Sources Sought - Statement of Work - Patient Photography Services - NIH-CC-OPC.pdf

NATIONAL INSTITUTES OF HEALTH (NIH)

CLINICAL CENTER (CC)

PATIENT SUPPORT SERVICES DEPARTMENT (PSSD)

SCIENTIFIC/MEDICAL PHOTOGRAPHER

STATEMENT OF WORK

INTRODUCTION

This position is located in the Patient Support Services Department (PSSD) at the Clinical Center (CC), National Institutes of Health (NIH). The CC is the clinical research facility of the NIH. As a national resource, it provides the protocol-specific patient care, services, training and environment needed to initiate and support the clinical research sponsored by the individual NIH Institutes. The CC employs approximately 2,000 employees, across 30 different departments. The Clinical Center Complex consists of 3.5 million square feet in three congruent buildings on the NIH campus and off campus lease space. It is a complex environment which consists of biomedical research laboratories, a 200-bed clinical research hospital, 90 day hospital stations, outpatient clinics, diagnostic and treatment areas, animal care and public waiting areas.

PURPOSE

The purpose is to procure the services of a Scientific/Medical Photographer to provide Patient Photography Services for the NIH Clinical Center. PSSD currently has one (1) position to be filled by contract staff on an ongoing basis. These services will be performed in a variety of locations throughout the Clinical Center.

SCOPE OF WORK

The Clinical Center has a need for a dedicated and committed individual to perform in a health care environment that is aligned to the NIH mission. The Contractor will, on a consistent basis provide support to the National Institutes of Health (NIH) and the Clinical Center (CC) and will be managed by the Patient Support Services Department in the Clinical Center.

The individual on this contract works independently in meeting the contract requirements and possesses strong patient photography skills. Familiarity with working in a hospital and research setting preferred. The contractor shall, with the Chief of Patient Support Services and designated hospital stakeholders, provide the tasks described below. The frequency of performing each task shall be determined by the Contract Officer Representative to be communicated to the contractor through personal meetings with the Contract Officer Representative or email as often as required to perform the assigned tasks.

Scientific/Medial Photographer: Participates as a member of the planning team and works intimately with scientists, surgeons, anesthesiologists, operating room personnel, and others to determine the extent of coverage to achieve high quality still photography. Confers as necessary with the scientist or surgeon requesting coverage to obtain an understanding of the nature and objective of their research, patient treatment and the conditions under which assignments are to be accomplished. Performs specialized photography on patient posture, skin, eye, and mouth conditions using a wide variety of light sources to display the pathological conditions of the disease. Photographs deep body cavities requiring specialized reflected image techniques, plus carefully selected light sources. Photographs gross specimens immediately after removal from surgical procedures.

Provides patient photographic services using a variety of specialized cameras, lenses and filters, and light sources to produce acceptable end products. Plans and organizes photographic coverage for scientific, technical or medical projects from beginning to end. As needed, assists with public affairs photography, group and portraits of patient and family members. Selects and uses appropriate studio or cameras to meet the custom requirements of specific projects as well as to perform the more routine camera work. Considers the photographic subject matter, artistic and location conditions and requirements of a project in determining equipment, selection and placement. Through adaptation of equipment and constant experimentation with photographic lighting techniques, continually seeks process improvements and better methods to show subtle details. Provides technical advice and instructions to researchers in the use of computer programs such as Adobe Photoshop, and advises researcher on the best and most appropriate file formats for various end uses.

Abilities/Skills/Knowledge Required by the Position:

Well-developed knowledge of anatomy and medical terminology in order to communicate with researchers and physicians regarding images and their presentation.

Knowledge of sterile procedure practices.

Knowledge of a broad range of lighting techniques and equipment to maximize detail and eliminate unwanted shadows or detail-robbing reflections including but not limited to: Brightfield, Darkfield, Differential Interference Contrast, Polarized Light and Polarized Epi-Illumination.

Ability to change photographic technique, or modify existing equipment for specialized usage, in order to produce typical and atypical results that quantify, illustrate, capture the essence and the significant results of NIH research efforts.

Ability to work with digital cameras Knowledge and ability to use and be well versed in Adobe Photoshop and other software

CONTRACT REQUIREMENTS

Minimum one (1) year of relevant experience as a professional photographer.

