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FBO DAILY - FEDBIZOPPS ISSUE OF JANUARY 15, 2016 FBO #5166
DOCUMENT

Q -- Off-Site Retinal Specialty Medical Services VA Medical Center- El Paso, TX - Attachment

Notice Date

1/13/2016
 

Notice Type

Attachment
 

NAICS

621111 — Offices of Physicians (except Mental Health Specialists)
 

Contracting Office

Department of Veterans Affairs;Contracting Office (138C);11495 Turner Road;El Paso TX 79936
 

ZIP Code

79936
 

Solicitation Number

VA25815N0273
 

Response Due

1/22/2016
 

Archive Date

3/22/2016
 

Point of Contact

Christina Tayman
 

Small Business Set-Aside

N/A
 

Description

This is a Pre-solicitation notice in accordance with FAR 5.204. The Department of Veterans Affairs, Network Contracting Office (NCO 18) has a requirement for off-site Retinal Services to the El Paso, TX VA Healthcare System located at 5001 N. Piedras, El Paso, TX 79930. Please provide e-mail indicating your interest for this project to Christina.Tayman@va.gov. 1. Performance of Off-Retinal Ophthalmology services. Background: Under this contract the contractor shall provide Retinal Ophthalmology Services, both clinical and surgical in support of the mission of the Department of Ophthalmology, Department of Veterans Affairs, El Paso, Texas Healthcare System. All major Retina procedures and surgeries shall be performed in a hospital/operating room setting. Minor retina procedures, treatments and retinal laser surgeries shall be performed at the contractor's facility(s). Clinical evaluation/office visits and diagnostic testing procedures will be performed at the contractor's facility(s). The Statement of Output: Performance of these comprehensive surgical retina services are defined within the statement of work utilizing a per case approach. This contract is strictly for patient care and the contractor shall administer diagnosis and treatments both clinical and surgical, at their office(s) and affiliated hospital or surgical center. The contractor will provide his/her own diagnostic and surgical treatment instruments and supplies. All supplies and equipment shall meet CMS (centers for Medicare and Medicaid Services), and OSHA standards of compliance. The contractor shall provide clinical retinal evaluation, establish a retinal diagnosis and provide surgical treatment services which conform to community standards and all local, state, and federal laws and regulations applicable to the delivery of said health care to members of the general public. The procedures and services include scleral buckle, vitrectomy, epiretinal membrane peel, air-fluid exchange, lensectomy, drainage of subretinal fluid, drainage of choroidal fluid, macular hole repair, retinal detachment repair, placement or removal of silicone oil, membrane peel, removal of vitreous hemorrhage, removal of retained nuclear fragments, injection of intravitreal antibiotics or anti-inflammatory agents, endo-retinal destructive laser, retinal vitreous implants, endo-cyclophotocoagulation, cryotherapy, PC for Diabetic Retinopathy/Pan retinal photocoagulation laser treatments, photodynamic therapy, verteporfin injections, paracentisis of anterior chamber, PC for Macular Edema, pneumatic retinopexy by injection, Indocyanine Green Angiography (ICG), Fluorescein Angiography, Fundus photography, Ophthalmic Computerized Scanning, B-Scan (ultrasonography), Lucentis/Avastin/Macugen/Eylea, and any other indicated retinal care and treatment procedures described in the schedule of supplies within this contract. 2. Appointments with the Contractor: Appointments for initial and follow up examinations shall be scheduled by Authorized VA personnel only. All appointments, diagnostic testing and procedures, initial visits, and follow-up visits, and any and all surgeries shall be Pre-Authorized by the VA on an authorization form. The contractor shall not schedule appointments or provide any services prior to receiving authorization by the VA. Any appointments and clinical services/diagnostic testing/clinical treatments/ surgical treatments and procedures that are not Pre-Authorized by the El Paso VAHCS are at the contractor's risk and will not be paid by the VA or the Patient/Veteran. 3. PROCEDURES ONLY PERFORMED AT CONTRACTOR FACILITY: (a) Appointment must be made within: THIRTY (30) days for all Routine orders ONE (1) to THREE (3) days for Urgent orders SAME DAY for STAT orders. (b) The CONTRACTOR is responsible to deliver/fax to the Department of Ophthalmology, El Paso VA Health Care System a Completed Evaluation Report for "EVERY APPOINTMENT" with the contractor within ONE (1) WEEK from the date of the initial consultation, follow-up visit, diagnostic testing and any clinical/surgical setting treatments or procedures. Also to be included within the report is a Plan of Treatment and any requests from the contractor for authorization for the next follow up visit and for further diagnostic, clinical and surgical setting treatments and procedures as well. The documentation and provision of written tests/exams/consultation results and treatment plans MUST contain the following ROUTINE elements: 1. Patient Identification (name) 2. Last four (4) digits of the patient's social security number on each page (if multiple pages are delivered) 3. Date of birth and sex 4. Name of contractor facility/physician/clinic on each page (if multiple pages are delivered) 5. Total number of pages comprising the report on each page 6. Date of exam/testing