SOLICITATION NOTICE
Q -- Dermatology Mohs Surgery Services
- Notice Date
- 7/15/2010
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 621111
— Offices of Physicians (except Mental Health Specialists)
- Contracting Office
- VA Northern California HealthCare System;5342 Dudley Blvd. Bldg 98;McClellan Business Park CA 95652
- ZIP Code
- 95652
- Solicitation Number
- VA26110RP0203
- Response Due
- 8/6/2010
- Archive Date
- 10/5/2010
- Point of Contact
- eric.toliver@va.gov
- E-Mail Address
-
Contracting Officer
(eric.toliver@va.gov)
- Small Business Set-Aside
- N/A
- Description
- This is a combined synopsis/solicitation for commercial services prepared in accordance with the format in FAR 12.6, with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. Solicitation documents and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-42. This solicitation is set aside for Small Businesses. The NAICS code is 621111, with a size standard of $10.0 million. The contract performance period will be for one year, with two (2) one-year option periods starting on or about October 1, 2010 through September 30, 2011. Proposals will be considered only from offerors who are regularly established in the business called for and who are financially responsible. Offerors must have the necessary equipment and personnel to furnish services in the volume required, for all items specified under this contract. Successful offeror(s) shall meet all requirements of Federal, State and City codes regarding operation of this type of service or establishment. The contract personnel shall provide services in accordance with the terms, conditions and prices contained herein. Contract costs shall be all-inclusive, including but not limited to salaries, fringe benefits, vacation pay and malpractice expenses. Electronic, hand-delivered or properly mailed offers will be accepted. Faxed offers will not be accepted. Offers are due to eric.toliver@va.gov by NLT 3:00 p.m. on August 6, 2010. Offers must include a completed price schedule, curriculum vitae for each physician, and a maximum of three contract references (with correct contact information). This will be a best value source selection using the evaluation factors of Technical, Past Performance, and Price. Curriculum vitae will be used for technical evaluation based on skill sets and experience. Contract references will be used for past performance and must be within the last three years (July 15, 2007). For additional information regarding the solicitation, please e-mail me at the above e-mail address. DERMATOLOGY PHSYSICIAN SERVICES - MOHS MOCROGRAPHIC SURGERY STATEMENT OF WORK 1. Scope of Work: The contractor shall provide Dermatological procedure services to Veteran patients. All services will be performed at the contractor's health care site that is licensed and certified by the State of California as a patient care services facility. The services will be performed during regular working days and hours unless a predetermined service, and arranged ahead of time is requested, outside of regular working days and hours. The services will be coordinated from the Administrative Office of the Chief of Medical Service with the medical office of the contractor's facility. The need for the services is on as need basis. The payment of services is contingent in the number of patients provided with the procedure and copies of health record are provided to VACCHCS. 1.1 Background: The Physician Dermatologist will generally be working at the contractor's site and will consult with the Chief of Medical Service and/or the Staff Dermatologist at VACCHCS when unusual circumstances arise. 2. Specific Contractor Tasks include: 2.1. Provide quality Dermatological Mohs micrographic surgery services to veteran patients. Only veteran patients that are officially referred by Medical Service, VACCHCS shall be provided services. 2.1.1. VACCHCS will approve the procedure for the patients and will refer these patients to the contractor. Patients will be informed of the procedure that will be performed at the contractor's health care facility. 2.1.2. Dermatology procedure services will be scheduled and coordinated with the contractor through Medical Service, VACCHCS. 2.1.3. All documentation and/or records of the procedure performed shall be provided to VACCHCS indicating the procedure and patient information. See Paragraphs 5 and 6 below. 2.1.4.The services shall include providing consultations to our staff Dermatology physicians. These consultations may be through telephone conversations and/or electronic communications. 2.1.5 The contract physician shall act in a thoroughly professional manner at all times. Tact and courtesy are mandatory when interacting with veteran patients. The contractor physician shall demonstrate the same level of ethical values as they provide to their own patients in their facility. 2.1.6.The physician providing services under this agreement will, at all times, be considered as a contractor and not an employee of the VACCHCS. 