Attachment 4 - Task Order 01 Statement of Work.pdf

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ATTACHMENT 4: Statement of Work for Task Order 01

Task Order 1

MEDICAL RESIDENTS FOR NIH’S CLINICAL CENTER

NOTE: The NIAID anticipates issuing Task Order 1 on the effective date of the contract. Offerors are to include in their proposals a response that specifies the methods by which this Task Order will be accomplished and the project management plan, with associated costs. Offerors should refer to the Additional Technical Proposal Instructions and Additional Business Proposal Instructions for guidance regarding preparation of their proposals.

DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

STATEMENT OF WORK

I. SCOPE

The contractor will provide postgraduate physician residents (PGY-2) to NIH Clinical Center to provide primary care services.

II. TECHNICAL REQUIREMENTS

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

1. Technical requirements:

The contractor will provide an estimated 80 hours of professional services for each postgraduate physician resident, every week. The residents assigned will be a postgraduate year (PGY) 2, but can continue as a PGY-3. Any medical resident assigned to duty on this contract must be present at the NIH campus within one hour of notification for purposes of clinical patient care. The internal medicine residents will provide medical care to NIAID clinical research adult and pediatric inpatients as assigned by the NIAID Clinical Director or designee at the NIH Clinical Center, located in Bethesda, Maryland.

The contractor will assign up to four medical residents every day of the week and is responsible for coordinating with the Contracting Officers Representative (COR) the planned start and end dates of each resident rotation. In addition, the contractor will ensure that the medical residents:

• Initially rotate for no less than 28 consecutive days. Additional rotations after this period may be for less than the 28 consecutive days;

• Assigned in June of each year are a PGY-2 resident.

• If absent from their scheduled on-call shift or any absence exceeding 24 hours, be replaced with a credentialed resident, which must be coordinated with the COR or designee.

2. Program Manager & Supervisory Service:

Manage and maintain an effective program and ensure services are provided in accordance with the Statement of Work. Supervisor of the residents will ensure that the performance objectives are consistently met and qualified and credentialed residents are deployed per the schedules submitted.

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3. Patient Evaluations:

Residents shall perform the initial evaluation of each new patient, to include:

• Medical history

• Review of the medical chart

• Physical examination

• Medication reconciliation within six hours of admittance to Clinical Center

• Completes a directed history and exam daily, accurately documenting in a daily progress note in CRIS

4. Dictations:

Dictations of discharge summaries must be completed via the medical dictation service by either entering notes directly into the ESA system or dictated via telephone to the ESA system within 48 hours of the discharge of each patient and prior to the completion of the resident’s rotation.

• Residents shall complete all medical documentation, including interim summaries on all assigned patients prior to the end of their rotation.

• Use the NIAID/NIH email system to communicate with NIH personnel.

• All patient files are the property of the NIH/NIAID/DIR.

5. Staff Attendance:

Contractor shall ensure all residents report in accordance with the SOW.

On the first day of each resident’s rotation the contractor will ensure:

• Each resident is available to work 8-10 hours, beginning at 7:30 AM

• Working 10 hours will not violate the Accreditation Council for

Graduate Medical Education (ACGME) duty hour policy.

• Residents will not be post-call on the 1st day of the rotation.

The contractor will ensure that during their rotation each resident will perform the following:

• Work up to a maximum of 80 hours per week including the time spent on site “on- call.”

o An on-call shift will occur every 4th night for each resident requiring a 24-hour shift in the NIH Clinical Center.

• If not on-call, in clinic, or post-call, stays and helps the on-call resident until at least 4 PM.

• Attends and participates in meetings and training as required, including:

o Weekly meetings with the Clinical Director or his designee, o Twice weekly “ward team” lectures, and o Is strongly encouraged to attend weekly NIAID Grand Rounds.

• Attends daily patient care rounds and efficiently and accurately presents the patients.

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• On weekends and holidays, one resident is reqirered to work a 24-hour shift. For example, the resident on call Saturday begins work at 8 AM that day. They will take over from the Friday on-call resident (who has been in house since 8 AM Friday morning) and then work until 8 AM Sunday morning. This would be true for a Monday Holiday too.

• Wears a nametag and NIH ID badge at all times.

• Wears their NIAID pager and responds in a timely manner to all pages:

o From the time they arrive each morning until after they sign-out their patients to the on-call resident and leave for the day.

o The on-call resident carries their own pager and the on-call pager the entire day and all night.

• The on-call resident also carries the pagers of the residents who leave early for clinic or are post-call, until 4 PM, after which pages routinely go to the on-call pager.

6. Submission of Resident Rotation Schedule:

The contractor shall provide to the Contracting Officers Representative (COR) or designee, a rotation schedule, 75% complete, no later than 60 days prior to beginning of each academic calendar (July through June) of each year. A 100% complete schedule must be provided no later than September 1st of each year.

7. Submission of Credentialing and Division of Immigration Services Packets:

The contractor shall provide to the NIAID credentialing coordinator complete credential packets for all residents at a minimum of 90 days prior to the first day of the residents scheduled rotation date(s).

In addition, the contractor shall provide the NIAID credentialing coordinator, complete Division of Immigration Service (DIS) packets for any resident rotator that holds a J1 or H1 visa. A completed DIS packet will be provided at a minimum of 90 days prior to the first day of the residents scheduled rotation date.

The contractor will ensure that:

• The completed credential packets will include:

o A current BLS or ACLS certification, o NIH credentialing forms which shall include:

• Name, date & place of birth, and Medical School,

• Record of Participation in Patient Care,

• Delineation of Privileges, and

• Application for Short-Term Appointment.

