This amendment to Solicitation Number 36C25926R0018 from the Department of Veterans Affairs, Network Contracting Office 19, provides crucial clarifications regarding the Onsite Orthopedic Surgery Services for the Oklahoma City VA Healthcare System. The document addresses questions from potential offerors, detailing the nature of the requirement (new, not incumbent), expected on-call volumes (2 calls/weeknight, 4 calls/weekend), and average physician callbacks (once per week). It outlines available support staff, including surgeons, advanced practice providers (who run their own clinics), and nurses with specific duties. The amendment also lists common surgeries, trauma case frequency (approximately 50 fracture/trauma cases annually), and OR days/surgery volume. Importantly, it clarifies reimbursement for lodging and per diem (only if residing over 50 miles away), timekeeping methods (single start/end confirmation if no lunch taken), and billing practices for accrued hours (rounded to the next hour for the total monthly time). It further distinguishes between standard hourly billing and emergency call-back billing for work exceeding designated shifts. Billing for on-call hours is clarified, with a maximum of 14 hours billable if a provider also works 10 hours in a calendar day.

This document is an amendment to Solicitation Number 36C25926R0018 for Onsite Orthopedic Surgery Services for the Oklahoma City VA. The amendment, identified as modification number 0002 with an effective date of December 2, 2025, extends the proposal due date and time. Offers are now due by December 9, 2025, at 4:00 PM MST. The Department of Veterans Affairs, Network Contracting Office NCO 19, issued this modification to correct the proposal submission deadline. All other terms and conditions of the original solicitation remain unchanged.

The Department of Veterans Affairs (VA) is seeking presolicitation notice 36C25926R0018 for Onsite Orthopedic Surgery Services for the Oklahoma City VA Health Care System. The contractor must provide Board Certified or Board Eligible Orthopedic Physician Services with experience in arthroplasty and fracture/trauma, including on-call services. Services must meet national standards set by the American Board of Orthopedic Surgeons, the American Board of Surgery, The Joint Commission, and the American Hospital Association. The contracting office is NCO 19 in Greenwood Village, CO, and the point of contact for inquiries is claudia.coria@va.gov. The response date for this solicitation is November 19, 2025, at 4:00 PM MOUNTAIN TIME.

The Contractor Certification for the Immigration and Nationality Act of 1952, as amended, requires contractors working with the Department of Veterans Affairs (VA) to comply with all relevant immigration laws and regulations. This includes not knowingly employing, contracting, or subcontracting with illegal aliens or foreign nationals in violation of their status. Contractors must also adhere to "E-Verify" requirements and applicable Federal Acquisition Regulations. Failure to comply can result in the prohibition of foreign nationals from working on VA-related services and may lead to contract termination. The Contractor is also responsible for ensuring subcontractors obtain similar certifications. This certification is a critical component of government contracts, ensuring legal compliance and preventing fraud within federal procurements.

The document outlines the Department of Veterans Affairs' (VA) policy on Organizational Conflicts of Interest (OCI) for healthcare contracts, as mandated by VAAR 809.507-1(b). Its primary purpose is to prevent situations where a contractor's other activities could impair their impartiality, objectivity, or create an unfair competitive advantage. Offerors must submit a statement, using APPENDIX A, detailing any past, present, or planned financial, contractual, or organizational interests that could lead to an OCI, including information for consultants and subcontractors. This statement should also propose mitigation strategies if conflicts exist. The Contracting Officer will review this information to determine if an OCI exists and if it can be mitigated. Unmitigated conflicts may lead to disqualification, or if in the government's best interest, a waiver may be sought. Nondisclosure or misrepresentation of OCIs can result in contract termination without government expense. The appended form,

This document outlines the Contractor Rules of Behavior for accessing Department of Veterans Affairs (VA) information assets, systems, and sites under contract. Contractors acknowledge no reasonable expectation of privacy and consent to monitoring and review by VA and law enforcement personnel. Unauthorized attempts to access, modify, or misuse federal systems are prohibited and subject to criminal, civil, or administrative penalties. Contractors must comply with VA security and data privacy directives, report security incidents, and use systems and information solely for contract performance. Specific rules include protecting passwords, using FIPS 140-2 validated encryption for sensitive VA information, following electronic media sanitization procedures, and obtaining approval for public dissemination of VA information. Personal use of VA systems is prohibited, and contractors must protect government property. Additional conditions cover connecting to the VA network, prohibiting dual network connections unless authorized, and extending all security requirements to subcontractors. The agreement clarifies it does not create enforceable rights for litigation against the U.S. Government.

This Quality Assurance Surveillance Plan (QASP) outlines the systematic method for evaluating contractor performance for RFP 36C25926R0002, covering Onsite Orthopedic Physician Services. The QASP details what will be monitored, how, by whom, and how results will be documented. It emphasizes the contractor's responsibility for quality control and the Government’s role in objective performance evaluation. Key personnel include the Contracting Officer (CO) and Contracting Officer’s Representative (COR), who oversee compliance and technical administration, respectively. Performance standards, outlined in Section 6, define desired services and are used to rate contractor performance, impacting future past performance assessments. Surveillance methods include direct observation, periodic inspections, validated user complaints, random sampling, and contractor-provided documentation. The QASP also specifies CPARS ratings (Exceptional, Very Good, Satisfactory, Marginal, Unsatisfactory) and documentation procedures for performance, including Contract Discrepancy Reports (CDRs) for unacceptable performance.

This government solicitation, 36C25926R0018, issued by the Department of Veterans Affairs, seeks proposals for Orthopedic Physician Services at the Oklahoma City VA Health Care System. The contract requires a minimum of four key personnel, including two full-time equivalent General Orthopedic Surgeons, with experience in arthroplasty and fracture/trauma. Services include clinic coverage, surgery, remote and on-site consultations, and emergent surgical services. Key dates include a question due date of November 21, 2025, and a proposal due date of December 9, 2025. The period of performance is from January 1, 2026, to December 31, 2026. Contractors must meet stringent credentialing, privileging, and training requirements, including various medical certifications, infection control measures, and VA-specific training. The solicitation emphasizes contractor responsibilities for staffing, adherence to care standards, medical record documentation, and compliance with federal regulations like HIPAA and the Privacy Act. The total estimated hours for various services are outlined, including on-site work, 24/7 on-call, and emergency call-backs, along with provisions for daily lodging and meals. This RFP aims to secure high-quality orthopedic care for VA beneficiaries while ensuring regulatory compliance and continuous service delivery.