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FBO DAILY - FEDBIZOPPS ISSUE OF NOVEMBER 04, 2017 FBO #5825
DOCUMENT

Q -- Huntington Prosthetics Fitter and Orthotist - Attachment

Notice Date

11/2/2017
 

Notice Type

Attachment
 

NAICS

621999 — All Other Miscellaneous Ambulatory Health Care Services
 

Contracting Office

Department of Veterans Affairs;VA Maryland Health Care System;Contracting Officer (90C);209 W. Fayette Street, Suite D605;Baltimore MD 21201
 

ZIP Code

21201
 

Solicitation Number

VA24517R0345
 

Response Due

11/17/2017
 

Archive Date

11/22/2017
 

Point of Contact

Crystal Hinton
 

E-Mail Address

7-1530<br
 

Small Business Set-Aside

N/A
 

Description

STATEMENT OF WORK (SOW) The purpose of this contract is to secure labor services to design, fabricate, fit, and maintain orthotic and prosthetic devices for Veterans residing in the service area of the Huntington VA Medical Center (VAMC) which is part of the Veterans Integrated Service Network 5 (VISN 5). I. SCHEDULE OF SERVICES AND STATEMENT OF NEED The Contractor shall provide Registered /Certified in the following labor categories: Certified Orthotist Registered/Certified Fitter The Huntington VAMC has an immediate and urgent need for a Registered/Certified Fitter. The Huntington VAMC may also have immediate future needs for the following positions to fill in for vacations and personnel vacancies: Certified Orthotist. These positions are critical to Huntington VAMC operation and, as these needs are identified, the facility has a critical need to fill the vacancies on an emergent basis. Therefore, at the present time potential offerors are asked to complete the price schedule for all positions so that all positions can be evaluated for future use. Potential offerors only need to submit candidate information for the Registered/Certified Fitter at the time a proposal is submitted in response to this solicitation. II. TASK DESCRIPTION Designs, modifies, fabricates, aligns, fits, delivers and repairs all types of Orthotic devices for upper limb, lower limb and spine for both recurring and complex cases. All fabrication shall be internal unless authorized by the COR. Internal site is Huntington, WV. Independently applies knowledge of anatomy, physiology, kinesiology and biomechanics. Discusses cases with the patient's physician, other Orthotist or the Chief. Orthotic & Prosthetic Lab or designee for the purpose of developing prosthetic/orthotic devices, footwear, and other items requiring fabrication. Fabricates positive plaster molds using a variety of casting materials and established technical procedures for the purpose intended in fabrication of standard and custom Prosthetic/Orthotic devices. Annotates patient's Prosthetic record (2319) utilizing the VA computer through VISTA and CPRS, utilizing the OWL with regard to time, labor, and materials used to design, modify, fabricate, align, fit, deliver and repair a prescribed device. Completes progress notes and encounters on each patient within established timeframes. Shall comply with Quality Management, Joint Commission standards, ABC/BOC Code of Ethics and Guidance. Responsible for safely operating Government owned equipment and all tools in good and safe working order. Tools and equipment are kept clean and in good working order. Damaged or non-operational equipment will need to he reported to the Chief, O&P or responsible official. Shall be familiar with the Material Safety Data Sheet (MSDS) and its use as a reference, as well as fire, safety and evacuation procedures as they relate to the VA facility in which located. Training will be provided by local Contract Officer Representative. Responsible for the operation and effective use of all O&P systems and equipment per industry standards. The Prosthetic Chief will provide to the contractors on site project manager a list of the work to be accomplished. Performs assigned duties with a minimum of technical supervision. Works independently using judgment in applying the variety of methods and techniques when developing and fabricating devices for individual patients with different disabilities. The preferred Technician shall possess a certificate from the American Board for Certification in Orthotics and Prosthetics (ABC) or Board for Certification/Accreditation, International (BOC). A Practitioner will possess an ABC or BOC Certification in Orthotics or Prosthetics, or both. Works in an environment, which is dusty, noisy, lifts heavy objects, works with materials at a temperature of up to 500 degrees, stands for long periods of time, and works with chemicals and materials. Contract staff shall work inside of a fully functional O&P Service and are aware of all occupational hazards associated with their position. Able to function in a multi-disciplinary setting. Work performed shall ensure the proper, legal, and cost effective use of government funds and the accurate accounting of prosthetic monies. Supervision of Contractor s employees remains with the Contractor. Huntington VAMC supervisory personnel shall communicate with the Contractor regularly about contract employee performance. The Contractor shall be responsible to take corrective actions in the event such action is deemed necessary. Further, Contractor shall be responsible for all employee reviews however the Contractor may consult with the Huntington VAMC supervisory personnel prior to completing employee performance reviews to ensure the contract employee is performing satisfactorily in accordance with the contract. Huntington VAMC supervisory personnel shall cooperate with Contractor and provide any requested information with regard to contract employee performance. III. EXPERIENCE/QUALIFICATIONS Contractor shall ensure that all candidates shall meet the following experience and qualifications requirements: Certified Orthotist shall be certified with the American Board for Certification in Orthotics and Prosthetics (ABC) or Board for Certification/Accreditation, International (BOC), or both. Further, the Orthotist shall have a minimum of two (2) years experience working as a Orthotist. Registered/Certified Fitter shall be certified with the American Board for Certification in Orthotics and Prosthetics (ABC) or Board for