SOW - Mobile Radiology Services - FCC Florence.pdf

STATEMENT OF WORK

MOBILE RADIOLOGY SERVICES

Introduction

The Federal Bureau of Prisons (BOP), Field Acquisition Office, Grand Prairie, Texas, intends to make a single award of an indefinite delivery/requirement type contract with firm fixed prices to a responsible entity for the provision of Mobile Radiology Services for the Adults in Custody (AIC) at the Federal Correctional Complex (FCC) Florence located in Florence, Colorado. The FCC houses male AICs who are being held under the authority of the Federal Government by the BOP within four institutions (United States Penitentiary Administrative Maximum (ADX), United States Penitentiary (USP), Federal Correctional Institution (FCI) and the Federal Prison Camp (FPC). General information regarding the Federal Bureau of Prisons (BOP), its facilities, and referenced Program Statements can be located at www.bop.gov.

Place of Performance

The service will be performed on‐site through the Mobile Unit, provided by the contractor, at the ADX, USP, FCI and FPC at FCC Florence, 5880 State Highway 67 South, Florence, Colorado 81226.

Schedule

The Contractor shall provide the various Mobile Radiology Services to FCC Florence. The schedule will be determined by FCC Florence. The number of AICs examined per session is subject to vary for each visit depending upon the need of FCC Florence. The session(s) will ordinarily be scheduled between the hours of 7:30 am to 3:30 pm, Monday through Friday excluding Federal Holidays. Specific days/hours will be subject to mutual agreement between the Health Services Administrator (HSA) and the contractor. The contractor will be notified in advance of the requested date of service and the number of AICs to be examined. The number of AICs will be determined by the HSA and will vary. These sessions may be adjusted to meet the needs of the Health Services Department as determined by the HSA.

Due to the nature of the Correctional Setting, delays in performance of work may be expected.

Such delays may include, but are not limited to inclement weather, electrical or mechanical problems, or other security matters. When contract employee(s) report to the institution but are unable to perform services due to such delays, the contractor will be paid for one (1) procedure. Normally, any remaining sessions for that day will be suspended and the contract employee(s) will be free to leave and the contractor will not be paid for remaining non‐ performed procedures. However, if the institution requests that the contract employee(s) remain at the institution for eventual performance, the contractor shall be paid for such sessions.

The contractor will be notified in advance of the requested dates of services and the estimated number of AICs to be examined. The HSA is responsible for defining the schedule. Upon agreement, any changes to the schedule must be coordinated with the HSA or designee. The estimated number of AICs will be determined by the Health Services Staff and will vary from session to session. Based on previously required services, an estimated number of 215 MRI scans and 100 CT scans per year will be performed.

Supplies

All necessary imaging supplies such as film, contrast media, archival media (optical disks), and ancillary items, such as linens and patient gowns, shall be provided by the contractor.

All supplies, materials, and equipment are the responsibility of the Mobile Imaging Services Company, including the MRI, CT, and the Service Technicians. A suitable pad, electrical power supply and phone line for the Mobile Unit will be supplied by FCC Florence. All supplies intended for use inside the secure perimeter by the contractor will be listed on an inventory sheet approved by FCC Florence in advance.

Methods of Performance

All duties shall be performed in accordance with standards and methods generally accepted in the local community, and will be in compliance with all Federal and State policy and regulations. The contractor shall adhere to all standards and regulations associated with the Joint Commission on Accreditation of Healthcare Organizations (JCAHO) and American Correctional Association (ACA) Foundation/Core Standards for Adult Correctional Institutions.

The contractor has sole responsibility and discretion for choosing and implementing the manner and method of performing tasks outlined in this Statement of Work (SOW) as long as the requirements are performed in accordance with the policies referenced, standards and methods generally accepted within the contractor’s field of expertise.

The contractor must have the ability to work with an AIC Population from a variety of cultural, regional, racial, and ethnic backgrounds.

Description of Services

The contractor will be responsible for providing, without limitations, all the items listed below.

The contractor will provide and perform Mobile Radiology Services to include Magnetic Resonance Imaging (MRI) and Computed Tomography (CT) for the AIC population at FCC Florence.

The contractor will provide, without limitations, readings, interpretation, make diagnosis, and provide clinical recommendations and modalities deemed essential and clinically necessary for all services listed in this SOW.

The contractor will provide all interpretations, diagnosis, and clinical recommendations and modalities in a report to the institution Health Services Department. The report shall be in typewritten or computerized format. Reports must be received within seven (7) days after performance of the aforementioned services.

The contractor will be responsible for equipment transportation, delivery and setup, tractors and drivers, complete maintenance/service coverage on all equipment, applications training and staffing insurance, site planning and consultation, and marketing support. The only expense borne by the FCC Florence is the electrical expense. FCC Florence maintains a pad with the following specifications: Weathertight Angle Tupe with a spring hinged flap – 200 Amp, 480 Volts A.C. 3 poles, and 4 wires.

The contractor will be responsible for the costs of all services, including, the cost of professional interpretations of all services, regardless of the number of exams.

AIC records are the sole property of the Federal Bureau of Prisons and are confidential. No medical record shall be released by the contractor to any person without prior approval from the HSA or designee and the FOIA/Privacy Act Branch of the Office of General Counsel in Central Office, Washington, DC. Contractor shall maintain confidentiality of all the information handled in accordance with the Privacy Act of 1974 and policies stated above.

Uniform Requirements

The Mobile Radiology employee(s) must wear appropriate and professional attire at all times (scrub uniforms are approved). The mobile radiology employee(s) are prohibited from wearing khaki or green clothing of any type as this is the color clothing the inmate population wear.

