Q--Board Certified Internal Medicine Services for Castle Point and Montrose.

The Department of Veteran Affairs VISN 2 is in need of a Board Certified Internal Medicine Physician for the VA Medical Center at the Montrose and Castle Point Campus. An anticipated requirement for a Board Certified Internal Medicine Physician as outlined in the attached Performance Work Statement (PWS) is what is in demand. The Department of Veterans Affairs Network Contracting Office (NCO) 2 is conducting a market survey in search of responsible sources in order to determine the acquisition strategy for this potential procurement. The North American Industry Classification Systems (NAICS) Code for this requirement is 561320 TEMPORARY HELP SERVICES. The Small Business Administration (SBA) size standard for this NAICS Code is $27.5 million. Interested parties are advised that in keeping with the Veterans First Contracting program under 38 U.S.C. 8127-8128, as implemented under VA Acquisition Regulation (VAAR) subpart 819.70 and VA Procurement Policy Memorandum 2016-05 Implementation of the Veterans First Contracting Program, if the Contracting Officer has a reasonable expectation that two or more small business concerns owned and controlled by Service-disabled veteran-owned small business (SDVOSB) concerns are capable of meeting the requirement for a fair and reasonable price that offers the best value to the United States, the requirement will be set-aside for SDVOSB concerns. If an SDVOSB set-aside is not appropriate, the requirement will be evaluated to determine whether a Veteran Owned Small Business (VOSB) set-aside is appropriate. The term SDVOSB / VOSB under the Veterans First Contracting program has the same meaning as defined in FAR subpart 2.101, except for acquisitions authorized by 38 U.S.C. 8127 and 8128 for the Veterans First Contracting Program SDVOSB and VOSB concerns must be listed as verified in the Vendor Information Pages (VIP) database at https://www.vip.vetbiz.gov in addition to meeting the NAICS code small business size standard to be eligible for award under Veterans First Contracting Program set-asides. If capability packages are received from at least two (2) capable small business firms that meet the NAICS code small business size standard - in the following order of preference - this requirement will be set aside accordingly: 1. SDVOSB 2. VOSB 3. Other capable small business firms Eligible parties are required to provide the following capability information to the Contract Specialist, Mr. CLIFFORD S. HARRISON ([email protected]): - Professional Qualifications necessary for the satisfactory performance of the required services outlined in the attached SOW - Capability to accomplish the work in the required timeframe - Minimal three (3) references with a description of work completed for a Government agency or private industry of equivalent complexity to the required services. The names of the appropriate Point of Contact (POC) and their contact information (telephone numbers and email addresses). - DUNS number - Business Size (Large/Small) under NAICS Code 561320 - Business Socio-Economic Status (SDVOSB, VOSB, WOSB, 8(a), HUB Zone, etc.) - Copy of VIP showing verified status - Estimated cost of the required services Responses to this notice must be submitted in writing via (email) and must be received not later than Friday, November 2, 2018 at 12PM (noon), email: [email protected] It is the responsibility of the responder to ensure the timely delivery of their capability packages. No telephone inquiries will be accepted. Please review the attached SOW, compile all questions or requests for information (RFI s) in one (1) email and submit to [email protected]. Responses to this notice will be used by the Government to make appropriate acquisition decisions. If your firm is a Service-Disabled Veteran Owned, you must be VERIFIED in VetBiz (see internet site: http://vip.vetbiz.gov). Contractor must be registered in System for Award Management (SAM), formerly CCR (see internet site: http://www.sam.gov ). PERFORMANCE WORK STATEMENT 1. GENERAL: Services Provided: The contractor shall provide Board Certified Internal Medicine Services on site in accordance with the terms and conditions contained herein to beneficiaries of the Department of Veterans Affairs (VA), VA Hudson Valley Healthcare System. Place of Performance - Contractor shall furnish services at the VA Hudson Valley Healthcare System, Montrose Campus, Castle Point Campus and its Community Based Outpatient Clinic s. Authority: Title 38 USC 513 General Contracting Authority Policy/Handbooks - The contractor shall be subject to the following policies, including any subsequent updates during the period of performance: VA Directive 1663: Health Care Resources Contracting - Buying http://www1.va.gov/vapubs/viewPublication.asp?Pub_ID=347 VHA Directive 2006-041 Veterans Health Care Service Standards (expired but still in effect pending revision) https://www1.va.gov/vhapublications/ViewPublication.asp?pub_ID=1443 VHA Directive 2010-018 Facility Infrastructure www.va.gov/vhapublications/ViewPublication.asp?pub_ID=2227 VHA Directive 1192 Seasonal Influenza Prevention Program https://www.publichealth.va.gov/docs/flu/VHA_Directive_1192_Sep VHA Handbook 1100.17: National Practitioner Data Bank Reports - http://www1.va.gov/vhapublications/ViewPublication.asp?pub_ID=2135 VHA Handbook 1100.18 Reporting And Responding To State Licensing Boards - http://www1.va.gov/vhapublications/ViewPublication.asp?pub_ID=1364 VHA Handbook 1100.19 Credentialing and Privileging - http://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=2910 VHA Handbook 1907.01 Health Information Management and Health Records: http://www1.va.gov/vhapublications/ViewPublication.asp?pub_ID=2791 Privacy Act of 1974 (5 U.S.C. 552a) as amended http://www.justice.gov/oip/foia_updates/Vol_XVII_4/page2.htm Joint Commission - http://www.jointcommission.org/standards/ HHS OIG Website http://oig.hhs.gov/exclusions/index.asp American Journal for Infection Control - AJIC 1998; 26:289-354 http://www.cdc.gov/hicpac/pdf/InfectControl98.pdf Definitions/Acronyms: 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. ABCP American Board of Cardiovascular Perfusion ACGME: Accreditation Council for Graduate Medical Education ACLS: Advanced Cardiac Life Support BLS: Basic Life Support CBOC: Community Based Outpatient Clinic CDC: Centers for Disease Control and Prevention CDR: Contract Discrepancy Report CEU: Certified Education Unit CME: Continuing Medical Education CMP: Civil Monetary Penalty CMS: Centers for Medicare and Medicaid Services CO: Contracting Officer The person executing this contract on behalf of the Government with the authority to enter into and administer contracts and make related determinations and findings. 