S02 - 36C24826Q1057_Request for Quotations_3D Image Reconstruction and Case Planning Services.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

36C24826Q1057 09-15-2026

Jayne Messer 239-373-9064 10-12-2026 4:30pm EDT

36C248 Department of Veterans Affairs Network Contracting Office 8 (NCO 8)

8875 Hidden River Pkwy Ste 160A Tampa FL 33637

X 100

X

621512

$19 Million

N/A

Department of Veterans Affairs Malcom Randall VA Medical Center (VAMC) North Florida/South Georgia (NF/SG) 1601 SW Archer Road Gainesville FL 32610

36C248

Department of Veterans Affairs Network Contracting Office 8 (NCO 8) Website: https://www.fsc.va.gov/einvoice

Department of Veterans Affairs Financial Services Center

P.O. Box 149971 Austin TX 78714-9971

1-877-353-9791

See CONTINUATION Page

The contractor shall provide off-site 3D Image Reconstruction and Case Planning services to eligible beneficiaries of the Malcom Randall VA Medical Center, North Florida/South Georgia VA Healthcare System.

Reference pages five (5) through seven (7) for the Schedule of Services.

Reference pages eight (8) through 48 for the Performance Work Statement (PWS).

The Period of Performance is for one (1) base year plus (+) four (4) - one (1) year option periods.

All questions concerning the Request for Quotations (RFQ) and related documents shall be submitted via email to the Contracting Officer at jayne.messer@va.gov no later 12:00PM EST on Wednesday, September 23, 2026.

See CONTINUATION Page

X One (1)

Jayne Messer

VA-VHA-RPOE-2023-0120

mailto:jayne.messer@va.gov

36C24826Q1057

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 SCHEDULE OF SERVICES

B.3 PERFORMANCE WORK STATEMENT

SECTION C - CONTRACT CLAUSES

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

AND COMMERCIAL SERVICES (OCT 2025) (DEVIATION)

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

C.3 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) ... 54

C.4 52.222-90 ADDRESSING DEI DISCRIMINATION BY FEDERAL CONTRACTORS

(DEVIATION APR 2026)

C.5 52.240-91 SECURITY PROHIBITIONS AND EXCLUSIONS (NOV 2025)

(DEVIATION)

C.6 52.240-93 BASIC SAFEGAURDING OF COVERED CONTRACTOR

INFORMATION SYSTEMS (DEVIATION) (NOV 2025)

C.7 VAAR 852.204-72 PERSONNEL VETTING AND CREDENTIALING (DEVIATION)

(MAR 2026)

C.8 VAAR 852.219-75 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING—

CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (JAN 2023)

(DEVIATION)

C.9 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.10 52.252-6 AUTHORIZED DEVIATIONS IN CLAUSES (NOV 2020)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

D.1 QUALITY ASSURANCE SURVEILLANCE PLAN QASP

D.2 CONTRACTOR CERTIFICATION

D.3 ORGANIZATIONAL CONFLICT OF INTEREST

D.4 CONTRACTOR RULES OF BEHAVIOR

D.5 BUSINESS ASSOCIATE AGREEMENT

D.5 PAST PERFORMANCE QUESTIONNAIRE…………………………………………..73

SECTION E - SOLICITATION PROVISIONS

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

COMMERCIAL SERVICES (OCT 2025) (DEVIATION)

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

SERVICES (OCT 2025) (DEVIATION)

E.3 52.216-1 TYPE OF CONTRACT (NOV 2025) (DEVIATION)

E.4 52.219-1 SMALL BUSINESS PROGRAM REPRESENTATIONS (NOV 2025)

(DEVIATION)

E.5 52.240-90 SECURITY PROHIBITIONS AND EXCLUSIONS REPRESENTATIONS

AND CERTIFICATIONS (NOV 2025) (DEVIATION)

E.6 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.7 52.252-5 AUTHORIZED DEVIATIONS IN PROVISIONS (NOV 2020)

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:: _____________________________

Title:

Address:

Telephone:

Facsimile:

Email:

Federal Taxpayer Identification Number:

SAM Unique Entity Identifier (UEI)

b. GOVERNMENT: Contracting Officer 36C248

Jayne Messer Department of Veterans Affairs Network Contracting Office 8 (NCO 8) Email: Jayne.messer@va.gov Phone: (239) 373-9064

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

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.

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

mailto:Jayne.messer@va.gov

AMENDMENT NO DATE

6. SECURE FAX DOCUMENTS: All fax cover sheets shall include the following statement: "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."

7. POST AWARD ORIENTATION: The Contracting Officer will schedule a post award orientation for contract orientation purposes as required by Federal Acquisition Regulation (FAR) Overhaul 42.302, FAR Companion (FC) 42.3, and any local policy established by the Head of Contracting Activity (HCA).

