SOLICITATION NOTICE
99 -- National Diabetic Teleretinal Imaging Services QualityAssurance Program
- Notice Date
- 9/11/2007
- Notice Type
- Solicitation Notice
- NAICS
- 541720
— Research and Development in the Social Sciences and Humanities
- Contracting Office
- Department of Veterans Affairs;VA Central Office;Acquisition Operations Service (049A3);810 Vermont Avenue, NW;Washington DC 20420
- ZIP Code
- 20420
- Solicitation Number
- VA-101-07-RQ-0459
- Response Due
- 9/18/2007
- Archive Date
- 11/17/2007
- Small Business Set-Aside
- N/A
- Description
- RFQ VA-101-07-RQ-0459 Combined Synopsis/Solicitation The Department of Veterans Affairs (DVA) has a requirement for Diabetic Teleretinal Imaging Services. The procedures set forth in FAR Parts 12 and 15 shall be used. This is a combined synopsis/solicitation notice and constitutes the only solicitation/written request for quotation that will be issued. This Quality Assurance Program is to qualify the VHA validated model of teleretinal imaging that was developed in association with the Joslin Vision Network in Boston, MA and which is endorsed by both the ophthalmology and optometry advisory groups within VHA. VHA is at the forefront of developing this new method of care delivery and wishes to instate a national quality assurance process that will: (1) Ensure one standard of care for veteran patients throughout VHA (2) Test adherence to processes and procedures that are standardized and reporting that is done on a fixed template (3) Provide a forerunner for a quality assurance process that will support a national privileging process (4) Link with VHA's teleretinal training center for imagers and readers (5) Be associated with continuing medical education materials. This quality assurance review will safeguard against unnecessary and inappropriate medical care rendered to veteran patients. Medical services and/or records are reviewed for medical necessity, quality of care, appropriate of place of service and standardization.Quality Assurance as generic tools is to be used to improve the processes of care for patient cohorts, and provide consistent quality of care and utilization of resources throughout the system.The reviews also are cornerstones for accountability and facilitate learning and the conduct of research. Prior to commencement of this contract the contractor will provide a detailed document that outlines the theoretical and scientific evidence base for the methodologies employed.Additionally, a detailed project plan for the phases of the project from development of materials and include expected assistance the contractor will require from VISN VA quality managers, VISN eye care staff and the VHA leads for Optometry and Ophthalmology. Contractor support will consist of providing valid and reliable quality assurance review criteria to VA in assessing medical necessity and appropriateness of services.The contractor will also provide education and training to ensure inter-rater reliability of quality assurance reviewers as an initial effort and then ongoing as necessary.This would be accomplished by: a) Meeting with Subject Matter Experts (SME) and stakeholders to (a) receive images and government furnished materials, (b) examine the lab-based teleretinal image examination process, image presentation and the considerations that are made from each patient's image set and the decisions that are made from this examination. b) Design a testing process that mimics lab-based image reading environment processes and interfaces and ensures (a) that the images are of the same quality and resolution as that use in the lab and (b) ensures valid and accurate recognition and discrimination testing and response recording across the images. c) Design a workable, user friendly, testing interface that will draw upon selected sets of high-resolution teleretinal images so that the user can answer analysis and diagnostic questions without extraneous or unwanted interface distractions. This testing engine must draw upon image pools for progressively difficult case-study examinations to identify symptoms and signs of diabetic eye disorders. d) Draft a detailed set of wire-frames demonstrating the features, functions, navigational tools and various screens proposed.(This wire-frame model of the program will be presented to the SMEs and stakeholders for evaluation and approval. e) From the approved wire-frames, the contractor will create and test a prototype testing engine.This engine will consist of an interface that will allow configuration parameters such as (a) number of test items, passing range, duration of examination process, etc. f) From the approved prototype, the contractor will develop the test creation engine and demonstrate its functionality by producing a 20 question exam that will function from the VA Learning Management System (LMS).The contractor will create this prototype with an ability to randomly select the pre-validated images that have been supplied by the Teleretinal Imaging Training Center in Boston to present for the test battery (note that all these images must be devoid of any patient identifiers, as well be the final production version).Under each individual image in the test battery from the number of images determined by the Teleretinal Imaging Training Center scroll questions with radio buttons and other standardized responses that exactly match the reporting and referral responses in the routine reporting template that the