J.23-E_KCER_Contract_Evaluation_Tool.xlsx
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- 2016 End Stage Renal Disease (ESRD) Networks Federal contract opportunity
- Solicitation number
- CMS-2016-ESRD-NETWORKS
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J.23-E KCER Contract Evaluation Tool
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Cover Sheet
| Department of Health & Human Services |
| Centers for Medicare & Medicaid Services |
| 7500 Security Boulevard |
| Baltimore, MD 21244-1850 |
Quality Improvement Group
Contract Evaluation
Contract I.D.: KCER PROGRAM
Date: <MM/DD/YYYY - MM/DD/YYYY>
Type of Audit: Annual Evaluation
COR/GTL: <NAME>
<TITLE>
&"Arial,Regular"Version 1.0 &"Arial,Regular"Last Revision Date: 03/18/15
Scoring Rubric Contractor Performance Evaluation Scoring Descriptions
| PERFORMANCE CATEGORY | EXCEEDS EXPECTATIONS | SATISFACTORY PERFORMANCE | MARGINAL PERFORMANCE | UNSATISFACTORY PERFORMANCE |
| Score = 3 | Score = 2 | Score = 1 | Score = 0 | |
| 1. Quality and Accuracy of Work: Quality, sufficiency, and accuracy of contract-required work, including work or tasks performed by subcontractors | Work product always, with rare exceptions, of excellent quality. Few revisions required. | Work product of satisfactory quality with only minor errors, which are timely corrected upon request. | Work product is acceptable, but: many errors require correction. Corrections require several iterations or are unreasonably delayed. | Very low quality or unacceptable work product with many errors. Not all errors corrected. Requires unreasonable amount of time to review and correct. |
| 2. Project Timeliness: Timeliness with respect to completing contract- required task assignments and work, including work performed by subcontractors | All tasks and contract deliverables on time or ahead of schedule. Quality of work does not suffer as a result of the time line. | Some intermediate task delays, not expected to cause major deadlines to be missed or to require contract extension. Does provide advance notification for delay and offers alternate deadline. | Some major work performance delays caused (or expected to cause) delivery schedules to be missed. Does not always provide advance notification for delay and offer alternate deadline. | Work not completed on time due to factors within contractor’s control. Frequent failure to provide advance notification for delay and offer alternate deadline. |
| 3. Technical Competence: Contractor’s demonstrated technical competence and expertise (including competence and expertise of subcontractors); plus contractor’s innovativeness and willingness to apply, within the limitations of the contract, new techniques or technologies | Successfully applies most of the current proven technologies based on project-specific data. Adjustments based on process knowledge and experience directly resulted in effective and engaging presentations/reports. Has used several of the latest innovative techniques and solutions. | Applies current proven technologies based on based on project-specific data. Adjustments based on process knowledge and experience improved effectiveness of campaign. Experience with some of the latest innovative techniques and solutions. | Applies a few of the current proven technologies. Presentation/reports need more attention and evaluation. Aware of, but with little or no experience in, the use of some of the latest innovative techniques and solutions. | Only applies one or two of the current proven technologies. . Presentations/reports are rarely evaluated to improve overall effectiveness. |
| Requires direction concerning appropriate technology and solutions. Not familiar with the latest innovative techniques and solutions. | ||||
| 4. Reports: Accuracy, adequacy, and timeliness of contract-required activity/ progress reports, notifications, technical reports, and other required documents | All reports accurate and complete, and on time. No rewrites or additional information required. | Reports satisfactory with respect to both quality and timeliness. | Many errors require correction. Reports were submitted late, but within 5 working days of deadline. Did not always provide advance notification of delay and offer alternate deadline. | Consistently poor quality reports are inadequate for interpretation or analysis. Reports submitted more than 5 days late. Frequent failure to provide advance notification of delay and offer alternate deadline. |
| Contractor responds quickly and appropriately to questions or comments raised. Only minor addendums required. | ||||
