.7. Assessments may take place in the Speech Pathologist office, Radiology, resident’s bedroom or dining room, home setting, or for offsite cognitive group therapy sessions.

3.1.5.8. May make recommendations for appropriate support groups or agencies for personal, emotional or miscellaneous patient needs.

3.1.5.9. Evaluate for Augmentative Communication Devices (Assistive Technology) to compensate for speech and cognitive disorders as needed.

3.1.5.10. All services provided shall be prescribed by a Veterans Affairs (VA) Medical Provider and shall meet quality standards set forth within the most current State and Medicare accreditation standards, as well as adherence to Joint Commission guidelines.

3.2. ASSESSMENT:

3.2.1. Assessment for the presence of physical abnormalities.

3.2.2. Determination of functional related problems including rationale or basis for making the assessment.

3.2.3. Development of individual speech-language pathology care plans.

3.2.4. Use of data to provide individualized treatment program.

3.2.5. Choice of therapy technique best suited to condition of patient to achieve maximum results.

3.3. TREATMENT:

3.3.1. Evaluate and diagnose speech, language, cognitive-communication and swallowing disorders.

3.3.2. Perform Video fluoroscopic Swallow Studies in conjunction with Radiologist.

3.3.3. Provide therapeutic speech intervention speech, language, cognitive-communication and disorders in individuals of ages 18 to the elderly.

3.4. RESPONSIBILITY:

3.4.1. Assess the patient prior to the development of treatment plans and goals.

3.4.2. Provides plans in accordance with the initial evaluation findings for treatment aimed at prevention, reducing disability or pain, and restoring lost function.

3.4.3. Provides therapeutic interventions, which focus on improving communication and/or swallowing ability, making appropriate recommendations to staff, patient, and family.

3.4.4. Monitors the extent to which services have met the therapeutic goals relative to the initial and all subsequent examinations.

3.4.5. Determines the degree to which improvement occurs and, when appropriate, revises the overall treatment plan.

3.4.6. Educates/counsel’s patients, staff, families, and/or significant others regarding the disability incurred and about intervention reducing the existing disability, and improved management of any residual disability in the resumption of life roles in the home and community environment.

3.5. SPECIAL REQUIREMENTS:

3.5.1. Respects confidentiality and follows established policy regarding patient records.

3.5.2. Re-evaluates and upgrades treatment plan at intervals determined by PM&RS department policy.

3.5.3. Documents in electronic medical record an initial, progress, and final evaluation that includes measurable goals, goals achieved and functional outcomes using the PM&RS department documentation policy guidelines. Document’s care provided for each patient in accordance with VA policies and procedures.

3.5.4. Observes VA policies and procedures relating to infection control, Fire and Safety, Information Security, and Patient Safety (mandatory training).

3.5.5. Consults with patients and their families regarding educating, training, and advising them about their disability/disease.

3.5.6. Teaches/issues home programs to improve/maintain previously achieved goals.

3.5.7. Documents patient education per VA policy.

3.6. MISCELLANEOUS DUTIES AND RESPONSIBILITIES:

3.6.1. Individual shall follow and meet all medical center policies, rules, and regulations, including complying with mandatory training.

3.6.2. Individual shall participate in organization meetings as requested.

3.6.3. Maintains patient confidentiality and security of operations.

3.6.4. The medical center utilizes a computerized medical record system. The Speech Pathologist shall be familiar with personal computers, have adequate typing skills to perform data entry (progress notes, physician orders, history physicals, discharge summaries), and be able to navigate through windows-based computer programs. Training on the computerized medical record system shall be provided by the medical center.

3.6.5. Maintains current CPR Certification.

3.6.6. Assists in the day-to-day operation of the department in routine housekeeping and equipment care that the department is responsible for.

4. QUALIFICATIONS:

Personnel assigned by the Contractor to perform the services covered by this contract shall have a full and unrestricted Speech Language Pathologist license in a State, Territory, or Commonwealth of the United States or the District of Columbia. The Speech Language Pathologist shall possess their Certificate of Clinical Competence and shall maintain current licensure through completion of continuing education courses. The Speech Language Pathologist is required to be currently certified in CPR and to maintain the certification during their work at the medical center. CPR Certification shall be obtained through an organization as recognized by the American Heart Association. Personnel fulfilling this contract shall have five (5) or more years of acute care experience and five (5) years of outpatient experience.