readers use in the course of their normal teleretinal image reading duties. g) The Contractor produced exam will be posted and will enable accurate examination of any data collection and reporting. h) Codify the elements and people involved in the competency testing for readers of teleretinal imaging from creation of materials through posting of materials, readers taking tests, analyzing results and update of materials and clearly delineate how the testing engine will be managed and the role of the LMS.This initial kick-off meeting will also be used to assign future roles and responsibilities for a sustainable process for all of these processes in the future. i) Work with the Teleretinal Imaging training center in Boston, MA to assemble all the existing materials for testing and training that will need to reside on the user's system and ensure they are adequate for the intended use. j) Assemble the necessary materials on LMS as a "proof of concept" for review by the Teleretinal Imaging Training Center in Boston and designees they suggest. k) Refine the materials and their presentation with these users such that they can define the definitive pre-production model of the LMS resource.In determining this initial model to determine whether there is a way in which the test materials can be presented to the readers on the high resolution monitors in the routine reading station they use. l) Create the initial prototype with an ability to randomly select the pre-validated images that have been supplied by the Teleretinal Imaging Training Center in Boston to present for the test battery (note that all these images must be devoid of any patient identifiers, as will be the final production version).Under each individual image in the test battery from the number of images determined by the Teleretinal Imaging Training Center scroll questions with radio buttons and other standardized responses that exactly match the reporting and referral responses in the routine reporting template that the readers use in the course of their normal teleretinal image reading duties. m) Create a system whereby these scoring results can be trended and compared over time in pre-defined reports that are web accessible. n) Create a system whereby a designated person at the Teleretinal Training Center can upload new images to replace/replenish the existing ones and also readily enter the validated responses such that these new materials can be readily and easily incorporated into the test battery. o) Determine the most appropriate manner in which the test images are presented to readers on a national basis. p) Ensure that all requisite levels of access to the system are available and that the necessary password/other security protections are associated with this access. q) Ensure that the data base upon which reading staff identifiers are contained are secure and sensitive data cannot be obtained by unauthorized individuals. Ensure that there is a master index of readers and that there is a suitable mechanism for this list to be maintained so that it is always current and up-to-date. r) Ensure there is a mechanism to schedule readers for testing at the appropriate times and that a notification system is in place to bring non-completion of training or failure of testing to the attention of the appropriate person/people at the Teleretinal Training Center. s) Ensure that the mechanism for creating validated reports to standardized images is robust. These needs to include ascertaining from the Teleretinal Training Center what are the qualifications necessary to undertake validated reads.How consensus on a validated read is obtained from the individuals on the group and the process involved if this is virtual. t) Create an ability to run reports on each batch of test material that is used to test readers after the whole cadre of readers has been tested.The main purpose of this is to make sure there are no systematic poor responses that reflect poor test materials. u) A mechanism must be created to identify the panel of experts that validates any particular image and a code given on the image.This is necessary to enable quality assurance to make sure failure of candidates on a read is not due to systematic error by a particular validation panel. v) Work with the Teleretinal Imaging Training Center to determine whether the need for quality control of test materials should determine whether testing is done in batches and whether test results should be available immediately or deferred pending review of test materials. w) Design a suitable certificate for examinees to receive on passing. Quality Assurance Processes for Teleretinal Image Acquisition Staff 1. Overall Theoretical Framework and Detailed Project Plan In the first instance and prior to commencement of this contract the contractor will provide a detailed document that outlines the theoretical and scientific evidence base for the methodologies employed.Appended to this will be a detailed project plan for the phases of the project from development of materials and include expected assistance the contractor will require from VISN VA quality managers, VISN eye care staff and the VHA leads for teleoptometry and teleophthalmology. 2. Imaging Quality and Presentation CLIN No Description Minimum Requirements Notes 2.1. Clinical Imaging Quality Considerations: Image Validation and Image format and image presentation A clear methodology for image validation. Determining the size and compression of images. Recommend whether images should be available via CD-rom of via intranet. Image transfer time will determine whether CD-rom or Intranet. 