SOURCES SOUGHT
Q -- Radiation Oncology Therapeutic Medical Physics Services
- Notice Date
- 1/24/2022 3:00:00 PM
- Notice Type
- Sources Sought
- NAICS
- 621399
— Offices of All Other Miscellaneous Health Practitioners
- Contracting Office
- 262-NETWORK CONTRACT OFFICE 22L (36C262) LONG BEACH CA 90815 USA
- ZIP Code
- 90815
- Solicitation Number
- 36C26222Q0330
- Response Due
- 2/3/2022 3:00:00 PM
- Archive Date
- 04/04/2022
- Point of Contact
- Tashodra.Rogers@va.gov, Tashodra Rogers, Phone: (562) 826-5401
- E-Mail Address
-
tashodra.rogers@va.gov
(tashodra.rogers@va.gov)
- Awardee
- null
- Description
- THIS REQUEST FOR INFORMATION (RFI) SOURCES SOUGHT IS ISSUED SOLELY FOR MARKET RESEARCH AND PLANNING PURPOSES ONLY AND DOES NOT CONSTITUTE A SOLICITATION. 1. Responses to this Sources Sought must be in writing. The purpose of this Sources Sought Announcement is for market research only to make appropriate acquisition decisions and to gain knowledge of Small Business Capability, including Service-Disabled Veteran Owned Small Businesses and Veteran Owned Small Businesses (SDVOSB/VOSB) interested and capable of performing the work. 2. The NAICS for this requirement is NACIS 621399 Offices of all Other Miscellaneous Health Professionals 3. Interested and capable Contractors should respond to this notice not later than 3:00 PM (PST) on February 3, 2022 by providing the following via email only to Tashodra Rogers at Tashodra.Rogers@va.gov Please provide the following: a) company name b) address c) point of contact d) phone, fax, and email of primary point of contact e) DUNS number f) Type of small business, if applicable, (e.g. Services Disabled Veteran Owned Small Business (SDVOSB), Veteran-owned small business (VOSB), 8(a), HUB-Zone, Women Owned Small Business, Small disadvantaged business, or Small Business). g) A capability statement that addresses the organization s qualifications and ability to perform as a contractor specifically for the work described in the Performance Work Statement (PWS). Respondents are also encouraged to provide specific examples (e.g. contract number, point of contact information) of the Contractor s experience providing the same or similar services to that described in the DRAFT PWS. h) Respondents are also requested to include an informal quote. This informal quote is not binding but will assist the Government with its market research. Please include the quote for the base and four (4) option years. 4. SDVOSB/VOSB respondents. a) If respondent is VOSB or SDVOSB, respondent is encouraged to provide proof of www.vetbiz.gov certification. In addition, SDVOSB/VOSB Contractors are asked to acknowledge that they understand the limitations on sub-contracting pursuant to FAR 52.219-14, Limitations on Sub-Contracting, which will be included in the impending solicitation. Further SDVOSB/VOSB contractors are asked to respond that they are capable of providing the requested services keeping within the parameters of this clause. b) Small businesses, including SDVOSB/VOSBS are also advised that per 13 CFR, § 125.6 the prime contractor's limitations on subcontracting are as follows: 1) General. In order to be awarded a full or partial small business set-aside contract with a value greater than $150,000, an 8(a) contract, an SDVO SBC contract, a HUBZone contract, a WOSB or EDWOSB contract pursuant to part 127 of this chapter, a small business concern must agree that: 2) In the case of a contract for services (except construction), it will not pay more than 50% of the amount paid by the government to it to firms that are not similarly situated. Any work that a similarly situated subcontractor further subcontracts will count towards the 50% subcontract amount that cannot be exceeded. 5. Required Services. The Contractor shall furnish all personnel to provide services necessary to perform onsite Radiation Oncology Therapeutic Medical Physics Services to eligible beneficiaries of the Department of Veterans Affairs Medical Center, Greater Los Angeles Healthcare System, 11301 Wilshire Blvd., Los Angeles CA, 90073. 6. Please note that if VA s pending market research establishes that two or more VOSB or SDVOSB, who are certified in VA s Vendor Information Pages (VIP) site https://www.vip.vetbiz.gov/, can provide the services, VA will set aside the underlying solicitation per 38 U.S.C. §8127. 7. All Offerors who provide goods or services to the United States Federal Government must be registered in the System for Award Management (SAM) database found at https://www.sam.gov. Registration must include Representations and Certifications. Draft Performance Work Statement (PWS) Board Certification - All contract physician(s) shall be board certified. All continuing education courses required for maintaining certification must be kept up to date at all times. Documentation verifying current certification shall be provided by the Contractor to the VA COR on an annual basis for each year of contract performance. Chief Therapeutic Medical Physicists must be Board Certified in Medical Physics or Therapeutic Medical Physics by the ABR or ABMP and maintain licensure with the Board of Licensure for Professional Medical Physicists, if applicable. Certification must be maintained throughout the contract POP. In the event that Contractor s medical physicist(s) is/are not directly employed by the treating facility, documentation must be provided to