Attachment_J.13_General_Requirement_5_CISS_Injury_Coding_Hypothetical_Task_vl _04-18-2014.docx

Request for Proposal, Hypothetical Task Order Number 5 DTNH22-14-R-00002 Attachment J.13 General Requirement 5 CISS Injury Coding Hypothetical Task

NOTE:

This Hypothetical Task Order is provided for evaluation purposes only and does not represent any currently known nor future requirement. Any actual Task Order Requirement will be communicated to the Contractor as a Task Order Request for Proposal after contract award.

PART I – THE SCHEDULE

SECTION B – SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 SUPPLIES/SERVICES

The Contractor shall furnish the necessary qualified personnel, facilities, materials, supplies, equipment, and services to execute a Cost Plus Fixed-Fee Task Order in accordance with the Statement of Work, Section C, and other terms and conditions of this Task Order.

B.1.1 TASK ORDER TERM

The Task Order Term will be a period of sixty months (60) months from the effective date of award.

B.2 Estimated Total Cost The Estimated Total Cost Not-to-Exceed (NTE) ceiling amount for this Task Order is as follows:

Estimated Cost: $_________________ Fixed Fee: $___________________ Total Cost Plus Fixed Fee: $________________________

Of this amount, $X,XXX,XXX.XX is currently available and is estimated to defray the costs of performance from the effective date of award through XX/XX/XXXX or the end of performance of the Task Order.

The Contracting Officer may increase the current amount of Federal funds at any time, subject to available appropriations, without concurrence from the Contractor. The Contractor shall not incur costs to be charged to NHTSA, nor shall NHTSA be obligated to reimburse the Contractor in excess of the Federal funds available under this Task Order.

B.3 PRICE SCHEDULE

B.3.1 PRICE SCHEDULE

(End of Section B)

SECTION C – DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

Glossary of Terms and Abbreviations

C.2 OBJECTIVES

The objective of this Contract is to provide timely, efficient, effective support to NHTSA, and its partners, in the management of the NHTSA Crash Data System. This Statement of Work describes the responsibilities for the Crash Data System of NHTSA. The activities include providing injury data collection, coding, sourcing and storage of medical information to support NHTSA’s Crash Investigation Sampling System (CISS).

C.3 PURPOSE

The purpose of this Hypothetical Task Order is to acquire services to provide crash injury information services and coding to enhance and execute a cohesive program and quality evaluation support:

1. To ensure timeliness, accuracy, consistency, and completeness in coding and data entry among all coding staff,

2. To ensure proficiency in the use of information retrieval tools, and

3. To maintain and continue the work of harmonization of NCSA Data Collection Systems and their adherence to national standards.

C.4 SPECIFIC REQUIREMENTS (SR)

The Specific Requirements listed below expand on this contract’s General Requirements addressed in C.4 and are provided to the Contractor for informational purposes only. For other than the minimum obligation of the government as identified in Section B.2 of this contract, the government is not obligated to fund, nor is the Contractor obligated to perform any work under this contract unless stated so in executed Task Orders.

C.4.A.1-4 – Not used in this hypothetical task

C.4.A.5 – CISS Injury Coding

This task involves coding injuries from medical documents/records for cases selected by CISS PSUs under the NHTSA data modernization program.

In addition to CISS data collection, NHTSA may design and implement special study data collection programs at various times. These special studies will involve additional data collection activities for a limited period of time for on-scene passenger crash investigation, on-scene motorcycle investigation, on-scene pedestrian investigation, on-scene large truck investigation, follow-on motorcycle investigation, and follow-on pedestrian investigation. Medical documents/records may be obtained for these types of studies and require injury coding.

The success of quality data coding is strongly dependent upon proper interpretation of data. The Contractor staff shall be thoroughly familiar with medical terminology, occupant kinematics, biomechanics, and former NASS-CDS injury coding procedures and protocol. The injury coding responsibilities include but are not limited to the following:

1. Medical Record Collection – The Contractor shall be responsible for establishing and soliciting continued cooperation with hospitals, emergency medical services (EMS), medical examiners, and coroners servicing the PSU. The injury coding Contractor must work collaboratively with the PSU contractor and the authorized Zone Center contractor to establish and maintain cooperation at these medical facilities. Also, requesting and obtaining medical records from these medical facilities will be handled in a collaborative effort by the injury coding Contractor, PSU contractor, and Zone Center contractor.

2. Injury Interpretation and Code Assignment - The Contractor shall be responsible for the identification and interpretation of injuries from medical documentation and assigning injury codes based on the most recent version of the Association for the Advancement of Automotive Medicine (AAAM) Abbreviated Injury Scale (AIS). Other data associated with injuries such as hospital stay, Glascow Coma Scale (GCS) Score, and EMS transport times will be collected and entered by the Contractor.

3. Injury Causation – The Contractor shall be responsible for examining the images and other documentation from the involved vehicle and selecting a source for each injury.

4. Medical Record Storage – The Contractor shall be responsible for secure storage of medical records until permission is granted from COR for disposal.

For the purposes of this hypothetical task, the contractor shall assume five thousand (5,000) occupants per year will require injury coding as defined in 1-3 above. Medical records may be required to be retained for up to a two year period. It is anticipated that each coded occupant will require approximately two (2) hours of time to complete this task.

The Contractor shall begin injury coding for every applicable case immediately after contract award. If medical records are available, then the coding process for each case shall be completed within four (4) weeks of the date the medical record and vehicle data was released to the Contractor.

C.4.A.5.1 CISS Injury Coding Reporting Procedures

C.4.A.5.1.1 CISS Injury Coding Monthly Progress Report

For the active Task Order, the Contractor shall submit a monthly progress report to the COR and NHTSA Contracting Officer within fifteen (15) days following the month being reported. The monthly progress report shall include, but not limited to; actions occurring during the reporting month; actions anticipated for the coming month; any problems (either programmatic or contractual) encountered during the reporting month and corrective actions taken; any actions requested of NHTSA; and, any significant cost-savings measures taken by the Contractor during the reporting month.

C.4.A.5.1.2 Financial Report

Labor distribution by task, labor summary, and details of expenditures shall follow the format to be specified later by NHTSA for training development activities. Financial reporting for Contractor expenditures shall be separate from other financial reports. Invoice payments may be delayed if the Contractor submits late or unacceptable monthly progress reports. Some reasons for rejecting these reports include: incomplete description of work performed during the reporting period; incorrect spelling and grammar; failure to address problems encountered during the reporting period and corrective actions taken; and, failure to provide complete and accurate financial reporting information.

(End of Section C)