or evaluation on each page. 7. Evaluation Results (evaluation and diagnosis, testing results, and any recommendations for further care) 9. The Author's name (Physician's name and signature), credentials/professional licensure designation and/or proper authentication of documented results by the author legally responsible for the documentation. Any pertinent abnormal readings/results/findings that may require same day clinical care and treatment or emergency surgical setting procedure/care, especially if the abnormality needs immediate attention, must be communicated within reasonable time and be faxed to the attention of the El Paso VAHCS ordering party within one (1) hour. Fax reports must be received by staff at the Department of Ophthalmology El Paso VAHCS at Fax number: (915) 564-7940. The Contractor is also required to establish communication with staff at the department of Ophthalmology regarding any abnormal findings and requests for emergency authorization for needed clinical care/treatment or emergency hospital setting Operating room surgery. The department of Ophthalmology can be reached at (915)564-6116. The Contractor shall provide the Ophthalmology Clinic, El Paso VAHCS with a list of doctors (Staff Physician(s) and Fully Qualified Non-Staff physicians who provide coverage/shortage medical services for the contractor) who will be providing medical services and interpretations under the scope of work of this contract. The Contractor facility must notify the El Paso VAHCS within 1 day if rescheduling is necessary. 4. CONTRACTOR RESPONSIBILITES: (a) Contractor agrees to provide Retina related medical services as described in the first section of the STATEMENT OF WORK, 1. Performance of Retinal Ophthalmology Services, Second paragraph titled "The Statement of Output" during normal office hours and also after office hours, if required, to include those cases that are deemed emergency in nature as requested by the Department of Ophthalmology, El Paso VAHCS. The Contractor agrees to keep open reliable lines of communication (office phone lines, answering service, pagers/beeper numbers, mobile/cell phone numbers) between contractor physician(s)/office staff and staff members of the Department of Ophthalmology, El Paso VAHCS 24 hours a day, 365 days a year, as mandated by the contact during its base year and available renewal option years, subject to availability of VA funding. (b) Contractor agrees to maintain the minimum acceptable service, standards, reporting systems and quality control as specified herein. The contractor's efforts shall be monitored to ensure that the required output is achieved. Failure to comply with required contract objectives and responsibilities can be grounds for termination of this contract. Immediate (within 24 hours) notification must be given upon adverse action by a Regulatory Agency (c) Contractor shall notify the Chief of El Paso VAHCS Surgery Service, the Head of the Department of Ophthalmology, the Contracting officer, and the Contracting officer Representative (COR) immediately of any equipment malfunction or failure, which may have an impact on tests performed, or on the ability of the contractor to perform any future tests/services. (d) Contractor shall provide working telephone numbers to provide communication with individual contractor staff, for the purpose of problem inquiries and problem solving, at all times, including weekends and holidays. (e) Only employees who have successfully completed appropriate training and education programs appropriate in their field shall provide services. 5. QUALIFICATIONS: Personnel assigned by the Contractor to perform the services covered by this contract shall be licensed in a State, Territory, or Commonwealth of the United States or the District of Columbia. All licenses held by the personnel working on this contract shall be full and unrestricted licenses. The qualifications of such personnel shall also be subject to review by the VA Surgical Supervisor. 6. QUALITY MONITORING PROGRAM The Contractor shall have a quality monitoring program, and shall agree to comply with the requirements for meeting the Joint Commission program as outlined in the El Paso VAHCS program. Documentation of quality control to include results of Peer Review will be provided to the Contracting officer representative (COR), Quarterly for each contractor physician providing Retinal Medical Care for to the El Paso VAHCS under this contract. The Department of Ophthalmology, El Paso VAHCS Contracting offices and contracting officer representative (COR) shall maintain an internal quality control program to monitor the quality of services rendered by the contractor in compliance with contract objectives. Contractor facilities, methodologies, and quality control procedures may be examined/inspected with unannounced inspections, by the VA Contracting Officer or his/her designee at any time during the life of the contract. The contractor shall provide telephone numbers and identify contact person(s) to be used for solving of inquires/problems. Such personnel shall be available during normal working hours and after hours as well (in case of emergencies). The contractor shall notify the Department of Ophthalmology, El Paso VAHCS, Contracting officer and assigned COR of any change in method of Retinal Medical Care delivery and/or change of subcontracted services (Dictation services/ Non-staff Provider Coverage, Pharmacy/Compounding services). Any