This Sources Sought Notice is not a formal request for proposals or quotes. No formal solicitation document exists at this time. The government will not reimburse participants for any expenses associated with their response to this notice. The Department of Veterans Affairs, Network Contracting Office (NCO) 6, Regional Procurement Office (RPO) East, is in the process of planning a requirement for Laser Service for Urology in support of the Charles George (VAMC), Surgical Services #112, 1100 Tunnel Road, Asheville, NC 28805. Please see the Performance Work Statement (PWS), and equipment List attachments.
This potential requirement may be for a base period of 12 months. The applicable NAICS Code is 541990 (All Other Professional, Scientific, and Technical Services) with a size standard of $16.5 Million.
The VA is seeking written responses to assist with identifying potential sources that are interested in, and capable of, providing the services described. Please review the information contained herein and identify whether your company has the capability and interest to provide the services described herein. Vendors who submit incomplete responses will be considered unresponsive.
Capability statement that demonstrates the firm s ability to meet the above requirement, which includes:
Company Point of Contact Name:
Company Point of Contact Email:
Company Point of Contact Phone:
Company DUNS Number:
Company GSA schedule under which these services can be purchased:
Describe briefly the capabilities of your company and the nature of the goods and/or services you provide relative to the Green Light Laser Services such as Green Light XPS and Continuous Flow Cystoscopy.
Is your company interested in subcontracting this opportunity? If so, describe in detail what part or parts of this requirement that your company is capable of performing. Also provide the CAGE code and DUNS number for all proposed subcontractors.
Describe your company’s past experience on previous projects similar in complexity to this requirement, and include contract numbers, a brief description of the work performed, period of performance, agency/organization supported, and individual point of contact (Contracting Officer or Program Manager).
What quality assurance processes and test qualification practices does your company employ? Please provide a description of your quality program (ISO 9001, AS9100, etc.).
Pricing Information: If available, please attach a price list for the requested services to illustrate typical pricing in the marketplace. Do not attach a quote or offer. The price list is for market research purposes only and will not be used to make an award.
Company eligibility for set-asides under the following small business programs:
Vets First Program Service Disabled Veteran-owned small business
Vets First Program Veteran-owned small business
8(a) Business Development Program participant
HUBZone small business
Economically Disadvantaged Woman-owned small business
Woman-owned small business
To be eligible for a VA SDVOSB or VOSB set-aside, the firm must be verified in the VA s Office of Small Business Utilization s (OSDBU) Veteran Information Pages (VIP) database at https://www.vip.vetbiz.va.gov/ as an SDVOSB or VOSB at the time the firm submits its quote to the VA. Additional information on VA s Veterans First Contracting Program can be found on OSDBU s website at https://www.va.gov/osdbu/verification/. In addition, the SDVOSB/VOSB must qualify as a small business under SBA s regulations.
The Government reserves the right to contact any respondent and/or respondent reference to obtain additional information. At this time, no solicitation exists; therefore, please do not request a copy of the solicitation. Any resulting procurement action will be the subject of a separate, future announcement. The information is provided for market research purposes and any potential strategy for this acquisition may change prior to any solicitation release. The acquisition strategy, evaluation methodology, contract type, and any other acquisition decisions are to be determined.
It is the potential vendor s responsibility to monitor the FEDBIZOPPS website at https://www.fbo.gov for release of any future amendments or solicitation that may result from the sources sought. Vendors having capabilities necessary to meet or exceed the stated requirements are invited to provide information to contribute to this sources sought notice via e-mail to the Contract Specialist, no later than 9 September 2020 at 14:00 PM EST. Responses shall be emailed to: Mitchell.Carpenter@va.gov.
PERFORMANC WORK STATEMENT (PWS)
Title: Laser Service for Urology
Requiring Activity Name: Charles George Veterans Affairs Medical Center (CGVAMC), Asheville, NC.
The Urology Service within the CGVAMC intends to augment its ability to provide Green Light laser services such as Green Light XPS, Continuous Flow Cystoscopy. There is no guarantee of the number of various types of cases that will be presented. The contents of this Performance Work Statement are meant to be aft inclusive.
