PWS - Cancer Registry Services.docx

PERFORMANCE WORK STATEMENT

PERFORMANCE WORK STATEMENT

Remote Cancer Registry Services for Madigan Army Medical Center and Tripler Army Medical Center

1. GENERAL: This is a non-personal services contract to provide remote (off-site) cancer registry services for Madigan Army Medical Center (MAMC) and Tripler Army Medical Center (TAMC). The Government will neither supervise Contractor employees nor control the method by which the Contractor performs the required tasks. Under no circumstances will the Government assign tasks to, or prepare work schedules for, individual Contractor employees. It shall be the responsibility of the Contractor to manage its employees and to guard against any actions that are of the nature of personal services, or give the perception of personal services. If the Contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the Contractor's responsibility to notify the Contracting Officer immediately.

1.1 BACKGROUND.

1.1.1 Madigan Army Medical Center and Tripler Army Medical Center each diagnose and treat around 500 patients with newly diagnosed cancer annually. The Tumor Registry maintains records and follow-up information on all patients diagnosed and/or treated for cancer and certain related diseases since the reference date 1 January 1974 and 1 January 2005, respectively, for the purpose of research. All malignancies and certain reportable benign conditions diagnosed will be accessioned into the registry according to the reportable list published by the North American Association of Central Cancer Registries in collaboration with Surveillance, Epidemiology, and End Results (SEER) Division of the National Cancer Institute and the Commission of Cancer.

1.1.2 International Classification of Diseases for Oncology (ICD-O3); Self Instructional Manuals for Tumor Registrars from SEER; User’s Manual from the Automated Centralized Tumor Registry (ACTUR); ONCOLOG; Program Manual from the American College of Surgeons/American Joint Commission on Cancer (ACoS/AJCC); ACoS Facility Oncology Registry Data Standards; AJCC Manual for Staging of Cancer; SEER Collaborative Staging Manual and any relevant updates or replacements are used to decrease the morbidity and mortality of patients with cancer by improving cancer control efforts in prevention, early diagnosis, pretreatment evaluation, staging, treatment, rehabilitation and surveillance for recurrent and multiple primary cancers and to enhance the cancer of the terminally ill patient.

1.2 SCOPE.

1.2.1 The contractor shall provide all personnel, management, administration, facilities, materials, equipment, and services except as identified in Paragraph 3, Government-furnished equipment, necessary to perform non-personal, remote cancer registry services for MAMC & TAMC.

1.2.2 The scope is also inclusive of any related cancer registry functions or tasks, such as physician queries, data entry, and abstracting coding information into Automated Central Tumor Registry (ACTUR), ONCOLOG, Health Artifact and Image Management Solutions (HAIMS), Joint Legacy Viewer (JLV), COPATH, and MHS GENESIS that leads to the remote finding and abstracting of clinical information.

1.2.3. Place of Performance. The services provided under this contract will be performed remotely (off-site) at contractor facilities. For purposes of off-site remote cancer registry services, a contractor facility is inclusive of CSP performing services at any site the Contractor deems acceptable, safe, and conducive for work.

1.3 COMMERCIAL STANDARDS. Performance shall be in accordance with the standards contained in the Performance of Work (PWS) and all pertinent Department of Defense (DoD) Directives.

1.3.1. Commercial Industry References.

1.3.1.1 International Classification of Diseases for Oncology (ICD-O3);

1.3.1.2 Self-Instructional Manuals for Tumor Registrars from SEER;

1.3.1.3 User’s Manual from the Automated Centralized Tumor Registry (ACTUR); Comment by SWITZER.STEPHANIE.B.CIV.1162250767: Should FORDS and OCD be on this list?

Baroldy: Your call, if you deem FORDS and OCD important, then include them. Recommend you spell out the acronyms similar to ACTUR and the other acronyms you used.

1.3.1.4 User’s Manual and/or training from the Tumor Registry ONCOLOG;

1.3.1.5 Program Manual from the American College of Surgeons/American Joint Commission on Cancer (ACoS/AJCC);

1.3.1.6 ACoS Facility Oncology Registry Data Standards;

1.3.1.7 AJCC Manual for Staging of Cancer; and

1.3.1.8 SEER Collaborative Staging Manual.

1.4 KEY PERSONNEL. The following personnel are considered key personnel by the Government: Contract Manager and Alternate Contract Manager or equivalents. The contractor shall provide a contract manager who shall be responsible for the performance of the work. The Contract Manager and Alternate Contract Manager or equivalents shall be designated in writing to the Contracting Officer Representative (COR) when a Task Order (TO) is issued. The Contract Manager and Alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. For key personnel qualifications, see PWS 4.0, Contractor-Furnished Material, Equipment, and Qualifications.

1.4.1 The contractor shall designate key personnel, in writing, and submit to the COR prior to contract performance start date.

1.4.2 The key personnel shall be available for government contact via email and telephone, during designated business hours for MAMC & TAMC. Any changes to the key personnel shall be submitted to the COR in writing not later than five (5) business days prior to change of key personnel.

