Attachment_02_-_Task_Order_1_-_Core_Infrastructure_-_Statement_of_Work.pdf

Attachment 02 - Task Order 1 – Core Infrastructure - Statement of Work

Attachment 02 – Task Order 1 - Statement of Work Surveillance Epidemiology and End Results (SEER) Program

Title: Core Infrastructure Support Activities

Contract Type: Cost-Sharing

Place of Performance: The work shall be performed at the Contractor’s site.

1.0 SCOPE OF WORK

Independently and not as an agent of the Government, the Contractor shall furnish all of the necessary services, qualified personnel, material, equipment, and facilities, not otherwise provided by the Government, as needed to perform this Statement of Work.

Task Order Task Area 1 – Programmatic Meetings

The Contractor shall attend a Programmatic Kickoff Meeting by conference call with the Contracting Officer’s Representative (COR), Contracting Officer (CO), and other Program and Office of Acquisition Staff. The meeting shall be attended by all Contractor key personnel, including at a minimum the Principal Investigator/Program Director and Registry Operations Supervisor/Registry Director/Registry Manager, as well as any other non-key personnel with relevant expertise. The NCI may present an overview of Technical or Business aspects of the SEER program or specific Task Order awarded. The Contractor shall present an overview of the key elements of your Technical and Business Proposals. The Contractor’s presentation shall be in as much detail as you consider necessary to ensure the NCI has a firm understanding of all risks and opportunities associated your technical approach, registry operations, business function, or other considerations.

In addition to the initial Programmatic Kickoff Meeting, the Principal Investigator shall participate in ad-hoc Programmatic Meetings by participating in discussions of best practices and other standardized procedures that will be utilized under various Task Orders discussed in Task Areas 3 – 9 of this Base Statement of Work. The Principal Investigator and/or Registry Manager may be required to provide input on potential expansion or improvement of the SEER Program, including the initial planning for potential Task Orders under Task Area 7 - Ancillary Studies and Additional Projects.

Task Order Task Area 2 – Administration Activities

The Contractor shall perform the following administrative activities, to include but not limited to the following:

1. Manage staff and resources to effectively provide services for this Task Order.

2. Ensure quality assessment/quality control of the work performed, fostering internal/external communications, tracking activities, and monitoring the budget of this Task Order.

3. Submit all reports and deliverables in accordance with Section C.2., Reporting Requirements, and

Section F.2., Deliveries.

4. Verify prior to delivery, that all electronic reports and deliverables are Section 508 conformant in accordance with the Electronic and Information Technology Accessibility Article in Section H. of the base contract. Regardless of format, all digital content or communications materials produced as a deliverable under this Task Order, shall conform to applicable Section 508 standards to allow federal employees and members of the public with disabilities to access information that is comparable to information provided to persons without disabilities. Remediation of any materials that do not comply with the applicable requirements as set forth in the base contract, shall be the responsibility of the Contractor.

HHS guidance regarding accessibility of documents can be found at http://www.hhs.gov/web/section- 508/making-files-accessible/index.html. Federal government-wide guidance regarding accessibility of documents can be found at https://www.section508.gov/best-practices, which is recommended for anyone using Microsoft Office 2013 or Office 2016. The following documents are the preferred method of authoring and testing documents produced in Microsoft Office Word 2013 or later:

Microsoft Word 2013 Instructional Guides

a. Basic Authoring and Testing Guide - MS Word 2013, December 2015: plain language guidance outlining minimum steps required to determine Section 508 conformance.

[docx]

b. Basic Authoring and Testing Checklist - MS Word 2013, December 2015: a companion set of yes/no checkpoints. [docx]

c. MS Word 2013—Section 508 Conformance Test Process, December 2015: example conformance process (technical). [docx]

d. MS Word 2013—Section 508 Conformance Test Report Template, December 2015: test process reporting template. [docx]

e. Baseline Tests for Accessible Electronic Documents—MS Word 2013, September 2015:

guidance outlining minimum steps required to determine Section 508 conformance for those creating agency test processes (technical). [docx] Instructions for authoring and testing Microsoft Excel and files formatted as PDF are also provided at https://www.section508.gov/best-practices and should be used for deliverables in these file formats.