The intent of this document is to establish a non-personal performance-based service contract with the terms. conditions, provisions, and specifications governing on-site laser services to be provided by the contractor for Charles George VA Medical Center, Urology Services. The Urology Service is located at:
Charles George VAMC Surgical Services #112 1100 Tunnel. Road
Asheville, NC 28805
This contract will increase the ability of the Urology Department to deliver laser vaporization to eligible Veterans and improving the patient experience.
This requirement is a] inclusive of personnel. equipment, licensure, certification, travel, lodging, and any/all other incidentals required in the performance of this contract. Offerors are encouraged to read the requirement In full before submitting proposals to ensure a complete understanding of the tasks associated with this contract.
The Contractor agrees to provide Green Light Laser services to the Charles George VA Medical Center, Asheville, NC 28805, in accordance with (IAW) the terms and conditions stated herein. The Contractor shall provide these services IAW all applicable Federal, State, and local regulations, laws, and ordinances and in accordance with this performance work statement.
The performance period of this contract will be for a 12-month base period reserved.
The contractor shall provide all necessary equipment. personnel, and related technical support. to include backup equipment, personnel, and technical support in the event of equipment failure, or primary contract staff are not available to perform services at the CGVAMC on a mutual[y agreed upon day and time, as needed. The VA estimates that there will be approximately 30 cases per year.
Schedule of Services:
The Contractor shall notify the CGVAMC Urology Department of any potential delays and/or cancelations of service one (1) hour prior to scheduled services as soon as delays/cancellation of services becomes evident. Services shall not be performed on weekends or Federal Holidays.
Contract personnel shall be appropriately trained and proficient in the operation of all associated equipment required in the performance of this contract. The successful offeror shall provide the names and copies of licenses and certifications, etc. of all contract personnel performing work on this contract within five (5) calendar days of contract award (Deliverable 1). Contract employees shall not perform work under this contract until the name and appropriate certificates, licenses, etc. have been provided to and approved by the Contracting Officer (CO).
Contract employees must be U. S. citizens or provide evidence of a work Visa. Green card, etc.
The Contractor Technician must be able to read, write, speak and understand English.
Offeror shall provide a detailed operational plan (Deliverable 2) to include staffing for the first 90 days of this contract.
All contract employees performing work under this contract shall maintain any and a] certifications, licenses, and certification/proficiency training for the duration of this contract. The Contractor shall provide proof of re-certifications, proficiency training completion, etc. to the CO as necessary (Deliverable 3). Contract employees whose certifications, licenses, and training lapse, shall not perform work under the terms of this contract until they become compliant with all certification and training requirements. The Contractor shall bear the expense of maintaining certification, and licenses for contract personnel. The Contractor shall provide
copies of renewals and recertifications to the CO within five (5) calendar days of recertifications and license renewals (Deliverable 4),
2.1M The Contractor shall provide a supervisor during the period contract employees will be onsite in the performance of this contract, The Contractor shall forward the name of the supervisor to the CO within five (5) calendar days to the CO.
The Contractor shall follow all Federal, state and local laws and regulations applicable to the Green Light Laser and delivery of services provided for under this contract.
Contract personnel shall be subject to the same quality assurance standards. meeting or exceeding current recognized national standards as all regular VAMC Asheville employees. Contractor personnel shall perform the services in accordance with the ethical, professional, and technical standards of VAMC Asheville.
The Contractor shall immediately notify the CO and the Contracting Officer’s Representative (COR) anytime the Contractor, their employees, or facility are involved in malpractice, other litigation actions, or loss of certification, licensure, etc.
The Contractor shall provide up-to-date information regarding Federal Drug Administration (FDA) approved equipment, recalls, and patient safety issues.
Performance Assessment Standards:
The Government will evaluate the Contractor’s performance under this contract using the method of surveillance specified in the Quality Assurance Surveillance Plan (QASP).
Provider Quality Performance: All Contract provider(s) shall perform IAW clinical standards.
Quantifications of Key Personnel: All contract employees shall complete local training requirements (privacy training, Health Insurance Privacy and Portability Act, Information Security, etc.) prior to performing work under this contract. The Contractor shall provide certificates of training to the CO within five (5) calendar days of contract award (Deliverable 5).
Scope of Practice/Privileging: Contract personnel shall only perform within their individual scope of practice.
Patient Access: Patients must receive treatment in a timely manner. Contract employees shall be available and be on location as required to properly perform tasks as specified.
Patient Safety: All equipment shall be maintained IAW the manufacturer’s specifications and recommendations.