ensure adequate certification. Must be a Ph.D. Physicist. Therapeutic Medical Physicists must be Board Certified in Medical Physics or Therapeutic Medical Physics by the ABR or ABMP and maintain licensure with the Board of Licensure for Professional Medical Physicists, if applicable. Certification must be maintained throughout the contract POP. Must be a MS or Ph.D. Physicist. Credentialing of Therapeutic Medical Physicists. In accordance with VHA Directive 2012-030, all health care professional who claim licensure, certification, or registration, as applicable to the position (this applies to all who are appointed or utilized on a full-time, part-time, intermittent, consultant , without compensation, on-station fee-basis, on-station contract, or on-station sharing agreement basis) and who are not currently credentialed in accordance with VHA Handbook 1100.19, must be credentialed in accordance with this directive. NOTE: The credentialing requirements are found in Attachment A of this Directive. Education: For physicists with Master s degrees or higher, the degree must be in a physics, science, or engineering discipline recognized by an accredited college or university with at least 30 semester hours in medical physics, health physics, radiological science, physics, engineering, chemistry, or biology; or an equivalent foreign degree and coursework substantiated by the National Association of Credential Evaluation Services. Qualifications: Board Certified Chief Therapeutic Medical Physicist Ph. D Level: Must have at least five (5) years of documented post-board experience after board certification and at least three (3) years of continuous work experience within the last five (5) years to ensure the TMP s experience is current and relevant. Senior TMP must also have the following minimum years of experience, expertise, and knowledge on the following procedures, equipment and software: Five (5) years of experience Documentation detailing experience in performing QA procedures. Three (3) years of experience Documentation detailing Therapeutic Medical Physics in a healthcare system that is ACR certified. Three (3) years of experience - Varian Linear Accelerators: Novalis TX with Brain Lab Accessories & Exact Tract; True Beam with Rapid Arc (or equivalent) following standards of TG-142. Three (3) years of experience -Image Guided Radiation Therapy (IGRT) including Cone Beam CT (following standards of TG-142). Three (3) year of experience - Eclipse treatment planning system; iPlan; and ARIA record & verify system, including the following treatment modalities: 2D/3D Conformal, SRS, SRT, SBRT, and IMRT/VMAT (following standards of TG-53), High Dose Radiation (HDR), and Low Dose Brachytherapy. Three (3) years of experience - IMRT QA: MapCheck I/II and ArcCheck (or equivalent). Three (3) years of experience Philips Big Bore CT Simulator (or equivalent) and following standards of TG-66. Successfully perform one (1) acceptance testing (i.e., work with vendor to ensure proper working condition during installation) on a linear accelerator. Successfully perform one (1) commission of (i.e., gathered necessary measurements or data) a linear accelerator for a treatment planning system and the treatment planning system itself. Board Certified Medical Physicist MS Level: Candidate can either be Master s Level or PhD. Must be Board Certified with at least two years of continuous working experience within the last three years to ensure TMP s experience is current and relevant. Junior TMP must also have the following minimum years of experience, expertise, and knowledge on the following procedures, equipment and software: Two (2) years of experience Documentation detailing experience in performing QA procedures. One (1) year of experience Documentation detailing Therapeutic Medical Physics in a healthcare system that is ACR certified. One (1) year of experience - Varian Linear Accelerators: Novalis TX with Brain Lab Accessories & Exact Tract; True Beam with Rapid Arc (or equivalent) following standards of TG-142. One (1) year of experience - Image Guided Radiation Therapy (IGRT) including Cone Beam CT (following standards of TG-142). One (1) year of experience - Eclipse treatment planning system; iPlan; and ARIA record & verify system, including the following treatment modalities: 2D/3D Conformal, SRS, SRT, SBRT, and IMRT/VMAT (following standards of TG-53), High Dose Radiation (HDR), and Low Dose Brachytherapy. One (1) years of experience - IMRT QA: MapCheck I/II and ArcCheck (or equivalent). One (1) year of experience - Philips Big Bore CT Simulator (or equivalent) and following standards of TG-66. Technical Proficiency Contractor s medical physicist(s) shall be technically proficient in the skills necessary to fulfill the government s requirements, including the ability to speak, understand, read and write English fluently. Contractor shall provide documents upon request of the CO/COR to verify current and ongoing competency, skills, certification and/or licensure related to the provision of care, treatment and/or services performed. Contractor s medical physicist(s) shall have knowledge of professional care theories, principles, practices, and procedures to serve radiation oncology patient population. Contractor s medical physicist(s) shall demonstrate knowledge of growth and development, and pathophysiology of disease processes specific radiation oncology