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 Government. The COR shall report to the CO promptly any indication of non-compliance in order that appropriate action can be taken. COS: Chief of Staff CPARS: Contractor Performance Assessment Reporting System CPRS: Computerized Patient Recordkeeping System- electronic health record system used by the VA. DEA: Drug Enforcement Agency ED: Emergency Department ECMO: Extracorporeal Membrane Oxygenation EMR: Electronic Medical Record FSMB: Federation of State Medical Boards FTEE: Full Time Equivalency Employee is defined by VA as a minimum of 80 hours every two weeks and does not include holidays HHS: Department of Health and Human Services HIPAA: Health Insurance Portability and Accountability Act HR: Human Resources ISO: Information Security Officer National Provider Identifier (NPI): NPI is a standard, unique 10-digit numeric identifier required by HIPAA. The Veterans Health Administration must use NPIs in all HIPAA-standard electronic transactions for individual (health care practitioners) and organizational entities (medical centers). NLNAC: National League for Nursing Accrediting Commission. www.nlnac.org Non-Contract Provider - any person, organization, agency, or entity that is not directly or indirectly employed by the Contractor or any of its subcontractors. NP: Nurse Practitioner NPPES: National Plan and Provider Enumeration System OSHA: Occupational Safety and Health Administration OIT: Office of Information and Technology OPM: Office of Personnel Management OPPE: Ongoing Provider Practice Evaluation OR: Operating Room PA: Physician Assistant PIV: Personal Identity Verification POP: Period of Performance PPD: Purified Protein Derivative PWS: Performance Work Statement QASP: Quality Assurance Surveillance Plan RFP: Request for Proposal VAMC: Veterans Affairs Medical Center Veterans Health Administration (VHA): The central office for administration of the VA medical centers throughout the United States. The VHA is located in Washington, D.C. Veterans Integrated Services Network (VISN): The regional oversight for the VA medical centers. VISTA (Veterans Integrated Systems Technology Architecture): A PC based system that will capture and store clinical imagery, scanned documents and other non-textual data files and integrates them into patient s medical record and with the hospital information system. VetPro: a federal web-based credentialing program for healthcare providers. Veterans Affairs Medical Center (VAMC): Unless identified with the name of a different VA Medical Center, for the purpose of this contract, this term shall mean the VA Hudson Valley Healthcare System. QUALIFICATIONS: Staff/Facility License The Contractor s physician (s) assigned by the Contractor to perform the services covered by this contract shall have a current license to practice medicine in any State, Territory, or Commonwealth of the United States or the District of Columbia) when services are performed onsite on VA property. All licenses held by the personnel working on this contract shall be full and unrestricted licenses. Contractor s physician (s) who have current, full and unrestricted licenses in one or more states, but who have, or ever had, a license restricted, suspended, revoked, voluntarily revoked, voluntarily surrendered pending action or denied upon application will not be considered for the purposes of this contract. Board Certification and Experience - All contractor s physician (s) shall be Board Certified/Board Eligible in Internal Medicine or Family Practice, have experience in providing scope of care as described and be currently certified in Basic Life Support (BLS) Advanced Cardiac Life Support (ACLS) or equivalency. 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. Credentialing and Privileging Credentialing and privileging is to be done in accordance with the provisions of VHA Handbook 1100.19 referenced above. The Contractor is responsible to ensure that proposed physician(s) possesses the requisite credentials enabling the granting of privileges. No services shall be provided by any contractor s physician (s) prior to obtaining approval by the (VA Hudson Valley Healthcare System) Professional Standards Board, Medical Executive Board and Medical Center Director. If a contractor s physician (s) is not credentialed and privileged or has credentials/privileges suspended or revoked, the Contractor shall furnish an acceptable substitute without any additional cost to the government. Technical Proficiency - Contract personnel (s) shall be technically proficient in the skills necessary to fulfill the government s requirements, including the ability to speak, understand, read and write English fluently. 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. Contractor shall provide verifiable evidence of all educational and training experiences including any gaps in educational history for all contract personnel(s) and contract personnel (s) shall be responsible for abiding by the Facility's Medical Staff By-Laws, rules, and regulations (referenced herein) that govern medical staff behavior. Continuing Medical Education (CME)/ Certified Education Unit (CEU) Requirements: Contractor shall provide the COR copies of current CMEs as required or requested by the VAMC. Contract personnel (s) registered or certified by national/medical associations shall continue to meet the minimum standards for CME to remain current. Contractor shall report CME hours to the credentials office for tracking. These documents are required for both privileging and re-privileging. Failure to provide shall result in loss of privileges for contract personnel (s). Training (ACLS, BLS, CPRS 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 physician(s) as required by the VA.Other training may become required. VA will communicate any changes to the training requirement to the contractor. Training (The following training is mandatory per VHACO for Contracted Physicians) Frequency (once a year, etc) Annual Hours Age Specific and Cultural Competencies Once a year 1 Active Threat Training Once a year 1 Government Ethics Once a year 1 Hospice and Pallative Care for VA Clinicians Once a year 1 Military Sexual Trauma (MST) for Medical Providers Once a year 1 Prevention of Workplace Harassment/No Fear Act Once a year 