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FBO DAILY - FEDBIZOPPS ISSUE OF MARCH 21, 2014 FBO #4500
DOCUMENT

Q -- ER/MOD CONTRACT - Attachment

Notice Date: 3/19/2014
Notice Type: Attachment
NAICS: 621111 — Offices of Physicians (except Mental Health Specialists)
Contracting Office: Department of Veterans Affairs;G.V. (Sonny) Montgomery VAMC;1500 E. Woodrow Wilson Dr.;Jackson MS 39216
ZIP Code: 39216
Solicitation Number: VA25614R0601
Response Due: 3/26/2014
Archive Date: 5/25/2014
Point of Contact: Debra K Jackson
E-Mail Address: 6-6956<br
Small Business Set-Aside: N/A
Description: Sources Sought Emergency Department/Medical Officer of the Day (ED/MOD) Objective - The Jack C. Montgomery VA Medical Center in Muskogee, OK has a need to provide Emergency Department and Medical Officer of the Day (ED/MOD) physician coverage, after hours, weekends and Holidays, with the intent of maintaining patient care in accordance with VA Policy and Procedure, and maintaining a common level of care, while ensuring cost effectiveness, patient safety and satisfaction to support the VA Mission to "care for him who shall have borne the battle, and for his widow, and for his orphan." Location of Services - Services shall be rendered at the Jack C. Montgomery VA Medical Center located at 1011 Honor Heights Drive, Muskogee, OK 74401-1318. Type of Providers - The incumbent currently utilizes Physicians and Mid-level Providers (Physician Assistant or Nurse Practitioner) to provide coverage. VA Policy requires no less than two (2) physicians at all times, one in the ED and one in the role of MOD. Any additional staff used for maintaining patient flow may be either physicians or Mid-Level providers. Type of Contract - The Government intends to award one Firm, Fixed-price contract for a base period of one year with four (4) one-year options to the successful offeror(s). Contract Requirements - The successful offeror(s) will be required to perform these services within the following constraints: 1.CONTRACTOR RESPONSIBILITIES 1.1 Services Required Provide services to support Complexity Level II Emergency Department operations located at the Jack C. Montgomery VA Medical Center, Muskogee, OK. Average total hours of contract labor required for year 15,676. 1.2 Standards of Practice 1.2.1 Joint Commission (TJC) and Veteran Health Affairs Standards All issuing and follow-up care provided under this contract shall be in accordance with all current TJC or equivalent regulatory body standards. Contractor must meet or exceed TJC or equivalent standards and maintain the standards for the duration of the contract. The contractor shall be responsible to ensure contractor employees providing services on this contract are fully trained and competent to perform the services required. Staff shall be required to attend appropriate training at the local VAMC. The contractor is required to maintain records that document competence/ performance level of contractor employees working on this contract in accordance with TJC and JCMVAMC requirements. Contractor employees shall attend an area/program/unit specific orientation meeting before commencement of work on site. The COR will schedule, conduct and document annual training as mandated by VA instruction and station policies. The VA will monitor the contractor's work to ensure contract compliance. Upon request of the Contracting Officer, the Contractor shall remove from the work site any contractor employee who does not comply with orientation requirements or meet competency requirements for the work being performed. When changes in contractor personnel are approved, the contractor must provide evidence of orientation, the current competence assessment and current performance evaluation. Contractor shall ensure all staff members operate the clinic environment in a safe and secure manner in accordance with TJC standards (http://www.jointcommission.org), National Patient Safety Goals (www.jointcommission.org/standards_information/npsgs.aspx) and local station policies. The JCMVAMC may be surveyed by TJC as part of the accreditation process during the term of this contract. The contractor shall meet all Federal, State and local fire and life safety codes. 1.2.2 Medical Liability The Government may 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) in accordance with FAR 37.401(b) (Non-personal Health Care Services). The contractor is required to ensure any subcontracts issued pursuant to this contract for provisions of health care services contain the requirements contained within this contract especially VAAR Clause 852.237-7, including the maintenance of medical liability insurance. 1.3 MEDICAL RECORDS 1.3.1 HIPPA Contractor must adhere to the provisions of Public Law 104-191, Health Insurance Portability and Accountability (HIPPA) of 1996 and the National Standards to protect privacy and security of Protected Health Information (PHI), as any entity conducting healthcare on VA's behalf. 1.3.2 Disclosure Records created by the contractor in the course of treating VA patients under this agreement are the property of the VA and shall not be accessed, released, transferred or destroyed except in accordance with applicable federal law and regulations. 