Q999--TeleRadiology Support | NCO 4

The Department of Veterans Affairs Pittsburgh VA Medical Center is conducting a market survey to identify potential sources to provide Teleradiology Service. DISCLAIMER This Sources sought is issued solely for information and planning purposes only and does not constitute a solicitation. Submitting information for this announcement is voluntary and VA assumes no responsibility for any costs incurred associated with the preparation of responses submitted as a result of this notice. If a solicitation is issued it will be announced at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this announcement. The purpose of this market research is to identify capable sources that are both experienced and qualified to provide Teleradiology Services (Not just Teleradiologists). The North American Industry Classification System Code (NAICS) is 621512. Capability Statement and Documentation: Companies are invited to provide their capabilities, experience, and knowledge in providing Teleradiology Services. This is not a staffing request but a request for a contractor that is established, staffed, and equipped to provide these services. Sources must provide the following information: Company name, address, telephone number, website, DUNS number, CAGE code, business type, socio-economic status (e.g., SDVOSB, VOSB, Woman-Owned, Disadvantaged Small Business, 8(a), general small business, large, business, etc.), SAM registration expiration date, and person of contact (including telephone number and email address). Indicate and explain your capability of providing this service in accordance with the Draft Performance Work Statement (PWS) attached. Indicate your company s size under NAICS 621512. Please indicate any government contracts held including government agency, contract number, dollar value, period of performance, and government contact information. In addition to a Capability Statement which includes the above information, submissions can include specifications, brochures, etc. as attachments. Information regarding your company s capabilities to provide such services are to be submitted electronically on or before Tuesday, 08/13/2024 by 8:00 AM (EST) addressed to Kevin Balser, Contract Specialist at: kevin.balser@va.gov. Performance of Work Statement Under the authority of Public Law 104-262 and 38 USC 8153, the contractor agrees to provide Health Care Resources in accordance with the terms and conditions stated herein, to furnish to and at the Department of Veterans Affairs, for the Pittsburgh VA Medical Center , services and prices specified in the Section entitled Schedule of Supplies/Services of this contract. GENERAL: The Department of Veterans Affairs Pittsburgh, PA has the requirement to provide Veterans within the service area with Radiology Services. It is the intention of the Pittsburgh VA Medical Center to solicit proposals in accordance with all terms, conditions, provisions, specifications, and schedules of this solicitation and award a Firm-Fixed Price Indefinite Delivery / Indefinite Quantity contract on a competitive basis under the authority of 38 USC 8153. BACKGROUND: Physician personnel shortages in the Radiology Services of the Pittsburgh VA Medical Center have created a significant need to provide preliminary and final radiology interpretation for exams performed on off tours and in some cases for exams performed during routine tours to cover leave and staff vacancies. The use of Radiology Services outsourcing should provide a highly cost effective and expeditious alternative to meet an ongoing need within the VA. The Pittsburgh VA Medical Center uses an electronic image management and distribution system called VISTA Imaging. WORK STATEMENT: Contractor shall provide professional teleradiology services for radiology examinations performed at the Pittsburgh VA Medical Center . Contract services will include off-campus film interpretation via network connection to the VA informatics system. Interpretation will include immediate communications of results both when an interpretation is requested stat or with a critical emergent test result. Contractor must be a U.S. based corporation capable of final interpretation and reporting services via the Contractor s secure Teleradiology network. Interpretation services will be conducted by board certified Radiologists. Contractor shall provide all professional personnel and technical support, medical and other equipment, telecommunication, supplies, and supervision necessary to perform, implement and administer these teleradiology services to meet the specific medical needs of the Pittsburgh VA Medical Center . The Contractor is responsible for all Contractor personnel, Subcontractors, agents, and anyone acting for or on behalf of the Contractor. Services provided under the contract are not to be performed outside of the United States. All services SHALL be performed within the territorial borders of the United States. Teleradiology Services: 1. The Contractor shall be responsible for management of all aspects of the contract, and this includes the following: Electronically distribute appropriate studies to board certified Radiologists for primary diagnosis. Provide radiology professional services, offsite from Pittsburgh VA Medical Center . It