SOLICITATION NOTICE
Q -- Veterans Disability Rating Contract
- Notice Date
- 5/31/2006
- Notice Type
- Solicitation Notice
- NAICS
- 621111
— Offices of Physicians (except Mental Health Specialists)
- Contracting Office
- Department of Veterans Affairs;VA Central Office;Acquisition Operations Service (049A3);810 Vermont Avenue, NW;Washington DC 20420
- ZIP Code
- 20420
- Solicitation Number
- VA-101-06-RP-0130
- Response Due
- 6/16/2006
- Archive Date
- 8/15/2006
- Small Business Set-Aside
- N/A
- Description
- Description: The Department of Veterans Affairs, Veterans Benefits Administration, is seeking sources (THIS IS A SOURCES SOUGHT NOT A REQUEST FOR PROPOSAL) to determine the availability of small business for a Medical Disability Examination requirement. In the event of insufficient responses from small businesses to this request for sources, VA plans to fill the requirement through full and open competition. VA anticipates making one or possibly two awards for a firm fixed price, performance based, indefinite-delivery indefinite-quantity contract. Performance specifications are articulated in the ATTACHED DRAFT STATEMENT OF WORK WHICH IS SUBJECT TO CHANGE. The goal of this initiative is to obtain high quality and timely disability examinations for veterans' disability claims determinations. Due to the urgent need for these services the contracting officer ANTICIPATES posting a combined synopsis solicitation the week of June 19, 2006, for a period of approximately 30 days. In your response to the contracting officer please identify your business size. This requirement falls under NAICS codes of 621111 and 621112 or a SIC code of 8011, the small business size standard under these codes does not exceed $8,500,000. PART I - THE SCHEDULE DRAFT SECTION C - DRAFT STATEMENT OF OBJECTIVES C.1. INTRODUCTION C.1.1 The Department of Veterans Affairs (VA) is seeking contractor assistance in conducting VA disability examinations for veterans who have filed for VA disability compensation or pension. The period of performance is 24 months and this is a performance based contract. Acceptable levels of performance will be thoroughly described in the RFP. The reports generated from these examinations are necessary to adjudicate claims filed by these veterans. The following geographic locations require vendor assistance in which the vendor will be responsible for locating examiners in which to conduct the disability examinations: New Orleans and Alexandria, Louisiana; and Bernalillo, Sandoval, Santa Fe, Taos, Rio Arriba, San Juan, Chaves, and Eddy counties in New Mexico. The annual estimated total number of examination for sites located in Louisiana and New Mexico is 6072. If additional funding becomes available during the 24 months of this contract term, the vendor may also be responsible for conducting examinations in one or more of the additional geographical areas outlined under optional task in section C.5. below. These optional sites are listed in the order of priority in which they would be exercised based on available funding. The estimated total number of exams for optional sites is 1242 annually. C.2 BACKGROUND C.2.1 Under Public Law 108-183, section 704, Congress granted VA temporary authority, not to exceed December 31, 2009, to contract out for examinations which is in addition to the authority provided in section 504(b) of the Veterans' Benefits Improvement Act of 1996 (Public Law 104-275; 38 U.S.C. 5101 note). C.3 START-UP PERIOD C.3.1. The contractor shall begin performance of all requirements under this contract and conduct the Contract Medical Disability Examinations at all locations 90 days after date of award. C.4 SCOPE C.4.1 Daily workload will fluctuate depending on the current VA workload trends for New Orleans and Albuquerque regional offices. Contractor will receive an encrypted text file (format predetermined by the VA), and must process an average of 23 VA examination requests on a daily basis for these two sites. Average daily file could increase as optional sites are added; therefore, vendor must maintain the flexibility of adding workload which will be phased in during a 60-90 day period. C.4.2 Contractor shall schedule examinations. The contractor shall notify the veteran at least five days prior to the scheduled appointment. C.4.3 Contractor shall schedule examinations as close to the veteran's home of record as feasible; but no further than (30) miles for non-specialist examination and one hundred (100) miles for specialist examinations. The VA may allow for greater distances for remote geographical areas. C.4.4 Contractor shall provide physicians a copy of the veteran's medical records prior to the examination in a secure manner. The VA claims file may not be sent to the examiner. A claims file will not be sent to the contractor for every examination request (claims files will be sent for remands and mental examinations and others as deemed necessary by VARO management). C.4.4.1 Contractor shall