8. MANDATORY WRITTEN DISCLOSURES: Mandatory written disclosures required by FAR clause 52.203-13 to the Department of Veterans Affairs, Office of Inspector General (OIG) must be made electronically through the VA OIG Hotline at https://www.vaoig.gov/hotline/online-forms and clicking on "FAR clause 52.203-13 Reporting." If you experience difficulty accessing the website, call the Hotline at 1-800-488-8244 for further instructions.

B.2 SCHEDULE OF SERVICES

The contractor shall provide services necessary to perform off-site Three Dimensional (3D) Image Reconstruction and Case Planning Services to eligible beneficiaries of North Florida/South Georgia VA Healthcare system, Malcom Randall VA Medical Center (hereinafter referred to as VAMC) off-site at the contractor’s facility. The specific services to be performed include the acquisition, upload and assessment of quality of digital Computerized Tomography (CT) Scan images, multiplanar reformatting of digital data, and production of a 3D reconstruction tool for use in case planning for endovascular procedures.

The contractor shall provide 3D Image Reconstruction and Case Planning services in accordance with the Performance Work Statement (PWS) herein.

Pricing Instructions: The Government intends to award a firm-fixed price contract for 3D Image Reconstruction and Case Planning Services.

The Contractor shall complete the below LIN Table for all Line-Item Numbers (LINs), inclusive of the Unit Price and Total Annual Amount for each Period of Performance and the Grand Total Amount.

LINs

LIN

DESCRIPTION OF

SERVICES QUANTITY UNIT UNIT PRICE

ANNUAL

AMOUNT

Base Year: 12/22/2026 - 12/21/2027

0001 100 CS $____________ $___________

3D Image Reconstruction and Case Planning Services Contract Period: Base POP Begin: 12-22-2026 POP End: 12-21-2027 PRINCIPAL NAICS CODE: 621512 - Diagnostic Imaging Centers PRODUCT/SERVICE CODE: Q701 - Specialized Medical Support - Medical billing, third party liability, tumor register, referral management, medical evaluation board, nursing support; no direct patient care

0002 21 CS $____________ $___________

Rush/Emergency Procedures Contract Period: Base POP Begin: 12-22-2026 POP End: 12-21-2027 PRINCIPAL NAICS CODE: 621512 - Diagnostic Imaging Centers PRODUCT/SERVICE CODE: Q701 - Specialized Medical Support - Medical billing, Total for Base Period: $____________ Option Year One (1): 12/22/2027 - 12/21/2028

1001 103 CS $____________ $___________

3D Image Reconstruction and Case Planning Services

Contract Period: Option 1

POP Begin: 12-22-2027 POP End: 12-21-2028 PRINCIPAL NAICS CODE: 621512 - Diagnostic Imaging Centers PRODUCT/SERVICE CODE: Q701 - Specialized Medical Support - Medical billing, 1002 22 CS $____________ $___________

Contract Period: Option 1 POP Begin: 12-22-2027 POP End: 12-21-2028 PRINCIPAL NAICS CODE: 621512 - Diagnostic Imaging Centers PRODUCT/SERVICE CODE: Q701 - Specialized Medical Support - Medical billing, Total for Option Year One (1): $____________ Option Year Two (2): 12/22/2028 - 12/21/2029

2001 106 CS $____________ $___________

Contract Period: Option 2 POP Begin: 12-22-2028 POP End: 12-21-2029 PRINCIPAL NAICS CODE: 621512 - Diagnostic Imaging Centers PRODUCT/SERVICE CODE: Q701 - Specialized Medical Support - Medical billing, 2002 23 CS $____________ $___________

Contract Period: Option 2 POP Begin: 12-22-2028 POP End: 12-21-2029 PRINCIPAL NAICS CODE: 621512 - Diagnostic Imaging Centers PRODUCT/SERVICE CODE: Q701 - Specialized Medical Support - Medical billing, Total for Option Year Two (2): $____________ Option Year Three (3): 12/22/2029 - 12/21/2030

3001 109 CS $____________ $___________

Contract Period: Option 3 POP Begin: 12-22-2029 POP End: 12-21-2030 PRINCIPAL NAICS CODE: 621512 - Diagnostic Imaging Centers PRODUCT/SERVICE CODE: Q701 - Specialized Medical Support - Medical billing, 3002 24 CS $____________ $___________

Contract Period: Option 3 POP Begin: 12-22-2029 POP End: 12-21-2030 PRINCIPAL NAICS CODE: 621512 - Diagnostic Imaging Centers PRODUCT/SERVICE CODE: Q701 - Specialized Medical Support - Medical billing, Total for Option Year Three (3): $____________ Option Year Four (4): 12/22/2030 - 12/21/2031

