S02 36C24526Q0182 final.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

AWARDED:

EFFECTIVE:

36C24526Q0182 01/23/2026

Sue Lepore, sue.lepore@va.gov (410) 642-2411 Ext. 25262 02/09/2026

0800 EST

Department of Veterans Affairs VA Maryland Health Care System George Sherrin, Contracting Officer (19ACQ) Sue Lepore, Contracting Specialist P.O. Box 1000, Bldg. 101C Perry Point MD 21902

X 100

X

621512

$19 Million

N/A

Baltimore VA Maryland Health Care System 10 N. Greene St.

Baltimore, MD 21201

VA Maryland Health Care System Sue Lepore, Contracting Specialist P.O. Box 1000, Bldg. 101C Perry Point MD 21902

PAYMENT WILL BE MADE BY

FSC e-Invoice Payment Invoice must be submitted electronically http://www.fsc.va.gov/einvoice.asp Invoice Setup Information 1-877-489-6135

See CONTINUATION Page

The contractor will provide teleradiology services to the Baltimore VA Medical Center.

Schedule of Services is on page 7.

Performance Work Statement is on page 9.

X One (1)

George Sherrin, Contracting Officer mailto:sue.lepore@va.gov

Table of Contents

SECTION A ……………………………………………………………………………………………….1

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

COMMERCIAL SERVICES…………………………...……………………….……………………….…1

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 SCHEDULE OF SERVICES

ITEM INFORMATION

B.3 PERFORMANCE WORK STATEMENT

B.4 IT SECURITY

B.5 CONTRACTOR’S RESPONSIBILITY – CONTRACTORS PERFORMANCE ASSESSMENT

REPORTING SYSTEM (CPARS)

SECTION C - CONTRACT CLAUSES

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

COMMERCIAL SERVICES (NOV 2025) (DEVIATION OCT 2025)

ADDENDUM to FAR 52.212-4 CONTRACT TERMS AND CONDITIONS—

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

C.2 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.3 52.219-14 LIMITATIONS ON SUBCONTRACTING (DEVIATION NOV 2025)

C.4 52.237-3 CONTINUITY OF SERVICES (JAN 1991)

C.5 52.232-33 PAYMENT BY ELECTRONIC FUNDS TRANSFER-SYSTEM FOR AWARD

MANAGEMENT (OCT 2018)

C.6 52.240-93 BASIC SAFEGUARDING OF COVERED CONTRACTOR INFORMATION

SYSTEMS (DEVIATION NOV 2025)

C.7 852.203-70 COMMERCIAL ADVERTISING (MAY 2018)

C.8 852.211-76 LIQUIDATED DAMAGES – REIMBURSEMENT FOR DATA BREACH COSTS

(FEB 2023) ALTERNATE I (FEB 2023)

C.9 852.219-73 VA NOTICE OF TOTAL SET-ASIDE FOR VERIFIED SERVICE-DISABLED

VETERAN-OWNED SMALL BUSINESSES (NOV 2022)

C.10 852.219-75 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING - CERTIFICATE OF

COMPLIANCE FOR SERVICES AND CONSTRUCTION (NOV 2022)

C.11 852.222-71 COMPLIANCE WITH EXECUTIVE ORDER 13899 (DEVIATION) (APR 2025) 52

C.12 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV 2018)

C.13 852.237-70 INDEMNIFICATION AND MEDICAL LIABILITY INSURANCE (OCT 2019)

C.14 852.237-75 KEY PERSONNEL (OCT 2019)

C.15 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020)

C.16 SUPPLEMENTAL INSURANCE REQUIREMENTS

C.17 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

D.1 QUALITY ASSURANCE SERVEILLANCE PLAN (QASP)

D.2 CONTRACTOR RULES OF BEHAVIOR

D.3 CONTRACTOR CERTIFICATION: IMMIGRATION AND NATIONALITY ACT OF 1952, AS

AMENDED

D.4 PAST PERFORMANCE QUESTIONAIRE

D.5 SOP 114/IM-016 COMMUNICATION OF CRITICAL, ACTIONABLE, AND INCIDENTAL

IMAGING RESULTS

SECTION E – SOLICITATION PROVISION

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

COMMERCIAL SERVICES (SEP 2023) (DEVIATION OCT 2025)

ADDENDUM to FAR 52.212-1 INSTRUCTIONS FOR SUBMISSION OF

QUOTATIONS

E.2 52.204-7 SYSTEM FOR AWARD MANAGEMENT (DEVIATION OCT 2025)

E.3 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (DEVIATION

DATE)……………………………………

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

E.5 52.229-11 TAX ON CERTAIN FOREIGN PROCUREMENTS—NOTICE AND

REPRESENTATION (JUN 2020)

E.6 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.7 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB 1998) 94

E.8 852.201-70 CONTRACTING OFFICER'S REPRESENTATIVE (DEC 2022)

E.9 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

(NOV 2021)

