Echo Training
Added: Mar 19, 2014 9:19 am PERFORMANCE WORK STATEMENT (PWS) FOR TRAINING FOR ECHOCARDIOGRAM SCANNING SECTION I, DESCRIPTION OF SERVICES: 1.1 SERVICE REQUIREMENT: The Contractor shall provide all labor, materials, transportation, and other incidentals necessary to provide on-site instructor guided education focused on attaining and maintaining the technical skills necessary for competent performance in Adult Echocardiogram scanning specific for Echo technicians. The Contractor shall provide training at the Wilkes-Barre Veterans Affairs Medical Center (WBVAMC) located at 1111 East End Blvd, Wilkes-Barre, Pennsylvania from March 24, 2014 tough March 28, 2014 (5 days course of training). The Contractor shall provide training in the following areas: Echo scanning techniques, 2D/M-mode and 3D/4D echocardiography, stress echo and contrast. The Contractor shall provide guidance and education relating to the following areas: key concepts and foundational knowledge for individuals working in Cardiology, key concepts and foundational knowledge for individuals working in Echocardiography. The contractor trainer shall provide instruction to the staff while working in the laboratory environment and shall be familiar with the use and operation of Siemens Echocardiogram Equipment. 1.1.1 Course Material The Contractor shall provide staff hand-outs, instruction manuals, and any other materials as deemed necessary to provide the training. If necessary, the Contractor shall provide a laptop to present the training materials. 1.2 QUALIFICATIONS The Contractor shall provide resumes of all applicable instructors with proposal package. Contractor personnel shall possess verifiable experience working directly with the course material described above in 1.1. Contractor personnel shall possess the abilities necessary to perform the following tasks: manage an organized learning environment, and prepare and present training. 1.3 TRAINING SUPPORT The Contractor shall be responsible for determining number of course(s) appropriate to meet the requirement described in 1.1. The Contractor shall submit a training schedule with the proposal to include, proposed dates, times, and length of the course(s). One (1) week prior to contract start date (after contract award) the Contractor shall submit the final training schedule to the Contracting Officer Technical Representative (COTR) for approval. The Contractor shall ensure that the training schedule includes the following elements: dates, times, length of the course(s). The WBVAMC shall allocate training space and any equipment needed for presenting visual materials. The Contractor shall develop and maintain course rosters, and record training completions. Course size shall not exceed six (6) students. The Contractor shall provide course critique(s) and course roster(s) to the COTR within five (5) business days of completion of the course(s). The Contractor shall provide to the COTR documentation of completed laboratory training sessions that include the names of employees in attendance, dates training was conducted, course name, course length, instructor's name, and other pertinent information as required by the COTR within five (5) business days after course completion. The Contractor shall ensure attendance is taken during the course. The Contractor shall insure the security and confidentiality of employee information IAW the Privacy Act of 1974 of 5 U.S.C. § 552a. The Contractor shall use the learning objective pass/fail criteria. At course completion, the Contractor shall report each student's progress and provide a certificate for each student that passed the course(s). In the event of course cancellation due to instructor's inability to teach, the Contractor shall contact the COTR within forty-eight (48) hours and provide a substitute or alternate date for instruction to present the course. 1.4 QUALITY ASSURANCE According to the contract's inspection clause, the government will evaluate the Contractor's performance under this contract. The COTR, a representative of the Contracting Officer (CO), will participate in the administration of this contract. Any matter concerning a change to the scope, prices, terms, or conditions of this contract shall be referred to the CO. All services to be performed by the Contractor during the period of this contract will be subject to review by the CO and/or COTR. 1.4.1. Contractor Response Time The Contractor shall be given tee (3) business days to respond to quality concerns. 1.5 CONTRACTOR PERSONNEL The Contractor shall be responsible for work requirements and work in progress at the start of the contract. The selection, hiring, assignment of duties, reassignment of duties, transfer, supervision, management, control, and termination of Contractor employees in performance of this PWS shall be the responsibility of the Contractor. 1.5.1 Contractor Employees The Contractor shall provide Government initial and updated lists of Contractor employees' names and position titles within ten (10) working days after contract award. The Contractor shall not employ persons on this contract if such employee is identified to the Contractor as a potential teat to the health, safety, security, and/or general well being or operational mission of the installation and its population. The Contractor shall not employ any person who is an employee of the United States Government if the employment of that person would create a conflict of interest. All contract employees depending on particular condition, occasion or place, or job assignment shall require professional, suitable attire. All Contractor employees shall conduct themselves in a professional, courteous manner. The selection, assignment, reassignment, transfer, supervision, management, and control of Contractor employees in performance of this PWS shall be the responsibility of the Contractor; however, the Contractor shall comply with the requirements set forth in this PWS. The Contractor shall employ and maintain a technically trained and experienced work force. 