36C10G23R0003 National File Scanning Solicitation.pdf

PAGE 1 OF 1. REQUISITION NO.

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NO. 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

a. NAME b. TELEPHONE NO. (No Collect Calls) 8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY CODE 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE: % FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

17a. CONTRACTOR/OFFEROR CODE FACILITY CODE 18a. PAYMENT WILL BE MADE BY CODE

TELEPHONE NO. UEI: EFT:

PHONE: FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19. 20. 21. 22. 23. 24.

ITEM NO. SCHEDULE OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________ 29. AWARD OF CONTRACT: REF. ___________________________________ OFFER COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DATED ________________________________. YOUR OFFER ON SOLICITATION DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY (BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION (REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

36C10G23R0003 01-19-2023

Nequa D. Godette (202)-739-1803 02-19-2023

1630 EST

36C10G U.S. Department of Veterans Affairs OPAL | Strategic Acquisition Center

10300 Spotsylvania Ave | STE 400 Fredericksburg VA 22408-2697

X 100

X

Y

518210

$35 Million

Net 30 Days

N/A

36C10G

U.S. Department of Veterans Affairs OPAL | Strategic Acquisition Center

VAFSC

U.S. Department of Veterans Affairs Financial Services Center

PO BOX 149971

(see Section B.3 invoicing/payment) Austin TX 78714-8917

1 (877) 489-6135

See CONTINUATION Page

All proposals shall be submitted in accordance with Section E by 02-19-2023 NLT 1630 EDT. Submit proposals directly to Nequa.Godette@va.gov.

Vendors are required to be registered as a Service Disabled Veteran Owned Small Business (SDVOSB) in the Vendor Information Pages (VIP) Database prior to the close of this Solicitation. All unverified ( Not in VIP) SDVOSB's will be not be considered and their submissions will not be evaluated. SDVOSB Vendors certified in VIP under NAICS other than 518210 may be considered.

All questions must be submitted in writing to Nequa.Godette@va.gov no later than 02-02-2023 by 1630 EDT.

Zachary Wilcox

36C10G23R0003

Table of Contents

SECTION A

A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES

A.2 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES - BACK ........................ Error! Bookmark not defined.

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

ITEM INFORMATION

B.3 Performance Work Statement

1.0 General

1.1 Introduction

1.2 Objective

1.3 Scope of Work

1.4 Background

1.6 Place of Performance

2.0 Specific Requirements/Tasks

2.3 Project Management

2.4 Contractor Personnel Security Requirements

2.4.1 Contractor Responsibilities:

3.0 Performance Measures and Contractor Quality Assurance

4.0 Delivery or Deliverables

5.0 Meetings

6.0 Required Travel and Other Direct Costs (ODCs)

7.0 Special Instructions

8.0 Government Furnished Property/Equipment/Information

Government-Furnished Information (GFI), Government-Furnished Equipment (GFE), and Government-Furnished Facilities (GFF), if applicable, will be defined and provided to the Contractor at the individual Task Order level Section C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES (NOV 2021)

C.2 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.3 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)

C.4 52.219-14 LIMITATIONS ON SUBCONTRACTING (SEP 2021)

C.6 52.224-3 PRIVACY TRAINING (JAN 2017)

C.7 SUPPLEMENTAL INSURANCE REQUIREMENTS

C.8 VAAR 852.212-70 PROVISIONS AND CLAUSES APPLICABLE TO VA

ACQUISITION OF COMMERCIAL ITEMS (APR 2020)

C.9 VAAR 852.219-74 LIMITATIONS ON SUBCONTRACTING—MONITORING AND

COMPLIANCE (JUL 2018)

C.10 VAAR 852.219-77 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING—

CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (SEP 2021)

(DEVIATION)

C.11 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020) ..39

C.12 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.13 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (MAY 2022) (JUL 2020) (DEVIATION)

C.14 MANDATORY WRITTEN DISCLOSURES

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

SECTION E - SOLICITATION PROVISIONS

52.229-3 FEDERAL, STATE, AND LOCAL TAXES (FEB 2013) ... Error! Bookmark not defined.

E.1 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (NOV 2021)

E.2 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

E.3 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

E.4 52.216-1 TYPE OF CONTRACT (APR 1984)

E.5 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.6 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.7 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (NOV 2021)

ADDENDUM to FAR 52.212-2 EVALUATION – COMMERICAL ITEMS

E.8 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (MAY 2022) (JUL 2020)

(DEVIATION)

E.9 52.229-3 FEDERAL, STATE, AND LOCAL TAXES (FEB 2013)

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer

Zachary Wilcox Strategic Acquisition Center (SAC) U.S. Department of Veteran Affairs

Contract Specialist Nequa D. Godette U.S. Department of Veterans Affairs Strategic Acquisition Center 10300 Spotsylvania Ave., Suite 400 Fredericksburg, VA 22408 Nequa.Godette@va.gov

Program Office Point of Contact (POC) – To Be Determined (TBD)

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

[X] 52.232-33, Payment by Electronic Funds Transfer—System For Award Management, or

[] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted monthly in the arrears based upon delivery and acceptance:

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests. authorized

5. FSC MANDATORY ELECTRONIC INVOICE SUBMISSION: Contractors are required to submit payment requests in electronic form in accordance with the submission instructions below.