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:

BUSINESS NAME

ADDRESS

CITY/STATE/ZIP CODE

UEI

POINT OF CONTACT

EMAIL ADDRESS

TELEPHONE NUMBER

b. GOVERNMENT: Contracting Officer 36C245 George Sherrin, Contracting Officer Department of Veterans Affairs VA Maryland Health Care System NCO 5 Contracting Office PO Box 1000, Bldg. 101B Perry Point, MD 21902 George.Sherrin@va.gov

Sue Lepore, Administrative Contracting Officer Department of Veteran Affairs VA Maryland Health Care System NCO 5 Contracting Office PO Box 1000, Bldg. 101B Perry Point, MD 21902 Sue.Lepore@va.gov

(410) 642-2411 Ext. 25360

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.

PAYMENT WILL BE MADE BY

FSC e-Invoice Payment Invoice must be submitted electronically http://www.fsc.va.gov/einvoice.asp Invoice Setup Information 1-877-489-6135

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

mailto:George.Sherrin@va.gov mailto:Sue.Lepore@va.gov

AMENDMENT NO DATE

5. CONTRACT MODIFICATIONS: The Contractor is advised that only the Contracting Officer, acting within the scope of the contract and his/her duties and responsibilities and after advice and consultation with the Contracting Officer’s Representative (COR), has the authority to make changes that will affect contract prices, quantity, quality, delivery terms and conditions, or the term of the contract. In no event shall any understanding or agreement, modification, change order, or other matters in deviation from the terms of this contract between Contractor and a person other than the Contracting Officer be effective or binding upon the Government. All such actions must be formalized by the proper contractual document executed by the Contracting Officer.

6. CONTRACTING OFFICER REPRESENTATIVE: The Contractor shall be provided a copy of the letter of delegation authorizing the Contracting Officer Representative (COR) at the commencement of the term of this contract. No other person shall be authorized to act in such capacity unless appointed in writing by the Contracting Officer.

7. CONTRACT PERFORMANCE: Contractor shall be required to begin providing Teleradiology Services under the contract awarded as a result of this solicitation beginning on the first date of the base period listed in the Schedule of Services. Failure to understand the contract requirements shall not relieve the Contractor from performing in accordance with the strict meaning and intent of the specifications. The Government will not reimburse any costs not incorporated into the Contractor’s price.

8. SOLICITATION/CONTRACT: This solicitation and resulting contract adheres to the format defined in Federal Acquisition Regulation (FAR) Part 12. An official copy of the FAR can be obtained at https://www.acquisition.gov/far/ .

9. POST AWARD ORIENTATION: The Contracting Officer may schedule a post-award orientation for contract orientation purposes as required by VA regulations.

10. STATUS AS INDEPENDENT ENTITIES: None of the provisions of this contract are intended to create or shall be deemed or construed to create any relationship between VA and the Contractor other than that of independent entities contracting with each other solely for the purpose of effecting the provisions of this contract. Neither VA nor the Contractor, nor any of their respective agents, employees or representatives, shall be construed to be the agent employee or representative of the other.

11. NON-SOLICITATION: Neither the Contractor nor any employee, agent or subcontractor of the Contractor shall solicit or attempt to convince or otherwise persuade any veteran not to participate or to discontinue participation in the services provided under this contract.

12. SECURE FAX: All faxes should contain the following language: “This fax is intended only for the use of the person or office to which it is addressed and may contain information that is privileged, confidential, or protected by law. All others are hereby notified that the receipt of this fax does not waive any applicable privilege or exemption for disclosure and that any dissemination, distribution, or copying of this communication is prohibited. If you have received this fax in error, please notify this office immediately at the telephone number listed above.”

13. PRIVACY AND CONFIDENTIALITY: Contractors to the Department of Veterans Affairs may be exposed to sensitive information. Information may be overheard, seen on documents or electronic devices, or observed that could potentially violate the privacy and confidentiality of our https://www.acquisition.gov/far/

Veterans, employees, volunteers and their families. Regulations such as but not limited to the Health Insurance Portability and Accountability Act of 1996 (HIPAA), Freedom of Information (FOIA) and Privacy Act of 1974 have been enacted to protect sensitive information from being improperly disclosed. Information should not be divulged or released to anyone unless specifically authorized by this contract or its attached documents in accordance with the contracted services.

Failure to comply with applicable statutes and regulation can result in the termination of this contract and civil and criminal penalties, including fines and imprisonment. All suspected or actual breeches of privacy and confidentiality should be reported immediately to the Contracting Officer, Contracting Officer Representative (COR) or the Facility Privacy Officer.

B.2 SCHEDULE OF SERVICES

The Contractor shall provide teleradiology services to the Department of Veterans Affairs (VA) eligible veterans at the Baltimore VA Medical Center (VAMC) Place of Performance: Services are provided remotely via access to VA's Teleradiology System (VISTA Imaging). Images are transmitted through a VA-approved Business Partner Gateway (BPG). No services are performed on-site.

