Att_4_OMS_Contractor_Performance_Report_Final.xlsb.xlsx
XLSX spreadsheet 18 KB Posted
- Attached to
- Occupational Medical Services Federal contract opportunity
- Solicitation number
- 75N98019R00017
About this file
This document contains a performance report template for a federal occupational medical services contract. The report outlines eight key areas of program management, performance, and surveillance methods for evaluating contractors. Performance standards are defined as unsatisfactory, satisfactory, or superior for over 25 performance measures across the areas of program management, staffing, training, risk management, quality control, records maintenance, data collection, and OSHA/ECOMP reporting. Contractors would be rated on a quarterly and annual basis using the template to assess compliance with internal procedures, regulations, and customer service standards. Direct observation, random monitoring, periodic inspections, and customer input would be used as surveillance methods.
The related federal contract opportunity is for occupational medical services at the National Institutes of Health. It is a set-aside for 8(a) small businesses under FAR 19. The anticipated base period is one year with up to four option years. Questions are due by October 10, 2019 and proposals are due by November 4, 2019 to the contracting officer. The opportunity involves working closely with safety, scientific, and administrative professionals to ensure proper procedures and controls are in place to prevent and respond to exposures, injuries, and occupational illnesses at NIH in support of biomedical research.
Contractor Performance Report
View the file
Other files for this federal contract opportunity
| File | Type | Posted |
|---|---|---|
| AmendmentNo.2_SF_30_75N98019R00017.pdf | ||
| AmendmentNo.1_SF_30_75N98019R00017.pdf | ||
| Technical_Cost_Proposal_Summary-Attachment_Under_Technical_Proposal.pdf | ||
| OMS_RFP_QuestionsAnswers_20191021.docx | DOCX document | |
| BreakdownProsposedEst.Costs-Attachment_under_Business_Proposal.xlsx | XLSX spreadsheet | |
| Att_1Packaging_&Delivering_of_proposal.pdf | ||
| Att_2_OMS_Performance_Work_Statement.10.03.19.pdf | ||
| RFP_75N98019R00017-Occupational_Medical_Services.pdf | ||
| Att_3_Quality-Assurance-Surveillance-Plan_Final.pdf | ||
| SF_33_Solicitation.pdf |
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Text version
Sheet1
| OMS Contract Performance Report for Contract Year ______ | ||||||||
| Key: 1 - Unsatisfactory (see examples in column D; TR will communicate significant concerns as they arise; federal OMS/TR will work transparently with contractor to solve emerging problems with the expectation that contractor informs TR of problems and engages OMS management to solve problems on continual basis.) | ||||||||
| 2 - Satisfactory (see Column C* and PWS reference in Column A | ||||||||
| 3 - Superior (assessed when standards are exceeded to meet respective performance requirements; consistent ratings of superior without decline in a given contract year form the basis for potential award of additional terms according to contract). | ||||||||
| RATING | ||||||||
| QUARTER | FINAL | |||||||
| Measures (PWS Reference) | Performance Requirement | Standard* | Unsatisfactory | 1st | 2nd | 3rd | 4th | |
| I. Program Management | ||||||||
| 1. Clinic Coverage | Operates OMS at requisite staffing levels to render medical and counseling services as specified. | Reliably staffs all OMS clinic sites, including EAP and intermittent locations, with qualified personnel at required levels to provide routine and essential services during regular business hours; anticipates staffing needs and adjusts levels accordingly on periodic and ad hoc basis (e.g., maintains surge capacity); confers with TR on significant staffing changes and notifies site-speciifc stakeholders of staffing changes in timely fashion. | Repeatedly lacks clinician coverage at an OMS clinic for an entire day during normal operating hours; pattern of recurrent failure to meet staffing needs. | |||||
| (2.1, 2.4, 3, 5, 6.5, 6.5.1, 8, 10.2) |
| 2. External and After-hours Support | Provides program support, including OMS-external resources, to complement and extend clinical care for specified programs and services. | Schedules and provides OMS on-call coverage 24/7 for specific occupational medical emergencies; contracts with community-based resources to provide services integral to the program (B reader, pulmonology, optometry, off-site EAP support); provides ready access to critical technical support (laboratory, freezer, etc.); maintains resources for effective, appropriate OMS referrals to community HCP. | Fails to provide competent on-call coverage or external support consistently; referral to community entity in which Contractor has financial interest. |
| (4.2, 5.4.2, 5.2.10, 5.5, 5.6.1, 5.6.2, 5.6.7, 9) |