5. Implement the COR approved Data Management Plan.

6. Implement the System Review Analysis and Performance Metric Standards in accordance with

Section H. Article of the Base Contract.

7. Implement in accordance with HHSAR 352.239‐73(b) Electronic Information and Technology

Accessibility Notice (December 2015) in accordance with Section H. Article of the Base Contract.

8. Implement the Standard for Encryption Language requirements in HHS Contracts at:

http://www.hhs.gov/ocio/policy/2009-0002.001s.html in accordance with Section H. Article of the Base Contract.

9. Implement FAR 52.239-1 Privacy or Security Safeguards (August 1996) in accordance with Section H. Article of the Base Contract.

10. As applicable to the Task Order, Implement the HIPAA Security Rule as:

http://www.hhs.gov/ocr/privacy/hipaa/administrative/securityrule/nist80066.pdf and in accordance with Section H. Article of the Base Contract.

11. Implement (HHSAR 352.237-75) Key Personnel (December 2015) and (HHSAR 352.224-70 Privacy Act (December 2015).

Task Order Task Area 3 – Core Infrastructure Support Activities

Scope of Identification and Reporting

The Contractor shall perform Core Infrastructure activities for the identification and reporting of the following:

All neoplasms diagnosed prior to the year 2001 with a behavior code of '2' or '3' in the International Classification of Diseases for Oncology, Second Edition (ICD-O-2) shall be reportable.

http://www.hhs.gov/web/section-508/making-files-accessible/index.html http://www.hhs.gov/web/section-508/making-files-accessible/index.html https://www.section508.gov/best-practices https://www.section508.gov/sites/default/files/Section%20508%20Basic%20Authoring%20and%20Testing%20Guide%20Word%202013%20v%201%200%2012%2014%202015....doc https://www.section508.gov/sites/default/files/Section%20508%20Basic%20Authoring%20and%20Testing%20Guide%20Word%202013%20Checklist%20v%201.0%20..._0.doc https://www.section508.gov/sites/default/files/MS%20Word%202013%20-%20508%20Conformance%20Test%20Process%20v1%200_0.doc https://www.section508.gov/sites/default/files/Word%202013%20Conformance%20Text%20Script%20Reporting%20Tool%20Example%20v%201.0%2012.14.201..._0.doc https://www.section508.gov/sites/default/files/Baseline_Tests_for_Docs_MS_Word_2013_accessibility_v%20%201.0%202.1.2015_1.doc https://www.section508.gov/best-practices http://www.hhs.gov/ocio/policy/2009-0002.001s.html http://www.hhs.gov/ocr/privacy/hipaa/administrative/securityrule/nist80066.pdf

All neoplasms diagnosed in 2001 and later with a behavior code of '2' or ‘3’ in the International Classification of Diseases for Oncology, Third Edition (ICD-O-3) shall be reportable.

The neoplasms in ICD-O-2 or ICD-O-3 shall be reportable for sites other than skin (C44.0-C44.9) including but not limited to vagina, clitoris, vulva, prepuce, penis and scrotum (sites C52.9, C51.0- C51.9, C60.0, C60.9, and C63.2).

If a '0' or '1' behavior code term in ICD-O-2 or ICD-O-3 is verified as in situ, '2', or malignant, '3', by a pathologist, these cases shall be reportable.

Tumors of the brain and central nervous system (C70.0-C72.9, C75.1-C75.3) with a behavior code of ‘0’ or ‘1’ beginning with January 1, 2004 diagnoses shall be reportable.

Cervix carcinoma in situ is not reportable after January 1, 1996. These cases may be submitted to NCI on a voluntary basis.

