Echocardiogram Interpretations SOW_v2.pdf

Department of Health and Human Services Indian Health Service Oklahoma City Area

Statement of Work (SOW) Echocardiogram Interpretation Services

1. PURPOSE OF THE PROJECT

The Pawnee Indian Health Center, Indian Health Services (IHS) has a requirement for echocardiogram and vascular interpretation services by teleservice means.

2. DETAILED DESCRIPTION OF THE TECHNICAL REQUIREMENTS

The contractor shall interpret standard echocardiograms and vascular studies (carotid, venous, and arterial) by teleradiology and direct observation. Interpretations will be completed by appropriate licensed, trained, and privileged personnel and dictated/transmitted in a manner that can be received into the current RPMS/EHR (Resource and Patient Management System/Electronic Health Record) system. Direct phone access will be provided to personnel to make consultations consistently and quickly. The turnaround time for all final reports will be within a 72-hour period beginning upon completion of the exam.

3. PERIOD OF PERFORMANCE

The base year Period of Performance will be 12 months from date of award with four (4) twelve (12) month option years.

Base Year: 02/01/2026 – 01/31/2027 Option Year 1: 02/01/2027 – 01/31/2028 Option Year 2: 02/01/2028 – 01/31/2029 Option Year 3: 02/01/2029 – 01/31/2030 Option Year 4: 02/01/2030 – 01/31/2031

4. LEVEL OF EFFORT

4.1. The contractor shall provide echocardiogram and vascular interpretation services Monday through Friday 8:00am to 4:30 pm. Contractor will provide a 72-hour turnaround time on routine reports and a 24-hour turnaround time on Urgent reports beginning upon completion of exam.

4.2. The contractor shall provide complete reports with the patient’s name, date of birth, and chart number on each page of the report.

4.3. Date and time dictated, date and time transcribed, job number, dictator’s initials and transcriber’s initials shall be typed at the end of each report.

4.4. All contractor reports shall be compatible with the HL7 software package used by Indian Health Service (the VA HL7 software package). The contractor shall interface with Government furnished Image Archive and PACS (Picture Archiving and Communications System) communication platforms.

4.5. All technologist’s must be able to access vendor’s report database via Internet or Network access.

4.6. All Cardiologists shall possess a current, valid unrestricted license in a state, the District of Columbia, the

Commonwealth of Puerto Rico, or a Territory of the United States, throughout the term of this contract.

Oklahoma City Area

Personnel must meet state licensure requirements and maintain ongoing training and education to maintain the appropriate level of competency.

4.7. All Cardiologists shall be eligible to participate in the Medicare and Medicaid programs.

4.8. Pawnee Indian Health Center shall periodically evaluate the performance and professional quality of interpretations through document review. The contractor shall make provision whereby unsatisfactory performance or untimely completion of interpretations will be addressed in mutually agreed upon manner.

4.9. The contractor shall submit a plan which outlines a course of action, should the vendor be unable to carry out the duties outlined within the contract.

4.10. The contractor shall maintain the securing of patient data and comply with the Privacy Act of 1974.

5. SPECIAL REQUIREMENTS

5.1. The USPHS Pawnee Indian Health Center is a tobacco/smoke free environment (buildings and grounds).

No tobacco/smoking use will be tolerated during service.

5.2. Patient Data Security Plan: The Contractor shall describe the security plan for patient data. This includes the location of physical servers and reading centers in support for contractor services. The plan shall include any encrypted wireless systems that may be in use by reading providers should there be any.

5.3. Interconnection Security Agreement (ISA): Contractor shall provide and complete an ISA business agreement with the IHS, prior to the performance of any actions related to the contract.

5.4. Security Requirements: The Contractor shall obtain completed IHS ISSO Security Clearance prior to the start of this contract. This clearance will establish that the Contractor has provided sufficient local telecommunications network firewalls and procedures to ensure patient confidentiality and security consistent with HIPAA (Health Insurance Portability and Accountability Act of 1996) regulations.

5.5. Communications/Network Infrastructure: The Contractor shall interface with Government furnished Image Archive and PACS (Picture Archiving and Communications System) communication platforms and ensure fully operational and communication with the PIHC RPMS Health Systems environment within VLAN if deemed applicable. All contractor reports shall be compatible with the HL7 software package used by Indian Health Service (the VA HL7 software package).

5.6. The contractor shall meet the below requirements set by clinic regulations for accessing and creating VPN tunnels for receiving echocardiogram studies for interpretations.

IKEv2 Policy:

Integrity: SHA-256 Encryption: AES-256

PRF: SHA-256

DH Group: 14

IKEv2 Proposal:

Encryption: AES-256

HASH: SHA-256

Oklahoma City Area

PFS Group: 14 (optional if supported by your device)

5.7. Security Requirements: Contractor personnel will be required to contact the government designated point of contact upon arrival when reporting for serv ice calls ort delivery supplies. The Contractor shall be responsible for the security of all organizational information. Current rules and regulations applicable to the premises, where the work shall be performed shall apply to the contractor and its employees while working on the premises. These regulations include but are not limited to, escort by Pawnee Indian Health Center official, presenting valid identification, smoking restriction and any safety procedures.