4.1. KNOWLEDGE REQUIRED BY THE POSITION:

4.1.1. Knowledge of patient care practices such as:

4.1.1.1. Attitude and communication with Veterans of various ages, dealing with their physical and mental limitation, safe lifting and transfer procedures, evaluating their physical and cognitive needs, and infection control practices.

4.1.1.2. Dealing with medical emergencies such as cardiac arrest, seizures, falls and violent behavior.

4.1.1.3. Patient education for patients with altered states of consciousness, cultural diversity, communication of procedures, pre/during and post procedure.

4.1.1.4. Has a thorough knowledge of and can apply principles of universal substance precautions.

4.1.1.5. Thorough knowledge of neuroanatomy and physiology related to speech-language pathology.

4.1.1.6. The Speech Language Pathologist shall have an understanding of Veterans with unique needs who exhibit symptoms of PDS (post deployment syndrome). This necessitates the Speech Pathologist having the ability to accurately and thoroughly assess, and provide appropriate treatment and support of the Veteran, their family, and/or care giver. Of the utmost importance is ongoing consultation and collaboration with mental health and rehabilitation staff for the development of an appropriate plan of care for each Veteran.

4.1.1.7. In addition to hospital inpatients and outpatients, Speech Language Pathologist shall have the expertise and flexibility of working with Veterans in hospice, dementia units, domiciliary, home health, rehabilitation beds, and skilled nursing facility environments.

4.1.1.8. The Speech Language Pathologist is required to attend Military to VA (M2VA) (formally OEF/OIF) interdisciplinary team meetings and participate in development and implementation of a treatment plan that meets the needs and goals of the Veterans.

4.1.1.9. Personnel assigned by the Contractor to perform the Speech Pathology Services shall be proficient in written and spoken English (38 USC 7402).

4.1.1.10. The Contractor’s assigned personnel shall be computer literate, have adequate typing skills to perform data entry, and be able to navigate through laboratory related computer programs.

4.2. PHYSICAL REQUIREMENTS:

4.2.1. The Contractor shall provide documentation that demonstrates that the Contract Speech Pathologist has a current physical that includes a current TB test and Hepatitis B vaccination. Proof that a two-step tuberculosis skin testing is up to date, shall be received prior to starting employment. If the Contractor has had a negative test within the past 12 months, a single test shall be done. In both instances, documentation shall be received prior to starting employment. The Contractor shall also provide documentation that demonstrates that the Contractor employee has a history of chicken pox, varicella vaccine, or a positive immune status for Varicella.

4.2.2. The qualifications of such personnel shall also be subject to review by the VA Chief of Staff and approved by the VA Facility Director. The Contracting Officer (CO) shall be notified prior to any changes in personnel. VA reserves the right to approve the assignment of individual personnel furnished by the Contractor to perform the functions specified in the task order.

4.3. CREDENTIALS REQUESTED:

Contractor Speech Language Pathologist will be required to complete credentialing and privileging during their assignment. An application package shall be provided to be completed by the candidate. This includes: Curriculum vitae, current references, signed release of information from candidate, and statement that candidate does not have any physical or mental health condition that would adversely affect his/her ability to carry out assigned duties, and additional credentialing and privileging forms. Candidate shall need to be enrolled in VET-PRO by VA personnel.

4.4. NATIONAL PRACTITIONER IDENTIFICATION:

4.4.1. The Contractor will be required to provide the VA with the contracted individual’s National Practitioner Identification (NPI) number. If the contracted individual does not have a NPI number, he/she shall make application and receive the number prior to beginning work at the VA. The website for an on-line application is: https://nppes.cms.hhs.gov/NPPES.

4.4.2. It may take up to a few weeks to receive the NPI number – early application is advised.

4.5. SERVICES:

4.5.1. The services specified may be changed by written modification to this contract. The VA CO shall prepare the modification.

4.5.2. This is a non-personnel services contract. There is no employer-employee relationship between the VA and the Contractor or the Contractor’s employee(s).

4.5.3. The services to be performed by the Contractor shall be performed in accordance with VA policies and procedures and the regulations of the medical staff bylaws of the VA facility.

4.5.4. Other necessary personnel for the operation of the services contracted for at the VA shall be provided by the VA at levels mutually agreed upon which are compatible with the safety of the patient and personnel and with quality medical care programming.

