36C24520Q0363-003.pdf

Performance Work Statement - Data Abstraction and Database Management Services

1.0 INTRODUCTION

Post-Deployment Health Services (PDHS) requires data abstraction and database management services to com-pare the health records of a cohort of MWDs that deployed to other regions of the world, including those who deployed to Southwest Asia during OEF/OIF/OND, to a cohort that did not deploy outside of the continental US. These services will enable PDHS to identify potential health outcomes that may be experienced by Veter-ans who also deployed to the same locations/conflicts.

2.0 BACKGROUND

The Department of Veterans Affairs Office of Patient Care Services’ Post-Deployment Health Services (PDHS) administers various programs related to environmental and occupational exposures of U.S. Veterans during mil-itary service, including Operation Enduring Freedom/Operation Iraqi Freedom/Operation New Dawn (OEF/OIF/OND), Gulf War, Vietnam War, and World War II. Veterans of OEF/OIF/OND may have been ex-posed to hazards during their deployment that may cause long-term health consequences that are not yet known, as many chronic diseases, including cancer, take several years to develop. Military Working Dogs (MWDs) share the same environment as deployed military personnel and may serve as sentinels for adverse health out-comes related to exposure to potential environmental hazards. Army Public Health Center (APHC) is currently creating a consolidated database of MWD records for research purposes. Because diseases develop much more rapidly in dogs (due to their shorter life spans) than humans, PDHS is aiding APHC in the development of this database, as they would like to explore the health of dogs that were deployed to locations of the recent conflicts to identify potential health outcomes that could then be monitored in humans.

3.0 SCOPE

3.1 Description of Work: PDHS will compare the health records of a cohort of MWDs that deployed to South-west Asia, including those that deployed to OEF/OIF/OND, to the health records of a cohort of MWDs that did not deploy to that region. In collaboration with APHC, PDHS will receive the health and deployment records of all (approximately 3,000) deceased MWDs from the Department of Defense's Military Working Dogs Veterinary Service (DODMWDVS). The DODMWDVS will provide information from the MWD records, to include, but not limited to, clinical encounters, demographics, military service information, la-boratory and pathology results, and the Permanent Change of Station/Temporary Duty (PCS/TDY) infor-mation for each MWD selected. These records may exist in both electronic and hardcopy, paper form. The Contractor will produce scanned PDFs of all paper records. The Contractor will then abstract specific data from the military working dog records; these data will be: 1) missing data on current dogs in the database and, potentially, 2) data on deceased dogs that are not currently represented in the database. Monthly sam-ples of abstracted data and their corresponding electronic files will be provided to the PDHS/APHC for re-view of accuracy and validation. APHC will provide the database that will be populated with the DOD- MWDVS records data. The Contractor will add abstracted data from the records to the database. The Con-tractor will also perform updates to the coding of the database to improve functionality and usability as ap-propriate. The Contractor shall provide the personnel and management necessary to support the transfer of data from the DODMWDVS to APHC via PDHS (who has an active research protocol with DOD- MWDVS), and subsequent abstraction and management through the use of a Microsoft Access database.

APHC will provide equipment, a workstation, and onsite support for both members of the contract team.

PDHS will oversee all aspects of the contract and will receive an export of the final database upon comple-tion of the services.

3.2 Period of Performance: 1 Year

3.3 Place of Performance: US Army Public Health Center, One Health Division, Veterinary Services and Pub-lic Health Sanitation Directorate, Gunpowder, MD.

4.0 REQUIREMENTS

4.1 Participate in a Post-Award Conference and In-person Training. This in-person meeting (~two days in length) shall provide an introduction between the Contractor personnel and Government personnel who will be involved with the contract. The meeting shall provide the opportunity to discuss technical, manage-ment and security issues. The Post Award Conference will aid both the Government and Contractor in achieving a clear and mutual understanding of all requirements and identify and resolve any potential is-sues. The Contractor shall be prepared to discuss any items requiring clarification and gather information as necessary to support each deliverable. The Contractor shall provide a written summary of the Post- Award Conference. Hands-on, in-person training will also be conducted to ensure the Contractor can fully perform the services required by the Government.

4.2 Provide a Project Management Plan outlining milestones and timelines for the performance period.

4.3 Produce scanned PDFs of paper records.

4.4 Provide the populated electronic database to PDHS/APHC.

4.4.1 Monthly samples of abstracted data for review of quality.

4.4.2 Monthly data updates to populate the database.

4.4.3 Final updated database with detailed analysis of missing/incomplete data for each deceased dog.

4.4.4 Technical report on changes to coding for the database.

4.5 Regular communication with APHC and PDHS staff to discuss the current state of the project and ways for-ward. These communications shall include:

4.5.1 Bi-weekly teleconferences with APHC and PDHS. The Contractor shall provide written summary minutes following each meeting.

4.5.2 Monthly written progress reports to PDHS highlighting the state of the project and issues/concerns.

4.5.3 In-person meetings as needed. These may occur at the discretion of the Government when major milestones are achieved, major issues are experienced, quarterly/biannually, etc. PDHS will make a request for such a meeting at least 14 days in advance. The Contractor shall provide written sum-mary minutes for these meetings.

