Medical_Center_Sample_Task_Order.pdf

SECTION C: DESCRIPTION/SPECIFICATION/STATEMENT OF WORK

Sample Task Order – Medical Center

This is a sample Task Order for a CIREN Medical Center. The purpose of this sample Task Order is to obtain a detailed cost proposal to determine the reasonableness of the cost for future Task Orders with motor vehicle occupant case enrollment quotas.

C.5.1 Specific Requirements – CIREN Medical Center

C.5.1.a SCREENING, CONSENT, AND ENROLLMENT OF INJURED MOTOR VEHICLE OCCUPANTS

As described in C.5.1.a of the base-level Request for Proposal (RFP), the Contractor shall prospectively review incoming admissions at all enrollment sites to identify applicable motor vehicle crash victims according to the inclusion criteria specified by NHTSA (COR (TO). The Contractor shall provide enrollment and completion of 50 Standard CIREN cases per year (Standard cases as defined in Attachment J.6 Provisional 2016 CIREN Inclusion Criteria). The Contractor shall take into consideration that not all eligible patients will give consent to participate in the study and not all crashes will meet the crash- and vehicle-based criteria, and thus some effort will be spent on patients not counting toward the overall quota of 50 Standard CIREN cases per year. The first and last year of the five-year period of performance will have a reduced enrollment quota of 30 cases to accommodate start-up and shut-down activities.

C.5.1.b INJUIRY DATA COLLECTION AND CODING

In accordance with C.5.1.b of the base-level RFP, the Contractor shall collect, review, and enter enrolled patients’ medical documentation. For the purposes of this hypothetical task, use RFP Attachment J.7:

CIREN Process and Coding Manual RFP Draft Version as a guide for the data collection and entry requirements. Each study patient’s injury list and all supporting documentation shall be entered into the electronic data system generally within eight weeks of the occupant’s discharge date from the enrolling CIREN Medical Center. Allowances may be made on a case-by-case basis for longer-term hospitalizations, and the Contractor shall consult with the NHTSA COR (TO) for such special circumstances or whenever timelines cannot be met.

C.5.1.c CRASH-RELATED INVESTIGATION, DATA COLLECTION, AND CODING

In accordance with C.5.1.c of the base-level RFP, the Contractor shall perform the required inspections of the case vehicle and crash scene according to the established NHTSA protocol. For the purposes of this hypothetical task, use Attachments J.7: CIREN Process and Coding Manual RFP Draft Version and Attachment J.8: NASS-CDS 2014 Coding and Editing Manual for examples of crash coding guidelines.

Each study patient’s vehicle and scene inspection, and all supporting documentation, shall be entered into the electronic data system generally within eight weeks of the date of the crash. Allowances may be made for special situations when case vehicle availability is limited, and the Contractor shall consult with NHTSA for such special circumstances or whenever timelines cannot be met.

C.5.1.d INTERACTION WITH CIREN ENGINEERING CENTER CONTRACTOR(S)

The collaborative nature of the CIREN Program requires interaction between CIREN Medical Centers and CIREN Engineering Centers as described in C.5.1.d of the base-level RFP. In addition to entering the patient-specific and crash-specific data into the electronic data system, as described in C.5.1.b and C.5.1.c, the CIREN Medical Center shall provide timely responses to inquiries from CIREN Engineering Centers during their development of injury causation scenarios in preparation for the joint case review session. Materials shall be made available to the relevant CIREN Engineering Center no less than two weeks prior to the scheduled case review date.

C.5.1.e WEB-BASED JOINT CASE REVIEW SESSION

The CIREN Medical Center shall participate in monthly Internet-based case review meetings, during which generally four or five cases shall be presented and discussed. Other case review participants include the CIREN Engineering Center, the CIREN quality control contractor, and representatives from NHTSA. Other participants, from other CIREN centers or from outside the CIREN network may be invited at NHTSA’s discretion. Each case review shall include a presentation of the crash-related materials and the patient’s injuries delivered by the CIREN Medical Center according to a NHTSA-specified template provided upon award. The involved CIREN Engineering Center shall present the injury causation scenarios according to a NHTSA-specified template. Following a discussion of the case, the CIREN Medical Center shall make any required changes to the case data in the electronic data system. The CIREN Medical Center shall coordinate scheduling of case review meetings in cooperation with NHTSA and the involved CIREN Engineering Center. Case review presentations may be delivered in one of three formats – Full, Expedited, or In-system – as determined by the NHTSA COR (TO) and explained in Attachment J.7: CIREN Process and Coding Manual RFP Draft Version.

