36C25618Q0306-001.docx

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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. ETHOD 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.

DUNS:

DUNS+4:

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. 2/2012)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

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

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

564-18-1-420-0002 36C25618Q0306 02-22-2018 J Alex Smith 479-444-5013 03-23-2018

2:00PM

Department of Veterans Affairs Veterans Health Administration Network Contracting Office 16 2575 Keystone Crossing Fayetteville AR 72703 X X 518210 $32.5 Million X N/A x Department of Veterans Affairs Veterans Healthcare System of the Ozarks Purchasing & Contracting (90C) 1100 N. College Ave.

Fayetteville AR 72703 Department of Veterans Affairs Network Contracting Office 16 2575 Keystone Crossing Fayetteville AR 72703

Department of Veterans Affairs Financial Services Center P.O. Box 149971 Austin TX 78714-8972

MEDICAL RECORDS SCANNING SERVICES

100% SDVOSB SET ASIDE

RFP

submission. The completed RF P and all supporting documents shall be submitted prior to closing date and time identified in Block 8. Electronic submissions may be emailed to James Smith at james.smith12@va.gov or submitted through GSA website.

Questions may be sent electronically only to james.smith12@va.gov NLT 8 days after issuance of this RF P Failu r e to submit supporting documents may result in offeror Being considered non responsive.

564-3680152-420-842100-2580 0100421G3 X X

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

(continuation from Standard Form 1449, block 18A.)

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

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C256 Department of Veterans Affairs Veterans Health Administration Network Contracting Office 16 2575 Keystone Crossing Fayetteville AR 72703

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

3. INVOICES: Invoices shall be submitted in arrears:

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.

Department of Veterans Affairs Financial Services Center P.O. Box 149971

Austin TX 78714-8972 ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

MEDICAL RECORD SCANNING SERVICES FOR VETERANS HEALTHCARE SYSTEM OF THE OZARKS (VHSO)

Cost shall be inclusive of all cost associated with providing services identified. This shall include Project Manager. All quantities are estimated quantities. Actual quantities may vary. Only actual quantities completed shall be invoiced.

It is anticipated that an Indefinite Delivery Indefinite Quantity Contract (IDIQ) would result from this solicitation.

B.2 PRICE SCHEDULE

1 OFF-SITE SCAN 955,422 EA $__________ $___________

SCAN Electronic documents (page) From the Centralized Fee Unit and TRIWEST Portal (OFF-SITE). Monthly Estimate is 53079 pages.

2 ON-SITE SCAN 1,321,848 EA $___________ $____________

SCANNING ON-SITE (page) Of Paper Records. Monthly Estimate 73,436 pages.

3 OFFLOAD REQUEST 361,151 EA $___________ $___________

Offload/request from (page) Community providers.

Monthly estimate 20,064 pages

TOTAL: $______________________

FOB: On-site 1100 College Ave, Fayetteville, AR 72703

NOTES:

(1) Orders may only be played by warranted contracting officers of VHA Network Contracting Office 16 (NCO 16).

(2) The total guarantee minimum value for the contract is $100,000.00. This amount will be established on the initial delivery order. The Government makes no other guarantees regarding combined or individual order amounts.

(3) The maximum guarantee (value) for this contract, including all orders placed against it is quantity shall not exceed the quantities identified in the price schedule for any delivery order or combination of delivery orders placed under the contract.

(4) Neither this contract nor any order placed against it authorize payment of any cancellation charges to the contractor or any other entity, including but not limited to subcontractors.

B.3 ACCOUNTING AND APPROPRIATION DATA

To be identified on each individual order

B.4 PERFORMANCE WORK STATEMENT (PWS)

VETERANS HEALTHCARE SYSTEM OF THE OZARKS (VHSO)

BACKGROUND

The Veterans Healthcare System of the Ozarks (VHSO), consists of a medical center located in Fayetteville, Arkansas and six (6) Community Based Outpatient Clinics (CBOC) within a three (3) state region. The VHSO has experienced growth with the current expansion plans for two (2) additional clinics in the Missouri region. The VHSO Health Information Management department (HIM) manages all medical records for both internal and external activity to include the newly created records demand following the enactment of the Veterans Access, Choice and Accountability Act. VHA’s Office of Informatics and Information Governance (OIIG), Health Information Management (HIM), has transitioned from a paper to an electronic health record environment. Thus, there has been an increase in medical records by 66% in the past three (3) years resulting in a backlog of documents, both paper and electronic, to be imported into patient’s medical records.