The following are exclusions based on histology and site:

a. 8000-8005: Neoplasms, malignant, NOS of the skin (C44.0-C44.9)

b. 8010-8046: Epithelial carcinomas of the skin (C44.0-C44.9)

c. 8050-8084: Papillary and squamous cell carcinomas of the skin (C44.0-C44.9)

d. 8090-8110: Basal cell carcinomas of the skin (C44.0-C44.9)

SEER Program reportability is subject to change, and any changes will be discussed with the Contracting Officer and COR prior to implementation.

Requirements for Identification and Reporting

1. The Contractor shall perform the following Core Infrastructure Activities:

a. Casefinding Activities

The Contractor shall:

1. Identify and register all SEER Program reportable cancers diagnosed in residents of the

Contractor’s geographic coverage area based on the county of primary residence at the time of diagnosis. This shall require casefinding for all facilities where a cancer might be diagnosed including but not limited to hospitals, all pathology labs which provide cancer diagnostic services, all nursing homes identified as sources of cases through death clearance or pathology review, all free-standing medical facilities where cancer is diagnosed and treated, and the offices of physicians where significant numbers of otherwise unreported cases can be expected to be found.

2. Utilize electronic data capture systems such as electronic pathology (E-Path) reporting where available and participate in NCI efforts to increase electronic data coverage.

3. Establish agreements for electronic data transfer with all major case reporting facilities.

4. Ensure that the needed legal access to the medical facilities and physician offices has been granted through state laws or statutes. This shall include initiating contact with the state legislature when applicable, for the purpose of obtaining the necessary statutory authority to gain access to such facilities or offices for cancer registration purposes.

b. Data Acquisition

The Contractor shall:

1. Ensure that all required data is collected on all newly diagnosed cancers for all residents of the Contractor’s geographic coverage area either directly by the Contractor or submitted by other reporting sources.

2. Abstract each SEER Program reportable case or ensure that SEER Program reportable cases are abstracted by submitting sources in sufficient detail so that each cancer can be classified and coded in accordance with the SEER Program Coding and Staging Manuals.

3. When case data are submitted by other sources, such as hospital-based cancer registries, ensure that the submitted records are tracked and monitored in a manner, which ensures their completeness, timeliness and accuracy. Issues shall be addressed with submitting sources.

4. Ensure that there are follow-back procedures in place. Follow-back activities shall be done as part of other specific functions, including case finding, visual editing, case consolidation, and/or follow-up and generally involve ongoing and iterative updating process. Follow-back activities include but are not limited to:

a. Follow-back activities to reporting facilities, hospital registry staff, physicians or other medical staff, and/or Registry staff intended to clarify missing or conflicting data initially gathered.

b. Maintaining the physician databases.

c. Follow-back to out-of-state or out-of-geographic coverage area facilities to obtain missing data for residents diagnosed and/or treated by out of area facilities. This is generally achieved though data exchange agreements with other State or regional central cancer registries.

d. Follow-back on unknown, missing, and/or inconsistent data.

5. Ensure that all cases are edited and that case consolidation is conducted. Editing and case consolidation includes, but is not limited to:

a. All activities associated with screening for reportability,

b. Screening for multiple primaries,

c. Applying and interpreting coding rules,

d. Editing cases and reports (including reviewing and making corrections to individual cases failing computer edit-checks),

e. Making corrections to individual cases in order to reflect the receipt of new or up-to-date information,

f. Visually reviewing individual cases for completeness and correctness,

g. Providing feedback of current corrected/updated information back to reporting facilities,

h. All activities required to reconcile or compile data obtained from more than one source on the same person or tumor including determining sequence number (in the case of receipt of a new tumor),

i. Verifying that cases are unique individuals and data are associated with the correct person (including de-duplication activities),

j. Matching and merging patient, tumor, and admissions records (includes decisions/determinations regarding best value),

k. Resolving discrepancies, determining the best values, and distinguishing between complementary information and multiple primaries.

c. Follow-up (Passive and Active) Activities.