is noted that provision of teleradiology services will sometimes be required during routine VA working hours Monday-Friday 8:00am 8:00pm. Otherwise, the most frequent regular usage of teleradiology services will be Monday-Thursday 8pm-8:00 am, and Friday 8pm through Monday 8:00 am, and 24-hour coverage on Federal Holidays for interpretations, as needed. Some interpretations will be requested stat and other interpretations will be requested routine. Imaging procedures will include plain film cases, US cases, CT cases, CTA cases, and MRI cases. Provide configuration of the physical, operational, and procedural environment within the Pittsburgh VA Medical Center facilities radiology department and installation for the system to include broadband connectivity and assist VAPHS facility in site preparation and support during transition. The images will be sent by VA's Teleradiology System (VISTA Imaging) to the Business Partner through a VA approved Business Partner Gateway (BPG). Requirements related to the approval and functioning of the BPG are attached. Radiologists will be available for telephone consultation regarding examinations and will provide recommendations for appropriate procedures to referring clinicians. VA Technologists performing procedures to be interpreted may consult the Radiologist/contractor with questions regarding protocol of exams, possible contrast allergy questions or for direction regarding abnormal laboratory values, or questions regarding premedication or Metformin. Relevant prior studies will be made available to the teleradiologist. Interpretations must compare current and prior studies. Radiologist will have access to CPRS, or to a health summary or be able to contact the ordering physician to obtain clinical information such as history, progress notes, medications, and laboratory values, as well as reports of prior radiologic examinations. The Radiologist providing the preliminary interpretation must also perform the final interpretation and communicate any change in that interpretation to the referring or treating clinician and the practitioner contacted, date and time of this communication must be documented in the final report. If the study is technically limited or incomplete, and cannot be interpreted with certainty, the teleradiologist must notify the referring clinician so that the study may be repeated. If this is not feasible, cannot be done immediately, or is not likely to be productive, the study must be reported, and the technical limitations of the interpretation described in the report. STAT Images will be interpreted with results communicated by fax to the referring physician within forty-five (45) minutes of the teleradiologist receiving the request for interpretation. Additional requirements apply if any exam demonstrates a critical/emergent test result, as defined in a Medical Center Memorandum, as excerpted and listed as diagnoses #1 - #8 re-listed below in this SOW under #4.) Reporting Imaging Test Results/Critical Results . In the case of a critical finding, results must also be communicated by telephone to the referring physician or a licensed clinician who can address the critical finding. This communication must be documented in the report and include the name of the clinician receiving the report, date, and time communicated. DOCUMENTATION. All film interpretations will either meet or exceed established standards of timeliness, accuracy, content, and signature. Only VAPHS approved abbreviations will be used for documentation of the patient health record. (1) Routine interpretations: Completed and verified reports for routine studies are available in CPRS/Vista Imaging Information System within 48 hours of exam registration. (2) STAT interpretations: Provide preliminary report by fax to referring clinician within 45 minutes of the teleradiologist receiving the request for interpretation. If the exam is a critical/emergent rest result, results also must be communicated by telephone to the referring physician. Final report will be verified within 48 hours of exam registration and available in CPRS/VISTA Imaging Information System. Each report (routine and stat interpretations) shall identify the films reviewed, objective findings, the Radiologist s impression of the patient s condition, and recommendation for treatment. Any incomplete report will be redictated, transcribed, and verified within 24 hours of notification at no additional cost to Pittsburgh VA Medical Center. (3) All reports are to be in accordance with American College of Radiology (ACR) standards. Interpretations must include the following information: patient s full name, SSN, date of birth, reason for study, exam case number (accession number), date of study, date of interpretation, requesting physician, description of the exam, (body of the report), impression, name of interpreter and signature of Radiologist providing interpretation. The report shall list pertinent positive and negative findings. (i) Preliminary reports are to be provided by fax to referring clinician within 45 minutes of receipt of exam. If the exam is a critical/emergent test result, the report also must be communicated by phone to the referring physician. Written preliminary reports must be kept until the final report is verified and until