Experience in a clinical research setting and/or advanced degree preferred

Experience in patient photography in an healthcare environment preferred

Ability to read, write and speak English to effectively communicate with patients and health care providers

1. Government Responsibilities

The government is responsible for:

a. Providing necessary equipment and facilities to support contract completion including access to IT servers, printers, e-mail and calendars.

1) Providing mandatory training as required by the NIH Clinical Center.

MANDATORY TRAINING/ ORIENTATION:

Each person selected to work at the Clinical Center must receive an orientation to the position and the Clinical Center. The government will provide the training listed below. Attendance by Contractor employees is mandatory. In addition, the government may add additional training requirements during the contract period.

Course Initial CC Orientation Mandatory Annual Training

NIH/CC Orientation

Required once upon entry, within 30 days of start date

N/A

NIH EEO & Diversity Awareness Training

1. Sexual Harassment Prevention for Federal Employees

2. No Fear Act

Required upon entry, within 90 days of start date

Annual review required

NIH Information Security Awareness Required upon entry Annual review required

NIH Privacy and Records Management Awareness

Required upon entry Annual review required

NIH Continuity of Operations Overview Required upon entry, within 30 days of start date

Annual review required

NIH Anti-Harassment Program Overview (Video)

Required upon entry, within 30 days of start date

Annual review required

CC Safety and Emergency Procedures

1) Infection Control

Required upon entry within 30 days and ongoing per CC initiatives such as hand

1) Annual review required 2)Annual review required 3)Annual review required

Course Initial CC Orientation Mandatory Annual Training

2) Standard and Universal Precaution

3) Emergency Procedures

4) Fire Safety

5) Patient Safety

6) Prevention of TB in the Workplace

7) Ongoing initiatives – such as Hand Washing

Washing 4)Annual review required 5)Annual review required 6)Annual review required

CC Patient Confidentiality and Privacy

Required upon entry, within 30 days of start date

Annual review required

CC Diversity Appreciation and Service Excellence

Required upon entry, within 30 days of start date

Recommended review every 3 years

CC Quality Improvement Required upon entry, within 30 days of start date

Recommended review as required by supervisor

CC Falls Risk and Prevention Strategies

Annual review required

CC Age Appropriate Care

Recommended review as required by supervisor

CC training shall be completed within 30 days of the initial start date. Certificates of completion shall be sent from the contract staff to the Government COR during initial orientation and annually as required.

SECURITY CLEARANCES

PERSONAL IDENTITY VERIFICATION OF CONTRACTOR PERSONNEL

The NIH adheres to the following FAR Clause 52.204-9, Personal Identity Verification of Contractor Personnel (January 2006) regarding security clearances. The contractor will comply with these requirements.

(a) The Contractor shall comply with agency personal identity verification procedures identified in the contract that implement Homeland Security Presidential Directive-12 (HSPD-12), Office of Management and Budget (OMB) guidance M-05-24, and Federal Information Processing Standards Publication (FIPS PUB) Number 201.

HHS/NIH Identification Name Tag - Each Contractor employee assigned to this contract will be issued an official HHS/NIH Identification Card upon successful completion of HSPD-12 background requirements. If unable to obtain clearance, the individual will not be assigned to perform duties under this contract. These official HHS/NIH identification cards must be worn at all times while performing services under this contract.

Position Sensitivity Designations

(1) The following position sensitivity designations and associated clearance and investigation requirements apply under this contract.

[ ] Level 6: Public Trust - High Risk (Requires Suitability Determination with a BI). Contractor employees assigned to a Level 6 position are subject to a Background Investigation (BI).

[ ] Level 5: Public Trust - Moderate Risk (Requires Suitability Determination with NACIC, MBI or LBI). Contractor employees assigned to a Level 5 position with no previous investigation and approval shall undergo a National

Agency Check and Inquiry Investigation plus a Credit Check (NACIC), a Minimum Background Investigation

(MBI), or a Limited Background Investigation (LBI).

[X] Level 1: Non Sensitive (Requires Suitability Determination with an NACI). Contractor employees assigned to a Level 1 position are subject to a National Agency Check and Inquiry Investigation (NACI).

