Q501--Locum - Anesthesiology Phys Svcs 1-Yr ER K 621-26-2-162-0021

Questions & Answers / Clarifications

This document provides clarifications and answers to vendor questions regarding RFQ 36C24926Q0140 for Anesthesiology Procurement services.

• FTE Hours: The requirement is for 4160 hours (2 FTEs), not 2080 as initially suggested by the pricing table.
• Work Schedule: Anesthesiologists will work 10-hour shifts (7:00 AM to 5:30 PM) on weekdays.
• Overtime: Overtime CLINs will not be added. Overtime hours can be billed at the Call-In Activation Rate (CLIN 0002).
• Qualifications: Anesthesiologists must be ABA Board Certified; ABA Board Eligible is not acceptable.
• Staffing: The department has 7 Operating Rooms (ORs) and covers out-of-OR procedures in the GI/Endo area. Currently, there are 3 Anesthesiologists and 12 CRNAs. A fully staffed department requires 6 Anesthesiologists and 12 CRNAs.
• Case Volume & Types: Average case volume is approximately 537.4 monthly / 5,343 annually for FY25. Procedures include TEE, Cardioversions, EP Ablation, Carotid Endarterectomy, Transcarotid Artery Revascularization, Arteriovenous Fistula creation, Below knee amputation, Endovascular Abdominal Aortic Aneurysm Repair, Thoracotomy, Lobectomy, Mediastinal Lymph Node Dissection, Video Assisted Thoracoscopy Surgery, and Wedge Resection. Neurosurgical and organ/tissue transplant procedures are not performed. Trauma surgical services are not available.
• Skills: Proficiency in Ultrasound Guided Regional Anesthesia (UGRA) is required.
• On-Call: On-call services are shared with current FT anesthesiologists. There is no dedicated on-call room. A CRNA is on call simultaneously with the anesthesiologist, but they do not both need to return for after-hours cases. Call-back rates are not tracked but estimated at 15% of the time after 3:30 PM.
• Model of Care: The model is supervised, with Anesthesiologists supervising CRNAs at a 1:4 ratio. Anesthesiologists do not need to be present in the room during induction/emergence. Anesthesiologists will supervise CRNAs, not typically do their own cases.
• Charting: The charting system is CPRS/ARC.
• Scheduling: Daily staffing varies. Business hour tours are consistent; call schedules are completed one month in advance. Vacation/time off requests require a minimum of 45 days' notice.
• Attachments: Clarification on correct attachments was provided, including D.1 QASP, D.2 Contractor Certification Immigration and Nationality Act of 1952, D.3 Conflict of Interest Certification Statement, D.4 Past Performance Survey Questionnaire, and D.5 Onboarding Flowchart.
• Requirements Removed: The requirement for facility accreditation (JC or equivalent) and being a qualified Medicare program provider has been removed.

These clarifications provide essential details on staffing levels, required hours, overtime policies, specific medical procedures, on-call duties, and supervision ratios, which are critical for bidders to accurately price and propose on the requirement.

Amendment / Modification

This amendment corrects the Point of Contact (POC) for the submission of questions and quotes for solicitation 36C24926Q0140.

• The primary POC is now Ramona Bonness.

• Questions and quotes should be emailed to Ramona.Bonness@va.gov.

• The deadline for submitting questions and quotes has not been extended by this amendment.

• Bidders must ensure all future communications and submissions regarding this solicitation are directed to the updated POC and email address.

Amendment / Modification

This amendment corrects the procurement authority cited in the original solicitation.

• Page 9, Paragraph 1.3. of the solicitation has been replaced.

• The original authority citation has been replaced with: "Title 38 USC 8153, Health Care Resources (HCR) Sharing Authority in conjunction with FAR Part 12 and VAAR Part 873."

• The response date and time remain unchanged: March 19, 2026, at 11:00 AM Central Time.

Solicitation / RFP / RFQ

This solicitation is for Anesthesiology Physician Services to be provided at the James H. Quillen VA Medical Center. The services are required to support beneficiaries of the Department of Veterans Affairs.

• Provision of Board Certified Anesthesiology Physician Services on-site.

• Services include daytime coverage, call-in activation, weekday on-call, weekend on-call, and holiday on-call.

• Specific requirements for physician qualifications include current state licensure, Board Certification by the American Board of Anesthesiology, and current BLS/ACLS certifications.

• Contractors must adhere to VA Directives and Handbooks related to healthcare services, credentialing, privileging, and patient safety.

• Mandatory training for all personnel includes HIPAA, infection control, patient safety, and cybersecurity.

• Compliance with all applicable Federal, State, and local laws and regulations is required.

• Contract Type: Firm Fixed Price (FFP) Indefinite Delivery/Indefinite Quantity (IDIQ).

• Contract Term: Base period of six months, with a possible six-month extension at the Government's discretion (FAR 52.217-8).

