Attachment D - Statement of Work.pdf

RFQ# 70SBUR25Q00000151 - Attachment D - Statement of Work Civil Surgeon Credential Verification

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1. Title of Project

The Department of Homeland Security (DHS), U.S. Citizenship & Immigration Services (USCIS), National Benefits Center (NBC) is requesting Civil Surgeon Credential Verification.

2. Period of Performance

This requirement consists of a base period and 4 optional periods. If all options are exercised, the period of performance shall extend to a maximum of 60 months.

Base: 9/15/2025 – 9/14/2026 Option 1: 9/15/2026 – 9/14/2027 Option 2: 9/15/2027 – 9/14/2028 Option 3: 9/15/2028 – 9/14/2029 Option 4: 9/15/2029 – 9/14/2030

3. Points of Contact

Contracting Officer Representative (COR) Jacob Fitzpatrick, Immigration Services Analyst III USCIS National Benefits Center 850 N.W. Chipman Road Suite 5000 Lee’s Summit, MO 64064 Phone 816-680-2266 Jacob.A.Fitzpatrick@uscis.dhs.gov

Alternate Contracting Officer Representative (ALTCOR) Daryl Mezzacasa, Immigration Services Analyst II USCIS National Benefits Center 850 N.W. Chipman Road Suite 5000 Lee’s Summit, MO 64064 Phone 816-389-4593 Daryl.L.Mezzacasa@uscis.dhs.gov

Technical Point of Contact (TPOC) Carl Hutchison, Supervisory Immigration Services Officer USCIS National Benefits Center 850 N.W. Chipman Road Suite 5000 Lee’s Summit, MO 64064 Phone 816-389-9643 Carl.S.Hutchison@uscis.dhs.gov mailto:Jacob.A.Fitzpatrick@uscis.dhs.gov mailto:Larena.L.Pruitt@uscis.dhs.gov mailto:Carl.S.Hutchison@uscis.dhs.gov

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4. Background

Designated Civil Surgeons perform immigration medical exams. USCIS requires verification of medical license status, certification status, and reporting of any derogatory or adverse actions impacting the standing of the designated Civil Surgeons (M.D.s and D.O.s).

USCIS requires the verification of medical licenses four (4) times per year as well as monthly for expiring licenses. The licensing information must be obtained from the primary licensing verification source. The primary licensing verification source is defined as the state authority which governs and controls the licensing of M.D.s and D.O.s to practice medicine in the respective state. State authorities may be located in the US, Puerto Rico, Guam, US Virgin Islands, and the Commonwealth of the Northern Mariana Islands.

USCIS requires continuous monitoring and reporting of derogatory information/adverse actions and standing of the designated Civil Surgeons twelve (12) times per year. The derogatory information/adverse action information must be obtained from the primary reporting source, National Practitioner Data Bank (NPDB). The primary derogatory information/adverse action reporting source is defined as a federal repository of reports and is a workforce tool that prevents practitioners from moving state to state without disclosure or discovery of previous damaging performance. The monitoring information must be obtained from the primary reporting sources; state licensing boards, medical malpractice payers, health plans, hospitals, and other health care entities.

USCIS requires verification of medical certification status and standing of the designated Civil Surgeons (M.D.s and D.O.s) at a minimum of four (4) times per year. The certification information must be obtained from the primary certification verification sources; to include the American Board of Medical Specialties (ABMS), American Osteopathic Association (AOA) and the American Board of Physician Specialties (ABPS) to obtain the verification of internal, family medicine and/or pediatric medical certifications.

5. Scope

5.1 The intent of this purchase order is to verify the license status to include the standing of all USCIS designated Civil Surgeons on a quarterly basis for the full analysis and a monthly basis for months that a quarterly analysis is not performed for expiring licenses. The totality of the verification checks shall be conducted by the Vendor and not by the Civil Surgeons. We estimate that there shall be on average 6,250 designated Civil Surgeons’ licenses to be verified in each quarterly session and 520 in each monthly one, but it may be more or less and may require a modification if additional verifications are required. Generally, the quarterly sessions shall be in January, April, July and October. The monthly sessions shall be sent to the contractor on the 1st business day of the month. Vendors shall not have access to USCIS facilities.