Contractor requested changes to the contract shall be submitted to the COR for review, preparation and forwarding to and for approval by the VA Contracting Officer. Quality Assurance and Performance Monitoring: The Government will evaluate the Contractor's performance by appointing a representative(s) to monitor performance to ensure services are received. The Government may inspect each task as completed or increase the number of quality assurance inspections if deemed appropriate because of repeated failures or because of repeated customer complaints. Likewise, the Government may decrease the number of quality assurance inspections if performance dictates. El Paso VAHCS Quality Assurance Personnel will validate any complaints and report to the Government Contracting Officer who will then take the necessary action to enforce Contract compliance. a) Listed below are the quality assurance and performance objectives also used as a monitor for reporting on contractor compliance. Quality Assurance and Performance Monitors: Performance Objective Performance Measure 1. Appointments shall be granted in concurrence with contract mandated standards: Routine (within 30 days), Urgent (within 1-3 days) and Stat orders (Same day) 90% compliance 2. Provide a Retinal Evaluation Report to Department of Ophthalmology, El Paso VAHCS within 1 WEEK after completion of every clinical evaluation, clinical treatment/procedure and/or hospital setting surgery.90% compliance 3. Provide to the Department of Ophthalmology, El Paso VAHCS, and an initial assessment specifically the Correct Eye as documented on the consult request/authorization form.100% compliance 4. Provide to the Department of Ophthalmology, El Paso VAHCS, a Retinal Evaluation Report with diagnosis and any necessary recommendations outlining requests (if required) for further exams/studies/clinical treatment(s) or surgical intervention to ensure continuity of care for the veteran. 100% compliance 5. Maintains appropriate Federal, State licensure/certification requirements for all staff who perform duties under this contract. (Mandatory prior to performance of duties)100% compliance 6. Keep to a minimum customer/patient complaints.No more than one (1) complaint per quarter 7. J0INT COMMISSION STANDARD ELEMENTS: The contract provider shall at all times, continuously meet or exceed all Joint Commission standards. The patient population treated by the Department of Ophthalmology, El Paso VA Medical Center, El Paso, Texas, and the Las Cruces Community Based Outpatient Clinic consist of veterans with varying physical, psychiatric, and psychological needs. Their conditions are, in many cases, directly related to the individual's service to this country. 8. PATIENT RIGHTS: (a) All eligible veterans with assessed needs will be referred to the contract provider's off-site clinic for services through the electronic consultation process. Contract providers will initiate direct communication with the veteran patient as clinically indicated. Care provided will respect and integrate the patient's beliefs, values, and cultural influences. The contract provider shall involve the patient in care decisions by keeping him/her fully informed about the diagnosis, plan of care and treatment goals, risks and benefits of proposed treatment, and prognosis. Patients will be discharged from care provided by the contractor and released back to general ophthalmological care at the Department of Ophthalmology, El Paso VAHCS, when treatment goals have been met. (b) Protection of all patient rights is of highest priority. El Paso VAHCS staff will provide all patients a copy of the Patient Rights handbook on entry to care. Patient privacy and confidentiality will be maintained at all times. Computer access will be granted on a need-to-know basis, and security of computerized information shall be maintained at all times. All patient complaints, which are unable to be resolved by the contract provider, will be referred to the Patient Representative. The contract provider and patient care services provided will be included in VAMC data collection activities related to patient compliments, complaints, and satisfaction. The electronic medical record contains information about Advance Directives, which shall be reviewed and honored by the contractor. The contract provider shall fully complete all signed and informed consent documentation within required time frames for invasive or other procedures as required. Planned procedures will not be allowed if these requirements are not met. No patients will be subject to any research activity without his fully informed consent, and study approval by the Investigational Research Board (IRB). The contract provider shall abide by the VAHCS Code of Ethics, which addresses marketing, admission/transfer and referral/discharge processes, and billing issues. No eligible veteran shall be denied care for treatment that is not reimbursed by the third party insurance payer. Patient privacy and confidentiality shall be maintained at all times. 