2Hospital Assessment Consulting ServicesPWS.doc

Performance Work Statement (PWS)

Hospital Assessment Consulting Services

Version 1.0 4Vision Statement

1 General Information

1.1 Introduction

1.2 Background

1.3 Constraints

1.4 Description of Services

1.5 Non-Personal Services

1.6 Period of Performance

1.7 Place of Performance

1.8 Hours of Operation

1.9 Special Qualifications

1.10 Post Award/Kickoff Conference

1.11 Status Meetings

1.12 Contractor Travel

1.13 Transition In

1.14 Transition Out

2 Definitions and Acronyms

2.1 Definitions

2.2 Acronyms

3 Government-Furnished Property and Services

3.1 Government Services

3.2 Facilities

3.3 Equipment

3.4 Materials

3.5 Quality Assurance (QA)

4 Contractor-Furnished Items and Services

4.1 Facilities

4.2 Equipment

4.3 Material

4.4 Contractor Responsibilities

4.5 Contractor Personnel

4.6 Identification of Contractor Employees

4.7 Quality Control

4.7.1 Quality Control Plan

5 Specific Tasks

5.1 General Overview.

5.2 Program Requirements

5.3 Services

6 Deliverables

6.1 Quality Control Plan

6.2 Acceptance Criteria

7 Performance Requirements Summary 8 Related Documents

Performance Work Statement (PWS) Hospital Assessment Consulting Services Vision Statement

The vision of this requirement is to obtain contractor support to provide the Office of Healthcare Programs with consulting services in support of its asset management activities. By obtaining these services, the Office of Healthcare Programs will be able to assess troubled hospitals in the portfolio and mitigate potential claims.

1 General Information

1.1 Introduction

The Department of Housing and Urban Development (HUD), Office of Healthcare Programs (OHP) requires contractor support to provide hospital assessment services. Services shall include assessments of hospital operations, finance, strategic planning, leadership, and governance. It is anticipated the resulting contract will be established as a Multiple Award Indefinite-Delivery/Indefinite-Quantity (IDIQ) contract.

1.2 Background

HUDs Office of Hospital Facilities (OHF) is located in the Office of Healthcare Programs. OHF manages the Section 242 program, which enables affordable financing and refinancing options for acute care hospitals. Under Section 242 of the National Housing Act in the Federal Housing Administration, OHF is authorized to insure mortgage loans for acute care hospitals. Portfolio hospitals range from large academic medical centers to rural critical access hospitals and they are geographically dispersed across the United States. OHF seeks to retain qualified healthcare consulting firms to provide services on an "as needed" basis. The selected firms will work alongside OHF account executives to provide assessments, comprehensive studies, independent opinions, and industry updates. The identified firms should have the capabilities to execute a wide spectrum of hospital related consulting engagements.

1.3 Constraints

The services identified in this PWS will adhere to the rules, regulations, laws, standards, and conventions identified by HUD as well as within the Federal Government. Constraints include the following:

· HUD Handbook 4615.1 REV-1, Hospital Mortgage Insurance Program

· Statements of Federal Financial Accounting Concepts and Standards, Federal Accounting Standards Advisory Board (FASAB)

· Generally Accepted Government Auditing Standards (GAGAS)

1.4 Description of Services

The objective of this requirement is to retain qualified independent contractors/consultants who will provide OHF with a broad range of hospital industry expertise and assume the responsibility for completing consulting engagements as deemed necessary by OHF management.

The contractor will effectively perform the duties and responsibilities as defined below and will respond timely to task(s) assigned. Work engagements will be assigned on an "as needed" basis and will involve performing a range of hospital consulting projects. The scope of requested work will involve financial and strategic services including but not limited to:

· Performance improvement assessments

· Reviews of existing hospital business plans

· Revenue cycle assessments

· Reimbursement and provider compliance

· Non-practitioner workforce planning

· Practitioner workforce planning

Detailed descriptions of specific tasks and deliverables are provided in Section 5.

1.5 Non-Personal Services

The Government will neither supervise Contractor employees nor control the method by which the Contractor performs the required tasks. Under no circumstances shall the Government assign tasks to, or prepare work schedules for, individual Contractor employees. It shall be the responsibility of the Contractor to manage its employees and to guard against any actions that are of the nature of personal services or give the perception of personal services.

If the Contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the Contractor's responsibility to notify the Contracting Officer (CO) immediately. These services shall not be used to perform work of a policy, decision making, or management nature, i.e. inherently Government functions. All decisions relative to programs supported by the Contactor shall be the sole responsibility of the Government.