4001 112 CS $____________ $___________

Contract Period: Option 4 POP Begin: 12-22-2030 POP End: 12-21-2031 PRINCIPAL NAICS CODE: 621512 - Diagnostic Imaging Centers PRODUCT/SERVICE CODE: Q701 - Specialized Medical Support - Medical billing, third party liability, tumor register, referral management, medical evaluation board, nursing support; no direct patient care

4002 25 CS $____________ $___________

Contract Period: Option 4 POP Begin: 12-22-2030 POP End: 12-21-2031 PRINCIPAL NAICS CODE: 621512 - Diagnostic Imaging Centers PRODUCT/SERVICE CODE: Q701 - Specialized Medical Support - Medical billing, third party liability, tumor register, referral management, medical evaluation board, nursing support; no direct patient care

Total for Option Year Four (4): $____________

GRAND TOTAL:

B.3 PERFORMANCE WORK STATEMENT

1. GENERAL:

1.1. Services Provided: The contractor shall provide 3D Image Reconstruction and Case Planning services offsite at the contractor’s facility in accordance with the specifications contained herein to eligible beneficiaries of the Department of Veterans Affairs (VA), North Florida/South Georgia Veterans Healthcare System, Malcom Randall VA Medical Center (hereinafter referred to as VAMC). The contractor shall perform multi‑planar reformatting and 3D reconstruction of CT angiography studies to support case planning for vascular surgical procedures for eligible Veteran beneficiaries receiving care at the VAMC. The specific services to be performed include the acquisition, upload, and assessment of quality of digital CT Scan images and multiplanar reformatting of digital data and production of a 3D reconstruction tool for use in case planning for endovascular procedures as related to:

1.1.1 CT Based Image Reconstruction – This includes the acquisition and assessment of digital data quality, transferring and reformatting the data to create a 3D reconstructing image suite for endovascular case planning.

1.1.2 Provision of Secure Electronic Access – The provider shall initiate the electronic release of records to the VAMC medical records department to enable transfer of patient imaging studies using the bi-directional Medicom Imagex exchange service. The contractor shall provide secure, password-protected electronic access to the original image data, reformatted datasets, 3D reconstructed images, and associated software to support remote or urgent viewing, analysis, and case planning.

1.1.3 Software updates and technical support – This requires regular announcement/delivery of software updates either contained within Customer Service or via online services, and the availability of technical support during regular business hours either online or via telephone.

The original CT datasets for VA patients are generated on station using VA CT scanners. Data will be loaded and transmitted electronically to the Contractor for the development of the computerized interactive reconstructions in a manner consistent with VA Patient Information Security regulations. The Contractor will utilize proprietary software to transform the routine CT data into a form that allows interactive measurements and treatment device planning, ensuring the privacy, confidentiality, and security of patient data in accordance with VA regulations. The Contractor will provide VA staff access to VA Patient data and unique computerized interactive constructions via password protected Internet access. Access to any individual patient’s interactive model will be limited to only those provider(s) who originally requested the service.

1.2. Place of Performance: All services shall be performed off-site at the contractor’s facility.

1.3. Contract Type: Firm-Fixed-Price Contract (FFP).

1.4. Period of Performance: The anticipated contract period of performance is one

(1) base year and four (4), one (1) year option periods to be exercised at the sole discretion of the Government based on the continual need for services.

1.5. Authority: Title 38 USC 8153, Health Care Resources (HCR) sharing Authority;

Federal Acquisition Regulation (FAR) Overhaul Part 12 - Acquisition of Commercial Products and Commercial Services.

1.6. Policy/Directives/Handbooks. The Affiliate shall be subject to the following policies, including any subsequent updates during the period of performance. The policies listed below can be accessed electronically at the following: VA Publications VHA Publications

1.6.1 VA Directive 1663: Health Care Resources (HCR) Contracting – Buying Title 38 U.S.C. 8153VHA Directive 1003.04: VHA Patient Advocacy

1.6.2 VHA Directive 1088: Communicating Test Results to Providers and Patients

1.6.3 VHA Directive 1100.16: Health Care Accreditation of VHA Facilities and Programs

1.6.4 VHA Directive 1100.18: Reporting and Responding to State Licensing Boards

1.6.5 VHA Directive 1605.01: Privacy and Release of Information

1.6.6 VHA Directive 1900: VA National Standards of Practice

1.6.7 VHA Directive 1907.01: VHA Health Information Management and Health Records

1.6.8 VHA Handbook 1100.17: National Practitioner Data Bank (NPDB) Reports

1.6.9 Privacy Act of 1974 (5 U.S.C. 552a) as

amended:

http://www.justice.gov/oip/foia_updates/Vol_XVII_ 4/page2.htm

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

https://www.va.gov/vapubs/ https://www.va.gov/vhapublications/index.cfm https://www.va.gov/vhapublications/index.cfm http://www.justice.gov/oip/foia_updates/Vol_XVII_4/page2.htm http://www.justice.gov/oip/foia_updates/Vol_XVII_4/page2.htm