9. PATIENT SAFETY: Patient Safety shall be a primary focus of the contractor. Every effort shall be made by the contractor to prevent medication errors, falls, and patient injury caused by acts of commission or omission in the delivery of care. The El Paso VAHCS shall inform the contract provider of all applicable Sentinel Events or other Patient Safety Alerts received by the El Paso VAHCS. For every applicable alert, the contract provider shall take the necessary steps to redesign processes to prevent occurrence, and provide written feedback to the assigned Contract Officer Representative (COR) describing prevention actions taken. All events related to patient inquiry, medication errors, and other breeches of patient safety will be reported to the COR. The contract provider shall verbally notify the El Paso VAHCS COR immediately when a Sentinel Event has occurred, which is to be followed by written notification with two working days. The El Paso VAHCS shall determine when a Root Cause Analysis (RCA) is required of the contract provider; the contract provider shall participate in all RCAs according to El Paso VAHCS policy, and within established timeframes as deemed necessary by the El Paso VAHCS. Completed RCAs shall be provided to the VAHCS COR and maintained in the Contractor Service record attached to this contract. 10. PATIENT ASSESSMENT: All care provided shall be based on assessed patient needs. Patient medial history and physical exams shall be performed in accordance with VAHCS Bylaws, Rules, and Regulations, and as clinically indicated by patient signs and symptoms. The contract provider shall close out all consults upon provision of care and within required timeframes. Findings from assessment and reassessment will be clearly documented in the electronic medical record, which is used by all members of the interdisciplinary care team in care planning and treatment. Primary psychological, social, and nutritional, pain, and overall functional screening and assessment will be provided by the El Paso VAHCS Primary Care treatment team. Contract provider findings related to the above areas will be recorded in the electronic medical record and addressed or referred as indicated, in accordance with medical center policies. Assessment for invasive procedures will include all elements as explicitly outlined in El Paso VAHCS Bylaws and applicable policies. All required documentation shall be fully completed within El Paso VAHCS required time frames outlined in El Paso VAHCS bylaws and policies. 11. CARE OF PATIENTS: All eligible veterans in the care of the Department of Ophthalmology, El Paso VAHCS who are found to have a medical requirement for further Off-Site Retinal Specialty Care will be referred to and should be evaluated and treated regardless of any past financial history with the contractor. If a patient is discharged for any reason, such as non-compliancy with care or behavioral issues, the contractor is required to notify the patient and the El Paso VAHCS within 24 hours. If the decision to discharge is final, written documentation will be required. All care shall be provided by licensed, qualified, competent, and appropriately privileged individuals. All anesthesia standards and El Paso VAHCS policies will be rigorously adhered to for procedures involving other than topical or local anesthesia. Medication control, security, and safety will be maintained at all times. Medications shall only be dispensed, prepared, and administered to patients by appropriately licensed and competent individuals. Any questions regarding care of patients under the contract shall be forwarded to the COR and Contracting officer. 12. PATIENT EDUCATION: All education given shall be documented in accordance with El Paso VAHCS policies and procedures. All education material provided to the patient on Retinal Ophthalmology procedures will be reviewed and concurred with by the VAHCS Patient Education Committee on an annual basis prior to the provision of patient education. 13. CONFIDENTIALITY: a. The El Paso VAHCS shall provide the Contractor with access to pertinent patient medical information, within the constraints of existing privacy rules and regulations. The Contractor shall ensure the confidentiality of all patient information, and shall be held liable in the event of a breach of confidentiality. Contractor is subject to all federal and state laws, rules and regulations regarding patient privacy, including, but not limited to the above listed regulations. The contractor shall comply with all applicable HCFA regulations and guidelines dealing with confidentiality. b. The contractor is considered part of the Department health care activity for purposes of the following statutes and the VA regulations implementing these statutes: The Privacy Act, 5 U.S.C. section 552a, and 38 U.S.C., sections 5701, 5705, and 7332. The contract clinic and its employees may have access to VA patient medical records to the extent necessary for the contractor to perform their duties under this contract. Notwithstanding any other provision of this contract, the contract clinic and its employees may disclose patient treatment records generated by the contractor under this agreement only pursuant to explicit disclosure authority from VA. The contract clinic and its employees are subject to the penalties and liabilities provided in the statutes and regulations mentioned in this paragraph for unauthorized disclosures of such records and their contents. c. Records created by the contractor in the course of treating VA patients under this agreement are the property of the VA and shall not be accessed, released, transferred or destroyed except in accordance with applicable federal law and regulations, or by the direction of the VA. d. Subject to applicable federal confidentiality laws, the contractor or designated representative may have access to VA records at VA's place of business on request during normal business hours when necessary to perform the duties under this agreement. e. If this agreement is terminated for any reason, or if the contract life expires, the contractor will promptly provide the El Paso VAHCS MEDICAL CENTER with the VA patient treatment records covered by this contract. 