Q513--On-Call and Call Back Orthopedic Physician Services Sources Sought Notice

Active

Contract Opportunity

This is a Sources Sought Notice. This is NOT a solicitation for proposals, proposal abstracts, or quotations. The purpose of this notice is to obtain information regarding the availability and capability of all qualified sources to perform a potential requirement.

Services Required: The Department of Veterans Affairs (VA), Veterans Health Administration (VHA) Tennessee Valley Healthcare System has a need for On-Call and Call Back Orthopedic Physician Services.

Purpose and Objectives: Your responses to the information requested will assist the Government in determining the appropriate acquisition method.

Projected NAICS Code: 621111

NOTE: Respondent claiming SDVOSB and VOSB status must be registered and verified in SBA Dynamic Small Business Search database. Additionally, all Offerors responding to a solicitation must have an active registration in the System for Award Management (SAM) at the time of quote submission.

Anticipated Period of Performance: Services are needed immediately.





SOURCES SOUGHT QUESTIONNAIRE
Company Name ___________________________________________

POC ___________________________________________

Phone Number ___________________________________________

Email Address ___________________________________________

UEI ___________________________________________

1. Is your firm considered a Small Business? The North American Industry Classification System (NAICS) code is tentatively 621111; the small business size standard for this NAICS code is $16.0 Million.

A size standard, which is usually stated in number of employees or average annual receipts, represents the largest size that a business (including its subsidiaries and affiliates) may be to remain classified as a small business for Small Business Administration and federal contracting programs. The definition of "small" varies by industry. Is your business considered any of the following?

[ ] yes [ ] no Service Disabled Veteran Owned Small Business (SDVOSB)**

[ ] yes [ ] no Veteran Owned Small Business (VOSB)**

[ ] yes [ ] no Historic Underutilized Business Zone (HUBZONE)

[ ] yes [ ] no Small Disadvantaged Business (SDB)

[ ] yes [ ] no Woman Owned Small Business (WOSB)

[ ] yes [ ] no Small Business (SB)

2. Does your firm have an active registration in the System for Award Management (SAM)?

[ ] yes [ ] no
3. Have you provided On-Call and Call Back Orthopedic Physician Services to a Federal Agency in the past? If so, please list experience.


4. Do you have Orthopedic Physicians who are available to provide these services? Please provide details, to include how many available providers, their location, etc.


5. Provide any additional feedback that you feel is relevant (i.e., problems or any other issues experienced with similar contracts).
Note: Do not include proprietary, classified, confidential, or sensitive information in responses.



Please e-mail your questionnaire response with the above information to Laura Edelman (laura.edelman@va.gov) with the subject line "Sources Sought Notice: On-Call Orthopedic Physician Services by 3:00pm CT on July 1, 2025.

Disclaimer and Important Notes. This notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization s qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a pre-solicitation synopsis and solicitation may be published to the System for Award Management. However, responses to this notice will not be considered adequate responses to a solicitation.

