Q508--COM-HEMATOLOGY/ONCOLOGY-ON-SITE-603 FY25 New Award

36C24926Q0009 A00002

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A.1 VENDOR QUESTIONS

1. The shift / schedule description says:

The part about being onsite daily, but only when called or scheduled is a little confusing - I'd like to know what the anticipated schedule is.

Related, the part about us being responsible for finding coverage during vacancies or sick periods - this sounds like it could be a mix of scheduled / anticipated vacancies as well as unexpected absences...is the desire that we would have a physician who is credentialed and just available to pick up sporadic shifts when needed (without much heads up)?

The Contractor s qualified Hematology and Medical Oncology physician(s) shall provide outpatient services, with a minimum of three (3) 6-hour clinic session and up to a maximum of four (4) 6-hour clinic session days per week as needed per VA requirements; each clinic with a maximum of (25) patient slots; one clinic day must be on Friday; focusing on general hematology-oncology including all sub-specialties and inpatient coverage as ad-hoc. Clinic session days will be negotiated and mutually agreed upon between Contractor and the VA Medical Center, to provide coverage for other Hematology/Medical Oncology outpatient clinics during times of staffing shortages or staff absences and valid emergencies as needed.

The contractor shall be responsible for providing coverage during periods of vacancies or if key provider is sick. This means the contractor would need another available provider to cover as needed.

2. The request says they want an all-inclusive rate - is this including travel, lodging, mileage, etc.? Or is this just referring to the daily clinic work (including OT, call, etc. in the rate)?

A. Offers should include an all-inclusive rate that includes all cost associated with providing services. Offers should submit one separate technical and one all-inclusive price quote.

3. The price schedule (page 8) looks like it's showing a rate of $1248/hr, but that's obviously not accurate. Can you clarify how I should be reading that, or ask the facility for some more info?

A. The price schedule shows the estimated amount of hours as 1,248 annually. That amount is not a price. Offers will have to submit their pricing for per hour rate and then annual rate for each option period.

4. 1.1.1. (page 9) says the schedule is a minimum of 3, 6 hr days/week and a maximum of 3, 6 hr days/week...but then in section 3.2. It says 3-4, 6 hr days...please clarify exactly what schedule they need.

A. This should read Outpatient services should be offered as needed to meet demand, with a minimum of (3) 6-hour clinic sessions day per week; one clinic day will be on Friday; and a maximum of (4) 6-hour clinic sessions per week as need is identified by VA; each clinic with a maximum of (25) patient slots.

5. 2.4. (page 17) sounds like us indemnifying them, but not vice versa?

A. The Contractor shall be liable for, and shall indemnify and hold harmless the Government 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.

6. 2.9.3. (page 18) states that if a staff physician is unable to work and needs coverage, we would have 2 hours to find coverage?

A. The Contractor shall be responsible for providing coverage to the VA during periods of vacancies of the Contractor s personnel due to sick leave, personal leave, vacations, and additional coverage as required. In the event a scheduled physician is unable to complete an assigned shift, the contractor shall provide replacement physician coverage within 2 hours and notify the Contracting Office Representative (COR) at the Robley Rex VA Medical Center immediately of the schedule change.

7. 2.9.4.4. (page 19) states that we have to have a contingency plan in place if one of our locums providers is unable to cover any longer / stops working with us, etc...I'd like to know what exactly they're expecting in a contingency plan (speed of replacement, etc.). Obviously, we would make our best effort to find a new provider, but we can't guarantee any results / timeframe.Â

A. Because continuity of care is an essential part of the Facility s medical services, The Contractor shall have a contingency plan in place to be utilized if the Contractor s physician(s) leaves Contractor s employment or is unable to continue performance in accordance with the terms and conditions of the resulting contract. The plan is up to the contractor to create and implement if needed.

8. 3.4. (page 20) states that the locums have to attend 124 hrs worth of committee meetings / conferences each year...that's about 15 days. Is this paid or unpaid time?

A. This would be paid time and is accounted for in the estimated hours for each option period.

9. 3.5. (page 21) states that we have to give a 90-day notice in case of cancellation / coverage change. It's possible that some providers would agree to this. Would they flex on this timeline at all?

A. All clinic reduction and cancellation requests shall follow Medical Center policy. Unless a state of emergency has been declared, the Contractor shall be responsible for providing services or a cancellation of clinics must be submitted in writing/made with 90-day notice and submitted to the VA s Medical Service Administrative Office located at the Robley Rex VAMC. Cancellation of clinics with less than a 90-day notice shall occur only due to weather, acts of war, or national disasters that are out of control of the VHA or the contract physician.