S02 - SOLICITATION - 36C24221R0016.docx

36C24221R0016 06-13-2022

HEATHER SCHRADER, ADMINISTRATIVE CONTRACTING OFFICER

Contracting Officer Allan Preston

X

B.2 Schedule of Services begins on page 6.

as described herein (PWS begins on page 24).

Radiation Therapy Technologist(s) for on-call (6,760 hours) Radiation Therapy Technologists (7.47 FTE/15,556 hours) and Medical Dosimetrists (2.6 FTE/5,411 hours); and one for Physicist (0.82 FTE/1,712 hours); one for Board Certified Medical Physicist (1.0 FTE/2,080 hours) and Medical has the need for three contracts: one for Chief Therapeutic The New York Harbor Healthcare System (NYHHS) at Brooklyn

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

Canandaigua NY 14424 400 Fort Hill Ave.

Network Contracting Activity Department of Veterans Affairs

Brooklyn NY 11209

800 Poly Place New York Harbor Brooklyn Campus

N/A

$8 Million 621399

Canandaigua NY 14424 400 Fort Hill Ave.

EDT

12PM

585-393-7297 05-12-2022

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

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

STANDARD FORM 1449

INFORMATION CALL:

7. FOR SOLICITATION

Prescribed by GSA - FAR (48 CFR) 53.212

PREVIOUS EDITION IS NOT USABLE

(REV. NOV 2021)

AUTHORIZED FOR LOCAL REPRODUCTION

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

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

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

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

DATED ________________________________. YOUR OFFER ON SOLICITATION

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

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

ARE NOT ATTACHED

ARE

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

ARE NOT ATTACHED.

ARE

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

26. TOTAL AWARD AMOUNT (For Govt. Use Only)

25. ACCOUNTING AND APPROPRIATION DATA

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

AMOUNT

UNIT PRICE

UNIT

QUANTITY

SCHEDULE OF SUPPLIES/SERVICES

ITEM NO.

24.

23.

22.

21.

20.

19.

SEE ADDENDUM

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

FAX:

PHONE:

EFT:

UEI:

TELEPHONE NO.

CODE

18a. PAYMENT WILL BE MADE BY

FACILITY CODE

CODE

17a. CONTRACTOR/OFFEROR

CODE

16. ADMINISTERED BY

CODE

15. DELIVER TO

RFP

IFB

RFQ

14. METHOD OF SOLICITATION

13b. RATING

DPAS (15 CFR 700)

RATED ORDER UNDER

13a. THIS CONTRACT IS A

12. DISCOUNT TERMS

SEE SCHEDULE

MARKED

TION UNLESS BLOCK IS

11. DELIVERY FOR FOB DESTINA-

SIZE STANDARD:

NAICS:

8(A)

EDWOSB

SMALL BUSINESS PROGRAM

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

WOMEN-OWNED SMALL BUSINESS

SMALL BUSINESS

VETERAN-OWNED

SERVICE-DISABLED

BUSINESS

HUBZONE SMALL

SMALL BUSINESS

% FOR:

SET ASIDE:

UNRESTRICTED OR

10. THIS ACQUISITION IS

CODE

9. ISSUED BY

TIME

8. OFFER DUE DATE/LOCAL

b. TELEPHONE NO. (No Collect Calls)

a. NAME

6. SOLICITATION ISSUE DATE

5. SOLICITATION NUMBER

4. ORDER NO.

3. AWARD/EFFECTIVE DATE

2. CONTRACT NO.

1. REQUISITION NO.

PAGE 1 OF

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINSTRATION DATA (Continuation of SF 1449 Blocks 5-18)

1. Contract Administration: All contract administration matters will be handled by the following individual(s):

a. Contractor _____________________________________________

Address _____________________________________________

City/State/Zip _____________________________________________

Point of Contact _____________________________________________

Telephone Number _____________________________________________

Email Address _____________________________________________

TAX ID Number _____________________________________________

SAM IDENTIFICATION # _____________________________________________

b. Government:

Heather Schrader, Administrative Contracting Officer Department of Veterans Affairs, Canandaigua VA Medical Center 400 Fort Hill Avenue | Canandaigua, NY 14424

Allan Preston, Contracting Officer Department of Veterans Affairs 2875 Union Road, #3500 Cheektowaga, NY 14227

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 [ ] 52.232-34, Payment by Electronic Funds Transfer – Other than System for Award Management [ ] 52.232-36, Payment by Third Party

INVOICES: Invoices shall be submitted in arrears:

SECURE FAX: VA Handbook 6500 requires the following statement on all fax cover sheets be included:

“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.”