5.1.1 The TPOC shall provide vendor an upload file in a secure format. TPOC shall provide the following information:

1. Licensee’s name

2. License number

3. State issuing license

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Vendor shall not retain any data after the verification process is complete and the report has been received by USCIS. The contractor shall provide a written certification that the information has been removed from their system and all hard copies have been destroyed by an approved shredder.

Under no circumstances shall Vendor share any data provided by USCIS, or data acquired in the verification process, with any other agency, entity or service.

5.1.2 Vendor shall conduct verification and provide consolidated written reports. Vendor shall check all state medical board sites that may include medical license verifications and medical board disciplinary actions. Multiple site checks may be necessary in certain states. Reports shall contain the information listed below in a format mutually agreed upon by the TPOC and Vendor.

Vendor shall submit four (4) separate, consolidated reports for each session (called Reports A, B, C and D for purposes of this SOW) and shall be uploaded/stored via USCIS Workplace as a Service (WPaaS) or sent by/to an USCIS email via an encrypted/password protected Excel spreadsheet.

Report A shall be a consolidated list of those licenses verified by automatic/electronic means, and due as specified: Each Monday following the date the TPOC provides vendor upload information to Contractor, or daily when electronic means allow.

Report B shall be a consolidated list of those licenses verified by manual means, and due as specified: 3 business days prior to month end for the information detailed in section

5.1.1 provided to the Contractor.

Report C shall be a consolidated list of those licenses that were not renewed or updated, and due as specified: The last business day of the month for the information detailed in section 5.1.1 provided to the Contractor.

Report D shall be a consolidated list of exceptions that need to be updated by the TPOC, and due as specified: The last business day of the month for the information detailed in section 5.1.1 provided to the Contractor.

Reports A, B, C and D shall be consolidated and shall contain the following information for each licensee on a quarterly basis:

1. Licensee’s name

2. License number

3. State issuing license

4. License status: active, restricted, probationary, etc.

5. Change in license status during verification period (Yes/No)

6. State of medical license issuance

7. Date of medical license issuance

8. License expiration dates

9. Medical license number

10. License and type (MD or DO only)

11. Disciplinary actions: Yes/No

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12. Provide information on disciplinary action or link to same. If information is not available, so indicate

5.1.3 For months that quarterly reports are not furnished a report is required in the same format as the quarterly reporting for expiring licenses only and is due 3 business days after receipt of data from USCIS.

5.2 The intent of this purchase order is also to maintain continuous monitoring of M.D.s and D.O.s derogatory information/adverse actions through the NPDB to include the standing of all USCIS designated Civil Surgeons on a monthly basis. The totality of the continuous monitoring through the NPDB shall be conducted by the Vendor and not by the Civil Surgeons.

We estimate that there shall be an average 6,250 designated Civil Surgeons’ derogatory information/adverse actions to be continuously monitored each month. Continuous monitoring for any Civil Surgeon shall be removed immediately upon notification that they are no longer participating in the program to avoid privacy violations. Vendors shall not have access to USCIS facilities.

Vendor shall conduct continuous monitoring through the NPDB and provide consolidated written reports. Vendor shall provide all derogatory information/adverse actions that have been reported as a result of medical malpractice payments, clinical privileges/peer-reviews, criminal convictions, exclusions from state/federal programs, other adjudicated actions, etc. that have been submitted to the HRSA.

5.2.1 The TPOC shall provide vendor an upload file in a secure format . TPOC shall provide the following information:

1. Physician’s name (Last, First, Middle)

2. Date of Birth

3. Gender

4. Professional School

5. Year of graduation

6. License Number

7. State of medical license issuance

Vendor shall not retain any data other than a list of License Numbers to verify that any changes reported from the NPDB are USCIS Civil Surgeons. After the verification process is complete and the report has been received by USCIS. The contractor shall provide a written certification that the information has been removed from their system and all hard copies have been destroyed by an approved shredder.