mailto:Nequa.Godette@va.gov

TUNGSTEN ELECTRONIC INVOICE SUBMISSION

FSC e-INVOICE PROGRAM THRU AUSTIN PORTAL

FSC MANDATORY ELECTRONIC INVOICE SUBMISSION FOR AUSTIN PAYMENTS

Facsimile, e-mail, and scanned documents are not acceptable forms of submission for payment requests. Electronic form means an automated system transmitting information electronically according to the accepted electronic data transmission methods below.

a. Vendor Electronic Invoice Submission Methods:

1. VA’s Electronic Invoice Presentment and Payment System – The FSC uses a third-party contractor, Tungsten, to transition vendors from paper to electronic invoice submission. Please go to this website: http://www.tungsten-network.com/US/en/veterans-affairs/ to begin submitting electronic invoices, free of charge.

2. A system that conforms to the X12 electronic data interchange (EDI) formats established by the Accredited Standards Center (ASC) chartered by the American National Standards Institute (ANSI). The X12 EDI Web site (http://www.x12.org).

b. Vendor e-Invoice Set-Up Information:

Please contact Tungsten at the phone number or email address listed below to begin submitting your electronic invoices to the VA Financial Services Center for payment processing, free of charge. If you have question about the e-invoicing program or Tungsten, please contact the FSC at the phone number or email address listed below.

1. Tungsten e-Invoice Setup Information: 1-877-489-6135

2. Tungsten e-Invoice email: VA.Registration@Tungsten-Network.com

3. FSC e-Invoice Contact Information: 1-877-353-9791

4. FSC e-Invoice email: vafsccshd@va.gov

5. See https://www.fsc.va.gov/einvoice.asp for more information.

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES

QTY UNIT

PRICE

AMOUNT

0001 See Attachment 3 – Excel Product/Price Schedule for details

GRAND TOTAL

http://www.tungsten-network.com/US/en/veterans-affairs/ http://www.tungsten-network.com/US/en/veterans-affairs/ http://www.x12.org/ mailto:VA.Registration@Tungsten-Network.com mailto:vafsccshd@va.gov https://www.fsc.va.gov/einvoice.asp

B.3 Performance Work Statement

Performance Work Statement (PWS) for the National Clinical Documentation Imaging Blanket Purchase Agreement

1.0 General

1.1 Introduction

The Veterans Health Administration (VHA) is the largest integrated health care system in the United States, providing care at 1,293 health care facilities, including 171 VA Medical Centers and 1,112 outpatient sites of care of varying complexity (VHA outpatient clinics) to over 9 million Veterans enrolled in the VA health care program.

The Health Information Management (HIM) Program Office, as the custodian of the health record, is responsible for assuring an accurate, timely, clinically pertinent, readily accessible health record that is maintained and retrievable for 75 years after the last date of patient activity. HIM is responsible for policy development that includes regulatory and accrediting requirements relevant to health records and is an active participant in the development of national VHA standards that impact health records and health data. The HIM Program Office also provides expertise and resources for the national HIM community around electronic health record (EHR) documentation and data capture while preserving the integrity of the health record to support direct patient care, business functions, and population health.

The intent of this acquisition is to obtain enterprise-wide services for the scanning and/or importing, indexing and incorporation of paper and electronic documents into the VHA EHR as electronic image files. Although VHA has transitioned to electronic health records, occasionally legacy paper forms and paper-based administrative and clinical workflows result in paper documentation which must be incorporated into Veterans’ health records.

Additionally, due to Veteran eligibility for care provided outside of VA in the community, VA facilities regularly receive clinical documentation from community providers which requires incorporation into the EHR.

The BPAs are intended to augment facility clinical documentation imaging capabilities and may be used to mitigate scanning backlogs resulting from unexpected staffing shortages or process changes.

1.2 Objective

In order to provide world-class healthcare to Veterans, by ensuring an accurate, timely, clinically pertinent, readily accessible health record is maintained, VHA wishes to obtain cost-effective, enterprise-wide services for the scanning and/or importing, indexing and incorporation of paper and electronic documents into the VHA EHR as electronic image files in a manner that efficiently augments facility capabilities.

1.3 Scope of Work

Contractor shall provide all resources necessary to scan/import and accurately index designated paper and/or electronic documentation for inclusion into the EHR in accordance with VA standards and requirements. Work to be completed will involve source documentation generated by VA and/or community providers depending on each site’s needs as outlined in individual task orders (TO), which will be issued at the facility level. VHA facilities may have differing processes and workflows related to document processing, so varying levels of effort shall be required for each of the facilities. The scanning process will be completed by contract staff using VA software and procedures.

No automation or image enhancement software will be used other than VA applications. Work may involve working in different EHR platforms (e.g., Cerner, VistA). The volume of work may also vary in the document sets needing to be scanned at any given time, so estimates for work to be done, as well as the place of performance (either on site or remote), shall be determined at the TO level.

