SOURCES SOUGHT
Q -- Medical/Surgical Specialties Services-Gainesville VA
- Notice Date
- 7/22/2010
- Notice Type
- Sources Sought
- NAICS
- 621399
— Offices of All Other Miscellaneous Health Practitioners
- Contracting Office
- Department of Veterans Affairs;James A. Haley Veterans Hospital (90C);13000 Bruce B. Downs Blvd;Tampa FL 33612
- ZIP Code
- 33612
- Solicitation Number
- VA24810RI0552A
- Response Due
- 7/29/2010
- Archive Date
- 8/28/2010
- Point of Contact
- Elvis Soler
- E-Mail Address
-
ct
- Small Business Set-Aside
- N/A
- Description
- THIS IS A SOURCE SOUGHT NOTICE ONLY. THIS IS NOT A REQUEST FOR PROPOSAL. Questions will not be entertained at this time. Respond only to requested information. The Department of Veterans Affairs Medical Center, 8875 Hidden River Parkway, Suite 525, Tampa, Florida 33637 is performing market research to determine if there is a qualified contractor for a Firm Fixed Priced Requirements contract. This is an ALL OR NOTHING request. The Government will use responses to this notice to make an appropriate acquisition decision. The services are required for the Malcolm Randall VA Medical Center, 401 SW Archer Road, Gainesville, Florida. The contractor will be required to provide the following services according to the below Statement of Work: DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK PURPOSE: The purpose of this solicitation is to seek competitive bids from healthcare organizations that are able to provide select surgical/medical services to VA patients within the Malcolm Randall VA Medical Center of the North Florida / South Georgia Veterans Health System. Listed below are the estimated numbers of quantities, by specialty, for the 12-month period beginning (TBD) 1.Cardiothoracic 6 (OR Cases) 2.Vascular Surgery6 (OR Cases) 3.Neurosurgical 6 (OR Cases) 4.Orthopedic Surgery6 (6 OR Cases) 5.Ophthalmology(720 OR Cases mostly retina) 6.Otolaryngology(6 OR Cases) 7.Plastic Surgery(6 OR Cases) 8.General Surgery (6 OR Cases 9. Cardiology 240(600 Interventional Cases) 10. Gastroenterology(480 Cases) 11. Dermatology (50 days of clinical coverage) ESTIMATED QUANTITIES: All quantities listed herein are estimated annual quantities. The Government is not obligated to purchase any specified amount of services under this contract, but will be obligated to make payment for all services requested and received in the quantities and of the quality requested. The Government does not guarantee or imply that any fixed number of orders/referrals for services will be placed under this contract. BASE PERIOD: TBD September 30, 2011 OPTION YEAR ONE: October 1, 2011 September 30, 2012 OPTION YEAR TWO: October 1, 2012 September 30, 2013 1.GENERAL: The North Florida/South Georgia Veterans Health System Department of Veterans Affairs Medical Center, Gainesville, FL (hereinafter referred to as NFSGVHS or the System ) and the selected contract vendor agree to enter into this surgical/medical services contract under the authority of Public Law 104-262 and Title 38 U.S.C.Section 8153. 2.SCOPE: Contractor agrees to furnish and provide specialized health care resources to include surgeons and medical specialists as required and specified in this contract for Surgical and Specialty Services to veteran beneficiaries who are eligible for care. These include the following surgical specialties: Cardiothoracic Surgery, Vascular Surgery, Neurosurgery, Orthopedic Surgery, Ophthalmology, Otolaryngology, General Surgery, and Plastic Surgery. The following Medical Specialties are also included; Interventional Cardiology, Gastroenterology, and Dermatology. Services shall be performed on site at the Malcolm Randall VA Medical Centers. 3. TERM OF AGREEMENT: This agreement is effective from on or about TBD with two option year renewals and is subject to availability of funding after September 30 of each fiscal year. 4. PERFORMANCE: Contractor shall perform Surgical and Medical specialty services in the treatment of care for eligible veteran beneficiaries as authorized by the VA. The services to be performed will be performed within VA policies and procedures and medical staff bylaws. Contractor shall provide services for the period on or about TBD with 2 option year renewals. The Government intends to award a firm fixed price requirements contract for services in accordance with all terms, conditions, provisions, specifications, and schedules herein, pending the availability of funds. VA shall provide technical and support services necessary for physicians to perform the surgical duties stated herein: 5. SURGICAL SERVICES EXPECTATION (8 SPECIALTIES) Cardiothoracic Surgery Procedures Provide cardiac surgery including, coronary bypass, valve replacements, electrophysiologic, and other miscellaneous procedures (with or without bypass). Also provide surgery on conditions of the lung, thoracic aorta and great vessels, chest tube insertion and