Q502--LOCUM - Perfusion Services - 626 POP: 6/1/26 - 5/31/27 UCD 5/31/2031 MSO-2026-COM-0021 BOC 2579

Solicitation / RFP / RFQ

This solicitation is for On-Site and On-Call Perfusionist services for the Tennessee Valley Healthcare System (TVHS) VA Medical Center in Nashville, TN. The services are required to support cardiovascular services.

• Provide on-site and on-call Perfusionist services 24/7, including holidays.

• Services include operating cardiopulmonary bypass machines, ECMO, and other assist devices.

• Adherence to strict aseptic techniques for ECMO circuit priming.

• Compliance with guidelines from the American Board of Cardiovascular Perfusion (ABCP), The Joint Commission (TJC), and the American Hospital Association (AHA).

• Contractor personnel must meet specific licensing, certification, and experience requirements.

• Mandatory training includes Infection Control, VA Privacy and Security, VISTA Imaging, and Compliance and Business Integrity.

• Specific health requirements include TB testing, MMR, Varicella, Tdap, Influenza vaccination, and COVID-19 attestation.

• Contractor must provide disposables only if specifically requested in writing.

• Personnel must maintain technical proficiency and fluency in English.

• Contract Type: Firm-Fixed-Price, Indefinite Quantity.

• Period of Performance: Base period of six months from award, with options for up to four additional years. Base Year: Time of Award to 5/31/2027. Option Year 1: 6/1/2027 to 5/31/2028, Option Year 2: 6/1/2028 to 5/31/2029, Option Year 3: 6/1/2029 to 5/31/2030, Option Year 4: 6/1/2030 to 5/31/2031.

• Estimated Value: $20.5 Million.

• Option to extend services for up to six months (FAR 52.217-8).

• Option to extend the term of the contract for up to five years total (FAR 52.217-9).

• Offers are due by May 4, 2026, 17:00 EDT.

• Submission instructions are detailed in FAR 52.212-1.

• Evaluation factors are not explicitly detailed but will consider technical capability and past performance.

• This acquisition is a total set-aside for Service-Disabled Veteran-Owned Small Businesses (SDVOSBs).

• Offerors must be certified by the SBA and listed in the SBA certification database.

• Limitations on subcontracting apply (50% for services).

• The solicitation incorporates numerous FAR and VAAR clauses by reference.

• Key personnel requirements are specified, including a minimum of two Board Certified Perfusionists.

• Invoices must be submitted electronically via Tungsten Automation.

Form / Attachment / Pricing Sheet

This document, "Contractor Rules of Behavior" (Attachment D.5), outlines the terms and conditions for contractors accessing and using Department of Veterans Affairs (VA) information assets, resources, systems, and sites. It establishes the expected conduct and responsibilities of individuals performing services under a VA contract.

• General Terms and Conditions: Covers privacy expectations, consent for monitoring and reviews by VA personnel and OIG, prohibition of unauthorized access or modification of Federal systems, and potential penalties for violations.
• General Rules of Behavior: Details specific requirements for:
  • Requesting, accessing, and closing user accounts.
  • Using authorized systems and data, respecting copyright restrictions.
  • Use of non-contractor owned equipment (OE) for sensitive VA information.
  • Prohibiting exploitation of access rights for personal gain.
  • Adhering to security controls unless expressly permitted otherwise.
  • Limiting use of systems and information strictly to contract fulfillment.
  • Granting access only to those with a need-to-know.
  • Protecting passwords.
  • Creating and changing passwords according to VA Handbook 6500.
  • Protecting information from unauthorized disclosure, use, modification, or destruction, including the use of FIPS 140-2 validated encryption.
  • Following VA Handbook 6500.1 for Electronic Media Sanitization.
  • Ensuring VA information is approved for public dissemination.
  • Prohibiting hosting or running unauthorized internet servers.
  • Protecting government property and VA sensitive information.
  • Using only VA-authorized anti-virus, anti-spyware, and firewall software.
  • Completing required information security and privacy training.
• Additional Conditions for Non-VA IT Resources: Specifies requirements for connecting to the VA network and prohibits remote access from publicly available IT computers.
• Acknowledgement and Acceptance: Requires the contractor to acknowledge and accept all terms and conditions, and to provide contact information and a signature.

Bidders must understand and agree to these rules of behavior as a condition of performing work under the contract. This document details the security and privacy obligations related to accessing and handling VA data and systems. Failure to comply can result in penalties. The signed document must be returned to the Contracting Officer within the timeframe stated in the solicitation.