| 5. Communication: Contractor’s accessibility, responsiveness, and cooperativeness with respect to any contract-related concerns communicated by the NCC COR/GTL; plus contractor’s demonstrated relationship with and direction of subcontractors | Works as a team member and is flexible and responsive to changes in circumstances or scope of work. Consistently and clearly communicates project status and issues to NCC COR/GTL. | Contractor is usually flexible and responsive to changes in circumstances or scope of work. Generally maintains good communication of project status with NCC COR/GTL and provides clear direction. | Marginal team player. Contractor is only intermittently responsive to changes in contract scope or other circumstances. Is not always up to date on project status. | Not cooperative or accessible. Not flexible to changes in scope or other circumstances. Fails to keep up with project status. Communication with NCC COR/GTL is poor and/or inconsistent. |
| Communication with NCC COR/GTL is not always clear and/or consistent. | ||||
| 6. Cost Control: Contractor’s demonstrated performance of cost control effectiveness and budget management. | Contract performed at or below allowed cost, with no loss of quality. | Contract performed at less than 5% above allowed cost with adequate quality. | Contract performed at 5-10% above allowed cost. Several and/or costly change orders that could have been anticipated. | Contract performed at >10% above allowed cost. Frequent and/or costly change orders that could have been anticipated. |
| 7. Financial Invoicing: Accuracy, adequacy, and timeliness of invoices, pay requests, financial reports, subcontractor payments, and other related documents. | Invoices are typically accurate, free of errors, and timely. Very responsive to related questions and concerns. Always pays subcontractors on time. | Invoices and reports are satisfactory with only minor errors, which are timely corrected upon request. Typically pays subcontractors on time. | Many errors require correction. Invoices/reports not timely. Some issues with paying subcontractors on time. | Numerous errors require correction. Invoices/reports and/or corrections are not timely. Requires unreasonable amount of time to review and correct. Fails to pay subcontractor on time resulting in complaints. |
ESRD Network Organization Program Kidney Community Emergency Response (KCER) Program (Special Project)
Task Evaluation
| Audit Item # | Contract Requirements / Performance Measure | Reporting Criteria | Quality & Accuracy of Work Rating | Technical Competen-ce Rating | Timeliness of Work Rating | Communic-ation Rating | Reports Rating | Cost Control Rating | Financial Invoicing Rating | COR Notes |
| Task 1- National Lead for the KCER Program: | Does the contractor sucessfully assume the role as the national lead for the KCER Program and as such the lead for Emergency and Disaster preparartion and response for the Renal Community ; assume responsibility for convening and coordinating national stakeholders in an organized approached to ESRD related emergency and disaster management? | Notify: COR/GTL and Contracting Officer (CO) and Stakeholders | ||||||||
| Task 1.A - Support and enhance the existing Infrastructure of the KCER Program to ensure seamless efficient and effective operations | Did the contractoriImmediately recruit and hire Qualified Key personnel and obtain CMS approval? Establish and maintain a national presence; Communicate to the stakeholder community the national disaster hotline telephone number; and the URL for the KCER Emergency and Disaster website. | Notify: COR/GTL and Contracting Officer (CO) and Stakeholders | ||||||||
| Subtask 1.B -KCER Program Strategic Plan | Did The Strategic Plan (SP) included all elements as described in the SOW? Was the SP used in an ongoing manner to drive the management and the work of the program. Did The SP incorporated a marketing approach that integrates the concepts of partnership and collaboration across the spectrum of KCER stakeholders, including patients, dialysis facilities, LDOs, ESRD Networks, and federal and state partners? The SP was submitted timely and was updated annually or as changes in the KCER Program occured. | |||||||||
| Notify: COR/GTL Report progress in the Monthly Progress and Status Report | ||||||||||
| Subtask 1.C - IQC | Did the contractor submit a comprehensive IQC adhering to the objectives laid out in the SOW? Did the Contractor report changes and updated to the IQC plan in the Monthly Progress and Status Report | Notify: COR/GTL Report progress in the Monthly Progress and Status Report | ||||||||
| Subtask 1.D. - Establish KCER Team and Committee Structure for KCER Program | Did the contractor: provide an acceptable Recruitment Plan for the KCER Team amd Workgroup Members? Provide a description of the KCER Response Team and Workgroup Structure along with a membership list with affiliations? Established and implemented a regualr schedule of meetings with agenda's and meeting minutes generated for each meeting; establish goals for each workgroup and reports on goal achievement? | Notify: COR/GTL Report progress in the Monthly Progress and Status Report | ||||||||
