Atch_D-_POLICY_MAN._SOW_1_Nov17_REV3_.pdf

SYSTEM STATEMENT OF WORK

POLICY MANAGEMENT SYSTEM

26 October 2017

I. BACKGROUND

The Phoenix Area Indian Health Service (PAIHS) provides health care services to forty-three

Tribal nations in the States of Arizona, Nevada and Utah with a volume of approximately

850,000 patient visits annually. The PAIHS operates eight service units, inclusive of acute care and Critical Access Hospitals (CAH), ambulatory health care centers and Youth Residential

Treatment facilities (YRTCs) on/or around reservations located primarily in remote geographic areas of Arizona, Nevada, Utah and California. The Phoenix Area Office is located in the central downtown area of Phoenix, Arizona.

Currently policy management processes within the PAIHS vary by facility, and includes a patchwork of paper documents and electronic management processes. PAIHS facilities are charged with assuring compliance with healthcare regulatory and accreditation requirements, as well as requirements unique to federal agencies and the Indian Health Service; however, sharing of policies and related documents amongst facilities is not easily supported by current systems and processes, often resulting in duplication of efforts in the respective facilities of the PAIHS.

The requirement is to implement an electronic healthcare Policy Management System for the various health facilities in the PAIHS to align policy management processes, to provide the capability to increase standardization of policies, where appropriate, across facilities within the

Phoenix Area, and to support facility compliance with regulatory and accreditation requirements.

The services will be provided under the Statutory Authority as implemented by Public Law 103-

332; 10 USC.2304 and 41 USC.253, FAR 37 – Service Contracting and (for Medical Positions –

FAR Part 37.4 – Non-personal Health Care Services); HHSAR Part 337.

II. SCOPE

The overall scope of this requirement shall be performed according to the requirements and conditions contained in this Statement of Work. The primary purpose of this contract is to provide an electronic solution for the management of official policies and procedures for nine (9) healthcare facilities, inclusive of acute care hospitals, Critical Access Hospitals (CAH), ambulatory health care centers, and Youth Residential Treatment facilities (YRTCs), within the

Phoenix Area Indian Health Service.

III. OBJECTIVES AND GOALS.

The Contractor is to provide an electronic Policy Management solution which enables the creation, update and maintenance of official healthcare policies and procedures throughout all of the included healthcare facilities. This service will provide organization and standardization of policies and documents for each facility as well as an automated approval and review process.

The Contractor shall provide the Phoenix Area health facilities with information to assist them in maintaining continuous compliance with their accreditation body and maintain compliance with

Medicare requirements, including Conditions of Participation (CoP). The contract will assist each site in maintaining up-to-date Policy & Procedures and provide a mechanism to store, maintain and share the information with staff within their healthcare facility.

IV. TASKS

The Contractor shall provide an electronic Policy Management System which support all aspects of the document life cycle and policy management in a healthcare setting. The electronic Policy

Management Program shall enable the following:

User friendly interface to create, update, index, maintain, publish/distribute, and store policies in a standardized format, as established by each facility.

Concurrent access by an unlimited number of users

Capability for document search functions, such as keys word or phrase search

Version preservation and archiving of policies

Automated creation/revision, approval and review process which supports o Creation of approval workflows by department or policy/document o Collaborative authoring and editing functions o Time-sensitive assignment of policies for task completion, such as review, revision, acknowledgement, approval, etc.

o Tracking and filtering of policies with regards to the following:

Status of review/completion.

Policies assigned to a specific supervisor, department, or program.

o Addition of new employees, editing employee accounts, enroll employees in courses.

o Oversight for managers through a dashboard that contains various reports

(policies pending signature, number of days pending for signature, policies nearing expiration, staff assignment accountability, etc.).

o Access to reports for designated administrators and/or managers o Access to a Policy & Procedure reference library which includes samples, templates and customizable forms from healthcare facilities of similar type and function o The contractor must provide the Phoenix Area health facilities with information, including notification of updates or changes, to assist them in maintaining continuous compliance with the requirements of their respective accreditation and regulatory bodies, including CMS Conditions of Participation (CoP), The

Joint Commission (TJC), CMS, NIAHO, CDC, OSHA, HIPAA, NCQA, AAAHC, DHHS, FDA and other applicable regulatory bodies.

o Initial uploading/importing and conversion of current policies and procedures in preferred format o Unlimited training for staff, end users and administrators throughout the contract.

