J4_Sample_Task_Order__2_-_Data_Entry_Center_Services.docx

RFP 2014-N-15787 Attachment J.4 Sample Task Order #2: Data Entry Center Management Page 1 of 12

Division of Global Migration and Quarantine Data Entry Center Management and Operations – Sample Task 2

September 26, 2014 – June 25, 2015

Firm-fixed-price, level-of-effort term line item

September 26, 2014 – June 25, 2015

Cost-reimbursable line item

$112,500.00

September 26, 2014 – June 25, 2015

Labor-hours line item

9 Months

To Be Negotiated if exercised

June 26, 2015 – June 25, 2016

Firm-fixed-price, level-of-effort term line item

June 26, 2015 – June 25, 2016

Cost-reimbursable line item

$150,000.00

June 26, 2015 – June 25, 2016

Labor-hours line item

12 Months

To Be Negotiated if exercised

June 26, 2016 – June 25, 2017

Firm-fixed-price, level-of-effort term line item

June 26, 2016 – June 25, 2017

Cost-reimbursable line item

$150,000.00

June 26, 2016 – June 25, 2017

Labor-hours line item 12 Months

To Be Negotiated if exercised

June 26, 2017 – June 25, 2018

Firm-fixed-price, level-of-effort term line item

June 26, 2017 – June 25, 2018

Cost-reimbursable line item

$150,000.00

June 26, 2017 – June 25, 2018

Labor-hours line item 12 Months

To Be Negotiated if exercised

June 26, 2018 – June 25, 2019

Firm-fixed-price, level-of-effort term line item

12 Months

To Be Negotiated if exercised

June 26, 2018 – June 25, 2019

Cost-reimbursable line item

$150,000.00

June 26, 2018 – June 25, 2019

Labor-hours line item 12 Months

To Be Negotiated if exercised

Contract type:

This contract is a hybrid of firm-fixed-price, level-of-effort term, cost-reimbursable, and labor-hours as delineated on the line items schedule.

CDC42.0002 Evaluation of Contractor Performance Utilizing CPARS (April 2013)

In accordance with FAR 42.15, the Centers for Disease Control and Prevention (CDC) will review and evaluate contract performance. FAR 42.1502 and 42.1503 requires agencies to prepare evaluations of contractor performance and submit them to the Past Performance Information Retrieval System (PPIRS). The CDC utilizes the Department of Defense (DOD) web-based Contractor Performance Assessment Reporting System (CPARS) to prepare and report these contractor performance evaluations. All information contained in these assessments may be used by the Government, within the limitations of FAR 42.15, for future source selections in accordance with FAR 15.304 where past performance is an evaluation factor.

The CPARS system requires a contractor representative to be assigned so that the contractor has appropriate input into the performance evaluation process. The CPARS contractor representative will be given access to CPARS and will be given the opportunity to concur or not-concur with performance evaluations before the evaluations are complete. The CPARS contractor representative will also have the opportunity to add comments to performance evaluations.

The assessment is not subject to the Disputes clause of the contract, nor is it subject to appeal beyond the review and comment procedures described in the guides on the CPARS website. Refer to: www.cpars.gov for details and additional information related to CPARS, CPARS user access, how contract performance assessments are conducted, and how Contractors participate. Access and training for all persons responsible for the preparation and review of performance assessments is also available at the CPARS website.

The contractor must provide the CDC contracting office with the name, e-mail address, and phone number of their designated CPARS representative who will be responsible for logging into CPARS and reviewing and commenting on performance evaluations. The contractor must maintain a current representative to serve as the contractor representative in CPARS. It is the contractor’s responsibility to notify the CDC contracting office, in writing (letter or email), when their CPARS representative information needs to be changed or updated. Failure to maintain current CPARS contractor representative information will result in the loss of an opportunity to review and comment on performance evaluations.

[End of Clause]

Technical Evaluation Criteria:

Task Order Methodology and Technical Approach:

In preparing the technical response to each task order proposal, the Offeror should provide narrative and other information that is considered relevant to the work required to provide the services identified in each PWS and that best demonstrates the offeror’s technical capabilities and innovative approaches such as technical understanding, methodologies, and approach.

