RFQ Attachment 36C26026Q0736.pdf

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

648-26-4-4097-0019

36C26026Q0736 06-16-2026

Peter Park 360-553-7631 06/22/2026

3:00PM PST

36C260 Network Contracting Office 20

ATTN: V4CONT

1601 E. Fourth Plain Blvd Bldg.17, Suite B428 Vancouver WA 98661

X 100

X

541611

$24.5 Million

NET 30

N/A

36C648

Department of Veterans Affairs Portland VA Medical Center 3710 Southwest US Veterans Hospital Road

Portland OR 97239

36C260

Network Contracting Office 20

ATTN: V4CONT

1601 E. Fourth Plain Blvd

Dept of Veterans Affairs

FMS-VA-2(101)

Financial Services Center

PO BOX 149971

Austin TX 78714-9971

See CONTINUATION Page

This RFQ is for scanning services of medical records in accordance with the Statement of Work for Portland VAMC.

Bidders must submit the following by the RFQ deadline:

1. Completed and signed SF1449 (This Document)

2. Completed quote on B.2 Price/Cost Schedule

3. Completed and Signed Clause VAAR 852.219-75 VA Notice of Limitations on Subcontracting - Certificate of Compliance for Services and Construction in Section C.9 (Page 37)

4. SAM UEI#, company address, phone number, email address, name of the point of contact.

5. Any documents addressing your qualification per the evaluation section.

6. SDVOSB certification on SBA website

Submit your response to Peter.Park2@va.gov

See CONTINUATION Page

648-3660152-4097-841100-1001 010041083

Peter Park

VA-VHA-RPOW-2025-0039

36C26026Q0736

Table of Contents

SECTION A

A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

B.3 DELIVERY SCHEDULE

B.4 STATEMENT OF WORK

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES (NOV 2023)

C.2 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.3 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.4 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) ... 21

C.5 52.222-90 ADDRESSING DEI DISCRIMINATION BY FEDERAL CONTRACTORS

(DEVIATION APR 2026)

C.6 52.240-91 SECURITY PROHIBITIONS AND EXCLUSIONS (NOV 2025)

(DEVIATION)

C.7 VAAR 852.211-76 LIQUIDATED DAMAGES – REIMBURSEMENT FOR DATA

BREACH COSTS (FEB 2023) ALTERNATE I (FEB 2023)

C.8 VAAR 852.219-73 VA NOTICE OF TOTAL SET-ASIDE FOR CERTIFIED

SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESSES (JAN 2023)

(DEVIATION)

C.9 VAAR 852.219-75 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING—

CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (JAN 2023)

(DEVIATION)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

D.1 WAGE DETERMINATION

SECTION E - SOLICITATION PROVISIONS

E.1 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (SEP 2023)

E.2 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.3 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (NOV 2021)

E.4 52.216-1 TYPE OF CONTRACT (NOV 2025) (DEVIATION)

E.5 52.240-90 SECURITY PROHIBITIONS AND EXCLUSIONS REPRESENTATIONS

AND CERTIFICATIONS (NOV 2025) (DEVIATION)

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 Officer 36C260 Network Contracting Office 20

ATTN: V4CONT

1601 E. Fourth Plain Blvd

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

[X] 52.232-33, Payment by Electronic Funds Transfer—System For Award Management, or

[] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [X] Monthly 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.

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

AMENDMENT NO DATE

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QTY UNIT UNIT PRICE AMOUNT

2,000.00 MO __________________ __________________

Medical record scanning services in accordance with the

Statement of Work.

Routine Electronic - import, indexing, and uploading Location: Off-Site Unit QTY per set of documents to be scanned Contractor to complete 2,000 units per month with each unit containing 1-30 scanned pages.

Contract Period: Base POP Begin: 07-01-2026 POP End: 06-30-2027

Statement of Work. Must use CERNER.

Routine Electronic - import, indexing, and uploading Location: Off-Site Unit QTY per set of documents to be scanned Contractor to complete 2,000 units per month with each unit containing 1-30 scanned pages.

Contract Period: Option 1 POP Begin: 07-01-2027 POP End: 06-30-2028

Statement of Work. Must use CERNER.

Routine Electronic - import, indexing, and uploading Location: Off-Site Unit QTY per set of documents to be scanned Contractor to complete 2,000 units per month with each unit containing 1-30 scanned pages.

Contract Period: Option 2 POP Begin: 07-01-2028 POP End: 06-30-2029

Statement of Work. Must use CERNER.

Routine Electronic - import, indexing, and uploading Location: Off-Site Unit QTY per set of documents to be scanned Contractor to complete 2,000 units per month with each unit containing 1-30 scanned pages.