The Contractor will assign the Phoenix Area IHS an account representative who will serve as the primary point of contact for the contract

The Contractor provide a consultant with extensive experience and a high degree of knowledge of the Joint Commission and AAAHC accreditation standards and CMS

Conditions of Participation (CoPs) applicable to hospitals and ambulatory care clinics

OPTION: Pricing for onsite implementation and the availability of training module (or training provided) for employees to access to become familiar with website/software.

V. GOVERNMENT-FURNISHED PROPERTY

The Phoenix Area Indian Health Service will provide adequate space for the contractor to perform any onsite training. The Phoenix Area facilities will provide all policies in an electronic document format to the company prior to implementation.

VI. SECURITY

The Contractor will assure companion and system security in compliance with Indian Health

Service security settings, requirements and parameters.

VII. PLACE OF PERFORMANCE

The contract will be performed in the following facilities of the Phoenix Area Indian Health

Service (see Appendix A for a list of further information on each main service unit):

• Colorado River Service Unit

• Desert Visions/Nevada Skies Youth Wellness Centers

• Elko Service Unit

• Fort Yuma Service Unit

• Hopi Health Center

• Phoenix Service Unit

• Uintah-Ouray Service Unit

• Whiteriver PHS Indian Hospital

• Phoenix Area Indian Health Service

VIII. PERIOD OF PERFORMANCE

The period of performance will be for a Base Year (12 month period) and Four (4) Year 12-month option periods, which may be exercised at the IHS discretion and are subject to the Contractor’s satisfactory performance of the Services under this contract. The Period of Performance is estimated until Award is made.

Base Award: 5 February 2018 through 4 February 2019

Option Year One (1): 5 February 2019 through 4 February 2020

Option Year Two (2): 5 February 2020 through 4 February 2021

Option Year Three (3): 5 February 2021 through 4 February 2022

Option Year Four (4): 5 February 2022 through 4 February 2023

Pre-Award Conference. The Contractor shall be afforded a reasonable preparation time in which the contractor will be allowed to set up, prepare, plan, organize and make ready any necessary training, groundwork and set up that may be needed in order to begin performing the required services. This time period does not extend the length of the contract by any means.

IX. POINT OF CONTACT

Government Point of Contact/COR: Jana Towne, Jana Towne, RN, BSN, MHA, Area Nurse Consultant

Phoenix Area Indian Health Service

Two Renaissance Square

40 N. Central Avenue

Phoenix, AZ 85004

Telephone: (602) 364-5184

The Point of Contact/COR responsibilities will be to coordinate with the Contractor the technical aspects of this service, perform inspection and the review of performance hereunder. This individual does not have the authority to change or alter the order amount, terms, and conditions.

The Point of Contact/COR shall be responsible for the following:

1. Shall monitor the Contractor’s technical progress, including the surveillance and assessment of performance and recommending to the Contracting Officer changes to the contract.

2. Shall perform technical evaluation as required

3. Shall perform technical (daily and final) inspection and acceptance as required by this contract

4. Shall assist the Contractor in the resolution of technical problems encountered during performance

5. Shall certify receipt and acceptance of service and submit a receiving report.

The Contracting Officer is the only person with authority to: (1) act as agent of the government under this Statement of Work; (2) modify or extend the period of performance; (3) change the delivery schedule; (4) authorize reimbursement to the contractor for any costs incurred during the performance of this contract; or (5) otherwise change any terms and conditions of this contract.

The Government may unilaterally change this COR designation.

X. Pricing Schedule

The Government intends to award a Firm Fixed Price Contract.

See Attachment A, Pricing Schedule for inputting rates.

Appendix A: Site Locations Information

Phoenix Area The Phoenix Area has several areas referred to as service units under the subject requirement.

Service units are located across central Arizona, northern Nevada and Northwestern Utah. The facilities range from small ambulatory care clinics to full service hospitals. Most of the facilities are located on Indian reservations.