| 3. Staffing Plan and Personnel Requirements | Recruits and retains qualified staff; fills critical vacancies efficiently; manages staff effectively, including minimizing service deficiencies. | Fills clinical position vacancies within two (2) months with qualified candidates across OMS locations; retains clinical staff at least two years after intial training/probationary period; fosters appropriate staff development; mitigates service deficiencies in a timely and fair manner. | Leaves clinical position vacant longer than three (3) months; leaves service defiencies unaddressed over prolonged periods. |
| (2.1, 2.2, 3, 6.5, 8, 10.2) |
| 4. Procedure Manual | Maintains PM current and ready for ongoing internal and external use in appropriate format(s). | Leads regular (at least biennial) review and updates of each SOP at primary revision level; coordinates with TR for final approval of regular and ad hoc revisions; keeps federal staff apprised of state of review regularly and on request; ensures staff are familiar with and adhere to SOPs relevant to their position; provides, requires and documents training of staff in all relevant SOPs during onboarding, in-service and performance-based processes. | Fails to regularly update SOPs as specified; staff repeatedly evidence lack of familiarity with SOPs relevant to their position. |
| (2.1, 6.1, 6.5, 10.2.2, 10.6.1, 10.7.1) |
| 5. Training | Ensures broad and deep staff awareness of OMS mission and services, their applicability, and relevant background information; provides continuing education opportunities to contract staff. | Has staff at all levels and locations trained and knowledgeable to implement OMS services in a respectful, costumer-friendly manner; ensures staff are provided intial and refresher trainings as specified for each postion andl location; assesses regularly for staff training needs and remedies gaps promptly documenting needs identified and remedies (e.g., as part of RM-QA/QI process); meets professional and position-specific continuing education needs of all contract staff. | Fails to meet staff training needs in a timely and pervasive manner. |
| (5.2.1, 5.3.3, 6.5, 6.5.2, 10.2.2, 10.4.4) |
| 6. Mandatory Training, Licensing, Certifications | Understands and meets all training and licensing requirements specific to staff position, including agency-specific required trainings for contract staff | Has all staff, including subcontractors, complete government-mandated trainings at the latest by deadline specified by TR; maintains each staff clinician's professional qualifying and licensing, and site-specific credentialing requirements. | Permits HCP with lapsed clinician's license to practice in an OMS clinic; requires repeated reminders to have contract staff complete mandatory training on time. |
| (6.5.3, 8, 9) |
| 7. Reports, Deliverables | Furnishes all reports and deliverables in format, on time and to stakeholders as specified | Meets regularly and as needed with relevant stakeholders to provide written and verbal updates, e.g., weekly OMS management meeting; provides various specified reports in written in electronic or printed formats as required to meet OMS operational and customers' recording or reporting needs (e.g., OSHA data, OI reports, staff and operations updates). | Fails to provide information in specified manner consistently; requires reminders repeatedly to provide deliverables or arrange specified meetings. |
| (5.2.3, 6.6, 10.2-7) |
| 8. Risk Management, QC/QI | Develops and implements effective QC/QI measures comprehensive risk management strategy which includes conducting risk assessments and mitigation. | Evidences detailed understanding of and meets needs for QC and QI in all OMS and EAP clinical and administrative domains; integrates QC/QI plans into OMS/EAP operations as ongoing program and provides relevant reports and trainings as specified; provides clear and regular risk management guidance to OMS staff at all locations (at least very 6 months); appropriately administers elevated-risk programs, including proper use of communications with internal and external stakeholders (e.g., on-call, TBSP, BSP, postexposure programs, et al.). | Fails to address RM needs or train staff in their roles relevant to the QC, QI, and RM plans; repeatedly fails to track or recall potential high-impact cases such as postexposure management of high-risk occupational exposures or time- and risk-sensitive cohorts such BSP, AEP-NHP, or contact investigation participants, or high-risk EAP clients. |
| (5, 6.2, 6.3, 6.4, 6.5, 10.4.4 10.5) | |||
| II. Performance | |||
| 1. Compliance with SOPs and Regulations | Operates in a manner consistent with internal operating procedures, and all applicable regulations and standards. | Ensures staff render services consistent with the OMS Procedure Manual and other internal procedures; has staff adhere to federal and local regulatory requirements and professional standards pertinent to OMS clinical and administrative operations (e.g., required notifcations); informs TR and federal OMS staff immediately of any requirement that cannot be met without their support. | Staff repeatedly fails to adhere to SOPs or regulatory requirements relevant to their position despite documentation of pertinent training. |