1.1 SCOPE OF WORK

1. The Contractor shall provide all resources necessary to accomplish the requirements described in this PWS.

2. The Contractor shall perform scanning/importing and indexing of newly generated and backlogged clinical documentation for inclusion into the health record in a defined, accurate, timely, measurable, and fiscally responsible manner that protects the interests of VA.

3. The Contractor shall also complete standard administrative tasks (e.g., background investigation forms, security training, etc.) as required by VA standards.

4. All clinical documentation that shall be scanned and digitized shall be incorporated into the VA Computerized Patient Record System (CPRS) through the utilization of Veterans Health Information System and Technology Architecture (VistA) Imaging Capture 32bit software.

5. The functionality of scanning/importing and indexing clinical documentation replaces the action of loose filing newly created or received documents into the paper medical record.

6. An interface to move/upload images and their associated indexing information to VistA Imaging Capture 32bit software is required when a commercial system shall be used. VHSO documentation may be received in paper, secured messaging, facsimile, Third Party Administrator (TPA) Portal (TriWest) or via the Fee Basis Claim System (FBCS) Document Manager software (Reference HIMS). Electronic documents may also be retrieved from a file on a VA network drive.

7. It is the intent for the contractor to scan selected documents based on input from the VHSO medical and HIMS staff.

8. It is also the intent for the contractor to scan/import and index clinical documentation that has yet to be incorporated into the individual Veterans’ health care treatment record.

9. File format within the health and administrative records will be in terminal digit order; administrative records, clinical health care records, and FEE basis/Non-VA Care health care records will be uploaded accordingly.

10. Completed processed records will be packaged and provided to VHSO HIMS staff for disposition.

11. The Contractor shall provide personnel for scanning, indexing, and importing of paper documents into the patient’s medical record as stated herein, work will be performed both on-site and off-site at contractor’s location.

12. The Contractor will also provide personnel, facilities, and equipment supplies, machines, materials, parts, hardware, and software to perform indexing and importing of electronic documents into the patient’s medical record as stated herein, for all work which will be performed off-site at contractor’s location.

13. The Contractor shall provide scanning, indexing, and importing services within prescribed turn-around times.

14. The Contractor shall provide services for scanning, indexing, and importing of medical records in an electronic format (ie. .pdf, .tiff, .png, etc.) to include, but not limited to; records received from the Third-Party Administrator (currently TriWest) portal, Consolidated Fee Unit (CFU) records, medical records received from VHSO pharmacy, and those records received from a dedicated online fax to be located in an online fax file.

15. The Contractor shall provide services for offloading records from VHSO fax service and/or requesting medical records from community health providers directly.

16. The Contractor shall provide services for offloading and adjudication of records received from TPA (TriWest) online portal system.

1.2 NOTE: SERVICES NOT REQUIRED TO BE PERFORMED BY CONTRACTOR ARE AS FOLLOWS:

· 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 relating to VACC shall be sent to the Radiology Service.

· Document destruction is not included in the scope of services.

· Contractor storage of active records.

1.3 PERFORMANCE DETAILS

The Contractor shall make certain that appropriate physical care and security measures are taken to ensure that documents and health care treatment records and the VA information they contain are not damaged or compromised throughout the entire process from the point of receipt. The Contractor shall be compliant with all VA established security policies to ensure VA data, whether captured electronically or on paper or other media are not compromised. The Contractor shall adhere to established VA physical security policy prior to receipt and while in possession of documents and health records off and on-site.

1.4 PERIOD OF PERFORMANCE

The performance of this contract shall be for 18 months from time of award.

IAW FAR 8.405-3, the Government reserves the right to end this agreement at any time. Any work at the Government site shall not take place on Federal holidays or weekends unless directed by the Contracting Officer (CO). There are ten (10) Federal holidays set by law (USC Title 5 Section 6103) that VA follows: Under current definitions, four are set by date:

If any of the above falls on a Saturday, then Friday shall be observed as a holiday. Similarly, if one falls on a Sunday, then Monday shall be observed as a holiday. The other six are set by a day of the week and month:

1.5 TRAVEL

Additional costs for travel will not be authorized as fee schedule is all-inclusive.