1 VA Core Values Training (ICARE Recommitment) Once a year 1 VA Privacy and Information Security Awareness and Rules of Behavior Once a year 1 VHA Privacy and HIPAA Focused Training Once a year 1 ACLS/BLS Once a year 1 Patient Safety Once a year 1 Patient Rights Once a year 1 Patient Abuse Once a year 1 Prevention/Management of Disruptive Behavior/Violence Prevention Level I Once a year 1 Suicide Prevention: Suicide Risk Management Training for Clinicians Once a year 1 SUX Infection Control and Bood Borne Pathogens Once a year 1 CPRS Once a year 1 VISTA Imaging Once a year 1 Standard Personnel Testing (PPD, etc.): Contractor shall provide proof of the following tests for physicians within five (5) calendar days after contract award and prior to the first duty shift to the COR and Contracting Officer. Tests shall be current within the past year. TUBERCULOSIS TESTING: Contractor shall provide proof of a negative Tuberculosis Skin Test (TST) or interferon-gamma release assays (IGRA) for all Contractor s physician (s) {This is applicable to all health care workers}. A negative chest radiographic report for active tuberculosis shall be provided in cases of positive TST or IGRA results. The TST or IGRA testing shall be repeated annually. MEASLES, MUMPS, & RUBELLA TESTING: Contractors shall provide proof of immunity for all Contractor physicians {This is applicable to all health care workers}. VARICELLA: Contractors shall provide proof of immunity for all Contractor physicians {This is applicable to all health care workers}. ACELLULAR PERTUSSIS: Contractors shall provide proof of 1 dose of Tdap vaccination for all Contractor physicians {This is applicable to all health care workers}. INFLUENZA: Contractors shall provide proof that all Contractor physicians have received the annual Influenza vaccine unless it is contraindicated. If the Contractor physician has a medical contraindication to the vaccine they shall be required to wear a mask during the Influenza season . {This is applicable to all health care workers}. OSHA REGULATION CONCERNING OCCUPATIONAL EXPOSURE TO BLOODBORNE PATHOGENS: Contractor shall provide evidence of completing and passing generic self-study blood-borne pathogen training for all Contractor s physician (s) {This is applicable to all health care workers}; provide their own Hepatitis B vaccination series and hepatitis B surface antigen test results following the hepatitis B vaccination series; maintain an exposure determination and control plan; maintain required records; and ensure that proper follow-up evaluation is provided following an exposure incident. The VAMC shall notify the Contractor of any significant communicable disease exposures as appropriate. Contractor shall adhere to current CDC/HICPAC Guideline for Infection Control in health care personnel ( as published in American Journal for Infection Control- AJIC 1998; 26:289-354 http://www.cdc.gov/hicpac/pdf/InfectControl98.pdf) for disease control. Contractor shall provide follow up documentation of clearance to return to the workplace prior to their return. National Provider Identification (NPI): NPI is a standard, unique 10-digit numeric identifier required by HIPAA. The Veterans Health Administration must use NPIs in all HIPAA-standard electronic transactions for individual (health care practitioners) and organizational entities (medical centers). The Contractor shall have or obtain appropriate NPI and if pertinent the Taxonomy Code confirmation notice issued by the Centers for Medicare and Medicaid Services (CMS) National Plan and Provider Enumeration System (NPPES) be provided to the Contracting Officer with the proposal. Conflict of Interest: The Contractor and all contract personnel (s) 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 must also provide relevant facts that show how it s 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 (Jan 2008) and fully outlined in response to the subject attachment in Section D of the solicitation document. Citizenship related Requirements: The Contractor certifies that the Contractor shall comply with any and all legal provisions contained in the Immigration and Nationality Act of 1952, As Amended; its related laws and regulations that are enforced by Homeland Security, Immigration and Customs Enforcement and the U.S Department of Labor as these may relate to non-immigrant foreign nationals working under contract or subcontract for the Contractor while providing services to Department of Veterans Affairs patient referrals; While performing services for the Department of Veterans Affairs, the Contractor shall not knowingly employ, contract or subcontract with an illegal alien; foreign national non-immigrant who is in violation their status, as a result 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. If the Contractor fails to comply with any requirements outlined in the preceding paragraphs or its Agency regulations, the Department of Veterans Affairs may, at its discretion, require that the foreign national who failed to maintain their legal status in the United States or otherwise failed to comply with the requirements of the laws administered by Homeland Security, Immigration and Customs Enforcement and the U.S 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 shall form the basis for termination of this contract for breach. This certification concerns a matter within the jurisdiction of an agency of the United States and the making of a false, fictitious, or fraudulent certification may render the maker subject to prosecution under 18 U.S.C. 1001. The Contractor agrees to obtain a similar certification from its subcontractors. The certification shall be made as part of the offerors response to the RFP using the subject attachment in Section D of the solicitation document. Annual Office of Inspector General (OIG) Statement: In accordance with HIPAA and the Balanced Budget Act (BBA) of 1977, the Department of Health and Human Services (HHS) Office of Inspector General (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. Therefore, Contractor shall review the HHS OIG List of Excluded Individuals/Entities on the HHS OIG web site referenced above to ensure that the proposed contract physician (s) are not listed. Contractor 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 was excluded and may also be subject to treble damages for the amount claimed for each item or service. CMP s may also be imposed against the Contractor that employ or enter into contracts with excluded individuals to provide items or services to Federal program beneficiaries. By submitting their proposal, the Contractor certifies that the HHS OIG List of Excluded Individuals/Entities has been reviewed and that the Contractors are and/or firm is not listed as of the date the offer/bid was signed. 