1.5 APPLICATION VIRTUALIZATION HOSTING ENVIRONMENT (AVHE)/MHS GENESIS.

1.5.1 AVHE Guidelines. The contractor shall comply with the AVHE (most current version) guidelines. The AVHE is a public domain and is the framework for providing DoD-medical user’s access to a list of client applications (COPATH, Joint Legacy Viewer (JLV), HAIMS, and CCE) and delivering these applications through a web browser. AVHE is a Citrix-based capability that is hosted worldwide at each regional MHS Application Access Gateway (MAAG) sites. Each MAAG site represents a centrally-managed, standard, integrated, and robust computing infrastructure to support the delivery of applications and services to the entire MHS community. The AVHE Users Guide may be obtained at https://avhe- support.health.mil/. Other Citrix-based capability may be used to access MHS GENESIS. The DHA Service Center will manage account provisioning processes for AVHE and the Citrix-based platform to access MHS GENESIS.

1.5.1.1 The current uptime for AVHE is 99.6%. This uptime is calculated based on any outages caused by the WAN, network, JAD authentication, SVHE hosting platform and the AVHE platform itself. The Contractor shall notify the COR within 1 hour with any downtime that interferes with completion of work.

1.5.1.2 The contractor may experience AVHE network latency for different reasons (home wifi/ISP, DISA WAN routing changes, etc); however, the Independent Computing Architecture (ICA) protocol that Citrix uses for AVHE connections is distinguished as reasonably latency tolerant compared to most application protocols. The Contractor shall notify the COR within 1 hour with any downtime that interferes with completion of work.

1.5.1.3 The AVHE has two maintenance windows per month (on Saturdays) that are coordinated through the Defense Health Agency Global Service Center (DHAGSC) Change Management and Notification processes. The AVHE maintenance is considered non-impactful and does not result in an outage at an AVHE site as all of the AVHE components (servers, etc.) are highly available so a single server can be patched while the other takes on the load.

1.5.2 AVHE System Requirements. The contractor shall comply with and maintain the following system requirements for each Contract Service Provider (CSP) not later than (NLT) 60 calendar days after Task Order (TO) award and throughout the duration of contract:

1.5.2.1 Army Training Certification Tracking System (ATCTS). All CSPs requiring network access to the hosted applications shall successfully register in the Army Training Certification Tracking System (ATCTS). The ATCTS website for registration is located at https://atc.us.army.mil/iastar/registration.php. The contractor is responsible for maintaining an active database of CSPs ATCTS status and providing status to the CORs, as requested. All CSPs are identified as general users and should be annotated on the DD Form 2875, System Authorization Access Request (SAAR) as IT Level 2.

1.5.2.1.1 Contractor personnel do not require access to classified data. Per the National Industrial Security Program Operating Manual (NISPOM) and AR 25-2, in order to gain access to and fully utilize the Army Medical Department (AMEDD) electronic network and to gain access to patient data as protected by the Health Insurance Portability and Accountability Act (HIPAA), all contract personnel must have an IT-II Clearance. Prior to the start of the contract period, the contractor shall ensure necessary actions have been taken such that the person performing work contained herein has an IT-II clearance unless MTF security deems interim clearance is acceptable.

1.5.2.2 DoD Information Assurance (IA) Awareness Training. All CSPs requiring a DoD Common Access Card (CAC) (e.g., smart card) and network access to the hosted applications shall successfully complete the DoD Information Assurance Awareness before issuance of network access. Successful completion of the current version of this training must be accomplished annually thereafter. All contractor employees working IA/IT functions must comply with DoD and Army training requirements in DoDD 8570.01, DoD 8570.01-M, and AR 25-2 within six months of employment. Each CSP shall access DoD Information Assurance Awareness Training at the Cyber Security Training Center website, “DoD Cyber Awareness Challenge Training via Joint Knowledge Online (JKO). Please refer to the Joint Knowledge Online (JKO) Instructions on accessing JKO. The contractor is responsible for maintaining an active database of CSPs IA training status and providing initial and annual training certificates to the CORs, annually.

1.5.2.3 DoD Common Access Card (CAC). The government will provide a DoD CAC smart card to each contract service provider performing tumor registry services. The AVHE requires the use of a CAC to gain access to published applications. See PWS 1.6 for Trusted Associated Sponsorship System (TASS)) for instructions regarding CAC issuance.

1.5.2.4 Medical Joint Active Directory Account. Each CSP requiring access to AVHE shall have an account in the medical Joint Active Directory Environment. The contractor shall contact the DHA Global Service Center at https://support-gsc.health.mil to create a Joint Active Directory account for each CSP requiring access to AVHE.

1.5.2.5 Citrix Client and End User Device Configuration Settings. Each end user device (EUD) that is used to access AVHE shall meet the following system requirements:

1.5.2.5.1 Citrix Receiver Client. Citrix Receiver 4.2.100 client is the minimum recommended client and can be downloaded from the following URL: https://io.dha.health.mil/fls/fls_avh/CitrixRecieverWeb.zip.

1.5.2.5.2 DoD Root Certificates. DoD Root Certificates allow the web browser to trust the identity of the AVHE websites that deliver published applications. The DoD Root Certificates may be obtained from http://iasecontent.disa.mil/pki-pke/InstallRoot_NonAdmin_4.1.msi or http://iase.disa.mil/pki-pke/Pages/tools.aspx under “Trust Store.”