The Contractor shall:

1. Obtain information on vital status for all active (alive at last follow-up) cancer cases that had a cancer diagnosed on or after January 1st of the first full year of data collection and were residents of the coverage area at the time of their diagnosis.

2. Have procedures in place to perform vital status follow-up for alive cases diagnosed prior to the last submission year (follow-up is not required for cases diagnosed in the last submission year) during the 22-month period before the November submission. These procedures shall consist of both active and passive methods.

3. For deceased cases, obtain the cause of death from the death certificate.

4. For cancer cases that were residents of the Contractors geographic coverage area at the time of their diagnosis and died outside of the Contractors geographic coverage area, obtain information on cause of death from the recording entity wherever the death certificate was filed.

d. Death Clearance Activities

The Contractor shall have procedures in place for conducting death clearance. These procedures shall include, but are not limited to:

1. Obtaining and processing death records,

2. Creating and updating Death Certificate Only (DCO) cases and information tracking forms,

3. Following back to facilities and physicians for missed cases,

4. Interpreting DCO rules,

5. Matching death records against hospital discharge files,

6. De-duplication activities, and

7. Identification of second or later cases.

2. Data Submission

a. The Contractor shall submit data to the National Cancer Institute (NCI) twice a year on each resident cancer cases diagnosed from 2000 forward in the format specified by the COR. The primary submission shall be prior to the end of November of each year, which shall contain complete data for all patients diagnosed prior to January 1st of the preceding year (22 months prior to submission).

b. Data files submitted to NCI should follow the most current SEER Data Submission Requirements posted on the NCI SEER website under the Registry Operations webpage (https://seer.cancer.gov/tools/submission.html)

c. In conjunction with this data submission, the Contractor, unless exempted by the COR, shall participate in the Indian Health Service (IHS) linkage to improve the classification of American Indian/Alaska Native cancer cases.

d. The second data submission shall be submitted on the last day of February of each calendar year.

This submission shall provide case data for patients diagnosed prior to January 1st of the calendar year just concluded (Submission in February 2020 will include all cases in the registry diagnosed prior to January 1, 2020). Cases diagnosed during the most recently concluded year will not be included in the DQP evaluation or required to pass the SEER Edits checks.

e. No information shall be submitted regarding patient identifiers (e.g., name or Social Security Number (SSN)) or the hospital where diagnosis and/or treatment occurred as a part of data submission.

f. New contractors to the SEER Program shall provide the data submission file in paragraph (d) above on the last day of the first February following Task Order award. For this first submission, no quality markers/indicators need to be passed at the time of the evaluation of this data file.

g. The Contractor shall utilize the most current version of the NACCR Data Standards and Data Dictionary available at https://www.naaccr.org/data-standards-data-dictionary/.

3. Data Quality Requirements

The Contractor shall meet the following goals pertaining to data quality:

a. The Contractor shall attempt to ensure completeness based on NCI statistical models. The percentage of expected cases reported in the November submission shall be no less than 98 percent. The percentage of expected cases reported in the February submission shall be no less than 95 percent.

b. Follow-up: For all cases with a primary invasive cancer (sequence number 0 or 1), the follow-up percentage shall be no less than 85 percent for cases diagnosed under the age of 20, no less than 90 percent for cases diagnosed between the age of 20 to 64, and no less than 95 percent for cases diagnosed at the age of 65 or older. For all cases with an in situ primary cancer (sequence number 0 or 1), the follow-up percentage shall be no less than 90 percent for cases.

c. One-year reporting delay: The one-year reporting delay shall be no greater than 2.5% percent for cases reported in the November submission. The one-year reporting delay shall be no greater than 5 percent for cases reported in the February submission.

