Q522--VHSO Teleradiology Services- Fayetteville (564) SDVOSB competitive

Amendment / Modification

This document is a "Notice and Order" from the Small Business Administration's Office of Hearings and Appeals (OHA) regarding a NAICS code appeal for Solicitation No. 36C25626Q0022, originally issued by the Department of Veterans Affairs.

Key instructions for the Contracting Officer include:

• Amending the solicitation within two business days to notify parties of the appeal's pendency.
• Staying the closing date for receipt of offers until OHA issues a decision.
• Providing OHA with a link to the solicitation and all amendments, or a paper copy if not posted online.
• Completing and returning the "CO's Memorandum."
• Notifying OHA of any further amendments, contract awards, or related litigation.

This notice impacts the solicitation process by requiring an amendment and a stay of the offer closing date.

• The deadline for submitting offers is stayed until OHA issues a decision.
• Bidders must be notified of the NAICS code appeal via an amendment to the solicitation.

Amendment / Modification

This amendment serves two primary purposes:

• To notify prospective offerors of an appeal filed regarding the North American Industry Classification System (NAICS) code. A "Notice and Order" related to this appeal is attached.

• To extend the quote submission due date.

• The quote submission due date is affected.

• The deadline for quote submissions has been extended from January 15, 2026, to January 27, 2026, at 2:00 pm CST.

Amendment / Modification

• The deadline for the receipt of offers has been extended.

• The new deadline is January 15, 2026, at 2:00 PM CST.

• The original quote submission due date was January 6, 2026.

• Solicitation Number: 36C25626Q0022

• Proposal submission deadline extended to January 15, 2026, 2:00 PM CST.

Amendment / Modification

• The deadline for the receipt of offers has been extended.

• The new deadline is January 6, 2026, at 2:00 PM CST.

• The original deadline was December 17, 2025.

• The "HOUR & DATE for Receipt of Offers" section has been modified.

• Proposal submission due date is extended from December 17, 2025, to January 6, 2026, at 2:00 PM CST.

Amendment / Modification

This amendment provides responses to vendor questions and clarifies aspects of the solicitation.

Key changes include:

• Responses to Vendor Questions: Detailed answers are provided for 14 questions covering exam volume estimates (weekday, weekend, STAT, routine, overnight, daytime), specific CT and CTA exam percentages, CLIN unit definitions, applicability of the Nonmanufacturer Rule, flexibility in CLIN structure, service availability, handling of excess case volume, VA IT support, incumbent status, and requirements for Joint Ventures.

• Regulatory Updates: The evaluation of this requirement will now fall under FAR 12 (specifically 12.203 for evaluation and 12.204 for award), revising FAR 52.212-2 and its addendum.

• Questions & Answers: The primary content of this amendment is the Q&A section, addressing vendor inquiries.

• Evaluation and Award Procedures: The amendment specifies a shift in evaluation and award procedures from FAR 13 to FAR 12.

• Proposal Deadlines: The quote submission due date and time remain unchanged.

• Eligibility and Joint Ventures: Significant clarification is provided regarding the requirements for Service-Disabled Veteran-Owned Small Businesses (SDVOSB) and Joint Ventures, including necessary documentation (JV Agreements, Representations and Certifications) and verification processes at the time of offer and award.

• Evaluation Criteria: The evaluation and award process will now be conducted under FAR 12 regulations.

Solicitation / RFP / RFQ

This solicitation is for Teleradiology services to support the Veterans Healthcare System of the Ozarks (VHSO) in Fayetteville, AR. The government requires preliminary and final radiology interpretation for exams performed during business hours and after hours/weekends/holidays due to physician personnel shortages. The services will be provided off-site by the contractor.

• Professional Teleradiology Clinical services for radiology examinations.

• Interpretation services via a secure Teleradiology network connection to the VA informatics system.

• Immediate communication of results for STAT or critical emergent test results.

• Services to be provided by Board Certified or Board Eligible Radiologists.

• Compliance with American College of Radiology (ACR) guidelines and TJC standards.

• Interpretation of General Radiologic Procedures (Plain Film, X-ray), Computed Tomography Scans (CT), Computed Tomography Angiography (CTA), Ultrasound (U/S), Magnetic Resonance Imaging (MRI), and Magnetic Resonance Angiography (MRA).

• Routine exam reports within 24 hours of exam registration.

• STAT exam reports within 60 minutes of receiving the request.

• Critical/emergent test results communicated telephonically.

• Contract Type: Fixed-price indefinite-delivery indefinite-quantity (IDIQ).

• Period of Performance: One (1) year, with no option years.

• Guaranteed Minimum: $1,000.00

• Contract Maximum: $3,100,000.00

• Solicitation Issue Date: December 1, 2025

• Offer Due Date: December 17, 2025, 2:00 PM CST

• Proposals must be submitted electronically via email to karen.battie@va.gov.

• Evaluation Factors: Technical Capabilities, Past Performance, and Price.

• This acquisition is set aside for small business.

• NAICS Code: 621512 (Diagnostic Imaging Centers)

• Size Standard: $19 Million

• The contract is for nonpersonal services.