1.6 SPECIFIC TASKS AND DELIVERABLES

The Contractor shall provide, at a minimum, all tasks and deliverables described within this document. All deliverables shall be submitted to the Contracting Officer Representative (COR), in accordance with established guidelines. Unless otherwise stipulated, written deliverables shall be phrased in plain English. Statistical and other technical terminology shall not be used without providing a glossary of terms.

1. The Contractor shall provide all labor, resources, and specialized equipment needed to provide scanning and/or Importing and Indexing of Records. This shall include Project Management.

2. The Contractor shall define a VA-approved project workflow that shall not impede the day-to-day operations of the VHSO specific department HIMS and the Office of Community Care (OCC).

3. Working parameters and work space shall be made available at the Contractor’s expense for off-site services only.

a. On-site work space will be provided by VHSO.

4. If the Contractor is uncertain concerning a policy or procedure, the Contractor shall consult with the COR for clarification.

5. The Contractor is responsible for the management of its staff, and the Contractor is responsible for training its staff on VA policy and procedures, with the assistance of the Health Information Management (HIM) Department.

6. The Contractor shall bear the costs of any required training.

7. The Contractor is responsible for performing quality reviews of staff work.

8. The Contractor shall bear the cost of any re-work and/or corrections and take corrective action when services are found deficient or substandard.

9. The Contractor shall attend an orientation (kick-off) meeting within ten (10) business days after written notification of award to discuss operations, security, and processing requirements. This notification will come from the Contracting Officer (CO). The meeting and location will be scheduled by the CO. Contractor shall submit two DRAFT copies of their Project Management Plan in accordance with PWS 1.9 at the kick-off meeting.

10. The Contractor shall perform the tasks and complete the associated deliverables by the scheduled dates within the overall period of performance of the related to the service request.

1.7 SCANNING AND/OR IMPORTING AND INDEXING OF RECORDS

Scanning and/or Importing and Indexing of Records may be performed on site (at the VA facility) or off site (at the contractor’s location). Documentation to be scanned and/or imported and indexed may include internal VHSO sourced documents, externally sourced documents, including solicited VA Community Care (under VA auspices) or unsolicited documents provided by the Veteran or other non-VA provider for inclusion in the health record.

1.7.1 OFF-SITE SCANNING AND/OR IMPORTING AND INDEXING OF RECORDS

a. Off-site locations will only be authorized for scanning and/or importing and indexing of ELECTRONIC records.

b. The Contractor’s location, equipment, and supplies will be provided by the contractor at the cost of the contractor.

1.7.2 ON-SITE SCANNING AND/OR IMPORTING AND INDEXING OF RECORDS

a. On-site locations will be authorized for scanning and/or importing and indexing of both ELECTRONIC and PAPER records.

1.7.3 OFF-SITE RECORDS REQUESTING AND PROCESSING FROM COMMUNITY PROVIDERS

Off-site locations will only be authorized for indexing of ELECTRONIC records.

a. Electronic records shall be defined as all records received for processing and upload into the medical record that is not in paper form. To include by not limited to:

1. Third Party Administrator (currently TriWest) portal records.

2. Consolidated Fee Unit (CFU) records

3. Pharmacy records

4. Faxed records received in electronic form (dedicated online fax number)

b. The Contractor’s location, equipment, and supplies will be provided by the contractor at the cost of the contractor.

c. The Contractor shall provide staffing for off-site retrieval of records from community providers for consults in an active status where records have not been received for consult completion.

d. MONTHLY PRODUCTIVITY EXPECTATIONS

a. Productivity expectations for processing records as follows:

· Monthly production standards expected:

· 146,000 pages/month – equivalency to 4171 records.

Contractor shall be required to scan documents with a minimum resolution of 300 x 300 dots per inch (dpi) as established by VistA Imaging Capture 32bit specifications and ensure that images are correctly indexed, oriented, legible, and complete, including signature by the originating provider (VistA Imaging Clinical Capture User Manual). Scanned documents may be scanned in black/white, gray scale, true color, or 256 color (depending on the document is). Individual service requests shall specify any additional requirements.