Contract monitoring will be sufficient enough to ensure appropriate auditing, invoicing. and payment. Documentation of services performed will be reviewed prior to certification of payment. The COR will verify a] invoices submitted are accurate and the services billed were performed. Services that are not in strict accordance with the terms of this contract will not be certified for payment.
An annual assessment evaluation will be submitted 60 days prior to expiration of contract and/or prior to election of option year renewals, if applicable.
It js the expectation that the performance of contracted services will meet basic principles of risk reduction, safety, staff competence. and performance improvement. The VA retains the right of oversight of quality and safety of services provided through the contractual agreement.
The Contractor shall provide documents such as policies and procedures to demonstrate compliance with Joint Commission standards related to Competency assessment and initial and ongoing training for staff provision of care, treatment and/or services performed to the CO within five (5) calendar days of contract award (Deliverable 5).
4.5 The Contractor shall provide documents such as policies and procedures to demonstrate prevention and management of safety risks; and, upon request, reports of incidents involving care. treatment and for services of VA patients to the CO within five
calendar days of contract award (Deliverable 6).
The VA will monitor and evaluate contracted services through selection of the best method as identified by their risk posed to patients by the contracted care, treatment, and/or services. Sources of information may include audit of documentation; review of incident reports provided and/or VA patient satisfaction information; review of quality data and information such as Joint Commission Clinical Core Indicator data and/ or National Committee for Quality measures; and validation of Joint Commission Accreditation status.
Timeliness is an essential component of this contract and the Contractor must adhere to established timeframes for the provision of service.
Government Furnished Property and Services
The Charles George VA Medical Center will provide the following:
A qualified physician to perform the procedures and provide appropriate personnel to administer any required anesthesia.
Pharmaceuticals (if required).
Written consent from the patient prior to the procedure.
Suitable electrical service to operate the device.
Secure storage while the device is on Government property.
A procedural room with telephone and adequate electrical and water supply,
Four (4) sheaths and sterilization required for performance of procedures.
Collection and disposal of infectious waste and sharps related to the procedure(s) ,
Shoe/hair covers and any other personal protective equipment (PPE) as required. Government provided clothing and equipment will remain at the duty station upon completion of duty shift.
The Government will provide parking for the contractors employees. Contract employees shall park in the Employee Parking Lot. behind Building 47. Contract employees shall adhere to all CGVAMC parking policies. The Government will not invalidate or make reimbursement for parking violations under any conditions.
Contractor Furnished Items and Services
Except for those items or services specifically stated to be Government furnished (above), the Contractor shall furnish everything else required to perform this contract.
The Contractor shall provide disposable sterile fibers and other expendable supplies as necessary.
The Contractor shall comply with all standards of Joint Commission or other accreditation agencies.
Contractor shall maintain a notification system of equipment hazards. defects and recalls and shall maintain an effective. written recall plan on any equipment used on this contract.
Contractor shall have a written equipment preventive maintenance program for any equipment used in this contract and shall maintain a system for tracking all preventive maintenance by serial number. The contractor shall provide a copy to the CO within ID calendar days of contract award (Deliverable 7). All preventive maintenance shall be performed by trained personnel and IAW manufacturer’s guidelines.
Equipment records that document the following:
Inventory o Historical documentation or incoming inspection prior to use and ongoing inspection, testing and maintenance. Copies shall be provided to the CO initially within five (5) days of contract award and at any time equipment is added, changed, or removed from services updated, or superseded (Deliverable 8).
The Contractor shall provide liability, malpractice, and workers compensation insurance in the provision of all professional services rendered. In the event of litigation/investigation of a claim of liability or malpractice, the Contractor shall cooperate fully with Government authorities and designated officials in the investigation of the claim or preparation for litigation.
7.0 INVOICING 1 PAYMENT:
The Contractor shall submit invoices monthly in arrears, covering the services performed under this contract. All invoices shall be submitted electronically in OBIO (see Attachment f), Paper copies of invoices will not be accepted. _invoices shall contain the following information:
Contract Number and Purchase Order Number
Name of Provider
Number of Hours Worked
7.2 Cost shall be based on a per-procedure basis IAW the pricing schedule. The Contactor shall not invoice for cancellations or “no-shows”. The Government will make every effort to minimize the impact of cancellations and/or no-shows.