patient population. Contractor shall provide verifiable evidence of all educational and training experiences including any gaps in educational history for all contract medical physicists shall be responsible for abiding by the Facility's Medical Staff By-Laws, rules, and regulations (referenced herein) that govern medical staff behavior. Continuing CME/CEU Requirements: Contractor shall provide the COR copies of current CMEs as required or requested by the VAMC. Contractors registered or certified by national/medical associations shall continue to meet the minimum standards for CME to remain current. CME hours shall be reported to the credential s office for tracking. These documents are required for initial and renewal privileging. Failure to provide shall result in loss of privileges. Training (ACLS, BLS, EHR and VA MANDATORY): Contractor shall meet all VA educational requirements and mandatory course requirements defined herein; all training must be completed by the contractor s physician(s) as required by the VA. Other training may become required. VA will communicate any changes to the training requirement to the contractor. Standard Personnel Testing (PPD, etc.): Contractor shall provide proof of the following tests for physicians within five (5) calendar days after contract award and prior to the first duty shift to the COR and Contracting Officer. Tests shall be current within the past year. TUBERCULOSIS TESTING: Contractor shall provide proof of a negative Tuberculosis Skin Test (TST) or interferon-gamma release assays (IGRA) for all Contractor s physician (s) {This is applicable to all health care workers}. A negative chest radiographic report for active tuberculosis shall be provided in cases of positive TST or IGRA results. The TST or IGRA testing shall be repeated annually. MEASLES, MUMPS, & RUBELLA TESTING: Contractors shall provide proof of immunity for all Contractor physicians {This is applicable to all health care workers}. VARICELLA: Contractors shall provide proof of immunity for all Contractor physicians {This is applicable to all health care workers}. ACELLULAR PERTUSSIS: Contractors shall provide proof of 1 dose of Tdap vaccination for all Contractor physicians {This is applicable to all health care workers}. INFLUENZA: Contractors shall provide proof that all Contractor physicians have received the annual Influenza vaccine unless it is contraindicated. If the Contractor physician has a medical contraindication to the vaccine, they shall be required to wear a mask during the Influenza season. {This is applicable to all health care workers}. OSHA REGULATION CONCERNING OCCUPATIONAL EXPOSURE TO BLOODBORNE PATHOGENS: Contractor shall provide evidence of completing and passing generic self-study blood-borne pathogen training for all Contractor s physician (s) {This is applicable to all health care workers}; provide their own Hepatitis B vaccination series and hepatitis B surface antigen test results following the hepatitis B vaccination series; maintain an exposure determination and control plan; maintain required records; and ensure that proper follow-up evaluation is provided following an exposure incident. The VAMC shall notify the Contractor of any significant communicable disease exposures as appropriate. Contractor shall adhere to current CDC/HICPAC Guideline for Infection Control in health care personnel ( as published in American Journal for Infection Control- AJIC 1998; 26:289-354 http://www.cdc.gov/hicpac/pdf/InfectControl98.pdf) for disease control. Contractor shall provide follow up documentation of clearance to return to the workplace prior to their return. Conflict of Interest: The Contractor and all contract physician (s) and other contract provider (s) are responsible for identifying and communicating to the CO and COR conflicts of interest at the time of proposal and during the entirety of contract performance. At the time of proposal, the Contractor shall provide a statement which describes, in a concise manner, all relevant facts concerning any past, present, or currently planned interest (financial, contractual, organizational, or otherwise) or actual or potential organizational conflicts of interest relating to the services to be provided. The Contractor shall also provide statements containing the same information for any identified consultants or subcontractors who shall provide services. The Contractor must also provide relevant facts that show how it s organizational and/or management system or other actions would avoid or mitigate any actual or potential organizational conflicts of interest. These statements shall be in response to the VAAR provision 852.209-70 Organizational Conflicts of Interest (Jan 2008) and fully outlined in response to the subject attachment in Section D of the solicitation document. Citizenship related Requirements: The Contractor certifies that the Contractor shall comply with any and all legal provisions contained in the Immigration and Nationality Act of 1952, As Amended; its related laws and regulations that are enforced by Homeland Security, Immigration and Customs Enforcement and the U.S Department of Labor as these may relate to non-immigrant foreign nationals working under contract or subcontract for the Contractor while providing services to Department of Veterans Affairs patient referrals; While performing services for the Department of Veterans Affairs, the