1.7.1 AQL: Acceptable Quality Level

1.7.2 BAA: Business Associate Agreement

1.7.3 BBA: Balanced Budget Act

1.7.4 CDC: Centers for Disease Control and Prevention

1.7.5 CDR: Contract Discrepancy Report

1.7.6 CEU: Certified Education Unit

1.7.7 C.F.R.: Code of Federal Regulations

1.7.8 CMP: Civil Monetary Penalty

1.7.9 CMA: Centers for Medicare and Medicaid Services

1.7.10 CO: Contracting Officer – The person executing this contract on behalf of the VA with the authority to enter and administer contracts and make related determinations and findings.

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

1.7.12 COS: Chief of Staff

1.7.13 CPARS: Contractor Performance Assessment Reporting System

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

1.7.15 CS: Case

1.7.16 CPT: Current Procedural Terminology

1.7.17 CT: Computerized Tomography

1.7.18 EFT: Electronic Funds Transfer

1.7.19 EHR: Electronic Health Records. Electronic health record system used by the

VA.

1.7.20 EMR: Electronic Medical Record

1.7.21 EVAR: Endovascular Aneurysm Repair

1.7.22 FAPIIS: Federal Awardee Performance and Integrity Information System

1.7.23 FAR: Federal Acquisition Regulation

1.7.24 FIP: federal Information Processing Standards

1.7.25 FOIA: Freedom of information Act

1.7.26 FPPE: Focused Provider Practice Evaluation

1.7.27 GAO: General Accountability Office

1.7.28 HIPAA: Health Insurance Portability and Accountability Act

1.7.29 HR: Human Resources

1.7.30 HRA/OSP: Human Resources and Administration/Operations. Security and Preparedness

1.7.31 IAM: Identity and Access Management

1.7.32 ISO: Information Security Officer

1.7.33 IT: Information Technology

1.7.34 JC: Joint Commission

1.7.35 LEIE: List of Excluded Individuals/Entities

1.7.36 Medical Emergency - a sudden onset of a medical condition manifesting itself by acute symptoms of sufficient severity that the absence of immediate medical attention could reasonably result in:

Permanently placing a patient's health in jeopardy, causing other serious medical consequences, causing impairments to body functions, or causing serious or permanent dysfunction of any body-organ or part.

1.7.37 NARA: National Archives and Records Administration

1.7.38 NF/SG: North Florida/South Georgia

1.7.39 NIST: National Institute of Standards and Technology

1.7.40 NIPSOM: National Industrial Security Program Operating Manual

1.7.41 NPPES: National Plan and Provider Enumeration System

1.7.42 OIG: Office of Inspector General

1.7.43 OPM: Office of Personnel Management

1.7.44 PIV: Personal Identity Verification

1.7.45 PPIRS: Past Performance Information Retrieval System

1.7.46 PO: Privacy Officer

1.7.47 POP: Period of Performance

1.7.48 PWS: Performance Work Statement

1.7.49 3D: Three Dimensional

1.7.50 QA/QI: Quality Assurance/Quality Improvement

1.7.51 QAPI: Quality Assessment and Performance Improvement

1.7.52 QASP: Quality Assurance Surveillance Plan

1.7.53 QM/PI: Quality Management/Performance Improvement

1.7.54 RFQ: Request for Quotations

1.7.55 SDVOSB: Service Disabled Veteran Owned Small Business

1.7.56 TJC: The Joint Commission

1.7.57 TLS: Transport Layer Security

1.7.58 TMS: Talent Management System

1.7.59 U.S: United States

1.7.60 U.S.C.: United States Code

1.7.61 VA: Department of Veterans Affairs

1.7.62 VAAR: Veterans Affairs Acquisition Regulations

1.7.63 VA-FSC: Department of Veterans Affairs Financial Services Center

1.7.64 VAMC: Veterans Affairs Medical Center; unless identified the name of a different VA Medical Center, for the purpose of this contract, this term shall mean the Malcom Randall VA Medical Center.

1.7.65 VHA: Veterans Health Administration

1.7.66 VISN: Veterans Integrated Services Network

1.7.67 VISTA: Veterans Integrated Systems Technology Architecture

1.7.68 VOSB: Veteran Owned Small Business

2. QUALIFICATIONS

2.1. Staff/Facility:

2.1.1 License: Contractor’s employee(s) assigned by the contractor to perform the services covered by this contract shall have a full and unrestricted license in a State, Territory, or Commonwealth of the United States or the District of Columbia, if applicable. If required by the State of Licensure current registration must also be maintained.