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 Handbook 1100.19. Clinical/Professional performance monitoring and review of all clinical personnel covered by this contract for quality purposes will be provided by the VAMC 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. Non Personal Healthcare Services: The parties agree that the Contractor and all contract personnel (s) shall not be considered VA employees for any purpose. Indemnification: 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. Prohibition Against Self-Referral: Contractor s physicians are prohibited from referring VA patients to contractor s or their own practice(s). Inherent Government Functions: Contractor and Contract personnel (s) shall not perform inherently governmental functions. This includes, but is not limited to, determination of agency policy, determination of Federal program priorities for budget requests, direction and control of government employees (outside a clinical context), selection or non-selection of individuals for Federal Government 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. No Employee status: The Contractor shall be responsible for protecting Contract personnel (s) furnishing services. To carry out this responsibility, the Contractor shall provide or certify that the following is provided for all their staff providing services under the resultant contract: Workers compensation Professional liability insurance Health examinations to include: Annual TB Skin Test and recent chest X-ray if there is a history of positive TB skin test Evidence of Hepatitis B immunity (hepatitis immune titer, if the individual has had the series of shots; if no immunity, evidence that the individual has started the Hepatitis B vaccination series Evidence of a Hepatitis C titer Varicella titer if contracted employee has not had chicken pox Income tax withholding, and Social security payments Tort Liability: The Federal Tort Claims Act does not cover Contractor or contract personnel (s). When a Contractor or contract personnel (s) has been identified as a provider in a tort claim, the Contractor shall be responsible for notifying their legal counsel and/or insurance carrier. Any settlement or judgment arising from a Contractor s (or contract provider (s)) action or non-action shall be the responsibility of the Contractor and/or insurance carrier. Key Personnel: The VA Full Time Equivalency (FTE): FTE is defined by VA as 2080 hours per year. The number of Board Certified Internist/Family Practitioner required to be on site on a daily basis is 1 as defined in paragraph Hours of Operation of this section. 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 provider is unable to complete an assigned shift, the contractor shall be notified to provide a replacement provider coverage within 2 hours and notify the Contracting Office Representative (COR) at the (VA Hudson Valley Healthcare System ) immediately of the schedule change. Contractor shall provide the names of the contracted employee(s) assigned to the performance: Key Personnel/Substitute Name (s) Official Title FTEE (i.e.; 1.0, .5,) National Provider Identifier Number 1. 1.0 2. 1.0 3. 1.0 4. 1.0 Substitutes Emergency Substitutions: During the first ninety (90) calendar days of performance, the Contractor shall make NO substitutions of key personnel unless the substitution is necessitated by illness, death or termination of employment. The Contractor shall notify the CO, in writing, within 15 calendar days after the occurrence of any of these events and provide the information required below. After 90 days, the Contractor shall submit the information required below to the CO at least 15 calendar days prior to making any permanent substitutions. The Contractor shall provide a detailed explanation of the circumstances necessitating the proposed substitutions, complete resumes for the proposed substitutes, and any additional information requested by the CO. Proposed substitutes shall have comparable qualifications to those of the persons being replaced. The CO will notify the Contractor within 15 calendar days after receipt of all required information of the decision on the proposed substitutes. The contract will be modified to reflect any approved changes of key personnel. For temporary substitutions where the key person shall not be reporting to work for three (3) consecutive work days or more, the Contractor shall provide a qualified replacement for the key person. The substitute shall have comparable qualifications to the key person. Any period exceeding two weeks will require the procedure as stated above. The Government reserves the right to refuse acceptance of any Contractor personnel 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 patient 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 of acceptability is the CO. Contingency Plan: Because continuity of care is an essential part of VAMC s medical services, The Contractor shall have a contingency plan in place to be utilized if the contract personnel (s) leaves Contractor s employment or is unable to continue performance in accordance with the terms and conditions of the resulting contract. Note: Evidence of completion of required licensure, credentials, required training, current competencies and background investigations must be validated for all contractor personnel referred to perform services under this contract prior to providing direct patient care. Contractor shall not have any personnel report to duty until written notification is received from the Contracting Officer advising that the candidate (s) presented has met all requirements for contract performance. HOURS OF OPERATION: VA Business Hours: VA business hours/hours of operation are 8:00AM EST to 4:30PM EST. Work Schedule: Regular work hours are Monday through Friday for eight (8) hours a day from 8:00 a.m. to 4:30 p.m. The Internal medicine service is required for 1040 hours per year on a Monday through Friday, eight hours shift. Federal Holidays: New Year s Day Martin Luther King s Birthday President s Day Memorial Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day Any day specifically declared to be a national holiday. CONTRACTOR RESPONSIBILITIES Clinical Personnel Required: The Contractor shall provide contractor s physician (s) who are competent, qualified per