Period of Performance: 02/16/2026 to 02/15/2027 with a six (6) month option period in accordance with 52.217-8 that the VA may or may not exercise.

ITEM INFORMATION

Quantities listed are estimates only and are not guarantees.

CLIN Description Estimated Quantity Unit Unit

Cost Total Cost

Plain Films – Diagnostic Xray

POP: 02/16/2026 – 02/15/2027

NAICS Code: Q522 – Diagnostic Imaging Centers Product/Service Code: Q522 – Medical – Radiology

12,000 EA $_____ $_________

CT (General CTA) - Includes Body, angiography, lung screening

POP: 02/16/2026 – 02/15/2027

NAICS Code: Q522 – Diagnostic Imaging Centers

1200 EA $_____ $_________

Ultrasound - General, Head and neck

POP: 02/16/2026 – 02/15/2027

NAICS Code: Q522 – Diagnostic Imaging Centers

800 EA $_____ $_________

MRI - Body, prostate, cardiac

POP: 02/16/2026 – 02/15/2027

NAICS Code: Q522 – Diagnostic Imaging Centers

400 EA $_____ $_________

Mammography - 2D & 3D

POP: 02/16/2026 – 02/15/2027

800 EA $_____ $_________

NAICS Code: Q522 – Diagnostic Imaging Centers

Nuclear Medicine - General NM and cardiac MPI

POP: 02/16/2026 – 02/15/2027

NAICS Code: Q522 – Diagnostic Imaging Centers

400 EA $_____ $_________

PET/CT - Routine & advanced oncologic

POP: 02/16/2026 – 02/15/2027

NAICS Code: Q522 – Diagnostic Imaging Centers

100 EA $_____ $_________

Total

B.3 PERFORMANCE WORK STATEMENT

1. BACKGROUND

The Baltimore VA Maryland Health Care System (VAMHCS) is currently experiencing critical gaps in radiologist coverage across multiple subspecialties, affecting the timeliness and availability of diagnostic imaging services. To maintain continuity of care for Veterans and ensure high-quality imaging services, VAMHCS seeks to establish a teleradiology contract. This contract will cover all radiology subspecialties except for Interventional Radiology, and services shall be provided remotely via a secure teleradiology platform.

2. SCOPE OF SERVICES

a. The Contractor shall provide all professional radiology interpretation services via teleradiology, ensuring continuous, reliable support. Services shall include primary diagnostic interpretation of imaging exams in the following modalities:

• Diagnostic Radiography

• Ultrasound (US)

• Computed Tomography (CT) including CT angiography (CTA)

• Magnetic Resonance Imaging (MRI)

• Nuclear Medicine (diagnostic only)

• Positron Emission Tomography (PET) including PET/CT

• Mammography

b. The services specified herein of this Work Statement may be changed by written modification to this contract. The modification will be prepared by the VA Contracting Officer’s Representative (COR). The services to be performed by the contractor will be performed in accordance with VA policies. The services performed by the contractor will be under the direction of the Chief of Staff, and the Chief, Imaging Service.

3. PLACE OF PERFORMANCE: All services shall be performed within the territorial borders of the United States via teleradiology only. No onsite services are authorized under this contract. No subcontracting to locum tenens is permitted. The qualifications of such personnel shall also be subject to review by the VA Maryland Health Care System (VAMHCS) Chief of Staff and/or Chief, Imaging Service and approved by the VAMHCS Credentialing and Privileging Board. Credentials will be updated annually during the term of the contract to ensure there has been no lapse in licensure, insurance coverage, etc. No changes of employee will be permitted without prior authorization by the Contracting Officer in writing, thirty (30) days in advance. VA reserves the right to approve the assignment of individual personnel furnished by the contractor to perform the functions specified in the contract.

4. SERVICE DELIVERY HOURS: The Contractor as defined herein shall furnish the services covered by this contract. The contractor is required to furnish teleradiology services after business hours, on national holidays and intermittently at other times and dates.

a. National Holidays: The eleven holidays observed by the Federal Government:

New Years Day, Martin Luther King's Birthday, President's Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving

Day, and Christmas Day and any other day specifically declared by the President of the United States to be a national holiday.

b. Routine Weekday Coverage: Monday – Friday, 8:00 AM – 4:00 PM (as needed) after hours coverage as needed 1600-next day

c. Saturday-Sunday: 24-hour coverage as needed

5. CONTRACTOR REQUIREMENTS

The Contractor shall:

a. Electronically distribute studies to American Board of Radiology (ABR) certified radiologists for diagnostic interpretation. Henceforth, such a provider will be referred to as “contract radiologist” or simply “radiologist.”

b. Manage all technical aspects of remote access including broadband configuration, VPN access, and system integration support.

c. Utilize VA's Teleradiology System (VISTA Imaging) and transmit images through a VA-approved Business Partner Gateway (BPG).