14. RELEASE OF MEDICAL INFORMATION: The contractor shall provide the patient with a blank VA Form 5354 ®, Request for and Consent to Release the Medical Records Protected by 38 U.S.C., section 7332. The contractor shall retain the completed consent form with the treatment records and release the records. 15. PERSONNEL POLICY: The Parties agree that contractor personnel shall not be considered VA employees for any purpose and shall be considered employees of the Contractor. To ensure that the individuals providing services under the contract have not engaged in fraud or abuse regarding Sections 1128 or 1128A of the Social Security Act regarding federal health care programs, the contractor is required to check the Health and Human Services - Office of the Inspector General List of Excluded Individuals/Entities on the OIG Website (www.hhsgov/oig) for each person providing services under this contract. Furthermore, the Contractor is required to certify in its proposal that all employees listed in the contractor's proposal have been compared against the OIG list and are not listed. During the performance of the contract, the Contractor is prohibited from using any individual or business listed on the List of Excluded Individuals/Entities. 16. INVOICING: Payment made by the VA under this contract constitutes the total cost of the physician services, office examination and clinic services, diagnostic testing, clinical procedural services, special services, clinic based and hospital based operating room retinal surgery procedures and treatments per the agreed upon Current Procedural Terminology (CPT) prices. The contractor shall not charge the VA beneficiary, his/her family, third party or Medicare for services rendered to patients under this contract. The Clinic will pay Contractor for services rendered pursuant to this Contract within thirty (30) calendar days of receipt of a properly executed UB92 or HCFA 1500 accompanied by a copy of the examination report from Contractor for each patient seen by Contractor. The COR shall verify all invoices. Any discrepancies on the invoices shall be discussed with the Contractor and appropriate adjustments will be made. Failure to include the above documentation could result in delayed payments. Payment of each invoice will be in accordance with the Prompt Payment Act, FAR 32.905. In accordance with FAR 37.401(b), the Government may evaluate the quality of professional and administrative services provided but retains no control over the medical, professional aspects of services rendered (e.g., professional judgments, diagnosis for specific medical treatment). In accordance with Title 42 Code of Federal Regulations (CFR) 415.170 and Title 42 CFR 415.180, as a condition of payment, the services must be personally furnished by a physician who is not a resident or furnished by a resident in the presence of a teaching physician during the key portion of any services or procedures for which payment is sought. Documentation must indicate that the physician personally performed the interpretation or reviewed the resident's interpretation with the resident. Payment by the El Paso VAHCS shall be made MONTHLY in arrears upon submission of a properly itemized invoice(s) from the contractor. All invoices shall contain the contract number, the patient's full name, the patient's social security number, the date(s) of service, the place of service, the applicable CPT codes, the vendor's tax identification number (TIN), and the national provider identifier number (NPI). Invoices must be accompanied by a copy of the matching completed medical evaluation report. Invoices shall be forwarded to the following address: Department of Veterans Affairs Attn: Fee Basis P. O. Box 640290 El Paso, Texas 79904-9998 The contract is subject to the availability of El Paso VAHCS funding for each Fiscal Year/Option year. 17. EPA CLAUSE FOR PER-PROCEDURE BASED ACQUISITIONS USING MEDICARE RATES The Per-Procedure rates for the base year and any option years, should they be renewed, will correspond to the most current and active published Medicare rates at the time the medical services are rendered under the this contract. Corresponding Per-Procedure rate adjustments could result in either a decrease or increase in payment to the Contractor depending on the rates published by Medicare for any given time period. The burden of notifying the VA Contracting Officer and/or Contracting Officer Representative of any changes in Medicare rates lies with the Contractor. The Contractor's notification to the VA Contracting Offices should include a list detailing the new Medicare rates and published documentation that substantiates that these rates are currently effective or will be effective at a future date. Within seven (7) calendar days of being properly notified of the change(s) in Medicare rates by the Contractor, the VA Contracting Officer will attempt to verify the change(s) with the Centers for Medicare and Medicaid Services (CMS). If the change(s) cannot be verified, the VA Contracting Officer will notify the Contractor of this determination, and will work with the Contractor to identify the