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FBO DAILY - FEDBIZOPPS ISSUE OF AUGUST 06, 2017 FBO #5735
DOCUMENT

R -- VA/DoD Clinical Data Quality Assurance Support - Attachment

Notice Date

8/4/2017
 

Notice Type

Attachment
 

NAICS

541611 — Administrative Management and General Management Consulting Services
 

Contracting Office

Department of Veterans Affairs;Program Contracting Activity Central;6150 Oak Tree Blvd, Suite 300;Independence OH 44131
 

ZIP Code

44131
 

Solicitation Number

VA70117R0191
 

Response Due

8/21/2017
 

Archive Date

9/20/2017
 

Point of Contact

Bernadette Bodzenta
 

E-Mail Address

7-8300
 

Small Business Set-Aside

N/A
 

Description

Interoperability Office Clinical Data Quality Assurance Professional and Scientific Services Page 6 of 11 DEPARTMENT OF VETERANS AFFAIRS VETERANS HEALTH ADMINISTRATION OFFICE OF INFORMATICS AND INFORMATION GOVERNANCE INTEROPERABILITY OFFICE PERFORMANCE WORK STATEMENT VA/DoD Clinical Data Quality Assurance Support Services Project No. IO-2 Date: 05/15/2017 1.0 BACKGROUND The Department of Veterans Affairs (VA)/Department of Defense (DoD) Interoperability Office (IO) is part of the VA, Veterans Health Administration (VHA), Office of Informatics and Information Governance (OIIG). Not part of the DoD/VA Interoperability Office (IPO) that is under the Department of Defense, the VHA organization called the VA/DoD Interoperability Office supports and executes VHA s vision and mission to Honor America s Veterans as heroes by providing the highest quality health care by defining the Interagency requirements and direction of VA s work with the DoD. As part of VHA, the VA/DoD Interoperability Office is charged with supporting the Department of Veterans Affairs medical operations at the numerous VA/DoD Joint Venture and Medical Sharing location in the Continental United States (CONUS) and Outside the Continental United States (OCONUS). This work is essential as it is authorized in Public Law (e.g. National Defense Authorization Act of 2017) and involves close collaboration with the Department of Defense Military Officers, civilians and DoD contractors. The purpose of the VA/DoD Interoperability Office is to work collaboratively with the Department of Defense (DoD) to develop, implement and monitor comprehensive healthcare business functions. In VHA, the VA/DoD Interoperability Office has two main focus areas of its mission: 1. VA/DoD Interagency Program/Project Management for the transition from military to civilian status and continuity of direct patient health care; and 2. Ensuring the integrity and clinical data quality assurance of interoperable Electronic Health Records (EHRs), including inpatient medicine and surgery, to VA and DoD as part of the mission of Interagency health care of VHA. As VA moves forward with a 21st century health care transformation, it is imperative that HI/IO obtains the clinical data quality support services, clinical skill sets for knowledgeable clinicians, and MD/DO physician and surgeon subject matter expertise available to ensure continuity of already established electronic health record interoperability efforts. The clinical data quality analysis findings will provide VA executive-level decision makers awareness of the performance of interagency health data and medical image sharing. These informed decisions will better promote transition architectures and improved capabilities which recognize principles of useful EHR services oriented architecture/services oriented enterprise (SOA/SOE) design, thus enabling the modernization of the VA enterprise architectures and EHR. VHA/OIA/HI/IO is required by Public Law to comply with all National Defense Authorization Act (NDAA) provisions and report on all interoperability quality assurance efforts Quarterly and, in summary, Annually. These clinical data QA contract deliverables must also be consistent with and complementary to the interagency work that is already underway by DoD s Defense Health Agency (DHA) with the DoD GENESIS project, as described at www.DoD.mil. OIA will use these contract deliverables in collaboration with the VA/DoD Health Executive Council (HEC) authorized work with DoD. OIA will share these deliverables with a variety of other VHA stakeholders including VISN officials and other key VA personnel. This contract effort continues interagency clinical data quality assurance work begun in 2015. In support of the Veterans Affairs (VA) initiative to decommission the VistAWeb (VW) electronic health record viewer, as well as other modernization efforts, the VHA OIIG, Interoperability Office Health Informatics Interagency Health Interoperability Office (IHI) Team is tasked by the Office of Information and Technology (O&IT) to conduct comprehensive clinical data gap analyses and data quality assessments. These analyses are critical informative actions toward determining the feasibility and timing for decommissioning legacy applications. This procurement is a re-competition of that specific contract that expired in 2017 as the government has a continuing need for interagency clinical data quality assurance activities. The continuation of this physician-lead work is consistent with the clinical best practices of private sector health care organizations and uses evidence-based techniques to create the deliverables. 