Inactive

This is a SOURCES SOUGHT ANNOUNCEMENT ONLY. It is neither a solicitation announcement nor a request for proposals or quotes and does not obligate the Government to award a contract. Requests for a sol... This is a SOURCES SOUGHT ANNOUNCEMENT ONLY. It is neither a solicitation announcement nor a request for proposals or quotes and does not obligate the Government to award a contract. Requests for a solicitation will not receive a response. Responses to this sources sought must be in writing. The purpose of this sources sought announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Service Disabled Veteran Owned Small Businesses, Veteran Owned Small Businesses, 8(a), HubZone and other Small Businesses interested and capable of providing the services described below. Documentation of technical expertise must be presented in sufficient detail for the Government to determine that your company possesses the necessary functional area expertise and experience to compete for this acquisition. Responses to this notice shall include the following: (a) company name (b) address (c) point of contact (d) phone, fax, and email (e) Unique Entity ID (f) Cage Code (g) Tax ID Number (h) Type of small business, e.g. Services Disabled Veteran Owned small Business, Veteran-owned small business, 8(a), HUBZone, Women Owned Small Business, Small disadvantaged business, or Small Business HUBZone business and (i) must provide a capability statement that addresses the organizations qualifications and ability to perform as a contractor for the work described below. The VA Loma Linda VA Healthcare System (VALLHCS) located at 11201 Benton St, Loma, CA 92357 is seeking a potential qualified contractor that can provide cancer registry services. Important information: The Government is not obligated to nor will it pay for or reimburse any costs associated with responding to this sources sought synopsis request. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. The VA is mandated by Public Law 109-461 to consider a total set-aside for Service Disabled Veteran Owned Small Business set aside. However, if response by Service Disabled Veteran Owned Small Business firms proves inadequate, an alternate set-aside or full and open competition may be determined. No sub-contracting opportunity is anticipated. The North American Classification System (NAICS) code for this acquisition is 518210 ($40 Million Dollars). Notice to potential offerors: All offerors who provide goods or services to the United States Federal Government must be registered in the System for Award Management (SAM) at www.sam.gov. Additionally, all Service Disabled Veteran Owned Businesses or Veteran Owned Businesses who respond to a solicitation on this project must be registered with the SBA Veteran Small Business Certification (VetCert) Registry located at https://veterans.certify.sba.gov. All interested Offerors should submit information by e-mail to Koby.Thiel@va.gov. All information submissions to be marked Attn: Koby Thiel, Contract Specialist and should be received no later than 12:00 pm MST on December 22, 2023. The following pages are a draft Statement of Work. This Statement of Work is subject to change. SCOPE OF WORK: Services required under this contract shall include all necessary facilities, staffing, equipment, and supplies and are to be performed at the Contractor s facility or VALLHS. The Contractor shall be responsible for the administration and management of all facility aspects of this contract service. This includes responsibility for all contractor employees, subcontracts, agents, and anyone acting for, or on behalf, of the contractor. The VA reserves the right to perform any part of these services in-house at any VA facility, without penalty, if VA resources are available. Contractor shall thoroughly review the specifications and become familiar with the areas of coverage in order to become fully aware of the scope of requirements. Failure to understand the contract requirements shall not relieve the Contractor from performing in accordance with the meaning and intent of the specifications. The Government will NOT reimburse cost not incorporated into the Contractor s price. Cancer Registry Services shall include, but are not limited to the following: Ongoing oncology data requirements, including completion of required full data set: Comprehensive case finding processes that review all available data sources identifying reportable patients and accession >90% within 30 days of first of contact with VALLHCS. This includes community care under fee basis or purchased care. Ongoing timely and accurate case completion within 6 months of first contact and with minimum 90% data accuracy score using VA processes and standardized review checklist. Assisting to eliminate backlog of unreported and incomplete patient data submissions as assigned by the CO/designate. Patient data abstraction completed in the approved Cancer Registry database software of all reported patients to VA and CoC standards. Meet reporting requirements of the American College of Surgeon s, Commission on Cancer, and the VA Central Cancer Registry System All contract employees maintain credentials through the National Cancer Registrar s Association and provide annual evidence of current certification of all employees. 