Contract Period: Option 3 POP Begin: 07-01-2028 POP End: 06-30-2029

Statement of Work. Must use CERNER.

Routine Electronic - import, indexing, and uploading Location: Off-Site Unit QTY per set of documents to be scanned Contractor to complete 2,000 units per month with each unit containing 1-30 scanned pages.

Contract Period: Option 4 POP Begin: 07-01-2029 POP End: 06-30-2030

GRAND TOTAL __________________

B.3 DELIVERY SCHEDULE

ITEM

NUMBER SHIPPING INFORMATION QUANTITY

DELIVERY

DATE

0001-

SHIP TO: Portland VA Medical Center 3710 Southwest US Veterans Hospital Road Portland, OR 97239

USA

AS ABOVE SEE POP

ABOVE

MARK FOR: TBD

FOB: DESTINATION

B.4 STATEMENT OF WORK

Description of Service:

Medical Records Scanning Services – Base + 4 Option Years

Background:

The VA has a requirement for indexing of medical and administrative active record files into VistA Imaging, an electronic medical records system. These services include accurately attaching indexed images to the appropriate electronic health record. Accuracy is extremely important to maintaining the integrity of the medical record.

Glossary/Definitions:

1. CPM (Contractor Project Manager) – the designated representative of the Contractor to supervise and coordinate workflow of Contractor Personnel.

2. CPRS -The Computerized Patient Record System (CPRS) to access information in the Medical Center Computer System.

3. FBCS - Fee Base Community Services (Non-VA Care) DSS-DOC Manager System is utilized to index and index medical records to consults.

4. Microsoft Office Software - Uses MS Office, Excel, Outlook, Power-Point, or comparable word processing software to execute several office automation functions such as storing and retrieving electronic documents and files; activating printers; inserting and deleting text;

formatting letters, reports and memoranda; and transmitting and receiving e-mail.

5. Quality Assurance Control Processes - Quality Assurance Control Process for image quality and alternative means of capturing the data when the quality of the source document cannot meet image quality controls:

a. Integrity of data capture;

b. Accurate linking of indexed items or documents to correct a record; and,

c. Accurate indexing of the document.

d. Correction process of erroneously indexed documents.

e. Indexed image must be annotated to identify that it has been indexed; for example, using a stamp on the indexed document.

6. VACC – VA Clinical Care

7. VISTA- the Veterans Health Information & Technology Architecture (VISTA) to access information in the Medical Center Computer System.

8. VistA Imaging Capture - Clerks use the VistA Imaging Capture application to import or index documents into VistA Imaging Display and CPRS.

9. VistA Imaging Display - Clerks use VistA Imaging Display to view indexed, indexed, and captured images in CPRS.

Place of Performance:

Contractor’s site or remote access by Contractor personnel based on locations within continental United States approved by Contractor

Period of Performance:

See Price/Cost Schedule.

Hours of Coverage (Off-Site):

Contractor personnel may work any hours desired with approval of their CPM.

Non-Personal Services:

This is a non-personal services requirement. The contractor maintains the right to hire and fire its employees, grant or deny leave requests or reassign its employees. The government reserves the right to request replacement of employees in the event of breach of contract terms of VA polices or rules of behavior.

Any substitution of employees will require the prior written approval of the COR. Requests for substitution shall be in writing and shall provide a detailed explanation of the circumstances necessitating the proposed substitutions. Contractor personnel shall identify themselves in all communications, including all telephone calls and e-mails as being a Contractor and not a government employee. Contractor personnel shall also identify themselves as such in all meetings with government personnel.

The Contractor is responsible for the management of its staff, and the Contractor is responsible for training its staff on VA policy and procedures, with the assistance of the Health Information Management (HIM) Department.

Contractor Project Manager (CPM):

The Contractor shall designate a Project Manager (CPM) who shall provide oversight of all efforts. The CPM must be available during regular business hours and must return all calls and emails within 24 hours.

The CPM shall attend the conference call to discuss the project approach, schedules, milestones, and provide Contractor points of contact (POCs).

The Contractor shall submit weekly status reports. The Contractor shall make every effort to ensure that issues raised by VA staff are addressed in a timely manner.

Work shall not commence until the technical points of contact approve the Project Management Plan.

The Contractor shall provide the VA technical points of contact and CO with a Project Management Plan via electronic mail that shall include:

1. Schedule Management – The development, management, and control of project schedules.

2. Risk Management – The planning, identification, analysis, monitoring, and control of and responses to program risk.

3. Communication Management – The timely and appropriate generation, collection, distribution, storage, retrieval, and disposition of program information.