1.5.2 Hours of Operation During the period of performance, the Contractor shall provide services Monday tough Friday except Federal holidays, during normal operating hours, 8:00 am to 4:30pm. No more than eight (8) hours per instruction per day. Federal holidays are as follows: New Year's Day January 1 Martin Luther King 's Birthday Third Monday in January President's Day Third Monday in February Memorial Day Last Monday in May Independence Day July 4 Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11 Thanksgiving Day Fourth Thursday in November Cistmas Day December 25 When one of the holidays falls on Sunday, the following Monday shall be observed as a national holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a national holiday by U.S. Government Agencies. Also included would be any day specifically declared by the President of the United States of America as a National holiday. 1.6. COURSE STRUCTURE The Contractor instructors shall provide appropriate breaks during the course of instruction. Breaks should be fifteen (15) minutes in duration, one each in a.m. and p.m. learning session time. The Contractor shall provide for a thirty (30) minute lunch period to begin approximately at the completion of the fourth (4th) hour (lunch start time to be determined by the instructor at a logical point in the instruction). 1.7 CAUSE FOR CONTRACT TERMINATION: The Contractor shall maintain the minimum acceptable service, reporting systems, and quality controls as specified herein. Failure to comply with the specified contract terms and conditions; adverse reports from external monitoring agencies which indicate poor quality of medical services and/or record keeping shall be grounds for termination of the contract. The Contractor shall notify the COTR within two (2) hours, or by 10:00 am the next business day, whichever is sooner, of any adverse action by a regulatory agency. SECTION II, SERVICE SUMMARY The Contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance teshold briefly describes the minimum acceptable levels of service required for each objective. The tesholds are critical to satisfactory performance under this contract. 2.1 SERVICE SUMMARY (SS) REQUIREMENTS The Contractor shall ensure the performance objectives and performance tesholds, and surveillance methods are achieved as required by individual task orders as follows: SS # and Performance Objective PWS Para. Performance Teshold SS #1 The Contractor shall provide staff hand-outs, instruction manuals, and any other materials as deemed necessary to provide the training. 1.1.2 Zero Errors per Performance Period. SS #2 One week prior to contract start date (after contract award) the Contractor shall submit the final training schedule to the COTR for approval. The contractor shall ensure that training schedule includes: Dates, times, and length of course(s). 1.3 0 (Zero) days late. SS #3 The Contractor shall provide course critique(s), course roster(s) to the contract monitor five (5) business days of completion of each course. 1.3 0 (Zero) days late. SS #4 In case of an emergency, the Contractor shall ensure the course is rescheduled and presented within tee (3) business days. 1.3 0 (Zero) days late. SS #5 The Contractor shall provide to the COTR documentation of completed training sessions that include the names of employees in attendance, dates training was conducted, course title, course length, instructor's name and other pertinent information as required by the COTR within five (5) business days after course completion. 1.3 0 (Zero) days late. SS #6 In the event of course cancellation due to instructor's inability to teach, the Contractor shall contact the COTR within forty-eight (48) hours and provide a substitute or alternate date for presenting the course. 1.3 100% Compliance. SS #7 The Contractor will be given tee (3) business days to answer a quality concern. 1.4.1 0 (Zero) days late. SS #8 The Contractor shall provide COTR initial and updated lists of Contractor employees' names and position titles within ten (10) working days after contract award. 1.5.1 0 (Zero) days late. SS #9 During the period of performance, the Contractor shall provide services from Monday-Friday except Federal holidays, during normal operating hours, 8:00 am to 4:30 pm. No more than eight (8) hours per instruction per day. 1.5.3 100% Compliance. SS #10 The Contractor shall determine the acceptable duration of a training period without break but shall ensure one fifteen (15) minute break in a.m. and p.m. each as well as a thirty (30) minute lunch. 1.6 100% Compliance. SECTION III, GOVERNMENT FURNISHED PROPERTY AND SERVICES 3.1 GOVERNMENT FURNISHED PROPERTY (GFP): The government shall provide an overhead projector and screen. SECTION IV, VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY REQUIREMENTS 1. GENERAL: Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security. 2. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS a. A contractor/subcontrator shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order. b. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures. c. The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor's employ. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination. 3. VA INFORMATION CUSTODIAL LANGUAGE a. 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/subcontractor's rights to use data as described in Rights in Data -General, FAR 52.227-14(d) (1). b. VA information should not be co-mingled, if possible, with any other data on the contractors/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. c. Prior to termination or completion of this contract, 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. d. 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. e. 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. f. 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 terminate for cause under Federal Acquisition Regulation (FAR) part 12. g. 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. h. 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. i. The contractor/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. j. 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. k. Notwithstanding the provision above, the contractor/subcontractor shall not release VA records protected by Title 38 U.S.C. 5705, confidentiality of medical quality assurance records and/or Title 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 requests for the above mentioned information, that contractor/subcontractor shall immediately refer such court orders or other requests to the VA contracting officer for response. l. For service that involves the storage, generating, transmitting, or exchanging of VA sensitive information but does 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. 4. SECURITY INCIDENT INVESTIGATION a. The term "security incident" means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The contractor/subcontractor shall immediately notify the COTR and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access. b. To the extent known by the contractor/subcontractor, the contractor/subcontractor's notice to VA shall identify the information involved, the circumstances surrounding the incident (including to whom, how, when, and where the VA information or assets were placed at risk or compromised), and any other information that the contractor/subcontractor considers relevant. c. With respect to unsecured protected health information, the business associate is deemed to have discovered a data breach when the business associate knew or should have known of a breach of such information. Upon discovery, the business associate must notify the covered entity of the breach. Notifications need to be made in accordance with the executed business associate agreement. d. In instances of theft or break-in or other criminal activity, the contractor/subcontractor must concurrently report the incident to the appropriate law enforcement entity (or entities) of jurisdiction, including the VA OIG and Security and Law Enforcement. The contractor, its employees, and its subcontractors and their employees shall cooperate with VA and any law enforcement authority responsible for the investigation and prosecution of any possible criminal law violation(s) associated with any incident. The contractor/subcontractor shall cooperate with VA in any civil litigation to recover VA information, obtain monetary or other compensation from a third party for damages arising from any incident, or obtain injunctive relief against any third party arising from, or related to, the incident. 5. LIQUIDATED DAMAGES FOR DATA BREACH a. Consistent with the requirements of 38 U.S.C. §5725, a contract may require access to sensitive personal information. If so, the contractor is liable to VA for liquidated damages in the event of a data breach or privacy incident involving any SPI the contractor/subcontractor processes or maintains under this contract. b. The contractor/subcontractor shall provide notice to VA of a "security incident" as set forth in the Security Incident Investigation section above. Upon such notification, VA must secure from a non-Department entity or the VA Office of Inspector General an independent risk analysis of the data breach to determine the level of risk associated with the data breach for the potential misuse of any sensitive personal information involved in the data breach. The term 'data breach' means the loss, theft, or other unauthorized access, or any access other than that incidental to the scope of employment, to data containing sensitive personal information, in electronic or printed form, that results in the potential compromise of the confidentiality or integrity of the data. Contractor shall fully cooperate with the entity performing the risk analysis. Failure to cooperate may be deemed a material breach and grounds for contract termination. c. Each risk analysis shall address all relevant information concerning the data breach, including the following: i. Nature of the event (loss, theft, unauthorized access); ii. Description of the event, including: 1. date of occurrence; 2. data elements involved, including any PII, such as full name, social security number, date of birth, home address, account number, disability code; iii. Number of individuals affected or potentially affected; iv. Names of individuals or groups affected or potentially affected; v. Ease of logical data