1.5.2.5.3 Smartcard Reader and Associated Middleware. In order to access published applications from AVHE, each EUD shall include a smartcard reader and associated or required middleware (e.g., Active Client.).

1.5.2.5.4 For any issues regarding the accessing of applications on AVHE, the contractor shall contact the DHA Global Service Center (DHAGSC) at (800) 600-9332 (or by using the appropriate country access code for OCONUS) or via email at servicecenter@dha.mil. To submit a support ticket via the web, log on to the DHAGSC Remedy Service Request Management module at https://servicecenter.dha.health.mil/ and search for “AVHE” (requires an active Remedy account).

1.5.3. Accessing Published (Hosted) Applications on AVHE. For each CSP, the contractor shall comply with and maintain the following MHS application access requirements not later than 30 calendar days after initial CAC issuance and throughout the contract duration:

1.5.3.1 HIPAA and Privacy Act Training. All CSPs requiring network access to the hosted applications shall successfully complete the MHS Privacy Act and Health Insurance Portability and Accountability Act (HIPAA) Privacy and Security training prior to access to the hosted applications and then annually thereafter. The contractor shall submit a copy of the Privacy Act and HIPAA course certificate along with the completed SAAR and DoD IA Awareness training certificate to the COR for each affected CSP. The contractor is responsible for maintaining an active database of CSPs HIPAA and Privacy Act training status and providing initial and annual training certificates to the COR, annually. The course is accessible via Joint Knowledge Online (JKO). Please refer to the Joint Knowledge Online (JKO) Instructions on accessing JKO.

1.5.3.2 In order to gain network access to given applications (e.g., ACTUR, ONCOLOG, COPATH, JLV, HAIMS, and CCE), the contractor shall complete a SAAR, DA Form 2875. The contractor shall submit a completed SAAR to the COR for all hosted applications required for the CSP to perform medical records coding. The COR shall coordinate the review/approval of the SAAR for contractor access for all requested hosted applications. The fillable PDF form is located http://www.dtic.mil/whs/directives/forms/eforms/dd2875.pdf.

1.5.3.3 Upon government approval of the SAAR for the hosted applications, the CSP shall access the applications on site-specific software URL and AVHE URLs. The CSP shall open its web browser and enter the site specific AVHE URL into the address bar. The list of AVHE site specific URLs are located in the AVHE Users Guide.

1.5.3.4 The Government will provide unique training for MHS GENESIS, Joint Legacy Viewer (JLV), and CCE (see PWS 3.0, Government-Furnished Services).

1.6 TRUSTED ASSOCIATED SPONSORSHIP SYSTEM (TASS).

1.6.1 The contractor shall comply with agency personal identity verification procedures 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.

1.6.1.1 The contractor shall comply with agency personal identity verification procedures in all subcontracts when the subcontractor is required to have physical access to a federally-controlled facility or access to a Federal information system.

1.6.1.2 The contractor shall ensure compliance with the provisions set forth below. For purposes of Federal Acquisition Regulation (FAR) 52.204-9, the government will designate Trusted Agents (TAs). The government reserves the right to amend or supplement these provisions pursuant to the changes clause in the contract.

1.6.1.3 The contractor is responsible for absences of CSPs due to expired identification and access documents. Such absences shall not relieve the contractor of its obligation to perform the services required under this contract.

1.6.1.4 The government will sponsor the CSPs for an Army Knowledge Online (AKO) account. All CSP email addresses will identify them as a contractor and use the format firstname.lastname.ctr@ mail.mil. AKO will be discontinued by the government when the CSPs no longer require access.

1.6.1.5 The Government TA will send a notice through the TASS to the AKO e-mail address provided in accordance with (IAW) the above requirement. The CSPs user ID and password will be provided in the email and shall require a change at first log-in. In the event the e-mail message is not received the contractor may request the username and password from the TA and proceed to the website https://www.dmdc.osd.mil/tass to complete the process.

1.6.1.6 The CSP shall log into the TASS and complete the verification process by submitting the application back to the TA for approval.

1.6.1.7 The application will be accepted, returned, or rejected by the TA. Notice as to whether the application has been accepted, returned or rejected will be provided to the individual's e-mail address provided within 48 hours after submission. If the application is returned or rejected, the CSP shall contact the TA and comply with the TA's guidance to attempt to correct and resolve the issues.

1.6.1.8 Upon approval of the application, the CSP shall receive an e-mail sent to the address provided stating the CAC application was approved. The applicant must then go to a RAPIDS Issuing Facility to have the government credential issued. The CSP must present two acceptable forms of ID which include: Driver's License, Military ID, Contractor Company ID with picture and expiration date, charge card with picture imprinted, or passport. RAPIDS site locations may be found at https://rapidsappointments.dmdc.osd.mil/(S(05n5pqao5euc01oaodj3isk3))/appointment/default.aspx.