· Note: X-rays shall not be scanned, however, photographs (e.g., Polaroid’s, etc.) shall be scanned. Facility records are a hybrid of typed and handwritten documents, whereas, the older records may contain more handwritten documents.

If a vendor product, portal (such as TPA TriWest Portal) or secured messaging is used, the VHSO facility shall provide the guidance/policy on the requirements for using this program. The Contractor shall be required to import the documents into VistA Imaging Capture 32bit with a minimum resolution of 300 x 300 dots per inch (dpi) as established by VistA Imaging specifications and ensure that images are correctly indexed, oriented, legible, and complete, including signature by the originating provider (VistA Imaging Clinical Capture User Manual).

Whether scanning or importing, the Contractor shall index the documents into VistA Imaging Capture by use of appropriate index term (e.g., Fee, application, correspondence, advance directive, medical record, flow sheet,), and ensure the indexing values are assigned properly and to the appropriate consult. VHSO shall provide the Contractor with guidance to identify the indexing values for all document types.

At a minimum, there are six (6) data points required for indexing: date of document, document type, specialty, event/procedure, origin, and a free text description. Documents require appropriate indexing value, based on type of document. Due to the variety of documents the Contractor is responsible to scan and/or import documents and properly index per document type. To ensure accurate indexing, the COR shall work with the Contractor to identify document index terms and shall update the list accordingly as new document index terms become available. Documents shall be imaged as an exact replica of the original document with quality control processes in place with assurance that the imaged document is stored and accessible.

The Contractor shall make every attempt to identify unclear information and, as necessary, request assistance/clarification from the VHSO facility point of contact specified the service request. The VHSO/HIMS staff shall identify and provide the records/documents to be scanned, imported, and indexed.

The Contractor shall perform quality assurance intensive 100% audits on-site as specified in this PWS. Contractor shall verify that the documents meet specified criteria for scanning or importing. Contractor shall follow the VHSO facility specified criteria, in accordance with VHA Handbook 1907.01 and VHA Handbook 1907.07 to include checking for the following items: signed document, not a draft, correct type of document, correct patient, etc.

Contractor shall prepare documents for scanning and importing;

1. Scanning - Contractor shall perform the following items: remove staples, ensure document is flat, pages are sequenced in order, document is not torn and if so repair it, etc. The Contractor shall complete the task in a manner that ensures they meet the stated performance metrics indicated in the QASP.

2. Importing - Contractor shall perform the following items: pages are sequenced in order; pages are readable; page orientation is accurate, etc. The Contractor shall complete the task in a manner that ensures they meet the stated performance metrics indicated in the QASP.

3. Contractor shall index the documents (e.g., match patient identifiers, date of care, document type, index term) in VistA Imaging.

Contractor shall scan and import the documents in VistA Imaging Capture in accordance with VHA Handbook 1907.01, VHA Handbook 1907.07, VistA Imaging Clinical Capture User Manual, VHSO scanning SOP, HIM Practice Brief “Community Care VistA Imaging Capture and Minimum Documentation Requirements”, and HIM Practice Brief “HIM Importing from FBCS User Guide”. This shall include immediate/urgent (STAT) scanning or importing of documents when requested by facility.

Contractor staff performing scanning, importing, and indexing functions shall perform 100% quality checks in accordance with VHA Handbook 1907.07 (Paragraph 20. Conducting Quality Assurance Monitors).

Contractor staff shall report any identified quality errors immediately to the Project Manager. In turn, the Project Manager shall notify local VHSO facility POC of quality error for medical record correction by the timeframe determined by the service request. The contractor shall perform random Quality Assurance (QA) monitoring of staff work and report results of QA monitoring to the designated VA representative at the interval as specified in the service request. Any identified errors shall be reported and remediated with the VHSO designated facility POC.

· NOTE: Destruction services are not authorized or required.

Deliverable: The type of deliverables associated with scanning and/or importing of records includes, scanned records, imported records, 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. This report shall be contingent on the needs of the VHSO, CO, and COR accordingly.

1.8 PROJECT MANAGEMENT

The Contractor shall designate a Project Manager (PM) who shall provide oversight of all contracted efforts. 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 initial Orientation meeting in person to discuss the project approach, schedules, milestones, and provide Contractor points of contact (POCs). For all on-site work a PM shall be on-site to monitor staff and work. PM in this roll may also preform duties as scanner.