●All Scientific/Medical Photographer(s) shall undergo a NACI Background Investigation

(2) The Contractor shall submit a roster, by name, position and responsibility, of all staff including Subcontractor staff working under the contract, who will develop, have the ability to access, or host and/or maintain a Federal information system(s). The roster shall be submitted to the Project Officer, with a copy to the Contracting Officer, within 14 calendar days of the effective date of the contract. Any revisions to the roster as a result of staffing changes shall be submitted within 15 calendar days of the change. The Contracting Officer shall notify the

Contractor of the appropriate level of suitability investigations to be performed. An electronic template, "Roster of

Employees Requiring Suitability Investigations," is available for Contractor use at:

http://ais.nci.nih.gov/forms/Suitability-roster.xls.

Upon receipt of the Government's notification of applicable Suitability Investigations required, the Contractor shall complete and submit the required forms within 30 days of the notification. Contractor/Subcontractor employees who have met investigative requirements within the past five years may only require an updated or upgraded investigation.

(3) Contractor/Subcontractor employees shall comply with the HHS criteria for the assigned position sensitivity designations prior to performing any work under this contract. The following exceptions apply:

Levels 5 and 1: Contractor/ Subcontractor employees may begin work under the contract after the Contractor has submitted the name, position and responsibility of the employee to the Project Officer, as described in paragraph

c. (2) above.

Level 6: In special circumstances the Project Officer may request a waiver of the pre-appointment investigation. If the waiver is granted, the Project Officer will provide written authorization for the Contractor/Subcontractor employee to work under the contract.

PRIVACY INFORMATION

The Privacy Act requires agencies to "establish appropriate administrative, technical and physical safeguards to insure the security and confidentiality of information and to protect against any anticipated threats or hazards to their security or integrity which could result in substantial harm, embarrassment, inconvenience, or unfairness to any individual on whom the information is maintained." 5 U.S.C. § 552a(e)(10). In addition, the act "implements and enforce applicable standards, and guidelines on privacy, confidentiality, security, disclosure and sharing of information collected or maintained by or for the agency" and "identify and afford security protections commensurate with the risk and magnitude of the harm resulting from the loss, misuse, or unauthorized access to or modification of information collected or maintained by or on behalf of an agency." 44 U.S.C. § 3506(g).

Contractors should ensure that the employees whose names they submit have a reasonable chance for access approval. Delays associated with rejections and consequent reinvestigations may not be excusable.

Investigations may delay performance, regardless of the outcome of the investigation. The facts surrounding individual cases will determine whether a delay is excusable

Information Technology System Security Specifications

The Contractor agrees to comply with the IT systems security and/or privacy specifications set forth herein; the

Computer Security Act of 1987; Office of Management and Budget Circular A-130, Appendix 3; Security of

Federal Automated Information Systems, and the DHHS Automated Information system Security Program

Handbook, which may be found at the following websites:

Computer Security Act of 1987: http://csrc.ncsl.nist.gov/secplcy/csa_87.txt http://ais.nci.nih.gov/forms/Suitability-roster.xls http://csrc.ncsl.nist.gov/secplcy/csa_87.txt

OMB A-130, Appendix III: http://csrc.ncsl.nist.gov/secplcy/a130app3.txt

DHHS AISSP Handbook: http://irm.cit.nih.gov/policcy/aissp.html

The Contractor further agrees to include this provision in any sub contract award pursuant to this task order.

Failure to comply with these requirements shall constitute cause for termination.

The Contractor shall be responsible for properly protecting all information used, gathered, or developed as a result of the SOW. The Contractor shall establish and implement appropriate administrative, technical, and physical safeguards to ensure the security and confidentiality of sensitive government information, data, and/or equipment.

In addition, during all activities and operations on Government premises, the Contractor shall comply with DHHS, including Operational Division rules of conduct.

(a) Required IT Systems Security Training The Contractor shall assure that each employee has completed the NIH Computer Security Awareness Training

(http://irtsectraining.nih.gov/) prior to performing any work under this task order.

SECURITY AND PRIVACY OF INFORMATION:

NIH IDENTIFICATION:

IDs:

Employees hired to work under this contract will be citizens of the United States or, if aliens, have the appropriate permits to work. Employees must be fluent in the English language. It is the Contractor’s responsibility to perform past performance reference checks in order to insure a secure and safe work environment for NIH.

Each employee selected by NIH/CC to work under this contract must comply with the identification requirements listed below:

1) Obtain a request for DHHS Identification Badge for Contractor(s) from the Patient Support Services Department with Contract Officer’s Representative or designees’ signature.

2) Completes Of306: Declaration For Federal Employment and enters Information in Electronic Questionnaire for Investigations Processing (eQIP) database on the first day e-mail is received.

