Q522--Other - VISN 9 Tele-Radiology Contract - VISN Replacement base+4 requirement

Questions & Answers / Clarifications

This document provides clarifications and answers to vendor questions regarding RFQ 36C24926R0007 for Teleradiology Physician Services.

• Incumbent Services: VetMed Group currently provides teleradiology services to all five listed locations.

• Past Performance References: One or two references from a teaming partner may be accepted if they do not present a conflict of interest.

• Provider Identification Number: The National Provider Identifier (NPI) is acceptable.

• Study Volume Breakout: The estimated workload is generally 40% STAT and 60% Routine for the VISN. During normal business hours, this is approximately 20% STAT and 80% Routine. After hours, imaging is 90% STAT and 10% Urgent/Routine. This applies to a mixture of modalities, with CT and X-ray having higher volumes.

• Past Performance Survey Deadline: The due date for Attachment D.5, Past Performance Survey, has been corrected to May 8, 2026, at 10:00 AM Central Time, aligning with the solicitation deadline.

• Facility Locations: Services are virtual teleradiology for five locations: Nashville VAMC & Alvin C. York VAMC, Lexington KY VA Medical Centers, Memphis VAMC & Robley Rex VAMC, and James H. Quillen VAMC.

• Estimated Volume: The RFQ provides estimated annual exams by modality (PF, CT1, CT2, CT3, MR, US, NM1, NM2).

• Candidate Profiles: Resumes or profiles with licensing and reference information are required for radiologists, along with proof of board certification, active licenses, PIN (NPI), CV, HHS-OIG Exclusion List search, and three references.

• Attachment D.5 (Past Performance Survey) and Attachment 3 (Conflict of Interest Certification Statement) have been updated with the correct solicitation number and submission details. The updated attachments are included in the amendment to the RFQ.

Form / Attachment / Pricing Sheet

This document is a Past Performance Survey questionnaire intended for evaluators to assess a vendor's performance on a previous contract. Bidders should be aware that this survey will be used to gather feedback on their past performance.

• Contact Information: Fields for the Offeror's name, Contract Number, Evaluator's name, position, company, and contact details.
• Evaluation Criteria: A standardized rating scale (Outstanding, Above Average, Satisfactory, Marginal, Unacceptable) for various aspects of performance.
• Specific Questions: The survey asks evaluators to rate the contractor's compliance with requirements, timeliness, management effectiveness, quality of work, flexibility, reliability, responsiveness, and professionalism.
• Additional Information: Sections for describing services provided, contract length, and remarks. It also includes specific questions about cure notices, willingness to re-award, customer satisfaction, invoice accuracy, and promptness of responses.
• Submission Instructions: Evaluators are instructed to email the completed survey directly to the Contracting Officer (Carol Franklin) and Contract Specialist (Ramona Bonness) by May 8, 2026, at 10:00 AM CT. Surveys sent by the Offeror will not be accepted.

This survey highlights the specific criteria the government uses to evaluate past performance. Bidders should understand these criteria to prepare their own past performance narratives and to anticipate the type of feedback evaluators might provide. The deadline for survey submission is also a critical date to note.

Form / Attachment / Pricing Sheet

This document, "ATTACHMENT 3 - CONFLICT OF INTEREST CERTIFICATION STATEMENT," provides the required provision VAAR 809.507-1(b) regarding Organizational Conflicts of Interest (OCT 2020) for healthcare contracts. It outlines the government's interest in avoiding situations that could create an organizational conflict of interest or provide an unfair competitive advantage to an offeror. Bidders are required to respond to this provision.