3. Normal Duty Hours. Typically the services to veteran patients will be done at the contractor's site during regular work days and hours, when the contractor's Dermatology clinic is in operation. Services will be provided outside of the contractor's regular clinic operation days and hours for emergency cases only and as deemed determined by the contractor's physician. 3.1. The VA observes the following Federal Holidays: New Years Day, Martin Luther King Jr. Day, Presidents Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, Christmas Day and any other day specifically declared by the President of the United States to be a national holiday. Most administrative offices at the VACCHCS will be closed and no coordination will be available. 3.2. The contractor shall notify the Office of Medical Service for any situations wherein the services cannot be performed, any scheduling problems, and any situations wherein there may be a concern about patients care. 4. Qualifications. 4.1. The Contractor will be responsible for ensuring that the physician providing services under this contract is fully trained and completely competent to perform the required services covered by this contract. Appropriate American Board Certification is required. 4.1.1 The Contractor will be responsible for any license and certification required by the state of California to perform Dermatological services. This includes Basic Life Support (BLS) certification. 5. Handling of Records 5.1. By performing services under this contract, the Contractor is considered part of the VA healthcare activity for purposes of the following statutes and respective regulations implementing these statutes: Title 5 U.S.C Section 552a (Privacy Act), Title 38 U.S.C. Section 5701, Title 38 U.S.C. Section 5705, Title 38 U.S.C Section 7332, and Public Law 104-191 (HIPAA). Contract personnel shall have access to patient medical records and general files only to the extent necessary to perform their contractual duties. Contract personnel shall only release medical information obtained during the course of this contract to those VA medical staff members involved in the necessary care and treatment of the individual patient in which the information pertains. Notwithstanding any other clause and/or provision of this contract, if a request for release or disclosure of information is not necessary for the care and treatment of an individual patient, the Contractor and contract personnel shall not disclose any information contained in general files, patient records, and/or any other individually identifiable health information, including information and records generated by the Contractor in performance of this contract, except pursuant to explicit instruction and written approval from VA. For the purposes of this paragraph, instruction to disclose or copy such records and/or information may only be provided by the following: VA Regional Counsel and Chief, Health Information Management Service/Privacy Officer through the VA Contracting Officer. Violation of the aforementioned statutes may result in criminal and/or civil penalties. 5.2. Contract personnel who obtain access to hardware or media which may manipulate or store drug or alcohol abuse data, sickle cell anemia treatment records, records or tests or treatment for or infection with HIV, medical quality assurance records, or any other sensitive information protected under the statues and implementing regulations previously mentioned in paragraph 6, above, shall not have access to the records unless absolutely necessary to perform their contractual duties. Any contract person who has access to the previously mentioned data and/or information must not disclose it to anyone, including other contract personnel not involved in the performance of the particular contractual duty for which access to this data and/or information was obtained. 5.3. Information or records accessed and/or created by the Contractor in the course of performing services under this contract are the property of the VA and shall not be accessed, released, transferred, or destroyed except in accordance with applicable federal law, regulations, and/or VA/VHA policy. The Contractor will not copy information contained in VA information systems, either by printing to paper or by copying to another digital format, without the explicit instruction and written approval from of the VA officials, except as is necessary to make single copies in the ordinary course of providing patient care. The Contractor will not commingle the data from VA information systems with information from other sources. Contractor shall report any unauthorized disclosure of VA information to the VA officials. 5.4. If this contract is terminated for any reason, the Contractor will provide VA with all individually identifiable VA patient treatment records or other information in its possession, as well as any copies made pursuant to paragraph 6 above, within seven (7) calendar days of the termination of this contract. 