Confidentiality. No proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s).
PERFORMANCE WORK STATEMENT
On-call and Call Back Orthopedic Physician Services
GENERAL:
Services Provided: The Contractor shall provide on-call and call back Board Certified/Board Eligible Orthopedic Physician Services in accordance with the specifications contained herein to beneficiaries of the Department of Veterans Affairs and the Tennessee Valley Health Care System.
Place of Performance: Tennessee Valley Health Care System Veterans Affairs Medical Center, 1310 24th Avenue South, Nashville, TN 37212.
Authority: Title 38 USC 8153, Health Care Resources (HCR) sharing Authority using FAR 12 and VAAR 873.
Policy/Directives/Handbooks. The contractor shall be subject to the following policies, including any subsequent updates during the period of performance. The policies listed below can be accessed electronically at the following: VA Publications VHA Publications
VA Directive 1663: Health Care Resources (HCR) Contracting Buying Title 38 U.S.C. 8153 http://www1.va.gov/vapubs/viewPublication.asp?Pub_ID=347
VHA Directive 1003.04: VHA Patient Advocacy
VHA Directive 1065: Productivity and Staffing Guidance for Specialty Provider Group Practice
VHA Directive 1088(1): Communicating Test Results to Providers and Patients
VHA Directive 1100.18: Reporting and Responding to State Licensing Boards
http://www1.va.gov/vhapublications/ViewPublication.asp?pub_ID=1364
VHA Directive 1100.20 Credentialing of Health Care Providers
http://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=2910
VHA Directive 1100.21 Privileging
VHA Directive 1192.01: Seasonal Influenza Vaccination Program for VHA Health Care Personnel
VHA Directive 1220(1): Facility Procedure Complexity Designation Requirements to Perform Invasive Procedures in Any Clinical Setting
VHA Directive 1605.01: Privacy and Release of Information
VHA Directive 1907.01: VHA Health Information Management and Health Records
VHA Handbook 1100.17: National Practitioner Data Bank (NPDB) Reports
Privacy Act of 1974 (5 U.S.C. 552a) as amended: http://www.justice.gov/oip/foia_updates/Vol_XVII_4/page2.htm
Acronyms/Definitions: Terms used in this contract shall be interpreted as follows unless the context expressly requires a different construction and/or interpretation. In case of a conflict in language between the Definitions and other sections of this contract, the language in this section shall govern.
AAOS: American Academy of Orthopedic Surgery http://www.aaos.org/
ABOS: American Board of Orthopedic Surgery https://www.abos.org/
ACGME: Accreditation Council for Graduate Medical Education
AJIC: American Journal for Infection Control
AQL: Acceptable Quality Level
BAA: Business Associate Agreement
BBA: Balanced Budget Act
BLS: Basic Life Support
CDC: Centers for Disease Control and Prevention
CDR: Contract Deficiency Report
CEU: Certified Education Unit
Clinical Privileging: Clinical Privileging is the process by which a practitioner, licensed for independent practice; e.g., without supervision, direction, required sponsor, preceptor, mandatory collaboration, etc.; is permitted by law and the facility to practice independently, to provide specific medical or other patient care services within the scope of the individual s license, based upon the individual s clinical competence as determined by peer references, professional experience, health status, education, training and licensure. Clinical privileges must be facility-specific and provider-specific, and within available resources.
CME: Continuing Medical Education
CMP: Civil Monetary Penalty
CMS: Centers for Medicare and Medicaid Services
CO: Contracting Officer: The person executing this contract on behalf of the Government with the authority to enter into and administer contracts and make related determinations and findings.
COI: Conflict of Interest
COR: Contracting Officer s Representative: A person appointed by the CO to take necessary action to ensure the Contractor performs in accordance with and adheres to the specifications contained in the contract and to protect the interest of the Government. The COR shall report to the CO promptly any indication of non-compliance in order that appropriate action can be taken.
COS: Chief of Staff
CPARS: Contractor Performance Assessment Reporting System
Credentialing: Credentialing is the process of obtaining, verifying, and assessing the qualifications of a health care provider to provide care or services in or for the VA health care system. Credentials are documented evidence of licensure, education, training, experience or other qualifications.
DEA: Drug Enforcement Agency
EPA: Environmental Protection Agency
EHR: Electronic Health Record - electronic health record system used by the VA
FAPIIS: Federal Awardee Performance and Integrity Information System
FAR: Federal Acquisition Regulation
FOIA: Freedom of Information Act
FPPE: Focused Provider Practice Evaluation
FSMB: Federation of State Medical Boards
FTE: Full Time Equivalent: VA s standard definition is for full time working the equivalent of 80 hours every two weeks, 2080 hours per year. Â However, providers may propose using their standard FTE definition.
HHS: Department of Health and Human Services
HICPAC: Hospital Infection Practices Advisory Committee
HIPAA: Health Insurance Portability and Accountability Act
IGRA: Interferon-gamma Release Assays
ISO: Information Security Officer
Key Personnel: The individuals specified in this contract who are essential to work performance.
MRI: Magnetic Resonance Imaging
MST: Military Sexual Trauma
NPI: National Provider Identifier: NPI is a standard, unique 10-digit numeric identifier required by HIPAA. The VHA must use NPIs in all HIPAA-standard electronic transactions for individual (health care practitioners) and organizational entities (medical centers).
NPPES: National Plan and Provider Enumeration System
NSO: National Surgery Office
OGC: Office of General Counsel
OIG: Office of Inspector General
OPPE: Ongoing Provider Practice Evaluation
OR: Operating Room
POP: Period of Performance
PPD: Purified Protein Derivative
PPIRS: Past Performance Information Retrieval System
PWS: Performance Work Statement
QA/QI: Quality Assurance/Quality Improvement
QM/PI: Quality Management/Performance Improvement
QASP: Quality Assurance Surveillance Plan
RFP: Request for Proposal
SCS: Specialty Care Services
SSAC: Sole Source Affiliate Contract
TJC: the Joint Commission
TST: Tuberculosis Skin Test
USC: United States Code
VA: Department of Veterans Affairs
VA-FSC: VA Financial Services Center
VAAR: VA Acquisition Regulation
VETPro: is VHA s mandatory credentialing software platform to document the credentialing of VHA health care Providers. This system facilitates completion of a uniform, accurate and complete credentials file.
VHA: Veterans Health Administration
VistA: Veterans Integrated Systems Technology Architecture