1.3.1 Services not included in this BPA are as follows:

a. It is not expected that special considerations shall be made for diagnostic quality imaging. The digital capture of x-rays or other diagnostic media is not within the scope of work. Digital capture of x-rays or other diagnostic media received from non-VA sources shall be sent to the Radiology Service.

b. Document destruction by the Contractor is not included in the scope of services.

c. Contractor storage of records or electronic files is not part of the BPA.

d. Scanning/digitizing federal agency records other than records related to the Veteran health record is not included in the scope of services in this

BPA.

e. Scanning/digitizing clinical documents and providing image files in a shared environment outside of the medical record as the end result is not part of the BPA. Contractor shall be required to complete the scanning process for the electronic document by incorporating, indexing, and associating the scanned image with a consult (if needed) in the VA's EHR.

f. Handling of mixed media records such as CDs, DVDs, USBs, and microfiche are not part of the BPA. Record medium received by the contractor will be paper or electronic files (PDF, TIFF, JPEG, etc.).

G. Transportation or shipping of paper medical records off site for processing by the contractor is not part of the BPA. Any processing of paper medical records will be performed by the contractor at the VA site location. See Deliverables Table Section 2.2.4 for work descriptions.

1.3.2 Definitions

a. Scanning/Digitizing: Converting paper records to an electronic format (TIFF, PDF, JPEG, etc.). This may be accomplished using standard national imaging software or by other VHA-approved means.

b. Importing: The action of bringing electronic files into standard national imaging software for inclusion into the Veteran’s electronic health record.

c. Indexing: Applying nomenclature to the electronic file in the standard national scanning software that is used to add context and improve search functionality.

d. Document Set: A paper or electronic document set contains a Veteran’s documents associated with a clinical visit/encounter/hospital stay or administrative form.

i. Example #1: A 5-page cardiology outpatient visit progress note equates to one (1) document set.

ii. Example #2: A 20-page inpatient packet of documents for a Veteran’s hospitalization inpatient stay that came from an outside hospital equates to one (1) document set.

iii. Example #3: A 6-page advance directive form for a Veteran equates to one (1) document set.

1.3.3 Glossary of Abbreviations and Acronyms

Acronym/Abbreviation Meaning BPA Blanket Purchase Agreement CLIN Contract Line Item CO Contracting Officer COR Contracting Officer’s Representative CPRS Computerized Patient Record System EHR Electronic Health Record FFP Firm Fixed Price HIM Health Information Management PIV Personal Identity Verification PM Project Manager PWS Performance Work Statement QASP Quality Assurance Surveillance Plan STAT Without delay; immediately TO Task Order USG United States Government VAMC VA Medical Center VHA Veterans Health Administration VistA Veterans Health Information Systems and Technology

Architecture

1.4 Background

This procurement will replace the current BPA being utilized by VHA for medical record scanning, importing and indexing services, and VA anticipates a single-award BPA to be utilized nationally but reserve the right to award multiple BPAs if in the best interest of the Government. The anticipated period of performance for these services are March 1, 2023, to Febuary 28, 2024 followed by four 1- Year Option Periods..

It should be noted that although a majority of VAMC’s are currently utilizing VistA Imaging Capture and Display software, within the legacy VistA/CPRS electronic health record environment, VA is transitioning to the Cerner Millennium platform. This transition is expected to occur over several years.

There is a possibility that sites requiring services under this BPA may be using either platform and differences in the workflows associated with document imaging and indexing in each platform is a consideration.

1.5 Performance Details

The Contractor shall make certain that appropriate physical care and security measures are taken to ensure that documents and health records and the VA information they contain are not damaged or compromised. The Contractor shall be compliant with all VA established security policies to ensure VA data is not compromised. The Contractor shall adhere to established VA physical security policy while in possession of documents at all times.

1.6 Place of Performance

Depending on individual task orders, work may be performed entirely at a government facility (on site); partially at the Contractor’s primary facility, and partially at other locations or facilities (off-site, remotely); within the United States and its territories. If performed at a government facility, work will only be completed on days on which government operations are being conducted and as authorized by the facility Contracting Officer Representative (COR).

Contractor hours of work will be established within the issued task order.

1.6.1 Travel

Travel requirements for the vendor will be specified by the COR in support of the respective tasks and will be reimbursed in accordance with applicable Federal travel regulations. The Vendor shall submit all proposed travel plans to the COR for review and approval no less than 5 business days in advance of the anticipated departure date.

Travel costs will be included in a task order as a separate, cost-reimbursable, “not to exceed” line item.

The principal place of performance for services provided in the task order Performance Work Statement (PWS) is projected to be at the Vendor’s site. However, the vendor may be required to perform at the Government site location. Authorized travel will be reflected as a separate line item and as a not-to-exceed (NTE) total expenditure. Additionally, the Contracting Officer’s Representative (COR) must approve all travel requirements/requests before travel begins. Travel that occurs without pre-approval by the COR will NOT be reimbursed (See Attachment Travel Authorization Request Form). Travel and per diem expenses will be reimbursed on an actual expenditures basis in accordance with Federal Travel Regulations and FAR 31.205-46. In order to be reimbursed for travel, the vendor shall submit supporting documentation as required by Federal Travel Regulations with invoices. Expenses for subsistence and lodging will be reimbursed to the vendor only to the extent where an overnight stay is necessary and authorized by Federal Travel Regulations in effect at the time of the stay for the specific location. Profit and G&A will not be an allowable reimbursement expense for travel.