• Colorado River Service Unit (http://www.ihs.gov/phoenix/healthcarefacilities/coloradoriver/)

• Elko Service Unit (http://www.ihs.gov/phoenix/healthcarefacilities/elko/)

• Fort Yuma Service Unit (http://www.ihs.gov/phoenix/healthcarefacilities/fortyuma/)

• Hopi Health Care Center (http://www.ihs.gov/phoenix/healthcarefacilities/hopi/)

• Phoenix Service Unit (http://www.ihs.gov/phoenix/healthcarefacilities/phoenix/)

• Uintah-Ouray Service Unit (http://www.ihs.gov/phoenix/healthcarefacilities/uintahouray/)

• Whiteriver Service Unit (http://www.ihs.gov/phoenix/healthcarefacilities/whiteriver/)

• Desert Visions Youth Wellness Center / Nevada Skies Youth Wellness Center

• Phoenix Area Indian Health Service (https://www.ihs.gov/phoenix/) https://www.ihs.gov/phoenix/

1. Colorado River Service Units (Parker, Peach Springs, Chemehuevi, Supai and Moapa)

The Colorado River Service Unit is located in the town of Parker and is also the site of the

Parker Indian Hospital. Convenient to the Colorado River and Chemehuevi reservations, the hospital is less than an hour's drive by most residents.

Parker is a self-sustaining town and most Service Unit employees live here or in Lake Havasu, only 38 miles away. Peach Springs serves the Hualapai Reservation and is more remote. It's about an hour from Kingman, the nearest major city. Most isolated is Supai, in the Havasupai

Reservation.

Parker Indian Hospital

Parker PHS Indian Hospital

12033 Agency Road

Parker, Arizona 85344

From this facility, you will be providing quality health care to the members of all five tribes. The

17-bed JCAHO-accredited hospital is staffed by six primary care physicians and one physician's assistant. We provide the Indian community with general medical care and pediatric services.

Specialty outpatient services are provided on-site by IHS, by contract specialists or by off-site referrals. Obstetric patients are generally sent for delivery to local private facilities. Patients requiring surgical and more complex hospitalizations are referred to Phoenix Indian Medical

Center, about 150 miles distant.

Peach Springs Health Center

Peach Springs Indian Health Center

943 Hualapai Way

P.O. Box 190

Peach Springs, AZ 86434

This 40-hour ambulatory care facility supplements Parker Indian Hospital's health care. General outpatient services, dental care, and preventive services are provided by one physician and one physician's assistant. A contract emergency medical service offers after-hours transport of patients to Kingman.

Supai Clinic

Supai Indian Health Station

129 Main Street

Supai, AZ 86435

Vital ambulatory care is given to this obscure canyon village by a physician. Located within the

Havasu Canyon, this clinic is only accessible by helicopter or donkey. Transportation and communication issues are often a consideration for staff and services.

Chemehuevi Clinic

Chemehuevi Clinic

1970 North Palo Verde Street

Havasu Landing CA, 92363

This small ambulatory care facility provides ambulatory care three days a week by Peach Springs

Health Center staff members.

Moapa Valley, Nevada

Irene Benn Medical Center

#10 Lincoln St

Moapa, NV 89025

Phone: 702-865-2700

This small ambulatory care facility is located in Nevada and is also part of the Colorado River

Service Unit.

2. Elko Service Unit

Southern Bands Health Center

515 Shoshone Circle

Elko, Nevada 89801

This AAAHC accredited ambulatory care clinic is located in Elko, Nevada, between Salt Lake

City and Reno. The clinic offers direct medical, dental, mental health and substance abuse services and is staffed by Staffed by two physicians, two physician assistants, one dentist, and one psychologist. Visiting specialties include audiology, cardiology, hematology, psychiatry and rheumatology. Other services offered include tele-health, dietary, cardiology, diabetic retinopathy screening, pain management, and psychiatry and rheumatology services. Contract health care services are also coordinated by referring to hospitals and clinics both locally and in nearby cities. On-site pharmacy and automated refill line services are available, as well as a 24/7

Nurse Advice Hotline, tele-education opportunities for staff members. Clinic hours are 7 a.m. to

6 p.m. Monday through Thursday and 8 a.m. to 5 p.m. on Fridays. Services are also provided through the Battle Mountain Field Clinic twice monthly.

The population of Elko County is 47,071. The combined population of Elko City and the neighboring community of Spring Creek (five miles outside of Elko City-is approximately

30,000. The size of our territory is quite large. Due to the considerable distance from our other

Service Unit communities, our clinic primarily provides care to members of the Te-Moak Bands.

