Q502--LOCUM - Perfusion Services - 626 POP: Time of Award - 5/31/27 UCD 5/31/2031 MSO-2026-COM-0021 BOC 2579

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding the solicitation for Perfusionist services at the TVHS VAMC.

• Past Performance Survey Due Date: Extended to match the solicitation due date (previously April 16, 2026).

• Incumbent: SpecialtyCare is the incumbent, performing on an emergency basis. Staffing information for the incumbent is not provided.

• Annual Case Volumes: Estimated 70-90 on-pump and off-pump cases annually. Volumes for VADs, AngioVac, Liver Transplants, HIPEC Chemo, and non-cardiac cell saver cases are unknown or not provided.

• Perfusionist Responsibilities: Perfusionists are on standby, responsible for bedside ECMO monitoring, and VAD monitoring. They are also responsible for non-cardiac cell saver cases, though cardiac cases take priority.

• Standards: Contractor Perfusionists must meet or exceed guidelines from ABCP, The Joint Commission, AHA, and VA/TVHS policies.

• Staffing: The FTE staffing requirement has been increased to 1.7 FTE. There are separate line items for clinic hours and on-call services. Offerors are required to propose a minimum of two (2) key personnel, with a desired third (3rd) key person for coverage.

• Equipment: The VA will provide all equipment except for disposables, which the contractor shall furnish if requested in writing. The VA will provide upgrades, maintenance, and safety inspections for provided equipment.

• On-site Requirements: One contractor Perfusionist must be onsite Monday-Friday (except Federal Holidays), and one must provide on-call coverage. Perfusionists are required to be in the hospital even if no cases are scheduled.

• The Past Performance Survey due date has been extended.

• Staffing requirements have been clarified and increased to 1.7 FTE, with distinct provisions for clinic hours and on-call services.

• Clarification on concurrent coverage scenarios suggests a need for potential third key personnel to ensure uninterrupted service across all clinical needs, including ECMO and autotransfusion support.

Other / Unclassified

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

Key components include:

• Purpose: To define how contractor performance will be monitored, not how the work is done.
• VA Roles: Defines responsibilities for the Contracting Officer (CO) and Contracting Officer’s Representative (COR).
• Performance Standards: Lists specific requirements and acceptable quality levels (AQLs) for contractor performance, referencing sections of the Performance Work Statement (PWS).
• Surveillance Methods: Details methods used for monitoring, including Direct Observation, Periodic Inspection, Validated User/Customer Complaints, Random Sampling, and Verification of Contractor-Provided Documentation.
• Performance Reporting: Outlines how performance is rated (e.g., Exceptional, Very Good, Satisfactory, Marginal, Unsatisfactory) and documented, often using the Contractor Performance Assessment Reporting System (CPARS).
• Documentation: Describes the process for documenting performance, including Contract Discrepancy Reports (CDRs) for unacceptable performance.

This QASP is crucial for bidders as it details the specific performance standards and metrics the VA will use to evaluate their performance under the contract. Understanding these standards, acceptable quality levels, and surveillance methods will help bidders:

• Assess their capability to meet contract requirements.
• Develop robust quality control plans.
• Anticipate how their performance will be measured and reported (e.g., via CPARS).
• Identify key personnel and their responsibilities (CO, COR).
• Understand the process for addressing performance deficiencies (CDRs).

Form / Attachment / Pricing Sheet

This document is a "Contractor Certification of Immigration" form that potential bidders must complete and submit. It requires the contractor to certify compliance with all relevant immigration laws and regulations, including those enforced by Homeland Security, Immigration and Customs Enforcement, and the U.S. Department of Labor, as they pertain to non-immigrant foreign nationals working under contract for the Department of Veterans Affairs (VA).

• Certification of compliance with the Immigration and Nationality Act of 1952 and related laws.
• Prohibition against knowingly employing illegal aliens or foreign nationals in violation of their status.
• Requirement to comply with "E-Verify" requirements and Executive Order 12989.
• Agreement to obtain similar certifications from subcontractors.
• Fields for Signature, Date, Typed Name and Title, and Company Name.
• A statement regarding prosecution for false certifications.

Bidders must complete and submit this form as part of their response to the solicitation. Failure to comply with the requirements outlined in this certification may result in the prohibition of foreign national employees from working on the contract and may be grounds for contract termination. This document is critical for ensuring legal compliance for any personnel involved in providing services to the Department of Veterans Affairs.