QUALIFICATIONS:
Staff/Facility
License: The Contractor s physician(s) assigned by the Contractor to perform the services covered by this contract shall have a current license to practice medicine in any State, Territory, or Commonwealth of the United States or the District of Columbia when services are performed onsite on VA property.
All licenses held by the key personnel working on this contract shall be full and unrestricted licenses. Contractor s physician(s) who have current, full and unrestricted licenses in one or more states, but who have, or ever had, a license restricted, suspended, revoked, voluntarily revoked, voluntarily surrendered pending action or denied upon application will not be considered for the purposes of this contract.
Board Certification: All contractor s physician(s) shall be Board Certified/Board Eligible by the ABOS http://www.abos.org/, and be currently certified in Basic Life Support (BLS) or equivalency. All continuing education courses required for maintaining certification must be kept up to date at all times. Documentation verifying current certification shall be provided by the Contractor to the VA COR on an annual basis for each year of contract performance.
Credentialing and Privileging: Credentialing and privileging is to be done in accordance with the provisions of VHA Directive 1100.20 and VHA Directive 1100.21 referenced above. The Contractor is responsible to ensure that proposed physician(s) possesses the requisite credentials enabling the granting of privileges. No services shall be provided by any Contractor s physician(s) prior to obtaining approval by the Facility Medical Executive Board and Medical Center Director.
If a Contractor s physician(s) and/or other contract provider(s) are not credentialed and privileged or has credentials/privileges suspended or revoked, the Contractor shall furnish an acceptable substitute without any additional cost to the government.
Technical Proficiency: Contractor s physician(s) shall be technically proficient in the skills necessary to fulfill the government s requirements, including the ability to speak, understand, read and write English fluently. Contractor shall provide documents upon request of the CO/COR to verify current and ongoing competency, skills, certification and/or licensure related to the provision of care, treatment and/or services performed. Contractor shall provide verifiable evidence of all educational and training experiences including any gaps in educational history for all contractor s physician(s) and contractor s physician(s) shall be responsible for abiding by the Facility's Medical Staff By-Laws, rules, and regulations (referenced herein) that govern medical staff behavior.
Continuing Medical Education (CME)/Certified Education Unit (CEU) Requirements: Contractor shall provide the COR copies of current CMEs as required or requested by the facility. Contractor s physician(s) registered or certified by national/medical associations shall continue to meet the minimum standards for CME to remain current. Contractor shall report CME hours to the credentials office for tracking. These documents are required for both privileging and re-privileging. Failure to provide shall result in loss of privileges for contractor s physician(s).
Training (BLS, EHR and VA MANDATORY): Contractor shall meet all VA educational requirements and mandatory course requirements defined herein; all training must be completed by the contractor s physician(s) as required by the VA. Other training may become required. VA will communicate any changes to the training requirement to the contractor.