| Task 2 - Foster Patient and Family Engagement in Emergency and Disaster Preparedness and Management at the National Level. | Did the contractor evelop an innovative marketing plan for recruitment of at least 20 SMEs? Did the contractor sucessfully recruit 20 SME's within the stipulated timeframe? | Notify: COR/GTL Report progress in the Monthly Progress and Status Report | ||||||||
| Subtask 2.A - Develop and Recruit SME's for the National KCER Patient and Family Engagement LAN (N-KPFE-LAN) | Did the contractor provide a list of SME's with affilitations; establish a meeting schedule; convene meetings with the provision of meeting agenda's and meeting minutes within stipulated timeframes? Did the contractor establish goals for the LAN and report on progress in the Monthly Progress and Status Report Report | Notify: COR/GTL Report progress in the Monthly Progress and Status Report | ||||||||
| Subtask 2.B - Convene the N-KPFE-LAN | Did the contractor develop and implement a Quality Improvement Actiivty developd by the LAN membership in the area of emergency and disaster planning and management? Established a National Resource Hub for materials and Resources developed by the N-KPFE-LAN; Include LAN Members as planners and participants in the KCER National Summit. | Notify: COR/GTL Report progress in the Monthly Progress and Status Report | ||||||||
| Task 3 - Provide Emergency/Disaster Technical Assisstance | Did the contractor recruit members,and convene, a sucessful national workgroup to develop an educational plan that addresses the educational needs of the Networks, Dialysis Facilities, and Patients? Submitted an acceptable written Educational Plan. | Notify: COR/GTL Report progress in the Monthly Progress and Status Report | ||||||||
| Subtask 3.A - Provision of Technical Assisstance for the Networks | Did the Contractor: (a) conduct training on the CEMP; (b) provide and post CEMP template to KCER Website; ( C) Provide CEMP Evaluation criteria and post to KCER Website; (d) Centrally catalogus COR Approved CEMPS; (e ) provide spreadsheet of all 18 Networks CEMP strenghts and vulnerabilities; (f) | Notify: COR/GTL Report progress in the Monthly Progress and Status Report | ||||||||
| Subtask 3.A - Provision of Technical Assisstance for the Networks (Continued) | Did the Contractor develop, implement and evaluate the functionality of the Emergency Situational Status Report? Was the Emergency Situational Status Report Template posted to the KCER Website? Did the Contractor develop a SOP for the use of the Emergency Situational Status Report Template? Did the contractor develop, implement and evaluate a training program on the use of the Emergency Situational Status Report Template? | Notify: COR/GTL Report progress in the Monthly Progress and Status Report | ||||||||
| Subtask 3.A - Provision of Technical Assisstance for the Networks (Continued) | Did the Contractor convene a national workgroup to plan the Annual table Top or Functional Emergency Exercise? Did the Contractor develop and implement an annual table top exercise in compliance with HSEEP standard? Did the contractor provide inservice education prior to the National Exercice inclusive of role and function in te exercise and in the writing of the AAR ? | Notify: COR/GTL Report progress in the Monthly Progress and Status Report | ||||||||
| Subtask 3.A - Provision of Technical Assisstance for the Networks (Continued) | Upon request did the Contractor provide technical assistance to the Networks in the development and implementation of a table top exercise at the Network or Regional level? | Notify: COR/GTL Report progress in the Monthly Progress and Status Report | ||||||||
| Subtask 3.A - Provision of Technical Assisstance for the Networks (Continued) | Did the contractor provide an inservice on the requirements for an orientation program for the designated back-up Network and provide a template for an MOU - and post all on the KCER Website? | Notify: COR/GTL Report progress in the Monthly Progress and Status Report | ||||||||
| Subtask 3.B - Provision of Education and Technical Assisstance for Dialysis Facilites | Did the KCER contractor implement the educational strategies identified through the work of the patient LANN-KPFE- LAN and consistent with the KCER educational plan? |
• Recruit at least 10 dialysis facilities representing different regions of the country to function as pilot facilities for: (1) testing of the effectiveness of educational material, (2) testing of dissemination approaches, and (3) testing of effective presentation styles, e.g., pamphlets, games, lobby days, video presentations, etc.