1.7 Applicable Documents

In the performance of the tasks associated with this PWS, the Contractor shall comply with the following:

a. 44 U.S.C. § 3541, “Federal Information Security Management Act (FISMA) of 2002” https://csrc.nist.gov/publications/detail/fips/201/2/final

b. FIPS Pub 201-2, “Personal Identity Verification of Federal Employees and Contractors,” August 2013;

https://nvlpubs.nist.gov/nistpubs/FIPS/NIST.FIPS.201-2.pdf

c. 5 U.S.C. § 552a, as amended, “The Privacy Act of 1974”;

https://uscode.house.gov/view.xhtml?req=granuleid:USC-prelim-title5-section552a&num=0&edition=prelim

d. Health Insurance Portability and Accountability Act (HIPAA); 45 Code of

Federal Records (CFR) Part 160, 162, and 164; Health Insurance Reform:

Security Standards; Final Rule dated February 20, 2003.

e. VHA Directive 1907.01, “Health Information Management and Health Records,” April 5, 2021;

https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=9235 https://csrc.nist.gov/publications/detail/fips/201/2/final https://nvlpubs.nist.gov/nistpubs/FIPS/NIST.FIPS.201-2.pdf https://uscode.house.gov/view.xhtml?req=granuleid:USC-prelim-title5-section552a&num=0&edition=prelim https://uscode.house.gov/view.xhtml?req=granuleid:USC-prelim-title5-section552a&num=0&edition=prelim https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=9235

f. VHA Handbook 1907.07,” Management of Health Records File Room and Scanning,” May 12, 2016;

https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=3201

g. VHA HIM Practice Brief, “Office of Community Care – VistA Imaging Capture Best Practice and Minimum Documentation Requirements,” March 2021

h. Records Control Schedule (RCS) 10-1;

https://www.va.gov/vhapublications/RCS10/rcs10-1.pdf

i. VHA System of Records Notice (SORN) "24VA10A7, Patient Medical Records-VA, Record Retention Specification;

https://www.federalregister.gov/documents/2015/07/30/2015- 18646/privacy-act-of-1974-system-of-records

j. VistA Imaging System Clinical Capture User Manual, Revision 9, November 2017;

https://www.va.gov/vdl/documents/Clinical/Vista_Imaging_Sys/mag_captu re_user_manual.pdf

k. VA Directive 0710, “VHA Personnel Security and Suitability Program,”

October 11, 2018;

https://vaww.va.gov/vapubs/viewPublication.asp?Pub_ID=487&FType=2

l. VA Handbook 0710, “Personnel Security and Suitability Program,” May 2, 2016;

https://vaww.va.gov/vapubs/viewPublication.asp?Pub_ID=832&FType=2

m. VA Directive 6102, “Internet and Intranet Services,” August 5, 2019;

https://www.va.gov/vapubs/viewPublication.asp?Pub_ID=1056&FType=2

n. 36 C.F.R. Part 1194 “Electronic and Information Technology Accessibility Standards,” July 1, 2011; CFR-2011-title36-vol3-part1194.pdf (govinfo.gov)

o. An Introductory Resource Guide for Implementing the Health Insurance

Portability and Accountability Act (HIPAA) Security Rule, October 2008;

https://csrc.nist.gov/publications/detail/sp/800-66/rev-1/final

p. VA Directive 6500, “VA Cybersecurity Program,” February 24, 2021;

https://www.va.gov/vapubs/viewPublication.asp?Pub_ID=1254&FType=2 https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=3201 https://www.va.gov/vhapublications/RCS10/rcs10-1.pdf https://www.federalregister.gov/documents/2015/07/30/2015-18646/privacy-act-of-1974-system-of-records https://www.federalregister.gov/documents/2015/07/30/2015-18646/privacy-act-of-1974-system-of-records https://www.va.gov/vdl/documents/Clinical/Vista_Imaging_Sys/mag_capture_user_manual.pdf https://www.va.gov/vdl/documents/Clinical/Vista_Imaging_Sys/mag_capture_user_manual.pdf https://vaww.va.gov/vapubs/viewPublication.asp?Pub_ID=487&FType=2 https://vaww.va.gov/vapubs/viewPublication.asp?Pub_ID=832&FType=2 https://www.va.gov/vapubs/viewPublication.asp?Pub_ID=1056&FType=2 https://csrc.nist.gov/publications/detail/sp/800-66/rev-1/final https://www.va.gov/vapubs/viewPublication.asp?Pub_ID=1254&FType=2

q. VA Handbook 6500, “Risk Management Framework for VA Information Systems VA Information Security Program,” February 24, 2021;

https://www.va.gov/vapubs/viewPublication.asp?Pub_ID=1255&FType=2

r. VA Handbook 6500.6, “Contract Security,” March 12, 2010;

https://www.va.gov/vapubs/viewPublication.asp?Pub_ID=471&FType=2

s. VA Handbook 6500.8, “Information System Contingency Planning”, April 6, 2011;

https://www.va.gov/vapubs/viewPublication.asp?Pub_ID=542&FType=2

t. VA Directive 6300, Records and Information Management, September 21, 2018;

https://www.va.gov/vapubs/viewPublication.asp?Pub_ID=997&FType=2

u. VA Handbook, 6300.1, Records Management Procedures, March 24, 2010;

https://www.va.gov/vapubs/viewPublication.asp?Pub_ID=34&FType=2

v. NIST Special Publication 800-116 Revision 1 Guidelines for the Use of

PIV Credentials in Facility Access, June 2018;