1.6 Period of Performance

The period of performance shall be for one base period of twelve (12) months and four (4) twelve (12) month option periods, if exercised.

1.7 Place of Performance

The services to be performed under this contract shall be performed at the contractor facility and the hospital.

1.8 Hours of Operation

The Contractor is responsible for providing services between the hours of 9:00am-5:00pm Monday thru Friday except for Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closing, or similar Government directed facility closings. Weekly hours shall not exceed a forty (40) hour work week and a typical workday will be 8 hours each day Monday through Friday. The Government reserves the right to change hours of operation or restrict contractor access. Work outside of these daily hours is prohibited without Contracting Officer approval. Government agencies will not be available during scheduled holidays, inclement weather, weekends, and after duty hours.

The Contractor shall at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within the contract when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce is essential.

1.9 Special Qualifications

The Contractor shall possess national experience in consulting, analysis, and advising of acute care hospitals. In addition, the Contractor shall possess a broad range of acute care hospital experience from small critical access hospitals to large academic medical centers, and experience with for-profit, not-for-profit, and governmental providers.

1.10 Post Award/Kickoff Conference

The Contractor shall attend any post award conference convened by the contracting activity or contract administration office in accordance with FAR Subpart 42.5. The Government intends to convene a Post Award Conference with the Contractor within ten business days after contract award. The Contracting Officer will notify the Contractor of the specific date, location, and agenda within five business days after contract award.

1.11 Status Meetings

The Contracting Officer (C.O), Contracting Officers Representative (COR), and other Government personnel, as appropriate may meet periodically with the Contractor to also review Contractor performance, requirement status, etc. At these meetings, the Contracting Officer will apprise the Contractor of how the Government views the Contractor's performance or progress of the requirement. The Contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government. Post Award Conference and subsequent meetings may be held via teleconference.

1.12 Contractor Travel

Prior to travel, the Contractor shall coordinate with and receive Government authorization from the COR for all travel. Reimbursement of travel costs will be in accordance with the Federal Travel Regulation and in accordance with FAR 31.205-46. The Contractor shall travel using the lower cost mode transportation commensurate with the mission requirements. When necessary to use air travel, the Contractor shall use the tourist class, economy class or similar lodging accommodations to the extent they are available and commensurate with the mission requirements. HUD will not reimburse Contractor's local travel. Local travel is defined as travel within fifty (50) miles of Washington, DC. All other travel will be reimbursed on a cost reimbursable basis; no profit or fee will be paid.

1.13 Transition In

N/A

1.14 Transition Out

To minimize any decrease in productivity and to prevent possible negative impacts on additional services, the Contractor shall have sufficient personnel on board during the sixty (60) day Transition-Out period. The incumbent Contractor shall ensure a smooth transition with the successor Contractor during the Transition-Out period, prior to completion of contractual performance. The incumbent Contractor shall aid the successor in the development of plans, procedures, and methods for the assumption of all on going work. The Contractor shall provide an orderly transition of work acceptance and accomplishment, such that full control by the successor Contractor is achieved by the end of the new contract Transition-In period.

2 Definitions and Acronyms

2.1 Definitions

Business/Workdays - Every official work day of the week which are days between and including Monday to Friday. This does not include public holidays and weekends.

Calendar Day - Any day of the week.

Contractor - A supplier or vendor awarded a contract to provide specific supplies or service to the Government. The term used in this contract refers to the prime.

Contracting Officer (CO) - A person with authority to enter into, administer, and/or terminate contracts and make related determinations and findings on behalf of the Government. Note: the only individual who can legally bind the Government.

Contracting Officers Representative (COR) - An employee of the U.S. Government appointed by the Contracting Officer to perform contract administration activities in regard to technical issues. This individual has authority to provide technical direction to the Contractor as long as direction is within the scope of the contract, does not constitute a change and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

Defective Service - A service output that does not meet the standard of performance associated with the Performance Work Statement.

Deliverable - Anything that can be physically delivered but may include non-manufactured things such as meeting minutes or reports.

Government Furnished Property (GFP) - Government-furnished property means property in the possession of, or directly acquired by, the Government and subsequently furnished to the Contractor for performance of a contract. Government-furnished property includes, but is not limited to, spares and property furnished for repair, maintenance, overhaul, or modification. Government-furnished property also includes contractor-acquired property if the contractor-acquired property is a deliverable under a cost contract when accepted by the Government for continued use under the contract.