management, pacemaker insertion and removals, and angioplasty standby coverage. Vascular Surgery Procedures Provide procedures to include amputations of limbs, open and endovascular repair of arteries, channeling of arteries, artery bypass grafts, removal of clots, and artery-vein fistulas and grafts. Neurosurgery Procedures Provide procedures to include the surgical treatment of diseases of the central and peripheral nervous systems, the associated vascular supply, the spinal column and its supporting structures. Orthopedic Surgery Procedures Provide orthopedic surgical procedures to partial/total hip replacement, knee replacement, and shoulder/wrist/ knee/ankle/ arthroscopy and surgery. Ophthalmology Procedures Provide full range of ophthalmology services to include but not limited to retina and cataract surgery, glaucoma surgery, corneal grafts, and fluorescein angiograms. General Surgery Procedures Provide specialized elective general surgical procedures requiring specialized expertise, training, or experience, including advance gastrointestinal laparoscopic surgery. Plastic Surgery Procedures Provide reconstructive, and VA-approved cosmetic surgery of the entire extracranial body. Otolaryngologic Procedures Provide surgical procedures of the head and neck organs (ear, nose, throat, and other related structures). Surgical services shall include the provision of: (1)Coverage on a regular and emergency basis for patients requiring the services outlined above. (2)Consultative services in support of patients in the Post Anesthesia Care Unit (PACU) and Surgical Intensive Care Unit (SICU). (3) Attending level clinic coverage (Ophthalmology only). (4) Computerized Patient Record System (CPRS) documentation in accordance with the Medical Staff bylaws and VA operating policies. This shall include, but not be limited to the following: Complete history and physical examination performed and documented for each patient with 24 hours of admission and prior to surgery. Admission Progress Note documented with 24 hours of admission. Pre-Operative Note - Meet the patient prior to surgery and enter a pre-procedure/assessment note. Informed Consent describing risks, benefits, and alternatives prior to the procedure. Operative Report documented immediately following surgery. Participation in Attending Rounds no less than three times per week for ward patients. For SICU patients, rounding must be done daily. Both require documentation in CPRS. Complete the Discharge Summary within 30 days of discharge.. Clinic Note (if applicable) - must be signed within 24 hours of the next business day. 6. MEDICAL SERVICES EXPECTATION (3 SPECIALTIES) Cardiovascular Interventional Procedures: All cardiology procedures to include, but not limited to, Percutaneous Transluminal Coronary Angioplasty (PTCA), Atherectomy, Cutting Balloon Atherectomy, Laser Atherectomy, Directional Coronary Atherectomy (DCA), Transluminal Extraction Catheter (TEC), Rotablator, Intracoronary Stenting, Distal Embolization Protection Device, Electrophysiology studies, Radio Frequency Ablation (RFA), Pacemaker Implantation and/or modifications: Tilt Table, Cardiovascular therapeutic services, diagnostic cardiac catheterization. Such services shall include the provision of: Coverage on a regular and emergency basis for patients requiring the services. Services in support of patients in the Intensive Care Unit. Computerized Patient Record System (CPRS) and VA Cardiovascular Assessment Reporting and Tracking System (CART-CL) documentation, as appropriate. Included are the following: Complete history and physical examination performed and documented for each patient within 24 hours of admission and prior to surgery. Admission Progress Note documented within 24 hours of admission. Pre-Procedure Note - Meet the patient prior to the case and enter a pre-procedure/ assessment note. Post-Procedure Note - documented immediately following the procedure. Gastroenterology Special Procedures: The procedures included under the contract for special procedures include the following: ERCP, EGD, EUS, primarily. Such services shall include the provision of: - Coverage on a regular and emergency basis for patients requiring the services. - Computerized Patient Record System (CPRS) documentation of the procedures. - Complete history and physical examination performed and documented. - Procedure notes according to VA operating policies. Dermatology Clinic Coverage: Attending-level clinic coverage. For clinic coverage, Evaluation and Management Service Guidelines shall apply when billing. Scheduling of Medical Specialty Care: Services are expected to begin on the effective date of the contract. Medical Cases will be scheduled by the VA Chief, Medical Service (or designee). On an urgent basis, the Provider will see patients and initiate treatment within one (1) working day. 7.LICENSURE AND ACCREDITATION: The Contractor and any subcontractors must have all licenses, permits, accreditation certificates that are required by law or professional regulation. The personnel nominated to the System to perform services covered by this contract must satisfactorily complete VA Credentialing and Privileging requirements and be approved by the Medical Executive Committee and Chief of Staff. The System reserves the right to disqualify any nominee based upon not satisfactorily completing the aforementioned requirements. 