2. 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.

3. SOLICITATION/CONTRACT: This solicitation and resulting contract adheres to the format defined in Federal Acquisition Regulation (FAR) Parts 12 and 15. An official copy of the FAR can be obtained at: https://www.acquisition.gov/far/

36C24221R0016 POST AWARD ORIENTATION: The Contracting Officer will schedule a post award orientation for contract orientation purposes as required by VA Acquisition Manual, Part M842.502-70.

Page 1 of Page 1 of

B.2 SCHEDULE OF SERVICES

The Contractor shall furnish all personnel to provide services necessary to perform on-site Radiation Oncology Board Certified Chief Therapeutic Medical Physicist, Board Certified Medical Physicist, Board Certified Medical Dosimetrists and Radiologic Therapy Technologists to eligible beneficiaries of the Department of Veterans Affairs, New York Harbor Healthcare System (hereinafter referred to as VAMC) in accordance with the terms, conditions, and provisions stated herein at the prices specified in the Schedule of Services. Contractor will be paid based on actual hours worked as documented by sign in/sign out sheets.

All VHA Radiation Oncology Services are accredited by a nationally recognized accrediting body contracted through the National Radiation Oncology Program (NROP). As such, any Contractor providing on-site radiation oncology services must adhere to all the policies and procedures, practice standards, guidelines, patient care operations; patient safety, quality assurance and quality management of radiotherapy planning, equipment, and delivery; and continuous quality improvement initiatives promulgated by the American College of Radiology, American Society for Radiation Oncology and American Association for Physicist in Medicine.

PLACE OF PERFORMANCE: Services shall be provided on site at the New York Harbor Healthcare System, Brooklyn Campus, 800 Poly Place, Brooklyn, NY 11209.

PRICING INSTRUCTIONS: Three awards will be made as a result of this this solicitation (one award for the Chief Therapeutic Medical Physicist and Medical Physicist, one award for the Board Certified Medical Dosimetrists and one award for the Radiologic Therapy Technologists/on-call). If an offeror is not submitting a proposal for one of the contracts, the schedule for that contract does not need to be completed/provided.

Offeror must submit the minimum number of key personnel to be credentialed and available for scheduling (see table below). If the offeror intends to fill the physicist positions, the minimum number of candidates must be submitted for both the Chief Therapeutic Medical Physicist and Medical Physicist. Offeror shall identify key personnel by name and include their estimated number of hours to equal the LIN hour total. The Offeror is instructed to add sub-LINs to correspond with the number of key personnel submitted.

ESTIMATED QUANTITIES: All quantities listed herein are estimated annual quantities. The Government is not obligated to purchase any specified amount of services under this contract beyond the contract minimum but will be obligated to make payment for all services requested and received in the quantities and of the quality requested.

GUARANTEED MINIMUMS:

Chief Therapeutic Medical Physicist and Medical Physicist Contract: The Government will order at least $350,000.00 in services during the base year of the contract. (Note: The guaranteed minimum order amount applies to the base year only. Award of the additional option years is not guaranteed nor is there a guaranteed minimum order amount in any given option year that is exercised.)

Board Certified Medical Dosimetrists Contract: The Government will order at least $250,000.00 in services during the base year of the contract. (Note: The guaranteed minimum order amount applies to the base year only. Award of the additional option years is not guaranteed nor is there a guaranteed minimum order amount in any given option year that is exercised.)

Radiologic Therapy Technologists/On-Call Contract: The Government will order at least $450,000.00 in services during the base year of the contract. (Note: The guaranteed minimum order amount applies to the base year only. Award of the additional option years is not guaranteed nor is there a guaranteed minimum order amount in any given option year that is exercised.)

MAXIMUM TOTAL CONTRACT AMOUNTS:

Chief Therapeutic Medical Physicist and Medical Physicist Contract: The potential aggregate contract total over the term of the entire contract (base year and four potential option years) is $6,000,000.00.

Board Certified Medical Dosimetrists Contract: The potential aggregate contract total over the term of the entire contract (base year and four potential option years) is $4,000,000.00.

Radiologic Therapy Technologists/On-Call Contract: The potential aggregate contract total over the term of the entire contract (base year and four potential option years) is $10,000,000.00.