they are no longer needed for quality assurance and peer review purposes. Preliminary reports need not be entered in the medical record, however, any significant discrepancies between the preliminary and final report must be documented in the final report and the treating team notified with date and time of notification in the final report. (ii) Final written reports shall be transcribed and verified by the teleradiologist (electronically signed) within 48 hours of exam registration. (iii) The facility or Contractor providing teleradiology interpretation may temporarily store copies of reports and images but must delete or destroy all copies after the contract has expired, excepting records required for billing and reimbursement purposes. (4) Reporting Imaging Test Results/Critical Results Critical Test results in Imaging are defined as those interpretation findings which, if left untreated, could be life threatening or place the patient at serious risk. These results will require urgent intervention or change in patient management. Emergent Test results are findings that are associated with a high likelihood of short-term poor outcome and require immediate intervention or close monitoring. The Radiologist will communicate results of critical/emergent exams to the ordering practitioner or surrogate practitioner immediately upon interpretation as outlined below. Critical/Emergent Test results for Imaging Service will include, but not be limited to: High probability V-Q Scan or CT positive for pulmonary embolus. Unsafe position of medical device. Active hemorrhage. Unsuspected cerebral hemorrhage. Pseudoaneurysm. Pneumoperitoneum (post-operative is not critical) Acute Testicular Torsion Any other critical/emergent finding as determined by the diagnostic practitioner. Communication of critical/emergent imaging results will be direct. Direct Communication is defined as non electronic dialogue between the diagnostic practitioner and ordering practitioner or another appropriate licensed provider by telephone. Documentation of communication of critical/emergent results will be included in the imaging report. This will include the name of the practitioner contacted, as well as date and time of communication. Electronic Communication (view alerts) may be used to communicate important/abnormal study findings that require attention by the ordering practitioner, but not necessarily in an immediate time frame. Contractor will be responsible for ensuring all Radiologists follow critical/emergent and abnormal reporting guidelines. These guidelines are found in MCP TX-146 Reporting OF Imaging Study Results . A copy of this MCP is attached for review and it must be followed by contractor and all Radiologists hired by contractor. The contractor will distribute these to all Radiologists and obtain signed receipt and acknowledgement of understanding for Radiologists providing interpretation. Signed acknowledgement must be submitted prior to contract implementation. (ii) In addition, all reports (normal and abnormal) must have a diagnostic code which is dictated and transcribed along with the report or inserted at the time of report verification. Inline below are the diagnostic codes which must be used as they are used by the VHA.] 1000 NO ALERT REQUIRED 1001 SIGNIFICANT ABNORMALITY 1002 CRITICAL ABNORMALITY 1003 POSSIBLE MALIGNANCY 1200 ABD. AORTIC ANEURYSM NOT PRESENT 1201 ABD. AORTIC ANEURYSM PRESENT 1202 DOES NOT SATISFY SCREEN FOR AAA 1300 INCIDENTAL LUNG NODULE Some of the diagnostic codes will generate view alerts which can convey important study findings that may require a change in patient management, but not necessarily within an immediate timeframe. The list of diagnostic codes used will be provided at time of contract award. (iii) A method has been established to relay the results of abnormal exams performed off routine business hours. The AOD will be contacted by the contractor and the AOD will facilitate communication with either the ER attending or responsible clinician on call. In all cases, should there be difficulty in reaching the responsible clinician, the ER attending Medical Officer of the Day will serve as point of contact. All Radiologists providing preliminary or final reports will be required to read the abnormal reporting policy, sign that the policy was reviewed and is understood, prior to providing interpretations. It is the contractor s responsibility to distribute the policies, obtain signed policies, and to ensure that the process outlined in MCP TX-144 is followed by Radiologists reading for Pittsburgh VA Medical Center . Contractor shall submit monthly schedule identifying coverage for agreed-upon radiology services. A schedule for teleradiology service days will be submitted monthly and approval is required by Radiology Manager or Imaging Chief. The names of the VETPRO credentialed Radiologists and dates of their scheduled coverage must be received by the VA in advance from the contractor by no later than the 20th workday of the month prior to the work schedule. Contractor must all at least 3 months after receipt/completion of all required documentation for any new Radiologist to be credentialed and privileged prior to scheduling. Contractors will be responsible for transcription services, report corrections, and