The Department of Veterans Affairs Medical Center in Washington DC (DC VAMC) seeks a local based company located in the tri state area, (DC, VA, MD), Set aside, 8A, small business, veteran associated business with a good track record with prior government contracts, as needed for the services of the following: Radiation Therapist, Medical Ultra-Sonographer, Bone Densitrometry (X-ray), Computed Tomography (CT), General Diagnostic Radiologic (X-ray) Technologist, Mammography Technologist, Administrative Technical lead, Interventional Technologist, Magnetic Resonance Imaging (MRI) Technologist and Nuclear Medicine Technologist for the period January1st, 2017 to July 31st, 2017. All technologist will be ready to work, all will be advanced certified if needed, and credentialed by January1st, 2017. This is a sources sought for the DCVAMC to determine the availability of potential sources (and their size classification relative to NAICS 561320 and having the skills and capabilities necessary to provide services in accordance with the attached SOW. All interested vendors are invited to provide information to contribute to this market survey/sources sought including, commercial market information. This is not a solicitation announcement. No award will be made from this sources sought. Requested information should be submitted by email to
[email protected] by 3:00pm EST October 13, 2016. Provide only the requested information below. REQUESTED INFORMATION STATEMENT OF CABABILITY: Submit a brief [ Five (2) pages or less] capability statement explaining your capability to perform services for the DC VAMC. Include past experience in performing these services for the VA, other Government (Federal or State) agency, or for a private medical facility BUSINESS SIZE AND SOCIO-ECONOMIC STATUS: (a) Indicate whether your business is large or small (b) If small, indicate if your firm qualifies as a small, emerging business, or small disadvantaged business (c) If disadvantaged, specify under which disadvantaged group and if your firm is certified under Section 8(a) of the Small Business Act (d) Indicate if your firm is a certified Hub zone firm (e) Indicate if your firm is a woman-owned or operated business (f) Indicate if your firm is a certified Service-Disabled Veteran Owned Small Business (SDVOSB) or Veteran Owned Small Business (VOSB) (g) Include the DUNS number of your firm. (h) State whether your firm is registered with the System for Award Management (SAM) at www.sam.gov and/or the VetBiz Registry at www.vetbiz.gov. If not, please NOTE: any future solicitation could only be awarded to a contractor who is registered in SAM. To receive award based on VOSB or SDVOSB status you must be registered in the VetBiz Registry. STATEMENT OF WORK SOW DEPARTMENT OF VETERANS AFFAIRS MEDICAL CENTER Washington DC 20422 for Modality Technologists FY 17 Supplies or Services and Price/Cost The Department of Veterans Affairs Medical Center in Washington DC (DC VAMC) seeks a local based company located in the tri state area, (DC, VA, MD), Set aside, 8A, small business, veteran associated business with a good track record with prior government contracts, as needed for the services of the following: Radiation Therapist, Medical Ultra-Sonographer, Bone Densitrometry (X-ray), Computed Tomography (CT), General Diagnostic Radiologic (X-ray) Technologist, Mammography Technologist, Administrative Technical lead, Interventional Technologist, Magnetic Resonance Imaging (MRI) Technologist and Nuclear Medicine Technologist for the period January1st, 2017 to July 31st, 2017. All technologist will be ready to work, all will be advanced certified if needed, and credentialed by January1st, 2017. Location Services are to be performed: Washington DC Veterans Affairs Medical Center 50 Irving Street, N.W. Washington, D.C. 20422 1. Requirement: I. GENERAL REQUIREMENTS All modality technologists work under the general supervision of a Nuclear Medicine physician, Radiation Oncologist, Radiologist or other medical officers. Examinations are frequently made additionally complex due to serious illness, injuries and mental or physical incapacity of the patient. The technologist may be required to devise non-standard positioning or equipment set-ups. Specific Requirements: A. Radiation Therapist shall independently operate ionizing radiation equipment and sealed radiation sources as a part of therapeutic treatment. They shall support radiation oncologist or other medical officers to provide radiation therapy to meet medical needs. They shall communicate with assigned physicist and work with a variety of state-of-the-art equipment. B. Medical Ultra-Sonographer will utilize sound waves in the performance of General Ultrasound exams to include more complex Ultrasound guided biopsies. Must be familiar with GE, PHILLIPS, and Siemens US units. C. Bone Densitometry Technologist shall perform work using a special type of x-ray equipment to measure bone mineral density at a specific anatomical site or to calculate total body bone mineral content. D. Computed Tomography Technologist shall perform of highly complex CT examinations as part of a medical team, under the general direction of a supervising radiologist. Should be familiar with GE and Siemens as well as Cardiac CT's. E. General Diagnostic Radiologic (X-ray) Technologist must perform General Diagnostic procedures to include Fluoroscopy, OR, and portables. Must be familiar with PHILLIPS, GE and Siemens. F. Magnetic Resonance Imaging Technologist MRI ) shall perform highly complex examinations utilizing magnetic resonance. Must be familiar with PHILLIPS, GE, SIEMENS as well as Cardiac MRI's. G. Nuclear Medicine Technologist dispenses and utilizes radionuclide and use radiation detectors as part of a diagnostic or therapeutic plan for patients. Must be able to be CT registered and able to perform PET scans. H. Mammography Technologist shall perform complex Mammography procedures to include stereotactic biopsies, US guided BX as well as scheduling and reporting. Should be familiar with MRS7 reporting systems and HOLOGIC. I Interventional Technologist shall perform interventional procedures as required by Interventional Radiologist. J. Administrative Technical Lead will coordinate all activities, schedules, and supervise all contract technologists. Must be familiar with all aspects of the department as well as have familiarity with all equipment. Must be familiar with VA initiatives, directives, and computer systems. II. SPECIFIC REQUIREMENTS For All Modalities: 1. Appropriate dress, lab coat and/or scrubs. 2. ID badge must be worn at all times while on station. 3. Maintains courteous customer service skills toward patients, visitor and staff. 4. Secures patient's confidence cooperation 5. Operates ionizing and/or sealed source radiation equipment 6. Calculates and maintain records of therapeutic and cumulative doses 7. Receives patients by checking name, social security number or date of birth and explaining the procedures to be performed per the request and assessment. 8. Archiving and documentation of procedure and other pertinent information. 9. Image annotation, evaluation, labeling and image quality for optimal demonstration of anatomic region, pathology and exam completeness for timely interpretation. 10. Exam protocol, including patient positioning and image display. 11. Evaluation of requisition or medical record 12. Explain and confirm patient's preparation prior to radiographic/fluoroscopic examinations. 13. Examine radiographic requisitions and radiation oncology prescriptions to verify accuracy and completeness of information. 14. Responsible for medical equipment attached to patients during the radiographic procedures. 15. Provide for patient safety, comfort, and modesty. 16. Practice standard precautions; assures the cleanliness of the room, and re-stocks supply cabinet at the end of the tour. 17. Select immobilization devices, when indicated, to prevent patient's movement and/or ensure patients safety. 18. Use proper body mechanics and/or mechanical transfer devices when assisting patients. 19. Recognize need for prompt medical attention and administer emergency care. 20. Maintain confidentiality of patient's information. 21. Take appropriate precautions to minimize radiation exposure to patient and staff. 22. Check equipment for working conditions prior to patient's examination. Notifies the supervisor of any equipment problems. 23. Greet patients arriving in the department and may assists in scheduling appointment, verifying appointment, and or answering the phone and providing general information as needed or requested. 24. Calls down scheduled in-patients for examination. 25. Records the nature of, and circumstances surrounding events occurring in the Radiology Service during the assigned tour and notifies the Radiologist "On-Call" or supervisory technologist. 26. Remains on duty until relieved by the next shift of employees. 27. Report for duty on time or call your supervisor to report absence/tardiness no later than one hour before the beginning of the tour scheduled. 28. When working without the benefit of radiologist on duty, and an inappropriate examination request is received, the contract technologist will contact the radiologist on-call to recommend a more appropriate examination. 29. Enters required data in the Decentralized Hospital Computer Program (DHCP). 30. Selects technical factors and appropriate protocols using established criteria. 31. Advises radiologist/nuclear medicine physician of results of examinations and notifies them of significant scans requiring their immediate attention and visualization while patient is undergoing examination and/or before the patient departs. 32. On-call could be required, and would have 15 minutes to respond to call and 60 minutes to be on-site. A. Radiation Therapist 1. Quality Assurance: Failure to identify the correct site for treatment and/or misidentification of patients will be grounds for termination of the Therapist. 2. Shift/Tour of Duty: Rotating shifts may be required, including recognized Federal Holidays. Hours typically consist of an 8 hour tour between 7:00am to 5:00pm B. Medical Ultra-Sonographer 1. Quality Assurance: Failure to demonstrate visible boundaries of organs and structures and perform exams as necessary. Patient misidentification will be grounds to terminate ultra sonographer. 2. Shift tour of Duty: Rotating shifts may be required, including recognized Federal Holidays. Hours typically consist of an 8 hour tour between Midnight to Midnight. C. Bone Densitometry Technologist (X-ray) 1. Quality Assurance: . Failure to utilize the patient identification procedures are grounds for termination. 