https://nvlpubs.nist.gov/nistpubs/SpecialPublications/NIST.SP.800- 116r1.pdf

w. OMB Memorandum M-07-16, Safeguarding Against and Responding to the Breach of Personally Identifiable Information, May 22, 2007;

https://www.whitehouse.gov/sites/whitehouse.gov/files/omb/memoranda/2 007/m07-16.pdf

x. VA Memorandum, VAIQ # 7011145, VA Identity Management Policy, June

28, 2010 (reference Enterprise Architecture Section, PIV/IAM (reference https://www.voa.va.gov/documentlistpublic.aspx?NodeID=514)

y. Office of Information Security (OIS) VAIQ #7424808 Memorandum, “Remote Access”, January 15, 2014, https://www.voa.va.gov/DocumentListPublic.aspx?NodeId=28

z. Proper use of Email and Other Messaging Services;

https://www.voa.va.gov/DocumentView.aspx?DocumentID=4847

aa. VA Memorandum, “Implementation of Federal Personal Identity Verification (PIV) Credentials for Federal and Contractor Access to VA IT https://www.va.gov/vapubs/viewPublication.asp?Pub_ID=1255&FType=2 https://www.va.gov/vapubs/viewPublication.asp?Pub_ID=471&FType=2 https://www.va.gov/vapubs/viewPublication.asp?Pub_ID=542&FType=2 https://www.va.gov/vapubs/viewPublication.asp?Pub_ID=997&FType=2 https://www.va.gov/vapubs/viewPublication.asp?Pub_ID=34&FType=2 https://nvlpubs.nist.gov/nistpubs/SpecialPublications/NIST.SP.800-116r1.pdf https://nvlpubs.nist.gov/nistpubs/SpecialPublications/NIST.SP.800-116r1.pdf https://www.whitehouse.gov/sites/whitehouse.gov/files/omb/memoranda/2007/m07-16.pdf https://www.whitehouse.gov/sites/whitehouse.gov/files/omb/memoranda/2007/m07-16.pdf https://www.voa.va.gov/documentlistpublic.aspx?NodeID=514 https://www.voa.va.gov/DocumentView.aspx?DocumentID=4847

Systems”, (VAIQ# 7614373) July 9, 2015;

bb. VA Memorandum “Mandatory Use of PIV Multifactor Authentication to VA

Information System” (VAIQ# 7613595), June 30, 2015;

cc. VA Memorandum “Mandatory Use of PIV Multifactor Authentication for

Users with Elevated Privileges” (VAIQ# 7613597), June 30, 2015;

dd. Sections 504 and 508 of the Rehabilitation Act (29 U.S.C. § 794d), as amended by the Workforce Investment Act of 1998 (Public Law (P.L.) 105- 220), August 7, 1998

ee. Homeland Security Presidential Directive (12) (HSPD-12)

ff. National Bureau of Standards and Technology (NBS) SP500-153, “Guide to Auditing for Controls and Security: A System Development Life-Cycle Approach,” April 1988

gg. Federal Travel Regulation (FTR) https://www.gsa.gov/cdnstatic/FTR_Amdt_2020-03.pdf

2.0 Specific Requirements/Tasks

2.1 General

2.1.1 The Contractor shall provide, at a minimum, all tasks and deliverables described within this document and Task orders placed against this BPA. All deliverables shall be submitted to the local established point of contact and/or the local Contracting Officer Representative (COR), in accordance with each individual task order. Unless otherwise stipulated, written deliverables shall be phrased in plain English. Statistical and technical terminology shall not be used without providing a glossary of terms.

2.1.2 The Contractor shall provide any specialized management, labor, resources, computer software, equipment needed to provide Scanning and/or Importing and Indexing of Records, and Project Management based on specific task order requirements. The Contractor shall define a VA-approved project workflow utilizing VA software that shall not impede the day-to-day operations of the specific department.

Working parameters and workspace shall be delineated per facility.

https://www.voa.va.gov/DocumentListPublic.aspx?NodeId=28 https://www.voa.va.gov/DocumentListPublic.aspx?NodeId=28 https://www.gsa.gov/cdnstatic/FTR_Amdt_2020-03.pdf

2.1.3 The individual Task Orders shall specify the expected turnaround time for each ordered service and any facility specific standards. When the Contractor cannot meet specified deadlines, they must inform the local facility COR within 24 hours. If the Contractor is uncertain concerning a policy or procedure, the Contractor shall consult with the local facility COR for clarification.

2.1.4 The Contractor is responsible for the management of contract staff and responsible for training new Contract staff (including subcontractors, if applicable) on Veterans Affairs policy and procedures, and ensure completion of any Veterans Affairs mandatory training, security clearances, or other tasks required for Contractor staff to perform the services outlined in this PWS. Each facility shall provide the Contractor with a high-level explanation of the clinical document imaging processes including any unique facility indexing requirements. The Contractor shall bear the costs of any other training. The Contractor is responsible for performing quality reviews of staff work. The Contractor shall bear the cost of any re-work and/or corrections that are required due to Contractor error, and take corrective action when services are found deficient or substandard.