• Definition of Organizational Conflict of Interest: Explains what constitutes an organizational conflict of interest, including situations where an offeror cannot render impartial assistance, objectivity is impaired, or an unfair competitive advantage exists.
• Offeror's Statement Requirement: Mandates that offerors provide a concise statement detailing all relevant past, present, or currently planned interests (financial, contractual, organizational, or otherwise) that relate to the services under the solicitation. This includes information for consultants and subcontractors.
• Mitigation Strategies: Offerors may also include facts demonstrating how their systems or actions would avoid or mitigate potential conflicts.
• Contracting Officer's Determination: The Contracting Officer will assess the provided information and may determine if a conflict exists, potentially disqualifying the offeror unless the conflict can be mitigated or a waiver is granted.
• Consequences of Non-Disclosure: Misrepresentation or non-disclosure of conflicts can lead to contract termination.
• Appendix A: Provides a certification statement form for the offeror to complete, indicating either no conflicts or providing a separate statement detailing any conflicts and mitigation strategies.

This document is critical for bidders to understand and address potential organizational conflicts of interest. Failure to properly disclose or manage these conflicts can lead to disqualification or contract termination. Bidders must carefully review the requirements and complete the provided certification statement (Appendix A) accurately as part of their proposal submission.

Amendment / Modification

This amendment to RFQ 36C24926R0007 makes the following corrections and additions:

• Attachment D.3 Conflict of Interest Statement: Corrected to align with solicitation number.

• Attachment D.5 POC Information: Updated to be consistent with Evaluation Factors III.

• Submission Deadline: The required submission date has been corrected to align with the RFQ response due date of May 8, 2026, at 10:00 am Central Time.

• Vendor Questions: Addresses all vendor questions submitted. See the attached "RFQ 36C24926R0007 Questions and Answers Document."

• Attachment D.3 - Conflict of Interest Certification Statement (Revised as R1)

• Attachment D.5 - Past Performance Survey Questionnaire (Revised as R1)

• RFQ 36C24926R0007 Questions and Answers Document

• The submission deadline has been extended/clarified to May 8, 2026, at 10:00 am Central Time.

• Bidders should ensure their submissions utilize the revised versions of Attachments D.3 and D.5.

• Bidders should review the attached Q&A document for clarifications.

Form / Attachment / Pricing Sheet

This document is a Past Performance Survey questionnaire intended for evaluators to assess a vendor's performance on a previous contract. Bidders should ensure their evaluators complete and submit this form directly to the government contact by the specified deadline.

• Evaluator Information: Requires details about the evaluator, their position, company, and contact information.

• Offeror Information: Fields for the Name of Offeror Evaluated and Contract Number.

• Performance Evaluation: A rating scale (Outstanding, Above Average, Satisfactory, Marginal, Unacceptable) for various aspects of performance, including compliance, timeliness, management effectiveness, quality, flexibility, reliability, and responsiveness.

• Specific Questions: Includes questions about cure notices, willingness to re-award, customer satisfaction, notification of problems, invoice accuracy, professionalism, and promptness of response.

• Remarks Section: An open section for additional comments.

• The evaluator must complete the survey and email it directly to Ramona Bonness at ramona.bonness@va.gov.

• Deadline: February 27, 2026, at 10:00 AM CT.

• Surveys sent by the Offeror will not be accepted.

• Specific ratings (O, A, S, M, U) must be used without variation. Marginal or Unacceptable ratings require additional explanation.

This form is critical for the past performance evaluation factor. Bidders should proactively identify relevant past performance references and ensure their evaluators are prepared to complete this survey accurately and submit it by the deadline. Understanding the evaluation criteria within this form will help bidders prepare their past performance narratives and select appropriate references.

Solicitation / RFP / RFQ

This solicitation is for Teleradiology Physician Services for Veterans Integrated Services Network (VISN) 9 Medical Centers. The services will be performed at the contractor's location and will support Lexington, Louisville, Memphis, Mountain Home, and TVHS Facilities. The acquisition is unrestricted.

• Provide Board Certified or Board Eligible Tele-Radiology Physician Services.

• Services must adhere to American College of Radiology (ACR) Practice Parameters and Technical Standards, and TJC standards.