d. Provide the radiologist with access to CPRS/VISTA (i.e. the VAMHCS electronic health record system) for relevant clinical history and lab data to ensure comprehensive interpretations.

e. Ensure comparisons with prior imaging and appropriate communication of critical findings to referring clinicians.

f. The radiologist must be available for telephone consultation regarding examinations and will provide recommendations for appropriate procedures to referring clinicians. VA technologists performing procedures to be interpreted may consult the radiologist with questions or for direction regarding abnormal laboratory values, or questions regarding any other clinical factors that may pertain to the patient’s exam.

g. If the study is technically limited or incomplete, the radiologist should notify the responsible technologist so that additional imaging may be obtained. If this is not feasible, cannot be done immediately, or is not likely to be productive, the study must be reported, and the technical limitations of the imaging described in the report.

h. The contractor shall provide all services specified in this contract for any person determined eligible by the facility regardless of the race, color, religion, sex, or national origin of the person for whom such services are ordered. The contractor further warrants that subcontracting will not be used as a means of circumventing this provision. Contract radiologists must have a minimum of three years of experience providing routine teleradiology interpretations for VA Medical Centers. Contractor must be able to demonstrate consistent coverage (> 99% uptime for a 2-year period).

i. The Contractor shall assign to this contract key personnel to perform services.

1. During the first ninety (90) days of performance, the contractor shall make NO substitutions of key personnel unless the substitution is necessitated by illness, death, or termination of employment. The contractor shall notify the Contracting Officer, in writing, within 15 calendar days after the occurrence of any of these events and provide the information required by paragraph (b) below. After the initial 90-day period of the contract, the contractor shall submit the information required to the Contracting Officer at least 15 days prior to making any permanent substitutions.

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 Contracting Officer. Proposed substitutes shall have comparable qualifications to those of the persons being replaced. The Contracting Officer will notify the contractor within 15 calendar days after receipt of all required information of the decision on the proposed substitutes. The contract will be modified to reflect any approved changes of key personnel. Under no circumstances will a contract radiologist provide image interpretation services prior to successful completion of the facility credentialing and privileging process.

3. For temporary substitutions where the key person will be absent for up to a few days, the contractor will provide a qualified replacement for the key person. This substitute shall have comparable qualifications to the key person. Any period exceeding one week will require the procedure as stated above. All Temporary Substitutions must have prior credentialing and privileging at the VA facility.

6. INTERPRETATION AND REPORTING REQUIREMENTS

Turnaround Times:

a. STAT Exams: Within 60 minutes of exam receipt.

• All STAT imaging cases should be interpreted and reported within 60 minutes of exam completion. If clinical urgency requires immediate communication of preliminary findings, the interpreting radiologist must verbally communicate the results to the ordering provider or appropriate clinical team member as soon as possible.

Documentation of the verbal communication should be included in the final report or clinical record, as appropriate. Any discrepancy between the preliminary and final report must be documented in the final report and the treating team notified with date and time of notification in the final report.

b. Routine Exams: Final report completed and verified within 48 hours of exam registration.

c. Critical Findings: Must be communicated directly to the referring clinician and documented in the report.

1. Critical imaging findings are defined as those that are emergent or imminently life-threatening which must be acted upon by the ordering provider (or their designee) immediately or within a short window of time and could result in severe morbidity or mortality if left unaddressed.

Critical Tests Results –

Emergent or Imminently Life-Threatening*

a. Intracranial hemorrhage or hematoma with significant mass effect

b. Intracranial mass with herniation

c. Unstable cervical spine fracture

d. Tension pneumothorax

e. Acute aortic dissection

f. Pulmonary embolism

g. Free air in abdomen (if no recent surgery or other expected cause)

h. Significantly misplaced tube or line with imminent danger to the patient

i. Testicular/ovarian torsion

* This is a sample listing of critical imaging results which must be communicated to the ordering provider or surrogate and a record of the communication of the findings must be documented in the medical record. Only unsuspected or undocumented findings meet the communication requirement criteria. Please note that this list is not all-inclusive.

2. Communication of critical/emergent imaging results will be direct. Direct Communication is defined as synchronous dialogue between the diagnostic practitioner and ordering practitioner or another appropriate licensed provider with acknowledgement by the receiving individual.

3. Documentation of direct communication of critical/emergent results will be included in the imaging report. This will include the name of the practitioner contacted, as well as date and time of communication.

d. Additional requirements for the reporting of imaging findings are outlined in SOP 114/IM- 016 “Communication of Critical, Actionable, and Incidental Imaging Results.” (Located in Section D as an attachment)

e. Radiology reporting standards: All radiology reports must be appropriately associated with the corresponding images via the unique accession number. Reports must also include information about the imaging technique (including the type and amount of intravenous (IV) contrast when IV contrast has been administered), findings/impression and electronic radiologist signature. Certain specific exams, such as low-dose chest CT for lung cancer screening, must be reported using standard VA reporting templates available in the reporting system.