• Contractor must be a U.S. based corporation.

• Services are to be performed within the territorial borders of the United States.

• Offerors must be registered in the System for Award Management (SAM).

Form / Attachment / Pricing Sheet

This document is the VAAR (Veterans Affairs Acquisition Regulation) Notice of Limitations on Subcontracting—Certificate of Compliance for Services and Construction (Deviation). It requires offerors to certify their compliance with subcontracting limitations if awarded a contract.

• Services Contract: Offeror certifies they will not pay more than 50% of the government-paid amount to firms that are not certified SDVOSBs or VOSBs. Work subcontracted by similarly situated certified SDVOSB/VOSB subcontractors counts towards this limit. Other direct costs may be excluded under specific conditions.
• General Construction Contract: Offeror certifies they will not pay more than 85% of the government-paid amount to firms that are not certified SDVOSBs or VOSBs. Cost of materials are excluded.
• Special Trade Construction Contractors: Offeror certifies they will not pay more than 75% of the government-paid amount to firms that are not certified SDVOSBs or VOSBs. Cost of materials are excluded.
• Certification Acknowledgment: Offerors acknowledge that false certifications are subject to penalties under Title 18, United States Code, Section 1001.
• Non-Compliance Consequences: Failure to comply may result in referral to the VA Suspension and Debarment Committee, fines, or prosecution.
• Cooperation: Offerors agree to provide documents to VA to demonstrate compliance upon request.
• Required Completion: This certification must be completed, signed, and returned with the offeror's bid, quotation, or proposal. Failure to do so will render the offer ineligible for award.

This form is critical for bidders to understand and acknowledge the subcontracting limitations specific to the contract type (services, general construction, or special trade construction). Bidders must accurately complete and submit this certification with their offer to be considered eligible for award. It outlines the percentage of work that must be performed by the prime contractor or similarly situated small businesses, with specific exclusions for materials in construction contracts.

Form / Attachment / Pricing Sheet

This document is the VHA Teleradiology Handbook, dated March 8, 2005. It provides procedures for establishing and managing teleradiology services within the Department of Veterans Affairs (VA), including interactions with other federal agencies, community facilities, and teleradiology contractors.

• Purpose: To outline procedures for teleradiology services.
• Summary of Changes: This is the first issuance.
• Related Issues: References VHA Directive 2001-055 regarding credentialing and privileging of telemedicine and telehealth services.
• Follow-up Responsibility: Medical Center Directors are responsible for the content.
• Recertification: Scheduled for recertification on or before the last working day of XXX XXXX.
• Table of Contents: Details sections on Background, Definitions, Outsourcing, Supervision, Interpretation, Consultations, Record Storage, Qualifications, Liability, Performance Monitors, Workload, Security, Equipment Specifications, Plans and Agreements, and Roles and Responsibilities.
• Appendix A: Lists recommended elements for a teleradiology agreement.

This handbook establishes the framework and procedural guidelines for teleradiology services within the VA. Potential bidders involved in providing teleradiology services to the VA should review this document to understand the VA's requirements, standards, and expectations regarding service delivery, qualifications, security, equipment, and contractual agreements.

Form / Attachment / Pricing Sheet

This document, "Attachment D.2 - Past Performance References," is a form provided for bidders to detail their past performance on relevant contracts. It is intended to help the government evaluate a bidder's experience and capability in relation to the Teleradiology opportunity.

• Sections for up to three (3) distinct references.
• Fields to record:
  • Name and address of the organization (Government or Commercial).
  • Contract number and a brief description of the work performed.
  • Whether the bidder performed as Prime Contractor or Sub-Contractor.
  • Dates of performance (including expiration).
  • Total cost of the contract and award type (e.g., Award/Incentive/Deduction).
  • Information on any terminations for cause or default, with a brief explanation if applicable.
  • Point of Contact (POC) or Contracting Officer's Representative (COR) details, including title, telephone number, and email address.
  • A space for general comments.

Bidders must complete this form accurately and thoroughly to provide evidence of their past performance. This information will be a critical factor in the government's evaluation of the bidder's suitability for the Teleradiology requirement. Failure to provide complete and accurate past performance references may negatively impact the evaluation.

Form / Attachment / Pricing Sheet

This document requires the contractor to identify individuals proposed for Key Personnel and Temporary Emergency Substitutions. It serves to confirm that these individuals have no present or planned organizational conflicts of interest (COI) related to the services to be provided to the Veterans Health Care System of the Ozarks (VHSO) under the solicitation/contract, in accordance with VAAR 852.209-70. It also requires confirmation that no employees have had a past interest or COI.

• Contractor Name
• Identification of individuals for Key Personnel and Temporary Emergency Substitutions.
• Confirmation of no present or planned COI.
• Confirmation of no past COI.
• Identification of whether the individual is an employee of the prime or subcontractor.
• Fields for NAME (Radiologists), Position/TITLE, and PRIME OR SUBCONTRACTOR.

Bidders must complete this form to identify their proposed key personnel and to certify that these individuals do not have organizational conflicts of interest that would preclude them from performing the services required by the solicitation/contract for the VHSO. This is a critical step in the proposal submission process.