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 certify that 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 to be provided.
• Alternatively, if employees have a past interest or conflict, a statement must be attached describing all relevant facts. This also applies to consultants and subcontractors.
• The form includes fields for the Contractor Name, Address, Name of Certifying Official/Title, Signature, and Date.

Bidders must complete and submit this certification statement as part of their proposal to affirm compliance with organizational conflict of interest regulations. Failure to properly certify may impact proposal evaluation or award.

Form / Attachment / Pricing Sheet

This document, "Contractor Rules of Behavior," outlines the terms and conditions for contractors accessing and using Department of Veterans Affairs (VA) information assets, systems, and sites. It serves as a User Agreement that contractors must acknowledge and accept.

• General Terms and Conditions: Covers expectations of privacy, consent to monitoring and reviews by VA personnel, and understanding of prohibited acts related to accessing or misusing Federal Government systems. It also details potential penalties for unauthorized access.
• General Rules of Behavior: Establishes standards for information security, including following procedures for account access, using authorized systems and software, not using unauthorized equipment for sensitive information, and not exploiting access rights.
• Specific Prohibitions: Details rules against overriding security controls, personal use of systems, granting unauthorized access, sharing passwords, and unauthorized disclosure of sensitive information.
• Use of Non-VA IT Resources: Outlines conditions for connecting to the VA network and prohibits remote access from public computers.
• Acknowledgement and Acceptance: Requires contractors to sign and return the document, confirming their understanding and acceptance of all terms and conditions.

This document is critical for any bidder who will be performing services under a contract with the VA that involves access to VA information systems or data. Bidders must understand these rules of behavior and ensure their personnel comply with them to avoid penalties and ensure security. The document requires a signed acknowledgement, indicating it's a mandatory part of contract performance. Bidders should review these requirements carefully to assess their ability to comply and factor any associated training or compliance efforts into their proposals.

Amendment / Modification

This amendment to Solicitation 36C24926R0040 extends the deadline for the submission of offers to May 8, 2026, at 17:00 EST. The deadline for questions remains May 4, 2026, at 11:00 EST. Key changes to the solicitation include:

• The Full-Time Equivalent (FTE) requirement has been adjusted to 1.7 FTE.
• Items 6.5.6 - 6.5.7 have been removed.
• The limit for clause 52.216-9 has been increased.
• Clauses incorporated by reference have been updated.
• Provision 52.209-7 has been included.
• Provision 852.273 has been updated.

Attachment A.1 provides answers to vendor questions.

• Solicitation due date
• FTE requirement
• Specific items and clauses within the solicitation (detailed in the summary above)

The proposal submission deadline has been extended. Offerors should review the updated requirements and ensure their proposals reflect these changes. Attachment A.1 should be consulted for detailed answers to vendor questions.

Form / Attachment / Pricing Sheet

This document is a Past Performance Survey intended for use by evaluators to provide feedback on an offeror's past performance. It is a critical component for the Department of Veterans Affairs (VA) in evaluating potential contractors for onsite and on-call Perfusionist services.

• Company Being Evaluated: Field to identify the offeror.
• Period of Performance: Field to specify the contract duration.
• Volume of Services: Questions regarding average monthly volume (cases per month, hours per case).
• Evaluator Information: Name, title, contact telephone, and email of the evaluator.
• Performance Ratings: A standardized rating scale (Superior, Very Good, Fully Acceptable, Marginally Acceptable, Unacceptable) for various aspects of performance.
• Specific Evaluation Areas: Compliance with requirements, knowledge/expertise in cryoablation services, technician quality, personnel access and responsiveness, scheduling process ease, and patient privacy protection.
• Re-award Decision: A Yes/No question on whether another contract would be awarded.
• Additional Remarks: Open space for detailed comments.
• Signature and Date: Fields for evaluator's signature and date.

Bidders should be aware that their past performance will be evaluated using this survey. The questions and rating criteria indicate the specific areas the VA will focus on when assessing performance. Providing this survey to references is a crucial step in the evaluation process, and offerors should ensure their references are prepared to complete it accurately and submit it by the specified deadline. Incomplete or unsigned surveys will not be considered.

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.