2.1.2 Technical Proficiency: Contractor and Contractor’s employee (s) shall be technically proficient in the skills necessary to fulfill the governments requirements including the ability to speak, understand, read and write English fluently. Contractor shall provide documents upon request of the COR/COR to verify current and ongoing competency, skills, certification and/or licensure related to the provision of care, treatment and/or services performed.

2.1.3 Contractor shall ensure the confidentiality of all patient and employee information and shall be held liable in the event of breach of confidentiality. Any person, who knowingly or willingly discloses confidential information from the VA Medical Center, may be subject to fines of up to $20,000.00 as referenced in the VHA Directive 1605.01, revised July 24, 2023, Privacy and Release of Information.

2.1.4 All contractor employees who require access to the department of Veterans Affairs’ computer system shall be the subject of a background investigation and must receive a favorable adjudication (Security Clearance) prior to contract performance.

2.1.5 Contractor employees shall be required to obtain a Personal

Identification Verification Badge issued by the Medical Center.

2.1.6 Contractor employees or subcontractor personnel cannot start working, be granted interim access to VA computer system or receive a PIV card until his/her background investigation case is initiated.

2.1.7 Failure to comply with the personnel security requirements may result in termination of the contract for cause.

2.2. Conflict of Interest: The contractor and all contractor personnel are responsible for identifying and communicating to the CO and COR conflicts of interest at the time of proposal and during the entirety of contract performance. At the time of proposal, the contractor shall provide a statement which describes, in a concise manner, all relevant facts concerning any past, present, or currently planned interest (financial, contractual, organizational, or otherwise) or actual or potential organizational conflicts of interest relating to the services to be provided. The contractor shall also provide statements containing the same information for any identified consultants or subcontractors who shall provide services. The contractor shall also provide relevant facts that show how its organizational and/or management system or other actions would avoid or mitigate any actual or potential organizational conflicts of interest. These statements shall be in response to the VAAR provision 852.209-70 Organizational Conflicts of Interest and fully outlined in response to the subject attachment in Section D.

2.3. Citizenship Related Requirements:

2.3.1 The contractor certifies that the contractor shall comply with all legal provisions contained in the Immigration and Nationality Act of 1952 (as amended); its related laws and regulations that are enforced by the Department of Homeland Security and the Department of Labor as these may relate to undocumented noncitizens and/or non-immigrant foreign nationals working under contract or subcontract for the contractor while providing services to Department of Veterans Affairs.

2.3.2 While performing services for the Department of Veterans Affairs, the contractor shall not knowingly employ, contract, or subcontract with an undocumented noncitizen or foreign national non-immigrant who is in violation their status, because of their failure to maintain or comply with the terms and conditions of their admission into the United States.

Additionally, the contractor is required to comply with all E-Verify requirements consistent with Executive Order 12989 and any related pertinent Amendments, as well as applicable Federal Acquisition Regulations (including FAR Subpart 22.18).

2.3.3 If the contractor fails to comply with any requirements outlined in the preceding paragraphs or above referenced laws and regulations, the Department of Veterans Affairs may, at its discretion, require that the undocumented noncitizen or foreign national who has failed to maintain their legal status in the United States or otherwise failed to comply with the requirements of the laws administered by the Department of Homeland Security and/or the Department of Labor, shall be prohibited from working at the contractor’s place of business that services Department of Veterans Affairs patient referrals; or other place where the contractor provides services to Veterans who have been referred by the Department of Veterans Affairs; and may form the basis for termination of this contract for breach.

2.3.4 The contractor acknowledges that this certification concerns a matter within the jurisdiction of an agency of the United States. The contractor further acknowledges that this certification is subject to Title 18, United States Code, Section 1001, and, as such, a false, fictitious, or fraudulent certification may render the offeror subject to criminal, civil, or administrative penalties, including prosecution.

2.3.5 The contractor agrees to obtain a similar certification from its subcontractors. The certification shall be made as part of the offerors response to the RFQ using the subject attachment in Section D.

2.4. Annual Office of Inspector General (OIG) Statement: In accordance with The Health Insurance Portability and Accountability Act (HIPAA) and the Balanced Budget Act (BBA) of 1977, the VA OIG has established a list of parties and entities excluded from Federal health care programs. Specifically, the listed parties and entities may not receive Federal Health Care program payments due to fraud and/or abuse of the Medicare and Medicaid programs.

2.4.1 Therefore, all contractors shall review the OIG List of Excluded Individuals/Entities (LEIE) on the OIG web site at http://oig.hhs.gov/exclusions/index.asp to ensure that the proposed Contract staff and/or firm(s) are not listed. Contractors should note that any excluded individual or entity that submits a claim for reimbursement to a Federal health care program, or causes such a claim to be submitted, may be subject to a civil monetary penalty (CMP) for each item or service furnished during a period that the person or entity was excluded and may also be subject to treble damages for the amount http://oig.hhs.gov/exclusions/index.asp claimed for each item or service. CMP’s may also be imposed against the Contract staff and entities that employ or enter contracts with excluded individuals or entities to provide items or services to Federal program beneficiaries. By submitting their quotation, the contractor certifies that the OIG LEIE has been reviewed and that the contractor and its subcontractors are not listed as of the date the quotation was signed. In addition, the contractor will review the OIG LEIE annually to verify compliance.