1. The contractor shall: a) Be duly licensed by the Department of Health of the State of Florida to operate a hospital. b) Be a qualified provider under the Medicare Program. c) Be accredited by the Joint Commission. 2. The contractor shall provide the education and credentials of the primary team by name (C.V. and/or resume acceptable). a) Physician/Surgical Faculty i) Must be a citizen or permanent resident of the United States. ii)Must have current medical/surgical licensure in the state where service is being provided. iii)Must have current DEA licensure. iv)Must have current certification in the appropriate specialty v)Must have current certification or have achieved eligibility in the appropriate specialty vi) All physicians who will provide services under this contract must be appropriately credentialed and privileged according to the Bylaws and Rules of the contractor s facility and the Veterans Health Administration (VHA) regulations contained in VA Handbook 1100.19 dated November 14, 2008, Credentialing and Privileging. 8. KEY PERSONNEL: The contractor shall assign to the contract key personnel. During the first (90) ninety days of performance, the contractor shall make NO substitutions of key personnel unless the substitution is necessitated by illness, death, or termination of employment. The contractor shall notify the Contracting Officer, in writing, 15 calendar days after the occurrence of any of these events and provide the information required. The contractor shall provide a detailed explanation of the circumstances necessitating the proposed substitutions, complete resumes for the proposed substitutes, and any additional information required by the Contracting Officer. Proposed substitutes shall have comparable qualifications to those of the persons being replaced. The Contracting Officer will notify the contractor within 15 calendar days after receipt of all required information of the decision of the proposed substitutes. The contract will be modified to reflect any approved changes of key personnel. For temporary substitutions where the key person will not be reporting to work for three (3) consecutive work days or more, the contractor will provide a qualified replacement for the key person. This substitute shall have comparable qualifications to the key person. A period exceeding two weeks will require the procedure as stated above. Substitute personnel are subject to the same credentialing and privileging procedures. Contractor shall provide the names of the contracted employee(s) assigned to the performance of the contract along with their official title and social security number. 9. QUALITY ASSURANCE AND QUALITY MONITORING: The service to be performed by the contractor will be under the direction of the Chief of Staff. Contract monitoring of authorized procedures will be accomplished through records reviewed by the Chief, Surgical Service and Chief, Medical Service located at the VA Medical Center, Gainesville, Florida who will be responsible for monitoring the professional components of the contract. Signed procedure notes shall be used to monitor performance. The Government shall evaluate the quality of professional and administrative services provided but retains no control over the medical, professional aspects of services rendered (e.g. professional judgments, diagnosis for specific medical treatment). Services provided under this Contract shall be subject to quality management and safety standards as established by the Department of Veterans Affairs (VA), consistent with the standards published by the JOINT COMMISSION. The contractor shall develop and maintain Quality Improvement/Quality Assurance Programs in accordance with Joint Commission policies. The contractor(s) must perform the required work in accordance with the Joint Commission standards. The contractor(s) must comply with all annual updates as issued. The contractor shall comply with all current VHA policies. The contractor is required to meet VHA performance and quality criteria and standards including, but not limited to, customer satisfaction, preventative index, chronic disease index and clinical guidelines. Contractor agrees to maintain the minimum acceptable service, reporting systems and quality control as specified herein. Failure to comply with the specified terms and conditions and/or adverse reports from external monitoring agencies, which indicate