1.6.1.9 Revalidation Requirements. The TA is required to revalidate all CSPs, in the TASS, every 180 calendar days. In the event revalidation is denied, the CAC credentials shall be revoked and the CAC will not be useable to login.

1.6.1.10 Out-processing Requirements. When a CSPs performance under this contract ceases, the CSP shall personally bring the CAC to the TA and complete the DA Form 2962. The TA will revoke the CAC from the TASS. Comment by SWITZER.STEPHANIE.B.CIV.1162250767: Can this be sent via registered mail with a tracking number? Or be turned into any base CaC or ID card office?

Baroldy: Not 100% sure, this is a question the trusted agent should answer.

1.7 ACCESS AND GENERAL PROTECTION/SECURITY POLICY AND PROCEDURES.

1.7.1 Contractor and all associated sub-contractor employees shall provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services or Security Office. Contractor workforce must comply with all personal identity verification requirements (FAR clause 52.204-9, Personal Identity Verification of Contractor Personnel) as directed by DOD, Headquarters, Department of the Army and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any individual facility or installation change, the Government may require changes in contractor security matters or processes.

1.7.2 Contractor and all associated sub‐contractors employees shall comply with adjudication standards and procedures using the National Crime Information Center Interstate Identification Index and Terrorist Screening Database (Army Directive 2014‐05/AR 190‐13), applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by government representative), or, at OCONUS locations, in accordance with status of forces agreements and other theater regulations.

1.7.2.1 For contractors requiring Common Access Card (CAC). The contractor shall coordinate with the COR for adjudication procedures for Tier 1 background investigations for each CSP. Before CAC issuance, the contractor employee requires, at a minimum, a favorably adjudicated Tier 1 investigation in accordance with Army Directive 2014-05. The contractor employee will be issued a CAC only if duties involve one of the following: (1) Both physical access to a DoD facility and access, via logon, to DoD networks on-site or remotely; (2) Remote access, via logon, to a DoD network using DoD-approved remote access procedures; or (3) Physical access to multiple DoD facilities or multiple non-DoD federally controlled facilities on behalf of the DoD on a recurring basis for a period of 6 months or more. At the discretion of the sponsoring activity, an initial CAC may be issued based on a favorable review of the FBI fingerprint check and a successfully scheduled Tier 1 at the Office of Personnel Management.

1.7.2.1.1 Army Federal Investigative Standards (FIS). In accordance with FIS, the Office of Personnel Management (OPM) implemented Tier 1 background investigations and discontinued the National Agency Check with Inquiries (NACI) on 1 October 2014. A Tier 1 (T1) represents the type of background investigation to be conducted for this effort. A Tier 1 is required for each CSP to access the DOD computer network.

1.7.2.1.2 The preferred method for the submission of fingerprints is via digital fingerprint machine through the Defense Manpower Data Center (DMDC) Secure Web Fingerprint Transaction (SWFT +) System. Digital fingerprints may be submitted at Army security offices. If digital fingerprints are not possible, a candidate must submit ink prints on the Standard Form 87 Finger Print Card. The use of hard copy fingerprint cards will delay the security review. The preparation and submission of the Tier 1 shall be at the expense of the Government, upon commencement of services. The contractor shall advise their employees that a positive report is needed as a condition of employment under this contract. If the results of the Tier 1 investigation result in derogatory findings, the Contractor shall be responsible for and pay all costs associated with the Tier 1 investigation. The Government will not reimburse these costs.

1.7.3 OPSEC Training.

1.7.3.1 Per AR 530-1, Operations Security, new contractor employees must complete Level I OPSEC training within 30 calendar days of reporting for duty. All contractor employees must complete annual OPSEC awareness training. (Compliance is required for all Task Orders.) The contractor is responsible for maintaining an active database of CSPs OPSEC training status and providing initial and annual training certificates to the CORs, annually.

1.7.3.2 OPSEC Standing Operating Procedure/Plan. If required via individual Task Order, the contractor shall develop an OPSEC Standing Operating Procedure (SOP)/Plan within 90 calendar days of contract award, to be reviewed and approved by the responsible Government OPSEC Officer, per AR 530-1, Operations Security. This SOP/Plan will specify the government's critical information, why it needs to be protected, where it is located, who is responsible for it, and how to protect it. In addition, the contractor shall identify an individual who will be an OPSEC Coordinator. The contractor will ensure that this individual becomes OPSEC Level II certified in accordance with AR 530-1.

1.7.4 The contractor shall ensure that its CSPs entering government-controlled installations or facilities have in advance obtained access badges, passes or related equivalent documentation in accordance with facility regulations, so as not to delay the accomplishment of contracted services.

1.7.5 The CSPs operating contractor or personal vehicles on Federal property shall possess an operator's license for the category of vehicle being operated and automobile insurance as required by regulations/laws governing said Federal property. Privately owned and contractor vehicles are subject to being searched pursuant to applicable regulations.

1.7.6 Force Protection Condition (FPCON) impact on work levels. During FPCONs Charlie and Delta all services at Army-controlled installations or facilities are discontinued; therefore, these contract services will be suspended accordingly. The COR will notify the contractor when services will resume when the FPCON level is reduced to level Bravo or lower. This contract and its CSPs are not considered mission essential.