• Interpretations must be provided within specified timelines: Routine (24 hours), STAT (45 minutes), and Stroke protocol CTs (30 minutes) from image availability at the VA Trusted Gateway.

• Critical findings must be communicated telephonically to the requesting physician or surrogate within 60 minutes.

• All interpretations must be electronically transmitted to the VA VistA System via HL7 compatible means.

• Contractor must maintain a 24/7/365 availability for consultation and interpretation.

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

• Period of Performance: One five (5) year term with 5 annual ordering periods, plus a six-month option period.

• Estimated Maximum Contract Value: $45,000,000.00

• Total Contract Minimum: $100,000.00

• Solicitation Issue Date: April 8, 2026

• Offer Due Date: May 8, 2026, 10:00 am CST

• Proposals are to be submitted via email to ramona.bonness@va.gov by the due date.

• Evaluation will be based on "Best Value" considering Technical Capabilities (Clinical and Technical), Business Operations (Experience, Recruiting & Retention, Back-up Staff/Growth Plan, Key Personnel, Quality Control), Past Performance, SDVOSB/VOSB Evaluation and Small Business Participation Plan, and Price.

• Technical Capabilities and Business Operations are significantly more important than Price.

• This acquisition is unrestricted.

• Offerors must comply with all applicable Federal, State, and local laws and regulations.

• Specific requirements for physician licensure, board certification, credentialing, and training are detailed.

• The Performance Work Statement (PWS) is referenced for detailed requirements.

• Attachments include QASP, Contractor Certifications, Conflict of Interest Statement, VHA Teleradiology Handbook, and Past Performance Survey.

Form / Attachment / Pricing Sheet

This document is Attachment 3, a Conflict of Interest Certification Statement, required for solicitation number 36C24926R0007. It serves to ensure that offerors do not have organizational conflicts of interest (OCI) that could impair their objectivity or provide an unfair competitive advantage.

• VAAR 852.209-70, ORGANIZATIONAL CONFLICTS OF INTEREST (OCT 2020): This provision outlines the government's interest in avoiding OCIs and defines what constitutes an OCI.
• Offeror's Statement Requirement: Offerors must provide a concise statement detailing any past, present, or planned interests (financial, contractual, organizational, etc.) that relate to potential OCIs concerning the services under this solicitation. This also applies to consultants and subcontractors.
• Mitigation Information: Offerors may include information on how their systems or actions would avoid or mitigate potential OCIs.
• Appendix A - Certification Statement: This appendix provides a form for the offeror to certify that key personnel have no present or planned conflicts of interest, or to attach a statement describing any relevant facts. It also requires the name and title of the certifying official, signature, and date.

Bidders must carefully review this document and complete the certification statement accurately. Failure to disclose or misrepresent potential OCIs can lead to disqualification or contract termination. This document is crucial for understanding compliance requirements related to conflicts of interest and for preparing a compliant proposal.

Form / Attachment / Pricing Sheet

This document, the "VHA Teleradiology Handbook," provides comprehensive procedures and guidelines for establishing and managing teleradiology services within the Department of Veterans Affairs (VA). It outlines the operational, technical, security, and contractual requirements for teleradiology, serving as a foundational document for any potential teleradiology services contract.

• Purpose and Scope: Defines teleradiology and its application within the VA, including inter-facility, inter-agency, and contractor services.
• Definitions: Clarifies key terms such as teleradiology, radiologist, PACS, DICOM, and various reporting types (preliminary, final).
• Operational Guidelines: Details appropriate outsourcing of interpretations, supervision of technologists, interpretation standards, and availability of consultations.
• Technical Specifications: Outlines requirements for equipment, image transmission (DICOM), compression, and display systems.
• Security and Privacy: Addresses compliance with federal laws, VA regulations, and policies regarding protected health information (PHI) and secure electronic connections.
• Contracts and Agreements: Provides guidance on essential elements for teleradiology agreements, including roles, responsibilities, performance metrics, and contingency plans.
• Roles and Responsibilities: Delineates the duties of various stakeholders, including Medical Center Directors, Chief of Staff, Radiology Service Chiefs, and Teleradiologists.