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

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

This QASP focuses on evaluating contractor performance against defined standards, not on how the contractor performs the work. The contractor is responsible for their own management and quality control. The Government's role is to be objective, fair, and consistent in performance evaluation.

The QASP details specific performance requirements, standards, and acceptable quality levels (AQLs) for various aspects of the contract. These include:

• Timeliness of Routine and STAT Exam Reports
• Provider Quality Performance
• Communication of Critical Results
• Qualifications of Key Personnel (Board Certified/Eligible)
• Scope of Practice/Privileging
• Maintenance of Licensing, Registration, and Certification
• Mandatory Training Completion
• Privacy, Confidentiality, and HIPAA Compliance

Surveillance methods include Direct Observation, Periodic Inspection, Validated User/Customer Complaints, Random Sampling, and Verification/Documentation provided by the contractor.

Not explicitly detailed in this document, but it pertains to services provided at the Veteran’s Healthcare System of the Ozarks (VHSO).

• The QASP is a living document and may be revised by the Government, with coordination through contract modification.
• The Contracting Officer (CO) is Karen Battie, and the Contracting Officer’s Representative (COR) is Lisa Bujarski.
• Contractor performance will be evaluated using ratings such as Exceptional, Very Good, Satisfactory, Marginal, and Unsatisfactory, as documented in the Contractor Performance Assessment Reporting System (CPARS).
• Formal communication of performance issues will be documented via Contract Reports (CRs).

Form / Attachment / Pricing Sheet

This document is a Contractor Certification form related to immigration and nationality laws. It requires the contractor to certify compliance with the Immigration and Nationality Act of 1952, as amended, and related laws enforced by Homeland Security, Immigration and Customs Enforcement, and the U.S. Department of Labor. It specifically addresses the employment of non-immigrant foreign nationals working under contract or subcontract for the Department of Veterans Affairs (VA) patient referrals.

• Compliance with Immigration Laws: Contractors must certify they will not knowingly employ illegal aliens or foreign nationals in violation of their U.S. admission status.
• E-Verify Requirements: Contractors must comply with "E-Verify" requirements per Executive Order 12989 and applicable Federal Acquisition Regulations.
• Consequences of Non-Compliance: Failure to comply may result in the prohibition of the non-compliant foreign national from working on VA patient referral services and may be grounds for contract termination for breach.
• Subcontractor Certification: Contractors must obtain similar certifications from their subcontractors.
• Certification Fields: Includes spaces for Signature, Date, Typed Name and Title, and Company Name.
• False Certification Warning: States that making a false, fictitious, or fraudulent certification may subject the maker to prosecution under 18 U.S.C. 1001.

Bidders must understand and be prepared to complete and sign this certification. It signifies a commitment to legal employment practices concerning foreign nationals working on VA contracts and highlights potential penalties for non-compliance. This certification is a mandatory requirement for contractors involved in providing services to Department of Veterans Affairs patient referrals.

Form / Attachment / Pricing Sheet

This document, "Contractor Rules of Behavior," outlines the terms and conditions for contractor access to and use of Department of Veterans Affairs (VA) information assets, information systems, and sites. It serves as a user agreement that contractors must acknowledge and accept.

• General Terms and Conditions: Covers user agreement, consent to monitoring and reviews by VA personnel, prohibition of unauthorized access or misuse of Federal systems, and potential penalties for violations.
• General Rules of Behavior: Details specific actions contractors must take or refrain from, including:
  • Following procedures for account access and usage.
  • Using only authorized systems, software, and data.
  • Restrictions on using non-contractor owned equipment (OE) for VA sensitive information.
  • Not exploiting access rights for unauthorized purposes.
  • Adhering to security controls and not attempting to override them.
  • Limiting use of systems and information strictly to contract performance.
  • Granting access only to authorized personnel.
  • Protecting passwords and complying with VA password policies.
  • Protecting information from unauthorized disclosure, use, modification, or destruction, including using FIPS 140-2 validated encryption.
  • Following VA policies on electronic media sanitization.
  • Reporting suspected security/privacy incidents.
  • Not disclosing VA sensitive information without authorization.
  • Not hosting internet servers without authorization.
  • Protecting government property and not removing VA sensitive information without authorization.
  • Using only VA-authorized anti-virus, anti-spyware, and firewall software.
  • Reporting software errors or alerts.
  • Completing required security and privacy training.
• Additional Conditions for Use of Non-VA IT Resources: Specifies requirements for connecting to the VA network, remote access, and dual network connections.
• Statement on Litigation: Clarifies that the agreement does not create additional rights or benefits enforceable by law.
• Acknowledgement and Acceptance: Requires the contractor to sign and return the document, acknowledging understanding and acceptance of the terms.

This document is critical for any bidder who will be performing work requiring access to VA systems or data. It establishes the mandatory security and behavior standards that must be adhered to throughout the contract performance. Bidders should review these rules carefully to understand their obligations regarding information security, data privacy, and system usage. Failure to comply can result in penalties. The document requires a signed acknowledgement, indicating that the contractor and its personnel are aware of and agree to these rules.