2. Shift Tour of Duty: Rotating shifts as needed or required, including recognized holidays. Hours of shifts are typically: Days: 8am to 4:30pm D. Computed Tomography (CT) Technologist 1. Specific Responsibilities: Verifies and explain intravenous contrast usage and consent form. Able to start IV line for patients having contrast studies. 2. Quality Assurance: Failure to utilize the patient identification procedures are grounds for termination. 3. Shift Tour of Duty: Rotating shifts as needed or required, including weekends Hours of shifts are typically: Days: 8AM -4:30 PM Split : 10:30 AM -7:00 PM Evenings: 4:30 PM - 12:00 Midnight Night: Midnight - 8:00 A E. General Diagnostic Radiologic (X-ray) Technologist: 1. Specific Responsibilities Sets up x-ray room, assuring that sterile supplies, contrast materials, catheters and other required equipment are present and lay out. Assures infection control standards are followed. Calls scheduled in-patients for examinations when appropriate equipment is available. Provides portable x-rays throughout the medical center. 2. Quality Assurance: Failure to utilize the patient identification procedures are grounds for termination 3. Shift/four of Duty: Rotating shifts as needed or required, including weekends and recognized holidays. Hours of shifts are typically: Days: 8am to 4:30pm Split: 10:30am to 7:00pm Evenings: 3:30pm to 12:00 midnight Nights: 12:00 midnight to 08:00 am F. Magnetic Resonance Imaging (MR.I) Technologist 1. Specific Responsibilities: Verifies and explain intravenous contrast usage and consent form. Able to start IV line for patients having contrast studies Must possess working knowledge of MRI safety. 2. Quality Assurance: Failure to utilize the patient identification procedures are grounds for termination 3. Shift/Tour of Duty: Rotating shifts as needed or required, including weekends. Hours of shifts are typically: Days: 8AM - 4:30 PM Split : 10:30 AM - 7:00 PM Evenings: 4:30 PM - 12:00 Midnight Nights:12:00 midnight -8:00 AM G. Nuclear Medicine Technologist 1. Specific Responsibilities: The Technologist prepares and administers radiopharmaceuticals in accordance with directives. Monitors patients receiving injections, recognizing and responding to any reaction to the agent administered. The Technologist calibrates, standardizes, adjusts, and maintains nuclear medicine equipment such as well counters, incubators, imaging cameras, dose calibrators. The Technologist programs technical factors via computer console and responds with inputs that will result in the required parameters as determined by the radiologist or nuclear medicine physician. Monitors individual radiation exposure to meet ALAR.A parameters. The Technologist maintains dose records of patients, results of equipment calibration, and radiation monitoring records. Performs quality control procedures on radiopharmaceuticals by chromatography and use of a micro chemacytometer. Reviews clinical data during and after the study to ascertain any considerations that may make additional images necessary for an individual case. The Nuclear Medicine Technologist performs exposure pattern studies by monitoring patients receiving therapeutic doses of radioactive materials. He/she assists in conducting exposure studies, investigations and deviations from approved radiation safety practices. Communicate corrective actions to Radiation Safety Officer. 2. Quality Assurance: Failure to utilize the patient identification procedures are grounds for termination 3. Radiation Safety Policies: The Technologist assists in implementing Radiation Safety Program. 4. Tour of Duty: Rotating shifts may be required, including recognized Federal Holidays. Hours typically consist of an 8 hour tour between: Days: 7:00am to 5:00pm H. Administrative Technical Lead Specific Responsibilities: The Multi Modality technologist will be responsible to coordinate schedules, provide weekly schedules in a timely manner, coordinate leave and time's, provide coverage, and Supervise all contract technologists. They will also be responsible to be able to do MRI, CT, and Radiography as needed. Must have familiarity with all equipment in departments to supervise contracting staff. This will be a working supervisor on grounds. 1. Quality Assurance: The incumbent will ensure all shifts are properly filled and all policies and protocols are followed as well as disciplinary issues are dealt with and followed through as necessary. Failure to utilize the patient identification procedures are grounds for termination 2. Shift/tour of Duty: Rotating shifts as needed or required, including weekends and recognized holidays. Hours of shifts are typically: Days: 8am to 4:30pm Split: 10:30am to 7:00pm Evenings: 3:30pm to 12:00 midnight Nights: 12:00 midnight to 0800 am I. Interventional Technologist 1. Specific Responsibilities: Sets up x-ray room, assuring that sterile supplies, contrast materials, catheters and other required equipment are present and lay out. Assures infection control standards are followed. Calls scheduled in-patients for examinations when appropriate equipment is available. Provides portable x-rays throughout the medical center. 