Certification/Accreditation, International (BOC), or both. Further, the Fitter shall have completed an ABC/BOC approved training/educational program and shall include a certificate of completion of this course with his/her résumé. ABC Registered Technician shall be certified with the American Board for Certification in Orthotics and Prosthetics (ABC) or Board for Certification/Accreditation, International (BOC), or both. Further, the Fitter shall have completed an ABC/BOC approved training/educational program and shall include a certificate of completion of this course with his/her résumé. Certified Fitter shall be certified with the American Board for Certification in Orthotics and Prosthetics (ABC) or Board for Certification/Accreditation, International (BOC), or both. Further, the Fitter shall have completed an ABC/BOC approved training/educational program and shall include a certificate of completion of this course with his/her résumé. IV. DELIVERABLES Services shall be requested and controlled by means of work requests and/or consults received which will delineate specific objectives, deliverables, and constraints. The Contractor shall be responsible for delivering all end items specified in the work requests as well as the work control documentation to VA. Work control documentation to be used in this task includes OWL's, Appointment Management, Encounters, work requests, job requests, work definition forms, work completion forms, and monthly status reports. V. CRITERIA FOR ACCEPTANCE The VA will review the contractor deliverables in accordance with all specifications stated in the work requests/consults. Only Prosthetics and P M & R has the authority to inspect and reject deliverables. The acceptance of deliverables and satisfactory work performance required herein shall be based on the timeliness and accuracy of the products requested by the local facility. Deliverables will be itemized and explained in individual work requests/consults. VI. SCHEDULE AND DELIVERY INSTRUCTIONS The specific deliverables and schedule for delivery shall be as agreed upon and documented in detailed work requests. VA reserves the right to prioritize work requests and negotiate any delivery dates. VII. REPORTS 1. The Contractor shall provide a monthly summary report and monthly narrative report co-developed with the VA which includes the following: 1.1 Patient Satisfaction Reports 25% of all orthotic and prosthetic patients shall be randomly surveyed for patient satisfaction. Production Reports: (a) production reports for HCPCS (L codes and A codes); and (b) total number of patients seen per practitioner/month. 1.2 The monthly summary report shall include labor charges for actual hours worked and other direct costs which may be authorized in the task (i.e.. travel. etc). Charges shall not exceed the authorized cost limits for labor and other direct costs. The Government will not pay unauthorized charges. Original receipts completed in accordance with Government travel regulations shall be maintained by the contractor to support charges other than labor hours and made available to Government auditors upon request. 2. The Task Summary Report shall include the following: 2.1 Total labor hours for each skill level (SL). 2.2 Specify each contractor's name and labor hours and SL for each. 2.3 Other direct costs (ODC s). ODCs must be individually itemized and specific by each individual category, i.e.. travel and per diem, training, security check fees, commodities, etc. 2.4 Travel charges must include the traveler's name and dates of travel. 2.5 Total ODC s charges (G&A included) 2.6 Accumulative totals (Labor, ODC s, surcharge, HCPCS, etc.) Site specific/individual reports shall be generated from the first calendar day of each month to the last calendar day of each month. (i.e., January 1st through January 31st; February 1st through February 28th/29th, etc.) The Task Summary Report is due by the 2nd business day of each month. Reports shall be forwarded to each local COR in addition to the VISN 5 COR. 5. Invoices shall be forwarded to the local COR at each facility by the 5th workday of the month. Required Services (Tasks) Performance Standard Acceptable level Surveillance Methods Incentive, if any Task 1: Workforce Coverage All facilities staffed in accordance with Schedule of Services 100% Certified Daily Exercise of Option, Past Performance Task 2: Project Management Work completed in established timeframe 90% 100% Inspection Exercise of Option Past Performance, Task 3: Preparation of Recurring Reports Work completed in established timeframe 90% 100% Inspection Exercise of Option, Past Performance Task 4: Clinical documentation to be completed on all patient encounters Work completed for each patient encounter 100% 100% Inspection Exercise of Option, Past Performance Task 5: Clinical documentation to be completed on all patient encounters Work completed in established timeframe (per VHA Standards) 90% 100% Inspection Exercise of Option, Past Performance VIII. PERFORMANCE CRITERIA 1. Places of Performance (including catchment areas of each facility): 1.1 Prosthetics O & P lab. 1.2 VA Huntington Emergency Rooms 1.3 VA Huntington Inpatient Rooms 2. Hours of Work 2.1 The following terms have the following meanings: 2.1.1.1 Full time equivalent (FTE) is defined by VA as a minimum of 80 hours every 2 weeks and does not include holidays. 2.1.1.2 Normal Clinical Hours: Contract staff shall be available and present in the clinic during normal treatment hours 8:00 am to 4:30 pm Monday through Friday. Hours may be determined by the local organization in consultation with the COR and the Contractor at each local VA facility. The Government reserves the right to request adjustments to the coverage period due to unforeseen needs. Compressed schedules are not authorized. 