d. DCO Cases: The percentage of cancers diagnosed only by a death certificate shall be greater than 0 percent but shall be less than 1.5 percent.

e. Missing Cause of death in Cases Known to be Dead: Shall be no greater than 2.5%.

f. Unknown or ill-defined primary site: Excluding DCO cases, shall be no greater than 2.5%.

g. Non-specific histology: Excluding DCO cases, shall be no greater than 2.5%.

h. Unknown laterality: Excluding DCO cases, shall be no greater than 6%.

i. Invalid or missing census tract: Shall be no greater than 2.0%.

j. Urban Geocoding Accuracy: Excluding DCO cases, cases coded 1, 2 or 6 for census tract certainty in county with > 75% of population in urban area shall be no less than 95%.

k. Rural Geocoding Accuracy: Excluding DCO cases, cases coded 1, 2, or 6 for census tract certainty in county with < 75% of population in urban area shall be no less than 85%.

l. The COR may adjust any or all of these goals. The Contractor shall comply with adjusted data quality goals within one calendar year.

m. The Contractor shall meet additional goals as directed by the COR and shall comply with the new data quality goals within one calendar year.

4. Conduct Quality Control/Quality Improvement Activities

The Contractor shall conduct quality improvement activities at the Contractor’s registry level and shall participate in NCI-initiated data quality improvement activities, including but not limited to:

a. Conduct Registry level Quality Improvement Activities

The Contractor shall have written policies and procedures for ensuring the quality of collected data, monitoring the accuracy and completeness of data and, if necessary, taking actions to correct issues encountered in the collection of data:

1. Developing an overall quality improvement plan for the Registry, https://www.naaccr.org/data-standards-data-dictionary/

2. Incorporating the review of findings from various quality control audits into the quality improvement plan, education, and identification of training needs,

3. Providing abstractors with training and expert advice in editing the data, addressing edits flags and warnings, and correcting edits errors.

4. Providing regular formal feedback or documentation of questions and answers to registrars to address abstracting, coding, histology, staging, and other issues,

5. Maintain and update registry operations manuals to reflect the North American Association of Central Cancer Registries (NAACCR) standards and SEER program manuals.

Implementing SEER and NAACCR edits sets and update registry-specific edits as necessary,

6. Ensuring that abstracting vendors comply with State requirements,

7. Conducting inquiries to update reporting facility information, including information on managers, supervisors and abstractors reporting the law-mandated cancer information to SEER central registries,

8. Reviewing SEER Inquiry System answers and updating operations manuals to reflect the SINQ answers.,

9. Using SEER*DMS or other registry tools to monitor the timeliness and completeness of reporting.

10. Responding or replying to SEER inquiries related to inconsistencies in data,

11. Conducting facility Case-Finding audits and Re-abstracting audits, and

12. Providing formal feedback to audited facilities.

b. Conduct Project-Specific Activities

The Contractor shall participate in NCI defined quality control/quality improvement (QI/QC) activities.

1. Participating in National Cancer Institute (NCI) initiated quality audits and other quality assessment studies,

2. Participating in development of new SEER coding rules, guidelines, and the documentation of SEER best practices,

3. Participating in SEER training activities including the SEER Training Website, SEER*Educate and SEER*Reliability,

4. Reviewing and testing new SEER coding software tools, including participation in NCI-initiated operations research studies,

5. Attending SEER QIEmeetings and the SEER*DMS activities groups, and

6. Participating in NCI-initiated data collection feasibility studies.

5. Conduct Education and Training Activities

The Contractor shall conduct local level education and training activities to ensure the requirements of the Statement of Work are met. The Contractor shall also provide project-specific training as required. Training activities include but are not limited to:

a. Conduct Local Level Training

The Contractor shall have policies and procedures for ensuring that Contractor staff have the education and continued training needed to ensure the collection and processing of high-quality data. These plans and procedures shall include a process for continual staff learning using SEER*Educate resources.