4.5.5. The Contractor is required to maintain medical liability insurance for the duration of this contract. Contractor shall indemnify the Government for any liability producing act or omission by the Contractor, its employees and agents occurring during contract performance.

4.5.6. The Government may evaluate the quality of professional and administrative services provided, but retains no control over the medical, professional aspects of services rendered.

4.6. JOINT COMMISSION STANDARDS:

4.6.1. Where the contract does not require Joint Commission accreditation or other regulatory requirements regarding work competency, the Contractor shall perform the required work in accordance with Joint Commission standards. The Contractor shall develop and maintain the following documents for each of the Contractor’s employee working on the contract:

4.6.1.1. Credentials and qualifications for the job.

4.6.1.2. Current competence assessment checklist (an assessment of knowledge, skills, abilities, and behaviors to perform the work required to provide care for certain patient populations, as appropriate).

4.6.1.3. Current performance evaluation supporting ability of the Contractor employee to successfully perform the work required in this solicitation and the listing of relevant continuing education for the last two years.

4.6.2. The Contractor shall provide current copies of these records at the time of contract award and annually on the anniversary date of contract award to the Contracting Officer’s Representative (COR), or upon request, for each Contractor employee working on the contract.

4.7. HHS/OIG:

4.7.1. To ensure that the individuals providing services under the contract have not engaged in fraud or abuse regarding Sections 1128 and 1128A of the Social Security Act regarding federal health care programs, the Contractor is required to check the Health and Human Services – Office of Inspector General (HSS/OIG), List of Excluded Individuals/Entities on the OIG Website (https://oig.hhs.gov/exclusions/) for each person providing services under this contract.

4.7.2. Further, the Contractor is required to certify in its proposal that all persons listed in the Contractor’s proposal have been compared against the OIG list and are NOT listed. During the performance of this contract the Contractor is prohibited from using any individual or business listed on the List of Excluded Individuals/Entities.

4.8. HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT OF 1996 (HIPAA):

The Contractor shall adhere to the provisions of Public Law 104-191, Health Insurance Portability and Accountability Act (HIPAA) of 1996 and the National Standards to Protect the Privacy and Security of Protected Health Information (PHI). As required by HIPAA, the Department of Health and Human Services (HHS) has promulgated rules governing the security and use and disclosure of protected health information by covered entities, including the Department of Veterans Affairs (VA). In accordance with HIPAA, the Contractor may be required to enter into a Business Associate Agreement (BAA) with VA. VA has recognized certain entities that do not require a BAA with their Contractors as long as they are conducting health care on VA’s behalf – Speech Language Pathologist qualifies as a medical service – therefore, no BAA is required, at this time.

4.9. CONFIDENTIALITY OF PATIENT RECORDS:

4.9.1. The Contractor, as a VA provider, shall assist in the provision of health care to patients seeking such care from or through VA. As such, the Contractor is considered as being part of the Department of Health care activity. The Contractor is considered to be a VA provider for purposes of the Privacy Act, Title 5 U.S.C. 552a. Further, for the purpose of VA records access and patient confidentiality, Contractor is considered to be a VA Contractor for the following provisions: Title 38 U.S.C. 5701, 5705, and 7362. Therefore, Contractor may have access, as would other appropriate components of VA, to patient medical records including patient treatment records pertaining to drug and alcohol abuse, HIV, and sickle cell anemia, to the extent necessary to perform its contractual responsibilities. However, like other components of the Department, and not withstanding any other provisions of the contract, the Contractor is restricted from making disclosures of VA records, or information contained in such records, to which it may have access, except to the extent that explicit disclosure authority from VA has been received. The Contractor is subject to the same penalties and liabilities for unauthorized disclosures of such records as VA.

4.9.2. The records referred to above shall be and remain the property of VA and shall not be removed or transferred from VA except in accordance with U.S.C.551a (Privacy Act), 38 U.S.C. 5701 (Confidentiality of claimants’ records), 5 U.S.C. 552 (FOIA), 38 U.S.C. 5705 (Confidentiality of Medical Quality Assurance Records) 38 U.S.C. 7332 (Confidentiality of certain medical records) and federal laws, rules and regulations. Subject to applicable federal confidentiality or privacy laws, the Contractor, or their designated representatives, and designated representatives of federal regulatory agencies having jurisdiction over Contractor, may have access to VA’s records, at VA’s place of business on request during normal business hours, to inspect and review and make copies of such records.