issue(s) preventing verification. If the change(s) can be verified, the VA Contracting Officer will implement the corresponding adjustments within fourteen (14) calendar days of verification unless the effective date has not yet arrived. In the latter case, the VA Contracting Officer will implement the change(s) on the effective date unless the effective date falls within the fourteen (14) calendar days; therefore the VA Contracting Officer is afforded to implement the change(s) after verification. The VA Contracting Officer reserves the right to retain any of the remaining fourteen (14) calendar days between verification and implementation regardless of the effective date of the change(s). The Contractor is not entitled to retroactive payment rate adjustments prior to implementation of the change(s) in Medicare rates by the VA Contracting Officer. "Piecemeal" changes to Medicare rates, such as only seeking per-procedure rate adjustments for select codes or a select group of codes, will not be permitted under any circumstance. The Contractor shall accept all Medicare rate changes for the period in which they are effective. VA reserves the right to adjust the Per-Procedure rates under this contract at any time should Medicare rates change regardless of whether the Contractor notified the VA Contracting Officer of the change(s). The Contractor will be given a notice of such actions at least seven (7) calendar days prior to the effective date of the change(s). Should there be any disagreement with the VA Contracting Officer's proposed change, the Contractor must submit a response outlining those areas in which the Contractor disagrees. This response must be provided to the Contracting Officer within seven (7) calendar days of notification of the anticipated change. The VA Contracting Officer reserves the right to make the final determination with regard to any change. Should the VA Contracting Officer implement any change(s) in Medicare rates under this contract, the Contractor shall accept all corresponding adjustments for the time period in which they are effective. 18. INDEMNIFICATION AND MEDICAL LIABILITY INSURANCE: The Contractor shall provide and maintain adequate liability insurance coverage consistent with the risks associated with the performance of all services required by this contract. Refer to Veterans Administration Acquisition Regulation (VAAR) Clause 852.237-7, "INDEMNIFICATION AND MEDICAL LIABILITY INSURANCE," in this contract. 19. MEDICAL RECORDS CREATED AT CONTRACTOR OFFICE LOCATIONS If requested by the Government, the contractor shall provide the original medical record or a reproducible copy of any such records within five (5) working days of receipt of the request from the government. The Contractor shall be responsible for creating and maintaining Government required records. The records will consist of medical office visit evaluation results, diagnostic testing records and results, interpretations, results from clinical procedures/treatments, results from hospital setting operating room surgeries and attached post-operative evaluation results. All reports/records are to include the name of the patient, date of birth, date of study, office name and location, history, findings, impressions and the physician's signature. Records created by the contractor in the course of treating VA patients under this agreement are the property of the VA and shall not be accessed, released, transferred or destroyed except in accordance with applicable federal law and regulations, or by the direction of the VA. 20. MINIMUM FACILITY QUALIFICATIONS: The Contractor's facility must meet all Federal (including the Americans with Disability Act), state, local fire and NFPA Life Safety Codes. The Contractor warrants that all applicable fire laws are being complied with and there are no recommendations from fire or safety officials, which have not been resolved. Contractor is subject to a pre-award inspection of his/her facility and a yearly fire and safety inspection by a Safety Officer of the VAHCS El Paso Medical Center. Contractor shall maintain a log recording compliance of fire laws. 21. CONTRACT RECORD KEEPING SYSTEM: A record keeping system will be used to verify the contractor's compliance with the terms and conditions of this contract, and will be maintained and monitored by the assigned COR. This record system will include but not limited to, the following monitoring methods: 1. Reports using random patient records for quality control purposes. 2. A percentage of patients chosen from the received invoices will be used to determine contract monitor compliancy. 3. Final quarterly report is based on the contractor's compliance with objectives set forth in the Statement of work. 4. The COR will maintain records with results of all on-site unannounced office inspections. 5. The COR is responsible to maintaining data i.e.; patient safety, compliments and complaints. 6. VA will keep records of pertinent contract communications between the vendor, COR and Administration to ensure contract compliance. 