4. Staffing Plan - Details on staffing levels, resources, etc., for both Contractor and Subcontractor personnel.

5. Quality Assurance Plan - Detailed quality control and oversight plan for all work performed. This plan shall, at a minimum, address how the Contractor shall do the following:

a. Ensure VA information (paper and electronic) is not compromised;

b. Account for all records/information from the point of receipt through return whether on-site or off-site; and,

c. Ensure proper indexing of records.

Access Accounts:

For off-site work, contractor personnel will receive the following access from VA staff to properly execute their duties:

• Activated directory network accounts

• PIV cards

• Citrix Access Gateway (CAG) remote access for facility

• Local VistA accounts with CPRS and VistA Imaging Capture access

Access to these accounts will be coordinated through the primary and alternate technical points of contact for the VA Health Care System:

(Primary) POC Information: Name, tele, and e-mail address

(Alternate) POC Information: Name, tele, and e-mail address

As part of this access, contractor personnel are required to complete the following courses through the VA Training Management System (TMS) and provide copies of course completion certificates to the primary and alternate points of contact:

• TMS 10176 (VA Privacy and Information Security Awareness and Rules of Behavior)

• TMS 10203 (Privacy and HIPAA Training)

Contractor personnel can register for account and access to training at https://www.tms.va.gov and select “Create New User” on this site.

Background Checks and Special Agreement Checks:

All Contractor personnel on this contract are subject to the same level of investigation as VA employees who have access to VA Sensitive Information. The level of background commensurate with the level of access needed to perform the Performance Work Statement is Tier 1 (National Agency Check with Written Inquiries [NACI]). This requirement is applicable to all subcontractor personnel requiring the same access.

This will be coordinated by the VA points of contact with support of the Contracting Officer (CO).

Scope of Work:

The Contractor shall provide all resources necessary to accomplish the requirements described in this PWS. Specifically, the Contractor shall perform scanning and indexing of newly generated and backlogged clinical documentation for inclusion into the health record, including VACC documentation, at VA in a defined, accurate, timely, measurable, and fiscally responsible manner that protects the interests of VA. There is an estimated backlog of 250,000 pages.

Contractor shall provide all resources necessary to scan/import and accurately index designated paper and/or electronic documentation for inclusion into the EHR in accordance with VA https://www.tms.va.gov/ standards and requirements. Work to be completed will involve source documentation generated by VA and/or community providers. The scanning process will be completed by contract staff using VA software and procedures. No automation or image enhancement software will be used other than VA applications. Work may involve working in different EHR platforms (e.g., Cerner, VistA).

All clinical documentation that shall be scanned and digitized shall be incorporated into VistA Imaging. The functionality of scanning/importing and indexing clinical documentation replaces the action of loose filing newly created or received documents into the paper medical record. An interface to move/upload images and their associated indexing information to VistA Imaging is required when a commercial system shall be used.

All clinical documentation that shall be scanned and digitized and shall be incorporated into VistA Imaging. The functionality of scanning/importing and indexing clinical documentation replaces the action of loose filing newly created or received documents into the paper medical record. An interface to move/upload images and their associated indexing information to VistA Imaging is required when a commercial system shall be used. VACC documentation may be received in paper, secured messaging, facsimile, Third Party Administrator (TPA) Portal or via the Fee Basis Claim System (FBCS) Document Manager software. It is the intent of this contract to scan selected documents based on input from VA medical and HIM staff.

Also, the intent of this contract is to scan/import and index clinical documentation that has yet to be incorporated into the Veterans’ health record. Entire volumes of paper records greater than three (3) years of inactivity shall be retired and not scanned into the Electronic Health Record (EHR).

The Contractor shall make certain that appropriate physical care and security measures are taken to ensure that documents and health records and the VA information they contain are not damaged or compromised throughout the entire process from the point of receipt through completion of scanning and indexing. The Contractor shall be compliant with all VA established security policies to ensure VA data, whether captured electronically or on paper or other media are not compromised.

The Contractor shall adhere to established VA physical security policy prior to receipt and while in possession of documents and health records off-site.

Deliverables Table:

Number Deliverable Description

1 Scan, Import, and Index Records in accordance with the task details listed in this PWS

2 Performance of Quality Assurance Checks 100% of quality self-checks by contract staff performing scanning, importing, and indexing services

3 Performance of Quality Assurance Monitoring Quality assurance monitoring conducted on a monthly basis by contractor management to ensure contract staff are meeting quality standards. The quality assurance monitor report shall be provided weekly to VA technical points of contact via electronic mail.

4 Workload Reporting Contractor shall provide workload reports of contract staff productivity no less frequent than weekly via electronic mail to VA technical points of contact to include number and types of documents/images scanned, imported, and indexed.