2.0 APPLICABLE DOCUMENTS In the performance of the tasks associated with this Performance Work Statement, the Contractor shall comply with the following: 44 U.S.C. § 3541, Federal Information Security Management Act (FISMA) of 2002 Federal Information Processing Standards (FIPS) Publication 140-2, Security Requirements For Cryptographic Modules FIPS Pub 201, Personal Identity Verification of Federal Employees and Contractors, March 2006 10 U.S.C. § 2224, "Defense Information Assurance Program" Software Engineering Institute, Software Acquisition Capability Maturity Modeling (SA CMM) Level 2 procedures and processes 5 U.S.C. § 552a, as amended, The Privacy Act of 1974 42 U.S.C. § 2000d Title VI of the Civil Rights Act of 1964 Department of Veterans Affairs (VA) Directive 0710, Personnel Suitability and Security Program, May 18, 2007 VA Directive 6102, Internet/Intranet Services, July 15, 2008 36 C.F.R. Part 1194 Electronic and Information Technology Accessibility Standards, July 1, 2003 OMB Circular A-130, Management of Federal Information Resources, November 28, 2000 32 C.F.R. Part 199, Civilian Health and Medical Program of the Uniformed Services (CHAMPUS) An Introductory Resource Guide for Implementing the Health Insurance Portability and Accountability Act (HIPAA) Security Rule, October 2008 Sections 504 and 508 of the Rehabilitation Act (29 U.S.C. § 794d), as amended by the Workforce Investment Act of 1998 (P.L. 105-220), August 7, 1998 Homeland Security Presidential Directive (12) (HSPD-12), August 27, 2004 VA Directive 6500, Information Security Program, August 4, 2006 VA Handbook 6500, Information Security Program, September 18, 2007 VA Handbook 6500.1, Electronic Media Sanitization, March 22, 2010 VA Handbook 6500.2, Management of Security and Privacy Incidents, June 17, 2008. VA Handbook 6500.3, Certification and Accreditation of VA Information Systems, November 24, 2008. VA Handbook, 6500.5, Incorporating Security and Privacy in System Development Lifecycle. VA Handbook 6500.6, Contract Security, March 12, 2010 Project Management Accountability System (PMAS) portal (reference PWS References -Technical Library at https://www.voa.va.gov/) OIT ProPath Process Methodology (reference PWS References -Technical Library and ProPath Library links at https://www.voa.va.gov/) NOTE: In the event of a conflict, OIT ProPath takes precedence over other processes or methodologies. Technical Reference Model (TRM) (reference at http://www.ea.oit.va.gov/Technology.asp) National Institute Standards and Technology (NIST) Special Publications VA Directive 6508, VA Privacy Impact Assessment, October 3, 2008 VA Directive 6300, Records and Information Management, February 26, 2009 VA Handbook, 6300.1, Records Management Procedures, March 24, 2010 3.0 SCOPE OF WORK The scope of this PWS involves clinical data quality assurance of Interoperable Electronic Health Records ( E H Rs), and Scientifically-based Clinical Consulting Services to VHA. This work centers on updating existing clinical test scripts for assessing the quality of E H R Interoperability and Innovation at VA/DoD Joint Venture and many other medical sharing locations. Work will be centered on clinical (not administrative) users at VA/DoD joint venture sites. The functional task areas include advanced clinical health information services in support of the IO Simply put, the scope is to apply advanced expertise to determine the quality of the data and medical images being exchanged in the delivery of safe, high quality patient care. The specific types of services required for this PWS are: 1. Program and project management services for VHA that assist in planning, initiating, managing, executing, and closing out of interagency programs or projects; 2. Highly specialized Subject matter expertise (SME) with the data quality testing of interagency electronic health records; and 3. Interoperability Consulting Services (e.g., DoD/VA integrated Electronic Health Record (iEHR)) that involve advanced medical and surgical processes 4.0 PERFORMANCE DETAILS 4.1 PERFORMANCE PERIOD