Personnel/Staff Expertise and Experience:

The response should include a description of the offeror’s ability to provide qualified technical labor resources in numbers adequate to address the technical and administrative requirements and deliverable schedules outlined in the sample task orders. The description shall also include:

· A staffing matrix showing type and number of staffing resources readily available for the base effort, including breakdowns by skill sets and functions of each person

· A description of the offeror’s approach to rapidly obtain and/or replace qualified staffing resources to support existing and new task order work and to meet changing workload requirements, including a table showing employee turnover rates for each of the past three years (for Offeror and any proposed subofferors)

· Resumes detailing relevant experience and training for proposed Key Personnel who will conduct work time and effort (labor hours) of proposed staff on this project and other projects

Management Plan:

The Offeror shall demonstrate an overall understanding of the project and adequate and feasibility of plans to address all items in the Performance work statement. This includes the detailed description of specific tasks to be performed, methods, and resources to be used and a discussion of problems likely to occur and plans for addressing them. The Offeror must provide an organizational chart and shall describe their organizational structure and how they propose to manage this task, including a discussion of transition plan activities, timelines, and issues. The Offeror shall describe the methodology for managing the task, performance measures they will use to monitor performance, any management tools they will use, how they will ensure quality products are delivered, how they will mitigate risk and how they will communicate. Offeror shall adequately describe the resources they propose to complete the work described in the PWS and a rational for their proposed approach. The Offeror shall identify any resources (facilities, hardware, software, communications, etc.) that would be required above and beyond that already addressed as part of each Request for Task Order Proposal. The Offeror shall clearly indicate how the metrics in the PWS will be monitored and corrective action taken if appropriate. Plans for security and confidentiality of information/data/data files shall be described.

Performance Work Statement (PWS)

Vision Statement:

Aims to prevent the introduction, transmission, or spread of communicable diseases from foreign countries into the United States

1.0 Introduction:

Work is to be accomplished for the Division of Global Migration and Quarantine, Center for Disease Control and Prevention (CDC)

1.1 Background:

The Secretary of the Department of Health and Human Services (DHHS) has statutory responsibility for preventing the introduction, transmission, and spread of communicable diseases into the United States (42 U.S. Code 264). The authority for carrying out these functions has been delegated to CDC’s Division of Global Migration and Quarantine (DGMQ). DGMQ works to fulfill this responsibility through a variety of activities, including the administration of interstate and foreign quarantine regulations (42 CFR Parts 70 & 71), which govern the interstate and international movement of persons, animals, and cargo and the establishment of standards for medical examination of persons resettling to the United States (42 CFR Part 34). The legal foundations for these activities are found in Titles 8 and 42 of the U.S. Code and relevant supporting regulations.

DGMQ has embarked on a long-term, multiyear initiative to develop a comprehensive electronic disease notification system to allow secure communication with both national and international partners about diseases and disease outbreaks among mobile populations entering the United States. The Electronic Disease Notification (EDN) System is a secure, web-based system for transmitting information to health departments in receiving states about arrivals of refugees and immigrants with notifiable conditions. The first disease for which information is being transmitted is tuberculosis (TB). EDN is currently being used to electronically notify health departments of all newly arriving refugees and all immigrants with Class A and Class B TB (as defined for immigration purposes); to provide an electronic system for health departments to inform other health departments of secondary migration (within the United States) of immigrants and refugees with TB conditions; to provide health departments with an electronic system to record and evaluate the outcome of domestic follow-up examinations; to provide federal and state public health officials with data and reports to evaluate the effectiveness of follow-up of immigrants and refugees with suspect TB conditions; and to allow comparison of overseas health assessments with domestic follow-up outcomes, a key element of a comprehensive quality assessment program for overseas TB medical screening examinations.

The overseas medical examination, performed by more than 670 panel physicians worldwide, is required for applicants for immigrant visas and refugee status before migrating to the United States. New immigrants and refugees arrive in the United States with documentation of this medical examination. For immigrants and refugees arriving with a Class A/B medical condition, such as TB, DGMQ notifies the local or state health department of their arrival to ensure medical follow up and electronically transmit their medical information. This information is stored in the EDN system, which is replacing a slow hard-copy mailing system prone to loss of information. Complete information from the required medical screening is entered for all refugees arriving in the United States each year (approximately 80,000). For immigrants only those records indicating Class A/B conditions are being entered (approximately 40,000 per year).