5.8. The contractor shall not disclose or cause to disseminate any information concerning operations of Pawnee Indian Health Center. Such action(s) could result in violation of the contract and possible legal actions.

5.8.1. All inquiries, comments, or complaints arising from any matter observed, experienced or learned of as a result of or in connection with the performance of the contract, the resolution of which may require the dissemination of official information, shall be directed to the government’s designated representative.

Termination Amortization Schedule: A termination amortization schedule shall be included as attachment of the awarded contract. If the Government does not exercise any of the options listed in the price/cost schedule, the Government’s not exercising the options will have the same effect as if the Government terminated for convenience. All remedies afforded to contractor in regards to a termination for convenience shall be available to the contractor.

6. DELIVERABLES AND REPORTING REQUIREMENTS

6.1. Delivery: The contractor shall provide echocardiogram reports in the appropriate time frame as list above in the technical requirements section.

6.2. Contractor Point of Contact: The contractor shall furnish one designated point of contact (POC) to the government’s designated representative for coordination of supplies, delivery, and/or maintenance. The POC will be empowered to make daily decisions to ensure that the contract implementation and day-to-day maintenance meets the terms and conditions of this contract.

6.3. Contractor’s Phone Numbers: The contractor shall provide a toll-free telephone number for service calls, which must be answered during at least eight working hours, between 8:00 am and 4:30 pm, Monday through Friday.

6.4. Personnel Qualifications: Only licensed Physicians with the specialty in Cardiology will interpret the echocardiograms and vascular studies. The contractor shall ensure that all personnel (Cardiologists) are appropriately licensed and trained to provide interpretations of standard echocardiogram and vascular exams. Personnel must meet state licensure requirements and maintain ongoing training and education to maintain the appropriate level of competency.

7. GOVERNMENT FURNISHED PROPERTY, FACILITIES AND SERVICES

Oklahoma City Area

7.1. All digital medical imaging files provided to the Contractor for interpretation shall remain the property of the government. Contractor shall not publish and/or share outside Contractor’s organization any IHS digital or analog image or imaging study reports undertaken with the express written consent of the sending IHS facility shall be done in a manner allowed by HIPAA and all other IHS rules and regulations.

7.2. Section 508 and Accessibility

This product must conform to the Revised Section 508 (https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh/final-rule/text-of-the-standards-and-guidelines) and WCAG 2.0 Level AA standards as outlined below.

Solicitations for supplies and services shall require the submission of a Section 508 Product Assessment Template. The template can be found at https://www.itic.org/policy/accessibility/vpat.

352.239-73 Electronic Information and Technology Accessibility Notice.

(a) As prescribed in HHSAR 339.203-70(a), the Contracting Officer shall insert the following provision:

Electronic and Information Technology Accessibility Notice (December 18, 2015)

(a) Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 794d), as amended by the Workforce Investment Act of 1998 and the Architectural and Transportation Barriers Compliance Board Electronic and Information (EIT) Accessibility Standards (36 CFR part 1194), require that when Federal agencies develop, procure, maintain, or use electronic and information technology, Federal employees with disabilities have access to and use of information and data that is comparable to the access and use by Federal employees who are not individuals with disabilities, unless an undue burden would be imposed on the agency. Section 508 also requires that individuals with disabilities, who are members of the public seeking information or services from a Federal agency, have access to and use of information and data that is comparable to that provided to the public who are not individuals with disabilities, unless an undue burden would be imposed on the agency.

(b) Accordingly, any offeror responding to this solicitation must comply with established HHS EIT accessibility standards. Information about Section 508 is available at http://www.hhs.gov/web/508. The complete text of the Section 508 Final Provisions can be accessed at http://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-section-508-standards.

(c) The Section 508 accessibility standards applicable to this solicitation are stated in the clause at 352.239-74, Electronic and Information Technology Accessibility.

In order to facilitate the Government’s determination whether proposed EIT supplies meet applicable Section 508 accessibility standards, offerors must submit an HHS Section 508 Product Assessment Template, in accordance with its completion instructions.

The purpose of the template is to assist HHS acquisition and program officials in determining whether proposed EIT supplies conform to applicable Section 508 accessibility standards. The template allows offerors or developers to self-evaluate their supplies and document—in detail—whether they conform to a specific Section 508 accessibility standard, and any underway remediation efforts addressing conformance issues. Instructions for preparing the HHS Section 508 Evaluation Template are available under Section 508 policy on the HHS website http://www.hhs.gov/web/508.

In order to facilitate the Government’s determination whether proposed EIT services meet applicable Section 508 accessibility standards, offerors must provide enough information to assist the Government in determining that the EIT services conform to Section 508 accessibility standards, including any underway remediation efforts addressing conformance issues.

(d) Respondents to this solicitation must identify any exception to Section 508 requirements. If a offeror claims its supplies or services meet applicable Section 508 accessibility standards, and it is later determined by the Government, i.e., after award of a contract or order, that supplies or services delivered do not conform to the described accessibility standards, remediation of the supplies or services to the level of conformance specified in the contract will be the responsibility of the Contractor at its expense.