ORDERING PROCEDURES: Only the Contracting Officer can place orders as follows:

Chief Therapeutic Medical Physicist and Medical Physicist Contract: One task order in the amount of the estimated quantity will be issued for each performance period. At the end of the performance period, if all estimated quantities have not been provided by the vendor, a bi-lateral modification will be issued to decrease the remaining funds and quantities.

Board Certified Medical Dosimetrists Contract: One task order in the amount of the estimated quantity will be issued for each performance period. At the end of the performance period, if all estimated quantities have not been provided by the vendor, a bi-lateral modification will be issued to decrease the remaining funds and quantities.

Radiologic Therapy Technologists/On-Call Contract: One task order in the amount of the estimated quantity will be issued for each performance period. At the end of the performance period, if all estimated quantities have not been provided by the vendor, a bi-lateral modification will be issued to decrease the remaining funds and quantities.

AWARD BASED ON INITIAL OFFERS: Offerors are advised of the possibility that award may be made without discussion. Accordingly, offerors are cautioned to submit their initial offers based on their most favorable terms, pricing and technical factors.

SCHEDULE OF SERVICES - CHIEF THERAPEUTIC MEDICAL PHYSICIST AND MEDICAL PHYSICIST

Base Year: September 1, 2022 through August 31, 2023

LIN

KEY PERSONNEL

NAME: _________________________________

Hour

NAME: _________________________________

Hour

NAME: _________________________________

Hour

NAME: _________________________________

Hour

TOTAL FOR BASE YEAR

(Subtotal For Board Certified Chief Therapeutic Medical Physicist + Subtotal For Board Certified Medical Physicist)

Option 1: September 1, 2023 through August 31, 2024

LIN

KEY PERSONNEL

NAME: _________________________________

Hour

NAME: _________________________________

Hour

NAME: _________________________________

Hour

NAME: _________________________________

Hour

TOTAL FOR OPTION 1

(Subtotal For Board Certified Chief Therapeutic Medical Physicist + Subtotal For Board Certified Medical Physicist)

Option 2: September 1, 2024 through August 31, 2025

LIN

KEY PERSONNEL

NAME: _________________________________

Hour

NAME: _________________________________

Hour

NAME: _________________________________

Hour

NAME: _________________________________

Hour

TOTAL FOR OPTION 2

(Subtotal For Board Certified Chief Therapeutic Medical Physicist + Subtotal For Board Certified Medical Physicist)

Option 3: September 1, 2025 through August 31, 2026

LIN

KEY PERSONNEL

NAME: _________________________________

Hour

NAME: _________________________________

Hour

NAME: _________________________________

Hour

NAME: _________________________________

Hour

TOTAL FOR OPTION 3

(Subtotal For Board Certified Chief Therapeutic Medical Physicist + Subtotal For Board Certified Medical Physicist)

Option 4: September 1, 2026 through August 31, 2027

LIN

KEY PERSONNEL

NAME: _________________________________

Hour

NAME: _________________________________

Hour

NAME: _________________________________

Hour

NAME: _________________________________

Hour

TOTAL FOR OPTION 4

(Subtotal For Board Certified Chief Therapeutic Medical Physicist + Subtotal For Board Certified Medical Physicist)

CONTRACT TOTALS

CHIEF THERAPEUTIC MEDICAL PHYSICIST AND MEDICAL PHYSICIST CONTRACT

SCHEDULE OF SERVICES - BOARD CERTIFIED MEDICAL DOSIMETRISTS

LIN

KEY PERSONNEL

NAME: _________________________________

Hour

NAME: _________________________________

Hour

NAME: _________________________________

Hour

NAME: _________________________________

Hour

NAME: _________________________________

Hour

LIN

KEY PERSONNEL

NAME: _________________________________

Hour

NAME: _________________________________

Hour

NAME: _________________________________

Hour

NAME: _________________________________

Hour

NAME: _________________________________

Hour

LIN

KEY PERSONNEL

NAME: _________________________________

Hour

NAME: _________________________________

Hour

NAME: _________________________________

Hour

NAME: _________________________________

Hour

NAME: _________________________________

Hour

LIN

KEY PERSONNEL

NAME: _________________________________

Hour

NAME: _________________________________

Hour

NAME: _________________________________

Hour

NAME: _________________________________

Hour

NAME: _________________________________

Hour

LIN

KEY PERSONNEL

NAME: _________________________________

Hour

NAME: _________________________________

Hour

NAME: _________________________________

Hour

NAME: _________________________________

Hour

NAME: _________________________________

Hour

CONTRACT TOTALS

BOARD CERTIFIED MEDICAL DOSIMETRISTS CONTRACT

SCHEDULE OF SERVICES - RADIOLOGIC THERAPY TECHNOLOGISTS/ON-CALL

LIN

KEY PERSONNEL

(Registered with ARRT(T) Certification)