1.3.3 Professional Standards for Documenting Care The services required include clinical documentation that will consist of a history and physical, medication reconciliation, diagnosis and treatment plan to include procedures notes as applicable. Any referral must be explained to the patient and thoroughly documented. Documentation maintained in the medical record must include not less than: 1) A reason for the visit/present problem; 2) The history and data relevant to the presenting problem(s); 3) An assessment of the problems; 4) A treatment plan for the problem(s); 5) The diagnosis(es) treated during the encounter; 6) The reason (medical necessity) for ordering tests, consults, changes in medication; 7) Medication reconciliation; and 8) The follow-up treatment and patient instructions. All patient encounters must be closed out by the physician by the end of his/her duty day. 1.3.4 Release of Information The contractor will provide health care to patients seeking such care from or through the VA. As such, the contractor is considered part of the Department health activity for purposes of the following statutes and VA regulations implementing these statutes: The Privacy Act, 5 U.S.C. section 552a and 38 U.S.C. sections 5701, 7705 and 7332. The contractor and its employees may have access to VA patient medical records to the extent necessary to perform this contract. Notwithstanding any other provision of this contract, contractor and its employees may disclose patient treatment records only pursuant to explicit disclosure authority from VA. Contractor and its employees are subject to the penalties and liabilities provided in the statutes and regulations for unauthorized disclosures of such records and their contents. 1.4 DIRECT PATIENT CARE - 1.4.1 Emergency Department Physicians The contractor's physicians staffing the Emergency Department will evaluate and provide treatment for VA patients who are transferred from other facilities transported via ambulance or private conveyance, escorted in or walk-in for care which includes the following: 1) All patients presenting to the Emergency Department (ED) must be seen in a timely manner. Timeliness will be defined based on criticality of the patient, and triage category, not time of arrival. However, all efforts must be put forth to manage patient needs in five (5) hours or less. 2) Develop a plan of care for the patient according to the triage category and presenting condition, and the Medical Screening Exam (MSE). 3) Establish plans for follow-up care with outside agencies or Primary Care Provider as appropriate. 4) Establish plan for hospitalization (as applicable) through coordination with inpatient units and VA staff physicians. Additionally, have an understanding and be prepared to transfer patients to surrounding community facilities if bed space or necessary services are unavailable to meet patient care needs. 5) Assist the transfer of patients to local facilities for necessary treatment and services unavailable at the Muskogee VAMC campus. 6) Effectively communicates and documents a plan of care with the patient, care provider and family. 7) On an as needed basis and during non-administrative hours, weekends and holidays, the contractor will function as a back-up to the VA's Employee/Occupational Health Office. Will provide medical management for VA staff that become ill or injured while on duty and develop a plan for follow-up care as required. 8) Provider is required to complete electronic encounter form and a progress note at the end of the patient encounter for accurate collection of data, workload and billing purposes. Choices should be made based on current ICD-9 and CPT coding guidelines and must be supported by complete provider documentation. Any open encounters left incomplete must be closed within seven days. 9) Contractor's employee (Emergency Department Physician) will utilize the VA's Computerized Patient Record System (CPRS) for medical record documentation and ordering. All documentation shall be completed timely and in accordance with the Bylaws and Rules of the Medical Staff (Medical Staff Bylaws) and written Muskogee VAMC or national policy/procedure. 10) Contractor's employee shall follow all VAMC and Medical Service guidelines regarding infection control and safety. 11) Documentation shall be maintained in the medical record in accordance with 1.3.3 Professional Standards for Documenting Care. 1.4.2 - Medical Officer of the Day (MOD) Physicians 1. The Medical Officer of the Day (MOD) is responsible for all activities of the inpatient department and backup coverage to the Emergency Department during the periods of 4:00 p.m. to 8:00 a.m. Monday through Friday and 24 hours per day on Saturday, Sunday, and the 10 recognized federal holidays. During these hours the physician is responsible for the care of all inpatients in the medical center including the Intensive Care Unit and backup coverage to the Emergency Department, providing consultations to nursing staff regarding medical care of patients, admits patients, responds in person or by telephone, as appropriate, to patients whose condition becomes acutely urgent or emergent, and in person to patients who experience cardiopulmonary