7. MEDICAL RECORD COMPLIANCE: All interpretations must be transcribed and available in CPRS/VISTA Imaging. Contract radiologists must comply with HIPAA, the Privacy Act of 1974, and all VA medical record policies. The contractor shall not release any medical information.

VAMHCS (VA Maryland Healthcare System) will maintain authority for record access and release.

a. Radiologists are responsible for the accuracy of their reports, including preliminary and final reports. Transcriptions must be corrected by the Radiologist before report verification.

b. Radiologists are responsible for the accuracy of notifications made directly to clinicians.

c. Residents are not permitted to provide preliminary or final reports under the supervision of contract radiologists.

d. Contract radiologists must carry their own malpractice insurance. Coverage for malpractice claims is required when final reports are provided, and when notifications or preliminary reports are communicated directly to non-radiologist clinicians.

8. QUALITY CONTROL AND MONITORING

a. Contractor must maintain a Quality Monitoring Program compliant with The Joint

Commission (TJC) and ACR standards. The Contractor shall provide quarterly quality assurance reports to the COR, including cross-read analysis and documentation of critical communication compliance. VA reserves the right to audit Contractor’s methodology, security, and performance metrics at any time.

b. The Contractor shall have a quality monitoring program and shall agree to comply with the requirements for meeting the TJC program as outlined by the VA radiology programs.

Quarterly data will be provided for each radiologist credentialed at VAMHCS. Contractor must perform quality assurance cross reads and monitor appropriate communication of critical/emergency results as per SOP 114/IM-016. Both sets of data (i.e. quality assurance, and communication monitoring) will be provided to the VAMHCS COR on a quarterly basis.

c. The contractor shall maintain up-to-date medical records. Utilization of CPRS is required.

Medical center staff will provide technical training on the use and operation of CPRS during the start-up early operation stage and as updates become available. Medical center staff will provide at least annual Privacy Act training to appropriate contractor staff. The contractor and its employees shall be subject to the Privacy Act of 1974 and HIPAA of 1996. The contractor is not authorized to release any medical record information. VAMHCS is the sole entity authorized to release this information upon written request submitted via facsimile or mail from the patient. VAMHCS will provide the contractor with access to pertinent patient medical information, within the existing privacy rules and regulations for the purpose of providing coordinated comprehensive image interpretation services. The Contractor shall ensure the confidentiality of all patient information and shall be held liable in the event of a breach of confidentiality.

9. SECURITY AND ACCESS CONTROL: The Contractor shall comply with VA Handbook 6500, HIPAA, and Federal cybersecurity standards. The Contractor must delete/destroy all stored images and reports after the contract expires unless retained for billing purposes. No patient data may be stored outside of VA-approved systems.

a. Contractor will install, secure, and maintain external communication systems required for image study delivery to remote Radiologists. Configure, install and maintain Virtual Private Network and all remote workstation software on the remote reading Radiologist workstation. These connections must comply with specification in VA Handbook 6500 which require that all remote transmission must be encrypted using a FIPS 140-2 certified algorithm. The remote Connection to the VA will be through a VA approved Business Partner Gateway (BPG). The requirements related to the approval and functioning of the BPG are attached. Radiologists performing work under this contract may also connect remotely to the VA using the Citrix Access Gateway VPN. Contractors must ensure that their own specific computers are capable of diagnostic interpretation and at the same time adhere to all VA security requirements. The extension of the network is fully functional, and Radiologists must have clinical privileges at VAMHCS.

b. Contractors shall ensure the confidentiality of all patient and employee information and shall be held liable in the event of breach of confidentiality according to federal regulations contained in HIPAA. Any person, who knowingly or willingly discloses confidential information from the VA, may be subject to fines of up to $50,000.00 and may be subject to civil litigation from the patient.

c. Background Investigations: Contractor personnel performing work under this contract shall satisfy all requirements for appropriate security eligibility regarding access to sensitive information systems belonging to or being used on behalf of the VA. To satisfy VA requirements a Minimum Background Investigation shall be conducted prior to performing work under this contract. The level of access and the individual’s capability to perform work under this contract will be the determining factor in deciding if a higher investigative requirement is needed. The contractor shall ensure that those requirements are fully satisfied within 30 days of initiation of such investigations.

d. The investigative history for contractor personnel working under this contract must be maintained in the databases of either the Office of Personnel Management (OPM) or the Defense Industrial Security Clearance Organization (DISCO). Should the Contractor use another vendor other than OPM or Defense Security Service (DSS) to conduct the investigation, the investigative company must be certified by OPM/DSS to conduct Contractor investigations.

e. The Contractor is expected to maintain a Drug-free Workplace in accordance with Federal regulations. The Contractor will establish and maintain a drug-free workplace program. The administration of this program will be the responsibility of the contractor, as well as the establishment of disciplinary actions.