Training (The following training is mandatory per VHACO for Contracted Physicians)
Frequency (once a year, etc.)
Annual Hours
BLS
Every two years
2.0
Active Threat Training
Annual
1.0
Blood Administration: Complications
Annual
0.5
EHR
Annual
0.5
Government Ethics
Annual
1.0
Hospice and Palliative Care for VA Clinicians
Annual
0.5
Military Sexual Trauma (MST) for Medical Professionals
Annual
1.0
Moderate Sedation In-Service Training
Annual
0.5
PACT Act 2022 Toxic Exposure Screening (TES)
Annual
1.0
Patient Abuse
Annual
0.5
Patient Rights
Annual
0.5
Patient Safety
Annual
1.0
Prevention/Management of Disruptive Behavior/Violence Prevention Level I
Once in TMS then 15.5- minute video every year after
0.5
Prevention of Workplace Harassment/No Fear Act
Annual
1.5
Suicide Prevention: Suicide Risk Management Training for Clinicians
Annual- VA 29376
1.0
SUX Infection Control and Blood Borne Pathogens
Annual
1.0
VA Core Values Training (ICARE Recommitment)
Annual
0.5
VA Privacy and Information Security Awareness and Rules of Behavior
Annual
1.0
VHA Privacy and HIPAA Focused Training
Annual
1.0
VistA Imaging
Once
0.5
STANDARD INFECTION CONTROL MEASURES (PPD, IMMUNIZATIONS, ETC.): Contractor shall provide proof of the following for physicians within five (5) calendar days after contract award and prior to the first duty shift to the COR and (CO). Tests shall be current within the past year.
TUBERCULOSIS TESTING:Â Contractor shall provide proof of a negative Tuberculosis Skin Test (TST) or interferon-gamma release assays (IGRA) for all Contractor s physician(s) upon hire in accordance with CDC guidance. (This is applicable to all health care workers). A negative chest radiographic report for active tuberculosis shall be provided in cases of positive TST or IGRA results.
MEASLES, MUMPS, & RUBELLA TESTING: Contractors shall provide proof of immunity for all Contractor physicians {This is applicable to all health care workers}.
VARICELLA: Contractors shall provide proof of immunity for all Contractor physicians {This is applicable to all health care workers}.
ACELLULAR PERTUSSIS: Contractors shall provide proof of 1 dose of Tdap vaccination for all Contractor physicians {This is applicable to all health care workers}.
INFLUENZA: Contractors shall provide proof that all Contractor physicians have received the annual Influenza vaccine unless it is contraindicated. If the Contractor physician has a medical contraindication to the vaccine, they shall be required to wear a mask during the Influenza season. {This is applicable to all health care workers}.
COVID-19: Contractors Shall comply with the VHA Supplemental Contract Requirements for Combating COVID-19 {this is applicable to all health care workers}.
OSHA REGULATION CONCERNING OCCUPATIONAL EXPOSURE TO BLOODBORNE PATHOGENS: Contractor shall provide evidence of completing and passing generic self-study blood-borne pathogen training for all Contractor s physician(s) {This is applicable to all health care workers}; provide their own Hepatitis B vaccination series and hepatitis B surface antigen test results following the hepatitis B vaccination series; maintain an exposure determination and control plan; maintain required records; and ensure that proper follow-up evaluation is provided following an exposure incident.
The facility shall notify the Contractor of any significant communicable disease exposures as appropriate. Contractor shall adhere to current CDC/HICPAC Guideline for Infection Control in health care personnel (as published in American Journal for Infection Control - AJIC 1998; 26:289-354 http://www.cdc.gov/hicpac/pdf/InfectControl98.pdf) for disease control. Contractor shall provide follow up documentation of clearance to return to the workplace prior to their return.
National Provider Identifier (NPI): NPI is a standard, unique 10-digit numeric identifier required by HIPAA. The VHA must use NPIs in all HIPAA-standard electronic transactions for individual (health care practitioners) and organizational entities (medical centers). The Contractor shall have or obtain appropriate NPI and if pertinent the Taxonomy Code confirmation notice issued by the Centers for Medicare and Medicaid Services (CMS) National Plan and Provider Enumeration System (NPPES) be provided to the CO with the proposal.
DEA: Contractor shall provide copy of current DEA certificate.
Conflict of Interest (COI): The Contractor and all contractor s physician(s) are responsible for identifying and communicating to the CO and COR conflicts of interest at the time of proposal and during the entirety of contract performance. At the time of proposal, the Contractor shall provide a statement which describes, in a concise manner, all relevant facts concerning any past, present, or currently planned interest (financial, contractual, organizational, or otherwise) or actual or potential organizational conflicts of interest relating to the services to be provided. The Contractor shall also provide statements containing the same information for any identified consultants or subcontractors who shall provide services. The Contractor must also provide relevant facts that show how it s organizational and/or management system or other actions would avoid or mitigate any actual or potential organizational conflicts of interest. These statements shall be in response to the VAAR provision 852.209-70 Organizational Conflicts of Interest and fully outlined in response to the subject attachment in Section D of the solicitation document.
Citizenship related Requirements:
The Contractor certifies that the Contractor shall comply with any and all legal provisions contained in the Immigration and Nationality Act of 1952, As Amended; its related laws and regulations that are enforced by Homeland Security, Immigration and Customs Enforcement and the U.S Department of Labor as these may relate to non-immigrant foreign nationals working under contract or subcontract for the Contractor while providing services to VA patient referrals.