Performance Requirements Summary (PRS) - A listing of the performance requirements under the contract that are to be evaluated by the Government on a regular basis, performance indicators for these requirements, performance standards for these requirement and surveillance methods to be used to determine if performance standards are met.

Performance Standard - The Contractor's performance level required by the Government.

Performance Work Statement (PWS) - A statement of work for performance-based acquisitions that describe the required results in clear, specific and objective terms with measurable outcomes.

Physical Security - Actions that prevent the loss or damage of Government property.

Project Manager – The person in charge of the planning and execution of the project.

Quality Assurance (QA) - Policies and procedures adopted by the Government to ensure that supplies and services acquired under Government contracts conform to the contracts quality requirements.

Quality Assurance Surveillance Plan (QASP) - A plan describing how the agency will survey, observe, test, sample, evaluate and document the Contractor's performance in meeting critical performance standards identified in the contract.

Quality Control (QC) - All necessary measures taken by the Contractor to assure that the quality of an end product of service shall meet contract requirements.

Service Contract - A contract that directly engages the time and effort of a Contractor whose primary purpose is to perform an identifiable task rather than to furnish an end item of supply.

Subcontractor - Any person , other than the prime Contractor, who offers to furnish or furnishes any supplies, material, equipment, or services of any kind under a prime contract or a subcontract entered into in connection with such prime contract, and any person who offers to furnish or furnishes general supplies to the prime contractor or a higher tier subcontractor. The Government does not have privity of contract with a subcontractor.

Subordinate Contracting Officer Representative (SCOR) - (Secondary COR) The person appointed on a contract who has the same level of experience and certification level as the Primary COR on a contract action.

Work Week - Monday through Friday, unless specified otherwise.

2.2 Acronyms

AQL - Acceptable Quality Level

ARAMS - Automated Renewal and Amendment System

BAA - Business Area Analysis Study

CBT - Computer-Based Training

CCB - Change Control Board

CCMB - Configuration Change Management Board

CMMI - Capability Maturity Model Integration

CFO or OCFO - Office of the Chief Financial Officer of HUD

CFR - Code of Federal Regulations

CIO or OCIO - Office of the Chief Information Officer of HUD

CO - Contracting Officer

COR - Contracting Officer Representative

COTS - Commercial Off-the-Shelf

CPO - Office of the Chief Procurement Officer of HUD

EST - Eastern Standard Time (U.S.)

ETC - Estimate to Completion

GAO - U.S. General Accounting Office

HUD - U.S. Department of Housing and Urban Development

HUDAR - HUD Acquisition Regulation

HUD/ISG - Internet Services Group within the Telecom Processing Division

HUD Web - HUDs Intranet Web Site and related WEB pages.

IG or OIG - Inspector General (Office of)

IT - Information Technology

IV&V - Independent Validation and Verification

LOOCS - Line of Credit Control System

OCPO - Office of the Chief Procurement Officer

OIG - Office of Inspector General

OMB - Office of Management and Budget

PL Public Law

PM - Project Manager

POC - Point of Contact

PPM - Project Planning and Management

QA - Quality Assurance

QASP - Quality Assurance Surveillance Plan

QCP - Quality Control Plan

SCOR - Subordinate Contracting Officer Representative

SF - Standard Form

TBD - To be determined

U.S.C - United States Code

3 Government-Furnished Property and Services

The Contractor shall ensure accurate control and accountability of all Government-Furnished Property in accordance with the terms and conditions of this contract. The Government will furnish, at no cost to the Contractor, the GFP shown below.

3.1 Government Services

No Government services will be provided.

3.2 Facilities

No facilities will be provided by the Government.

3.3 Equipment

No equipment will be provided by the Government.

3.4 Materials

Copies of required materials may be provided to the Contractor in hard copy or soft copy. All materials will remain the property of the Government and will be returned to the COR upon request or at the end of the contract period.

3.5 Quality Assurance (QA)

The Government shall evaluate the Contractor's performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the Contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable quality level.

4 Contractor-Furnished Items and Services

The Contractor shall furnish, all facilities, equipment, and supplies required to perform the work under this contract that are not listed under Government-Furnished Property and Services.

4.1 Facilities

The contractor shall furnish all facilities required to perform the work under this contract that are not listed under Government Furnished Property and Services.

4.2 Equipment

The contractor shall furnish all equipment required to perform the work under this contract that are not listed under Government Furnished Property and Services.

4.3 Material

The contractor shall furnish equipment and supplies required to perform the work under this contract that are not listed under Government Furnished Property and Services.