Potential bidders for teleradiology services must understand and comply with the detailed requirements outlined in this handbook. It specifies the standards for service delivery, technical infrastructure, data security, reporting, and contractual obligations. Bidders should pay close attention to sections on appropriate outsourcing, supervision, interpretation standards, security protocols, and the recommended elements of a teleradiology agreement to ensure their proposals meet VA's expectations.

Form / Attachment / Pricing Sheet

This document is Attachment 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, 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 while providing services to Department of Veterans Affairs (VA) patient referrals.

• Compliance Statement: The contractor must certify they will comply with all legal provisions of the Immigration and Nationality Act of 1952, as amended, and related laws and regulations.
• Prohibition on Illegal Employment: The contractor shall 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 Requirement: The contractor is required to comply with "E-Verify" requirements consistent with "Executive Order 12989" and applicable Federal Acquisition Regulations.
• Consequences of Non-Compliance: Failure to comply may result in the prohibition of the foreign national from working on VA contracts and may be grounds for contract termination for breach.
• Subcontractor Requirement: The contractor agrees to obtain a similar certification from its subcontractors.
• Certification Fields: Includes spaces for Signature, Date, Typed Name and Title, and Company Name.
• Legal Disclaimer: States that making a false, fictitious, or fraudulent certification is subject to prosecution under 18 U.S.C. 1001.

Bidders must understand that completing and submitting this certification is a mandatory requirement for this opportunity. It signifies their commitment to legal employment practices concerning foreign nationals and compliance with immigration laws while performing services for the VA. Failure to comply with the terms of this certification can lead to contract termination.

Form / Attachment / Pricing Sheet

This document is the Quality Assurance Surveillance Plan (QASP) for the contract. It outlines the systematic method the government will use to evaluate the contractor's performance.

• Purpose: To define what will be monitored, how, by whom, and how results will be documented.
• Government Roles: Details responsibilities of the Contracting Officer (CO) and Contracting Officer's Representative (COR), including specific assigned personnel.
• Contractor Representatives: Placeholder for contractor's program manager(s).
• Performance Standards: Lists specific performance requirements, standards, acceptable quality levels (AQLs), and methods of surveillance for various aspects of the contract (e.g., Timeliness of Reports, Provider Quality, Qualifications of Personnel, Scope of Practice, Patient Access, Licensing, Training, Privacy/HIPAA).
• Methods of QA Surveillance: Describes techniques such as Direct Observation, Periodic Inspection, Validated User/Customer Complaints, Random Sampling, and Verification of Contractor-Provided Documentation.
• CPARS Ratings: Explains the rating scale (Exceptional, Very Good, Satisfactory, Marginal, Unsatisfactory) used for performance assessment.
• Documenting Performance: Outlines the process for documenting performance, issuing Contract Reports (CRs) for deficiencies, and contractor corrective actions.
• Contract Report (CR) Form: Includes a template for documenting issues, contractor responses, and government evaluation.

This QASP details how the contractor's performance will be measured and evaluated against specific standards and acceptable quality levels. Bidders should review the performance requirements, standards, and AQLs to understand the expected quality of service and the government's surveillance methods. This information is crucial for developing a compliant and competitive proposal and for understanding ongoing contract management expectations.

Statement of Work (SOW) / Performance Work Statement (PWS)

This Performance Work Statement (PWS) outlines the requirements for providing Tele-Radiology Physician Services to beneficiaries of the Department of Veterans Affairs (VA) and Veterans Integrated Services Network (VISN) 9 Medical Centers.

• Provide Board Certified or Board Eligible Tele-Radiology Physician Services.

• Services must adhere to standards set by the American College of Radiology (ACR) and/or the American Board of Nuclear Medicine.

• Services must meet or exceed VA and ACR guidelines.

• Contractor shall furnish services for VISN 9 Medical Centers and their associated radiology service locations.