2.2. Clinical Imaging Quality Considerations: Technical Quality of Images A methodology for reviewing validated test images to make sure they are accurate and unambiguous. Ensuring a process is in place to make sure that no patient identifiers remain with images. Need to assure a way Boston Training Center has a process to create a bank of 1000 images and update them to a recommended and agreed schedule. Need to identify images to validation panel 2.3. Clinical Imaging Presentation Determine whether images should be read at the reading center workstation or regular PC. Can the test material be done from home? 1. Per curriculum at training. 2. deviations? 2.4. Update of materials Create a mechanism whereby the Teleretinal Imaging Training Center can routinely maintain system within existing staffing. 3. Test Scoring Test No Description Minimum Requirements Notes 3.1. Develop scoring algorithm Must check examinee responses against validated materials and be accurate. 3.2. Provide reports Reader, facility, VISN and National reports available. 3.3. Password and data protection Suitable passwords as per VA requirements ensure all data is secure and access is only as authorized. 3.4. Test Certificate Printed Determine whether test results should be available immediately or delayed and have QA mechanism for materials. Certificate only when result is definitive 4. Scheduling Reader Examinations Schedule No Description Minimum Requirements Notes 4.1. Notify readers when testing is due Create automated mechanism to notify reader when testing is due Develop notification system if reader defaults from testing or fails testing Mechanism for Routine alerts to Boston Training Center 5. Data Security CLIN No Description Minimum Requirements Notes 5.1. Database Security Ensure systems meet all VA standards for staff data protection 5.2. Data back up Ensure that data are routinely backed up in a manner that befits such data that may have medico-legal considerations. Published reports of the early validation studies? It is agreed that: The preliminary and final deliverables and all associated working papers, and other materials deemed relevant to the VA, which have been generated by the Contractor in the performance of this contract, are the exclusive property of the U.S. Government and shall be submitted to the Contracting Officer for response. The Contracting Officer will be the sole authorized official to release verbally or in writing, any data, the draft deliverables, the final deliverables, or any other written or printed materials pertaining to this contract.No information shall be released by the contractor.Any request for information relating to this contract presented to the contractor shall be submitted to the Contracting Officer. Press releases, marketing material or any other printed or electronic documentation related to this contract, shall not be publicized without the written approval of the Contracting Officer. The Contractor will retain files received from the VA for 30 calendar days after the mailing date. Files must be destroyed when they reach 31 days old.The Contractor shall not use any of the data for any purpose and shall not share the data with any other entity. The Contractor will provide monthly reports of status and performance on each guideline.The format for the report will be submitted in draft by the Contractor within 20 days of award and finalized within 2 weeks following approval by the COTR. The schedule for deliverables will be determined by the work group meeting schedules and approved in advance by the COTR. The Contractor will meet face-to-face at least monthly in Washington, DC with the COTR and other staff involved with contract administration.The Contractor will provide summary reports of management meetings with Central Office staff.These reports will be in a format approved by the Contracting Officer or designee and will be submitted for the revision and approval by the COTR. Reports are due 14 days after each meeting.This report will also identify any problems that have arisen but have not been completely resolved with an explanation. All work shall be performed at the following location or other location as determined and agreed to by VHA, with meetings at the VHA as necessary: The Ocular Training Center Boston VA Health System 150 South Huntington Avenue Boston, MA 02130 The Period of Performance for this effort shall be six (6) months from date of award. All contractor personnel shall follow a standard work schedule: Monday through Friday 8am-530pm. The following Federal Holidays shall be observed as non-working days: New Year's Day, King's Birthday, President's Day, Memorial Day, American Independence Day, Labor Day, Columbus Day, Veteran's Day, Thanksgiving Day and Christmas Day . Plus any other day designated by the following: Federal statute, Executive Order, The Director, Office of Personnel Management and/or Presidential proclamation. When any such day falls on a Saturday, the preceding Friday is observed; when any such day falls on Sunday, the following Monday is observed. It is understood and agreed between the Government and the Contractor that observance of these days by the Contractor personnel shall not "on-its-face" cause an additional period of performance, or entitlement of compensation except