poor quality of care, may be grounds for termination of the contract. Immediate (within 24 hours) notification must be given to VA regarding an adverse action by a regulatory agency. Contractor performance shall be monitored through established provider profiling data that is typically considered in the System s reappraisal process. The records are maintained and reviewed in the sponsoring VA Service. All other performance improvement activities will be in accordance with VA Directives and System policies. The contractor and its employees and subcontractors shall provide patients referred by VAMC under this contract the same level of care as per VA policy and standards. VA patients will be included as a subset in all appropriate facility performance improvement or quality management or continuous monitoring. Monitoring will include but not be limited to infection control, mortality, morbidity, blood usage evaluations, drug use evaluations, physician profiles, utilization and admission appropriateness and length of stay. The contractor will provide VAMC with results of raw data and oversight committee decisions, conclusions, recommendations, actions and follow-up concerning the data pertaining to patients referred by VAMC or treatment at the contractor s facility. Such data will be provided to the Contracting Officer s Technical Representative at times specified by VAMC (e.g., immediately for sentinel events, quarterly or semiannually for routine events). VAMC will have the right to review all records, patient care areas and programs utilized in the care of patients referred for treatment. NFSGVHS will evaluate the quality of professional and administrative services provided but neither the contractor or VAMC shall be held liable for the activities of the other party or the other party s agents or employees, including any negligent acts or omissions or other damages. The results of all Quality Improvement activities performed by the contractor involving Department of Veterans Affairs (VA) patients shall be shared with VA s Performance Improvement Office. This shall include, but not be limited to the following, but only as they relate specifically to VA patients: a)Quality improvement plans. b)Staff meetings minutes (or summary minutes) where quality improvement has been discussed and which include practitioner-specific findings, conclusions, recommendations and written plans for actions taken in response to such conclusion and recommendations, and evaluation of those actions taken. The contractor shall utilize outcome and process indicators to measure, assess and improve the quality of services provided to VA patients. At the time periods specified by VAMC (e.g., immediately for sentinel events, quarterly or semiannually for routine events), the contractor shall provide feedback reports that include non-VA patient data as well as VA patient data in order to demonstrate performance. Such reports shall be forwarded to the Contracting Officer s Technical Representative. Outcome measures are expected to be consistent with risk-adjusted national benchmarks (when such benchmarks are available). Patient satisfaction as measured by surveys, patient letters, records maintained by the Patient Services Office should meet or exceed national averages. The Contractor s facilities, methodologies, and quality and performance improvement procedures may be examined by the VA Contracting Officer (or designee) at any time during the life of the contract. Such an assessment will conform to the System s Performance Improvement Program. 10.PAYMENT AND MONITORING PROCEDURES: The Contracting Officer s Technical Representative (COTR) will designate appropriate VA personnel to monitor the contracted work. Results of the monitoring shall be reported back to the COTR who shall enforce the terms of the contract. COTR shall report any inconsistencies to the Contracting Officer. All contracted services that are performed must be documented and approved by the sponsoring VA Service Chief (or designee). The following information will be collected: Date of Procedure Name of Procedure CPT Code Physician Contractor Patient s Name Patient s Social Security Number Documentation of services performed will undergo a fiscal compliance audit before certification by the COTR. Monetary credit will only be given for services provided at the VA facility and which are in compliance with the terms of this contract. Any payments which are suspended due to non-compliance may be appealed for further review; however, VA reserves the right to make final determination on whether or not reclaims have satisfactorily met the missing requirements. Invoices: Monthly invoices should be addressed to the Executive Assistant to the Chief of Staff (11B), VA Medical Center, 1601 SW Archer Road, Gainesville, FL 32608. Multiple procedures: When multiple procedures are performed on the same day or at the same session, VA will pay 100% of the contract billing rate for the highest value procedure only and 50% of the contract billing rated for each additional procedure, the secondary, additional, or lesser procedures or services shall be identified by adding the modifier -51 to the secondary procedure or service codes and charged at the modifier rate. A day is defined as from 12:00 midnight to 12:00 midnight. 