2.5. Clinical/Professional Performance: The qualifications of Contractor personnel are subject to review by VA Medical Center COS or his/her clinical designee and approval by the Medical Center Director as provided in VHA Directive

1100.20 and VHA Directive 1100.21. Clinical/Professional performance monitoring and review of all clinical personnel covered by this contract for quality purposes will be provided by the facility COS and/or the Chief of the Service or his designee. A clinical COR may be appointed, however, only the CO is authorized to consider any contract modification request and/or make changes to the contract during the administration of the resultant contract.

2.6. Non-Personal Services: The parties agree that the contractor, contract staff, agents and sub-contractors shall not be considered VA employees for any purpose. All individuals that provide services under this resultant contract and are not staff of the contractor shall be regarded as subcontractors. The contractor shall be responsible and accountable for the quality of care delivered by all its subcontractors. The contractor shall be responsible for strict compliance of all contract terms and conditions without regard to who provides the service.

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

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

2.9. Inherently Governmental Functions Prohibited: This includes, but is not limited to, determination of agency policy, determination of federal program priorities for budget requests, direction and control of VA employees, selection or non-selection of individuals for federal VA employment including the interviewing of individuals for employment, approval of position descriptions and performance standards for federal employees, approving any contractual documents, approval of federal licensing actions and inspections, and/or determination of budget policy, guidance, and strategy.

2.10. No Employee status: The contractor shall be responsible for protecting contractor’s personnel furnishing services. To carry out this responsibility, the contractor shall provide or certify that the following is provided for all contract staff providing services under the resultant contract:

2.10.1 Workers’ compensation

2.10.2 Professional liability insurance

2.10.3 Health examinations

2.10.4 Income tax withholding, and

2.10.5 Social security payments.

2.11. Tort Liability: The Federal Tort Claims Act does not cover contractor personnel. When a contracted provider has been identified as a provider in a tort claim, The contractor’s provider shall notify the contractor’s legal counsel and/or insurance carrier. Any settlement or judgment arising from a contractor’s personnel action or non-action is the responsibility of the contractor and/or insurance carrier.

3. HOURS OF OPERATION/SCHEDULING:

3.1. Operational Hours: VA Operational Hours: The Malcom Randall VAMC operational hours are 24 hours a day, seven (7) days per week.

3.2. Business Hours: VA Business Hours: The Malcom Randall VAMC business hours are Monday through Friday from 8:00 a.m. to 4:30p.m.

3.3. Continuity of Services: Unless a state of emergency has been declared or services are otherwise cancelled by the VAMC, the contractor shall be responsible for providing services.

3.4. Federal Holidays: The following holidays are observed by the Department of

Veterans Affairs:

• New Year’s Day

• President’s Day

• Martin Luther King’s Birthday

• Memorial Day

• Juneteenth

• Independence Day

• Labor Day

• Columbus Day

• Veterans Day

• Thanksgiving

• Christmas

• Any day specifically declared to be a national holiday.

4. CONTRACTOR RESPONSIBILITIES:

4.1. The Contractor shall provide 3D image reconstruction and case planning services for endovascular procedures.

4.2. The contractor shall provide patient-specific self-contained images that contains the preview analysis software and all the original axial CT data as well as several reformatted multiplanar surface-rendered datasets that represents the data to allow for detailed precise measurement of vessel diameter, length, angle and aneurysm volume.

4.3. In addition to the multiplanar reformatting, contractor shall provide an interactive 3D reconstructed model of the patient’s aneurysm. Thus, allows for complete 60-degree manipulation of the model for exact analysis of the morphology of the aneurysm, its relation to adjacent arteries, and vessel angle or tortuosity, all of which critically impact the technical aspect of Endovascular Aneurysm Repair (EVAR) procedure.

4.4. Standard of Practice: The Contractor shall be responsible for meeting or exceeding VA and Joint Commission (or equivalent) standards.

4.5. The requirements are contained in this PWS.

4.6. Medical Records -

4.6.1 Authorities: Contract personnel (s) providing healthcare services to VA patients shall be considered as part of the Department Healthcare Activity and shall comply with the U.S.C.551a (Privacy Act), 38 U.S.C.