this performance work statement and adequately trained to perform assigned duties. Contractor s physician (s) shall be responsible for signing in and out when in attendance. Time sheets will be used by the COR to confirm hours/day and services provided against the contractor s invoices. Standards of Care: The contractor s physician (s) care shall cover the range of Internal Medicine services as would be provided in a state-of-the-art health care treatment facility and the standard of care shall be of a quality, meeting or exceeding currently recognized national standards as established by: The American Board of Internal Medicine http://www.abim.org/ VA Standards: VHA Directive 2006-041 Veterans Health Care Service Standards (expired but still in effect pending revision) https://www1.va.gov/vhapublications/ViewPublication.asp?pub_ID=1443 The professional standards of the The Joint Commission (TJC) http://www.jointcommission.org/ The standards of the American Hospital Association (AHA) http://www.hpoe.org/resources?show=100&type=8 and; The requirements contained in this PWS MEDICAL RECORDS Authorities: Contractor s physician (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 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). HIPAA: This contract and its requirements meet exception in 45 CFR 164.502(e), and do not require a BAA in order for Covered Entity to disclose Protected Health Information to: a health care provider for treatment. Based on this exception, a BAA is not required for this contract. Treatment and administrative patient records generated by this contract or provided to the Contractors by the VA are covered by the VA system of records entitled Patient Medical Records-VA (24VA19). Contractor generated VA Patient records are the property of the VA and shall not be accessed, released, transferred, or destroyed except in accordance with applicable laws and regulations. Contractor shall ensure that all records pertaining to medical care and services are available for immediate transmission when requested by the VA. Records identified for review, audit, or evaluation by VA representatives and authorized federal and state officials, shall be accessed on-site during normal business hours or mailed by the Contractor at his expense. Contractor shall deliver all final patient records, correspondence, and notes to the VA within twenty-one (21) calendar days after the contract expiration date. Disclosure: Contractor s physician (s) may have access to patient medical records: however, Contractor shall obtain permission from the VA before disclosing any patient information. Subject to applicable federal confidentiality or privacy laws, the Contractor, or their designated representatives, and designated representatives of federal regulatory agencies having jurisdiction over Contractor, may have access to VA s records, at VA s place of business on request during normal business hours, to inspect and review and make copies of such records. The VA will provide the Contractor with a copy of VHA Handbook 1907.1, Health Information management and Health Records and VHA Handbook 1605.1, Privacy and Release of Information. The penalties and liabilities for the unauthorized disclosure of VA patient information mandated by the statutes and regulations mentioned above, apply to the Contractor. Professional Standards for Documenting Care: Care shall be appropriately documented in medical records in accordance with standard commercial practice and guidelines established by VHA Handbook 1907.01 Health Information Management and Health Records: http://www1.va.gov/vhapublications/ViewPublication.asp?pub_ID=2791 and all guidelines provided by the VAMC. Release of Information: The VA shall maintain control of releasing any 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. Completed Release of Information requests will be forwarded to the VA Privacy Officer at the following address: Celeste Ortiz, Privacy Officer [email protected] 914-737-4400 x2634/4409 VA Hudson Valley, Montrose Campus Direct Patient Care: estimated 95% of the time involved in direct patient care. Per the qualification section of this PWS, the Contractor shall provide the following staff: Board Certified/Eligible in Internal Medicine or Family Medicine Physicians Scope of Care: Contractor s physician (s) (as appropriate and within scope of practice/privileging) shall be responsible for providing Internal Medicine care, including, but not limited to : Evaluation, Treatment and Management: Contractor s physicians shall admit and coordinate all aspects of care for primary care medical patients including: History and physical examinations Evaluation and treatment, including the ordering and interpretation of diagnostic studies, including laboratory, diagnostic imaging, and electrocardiographic examinations, and the administration of medications normally considered part of the practice of Internal Medicine. Discussion of end of life preferences/advanced care planning Consultations with sub-specialists This may include perioperative care but generally excludes preoperative assessments of patients for determination of fitness for surgery. The core privileges in this specialty include the procedures on the procedures list (below) and such other procedures that are extensions of the same techniques and skills. This is not intended to be an all-encompassing procedures list. It defines the types of activities/procedures/privileges that the majority of practitioners in this specialty perform at the VA and inherent activities/procedures/privileges requiring similar skill sets and techniques. Integumentary Procedures Abscess incision and drainage Wound debridement Insertion of sutures; simple, mattress, and subcuticular Wound closure Skin biopsy; shave, punch, and excisional Excision of dermal lesions, e.g., papilloma, nevus, or cyst Cryotherapy of skin lesions Skin scraping for fungus determination Release subungual hematoma Drainage acute paronychia Partial toenail removal Wedge excision for ingrown toenail Removal of foreign body, e.g., fish hook, splinter, or glass Pare skin callus Ear Procedures Removal of cerumen Removal of foreign body Nose Procedures Removal of foreign body Cautery for anterior epistaxis Anterior nasal packing Gastrointestinal Procedures Fecal occult blood testing Incise and drain thrombosed external hemorrhoid Genitourinary and Women s Health Procedures Aspirate breast cyst Pap smear Musculoskeletal Procedures Splinting of injured extremities Application of sling upper extremity Reduction of dislocated