The EDN system has the potential to include several modules dedicated to specific populations and diseases of public health importance. The system already has a fully functional TB module that is used by all 50 states and plays a significant role in enhancing TB control and prevention efforts among arriving immigrants and refugees. As part of the health screening, overseas panel physicians screen eligible migrants for TB. When the migrants arrive in the United States, public health officials at the CDC Quarantine Stations obtain their medical information and send that information to the EDN Data Entry Center based in Atlanta, GA.

CDC benefits by fulfilling its regulatory role in informing receiving health departments of the arrival of persons with a classified TB condition (i.e., applicants for U.S. immigration who have been identified as needing a domestic evaluation for TB according to screening classifications, i.e., Class A, Class B1, Pulmonary, Class B1, Extrapulmonary, Class B2, Latent TB Infection Evaluation, or Class B3, Contact Evaluation, based on the new technical instructions). Health departments, in turn, are able to conduct prompt evaluation and diagnosis of such persons with TB disease. U.S. state and local TB control programs also benefit from the increased rates of stateside evaluations to better detect tuberculosis cases and prevent transmission to others, which directly benefits U.S. citizens overall.

The EDN team in DGMQ has worked closely with the other divisions at CDC and participating health departments to incorporate valuable feedback on the system’s design and performance. The information processed through the EDN system also allows DGMQ to more accurately allocate resources and monitor the activity at various CDC Quarantine Stations. The electronic transmission allows for more timely transfer of information from panel physicians to DGMQ and then on to health departments. The system has improved performance by increasing the rate of immigrant and refugee follow-up screenings by state and local health departments.

The EDN Data Entry Center processes medical records for U.S ports of entry. CDC requires a contract team to manage and complete the day to day activities of the EDN Data Entry Center and program operations.

1.2 Project Objectives:

· Ensure that CDC has ongoing timely, high quality, cost-effective, efficient, innovative, and comprehensive professional, scientific, and administrative consulting services in as needed leveraging industry best practices and professional standards;

· Ensure related and interdependent functions and disciplines are covered in the contract services;

· Provide a comprehensive performance and solutions-based contract; and

· Contribute to the achievement of DGMQ’s mission and program goals.

1.3 Scope:

The Contractor will provide a highly motivated, dedicated, professional staff to perform non-professional services, applicable to the schedule awarded, to support DGMQ programs. The Government and the Contractor understand and agree that the services under this order are non-personal services and the parties recognize and agree that no employer-employee relationship exists or will exist under the contract between the Government and the Contractor employees.

The Division of Global Migration and Quarantine requires technical, program and management expertise to accomplish program, business and service requirements.

The scope of this contract will be to manage and operate the EDN Data Entry Center. This endeavor will include processing an estimated 120,000 records per year of all refugees and immigrants with medical conditions. For FY 2014, the number of records per month is expected to range between 8,000 and 12,000. Records will increase by approximately 10% each year for the next five years.

The role of the Contractor shall be to manage and operate the EDN Data Entry Center, to scan and enter all incoming refugee and immigrant records into the EDN system for transmission to state and local health departments, to optimize current data entry center procedures, to ensure accurate and timely data entry for notification to state and local health departments, to uphold appropriate measures for data security, to manage and operate the EDN Help Desk, to provide quality assurance reports to CDC, and to liaise with CDC EDN Program Management.

Currently, medical documents processed in the EDN Data Entry Center encompass primarily paper DS (Department of State) Forms, but may include supplemental documentation (samples can be provided upon request):

· DS-2053, Medical Examination for Immigrant or Refugee Applicant (For use with TB Technical Instructions 1991 and DS-3024)

· DS-2054-Medical Examination for Immigrant and Refugee Applicant (For use with TB Technical Instructions 2007 and the DS-3030)

· DS-3024, Chest X-Ray and Classification Worksheet (For use with TB Technical Instructions 1991 and DS-2053)

· DS-3025, Vaccination Documentation Worksheet

· DS-3026, Medical History and Physical Examination Worksheet

· DS-3030, Chest X-Ray and Classification Worksheet (For use with TB Technical Instructions 2007 and DS-2054)