b. Conduct Project-Specific Training

The Contractor shall participate in the following NCI defined education and training activities.:

1. Developing or reviewing training modules.

2. Answering or reviewing questions for SINQ or Ask a SEER CTR.

3. Developing or reviewing manuals or manual chapters.

4. Conducting program, regional, or national level training.

6. Utilize Central Registry Data Management Software (SEER*DMS)

a. The Contractor shall conduct all central registry data management related activities using

SEER*DMS.

b. Unless other provisions are provided and approved by the COR, in coordination with the NCI

Information Systems Security Officer (ISSO), SEER*DMS shall be located at an NCI designated hosting facility employing FISMA Moderate level controls.

c. The Contractor shall participate in the SEER*DMS Change Control Board (CCB) meetings or any successor to the CCB to discuss modifications and enhancements to SEER*DMS.

7. Data Security Requirements

a. The Contractor shall ensure that all desktops, laptops, tablets, smart phones, and other mobile devices that house Personally Identifiable Information (PII) (as defined by OMB Circular A-130) are properly protected against the disclosure of this information through loss or theft.

b. The Contractor shall install computer virus detection software on all desktops laptops, tablets, smart phones, and other mobile devices used to access information on behalf of the federal government. Virus detection software and virus detection signatures shall be kept current. The Contractor shall install software/hardware patches and upgrades to protect automated federal information assets.

c. The Contractor shall ensure that there are sufficient physical security procedures in place to include:

1. Providing controlled limited access to the physical area which houses the cancer registry,

2. Limiting access to resources such as file rooms, printers, copy machines, and faxes to registry or contractor employees only,

3. Ensuring that employees who telework do so from either their home or from a telework facility and that they utilize secure methods for transmitting personally identifiable information (PII),

4. Developing and maintaining nondisclosure and confidentiality agreements along with a policy for who signs and at what interval, and

5. Providing employee training in confidentiality and data collection, processing, transfer, storage, and disposal.

d. The Contractor shall be responsible for reporting all incidents involving the loss and/or disclosure of PII in electronic or physical form. Notification shall be made to the NIH Incident Response Team (IRT@mail.nih.gov) and the COR via email within one hour of discovering the incident and shall follow-up as directed by the NIH Incident Response Team.

8. Conduct Data Linkages

The Contractor shall participate in various linkages specified below. These linkages shall require the submission of PII to a trusted third-party honest broker for the purposes of linkage. The Contractor shall coordinate with the COR to ensure that any needed agreements between the Contractor and the trusted third-party honest brokers are in place before the start of any linkage to ensure the integrity of these processes.

mailto:IRT@mail.nih.gov

a. Conduct linkages or participate in NCI coordinated linkages. Examples of Contractor specific linkages include State Vital Records, Motor Vehicles, and voter registration. Examples of NCI coordinated linkages include National Death Index (NDI), Centers for Medicare & Medicaid Services (CMS), Social Security Administration (SSA), and LexisNexis. Data linkages shall include the resolution of record linkage discrepancies and the review and updating of records.

b. Participate in linkages and feasibility investigations to include any successor or supplemental linkages involving data from CMS, Bureau of the Census, and other linkages as determined by the COR.

c. Participate in all additional linkages determined by the NCI to be relevant to the SEER program at the direction of the COR. Examples include pharmacy data, claims data, and genomic test results.

d. Participate in linkage feasibility investigations.

e. Ensure agreements are in place as directed by the COR prior to the start of the linkage so as to not delay the establishment of the linkage.

9. Conduct Data Exchange Activities

The Contractor shall establish and maintain case-sharing agreements with other State or regional central cancer registries. This shall include but is not limited to:

a. Building relationships with out-of-state reporting facilities.

b. Communicating with other central cancer registries to ensure collaborative relationships.

c. Monitoring data sharing agreements and their file delivery timetables.

d. Negotiating with legal affairs to develop the actual case-sharing agreements.

e. Preparing files for exchange.

f. Processing files received from outside the state or the geographic coverage area.