5 Contractor Project Management Plan Due five (5) business days after award of contract and updated as needed by Contractor; submit via electronic mail to CO and VA technical points of contact

6 Contractor Staff Roster Due five (5) business days after award of contract and updated throughout the period of performance. Sent via encrypted electronic mail to VA technical points of contact.

7 County/State Locations of Contractor Personnel Contractor, within five (5) business days after award, shall provide via e-mail to CO a listing of locations (specified by County and State) where Contractor personnel shall be working from.

Specific Tasks:

The Contractor shall provide, at a minimum, all tasks and deliverables described within this contract.

Contractor must complete 2,000 units per month with each unit containing 1-30 scanned pages.

All deliverables shall be submitted to the technical points of contact. Unless otherwise stipulated, written deliverables shall be phrased in plain English. Statistical and other technical terminology shall not be used without providing a glossary of terms.

The Contractor shall define a VA-approved project workflow as part of its Project Management Plan that shall not impede the day-to-day operations of the VA HIMS Department.

Contractor shall inform VA technical points of contact within ten (10) business days of original period of performance end if they are unable to meet the deadline. VA staff will discuss with CO whether or not an extension to period of performance is practical. If the Contractor is uncertain concerning a policy or procedure, the Contractor shall consult with the VA technical points of contact for clarification.

The Contractor shall bear the costs of any other training. The Contractor is responsible for performing quality reviews of staff work. The Contractor shall bear the cost of any re-work and/or corrections and take corrective action when services are found deficient or substandard.

Contractor shall be required to scan documents with a minimum resolution of 300 x 300 dots per inch (dpi) as established by VistA Imaging specifications and ensure that images are correctly indexed, oriented, legible, and complete, including signature by the originating provider (VistA Imaging Clinical Capture User Manual). Scanned documents may be scanned in black/white, gray scale, true color, or 256 color (depending on the document is). X-rays shall not be scanned, however, photographs (e.g., Polaroid’s, etc.) shall be scanned. Facility records are a hybrid of typed and handwritten documents, whereas, the older records may contain more handwritten documents.

The Contractor shall be required to import the documents into VistA Imaging with a minimum resolution of 300 x 300 dots per inch (dpi) as established by VistA Imaging specifications and ensure that images are correctly indexed, oriented, legible, and complete, including signature by the originating provider (VistA Imaging Clinical Capture User Manual).

Whether scanning or importing, the Contractor shall index the documents into VistA Imaging by appropriate index term (e.g., Fee, application, correspondence, advance directive, medical record, flow sheet,), and ensure the indexing values are assigned properly. VA staff will provide the Contractor with guidance to identify the indexing values for all document types. At a minimum there are six (6) data points required for indexing: date of document, document type, specialty, event/procedure, origin, and a free text description. Due to the variety of documents the Contractor shall scan and/or import, documents shall need to be reviewed in order to determine the correct indexing values. To ensure accurate indexing, VA staff will work with the Contractor to identify document index terms and shall update the list accordingly as new document index terms become available. Documents shall be imaged as an exact replica of the original document with quality control processes in place with assurance that the imaged document is stored, accessible, and retained according to National Archives and Records Administration (NARA) requirements.

The Contractor shall make every attempt to identify unclear information and, as necessary, request assistance/clarification from the VA technical point of contact specified in this contract.

Contractor shall prepare documents for scanning and importing:

Scanning - Contractor shall perform the following items: remove staples, ensure document is flat, pages are sequenced in order, document is not torn and if so repair it, etc. The Contractor shall complete the task in a manner that ensures they meet the stated performance metrics indicated in the QASP.

Importing - Contractor shall perform the following items: pages are sequenced in order; pages are readable; page orientation is accurate, etc. The Contractor shall complete the task in a manner that ensures they meet the stated performance metrics indicated in the QASP.

Contractor shall index the documents (e.g., match patient identifiers, date of care, document type, index term) in VistA Imaging.

Contractor shall scan and import the documents in VistA Imaging in accordance with VHA Handbook 1907.01, VHA Handbook 1907.07, VistA Imaging Clinical Capture User Manual, HIM Practice Brief “Community Care VistA Imaging Capture and Minimum Documentation Requirements”, and HIM Practice Brief “HIM Importing From FBCS User Guide”.

Contractor personnel performing scanning, importing, and indexing functions shall perform 100% quality checks in accordance with VHA Handbook 1907.07 (Paragraph 20.

Conducting Quality Assurance Monitors)

Contractor personnel shall report any identified quality errors immediately to the Contractor manager/supervisor. In turn, the Contractor manager/supervisor shall notify VA of quality error for medical record correction within one (1) business day. The contractor shall perform random Quality Assurance (QA) monitoring of staff work and report results of QA monitoring to the designated VA representative weekly via e-mail. Any identified errors shall be reported and remediated with the designated VA representative.