finger Reduce dislocated radial head (pulled elbow) Reduce dislocated shoulder Application of ulnar gutter splint Resuscitation Procedures All ACLS procedures Removal of lines and tubes Clinic: Contractor s physician (s) shall be present on-time for any scheduled clinics as documented by physical presence in the clinic at the scheduled start time. Consultation and Referral Responsibilities: Contractor s physician (s) shall provide consultation with and instruction to referring physicians regarding appropriate indications for procedures so that the most expeditious and clinically appropriate work-up can be done. Contractor s physician (s) shall determine the appropriate course of treatment and communicate in person or by phone with the referring clinicians. Contractor s physician (s) shall initiate appropriate social work referrals for all identified homeless veterans and for patients who do not have primary care providers. Medications: Contractor s physician (s) shall follow all established medication policies and procedures. No sample medications shall be provided to patients. Discharge education: Contractor s physician (s) shall provide discharge education and follow up instructions that are coordinated with the next care setting for all Internal Medicine patients. ADMINISTRATIVE: estimated 5% of time not involved in direct patient care Staff Meetings: The contractor s physician (s) shall attend staff meetings as required by the VAMC Chief of Service, Chief of Staff, or designee. Contractor to communicate with COR on this requirement and report any conflicts that may interfere with compliance with this requirement. List all meetings, associated time and frequency. Meeting Frequency (once a year, etc) Annual Hours Primary Care Staff Monthly 1 QA/QI documentation: The contractor s physician (s) shall complete the appropriate QM/PI documentation pertaining to all procedures, complications and outcome of examinations. Specialized CPRS Documentation Procedures: Patient documentation is completed using the Computerized Patient Record System (CPRS). Contractor s physician (s) shall document care given and select appropriate Evaluation and Management (E&M) procedure codes in CPRS. Documentation must be sufficient to support both the E&M and procedure codes. Documentation and coding functions must be completed by the end of each patient care encounter. Patient Safety Compliance and Reporting: Contractor s physician(s) shall follow all established patient safety and infection control standards of care. Contractor s physician(s) shall make every effort to prevent medication errors, falls, and patient injury caused by acts of commission or omission in the delivery of care. All events related to patient injury, medication errors, and other breeches of patient safety shall be reported to the COR VA Safety Policy. As soon as practicable (but within 24 hours) Contractors shall notify COR of incident and submit to the COR the Patient Safety Report, following up with COR as required or requested. Customer Service: Contractor s physician(s) shall refer all patient/customer service issues to the Supervisory Physician and/or Nurse Manager or designee. PERFORMANCE STANDARDS, QUALITY ASSURANCE (QA) AND QUALITY IMPROVEMENT(QI) Quality Management/Quality Assurance Surveillance: Contract personnel shall be subject to Quality Management measures, such as patient satisfaction surveys, timely completion of medical records, proper utilization of the VAMC Software used for patient tracking and Peer Reviews. Methods of Surveillance: Focused Provider Practice Evaluation (FPPE) and Ongoing Provider Practice Evaluation (OPPE). Contractor performance will be monitored by the government using the standards as outlined in this Performance Work Statement (PWS) and methods of surveillance detailed in the Quality Assurance Surveillance Plan (QASP). The QASP shall be attached to the resultant contract and shall define the methods and frequency of surveillance conducted. Patient Complaints: 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 that The Contractor is involved and named in a validated patient complaint, the Government reserves the right to refuse acceptance of the services of such personnel. This does not preclude refusal in the event of incidents involving physical or verbal abuse. The Government reserves the right to refuse acceptance of any Contractor personnel 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 patient or other staff members to designated Government representatives. Standards for conduct shall mirror those prescribed by current federal personnel regulations. The CO and COR shall deal with issues raised concerning Contractor s conduct. The final arbiter on questions of acceptability is the CO. Performance Standards: Measure: Provider Quality Performance Performance Requirement: Standard: OPPE documentation for all (100%) staff providing services under the contract. All staff (100%) meet Standards. Acceptable Quality Level: 100%meet Standards Surveillance Method: Ongoing Provider Performance Evaluation (OPPE) data pertinent to care performed for each provider working under this contract. OPPE data will review the following elements: A. Patient Care Performance B. Medical/Clinical knowledge C. Practiced Based Learning and Improvement D. Interpersonal and Communication Skills E. Professionalism F. System Based Practice Frequency: Measure: Qualifications of Key Personnel Performance Requirement: All contractor s physician (s) shall be board certified/board eligible in accordance with ABIM Standards. Standard: All (100%) contract physicians are board certified/board eligible. Acceptable Quality Level: 100%.. Surveillance Method: Random Inspection of qualification documents Frequency: Measure: Scope of Practice/Privileging Performance Requirement: Contractor s physician (s) perform within their individual scopes of practice/privileging. Standard: All (100%) contractor s physician (s) perform within their scope of practice/privileges 100% of the time. Acceptable Quality Level: 95%.contractor s physician (s) perform within their scope of practice/privileges 100% of the time. Surveillance Method: Random Inspection of records. Frequency: Measure: Patient Access Performance Requirement: The Contractor shall provide contractor s physician (s) in accordance with the operating hours and VA clinical schedule outlined in this PWS. Standard: All (100%) contractor s physician (s) are on time and available to perform services. Acceptable Quality Level: Contractor s physician (s) is on-time and