arrest. a. Evaluation of patients: Evaluates patients who are presented for care or whose condition requires evaluation by a physician which includes the following: (1)As detailed in the Medical Staff Bylaws, a complete history and physical will be accomplished. (2)Orders and interprets lab and diagnostic studies as appropriate (3)Development of a plan of care. (4)Writes appropriate orders and/or prescriptions. (5)Establishes plans for follow-up care including appropriate consultations and appointments. (6)Documentation must reflect consideration of all VHA performance measures and completion of all that apply to the patient being evaluated/seen. (7)Effective communication of plan of care with patient and/or family. (8)Assures appropriate disposition of patient, admission, and transfer to another facility or discharge to home. (9)Establish communication in the medical record for the patient's primary physician or to the physician to which the patient is referred or transferred. (10)Responsible for being contacted by laboratory for all critical and panic values and disposition of these. (11)Electronic (and telephone if feasible) contact with the primary provider. (12)Actively participates in Quality Management and Performance Improvement. b. Admission of patients which includes the following: (1)Complete and detailed history, physical examination. (2)Initial codeable diagnosis of patient's condition and complete encounters. (3)Write initial admission orders consistent with the initial care plan until Attending Staff are available. (4)Write outpatient orders and/or prescriptions and recommend appropriate follow-up appointments. (5)Provide direct physician care to patients during tour of duty hours. (6)Write medical orders needed for treatment, as well as consultation and patient transfers. (7)Interqual criteria will be utilized to determine appropriate admissions and placement of patients within the medical center. This will require assessment of severity of illness and intensity of care and documentation of such. Contact should be made to the staff member carrying the bed pager to assist with interqual criteria application and determination of available beds. 2. Attend all ACLS- CODE BLUES with adequate and correct information documented as required by the ACLS Flow sheets. All MOD are accountable to review and sign ALL THE CODE BLUE Flow sheets and assure that the CODE was conducted in appropriate manner with correct documentation of medications- rhythms etc. 3. Attend all the RAPID RESPONSES - that are called by the Nursing staff anywhere in the hospital for patient care that includes Mental health and Rehabilitation wards. All Rapid Responses should be timely and efficiently documented in a SOAP Format with plan of care and transfer orders to higher level of care - clearly mentioned. 4. Engage in all the hand-off and sign outs for continuity of the patient care in any area of the hospital either from the nursing staff or the medical providers/Hospitalist team. All hand-offs should be in writing with paitent information clearly identified to prevent any medical errors. a. Engage proactively with on -call ER physicians and on-call Hospitalist team - to identify themselves and take the hand-off or sign outs from those physicians for continuity of patient care. b. Attend the acute Nursing calls through phone but when necessary will need to assess the patient face-to-face and document in a SOAP format their assessment and plan of care including orders for transfer to higher level of care within reasonable period of time 15 minutes. 5. Attend all the Critical lab values and calls form abnormal lab values and blood cultures as well as normal or abnormal results from prior or recent imaging studies and follow-up with appropriate documentation- plan of care and management. a. All MODs should identify themselves and report to each Medical ward and ICU to the Nurse managers and nursing staff -beginning of their shift while reporting for their duties with their pager numbers- to contact for such emergency or urgent needs for patient care. 6. All MODs should not use the On -call/ Rest areas- until all the patient care issues and hand-offs are undertaken. They should not access such On-call rooms before midnight 12am. 7. All MODs should answer their pagers or their extensions for on-call room or overhead pages in a reasonable period of time- within 10 minutes. 8. All patient care should go beyond the call of duty that just not include trouble shooting but attend - assess- diagnose- consider differential diagnosis- plan of care- writing all the necessary orders for medications- changes in medications- lab orders- imaging orders etc and collaborate with the other staff through phone calls in timely and efficient manner- to expedite the patient care. 9. All assessments that includes declaration of the patient death/demise in any situation - should be adequately and correctly documented with physical assessment as well as communication with the family in a reasonable manner with request of autopsy. 