Contractor shall return documents to VA’s custody for VA quality check and disposition as applicable. Disposition may include returning documents to the medical record volume.

Destruction services are not authorized or required.

Workload Reporting - Contractor shall provide workload reports of contract staff productivity no less frequent than weekly via electronic mail to VA technical points of contact to include number and types of documents/images scanned, imported, and indexed.

Government Support:

1. The VA will provide accounts access for Contractor to carry out duties. The VA will provide all training necessary for the performance of this contract to assigned contractor personnel

2. The VA will provide security and background investigations to contractor personnel upon award

3. The VA will review contractor performance as outlined in the quality assurance surveillance plan below. Findings will be reported to the Contracting Officer and the Contractor supervisor via email on a monthly basis by VA alternate and primary points of contact.

Business Associate Agreement:

The Health Insurance Portability and Accountability Act of 1996 (HIPPA) requires that patient lists, names of patients, and any information concerning patients, are considered privileged information and shall not be disclosed or revealed in any way for use outside the VA. The Contractor is subject to the same penalties and liabilities for unauthorized disclosures of such information as the VA. Patient confidentiality will be adhered to at all times.

As Contractor personnel will potentially have access to any patient information related to their performance of duties under this contract, Contractor shall make its personnel aware that any such information that they might become aware of during the course of their performance is considered privileged information and shall not be disclosed or revealed in any way outside communications with CO, COR, and VA HIMS personnel.

Contractor shall sign a Business Associate Agreement upon award, adhering to this policy. If contractor has National BAA already in place, this will be acceptable for this contract. Contractor shall provide copy of fully signed National BAA to the Contracting Officer.

Service Contract Act Requirements:

Contractor, within five (5) business days after award, shall provide via e-mail a listing of locations (specified by County and State) where Contractor personnel shall be working from.

The CO will then provide electronic copies of wage determinations specific to those areas via contract modification as applicable.

The Contractor shall follow applicable wage determination based on County of State in which contractor personnel is doing off-site work from. Contractor is responsible for reviewing wage determinations as changes occur; these can be accessed at https://www.wdol.gov/sca.aspx, referenced by State, then County.

Positions under this contract applicable to the Service Contract Act are:

Occupation Code Title 0675 Medical Records Technician

Quality Assurance:

Contractor personnel will work under the direction of the CPM and will follow all VA guidelines and procedures provided in the appendices to this PWS and additional technical direction provided by VA technical points of contact

Quality Assurance (QA) Check

The Contractor supervisor will conduct quality assurance checks on each indexing personnel at 10 complete volumes and 10% samples thereafter. After that, Contractor personnel will conduct all continuous quality assurance checks at 100% for the duration of the project. Contractor will provide ongoing quality assurance reports as requested by VA personnel and management.

Quality Assurance Surveillance Plan

Performance standards define desired services. The Government performs surveillance to determine if the contractor exceeds, meets or does not meet these standards.

The Performance Requirements Summary Matrix below includes performance standards. The Government will use these standards to determine contractor performance and to compare contractor performance to the Acceptable Quality Level (AQL).

Task Indicator Acceptable Quality Level

(AQL)

Method of Surveillance

Incentive

Accuracy Records will be entered accurately and completely.

100% percent of records entered will be accurate and complete with no more than four (4) indexing errors in a final QA month.

Contractor shall perform internal reviews on a minimum of 10% of records processed.

Past performance review

Information Security Standards

Compliance with information security standards

100% By exception Past performance, liquidated damages for breach of standards.

Speed Amount of Index 15 Performs 100% Past https://www.wdol.gov/sca.aspx records processed per employee per day.

Administrative/Non- VA documents per hour. Index 10 NVCC/Fee documents per hour.

QA of own indexing.

performance

Contractor Internal Quality Assurance (QA) Review

Amount of records reviewed by contractor internal QA personnel.

Contractor supervisor will review a minimum of 10% of the records processed.

Weekly review of QA checks by VA staff

Past performance

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES (NOV 2023)

(a) Inspection/Acceptance. The Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or reperformance of nonconforming services at no increase in contract price. If repair/replacement or reperformance will not correct the defects or is not possible, the Government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services. The Government must exercise its post-acceptance rights—

(1) Within a reasonable time after the defect was discovered or should have been discovered;

and

(2) Before any substantial change occurs in the condition of the item, unless the change is due to the defect in the item.

(b) Assignment. The Contractor or its assignee may assign its rights to receive payment due as a result of performance of this contract to a bank, trust company, or other financing institution, including any Federal lending agency in accordance with the Assignment of Claims Act (31 U.S.C. 3727). However, when a third party makes payment (e.g., use of the Governmentwide commercial purchase card), the Contractor may not assign its rights to receive payment under this contract.