available to perform services 95%.of the time Surveillance Method: Periodic Sampling of Time and Attendance Sheets Frequency: Measure: Patient Safety Performance Requirement: Patient safety incidents shall be reported using Patient Safety Report. All incidents reported immediately (within 24 hours.) Standard: All (100%) of patient safety incidents are reported using Patient Safety Report within 24 hours of incident. Acceptable Quality Level: 95%.of patient safety incidents are reported using Patient Safety Report within 24 hours of incident. Surveillance Method: Direct Observation Frequency: Measure: Scheduling Performance Requirement: Clinics will be held as scheduled Standard: All (100%) contractor s physician (s) are on time and available to perform services. Acceptable Quality Level: Request for time off must be requested 45 days prior to scheduled clinic Surveillance Method: Direct observations with time off requests. Frequency: Measure: Patient Complaints/Customer Service Performance Requirement: Patient Satisfaction Standard: All valid complaints will be resolved within 7 days Acceptable Quality Level: No more than 2 valid complains per 1000 patient visits. Surveillance Method: Periodic Sampling of Time and Attendance Sheets Frequency: Measure: Maintains licensing, registration, and certification Performance Requirement: Updated Licensing, registration and certification shall be provided as they are renewed. Licensing and registration information kept current. Standard: All (100%) licensing, registration(s) and certification(s) for contractor s physician (s) shall be provided as they are renewed. Licensing and registration information kept current. Acceptable Quality Level: _95%.licensing, registration(s) and certification(s) for contractor s physician (s) shall be provided as they are renewed. Licensing and registration information kept current. Surveillance Method: Periodic Sampling and Random Sampling Frequency: Measure: Mandatory Training Performance Requirement: Contractor shall complete all required training on time per VAMC policy Standard: All (100%) of required training is complete on time by contractor s physician (s) Acceptable Quality Level: _95%.completions.. Surveillance Method: Periodic Sampling Frequency: Measure: Privacy, Confidentiality and HIPAA Performance Requirement: Standard: All (100%) contractor s physician (s) (s) comply with all laws, regulations, policies and procedures relating to Privacy, Confidentiality and HIPAA Acceptable Quality Level: 100%.compliance; no deviations. Surveillance Method: Periodic Sampling; Contractor shall provide evidence of annual training required by VAMC, reports violations per VA Directive 6500.6. Frequency: Registration with Contractor Performance Assessment Reporting System 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 $150,000, and shares those evaluations with other Federal Government 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 Seal 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. Each Contractor whose contract award is estimated to exceed $150,000 requires a CPARS evaluation.   A government Focal Point will register your contract within thirty days after contract award and, at that time, you will 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. For contracts with a period of one year or less, the contracting officer will perform a single evaluation when the contract is complete. For contracts exceeding one year, the contracting officer will evaluate the Contractor s performance annually. Interim reports will be filed each year until the last year of the contract, when the final report will be completed. The report shall be assigned in CPARS to the Contractor s designated representative for comment. The Contractor representative will have sixty (60) days to submit any comments and re-assign the report to the CO. Failure for the Contractor s representative to respond to the evaluation within those sixty (60) days, will result in the Government s evaluation being placed on file in the database with a statement that the Contractor failed to respond; the Contractor s representative will be locked out of the evaluation and may no longer send comments. GOVERNMENT RESPONSIBILITIES Contract Administration/Performance Monitoring: After award of contract, all inquiries and correspondence relative to the administration of the contract shall be addressed to: (enter contract administration if not already listed in another area- list the title (not name) and contact information for COR, Clinical point of contact, and any other relevant personnel involved). CO RESPONSIBILITIES: CO Clifford Harrison, Contracting Officer 130 West Kingsbridge Road Bronx NY 10468 718-584-9000 x 4680 Clifford. [email protected] The Contracting Officer is the only person authorized to approve changes or modify any of the requirements of this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer 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. The Contracting Officer shall resolve complaints concerning Contractor relations with the Government employees or patients. The Contracting Officer is final authority on validating complaints. In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer without authority, no adjustment shall be made in the contract price to cover an increase in costs incurred as a result thereof. 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 Contractor personnel to be provided by the VA; replacement of the contract personnel and/or renegotiation of the contract terms or termination of the contract. COR Responsibilities: The COR for this contract is: Suzanne Davis, Business Manager of Medicine Specialties VA Hudson Valley Healthcare System Castle Point Campus 41 Castle Point Road Wappinger Falls, NY 12590 845-831-2000 x 4082 [email protected] The COR shall be the VA official responsible for verifying contract compliance. After contract award, any incidents of Contractor noncompliance as evidenced by the monitoring procedures shall be forwarded immediately to the Contracting Officer. The COR will be responsible for monitoring the Contractor s performance to ensure all specifications and requirements are fulfilled. Quality Improvement data that will be collected for ongoing monitoring includes but is not limited to: enter data that may be collected. The COR will maintain a record-keeping system of services by ongoing professional performance evaluation (OPPE). The COR will review this data monthly when invoices are received and certify all invoices for payment by comparing the hours documented on the VA record-keeping system and those on the invoices. Any evidence of the Contractor's non-compliance as evidenced by the monitoring procedures shall be forwarded immediately to the Contracting Officer. The COR will review and certify monthly invoices for payment. If in the event the Contractor fails to provide the services in this contract, payments will be adjusted to compensate the Government for the difference. All contract administration functions will be retained by the VA. SPECIAL CONTRACT REQUIREMENTS 6.1 Reports/Deliverables: The Contractor shall be responsible for complying with all reporting requirements established by the Contract. Contractor shall be responsible for assuring the accuracy and completeness of all reports and other documents as well as the timely submission of each. Contractor shall comply with contract requirements regarding the appropriate reporting formats, instructions, submission timetables, and technical assistance as required. 