return the veterans claims folders in the same order in which they were received no later than five workdays after completion of the requested examination. The contractor shall ensure that the records are returned via a secure, traceable, mailing method. C.4.5 Contractor shall provide state licensed physicians to conduct examinations and appropriate facilities to conduct required laboratory testing, for the following areas such as: musculoskeletal; organs of sense, infectious, immune, and nutritional deficiencies; respiratory; cardiovascular; digestive; genitourinary; gynecological and breast; hemic and lymphatic; skin; endocrine; neurologic; mental disorders; dental and oral examinations. C.4.5.1 Examinations for the following categories will remain within the VA system except for special exception cases that will be agreed upon in advance by VA and the contractor: Original Gulf War Environmental Claims for undiagnosed illnesses; U.S. Court of Veterans Appeals cases; examinations requiring hospitalization or surgical evaluation, such as sleep apnea or endometriosis needing laparoscopy; initial protocol exams for former Prisoners of War; 38 USC 1151 initial determinations; veterans residing in VA domiciliaries/nursing homes; and incarcerated veterans. In addition, no requests for review of records in the determination of Death Indemnity Compensation (DIC) will be sent to the contractor. C.4.5.2 Contractor shall ensure that state licensed audiologists who use the Maryland CNC hearing test conduct examinations for audiology. C.4.6 Contractor shall ensure that physicians are compliant with OSHA and the American Disabilities Act. C.4.7 Contractor shall conduct examinations in accordance with AMIE worksheets. Contractor shall examine all conditions listed in the examination request and address all factors in the examination worksheets. Changes made to the examination worksheets by VA will be provided to the contractor within seven calendar days and will not revise the price schedule. C.4.8 Contractor shall monitor physicians' offices to ensure that veterans are seen within 30 minutes of the scheduled appointment time. Contractor shall investigate tardiness and habitual delays with physicians and take corrective action to eliminate or minimize future delays. C.4.9 Contractor shall document in the examination report that all gyynecological, rectal/anal and breast examinations are performed by a physician in the presence of an assistant. C.4.10 Contractor shall conduct only those tests specifically required in the worksheets. Contractor shall not conduct invasive testing without prior approval from the VARO requesting the examination. C.4.11 Contractor shall forward to VA completed examination reports in an electronic Word or .PDF format signed by the examiner within 38 calendar days of receipt. Time begins on the date the contractor receives the examination request and ends on the date the report is delivered to the VA. C.4.12 Contractor's quality of examination reports shall meet at least a 92% sufficiency rating which will be measured quarterly by random sample. Quality performance requirement will be specified in the Acceptable Levels of Performance found in the RFP. C.4.13 Contractor shall return insufficient examination reports to VA within 14 calendar days without additional charge. Insufficient examination reports are those that do not meet the examination worksheets requirements (i.e., no diagnosis, no testing performed, etc.) The only exception will be for charges incurred due to additional tests authorized by VARO. C.4.14 Contractor shall pay veterans a travel reimbursement of eleven (11) cents a mile, unless the examination is conducted in the same city in which the individual examined resides. The contractor shall pay travel expense reimbursements directly to the individuals at the time they report for the examination. Contractor shall reimburse veterans for tolls (bridges, etc.). Contractor shall reimburse severely disabled veterans for taxi fares when there is no other means of transportation to the examination site. C.4.15 Contractor shall have the capability to send and receive e-mail and provide those addresses to the VAROs. C.4.16 The contractor shall provide VA access to its Management Information System for real-time status information such as veteran examination appointment information. C.4.17 Contractor shall provide toll-free access for veterans to call with questions regarding their scheduled appointments. The contractor shall provide access to their administrative office from 8 AM to 7 PM Eastern time. C.4.18 Contractor shall resolve any erroneous bills received by veterans and issue appropriate documentation to the veteran that the issue has been resolved. C.4.19 Contractor shall appoint a program manager to be responsible for effective liaison with VARO examination coordinators and the VA Central Office (VACO) program manager. C.4.20 Contractor shall maintain a database (.dbf format compatible) of