(c) Changes. Changes in the terms and conditions of this contract may be made only by written agreement of the parties.

(d) Disputes. This contract is subject to 41 U.S.C. chapter 71, Contract Disputes. Failure of the parties to this contract to reach agreement on any request for equitable adjustment, claim, appeal or action arising under or relating to this contract shall be a dispute to be resolved in accordance with the clause at Federal Acquisition Regulation (FAR) 52.233-1, Disputes, which is incorporated herein by reference. The Contractor shall proceed diligently with performance of this contract, pending final resolution of any dispute arising under the contract.

(e) Definitions. The clause at FAR 52.202-1, Definitions, is incorporated herein by reference.

(f) Excusable delays. The Contractor shall be liable for default unless nonperformance is caused by an occurrence beyond the reasonable control of the Contractor and without its fault or negligence such as, acts of God or the public enemy, acts of the Government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, unusually severe weather, and delays of common carriers. The Contractor shall notify the Contracting Officer in writing as soon as it is reasonably possible after the commencement of any excusable delay, setting forth the full particulars in connection therewith, shall remedy such occurrence with all reasonable dispatch, and shall promptly give written notice to the Contracting Officer of the cessation of such occurrence.

(g) Invoice.

(1) The Contractor shall submit an original invoice and three copies (or electronic invoice, if authorized) to the address designated in the contract to receive invoices. An invoice must include—

(i) Name and address of the Contractor;

(ii) Invoice date and number;

(iii) Contract number, line item number and, if applicable, the order number;

(iv) Description, quantity, unit of measure, unit price and extended price of the items delivered;

(v) Shipping number and date of shipment, including the bill of lading number and weight of shipment if shipped on Government bill of lading;

(vi) Terms of any discount for prompt payment offered;

(vii) Name and address of official to whom payment is to be sent;

(viii) Name, title, and phone number of person to notify in event of defective invoice; and

(ix) Taxpayer Identification Number (TIN). The Contractor shall include its TIN on the invoice only if required elsewhere in this contract.

(x) Electronic funds transfer (EFT) banking information.

(A) The Contractor shall include EFT banking information on the invoice only if required elsewhere in this contract.

(B) If EFT banking information is not required to be on the invoice, in order for the invoice to be a proper invoice, the Contractor shall have submitted correct EFT banking information in accordance with the applicable solicitation provision, contract clause (e.g., 52.232-33, Payment by Electronic Funds Transfer—System for Award Management, or 52.232-34, Payment by Electronic Funds Transfer—Other Than System for Award Management), or applicable agency procedures.

(C) EFT banking information is not required if the Government waived the requirement to pay by EFT.

(2) Invoices will be handled in accordance with the Prompt Payment Act (31 U.S.C. 3903) and Office of Management and Budget (OMB) prompt payment regulations at 5 CFR part 1315.

(h) Patent indemnity. The Contractor shall indemnify the Government and its officers, employees and agents against liability, including costs, for actual or alleged direct or contributory infringement of, or inducement to infringe, any United States or foreign patent, trademark or copyright, arising out of the performance of this contract, provided the Contractor is reasonably notified of such claims and proceedings.

(i) Payment.—

(1) Items accepted. Payment shall be made for items accepted by the Government that have been delivered to the delivery destinations set forth in this contract.

(2) Prompt payment. The Government will make payment in accordance with the Prompt Payment Act (31 U.S.C. 3903) and prompt payment regulations at 5 CFR part 1315.

(3) Electronic Funds Transfer (EFT). If the Government makes payment by EFT, see 52.212- 5(b) for the appropriate EFT clause.

(4) Discount. In connection with any discount offered for early payment, time shall be computed from the date of the invoice. For the purpose of computing the discount earned, payment shall be considered to have been made on the date which appears on the payment check or the specified payment date if an electronic funds transfer payment is made.

(5) Overpayments. If the Contractor becomes aware of a duplicate contract financing or invoice payment or that the Government has otherwise overpaid on a contract financing or invoice payment, the Contractor shall—

(i) Remit the overpayment amount to the payment office cited in the contract along with a description of the overpayment including the—

(A) Circumstances of the overpayment (e.g., duplicate payment, erroneous payment, liquidation errors, date(s) of overpayment);

(B) Affected contract number and delivery order number, if applicable;

(C) Affected line item or subline item, if applicable; and

(D) Contractor point of contact.

(ii) Provide a copy of the remittance and supporting documentation to the Contracting Officer.

(6) Interest.

(i) All amounts that become payable by the Contractor to the Government under this contract shall bear simple interest from the date due until paid unless paid within 30 days of becoming due. The interest rate shall be the interest rate established by the Secretary of the Treasury as provided in 41 U.S.C. 7109, which is applicable to the period in which the amount becomes due, as provided in (i)(6)(v) of this clause, and then at the rate applicable for each six-month period as fixed by the Secretary until the amount is paid.