10. Provide Reports and Data Requests

a. The Contractor shall facilitate access to the data by the public, the media, and private, state, and federal organizations. This shall include:

1. Making summary cancer statistics available through periodic reports with wide dissemination,

2. Responding to queries and ad hoc information requests,

3. Responding to technical surveys and questionnaires, and

4. Cooperating with hospital registries to provide comparison data for annual reports.

b. The Contractor shall facilitate access to the data by researchers from within and outside of the

Contractor’s organization. Researcher support shall include:

1. Providing consultation regarding the processes and procedures for the use of registry data,

2. Maintaining a collaborative relationship with local Institutional Review Boards (IRB),

3. Assisting researchers in matters related to IRB approvals,

4. Reviewing proposals related to utilization of registry data/resources,

5. Creating data sets for researcher use, and

6. Maintaining a database of IRB approvals.

11. Perform Other Ancillary Data Collection Infrastructure Activities

a. The Contractor shall attend except when specifically excused by the COR the following trainings and meetings of the SEER Program in order to ensure that the Contractor's staff can implement new codes or procedures, and for the exchange of ideas regarding solutions to problems, which arise in tumor registry operations.

1. The Annual SEER Principal Investigators and Managers Meeting

2. The Annual SEER*DMS Users Group Meeting

3. The Annual SEER Quality Improvement Experts Meeting

4. The SEER Advanced Topics Workshop to be held at NCRA

5. Additional NCI/SEER hosted meetings, trainings, and workshops as directed by the COR

The Contractor shall attend the following meetings of other organizations to ensure that the Contractor's staff can implement new codes or procedures, and for the exchange of ideas regarding solutions to problems, which arise in tumor registry operations. NCI will not cover travel expenses, nor can NCI provide approval for these meetings.

1. The North American Association of Central Cancer Registries (NAACCR) Annual Conference

2. The National Cancer Registrars Association (NCRA) Annual Conference

b. The Contractor shall participate in NCI initiated activities on the development and assessment of future plans for the SEER program including short, medium, and long-term goals, objectives, and strategies.

c. The Contractor shall participate in other ancillary data infrastructure activities as defined by the Task Order.

Task Order Task Area 5 –SEER*DMS Migration Activities

1. The Contractor shall:

a. Initiate discussions with the COR and relevant SRP personnel within 30 calendar days after award to identify tasks and needs specific to the Contractor’s IT environment related to DMS migration. These discussions will include NCI’s Biomedical Computing Support Services Contractor (Information Management Services (IMS), Inc).

b. Develop a draft Migration Plan to include the tasks, activities, and timelines for Contractor initiated or managed aspects. This draft Migration Plan should be provided to the COR within 90 calendar days of award.

c. Provide a final Migration Plan 30 calendar days following the COR’s feedback on the draft plan.

The final Migration Plan shall be submitted as a formal deliverable for approval.

d. Implement COR-approved Migration Plan, and

e. Adhere to the migration as scheduled by the NCI based on the availability of resources.

Migration shall commence within 30 days of notification by the COR.

2. Migration activities shall include but are not limited to:

a. Obtaining all required data use agreements and approvals for data transfer,

b. Participating in requirements analysis for the system infrastructure and technical design,

c. Providing detailed database documentation,

d. Providing periodic data files for use in migration,

e. Responding to questions related to data issues,

f. Participating in requirements analysis for the development of algorithms and configuration,

g. Participating in functional reviews,

h. Participating in beta testing,

i. Participating in training, and

j. Implement production environment of DMS for use in collection of SEER data.