The Contractor will scan and enter every page within the refugee or immigrant’s medical package in the established data entry system. The Contractor must uphold industry standards for data security. The Contractor and its personnel shall agree to, and sign, non-disclosure documents to protect refugees’ and immigrants’ privacy. The Contractor shall provide the personnel to complete the tasks outlined in this contract. The major tasks to be completed under this contract include:

1.) Management of the EDN Data Entry Center 2.) Data Entry, Scanning and Processing 3.) Shipping Requirements/Forms Management 4.) Management of the EDN Help Desk

1.3.1.4 Data Entry Center Management and Operation

1.3.1.4.1 Management of the EDN Data Entry Center

· The Contractor will manage the data entry center responsibilities such as personnel issues, scheduling, timekeeping, and monitoring performance

· Manage set-up and logistics of the data entry center

· Update EDN training materials for all data entry center personnel

· Train all new EDN Data Entry contract staff prior to performing EDN tasks

· Maintain and fulfill the EDN User approval procedures for state and local health department personnel (see attached for current procedures)

· Maintain user documentation that must be signed prior to EDN user access. These documents include ‘Rules of Behavior’ and ‘User Agreements’ (see attached copies of the documentation forms)

· Assist with acquiring and installing digital certificates for EDN Users

· Inform program leadership when system issues arise and support resolutions in a timely manner

1.3.1.4.2 Data Entry and Processing

Medical packages from CDC Quarantine Stations of all refugees and immigrants with medical conditions will be sent directly to the Contractor. The Contractor’s Data Entry Specialists will organize, file, and record receipt of documents within 24 hours of receipt. The Contractor will investigate delayed documents from Quarantine Stations and any other discrepancies when asked to do so by a health department or CDC and when the electronic International Organization for Migration (IOM) record does not correspond with the paper document. The Data Entry Specialists will scan and enter the paper forms per industry standards into an established data entry system. The Data Entry Specialists will perform and complete accurate data entry into databases of form data on all received forms. Data must be entered and health departments notified within 10 business days post arrival of documents to the data entry center. If known documents are not received in a timely manner from the Quarantine Stations, Data Entry Specialists should inquire with the Quarantine Station. The Data Entry Specialists will interpret handwritten medical data from DS forms. CDC will provide the assistance of CDC Medical Officers as needed. The Data Entry Specialists will perform efficient and accurate data entry of information on the DS Forms. The Data Entry Specialists shall document any identified errors with data on the forms in an error report. These reports will be submitted to CDC based on an agreed schedule. The Date Entry Specialists will modify, revise, and maintain the Data Entry Center manual.

1.3.1.4.3 Shipping Requirements/Forms Management

Refugee or immigrant documents with specific medical conditions (i.e., Class A) must be processed immediately. The Data Entry Specialists or designated personnel, at the discretion of the Contractor, will send these individual’s documents to the health department immediately via Fed Ex Priority, using CDC FedEx account. Documents to be sent will be specified by CDC. Other document shipping will be specified by CDC.

The Data Entry Specialists will store in an orderly manner all medical documents that have completed the data entry process (i.e., notification sent to health department). These documents must be accessible for inquiry and retrieval. A quality assurance procedure to ensure all documents have been scanned must be completed prior to securely destroying documents. This mechanism must be approved by CDC. The Contractor will provide documentation of shipping requirements and form management procedure.

1.3.1.4.4 Management of Help Desk

The EDN Help Desk’s primary role is to resolve EDN-related inquiries in a timely manner. EDN-related inquiries can be made via phone line and email. The Data Entry Specialists will maintain the duties of the EDN Help Desk, including:

· Monitor, manage and respond to help desk inquiries made by phone and email

· Resolve EDN inquires in a timely manner, interacting with CDC EDN informatics staff, Program Manager, Medical Officer, etc.

· Document inquires and resolution in database

· Contact respective Quarantine Station regarding discrepancies in paperwork

· Contact IOM NY regarding missing electronic records

· Ensure EDN User is authorized to access the system and assist with access when contacted by user

· Update EDN distribution list

· Relay EDN technical issues to informatics team

· Provide help desk reports to CDC EDN Medical Director and Program Manager.