Standards

The included standards that must be met for this contract are taken from the following two resources. Compliance with these standards is mandatory for Federal agencies subject to Section 508 of the Rehabilitation Act of 1973, as amended (29 U.S.C. 794d).

Section 508 Standards and Guidelines: https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh/final-rule/text-of-the-standards-and-guidelines

Web Content Accessibility Guidelines (WCAG) 2.0: https://www.w3.org/TR/WCAG20/

Electronic content must be accessible to HHS acceptance criteria

Checklist for various formats are available at http://508.hhs.gov, or from the IHS Section 508 Coordinator listed at https://www.hhs.gov/web/section-508/additional-resources/section-508-contacts/index.html, (email:

IHSSection508@ihs.gov). Materials that are final items for delivery should be accompanied by the appropriate checklist, except upon approval of the Contracting Officer or Representative.

Electronic Content Accessibility - Non-Web Based

602 Support Documentation 603 Support Services All WCAG A & AA Success Criteria apply except:

o 2.4.1 Bypass Blocks o 2.4.5 Multiple Ways o 3.2.3 Consistent Navigation o 3.2.4 Consistent Identification

Software Accessibility - Non-Web Based

All WCAG A & AA Success Criteria apply – EXCEPT the following:

o 2.4.1 Bypass Blocks o 2.4.5 Multiple Ways o 3.2.3.Consistent Navigation o 3.2.4 Consistent Identification

502 Interoperability with Assistive Technology 503 Application 602 Support Documentation 603 Support Services 302 All Functional Performance Criteria - Note: Applies when Chapter 5 does not address one or more functions of ICT

(E204), or when an agency invokes "equivalent facilitation" (E101.2)

Hardware Accessibility

404 Preservation of Information Provided for Accessibility 405 Privacy 406 Standard Connections

407 Operable Parts 409 Status Indicators 410 Color Coding 411 Audible Signals 602 Support Documentation 603 Support Services 302 All Functional Performance Criteria - Note: Applies only when Chapter 4 does not address one or more functions of ICT

(E204), or when an agency invokes "equivalent facilitation" (E101.2))

For Hardware that has closed functionality include

402 Closed Functionality

Functional Performance Criteria

301.1 Scope - The requirements of Chapter 3 shall apply to ICT where required by 508 Chapter 2 (Scoping Requirements), 255 Chapter 2 (Scoping Requirements), and where otherwise referenced in any other chapter of the Revised 508 Standards or Revised 255 Guidelines.

302.1 Without Vision - Where a visual mode of operation is provided, ICT shall provide at least one mode of operation that does not require user vision.

302.2 With Limited Vision - Where a visual mode of operation is provided, ICT shall provide at least one mode of operation that enables users to make use of limited vision.

302.3 Without Perception of Color - Where a visual mode of operation is provided, ICT shall provide at least one visual mode of operation that does not require user perception of color.

302.4 Without Hearing - Where an audible mode of operation is provided, ICT shall provide at least one mode of operation that does not require user hearing.

302.5 With Limited Hearing - Where an audible mode of operation is provided, ICT shall provide at least one mode of operation that enables users to make use of limited hearing.

302.6 Without Speech - Where speech is used for input, control, or operation, ICT shall provide at least one mode of operation that does not require user speech.

302.7 With Limited Manipulation - Where a manual mode of operation is provided, ICT shall provide at least one mode of operation that does not require fine motor control or simultaneous manual operations.

302.8 With Limited Reach and Strength - Where a manual mode of operation is provided, ICT shall provide at least one mode of operation that is operable with limited reach and limited strength.

302.9 With Limited Language, Cognitive, and Learning Abilities - ICT shall provide features making its use by individuals with limited cognitive, language, and learning abilities simpler and easier.

8. CONTRACTOR FURNISHED PROPERTY, FACILITIES AND SERVICES

8.1. Required personnel, materials, supplies and equipment: The contractor shall furnish all personnel, materials, supplies and equipment required to perform work under the contract.

9. CHANGES TO THE STATEMENT OF WORK (SOW)

Any changes to this SOW shall be authorized and approved only through written correspondence from the Contracting Officer. Costs incurred by the contractor through the actions of parties other than the Contracting Officer shall be borne by the contractor.

10. DELIVERABLES/PERFORMANCE MATRIX

Performance Matrix Performance Standard AQL Delivery of Reports Routine reports delivered within

72 hours, Urgent reports delivered wtihon 24 hours

95%

Service/Support Contractor provided service in accordance with SOW

95%

Reports complete with all requrieed elements

Reports are accurate and complete with all the required elements as outlined in Level of Efforts section

95%

Invoicing Invoices received timely and accurate

95%

Department Supervisor Signature:_________________________

Chief Operating Officer Signature:_________________________

MIRANDA L.

GRAHAM -S

Digitally signed by MIRANDA L.

GRAHAM -S

Date: 2025.06.16 10:25:32 -05'00'

Joyce G. Oberly - S

Digitally signed by Joyce G. Oberly -S Date: 2025.06.17 08:31:39 -05'00'