2.0 REPORTING REQUIRMENTS

Reference Article C.2 - Reporting Requirements of the Solicitation for descriptions of the Task Order Deliverables required in 3.0 of this Statement of Work. Additional deliverable descriptions are provided for this specific Statement of Work as follows:

7. Annual Task Order Progress Reports The Contractor shall submit an Annual Task Order Progress Report to include a summary of the results for the period covered. This report shall utilize the template provided (Solicitation Section J - Attachments 30 and 31).

Annual Task Order Progress Reports shall be submitted no later than February 1 occurring after the completion of the Task Order reporting period, except for the Final Task Order Year. For the Final Task Order Year, the Contractor shall submit the Final Task Order Progress Report within 30 calendar days of the completion of the Final Task Order Year. The reporting period covers the respective calendar years of January 1 – December 31. For the Final Task Order Year – the reporting period covers January 1 – April 30.

27. Data Management Plan The Contractor shall provide the Data Management Plan (template may be provided after award).

The plan shall be provided initially as directed by the COR and within one week following any revisions to the contractor’s data management policies or procedures.

3.0 TASK ORDER DELIVERABLES

Satisfactory performance of the Task Order shall be deemed to occur upon performance of the work described in the Statement of Work of this Task Order and upon delivery and acceptance by the Contracting Officer, or the duly authorized representative, of the following items in accordance with the stated delivery schedule:

a. The items specified below as described in the REPORTING REQUIREMENTS Article in SECTION C of the solicitation will be required to be delivered in electronic format to the designated NCI Branch Distribution Mailbox: ncibranchbinvoices@mail.nih.gov and in accordance with and by the date(s) specified below and any specifications stated in SECTION D, PACKAGING, MARKING AND SHIPPING, of this contract. The subject line of the email shall read as follows: Contract Number_Task Order_Deliverable Number_Deliverable Description.

b. Each email submission shall contain only one deliverable. If the attached file for the deliverable exceeds 50 MB, the Contractor shall divide the deliverable into files of 50 MB each. All deliverables shall be limited to five file attachments or less.

c. All electronic reports submitted shall be compliant with Section 508 of the Rehabilitation Act of 1973. Additional information about testing documents for Section 508 compliance, including guidance and specific checklists, by application, can be found at:

http://www.hhs.gov/web/508/index.html under "Making Files Accessible.

mailto:%20ncibranchbinvoices@mail.nih.gov

Deliverable

No.

Description Delivery Schedule

7 Annual Task Order Progress Reports Due no later than February 1 following the completion of the reporting period. For the Final Task Order Year – due within 30 calendar days of the completion of the Task Order Year.

11 Reporting of Financial Conflict of Interest (FCOI)

Due as FCOI arises

23 Completed Section 508 Accessibility Checklist (SOW, Task Area 2, Item 4)

Due with submission of all electronically submitted deliverables.

27 Data Management Plan Due initially as directed by the COR and within one week following any revisions to the Data Management Plan.

29 Service Contract Report Report at www.sam.gov annually by October 31st and on the Task Order expiration or completion date

30 Data Files Due biannually in accordance with submission guidelines

40 SEER*DMS Migration Plan Draft Migration Plan due to the COR within 90 days of award. Final Migration Plan due 30 days following the COR’s feedback on the draft plan as outlined in Task Area 5.

4.0 OPTION PROVISION

Unless the Government exercises its option pursuant to the Option Clause set forth in SECTION I., the Task Order will consist only of the Base Period of the Statement of Work. Pursuant to FAR Clause 52.217-9, Option to Extend the Term of the Contract set forth in SECTION I. of this Task Order, the Government may, by unilateral Task Order modification, require the Contractor to perform additional options set forth in the Statement of Work. If the Government exercises this option, notice must be given at least 30 days prior to the expiration date of this Task Order, and the estimated cost of the task order will be increased as set forth in the ESTIMATED COST Article in SECTION B of the resultant Task Order.

5.0 LIST OF ATTACHMENTS

Reference Solicitation Section J:

Attachment 30 - Annual Report Template Word Document Attachment 31 - Annual Report Template Excel