2. SERVICE AND PERFORMANCE REQUIREMENTS: Contractor shall provide Cancer Registry Services to include: Comprehensive case finding processes that review all available data sources identifying reportable patients and accession >90% within 30 days of first of contact with VALLHCS. This includes community care under fee basis or purchased care. Ongoing timely and accurate case completion within 6 months of first contact and with minimum 90% data accuracy score using VA processes and standardized review checklist. Assisting to eliminate backlog of unreported and incomplete patient data submissions as assigned by the CO/designate. Patient data abstraction completed in the approved Cancer Registry database software of all reported patients to VA and CoC standards. Meet reporting requirements of the American College of Surgeon s, Commission on Cancer and the VA Central Cancer Registry System All contract employees maintain credentials through the National Cancer Registrar s Association and provide annual evidence of current certification of all employees. Perform lifetime annual follow-up for disease surveillance to the current CoC reference date as assigned. Performs this requirement to VA and CoC standards. Maintaining an oncology database used to evaluate the efficacy of diagnostics, cancer therapies, patient outcomes, survival, as well as provide data for operational purposes and strategic planning. Maintaining patient and records confidentiality in accordance with the Privacy Act of 1974, complying with the terms of VA computer access security agreement, and other applicable government regulations Providing occasional consultative services both by telephone and possibly on site to assist sites in the accreditation process on as-needed basis. Contractor Responsibilities: Contractor shall provide all necessary computer equipment for use at remote site, as applicable. Contractor shall provide the Cancer Registry function of follow-up as described in the Standards of the American College of Surgeon s Commission on Cancer (CoC) data standards manual pertinent to diagnosis year. These functions shall include computer input, data review and report generation tailored to the needs and/or specifications of the VA. Contractor personnel functioning under this contract shall be nationally board credentialed. Contractor shall verify its personnel s current certification status with the National Cancer Registrars Association and shall provide evidence of current certification along with their proposal. Contractor s personnel will perform all requirements at remote locations and shall comply with the industry standard of case completion of six (6) months after date of first contact. A list of cases completed shall be provided to the Contracting Officer s Representative (COR) and/or designate along with monthly invoices. Case abstraction encompasses the full and complete data set (required, optional and supplemental fields) to present a complete patient summary in the approved VA cancer registry software database. Text fields shall be utilized to document critical findings for Physical Exam, Scans, Scopes, Labs, Diagnostics, OP Reports, Pathology, and SSDI. SEER and AJCC TNM staging shall be determined on all patients meeting the criteria as established by SEER and the American Joint Commission on Cancer, AJCC Cancer Staging Manual pertinent to diagnosis year, in conjunction with accepted principles. All available patient medical documentation will be reviewed to complete the full data, from VA and non-VA providers. Contractor shall assist VA in eliminating backlog of unreported and incomplete patient as needed and will be provided all work assignments for each month. Monthly assignments must be completed by last business day unless otherwise directed or justified by CO and/or DOA. Contractor shall provide follow-up of living cancer patients in compliance with accepted industry standards, posting information on recurrence, subsequent therapy, date of last contact, vital status, cancer status, and provide supporting text to substantiate fields per VA standards. Outcome data shall be included when applicable. Follow-up shall be maintained at a minimum of 90% on all patients in the registry database, this is required to use registry data for survival (outcome) analysis, which is industry standard. Cases are delinquent (lost) if the follow-up interval exceeds 15 months. Contractor shall provide a list of patients completed only as assigned. Contractor shall correct all inconsistencies found through any quality assurance review within 10 working days of submission of inconsistencies, errors, warnings, or any other data quality problems at no additional cost to the VA. Contractor shall comply with all guidelines governing the accepted standard of registry operations, to include the American College of Surgeon s Commission on Cancer, American Joint Commission on Cancer, National Cancer Institute s Surveillance, Epidemiology and End Results, World Health Organization s International Classification of Diseases for Oncology, both current and future. Contract personnel will comply with VHA Directive and National Oncology Program Office policies and procedures. Contractor s employees shall sign VA s Confidentially Disclosure