5701 (Confidentiality of claimants records), 5 U.S.C. 552 (FOIA), 38 U.S.C. 5705 (Confidentiality of Medical Quality Assurance Records) 38 U.S.C. 7332 (Confidentiality of Medical Quality Assurance Records) 38 U.S.C. 7332 (Confidentiality of certain medical records), Title 5 U.S.C. § 522a (Records Maintained on Individuals) as well as 45 C.F.R parts 160, 162, and 164 (HIPAA).

4.6.2 Release of Information: The VA shall maintain control of releasing any VA patient medical information and will follow policies and standards as defined but not limited to Privacy Act requirements. In the case of the VA authorizing the Contractor to release patient information, the contractor in compliance with VA regulations, and at his/her own expense, shall use VA Form 3288, Request for and Consent to Release of Information from Individual’s Records to process “Release of Information Requests.” In addition, the Contractor shall be responsible for locating and forwarding records not kept at their facility. The VA’s Release of Information Section shall provide the Contractor with assistance in completing forms. Additionally, the Contractor shall use VA Form 10-5345, Request for and Authorization to Release Medical Records or Health Information, when releasing records protected by 38 U.S.C. 7332. Treatment and release records shall include the patient’s consent form.

4.6.2.1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

4.6.2.2. In accordance with 36 C.F.R. 1222.32, all data created for VA use and delivered to, or falling under the legal control of, the VA are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C.

552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and shall be managed and scheduled for disposition only as permitted by statute or regulation.

4.6.2.3. The VA and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of VA or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, contractor shall report to VA. The agency shall report promptly to NARA in accordance with 36 C.F.R. 1230.

4.6.2.4. The contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records, or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract]. The contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The contractor shall not remove material from VA facilities or systems, or facilities or systems operated or maintained on the VA’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to VA control, or the contractor shall hold it until otherwise directed. Items returned to the VA shall be hand carried, mailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the contract. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph 6.8.

4.6.2.5. The contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The contractor (and any sub-contractor) is required to abide by VA and VA guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

4.6.2.6. The contractor shall not create or maintain any records containing any non-public VA information that are not specifically tied to or authorized by the contract.

4.6.2.7. The contractor shall not retain, use, sell, or disseminate copies of any deliverables that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

4.6.2.8. The VA owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. VA for which VA shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any contractor rights in the data or deliverables shall be identified as required by FAR 52.227-11 through FAR 52.227-20.

4.7. PERFORMANCE STANDARDS, QUALITY ASSURANCE (QA)

AND QUALITY IMPROVEMENT (QI)

4.7.1 Quality Management/Quality Assurance Surveillance: Contractor performance will be monitored by the government using the standards as outlined in this PWS and methods of surveillance detailed in the QASP. The QASP shall be attached to the resultant contract and shall define the methods and surveillance conducted.

4.7.2 Quality Assurance – Contract monitoring will be accomplished through a record keeping system (attendance log) maintained by the Chief of Surgical Service and COR in order to reconcile payments. Contractor’s employees shall sign in and sign out of the attendance log indicating the dates and times worked. Procedure documentation shall be maintained by the contractor and shall be signed by the contactor’s employees(s).

The Chief of Surgical Service and COR shall certify the actual number of procedures completed. Copies of the procedure documentation sheets shall be forwarded to the Chief of Surgical Service and COR for review and concurrence. The Chief of Surgical Service and COR are responsible for monitoring the professional components for the contract. All adverse actions shall be reported to the CO immediately.

4.7.3 The CO and COR shall examine methodologies and quality control procedures during the contract term. All activities shall comply with TJC standards and the policies and procedures of the Malcom Randall VAMC.

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

4.7.4.1. Performance Standards: Performance measures define required services. The Government performs surveillance to determine if the contractor exceeds, meets or does not meet these standards. The Performance Requirements Summary Matrix in attachment D, QASP includes performance standards. The Government will use these standards to determine contractor performance and will compare contractor performance to the Acceptable Quality Level (AQL).

4.7.5 Measure: Documentation (A)

Performance: Upload all necessary digital images and create multiplanar reformatting and 3D reconstruction

Standard: 100%

Acceptable Quality Level: 99% of the time

Surveillance Method: Direct Observation and review of submitted reports/data Frequency: Semiannual

4.7.6 Measure: Documentation (B)

Performance: Confirms CT scan data is valid. Standard: 100% of time.

Acceptable Quality Level: 99% of time:

Surveillance Method: Direct Observation Frequency: Semiannual

4.7.7 Measure: Patient Safety (A)

Performance Requirement: Efficient turnround of digital images and 3D reconstructions. Standard: 100% Acceptable Quality Level: 99% of time.

Surveillance Method: Direct Observation Frequency: Semiannual

4.7.8 Measure: Patient Safey (B)

Performance Requirement: Availability of electronic data files containing 3D reconstruction for urgent cases. Usually within 24-48 hours

Standard: 100%

Acceptable Quality Level: 99% of time.