• Total Contract Minimum: $10,000.00

• Total Contract Maximum: $3,000,000.00

• Period of Performance (Base): April 1, 2026, to March 31, 2027.

• Offer Due Date: March 19, 2026, 11:00 AM CDT.

• Submission Method: Email to ramonna.bonness@va.gov and samantha.shackelford@va.gov.

• Evaluation Factors (in descending order of importance):

  1. Past Performance (including delivery, quality of care, patient safety, malpractice judgments).
  2. Technical Capabilities (Staffing Approach, Capacity, Technical Risk).
  3. Price.

• Award Basis: Best value, utilizing a tradeoff process where non-price factors are significantly more important than price.

• Required Documents with Offer: Signed SF1449, amendments, Contractor's Contract Administration Data, Schedule of Services, technical and price quotes, copies of reports, facility accreditation verification, conflict of interest statement, ORCA record, insurance certificates, Key Personnel CVs/licenses/certifications/NPIs, and infectious disease testing verification.

• This acquisition is UNRESTRICTED.

• NAICS Code: 621111 - Offices of Physicians (except Mental Health Specialists).

• Size Standard: $16 Million.

• The solicitation incorporates numerous FAR and VAAR clauses related to contract terms, ordering, limitations, security, and administrative requirements.

• Key personnel qualifications and availability are critical.

• Offerors must ensure all required documentation is submitted by the deadline.

Solicitation / RFP / RFQ

This solicitation is for Anesthesiology Physician Services to be provided on-site at the James H. Quillen VA Medical Center. The services are for beneficiaries of the Department of Veterans Affairs.

• Provision of Board Certified Anesthesiology Physician services.

• Services must be performed in accordance with the specifications contained within the solicitation.

• Not specified in the provided text.

• Response Date/Time/Zone: 03-09-2026 11:00 CENTRAL TIME, CHICAGO, USA.

• Archive Period: 99 days after the response date.

• Set-Aside: SDVOSBC (Service-Disabled Veteran-Owned Small Business).

• Solicitation Number: 36C24926Q0140

• NAICS Code: 621111 (Offices of Physicians)

• Product Service Code: Q501

• Contracting Office Address: Department of Veterans Affairs, Network Contracting Office 9 (90C), 1639 Medical Center Parkway, Suite 204, Murfreesboro TN 37129.

• Point of Contact: Ramona Bonness, Contract Specialist, Ramona.bonness@va.gov.

• Place of Performance: James H. Quillen VA Medical Center, Corner of Veterans Way and Lamont Street, Mt. Home, TN 37684.

Form / Attachment / Pricing Sheet

This document is a Quality Assurance Surveillance Plan (QASP) that outlines the systematic method the Government will use to evaluate contractor performance for a stated contract. It details what will be monitored, how monitoring will take place, who will conduct it, and how efforts and results will be documented.

• Government Roles & Responsibilities: Defines the roles of the Contracting Officer (CO) and Contracting Officer's Representative (COR) in overseeing and coordinating surveillance activities.
• Contractor Representatives: Identifies the contractor's Primary and Alternate Program Managers.
• Performance Standards: States that the contractor is responsible for all terms and conditions, and the QASP performance standards will be used to determine the level of contractor performance.
• Methods of QA Surveillance: Details various methods including:
  • Validated User/Customer Complaints (validation, classification, notification, corrective action, closure)
  • Random Sampling (of cases and artifacts reviewed)
  • Verification and/or Documentation Provided by Contractor (monthly coverage reports, quality packs, credentialing/privileging, training compliance, policy acknowledgements).
• CPARS Ratings: Defines the rating scale (Exceptional, Very Good, Satisfactory, Marginal, Unsatisfactory) used for evaluating performance and provides guidance on justifying each rating.
• Documenting Performance: Outlines the process for documenting positive and/or negative performance, including the use of Contract Discrepancy Reports (CDRs) for unacceptable performance.
• Sample QASP Performance Report: Provides a table format for reporting on specific measures, PWS references, performance requirements, standards, acceptable quality levels, surveillance methods, and CPARS ratings.

This QASP is crucial for bidders as it defines how their performance will be evaluated. Understanding the monitoring methods, performance standards, and rating criteria will help bidders to:

• Develop robust quality control plans.
• Identify key performance indicators and metrics.
• Understand the government's expectations for service delivery and compliance.
• Anticipate potential areas of scrutiny and proactively address them in their proposals.

Form / Attachment / Pricing Sheet

This document, "ATTACHMENT D.5 - ONBOARDING FLOWCHART," provides a visual representation of the VHA Contractor Onboarding process. It outlines the steps and responsibilities for both contractors and various government departments involved in the onboarding procedure.