11.SPECIAL CONTRACT REQUIREMENTS: HEALTH AND HUMAN SERVICES OFFICE OF THE INSPECTOR GENERAL: To ensure that the individual providing services under the contract have not engaged in fraud or abuse regarding Sections 1128 and 1128A of the Social Security Act regarding Federal health care programs, the contractor is required to check the Health and Human Services, Office of the Inspector General List of Excluded Individuals/Entities on the OIG Website (www.hhs.gov/oig) for each person providing services under this contract. Further the contractor is required to certify in its proposal that all persons listed in the contractor s proposal have been compared against the OIG list and are not listed. During the performance of this contract the contractor is prohibited from using any individual or business listed on the List of Excluded Individuals/Entities. MEDICARE/MEDICAID COMPLIANCE: Contractor represents and warrants that it is in compliance with Medicare, Medicaid, and any other related federal, state, statutes, regulations, rules, policies and that neither they nor their agents, officers, employees, assigns or successors in interest are excluded from participation in the Medicare, Medicaid, or related federal or state programs. Further, Contractor shall immediately notify the Contracting Officer of the exclusion from such programs of any of its agents, officers, employees, assigns, or successors, in interest. Such exclusion shall be grounds for immediate termination of the contract. The Department of Veterans Affairs is allowed according to Public Law 99-272 and 101-508, to seek reimbursement from health insurance carriers for the cost of medical care and treatment provided to veterans for their non-service connected conditions. CONFIDENTIALITY: VA will provide the contractor access to pertinent patient medical information, within the existing privacy rules and regulations, for the purpose of providing coordinated comprehensive primary care. The contractor shall ensure the confidentiality of all patient information. Patient information is Protected Health Information (PHI). The term Protected Health Information or the abbreviation PHI shall include the term Electronic Protected Health Information and the abbreviation EPHI . The contract shall be subject to the regulations issued by the Department of Health and Human Services, as mandated by the Health Insurance Portability and Accountability Act of 1996 (HIPAA) and the Privacy Act of 1974. Federal Acquisition Regulations 52.224-1 Privacy Act Notification and 52.224-2 Privacy Act are provided in full text in the Addendum to FAR clause 52.212-4. The Contractor is not authorized to release any medical record information. The VA is the sole entity authorized to release this information upon written request from the patient. MEDICAL RECORDS: Medical records and other patient information shall be provided pursuant to VA policy and standards which are designed to protect the confidentiality of the patient s medical records in accordance with applicable state and federal laws and recognized standards of professional practice. It will be the responsibility of VAMC to obtain and provide evidence of patient s written authorization prior to release of patient information to the contractor. CONTRACT ADMINISTRATION DATA: The Contracting Officer is the only person authorized to approve changes or modify any of the requirements under this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitments or issue changes, which will affect price, quantity, or quality of performance of this contract. In the event the contractor effects any such change at the direction of any person other than the Contracting Officer, the change shall be considered to have been made without authority and no adjustment will be made in contract price to cover any increase in costs incurred as a result thereof. The Contractor must obtain authorization from the Contracting Officer for any services required outside the scope of work provided herein. DESIGNATION OF CONTRACTING OFFICER'S TECHNICAL REPRESENTATIVE (COTR): A VA representative of the Contracting Officer will be designated to represent the Contracting Officer in furnishing technical guidance and advice regarding the work being performed under this contract. The foregoing is not to be construed as authorization to interpret or furnish advice and information to the Contractor relative to the financial or legal aspects of the contract. Enforcement of these segments is