5.0 DELIVERABLES

Deliverable PWS Ref.

Delivery Date

Written Summary of the Post-Award Conference

4.1 10 days after contract award

Project Management Plan 4.2 30 days after contract award

Scanned PDFs of paper records 4.3 60 days after contract award

Monthly Abstracted Data Samples (10% random)

4.4.1 90 days after contract award and every 30 days after

Monthly Data Updates 4.4.2 90 days after contract award and every 30 days after

Final Electronic Database 4.4.3 365 days after contract award

Technical Coding Report 4.4.4 365 days after contract award

Bi-weekly Meeting Minutes 4.5.1 Seven business days after each meeting

Monthly Status Report 4.5.2 Fifth business day of each month

In-person Meeting Minutes 4.5.3 Seven business days after each meeting

6.0 KEY PERSONNEL

6.1 Certain skilled, experienced professionals and/or technical personnel are essential for accomplishing the work to be performed. Key personnel for the purposes of this requirement are as follows:

(1) One (1) Medical Transcriptionist/Project Manager with a high school diploma or equivalent, course-work in medical terminology and two (2) years of related work experience (a bachelor’s degree in a relevant field and related work experience is preferred). This individual should be able to transcribe medical dictation by physicians and other medical practitioners pertaining to patients’ assessments, di-agnostics, therapy and other medical reports and must be familiar with standard concepts, practices and procedures within a medical field, be able to perform a variety of tasks and utilize limited experience and independent judgement to accomplish goals. Demonstrated experience in project management is also required.

(2) One (1) Database Analyst/Programmer III with a bachelor’s degree in an information technology-re-lated field with a minimum of ten (10) years of experience as a developer (a master’s degree with at least three (3) years of experience is preferred). This individual must be able to design, implement and maintain complex databases with respect to JCL, access methods, access time, device allocation, vali-dation checks, organization, protection and security, documentation, and statistical methods. He/she must demonstrate proficiency using programs, such as SAS, SQL, R, and Python. He/she must demon-strate the ability to maintain database dictionaries, monitor standards and procedures, and integrate systems through database design. He/she must be competent to work at the highest level of all phases of database management.

6.2 Substitution of Key Personnel. All Contractor requests for approval of substitutions hereunder shall be sub-mitted in writing to the COR and the Contracting Officer at least thirty (30) calendar days in advance of the effective date, whenever possible, and shall provide a detailed explanation of the circumstances necessitat-ing the proposed substitution, a complete resume for the proposed substitute, and any other information requested by the Contracting Officer necessary to approve or disapprove the proposed substitution. The COR and the Contracting Officer will evaluate such requests and promptly notify the Contractor of ap-proval or disapproval in writing.

7.0 QUALITY CONTROL

The Contractor shall implement and maintain a Quality Control Plan (QCP) to ensure work performed conforms to the scope of work and meets the requirements under this PWS. The QCP shall, at a minimum provide a method for performing inspections; identifying, correcting and preventing problems/defective service; address-ing customer complaints, and improving the quality of services over the life of the contract.

8.0 QUALITY ASSURANCE

8.1 The Government reserves the right to perform inspections and surveillance to evaluate the Contractor’s compliance to the contract terms and performance of the requirements in the PWS. The Government will make every effort to ensure that the surveillance methods described below are conducted in an objective, fair, and consistent manner.

8.1.1 Periodic Surveillance. This action occurs when the COR or other Government official observes a de-ficiency. Examples include evidence from accidents, incidents, or delays. Regardless of where in the line-of-duty the COR observes contractual procedures not being followed, he/she has an obligation to document and report the deficiency to the Contracting Officer.

8.1.2 Customer Complaint Surveillance. This action is instituted when the COR receives a complaint from a stakeholder regarding Contractor service. The COR will obtain the complaint in writing and then conduct an investigation to determine its validity. If the complaint is deemed valid, the COR will immediately notify the contracting Officer for action. The COR will notify both the Contract Man-ager and the complainant of the Government’s response to their complaint.

8.2 Contract Discrepancy Report (CDR). In the event of unsatisfactory performance, the COR will request the CO to issue a CDR that will explain the circumstances and findings concerning the incomplete or unsatis-factory service. The Contractor shall acknowledge receipt of the CDR and respond in writing as to how he/she shall correct the unacceptable performance and avoid a recurrence. The Government will review the Contractor's corrective action response to determine acceptability and will use any completed CDR as part of an overall evaluation of Contractor performance when determining present or future contractual actions.

9.0 SERVICE CONTRACT LABOR STANDARDS

The Service Contract Labor Standards apply to this contract. Contractor will be responsible for compliance with the Service Contract Labor Standards and determining which of its service employees are performing on or in connection with the contract and properly segregating their hours for purposes of pay and recordkeeping.

The Department of Labor’s Wage Determination is provided as an attachment to this contract; it specifies the minimum wages and fringe benefits for the service employees performing on or in connection with this con-tract.