The base period of performance shall be twelve (12) months from the date of award with one (1) twelve (12) month option period. The option period will be exercised at the discretion of the government. PLACE OF PERFORMANCE Work under this PWS shall be performed primarily at the contractor s facilities. The Contractor shall identify the Contractor s place of performance in their Technical Proposal. Occasional work may be required at the sites listed in Travel Section below. TRAVEL The Government anticipates travel under this effort to perform tasks associated with the contract, as well as to attend program-related meetings or conferences throughout the period of performance. Travel costs will be included in the contract award as a separate, cost-reimbursable, not to exceed line item. The contractor must obtain written approval from both the VA Project Manager (PM) and the Contracting Officer Representative (COR) or the designated back-up, before any travel begins. Travel and per diem expenses will be reimbursed on an actual expenditures basis in accordance with Federal Travel Regulations and FAR 31.205-46. Travel that occurs without written pre-approval from the COR will NOT be reimbursed. The contractor MUST use the travel form for travel approval. Other documents or e-mails will NOT be accepted as pre-approval. In order to be reimbursed for travel, the contractor shall submit supporting documentation as required by Federal Travel Regulations with invoices. Federal Travel Regulations require receipts for travel expenditures of $75.00 or more. Expenses for subsistence and lodging will reimbursed to the contractor only to the extent where an overnight stay is necessary and authorized by Federal Travel Regulations in effect at the time of the stay for the specific location. Local travel within a 50-mile radius from the contractor s facility is considered commuting and will not be reimbursed. No travel or subsistence shall be charged for work performed within a 50-mile radius of the contractor s facility. Travel performed for personal convenience, in conjunction with personal recreation, or daily travel to and from work at the contractor s facility will not be reimbursed. The number of trips, locations, duration and number of travelers to support meetings or conferences are charted below. Travel estimate for the 12-month performance period: Estimated Destinations Approximate Number of trips per contract year Approximate Number of Contractor Personnel required per trip Approximate Number of days per trip St Petersburg, FL 6 3 4 North Chicago, IL 2 3 4 CONTRACT TYPE This contract will be a Firm-Fixed-Price (FFP) requirement. SPECIFIC TASKS AND DELIVERABLES The Contractor shall perform the following clinical data quality assurance tasks with specified deliverables: 5.1 PROJECT MANAGEMENT 5.1.1 TECHNICAL KICKOFF MEETING The Contractor shall conduct a technical kickoff meeting within 10 (ten) business days after award. The Contractor shall specify dates, locations (can be virtual), agenda (shall be provided to all attendees at least five (5) business days prior to the meeting), and meeting minutes (shall be provided to all attendees within three (3) business days after the meeting). The Contractor shall invite the Contracting Officer (CO), Contract Specialist (CS), Contracting Officer Representative (COR), VA Program Manager (PM) and any other key personnel identified by the government. The Contractor shall present the details of the intended approach, work plans, and project schedule for each effort. Deliverable: Technical Kick-Off Meeting Quantity: 1 Due: According to the timeframes identified above. 5.1.2 CONTRACTOR PROJECT MANAGEMENT PLAN The Contractor shall deliver a Contractor Project Management Plan (CPMP) that lays out the Contractor s approach, timeline and tools to be used in execution of the contract.  The CPMP should take the form of both a narrative and graphic format that displays the schedule, milestones, risks and resource support.    The CPMP shall also include how the Contractor shall coordinate and execute planned, routine, and ad hoc data collection reporting requests as identified within the PWS. The CPMP shall be concurred upon by the government. Deliverable: Contractor Project Management Plan Quantity: 1 Due: 15 (fifteen) business days after award 5.1.3 REPORTING REQUIREMENTS The Contractor shall provide the Program Manager, COR and CO with one page in length Monthly Progress Reports in electronic form in Microsoft Word and Project formats. The report shall have content of detailed instructions/explanations for each required data element, to ensure that data is accurate and consistent. These reports shall reflect data as of the last