f. All costs associated with obtaining clearances for Contractor provided personnel will be the responsibility of the contractor. Further, the contractor will be responsible for the actions of those individuals they provide to perform work for the VA under this contract. In the event that damages arise from work performed by contractor provided personnel, under the auspices of this contract, the contractor will be responsible for all resources necessary to remedy the incident.

g. Records: Contractor personnel who obtain access to hardware or media which may manipulate or store drug or alcohol abuse data, sickle cell anemia treatment records, records or tests or treatment for or infection with HIV, medical quality assurance records, or any other sensitive information protected under 38 U.S.C. §4132 or §3305, as defined by the Department of Veterans Affairs, shall not have access to the records unless absolutely necessary to perform their contractual duties. Any individual who has access to this data will disclose it to no one, including other employees of the contractor not involved in the performance of the particular contractual duty for which access was obtained. Violation of these statutory provisions, as stated in department regulations by the contractor’s employees may involve imposition of criminal penalties.

h. System of Records: The VA system(s) of records to which the contractor personnel will have access in order to maintain is “Patient Medical Records– VA (24VA136).

i. System Security: The contractor shall provide VA with the full assurance that security measures have been implemented which are consistent with OMB Circular A-130 and VA Departmental Standards.

j. Procedures for User Access: Access requirements to VA information systems by contractor and contractor personnel shall meet or exceed those requirements established for VA employees as described in VHA Directives (and others) and in any subsequent VHA policy statements. A written and signed request for user access by VHA Management, or designee(s), constitutes management approval (sponsorship) to initiate a request for access to any sensitive automated information system. Access shall be granted to non-VA users only if the purpose for access meets criteria of the Privacy Act and VA Confidentiality regulations and transfer.

k. Contractor staff will be required to sign and abide by the VA National Rules of Behavior.

10. EQUIPMENT & VA SUPPORT

VA will provide access to VISTA/CPRS, PACS, and secure connectivity; required credentials and system configuration; technical assistance and space for VPN hardware installation if necessary;

Category 5 cabling installation support; training for CPRS/VISTA use and annual privacy/security training.

11. PERFORMANCE MONITORING

The VA-designated Contracting Officer’s Representative (COR) will oversee service performance and quality metrics, facilitate regular contractor meetings, address and document service failures, and validate timely delivery of reports.

12. PERIOD OF PERFORMANCE

• 12 months from contract award

13. INVOICING

Invoices must be submitted monthly via Tungsten (VA’s e-invoicing system). Invoices must include exam date, modality, volume, interpretation type (STAT/Routine), and NPI of interpreting radiologist.

14. CONTRACTOR QUALIFICATIONS

a. Contractor is responsible for developing and maintaining written policies and procedures for licensure and certifications, competency evaluations, orientation and continuing education, that are appropriate for the scope of care and services provided by employees under this contract

b. The contractor will be responsible to ensure that contractor personnel providing work under this contract are fully trained and completely competent to perform the required work.

Prospective providers must present appropriate credentialing information including, but not limited to, the following:

1. Possess the M.D. (medical doctor) or D.O. (Doctor of Osteopathic Medicine) degree

2. Board certification in Diagnostic Radiology by the American Board of Radiology

3. Current licensure in state of practice

4. Clinical practice experience of at least two years

5. General Liability and Malpractice insurance

6. Barrier free office environment, equipment and space to meet TJC, Federal and

State standards

c. Radiologists must be fully credentialed and privileged at both the VA facility where the exam and procedure are performed and at the facility where the exam is read (when applicable). These privileges will terminate at time of contract termination or expiration.

d. General: The contractor shall assume full responsibility for the protection of its personnel furnishing services under this contract in accordance with the personnel policy of the contractor, such as providing worker's compensation, professional liability insurance, health examinations, income tax withholding, and social security payments.

e. In accordance with FAR clause 28.307-2, the following applies:

The Contractor is required to comply with applicable Federal and State workers compensation and occupational disease statutes. If occupational diseases are not compensable under those statutes, they shall be covered under the employer's liability, except when contract operations are so commingled with the contractor’s commercial operations that it would not be practical. Employer's liability coverage of at least $100,000 is required with the exception of states that do not permit workers' compensation to be written by private carriers.

• General Liability: $500,000 per occurrence

• Professional Medical Liability: $1 Million

15. VAMHCS MEDICAL CENTER RESPONSIBILITIES

a. VAMHCS will be responsible for credentialing doctors to work in a timely fashion. An application package will be provided by the VA 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 will also be required to make application through the VET-PRO Internet process. Candidate will need to be enrolled in VET-PRO by the Credentialing and Privileging Coordinators. The website address is:

http://fcp.vetpro.org/

b. Prepare site for installation of the system. Obtain VA Authorization for installation of a separate network connection, located inside the facility but outside the firewall, and a network connection of the DICOM store and Forward device that will be installed inside the VAMHCS. The VA will establish accounts and authorize radiology module privileges for use by contractor.

c. Identify IRM designated staff for testing and approval of installed remote connectivity solution.