Contractor shall not knowingly employ, contract or subcontract with an illegal alien; foreign national non-immigrant who is in violation their status, as a result of their failure to maintain or comply with the terms and conditions of their admission into the United States. Additionally, the Contractor is required to comply with all E-Verify requirements consistent with Executive Order 12989 and any related pertinent Amendments, as well as applicable Federal Acquisition Regulations. If the Contractor fails to comply with any requirements outlined in the preceding paragraphs or its Agency regulations, the Department of Veterans Affairs may, at its discretion, require that the foreign national who failed to maintain their legal status in the United States or otherwise failed to comply with the requirements of the laws administered by Homeland Security, Immigration and Customs Enforcement and the U.S Department of Labor, shall be prohibited from working at the Contractor s place of business that services Department of Veterans Affairs patient referrals; or other place where the Contractor provides services to veterans who have been referred by the Department of Veterans Affairs; and shall form the basis for termination of this contract for breach. This certification concerns a matter within the jurisdiction of an agency of the United States and the making of a false, fictitious, or fraudulent certification may render the maker subject to prosecution under 18 U.S.C. 1001. The Contractor agrees to obtain a similar certification from its subcontractors. The certification shall be made as part of the offerors response to the RFP using the subject attachment in Section D of the solicitation document. Annual Office of Inspector General (OIG) Statement: In accordance with HIPAA and the Balanced Budget Act (BBA) of 1977, the Department of Health and Human Services (HHS) Office of Inspector General (OIG) has established a list of parties and entities excluded from Federal health care programs. Specifically, the listed parties and entities may not receive Federal Health Care program payments due to fraud and/or abuse of the Medicare and Medicaid programs. Therefore, Contractor shall review the HHS OIG List of Excluded Individuals/Entities on the HHS OIG web site at http://oig.hhs.gov/exclusions/index.asp to ensure that the proposed contract physician (s) is not listed. Contractor should note that any excluded individual or entity that submits a claim for reimbursement to a Federal health care program, or causes such a claim to be submitted, may be subject to a Civil Monetary Penalty (CMP) for each item or service furnished during a period that the person was excluded and may also be subject to treble damages for the amount claimed for each item or service. CMP s may also be imposed against the Contractor that employ or enter into contracts with excluded individuals to provide items or services to Federal program beneficiaries. By submitting their proposal, the Contractor certifies that the HHS OIG List of Excluded Individuals/Entities has been reviewed and that the Contractors are and/or firm is not listed as of the date the offer/bid was signed. Clinical/Professional Direction: The qualifications of Contractor personnel are subject to review by VA Medical Center COS or his/her clinical designee and approval by the Medical Center Director as provided in VHA Handbook 1100.19. Clinical/Professional direction of all clinical personnel covered by this contract will be provided by the VAMC COS and/or the Chief of the Service or his designee. A clinical COR may be appointed, however, only the CO is authorized to consider any contract modification request and/or make changes to the contract during the administration of the resultant contract. Non-Personal Healthcare Services: The parties agree that the Contractor and all contract physician (s) and other contract provider (s) shall not be considered VA employees for any purpose. Inherent Government Functions: Contractor and Contract physician (s) and other contract provider (s) shall not perform inherently governmental functions. This includes, but is not limited to, determination of agency policy, determination of Federal program priorities for budget requests, direction and control of government employees (outside a clinical context), selection or non-selection of individuals for Federal Government employment including the interviewing of individuals for employment, approval of position descriptions and performance standards for Federal employees, approving any contractual documents, approval of Federal licensing actions and inspections, and/or determination of budget policy, guidance, and strategy. No Employee status: The Contractor shall be responsible for protecting Contract physician (s) and other contract provider (s) furnishing services. To carry out this responsibility, the Contractor shall provide or certify that the following is provided for all their staff providing services under the resultant contract: Workers compensation Professional liability insurance Health examinations Income tax withholding, and Social security payments. Tort Liability: The Federal Tort Claims Act does not cover Contractor or contract physician(s) and other contract provider (s). When a Contractor or contract physician(s) and/or other contract provider (s) has been identified as a provider in a tort claim, the Contractor shall