day of the preceding month. The Monthly Progress Reports shall cover all work completed during the reporting period and work planned for the subsequent reporting period. The report shall also identify any problems that arose and a description of how the problems were resolved. If problems have not been completely resolved, the Contractor shall provide an explanation including their plan and timeframe for resolving the issue. The report shall also include an itemized list of all Electronic and Information Technology (EIT) deliverables and their current Section 508 conformance status. The Contractor shall monitor performance against the CPMP and report any deviations. It is expected that the Contractor will keep in communication with VA accordingly so that issues that arise are transparent to both parties to prevent escalation of outstanding issues. Deliverable: Monthly Progress Report. Summary report in final draft addressing monthly activities shall be provided to the program office leads Quantity: 12 Due: 5th business day of each month 5.2 CLINICAL DATA QUALITY ASSURANCE (QA) SCIENTIFIC WRITING The contractor shall provide advanced (not basic) clinical data QA services to the program. This support shall provide clinical and surgical support for customers of VHA Interoperability Office, and with interagency projects that are dependent on or that are interdependent with VHA s VA/DoD Interoperability Office clinical data QA activities. Contractor support shall provide working with physicians and surgeons (who may also be clinical Informaticians), data quality analysts, healthcare standards experts, clinical subject matter experts and others from a wide range of roles and responsibilities (Title 5, Title 38 and Military Officers) in the preparation and updating of clinical QA plans, documentation of accomplishments to date, preparing a research paper (historically one (1) paper every two months) every two months unless otherwise specified, making weekly recommendations on strategies, and identification of technical risks and scope variances in an ongoing fashion. Deliverable: Scientific and Professional Report Writing Quantity: 6 Due: Bi-Monthly. Due every other month on the 5th business day of each month (unless otherwise specified) 5.3 MINIMALIST DATA QA PROJECT PLANS The contractor shall track VHA Interoperability Office program area and technical tasks and provide status information each week via conference call with the respective Program Manager (PM). Minimalist means the Government expects a project plan no more than two levels deep and based upon the tenets of the Project Management Institute s methodology (www.PMI.org). The contractor shall meet with each PM once per week to review activities and actions. Email submission of report reviewing activities and actions is acceptable if the government PM is unavailable to meet in a given week. The contractor shall summarize progress on aforementioned activities in the Bi-Annual QA Project Plan update. Deliverable: Data QA Project Plan Quantity: 2 Due: 90 days post project start and 180 days post first report 5.4 CLINICAL DATA QUALITY ASSURANCE PROFESSIONAL SERVICES The contractor shall research published clinical data from medical/surgical journals, compile/ gather information, file plans, perform paper and electronic correspondence tracking, prepare textual and graphic material for briefings, and create reports, issue briefings, and memorandums. The contractor shall post and update information weekly for VHA Interoperability Office on the VHA Interoperability Office SharePoint site. The contractor shall summarize progress on aforementioned activities in the monthly status report. Deliverable: Written scientific and professional reports about clinical data QA issues with the use of EHRs based upon the clinical test scripts used Quantity: 52 Due: First work day of each week
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/ISC/OISC/VA70117R0191/listing.html)
 

Document(s)

Attachment
 

File Name: VA701-17-R-0191 VA701-17-R-0191_3.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3711368&FileName=VA701-17-R-0191-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3711368&FileName=VA701-17-R-0191-000.docx

 

File Name: VA701-17-R-0191 PWS IO CLINICAL DATA QA .docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3711369&FileName=VA701-17-R-0191-001.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3711369&FileName=VA701-17-R-0191-001.docx

 

Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
 

Record

SN04614213-W 20170806/170804232242-f384c999c22759509c9d427fbdff7ff4 (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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