NAME: _________________________________

Hour

(Registered with ARRT(T) Certification)

NAME: _________________________________

Hour

(Registered with ARRT(T) Certification)

NAME: _________________________________

Hour

(Registered with ARRT(T) Certification)

NAME: _________________________________

Hour

(Registered with ARRT(T) Certification)

NAME: _________________________________

Hour

(Registered with ARRT(T) Certification)

NAME: _________________________________

Hour

(Registered with ARRT(T) Certification)

NAME: _________________________________

Hour

(Registered with ARRT(T) Certification)

NAME: _________________________________

Hour

(Registered with ARRT(T) Certification)

NAME: _________________________________

Hour

(Registered with ARRT(T) Certification)

NAME: _________________________________

Hour

TOTAL FOR BASE YEAR

(Subtotal For Radiologic Therapy Technologist + Subtotal For Radiologic Therapy Technologist On-Call)

LIN

Radiologic Therapy Technologist (RTT) (Registered with ARRT(T) Certification)

KEY PERSONNEL

(Registered with ARRT(T) Certification)

NAME: _________________________________

Hour

(Registered with ARRT(T) Certification)

NAME: _________________________________

Hour

(Registered with ARRT(T) Certification)

NAME: _________________________________

Hour

(Registered with ARRT(T) Certification)

NAME: _________________________________

Hour

(Registered with ARRT(T) Certification)

NAME: _________________________________

Hour

(Registered with ARRT(T) Certification)

NAME: _________________________________

Hour

(Registered with ARRT(T) Certification)

NAME: _________________________________

Hour

(Registered with ARRT(T) Certification)

NAME: _________________________________

Hour

(Registered with ARRT(T) Certification)

NAME: _________________________________

Hour

(Registered with ARRT(T) Certification)

NAME: _________________________________

Hour

TOTAL FOR OPTION 1

(Subtotal For Radiologic Therapy Technologist + Subtotal For Radiologic Therapy Technologist On-Call)

LIN

Radiologic Therapy Technologist (RTT) (Registered with ARRT(T) Certification)

KEY PERSONNEL

(Registered with ARRT(T) Certification)

NAME: _________________________________

Hour

(Registered with ARRT(T) Certification)

NAME: _________________________________

Hour

(Registered with ARRT(T) Certification)

NAME: _________________________________

Hour

(Registered with ARRT(T) Certification)

NAME: _________________________________

Hour

(Registered with ARRT(T) Certification)

NAME: _________________________________

Hour

(Registered with ARRT(T) Certification)

NAME: _________________________________

Hour

(Registered with ARRT(T) Certification)

NAME: _________________________________

Hour

(Registered with ARRT(T) Certification)

NAME: _________________________________

Hour

(Registered with ARRT(T) Certification)

NAME: _________________________________

Hour

(Registered with ARRT(T) Certification)

NAME: _________________________________

Hour

TOTAL FOR OPTION 2

(Subtotal For Radiologic Therapy Technologist + Subtotal For Radiologic Therapy Technologist On-Call)

LIN

Radiologic Therapy Technologist (RTT) (Registered with ARRT(T) Certification)

KEY PERSONNEL

(Registered with ARRT(T) Certification)

NAME: _________________________________

Hour

(Registered with ARRT(T) Certification)

NAME: _________________________________

Hour

(Registered with ARRT(T) Certification)

NAME: _________________________________

Hour

(Registered with ARRT(T) Certification)

NAME: _________________________________

Hour

(Registered with ARRT(T) Certification)

NAME: _________________________________

Hour

(Registered with ARRT(T) Certification)

NAME: _________________________________

Hour

(Registered with ARRT(T) Certification)

NAME: _________________________________

Hour

(Registered with ARRT(T) Certification)

NAME: _________________________________

Hour

(Registered with ARRT(T) Certification)

NAME: _________________________________

Hour

(Registered with ARRT(T) Certification)

NAME: _________________________________

Hour

TOTAL FOR OPTION 3

(Subtotal For Radiologic Therapy Technologist + Subtotal For Radiologic Therapy Technologist On-Call)