While performing services for the VA, the Contractor shall not knowingly employ, contract or subcontract with an illegal alien; foreign national non-immigrant who is in violation their status, as a result of their failure to maintain or comply with the terms and conditions of their admission into the United States. Additionally, the Contractor is required to comply with all E-Verify requirements consistent with Executive Order 12989 and any related pertinent Amendments, as well as applicable FAR.
If the Contractor fails to comply with any requirements outlined in the preceding paragraphs or its Agency regulations, the VA may, at its discretion, require that the foreign national who failed to maintain their legal status in the United States or otherwise failed to comply with the requirements of the laws administered by Homeland Security, Immigration and Customs Enforcement and the U.S Department of Labor, shall be prohibited from working at the Contractor s place of business that services VA patient referrals; or other place where the Contractor provides services to veterans who have been referred by the VA; and shall form the basis for termination of this contract for breach.
This certification concerns a matter within the jurisdiction of an agency of the United States and the making of a false, fictitious, or fraudulent certification may render the maker subject to prosecution under 18 U.S.C. 1001.
The Contractor agrees to obtain a similar certification from its subcontractors. The certification shall be made as part of the offerors response to the RFP using the subject attachment in Section D of the solicitation document.
Annual OIG Statement: In accordance with HIPAA and the Balanced Budget Act (BBA) of 1977, the HHS OIG has established a list of parties and entities excluded from Federal health care programs. Specifically, the listed parties and entities may not receive Federal Health Care program payments due to fraud and/or abuse of the Medicare and Medicaid programs.
Therefore, Contractor shall review the HHS OIG List of Excluded Individuals/Entities on the HHS OIG web site at http://oig.hhs.gov/exclusions/index.asp to ensure that the proposed contractor s physicians (s) are not listed. Contractor should note that any excluded individual or entity that submits a claim for reimbursement to a Federal health care program, or causes such a claim to be submitted, may be subject to a Civil Monetary Penalty (CMP) for each item or service furnished during a period that the person was excluded and may also be subject to treble damages for the amount claimed for each item or service. CMP s may also be imposed against the Contractor that employ or enter into contracts with excluded individuals to provide items or services to Federal program beneficiaries.
By submitting their proposal, the Contractor certifies that the HHS OIG List of Excluded Individuals/Entities has been reviewed and that the Contractors are and/or firm is not listed as of the date the offer/bid was signed.
Clinical/Professional Performance: The qualifications of Contractor personnel are subject to review by VA Medical Center COS or his/her clinical designee and approval by the Medical Center Director as provided in VHA Directive 1100.20 and VHA Directive 1100.21. Clinical/Professional performance monitoring and review of all clinical personnel covered by this contract for quality purposes will be provided by the facility COS and/or the Chief of the Service or his designee. A clinical COR may be appointed, however, only the CO is authorized to consider any contract modification request and/or make changes to the contract during the administration of the resultant contract.
Non Personal Healthcare Services: The parties agree that the Contractor and all contractor s physician(s) shall not be considered VA employees for any purpose.
Indemnification: The Contractor shall be liable for, and shall indemnify and hold harmless the Government against, all actions or claims for loss of or damage to property or the injury or death of persons, arising out of or resulting from the fault, negligence, or act or omission of the Contractor, its agents, or employees. Â
Prohibition against Self-Referral: Contractor s physicians are prohibited from referring VA patients to contractor s or their own practice(s).
Inherent Government Functions: Contractor and Contractor s physician(s) shall not perform inherently governmental functions. This includes, but is not limited to, determination of agency policy, determination of Federal program priorities for budget requests, direction and control of government employees (outside a clinical context), selection or non-selection of individuals for Federal Government employment including the interviewing of individuals for employment, approval of position descriptions and performance standards for Federal employees, approving any contractual documents, approval of Federal licensing actions and inspections, and/or determination of budget policy, guidance, and strategy.
No Employee status: The Contractor shall be responsible for protecting Contractor s physician(s) furnishing services. To carry out this responsibility, the Contractor shall provide or certify that the following is provided for all their staff providing services under the resultant contract:
Workers compensation
Professional liability insurance
Health examinations
Income tax withholding, and
Social security payments.