· Documentation of Help Desk duties procedures

2.1 Places of Performance

Centers for Disease Control and Prevention Division of Global Migration & Quarantine 1600 Clifton Rd NE Building 16 Atlanta, GA 30329

Centers for Disease Control and Prevention 602 Webb Ginn House Road, Building A Lawrenceville, GA 30045

2.3 Telework

Telework will be authorized in accordance with the clause at Section H.5 “Telework,” with the exception of the following labor categories: Data Entry Analyst I and II.

3.0 Level of Effort

The contractor shall provide adequate personnel to accomplish the tasks listed in this performance work statement. From previous CDC contractual history, the following table demonstrates suggested skill labor categories and hours. This table is only an example for the purpose of indicating the initial scope of work and the workload expressed as skill labor categories and number of required hours for the 12 month period of performance: This table is not a mandatory requirement.

Note: The anticipated performance period of each year encompasses 2,080 hours – 80 hours Federal Government Holidays – 80 hours other leave= 1920 estimated work hours per year.

3.1 Deductive Schedule

The key performance factor for CLIN 0001 is staffing availability of personnel to support the customer as negotiated in the task order.

The Contractor will reduce the final month’s invoice for any under execution of effort greater than 1% of the Negotiated Effort. The Negotiated Effort is the total contract award amount for the fixed price CLIN (e.g. 0001, 1001, etc.) and is calculated by multiplying the fully loaded rates for each labor category by the negotiated hours. Executed Effort will be calculated by actual hours worked up to the final day of performance. The reduction will determined by taking the difference between the Negotiated Effort less 1% and Executed Effort dollar value.

Any effort performed by the contractor above the fixed price amount is at the sole risk of the contractor.

Example:

TOTAL

4.0 Quarterly Progress Reports

Quarterly progress reports should be submitted to the Contract Officer Representative by the 15th of the month following the completion of the quarter. These reports should outline progress on task deliverables and be of high quality, fully edited, and accurate. These reports should also document the level of effort delivered by task and labor category. The Contractor, not the CDC, is responsible for management and quality control actions to meet the terms of this contract. The CDC will provide guidance on quality control measures.

The final quarterly progress report should include calculations of the price reduction as detailed in Section 3.2.

5.0 Emergency Response Surge Capacity Support

DGMQ may require support to assist in response efforts for a multitude of emerging infectious diseases, which may require additional support response to public health emergencies. If services are required, CLIN 0003 Optional Support Services: Surge Capacity will be exercised on a labor hour basis in accordance with rates determined at award.

6.0 Special Considerations

Although EDN data is exempt from the Privacy Act under existing SORN 90-20-0171, the Contractor must uphold industry standards for data security. All EDN information is confidential. The Contractor cannot print any data information if not located at a CDC permanent or leased facility.

Documents and data must not be removed from CDC work premises. Documents must be placed in secure location such as a data room which is locked after hours. All document management and data security will be reviewed and approved by CDC. All contractor staff will be required to sign a non-disclosure agreement to maintain the security and confidentiality of data and other documents at the time of award.

7.0 Attachments

J.4.1 – EDN Rules of Behavior v7.1 J.4.2 – EDN User Agreement v7 J.4.3 – Wage Determination 05-2113 (Rev.-12)

8.0 Service Contract Act

The service contract act will likely be applicable to Data Entry Operators. A wage determination for the Atlanta area is included at attachment J.4.3.

9.0 52.217-9 Option to Extend the Term of the Contract (Mar 2000)

(a) The Government may extend the term of this contract by written notice to the Contractor within 30 days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 30 days before the contract expires. The preliminary notice does not commit the Government to an extension.

(b) If the Government exercises this option, the extended contract shall be considered to include this option clause.

(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed 57 months.

(End of clause)

10.0 Performance Matrix

Performance-based Matrix

Staffing Task 1.3.1.4.1

Overall contract management Task 1.3.1.4.1

Responds to questions/concerns from COR and Contracting Officer within a reasonable time Task 1.3.1.4.1

Invoice accuracy Task 1.3.1.4.1

Submission of Quarterly Progress Reports Task 1.3.1.4.1

Timeliness of data entry Task 1.3.1.4.2

Timeliness of scanning records Task 1.3.1.4.2 and Task 1.3.1.4.3

Accuracy of data entry Task 1.3.1.4.2