2.1.5 The Contractor shall attend a kick-off meeting within five (5) business days after BPA award date. Task Order kick-off meetings shall be addressed in each individual order. The Contractor shall perform the tasks and complete the associated deliverables by the scheduled dates within the overall period of performance of the related order.

2.2 General Scanning, Importing and Indexing of Records Requirements

a. Contractor shall be required to scan documents with a minimum resolution of 300 x 300 dots per inch (dpi) and ensure that images are correctly indexed, oriented, legible, and complete, including signature by the originating provider. Scanned documents may be scanned in black/white, gray scale, true color (24-bit), or 256 colors (8-bit), depending on the type of document. Individual Task Orders shall specify requirements. X-rays shall not be scanned, however, photographs (e.g., Polaroid’s, etc.) shall be scanned.

b. Contractor may be required to manipulate pdf and image file formats in order to rotate, remove, and re-order pages.

c. Some VA facilities may use a vendor product, secured portal or secured messaging during the document imaging process (i.e., document retrieval). If a vendor product, portal, or secured messaging is used, the facility shall provide the guidance/policy on the requirements for using the program.

d. Whether scanning or importing, the Contractor shall incorporate the documents into standard national imaging software by applying the appropriate index terms.

The local facility shall provide the Contractor with guidance to identify and assign indexing values for all document types.

e. The Contractor shall create progress notes to link scanned or imported clinical documents. When Contractor creates a consult result note, the Contractor shall locate the associated consult request in the EHR and link the consult result note to the appropriate consult request.

f. The Contractor shall review all document sets individually prior to scanning and/or importing to identify the type of document and perform the following:

1. The Contractor shall review the EHR and determine if the document has previously been scanned/imported. If the document is a duplicate, it will not be scanned by the Contractor.

2. Determine the correct indexing values. To ensure accurate indexing, the local facility COR shall work with the Contractor to identify document index terms and shall update the indexing reference list accordingly as new document index terms become available.

g. Although checking the medical record for duplicate images prior to scanning is required by Contract staff as part of the imaging process, VA staff will make every effort to ensure documents that already exist in the EHR are not provided to the Contractor for processing. Handling and identification of duplicate documentation by Contractor as a separate function is not within scope of this BPA and should not be invoiced separately by the Contractor.

h. For paper records, Contractor shall perform the following items: remove staples, ensure document is flat, ensure pages are sequenced in order, ensure all pages are present, document is not torn and if so, repair it, ensure all pages are for the correct patient, document is authenticated (i.e., signed), etc.

i. For electronic records importing, the Contractor shall ensure the following: pages are sequenced in order; all pages are present, pages are readable; page orientation is accurate, etc. The Contractor shall complete the task in a man0ner that ensures they meet the stated performance metrics indicated in the QASP.

j. Scanned documents shall be an exact replica of the original document.

k. The Contractor shall make every attempt to identify unclear information and, as necessary, request assistance/clarification from the facility point of contact specified in the task order.

l. Each VA facility shall identify and provide the records/documents to be scanned, imported, and indexed.

m. VA staff are responsible for identifying and communicating to the Contractor where in the EHR processed images will be associated, attached, or linked. This includes providing specific guidance as to what EHR document, consult, or referral a processed image needs to be associated or linked with when required (e.g., to close out Community Care consults/referrals, etc.). Contract personnel performing this function is not within scope of this BPA.

n. Contractor shall verify that the documents meet specified VHA scanning or importing criteria prior to incorporating into the EHR.

o. Contract staff performing scanning, importing, and indexing functions shall ensure documents are in accordance with VHA policy.

Contractor shall ensure documents meet the following criteria:

a. Scanned to correct patient

b. Correct title/x-ray exam/admin indexing used

c. Linked to the correct consult when appropriate

d. Correct additional signers identified when appropriate

e. Required identifying information on all pages scanned (i.e., patient name, date of birth, etc.).

f. Progress note entered correctly (containing required information)

g. Indexed per procedure

h. Image legible

i. Image oriented in CPRS

p. Contract staff shall report any identified quality errors immediately to the Contractor manager/supervisor. In turn, the Contractor manager/supervisor shall notify local VA facility POC of quality error for medical record correction within the timeframe determined by the local Task Order.

q. The Contractor manager/supervisor shall perform random Quality Assurance (QA) monitoring of staff work and report results of QA monitoring to the designated VA representative at the interval (daily/weekly/monthly) specified in the facility Task Order. Any identified errors shall be reported and remediated with the facility POC.

r. Contractor shall ensure source documents or electronic files are not destroyed and are available for VA for additional quality assurance monitoring and disposition.

Destruction services by the Contractor are not required nor authorized.

2.2.1 Scanning and/or Importing and Indexing of Records may be performed on-site (i.e., at the VA facility), or by using a combination of on-site and off-site processing (e.g., scanning/digitizing paper documents at the VA facility, and then indexing and importing the resulting electronic file from an off-site location). The physical location of where work is being performed by the Contractor, along with the format of the documents (i.e., paper or electronic) will determine pricing under the BPA. Details pertaining to electronic formatting will be dertermined at the facility level.