5.5. The Contractor shall follow all VA policies regarding the retention of records. As an alternative, the Contractor may deliver the records to VA for retention. 5.6. The Contractor shall follow all of the previously mentioned statutes and respective regulations implementing these statutes as well as VHA Handbook 1605.1 - Privacy and Release of Information and any other VA/VHA policies and procedures governing the information discussed in this section of the contract. Copies of the information discussed in the aforementioned paragraphs may be viewed by contract personnel in the Office of Health Information Management (see the Privacy Officer). All contract personnel with access to any of the previously mentioned records (electronic or paper) will be required to complete VHA Privacy Policy Training before accessing such record systems. This training must also be completed annually. The COTR will be responsible for ensuring and documenting that this requirement is satisfied. 5.7. Any changes in the laws, regulations, or VA/VHA policies or procedures governing the information covered by this section of the contract, during the term of this contract, shall be deemed to be incorporated into this contract. 5.8. VA has unrestricted access to the records generated by the contractor pursuant to this contract. 6. HIPAA Compliance Under HIPAA Privacy and Security Rules, the Contractor providing services under this contract is considered to be a "covered entity," and thus is not required to enter into a Business Associate Agreement with VA. However, the Contractor must observe Public Law 104-191 and all respective regulations implementing this law while providing services under this contract. 7. Invoicing and Payment: 7.1. A record-keeping system of the contract physician's services performed shall be established by VACCHCS. Payment made during all periods of performance of this agreement shall constitute the total cost for services rendered by the contractor, and shall not exceed the amounts specified in the "Schedule of Supplies and Services" without written request and the written approval from the Contracting Officer. 7.2. Invoices rendered by the contractor to VACCHCS for services furnished under this agreement, will be invoiced in full for each month in which services were performed. All payments made under this contract will be made monthly in arrears in accordance with FAR Clause 52.212-4. No advance payments will be authorized. Invoices shall be e-mailed to the COTR Efren Hernandez, Administrative Officer for Medical Service. Physical mailing address is VACCHCS, 2615 E. Clinton Ave, Fresno, CA 93703. 7.3. Invoices submitted will show the dates of the services provided. All invoices applicable to this agreement must be submitted no later than thirty (30) days after the end of the contract period. Any problems regarding unpaid invoices should be directed to the COTR. 7.4. At a minimum, each invoice must contain the following: Dates and name initials of each patient who received the services, unit price, and total cost of services provided, contract number, and remittance address. All invoices must include the name, title and phone number of person to be notified in the event of defective invoicing. 7.5. All invoices must be submitted for actual services performed by the physician. Invoices shall be submitted in accordance with, and at the prices specified in the continuation of SF Form 1449, Schedule of Supplies and Services of this agreement. 8. Quality Assurance and Contract Performance Monitoring: 8.1. In accordance with VA regulations, a record-keeping system will be established and maintained by the COTR to ensure contract compliance. 8.2. Upon verification of services, payment will be authorized by the COTR. 8.3. Contractor agrees to provide services which meet or exceed the standards as established by the Joint Commission Accreditation of Hospital Organizations (JCAHO), the Department of Veterans Affairs and VACCHCS accepted standard services. 8.4. The services specified herein may be changed by mutual written agreement of the parties, in accordance with the terms and conditions set forth herein. 9. Terms of the Agreement: 9.1. This agreement is effective for the period identified in the "Schedule of Supplies and Service" and is subject to the availability of VA funds. Services wil not be performed by the contractor beyond the expiration date, unless specifically authorized to do so (in writing) by the Contracting Officer. 9.2. Contractor personnel performing services under this agreement will not be considered VACCHCS employees for any purpose. VA will not make payment for any holidays or leave including sick leave or any other benefits financial or other. In addition, the contractor shall be required to provide their own worker's compensation, liability insurance, health examinations, income tax withholdings and social security payments. 