• Provide national education on the requirements of the ESRD Conditions for Coverage regarding emergency management plans, requirement for annual testing, and patient education
• Provide technical assistance to dialysis facilities in promoting and disseminating tools and resources to beneficiaries with kidney failure, and local federal, state, and regional emergency workers.
| Notify: COR/GTL Report progress in the Monthly Progress and Status Report |
| Subtask 3.C - Provision of Education and Technical Assisstance for Patients |
| Did the contractor : (a) Determine structure and process for communicating emergency/disaster information to new dialysis patients? (b) Determine the needs of the dialysis patient for additional tools and resources based on the findings and recommendations of the National Emergency and Disaster Education Plan? Did the contractor fully implement the National Emergency and Disaster Education Plan reporting progress in the Monthly Progress and Status Report. | ||
| Notify: COR/GTL Report progress in the Monthly Progress and Status Report | ||
| Task 4 - Responsibility for Emergency and Disaster Management | Did the contractor convene a KCER Kick-Off Meeting with all essential partners to begin the establishment of strong collaborative/working relationships with federal partners (CMS/EPRO, HHS/ASPR), ESRD Networks, and LDOs ? | Notification and attendance by COR/GTL at the Kick-Off Meeting |
| Subtask 4.A - KCER Responsibility in the Hazard Mitigation and Preparedness Phase | Did the contractor:Instruct Networks on the KCER Program’s responsibilities to the CMS Emergency Preparedness and Response Organization (EPRO) during an actual emergency situation? Convene KCER national calls to practice written SOP reporting protocols as developed by KCER |
Provide educational support and technical assistance to any Network requesting assistance in conducting a Network-specific emergency preparedness tabletop or functional exercise At the direction of CMS, conduct at least one emergency preparedness exercise annually with either a regional or national focus Evaluate the effectiveness of the exercise in a Summary AAR.
| Notification of COR/GTL Report progress in the Monthly Progress and Status Report | |
| Subtask 4.B KCER Responsibility in the Emergency and Disaster Response Phase | Did the contractor: Identify and define technology to maintain situational awareness of large- scale national emergencies/disasters? Provide to CMS COR oral and written situational reports as often as deemed necessary in a given emergency/disaster situation; follow SOP for the use of the Emergency Situational Status Report? |
Integrate physician and clinical leadership as needed into the EOC coordination process?
Establish/design a KCER EOC that will be operable virtually?
Submit a post-recovery assessment and debrief after each actual emergency?
Provide SOP for a Network-level alerting procedure for early notification to KCER contractor of any local threats; post SOP on KCER website; educate Networks on SOP?
Coordinate all leadership activities in accordance with the NIMS and ICS-based format during an actual emergency/disaster?