Agreements and forms as required. VA Responsibilities: VA will provide computer access to the electronic medical records and programs maintained in the VA data system, either on site or via remote location. VA will perform periodic updates, as deemed necessary to maintain currency on the use of the VA s software packages to include: VA approved cancer registry software, VA electronic health record systems, Laboratory/Pathology, Surgery, Radiology, Discharge, Primary Care Patient Inquiry, Health Summary, VISTA Imaging, dashboards, screening platforms, electronic conference/telecommunication platform, and electronic email. VA will perform unusual case finding; and patient care evaluation functions not contracted/negotiated previously, or as requested. VA will be responsible for annual reports, follow-up letters, contracts with physicians, family members, and any other health care provider pertaining to patients that may be lost to follow-up, case finding, data extraction for local VA needs, and reporting to all state and national agencies as required. VA Managing Physicians will be responsible for the staging of newly diagnosed cancer cases entering the appropriate stages into the appropriate staging templates. VA will report the stages by the managing physicians and will post to the appropriate cases in the fields Physician s State and Physician Staging when available. 3. RELEASE AND CONFIDENTIALITY OF MEDICAL INFORMATION: The contractor shall only release medical information obtained during this contract to other contractor or VA employees involved in the care and/or treatment of that individual patient. Patient demographics shall be treated as privileged information. Lists, names, and/or social security numbers of patients shall not be disclosed or revealed any way, for any use outside the contractor s facility or without prior express written permission of the VA Chief of Staff. b. Transcribed reports containing personal identifiers, as identified below, when not used as an official document, must be shredded by the contractor. c. The contractor is subject to the provisions of the Privacy Act of 1974 (Public Law 93-579); the comprehensive Alcohol and Abuse and Alcoholism Prevention, Treatment and Rehabilitation Act of 1972 (Public Law 93-282); the Drug Abuse Office and Treatment Act of 1972 (Public Law 93-255); and all other Federal or State statues regarding confidentiality of patient information d. VA shall be provided access to medical records in the contractor s facility regarding a veteran s dosing under this contract. e. Veterans requesting copies of medical information generated by the Contractor shall be referred to the VALLHS Release of Information Office. 4. INVOICE AND PAYMENT: The Contractor shall submit invoices monthly in arrears. Invoices shall include, at a minimum, the information requested in FAR clause 52.212-4 Contract Terms and Conditions Commercial Items, paragraph (g) Invoice and any additional details necessary to identify services rendered. Invoices shall be addressed to: VA FSC, P.O. Box 149971, Austin, Texas 78714 or fax to (512) 460-5238. The Financial Services Center (FSC) has a toll-free number for the Customer Support Help Desk. The number is 1-877-353-9791. Online registration to the Financial Service Center for payment status checking and inquiry is at http://www.fsc.va.gov/vis/login.html . Contractor shall be paid by electronic funds transfer. A Customer Copy of invoice (clearly marked NOT FOR BILLING PURPOSES) with patient data, (e.g.: names, last four digits of SSN or other identification number, type of procedure(s) performed with associated (CPT) code(s), date of service(s) performed, and unit price shown for each service) shall be sent to the designated COTR of Cancer Registry Service at the VA Loma Linda Healthcare Services. Invoices submitted for payment shall be reviewed for accuracy, verified against patient records, time records and attendance logs and shall be subject to approval by the Government prior to remittance of payment. Any discrepancies found shall be brought to the attention of the Contractor and shall be resolved. A corrected copy of the invoice must be submitted by the Contractor, as instructed by the Government. Invoices shall include all charges for care provided and payment made shall constitute total cost for services rendered. No additional charges are to be billed to the patient, the patient s family, or patient s insurance by the Contractor, the facility or by any other party furnishing services for such care, unless otherwise authorized by the Government. 