R410--Radiation Oncology Assessment Services

SOURCES SOUGHT ANNOUNCEMENT: This is a SOURCES SOUGHT ANNOUNCEMENT ONLY , it is neither a solicitation announcement nor a request for proposals or quotes and does not obligate the Government to award a contract. Requests for a solicitation will not receive a response. Responses to this sources-sought must be in writing. The purpose of this SOURCES SOUGHT ANNOUNCEMENT is for market research to make appropriate acquisition decisions and to gain knowledge of potential sources capable of providing the services described below. Documentation on technical expertise must be presented in sufficient detail for the Government to determine that your company possesses the necessary functional area expertise and experience to compete for this acquisition. Responses to this notice shall include the following: Company name: (b) Address: (c) Point of Contact: (d) Phone, Fax (if applicable), and Email: (e) SAM Unique Entity ID: (f) Cage Code: (g) Tax ID Number: (h) Type of business, SDVOSB; VOSB, WOSB, small, large, etc., as appropriate: Must provide a Capability Statement that addresses the organization s qualifications and ability to perform as a contractor for the statement of work described below. Failure to provide sufficient information may result in the Government s inability to determine whether the respondent is capable. GENERAL STATEMENTS OF CAPABILITY ARE NOT ACCEPTABLE. Federal Supply Schedule Contracting # if applicable General Pricing The Department of Veterans Affairs, Veterans Affairs Central Office (VACO) in Washington, DC the laboratory for Radiation Oncology Assessment Services. All interested parties should submit information by email only to jameel.gordon@va.gov. All emails must have as the subject line Sources Sought Notice No. 36C24526Q0472 Radiation Oncology Assessment Services. All information submissions must be received no later than 11:00 AM (EST) on May 7, 2026. STATEMENT OF WORK General Information Title of Project: Radiation Oncology Assessment Services for National Radiation Oncology Program, (NROP) 11SPEC22. Scope of Work: The essential services to be performed by a subject matter expert with knowledge and experience with VHA National Radiation Oncology Program. The contractor will perform the following tasks: 2.1. Review and Recommendations: Comparison of non-VA radiation oncology facility practices with NROP Office established performance guidelines and providing recommendations for approvals, and coordination of approval notifications to community practices. 2.2. Coordination of Chart Reviews: The contractor shall provide specialized coordination and administrative clinical support to facilitate physician Ongoing Professional Practice Evaluations (OPPE) and focused chart review activities for radiation oncology sites that operate with limited physician staffing, including single-physician facilities. The services are essential to ensure continuity of care, regulatory compliance, and maintenance of high-reliability clinical operations in highly complex radiotherapy environments. 2.3. Data Management: Perform complex, short-term projects for NROP to evaluate credentialing data reports and to provide some development assistance for NROP to manage data for purposes of reporting at micro and macro levels. 2.4. Conference Coordination: Organize and manage logistics for conferences hosted by the National Radiation Oncology Program, including conference approvals, contacting speakers, and handling pre- and post-conference relevant tasks. 2.5 Conduct Surveys: Conduct customer satisfaction surveys in the field as required by SCPO and the NROP. Background: The National Radiation Oncology Program provides clinical oversite for the 41 VHA radiation oncology services/sections, setting policies for radiation therapy delivery and organizing and developing current infrastructure. Since 2020, there has been a significant increase in NROP initiatives to include radiation oncology quality surveillance, prospective reviews of VHA treatment plans by national experts, coordinated equipment purchases and vault construction/renovations with life cycle, radiation oncology expansion to other sites, community care dashboard, legislative proposals and more. Based on the nature and complexity of the specialty, the administrative integrity of the Program requires assessment services to ensure the development of best practices for the ongoing needs of the program. Type of Contract: Firm Fixed-Price Performance Period: The period of performance is a one (1) base period plus twelve two (2) twelve-month option periods. Place of Performance: Work will be performed remotely Specific Tasks: 7.1. Assessment Services: Contractor shall provide consultative and assessment services of radiation oncology community practice staffing, equipment and treatment data; training qualifications of therapeutic medical physicists in support of Radiation Oncology Field Advisory Board (ROFAB) reviews; perform complex, short-term projects for National Radiation Oncology Program and radiation oncology data management reporting. Coordinate chart reviews for internal staff. 7.2. Data Management Manage HR salary data for radiation oncology staff/facilities to ensure Special Salary Rates and other incentives are available to improve recruitment in VA for critical and hard to fill positions. Assist Radiation Oncology facilities with data for market pay and relevant reports 7.3. Conference Coordination Reach out to potential speakers for conferences hosted by the National Radiation Oncology Program Office. Logistics coordinator for guest speakers. Deliverables: Assessment Reports: Comprehensive reports on the evaluation and recommendations for external practices providing radiation therapy services to Veterans. Chart Review Reports: Detailed summaries of the chart review processes and outcomes. Conference Coordination Plans: Detailed plans for each industry conference, including schedules, speaker lists, and logistical arrangements. Reporting Hours: Contractor shall provide electronic timesheets to COR for hours worked on this project monthly and payment will be made once date entry is validated, not to exceed 2,080 hours. Government Furnished Property/Equipment/Information: The National Radiation Oncology Program Office will issue a PIV card, provide a laptop computer to perform services. Directions and instructions to perform these specialized services will be provided by the NROP s National Program Executive Director and Administrative Officer. 1. GENERAL. This entire section applies to all acquisitions requiring any Information Security and Privacy language. Contractors, contractor personnel, subcontractors and subcontractor personnel will be subject to the same federal laws, regulations, standards, VA directives and handbooks, as VA personnel regarding information and information system security and privacy. 2. VA INFORMATION CUSTODIAL LANGUAGE. This entire section applies to all acquisitions requiring any Information Security and Privacy language. a. The Government shall receive unlimited rights to data/intellectual property first produced and delivered in the performance of this contract or order (hereinafter contract ) unless expressly stated otherwise in this contract. This includes all rights to source code and all documentation created in support thereof. The primary clause used to define Government and Contractor data rights is FAR 52.227-14 Rights in Data General. The primary clause used to define computer software license (not data/intellectual property first produced under this contractor or order) is FAR 52.227-19, Commercial Computer Software License. b. Information made available to the contractor by VA for the performance or administration of this contract will be used only for the purposes specified in the service agreement, SOW, PWS, PD, and/or contract. The contractor shall not use VA information in any other manner without prior written approval from a VA Contracting Officer (CO). The primary clause used to define Government and Contractor data rights is FAR 52.227-14 Rights in Data General. c. VA information will not be co-mingled with any other data on the contractor s information systems or media storage systems. The contractor shall ensure compliance with Federal and VA requirements related to data protection, data encryption, physical data segregation, logical data segregation, classification requirements and media sanitization. d. VA reserves the right to conduct scheduled or unscheduled audits, assessments, or investigations of contractor Information Technology (IT) resources to ensure information security is compliant with Federal and VA requirements. The contractor shall provide all necessary access to records (including electronic and documentary materials related to the contracts and subcontracts) and support (including access to contractor and subcontractor staff associated with the contract) to VA, VA's Office Inspector General (OIG)…