• The completed DIS application packet will include:

o ECFMG Certificate or ECFMG Certificate Number and date (if available) o Copy of passport biographical page for the resident, spouse and any dependents o Completed Form DS-2019 o Copy of the current I-94 record and visa document o Current/updated Curriculum Vitale (CV)

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• The NIAID credentialing coordinator or their designee, will meet with each resident program coordinator or credentialing coordinator, at a minimum of once per year, to review any updates to credentialing and DIS forms and to answer any questions. This meeting will occur in the Spring of each contract year.

• The Government will review the credentialing and DIS applications of residents proposed by the contractor within 7 business days of receiving the information. The credentialing applications will be sent to the NIH Credentialing Office for processing and the DIS application will be submitted to the Division of Immigration Services for processing. If the either the NIH Credentialing Office or the DIS Office requires additional information, the contractor will be notified within a 7-day period after notification is received by the NIAID Credentials coordinator.

• The contractor shall coordinate appropriate administrative information for the residents within 10 days after start of the contract assignments such as dates and times of arrival, time of orientation, and directions to

NIH.

• All residents assigned to work on this contract shall:

o Complete all required training including the Clinical Research Information System (CRIS) and Privacy & Security Awareness Training, a minimum of one week prior to the rotation start date.

o Review all web-based NIAID/NIH provided orientation materials prior to the rotation start date.

8. Contract Management and Personnel:

Provide efficient planning, initation, implementation and timely completion of all activities under this contract. Specifically to include:

• Project management and communications

• Key Personnel – Program Manager and Supervisor Credential Coordinator

• Quality Assurance/Quality Control (QA/QC) delelopment and oversight

• Performance of risk assessments and risk mitigation

9. Insurance:

The Contractor will provide liability insurance in accordance with their policy, $1,000,000 per occurrence and $3,000,000 in the aggregate for each contractor employee performing or supervising clinical care under the contractor. Neither the Contractor nor its employees are covered by the Federal Tort Claims Act.

10. Meetings:

At least once annually the contractor’s management personnel will meet at the NIH with the COR to discuss contract progress and performance to date. The contractor will present at the meeting:

• A summary of resident evaluations, detail any problems noted,

• The contractor’s plan to avoid the future occurrence of any performance problems reported.

• A report summarizing the discussions, resolutions, and actions taken

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III. Option(s) Options to extend the period of performance of the Task Order in one-year increments beyond the base period. These Options are defined as follows:

Options 1 through 4 to Extend the Period of Performance of the Task Order: The Government may exercise options to extend the period of the task order beyond the base period (Year 1), annually, for a total contract period of up to 5 years. Assume that the scope and types of activities as outlined herein (i.e., for Year 1 of the contract) would be continued for each succeeding annual contract period up to 5 total years.

IV. TASK ORDER REPORTING REQUIREMENTS AND DELIVERABLES

All reports required herein shall be submitted in electronic format. All reports submitted shall be compliant with Section 508 of the Rehabilitation Act of 1973. Additional information about testing documents for Section 508 compliance, including checklists, by application, can be found at: http://www.hhs.gov/web/508/index.html under “Making Files Accessible”

A. Deliverables and Reports

[Note: Beginning May 25, 2008, the Contractor shall include, in any technical progress report submitted, the applicable PubMed Central (PMC) or NIH Manuscript Submission reference number when citing publications that arise from its NIH funded research.] The Contractor, at the request of the COR, shall deliver to the Government the following:

1. Monthly Progress Report This report shall include a description of the activities during the reporting period, and the activities planned for the ensuing reporting period. The first reporting period consists of the first full month of performance plus any fractional part of the initial month. Thereafter, the reporting period shall consist of each calendar month.

The first report shall be due 12/15/2019 . Thereafter, reports shall be due on or before the 15th Calendar day following each reporting period.

2. Final Report This report shall consist of the work performed and results obtained for the entire task order period of performance as stated in SECTION F of this task order. This report shall be in sufficient detail to describe comprehensively the results achieved. The Final Report shall be submitted on or before the last day of the task order performance period. A Monthly Report shall not be required for the period when the Final Report is due.

TASK ORDER DELIVERABLES

1. Technical Progress Reports

Item Reports Recipients Delivery Schedule

a. Monthly Progress

Report 1 electronic copy to COR and CS

The first report is due on/before 12/15/2019.

Thereafter, each report is due on/before the 15th of each month following each reporting period.

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Item Reports Recipients Delivery Schedule

b. Final Report and

Summary of Salient Results

1 electronic copy to COR and CS

Final Report is due on/before the completion date of the task order.

2. Other Reports and Deliverables (Delivery Schedule)

Item Deliverables SOW Reference Recipient Delivery Schedule

a. Quality Control Plan

Base Contract SOW Section 3.A.1

1 elec. copy to

COR & CS

Within 5 working days when changes are made

b. Rotation Schedule in accordance with SOW

Section II, paragraph 6

1 elec. copy to

COR & CS

One original copy is to be provided at least 60 days prior to the beginning of each academic year and whenever changes are made.

c. Credential Packets in accordance with SOW

Section II, paragraph 7

1 elec. copy to

COR

One original copy is to be provided at least 90 days prior to the 1st day of resident’s rotation.

d. Dictations Section II, paragraph 4

Either entering notes directly into the ESA system or dictated via telephone to ESA system

Within 48 hours of the discharge of each patient and prior to the completion of the resident’s rotation.