2.1.1.3 National Holidays: The ten (10) holidays observed by the Federal Government are: New Years Day Martin Luther King's Birthday Memorial Day Independence Day Labor Day Columbus Day Presidents Day Veteran's Day Thanksgiving Day Christmas Day AND Any other day specifically declared by the President of the United States to be a national holiday A record keeping system of contractor hours worked will be established by the COR. A contractor's employee shall be actually performing the required services for the period specified in the contract, or the contract cost will be decreased accordingly during each billing cycle. The payments for any leave, including sick leave, holiday, or vacation time, are the responsibility of the contractor. Overtime/Extended Hours There are times that the Government will request the contractor to work beyond the normal 80 hour schedule. Discussions with the Contracting Officer, the COR and the Contractor Representative will need to take place and written confirmation be agreed upon prior to working more than 80 hours per pay period. If the need for extended hours shall arise, the contractor shall obtain pre-authorization from the COR prior to anyone working overtime/extended hours. Under no circumstances shall the contractor employee(s) work unauthorized hours. If this occurs the Contractor may be liable for non-reimbursement. Security and Privacy Clearance; and Credentialing All Contractor employees must have, at minimum, a Low Risk background investigation. No contractor employee shall report for work unless Completion Notice has been received from Security and Investigations Center. The Contractor shall be responsible to ensure that all employees complete the necessary steps and processes to ensure timely completion of the background investigation. Please refer to Attachment 1 for detailed information on completion of contract employee background investigations. All Contractor employees must be credentialed by the Huntington VA Medical Center. Contractor employees shall be responsible for submitting all necessary documentation to the VA Medical Center, and they shall be responsible for completing/entering all necessary information into the VetPro system. The Contractor shall be responsible to ensure that all employees complete the necessary steps and processes to ensure timely completion of the credentialing process. Please refer to Attachment 2 for VAMC policies and procedures with regard to completion of the credentialing process. IX. ADMINISTRATIVE REQUIREMENTS FOR CONTRACTOR EMPLOYEE 1. The Contractor shall be responsible for ensuring the contractor employees providing work on this contract are fully trained and completely competent to perform the required work. Contract employees shall follow the VA dress codes. VA is not responsible for uniforms. The Contractor is required to maintain records that document competence and performance level of contractor employees working on this contract in accordance with ABC, JC, and other regulatory body requirements. Contractor is responsible for associated cost relating to Continuing Education Units, Licensures and Registration Fees, Certification Fees including travel. Contractor employees are required to complete local VA specific orientation. Contractor shall provide and maintain documentation of each employee and certify completion of VA orientation. Notwithstanding other contract requirements upon request of the Contracting Officer, the Contractor shall remove from the work site any contractor employee who does not comply with orientation requirements or meet competency or security requirements for the work being performed. When changes in contractor personnel occur the Contractor shall provide evidence of orientation completion, current competency assessment, and current performance evaluation. The Contractor is required to develop and maintain the following documents for each contractor employee working on the contract: 7.1 Credentials and qualifications for the job. 7.2 A current competency assessment checklist. 7.3 A current performance evaluation supporting ability of the contractor employee to successfully perform the work required in this agreement, and listing of relevant continuing education for the last two years. The Contractor shall provide current copies of these records at the time of contract award and annually on the anniversary date of contract to the COR, or upon request, for each contractor employee working on the contract. X. PERSONNEL POLICY The Contractor shall assume full responsibility for the protection of its personnel furnishing services under this contract, in accordance with the personnel policy of the Contractor, such as providing worker's compensation, professional liability insurance, health examinations, income tax withholding, and social security payments. The parties agree that the Contractor s employees, agents, and sub-contractors shall not be considered VA employees for any purpose. XI. CONFIDENTIALITY 1. To the extent permitted by federal privacy statues, rules, and regulations, the VA will provide the contractor employee with access to pertinent medical information for the purpose of providing coordinated comprehensive health care to veterans. The Contractor shall access only those records of the enrolled veterans and shall maintain the confidentiality of all such patient information and shall be held liable in the event of a breach of confidentiality by the Contractor. Contractor shall be subject to HIPPA requirements. 2. The Contractor employee shall not release any medical records directly to a veteran. The Contractor acknowledges that all records are subject to the Privacy Act and that the VA is the sole entity authorized to release such information. XII. CONTRACTOR PERSONNEL SECURITY REQUIRMENTS All contractor employees who require access to the Department of Veterans Affairs computer systems shall be the subject of a background investigation and must receive a favorable adjudication from the VA Office of Security and Law Enforcement prior to performing work under this contract.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/VAMHCS512/VAMHCS512/VA24517R0345/listing.html)
 

Document(s)

Attachment
 

File Name: VA245-17-R-0345 VA245-17-R-0345_1.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3886440&FileName=VA245-17-R-0345-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3886440&FileName=VA245-17-R-0345-000.docx

 

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

Record

SN04730386-W 20171104/171102231616-29eebb96c518ddaa682551c669c38089 (fbodaily.com)
 

Source

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

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