5. CONTRACTOR S PERSONNEL POLICY: a. The contractor s employees shall be subject to the same quality assurance standards or exceeding current recognized national standards as established by Joint Commission. The contractor shall perform services in accordance with the ethical, professional, and technical standards of the healthcare industry. The contractor s employees shall be technically proficient in the skills necessary to fulfill the Government requirements, to include the ability to speak, understand, read, and write English fluently. b. In accordance with 29 CFR, Part 1925, none of the services required by this contract shall be performed in buildings, surroundings, or under any working conditions provided or controlled by the contractor, that are deemed unsanitary, hazardous, or otherwise dangerous to the health and safety of the contractor s employees. The minimum standards for facilities furnishing Cancer Registry Services under this contract shall be those listed in the latest edition of 42 CFR (Code of Federal Regulations) and Life Safety Code (NFPA 101). c. The contractor shall assume full responsibility for the protection of its personnel furnishing services under this contract. To carry out this responsibility, the contractor shall provide the following to the personnel: (1) Worker s compensation (2) Professional liability insurance (3) Health examinations (4) Income tax withholding, and (5) Social security payments d. Payment for any leave, including sick leave or vacation time is considered the responsibility of the contractor. The contractor shall follow all existing local, state, federal and/or union laws/regulations relevant to fringe benefits and premium pay for their employees. Such personnel shall not be considered VA employees for any purpose. 6. ORDERING ACTIVITIES AND OFFICES: a. The contractor shall not accept any instructions issued by any other person(s) other than the Contracting Officer (CO) or the COR acting within the limits of his/her authority. Only those services specified herein are authorized. Before performing any service of a non-contract nature, the contractor shall advise the contracting officer of the reasons for additional work. The Contracting Officer is the only authority to change the terms of the contract. All changes must be in writing and signed by the Contracting Officer. b. VA shall designate a COR to monitor contractor performance and assist in contract administration. A delegation of authority (DOA) delineating the responsibilities and limitations of the COR shall be provided for subject matter expertise. Any commitment or changes, which affect the price, quantity, authority to amend, render decision on questions of fact in dispute and related contract administration problems are duties of the contracting officer and cannot be re-delegated. 7. HEALTH REQUIREMENTS: Contractor certifies that his/her employees have received the following testing/immunizations within the past year and will maintain coverage during the contract period: Tuberculosis Testing the PPD test or radiological exam shall be repeated annually. b. Rubella Testing all contract personnel shall provide proof of immunization for measles, mumps, rubella, or rubella titer of 1:8 or greater. If the titer is less than 1:0, the rubella immunization must be administered with follow-up documentation to the COTR. c. Immunizations for purposes of infection control, all contract employees shall take required immunizations and any health action required by generally accepted public health standards and any immunizations necessitated by any outbreaks in the area/community. Contract personnel will not be allowed to perform duty until immunization documentation is provided to the COTR. d. Health Restrictions contract employees shall have no health or physical disability restrictions which interfere with the performance of duties. 8. CONFIDENTIALITY: a. All contractor personnel shall observe the requirements imposed on sensitive data and information by law, Federal regulations, VA statutes and policy, Veterans Health Administration (VHA) policy and guidelines and the associated requirements to ensure appropriate screening of all personnel (e.g., Privacy Act of 1974, Public Law 93-579, the requirements of the FPM 731, Subchapter 2 under E.O. 10450, etc.). b. To maintain patient medical records, the contractor shall have access to the Department of Veterans Affairs System(s) of Records entitled, Patient Medical Records-VA (24 VA 136). c. Contractor personnel who obtain access to hardware or media which may store drug or alcohol abuse data, sickle cell anemia treatment records, records of tests or treatment for or infection with Human Immunodeficiency Virus (HIV) or medical quality assurance records protected by 36 U.S.C. 4132 or 3305, as defined by the Department of Veterans Affairs, shall not have access to the records unless absolutely necessary to perform their contractual duties. 9. THE JOINT COMMISSION GUIDELINES: Where the contract does not require, The Joint Commission (JC), accreditation or other regulatory requirements regarding worker competency, the Contractor must perform the required work in accordance with, (JC), standards. The Contractor is required to develop and maintain the following documents for each Contractor employee working on the contract: Credentials and qualifications for the job; A current competency assessment checklist (an assessment of knowledge, skills, abilities and behaviors required to perform a job correctly and skillfully). Proof of knowledge and skills required to provide care for certain patient populations, as appropriate. Current performance evaluation supporting ability of Contractor employee to successfully perform the work required in this solicitation. Listing of relevant continuing education for the last two years. The Contractor will provide current copies of these records annually, to the VA Contracting Officer s Representative (COR), or upon request, for each Contractor employee working on the contract. 