4.4 Contractor Responsibilities

The Contractor shall only conduct business with designated Government personnel listed as points of contact (POCs). Names of authorized personnel shall be provided to the Contractor by the Government, in writing, and updated as necessary throughout the contract period.

U.S. Government records, copies of original results and reports, verified original data, corrected data and corrected supporting final reports which are maintained by the Contractor remain the property of the U.S. Government. These files/results must be surrendered to the COR.

4.5 Contractor Personnel

The Contractor shall provide a Contract/Project Manager who shall be responsible for the performance of work. An alternate shall also be designated to act in the absence of the Contract/Project Manager. These Contractor personnel (main point of contact and alternate point of contact) are considered Key Personnel by the Government and shall be listed as such in accordance with HUDAR 2452.237-70, "Key Personnel. The Contract/Project Manager and alternate shall have full authority to act on all contact matters relating to daily operations of this contract. Accordingly, at a minimum, the points of contact shall have the technical knowledge of the requirement and be in the position to actually receive assignment, guidance, and direction from the COR and CO per HUDAR 2452.237-73, "Conduct of Work and Technical Guidance" and shall be allocated enough hours to the requirement to ensure successful performance. These points of points of contact shall each be an employee of the Contractor. An employee of a subcontractor is not acceptable for either of these positions. The Contract/Project Manager or alternate shall be available between the hours of 9:00am to 5:00pm Monday through Friday EST, except Federal Holidays or when the Government facility is closed for administrative reasons.

4.6 Identification of Contractor Employees

All Contractor/subcontractor personnel shall wear company picture identification badges as to distinguish themselves from Government employees. When conversing with Government personnel during business meetings, over the telephone, or via electronic mail, Contractor/subcontractor personnel shall identify themselves as such to avoid situations arising where sensitive topics might be better discussed solely between Government employees. Contractors/subcontractors shall identify themselves on any attendance sheet or any coordination documents they may review. Electronic mail signature blocks shall identify their company affiliation. Where practicable, Contractor/subcontractors occupying collocated space with their Government program customer shall identify their workspace area with their name and company affiliation, or at a minimum, "Contractor" after name.

4.7 Quality Control

The Contractor shall establish and maintain a complete quality control program that shall ensure services are performed in accordance with this contract. The Contractor shall develop and implement procedures to identify, prevent, and ensure non reoccurrence of defective services. The Contractor's quality control program is the means by which he assures himself that his work complies with the requirements of the contract. The Contractor shall provide the associated Quality Control Plan to the Government as directed.

4.7.1 Quality Control Plan

The Contractor shall develop, maintain, enforce, and document a Quality Control Plan (QCP). The QCP shall ensure the Government receives the level of quality that is consistent with the requirements specified in this contract. The QCP shall be sufficiently detailed to provide the Contractor's methodology for identifying and recruiting qualified personnel. The QCP shall also provide the Contractor's methodology for resolving problems identified by the Government during reviews conducted in accordance with its Quality Assurance Surveillance Plan (QASP). The QCP shall also provide the Contractor's methodology for establishing an internal feedback system for support personnel, and for resolving problems identified by that feedback system. The QCP shall demonstrate and validate that the services or deliverables to be provided under the contract are completed with a level of quality that meets the minimum performance threshold established in the Government's QASP. The QCP shall address Quality Management Approach, Quality Assurance, Quality Control and Quality Standards.

5 Specific Tasks

5.1 General Overview.

The contractor will provide services to retain qualified healthcare consulting firms to provide services via task order. The selected firms will work alongside OHF account executives to provide assessments, comprehensive studies, independent opinions, and industry updates. The identified firms should have the capabilities to execute a wide spectrum of hospital related consulting engagements. The contractor shall present their findings in the form of a written report and a presentation to HUD, and or the hospital, and or HUD designees.

Performance Standards

a) Standard: The contractor shall deliver a Final Report that is acceptable to HUD.

AQL: Zero deviation Deliverables A001 Quality Control Plan

A002 Bi-weekly Status Meetings/Conference Calls A003 Final Presentation A004 Final Report

5.2 Program Requirements

The types of services provided are identified below. Services will be acquired by issuing individual task orders. Contract type will be based on the circumstances of each order. The contractor shall respond timely to task order requirements and shall implement, manage, and complete task orders in accordance with the task order procedures and contract administration requirements of this contract. The contractor shall ensure that all task order work is performed in accordance with the applicable task order and the delivery schedule, including ensuring that task order labor hours and not exceeded during work performance on time and material tasks. Task order turnaround time frames may be tight, allowing for minimal time for response and preparation activities. The response time for task order proposals will be specified upon issuance of the proposal request by the contracting officer and will be dependent on the level of complexity and urgency of the specific requirement. The contractor must have the personnel resources readily available to efficiently take on the requirements of the task order proposal.