The Contractor shall submit weekly status reports unless otherwise specified by service request. The Contractor shall make every effort to ensure that issues raised by the local facility are addressed in a timely manner. Work shall not commence until the local CO or designee approves the Project Management Plan.

1.9 PROJECT MANAGEMENT PLAN. The Contractor shall provide the CO with an electronic copy of their FINAL Project Management Plan (PMP) within business 10 days after kick-off meeting. The PMP shall include, but is not limited to:

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

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

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

4. Staffing Plan - Details on staffing levels, resources, etc., for both Contractor and Subcontractor personnel.

5. 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:

a. Ensure VA information (paper and electronic) is not compromised; Account for all records/information from the point of receipt through return whether on-site or off-site; and, ensure proper indexing and importing of records.

b. Provide weekly work reports by close of business each Friday to include:

i. Work completed – amount processed

ii. Quality reports – records reviewed for accuracy and any errors reported

iii. Staffing changes – new staffing needs for security processing and access

iv. Technical and process issues – equipment and IT connectivity and processing related issues

Deliverable: 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 service request.

1.10 SECURITY AND PRIVACY REQUIREMENTS

It has been determined that protected health information may be disclosed or accessed and a signed Business Associate Agreement (BAA) shall be required. The Contractor shall adhere to the requirements set forth within the BAA.

· Additional Personnel Requirements:

· All Personnel will be required to complete engagement-specific clearance and background check.

BACKGROUND INVESTIGATION

· The position sensitivity impact for this effort has been designated as LIMITED Risk and the level of background investigation is NACI.

SECURITY

Information System Security The contractor shall ensure adequate LAN/Internet, data, information, and system security in accordance with VA standard operating procedures and standard contract language, conditions laws, and regulations. The contractor shall follow all applicable VA policies and procedures governing information security, especially those that pertain to certification accreditation.

Security Training All contractor employees and subcontractors under this contract or order are required to complete the VA's on-line Security Awareness Training Course and the Privacy Awareness Training Course annually. Contractors must provide signed certifications of completion to the CO during each year of the contract. This requirement is in addition to any other training that may be required of the contractor and subcontractor(s).

Contractor Personnel Security All contractor employees who require access to the Department of Veterans Affairs' computer systems shall be the subject of a background investigation and must receive a favorable adjudication from the VA Security and Investigations Center (07C). The level of background security investigation will be in accordance with VA Directive 0710. Appropriate Background Investigation (BI) forms will be provided upon contract (or task order) award, and are to be completed and returned to the VA Security and Investigations Center (07C) within 30 days for processing. Contractors will be notified by 07C when the BI has been completed and adjudicated. These requirements are applicable to all subcontractor personnel requiring the same access. If the security clearance investigation is not completed prior to the start date of the contract, the employee may work on the contract while the security clearance is being processed, but the contractor will be responsible for the actions of those individuals they provide to perform work for the VA. If damage arises from work performed by contractor personnel, under the auspices of the contract, the contractor will be responsible for resources necessary to remedy the incident. The investigative history for contractor personnel working under this contract must be maintained in the databases of either the Office of Personnel Management (OPM) or the Defense Industrial Security Clearance Organization (DISCO). Should the contractor use a vendor other than OPM or Defense Security Service (DSS) to conduct investigations, the investigative company must be certified by OPM/DSS to conduct contractor investigations.

1.11 CONTRACTOR PERSONNEL SECURITY REQUIREMENTS

Contractor Responsibilities:

1. The Contractor shall prescreen all personnel requiring access to the computer systems to ensure they maintain the appropriate Background Investigation, and can read, write, speak and understand the English language.

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

3. Within 3 business days after written notice of award, the Contractor shall provide a roster of Contractor and Subcontractor employees to the COR to begin their background investigations in accordance with VA/VHSO facility standards.

4. The Contractor Staff Roster shall contain the Contractor’s Full Name, Date of Birth, Place of Birth, individual background investigation level (as required), etc.

5. The Contractor shall submit full Social Security Numbers either within the Contractor Staff Roster or separately to the COR.

6. The Contractor Staff Roster shall be updated and provided to VA within 1 day of any changes in employee status, training certification completion status, Background Investigation level status, additions/removal of employees, etc. throughout the Period of Performance.