3) Makes appointment for HHS ID Badge Photograph/Fingerprinting appointment on first day.

4) Obtain Identification Badge within 24 hours of notification badge is ready for pickup Ensure that each employee obtains timely renewal of the DHHS ID badge if it expires and contractor is still employed through this contract.

5) Return DHHS ID badges upon dismissal of an employee or at the termination of the contract to the Program Office.

NIH PARKING:

Parking:

Parking on the campus is limited. Each contractor employee will receive a general parking permit. The Government reserves the right to change parking privileges for Contractor employees any time during the contract period. Contractor employees are encouraged to use alternative or public transportation. The Contractor employee shall abide by all the rules and regulations as set forth by the NIH Police and Parking Office.

1) Submit a request for DHHS Parking Permit for Contractors to the Patient Support Services Department

2) Obtain Parking Permit on the first day of employment.

3) Ensure that each employee obtains timely renewal of the Parking Permit if it expires and contractor is still employed through this contract.

4) Return Parking Permit(s) upon dismissal of an employee or at the termination of the contract to the

Program Office.

QUALITY CONTROL AND MONITORING

Quality Control will be monitored by the Government by conducting periodic review of performance and reviewing customer complaints.

http://csrc.ncsl.nist.gov/secplcy/a130app3.txt http://irm.cit.nih.gov/policcy/aissp.html http://irtsectraining.nih.gov/

The Contractor and the NIH Clinical Center will review performance of the Scientific/Medical Photographer(s) staffing services for meeting the terms and conditions of this contract. This will be accomplished through quarterly status/progress meetings between the NIH Clinical Center personnel responsible for managing and administering this contract (Contracting Officer and Contracting Officer’s Representatives) and the Contractor.

At these meetings, the Government will convey problems/difficulties reported by contract users and recommended solutions will be discussed and mutually agreed to between the Government and the Contractor.

The Contracting Officer will be kept fully informed of any contract performance problems so that appropriate action may be taken.

INFECTIOUS DISEASE COMPLIANCE REPORT:

All employees covered under this contract shall follow all the rules and regulations for infectious disease control.

PSSD Clerks must ensure that they comply with all applicable federal and state government regulations regarding control of infectious diseases in health care facilities (Note: This requirement does not apply to offsite non patient employees). Contractors should consult the specific regulations for further details, exemptions, documentation, and record keeping requirements. Specific examples include, but are not limited to:

Hospital workers must have proof of rubeola (measles) immunity. Workers born after 1956, working at least 20 hours each week, who are newly retained as medical staff, direct or contractual employees, or volunteers shall have documentation of receipt of either one dose of live measles virus vaccination or proof of immunity by blood test for antibody to rubeola. The contractor shall keep the measles vaccination or immunity status of each worker on file.

Workers with occupational exposure to blood or other potentially infectious materials shall be offered the hepatitis B vaccine unless the employee has previously received the complete hepatitis B vaccination series, antibody testing has revealed that the employee is immune, or the vaccine is contraindicated for medical reasons. Employees who decline to accept the hepatitis B vaccination must sign the mandatory declination, as specified in the OSHA standard. The contractor shall maintain these records for at least the duration of employment plus 30 years, in accordance with the standard. (29 CFR Part 1910.1030, OSHA Occupational Exposure to Blood borne Pathogens; Final Rule, Federal Register, Friday December 6, 1991, pp. 64174-64182).

Workers with occupational exposure to blood or other potentially infectious materials must receive annual training in Universal Precautions. For workers in the Clinical Center and/or credentialed to provide patient care, this training is routinely offered by the Hospital Epidemiology Service (HES). Contractors must either provide annual training to their employees with occupational exposure or ensure that they receive training through the HES. Contractors must maintain training records for three years, according to the standard. (29 CFR Part 1910.1030, OSHA occupational Exposure to Blood borne Pathogens).

Workers who have the potential for exposure to M. tuberculosis shall receive counseling, screening, and evaluation. These workers include: persons who routinely have patient contact or who enter patient rooms or examination or treatment rooms; persons who are exposed to M. tuberculosis in a laboratory or morgue; or persons who work in a primate animal care setting. Workers who have positive tuberculin skin test (TST) results or a positive interferon gamma release assay (IGRA), TST or IGRA conversions, or symptoms suggestive of TB should be identified, evaluated to rule out a diagnosis of active TB, and started on therapy or prevention therapy if indicated. The results of pre-placement and periodic TST or IGRA (if indicated must be kept in a retrievable aggregate database by the Clinical Center and on file by the Contractor. Contractor data must be reported to the HES as requested. (Centers for Disease Control and Prevention. Guidelines for preventing the transmission of Mycobacterium tuberculosis in health-care facilities, 2005. MMWR 54 RR 17).