5. CONTRACTOR RESPONSBILITIES

5.1. LICENSURE OF STAFF:

5.1.1. The Contractor shall be responsible for assuring that all persons acting for, or on behalf of the Contractor are properly licensed at all times, under applicable laws.

5.1.2. Any changes related to the Contracted employee’s credentials shall be reported immediately to the COR and the CO.

5.2. KEY PERSONNEL AND TEMPORARY EMERGENCY SUBSTITUTIONS:

The Contractor shall assign the following key personnel: Licensed Speech Pathologist(s)

5.2.1. During the first ninety (90) days of performance, the Contractor shall make NO substitutions of key personnel unless the substitution is necessitated by the individual’s illness, death, or termination of employment or if mutually agreed upon the CO and the Contractor. The Contractor shall notify the CO, in writing, within 5 calendar days after the occurrence of any of these events and provide the information required by paragraph (2) below. After the initial 90-day period of the contract, the Contractor shall submit the information required by paragraph (2) to the CO at least 14 days prior to making any permanent substitutions.

5.2.2. 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 replaces. The CO shall notify the Contractor within 15 calendar days after receipt of all required information of the decision on the proposed substitutes. The contract shall be modified to reflect any approved changes of key personnel.

5.2.3. For temporary substitutions where the key person shall not be reporting to work, the Contractor shall provide a qualified replacement for the key person to provide services, unless it is determined by the COR and/or CO that no substitute is necessary. This substitute shall have comparable qualifications to the key person. Any period exceeding two weeks shall require the procedure stated in paragraph (b) above.

5.2.4. For emergency substitutions, the Contractor shall notify the COR or department designee within one hour of schedule start time and provide adequate licensed substitute within three hours of scheduled shift start time.

5.2.5. Prior to rendering services, substitutes shall obtain medical staff appointment and clinical privileges, in accordance with VA Bylaws, Rules and Regulations.

5.3. BACKGROUND INVESTIGATIONS:

5.3.1. The Contractor shall prescreen all personnel requiring access to the computer systems to ensure they maintain a U.S. citizenship and able to read, write, speak and understand the English language.

5.3.2. The Contractor/subcontractor shall immediately notify the COR and simultaneously, the designated ISO and Privacy Office for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the Contract/subcontractor has access.

5.3.3. The Contractor shall immediately notify the CO and the Medical Center Information Security Officer of any actual or suspected loss, release or compromise of any Medical Center document or electronic information under its control.

5.3.4. Upon notice of award, the Contractor shall complete the following items:

1. Complete Background Investigation Request Worksheet.

2. Complete Special Agreement Check (SAC).

3. Complete and Submit Background Investigation Documents.

4. Obtain Personal Identity Verification (PIV) Card (Security Badge); and

5. Complete Required Training and Sign Contractor Rules of Behavior.

*Instructions shall be provided at award phase*

5.4. ADMINISTRATION AND MANAGEMENT OF CONTRACT PERSONNEL:

5.4.1. The Contractor shall be responsible for the administration and management of all aspects of this request. This includes responsibility for all Contractor employees, subcontractors (if any), agents, and anyone acting for or on behalf of the Contractor. The payment for any leave, including sick leave, holiday, or vacation time is the responsibility of the Contractor, and coverage as per contract terms and conditions of the Contract. Contractor personnel shall not be considered NAVAHS employees for any purpose and shall be considered employees of the Contractor. The Contractor shall not employ any person who is an employee of the NAVAHS if the employment of that person would create a conflict of interest.