The Contractor shall not seek payment, deposits. compensation, remuneration, or reimbursement from, or have any recourse against, the beneficiary (patient). the beneficiary’s family, private insurer. Medicare, or any other third-party entity acting on the beneficiary’s behalf for services provided pursuant to this contract.
Contractor shall be compensated only for actual services rendered per procedure-inclusive with all charges incorporated into the one fee. No additional charge will be considered.
8.0 CONTRACTOR PERSONNEL SECURITY
All Contract employees who require access to the Department of Veterans Affairs’ computer systems shall be the subject fingerprinting and a background investigation (BI) and shall receive a favorable adjudication from the VA Security and Investigations Center (07C). The level of background security investigation shall be [AW VA Directive 0710 dated September 10. 2004 and is available at:
http://www.va.gov/pubs/asp/edsdirec.asp (VA Handbook 0710, Appendix A Tables 1-3).
Appropriate Bl forms shall be provided upon contract (or task order) award and are to be completed and returned to the VA Security and Investigations Center (07C) within 3 days for processing (Deliverable 10). Contractors shall be notified by 07C when the Bl has been completed and adjudicated. These requirements are applicable to all Subcontractor personnel requiring the same access. If the security clearance investigation is not completed prior to the start date of the contract, the employee shall not work on the contract while the security clearance is being processed. Work will commence as soon as the Contractor and Contractor employee receives and email message that states the following: We show that background investigation request on the individual listed below has been completed and the case has been initiated by the Security Investigations Center. When the case is completed, all adjudicative paperwork will be returned to the requesting office. You can provide this email to the Station ISO as proof the investigation has been initiated and access can be granted.
9.0 CONTINGENCY PLAN:
The Contractor shall have in place and maintain a valid contingency plan to meet the requirements of the contract to include backup equipment. expendable supplies, personnel and supervisory personnel when services would not be completed due to interruption of service or failure of equipment. The Contractor shall incur all costs associated with fulfilling this contingency plan as well as alternate contingency plans at no additional expense to the Government. Additionally, the Contractor shall be liable for all expenses incurred by the Government due to Contractor inability to perform alt terms of the contract. The Contractor shall provide a copy of contingency and alternate contingency plans to the CO within 10 calendar days of contract award (Deliverable 9).
10.0 DELIVERABLE 1 DELIVERY SCHEDULE
A summary of deliverables follows. Copies are to be provided to the Government officials indicated in electronic file (E), and/or hard copy (H).
TABLE OF DELIVERABLES
provide the names and copies of licenses and certifications, etc. of all contract personnel
Within 5 calendar days of contract award
Provide a detailed operational plan to include staffing for the first 90 days of this contract
Within 5 calendar days of contract award
Provide proof of recertifications, proficiency training completion, etc, to the CO as necessary
Provide copies of renewals and recertifications to the co
Within 5 calendar days of recertification and license renewals
Provide certificates of training to the CO
Within 5 calendar days of contract award
Provide documents such as policies and procedures to demonstrate prevention and management of safety risks; and, upon request, reports of incidents involving care, treatment and/or services of VA patients to the CO.
Within 5 calendar days Of contract award
Have a written equipment preventive maintenance program for any equipment used in this contract and shall maintain a system for tracking all preventive maintenance by serial number.
Within 10 calendar days Of contract award
Equipment records that document the inventory and historical documentation or incoming inspection prior to use and ongoing inspection. testing and maintenance. Copies shall be provided ta the CO any time equipment is added. changed. or removed from service. updated. or superseded.
Within 5 calendar days of contract award
Provide a copy of contingency and alternate contingency plans to the CO
Within 10 calendar days of contract award
Appropriate Bl forms shall be provided upon contract award and are to be completed and returned to the VA Security and
Investigations Center (07C).
Within 3 calendar days of contract award
VA FSC and OBIO Vendor Guide
Thank you for participating in the Department of Veterans Affairs (VA) e-invoicing initiative with OBIO Inc. a preferred service provider for e-invoicing on behalf of the VA. We appreciate your support and hope this e-invoicing guide helps you to efficiently use OBIO as VA intends it to be used. The goal of this initiative is to reduce overall processing time and ensure you, the vendor. are paid as quickly as possible in compliance with the Prompt Pay Act.
Table of Contents
A. Invoice Data Requirements.