be responsible for notifying their legal counsel and/or insurance carrier. Any settlement or judgment arising from a Contractor s (or contract physician(s) or other contract provider (s)) action or non-action shall be the responsibility of the Contractor and/or insurance carrier. Key Personnel: Contractor shall provide the number of qualified staff as is necessary to perform the services required under this contract, at the staffing level determined to be professionally acceptable by the VAGLAHS Chief of Staff and in accordance with American College of Radiology staffing guidelines. The VA Full Time Equivalency (FTE): FTE is defined by VA as a minimum of 80 hours every two weeks and does not include holidays. The Board Certified Chief Therapeutic Medical Physicist is required to be on site at least 5 days during each week as defined in Hours of Operation in this section. The number of Therapeutic Medical Physicists required to be on site on a daily basis is two as defined in paragraph Hours of Operation in this section. 2.18.6. The Contractor shall be responsible for providing coverage to the VA during periods of vacancies of the Contractor s personnel due to sick leave, personal leave, vacations and additional coverage as required. In the event a scheduled physicist is unable to complete an assigned shift, the contractor shall provide replacement physicist coverage within 4 hours and notify the Contracting Office Representative (COR) at the VAGLAHS immediately of the schedule change. Emergency Substitutions: During the first ninety (90) calendar days of performance, the Contractor shall make NO substitutions of key personnel unless the substitution is necessitated by illness, death or termination of employment. The Contractor shall notify the CO, in writing, within 15 calendar days after the occurrence of any of these events and provide the information required below. After 90 days, the Contractor shall submit the information required below to the CO at least 15 calendar days prior to making any permanent substitutions. The Contractor shall provide a detailed explanation of the circumstances necessitating the proposed substitutions, complete resumes for the proposed substitutes, and any additional information requested by the CO. Proposed substitutes shall have comparable qualifications to those of the persons being replaced. The CO will notify the Contractor within 15 calendar days after receipt of all required information of the decision on the proposed substitutes. The contract will be modified to reflect any approved changes of key personnel. For temporary substitutions where the key person shall not be reporting to work for three (3) consecutive workdays or more, the Contractor shall provide a qualified replacement for the key person. The substitute shall have comparable qualifications to the key person. Any period exceeding two weeks will require the procedure as stated above. The Government reserves the right to refuse acceptance of any Contractor personnel at any time after performance begins, if personal or professional conduct jeopardizes patient care or interferes with the regular and ordinary operation of the facility. Breaches of conduct include intoxication or debilitation resulting from drug use, theft, patient abuse, dereliction or negligence in performing directed tasks, or other conduct resulting in formal complaints by patient or other staff members to designated Government representatives. Standards for conduct shall mirror those prescribed by current federal personnel regulations. Should the VA COS or designee show documented clinical problems or continual unprofessional behavior/actions with any contract physicist (s), s/he may request, without cause, immediate replacement of said contract physicist (s). The CO and COR shall deal with issues raised concerning Contract physicist (s) conduct. The final arbiter on questions of acceptability is the CO. Contingency Plan: Continuity of care and uninterrupted operations of a Radiation Oncology Program are essential components of this contract and will be primary factors in Contractor s assignment of staff and frequency of substitutions. The Contractor shall have a contingency plan in place to be utilized if the contract physicist (s) leaves Contractor s employment or is unable to continue performance in accordance with the terms and conditions of the resulting contract VA HOURS OF OPERATION/SCHEDULING: VA Business Hours: VA clinic days and hours required are 8:00am to 4:30 pm; Monday through Friday. Work Schedule: Required to be on site during VA Business hours, Monday through Friday, and any other time necessary to perform Physics work that is not feasible during the normal Work Schedule due to inaccessibility of the treatment machines, as well as to be available on call for emergency situations at the request of the Chief of Service. A flexible schedule will be established based on patient workload and the ability to access the treatment machines. It will include, but is not limited to, machine testing after hours; work on Federal holidays; work weekends; and when patients are treated after hours. A minimum of one Contract medical physicist shall be available and present in clinic during normal VAGLAHS clinic hours, which will be established, and may be revised, as deemed appropriate for patient care by the Chief of Radiation Oncology Service. Currently, normal clinic