5.4.2. In addition, Contractor personnel shall provide health examination and evidence prior to performance start date. Health examinations and evidence may include:

5.4.2.1. Evidence of a current physical examination (within one year);

5.4.2.2. Evidence of Hepatitis B immunity (hepatitis immune titer, if provided has had the series of shots; in no immunity, evidence that provider has started the Hepatitis B vaccination series.);

5.4.2.3. Evidence of a current TB Skin Test and recent (within the last year) chest X-Ray if there is a history of positive TB skin test;

5.4.2.4. Evidence of history of chicken pox, varicella vaccine, or a positive immune status for Varicella.

5.4.3. RECORDS MANAGEMENT:

5.4.3.1. The following standard items relate to records generated in executing the contract and should be included in a typical Electronic Information Systems (EIS) procurement contract:

5.4.3.2. Citations to pertinent laws, codes and regulations such as 44 U.S.C Chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

5.4.3.3. The Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

5.4.3.4. The Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

5.4.3.5. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

5.4.3.6. The Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

5.4.3.7. The Government Agency owns the rights to all data/records produced as part of this contract.

5.4.3.8. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor shall deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

5.4.3.9. The Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

5.4.3.10. No disposition of documents shall be allowed without the prior written consent of the CO. The Agency and its Contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

5.4.3.11. The Contractor is required to obtain the CO’s approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.

6. INVOICING:

6.1. INVOICE REQUIREMENTS AND SUPPORTING DOCUMENTATION

Supporting documentation and invoice shall be submitted no later than the 20th workday of the month. Subsequent changes or corrections shall be submitted by separate invoice. In addition to information required for submission of a “proper” invoice in accordance with FAR 52.212-4(g), all invoices shall include:

a) Name and address of the Contractor

b) Invoice Date and Invoice Number

c) Contract Number and/or Purchase/Task Order Number

d) Dates of services

e) Contractors Personnel

f) Hourly Rate

g) Quantity of hours worked

h) Total Price

6.2. VENDOR ELECTRONIC INVOICE SUBMISSION

Facsimile, e-mail, and scanned documents are not acceptable forms of submission for payment request. Electronic form means an automated system transmitting information electronically according to the accepted electronic data transmission of FAR 52-232-34 Payment by Electronic Funds Transfer.

6.3. PARTIAL INVOICING

The Contractor shall be paid only for actual work performed. In the event that the contract provider works a portion of an hour, the Government may adjust payments by 15-minute increments. Contract providers shall be responsible for reporting time worked accurately. The contract shall be paid for actual hours performed.

6.4. PAYMENTS IN FULL/NO BILLING VA BENEFICIARIES

6.4.1. The Contractor shall accept payment for services rendered under this contract as payment in full. VA beneficiaries shall not under any circumstances be charged not their insurance companied charged for services rendered by the Contractor, even if VA does not pay for those services. This provision shall survive the termination or ending of the contract.

6.4.1.1. To the extent that the Veteran desires services which are not a VA benefit or covered under the terms of this contract, the Contractor shall notify the Veteran that there shall be a charge for such service and that the VA shall not be responsible for the payment.

6.4.1.2. The Contractor shall not bill, charge, collect a deposit from, seek compensation, remuneration, or reimbursement from, or have recourse against, any person or entity other than VA for services provided pursuant to this contract. It shall be considered fraudulent for the Contractor to bill other third-party insurance sources (including Medicare) for services rendered to Veteran enrollees under this contract.

7. GOVERNMENT RESPONSIBILITIES:

7.1. DESIGNATION OF CONTRACT REPRESENTATIVE:

A VA representative of the CO shall be designated as the COR in furnishing technical guidance and advice regarding the work being performed under this contract. The foregoing is not to be construed as authorization to interpret or furnish advice and information to the Contractor relative to the financial or legal aspects of the contract. Enforcement of these segments is vested in and is the responsibility of the CO.

7.2. GOVERNMENT FURNISHED PROPERTY AND SERVICES:

7.2.1. The Government shall be responsible for providing the appropriate facilities, property, equipment and supplied required for the Contractor performance under the terms of this contract. The Contractor shall use Government furnished items in conjunction with, and exclusively for, performance under this contract.

7.2.2. The rights and privileges of permanent employees are fully protected under this agreement. The services to be provided under this contract are not intended to convert a VA Medical Service staffed by VA employees, to a medical service staffed by employees of a Contractor.

7.2.3. The Contractor personnel and business associates shall be required to complete privacy training annually if they have access to protected health information (PHI) via TMS – VA 10203 or its equivalent. Contractor personnel and business associates who do not have access to VHA computer systems, this requirement is met by completing the combo VHA National Privacy Policy Training (TMS – VA 10176).

8. PERFORMANCE STANDARDS, QUALITY ASSURANCE AND QUALITY IMPROVEMENT:

8.1. QUALITY MANAGEMENT/QUALITY ASSURANCE SURVEILLANCE:

8.1.1. The Contract personnel shall be subject to Quality Management measures, such as patient satisfaction surveys, timely completion of evaluations, medical records and attendance records.