1.8 INFORMATION ASSURANCE, SECURITY, AND CONFIDENTIALITY

1.8.1 Contract service providers will be issued a Common Access Card (CAC) which is required for access to AVHE hosted applications and MHS GENESIS.

1.8.2 The processing of records shall require utilization of Health Artifact and Image Management Solution (HAIMS), ACTUR, ONCOLOG, COPATH, JLV, CCE, via the AVHE platform. MHS GENESIS will be accessed through a Citrix-based capability. The DHA Service Center will manage account provisioning processes for this Citrix-based platform to access MHS GENESIS.

1.8.3 The contractor shall be responsible for safeguarding all medical information provided for contractor use. The contractor shall not retain any copies, paper or electronic information once the work is completed and approved by the CORs. The contractor and contract employees shall be aware that proven violation of confidentiality of patient information shall be cause for termination of employment on contract performance. Neither the contractor nor its staff shall release patient medical information or account data, except for the purposes of this contract, without the expressed written authorization from the CORs. The contractor shall be responsible for its employees in release of confidentiality and/or proprietary information. All contractor personnel shall observe the requirements imposed on sensitive data by law, Federal Regulation, and DoD/AR policies and procedures. Contract employees shall be responsible for maintaining patient confidentiality at all times. All individually identifiable health records shall be treated with the strictest confidentiality. The contractor shall comply with the Privacy Act, 38, USC 5701, and 38 USC 7332.

1.8.4 The contractor shall comply with all applicable DoD security regulation and procedures during the performance of this contract. The contractor shall not disclose and must safeguard procurement sensitive information, computer systems and data, Privacy Act data, and Government personnel work products obtained or generated in the performance of this contract.

1.8.5 Certain data may be collected and analyzed as a component of the requirement. Such data shall be stored electronically in a secure manner to prevent disclosure to unauthorized parties, and for the purpose of making such data available by the government as needed.

1.9 QUALITY CONTROL (QC).

1.9.1 The contractor shall maintain an Industry quality standard-compliant process for quality control.

1.9.2 The contractor shall maintain a complete Quality Control Plan (QCP) that shall ensure the requirements of the contract are provided as specified in this PWS. The contractor shall provide copies of the QCP to COR/Alternate COR (ACOR) no later than 30 calendar days after contract award. The QCP shall demonstrate how the contractor intends to ensure quality performance during the contract period of performance. The contractor shall maintain a QCP that includes performance metrics. As necessary, the contractor shall update/revise the QCP and submit updates/revisions to the COR, for review prior to implementation. The final updated/revised QCP shall be incorporated into the contract by reference as a compliance document. The contractor shall update/revise the QCP, as necessary, and submit the updated/ revised QCP to the COR not later than seven (7) calendar days for review/comments prior to implementation.

1.10 QUALITY ASSURANCE (QA). The government shall evaluate the contractor’s performance under this contract IAW the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government must do to ensure that the contractor has performed IAW the performance standards and contract quality requirements are met. The term “contract quality requirements” means the technical requirements in the contract relating to the quality of the service and those contract clauses prescribing inspection and other quality controls incumbent on the contractor to ensure the service conforms to the contractual requirements. It defines how the performance standards will be applied, the frequency of surveillance, and the performance thresholds.

1.11 CONTRACTORS IN THE GOVERNMENT WORK AREAS.

1.11.1 Contract Service Providers (to include subcontractors) shall identify themselves as contractor employees while performing their tasks in government work areas. The CSPs shall wear a contractor furnished, visible identifying badge (name tag) in a prominent location, on the front of the outer clothing above the waist, while performing services under this contract. The name tag shall have the name of the contractor as well as the full name and professional title of the individual CSP. CSPs shall ensure that their presence or participation does not construe the appearance or impression as a government employee.

1.11.2 Contract Service Providers attending meetings and/or working in other situations, or providing services where their contractor status is not obvious to third parties (such as phone, internet, or other distance methods) are required to identify themselves as such to avoid creating an impression in the minds of members of the public, government employees, or members of Congress that they are government officials or employees.

1.12 POST AWARD CONFERENCE/PERIODIC/QUARTERLY MEETINGS. The contractor shall attend the post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, contracting officer representative, and other government personnel, as appropriate, may meet periodically with the contractor to review the contractor’s performance. At these meetings, the contracting officer will apprise the contractor of how the government views the contractor’s performance and the contractor shall apprise the government of issues/concerns, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues.

1.13 CONTRACTING OFFICER REPRESENTATIVE (COR). A COR and Alternate COR (ACOR) will be assigned to the basic contract and each task order issued will be assigned an individual COR by the Contracting Officers (KOs). The CORs will monitor all technical aspects of the contract/task order and assist in contract/task order administration. A letter of designation will be issued to the COR, a copy of which is sent to the contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, or changes in delivery dates. The COR is not authorized to change any terms or conditions of the resulting order. The contractor shall only conduct business with KO, COR, and the ACOR.

1.13.1 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 this contract, the resolution of which may require the dissemination of official information, shall be directed to the COR and the KO.

1.14 ADVERTISEMENT AND SOCIAL MEDIA. The contractor shall not post information to public website or social media locations, personal or professional, that in any way disclose names, locations, discussions, pictures before, during, or after contract period of performance without the express consent of the Government.

1.15 PHASE OUT PERIOD. As an incumbent, the contractor shall ensure a smooth transition with the successor during the phase-out period prior to completion of contractual performance. The contractor will provide an orderly transition of work acceptance and accomplishment so that full control by the successor is achieved by the end of the phase-out period.

1.16 TRAVEL. The contractor may be required to travel during the performance of this contract to attend meetings, training or other functions to provide services in support of this PWS. The COR will provide designated locations and facilities to the contractor not later than (NLT) 21 calendar days prior to the event.

1.16.1 Although the Joint Travel Regulation (JTR) is not applicable to Contractors, it may be used to determine the reasonableness and allowability of reimbursable costs under this contract. All reimbursable costs shall be considered to be reasonable and allowable only to the extent that they do not exceed on a daily basis the maximum rates in effect at the time of travel as set forth in the JTR. There may be circumstances when the JTR authorizes a discretionary travel and transportation expense, but the contract remains silent. In such circumstances, the expense is not allowable under this contract and will not be reimbursed. The contractor shall not include profit and G&A overheads in their travel cost reimbursement.

1.17 CONTRACTOR MANPOWER REPORT. ACCOUNTING FOR CONTRACTOR SUPPORT: The contractor shall report ALL contractor labor hours (inclusive of subcontractor labor hours) required for performance of services provided under this contract via a secure data collection site. Reporting shall be accomplished online by going to web address: http://www.SAM.gov/, and then clicking on the “Service Contract Report” section of SAM. The reporting period is the period of performance not to exceed 12 months ending September 30 of each government fiscal year and must be reported by 31 October of each calendar year. The contractor shall notify the Contracting Officer’s Representative (COR) by the 5th working day of November whether or not they have completed this report. If the COR is unavailable, the contractor will notify the Contracting Officer.

2. DEFINITIONS AND ACRONYMS

2.1 DEFINITIONS.

2.1.1. Acceptable Quality Level. AQL is the maximum allowable percentage of deviation from perfect performance for an individual service output.

2.1.2. Advisory Documents. Directives the contractor may use for information and guidance and which are not binding for compliance.

2.1.3. Application Virtualization Hosting Environment (AVHE). AVHE is the framework for providing DoD- medical user’s access to a growing list of client applications and delivering these applications, in most cases, through a web browser. AVHE is a Citrix-based capability that is regionally hosted at approximately 20 Medical Application Access Gateway (MAAG) sites worldwide. AVHE enables capabilities such as roaming, mobility and session persistence across multiple end-user devices and delivers access to applications “anytime, anywhere”. The purpose of this site is to provide IT Support Personnel and End-Users access to resources and information for leveraging AVHE to access published applications.

2.1.4. Coding Compliance Editor (CCE). Coding, compliance, and data analysis software used to establish enterprise-wide procedures for accurate coding, abstracting, compliance reporting, and data management.

2.1.5. Common Access Card (CAC). Smart card-based technology and systems used to transform and improve security in DOD processes and mission performance thereby enhancing readiness while also improving business processes. The standard identification card for active duty Uniformed Services personnel (to include the Selected Reserve), DOD civilian employees, eligible contractor personnel, and eligible foreign nationals. The Department's primary platform for the public key infrastructure (PKI) authentication token used to access DOD computer networks and systems in the unclassified environment and, where authorized by governing security directives, the classified environment. It is the principal card enabling physical access to installations. The CAC enables encrypting and cryptographically signing email, facilitating the use of PKI authentication tools, and establishes an authoritative process for the use of identity credentials.

2.1.6. Contract Discrepancy Report. A report that requires the contractor’s response when performance is unsatisfactory. The CDR requires the contractor to explain, in writing, why performance was unsatisfactory, how performance will be returned to satisfactory levels, and how recurrence of problems will be prevented.

2.1.7. Contract Service Provider (CSP) A non-government employee under contract or working for a firm under contract with the DOD, or Uniformed Services.

2.1.8. Contracting Officer (KO). The individual with the authority to enter into, administer, and/or terminate contracts. The KO is the exclusive government official authorized to execute changes and authorize deviations or variations from the contract.

2.1.9. Contracting Officer's Representative (COR). The medical facility person responsible for assisting in administration of the government's quality assurance portion of the contract. This person is designated in writing by the KO to be responsible for quality assurance, inspection, surveillance documentation and acceptance of the contractor's services. A copy of the letter of designation will be provided to the contractor.

2.1.10. Defense Enrollment Eligibility Reporting System (DEERS). A computer-based enrollment and eligibility system that the DOD established to support, implement, and maintain its efforts to improve planning and distributing military benefits, including military health care, and to eliminate waste and fraud in the use of benefits and privileges. DEERS can interact with and support systems and programs within DOD and the military departments.

2.1.11. International Classification of Diseases (ICD-O3). The International Statistical Classification of Diseases and Related Health Problems, is a classification system commonly known as the International Classification of Diseases (ICD). Developed by the World Health Organization (WHO), it contains codes for diseases, signs and symptoms, abnormal findings, complaints, social circumstances, and external causes of injuries.

2.1.12. Joint Knowledge Online (JKO). Joint Knowledge Online is a learning platform recently designated as the Enterprise Learning Management System (LMS), where other LMSs in use across the MHS were retired and transitioned to. JKO offers various training courses, including the mandatory HIPAA and Privacy Act training.

2.1.13. Mandatory Documents. Directives the contractor is obligated to comply.

2.1.14. MHS GENESIS. The Military Health System electronic health record (EHR).

2.1.15. Military Health Systems (MHS). The Military Health System is the enterprise within the United States Department of Defense that provides health care to active duty and retired U.S. Military personnel and their dependents.

2.1.16. Medical Treatment Facility (MTF). The collective term that refers to the integrated medical, dental, veterinary, and other healthcare services at a US Army Medical Department Activity (MEDDAC)/Medical Center (MEDCEN) facility at a specified installation.

2.1.17. Quality. Meeting or exceeding contract requirements. Quality is measured by the contractor’s compliance with government mandated standards or service outputs.

2.1.18. Quality Assurance (QA). A planned and systematic pattern of all actions necessary to provide confidence that adequate technical requirements are established; products and services conform to technical requirements; and satisfactory performance is the end result.

2.1.19. Quality Assurance Surveillance Plan (QASP). A written document that provides the COR a systematic method to monitor contract performance.

2.1.20. Quality Control Program (QCP). A methodology by which the contractor attempts to assure the MTF that expected services are provided. The methodology shall be in writing.

2.1.20. Random Sampling. A methodology of selecting areas to be inspected which guarantees that no prejudicial factors pre-dispose one area to be inspected over another. The methodology used is "Sampling with Replacement" meaning that an area once selected, is returned to the pool, and could be selected again with infinite frequency.

2.1.21. Real Time Automated Personnel Identification System (RAPIDS). A network of microcomputers linking the Uniformed Services Personnel Offices to the DEERS database to provide on-line processing of information to the DEERS database.

2.1.22. System Authorization Access Request (SAAR). The SAAR (DD Form 2875) is used to record names, signatures, and other identifiers for the purpose of validating the trustworthiness of individuals requesting access to Department of Defense (DoD) systems and information.

3. GOVERNMENT FURNISHED ITEMS AND SERVICES.

3.1. The Government will provide access to the following:

3.1.2. DoD Common Access Card (CAC). The government will provide a DoD CAC smart card to each contract service provider performing medical record coding services.

3.1.3. Medical Joint Active Directory Account. The contractor shall contact the DHA Global Service Center at https://support-gsc.health.mil to create a Joint Active Directory account for each CSP requiring access to AVHE and MHS GENESIS.

3.1.4. DoD Root Certificates software package located at https://io.dha.health.mil/fls/fls_avh/InstallRoot_v3-16A.exe or http://iase.disa.mil/pki-pke/Pages/tools.aspx.

3.1.5. Citrix Receiver Client 4.2.100 or newer software package located at https://io.dha.health.mil/fls/fls_avh/CitrixReceiverWeb.exe.

3.1.6. Uniform Resource Location (URL) associated with AVHE application portal specific to the supported MTFs.

3.1.7. The Government will provide access credentials for Health Artifact and Image Management Solutions (HAIMS), COPATH, JLV, and CCE via the Application Virtualization Hosting Environment (AVHE).

3.2. Government Unique Training.

3.2.1 The government will provide unique government training to CSPs who are performing services under this contract. Upon award of task order, each COR and the contractor may coordinate to arrange for unique training of CSPs (to include “train-the-trainer”) in the use of the Ambulatory Data Module (ADM), CCE, MHS GENESIS, JLV, HAIMS, COPATH and other hosted applications required in conjunction with the performance of the contract.

3.2.1.2. For "train-the-trainer," each COR and the contractor shall coordinate MTF (e.g., CCE, MHS GENESIS, JLV, and HAIMS) government training required under the contract. The contractor may send two (3) CSPs to receive unique government training at the MTF for five (5) business days. Upon receiving government unique training, the contractor shall be responsible for maintaining the training program and ensuring each CSP is trained in the use of ADM, CCE, MHS GENESIS, JLV, HAIMS, COPATH, ACTUR, ONCOLOG, and other hosted applications required in conjunction with the performance of the contract.

3.2.1.3. The contractor shall be responsible for contractor travel to MTF on a cost reimbursable basis (See PWS

1.16 Travel.)

3.2.1.4. The contractor shall ensure all CSPs receive SHARP training NLT 60 calendar days after contractor personnel begin performance under this contract. Training can be obtained either online or in person.

4. CONTRACTOR FURNISHED MATERIAL, EQUIPMENT, AND QUALIFICATIONS.

4.1. The Contractor shall furnish all personnel, supplies, equipment, facilities and services required to perform work under this contract that are not listed under section 3 of this statement. For purposes of off-site remote coding, a contractor facility is inclusive of CSP performing services at home.