Initiate advanced preparation phase of the Emergency Operation Plan (EOP) as needed? Provide to CMS COR oral and written situational reports as often as deemed necessary in a given emergency/disaster situation; follow SOP for the use of the Emergency Situational Status Report Integrate physician and clinical leadership as needed into the EOC coordination process Establish/design a KCER EOC that will be operable virtually Submit a post-recovery assessment and debrief after each actual emergency
| Notification of COR/GTL Report progress in the Monthly Progress and Status Report | |
| Subtask 4. C - KCER Responsibility in the Emergency Disaster Recovery Phase | Did the Contractor provide technical assistance in the area of damage assessment including, as needed or requested, technical assistance with respect to formation of a Data Assessment Team (DAT), key responsibilities of the DAT, Damage Assessment Checklist, Physical Site Damage Form, and Equipment Damage Assessment Form? |
Coordinate a debrief (hotwash) and after-action review meeting Complete report of debrief and challenges Prepare an Improvement Plan with Networks on opportunities for process improvement, and best practices identified during the emergency/disaster response
| Notification of COR/GTL Report progress in the Monthly Progress and Status Report | ||
| Task 5 - Treatment and Medicine Recall Notification | Does the contractor successfully monitor medical updates for treatment and medical recall notices related to dialysis? | |
| • Review and revise listserv and criteria to report to CMS on effectiveness of using e-mail distributions to notify Networks of recalls annually (D188) | Notification of COR/GTL Report progress in the Monthly Progress and Status Report |
| Task 6 - Maintain Centralized Website for KCER Program | Does the contractor function as a centralized point of communication for KCER? | |
| • Maintain and update national KCER website, reporting progress in Monthly Status Report due 15 calendar days after close of each month (D189) | Notification of COR/GTL Report progress in the Monthly Progress and Status Report | |
| Subtask 6.A - Internet Presence - Maintaining Government Standards | Does the contractor: Maintain an Internet presence for the dialysis community that meets all government standards? |
Routinely monitor visits to the website to gauge traffic patterns and trends/ On a monthly basis, review all content for readability and accessibility, with necessary changes made to enhance and improve the website's interface and usefulness; remove all outdated documents ?
Perform ongoing assessments of whether the website is meeting the needs of the ESRD Networks, dialysis facilities, and patients, as well as the wider ESRD community?
| Notification of COR/GTL Report progress in the Monthly Progress and Status Report | |
| Subtask 6.B - Maintain an Emergency/ Disaster Resource Library | Did the contractor: Develop a process that allows for posting of tools, resources, lessons learned, articles, and other information in the KCER Resource Library? |
Conduct an environmental scan of relevant literature and available educational events on a monthly basis to facilitate the exchange of information, sharing of resources, and advancement of knowledge and expertise of the ESRD Networks, dialysis facilities, and LAN members?
Provide the results of the environmental scan to the Networks, dialysis facilities, and LAN members at least monthly?
Continually enhance the website as technology and emergency and disaster strategies are updated?
Notification of COR/GTL Report progress in the Monthly Progress and Status Report
Task 7 - Plan and Facilitate a National KCER Summit Does the contractor effectively plan and facilitate a National KCER Summit?
Plan and execute annual KCER Summit in conjunction with QNet Conference (provide outline to CMS for approval prior to event with review of presentation and materials prior to event Develop National KCER Summit Planning Committee and submit draft program agenda within apporopriate time frames? Ensure that N-KPFE-LAN Members participate in the planning of the summit and that they play an active role in the actual meeting, with at least 2 members of the LAN attending the Summit?
| Provide national KCER Summit Meeting evaluation criteria and submit post-KCER Summit Meeting report within 60 days after the QNet Conference's conclusion | Notification of COR/GTL Report progress in the Monthly Progress and Status Report | |
| Task 8 - Provide Emergency and Disaster Expertise and Leadership for the CMS ESRD Network Program | Did the Contractor establish a national KCER workgroup to update and revise any existing emergency/disaster preparedness publications related to dialysis patients as directed by CMS? |
Did the contractor publish at least one article annually in a peer-reviewed journal or national trade publication relevant to the emergency and disaster needs of the ESRD patient, the ESRD Network community, and dialysis facilities?
Provide assistance to CMS in the preparation of white papers, position papers, PowerPoint presentations, etc., specifying options to enable CMS to make appropriate, efficient and effective decisions?
