Washington DC VAMC | Prosthetics Fitter(s) Needed | RFQ/SSN

A.1 STATEMENT OF WORK 1. Purpose The Contractor shall provide two Orthotic Fitters to support the Prosthetic and Sensory Aids Service (PSAS) at the Washington, DC VA Medical Center. The positions will support clinical and administrative functions related to the fitting, dispensing, adjustment, documentation, and inventory support of orthotic devices and therapeutic footwear, consistent with VA duties for Orthotic Fitter roles and VA therapeutic footwear policy. 2. Scope of Work The Orthotic Fitters shall perform services under the supervision and direction of VA clinical leadership and within applicable VA policies, procedures, and provider guidance. Duties shall include constructing, shaping, repairing, fitting, and dispensing common orthotic devices and non-custom orthotic soft goods, as well as supporting therapeutic footwear and in-shoe orthoses workflows. 3. Specific Tasks The Contractor shall ensure each Orthotic Fitter performs the following: Fit, size, and dispense non-custom orthotic soft goods, therapeutic footwear, and prefabricated orthoses. Construct, shape, and repair common orthotic/prosthetic devices from casts and/or clinician documentation. Assist in the repair, fitting, engineering, and dispensing of orthotic appliances under appropriate clinical direction. Take patient measurements and document fitting information and related clinical/administrative data in the medical record or other authorized system. Review consults or work orders for clarity and clinical appropriateness, and coordinate with clinicians as needed. Instruct patients on the proper use, adjustment, and care of prescribed devices and footwear. Maintain orthotic inventory, including patient-specific items and chemical/supply inventory, and submit requests through the applicable ordering system. Respond to telephone inquiries and provide general administrative support to the PSAS clinic. Participate in follow-up scheduling and device serviceability checks as directed by VA staff. 4. Staffing Requirements Two full-time Orthotic Fitters shall be provided. Each fitter should be certified in orthotic fitting, therapeutic shoe fitting, patient interaction, documentation, and inventory support in a healthcare or prosthetics/orthotics environment. Preferred qualifications may include certification relevant to orthotic fitting or therapeutic shoe fitting, consistent with VA hiring preferences for similar roles. The Registered/Certified Fitter shall be certified with the American Board for Certification in Orthotics and Prosthetics (ABC), the Board for Certification/Accreditation, International (BOC), or both. Further, the Fitter shall have completed an ABC/BOC-approved training/educational program and shall include a certificate of completion of this course with his/her resume. 5. Performance Standards Performance will be considered satisfactory when the Orthotic Fitters: Complete assigned fittings and device support accurately and on schedule. Maintain patient safety, professionalism, and confidentiality at all times. Document services clearly and completely. Support clinic workflow with minimal disruption and timely coordination. Comply with VA policies governing therapeutic footwear, in-shoe orthoses, and PSAS operations. 6. Government-Furnished Support The VA shall provide the facility, workspace, applicable policies, access to authorized systems, and clinical oversight required to perform the work. Any specialized tools, supplies, or equipment will be identified by the Contracting Officer or COR, as applicable. 7. Deliverables Two Orthotic Fitters assigned to the Washington, DC VA Medical Center. Daily clinical and administrative support for PSAS orthotic services. Accurate documentation of fittings, adjustments, and patient instruction. Inventory and supply support reports as requested by VA leadership. 8. Period of Performance This will be a six-month contract from 7-XX-XX to [end date]. 9. Place of Performance Washington, DC VA 50 Irving Street Washington, DC 20422 10. Hours of Performance The Contractor shall be required to work from 8:00 a.m. to 4:00 p.m., Monday through Friday, during clinical hours. Federal Holidays: The following holidays are observed by the Department of Veterans Affairs: New Year's Day Martin Luther King Jr.'s Birthday Presidents' Day Memorial Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Christmas Any day specifically declared by the President of the United States to be a national holiday 11. VA Information Custodial Language a. This entire section applies to all acquisitions requiring any Information Security and Privacy language. 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 contract 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 of Inspector General (OIG), and/or Government Accountability Office (GAO) staff during periodic control assessments, audits, or investigations. e. The contractor may only use VA information within the terms of the contract and applicable Federal law, regulations, and VA policies. If new Federal information security laws, regulations, or VA policies become applicable after execution of the contract, the parties agree to negotiate a contract modification and adjustment necessary to implement the new laws, regulations, and/or policies. f. The contractor shall not make copies of VA information except as specifically authorized and necessary to perform the terms of the contract. If copies are made for restoration purposes, after the restoration is complete, the copies shall be destroyed in accordance with VA Directive 6500, VA Cybersecurity Program, and the VA