LIN

Radiologic Therapy Technologist (RTT) (Registered with ARRT(T) Certification)

KEY PERSONNEL

(Registered with ARRT(T) Certification)

NAME: _________________________________

Hour

(Registered with ARRT(T) Certification)

NAME: _________________________________

Hour

(Registered with ARRT(T) Certification)

NAME: _________________________________

Hour

(Registered with ARRT(T) Certification)

NAME: _________________________________

Hour

(Registered with ARRT(T) Certification)

NAME: _________________________________

Hour

(Registered with ARRT(T) Certification)

NAME: _________________________________

Hour

(Registered with ARRT(T) Certification)

NAME: _________________________________

Hour

(Registered with ARRT(T) Certification)

NAME: _________________________________

Hour

(Registered with ARRT(T) Certification)

NAME: _________________________________

Hour

(Registered with ARRT(T) Certification)

NAME: _________________________________

Hour

TOTAL FOR OPTION 4

(Subtotal For Radiologic Therapy Technologist + Subtotal For Radiologic Therapy Technologist On-Call)

CONTRACT TOTALS

RADIOLOGIC THERAPY TECHNOLOGISTS/ON-CALL CONTRACT

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B.3 PERFORMANCE WORK STATEMENT

1. GENERAL - SERVICES REQUIRED: The VA Radiation Oncology Services are accredited by a nationally recognized accrediting body contracted through the National Radiation Oncology Program (NROP). As such, any Contractor providing on-site radiation oncology services must adhere to the guidelines and technical standards for radiation oncology promulgated by the American College of Radiology (ACR), American Society for Radiation Oncology and American Association for Physicist in Medicine. A Contractor providing on-site radiation oncology services must provide evidence the radiation oncology practice meets or exceeds the established clinical practice guidelines and standards.

1.1. PLACE OF PERFORMANCE: VA New York Harbor Healthcare System, Brooklyn Campus, 800 Poly Place, Brooklyn, NY 11209.

1.2. AUTHORITY: Title 38 USC 8153, Health Care Resources (HCR) sharing and FAR parts 12 and 15.

1.3. POLICY/HANDBOOKS:

1.3.1. VHA Notice 2018-34 “Rescission of VHA Directive 2006-041 Veterans Health Care Service Standards:” https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=7475

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

1.3.3. VHA Handbook 1100.18 Reporting and Responding to State Licensing Boards: https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=1364

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

1.3.5. VHA Directive 1088 Communicating Test Results to Providers and Patients: https://www.va.gov/vhapublications/viewpublication.asp?pub_id=3148

1.3.6. VHA Directive 1192.01: Seasonal Influenza Prevention Program: https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=5472

1.3.7. VHA Directive 1156 Accreditation of VHA Radiation Oncology Services/Sections: https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=7450

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

1.3.9. VHA Directive 1414 Stereotactic Body Radiotherapy: https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=8197

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

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

1.3.12. VHA Directive 1100.20 Credentialing of Health Care Professionals: https://vaww.va.gov/vhapublications/ViewPublication.asp?pub_ID=2815

1.3.13. US Nuclear Regulatory Commission for management and use of radioactive materials for medical use and radiation safety requirements, to include (but not limited to) 10 CFR Parts 19, 20, 30, 33, 35, and 71: http://www.nrc.gov/reading-rm.html

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

1.4. DEFINITIONS/ACRONYMS:

1.4.1. AAPM: American Association of Physics in Medicine

1.4.2. ACGME: Accreditation Council for Graduate Medical Education

1.4.3. ABR: American Board of Radiology

1.4.4. ACR: American College of Radiology (www.acr.org/)

1.4.5. ACO: Administrative Contracting Officer

1.4.6. ALARA: As Low as Reasonably Achievable (least & lowest radiation exposure possible)

1.4.7. AOA: American Osteopathic Association

1.4.8. ARRT(T): American Registry of Radiologic Technologists (T) in Radiation Therapy

1.4.9. ASTRO/APEx: American Society for Radiation Oncology/Accreditation Program for Excellence ® (https://www.astro.org/Daily-Practice/Accreditation)

