DESCRIPTION/SPECIFICATIONS/WORK STATEMENT A. GENERAL INFORMATION 1. Title of Project: Professional Services for On-Site Radiology 2. Background: The current contract for on-site professional radiology services for our patients is nearing the expiration date. Contractor is required to accommodate CT, MRI, PET/CT, Nuclear Medicine (cardiac and non-cardiac), Cardiac CTA, Ultrasound, Diagnostic X-ray, Biopsies, and Fluoroscopy as well as Vascular Ultrasound Services (DVT, carotid Doppler, and ABI/segmental studies). 3. Performance Period: Award thru 30 September 2012, with 4 (1 year) option periods to commence upon expiration of base year. 4. Place of Performance: Department of Veterans Affairs, Lebanon VA Medical Center 1700 S. Lincoln Ave, Lebanon, PA. 5. Type of Contract: Firm Fixed-Price. Required Services: Contractor shall furnish radiology services; 2.4 FTE (4800 hours on an annual basis) to include: o On site professional imaging services as ordered by authorized providers of care at the VA Medical Center B. DESCRIPTION OF SERVICES: 1. Scope of Work: The contractor shall provide, in accordance with all applicable federal, state, and local regulations, a full range of on site professional imaging services as ordered by authorized providers of care at the VA Medical Center, Lebanon as described within this document. 2. Description of Services: a. Management: 1. Supervision and Responsibility: The contractor's professional staff shall be responsible to and subject to the guidance and supervision of the contractor. Contractor retains all professional responsibility for service. 2. Insurance: Contractor agrees to provide liability and malpractice insurance in the provision of on-site professional services. 3. Availability of Professional Staff: (a) Contractor agrees to provide a board certified radiologist or the equivalent as determined by the Imaging Facility. (b) All radiologists will use a VA provided sign in sheet to account for the hours worked. At the current case mix, radiologists will complete an average of seventy (70) readings per nine (9) hour period. (c) Contractor shall provide a plan to ensure availability of a no less than two (2) radiologists Monday through Friday, during normal working hours and consultation 24-hours per day, 7 days per week. (d) This plan will be mutually agreed upon by the contractor and the VA. 4. Contractor's on-site professional staff agrees to participate in appropriate mandated VA programs to include: (a) Annual safety training (b) Annual disaster drills review (c) Annual hazardous material communication training (d) Annual hazardous material training (e) Fire drill training (f) Annual infection control review (g) Annual cyber-security training 5. Contractor's on-site professional staff agrees to work in cooperation with and through the Clinical Support Manager and the Clinical Support Business Manager of the VA. 6. Point of Contact: The contractor shall provide a single account representative to the VA. This account representative shall act as a client service consultant and be available Monday through Friday between the hours of 8:00 AM and 5:30 PM (excluding Federal holidays) for inquiries regarding any of the services required under the scope of this agreement. 7. Contractor's on-site professional staff agree to provide guidance and oversight of all radiology administrative procedures including: (a) Input on development of equipment budgets (b) Performance improvement and quality assurance programs (c) Infection control program (d) Disaster contingency plans (e) Input on preparation of professional memorandums and departmental policies (f) Participate in internal inspections such as JCAHO and/or SOARS 8. Personnel: Before removing, replacing, or diverting any of the specified personnel, the Contractor shall (1) Notify the VA Radiology Supervisor and Clinical Support Manager and/or the Contracting Officer reasonably in advance and (2) submit justification (including proposed substitutions) in sufficient detail to permit evaluation of the impact of this contract. With the consent of both Contracting parties, the list of specific personnel may be amended by the Lebanon VAMC Contracting Officer to add or delete personnel. 9. Licensures: The contractor must be licensed/accredited by JCAHO, the Nuclear Regulatory Commission, Medicare and other state regulatory agencies as mandated by federal and state statutes. The contractor must be certified (hold a valid mammography MQSA certificate, issued by either the FDA or an FDA approved State) to perform mammography. Copies of all relevant permits / licenses and certifications inclusive of any sanctions current or pending throughout the United States of America must be supplied to the VA. These documents must be updated immediately by providing current certificates, as they become available throughout the life of the agreement. 