Q -- ULTRASONOGRAPHER

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 515-12-01

Response Due

December 20, 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 a total set-aside for small business concerns. The North American Industry Classification System (NAICS) code is 621999, All Other Miscellaneous 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 an estimate if 150 interpretations per year. Proposed rates should include all costs associated with providing the following services. This is Request For Proposal (RFP) 515-11-01, to provide a .5 part time FTE ultrasound technologist, 4 hours/day, five days/week at the Department of Veterans Affairs (VA) Medical Center, Battle Creek, Michigan. Clinic hours are from 8:00 a.m. to 4:30 p.m., Monday through Friday, excluding holidays. No work shall be performed on weekends. The contractor shall provide services as specified herein which meet or exceed the quality standards of the Joint Commission on Accreditation of Healthcare Organizations (JCAHO), the profession, and all governmental licensing agencies. I. Qualifications (a) Minimums: Proposed technologists shall possess current certification by the Registry of Diagnostic Medical Sonography (RDMS) or American Registry of Diagnostic Medical Sonography (ARDMS). Proposed technologists shall have a minimum of two years experience in ultrasound and posses current basic cardio life support training. Offerors proposing technologists certified in more than one discipline will receive a hirer evaluation score, (b) Technologists shall be required on occasion to administer contrast media. Technologist shall be appropriately trained and shall have administered contrast media within the previous year. Documentation of training and previous experience shall be submitted with the offer or prior to placement under this contract and shall include training in all routs of administration. II. Technologist shall be scheduled to provide the most cost effective delivery of patient services. (e.g. When a specialty discipline is scheduled, he/she may be required to perform general radiologic examinations when needed) The workload schedule may be adjusted during the contract life to ensure adequate coverage is provided. Adjustments shall be made by mutual agreement between the Contractor and VA and shall be agreed upon a minimum of one week in advance. Fees for technologist shall be charged at an hourly rate. III. Backup Technologists: The Contracting Officer will maintain a list of back-up technologists in the contract file. All back-up technologists shall be approved by the Chief, Radiology Service, VA Medical Center, Battle Creek, Michigan prior to being added to the back-up technologist list. All back-up technologists shall be fully aware of VA policies and procedures prior to providing coverage. The Chief, Radiology Service shall be notified of scheduled back-up coverage for any technologist a minimum of one week prior to start of coverage. IV. Replacement of Primary Technologist: Technologist shall be willing and able to make a long term commitment (a minimum of one year). Frequent changes in technologists will not be tolerated. The replacement technologist shall work for a minimum of one week with the departing technologist to ensure a thorough understanding of VA policies and procedures. Replacement technologists wages for the training period shall be borne by the contractor. Training time may be waived by the Chief, Radiology Service if the replacement technologist is on the back-up list and fully aware of VA policies and procedures. The contractor shall submit the proposed individual's qualifications to the Chief, Radiology Service for approval a minimum of 4 weeks prior to the intended start date. V. Duties: (a) Technologist shall be required to perform all duties required of VA technologists. (b) Technologists shall be responsible for inventory and ordering of supplies on a monthly basis. Inventory of supply orders shall be provided to the Chief, Radiology Service, VA Medical Center, Battle Creek, Michigan. (c) Technologists shall ensure all ultrasound reports and films are filed as required by VA Policies and/or Procedures. (d) Technologists shall ensure that all ultrasound equipment, exam tables, and sharps are cleaned/disposed of in accordance with requirements set forth in Universal Precautions. (e) Technologists shall responsible for the operation of applicable image transporting equipment. (VA will provide the contract technologist with the necessary training) (f) Technologists shall sign-in/sign-out via the VISTA e-mail each day worked and shall be knowledgeable and willing to utilize the e-mail system day-to-day to support and enhance communications. (g) Technologists shall be on site as necessary to complete emergency/stat examinations requested and started in the late afternoon. Technologists shall be paid overtime at a rate of one and one/half time for all hours worked exceeding 40 hours per week. (h) Technologists shall be responsible for maintaining daily log sheets which will include patient name, social security number, date, procedure, CPT-4 code, and case number. (i) Technologists shall be responsible for pulling films for other VAMC's and as requested by Release of Information. VI. Performance of Work: The Contractor's employees shall be present at VA Medical Center Battle Creek, Michigan, during the hours specified and shall be performing the required services for the period specified in the contract, or the contract cost will be decreased accordingly during each billing cycle. The technologist's work hours may be adjusted according to workload during the contract life through mutual agreement between the contractor and VA. VII. Termination Notices: The contractor shall provide written notification to the Contracting Officer a minimum of one week prior to the termination of any technologist/radiologist. Advance notification is required to allow VA time for the required exit review and to clear contractor employees from the DHCP system. VIII Behavior: (a) Contract individuals shall maintain a professional and courteous demeanor toward patients at all times and a cooperative and interactive relationship with VA staff members. (b) Contract individuals working part-time (4 hours per day) shall be allowed one 10 minute break each day. Lunches and breaks shall be taken in designated areas only. IX. VA Provided Supplies/Services: Patient scheduling, transcription services, equipment and supplies will be provided by the Department of Veterans Affairs Medical Center, Battle Creek, Michigan. X. Miscellaneous: (a) Services performed by the contractor will be under the direction of the Chief of Staff, VA Medical Center, Battle Creek, Michigan or his/her designee. The contract ultrasonographer will maintain liaison with the Chief, Radiology Service and the chief radiological technologist, VA Medical Center, Battle Creek, Michigan. (b) Billing shall be the responsibility of the provider in accordance with the schedule of services as specified in the pricing schedule. Invoices shall include at a minimum, the current fiscal year purchase order number and the actual hours worked, including the dates of services provided. (c) Referral for examination shall be made by VA providers only. (d) Payments for any leave, including sick leave or vacation time, shall be the responsibility of the contractor. (e) Services performed by the contractor shall be performed within VA policies and procedures. (f) Contractor shall be responsible for daily monitoring of all ultrasonography equipment performance according to manufacturer specifications and NRC regulations. Malfunctions shall be reported immediately to the Chief, Radiology Service, VA Medical Center, Battle Creek, Michigan or his/her designee. (g) Doses from radiologic procedures shall be within acceptable established limits. Film badges shall be provided and monitored by the contractor. (h) Contractor personnel shall not be considered employees of the government for any purpose and shall be considered employees of the contractor. XI. Quality Assurance: (a) Quality assurance reviews are required by JCAHO and shall be maintained on site for all contractor personnel. (b) The contract ultrasonographer shall participate in documentation of peer reviews to the Chief, Radiology Service for each quarter within 30 calendar days after the end of each quarter. Reviews shall be conducted for all technologists performing during the review period. (c) The following schedule shall be used to determine the number of studies to be reviewed per quarter: Less than 30 studies performed -- review all; Between 30 and 600 studies performed -- review 30; over 600 studies performed -- review 5% 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, Evaluatio

Record

Loren Data Corp. 20001201/QSOL002.HTM (W-334 SN5076P8)