Tort Liability: The Federal Tort Claims Act does not cover Contractor or contractor s physician(s). When a Contractor or contractor s physician(s) has been identified as a provider in a tort claim, the Contractor shall be responsible for notifying their legal counsel and/or insurance carrier. Any settlement or judgment arising from a Contractor s (or contractor s physician(s)) action or non-action shall be the responsibility of the Contractor and/or insurance carrier.
Key Personnel:
The minimum VA Full Time Equivalent (FTE) for the services required is 3.0.
The minimum number of Board Certified/Board Eligible Orthopedic physicians required to be available daily is 1.0 to be on call and able to be onsite as needed defined in paragraph Hours of Operation in this section.
The Contractor shall be responsible for providing coverage to the VA during periods of vacancies of the Contractor s personnel due to sick leave, personal leave, vacations and additional coverage as required. In the event a scheduled physician is unable to complete an assigned shift, the Contractor shall provide replacement physician coverage within 2 hours and notify the Contracting Office Representative (COR) immediately of the schedule change. Should the change happen after normal business hours or on a holiday, the Contractor shall notify the Administrative Officer of the Day (AOD) at (615) 873-7002 as well as the COR.
Personnel Substitutions: During the first ninety (90) calendar 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 CO, in writing, within 7 calendar day(s) after the occurrence of any of these events and provide the information required below. After 90 days, the Contractor shall submit the information required below to the CO at least 30 calendar days prior to making any permanent substitutions.
The Contractor shall provide a detailed explanation of the circumstances necessitating the proposed substitutions, complete resumes for the proposed substitutes, and any additional information requested by the CO. Proposed substitutes shall have comparable qualifications to those of the persons being replaced. The CO will notify the Contractor within 30 calendar days after receipt of all required information of the decision on the proposed substitutes. The contract will be modified to reflect any approved changes of key personnel.
For temporary substitutions where the key person shall not be reporting to work for three consecutive workdays or more, the Contractor shall provide a qualified replacement for the key person. The substitute shall have comparable qualifications to the key person. Any period exceeding two weeks will require the procedure as stated above.
The Government reserves the right to refuse acceptance of any Contractor personnel at any time after performance begins, if personal or professional conduct jeopardizes patient care or interferes with the regular and ordinary operation of the facility. Breaches of conduct include intoxication or debilitation resulting from drug use, theft, patient abuse, dereliction or negligence in performing directed tasks, or other conduct resulting in formal complaints by patient or other staff members to designated Government representatives. Standards for conduct shall mirror those prescribed by current federal personnel regulations. Should the VA COS or designee show documented clinical problems or continual unprofessional behavior/actions with any Contractor s physician(s), s/he may request, without cause, immediate replacement of said Contractor s physician(s). The CO and COR shall deal with issues raised concerning Contractor s physician(s) conduct. The final arbiter on questions of acceptability is the CO.
Contingency Plan: Because continuity of care is an essential part of Facility s medical services, The Contractor shall have a contingency plan in place to be utilized if the Contractor s physician(s) leaves Contractor s employment or is unable to continue performance in accordance with the terms and conditions of the resulting contract.
VA HOURS OF OPERATION/SCHEDULING:
VA Business Hours: The Orthopedic Clinic is open Monday through Friday, 8:00am- 4:30pm, Orthopedic Clinic Days/Hours are required. When a holiday falls on a nonworkday -- Saturday or Sunday -- the holiday usually is observed on Monday (if the holiday falls on Sunday) or Friday (if the holiday falls on Saturday).
Patients must be seen by a contractor s physician(s) onsite at TVHS Nashville 1310 24th South, Nashville, TN 37212 in a timely manner in accordance with VA Rules and Regulations on clinic wait times and consult completion. Contractor shall notify the COR at least monthly about any obstacles to meeting this performance measure.
Contractor s physician(s) is/are currently not required during normal TVHS clinic hours, which will be established, and may be revised, as deemed appropriate for patient care by the COS. Currently, normal clinic hours are Monday through Friday, 8:00 am until 4:30 pm, except for all observed Federal holidays.
Off-hours Coverage: Contractor will provide board certified/board eligible Orthopedic Physician On-Call Services weeknights Monday, Tuesday, Wednesday and Thursday from 3:30 pm until 7:00 am the following morning; weekends beginning Friday 3:30 pm to Monday 7:00 am and 24-hour holiday call coverage. Contractor must make the contractor s physician(s) available on-call during all hours when the facility clinic is closed, including evenings, weekends, and holidays.
On-call contractor s physician(s) must be available at all times during the period of coverage outlined in 3.1.3 for phone consultations with VA residents and physicians. Â
On-call providers must be available within 15 minutes by phone and onsite within 60 minutes.
Federal Holidays: The following holidays are observed by the VA:
New Year s Day
President s Day
Martin Luther King s Birthday
Memorial Day
Juneteenth
Independence Day
Labor Day
Columbus Day
Veterans Day
Thanksgiving
Christmas
Any day specifically declared to be a national holiday