(ii) The Government may issue a demand for payment to the Contractor upon finding a debt is due under the contract.

(iii) Final decisions. The Contracting Officer will issue a final decision as required by 33.211 if—

(A) The Contracting Officer and the Contractor are unable to reach agreement on the existence or amount of a debt within 30 days;

(B) The Contractor fails to liquidate a debt previously demanded by the Contracting Officer within the timeline specified in the demand for payment unless the amounts were not repaid because the Contractor has requested an installment payment agreement; or

(C) The Contractor requests a deferment of collection on a debt previously demanded by the Contracting Officer (see 32.607-2).

(iv) If a demand for payment was previously issued for the debt, the demand for payment included in the final decision shall identify the same due date as the original demand for payment.

(v) Amounts shall be due at the earliest of the following dates:

(A) The date fixed under this contract.

(B) The date of the first written demand for payment, including any demand for payment resulting from a default termination.

(vi) The interest charge shall be computed for the actual number of calendar days involved beginning on the due date and ending on—

(A) The date on which the designated office receives payment from the Contractor;

(B) The date of issuance of a Government check to the Contractor from which an amount otherwise payable has been withheld as a credit against the contract debt; or

(C) The date on which an amount withheld and applied to the contract debt would otherwise have become payable to the Contractor.

(vii) The interest charge made under this clause may be reduced under the procedures prescribed in FAR 32.608-2 in effect on the date of this contract.

(j) Risk of loss. Unless the contract specifically provides otherwise, risk of loss or damage to the supplies provided under this contract shall remain with the Contractor until, and shall pass to the Government upon:

(1) Delivery of the supplies to a carrier, if transportation is f.o.b. origin; or

(2) Delivery of the supplies to the Government at the destination specified in the contract, if transportation is f.o.b. destination.

(k) Taxes. The contract price includes all applicable Federal, State, and local taxes and duties.

(l) Termination for the Government's convenience. The Government reserves the right to terminate this contract, or any part hereof, for its sole convenience. In the event of such termination, the Contractor shall immediately stop all work hereunder and shall immediately cause any and all of its suppliers and subcontractors to cease work. Subject to the terms of this contract, the Contractor shall be paid a percentage of the contract price reflecting the percentage of the work performed prior to the notice of termination, plus reasonable charges the Contractor can demonstrate to the satisfaction of the Government using its standard record keeping system, have resulted from the termination. The Contractor shall not be required to comply with the cost accounting standards or contract cost principles for this purpose. This paragraph does not give the Government any right to audit the Contractor's records. The Contractor shall not be paid for any work performed or costs incurred which reasonably could have been avoided.

(m) Termination for cause. The Government may terminate this contract, or any part hereof, for cause in the event of any default by the Contractor, or if the Contractor fails to comply with any contract terms and conditions, or fails to provide the Government, upon request, with adequate assurances of future performance. In the event of termination for cause, the Government shall not be liable to the Contractor for any amount for supplies or services not accepted, and the Contractor shall be liable to the Government for any and all rights and remedies provided by law. If it is determined that the Government improperly terminated this contract for default, such termination shall be deemed a termination for convenience.

(n) Title. Unless specified elsewhere in this contract, title to items furnished under this contract shall pass to the Government upon acceptance, regardless of when or where the Government takes physical possession.

(o) Warranty. The Contractor warrants and implies that the items delivered hereunder are merchantable and fit for use for the particular purpose described in this contract.

(p) Limitation of liability. Except as otherwise provided by an express warranty, the Contractor will not be liable to the Government for consequential damages resulting from any defect or deficiencies in accepted items.

(q) Other compliances. The Contractor shall comply with all applicable Federal, State and local laws, executive orders, rules and regulations applicable to its performance under this contract.

(r) Compliance with laws unique to Government contracts. The Contractor agrees to comply with 31 U.S.C. 1352 relating to limitations on the use of appropriated funds to influence certain Federal contracts; 18 U.S.C. 431 relating to officials not to benefit; 40 U.S.C. chapter 37, Contract Work Hours and Safety Standards; 41 U.S.C. chapter 87, Kickbacks; 49 U.S.C. 40118, Fly American; and 41 U.S.C. chapter 21 relating to procurement integrity.

(s) Order of precedence. Any inconsistencies in this solicitation or contract shall be resolved by giving precedence in the following order:

(1) The schedule of supplies/services.

(2) The Assignments, Disputes, Payments, Invoice, Other Compliances, Compliance with Laws Unique to Government Contracts, and Unauthorized Obligations paragraphs of this clause;

(3) The clause at 52.212-5.