22. SPECIAL CONTRACT REQUIREMENTS: Under the authority of Public Law 104-262 and 38 USC 8153, the contractor agrees to provide Health Care Resources in accordance with the terms and conditions stated herein the contract and to furnish services and prices specified in the Section entitled Schedule of Supplies/Services to the Department of Veterans Affairs Medical Center, El Paso, Texas 1. SERVICES: The services specified in the Sections entitled Schedule of Supplies/Services and Special Contract Requirements may be changed by written modification to this contract. The modification will be prepared only by the Contracting Officer and, prior to becoming effective, shall be approved by the VA Under Secretary for Health or his/her designee. b. The medical services to be performed by the contractor will be under the direction of the Chief of Surgical Services, and the head of the Department of Ophthalmology. Contractor performance of Contract objectives in the Statement of Work/ Scope of Work will be monitored by the assigned COR(s) and VA Contracting Officer. c. Example workload estimates for some of the larger procedures/treatments in the contract: Based on annual historical data, broken down per year averages. CPT: 67210 047 times per year on average CPT: 67228 027 times per year on average CPT: 67145 003 times per year on average CPT: 67036 007 times per year on average CPT: 67113 010 times per year on average CPT: 67108 009 times per year on average CPT: J2778 050 times per year on average CPT: J9035 170 times per year on average 2. TERM OF CONTRACT: This contract is effective for a BASE YEAR period effective July 17, 2014 through July 16, 2015 plus four (4) additional renewable option years, subject to the availability of funding from the El Paso VAHCS. The contractor shall perform NO services of any category/type after July 16, 2015, unless the Contracting Officer authorizes such services in writing through exercising of the next option year in the contract. 3. WORK HOURS: a. The medical services covered by this contract shall be furnished by the contractor as defined herein. The contractor will not be required, except in case of emergency, to furnish such medical services during off-duty hours as described below. The Contractor though, is required to keep open and reliable lines of communication, during off duty hours between their offices and those of the El Paso VAHCS, for the purpose of essential communication between both offices during medical emergencies, problem inquiries and problem solving, at all times, including weekends and holidays. b. The following terms have the following meanings: (1) Normal Work hours: Monday through Friday, 8:00 a.m. - 4:30 p.m. (2) National Holidays: The 10 holidays observed by the Federal Government are: New Year's Day Martin Luther King's Birthday 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. 4. PERSONNEL POLICY: The contractor shall be responsible for protecting their personnel furnishing services under the life of this contract. To carry out this responsibility, the contractor shall provide the following for these personnel: - workers compensation - professional liability insurance - health examinations - income tax withholding, and - social security payments. The parties agree that the contractor, its employees, agents and subcontractors shall not be considered VA employees for any purpose. 5. PRIVACY ACT REQUIREMENTS Performance of contract services may involve review of VA patient records containing information subject to the Privacy Act, 5 U.S.C. Section 552a. The Contractor shall perform in accordance with FAR clause 52.224-2, Privacy Act, Section I. The Contractor shall maintain confidentiality of such information. 6. NONDISCRIMINATION OF SERVICES The Contractor agrees to accept referral of and to provide all services specified in this contract for any person jointly determined eligible by the VA Under Secretary for Health or his/her designee regardless of race, color, religion, sex, or national origin of the person(s) for whom such services are ordered. In addition, the Contractor warrants that subcontracting will not be resorted to as a means of circumventing this provision 7. DESIGNATION OF CONTRACTING OFFICER'S REPRESENTATIVE (COR) FOR THIS CONTRACT. Ms. Rosie Rico is designated as the Primary COR on this contract. Duties of the COR will include quality assurance, certifying of payments, and any other duties required by the COR to successfully monitor the services rendered under this contract by the vendor for the Department of Veterans Affairs El Paso Medical Center. The COR will be considered the first level of contact regarding any contract issues or contract questions from the contractor. The COR's can be reached at : VA Eye Clinic (915) 564-6116, Extension x6452 (Rosie Rico). The Contracting Officer Representatives shall have the following scope and limitations of authority: (a) Provide schedules of services to be performed for the government that fall within the contract work scope. (b) Certify acceptance of services received in accordance with the contract requirements. (c) Furnish technical guidance and advice, under the direction of the ophthalmology clinic supervisors. (d) Report to contracting office any deficiencies in performance, quality of service or safety practices. Report to contracting officer any questions on contract performance or possible suspensions of work and early termination of contract due to vendor failure to comply with contract mandated performance objectives. (e) Certify contractor invoices for payment of services rendered in accordance with the Contract terms. This delegation of authority given to the COR does not include any authority to make changes in the contract related to quantity, quality and delivery of retinal care services. ONLY the Contracting Officer acting within the scope of his/her authority can make all changes to the contract in any manner. This designation is issued through the term of this contract commencing on the date when the VA Contracting Officer executes this contract, unless sooner revoked in writing by the Contracting Officer. Contracting Officer Representative (COR) or his/her designee shall be the VA Official responsible for verifying contract compliance. After contract award, any incidents of contractor noncompliance as evidenced by monitoring procedures shall be forwarded immediately to the Contracting Officer. 