Any contract employee physically working in building 10, irrespective of whether or not the individual may have occupational exposure to M. tuberculosis, must have a pre-placement TST skin test or IGRA and those with positive TST or IGRA must be evaluated as described above.

Workers with occupational exposure to blood or other potentially infectious materials shall be offered post-exposure evaluation and follow-up. The contractor shall maintain these records for at least the duration of employment plus 30 years, in accordance with the standard. (29 CFR Part 1910.1030, OSHA Occupational Exposure to Blood borne Pathogens). The NIH Occupational Medical Service (OMS) provides emergency clinical evaluation and treatment to NIH employees, non-NIH workers, and visitors on campus who report an exposure to potentially infectious materials. If the exposure involves a primate retrovirus, OMS also offers chemoprophylaxis and serologic monitoring. Contractors are responsible for follow-up of exposures other than those involving primate retroviruses.

Contract workers with patient contact must have a pre-placement evaluation for history of chickenpox (varicella) and/or receipt of varicella vaccine. The contractor shall keep the varicella history and/or vaccination status of each worker on file.

Any contractor or contractor employee physically working in building 10 from October through April, shall be required to either be immunized annually with the influenza vaccine or sign a declination form (example attached) for the current year. Records of vaccination or declination shall be kept by the contractor for a period of one year and made available to the HES upon request. (Prevention and Control of Influenza Recommendations of the Advisory Committee on Immunization Practices (ACIP) 2008 MMWR August 8, 2008/VOL 57/No. RR-7); (CC Medical Executive Committee 2008).

PRIVACY ACT COMPLIANCE:

The patient has the right to privacy concerning their medical care. The patient has the right to expect that all communications and records pertaining to their care are treated as confidential. The Service Provider’s employees shall agree to comply with the provisions of the Privacy Act of 1974. Violation of the Act may involve the imposition of criminal penalties.

Any patient data identified/utilized/transmitted will be subject to the Privacy Act and confidentiality requirements under which the Clinical Center operates. All information pertaining to specific Clinical Center patients is protected from unauthorized use or disclosure by the Privacy Act of 1974, as amended, and the agency rules, regulations and policies implementing the Act. Violation of the Act may involve the imposition of criminal penalties.

OPERATIONAL HOURS:

The tour of duty for the photographer will be 7:00 a.m. – 3:30 p.m. Monday – Friday. These hours may change to meet the needs of the research programs or if another photographer is on leave.

The patient Medical/Scientific Photographer is considered an Emergency Employee under the NIH Clinical Center policy, "Designation of Emergency and Non-Emergency Employees for Periods of Inclement Weather or Other Temporary Closings" and must report for duty when other federal employees are dismissed from duty due to inclement weather conditions or for any other reason. The Clinical Center is operational 24 hours a day/7 days a week/365 days a year.

PERIOD OF PERFORMANCE:

The Period of Performance (PoP) for this requirement will consist of a Base Period of twelve (12) months and four

(4) one (1) year Option Periods

Service: Full Time/Part Time/Intermittent – Medical/Scientific Photographer

Hours: 16 hours minimum to 40 hours maximum per week.

Hours will be determined by the Contracting Officer’s Representative/designee.

Lunch: Contractor employees shall receive a thirty (30) minute unpaid lunch break with no other breaks during their official tour of duty.

Location: National Institutes of Health Clinical Center

10 Center Drive, Building 10 Patient Support Services Department (PSSD)

GOVERNMENT RECOGNIZED HOLIDAYS:

New Year’s Day Martin Luther King, Jr., Day Presidents Day Memorial Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day Inauguration Day (D.C. Metro area only, includes NIH)

TOBACCO FREE CAMPUS

The use of all tobacco products (including cigarettes, cigars, pipes, smokeless tobacco, or other tobacco products) is prohibited at all times in all buildings and on all outside property or grounds, including parking areas on the NIH Bethesda Campus, Contractors found to be in violation of this policy will be reported to their supervisor at the contracting organization.