Information Security Knowledge Service. g. If a Veterans Health Administration (VHA) contract is terminated for default or cause with a business associate, the related local Business Associate Agreement (BAA) shall also be terminated, and actions shall be taken in accordance with VHA Directive 1605.05, Business Associate Agreements. If there is an executed national BAA associated with the contract, VA will determine what actions are appropriate and notify the contractor. h. The contractor shall store and transmit VA sensitive information in an encrypted form, using VA-approved encryption tools which are, at a minimum, Federal Information Processing Standards (FIPS) 140-2, Security Requirements for Cryptographic Modules (or its successor), validated and in conformance with VA Information Security Knowledge Service requirements. The contractor shall transmit VA sensitive information using VA-approved Transport Layer Security (TLS) configured with FIPS-based cipher suites in conformance with National Institute of Standards and Technology (NIST) 800-52, Guidelines for the Selection, Configuration and Use of Transport Layer Security (TLS) Implementations. i. Reserved j. The contractor's firewall and web services security controls, as applicable, shall meet or exceed VA's minimum requirements. Except for uses and disclosures of VA information authorized by this contract for performance of the contract, the contractor may use and disclose VA information only in two situations: (i) in response to a qualifying order of a court of competent jurisdiction, after notification to the VA CO; or (ii) with written approval from the VA CO. The contractor shall refer all requests for, demands for production of, or inquiries about VA information and information systems to the VA CO for response. k. Medical records about drug addiction, sickle cell anemia, alcoholism or alcohol abuse, or infection with Human Immunodeficiency Virus (HIV). If the contractor is in receipt of a court order or other request for the above-mentioned information, the contractor shall immediately refer such court order or other request to the VA CO for response. l. Information made available to the contractor by VA for the performance or administration of this contract, or information developed by the contractor in performance or administration of the contract, will be protected and secured in accordance with VA Directive 6500 and Identity and Access Management (IAM) Security processes specified in the VA Information Security Knowledge Service. m. Any data destruction done on behalf of VA by a contractor shall be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management; VA Handbook 6300.1, Records Management Procedures; and applicable VA Records Control Schedules. n. The contractor shall provide its plan for the destruction of all VA data in its possession, according to VA Directive 6500 and NIST 800-88, Guidelines for Media Sanitization, prior to termination or completion of this contract. If directed by the COR/CO, the contractor shall return all Federal Records to VA for disposition. o. Any media, such as paper, magnetic tape, magnetic disks, solid state devices, or optical discs, that is used to store, process, or access VA information and that cannot be destroyed shall be returned to VA. The contractor shall hold the appropriate material until otherwise directed by the Contracting Officer's Representative (COR) or CO. Items shall be returned securely via VA-approved methods. VA-sensitive information must be transmitted using VA-approved encryption tools, validated under FIPS 140-2 (or its successor) and NIST 800-52. If mailed, the contractor shall send it via a trackable method (USPS, UPS, FedEx, etc.) and immediately provide the COR/CO with the tracking information. Self-certification by the contractor that the data destruction requirements above have been met shall be sent to the COR/CO within 30 business days of termination of the contract. p. All electronic storage media (hard drives, optical disks, CDs, back-up tapes, etc.) used to store, process, or access VA information will not be returned to the contractor at the end of a lease, loan, or trade-in. Exceptions to this paragraph will only be granted with the written approval of the VA CO. Access to VA Information and VA Information Systems. This section applies when any person requires access to information made available to the contractor by VA for the performance or administration of this contract, or information developed by the contractor in performance or administration of the contract. Business Associate Agreement (BAA) Compliance The Contractor shall enter into a Business Associate Agreement (BAA) with the VA, as outlined in VHA Handbook 1600.1. Business Associate: A business associate is an entity, including an individual, company, or organization that, on behalf of the VHA facility, performs or assists in the performance of functions or activities involving the use or disclosure of PHI, or that provides certain services involving the disclosure of PHI by VHA. Disclosure: Disclosure is the release of, transfer of, provision of access to, or divulgence in any manner of information outside VHA. Note: The only exception to this definition is when the term is used in the phrase "accounting of disclosures." Protected Health Information (PHI): PHI is individually identifiable health information transmitted or maintained in any form or medium. Note: PHI excludes employment records held by a covered entity in its role as an employer. Records Management A. Applicability This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists. B. Definitions "Federal record," as defined in 44 U.S.C. 