1.4.10. BAA: Business Associate Agreement

1.4.11. CAMPEP: Commission on Accreditation of Medical Physics Educational Programs (http://www.campep.org/default.asp)

1.4.12. CDC: Centers for Disease Control and Prevention

1.4.13. CEU: Certified Education Unit

1.4.14. CMD: Certified Medical Dosimetrist

1.4.15. CME: Continuing Medical Education

1.4.16. CMS: Centers for Medicare and Medicaid Services

1.4.17. CO: Contracting Officer

1.4.18. COR: Contracting Officer’s Representative

1.4.19. COS: Chief of Staff

1.4.20. COVID-19: Coronavirus Disease 2019

1.4.21. CPARS: Contractor Performance Assessment Reporting System

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

1.4.23. EHR: Electronic Health Record – electronic health record system used by the VA

1.4.24. FSMB: Federation of State Medical Boards

1.4.25. FTE: Full time equivalent - VA’s definition for full time- working the equivalent of 80 hours every two weeks, 2,080 hours per year. In calculating FTE, any hours not worked on national holidays shall not be included.

1.4.26. HHS: Department of Health and Human Services

1.4.27. HICPAC: Healthcare Infection Control Practices Advisory Committee- a federal advisory committee made up of 14 external infection control experts who provide advice and guidance to the CDC and the Secretary of HHS regarding the practice of health care infection control, strategies for surveillance and prevention and control of health care associated infections in United States health care facilities.

1.4.28. HIPAA: Health Insurance Portability and Accountability Act

1.4.29. IGRT: Image Guided Radiation Therapy is the process of frequent two and three-dimensional imaging, during a course of radiation treatment, used to direct radiation therapy utilizing the imaging coordinates of the actual radiation treatment plan.

1.4.30. IMRT: Intensity Modulated Radiation Therapy is the process of delivering highly conformal radiotherapy to the tumor while sparing the surrounding normal tissues by varying radiation intensity across treatment portals.

1.4.31. IROC: Imaging and Radiation Oncology Core

1.4.32. ISO: Information Security Officer

1.4.33. MU: Monitor Unit is a measure of machine output of a linear accelerator in radiation therapy.

1.4.34. NHPP: National Health Physics Program- NHPP provides regulatory oversight for the Nuclear Regulatory Commission master materials license issued to VHA to include permitting for use of materials, on-site inspections, and investigations of allegations, medical events, and incidents. In addition, we provide oversight for machine sources of ionizing radiation used for radiation therapy. Finally, we provide assistance and technical information for uses of ionizing radiation for healthcare diagnosis and treatment and non-human biomedical research (http://www.patientcare.va.gov/NHPP.asp)

1.4.35. NROP: National Radiation Oncology Program

1.4.36. NRSC: National Radiation Safety Committee

1.4.37. POP: Period of Performance

1.4.38. PPD: Purified Protein Derivative

1.4.39. PWS: Performance Work Statement

1.4.40. QASP: Quality Assurance Surveillance Plan

1.4.41. QMP: Quality Management Program

1.4.42. SPE: Senior Procurement Executive

1.4.43. SRS: Stereotactic Radio Surgery: a minimally invasive form of surgical intervention which makes use of a three-dimensional coordinated system to locate small targets inside the body and to perform on them some action such as ablation, biopsy, lesion, injection, stimulation, implantation, radiosurgery (SRS) etc.

1.4.44. SBRT: Stereotactic Body Radiotherapy

1.4.45. TJC: The Joint Commission

1.4.46. TLD: Thermoluminescent Dosimeter- a device that measures radiation dose

1.4.47. TMP: Therapeutic Medical Physicist

1.4.48. TRT: Therapeutic Radiologic Technologist (Interchangeable Names: Radiologic Therapy Technologist, Radiation Therapist)

1.4.49. VA: Department of Veterans Affairs

1.4.50. VAMC: Veterans Affairs Medical Center

1.4.51. VetPro: A federal web-based credentialing program for healthcare providers

1.4.52. VHA: Veterans Health Administration

2. QUALIFICATIONS:

2.1. BOARD CERTIFICATION: All continuing education courses required for maintaining certification must be kept up to date at all times. Documentation verifying current certification shall be provided by the Contractor to the VA COR on an annual basis for each year of contract performance.

2.1.1. Chief Therapeutic Medical Physicists must be board certified in Medical Physics or Therapeutic Medical Physics by the ABR and maintain licensure with the Board of Licensure for Professional Medical Physicists, if applicable. Certification must be maintained throughout the period of performance. In the event that the Contractor’s medical physicist(s) is/are not directly employed by the treating facility, documentation must be provided to ensure adequate certification.

2.1.2. Medical Dosimetrists must be Certified Medical Dosimetrists (CMD) certified by the Medical Dosimetrist Certification Board. In the event that the Contractor’s Dosimetrist(s) is/are not directly employed by the treating facility, documentation must be provided to ensure adequate certification.