examination requests and provide a monthly status report to each VARO and VACO. C.4.21 Contractor shall provide the VA with an electronic version of their monthly invoices to the VA project manager for payment processing containing the following information: a list of services performed (an invoice), including examination category(s), tests completed with related Current Procedural Terminology (CPT) codes, descriptive titles and associated fees. C.4.22 Contractor shall develop with the VA COTR, and bear the cost of, a customer survey card/questionnaire with no more than five questions and an instruction letter to be issued to every veteran at the time he/she checks in with the receptionist at the physician's office (prior to examination). Contractor shall bear the cost of postage and provide the independent contractor's return address so that the independent contractor can tally the results on an ongoing basis. Development of the customer survey card shall take place after contract award and the first five months of the contract period shall be considered a test period where no incentives/deductions are applicable. C.4.23 The contractor, in consultation with the VA, shall prepare and implement a training program for all examiners to provide a basic overview of VA programs, available sources of veteran assistance, and an understanding of the core claims adjudication process (what the veteran may expect after the examination, who makes the decision, and whom to contact for more information). Information concerning referral to the VA's health care system shall also be provided. C.4.23.1 The contractor shall provide orientation and instructions to the examiners for conducting examinations for VA purposes based on the requirements provided in the C&P examination worksheets. In addition, the contractor shall provide training to the examiners to: explain the differences between a VA disability examination protocol versus the examination protocol for treatment purposes ensure an appropriate attitude towards veterans and their unique circumstances ensure that examiners understand the VA's principle of reasonable doubt ("as least as likely as not") in the application of disabilities explain the concept of presumptive diagnoses in view of unique circumstances of military service ensure that examiners understand how to assess and document pain. The contractor shall provide the training materials and the C&P examination worksheets to each examiner either in paper or electronic format. C.4.23.2 The contractor, in consultation with the VA, shall prepare and implement a training program for all support staff personnel who will have routine contact with veterans, to provide a basic overview of the VA programs, available sources of veteran assistance and an understanding of the core claims adjudication process (what the veteran may expect after the examination, who makes the decision, and who to contact for more information). Care system will also be provided information concerning referral to the VA's health C.5. Optional Tasks C.5.1 Optional Task One: If funding becomes available, expand Mandatory Requirements as listed in D.1 to D.2.3 to the following regional office jurisdiction: Ft. Harrison, Montana. C.5.1.1. Optional Deliverable One: Completed disability examination reports. C.5.2. Optional Task Two: If funding becomes available, expand Mandatory Requirements as listed in D.1 to D.2.3 to the following regional office jurisdiction: Waco, TX (El Paso area). C.5.2.1. Optional Deliverable Two: Completed disability examination reports. C.5.3. Optional Task Three: If funding becomes available, expand Mandatory Requirements as listed in D.1 to D.2.3 to the following regional office jurisdiction: Sioux Falls, South Dakota. C.5.3.1. Optional Deliverable Three: Completed disability examination reports. C.5.4. Optional Task Four: If funding becomes available, expand Mandatory Requirements as listed in D.1 to D.2.3 to the following regional office jurisdiction: Indianapolis, Indiana. C.5.4.1. Optional Deliverable Four: Completed disability examination reports. C.5.5. Optional Task Five: If funding becomes available, expand Mandatory Requirements as listed in D.1 to D.2.3 to the following regional office jurisdiction: Milwaukee, Wisconsin. C.5.5.1. Optional Deliverable Five: Completed disability examination reports. C.5.6. Optional Task Six: If funding becomes available, expand Mandatory Requirements as listed in D.1 to D.2.3 to the following regional office jurisdiction: Boise, Idaho. C.5.6.1. Optional Deliverable Six: Completed disability examination reports. C.5.7. Optional Task Seven: If funding becomes available, expand Mandatory Requirements as listed in D.1 to D.2.3 to the following regional office jurisdiction: Washington, DC. C.5.7.1. Optional Deliverable Seven: Completed disability examination reports.
- Record
- SN01059658-W 20060602/060531220645 (fbodaily.com)
- Source
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