7. 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 this contract. 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.

8. The Contractor should coordinate the location of the nearest VA fingerprinting office through the COR. Only electronic fingerprints are authorized.

9. The Contractor personnel shall submit all required information related to their 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).

10. The Contractor shall be responsible for the actions of all personnel provided to work for VA under this contract. If damages arise from work performed by Contractor provided personnel, under the auspices of this contract, the Contractor shall be responsible for all resources necessary to remedy the incident.

11. The 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) finger print 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).

12. 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.

13. 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.

14. The Contractor shall prescreen all personnel requiring access to the computer systems to ensure they maintain the appropriate Background Investigation, and can read, write, speak and understand the English language.

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

16. Within 3 business days after written notification of award, the Contractor shall provide a roster of Contractor and Subcontractor employees to the COR to begin their background investigations in accordance with VA/VHSO facility standards.

17. The Contractor Staff Roster shall contain the Contractor’s Full Name, Date of Birth, Place of Birth, individual background investigation level (as required), etc.

18. The Contractor shall submit full Social Security Numbers either within the Contractor Staff Roster or separately to the COR.

19. The Contractor Staff Roster shall be updated and provided to VA within 1 day of any changes in employee status, training certification completion status, Background Investigation level status, additions/removal of employees, etc. throughout the Period of Performance.

20. 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 this contract. 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.

21. The Contractor should coordinate the location of the nearest VA fingerprinting office through the COR. Only electronic fingerprints are authorized.

22. The Contractor personnel shall submit all required information related to their 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).

23. The Contractor shall be responsible for the actions of all personnel provided to work for VA under this contract. If damages arise from work performed by Contractor provided personnel, under the auspices of this contract, the Contractor shall be responsible for all resources necessary to remedy the incident.

24. The 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) finger print 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).

25. 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.

26. 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.

Deliverable: Contractor Staff Roster reflecting compliance with established VA/VHSO security guidelines and requirements.

1.12 GOVERNMENT RESPONSIBILITIES

· The VA Security and Investigations Center (07C) will provide the necessary forms to the contractor or to the contractor's employees after receiving a list of names and addresses.

· Upon receipt, the VA Security and Investigations Center (07C) will review the completed forms for accuracy and forward the forms to OPM to conduct the background investigation.

· The VA facility will pay for investigations conducted by the OPM in advance. In these instances, the contractor will reimburse the VA facility within 30 days.

· The VA Security and Investigations Center (07C) will notify the contracting officer and contractor after adjudicating the results of the background investigations received from OPM. The contracting officer will ensure that the contractor provides evidence that investigations have been completed or are in the process of being requested.

1.13 GENERAL SERVICES ORDERS

The Contractor shall furnish all the necessary qualified personnel, materials, facilities and management resources to furnish the services set forth in the Performance Work Statement (PWS) within the terms specified and at the price(s) stated. It is understood and agreed that the Contractor shall provide Fixed-Price proposals when requested by the Contracting Officer (CO). The Contractor's proposal shall be priced using labor rates and labor categories here in provided. The CO will issue Fixed Priced Orders upon completion of negotiations of contractor proposals.

1.14 CONTRACTOR HOURS OF OPERATIONS

The Contractor shall determine their work schedule. This schedule shall insure maximum efficiencies to insure required productivity is being met. The Contractors schedule and operations shall not conflict with normal VHSO operations. Primary on-site work will be conducted after normal business hours. The contractor will be allowed to set their work schedule between the hours of 4:30 pm local time and 06:00 am local time. Off-site work schedule may be conducted at the convenience of the Contractor. For issues or concerns the Project Manager shall communicate the COR during normal VHSO hours of operation.

1.15 SUMMARY OF SERVICES PROVIDED BY CONTRACTOR:

· The Contractor shall provide personnel for scanning, indexing, and importing of paper documents into the patient’s medical record as stated herein, work will be performed both on-site and off-site at contractor’s location.

· The Contractor will also provide personnel, facilities, and equipment supplies, machines, materials, parts, hardware, and software to perform indexing and importing of electronic documents into the patient’s medical record as stated herein, for all work which will be performed off-site at contractor’s location.

· The Contractor shall provide scanning, indexing, and importing services within prescribed turn-around times.