2.2 CREDENTIALING OF HEALTH CARE PROFESSIONALS (OTHER THAN PHYSICIANS): In accordance with VHA Directive 2012-030, all health care professional who claim licensure, certification, or registration, as applicable to the position (this applies to all who are appointed or utilized on a full-time, part-time, intermittent, consultant , without compensation, on-station fee-basis, on-station contract, or on-station sharing agreement basis) and who are not currently credentialed in accordance with VHA Handbook 1100.19, must be credentialed in accordance with this directive. NOTE: The credentialing requirements are found in Attachment A of this Directive.

2.3 QUALIFICATIONS:

2.3.1 Board Certified Chief Therapeutic Medical Physicist – PhD Level: Must have at least five (5) years of documented post-board experience after board certification and at least three (3) years of continuous work experience within the last five (5) years to ensure the TMP’s experience is current and relevant. Senior TMP must also have the following minimum years of experience, expertise, and knowledge on the following procedures, equipment and software:

2.3.1.1 Five (5) years of experience – Documentation detailing experience in performing all QA procedures (daily, weekly, monthly, quarterly, and annually)

2.3.1.2 Three (3) years of experience – Documentation detailing Therapeutic Medical Physics in an accredited radiation oncology service.

2.3.1.3 Three (3) years of experience – Varian Linear Accelerators with Brain Lab Accessories, Varian True Beam STX Liner Accelerator, Varian Halcyon Linear Accelerator and GE and Philips CT Scanners (following standards of TG-142)

2.3.1.4 Three (3) years of experience – Image Guided Radiation Therapy (IGRT) including Cone Beam CT, and Exactrac imaging modalities (following standards of TG-142)

2.3.1.5 Three (3) years of experience – Eclipse treatment planning system; ARIA/CALYPSO, Vision RT/SGRT and ARIA record and & verify system, including the following treatment modalities: 2D/3D Conformal, SRS, SRT, SBRT, IMRT/VMAT, Varian VariSeed (Brachytherpay), and BK Medical Ultrasound Unit (following standards of TG-53)

2.3.1.6 Three (3) years of experience – IMRT QA: MapCheck2/Delta4 (or equivalent.

2.3.1.7 Three (3) years of experience – GE Discovery and Phillips CT Simulator and following standards of TG-66

2.3.1.8 Three (3) years of experience – Using Superficial X-ray Machine

2.3.1.9 Successfully perform one (1) acceptance testing (i.e., work with vendor to ensure proper working condition during installation) on a linear accelerator.

2.3.1.10 Successfully perform one (1) commission of (i.e. gathered necessary measurements or data) a linear accelerator for a treatment planning system.

2.3.1.11 Thorough knowledge and experience with low does rate brachytherapy

2.3.1.12 Familiarity with Radiation Oncology CPT codes

2.3.2 Board Certified Medical Physicist – MS Level: Candidate can either be Master’s degree level or PhD. Must be Board Certified with at least two years of continuous working experience within the last three years to ensure TMP’s experience is current and relevant. TMP must also have the following minimum years of experience, expertise, and knowledge on the following procedures, equipment and software:

2.3.2.1 Two (2) years of experience – Documentation detailing experience in performing all QA procedures (daily, weekly, monthly, quarterly, and annually)

2.3.2.2 One (1) year of experience – Documentation detailing Therapeutic Medical Physics in an accredited radiation oncology service.

2.3.2.3 One (1) year years of experience – Varian Linear Accelerators with Brain Lab Accessories, Varian True Beam STX Liner Accelerator, Varian Halcyon Linear Accelerator and GE and Philips CT Scanners (following standards of TG-142)

2.3.2.4 One (1) year of experience – Image Guided Radiation Therapy (IGRT) including Cone Beam CT and Exactrac imaging modalities (following standards of TG-142)

2.3.2.5 One (1) year of experience – Eclipse treatment planning system; ARIA/CALYPSO, Vision RT/SGRT and ARIA record & verify system, including the following treatment modalities: 2D/3D Conformal, SRS, SRT, SBRT, IMRT/VMAT, and Varian VariSeed (Brachytherpay), and BK Medical Ultrasound Unit (following standards of TG-53)