2.2.2 Documentation to be scanned and/or imported and indexed may include internal VA- generated documents, or documents from external sources. The format of the documents shall be either paper or an electronic file and shall be identified in each individual task order. The document types are categorized as follows:

a. Community Care (OCC) Document Type Scanning/Importing/Indexing

1. Includes Clinical documentation from outside providers paid for by VA.

Community Care clinical documents will need to be associated with facility-specific community care progress note titles. Ordering facility is responsible for identifying and communicating to Contractor where processed images will be attached in the health record. Examples include:

i. Community Care clinical document with consult request association and consult result note creation.

ii. Community Care clinical document without consult request association.

iii. Unauthorized inpatient hospitalization and emergency room care covered under Millennium Bill (Mill Bill).

b. Outside Clinical Document Type Scanning/Importing/Indexing (Non-OCC)

1. Clinical document from outside provider not paid for by VA. VA providers request for these document types to be incorporated into the Veteran’s health record due to clinical relevance and continuity of care.

2. Outside clinical documents may need to be associated with facility-specified progress note titles or episodes of care. Ordering facility is responsible for identifying and communicating to Contractor where processed images will be attached in the health record.

c. VA-Generated Document Type Scanning/Importing/Indexing

1. These documents are incorporated into the Veteran’s health record based on clinical or administrative relevance. Examples include:

a. VHA generated administrative documents

b. VHA generated clinical document or image

d. STAT Importing/Indexing

1. Contractor shall provide STAT (STAT- requires immediate or without delay) scanning, importing, and indexing of documents when requested by facility.

STAT scanning is defined by a turnaround time of less than 1 hour of receipt of request during normal business hours. Business hours shall be defined by the local Task Order. STAT scanning/importing shall be a separate production CLIN document type and will only include electronic documents processed off-site.

2.2.3 CLIN Structure: Production CLINs for scanning, importing and indexing documents by document types are as followed:

CLIN Service Format Locatio n

TAT Unit Note

X000

Prep/Scan/Import/Ind ex (E2E)

Paper On-Site Routine and/or

STAT

Document Set

X000

Prep/Scan/Import/Ind ex (E2E)

Paper Hybrid Routine and/or

STAT

Document Set

Hybrid' indicates Prep/Scannin g takes place at VAMC;

uploading and indexing done off-site.

X000

Document Prep/Scan

ONLY

Paper On-Site Routine and/or

STAT

Import and Indexing

ONLY

Electroni c

On-Site Routine and/or

STAT

Import and Indexing

ONLY

Electroni c

Off-Site Routine Document

Import and Indexing

ONLY

Electroni c

Off-Site STAT (<1hr)

Other Direct Charges

(ODC)

N/A

NOTE: The unit for all CLINs equates to one (1) document set incorporated into the Veteran’s health record for both onsite and offsite work. The definition of a document set is provided in PWS Section 1.3.2.

Additional deliverables shall include turnaround time for scanning, importing and indexing, evidence of performance of 100% quality checks and quality assurance monitoring, and a workload report on the numbers and types of documents/images scanned, imported and indexed. These reports shall be contingent on the needs of the individual TO.

2.3 Project Management

2.3.1 The Contractor shall designate a National Project Manager (PM) who shall provide oversight of all contracted efforts. The National Project Manager will be designated as a Key Personnel and must has direct experience with providing management of a national contract. The PM must be available during regular business hours and must return all calls and emails within 24 hours, however, for emergency situations, the PM is required to respond within a 2-hour period. The PM shall attend the TO kick-off meeting in person, by phone or other virtual modality (e.g., Teams, WebEx, etc.) to discuss the project approach, schedules, milestones, and provide Contractor points of contact (POCs).

1. The Contractor shall provide at least one (1) Technical Lead for each task order.

If work is conducted on-site, the Technical Lead must be physically located at the task order facility during business hours.

2. The Contractor shall submit monthly status reports regarding outstanding assigned work as specified on the TO. The Contractor shall make every effort to ensure that issues raised by the local facility are addressed in a timely manner.

3. The Contractor shall provide the VA with a Project Management Plan that shall include, but is not limited to:

a. Schedule Management – The development, management, and control of project schedules.

b. Risk Management – The planning, identification, analysis, monitoring, and control of and responses to program risk.

c. Communication Management – The timely and appropriate generation, collection, distribution, storage, retrieval, and disposition of program information.

d. Staffing Plan - Details on staffing levels, resources, Contractor onboarding, retention plan, computer access request, etc., for both Contractor and subcontracted personnel.

e. Quality Assurance Plan - Detailed quality control and oversight plan for all work performed. This plan shall, at a minimum, address how the Contractor shall do the following:

i. Ensure VA information (paper and electronic) is not compromised.

ii. Account for all records/information from the point of receipt through return whether on-site or off-site; and,

iii. Ensure proper scanning, importing, and indexing of records.

f. Work shall not commence until the local CO or designee approves the Project Management Plan.

2.3.2 Deliverables

The type of deliverables that shall be associated with this area includes a detailed Project Management Plan and briefing and schedule/status coordination of all the activities related to the TO(s). The cost for project management activities and deliverables by the contractor shall be incorporated into the production CLINs and not a separate CLIN.

2.4 Contractor Personnel Security Requirements

2.4.1 Contractor Responsibilities:

a. The Contractor shall prescreen all personnel requiring access to the VA computer systems to ensure they obtain the appropriate Background Investigation.

b. The Contractor shall bear the expense of obtaining background investigations.

c. Within 3 business days after award, the Contractor shall provide a roster of

Contractor and sub-contractor employees to the designated national and facility CORs to begin background investigations as part of the onboarding process.

