Presolicitation Notice – R– VA/DoD Clinical Data Quality Assurance Support
Notice Type: Presolicitation Notice
Posted Date:
Office Address:
Subject: R--
Classification Code: R - Professional, administrative, and management support services
Solicitation Number: VA70117R0191
Contact: Bernadette BodzentaContract Specialist 216-447-8300 ext 3538 mailto:[email protected]
Description:
Interoperability Office Clinical Data Quality Assurance Professional and Scientific Services
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OFFICE OF INFORMATICS AND INFORMATION GOVERNANCE
INTEROPERABILITY OFFICE
PERFORMANCE WORK STATEMENT
Project No. IO-2
Date:
1.0 BACKGROUND
The
As part of VHA, the
The purpose of the
1.
2. Ensuring the integrity and clinical data quality assurance of interoperable Electronic Health Records (EHRs), including inpatient medicine and surgery, to
As
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
This contract effort continues interagency clinical data quality assurance work begun in 2015. In support of the
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
10 U.S.C. '' 2224, "Defense Information Assurance Program"
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
VA Directive 6102,
36
OMB Circular A-130, Management of Federal Information Resources,
32
An Introductory Resource Guide for Implementing the Health Insurance Portability and Accountability Act (HIPAA) Security Rule,
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),
Homeland Security Presidential Directive (12) (HSPD-12),
VA Directive 6500, Information Security Program,
VA Handbook 6500, Information Security Program,
VA Handbook 6500.1, Electronic Media Sanitization,
VA Handbook 6500.2, Management of Security and Privacy Incidents,
VA Handbook 6500.3, Certification and Accreditation of VA Information Systems,
VA Handbook, 6500.5, Incorporating Security and Privacy in System Development Lifecycle.
VA Handbook 6500.6, Contract Security,
Project Management Accountability System (PMAS) portal (reference PWS References -
OIT ProPath Process Methodology (reference PWS References -
Technical Reference Model (TRM) (reference at http://www.ea.oit.va.gov/Technology.asp)
National Institute Standards and
VA Directive 6508, VA Privacy Impact Assessment,
VA Directive 6300, Records and Information Management,
VA Handbook, 6300.1, Records Management Procedures,
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
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.,
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
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
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
6
3
4
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
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
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
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
Link/URL: https://www.fbo.gov/spg/VA/ISC/OISC/VA70117R0191/listing.html
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