9.3. The contractor shall provide the applicable worker's compensation, professional liability insurance, income tax withholding and social security payments. 10.Estimated Quantities: The quantities of patients and cost specified in this agreement are estimates, based upon the projected workload during the period of performance. VACCHCS does not imply or guarantee that any fixed number of patients will be required during the contract period. VACCHCS will not be obligated to reimburse the contractor for any specified amount of services, but will be obligated to make payment for any services received in the quality and quantity as requested. 11. VACCHCS Responsibilities: 11.1.After award, the Contracting Officer will designate a VA employee as the Contracting Officer's Technical Representative (COTR). The COTR will be responsible for overseeing and directing the services to be performed by under this agreement. 11.2. Contractor shall provide its own support personnel for performance of the services at their own site. VACCHCS will have its own clinical and administrative staff to provide coordination of the care of patients with the contractor. VACCHCS staff will not be present at the contractor's site, unless a meeting and/or monitoring of the contractor's clinic site is deemed necessary. 11.3. All equipment and supplies necessary for the operation of the services provided to the VA patients shall be the responsibility of the contractor. The contractor will be responsible for the safety of the veteran patients while at their facility and under their care. 12. Emergency Health Services: 16.1 The contractor will render emergency health services for an incapacitating injury or otherwise serious illness occurring while the veteran patient is under their care. The contractor shall notify VACCHCS Emergency Department of the situation for possible transfer of the veteran patient. 13. Infection Control Requirements: 13.1. Health Tests - Contractor attests that the physician providing care to veteran patients has fulfilled all testing and screening requirements as described below prior to providing services at first duty shift. Evaluations and tests shall be current within the past year, except as noted. At VA's request, the contractor shall provide proof that all requirements are current and fully met as described, within 2 days of request. 14. Tuberculosis Screening and Testing - 14.1 For those with previous documented positive purified protein derivative (PPD) test results: All contractor personnel shall provide a note from their physician, dated within the past three months stating they are free of any signs and symptoms of tuberculosis. This evaluation will be renewed annually. 14.2. For those with previously negative PPD skin test results: personnel shall provide proof of a negative reaction to PPD testing, performed in accordance with the latest CDC standards and CDHS/California Tuberculosis Controllers Association guidelines, with the past six (6) months. This test shall be renewed annually. 14.3. For PPD skin converters (a change from a previously negative skin test to positive; defined as an increase in duration of 10mm or more within 2 years): An evaluation from their physician within 30 days of the positive test stating they are free from signs/symptoms of TB and indicating whether prophylactic treatment is indicated. If treatment is indicated, a note from the physician stating it was satisfactorily completed. 14.3. Rubella Testing - All contractor personnel shall provide proof of immunization for measles, mumps, rubella or a rubella titer of 1.8 or greater. If the titer is less than 1.8, a rubella immunization shall be administered with follow-up documentation. 14.4. Varicella (chicken pox) testing -. Provide a history' of varicella or, if unknown, results of a varicella antibody test; and if non-immune, vaccination with varivax. 14.5. Hepatitis B (Hepatitis B-Surface Antibody Titer). 14.6. The contractor will provide documentation of all their employees Hepatitis B vaccinations records. 14.7. Unvaccinated contractor will be offered Hepatitis B vaccine at no cost to the contractor. A signed consent or declination forms is required in the employee refuses vaccination. 14.8. The contractor shall have completed basic life support (BLS) training. 15. OSHA Regulations - Occupational Exposure to Blood Borne Pathogens: 15.1 Health Tests - Contractor personnel shall provide, upon VACCHCS's request to review, proof of the following tests within five (5) days prior to providing services. Tests shall be current within the past year. 15.2 Tuberculosis Testing - All Contractor personnel shall provide proof of a negative reaction to purified protein derivative (PPD) testing. A negative chest radiographic report for active tuberculosis shall be provided in cases of positive PPD results. The PPD test shall be repeated annually. 