8.1.2. The Contractor performance shall be monitored by the COR using the standards outlined in this performance work statement and methods of surveillance detailed in the Performance Standards Summary.

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

8.2. PATIENT COMPLAINTS:

The CO shall resolve complaints concerning Contractor relations with the Government employees and patients. The CO is final authority on validating complaints. In the event the contractor is involved and named in a validated patient complaint, the Government reserves the right to refuse acceptance of the services of such personnel. This does not preclude refusal in the event of incidents involving physical or verbal abuse.

8.3. SURVEILLANCE METHODS:

8.3.1. To minimize the performance management burden, simplified surveillance methods shall be used by the government to evaluate contractor performance when appropriate. The methods of surveillance are:

8.3.1.1. Ongoing Provider Performance Evaluation (OPPE) data pertinent to care performed for each provider working under contract. OPPE data shall review the following elements:

a. Patient Care Performance

b. Medical/Clinical Knowledge

c. Practice Based Learning and Improvement

d. Interpersonal and Communication Skills

e. Professionalism

f. System Based Practice

8.3.2. Direct Observation: May be performed periodically on a variety or all performance standards. This method requires the COR to conduct surveillance of contractor services each time the service is performed. Results shall be annotated on a surveillance checklist. Any deficiency shall be documented, and the contractor shall re-perform service as directed by the COR. Any unsatisfactory surveillance results identified by re-performed acceptably shall still be counted as unsatisfactory surveillance.

8.3.3. Periodic Inspections: Inspections scheduled and reported quarterly per COR delegation or as needed. All inspections and reports shall be conducted in compliance with VA privacy and Information Security standards.

8.3.4. Random Inspections: Randomly selected patient files may be reviewed at any time. All reviews and reports shall be conducted in compliance with VA privacy and Information Security standards.

8.3.5. Patient Complaints: Review of survey and any patient comments.

8.3.6. Chief of Staff’s office reviews monitoring data. An internal time-keeping form is maintained and reviewed for total number of hours worked per month against monthly average of hours. Intermittent personnel’s cards are reviewed against their VA tour-of-duty to verify that the services were received.

8.3.7. Documentation of services performed shall be reviewed prior to certifying payment. The COR shall perform periodic spot checks to endure accuracy. VA shall pay only for services actually performed, and in strict accordance with the schedule of prices/costs shown in the Schedule of Items. Contract monitoring and recordkeeping procedures shall be sufficient to ensure proper payment and allow audit verification that services were provided.

8.3.8. A summary evaluation of Contractor Performance, based upon the compliance or noncompliance of contract requirements are evidenced under the monitoring procedures shall be forwarded by the monitoring official to the CO prior to exercising any option period.

INSPECTION NOTE: The COR shall record results of inspection, noting the date and time of inspection. If inspection indicates unacceptable performance, the Government evaluator shall notify the CO and/or QCI of the deficiency and have QCI correct those deficiencies. Contractor shall be given notification to correct the deficiencies within a reasonable amount of time, on a case-by-case basis. The CO shall have the final authority on the amount of time the contractor has to correct the deficiency. The evaluator shall not issue a receiving report accepting the services for the month in question until all deficiencies have been corrected.

End of Performance Work Statement

B.4 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP) TABLE

Reference

Provider Quality Performance

Swallow Evaluations for

NAVAHS

in-patients Services provided in needed timeframes;

respond to medical provider consults by assessing patients & charting findings in CPRS/patient encounter, develop individualized plan of SLP care based on findings.

Arrange for scheduling for follow-up appointments.

Communicate with NAVAHS staff.

No errors or omissions allowed.

Reviews, produce weekly reports on consults to assess timeliness of service/delays, run encounter reports.

Favorable contractor performance evaluation Unfavorable contractor performance evaluation.

Removal from contract until such time the contractor’s personnel meet qualification standard.

Medical Support Assistant (MSA).

Services provided within VA guidelines/establish ed timeframes; coordination of SLP care.

No errors or omissions allowed.

Removal from contract until such time the contractor’s personnel meet qualification standard.

No errors or omissions allowed.

but are within NAVAHS catchment area.

Services…