Form / Attachment / Pricing Sheet

This document is a Past Performance Survey intended for use by evaluators to provide feedback on offerors' performance related to a Department of Veterans Affairs (VA) contract for onsite and on-call Perfusionist services. It is used as a reference to gather comments on the offeror's past performance.

• Company being evaluated: Field to identify the offeror.
• Period of Performance: Field to specify the contract duration.
• Average monthly volume: Questions regarding the volume of services provided (cases per month, hours per case).
• Evaluator Information: Fields for Name, Title/Position, Contact Telephone, and Contact E-mail.
• Performance Ratings: A standardized rating scale (S=Superior, V=Very Good, F=Fully Acceptable, M=Marginally Acceptable, U=Unacceptable) to be applied to specific performance areas.
• Specific Evaluation Areas: Questions cover compliance with requirements, knowledge/expertise in cryoablation services, quality of technicians, personnel access and responsiveness, scheduling ease, and patient privacy protection.
• Re-award Question: A direct question on whether another contract would be awarded to the firm.
• Additional Remarks: A section for open-ended comments.
• Signature and Date: Fields for the evaluator's signature and date.

This survey is critical for offerors as it outlines the specific criteria and performance areas that will be evaluated by references. Understanding these criteria allows offerors to anticipate the type of feedback that may be provided and to ensure their past performance aligns with the VA's expectations for this contract. The survey also specifies a deadline (April 16, 2026, 5:00 p.m. EST) and submission method (email to samantha.shackelford@va.gov) for completed surveys.

Form / Attachment / Pricing Sheet

This document is the "Contractor Conflict of Interest Certification Statement" for Solicitation 36C24926R0040, "Perfusionist Services" for the Tennessee Valley Healthcare Services (TVHS) VAMC. It requires the contractor to certify their organizational conflict of interest status.

• The contractor must indicate whether:
  • No individuals involved with the solicitation have any present or planned interest (financial, contractual, organizational, or otherwise) or actual or organizational conflicts of interest relating to the services.
  • None of the employees listed in the solicitation have a past interest or conflict of interest.
  • A statement is attached describing any past, present, or planned interests or conflicts of interest, along with proposed mitigation strategies.
• Fields for Contractor Name, Address, Certifying Official Name/Title, Signature, and Date are included.

Bidders must complete and submit this certification statement as part of their proposal. It is crucial for demonstrating compliance with conflict of interest regulations and ensuring a fair and impartial procurement process. Failure to properly address potential conflicts may impact proposal evaluation.

Form / Attachment / Pricing Sheet

This document is a "Contractor Certification of Immigration" form. It requires the contractor to certify compliance with all legal provisions related to immigration and nationality laws, particularly as they pertain to non-immigrant foreign nationals working under contract for the Department of Veterans Affairs (VA) while providing services to VA patient referrals.

• The contractor must certify they will not knowingly employ or subcontract with an illegal alien or a foreign national non-immigrant who is in violation of their status.
• Compliance with "E-Verify" requirements and applicable Federal Acquisition Regulations is mandated.
• The contractor agrees to obtain similar certifications from their subcontractors.
• Fields for Signature, Date, Typed Name and Title, and Company Name are provided for completion.

Bidders must complete and submit this form as part of their response to the opportunity. Failure to comply with the certification requirements could lead to the prohibition of the foreign national from working on the contract and may form the basis for contract termination. This certification also warns that making a false statement may result in prosecution.

Other / Unclassified

This document is a Quality Assurance Surveillance Plan (QASP) for a contract, likely related to medical services (indicated by "Perfusionists" and "VA"). It outlines the VA's systematic method for evaluating contractor performance.

Key components include:

• Purpose: To define what will be monitored, how, by whom, and how results will be documented.
• VA Roles: Defines responsibilities for the Contracting Officer (CO) and Contracting Officer's Representative (COR).
• Performance Standards: Lists specific performance requirements and acceptable quality levels (AQLs) that the contractor must meet.
• Surveillance Methods: Details methods like direct observation, periodic inspection, validated user complaints, random sampling, and verification of contractor-provided documentation.
• Performance Reporting: Outlines how contractor performance will be rated (using CPARS ratings) and documented, including the process for Contract Discrepancy Reports (CDRs) for unacceptable performance.

This QASP details how the contractor's performance will be monitored and evaluated against specific standards and metrics. Bidders should review the performance standards, acceptable quality levels, and surveillance methods to understand the expected quality of service and the government's oversight process. This information is crucial for developing a compliant and competitive proposal and for understanding post-award performance expectations and potential consequences of non-compliance.