Cancellations: Unless a state of emergency has been declared, the Contractor shall be responsible for providing services.

CONTRACTOR RESPONSIBILITIES:
Clinical Personnel Required: The Contractor shall provide contractor s physician(s) who are competent, qualified per this performance work statement and adequately trained to perform assigned duties.
Contractor s physician(s) shall be responsible for signing in and out when in attendance. Time sheets will be used by the COR to confirm hours/day and services provided against the contractor s invoices.
Standards of Care: The contractor s physician(s) care shall cover the range of Orthopedic services as would be provided in a state-of-the-art civilian medical treatment facility and the standard of care shall be of a quality, meeting or exceeding currently recognized the Joint Commission (TJC), VA and national standards as established by:
AAOS Guidelines: http://www.aaos.org/
The professional standards of the Joint Commission (TJC): http://www.jointcommission.org/standards_information/standards.aspx
The standards of the American Hospital Association (AHA): http://www.hpoe.org/resources?show=100&type=8
The requirements contained in this PWS
Medical Records:
Authorities: Contractor s physician(s) providing healthcare services to VA patients shall be considered as part of the Department Healthcare Activity and shall comply with the 5 U.S.C.552a (Privacy Act), 38 U.S.C. 5701 (Confidentiality of claimants records), 5 U.S.C. 552 (FOIA), 38 U.S.C. 5705 (Confidentiality of Medical Quality Assurance Records) 38 U.S.C. 7332 (Confidentiality of certain medical records), Title 5 U.S.C. § 522a (Records Maintained on Individuals) as well as 45 C.F.R. Parts 160, 162, and 164 (HIPAA).
HIPAA: This contract and its requirements meet exception in 45 CFR 164.502(e), and do not require a BAA in order for Covered Entity to disclose Protected Health Information to a health care provider for treatment of VA patients. Based on this exception, a BAA is not required for this contract. Health records generated by this contract or provided to the Contractors by the VA are covered by the VA Privacy Act system of records entitled Patient Medical Records-VA (24VA10A7). Contractor generated VA Patient records are the property of the VA and shall not be accessed, released, transferred, or destroyed except in accordance with applicable laws and regulations. Contractor shall ensure that all records pertaining to medical care and services provided to VA patients are captured in the VA electronic health record system as required by VA policy as discussed in 4.4.4.
Disclosure: Contractor s physician(s) may have access to patient medical records for the purpose of providing medical care and services to VA patients and performing services under the contract; however, Contractor shall obtain permission from the VA before disclosing any patient information outside VA. VA authorizes the Contractor to discuss patient health information for coordination of care within community health care providers in compliance with VA regulations, HIPAA and VHA Directive 1605.01, Privacy and Release of Information. The VA will provide the contractor with a copy of VHA Directive 1907.1, Health Information Management and Health Records and VHA Directive 1605.1, Privacy and Release of Information. The penalties and liabilities for the unauthorized disclosure of VA patient information mandated by the statutes and regulations mentioned above, apply to the Contractor.
Professional Standards for Documenting Care: Care shall be appropriately documented in medical records in accordance with standard commercial practice and guidelines established by VHA Directive 1907.01 Health Information Management and Health Records: https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=9235 and all guidelines provided by the facility.
Release of Information: The VA shall maintain control of releasing any copies of patient health information or health records and will follow policies and standards as defined, but not limited to Privacy Act requirements. The Contractor will not release or disclose copies of records and will refer all such requests to the Release of Information Department at the VA facility where assigned.
Management for Medical Records: National Archives and Records Administration record disposition requirements are found in RCS 10-1 Chapter 6, 6000 series.
Direct Patient Care: Estimated 90 % of the time involved in direct patient care.
Scope of Care: Contractor s physician(s) shall be responsible for providing Orthopedic care, including, but not limited to:
Clinic and Surgical Care: Contractor s physician(s) shall provide clinical orthopedic services. Contractor s physician(s) shall be present on time for any scheduled clinics/surgeries as documented by physical presence in the clinic or operating room at the scheduled start time.
Operative Services: Contractor s physician(s) shall provide comprehensive clinical Orthopedic services
Intraoperative Follow-up: The Contractor s physician(s) shall be present in the operating suite for all orthopedic procedures.
Postoperative Follow-Up: Contractor s physician(s) rounds shall be conducted on postoperative patients in the Surgical Intensive Care Unit (SICU) and on the wards. All cases will be discussed in morbidity and mortality conferences, and the contractor s physician(s) will provide appropriate information to the COR for inclusion in departmental reports.
Consultative Services: Contractor s physician(s) shall provide consultative services at the patient s bedside if the patient is not ambulatory and in the clinic setting if the patient is able to report to the outpatient clinic. Procedures shall be scheduled for completion within 30 days of the date of the consult.
Communication of Test Results: Mechanisms must be in-place to provide notification of test results for patients receiving care in accordance with VHA Directive 1088, Communicating Test Results to Providers and Patients.
Medications: Contractor s physician(s) shall follow all established medication policies and procedures. No sample medications shall be provided to patients.
Discharge Education: Provide discharge education and follow up instructions that are coordinated with the next care setting for all orthopedic clinical or surgical patients.
ADMINISTRATIVE: Estimated 10% of time not involved in direct patient care
Quality Improvement Meetings: The contractor s physician(s) shall participate in continuous quality improvement activities and meetings with committee participation as required by the facility Chief of Service, COS, or designee.
Staff Meetings: The contractor s physician(s) shall attend staff meetings as required by the facility Chief of Service, COS, or designee. Contractor to communicate with COR on this requirement and report any conflicts that may interfere with compliance with this requirement.
QA/QI documentation: The contractor s physician(s) shall complete the appropriate QM/PI documentation pertaining to all procedures, complications and outcome of examinations.
Patient Safety Compliance and Reporting: Contractor s physician(s) shall follow all established patient safety and infection control standards of care. Contractor s physician(s) shall make every effort to prevent medication errors, falls, and patient injury caused by acts of commission or omission in the delivery of care. All events related to patient injury, medication errors, and other breeches of patient safety shall be documented in the medical record of those impacted and disclosed to the patient or surrogate. As soon as practicable (but within 24 hours) Contractors shall notify COR of incident and submit an entry in the VA Patient Safety Reporting System, following up with COR as required or requested.
PERFORMANCE STANDARDS, QUALITY ASSURANCE (QA) AND QUALITY IMPROVEMENT(QI):
Quality Management/Quality Assurance Surveillance: Contract personnel shall be subject to Quality Management measures, such as patient satisfaction surveys, timely completion of medical records, and Peer Reviews. Methods of Surveillance: Focused Provider Practice Evaluation (FPPE) and Ongoing Provider Practice Evaluation (OPPE). Contractor performance will be monitored by the government using the standards as outlined in this PWS and methods of surveillance detailed in the QASP. The QASP shall be attached to the resultant contract and shall define the methods and frequency of surveillance conducted.
Patient Complaints: The CO will resolve complaints concerning Contractor relations with the Government employees or patients. The CO is final authority on validating complaints. If the Contractor is involved and named in a validated patient complaint, the Government reserves the right to refuse acceptance of the services of such personnel. This does not preclude refusal in the event of incidents involving physical or verbal abuse.
The Government reserves the right to refuse acceptance of any Contractor personnel at any time after performance begins, if personal or professional conduct jeopardizes patient care or interferes with the regular and ordinary operation of the facility. Breaches of conduct include intoxication or debilitation resulting from drug use, theft, patient abuse, dereliction or negligence in performing directed tasks, or other conduct resulting in formal complaints by patient or other staff members to designated Government representatives. Standards for conduct shall mirror those prescribed by current federal personnel regulations. The CO and COR shall deal with issues raised concerning Contractor s conduct. The final arbiter on questions of acceptability is the CO.
Performance Standards:
Measure: Provider Quality Performance
Performance Requirement: All Contractor s physician(s) shall perform in accordance with clinical standards
Standard: OPPE documentation for all (100%) staff providing services under the contract. All staff (100%) meet Standards
AQL: 95% meet Standards
Surveillance Method: OPPE data pertinent to care performed for each provider working under this contract. OPPE data will review the following elements:
Patient Care Performance
Medical/Clinical knowledge
Practiced Based Learning and Improvement
Interpersonal and Communication Skills
Professionalism
System Based Practice
Frequency: Every 6 Months
Measure: Qualifications of Key Personnel
Performance Requirement: All Contractor s physician(s) shall be Board Certified or Board Eligible in accordance with ABOS Standards
Standard: All (100%) Contractor s physician(s) are Board Certified or Board Eligible
AQL: 95%
Surveillance Method: Periodic Inspection or Random Sampling of qualification documents
Frequency: Ongoing, periodically, and every six months as outlined by credentialing.

