Q -- UROLOGY SERVICES

Notice Date

November 29, 2000

Contracting Office

Department of Veterans Affairs Medical Center, Acquisition and Materiel Management Service (90C), 5600 W. Dickman Road, Battle Creek, MI 49015

ZIP Code

49015

Solicitation Number

RFP 515-11-01

Response Due

December 28, 2000

Point of Contact

Katherine Young, Contracting Officer (616) 660-3076

E-Mail Address

Contact Contracing Officer@ (Katherine.Young@med.va.gov)

Description

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 97-20. This procurement is total set-aside for small business concerns. The North American Industry Classification System Code is 621991, All Other Ambulatory Health Care Services. The small business size standard is $7.5 million average annual receipts for the past three years. Offerors are encouraged to submit quotes based on the estimated number of examinations listed below. Proposed rates should include all costs associated with providing the following services. Request For Proposals (RFP) 515-11-01, to provide board certified, fully licensed urologist(s) to conduct on-site clinics. Services shall be performed on site at the Department of Veterans Affairs (VA) Medical Center, Battle Creek, Michigan every Wednesday, as scheduled by the VA if workload exists and on site at the Department of Veterans Affairs (VA) Community Based Outpatient Clinic, Grand Rapids, Michigan every Tuesday, as scheduled by the VA if workload exists. Each contract urologist will be provided with an individual access/verify code to the Computerized Patient Record System (CPRS) and will not share access/verify codes with anyone, and will not permit anyone to use a system under their access/verify codes. Will not leave the terminal on-line when unattended. The contract urologist shall perform initial urology consultation as requested by the VA, which may include examination, evaluation, medication, treatment and/or recommendations for patients with varied urologic needs. Will dictate or keyboard for entry into the electronic medical record complaints, observations and findings, assessment and plan/recommendations in a clear and understandable manner at the end of each patient encounter. Will electronically correct dictations, as necessary, before electronically authenticating. The contract urologist shall perform follow-up urology examinations as requested by the VA, which may include examination, evaluation, medication, treatment and/or recommendations of patients with varied urologic needs. Will dictate or keyboard for entry into the electronic medical record complaints, observations and findings, assessment and plan/recommendations in a clear and understandable manner at the end of each patient encounter. Will electronically correct dictations, as necessary, before electronically authenticating. Follow-up urology appointments requested by the contractor will be limited to follow-up examinations while the therapy provided by the urologist is actively changing. Patients will then be returned to the referring provider with recommendations on what needs to be followed, and what the indications might be for referral back to the urologist. Contingent upon clinical privileges granted by the VAMC the contract urologist shall perform procedures listed in the pricing schedule as requested. The contract Physician shall perform the following duties in connection with those procedures and administrative documentation: (1) Dictate or keyboard for entry into the electronic medical record a procedure note to include findings and recommendations in a clear and understandable manner at the end of each procedure performed. Will electronically correct dictations, as necessary, before electronically authenticating the transcribed report. (2) Explain procedure and risks/benefits to the patient/guardian. Obtain informed consent from patient/guardian in accordance with VAMC policies. Complete pertinent progress note for documentation of informed consent discussion. (3) Properly complete a VA encounter form on each patient seen; listing the diagnosis for the visit and all procedures performed based on current VA requirements. (4) Upon advice and consultation with VA administrative staff; Provide information for each encounter which is sufficient to meet criteria of third party insurers or payors and for VA to expeditiously obtain maximum legitimate reimbursement for services under contract. (5) Electronically enter all doctor's orders, consultation referrals, x-rays, and labs, or hand write on approved VA forms for entry, into CPRS by support staff. (6) Telephone significant positive reports to the referring provider. (7) Contact another VA Medical Center Urology Service and arrange urgent appointments and/or transfer of patients to their facility, as appropriate and (8) Provide post-op care to patients who were referred to another VA Medical Center for urologic surgery. VA will supply appropriate instrumentation for all procedures and ancillary support staff commensurate with types of patients scheduled. XII. JCAHO Compliance Standards: The contractor will continuously meet or exceed all Joint Commission standards. All VAMC policies, procedures and medical staff by-laws shall be followed by the contract physician. (a) Patient Population Treated: The patient population treated at the Battle Creek VA Medical Center, Battle Creek, Michigan, consists 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. Contract personnel shall provide compassionate care with respect for the special needs of the veteran population served, and show professional courtesy toward the VA support staff as an integrated part of the medical center's mission, vision and values as stated below. (1) Mission: The Mission of the Battle Creek VA Medical Center, including Community Based Outpatient Clinics, is to improve the health of those veterans served by providing primary care, comprehensive psychiatric care, specialty care, extended care & related social support services as a member of an integrated healthcare delivery system. (2) Vision: To become a recognized leader in Primary Care, Psychiatric and Geriatric Healthcare, education, clinical research, and human relations, through effective teamwork. We will foster an atmosphere of mutual trust, respect, and pride by those giving and receiving healthcare. We will continuously improve the quality of services provided. (3) Values: (A)Trust means having a high degree of confidence in the honest, integrity, reliability and sincere good intent of those with whom we work, the services that we provide, and the system that we are a part of. Trust is the basis for the caregiver-patient relationship and is fundamental to all that we do in healthcare. (B)Respect -- means honoring and holding in high regard the dignity and worth of our patients and their families, our co-workers, and the system we are a part of. It means relating to each other and providing services in a manner that demonstrates an understanding of and sensitivity and concern for each person's individuality and importance. It also means promoting teamwork and recognizing each employee as an important member of the team. Respect is recognizing each individual patient, family, member/significant other, staff members, and our community as valuable resources, and providing care that is the product of our integrated partnership with them. (C)Commitment means dedication and a promise to work hard to do all that we can to provide services to our co-workers and our patients that is in accordance with the highest principles and ethics governing the conduct of the healthcare professions and public service. It is a pledge to assume personal responsibility for our individual and collective actions. It is a promise to care about our patients and to demonstrate friendly, compassionate and ethical behavior towards all our customers. It means putting the health care needs of our patients first and foremost. (D)Compassion means demonstrating empathy and caring in all that we say and do. It means sharing in the emotions and feelings of our co-workers, our patients and their families, and all others with whom we are involved. (E)Excellence means being exceptionally good and of the highest quality. It means being the most competent and the finest in everything we do. It also means continually improving what we do to meet or exceed our customers' expectations. Excellence encompasses encouraging innovation in an atmosphere of trust and open-mindedness and providing and promoting effective communication, education and clinical research. It also includes managing our resources effectively, efficiently, and with the utmost integrity. (b) Patient Rights: The contract physician shall respect and integrate the patient's beliefs, values and cultural influences. Protection of all patient rights is of highest priority. All patients shall be provided a copy of the Patients Rights handbook upon entry to care. Patient privacy and confidentiality shall be maintained at all times. All patient complaints which are unable to be resolved by the contract physician shall be referred to the Patient Representative. The contract physician's 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 observed by the contract physician. The contract physician shall fully complete all signed and informed consent documentation, within required timeframes, for invasive or other procedures as required. (c) Patient Assessment: Findings from assessment and reassessment shall 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, nutritional, pain, and overall functional screening and assessment will be provided by the VAMC Primary Care treatment team. Contractor findings related to the above areas shall be recorded in the electronic medical record and addressed or referred as indicated. Assessment for invasive procedures will include all elements as explicitly outlined in VAMC Bylaws and applicable policies. All required documentation shall be fully completed within VAMC-required timeframes. (d) Care of Patients: Clinic work will consist of treatment of patients with varying medical needs. All anesthesia standards 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. No samples will be accepted from vendors or given to patients. Control of prescription pads will be in accordance with VAMC policy and procedure. The plan of care and all findings from patient assessment will be documented in the electronic medical record, and utilized in the overall plan of care in all care settings across the continuum. Nursing and support services, as well as clinic space and equipment will be supplied by the VAMC. (e) Patient Education: The contractor will coordinate the interdisciplinary education plan for the patient. Education provided by the contractor will be interactive with the patient, and will be aimed at disease management and prevention and quality of life. All education given will be documented in accordance with VAMC policies and procedures. Discharge instructions will be provided to and coordinated with the patient, caregiver, and home or community care provider. (f) Continuum of Care: The contractor shall be responsible for coordinating evaluation, consultation and management with the ordering physician. (g) Performance Improvement: The contractor shall fully participate in the VAMC Performance Improvement (PI) program. This will include, but not be limited to, monitoring of clinic processes and patient outcomes and satisfaction, data analysis and collaborative design of improvement opportunities. PI activities may be directed by the VAMC, VHA or VISN, who will identify data collection methodologies, report generation and oversight bodies related to identified measures. It is noted that PI activities are dynamic and subject to change, as driven by current priorities and resources. In all cases, actions will be taken to continually improve clinical and administrative outcomes, while implementing safeguards to prevent risk. Monitoring for continuous compliance with Joint Commission standards will be driven by VA Committees, PI teams and taskforces, or through established data collection mechanisms such as the Medical Record Review and Surgical Case Review process (as examples). Measures related to contract compliance will be determined by the Contracting Officer's Technical Representative (COTR). (h) Environment of Care: The contractor shall maintain a safe environment in the clinic at all times, and follow all safety and emergency preparedness policies. Compliance with all safety management plans will be continually demonstrated. (i)Human Resources: The contract physician's performance will be continually monitored by the Chief of Staff. Outcomes from monitoring data, peer review and the patient compliment and complaint