• VHA Contractor Onboarding Flow Chart: Details the sequence of events from contract award to the contractor receiving their badge and being informed of credentialing status.
• Key Departments Involved: Identifies roles of the COR (Contracting Officer's Representative), WMC (Workforce Management Center), VAMC (Veterans Affairs Medical Center), DCSA (Defense Counterintelligence and Security Agency), and VSC (Veterans Security Center).
• Process Steps: Includes actions such as fingerprint submission, security request completion, background checks, e-QIP processing, credentialing, and badge issuance.
• Organization Chart: Illustrates the organizational relationships and information flow between the Contractor, COR, Badging Department, Credentialing Department, and Security Department.

This flowchart is crucial for potential bidders as it clearly defines the steps and timelines involved in onboarding personnel once a contract is awarded. Understanding this process helps bidders anticipate requirements, prepare necessary documentation, and manage expectations regarding the time it takes for their employees to become fully operational and credentialed within the VHA system.

Form / Attachment / Pricing Sheet

This document is a Past Performance Survey questionnaire intended for evaluators to provide feedback on a vendor's past performance. Bidders should ensure their evaluators are aware of this form and its submission requirements.

• Evaluator Information: Requires details about the evaluator, their relationship to the project, and contact information.
• Offeror Information: Fields for the Name of Offeror Evaluated and Contract Number.
• Service Description: Asks for a description of the services provided and the length of service.
• Performance Ratings: A standardized rating scale (Outstanding, Above Average, Satisfactory, Marginal, Unacceptable) for various aspects of performance, including compliance, timeliness, management, quality, flexibility, reliability, responsiveness, and notification of issues.
• Specific Questions: Includes questions about cure notices, likelihood to award another contract, customer satisfaction, invoice accuracy, professionalism, and promptness of response.
• Remarks Section: An open section for additional comments.

This survey is critical for the government's evaluation of offeror past performance. Bidders should proactively communicate with their past performance references, provide them with this form, and ensure they understand the importance of timely and thorough completion. The deadline for submission is March 18, 2026, at 11:00 AM CT, and surveys must be emailed directly to Ramona Bonness at ramona.bonness@va.gov, not sent by the offeror.

Form / Attachment / Pricing Sheet

This document, "ATTACHMENT D.3 - CONFLICT OF INTEREST CERTIFICATION STATEMENT," provides the required certification statement for Offerors regarding Organizational Conflicts of Interest (OCI) for Solicitation # 36C24923Q0195. It outlines the government's interest in avoiding situations that could create an OCI or provide an unfair competitive advantage.

• VAAR 852.209-70: This provision defines Organizational Conflicts of Interest and requires Offerors to provide a statement with their offer.
• Offeror Statement Requirements: Offerors must describe all relevant past, present, or currently planned interests (financial, contractual, organizational, or otherwise) or actual/potential OCIs related to the services. This also applies to consultants and subcontractors.
• Mitigation: Offerors can provide facts demonstrating how their systems or actions would avoid or mitigate OCIs.
• Certification Statement (Appendix A): This section requires the Offeror to certify that individuals listed in Key Personnel and Temporary Emergency Substitutions have no present or planned interests or OCIs. Alternatively, Offerors can attach a statement detailing relevant facts and mitigation strategies.
• Consequences: Nondisclosure or misrepresentation of OCIs may lead to contract termination.

This document is critical for bidders to understand and address potential organizational conflicts of interest. Failure to properly complete and submit this certification statement, or to disclose relevant conflicts, could disqualify an Offeror from award or lead to contract termination. Bidders must carefully review the requirements and provide accurate information regarding any potential conflicts or mitigation strategies.

Form / Attachment / Pricing Sheet

This document is Attachment D.2, a "Contractor Certification: Immigration and Nationality Act of 1952, As Amended." It requires the contractor to certify compliance with all legal provisions related to the Immigration and Nationality Act of 1952, as amended, and associated regulations enforced by Homeland Security, Immigration and Customs Enforcement, and the U.S. Department of Labor. This certification is specifically for non-immigrant foreign nationals working under contract or subcontract for the Department of Veterans Affairs (VA) while providing services to VA patient referrals.

• Compliance: Contractors must certify they will not knowingly employ, contract, or subcontract with an illegal alien or a foreign national non-immigrant who is in violation of their status.
• E-Verify: Contractors are required to comply with "E-Verify" requirements consistent with Executive Order 12989 and related amendments.
• Subcontractor Certification: Contractors must agree to obtain a similar certification from their subcontractors.
• Consequences of Non-Compliance: Failure to comply may result in the prohibition of the foreign national from working on VA contracts and may form the basis for contract termination for breach.
• Penalties: Making a false, fictitious, or fraudulent certification may subject the maker to prosecution under 18 U.S.C. 1001.
• Required Information: The form includes fields for Signature, Date, Typed Name and Title, and Company Name.

This attachment is a mandatory certification for contractors. Bidders must understand and agree to these terms regarding the employment and status of foreign nationals to be eligible for the contract. It outlines specific legal and regulatory compliance obligations related to immigration and nationality laws.