5.3 Services

The following, while not all-inclusive, are areas and activities typical of the services provided under this contract. During this contract period, there may be other requests for services needed to accommodate unforeseen emerging needs.

5.3.1 Performance Improvement Assessments

The contractor shall prepare hospital financial turnaround plans which include an assessment of the current situation at the hospital using benchmarking techniques and a qualitative assessment of the Board of Directors and Management. Areas to address include revenue enhancement opportunities and cost control measures such as labor needs based on demand and supply chain optimization. The developed plans must be actionable based on industry best practices.

5.3.2 Independent Review of Business Plans or Projections

The contractor shall review existing hospital turnaround, marketing, feasibility, strategic or business development plans that were either self-prepared by the hospital or were prepared by an outside consultant. The contractor will review plans and assess the impact on the hospital and the extent to which the plans are actionable.

5.3.3 Revenue Cycle Assessments

The contractor shall evaluate hospital revenue cycle performance and provide an opinion on areas of revenue cycle improvement.

5.3.4 Reimbursement and Provider Compliance

The consultant shall review the hospital's participation in Federal and State healthcare payment programs including but not limited to 340b, Medicare Advantage, and Medicaid supplemental payment programs. The consultant shall also optimize the commercial healthcare payor contracts. In addition, the consultant shall review the hospital's compliance in regulatory and government enforcement matters such as but not limited to billing, Stark Law, False Claims Act, and Anti-Kickback Statute compliance support.

5.3.5 Non-Practitioner Workforce Planning

The consultant shall improve healthcare labor management. Specifically, the consultant shall assess hospital labor expense, staffing levels, span of control, and quality of care.

5.3.6 Practitioner Workforce Planning

The consultant shall assess physician compensation packages, identify recruitment needs (employed and independent), assess productivity, and ensure clinical quality.

6 Deliverables

The Contractor shall complete all work and submit all deliverables as specified herein. The Government reserves the right to make changes to delivery dates.

Relates to Section 6.2 Quality Control Plan

These meetings help to keep the project on track. In addition, the meetings provide opportunities for feedback on the consultant’s preliminary findings as they work through their analyses and develop deliverables.

The contractor shall present their findings in a final presentation to HUD, and or the hospital, and or HUD designees.

The report will include recommendations; documentation of the key financial and operating assumptions; and production of revenue, expense, cash flow and volume projections that reflect the impact of the recommendations.

6.1 Quality Control Plan

The Contractor's QCP shall be delivered to the COR within thirty (30) days after contract award (or with the Contractor's proposal if it is an evaluation factor). The QCP shall be submitted to the COR within ten (10) business days when changes are made thereafter. After acceptance of the QCP, the Contractor shall receive the Contracting Officer's acceptance in writing of any proposed change to its quality control system.

6.2 Acceptance Criteria

All deliverables shall be submitted in a draft format agreed upon by the Contractor and the Government. Upon review and acceptance by the Government, the Contractor shall address all Government comments and submit a final draft within 5 (five) business days of Government notification.

7 Performance Requirements Summary

The summary chart below lists the contract's primary requirements, the associated performance standards, the expected target performance, and the methods of surveillance. While some contract requirements may not be listed in the chart below, requirements not appearing on the PRS chart do not negate the Contractor's obligation to perform all requirements as specified in the contract. Additionally, HUD reserves all rights and remedies under the provisions and clauses of the contract when performance of any contract requirement, whether or not listed below, is unacceptable.

HUD will develop a Quality Assurance Surveillance Plan to be used to provide contract oversight. In conjunction with the Contractor's Quality Control Plan and various other methods of assessing performance, the COR may perform on-site reviews and/or other types of verification to determine that the specified target performance requirements have been met.

Regular review of Contractor performance is critical to the overall success of the contract. On a monthly basis, the COR will evaluate the quality of the product or services.

8 Related Documents

The Contractor shall abide by all applicable regulations, publications, manuals, policies, and procedures in the performance of this contract.

Performance Requirement Summary (PRS)

AQL: Zero deviation

100% deduction of invoice CLIN

50% deduction of invoice CLIN

50% deduction of invoice CLIN

100% deduction of invoice CLIN