hours are Monday through Friday, 8:00 a.m. to 4:30 p.m. A second medical physicist shall be also available and present in clinic during normal VAGLAHS clinic hours as deemed necessary by the Chief of Radiation Oncology taking into account necessary time spent by contract medical physicists working at GLAGS during off hours. The CTMP/TMP may perform work after normal business hours as their calibrations and measurements have to be done after patient treatments. However, the CTMP must be on-site during clinical operational hours all times. The CO and COR shall deal with issues raised concerning Contract Medical Physicist(s) conduct. The final arbiter on questions of acceptability is the CO. Federal Holidays: The following holidays are observed by the Department of Veterans Affairs: New Year s Day President s Day Martin Luther King s Birthday Memorial Day Juneteenth Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Christmas Any day specifically declared to be a national holiday. Cancellation/Rescheduling: Unless a state of emergency has been declared, the Contractor shall be responsible for providing services. CONTRACTOR RESPONSIBILITIES SERVICES REQUIRED: At least 2080 hours Chief Medical Physicist (if additional hours provided by Chief Medical Physicist is required, then less equivalent hours (monetarily) will be provided by the M.S. Medical Physicist) and 2080 hours M.S. Medical Physicist is required, Standards of Practice: The medical practice and patient care provided by Contractor shall be evidence based best practices that meet or exceed all standards of professional practice and performance measures applicable to VAGLAHS medical professionals, including, but not limited to, NHPP, AAPM and TJC standards and ACR current practice guidelines in radiation oncology. Contractor s care shall cover the range of services as would be provided in a state-of-the-art civilian medical treatment facility. Contractor shall provide evidence the Contractor s radiation oncology standard of care is of a quality that meets or exceeds currently recognized VA and ACR national standards as established by: The American College of Radiology (ACR) Guidelines for Radiation Oncology: https://www.acr.org/Clinical-Resources/Practice-Parameters-and-Technical-Standards/Practice-Parameters-by-Subspecialty; https://www.acr.org/Clinical-Resources/Practice-Parameters-and-Technical-Standards/Technical-Standards The professional standards of the TJC or equivalent accreditation http://www.jointcommission.org/standards_information/hap_requirements.aspx The standards of the American Hospital Association http://www.hpoe.org/resources?show=100&type+8 and; The requirements contained in this PWS MEDICAL RECORDS Authorities: Contract physician (s) providing healthcare services to VA patients shall be considered as part of the Department Healthcare Activity and shall comply with the U.S.C.551a (Privacy Act), 38 U.S.C. 5701 (Confidentiality of claimants records), 5 U.S.C. 552 (FOIA), 38 U.S.C. 5705 (Confidentiality of Medical Quality Assurance Records) 38 U.S.C. 7332 (Confidentiality of certain medical records), Title 5 U.S.C. § 522a (Records Maintained on Individuals) as well as 45 C.F.R. Parts 160, 162, and 164 (HIPAA). HIPAA: This contract and its requirements meet exception in 45 CFR 164.502(e), and do not require a BAA in order for Covered Entity to disclose Protected Health Information to: a health care provider for treatment. Based on this exception, a BAA is not required for this contract. Treatment and administrative patient records generated by this contract or provided to the Contractors by the VA are covered by the VA system of records entitled Patient Medical Records-VA (24VA19). Contractor generated VA Patient records are the property of the VA and shall not be accessed, released, transferred, or destroyed except in accordance with applicable laws and regulations. Contractor shall ensure that all records pertaining to medical care and services are available for immediate transmission when requested by the VA. Records identified for review, audit, or evaluation by VA representatives and authorized federal and state officials, shall be accessed on-site during normal business hours or mailed by the Contractor at his expense. Contractor shall deliver all final patient records, correspondence, and notes to the VA within twenty-one (21) calendar days after the contract expiration date. Disclosure: Contract physician(s) may have access to patient medical records: however, Contractor shall obtain permission from the VA before disclosing any patient information. Subject to applicable federal confidentiality or privacy laws, the Contractor, or their designated representatives, and designated representatives of federal regulatory agencies having jurisdiction over Contractor, may have access to VA s records, at VA s place of business on request during normal business hours, to inspect and review and make copies of such records. The VA will provide the Contractor with a copy of VHA Handbook 1907.1, Health Information management and Health Records and VHA Handbook 1605.1, Privacy and Release of Information. The penalties and liabilities for the unauthorized disclosure of VA patient information mandated by the statutes and regulations mentioned above, apply to the Contractor. Professional Standards for Documenting Care: Ca...
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