16. QUALITY CONTROL: The contractor's facilities, methodologies, and quality control procedures may be examined by the VA COR or his/her designee at any time during the life of the contract. Radiology Service will appoint a Contracting Officer Representative (COR) upon award of this contract. Pursuant to the Delegation of Authority to be issued, the COR will be responsible for verifying contract compliance.

17. PERFORMANCE STANDARDS, QUALITY ASSURANCE (QA) AND QUALITY

IMPROVEMENT(QI)

17.1 Performance Standards:

17.1.1 Measure: Timeliness of Reports

Performance Requirement: Reports are to be completed and verified within 48 hours of exam registration. STAT reports must be relayed to requesting clinician within one (1) hour of the radiologist receiving request. All critical/emergent exam results must be called to requesting clinician and communication documented in the final report Standard: Delivery 100% of the time. Zero tolerance for late reports, Acceptable Quality Level: 98% meet timeliness standards.

Surveillance Method: Monthly turnaround time reports Frequency: Monthly

17.1.2 Measure: Availability of Radiologist

Performance Requirement: Contractor will notify facility/COR if they have a staffing issue that will result in no available Radiologists.

Standard: Zero tolerance for non-availability Acceptable Quality Level: 100% compliance Surveillance Method: Will note when contractor contacts facility/COR Frequency: Immediate review upon contact

17.1.3 Measure: Adequate Coverage

Performance Requirement: Contract physician(s) shall be available as needed to properly perform tasks as specified.

Standard: 100% Acceptable Quality Level Acceptable Quality Level: 100% Acceptable Quality Level Surveillance Method: Periodic Inspection or Random Sampling http://fcp.vetpro.org/

Frequency: Immediate review upon contact

17.1.4 Measure: Provider Quality Performance

Performance Requirement: All documentation will meet or exceed standards to include but not limited to accuracy, content and signature.

Standard: All staff (100%) meet standards.

Acceptable Quality Level: 100% meet standards.

Surveillance Method: Run the report on critical codes to see if the ordering provider was notified, and documented, on all critical reports.

Frequency: monthly

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

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

Acceptable Quality Level: 100% licensing, registration(s) and certification(s) for Contractor’s physician(s) shall be provided as they are renewed. Licensing and registration information kept current. No acceptable deviation.

Surveillance Method: Confirm with Credentialling Office. They monitor all licenses, certifications, etc. (anything that expires) Frequency: annually

17.1.6 Measure: Privacy, Confidentiality and HIPAA

Performance Requirement: Contractor is aware of all laws, regulations, policies and procedures relating to Privacy, Confidentiality and HIPAA and comply with all standards. Zero breaches of privacy or confidentiality.

Standard: All (100%) Contractor’s physician(s) comply with all laws, regulations, policies and procedures relating to Privacy, Confidentiality and HIPAA; zero breaches of confidentiality.

Acceptable Quality Level: 100% compliance.

Surveillance Method: Periodic Inspection; Contractor shall provide evidence of annual training required by the facility, reports violations per VA Handbook 6500.6. TMS 10203 Privacy and HIPAA and TMS 10706 Information Security and Rules of Behavior Frequency: annually

QUALITY ASSURANCE AND PERFORMANCE MONITORING:

See QASP in Section D

Performance Objective PWS section Performance Measure

Prompt delivery of interpretations #6 Zero tolerance for late reports

Availability of Radiologist #4 Zero tolerance for non-availability

Adequate Coverage #4 100% compliance

Maintains patient privacy/confidentiality #9 Zero tolerance for any breach of privacy

Maintains appropriate Federal, state licensure/certification requirements

#14 Mandatory prior to performance of duties

All documentation will meet or exceed standards #6 Zero tolerance for violations

Adheres to all HIPAA requirements. #9 Zero tolerance for any violations

a. The Government will periodically evaluate the contractor’s performance by appointing a representative(s) to monitor performance to ensure services are received. The Government may inspect each task as completed or increase the number of quality assurance inspections if deemed appropriate because of repeated failures or because of repeated customer complaints. Likewise, the Government may decrease the number of quality assurance inspections if performance dictates. VA Quality Assurance Personnel will validate any complaints and report to the COR who will then take necessary action to enforce contract compliance.

b. Peer review of interpretations may be performed periodically. Errors in interpretation or incompleteness in documented communication of urgent findings may be aggregated and compared to other Radiologists. Complaints and compliments regarding interactions with other care givers, availability and responsiveness and usefulness of consultations may be reviewed. Timeliness of STAT results notification, and report verification will be monitored.

Radiologists are expected to participate in focus reviews and morbidity and mortality reviews of those incidents in which they provided care.

1. The contractor’s staff will undergo all HIPAA/confidentiality related training and comply with all rules and regulations regarding protected health information.