· The Contractor shall provide adequate staffing to conduct off-site retrieval of records from community providers for consults in an active status where records have been received for consult completion.

· This requirement is for requesting medical records directly from the provider either by phone or fax.

· The request will be for delivery of medical records for specified consult to be faxed to secure fax line provided by the VHSO service request.

· The Contractor shall;

All sub-contractors will be subject to review and approval prior to actual work.

All activity logs will be filed monthly for review by the VA.

1.16 SCOPE OF WORK (SOW) GENERAL

LOCATION: Veterans Healthcare System of the Ozarks, 1100 College Ave, Fayetteville AR 72758 DESCRIPTION: Processing of active/backlogged medical records both on-site and off-site to include scanning and importing of files used to produce an electronic medical record.

General Functional Requirements: Scanning and Imaging

· Scanning of paper records into Vista, Vista Imaging, CPRS, and related electronic information systems

· Index records into proper patient files

· Perform transfer, retrieval, and indexing of medical records consistent with VHA Health information management and records control standards

· Prepare all paper documents for scanning which includes, at a minimum: removing the documents from any binding, removing all staples, repairing tears, separating any shingled documents, prepping documents in correct order prior to scanning into Vista Imaging and related systems,

· Prepare all electronic documents for uploading which includes, at a minimum: reviewing each page to verify that each page belongs to the same Veteran, rotating pages, and enhancing the quality of the document before uploading into Vista Imaging and related systems

· Electronic records shall be defined as all records received for processing and upload into the medical record that is not in a paper form. To include, but not limited to:

· Third Party Administrator (currently TriWest) portal records.

· Consolidated Fee Unit (CFU) records

· Pharmacy records

· Faxed records received in electronic form (dedicated online fax number)

· Paper records shall be defined as all records received for processing and upload into the medical record that are in a paper form.

· Retrieve real-time treatment files (e.g., discharge summaries, discharge paperwork, anesthesia, surgical documentation, etc.) to be compiled for scanning

· Enter backlog records into system and track backlog progress

· Scan eligibility workflow into system (e.g., 10-10EZ and DD214, etc.)

· Scan clinical documentation into appropriate modules (e.g., Same Day Procedure records, anesthesia records, general surgery records, etc.)

· Scan administrative documentation.

· All paper documents processed will be returned to HIMS after scanning for disposition and quality assurance.

· Perform additional related duties as assigned, consistent with labor category offering

1.17 ELECTRONIC AND INFORMATION TECHNOLOGY STANDARDS

INTERNET / INTRANET

The contractor shall comply with Department of Veterans Affairs (VA) Directive 6102 and VA Handbook 6102 (Internet/Intranet Services).

VA Directive 6102 sets forth policies and responsibilities for the planning, design, maintenance support, and any other functions related to the administration of a VA Internet/Intranet Service Site or related service (hereinafter referred to as Internet). This directive applies to all organizational elements in the Department. This policy applies to all individuals designing and/or maintaining VA Internet Service Sites; including but not limited to full time and part time employees, contractors, interns, and volunteers. This policy applies to all VA Internet/Intranet domains and servers that utilize VA resources. This includes but is not limited to va.gov and other extensions such as, “.com, .edu, .mil, .net, .org,” and personal Internet service pages managed from individual workstations.

VA Handbook 6102 establishes Department-wide procedures for managing, maintaining, establishing, and presenting VA Internet/Intranet Service Sites or related services (hereafter referred to as “Internet”). The handbook implements the policies contained in VA Directive 6102, Internet/Intranet Services. This includes, but is not limited to, File Transfer Protocol (FTP), Hypertext Markup Language (HTML), Simple Mail Transfer Protocol (SMTP), Web pages, Active Server Pages (ASP), e-mail forums, and list servers.

VA Directive 6102 and VA Handbook 6102 are available at:

· Internet/Intranet Services Directive 6102

· Internet/Intranet Services Handbook 6102

Internet/Intranet Services Handbook 6102 Change 1 – updates VA's cookie use policy, Section 508 guidelines, guidance on posting of Hot Topics, approved warning notices, and minor editorial errors.

In addition, any technologies that enable a Network Delivered Application (NDA) to access or modify resources of the local machine that are outside of the browser’s” sand box" are strictly prohibited. Specifically, this prohibition includes signed-applets or any ActiveX controls delivered through a browser's session. ActiveX is expressly forbidden within the VA while .NET is allowed only when granted a waiver by the VA CIO *PRIOR* to use.