The monthly case review sessions shall generally include presentations of four or five occupant cases, though scheduling limitations and data availability may require periodic fluctuations in the number of cases per review session.

C.5.1.f QUALITY CONTROL OF CASE DATA

The CIREN Medical Center shall accurately and fully complete cases as defined by the CIREN Process and Coding Manual (Attachment J.7 provides an example of the coding manual similar to that which will be used in the performance of Task Orders under this contract). The Medical Center Contractor shall cross-check data entry and take corrective action when necessary to address shortcomings identified by the quality control Contractor’s review or otherwise in the CIREN process. Following review of case coding by the third-party CIREN quality control Contractor, the Medical Center Contractor shall respond to the case review notes to indicate where changes were made and provide justification if changes were not made. NHTSA recognizes that extraordinary circumstances may arise in the collection of field data, and the CIREN Medical Center Contractor shall contact the NHTSA COR(TO) to determine the proper course of action when unable to meet requirements stated in the CIREN process documents. Final case approval prior to public release is granted by the NHTSA COR (TO). NHTSA review may require further modifications of case elements by the Medical Center Contractor in order to qualify as a completed case.

C.5.1.g ESTABLISH SITE AND INFRASTRUCTURE

Within one month, the Contractor shall establish and maintain suitable office space at or near the primary enrollment site (Trauma Center) to house its CIREN Medical Center staff and hardware. The office space shall be secure and include climate control for computers and other environmentally-sensitive hardware. The office site shall include high-speed Internet access as well as access to the digital medical records and radiology systems of the Medical Center Contractor’s enrollment site(s) for acquisition of all required patient data as outlined in the CIREN Process and Coding Manual (Attachment J.7 provides an example of the coding manual similar to that which will be used in the performance of Task Orders under this contract). The Medical Center Contractor shall be responsible for traveling to crash scenes and vehicle inspection facilities in support of CIREN requirements. The vehicle shall facilitate secure transportation of the vehicle and scene inspection hardware. NHTSA will provide funding for vehicle leasing. NHTSA will not provide vehicles or funds for direct vehicle purchase.

C.5.1.h ESTABLISH CORE STAFF

Within one month, the Contractor shall ensure the core staff members are available to begin work.

C.5.1.i QUARTERLY REPORTS: CASE PRODUCTION REPORTING

The Contractor shall provide quarterly reports of case production progress with details on enrollment attempts, consents, cases sent to Engineering Center(s), cases presented in case review sessions, and cases completed. The quarterly report shall also include details on problems encountered and what was done to overcome them. This report shall be due by the 15th day after the end of the reporting period.

SECTION F: DELIVERIES OR PERFORMANCE

F.1 Period of Performance

The period of performance of this hypothetical Task Order shall be 60 months from the effective date of issuance.

F.4 Milestones and Deliverables

Item Section Milestone (M)/Deliverable (D) Due Date 1 C.5.1.a Enrollment of 30 Standard CIREN cases (M) 12 months after award 2 C.5.1.a Completion* of 30 Standard CIREN cases (D) 18 months after award 3 C.5.1.a Enrollment of 80 Standard CIREN cases (M) 24 months after award 4 C.5.1.a Completion of 80 Standard CIREN cases (D) 30 months after award 5 C.5.1.a Enrollment of 130 Standard CIREN cases (M) 36 months after award 6 C.5.1.a Completion of 130 Standard CIREN cases (D) 42 months after award 7 C.5.1.a Enrollment of 180 Standard CIREN cases (M) 48 months after award 8 C.5.1.a Completion of 180 Standard CIREN cases (D) 54 months after award 9 C.5.1.a Enrollment of 210 Standard CIREN cases (M) 56 months after award 10 C.5.1.a Completion of 210 Standard CIREN cases (D) 60 months after award 11 C.5.1.e Monthly case review sessions (M/D) ** Starting 4th month after award, scheduled in coordination with NHTSA and CIREN Engineering Center

12 C.5.1.i Quarterly case progress report (D) 15 days after reporting period

* The timing difference for enrollment versus completion assumes a lag of approximately six months from date of enrollment to the case being marked Complete in the data system. This lag is shortened in the last year of the period of performance for close-out of final cases, though a reduced enrollment burden should facilitate shorter case production times.

**A CIREN Medical Center shall generally participate in one case review session per month. The monthly case review sessions shall generally include presentations of four or five occupant cases, though scheduling limitations and data availability may require periodic fluctuations in the number of cases per review session.