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business, and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government, or because of the informational value of the data contained in it. The term "Federal record": includes VA records. does not include personal materials. applies to records created, received, or maintained by contractors pursuant to their VA contract. may include deliverables and documentation associated with deliverables. C. Requirements NARA Records Management The Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form, characteristics, mode of transmission, or state of completion. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33; the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended; and the Privacy Act of 1974 (5 U.S.C. 552a), as amended, and must be managed and scheduled for disposition only as permitted by statute or regulation. In accordance with 36 CFR 1222.32, the Contractor shall maintain all records created for Government use, created in the course of performing the contract, and/or delivered to or under the legal control of the Government, and must manage them in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data. West Texas VA Health Care System (WTVAHCS) and Amarillo VA Health Care System (AVAHCS), and their contractors, are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of WTVAHCS and AVAHCS, or destroyed, except in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage, or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, the Contractor must report it to WTVAHCS and AVAHCS. The agency must report promptly to NARA in accordance with 36 CFR 1230. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosure of information, data, documentary materials, records, or equipment. Disclosure of non-public information is limited to authorized personnel with a need to know. The Contractor shall ensure that appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records, and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government's behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records, and/or equipment is no longer required, it shall be returned to WTVAHCS and AVAHCS control, or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand-carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or the address prescribed in the contract. Destruction of records is expressly prohibited unless in accordance with Paragraph (4). The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (subcontractor) in support of this contract requiring the disclosure of information, documentary material, and/or records generated under, or relating to, contracts. The Contractor (and any subcontractor) is required to abide by Government and WTVAHCS/AVAHCS guidance for protecting sensitive, proprietary information, classified information, and controlled unclassified information. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with WTVAHCS/AVAHCS policy. The Contractor shall not create or maintain any records containing non-public WTVAHCS information that are not specifically tied to or authorized by the contract. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974, or that is otherwise protected from public disclosure by an exemption to the Freedom of Information Act. WTVAHCS and AVAHCS own the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government, for which WTVAHCS and AVAHCS shall have unlimited rights to use, dispose of, or disclose the data contained therein as they determine to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take WTVAHCS/AVAHCS-provided records management training. The Contractor is responsible for confirming that training has been completed according to agency policies, including initial training and any annual or refresher training. D. Flowdown of Requirements to Subcontractors The Contractor shall incorporate the substance of this clause, its terms, and its requirements, including this paragraph, into all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of the same. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor. VA Information Custodial Language Information made available to the contractor or subcontractor by VA for the performance or administration of this contract, or information developed by the contractor/subcontractor in performance or administration of the contract, shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor's/subcontractor's rights to use data as described in Rights in Data General, FAR 52.227-14(d)(1). VA information should not be co-mingled, if possible, with any other data on the contractor's/subcontractor's information systems or media storage systems, in order to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA's information is returned to the VA or destroyed in accordance with VA's sanitization requirements. VA reserves the right to conduct on-site inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures are in compliance with VA directive requirements. Prior to termination or completion of this contract, the contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor in the course of performing this contract, without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management, and its Handbook 6300.1, Records Management Procedures; applicable VA Records Control Schedules; and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract. The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose, and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations, and policies. If Federal or VA information confidentiality and security laws, regulations, and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations, and