2. Contractor represents and warrants that it complies with applicable electronic data transmission standards required by the U.S. government agencies for transmission of protected health information.

3. The contractor maintains an “Errors and Omissions” liability insurance policy which insures against a negligent act, error or omission, and the oral or written publication of material that violates a person’s rights of privacy. The contractor also maintains a Commercial General Liability Policy. Evidence of coverage will be provided to the VA credentialing department upon request.

17. DEFINITIONS/ACRONYMS: The following terms, when used in this contract, will be construed and/or interpreted as follows:

a. CO: (Contracting Officer) A person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings.

b. COR: (Contracting Officer’s Representative) A person who takes necessary action to ensure the Contractor performs in accordance with and adheres to the specifications contained in the contract, and to protect the interest of the Government. Any indication of non-compliance shall be promptly reported to the Contracting Officer so that appropriate action can be taken.

c. Covered Services: The term, “covered services,” means those specific services as listed in the contract or for which the Washington VA Medical Center has provided prior written agreement to pay the Contractor.

d. CPT: (Current Procedural Terminology) A coding system developed by the American Medical Association and a listing of descriptive terms and identifying codes for reporting medical services and procedures performed by physicians. The purpose of the terminology is to provide a uniform language that will accurately describe medical, surgical, and diagnostic services, and thereby provide an effective means for reliable nationwide communication among physicians, patients, and third parties.

e. JCAHO – Joint Commission on Accreditation of Healthcare Organizations.

f. Service Location: Any location at which a patient obtains any healthcare service covered by the contractor pursuant to the terms of this contract.

g. Third Party: Any entity or funding source, other than the enrolled patient or his/her responsible party, which is, or may be, liable to pay for all or part of the cost of medical care of the patient.

h. VAMC: Veterans Affairs Medical Center

i. VHA: Veterans Health Administration

j. VISN: Veterans Integrated Service Network

k. VISTA: Veterans Health Information Systems & Technology Architecture (Formerly known as DHCP)

B.4 IT SECURITY

VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY

Note: Applicable Sections: 1, 2b-p, 3, 4, 5, and 8

1. GENERAL.

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

2. VA INFORMATION CUSTODIAL LANGUAGE.

a. The Government shall receive unlimited rights to data/intellectual property first produced and delivered in the performance of this contract or order (hereinafter “contract”) unless expressly stated otherwise in this contract. This includes all rights to source code and all documentation created in support thereof. The primary clause used to define Government and Contractor data rights is FAR 52.227-14 Rights in Data – General. The primary clause used to define computer software license (not data/intellectual property first produced under this contractor or order) is FAR 52.227-19, Commercial Computer Software License.

b. Information made available to the contractor by VA for the performance or administration of this contract will be used only for the purposes specified in the service agreement, SOW, PWS, PD, and/or contract. The contractor shall not use VA information in any other manner without prior written approval from a VA Contracting Officer (CO). The primary clause used to define Government and Contractor data rights is FAR 52.227-14 Rights in Data – General.

c. VA information will not be co-mingled with any other data on the contractor’s information systems or media storage systems. The contractor shall ensure compliance with Federal and VA requirements related to data protection, data encryption, physical data segregation, logical data segregation, classification requirements and media sanitization.

d. VA reserves the right to conduct scheduled or unscheduled audits, assessments, or investigations of contractor Information Technology (IT) resources to ensure information security is compliant with Federal and VA requirements. The contractor shall provide all necessary access to records (including electronic and documentary materials related to the contracts and subcontracts) and support (including access to contractor and subcontractor staff associated with the contract) to VA, VA's Office Inspector General (OIG), and/or Government Accountability Office (GAO) staff during periodic control assessments, audits, or investigations.

e. The contractor may only use VA information within the terms of the contract and applicable Federal law, regulations, and VA policies. If new Federal information security laws, regulations or VA policies become applicable after execution of the contract, the parties agree to negotiate contract modification and adjustment necessary to implement the new laws, regulations, and/or policies.

f. The contractor shall not make copies of VA information except as specifically authorized and necessary to perform the terms of the contract. If copies are made for restoration purposes, after the restoration is complete, the copies shall be destroyed in accordance with VA Directive 6500, VA Cybersecurity Program and VA Information Security Knowledge Service.

g. If a Veterans Health Administration (VHA) contract is terminated for default or cause with a business associate, the related local Business Associate Agreement (BAA) shall also be terminated and actions taken in accordance with VHA Directive 1605.05, Business Associate

Agreements. If there is an executed national BAA associated with the contract, VA will determine what actions are appropriate and notify the contactor.

h. The contractor shall store and transmit VA sensitive information in an encrypted form, using VA-approved encryption tools which are, at a minimum, Federal Information Processing Standards (FIPS) 140-2, Security Requirements for Cryptographic Modules (or its successor) validated and in conformance with VA Information Security Knowledge Service requirements.

The contractor shall transmit VA sensitive information using VA approved…