Measure: Scope of Practice/Privileging
Performance Requirement: Contractor s physician(s) perform within their individual scopes of practice/privileging
Standard: All (100%) Contractor s physician(s) perform within their scope of practice/privileges 100% of the time
AQL: 100% Contractor s physician(s) perform within their scope of practice/privileges 98% of the time
Surveillance Method: Random Sampling of records
Frequency: Every three years.
Measure: Patient Access
Performance Requirement: The Contractor shall provide Contractor s physician(s) in accordance with the operating hours and VA clinical schedule outlined in this PWS
Standard: All (100%) Contractor s physician(s) are on time and available to perform services
AQL: Contractor s physician(s) is on-time and available to perform services 90% of the time
Surveillance Method: Periodic Review of Time and Attendance Sheets
Frequency: Periodically
Measure: Patient Safety
Performance Requirement: Patient safety incidents shall be reported using VA Patient Safety Reporting System. All incidents reported immediately (within 24 hours.)
Standard: All (100%) of patient safety incidents are reported using VA Patient Safety Reporting System within 24 hours of incident
AQL: 98% of patient safety incidents are reported using VA Patient Safety Reporting System within 24 hours of incident
Surveillance Method: Periodic Inspection or Random Sampling
Frequency: when providing direct care to Veterans.
Measure: Maintains licensing, registration, and certification
Performance Requirement: Updated licensing, registration and certification shall be provided as they are renewed. Licensing and registration information kept current
Standard: All (100%) licensing, registration(s) and certification(s) for Contractor s physician(s) shall be provided as they are renewed. Licensing and registration information kept current
AQL: 95% licensing, registration(s) and certification(s) for Contractor s physician(s) shall be provided as they are renewed. Licensing and registration information kept current
Surveillance Method: Periodic Inspection or Random Sampling
Frequency: Annually
Measure: Mandatory Training
Performance Requirement: Contractor shall complete all required training on time per facility policy
Standard: All (100%) of required training is complete on time by Contractor s physician(s)
AQL: 90% completions
Surveillance Method: Periodic Inspection or Random Sampling
Frequency: Annually
Measure: Privacy, Confidentiality and HIPAA
Performance Requirement: Contractor is aware of all laws, regulations, policies and procedures relating to Privacy, Confidentiality and HIPAA and complies with all standards Zero breaches of privacy or confidentiality
Standard: All (100%) Contractor s physician(s) comply with all laws, regulations, policies and procedures relating to Privacy, Confidentiality and HIPAA
AQL: 95% compliance
Surveillance Method: Periodic Inspection; Contractor shall provide evidence of annual training required by VAMC, reports violations per VA Handbook 6500.6
Frequency: Annually and Periodically

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