• Interpret radiographic images transmitted via DICOM protocol with FIPS compliant encryption.

• Provide interpretations within specified time constraints (e.g., routine exams within 24 hours, STAT exams within 45 minutes, Stroke protocol CTs within 30 minutes).

• Dictate and transmit interpretations electronically into the VA VistA/CPRS system via HL7 compatible interface.

• Notify clinicians of critical findings in accordance with ACR standards and VA/VISN policies.

• Provide consultation services for determining appropriate imaging studies.

• Timeliness of Reports: 95% of reports delivered on time.

• Provider Quality Performance: 95% of staff meet Ongoing Professional Performance Evaluation (OPPE) standards.

• Qualifications of Key Personnel: 100% of contract physicians must be Board Certified.

• Scope of Practice/Privileging: 100% of physicians perform within their scope of practice.

• Patient Access: 95% of physicians available on time; 99% availability including BPE connection.

• Licensing, Registration, Certification: 100% maintained and updated.

• Mandatory Training: 95% of required training completed on time.

• Privacy, Confidentiality, HIPAA: 100% compliance, zero breaches.

• Peer Reviews: 100 peer reviews for full-time radiologists, 50 for part-time, submitted annually.

• Place of Performance: VISN 9 Medical Centers and associated radiology service locations.

• Availability: 24 hours a day, 7 days a week, 52 weeks a year for stat, urgent, and routine exams.

• Staffing: Physicians must hold current, full, and unrestricted licenses in any US state/territory/commonwealth or DC. Board Certified in diagnostic radiology and/or nuclear medicine.

• Credentialing and Privileging: Must be done in accordance with VHA Directives 1100.20 and 1100.21. Physicians must be credentialed and privileged at the VA facility receiving services.

• Technical Proficiency: Fluency in English required.

• Training: Mandatory VA Privacy and Information Security Awareness and Rules of Behavior, and Privacy and HIPAA training annually.

• Security: Compliance with VA Handbook 6500.6, HIPAA, and other data security laws and guidelines.

• Communications: Maintain secure communication links, provide a 24/7 staffed phone number, and utilize HL7 for data transfer.

• Conflict of Interest: Must be identified and communicated.

• Citizenship: Compliance with Immigration and Nationality Act and E-Verify requirements.

• OIG Exclusions: Contractor must certify proposed physicians are not on the HHS OIG List of Excluded Individuals/Entities.

• Non-Personal Healthcare Services: Contractor personnel are not VA employees.

• Indemnification: Contractor is liable for claims arising from their fault or negligence.

• Contingency Plan: Required for key personnel and technical resources.

• Reporting: Various reports required, including Quality Control Plan, technical systems description, licenses/certifications, OIG list comparison, insurance proof, training certificates, and contingency plans.

Solicitation / RFP / RFQ

This is a pre-solicitation notice for teleradiology services for VISN 9 VA Medical Centers located in Lexington, Louisville (KY), and Memphis, Mountain Home, and TVHS Nashville and Murfreesboro (TN). The solicitation (36C24926R0007) is expected to be issued on or about April 20, 2026.

The requirement is for teleradiology services.

• Contract term: Five years with annual/as needed ordering periods.

• Response Date/Time/Zone: April 17, 2026, 10:00 am Central Time, Chicago, USA.

• All correspondence and responses must be via email to ramona.bonness@va.gov.

• The solicitation number (36C24926R0007) must be included in the subject line of all emails.

• Telephone requests for information or questions will NOT be accepted.

• Offerors are responsible for downloading all documents, including amendments, from the sam.gov website.

• This acquisition is a Small Disabled Veteran Owned Small Business (SDVOSBC) set-aside.

• Applicable NAICS Code: 621111 with a size standard of $16 million.

• An attached Performance Work Statement (PWS) is referenced for "Attachment 1 Performance Work Statement TELERADIOLOGY PRE SOL NOTICE."