sign reports electronically. Again, ALL reports must be signed by the interpreting Radiologist within 48 hours of exam registration. Contractor will install, secure, and maintain external communication systems required for image study delivery to remote Radiologists. Configure, install and maintain Virtual Private Network all remote workstation software on the remote reading Radiologist workstation. These connections must comply with specification in VA Handbook 6500 which require that all remote transmission must be encrypted using a FIPS 140-2 certified algorithm. The remote Connection to the VA will be through a VA approved Business Partner Gateway (BPG). The requirements related to the approval and functioning of the BPG are attached. Teleradiologists performing work under this contract may also connect remotely to the VA using the Citrix Access Gateway VPN. Contractors must ensure that their own specific computers are capable of diagnostic interpretation and at the same time adhere to all VA security requirements. The extension of the network is fully functional, and Radiologists must have clinical privileges at the Pittsburgh VA Medical Center . Contractor will access current and prior comparison studies (if comparison studies exist) utilizing a secure VA Business Partner Gateway or similarly functional, rapid and secure technology. Contractor will provide and maintain the means for enabling this access. Contractor will install and maintain external communication systems required for secure, VA-compliant image and data delivery to its teleradiologists and will configure, install and maintain all remote workstation software at its teleradiologists reading stations and will ensure security to VA Data. Contractor will expeditiously provide all requested information to HVAPHS Information Security Officer (ISO) and Information Resources Management (IRM). Implement a Vista Rad/Vista Imaging compatible DICOM appliance for transfer of images from VISTA IMAGING to the DICOM server. Contractor Proposal shall include the specific hardware and software to be utilized by the contractor. Provide training on the new workflow for location activated. This training will be no more than four hours. Provide maintenance on all contractor provided equipment and installed systems. The contractor shall make provisions for the proper maintenance and functioning of all imaging, teleradiology and associated equipment, facilities and fixtures as may reasonably be required by Physicians to perform services hereunder. Provide security as required by Health Insurance Portability and Accountability Act of 1996 (HIPAA) and maintain the security and integrity of patient information in accordance with applicable VA regulations and HIPAA. Contractor will be required to be in compliance with all U.S. Laws and VA regulations regarding sensitive information, patient confidentiality, and information security, as set forth in; Privacy Act of 1974, Computer Security Act of 1987, Clinger Cohen Act of 1996, OMB A-130 Appendix IIIk and VA, VHA Directives 6500, and all other applicable regulations. See FAR clauses 52.224-1 and 52.224-2 included herein. Develop a project implementation strategy with the Pittsburgh VA Medical Center to include preparing building, establishing telecommunications VISTA interface, policies and procedures transfer, credentialing, privileging and training staff, reporting procedures, operational readiness, and phase in schedule. The Contractor shall provide a system that maintains a minimum of 99% up time performance rate (excludes downtime related to VA s network problems, Internet traffic or ISP provider problems used by Contractor). Failure to provide this will result in contract termination. Contractor shall provide hardware and selected software to be utilized at contractor site. (1) Contractor to provide Facsimile, telephone, networking and other telecommunications equipment to be utilized at contractor facility. (2) Contractor to provide all supplies, services, maintenance, repairs and upgrades required at contractor facility to provide services as described above. (3) Contractor s equipment hardware, software and supplies must be compatible with the VA s software (Vista Imaging) and hardware used during performance of this contract including critical patches and antivirus updates. Contractor shall provide proof of installation of critical patches and/or antivirus updates to the VA upon request. (4) Contractor s network and security system must be compatible with the VA s network and security system. (5) Contractor s system must be able to receive DICOM images to the Contractor server via secure VA facility-initiated VPN connection over the Internet. s. Contractor will provide peer review data (quality assurance cross reads) on a quarterly basis for each Radiologist providing interpretations to Pittsburgh VA Medical Center . A copy will be provided to HVAPHS for review. t. Contractor will be responsible for ensuring that all providers/subcontractors complete training required by Pittsburgh VA Medical Center (Ethics, CyberSecurity, Privacy, etc). The HVAPHS will require documentation of completion. u. Contractor will appoint one Radiologist to serve as a trainer for other Radiologists assigned to HVAPHS. 