10. Accept the inter-facility transfers and ER admissions with face-to-face patient assessment- appropriate and correct documentation of initial History physical and Medications orders. Similar duties extend for inter-facility transfers that requires Transfer notes - phone calls- documentation with accepting facility and the accepting providers -for patient that are transferred outside the Medical center to another facility and need higher complexity level of care 11. All MODs will be responsible to Discharge patients after appropriate Hand-offs are received from the Hospitalist team or other providers that includes dictating Discharge summaries at a same time. 1.5 ADMINISTRATIVE - 1.5.1 - Lead Emergency Department Physician The Contractor shall appoint one physician assigned to this contract to act as the contractor's primary point of contact for contract execution and quality control. 1.5.2 - Training Requirements - In accordance with VAAR clause each contactor employee is required to perform training annually to meet VHA mandatory training requirements. This training includes: 1. Training in completing required mandatory classes in the Talent Management System (TMS) will take approximately 16-24 hours depending on whether the provider has previous experience using the VA electronic medical record (CPRS). The CPRS course may take up to six hours to complete. 2. Training for tracheal intubations will take approximately 16 hours as completion is dependent upon the intubations performed in the OR. 3. Shadowing other providers and training in use of CPRS may take 8-12 hours. Training hours will be billed on a separate CLIN in accordance with the price schedule of the contract. 1.5.3 - In-processing and Out-Processing of Station - The in-processing will take approximately 2 hours as the contract provider will present to the following locations: 1. Contracting Service - located @ 2410 E Shawnee, Muskogee, OK 74403 2. Human Resources - Building #9 for PIV card - located at the JCMVAMC on the east side of the street 3. Primary Care Administrative Office - located inside the JCMVAMC - room 1C-146 Instructions to Interested Parties - RESPONSE - Responses to this Sources Sought Notice should: a)be able to demonstrate the firm's ability, capability and responsibility to perform the principal components of work and services required as listed in this Notice, to include participation by any subcontractors b)provide examples of contracts similar in scope, complexity and size which the interested party has performed within the past 5 years. c)include the following information: i.business name, DUNS number and business address ii.point of contact to include e-mail address and telephone number iii.subcontractor's business names and addresses iv.a representation of business size and Socioeconomic Category (HUBZone, 8(a), Service Disabled Veteran, Small Business, Large Business, etc.) v.a list of active and inactive services performed for commercial, federal, state, and local governments All Responses are to be sent via regular mail or email to the Point of Contact and received no later than 1:00pm CST on Tuesday, March 25, 2014. No submissions will be accepted after this date and time. All responses shall be in the English Language. Information provided will not be returned. This is a Sources Sought Notice and submissions will be used for informational and planning purposes only. No entitlement to payment of direct or indirect costs or charges by the Government will arise as a result of contractor submission of responses to this announcement or the Government use of such information. This request does not constitute a solicitation or grant authority to enter into negotiations to award a contract. No funds have been authorized, appropriated, or received for this effort. Additional Information: Responses to this notice are limited to twenty-five (25) pages in length. Pages are to be 8.5 by 11 inches in size and will be numbered. Interested parties may include a single cover sheet and a Table of Contents which will not be included in the page count. Any submission containing more than 25 pages will be truncated after 25 pages and the remaining material will not be considered by the Government when trying to decide if the company is capable of performance. QUESTIONS regarding this Sources Sought Notice should be submitted to the primary point of contact as shown below. Primary Point of Contact: Mrs. Debra K Jackson, Contracting Officer Phone: (601)206-6956 Email: debra.jackson4@va.gov Address: Dept. of Veterans Affairs NCO 16, ATTN: 90(c) G.V (Sonny) Montgomery VA Medical Center 1500 E Woodrow Drive Jackson, MS 39216
Web Link: FBO.gov Permalink
(https://www.fbo.gov/spg/VA/JaVAMC/VAMCCO80220/VA25614R0601/listing.html)
Document(s): Attachment; File Name: VA256-14-R-0601 VA256-14-R-0601_1.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1262742&FileName=VA256-14-R-0601-001.docx); Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1262742&FileName=VA256-14-R-0601-001.docx; Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
Place of Performance: Address: Jack C. Montgomery VA Medical Center;1011 Honor Heights Drive;Muskogee, OK; Zip Code: 74401-1318
Record: SN03314302-W 20140321/140319234559-fc9816f343164fabef8df07a37e189c3 (fbodaily.com)
Source: FedBizOpps Link to This Notice
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Q -- ER/MOD CONTRACT - Attachment