as set forth above. When administrative leave is granted to the on-site Federal employees, on-site Contractor personnel will also be dismissed.When administrative leave is granted to Contractor personnel because of inclement weather, potentially hazardous conditions or other special circumstances, it will be without loss to the Contractor.The cost of salaries for on-site personnel for the period of any such excused absence will be reimbursed as though the employee had worked those hours. Contract Clauses by reference: FAR 52.217-8,Option to Extend Services (Nov 1999); FAR 52.217-9 Option to Extend the Term of the Contract (March 2000); VAAR 852.233-71 Alternate Protest Procedure; VAAR 852.237-70 Contractor Responsibilities; VAAR 852.270-1 Representatives of Contracting Officers; VAAR 852.270-4 Commercial Advertising. Note: Due to heightened security concerns all vendors are advised that service shall be provided in accordance with the safeguards of VA Directive 6504, Restrictions on Transmission, Transportation and Use Of, and Access To, VA Data Outside VA Facilities, issued June 7, 2006.The directive identifies compliance with the technology and processes necessary to ensure that all VA sensitive data (personal identifying data such as name, address, SSN and date of birth; and, personal information such as medical condition, diagnostic codes, treatments, medications or billing information) is secure.This includes data that is stored, generated or exchanged by VA, a contractor, subcontractor or a third party, or of any of these entities, regardless of format (i.e., paper, microfiche, electronic or magnetic portable media), or whether it resides on a VA or contractor or subcontractor's electronic information system.This document (in full text) may be found at http://www.va.gov/pubs/directives/Information-Resources-Management-(IRM)/6504dir06.doc The Government intends to evaluate proposals and award without discussion with offerors. Therefore, the offeror's initial proposal should contain the offeror's best terms from a cost or price and technical standpoint.However, the Government reserves the right to conduct discussions if it is later determined by Contracting Officer to be necessary.The Government may reject any or all offers if such action is in the public interest; accept other than the lowest offer; and, waive informalities and minor irregularities in offers received. Quotes will be reviewed and evaluated in accordance with the evaluation criteria identified below: Each offeror's submission is evaluated according to the factors shown below. Factors A. Understanding of the Problem; Factor B. Personnel Qualifications; and Factor C. Past Performance Organizational Experience are of equal importance. Factor D. Price is less important. Sub-factors listed under each factor are of equal importance to each other. Factors are listed in order of importance. TECHNICAL QUOTE (Volume 1) A. Clear Understanding of the Requirement 1. Clearly demonstrate an understanding of the work, technical requirements, and specific tasks to be performed. 2. Evidence of that specific methods and techniques for proposed are appropriate, complete and adequate. B. Personnel Qualifications 1. Identification of key roles and specific responsibilities for each key role. 2. Qualifications of the professional and technical experts proposed are adequate for full performance of task. 3. Project Manager and senior level professionals proposed are qualified, available. C. Past Performance/Organizational Experience 1. Evidence that the organization has current capabilities; and for assuring performance of this requirement; evidence of supporting subcontractors, consultants and business partners will be considered. 2. Appropriate mix and balance of education and training of team members. 3. The Offeror shall identify three (3) contracts/task orders with the Federal Government and/or commercial customers that demonstrate recent and relevant past performance. Recent is defined as within the last three years. Relevant is defined as work similar in complexity and magnitude of the work described in this Statement of Work. Include the following information:Project title, Description of the project, Contract number, Contract amount and Government Agency/Organization and Point of Contact. The Government may also consider information obtained through other sources. Past performance information will be utilized to determine the quality of the contractor's past performance as it relates to the probability of success of the required effort. PRICE QUOTE (Volume 2) E. Price/Cost Technical Factors are more important than cost or price. Selection of the firm to perform this task order will be based on the Government's assessment of the best overall value. CONTRACT AWARD Contract award shall be made to the responsible Offeror whose offer, in conforming to this RFQ, provides an overall best value to the Government, technical evaluation factors, and cost considered. The Government's objective is to obtain the highest technical quality considered necessary to achieve the project objectives, with a realistic and reasonable cost. Technical evaluation factors are more important than cost. In the event quotes are evaluated as technically equal in quality, price or cost will become a major consideration in selecting the successful Offeror.
- Record
- SN01402225-W 20070913/070911220706 (fbodaily.com)
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