policies in this contract. The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement, or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party, or terminate the contract for default or for cause under Federal Acquisition Regulation (FAR) Part 12. If a VHA contract is terminated for cause, the associated BAA must also be terminated, and appropriate actions taken in accordance with VHA Handbook 1600.01, Business Associate Agreements. Absent an agreement to use or disclose protected health information, there is no business associate relationship. The contractor/subcontractor must store, transport, or transmit VA sensitive information in an encrypted form, using VA-approved encryption tools that are, at a minimum, FIPS 140-2 validated. The contractor's/subcontractor's firewall and web services security controls, if applicable, shall meet or exceed VA's minimum requirements. VA Configuration Guidelines are available upon request. Except for uses and disclosures of VA information authorized by this contract for performance of the contract, the contractor/subcontractor may use and disclose VA information only in two other situations: (i) in response to a qualifying order of a court of competent jurisdiction, or (ii) with VA's prior written approval. The contractor/subcontractor must refer all requests for, demands for production of, or inquiries about VA information and information systems to the VA Contracting Officer for response. Notwithstanding the provision above, the contractor/subcontractor shall not release VA records protected by 38 U.S.C. 5705, confidentiality of medical quality assurance records, and/or 38 U.S.C. 7332, confidentiality of certain health records pertaining to drug addiction, sickle cell anemia, alcoholism or alcohol abuse, or infection with human immunodeficiency virus. If the contractor/subcontractor is in receipt of a court order or other request for the above-mentioned information, the contractor/subcontractor shall immediately refer such court order or other request to the VA Contracting Officer for response. For services that involve storage, generation, transmission, or exchange of VA sensitive information but do not require C&A or an MOU-ISA for system interconnection, the contractor/subcontractor must complete a Contractor Security Control Assessment (CSCA) on a yearly basis and provide it to the COTR. Record Retention & Storage Federal Records related to this policy, regardless of medium, shall be created, maintained, and dispositioned in accordance with the VHA Records Control Schedule (RCS) 10-1, General Records Schedule (GRS), or other NARA-approved records schedule, if applicable. Federal Records shall be stored per the National Archives & Records Administration (NARA) Facility Standards for Records Storage, as described in 36 Code of Federal Regulations (CFR) 1234. References: VHA Directive 6300, Records Management VHA Directive 6300.01, Records Management Continuous Readiness Review and Remediation VHA Records Control Schedule (RCS) 10-1 NARA Facility Standards for Records Storage, 36 CFR 1234 A.2 SUPPLAMENTAL INSTRUCTIONS TO OFFERORS OFFEROR MUST ENSURE THAT ITS QUOTE IS SUBMITTED TIMELEY TO ENSURE DELIVERY AND RECEIPT BY THE DUE DATE AND TIME IDENTIFIED IN THIS SECTION OF THE SOURCES SOUGHT NOTICE/REQUEST FOR QUOTE. LATE QUOTES WILL NOT BE ACCEPTED. THERE WILL BE NO EXTENSIONS FOR THIS SOLICITATION. Quotes may be submitted by: Email Only: ethan.mauzy@va.gov The subject line must specify CONTRACTOR NAME_PROSETHICS FITTERS_ SSN/RFQ RESPONSE_36C24526Q0667 . Responses failing to conform to this nomenclature will not be accepted. Questions due by: 16 JUNE 2026 at 08:00 Eastern. Quotes due by: 17 JUNE 2026 at 08:00 Eastern. Type of award: The intended contract will be a six-month, Single Award, Fixed Price contract. Quotes must comply with all aspects of the Statement of Work. The contracting officer has the authority to award a verbal purchase order to the lowest price deemed technically acceptable, as long as pricing can be determined to be fair and reasonable, due to the quick turn-around time on this requirement. Award Decision: The award will be made based on the Lowest Price Technically Acceptable. Offeror must: A. Complete Section A.3 ADMINISTRATIVE DATA/PRICE COST SCHEDULE. Should anything else be requested, the contracting officer will ask for it via email. A.3 ADMINSITRATIVE DATA/PRICE COST SCHEDULE 1. Contract Administration: All contract administration matters will be handled by the following individuals: a. CONTRACTOR: SAM UEI: b. GOVERNMENT: Department of Veterans Affairs Network Contracting Office 05 (NCO5) Contracting Officer - Ethan Mauzy P.O. Box 1000, Bldg. 101, Room 26 Perry Point MD 21902 2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with: [X] 52.232-33, Payment by Electronic Funds Transfer System For Award Management, or [] 52.232-36, Payment by Third Party 3. INVOICES: Invoices shall be submitted in arrears: a. Quarterly [] b. Semi-Annually [] c. Other [X] Monthly in Arrears 4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests. ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows: COST PRICE SCHEDULE ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 0001 2.00 EA __________________ __________________ PROSTHETIC FITTER(S) FOR WASHINGTON DC VA MEDICAL CENTER 2 NEEDED FOR 6 MONTHS | NTE 2,080 HOURS TOTAL Contract Period: Base POP Begin: 07-20-2026 POP End: 01-19-2026 PRINCIPAL NAICS CODE: 621399 - Offices of All Other Miscellaneous Health Practitioners PRODUCT/SERVICE CODE: L052 - Technical Representation Services For Measuring Tools And Instruments GRAND TOTAL __________________