10. Other Services: (a) The contractor shall provide telephone number(s) and contact persons to be used by the VA for inquiries and problem solving at all times, including weekends and holidays. (b) The contractor shall provide the names and imaging facility telephone numbers of technical directors and radiologists available for consultation. (c) The contractor agrees to maintain the minimum acceptable service, reporting systems and quality assurance as specified herein. Immediate (within 24 hours) notification must be given to the VA upon adverse action by a regulatory agency. b. Detail of Service: 1. The Contractor agrees to provide services at the Imaging Facility and its Clinic sites as mutually agreed upon by the parties. Approximately 95% of time will be spent in patient care and 5% in non-patient care activities. 2. Release / Transfer of imaging films: (a) Control method, adapted to meet both VA and contractor's needs, will be maintained to view, provide, download and store test results. (b) VA agrees to obtain patient consent for the release of all patients medical information provided to contractor pursuant to this agreement. VA agrees that such release shall be in full compliance with applicable state and federal laws. 3. Components of records (All records are considered to be VA records): (a) All records will include, at a minimum, the following information: i. Name of patient ii. VA patient identifier number iii. Date and type of examination 4. Verbal reports of emergency procedures performed and/or study findings that require provider notification will be provided to the appropriate physician within ONE HOUR of procedure completion and documented in the study report in accordance with VA policy. 5. Reporting results: (a) A report is defined as a host-to-host electronic transmission of results. This report is received by telecommunication / computer interface. Specifications outlining the requirements of VA telecommunication / computer interfaces including computer hardware, maintenance and supply requirements are available to the contractor upon request. (b) Each report shall at a minimum indicate the following information: i. Patient's name and VA patient identifier number ii. Ordering physician's name (if supplied) iii. Radiology identification number (if supplied) iv. Name of submitting facility (VA) v. Procedure ordered vi. Date/Time of procedure vii. Result(s) viii. Name of performing facility (contractor) ix. Signature of physician reporting results x. VA identifier 6. Contractor will provide a telephone number to obtain information about incomplete reports. 7. Submissions: Contractor shall submit attendance logs monthly to the Contracting Officer's Technical Representative (COTR), or more frequently as agreed upon with the COTR. 8. COTR: The COTR for this contract shall be the Business Manager, Clinical Support - Mr. Robert Wood. 9. Utilization Reports: The contractor shall specify the ability, if any, to provide the VA reports of the VA facility's workload testing volumes to assist in the monitoring of ordering trends and utilization patterns. 10. Nuclear Medicine: A Nuclear Medicine Physician is on staff. Nuclear Medicine referral work will eventually be performed on-site as part of this requirement. Radiologists need to be authorized users to ensure nuclear medicine services in the absence of the nuclear medicine physician. During those days when the nuclear medicine physician is on vacation or otherwise unavailable to interpret non-cardiac nuclear medicine studies and bone densitometry performed at the Lebanon VAMC, professional interpretation of those studies will be available. The interpretation of the non-cardiac nuclear medicine studies and DEXA scans will be in the same timely manner as the interpretation of other diagnostic studies. This is not a request for competitive quotes. It is a notice to obtain possible sources that have the capacity & capability of providing the services as described in this notice. Information regarding your firm's capacity and capability to provide such services are to be submitted electronically on or before Tuesday, 12 July 2011 prior to 4:30 pm (EST) addressed to William J. Rys, Contract Specialist:
[email protected]. Phone: 717-270-3911. The North American Industry Classification System Code (NAICS) is 621111 and the small business size standard is $10.0 million. The solicitation package will be available approximately on or about 01 August 2011 and should be downloaded from this website at that time. To be considered for award, the successful offeror must be registered in Central Contractor Registration (CCR), the primary registrant database for the U.S. Federal Government. For registration information, please access https://www.bpn.gov/ccr/default.aspx. DISCLAIMER This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI.