PWS_October_2014.docx

1. PROJECT TITLE

External Accreditation Support Services for USCG Ambulatory Health Care Clinics.

2. BACKGROUND

Under the direction of HSWL SC, the United States Coast Guard (USCG) ambulatory health care clinics are responsible for achieving external accreditation through a civilian accreditation agency with national and state recognition. The USCG operates thirty-five (35) ambulatory health care clinics throughout the contiguous United States, as well as Alaska, Hawaii, and Puerto Rico, offering outpatient medical, dental, and vision care, as well as pharmacy, radiology and laboratory services. Specifically, the types of care provided include outpatient medicine utilizing the patient centered wellness home model, aviation medicine, preventive medicine, physical therapy, optometry, dentistry, gynecology, occupational medicine and dental anesthesiology. The number of medical professionals (e.g., doctors, dentists, pharmacists, optometrists, physician assistants, nurse practitioners, registered nurses) providing care and services at each clinic ranges from one (1) to thirty (30), with an average of five credentialed and/or privileged personnel at each location.

The USCG operates one health care facility that provides overnight health care. The clinic at Training Center Cape May, New Jersey, includes a 25-bed ward for the recruits and active duty members with mild to moderate illnesses requiring overnight treatment.

In accordance with the Department of Defense Directives, health care clinics that provide care to Department of Defense beneficiaries are required to be accredited. Additionally, to ensure continued participation in TRICARE, USCG clinics must be externally accredited.

USCG Headquarters is responsible for maintaining a central repository for all credentials and privileges for USCG health care personnel and facilities. The HSWL SC is responsible for maintaining a central repository for all USCG health care facility accreditations. Approximately 9-12 accreditation surveys are required annually to ensure all Coast Guard clinics remain accredited. The next accreditation survey is due early 2015.

The USCG requires Contractor support to complete the accreditation process. To remain current in standards, the USCG requires the Contractor to provide annual Accreditation Handbook to each clinic, USCG Headquarters and the Health, Safety, and Work-Life Service Center (HSWL SC) as it provides the standards which the Contractor uses to measure the clinics in the survey process.

The USCG requires Contractor employees and surveyors be familiar with current Coast Guard Medical Manual (current version COMDTINST 6000.1E), Quality Improvement Implementation Guide (QIIG) 49 [accreditation Survey Application Process-pending transfer to HSWL SC Technical Directive], and all other instructions relating to credentialing and privileging, peer review process, etc as carried out per USCG established policy and HSWL SC technical directives.

3. SCOPE

The purpose of this Contract’s Performance Work Statement (PWS) is to obtain external accreditation services for the thirty-five (35) Coast Guard ambulatory health care clinics located across the USCG enterprise in the United States and applicable territories.

Service tasks include, but are not limited to:

· providing advice and expertise;

· conducting surveys;

· providing written reports of each clinic survey based on established standards set forth in the contract organizations standards handbook;

· providing certification documentation;

· providing training to selected clinic/organizational staff in person or via webcast annually as determined by the USCG HSWL SC.

This task is performance based and will be awarded on a Firm Fixed Price basis.

4. APPLICABLE DOCUMENTS

4.1. Standard Operating Procedures (SOPs). SOPs and Process Guides are a set of instructions covering those features of current operations that lend themselves to a definite or standardized procedure without loss of effectiveness. A clinic develops an SOP or Process Guide to ensure correct adherence to internal procedures as derived by policy, instruction, and technical directive. Unless otherwise instructed, employees should follow the SOP or Process Guide if available and it does not conflict with policy and HSWL SC Instructions and Technical Directives.

4.2. Commandant Instructions and Manuals. Policy published by the Coast Guard Commandant.

4.3. HSWL SC Instructions and Technical Directives. Instructions and Technical Directives are a set of instructions on the implication of policy through which clinic specific SOPs be derived. These documents guide process and procedures based on policy.

5. PERFORMANCE REQUIREMENTS

This contract includes a Performance Requirements Summary (PRS) in section 14. In general, the PRS sets forth the expected outcomes (objectives) of the contract, the service(s) required of the Contractor to achieve the objectives, a performance standard per outcome, and a plan for a reduction in payment in the event the Contractor does not meet the performance standard. The PRS is not an exclusive remedy and inclusion of the PRS does not preclude the Government from using any other remedy available by law or contract terms, including reductions in payment in accordance with any clause for inspection of services.

5.1. GENERAL TASKS

5.1.1. Kick-Off Meeting - The Contractor shall attend a Kick-Off Meeting with the Contracting Officer and the COR not later than ten (10) business days after the date of award. The purpose of the Kick-Off Meeting, which will be chaired by the Contracting Officer, is to discuss technical and contracting objectives of the PWS and review the Contractor's project plan. The Kick-Off Meeting will be held at the Government’s facility.

5.1.2. Project Plan – For this contract, the Contractor shall provide a draft Project Plan at the Kick-Off meeting for Government review and comment. The Contractor shall provide a final Project Plan to the COR no later than 10 business days after the Kick-Off Meeting.

5.1.3. Progress Reports - The Project Manager shall provide a progressive quarterly progress report to the COR and Contracting Officer via electronic mail. This report shall include a summary of all Contractor work performed under this contract, an assessment of technical progress, schedule status, and any Contractor concerns or recommendations for the previous quarter. Additional report requirements may be specified in each task order.

5.1.4. Progress Meetings - The Contractor shall be available to meet with the Contracting Officer and COR upon request for a progress meeting on an ‘as needed’ basis to address technical aspects of the survey process and concerns raised by the facility surveyed that requires immediate address or rectification. These meetings shall take place at the Government's facility or via telephone conference. The Contractor shall be responsible for keeping the Contracting Officer and COR informed about Contractor status throughout the performance period of this task order, and ensure Contractor activities are aligned with Coast Guard objectives.

5.2. REQUIREMENTS

The purpose of this Contract’s Performance Work Statement (PWS) is to obtain external accreditation services for a total of thirty-five (35) Coast Guard ambulatory health care clinics located Coast Guard wide in the United States and applicable territories. Services will include, but will not be limited to: providing advice and expertise; conducting surveys; providing written reports of each clinic survey based on established standards set forth in the contract organizations standards handbook; providing certification documentation; and providing three (3) trainings via the web or one 2 day session in person in a central location. This task is performance based and will be awarded on a Firm Fixed Price basis. The applicable standards handbook shall be provided to the Health, Safety, and Work-Life Service Center (HSWL SC), Headquarters (as the governing body) and each clinic that will be surveyed at the beginning of the option period. These costs should be included in the Firm Fixed Price quoted.

5.3. ACCREDITATION SURVEY REPORT

The Contractor shall be responsible for conducting accreditation surveys for USCG ambulatory health care clinics, and render an accreditation decision for each surveyed clinic.

5.3.1. The Contractor shall assess each USCG clinic for compliance with USCG established policy as identified within current Coast Guard Medical Manual (with additional focus on Chapter 13, Section A), Quality Improvement Implementation Guide (QIIG) 49 [accreditation Survey Application Process], established policies/procedures/technical directives within the Coast Guard and recognized national health care standards as they relate to ambulatory health care clinics.

5.3.2. The Contractor shall provide technical advice and feedback during and after each survey to assist the USCG in continuously improving health care for USCG personnel. The Contractor, however, has no authority to alter the current USCG policy, instructions, and directives.

5.3.3. The Contractor shall conduct survey activities (e.g., interviews, site surveys) involving clinic staff members between the hours of 0800 and 1600 (local time) Monday through Friday, except Federal holidays

5.3.4. The Contractor shall coordinate all survey activities in advance with designated USCG personnel at each clinic locations.

5.3.5. The Contractor shall make every attempt to complete all surveys and render a final accreditation decision in time to meet USCG scheduling requirements to ensure all surveys are competed without lapse in accreditation and in accordance with the established schedule. Please refer to section 14 of the Performance Work Statement regarding any reductions for late surveys.

5.3.6. In the event a clinic or the Health, Safety, Work-Life Service Center (HSWL SC) disagrees with the Contractor’s findings and decision, the Contractor will provide a process for appeal and reconsideration.

5.4. POST-SURVEY REPORT

At the conclusion of each accreditation survey, the Contractor shall meet with the designated USCG personnel at each clinic location, present a summary of the survey findings, and discuss any provisions, deficiencies, and recommendations.

5.5. REPORT REQUIREMENTS

The Contractor shall provide written reports for each accreditation survey detailing all findings, provisions, deficiencies, and surveyor recommendations for improvement based on established survey standards.

5.6. CONTRACTOR FURNISHED PROPERTY

The Contractor shall furnish all facilities, materials, equipment and services necessary to fulfill the requirements of task orders under this contract, except for the Government Property specified in this work statement.

5.6.1. The Contractor shall provide a final copy of the Accreditation Decision Report and process for obtaining accreditation certification to the COR for centralized filing/maintenance at the USCG Headquarters and the Health, Safety, and Work-Life Service Center (HSWL SC).

5.7. CONTRACTOR PERSONNEL

5.7.1. Project Manager – The Contractor shall provide a Project Manager who shall be responsible for all Contractor work performed under this contract. The Project Manager is further designated as Key by the Government (see PWS 5.7.5).

· The Project Manager shall be a single point of contact for the Contracting Officer and the Contracting Officer’s Representative (COR).

· It is anticipated that the Project Manager shall be one of the senior level employees provided by the Contractor for this work effort.

· The name of Project Manager, and the name(s) of any alternate(s) who shall act for the Contractor in the absence of the Project Manager, shall be provided to the Government as part of the Contractor's proposal.

· During any absence of the Project Manager, only one alternate shall have full authority to act for the Contractor on all matters relating to work performed under this contract.

· The Project Manager and all designated alternates shall be able to read, write, speak and understand English.

· The Contractor shall not replace the Project Manager without prior acknowledgement from the Contracting Officer.

· Project Manager or approved alternate shall be available to the Contracting Officer’s Representative (COR) via telephone and/or email between the hours of 0800 and 1630 Eastern Standard Time (EST), Monday through Friday, and shall respond to a request for discussion or resolution of technical problems within 24 hours of notification.

5.7.2. Qualified Personnel – The Contractor shall provide qualified personnel to perform all requirements specified under this CONTRACT.

5.7.3. Conflict of Interest – The Contractor shall not employ any person who is an employee of the United States Government if that employment would, or would appear to cause a conflict of interest.

5.7.4. Surveyors – The Contractor shall provide surveyors who are trained and experienced in conducting surveys in Coast Guard Health Care facilities. Surveyors should be knowledgeable or familiar in accessing Coast Guard websites for documents including the Coast Guard Medical Manual, instructions and technical directives provided by the Coast Guard to its health care facilities in matters related to the survey process. The Surveyor is further designated as Key by the Government (see PWS 5.7.5).

5.7.5. Key Personnel – The Contractor shall provide personnel who are trained and experienced in conducting surveys in Coast Guard Health Care facilities. Before replacing any individual designated as Key by the Government, the Contractor shall notify the Contracting Officer no less than 15 business days in advance, submit written justification for replacement, and provide the name and qualifications of any proposed substitute(s). All proposed substitutes shall possess qualifications equal to or superior to those of the Key person being replaced. The Contractor shall not replace Key Contractor personnel without acknowledgement from the Contracting Officer. The Government may designate additional Contractor personnel as Key in this contract.

6. DELIVERABLES

6.1. General Report Requirements – The Contractor shall provide all written reports and deliverables in electronic format with read/write capability using applications that are compatible with Coast Guard Standard Workstation III (current Microsoft Operating System in use and Microsoft Office Applications).

6.2. Performance Requirements Summary – This contract includes a Performance Requirements Summary (PRS). In general, the PRS sets forth the expected outcomes (objectives) of the contract, the service(s) required of the Contractor to achieve the objectives, a performance standard per outcome, an a plan for a reduction in payment in the event the Contractor does not meet the performance standard. The PRS is not an exclusive remedy and inclusion of the PRS does not preclude the Government from using any other remedy available by law or contract terms, including reductions in payment in accordance with any clause for inspection of service.

6.3. Intellectual Property – All Contractor developed processes and procedures and other forms of intellectual property first developed under this contract shall be considered Government property.

6.3.1. All documentation, electronic data and information collected by the Contractor and entered into or generated in support of this task order shall be considered Government property, and shall be returned to the Government at the end of the performance period.

Note: PWS 6.3.2 begins on next page

6.3.2. The Contractor shall consider in BOLD as having mandatory due dates. Items noted as “COR Checkpoints” are deliverables or events that must be reviewed and approved by the COR prior to proceeding to the next deliverable or event in this SOW.

The Government will provide concurrence/comments within 10 business days from receipt of the report.

7. GOVERNMENT FURNISHED RESOURCES

The Government will provide the following information to the Contractor for work required under this contract:

7.1. Government Furnished Information. The Government will provide a list of all USCG clinics to the Contractor concurrent with the Kick Off meeting, including contact information, liaison support, and a breakdown of each clinic’s health care operations and personnel.

8. PLACE OF PERFORMANCE

The primary place of performance will be at the Contractor’s facility with travel to USCG clinics located throughout the United States, including Alaska, Hawaii, and Puerto Rico, as identified in the schedule provided to the COR.

8.1. Hours of Operation. The Contractor will coordinate all survey activities with each USCG clinic and conduct all site visits, interviews, meetings, and discussions with USCG personnel between the hours of operation established in section 5.3.3. For meetings between the Contractor, the COR and the USCG Health, Safety, and Work-Life Service Center (HSWL SC), it is necessary to conduct these meetings during regular business hours, 0800-1630 Eastern Standard Time.

8.2. Travel. For the purpose of conducting the survey, the Contractor will travel to USCG clinics located throughout the United States, including Alaska, Hawaii, and Puerto Rico, as identified in the schedule. There will be no separate travel line item.

9. PERIOD OF PERFORMANCE

The period of performance for this contract is one year from the date of award with four (4) one-year (12 months) options.

10. SECURITY

Contractor access to classified information is not currently required under this statement of work. Therefore, at this time, Contractor employees are not required to have a Secret Clearance. However, the Contractor shall be knowledgeable on HIPAA Rules and Regulations and their employees (surveyors) are required to have completed all necessary training required under the HIPAA Rules and Regulations. Additionally, the Contractor shall not have unescorted or unaccompanied access into locked files or files requiring password access. Information review by the Contractor in these files shall not be shared with other than the Government, specifically the USCG Health, Safety, and Work-Life Service Center (HSWL SC).

10.1. Protection of Information. Contractor access to information protected under the Privacy Act is required under this task order. Contractor employees shall safeguard this information against unauthorized disclosure or dissemination in accordance with the law and Government policy and regulation.

10.1.1. Contractor access to proprietary information is required under this task order. Contractor employees shall safeguard this information against unauthorized disclosure or dissemination in accordance with DHS MD 11042.1, Safeguarding Sensitive but Unclassified (SBU) Information.

10.2. Employee Identification. Contractor employees visiting Government facilities shall wear an identification badge that, at minimum, displays the Contractor name, the employee’s photo, name, clearance-level and badge expiration date. Visiting Contractor employees shall comply with all Government escort rules and requirements. All Contractor employees shall identify themselves as Contractors when their status is not readily apparent and display all identification and visitor badges in plain view above the waist at all times.