The number of patients registered at our Service Unit is 7,139 representing three reservations;

Duckwater, Ely, and Goshute and four colonies; Battle Mountain, Elko, South Fork and Wells.

(A colony is a reservation within an established city.

3. Fort Yuma Service Unit

Mailing:

Fort Yuma Health Center

P.O. Box 1368

Yuma, AZ 85366

Physical:

Fort Yuma Health Center

One Indian Hill Road

Winterhaven, CA 92283

This AAAHC accredited ambulatory care clinic offers direct medical, dental, mental health and substance abuse, specialty care and other ancillary services in. The buildings used at the current clinic are some of the oldest used by the IHS. The Administration building was built in the

1850's and the main clinic was built in the 1930's. Although there is great history in these buildings, a new state of the art building is on the horizon with construction to be completed in

2018.

The Cocopah and Quechan are the two distinct tribes that are served at Fort Yuma. The Quechan

Reservation consists of 45,814 desert acres along the Colorado River in California's Imperial

County, just outside Yuma. The Cocopah Reservation is comprised of 1,772 acres near

Somerton, AZ, a small town south-west of Yuma. The Cocopah and Quechan tribal members live a contemporary lifestyle but many still practice traditional ways. The cultural experiences run deep here. Even the native language bears linguistic similarities to the ancient Aztecs.

4. Hopi Health Care Center

Physical:

Hwy 264 Mile Marker 388

Polacca, Arizona 86042

Mailing:

P.O. Box 4000

Polacca, Arizona 86042

This small Critical Access Hospital (CAH) offers emergency services and a spectrum of inpatient and outpatient primary care healthcare services on the remote Hopi Reservation in

Northern Arizona. Additional services offered include optometry, Public Health Nursing, pharmacy, physical therapy, SANE response, Dental, diabetes treatment and prevention, social services and referral care.

5. Phoenix Service Unit (also referred to as Phoenix Indian Medical Center and Sherman

Indian School).

Phoenix Indian Medical Center

4212 North 16th Street

Phoenix, AZ 85016

PIMC provides direct health care services to over 140,000 patients. The Tribes that comprise the

Phoenix Service Unit are the Fort McDowell Yavapai Nation, the Salt River Pima-Maricopa

Indian Community, and the San Lucy District of the Tohono O'odham Nation, the Tonto Apache

Tribe, the Yavapai-Apache Indian Tribe, and the Yavapai-Prescott Indian re njuyrTribe. Tribal members who receive care at PIMC are often residents of the greater Phoenix area and hail from

Tribes throughout the U.S. PIMC also provides specialty care to rural and remote reservation health care facilities in Arizona, Nevada, and Utah.

The tribal identity of eligible beneficiaries receiving care at PIMC is representative of 67% of the

566 federally recognized Tribes. The top 5 Tribes represented by the PIMC patient population are the Navajo Nation of Arizona, New Mexico and Utah, the Salt River Pima-Maricopa Indian

Tribe, the Pascua Yaqui Tribe, the Gila River Pima Maricopa Tribe, and the Tohono O'odham

Nation.

Sherman Indian School Clinic

4212 North 16th Street

Phoenix, AZ 85016jhkjkj

The Sherman Indian School Clinic (SISC) is a satellite clinic of the Phoenix Indian Medical

Center located on the premises of the Sherman Indian High School in Riverside, CA. It offers primary medical care services, prescription medications (in cooperation with the Phoenix Indian

Medical Center pharmacy), mental health assessment, psychotherapy, and consultative child psychiatric services to the students of Sherman Indian High School, and refers students to outside providers for higher levels of medical or mental health care when indicated.

6. Uintah-Ouray Service Unit

Mailing: Physical:

Fort Duchesne PHS Indian Health Center 6822 E 1000 S.

P.O. Box 160 Fort Duchesne, Utah 84026

Fort Duchesne, Utah 84026

This AAAHC accredited ambulatory care center offers services 40-hours per week and is staffed by three physicians, two physician's assistant, and two dentists. They provide comprehensive public health services including general medical, surgical follow-up, pediatric, prenatal and postpartum care. Dental and optometry services are also available. Other clinical specialties are provided by visiting consultants and are scheduled periodically. Patients requiring more complex medical care are referred to the hospital or other contract facilities.

After-hours and weekend needs are handled through the emergency rooms at Uintah Basin

Medical Center in Roosevelt, Ashley Valley Medical Center in Vernal, and at the Urgent Care

Centers in Roosevelt and Vernal.