| (2.1, 2.2, 3, 5.2.1, 5.3.3, 6.5, 6.5.2, 8, 10.2, 10.2.2) |
| 2. Timeliness of service | Offers each clinical and administrative service in a timely fashion. | Provides each service within specified parameters, and when not specified within reasonable time period; documents regularly and on representative samples timing of services, if they failed to be reasonably timely and any remedies for undue delays in rendering timely services; communicates time-sensitive notifications within required time frames. | Delay in rendering services for emergent medical needs (associated with high-risk of adverse outcomes), frequent delays of scheduled appointments, undue delays in scheduling of routine services (e.g., non-emergent OIs, preplacement evaluations, cohort services, etc.) |
| (4.1, 5, 6.4, 7.1) |
| 3. Customer feedback | Conducts customer surveys (OMS and EAP) and analyses results; responds and analyzes customer complaints. | Collaborates with federal OMS staff to develp and conduct OMS and EAP customer surveys aimed to improve services provided; documents and reports adverse occurrences (AOs) to stakeholders (e.g., CC STARS reports), and how each occurrence serves to improve perfomance (root cause analysis); develops and implements system for recordkeeping and analysis of AOs (lessons learned); evidences awareness of effect of quality of customer service, including AO response, on OMS reputation and effectiveness of service. | Fails to respond to serious customer complaints, service deficiencies, or adverse occurrences (e.g., potential high-impact or frequent low- to intermediate low-impact events); fails to indentify or remedy root cause(s) for deficiencies or AOs. |
| (5, 10.4.3) |
| 4. Records maintenance | Complies with all internal and external professional and regulatory standards concerning OMS documents. | Creates, maintains/stores, distributes, and destroys OMS documents, including clinical and administrative records, in accordance with all applicable regulations, standards and agency-specific policies; informs and collaborates with OMS and Division-level staff as needed for changing records management environment; represents OMS at external stakeholders efforts regarding records management if requested by TR or federal OMS staff. | Fails to report any loss or theft of records as required and appropriate for the record lost or stolen (PII, PHI, passwords, etc.) |
| (5, 6.7, 7.2) |
| 5. Data collection | Collects and analyzes data relevant to clinical, operational and customer support | Collects and shares as specified all OI data for purposes of NIH OSHA recording and reporting requirements, NIH-internal customers with an established need-to-know in acceptable fomat and content; works with OMS IT support to generate required reports and deliverables (e.g., use of NEXUS report builders); faciliates review of resource utilization, e.g., with documenting and reporting requisition data to support OMS operations across locations). | Fails to respond to requests for data in a timely fashion; fails to maintain and produce accurate records to permit analysis of resource utilization. |
| (5.2.3, 5.2.8, 6.7, 6.8, 7, 10) |
| 6. OSHA and ECOMP data handling | Collaborates with DOHS and OHR liaisons in relevant programs to meet NIH obligations in OHSA and OWCP processes. | Facilitates confidential records transfer to NIH OHR-OWCP liaison in support of WC claims; ensures integrity of OSHA data (ongoing with relevant IT support), including real-time OSHA data input by OMS clinicians per OMS OI/OSHA data SOPs; monitors OMS and Agency OI databases (CC DOHS safety logs, ECOMP) routinely (e.g., weekly), and reconciles any discrepancies on ongoing basis; maintains at least two staff members knowledgable in ORK duties for each OMS location; supports TAB in production of annual OSHA log; ensures OMS staff compliance with OSHA reporting criteria in response to OIs 24/7. | Fails to suport critical OWCP or OSHA processes liable to increase risk to NIH workers injured at work (financial loss in addition to compromised health) or the institution (infractions of OSHA mandates, incorrect reporting that affect labor statistics such as lost-days case rates). |
| (5.4.1, 5.4.2, 6.8) |
| Surveillance Methods: |
| Direct observation (e.g., clincial care, attendance) |
| Random Monitoring (e.g., time sheets) |
| Periodic Inspection (e.g., reports anddeliverables) |
| 100% Insepctions (e.g., incident response, root cause analysis) |
| Csutomer Input (e.g., patient or client surveys, unsolicited customer feedback |
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