2.3.2.6 One (1) year of experience – IMRT QA: MapCheck 2/DELTA 4

2.3.2.7 One (1) year of experience – GE Discovery and Phillips CT (or equivalent) and following standards of TG-66

2.3.2.8 One (1) year of experience – Using Superficial X-ray Machine

2.3.2.9 One (1) year of experience- with low does rate brachytherapy

2.3.3 Board Certified Medical Dosimetrist (CMD): Must be certified in medical dosimetry by the Medical Dosimetrist Certification Board (MDCB) with at least two years of continuous work experience within the last three years to ensure the CMD’s experience is current and relevant. CMD must also have the following minimum years of experience, expertise and knowledge on the following procedures, equipment and software:

2.3.3.1 Two (2) years of experience – Documentation detailing experience in performing all QA procedures (daily, weekly, monthly, quarterly, and annually)

2.3.3.2 One (1) year of experience – Documentation detailing CMD experience in an accredited radiation oncology service.

2.3.3.3 One (1) year of experience – Varian Linear Accelerators: Novalis TX with Brain Lab and ExacTrac, TrueBeam with Rapid Arc, Varian Halcyon Linear Accelerator and GE and Philips CT Scanners

2.3.3.4 One (1) year of experience – Image Guided Radiation Therapy (IGRT) including Cone Beam CT, and ARIA/CALYPSO, Vision RT/SGRT (following standards of TG-142)

2.3.3.5 One (1) year of experience – Eclipse treatment planning system 11.4 or higher; and ARIA record & verify system, including the following treatment modalities: SRS, SRT, SBRT, and IMRT (following standards of TG-53)

2.3.3.6 One (1) year of experience – MapCheck2 and Delta4

2.3.3.7 One (1) year of experience – GE Discovery and Phillips CT Simulator

2.3.3.8 Thorough knowledge of treatment planning systems and routine machine calibration

2.3.4 Radiologic Therapy Technologist (RTT): Must be graduate of an approved program in Therapeutic Radiologic Technology, evidenced by a certificate or an Associate degree from an accredited institution by the JRCERT and certification by the American Registry of Radiologic Technologists (ARRT) in (T) radiation therapy. The qualifications of such personnel shall be subject to review by the VA Chief of Staff and approval by the VA Facility Director. Competency requirements shall be defined by the VA Medical Center.

2.3.4.1 One (1) year of experience – Knowledge of overall characteristics and clinical relevance of radiation oncology treatment machines and equipment.

2.3.4.2 One (1) year of experience – Delivery of prescribed therapeutic radiation for the purposes of cancer and abnormal cell growth treatments.

2.3.4.3 One (1) year of experience – in 3-dimensional conformal radiation therapy (3D-CRT), Intensity-Modulated radiation therapy (IMRT), Image-guided radiation therapy (IGRT), 4-gated therapy, Electron Beam Irradiation, Stereotactic Radio-Surgery, Stereotactic Radio-Therapy and Whole-body electron beam therapy.

2.3.4.4 One (1) year of experience – Education and expertise necessary to generate radiation dose distribution and dose calculations in collaboration with the medial physicist and radiation oncologist.

2.4 TECHNICAL PROFICIENCY: Contract providers shall be technically proficient in the skills necessary to fulfill the Government’s requirements, including the ability to speak, understand and read and write English fluently. The Contractor shall provide documents upon request of the CO/COR to verify current and ongoing competency, skills, certification and/or licensure related to the provision of care, treatment and/or services performed. The Contractor’s providers shall have knowledge of professional care theories, principles, practices and procedures to serve the radiation oncology patient population. The Contractor’s providers shall demonstrate knowledge of growth and development and pathophysiology of disease processes specific to the radiation oncology patient population. The Contractor shall provide verifiable evidence of all educational and training experiences including any gaps in educational history for all contract providers. Contract providers shall be responsible for abiding by the Healthcare System’s Medical Staff Bylaws, Rules and Regulations that govern medical staff behavior.

2.2. CEU REQUIREMENTS: Contractor shall provide the COR copies of current CEUs as required or requested by the VAMC. Contractors registered or certified by national/medical associations shall continue to meet the minimum standards for CEU to remain current. CEU hours shall be reported to the credential’s office for tracking. These documents are required for initial and renewal privileging. Failure to provide shall result in loss of privileges.

2.3. TRAINING (BLS, EHR AND VA MANDATORY): Contractor shall meet all VA educational requirements and mandatory course requirements defined herein; all training must be completed by the Contractor’s provider(s) as required by the VA. Other training may become required. VA will communicate any changes to the training requirement to the Contractor.