Draft Performance Work Statement.pdf

PERFORMANCE WORK STATEMENT

Association of University Physicians

1. DESCRIPTION OF SERVICES. The Contractor shall provide non-personal services for laboratory specimen testing and/or consultation in support of the Department of Pathology mission at Madigan Army Medical Center, Tacoma, WA. The laboratory testing and consultation services to be provided shall include but not limited to the following: surgical pathology tissue biopsies (tissue exam, staining, and evaluation), blood smear and bone marrow interpretation, cytogenetic studies, and immunohistochemistry. The Contractor shall plan, program, administer, manage, and execute the work necessary to provide the required services. Performance of all work will be completed at the Contractor’s laboratories. The Contractor will not require access to Joint Base Lewis – McChord at any time. Contractor shall transmit all laboratory reports via fax or privately owned network. If transmittal via network, the Contractor will provide Madigan Army Medical Center with an account to retrieve reports.

2. TESTING TO BE PERFORMED.

2.1 Specimens to be submitted for testing and/or consultation are solely at the discretion of Madigan Army Medical Center. Madigan reserves the right to withhold, at any time, tests previously sent to the Contractor, or to add tests not previously sent.

2.2 All tests shall be performed entirely on the premises of the Contractor or within its network of laboratories. Contractor referrals to a secondary laboratory shall be done only with the permission of the Contracting Officer Representative (COR) for the Madigan Department Pathology and concurrence by the Contracting Officer. Handling fees or additional charges for referrals to secondary laboratories shall not be billed or invoiced to Madigan.

2.3 The specific tests and consultative services required include, but not limited to, the following:

CPT Code Description CPT Code Description

85060 Blood Smear Interpretation 88319 Enzyme Histochemistry 85097 Bone Marrow Interpretation 88321 Microslide Consultation 88235 Cytogenetic Studies 88323 Microslide Consultation 88237 Cytogenetic Studies 88341 Immunhisto Antb Addl Slide 88264 Cytogenetic Studies 88342 Immunhisto Antb 1st Stain 88267 Cytogenetic Studies 88346 Immunhisto Antb 1st Stain 88271 Cytogenetic Studies 88348 Electron Microscopy 88275 Cytogenetic Studies 88350 Immunofluor Antb Addl Stain 88291 Cyto/Molecular Report 88360 Tumor Immunohistochem/manual

88305 (26/TC) Tissue Exam by Pathologist 88365 Insitu Hybridization (FISH) 88311 (26/TC) Decalcify Tissue 88368 Insitu Hybridization (Manual) 88313 (26/TC) Special Stains Group 2 88377 M/Phmtrc Alys ISHquant/semiq 88314 (26/TC) Histochemical Stains Add-On

2.4 Estimated annual quantity amounts are historical and not indicative of present and future requirements.

3. LABORATORY SERVICES.

3.1 The Contractor shall have extensive capabilities and shall already have established all of the analytic test procedures and diagnostic processes for the tests listed in paragraph 2.3 and shall be able to perform upon request.

3.2 Specimen Collection and Test Ordering. Tests will be requested on forms established and required by the Contractor. Forms will be made available through the internet or provided in paper form. A complete test directory providing specific ordering guidance will be made available by the Contractor through the internet or paper document.

3.3 Pickup and Courier Service. Madigan Army Medical Center will use FedEx or an organizational established courier service to deliver all specimens to the Contractor at the designated location/address.

3.4 Turnaround Time. A turnaround time of less than 14 calendar days from receipt of specimen by the Contractor to receipt of result by Madigan Army Medical Center is requested.

Complex cases and specialized testing requirements may delay this turnaround time and thus deemed acceptable.

3.5 Results and Reports. All results and reports will be transmitted back to Madigan Army Medical Center by the Contractor via fax or through a privately owned network portal. If a network portal is used, access will be provided to identified Madigan administrative staff and clinicians.

3.6 Specimen Submission Discrepancies. The Contractor shall resolve submission discrepancies (i.e. illegible requisitions, missing information, incorrect transport media) via telephone, fax, or email with Madigan Department of Pathology (Anatomic Pathology) personnel before canceling the test request or discarding the specimen.

3.7 Specimen Retention. The Contractor may be required to return specimens to Madigan Army Medical Center upon completion of testing/consultation if requested.

3.8 Customized Reports. The Contractor shall provide a customized utilization report of services rendered upon request.

4. QUALITY STANDARDS.

4.1 Accreditation. All Contractor laboratories shall be accredited by a deemed organization approved by the Centers for Medicare and Medicaid Services (CMS). All Contractor laboratories will be CLIA certified. Both certificates of accreditation and CLIA certification will be provided to Madigan Army Medical Center upon request. The Contractor shall notify Madigan Army Medical Center within 72 hours in event of loss of accreditation or CLIA certification. Loss of accreditation and/or certification, at the Contracting Officer’s discretion, may be grounds for termination of the contract.

4.2 Personnel. All Contractor personnel who perform laboratory testing and/or consultation services will meet requirements outlined in Part 493 of Title 42, Cod of Federal Regulations.

5. MANAGEMENT REPORTS. The Contractor shall provide monthly billing reports of tests and services performed. At a minimum, the report will include Madigan’s designated account number, invoice number, date of test/service, test/service description, Contractor’s test code, quantity, and cost. The Contractor will also upload this billing report monthly into WAWF for payment reconciliation.

6. OTHER RESPONSIBILITIES.

6.1 The Contractor shall keep the COR informed of any changes to test methodologies or scope of practice.

6.2 The Contractor shall have a representative available during normal business hours to assist with requested services and/or reporting at no additional cost to the Government.

7. QUALITY ASSURANCE SURVEILLANCE PLAN (QASP).

7.1 The purpose of this QASP is to provide a planned process for surveilling the Contractor’s actual performance and comparing the performance against the contractual requirements to determine conformity in accordance with the Performance Work Statement (PWS). The policy of the Government for Contractor quality control and quality assurance and applicable definitions are provided in the Federal Acquisition Regulation (FAR) in Part 46 Quality Assurance. The Government has the right to change or modify this QASP at its discretion.

7.2 Surveillance Methods. The contractor’s performance will be monitored by the COR in conjunction with input from the customers. Completed delivery of services will be verified with the PWS prior to approving payment. Incomplete or delayed performance will be forward to the Contracting Officer.

PERFORMANCE

REQUIREMENT

PERFORMANCE

STANDARD

ACCEPTABLE

QUALITY

LEVEL

METHOD OF ASSESSMENT

3.4 Turnaround

Time

Perform testing/evaluation and provide results within 14 days after sample receipt

> 90% Track submitted specimens and verify reference lab report has been entered into CoPath Plus

3.5 Results and

Reporting

Provide reports for all specimen submissions > 95%

Verify that reports have been added to patient case files in CoPath Plus

3.6 Specimen

Submission Discrepancies

Notify Madigan of submission discrepancies with resolution requirements

> 95%

Track and monitor all submission rejection notifications and outcomes through CoPath Plus reporting

STANDARD MEASUREMENT

95% to 100% Excellent 90% to 94% Very Good 85% to 89% Satisfactory 80% to 84% Marginal 79% or Less Unsatisfactory

7.3 Remedy. The Government will document the Contractor’s performance, issue notices or may terminate the contract by default if unacceptable performance occurs.