2. The Pittsburgh VA Medical Center shall be responsible for: (a) The Pittsburgh VA Medical Center will be responsible for credentialing doctors to work in a timely fashion. An application package will be provided by the VA to be completed by the candidate. This includes: Curriculum vitae, current references, signed release of information from candidate, and statement that candidate does not have any physical or mental health condition that would adversely affect his/her ability to carry out assigned duties, and additional credentialing and privileging forms. Candidate will also be required to make application through the VET-PRO Internet process. Candidate will need to be enrolled in VET-PRO by the Credentialing and Privileging Coordinators. The website address is: http://fcp.vetpro.org/ (b) Prepare site for installation of the system. Obtain VA Authorization for installation of a separate network connection, located inside the hospital but outside the firewall, and a network connection of the DICOM store and Forward device that will be installed inside the Pittsburgh VA Medical Center . The VA will establish accounts and authorize radiology module privileges for the use by contractor. IF REQURED c through e. (c) Floor space, workspace and power adequate for a PC tower computer, monitor and keyboard at customer site. (d) 19" Rack space equivalent to 6u in computer room (to accommodate the server and IPS) and an outlet. (e) Physical space in computer/Telco room for installation of Contractor-provided router and any remoter connectivity devices typically used by communications provider. (f) Physical security to computer systems. (g) Access to server and object forge devices for the installation of Category 5 cabling, if required. (h) Availability of technician for two hours of assistance. (i) IRM designated staff for testing and approval of installed remote connectivity solution. (j) Provide pertinent historical and demographic information on each patient sufficient for Contractor to perform its services. 3. PROCEDURE FOR TRANSMISSION OF IMAGES: Patient images along with exam Request forms for each patient will be transmitted via the VA's PAC System (VISTA IMAGING) through a data line provided by the Contractor. The request forms will include patient information, along with CPT codes. The Contractor will interpret an exam and provide the Radiologist's final report and transmit using hardware/software provided by Contractor. Contractor will use the same transcription services used at the Pittsburgh VA Medical Center (CPRS/VISTA Imaging Information System). Request for stat interpretation or routine interpretation will be noted on the request form. CONTRACTOR REQUIREMENTS The Contractor shall provide all services specified in this contract for any person determined eligible by the Chief Medical Director, or Designee, regardless of the race, color, religion, sex, or national origin of the person for whom such services are ordered. The Contractor further warrants that he/she will not resort to subcontracting as a means of circumventing this provision. Contractor must have a mininum of three years of experience providing off routine teleradiology interpretations for VA Medical Centers. Contractor must be able to demonstrate consistent coverage (> 99% uptime for 3 year period). MEDICAL RECORDS STANDARDS: The Contractor shall maintain up-to-date medical records based on the Medical Record Compliance Standard as stated above. Utilization of CPRS is required. Medical center staff will provide technical training on the use and operation of CPRS during the start-up early operation stage and as updates become available. Medical center staff will provide at least annual Privacy Act training to appropriate contractor staff. The contractor, contractor employees, and subcontractors shall be subject to the Privacy Act of 1974 and HIPAA of 1996. The Contractor is not authorized to release any medical record information. The VAPHS is the sole entity authorized to release this information upon written request submitted via facsimile or mail from the patient. The VAPHS will provide the Contractor with access to pertinent patient medical information, within the existing privacy rules and regulations for the purpose of providing coordinated comprehensive primary care. Contractors shall ensure the confidentiality of all patient information and shall be held liable in the event of the breach of confidentiality. GUIDELINES: The Contractor will perform the functions required under this contract in accordance with the rules of medical ethics, Federal, State and local laws, rules and regulations, Joint Commission, and American College of Radiology (ACR.) for communication and teleradiology. The Contractor will not participate nor be a party to any activities, which are in conflict with Federal and/or State guidelines. In the event the Contractor encounters said conflicting situations, the Contractor will notify the COTR or the Contracting Officer to resolve such issues. The Contracting Officer will document and be responsible for resolution of any such situations. Neither the VA nor the Contractor will be responsible for any delays or failures to perform due to causes beyond each party's control. The VA and the Contractor may upon mutual consent, modify the timing and schedule of