Employee Health Requirements

The contractor shall ensure that the contract employee(s) is free of infectious diseases. Any individual performing as a licensed staff member under this contract who subsequently develops a medical condition which might reasonably be expected to place other work members under this contract who subsequently develops a medical condition which might reasonably be expected to place other workers, patients, or the public at risk shall be immediately removed from activities requiring performance of invasive procedures and activities which might reasonably be expected to place other workers, patients, or the public at risk. The contract employee(s) may be required to submit to testing or provide evidence acceptable to the Clinical Director of recent testing for tuberculosis or other communicable diseases. Failure to submit to testing or provide acceptable evidence of recent testing for immunity to selected communicable diseases shall be grounds for denying performance of service. In any such case, the Contractor shall be responsible, at no additional cost to the institution, for securing the services of any replacement personnel required due to contract performance.

Academic, Experience, and/or Special Qualifications Required

The contractor shall be registered and licensed with appropriate Boards of Medicine (i.e., Ultrasound and MRI Technicians, etc.) to provide requested services in the State of Colorado in accordance with the SOW. Contractor must be accredited by the Joint Commission on Accreditation of Health Care Organizations (JCAHO). All M.D. must be board certified in their respective specialty. FCC Florence must be provided with a credential file on any physician interpreting radiology studies. All reports need to be typed with appropriate letter head of the radiologist and for specialists reading the studies. There should be typed signature blocks. All specialists reading studies (including radiologist and/or cardiologist) need to be board certified.

In the event of a serious abnormal reading the contractor is required to notify the HSA immediately. Additionally, the personnel operating the equipment must have a license to practice in at least one state in the United States. The contractor shall produce all credentials prior to contract award. Failure to submit evidentiary documentation of certifications, education requirements, or the name of a qualified candidate who will perform these services may result in elimination from consideration for award.

Contractor shall provide verification of credentials (education, current licensor/status competency, continuing medical education, and acceptable findings in national practitioners Data Bank Inquiry) and proof of malpractice insurance. This should be updated as items expire.

Restrictions on Contract Workers

The contract employee(s) shall not supervise inmates, supervise Bureau of Prisons staff, participate in inmate accountability, requisition, sign for, or pick up supplies, formulate policy or procedures, or attend meetings, staff recalls or staff functions.

Patient Management

The contractor will be responsible for receiving patients and explaining procedures to alleviate undue anxiety, submitting reports and evaluations as requested. The contractor will be responsible for following directives and comply with Bureau of Prisons Health Services Manual, FCC Florence institutional mandates and the Health Service policies in the management of all patient encounters.

Patients shall be accorded impartial access to treatment or accommodations that are available or medically indicated, regardless of race, creed, sex, national origin, or religion. Services provided under the sponsorship of the contractor shall be departments/services of the medical department. Staffing shall be commensurate with the expected needs of the patients and within the scope of services offered. The contractor shall not provide information to the AIC(s).

If the situation arises, where AIC(s) are required to be provided information, the Contacting Officer Representative (COR) or HSA shall provide any information the AIC(s) are to receive. The contractor is required to maintain an open line of communication with the HSA.

Adults in Custody (AIC) Management

The provision of services under this proposed contract will require frequent and unsupervised contact with AICs. The contract employee shall not be responsible for the management of any AICs, other than to ensure AICs involved within the contract’s scope of work abide by all rules to ensure their safety and well‐being.

The contractor is to constantly be aware of security and maintain a professional relationship with AICs at all times. Any violation of the institution rules and regulations are to be brought immediately to the attention of any Government employee employed at the institution. The contractor will be required to provide documentation to the COR, or designee, of any infractions of institutional rules and regulations by AICs for proper action.

Institution Security

The contractor, as well as all employee(s) of the contractor, agrees to adhere to all regulations prescribed by the institutions in regard to the safety, custody, and conduct of AICs. The Bureau of prisons requires all non‐staff to sign in and out of the institution for security reasons.

Contract employee(s) will sign the log, indicating the date of visit to the institution, time of arrival, and time of departure. The contract employee(s) may, at any time, be removed from the institution at the discretion of the CEO. Additionally, the contract employee(s) will each be required to wear an ID badge, provided by the government, at all times within the confines of the institution. The Contractor will maintain and furnish time and attendance reports as required by the HSA. At the time of arrival and before entry into the institution, contract employee(s) may be required to submit their possessions for passage through an x‐ray screening machine and may be required to clear a walk through metal detector.

The contractor, as well as contract employee(s), must undergo a security clearance process prior to being permitted to enter the institution. It is the responsibility of the contractor to make sure that those staff submit the required information and complete the necessary actions in a timely manner so as to complete their investigations as expeditiously as possible.

Additionally, it is the responsibility of the contractor to provide staff to fulfill this contract that is reasonably certain to be able to successfully complete the security scrutiny. This may involve a more intensive screening process on the part of the contractor.

Contract employee(s) will be provided with a security and BOP procedures orientation session prior to performing any services under this contract. The date and time for this orientation will be coordinated by the COR. Refresher Training in security and BOP procedures may be required annually. Compensation to the contractor for time spend in this, and any other required security related training, will be at the contract rate, prorated hourly.

Payment Terms

Contractor must provide a means for electronic payments to include bank routing and account number. Payment terms are as specified in FAR 52.212‐4(g), the due date for making an invoice payment by the designated payment office shall be the 30th day after the designated billing office has received a proper invoice, or the government accepts the services performed by the contractor. The contractor can, however, offer discount payment terms for prompt payments as specified on the solicitation.