10.3. Employee Conduct. Contractor employees and survey personnel will present a professional appearance at all times and their conduct will not reflect discredit upon the Contracting Organization, the United States, the Department of Homeland Security, and the USCG.

10.4. Removing Employees for Misconduct or Security Reasons. The Government may, at its sole discretion, direct the Contractor to remove any Contractor employee from U.S. Coast Guard facilities for misconduct or security reasons. Removal does not relieve the Contractor of the responsibility to continue providing the services required under this contract. The Contracting Officer will provide the Contractor with a written explanation to support any request to remove an employee.

11. SECTION 508 COMPLIANCE

Section 508 of the Rehabilitation Act (29 U.S.C. 794d), as amended by the Workforce Investment Act of 1998 (P.L. 105-220), August 7, 1998, requires that when Federal agencies develop, procure, maintain, or use electronic and information technology, they must ensure that it is accessible to people with disabilities, unless it would pose an undue burden to do so. Federal employees and members of the public who have disabilities must have access to and use of information and services that is comparable to the access and use available to non-disabled Federal employees and members of the public.

All electronic and information technology (EIT) deliverables within this work statement shall comply with the applicable technical and functional performance criteria of Section 508 unless exempt. Specifically, the following applicable standards have been identified:

36 CFR 1194.22 – Web-based Intranet and Internet Information and Applications, applies to all Web-based deliverables, including documentation and reports procured or developed under this work statement. When any Web application uses a dynamic (non-static) interface, embeds custom user control(s), embeds video or multimedia, uses proprietary or technical approaches such as, but not limited to, Flash or Asynchronous Javascript and XML (AJAX) then “1194.21 Software” standards also apply to fulfill functional performance criteria.

36 CFR 1194.31 – Functional Performance Criteria applies to all EIT deliverables regardless of delivery method. All EIT deliverable shall use technical standards, regardless of technology, to fulfill the functional performance criteria.

36 CFR 1194.41 – Information Documentation and Support, applies to all documents, reports, as well as help and support services. To ensure that documents and reports fulfill the required “1194.31 Functional Performance Criteria”, they shall comply with the technical standard associated with Web-based Intranet and Internet Information and Applications at a minimum. In addition, any help or support provided in this work statement that offer telephone support, such as, but not limited to, a help desk shall have the ability to transmit and receive messages using TTY.

Exceptions for this work statement have been determined by DHS and only the exceptions described herein may be applied. Any request for additional exceptions shall be sent to the COR and determination will be made in accordance with DHS MD 4010.2. DHS has identified the following exceptions that may apply:

36 CFR 1194.2(b) – (COTS/GOTS products), When procuring a product, each agency shall procure products which comply with the provisions in this part when such products are available in the commercial marketplace or when such products are developed in response to a Government solicitation. Agencies cannot claim a product as a whole is not commercially available because no product in the marketplace meets all the standards. If products are commercially available that meet some but not all of the standards, the agency must procure.

12. GOVERNMENT TERMS & DEFINITIONS.

There are no inclusions under this heading.

13. REFERENCES.

Department of Defense Directive 6025.13 The Health Insurance Portability and Accountability Act of 1996 (HIPAA) Privacy, Security and Breach Notification Rules

14. PERFORMANCE REQUIREMENT SUMMARY (PRS)

The PRS table on the next page reflects the deliverables considered by the Coast Guard to be most important for the successful performance of this task order. This includes the expected standards of performance and positive or negative incentives.

CONTRACTOR EXTERNAL ACCREDITATION SUPPORT SERVICES FOR U.S. COAST GUARD AMBULATORY HEALTH CARE CLINICS

PERFORMANCE WORK STATEMENT (PWS)

SOLICITATION NO: HSCG23-15-R-P1C000

Solicitation No: HSCG23-15-R-P1C000