Surveillance Method: Direct Observation & Semi-annual Performance Evaluation Frequency: Semiannual

4.7.9 Measure: Privacy, Confidentiality and HIPAA

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

Standard: All (100%) Contractor’s support staff comply with all laws, regulations, policies and procedures relating to Privacy, Confidentiality and HIPAA

Acceptable Quality Level: 99% compliance.

Surveillance Method: Periodic Inspection; Contractor shall provide evidence of annual training required by the facility, reports violations per VA Handbook 6500.6.

Frequency: Semiannual

4.8. Registration with Contractor Performance Assessment Reporting System

4.8.1 As prescribed in Federal Acquisition Regulation (FAR) Part 42.15, the Department of Veterans Affairs (VA) evaluates contractor past performance on all contracts that exceed the Simplified Acquisition Threshold and shares those evaluations with other Federal VA contract specialists and procurement officials. The FAR requires that the contractor be provided an opportunity to comment on past performance evaluations prior to each report closing. To fulfill this requirement VA uses an online database, CPARS, which is maintained by the Naval Sea Logistics Center in Portsmouth, New Hampshire. CPARS has connectivity with the Past Performance Information Retrieval System (PPIRS) database, which is available to all Federal agencies. PPIRS is the system used to collect and retrieve performance assessment reports used in source selection determinations and completed CPARS report cards transferred to PPIRS. CPARS also includes access to the federal awardee performance and integrity information system (FAPIIS). FAPIIS is a web-enabled application accessed via CPARS for contractor responsibility determination information.

4.8.2 Each contractor whose contract award is estimated to exceed the Simplified Acquisition Threshold requires a CPARS evaluation. A VA Focal Point shall register your contract within thirty days after contract award and, at that time, you shall receive an email message with a User ID (to be used when reviewing evaluations). Additional information regarding the evaluation process can be found at www.cpars.gov or if you have any questions, you may contact the Customer Support Desk @ DSN: 684-1690 or COMM: 207-438-1690.

4.8.3 For contracts with a period of one year or less, the contracting officer shall perform a single evaluation when the contract is complete. For contracts exceeding one year, the contracting officer shall evaluate the contractor’s performance annually. Interim reports shall be filed each year until the last year of the contract, when the final report shall be completed. The report shall be assigned in CPARS to the contractor’s designated representative for comment. The contractor representative shall have sixty (60) business days to submit any comments and re-assign the report to the CO.

4.8.4 Failure for the contractor’s representative to respond to the evaluation within those sixty (60) business days shall result in the VA’s evaluation being placed on file in the database with a statement that the contractor failed to respond; the contractor’s representative shall be “locked out” of the evaluation and may no longer send comments.

5. VA RESPONSIBILITIES:

5.1. VA Support Personnel, Servies, or Equipment:

5.1.1 The VA shall provide the contractor policies, procedures, and processes necessary to allow cooperative functioning between the agency and the facility. Updates and refreshers shall be provided to the contractor upon request and when policy procedures or process changes.

http://www.cpars.gov/

5.1.2 Contractor shall be jointly responsible along with the Chief of Staff of the respective VAMCs in developing criteria for monitoring quality assurance, quality control, utilization review, and procedures relevant to imaging in order to assure compliance with the current Joint Commission on accreditation of Healthcare Organizations standards.

The contractor will be required to furnish peer review results at time of credentialing and as required in deliverables.

5.2. Contract Administration / Performance Monitoring: After award of contract, all inquiries and correspondence relative to the administration of the contract shall be addressed to the CO and COR.

COR: Susan Elrod, Program Specialist, Surgical Service, Gainesville, VAMC, susan.elrod@va.gov, 352-548-6000 ext. 105665

CO: Jayne Messer, Network Contracting Office 8 (NCO8), jayne.messer@ga.gov, 239-373-9064

5.3. CO Responsibilities:

5.3.1 The CO is the only person authorized to approve changes or modify any of the requirements of the contract. The Contractor shall communicate with the CO on all matters pertaining to contract administration. Only the CO is authorized to make commitments or issue any modification to include (but not limited to) terms affecting price, quantity, or quality of performance of this contract.

5.3.2 The CO will resolve complaints concerning Contractor relations with the Government employees or patients. The CO is final authority on validating complaints. In the event the Contractor effects any such change at the direction of any person other than the CO without authority, no adjustment shall be made in the contract price to cover an increase in costs incurred as a result thereof.

5.3.3 In the event that contracted services do not meet quality and/or safety expectations, the best remedy will be implemented, to include but not limited to a targeted and time limited performance improvement plan;

increased monitoring of the contracted services; consultation or training for Contract personnel (s) to be provided by the VA; replacement of the contract personnel and/or renegotiation of the contract terms or termination of the contract.

5.4. COR Responsibilities:

5.4.1 All work coordination shall be made through the COR.