(4) Addenda to this solicitation or contract, including any license agreements for computer software.

(5) Solicitation provisions if this is a solicitation.

(6) Other paragraphs of this clause.

(7) The Standard Form 1449.

(8) Other documents, exhibits, and attachments

(9) The specification.

(t) [Reserved]

(u) Unauthorized Obligations.

(1) Except as stated in paragraph (u)(2) of this clause, when any supply or service acquired under this contract is subject to any End User License Agreement (EULA), Terms of Service (TOS), or similar legal instrument or agreement, that includes any clause requiring the Government to indemnify the Contractor or any person or entity for damages, costs, fees, or any other loss or liability that would create an Anti-Deficiency Act violation (31 U.S.C. 1341), the following shall govern:

(i) Any such clause is unenforceable against the Government.

(ii) Neither the Government nor any Government authorized end user shall be deemed to have agreed to such clause by virtue of it appearing in the EULA, TOS, or similar legal instrument or agreement. If the EULA, TOS, or similar legal instrument or agreement is invoked through an “I agree” click box or other comparable mechanism (e.g., “click-wrap” or “browse-wrap” agreements), execution does not bind the Government or any Government authorized end user to such clause.

(iii) Any such clause is deemed to be stricken from the EULA, TOS, or similar legal instrument or agreement.

(2) Paragraph (u)(1) of this clause does not apply to indemnification by the Government that is expressly authorized by statute and specifically authorized under applicable agency regulations and procedures.

(v) Incorporation by reference. The Contractor’s representations and certifications, including those completed electronically via the System for Award Management (SAM), are incorporated by reference into the contract.

(End of Clause)

ADDENDUM to FAR 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES

Clauses that are incorporated by reference (by Citation Number, Title, and Date), have the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available.

The following clauses are incorporated into 52.212-4 as an addendum to this contract:

C.2 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es):

https://www.acquisition.gov/far-overhaul/far-part-deviation-guide https://www.va.gov/oal/library/vaar/

(End of Clause)

FAR

Number

Title Date

52.203-17 CONTRACTOR EMPLOYEE WHISTLEBLOWER RIGHTS NOV 2023

52.204-13 SYSTEM FOR AWARD MANAGEMENT—MAINTENANCE

(DEVIATION)

NOV 2025

852.203-70 COMMERCIAL ADVERTISING MAY 2018

852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS NOV 2018

852.242-71 ADMINISTRATIVE CONTRACTING OFFICER OCT 2020

C.3 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor prior to contract expiration.

(End of Clause)

C.4 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR

2000)

(a) The Government may extend the term of this contract by written notice to the Contractor within 5 days prior to contract expiration; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 10 days before the contract expires. The preliminary notice does not commit the Government to an extension.

(b) If the Government exercises this option, the extended contract shall be considered to include this option clause.

(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed five (5) years.

(End of Clause)

C.5 52.222-90 ADDRESSING DEI DISCRIMINATION BY FEDERAL

CONTRACTORS (DEVIATION APR 2026)

(a)Definitions. As used in this clause—

Program participation means membership or participation in, or access or admission to:

training, mentoring, or leadership development programs; educational opportunities; clubs;

associations; or similar opportunities that are sponsored or established by the contractor or subcontractor.

Racially discriminatory diversity, equity, and inclusion (DEI) activities means disparate treatment based on race or ethnicity in the recruitment, employment (e.g., hiring, promotions), contracting (e.g., vendor agreements), program participation, or allocation or deployment of an entity's resources.

(b) In connection with the performance of work under this contract, the Contractor agrees as follows:

(1) The Contractor will not engage in any racially discriminatory DEI activities;

(2) The Contractor will furnish all information and reports, including providing access to books, records, and accounts, as required by the Contracting Officer, for purposes of ascertaining compliance with this clause;

(3) In the event of the Contractor's or a subcontractor's noncompliance with this clause, this contract may be canceled, terminated, or suspended in whole or in part, and the Contractor or subcontractor may be declared ineligible for further Government contracts;

(4) The Contractor will report any subcontractor's known or reasonably knowable conduct that may violate this clause to the Contracting Officer and take any appropriate remedial actions directed by the Contracting Officer; and

(5) The Contractor will inform the Contracting Officer if a subcontractor sues the Contractor and the suit puts at issue, in any way, the validity of this clause.

(6) The Contractor recognizes that compliance with the requirements of this clause are material to the Government's payment decisions for purposes of 31 U.S.C. 3729(b)(4).

(c) The Contractor must include the substance of this clause, including this paragraph (c), in subcontracts at any tier, including those for commercial products and commercial services, except those where the place of delivery or performance is outside the United…