JavaScript is the preferred language standard for developing relatively simple interactions (i.e., forms validation, interactive menus, etc.) and Applets (J2SE APIs and Java Language) for complex network delivered applications.

1.18 SECTION 508

The contractor shall comply with Section 508 of the Rehabilitation Act (29 U.S.C. § 794d), as amended by the Workforce Investment Act of 1998 (P.L. 105-220), August 7, 1998.

In December 2000, the Architectural and Transportation Barriers Compliance Board (Access Board), pursuant to Section 508(2)(A) of the Rehabilitation Act Amendments of 1998, established Information Technology accessibility standards for the Federal Government. Section 508(a)(1) requires that when Federal departments or agencies develop, procure, maintain, or use Electronic and Information Technology (EIT), they shall ensure that the EIT allows Federal employees with disabilities to have access to and use of information and data that is comparable to the access to and use of information and data by other Federal employees. The Section 508 requirement also applies to members of the public seeking information or services from a Federal department or agency.

Section 508 text is available at:

http://www.section508.gov/index.cfm?FuseAction=Content&ID=14

1.19 CONFIDENTIALITY AND NONDISCLOSURE

It is agreed that:

a. The preliminary and final deliverables and all associated working papers, application source code, and other material deemed relevant by the VA which have been generated by the contractor in the performance are the exclusive property of the U.S. Government and shall be submitted to the COR after completion of services.

b. The CO will be the sole authorized official to release verbally or in writing, any data, the draft deliverables, the final deliverables, or any other written or printed materials pertaining to this task order. No information shall be released by the contractor. Any request for information relating to contract presented to the contractor shall be submitted to the CO for response.

c. Press releases, marketing material or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the CO.

1.20 HIPAA Compliance. HIPAA compliance is required. The Contractor must adhere to the provisions of Public Law 104-191, Health Insurance Portability and Accountability Act (HIPAA) of 1996 and the National Standards to Protect the Privacy and Security of Protected Health Information (PHI). As required by HIPAA, the Department of Health and Human Services (HHS) has promulgated rules governing the security and use and disclosure of protected health information by covered entities, including the Department of Veterans Affairs (VA). In accordance with HIPAA, the Contractor may be required to enter a Business Associate Agreement (BAA) with VA.

1.21 GOVERNMENT FURNISHED MATERIALS. For on-site work, the VHSO will provide a work location in the Fayetteville Medical Center campus. The following Government Furnished Materials (GFM) shall be provided at the on-site facility:

· Workstation, Workstation Computer, Phone, Scanners (as needed), Copy Machine, Fax Machine, and other equipment and supplies deemed necessary for the purposes of meeting the requirements of the service request.

1.22 INVOICING. Invoicing shall be in accordance with VAAR 852.232-72 Electronic Submission of Payment Request identified below in Section C. Invoicing shall be submitted monthly in arrears. No later than 10 days after monthly services have been provided. In addition, the contractor shall also submit a copy electronically to the COR.

B.5 LIMITATIONS ON SUBCONTRACTING-- MONITORING AND COMPLIANCE (JUN 2011)

This solicitation includes. Accordingly, any contract resulting from this solicitation will include this clause. The contractor is advised in performing contract administration functions, the CO may use the services of a support contractor(s) retained by VA to assist in assessing the contractor's compliance with the limitations on subcontracting or percentage of work performance requirements specified in the clause. To that end, the support contractor(s) may require access to contractor's offices where the contractor's business records or other proprietary data are retained and to review such business records regarding the contractor's compliance with this requirement. All support contractors conducting this review on behalf of VA will be required to sign an “Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement” to ensure the contractor's business records or other proprietary data reviewed or obtained in the course of assisting the CO in assessing the contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs. Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the contractor to protect proprietary information as required by FAR 9.505-4, obtaining access to proprietary information, paragraph (b). The contractor is required to cooperate fully and make available any records as may be required to enable the CO to assess the contractor's compliance with the limitations on subcontracting or percentage of work performance requirement.

B.6 IT CONTRACT SECURITY

VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY

1. GENERAL

Contractors, contractor personnel, subcontractors, and…