vested in and is the responsibility of the Contracting Officer. BILLING: The contract price is payment in full. Billings submitted by the contractor to the North Florida/South Georgia Veterans Health System for services furnished to a VA beneficiary under the terms of this contract shall be considered a complete billing. Neither the beneficiary, his/her insurer, nor any third party shall be billed. The contractor shall not bill the patient or the patient s private insurance or Medicare for the services provided under this contract. VA is obligated to pay in full for the items and services provided. Should other emergency services be needed in conjunction with an encounter, prior authorization must be obtained from the COTR before the procedure is completed. Failure to obtain prior authorization will result in non-payment of the services. PERSONNEL POLICY: 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 submit evidence of the following to the Contracting Officer upon contract award: Worker's compensation Professional liability insurance Health examinations to include: a. Annual TB Skin Test and recent chest X-ray if there is a history of positive TB skin test b. Evidence of Hepatitis B immunity (hepatitis immune titer, if the individual has had the series of shots; if no immunity, evidence that the individual has started the Hepatitis B vaccination series c. Evidence of a Hepatitis C titer d. Varicella titer if contracted employee has not had chicken pox. Income tax withholding Social security payments The parties agree the contractor, its employees, agents and subcontractors shall not be considered VA employees for any purpose. Payments for any leave, including sick leave, vacation or holiday time, are the responsibility of the contractor. WORK HOURS: The services covered by this contract shall be furnished as follows: Monday through Friday, 7:30am 4:00pm. No elective cases will be scheduled on any of the ten national holidays observed by the Federal Government. Federal Holidays include: New Year s Day, Martin Luther King's Birthday, President's Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, Christmas Day and any other day specifically declared by the President of the United States to be a national holiday. Off-duty hours: Except for emergencies, all hours other than those hours specified above are considered non-working hours. CONTRACTOR PERSONNEL SECURITY REQUIREMENTS: Services under this schedule, the procedures, standards and guidelines outlined in VA Handbook 0710, Personnel Suitability and Security Program, shall apply. Please note that the position sensitivity designations shall be specified as low risk. The costs of the background investigations shall be borne by the contractor. CONFLICT OF INTEREST: To avoid a conflict of interest, or the appearance of conflict, any VA employee who also holds a faculty appointment with the contractor, or receives remuneration of any kind from the contractor, is prohibited from participating in defining the specifications for this contract; participating in contract negotiations; certifying payments or monitoring compliance with the contract. Contract employees are expected to maintain the highest level of professional and ethical behavior consistent with Veterans Health Administration (VHA) regulations. The contractor and their personnel shall comply with VHA Handbook 1660.3 Conflict of Interest Aspects of Contracting for Scarce Medical Specialist Services, Enhanced Use Leases, Healthcare Resource Sharing, Fee Basis, and Intergovernmental Personnel Act Agreements. Contracted employees assigned to perform services under the contract shall complete and sign the Acknowledgement Form of VHA Handbook 1660.3, VA Form 10-21009. All interested firms who can meet the requirements stated above should respond, in writing, with information describing their interest, capabilities, geographic location and indicate which small business category for which they qualify to the Contract Specialist at elvis.soler@va.gov no later than 4:00 p.m. (Eastern Time), Thursday July 29, 2010. Solicitation VA-248-10-RI-0552 has been assigned and should be referenced on all correspondence regarding this announcement. NAICS Code 621399 is applicable to this acquisition with a Business Size Standard of $7.0M. Interested firms are reminded that in accordance with FAR 4.12, prospective contractors shall complete electronic annual representations and certifications in conjunction with FAR 4.11 required registration in the Central Contractor Registration (CCR) database prior to award of a contract. All firms responding to this notice are advised that their response is not a request to be considered for a contract award. Information should be submitted to Mr. Elvis Soler, Contract Specialist. Information may be faxed to 813-903-4838 or emailed to elvis.soler@va.gov
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