8. CONFIDENTIALITY: The Contractor/Contractor's employee is subject to the provisions of the Privacy Act of 1974, as well all applicable VA Laws and regulations. The Contractor shall keep confidential the contents of all medical documents entrusted to his/her care. Employees of the Contractor shall not disclose to any unauthorized person, firm or corporation knowledge entrusted during performance of the contract which relates to the following, but not limited to: (a)Name of patients (b)Names of physicians, nurses or any other employee of the Medical Center. (c)The type or content of any dictated reports. 9. CCR REGISTRATION: For the contractor Pursuant to FAR 4.1100-1104 and 52.204-7, contractors must register in CCR database at WWW.CCR.GOV. Contractor's DUNS number is required to register. If DUNS number is not known, call Dun & Bradstreet at 1-866-705-5711. Contractors shall maintain registration during performance and through final payment of the contract. 10. COMPLIANCE WITH HIPAA: Department of Health and Human Services (DHHS), as mandated by Health Insurance Portability and Accountability Act of 1996 (HIPAA), 45 CFR parts 160 &164, subparts A,C,E; use & disclosure of protected health information requires the Government to enter into a Business Associate Agreement (BAA) with contractors who need access to protected health information and who do not meet any HIPAA exceptions. This requirement _X_does __ does not; meet BAA exceptions and __does _X_ does not require a BAA. Exceptions: _Treatment __Research __Health Insurance __OHCA __Provider for payment __ Incidental NAICS Code 621111 is proposed for this acquisition and business size standard is 10 Million. If a solicitation is issued, it will be announced at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this announcement. Please place "Attention: Sources Sought -"Retinal Services" in subject line of your email. Send your response to: christina.tayman@va.gov by February 23, 2015. Interested Vendor's shall include the following information in their responses: 1) Company name, address, phone number, primary contact(s), e-mail address, NAICS code(s), business size (i.e., small/large) and DUNS Number. 2) Provide a Statement of Capability that demonstrates your company can provide the supplies/service. 3) BUSINESS SIZE AND SOCIO-ECONOMIC STATUS: (a) Indicate whether your business is large or small (b) If small, indicate if your firm qualifies as a small, emerging business, or small disadvantaged business (c) If disadvantaged, specify under which disadvantaged group and if your firm is certified under Section 8(a) of the Small Business Act (d) Indicate if your firm is a certified Hub-zone firm (e) Indicate if your firm is a woman-owned or operated business (f) Indicate if your firm is a certified Service-Disabled Veteran Owned Small Business (SDVOSB) or Veteran Owned Small Business (VOSB), (g) State whether your firm is registered with the Central Contractor Registration (CCR) at http://www.ccr.gov and/or the VetBiz Registry at http://vip.vetbiz.gov/. If not, please NOTE any future solicitation could only be awarded to a contractor who is registered in CCR and to receive award based on VOSB or SDVOSB status you must be registered in the VetBiz Registry. Disclaimer and Important Notes: This notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization's qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a pre-solicitation synopsis and solicitation may be published in Federal Business Opportunities. However, responses to this notice will not be considered adequate responses to a solicitation. No Proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s). This procurement is being conducted as open market procurement. The NAICS code for this procurement is 621111. The solicitation will be posted on or around 1/29/2016. All questions should be addressed to Christina Tayman, Contract Specialist at Christina.Tayman@va.gov The anticipated RFP number is VA258-16-R-0055. Contracting Office Address: Network Contracting Office 18 (NCO18) 11495 Turner Road El Paso, TX 79936 Product/Service Code: Q511-Medical -Ophthalmology This synopsis will be available for at least 15 days before release of the solicitation, in accordance with FAR 5.203.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/VAEPHCC756/VAEPHCC756/VA25815N0273/listing.html)
 

Document(s)

Attachment
 

File Name: VA258-15-N-0273 VA258-15-N-0273_1.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2506557&FileName=VA258-15-N-0273-001.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2506557&FileName=VA258-15-N-0273-001.docx

 

Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
 

Place of Performance

Address: VA Medical Center;5001 N. Piedras;El Paso, TX

Zip Code: 79930
 

Record

SN03990013-W 20160115/160113234409-6517170f102262e935dc82f170c7fa06 (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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