Fort Duchesne encompasses the small northwestern band of Shoshone Indians, the Paiute Indian

Tribe of Utah and the Skull Valley Band of Goshute Indians as well as the Ute Tribes of the

Uintah and Ouray Reservations. However, only the Ute Tribes of the U & O reservations have direct access to the health center. The Fort Duchesne Health Center serves this community of about 4,250 people. The other tribes receive care through contract health services and other state-aided health care programs.

7. Whiteriver Service Unit (Two Facilities--Whiteriver and Cibecue Health Center)

Whiteriver Indian Hospital

Mailing:

P.O. Box 860

Whiteriver, AZ 85941

Physical:

200 West Hospital Drive

Whiteriver, AZ 85941

The Whiteriver Indian Hospital is located at Whiteriver, AZ on the Fort Apache Indian

Reservation. The hospital is located about three miles north of Whiteriver and serves approximately 17,000 tribal members and other Native American communities around the area.

Residents to the northwest are served through the Cibecue Health Center, fifty miles from

Whiteriver. Whiteriver is within 20 to 30 miles from the resort towns of Pinetop, Lakeside and

Show Low.

Whiteriver hospital is designated as a Baby Friendly Hospital. The hospital is JCAHO-accredited and staffed by 22 physicians, podiatrist, five nurse practitioners, five dentists, two optometrists, and about 79 nursing staff members. The hospital is a 45-bed facility.

We provide general medical, pediatrics, alcohol treatment, mental health, obstetric services and ambulatory surgery. Patients requiring inpatient surgical procedures and complex medical care are referred to Phoenix Indian Medical Center or contract-care hospitals. Ground and air transport are available. The Whiteriver Hospital is also the base for major research projects that include gastroenteritis and pneumococcal diseases.

Cibecue Health Center

Cibecue Clinic

2 W.3rd Street

P.O. Box 80037

Cibecue, AZ 85911

The Cibecue Health Center is approximately 50 miles northwest of Whiteriver, Arizona, this health center is staffed by two physicians and one dentist, and provides outpatient, urgent care, optometry and dental services to the communities of Cibecue and Carrizo. These services receive support from the White Mountain Apache Tribal Emergency Medical Services program

8. Desert Visions Youth Wellness Center and Nevada Skies Youth Wellness Center

Two Regional Youth Treatment Centers are located in Sacaton, Arizona and Wadsworth, Nevada. Both are accredited by the Joint Commission on Behavioral Health Standards and operate as one organization providing services in two locations.

Desert Visions Youth Wellness Center

198 S. Skill Center Road

Sacaton, AZ

Desert Visions Youth Wellness Center is located in Sacaton, Arizona on the Gila River Indian

Community. The Center provides American Indian and Alaska Native youth culturally relevant behavioral health treatment for addictive disease. The facility is a 24-bed residential treatment center and is accredited by the Joint Commission. This facility offers a multidisciplinary treatment team approach to treating male and female adolescents between the ages of 12 and 18.

Nevada Skies Youth Wellness Center

104 Big Bend Ranch Road

Wadsworth, NV 89442

The second facility, Nevada Skies Youth Wellness Center, which is accredited by the Joint

Commission as a satellite facility of Desert Visions is located in Wadsworth, Nevada on the

Pyramid Lake Paiute Reservation, This Center also provides American Indian and Alaska Native males culturally relevant behavioral health treatment. The facility is a 16 bed residential treatment center and this 120 day program also offers a multidisciplinary treatment team approach to treating males from ages 12-18.

9. Phoenix Area Indian Health Service

The Phoenix Area Indian Health Service (PAIHS) Office in Phoenix, Arizona, oversees the delivery of health care to Native American users in the tristate area of Arizona, Nevada and Utah. Phoenix Area

Indian Health Service provides health care and community health services to approximately 140,000

American Indians/Alaska Natives in the tristate area of Arizona, Nevada, and Utah. Through ten Service

Units including two Youth Regional Treatment Centers and a network of heath care facilities, we are a health care partner to over forty tribes.

Our Area Office is based in Phoenix, Arizona, where 197 administrative and technical staff contribute to the success of our mission to raise the physical, mental, social, and spiritual health of American Indians and Alaska Natives to the highest level.

END OF STATEMENT OF WORK