6.1.1. The following are brief descriptions of required documents that must be submitted by Contractor: upon award; weekly; monthly; quarterly ; annually, etc. identified throughout the PWS and is provided here as a guide for Contractor convenience. If an item is within the PWS and not listed here, the Contractor remains responsible for the delivery of the item. What Submit as noted Submit To Quality Control Plan: Description and reporting reflecting the contractor s plan for meeting of contract requirements and performance standards Upon proposal and as frequently as indicated in the performance standards. Contracting Officer Copies of any and all licenses, board certifications, NPI, to include primary source verification of all licensed and certified staff Upon proposal and upon renewal of licenses and upon renewal of option periods or change of key personnel. Contracting Officer Certification that staff list have been compared to OIG list Upon proposal and upon new hires. Contracting Officer Proof of Indemnification and Medical Liability Insurance Upon proposal and upon renewals. Contracting Officer Certificates of Completion for Cyber Security and Patient Privacy Training Courses Before receiving an account on VA Network and annual training and new hires. Contracting Officer ACLS/BLS Certification Upon award and every two years after award. COR Contingency plan Upon proposal and as updated COR 6.2.Billing: Invoice requirements and supporting documentation: Supporting documentation and invoice must be submitted no later than the 20th workday of the month. Subsequent changes or corrections shall be submitted by separate invoice. In addition to information required for submission of a proper invoice in accordance with FAR 52.212-4 (g), all invoices must include: Name and Address of Contractor Invoice Date and Invoice Number Contract Number and Purchase/Task Order Number Date of Service Contractor s physician(s) (Name of Contractor s employee) Hourly Rate Quantity of hours worked Total price Vendor Electronic Invoice Submission Methods Invoices will be electronically submitted to the Tungsten website at http://www.tungstennetwork.com/uk/en/ Tungsten direct vendor support number is 877-489-6135 for VA contracts. The VA-FSC pays all associated transaction fees for VA orders. During Implementation (technical set-up) Tungsten will confirm your Tax Payer ID Number with the VA-FSC. This process can take up to 5 business days to complete to ensure your invoice is automatically routed to your Certifying Official for approval and payment. In order to successfully submit an invoice to VA-FSC please review How to Create an Invoice within the how to guides. All invoices submitted through Tungsten to the VA-FSC should mirror your current submission of Invoice, with the following items required. Clarification of additional requirements should be confirmed with your Certifying Official (your CO or buyer). The VA-FSC requires specific information in compliance with the Prompt Pay Act and Business Requirements. For additional information, please contact: Tungsten Support Phone: 1-877-489-6135 Website: http://www.tungsten-network.com/uk/en/ Department of Veterans Affairs Financial Service Center Phone: 1-877-353-9791 Email: [email protected] Payment Adjustments Invoices will be prorated for partial days/hours worked. The contractor shall be paid only for actual work performed onsite. In the event that the Contract provider works a portion of an hour, the government may adjust payments by 15 minute increments. Contract providers shall be responsible for reporting time worked accurately. The Contract shall be paid for actual hours performed. The contract shall be adjusted at the end of the period of performance (base or option year) in accordance with actual performance. Payments in full/no billing VA beneficiaries: The Contractor shall accept payment for services rendered under this contract as payment in full. VA beneficiaries shall not under any circumstances be charged nor their insurance companies charged for services rendered by the Contractor, even if VA does not pay for those services. This provision shall survive the termination or ending of the contract. To the extent that the Veteran desires services which are not a VA benefit or covered under the terms of this contract, the Contractor must notify the Veteran that there will be a charge for such service and that the VA will not be responsible for payment. The Contractor shall not bill, charge, collect a deposit from, seek compensation, remuneration, or reimbursement from, or have any recourse against, any person or entity other than VA for services provided pursuant to this contract. It shall be considered fraudulent for the Contractor to bill other third party insurance sources (including Medicare) for services rendered to Veteran enrollees under this contract. 52.215-3 Request for Information or Solicitation for Planning Purposes. As prescribed in 15.209(c), insert the following provision: Request for Information or Solicitation for Planning Purposes (OCT 1997) (a) The Government does not intend to award a contract on the basis of this solicitation or to otherwise pay for the information solicited except as an allowable cost under other contracts as provided in sub section 31.205-18, Bid and proposal costs, of the Federal Acquisition Regulation. (b) Although proposal and offeror are used in this Request for Information, your response will be treated as information only. It shall not be used as a proposal. (c) This solicitation is issued for the purpose of: [state purpose].