Under no circumstances shall Vendor share any data provided by USCIS, or data acquired in the verification process, with any other agency, entity or service.

5.2.2 Vendor shall conduct continuous verification and provide a consolidated written report.

Vendor shall check the National Practitioner’s Database (NPDB) site that may include medical license information, certification information, and adverse action/derogatory information to include all medical board disciplinary actions. Multiple site checks may be necessary in certain states. Reports shall contain the information listed below by uploading/saving to the approved

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USCIS data storage location and is subject to change based on new infrastructure or storage methodologies, or as otherwise determined by the Contracting Officer’s Representative (COR).

Report shall be a consolidated list of those derogatory certifications verified by automatic/electronic means, and due as specified:

The Contractor shall provide an initial report containing the information stated below within 48 hours after TPOC provides data for upload.

After the initial report has been established the Contractor shall be responsible for continuous monitoring of the initial list of Civil Surgeons, reporting any changes within 24 hours of vendors’ receipt.

The TPOC shall continue to provide data on newly designated Civil Surgeons to have them added to the initial list. Data shall be transferred electronically by both parties.

Report shall contain the following information for each practitioner:

1. Adverse Action/Derogatory Information status: active, restricted, probationary, etc.

2. Summary of Action

3. Physician’s Name

4. Name of the organization that submitted the report

5. Date of the Action

6. Type of action (State Licensure Action, Clinical Privilege Action, Health Plan

Action, etc.)

7. Basis for Action

8. Related Reports (if any)

9. Contact information for reporting entity

10. Identify the type of report as: initial, revision, or correction

11. Date of Birth

12. Address (Home or Work)

13. City

14. State

15. Zip Code

16. Professional School

17. Year of graduation

18. Education

19. State license number, and other identifiers

20. State of medical license issuance

21. Date of medical license issuance

22. Expiration date of medical license

23. What occurred, action taken, why the action was taken

24. Physician’s statement

25. Report status: whether or not the report is being disputed, to include status of dispute

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26. If applicable, Maiden name, additional license number or a National Provider Identifier

27. Disciplinary actions: Yes/ No Provide information on disciplinary action or link to same. If information is not available, so indicate. (State and federal sanction alerts)

Be advised, the requirements outlined in 5.3, 5.3.1, and 5.3.2 are optional and may be exercised upon publication of the regulation regarding medical certification verification.

This requirement shall be initiated upon the publication of the new regulation. The vendor shall be notified once the regulation has been implemented and may require modification of the order.

5.3 The intent of this purchase order is to verify the certification status to include the standing of all USCIS designated Civil Surgeons on a quarterly basis for the full analysis for expiring certifications. The totality of the verification checks shall be conducted by the Vendor and not by the Civil Surgeons. We estimate that there shall be on average 6,250 designated Civil Surgeons certifications to be verified in each quarterly session. Estimate 5,650 M.D.s and 600 D.O.s. It may be more or less and may require a modification if additional verifications are required. Generally, the quarterly sessions shall be in January, April, July and October. Vendors shall not have access to USCIS facilities.

5.3.1 The TPOC shall provide vendor an upload file in a secure format as requested by Vendor.

TPOC shall provide the following information:

1. Physician’s name

2. Board certificate number

Vendor shall not retain any data after the verification process is complete and the report has been received by USCIS. The contractor shall provide a written certification that the information has been removed from their system and all hard copies have been destroyed by an approved shredder.

Under no circumstances shall Vendor share any data provided by USCIS, or data acquired in the verification process, with any other agency, entity or service.

5.3.2 Vendor shall conduct verification and provide a consolidated written report. Vendor shall check the primary certification verification sources; to include the American Board of Medical Specialties (ABMS), American Osteopathic Association (AOA) and the American Board of Physician Specialties (ABPS) to obtain the verification of internal, family medicine and/or pediatric medical certifications. Multiple site checks may be necessary. Reports shall contain the information listed below shall be uploaded/stored via USCIS WPaaS or sent by/to an USCIS email via an encrypted/password protected Excel spreadsheet.