2. Quality Assurance: Failure to utilize the patient identification procedures are grounds for termination 3. Shift/four of Duty: Rotating shifts as needed or required, including weekends and recognized holidays. Hours of shifts are typically: Days: 8am to 4:30pm Split: 10:30am to 7:00pm Evenings: 3:30pm to 12:00 midnight Nights: 12:00 midnight to 08:00 am E. Mammo Technologist 1. Specific Responsibilities: Sets up Mammography room, assuring that sterile supplies, contrast materials, catheters and other required equipment are present and lay out. Assures infection control standards are followed. Assists in US and Brest Biopsies as well as Admin duties of the front desk when necessary. Calls scheduled in-patients for examinations when appropriate equipment is available. 2. Quality Assurance: Two instances of misidentification of patients and/or one misplaced image through processing will cause the technologist to be terminated. 3. Shift/four of Duty: Rotating shifts as needed or required, including weekends and recognized holidays. Hours of shifts are typically: Days: 8am to 4:30pm 2. Special Requirements: EXTENT OF AGREEMENT: The agreement term is January 1st, 2017 to July 31st, 2017 base. PRICE/SCHEDULE OF SERVICES: This commitment shall entitle the DC VAMC to a Finn Fixed-Price for the following items. The DC VAMC shall issue an annual purchase order or as-required purchase orders. Invoicing shall be monthly in arrears. Description BPA FY-2016 Local Rate 1 Radiation Therapist 2 Medical Ultra-Sonographer 3 Bone Densitometry (X-ray) 4 Computed Tomography (CT) 5 General Diagnostic Radiologic (X-ray) Technologist 6 Magnetic Resonance Imaging (MRI) Technologist 7 Nuclear Medicine Technologist 8 Administrative Technical Lead 9 Mammo Technologist 10 Interventional Technologist NOTE: Option years are contingent upon FSS extension by GSA and availability of funds. No increase will be in effect that exceeds the Consumer Price Index change for this same service or clear contract change approved by the National Acquisition Center as part of the FSS Contract FEDERAL HOLIDAYS: Federal Holidays observed by the DC VAMC are: New Year Day Labor Day Martin Luther King Day Columbus Day Presidents' Day Veterans' Day Memorial Day Thanksgiving Day Independence Day Christmas Day This also includes any other day specifically declared by the President of the United States to be a national holiday. IDENTIFICATION, PARKING, SMOKING, AND VA REGULATIONS: All personnel shall abide by all DC VAMC station policies and regulations. All employees shall wear visible identification at all times while on the premises of all VA facilities serviced. It is the responsibility of contracted personnel to park in the appropriate designated parking areas. Information on parking is available from the DC VAMC Police/Security Service. DC VAMC will not validate or make reimbursement for parking violations of personnel under any conditions. Smoking is prohibited inside any buildings at all DC VAMC facilities. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of DC VAMC regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court. QUALIFICATIONS: Personnel servicing this contract shall provide credentials (i.e. certification, license) to the DC VAMC COTR when required and at time of award. TIME CARDS: Contractor shall provide time cards to the DC VAMC COTR. Time cards shall be sent to: Veterans Affairs Medical Center Attn: Robert Smith, Radiology Department 50 Irving Street NW Washington, DC 20422 (202) 745-7599 MODIFICATIONS: Changes to this Contract may only be made by the Contracting Officer. Such changes shall be made in writing by the Contracting Officer. TERMINATION: Either party may terminate this agreement at any time, by giving the other party written notice of its intent to do so, not less than sixty (60) days prior to the effective date of termination. VAAR 852.273-75 SECURITY REQUIREMENTS FOR UNCLASSIFIED INFORMATION TECHNOLOGY RESOURCES (Interim - October 2008) (a) The contractor and their personnel shall be subject to the same Federal laws, regulations, standards and VA policies as VA personnel, regarding information and information system security. These include, but are not limited to Federal Information Security Management Act (FISMA}, Appendix III of OMB Circular A-130, and guidance and standards, available from the Department of Commerce's National Institute of Standards and Technology (NIST). This also includes the use of common security configurations available from NIST's Web site at: http:/Ichecklists.nist.gov (b) To ensure that appropriate security controls are in place, Contractors must follow the procedures set forth in "VA Information and Information System Security/Privacy Requirements for IT Contracts" located at the following Web site: Insurance: The Contractor will provide proof of liability and workers' compensation, a certificate of insurance providing evidence of liability coverage including the name of the insurance carrier, limits of liability and type of coverage (Ref: VAAR 852.237-7, Indemnification and Medical Liability Insurance). Quality and contract monitoring: a. The contractor will be monitored through a variety of mechanisms appropriate to VA regulations and policies. b. The Contracting Officers Technical Representative (COR) (114) will be responsible for monitoring the quality of services provided under this contract. 