10. QUALITY ASSESSMENT STANDARDS: Contract health care providers shall be subject to the same quality assessment standards as established by the VA. The contract health care provider shall perform services in accordance with ethical, professional, and technical standards of the health care industry. Persons provided by the Contractor shall be technically proficient in the skills necessary to perform the services described herein. Contract personnel shall be responsible for compliance with all procedures in accordance with applicable VA written policies and procedures. They shall not introduce new procedures or services without prior recommendation to and approval of the VA or authorized representative. Non-acceptance of contract personnel does not relieve the Contractor from satisfying and fulfilling the Contract requirements. Cost quoted in the contract is all inclusive of all incidental costs including housing, transportation, and premium payments for applicable malpractice insurance coverage. This contract represents a firm-fixed price service contract. Services performed outside the scope of this contract are not authorized and will not be reimbursed by the Government. 11. VETERAN SENSITIVITY: The Contract health care provider shall respect and maintain the basic rights of veterans, demonstrating concern for personal dignity and human relationships. Complaints shall be investigated individually. Contract health care providers receiving more than two (2) verified complaints from COR, Veteran Advocate, HCC, Case Managers or social workers related to sensitivity within any consecutive three (3) month period shall require the contract health care provider to complete a sensitivity training class before continuing to provide services under the contract. Contract health care provider s participation in sensitivity training class shall be the sole responsibility of the Contractor at no expense to the Government. Depending upon the nature and severity of the complaint, the Government reserves the right to suspend performance of subject contract health care provider or prohibit performance altogether, as deemed appropriate. 12. COMMUNICATION: a. The contractor shall ensure that his/her employees maintain open and professional communication with members of the Loma Linda VA Healthcare System. Complaints validated by the VALLHS Chief of Staff (COS) and Organizational Performance, shall be reported in writing to the CO, and the COR, and forwarded to the contractor for action. b. Failure by the contractor to correct validated complaints in required time, when raised by the VALLHCS staff, the CO, or CO designate (SME) shall be considered a failure to perform, and if significant, contract default procedures will be initiated by the VA Contracting Officer. Any instance of poor performance noted by CO and/or designate will be acted on quickly and vendor personnel may be potentially removed from further VALLHS work assignments; Vista/CPRS account will be disabled if needed. 13. CONTRACTOR POINT OF CONTACT: The Contractor shall assign a Point of Contact (POC) and an alternate POC for the purpose of ensuring compliance with all the terms and conditions of this contract and who shall be responsible for administration and clinical matters in the performance of services under this contract. The POC shall have full authority to act for the Contractor on all matters relating to the daily operation of this contract. The POC may be a contract health care provider performing under this contract. Point of Contact, Name: Alternate Point of Contact, Name: The POC shall be available by telephone Monday through Friday, between 7:30 a.m. to 4:00 p.m. excluding National Holidays. 14. NORMAL WORKING HOURS: Normal working hours are defined as 7:30 a.m. to 4:00 p.m. Monday through Friday, excluding weekends and National Holidays. 15. NATIONAL HOLIDAYS: Contractor shall not be required to perform services on Holidays. Note: Clinical services shall not be required on National Holidays. Listed below are the ten legal federal holidays observed by the Federal Government: New Year s Day Labor Day M.L. King s Birthday Columbus Day President s Day Veterans Day Memorial Day Juneteenth Thanksgiving Day Independence Day Christmas Day When one of the holidays falls on Sunday, the following Monday shall be observed as a legal holiday by U.S. Government Agencies. When a holiday falls on a Saturday, the preceding Friday shall be observed as a legal holiday. Also included would be any other day specifically declared by the President of the United States to be a national holiday. 