access to the lost, stolen or improperly accessed data in light of the degree of protection for the data, e.g., unencrypted, plain text; vi. Amount of time the data has been out of VA control; vii. The likelihood that the sensitive personal information will or has been compromised (made accessible to and usable by unauthorized persons); viii. Known misuses of data containing sensitive personal information, if any; ix. Assessment of the potential harm to the affected individuals; x. Data breach analysis as outlined in 6500.2 Handbook, Management of Security and Privacy Incidents, as appropriate; and xi. Whether credit protection services may assist record subjects in avoiding or mitigating the results of identity theft based on the sensitive personal information that may have been compromised. d. Based on the determinations of the independent risk analysis, the contractor shall be responsible for paying to the VA liquidated damages in the amount of $37.50 per affected individual to cover the cost of providing credit protection services to affected individuals consisting of the following: i. Notification; ii. One year of credit monitoring services consisting of automatic daily monitoring of at least 3 relevant credit bureau reports; iii. Data breach analysis; iv. Fraud resolution services, including writing dispute letters, initiating fraud alerts and credit freezes, to assist affected individuals to bring matters to resolution; v. One year of identity theft insurance with $20,000.00 coverage at $0 deductible; and vi. Necessary legal expenses the subjects may incur to repair falsified or damaged credit records, histories, or financial affairs. 6. TRAINING a. All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems: i. Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Contractor Rules of Behavior, Appendix E relating to access to VA information and information systems; ii. Successfully complete the VA Cyber Security Awareness and Rules of Behavior training and annually complete required security training; iii. Successfully complete the appropriate VA privacy training and annually complete required privacy training; and b. The contractor shall provide to the contracting officer and/or the COTR a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required. c. Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete. 7. HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT of 1996 (HIPAA): The Contractor shall adhere to the provisions of Public Law 104-191, Health Insurance Portability and Accountability Act (HIPAA) of 1996 and the National Standards to Protect the Privacy and Security of Protected Health Information (PHI). As required by HIPAA, the Department of Health and Human Services (HHS) has promulgated rules governing the security and use and disclosure of protected health information by covered entities, including the Department of Veterans Affairs (VA). In accordance with HIPAA, the Contractor is required to enter into a Business Associate Agreement (BAA) with VA under this contract, see attached for a copy. 8. CONTRACTOR PERSONNNEL SECURITY REQUIREMENTS: a. All Contractor employees are subject to the same level of investigation as VA employees who have access to VA Sensitive Information. The level of background investigation commensurate with the level of access needed to perform the statement of work is: a Special Agreement Check (SAC). This requirement is applicable to all subcontractor personnel requiring the same access. The Contractor shall bear the expense of obtaining background investigations. If the investigation is conducted by the Office of Personnel Management (OPM) tough the VA, the Contractor shall reimburse the VA within 30 days. b. Within five business days of receiving the award notice, the Contractor shall submit a completed Background Investigation Request Worksheet, to be provided after award that lists all Contractor employees that will be providing preceptorship and fax it to the Contracting Officer (CO), contact information to be provided after award. c. All Contractor employees providing preceptorship are required to be fingerprinted within 14 calendar days of the award notice, except for those who received an e-mail from the VA (Veterans Affairs) SIC (Security Investigation Center) confirming reciprocity. Courtesy electronic fingerprints can be obtained at some VA facilities, including the Wilkes Barre Veterans Affairs Medical Center. The Contracting Officer's Technical Representative (COTR) will schedule a fingerprinting appointment at a VA facility as soon as possible. Each Contractor employee shall take a copy of the VHA (Veterans Health Administration) SAC Memorandum, to be provided after award, to the fingerprinting appointment and complete it. Contractor employees shall fax the completed form to the Contracting Officer, contact information to be provided after award. The Office of Personnel Management sends the results of the SAC to the Veterans Service Center (VSC) Personnel Security Office within 5 days. The VSC Personnel Security Office reviews the results and makes an adjudication recommendation to the CO within 10 days, who will inform the Contractor POC of the outcome. Contractor employees will then be required to obtain a Personal Identification Verification (PIV) badge on-site at the VA, further instructions to be provided after award. (End of Performance Work Statement) Quality Assurance Surveillance Plan (QASP)
VA24414Q0552 Department of Veterans Affairs
3/19/14, 9:19 AM