services. The Contractor shall be in compliance with Joint Commission standards and shall submit a copy of either their Joint Commission accreditation OR comparable statement with their proposal. Complications review, double reading, and other appropriateness monitors must be conducted and report forwarded to Pittsburgh VA Medical Center quarterly. Failure to provide required documentation would be a breach of the contract and subject to the contract being revoked. Any occurrence of a sentinel event or potential sentinel event involving a VA patient will be reported to the facility as soon as the event is detected. Comprehensive review of the case will be provided to the appropriate VA facility. QUALITY MONITORING PROGRAM: The Contractor shall have a quality monitoring program, and shall agree to comply with the requirements for meeting the JCAHO program as outlined by the VA radiology programs. Quarterly data will be provided to the VAPHS Huntington Manager/Supervisor for each Radiologist credentialed at Pittsburgh VA Medical Center . Contractor must perform quality assurance cross reads and monitor appropriate communication of critical/emergency results as per MCM PCI-56. Both sets of data will be provided to HVAPHS quarterly. QUALITY CONTROL: The Contractor's facilities, methodologies, and quality control procedures may be examined by the VA Contracting Officer or his (her) designee at any time during the life of the contract. QUALITY ASSURANCE AND PERFORMANCE MONITORING: Performance Objective SOW Paragraph Performance Measure 1. Prompt delivery of interpretations and return of films. 1.c. and 1.d.. 100%AQL 2. Availability of Radiologist. 1.a. 100%AQL 3. Maintains patient privacy/confidentiality. Special Contract Requirements 100%AQL 4. Maintains appropriate Federal, state licensure/ certification requirements Special Contract Requirements 100%AQL 5. All documentation will meet or exceed standards, to include but not limited to accuracy, content and signature. 1.d. 100%AQL 6. Timeliness Patient Records. Reports are to be completed and verified within 48 hours of exam registration. Stat reports must be faxed to requesting clinician within 45 minutes of when the contractor receives request. All critical/emergent exam results must be called to requesting clinician and this documented in the final report (clinician name, date, and time). 1.f. 95% Compliance Acceptable Quality Level COTR will monitor Zero tolerance for violations. 7. Adheres to all HIPAA requirements. Special Contract Requirements 100%AQL 8. Adequate Coverage 1.a. 100% Acceptable Quality Level COTR will monitor (a) The Government will periodically evaluate the Contractor s performance by appointing a representative(s) to monitor performance to ensure services are received. The Government may inspect each task as completed or increase the number of quality assurance inspections if deemed appropriate because of repeated failures or because of repeated customer complaints. Likewise, the Government may decrease the number of quality assurance inspections if performance dictates. VAPHS Quality Assurance Personnel will validate any complaints and report to the Government Contracting Officer who will then take necessary action to enforce contract compliance. (b) If any of the services do not conform to contract requirements, the Government may require the Contractor to perform the services again in conformity with contract requirements, at no increase in contract amount. When the defects in services cannot be corrected by re-performance, the Government may result in contract termination. CONTRACTOR STANDARDS: Contractor is responsible for developing and maintaining written policies and procedures for licensure and certifications, competency evaluations, orientation and continuing education, that are appropriate for the scope of care and services provided by employees and subcontractors under this contract. SPECIAL CONTRACTOR RESPONSIBILITIES: The Contractor must possess all licenses, permits, accreditation and certificates as required by law. The Contractor must perform the required work in accordance with Joint Commission, VHA and other regulatory standards. Joint Commission standards may be obtained from the Joint Commission on Accreditation of Healthcare Organizations, One Renaissance Blvd, Oakbrook Terrace, IL 60181. SUBCONTRACTOR PROVIDED SERVICES: All personnel that provide services under this contract and are not employees of the Contractor will be regarded as Subcontractors. The Contractor shall be responsible and accountable for the quality of care delivered by any and all of its Subcontractors. The Contractor shall hold the Subcontractor accountable for the requirements for availability and accessibility of services as outlined in this contract. The Contractor shall use a systematic approach to monitoring the availability and accessibility of services of the Subcontractor as they relate to the quality of care monitoring. CONTRACTOR EQUIPMENT/SOFTWARE: Upon completion or termination of the contract VPN software will be removed from contractor s equipment . Any network accounts will be disabled. All VA data gathered, created, received, or processed during the performance of the contract will be returned to the VA or certificate of destruction provided. No data will ...