Report shall be a consolidated list of those certifications verified by automatic/electronic means, and due as specified: Two (2) weeks following the date the TPOC provides vendor upload information to Contractor.

Report shall contain the following information for each certification holder:

1. Physician’s name

2. Board certificate number

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3. Certification status: active, restricted, probationary, etc.

4. Change in certification status during verification period (Yes/No)

5. Certification Duration

6. All state medical certification issuance/maintenance of certification

7. Date of medical certification issuance

8. Certification expiration dates

9. Certification reverification date

10. Certification Number

11. Certification, Physician Specialties, and type (MD or DO only)

12. Primary source verified education background

13. Disciplinary actions: Yes/No

14. Provide information on disciplinary action or link to same. If information is not available, so indicate. (State and federal sanction alerts)

6. General Requirements

6.1 All vendor employees working on this contract shall obtain a satisfactory enter-on-duty (EOD) determination from USCIS prior to beginning work under this contract. Vendor staff who receive the requisite EOD determinations; but are subsequently denied a final suitability determination at the required security risk level for the position, shall be removed from the contract.

6.2 The Government will provide a DHS Personal Identification Verification (PIV) card and USCIS email address in order to complete the work. Work will be completed utilizing USCIS’ Workplace as a Service (WPaaS) which will be accessible from Contractor owned equipment using an approved PIV card reader (Identiv SCR3310v2.0 USB Smart Card Reader) which will be purchased by the vendor. All work must be completed within the USCIS Network and all data will be maintained in the USCIS network only. Contractor will not be permitted to transfer files outside of the USCIS network for processing. Under no circumstances shall the Contractor share any data gathered/obtained with any other agency, entity, or service.

6.3 Data will be uploaded and stored in USCIS systems that contractors will be granted access to.

Storage location is subject to change based on new methodologies or platforms determined by the Contracting Officer’s Representative (COR). All data will remain within USCIS approved data storage locations.

6.4 The Contractor shall provide all management, administration, staffing, planning, scheduling, equipment to include USB PIV Card readers, procurement, etc., necessary to provide the services required by the contract and/or task order.

6.5 Should a PIV badge be lost, damaged, or destroyed, the vendor shall notify the COR immediately upon discovery of the loss so the badge may be replaced by the Government. In addition, the vendor is responsible for contacting the Contract TPOC who will notify the local security office immediately in order to initiate a Security Incident Report (SIR/Significant Event Report (SER).

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6.6 In the event the vendor terminates associated contract employees, or any contract employee resigns, the vendor shall inform the COR and TPOC in writing within the first business day of the termination or resignation and the employee’s badge shall be returned to the COR.

7. Deliverables

CLIN Description Frequency Date of Deliverable

(Report)

Pertinent Section

X002/X003/ X004/X005/ X006/X007

Report A- License Monitoring

Quarterly Each Monday following the date the TPOC provides data for upload

5.1.2

X002/X003/ X004/X005/ X006/X007

Report B- License Monitoring

Quarterly 3 days prior to the end of the month-the date the TPOC provides data for upload

5.1.2

X002/X003/ X004/X005/ X006/X007

Report C- License Monitoring

Quarterly Last business day prior to the end of month-the date the TPOC provides data for upload

5.1.2

X002/X003/ X004/X005/ X006/X007

Report D- License Monitoring

Quarterly Last business day prior to the end of month-the date the TPOC provides data for upload

5.1.2

X001//X003/ X004/X005/ X006/X007

License Monitoring for Expiring Licenses

Monthly 3 business days after receipt of data from USCIS

5.1.3

X008 Continuous Monitoring of Derogatory Information-

NPDB

Continuous Within 24 hours of reported change

5.3

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X008 Initial Monitoring of Derogatory Information-

NPDB

One-Time Within 48 hours after TPOC provides data for upload

5.3

X009 (Optional) Certification Monitoring-MD

Quarterly 2 weeks after TPOC provides data for upload

5.2.2

X0010 (Optional) Certification Monitoring-DO

Quarterly 2 weeks after TPOC provides data for upload

5.2.2