Contractor Staff Roster shall contain each contract employee’s Full Name, Date of Birth, Place of Birth, individual background investigation level requirement, etc.

The Contractor shall submit full Social Security Numbers either within the Contractor Staff Roster or under separate cover to the COR.

1. The Contractor Staff Roster shall be updated and provided to VA with any changes in employee status, training certification completion status, Background Investigation level status, additions/removal of employees, etc. throughout the Period of Performance. The Contractor Staff Roster shall remain a historical document indicating all past information and the Contractor shall indicate in the Comment field, employees no longer supporting the contract.

2. The preferred method to send the Contractor Staff Roster or Social Security Number is by encrypted e-mail. If unable to send encrypted e-mail, other methods which comply with FIPS 140-2 are to encrypt the file, use a secure fax, or use a traceable mail service.

d. If required, Contractor should coordinate with facility COR or POC to determine the location of the nearest VA fingerprinting office. Only electronic fingerprints are authorized.

e. The Contractor shall ensure the following required forms are submitted to the national and facility CORs after contract award:

f. For a Tier 1/Low Risk designation:

1. OF-306

2. DVA Memorandum – Electronic Fingerprints

3. OF-306

4. VA Form 0710

g. Contract personnel shall submit all required information related to background investigations (completion of the investigation documents (SF85, SF85P, or SF

86) utilizing the Office of Personnel Management’s (OPM) Electronic Questionnaire for Investigations Processing (e-QIP) after receiving an email notification from the Security and Investigation Center (SIC).

1. Contract employee shall notify national and facility CORs within 3 business days that documents were signed via eQIP.

h. A Contractor may be granted unescorted access to VA facilities and/or access to VA Information Technology resources (network and/or protected data) with a favorably adjudicated Special Agreement Check (SAC) or “Closed, No Issues” (SAC) fingerprint results, training delineated in VA Handbook 6500.6 (Appendix C, Section 9), and the signed “Contractor Rules of Behavior.” However, the Contractor shall be responsible for the actions of the Contractor personnel they provide to perform work for VA. The investigative history for Contractor personnel working under this contract must be maintained in the database of the Office of Personnel Management (OPM).

i. The Contractor, when notified of an unfavorably adjudicated background investigation on a Contractor employee as determined by the Government, shall withdraw the employee from consideration in working under the contract.

j. Failure to comply with the Contractor personnel security investigative requirements may result in loss of physical and/or logical access to VA facilities and systems by Contractor and subcontractor employees and/or termination of the contract for default.

k. Identity Credential Holders must follow all HSPD-12 policies and procedures as well as use and protect their assigned identity credentials in accordance with VA policies and procedures, displaying their badges at all times, and returning the identity credentials upon termination of their relationship with VA.

2.3.2 Deliverable: Contractor Staff Roster. Refer to 2.3 for Contractor staff security requirements. All costs associated to phase-in activities by Contractor personnel shall be incorporated into the production CLINs.

3.0 Performance Measures and Contractor Quality Assurance

The facility COR will be responsible for monitoring the contractor performance based on the local task order and PWS. The facility COR shall utilize a Quality Assurance Surveillance Plan (QASP) throughout the life of the contract to ensure that the Contractor is performing the services required per local order and PWS at an acceptable level of performance. The Government reserves the right to alter or change the surveillance methods in the QASP at its own discretion. A Performance Based Service Assessment shall be used by the COR in accordance with the QASP to assess Contractor performance.

The table below defines the minimum Performance Standards and Acceptable Levels of Performance the Contractor will monitor and report associated with this effort. The Contractor may propose, monitor and report alternative performance measures and monitoring methods if substantially equivalent, and if approved by the facility COR.

Note: The final decision on what is monitored and reported will be made by the government.

Performance Objective

Performance Standard Acceptable Levels of Performance

A. Timeliness of scanning, importing and indexing documents

1. To provide timely inclusion of scanned/imported and indexed documents into the EHR Contractor will monitor turnaround times for completion of assigned work and notify site POC or COR of potential delays or when acceptable level of performance is not met.

Reported reviews to COR must demonstrate at least 95% compliance rate.

1a. Three (3) business day turnaround time for daily incoming documents.

The first working day shall be the day of receipt of the batch.

1b. Agreed upon completion date between facility and Contractor for backlogged documents.

1c. Performance of STAT requirements met within 1 hour time standards.

B. Quality and Accuracy of Scanning and Importing documents

1. Contractor performs quality assurance reviews of contract staff.

Reported reviews to COR must demonstrate at least 95% compliance rate.

1. The quality standard is a 95% based on the following criteria:

Completeness, including patient identification, legibility, indexing and orientation and represent an exact replica of original document.

Note: Repetitive errors may result in an unacceptable rating on performance report to be used as a part of evaluation criteria on future competition.

C. Timeliness of Reporting

1. Contractor quality assurance reviews of contract staff must be received in a timely manner no later than the 15th of the month following the previous month.

1. Report delayed no more than one instance in a twelve-month period.

4.0 Delivery or Deliverables

Timely submission of deliverables and reports is essential to successfully completing this requirement. Schedules for deliverables are specified in the below. All deliverables shall be prepared and submitted according to media, content, and schedule described in the

PWS.

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