3. Payment: a. The VAMC agrees to reimburse the Contractor on a unit basis for resources furnished at the price listed in the schedule of this contract. b. The Contractor will be paid monthly, in arrears, upon receipt of a properly prepared invoice. The invoice shall include at a minimum: invoice number, invoice amount, Contractor's name and address, contract number, purchase order number and period of performance. Provide backup document to COTR for verification of amount invoiced. Backup document shall include: invoice number, Contractor's name and address, the contract number, purchase order number, date of exam, type of exam, referring physician's name, invoice amount and any additional cases. Invoices will be reconciled with VA records prior to disbursement of payments. c. The Contractor shall submit all invoices to the following address: FSC VA (667) PO BOX 149971 Austin, TX 78714-8971 4. Administration: The contractor shall contact the Contracting Officer on all matters pertaining to the administration of this contract. Only the Contracting Officer is authorized to make changes that will affect the price, quantity, quality, or delivery terms of this contract. 5. Conflict of Interest The Contractor shall not employ any person who is an employee of the United States Government if the employment of that person would create a conflict of interest. The Contractor shall not employ any person who is an employee of the Department of Veterans Affairs. Nor shall the Contractor employ any person who is a member of the immediate family of a VA employee, if the employment of that family member would create a conflict of interest, or the appearance of a conflict of interest, particularly with regard to influencing the contract negotiations, terms of the contract or the work carried out under the contract. In any such case VA must review the matter and give its approval in accordance with agency ethics rules. 6. Contract Monitoring Procedures: a. At the time of contract award the Contracting Officer will appoint a Contracting Officer Technical Representative (COR) to assist with the contract monitoring requirements. The COR will monitor such items as quality of service, timeliness of performance, customer service, cost control and business relations. In accordance with FAR 1.601 (a) "Contracts may be entered into and signed on behalf of the Government only by contracting officers." A COR is not authorized to modify the stated terms of the contract, including extending the length of the contract period. Quality of service will be monitored through a continuous review of requested studies vs. performed studies, the appropriateness of images produced and morbidity and mortality figures. These factors will be rated by a consensus of radiologists interpreting the studies and through a radiologist or resident in the MRI suite setting protocols for scan and observing patients and procedures throughout the study process. Timeliness of performance will be measured through daily workload counts compared to daily number of studies ordered. Customer service will be monitored through periodic unannounced visits to the MRI suite and through patient satisfaction surveys complete by patients. Cost control will be monitored through a comparison of overtime hours worked and the type and number of studies completed per day. Appropriate regulatory and accrediting standards will apply and all adverse events will be reported in accordance with Medical Center and other applicable guidelines. c. The delegated COR will notify the Contracting Officer of any non-compliance immediately upon his/her gaining knowledge of any such situation or incident. Initiate communication may be communicated by telephone. After such communication, the COR will provide a written statement to the contracting officer along with any supporting documentation regarding the performance failure noted. d. Upon receipt of a proper invoice, the COR shall certify that the services identified have been performed. Once certification has been made, the invoice will be forward through the proper billing channels and payment shall be made to the Contractor. e. Both parties shall jointly conduct a review of contractor's performance to evaluate if services being provided are in accordance with the contract terms and payments and billings are being properly handled. This review shall include, but not be limited to: analyze all billings, payments, costs, administrative issues, patient satisfaction, quality of care and other related documentation that identifies that services has been received. Any concerns need to be brought to the contractor/COR 's attention at the time noted rather than an agreement reached prior to expiration of services provided and consideration being received are satisfactory. f. Upon conclusion of the initial contract period and all option periods, and in coordination with the Contracting Officer, the using service shall provide a statement to the Contracting Officer providing a summary of contractor actions and a statement that all requirements of the contract were fulfilled as agreed. This information shall be forwarded by the COR to the Contracting Officer at least 90 days prior to end of base period and each option period if option periods are included.