16. CONTRACTOR S PERSONNEL S SECURITY REQUIREMENTS: The Office of Security and Law Enforcement provides Department-wide policy on the assignment of appropriate position sensitivity designations associated with Department of Veterans Affairs (VA) positions involving national security and public trust responsibilities, and on the level of background investigations required for applicants for, and incumbents of, those positions. IAW VA 0710 Handbook, appointees and contract personnel appointed to Low/Moderate/High Risk positions must be subjects to a background investigation conducted by OPM and receive a favorable adjudication from the VA Office of Security and Law Enforcement to ensure compliance with such policy. If such investigation has not been completed prior to contract commencement, the Contractor shall be responsible for the actions of those individuals performing under the contract. Should the contract require Contractor s personnel to maintain U.S. citizenship, the Contractor shall be responsible for compliance. Regardless of U.S. citizenship requirements, Contractor s personnel are required to read, write, speak, and understand the English language, unless otherwise specified in this contract or agreed to by the Government. The cost for such investigations shall be borne by the Contractor, either in advance or as reimbursement to the Government. The level of sensitivity shall be determined by the Government on the basis of the type of access required. The level of sensitivity will determine the depth of the investigation and the cost thereof. At this time, the current estimated costs for such investigations are as follows: LEVEL OF SENSITIVITY BACKGROUND INVESTIGATION LEVEL APPROXIMATE COST Low Risk National Agency Check with Written Inquiries $   231.00 Moderate Risk Minimum Background Investigation $   825.00 High Risk Background Investigation $ 3465.00 The Contractor shall be required to furnish all applicable employee information required to conduct the investigation, such as, but not limited to, the name, address, and social security number of the Contractor s personnel. The VA will provide all the necessary instructions and guidance for submission of the documents required to conduct the background investigation. Background investigations shall not be required for contract personnel assigned to Low Risk/non-sensitive positions for 180 days or less under a single contract or series of contracts.  However, a Security Access Clearance (SAC) background screening will be required for appropriate preliminary checks IAW VA Directive 0710. 17. DEFINITIONS: The following terms, when used in the contract shall be construed and/or interpreted as follows, unless the context expressly requires a different construction and/or interpretation. In the event of a conflict in language between the definitions and the other sections of this contract, the language in specifications shall govern. Service location: Any location at which a patient obtains service covered by the contractor pursuant to this contract. Subcontract: A contract entered into by the contractor with any other organization or person who agrees to perform any function or service for the contractor specifically related to securing or fulfilling the contractor s obligations to VA under the term of this contract. Contracting Officer: Government employee assigned the responsibility of executing, administrating and providing direction on a contract. Contracting Officer Representative (COR): Government employee to whom the Contracting Officer delegates limited authority for certain contractual-related decisions. Delegation of Authority as outlined in Veterans Affairs Acquisition Regulations (VAAR) 801.603-70: In carrying out the responsibilities outlined in the Federal Acquisition Regulations (FAR) the contracting officer may designate another Government contracting officer, or other Government employee to furnish technical guidance and advice or generally supervise work under a government contract. 18. REGULAR MEETINGS: Quarterly or other increments, as mutually agreed upon between the VA and the Contractor, shall be conducted. Meetings that are more frequent may occur as needed. The Contractor, upon request, shall provide quality data and information related to services provided and participate in the VA s Performance Improvement program when requested to do so. Reports on status of work will be provided within 48 hours of request in support of VHA requirements and Cancer Committee standards. 19. SITE INSPECTION: The VALLHS may conduct an inspection of facility(s) and/or equipment prior to and anytime during the contract performance. VALLHS shall notify the contractor at a minimum 24 hours in advance for an appointment. The Contractor shall permit on-site visits by VA to assure compliance with contract requirements. Contractor shall make all records accessible for a review. 20. CONFLICT OF INTEREST & ETHICS: The Contractor shall not employ any person who is an employee of the United States Government if the employment of that person creates a conflict of interest. The Contractor shall not employ any person who is an employee of the Department of Veterans Affairs (VA) unless such person seeks and receives approval in accordance with VA Regulations and public law. Nor shall the Contractor employee any person who is a member of the immediate family of a VA employee employed at the VA Health Care System if the employment of that family member would create a conflict of interest or appearance of a conflict of interest, particularly about influencing the contract negotiations, terms of the contract, or the work carried out under the contract. In any such case, the VA must review the matter and give its approval in accordance with agency ethics rules. Contractor shall ensure no violation of ethics occurs between VA staff, VA patients and families of VA staff. Staff shall not accept, solicit, allow or invite gif...