Participate in and/or attend national/regional/local meetings as technical experts in emergency management, at the direction/approval of CMS?
Provide presentations and/or be an exhibitor (utilizing the KCER exhibit booth material) at national meetings; these activities will be limited to no more than 4 per year or as contract funds allow Engage stakeholders who work to meet special needs in emergencies/disasters, such as utility companies, transportation services, the American Red Cross, FEMA regional offices, offices of emergency management at the local, regional, and state levels, governors, legislators, and others identified by CMS to successfully handle emergency/disaster situations; link these efforts with the technical assistance provided to the Networks and dialysis facilities
| Notification of COR/GTL Report progress in the Monthly Progress and Status Report | ||
| B.1 - CMS / Contractor Monthly Progress Calls | Does the contractor support monthly conference calls with COR, GTL, and other key CMS personnel to discuss specific Task activities, timelines, and other concerns? Schedule monthly progress calls and provide agendas 3 business days prior to call; provide minutes 7 business days post call? | 1 ELT to COR |
1 ELT to GTL
1 ELT to Invitees B.2 - Monthly Progress and Status Reports Did the Contractor provide a written monthly report on the template provided? 1 ELT to COR
1 ELT to GTL
| B.3 - Annual Program Summary Report | Does the contractor provide an Annual Program Summary Report consisting of an analysis of Network performance issues, barriers, best practices, and need for assistance? |
| 1 ELT to COR |
1 ELT to GTL Contract Financial Invoicing Does the contractor provide adequate financial invoices for each relevant project subtask? Notification to COR
| Contract Cost Control | Does the contractor exhibit sufficient cost control over the contract budget as a whole? | Notification to COR | |||||||
| Performance Raw Scores | 0 | 0 | 0 | 0 | 0 | 0 | 0 | ||
| # Category Elements | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
Performance Rating Contractor Performance Evaluation Scoring Element Counts
| Performance Category | # of Category Elements | Highest Element Score Possible | Max Score Possible |
| 1. Quality and Accuracy of Work | 0 | 3 | 0 |
| 2. Technical Competence | 0 | 3 | 0 |
| 3. Timeliness of the Work | 0 | 3 | 0 |
| 4. Communication | 0 | 3 | 0 |
| 5. Reports | 0 | 3 | 0 |
| 6. Cost Control | 0 | 3 | 0 |
| 7. Financial Invoicing | 0 | 3 | 0 |
| Performance Ranking |
| Performance Category | Raw Score[1] | Max Score Possible[2] | Rating[3] | Weight Factor | Weighted Rating | COR Notes | |
| 1. Quality and Accuracy of Work | 0 | 0 | ERROR:#DIV/0! | 25% | ERROR:#DIV/0! | ||
| 2. Technical Competence | 0 | 0 | ERROR:#DIV/0! | 25% | ERROR:#DIV/0! | ||
| 3. Timeliness of the Work | 0 | 0 | ERROR:#DIV/0! | 15% | ERROR:#DIV/0! | ||
| 4. Communication | 0 | 0 | ERROR:#DIV/0! | 15% | ERROR:#DIV/0! | ||
| 5. Reports | 0 | 0 | ERROR:#DIV/0! | 10% | ERROR:#DIV/0! | ||
| 6. Cost Control | 0 | 0 | ERROR:#DIV/0! | 5% | ERROR:#DIV/0! | ||
| 7. Financial Invoicing | 0 | 0 | ERROR:#DIV/0! | 5% | ERROR:#DIV/0! | ||
| Overall Weighted Interim Performance Rating | |||||||
| (Sum of weighted ratings for all categories) | ERROR:#DIV/0! |
| [1] Aggregate contractor score for specific performance category. |
| [2] See Appendix B: Contractor Performance Evaluation Scoring Element Counts. |
| [3] Metric equals Raw Score divided by Max Score Possible, multiplied by 100, to reach a percentile score per performance category. |
ESRD Network Organizational Program Kidney Community Emergency Response (KCER) Program image1.jpeg
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