15.3 Rubella Testing - All contractor personnel shall provide proof of immunization for measles, mumps, rubella or a rubella titer of 1.8 or greater. If the titer is less than 1.8, a rubella immunization must be administered with follow-up documentation. 15.4. OSHA regulation concerning occupational exposure to blood-borne pathogens - The contractor shall provide a generic self study training module to its personnel; provide Hepatitis B vaccination series at no cost to its personnel who elect to receive it; maintain and distribute an exposure determination and control plan to its personnel; maintain required records; and ensure that proper follow-up evaluation is provided following an exposure incident. 15.5. Contracted physician shall receive training in universal precautions and blood borne pathogens, TB education, hazardous material management and life safety management (fire preparedness). Evidence of training shall be provided to VACCHCS prior to starting of services. 15.6. The contractor's occupational health provider shall adhere to current CDC/HICPAC Guideline for "infection control" in health care personnel (AJIC 1998; 26:289-354) for disease control. End of Statement ? Schedule of Items: Dermatological procedure services include the following as appropriate CPT Codes: 17311, 17312, 17313, 17314, 17315, 88331, 88332, with corresponding applicable ICD-9 codes. Period of Performance October 1 2010 through September 30, 2011 Item NumberDescriptionUnitEstimated QuantityUnit PriceTotal Price 0001Mohs Case*Case per patient15$$ 0002Mohs Case with Closure*Case per patient15$$ Period of Performance October 1 2011 through September 30, 2012 Item NumberDescriptionUnitEstimated QuantityUnit PriceTotal Price 1001Mohs Case*Case per patient15$$ 1002Mohs Case with Closure*Case per patient15$$ Period of Performance October 1 2012 through September 30, 2013 Item NumberDescriptionUnitEstimated QuantityUnit PriceTotal Price 2001Mohs Case*Case per patient15$$ 2002Mohs Case with Closure*Case per patient15$$ ? CONTRACT CLAUSES: FAR 52.204-7Central Contractor Registration (Apr 2008) FAR 52.204-9Personal Identity Verification of Contractor Personnel (Sep 2007) FAR 52.212-4 Contract Terms and Conditions -- Commercial Items (Oct 2008). FAR 52.212-5 Contract Terms and Conditions Required To Implement Statutes Or Executive Orders -- Commercial Items (Feb 2009) For the purposes of this clause, items (b) 17, 19, 20, 21, 22, 23, 25, 33, and 37 and (c) 7 are considered checked and apply. FAR 52.216-18Ordering (Oct 1995) For the purpose of this clause, the blanks are filled in as April 1 and September 30, respectively FAR 52-216-19Order Limitations (Oct 1995) For the purpose of this clause, the blanks are filled in as 25 hours, 176 days, 176 days, 180 days, and three days respectively. FAR 52.216-22 Indefinite Quantity (Oct 1995) For the purposes of this clause insert (September 30) FAR 52.217-8 Option to Extend Services (Nov 1999) (Insert 30 days) FAR 52.224-1Privacy Act Notification (Apr 1984) FAR 52.224-2Privacy Act (Apr 1984) FAR 52.233-3Protest after Award (Aug 1996) FAR 52.233-1Disputes (July 2002) FAR 52.233-4Applicable Law for Breach Of Contract Claim (Oct 2004) FAR 52.237-2Protection of Government Building, Equipment, and Vegetation (Apr 1984) FAR 52.237-3Continuity of Services (Jan 1991) FAR 52.249-1Termination for Convenience of the Government (Fixed-Price) (Short Form) (Apr 1984) FAR 52.252-2Clauses Incorporated By Reference (Feb 1998) For the purposes of this clause, the blanks are filled in as http://www.acquisition.gov/far/index.html and http://www.va.gov/oamm/oa/ars/policyreg/vaar/index.cfm respectively. VAAR852.203-70 Commercial Advertising (Jan 2008) VAAR 852.216-70Estimated Quantities (Apr 1984) VAAR 852.237-7Indemnification and Medical Liability Insurance (Jan 2008) For the purpose of this clause, insert $1,000,000.00. VAAR852.237-70 Contractor Responsibilities (Apr 1984) VAAR 852.271-70Nondiscrimination in Services Provided to Beneficiaries (Jan 2008) VAAR 852.273-75Security Requirements for Unclassified Information Technology Resources (Interim - Oct 2008) VAAR 852.273-76Electronic Invoice Submission (Interim - Oct 2008) SOLICITATION PROVISIONS: FAR 52.212-1 Instructions to Offerors - Commercial Items (Jun 2008). FAR 52.212-3Offeror Representations and Certifications -- Commercial Items (Feb 2009): Offerors must include a completed copy of the provision with its offer. FAR 52.216-1Type of Contract (Apr 1984) For the purpose of this clause, the blank is filled in as Firm Fixed Price, Indefinite Quantity. FAR 52.252-1Solicitation Provisions Incorporated by Reference (Feb 1998) For the purpose of this provision, the blanks are filled in as http://www.acquisition.gov/far/index.html and http://www.va.gov/oamm/oa/ars/policyreg/vaar/index.cfm respectively. VAAR 852.270-1Representatives of Contracting Officers (Jan 2008) VAAR 852.273-70Late Offers (Jan 2003) VAAR 852.273-73Evaluation-Health-Care Resources (Jan 2003) VAAR 852.273-74Award Without Exchanges (Jan 2003)
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