process will be kept on file in the Chief of Staff office. The contract physician shall complete a formal VAMC orientation. Minimum orientation requirements include the following: Mission/Vision/Values, all applicable VAMC policies and procedures, Patient Rights, suspected Patient Abuse reporting, Patient Compliment and Complaint process, Safety, Infection Control, Equipment Safety, Fire Safety, Confidentiality, Emergency Preparedness, Incident and Emergency reporting, electronic medical record training, Surgical Case Review process, Peer Review process, TORT claims, and clinic procedures and processes. Contractor shall participate in learning-based Morbidity/Mortality and Tumor Board conferences as requested. All Continuing Education requirements shall be met to maintain professional status. (j) Information Management: Documentation and record keeping shall be in accordance with VAMC policies and procedures. All timeframes required by VAMC policies and procedures for documentation and authentication in the electronic medical record shall be adhered to. Strict adherence to all documentation related to the performance of invasive procedures shall be maintained. (k) Management: Daily clinic operational management activities will be under the direction of the VAMC. (l) Medical Staff: The contract physician reports to the Chief of Staff, and shall practice within a framework that is clinically relevant and scientifically valid. Provision of care shall be based on clinical standards of practice, and scientifically-based clinical practice guidelines which have been approved for use by the VHA, VISN or facility executive medical staff. The contract physician shall sign and agree to adhere to Medical Staff Bylaws, Rules and Regulations. (m) Clinic Operations: Contractor shall follow all VAMC guidelines for clinic processes, emergency notification or clinic unavailability, changes to clinic schedules, sick or late phone notifications, patient scheduling and referrals, and time and attendance requirements. Contractor shall fully participate in all applicable patient survey activities and data collection initiatives. Clinics shall begin and end on time. The provision at 52.212-1, Instructions to Offerors Commercial (OCT 2000), applies to this acquisition. The provision at 52.212-2, Evaluation -- Commercial Items (JAN 1999), applies to this procurement. Offerors are required to submit the following documentation with proposals: (i) Minimum Requirements: At a minimum the individual(s) proposed to work under this contract shall have (1) a valid license in a State, Territory or Commonwealth of the United States or the District of Columbia; (2) a current, completed Competency Assessment Checklist; (3) Certifications of current basic/advanced cardio life support training, (4) a current performance evaluation; and (5) a listing of relevant continuing education for the last two years for each employee proposed to provide services under a contract resulting from this solicitation. Failure to submit documentation which validates the requirements listed above, may result in immediate withdrawal of your proposal from consideration. (ii) Past Performance: Individuals proposed to work under the contract will be evaluated on professional and bedside behavior toward patient, patient's family and fellow professionals using the following criteria: (A) Ability to work effectively with other staff, (B) Ability to provide respectfully patient care, (iii) Professional Expertise / Qualifications/Competencies, (A) Personnel Qualifications: Offerors shall submit the number of times the following procedures have been performed by individuals proposed to work under this contract in the past 18 months: (1) Initial urology consultation, (2) Cystoscopy, (3) Needle Biopsy of prostate, (4) Simple cystometrogram, and (5) Cystoscopy with dilation. (B) Competency Assessments: (1) Qualifications for individuals proposed to work under this contract. (2) Proof of Privileges with JCAHO accredited organization. (3) Current competency assessment checklist for each individual proposed to work under this contract. (5) Current performance evaluation supporting ability of the Contractor employee to successfully perform the work required in this solicitation. Relevant continuing education for the last two years, and iv) Price. Past performance, Professional expertise, qualifications and competencies, when combined, are significantly more important the Price. As scores for items ii and iii above become more equal, price may become the determining factor for award. As prices become more equal, scores for Items ii and iii may become the determining factor award. Offerors are required to include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications -- Commercial Items ALT III (OCT 2000), with its offer. The clause at 52.212-4, Contract Terms and Conditions -- Commercial Items (AUG 2000), applies to this acquisition with the following clauses added as addenda to the clause: 52.204-4 Printing/Copying Double Sided on Recycled Paper (JUN 1996), 52.224-1 Privacy Act Notification (APR 1984), 52.224-2 Privacy Act (APR 1984), 852.270-4 Commercial Advertising (NOV 1984), 852.237-70 Contractors Responsibilities (APR 1984), 852.270-1 Representatives of Contracting Officers (APR 1984), 52.217-8 Option to Extend Services (APR 1989), 852.237-7 Indemnification and Medical Liability Insurance (OCT 1996). The clause at 52.212-5, Contract Terms and Conditions Required To Implement Statutes or Executive Orders -- Commercial Items (MAY 1999), applies to this acquisition and the additional FAR clauses cited in the clause are: 52.219-8, Utilization of Small Business Concerns (15 U.S.C. 637(d)(2)&(3)), 52.222-21, Prohibition of Segregated Facilities (Feb 1999), 52.222-26, Equal Opportunity (E.O. 11246), 52.222-35, Affirmative Action for Disabled Veterans and Veterans of the Vietnam Era (29 U.S.C. 793), 52.222-36, Affirmative Action for Workers with Disabilities (29 U.S.C. 793), 52.222-37, Employment Reports on Disabled Veterans and Veterans of the Vietnam Era (38 U.S.C. 4212). Proposals are due no later than 4:30 p.m., local time, December 28, 2000. No solicitation document will be issued. Questions concerning this procurement shall be submitted to the contracting officer via e-mail or by facsimile at(616) 966-5518.

Record

Loren Data Corp. 20001201/QSOL001.HTM (W-334 SN5076R4)