4.2. Personnel Qualifications.

4.2.1. The contractor shall provide an extensive working knowledge of International Classification of Diseases for Oncology (ICD-O3); Self Instructional Manuals for Tumor Registrars from SEER; User’s Manual from the Automated Centralized Tumor Registry (ACTUR); ONCOLOG; Program Manual from the American College of Surgeons/American Joint Commission on Cancer (ACoS/AJCC); ACoS Facility Oncology Registry Data Standards; AJCC Manual for Staging of Cancer; SEER Collaborative Staging Manual and any relevant updates or replacements. An extensive working knowledge is defined as a minimum of five years of experience as a Certified Tumor Registrar.

4.2.2. The contractor shall ensure CSPs are able to read, interpret medical records, and understand oncology staging and terminology to correctly abstract medical records. Additionally, CSPs shall have a minimum of two years of experience with common office software to include, but not limited to Microsoft Excel, Microsoft Word and electronic mail systems and proficient with computer hardware and software (CCE, MHS GENESIS, JLV, HAIMS, COPATH, ACUTR and ONCOLOG) to accomplish assigned tasks.

4.3. Contract Manager and Alternate (or Equivalents).

4.3.1. The contractor shall provide a Contract Manager and Alternate to oversee the work performed by the CSPs, oversee quality assurance, and be responsible for the performance of the contract. The Contract Manager and Alternate shall be either a National Cancer Registry Association (NCRA) Certified Tumor Registrar or certified by a nationally recognized equivalent.

4.3.2. The Contract Manager and alternate shall have, at a minimum, two years of cancer registry management experience and the following specific skills:

4.3.3. Extensive knowledge for understanding and applying abstracting and staging guidelines. An extensive working knowledge is defined as a minimum of five years of certified tumor registrar experience.

4.3.4 Knowledge of medical terminology and usage, including general medical, surgical, pharmaceutical, staging, hospital terms and abbreviations and abstracting techniques.

4.3.5. Knowledge of broad range of references such as the ICD-O3, AJCC Manual for Staging of Cancer; SEER Collaborative Staging Manual, medical dictionaries, and manual related to coding textbooks and glossaries.

4.3.6. Knowledge of legal and regulatory requirements of tumor registries.

4.3.7. Knowledge of tumor registry procedures, maintenance and documentation, regulations, and principles to carry out a variety of tumor registry functions such as retrieval of information, case finding, RCRS, analysis, coding, abstracting, ensuring compliance, follow-up, and compiling data.

4.3.8. Knowledge of laws and regulations on the confidentiality of medical records and tumor registry.

4.3.9. Knowledge of medical records procedures, regulations and principles to carry out a variety of tumor registry functions such as analysis, coding, ensuring compliance, abstracting, data submission, data quality, and compiling data.

4.3.10. Knowledge and skill in data collection methods for basic health care, research information and statistical reporting.

4.3.11. Knowledge of laws and regulations on the confidentiality of medical records. Comment by SWITZER.STEPHANIE.B.CIV.1162250767: This is a duplicate of 4.2.3.1.6

Baroldy: No huge deal. You can leave

4.3.12. Skill in effective oral and written communication.

4.4 Certified Tumor Registrars.

4.4.1. The contractor shall only have qualified Certified Tumor Registrars with a minimum of 3 years of recent coding and abstracting experience with 2 years’ current production meeting industry standards for productivity and accuracy. The required credentials for tumor registrar professionals performing the coding services of this contract will be either by the National Cancer Registrar Association (NCRA) as a Certified Tumor Registrar (CTR); or nationally recognized equivalent. Annual certified tumor registrar credentials and continuing education shall be maintained and provided to the CORs annually.

4.4.2. The Certified Tumor Registrars shall have extensive knowledge of abstracting and staging guidelines, official coding resources and disease processes to abstract at a level of no less than 97% accuracy in order to meet data quality standards for professional services, (ICD-O3); Self Instructional Manuals for Tumor Registrars from SEER; User’s Manual from (ACTUR) and ONCOLOG; Program Manual from the ACoS/AJCC; ACoS Facility Oncology Registry Data Standards; AJCC Manual for Staging of Cancer; SEER Collaborative Staging Manual and any relevant updates or replacements.

4.5 Equipment.

4.5.1 Hardware. The contractor shall operate computer hardware equivalent to the following hardware types:

4.5.2. Intel Core I5 processor or higher (e.g., Intel Core2Duo processor)

4.5.3. Dual Monitors

4.5.4. 6 to 8 GB of RAM

4.5.5. Minimum 250 GB hard drive or Solid state hard drives (120GB or larger)

4.5.6. USB Smart Card/CAC or Integrated CAC Reader

4.6 Software. The contractor shall provide computer software equivalent to the following software types:

4.6.1. Windows 10 Professional

4.6.2. Microsoft Office 2010 Standard

4.6.3. Citrix Receiver for remote connections to client sites; Citrix Receiver 4.5

4.6.4. Desktop Management software for remote deployment and security patching

4.6.5. McAfee Anti-Virus

4.6.6 Remote Desktop Client for accessing AVHE

4.6.7 Internet browser software package such as Internet Explorer (IE) version 11 or newer

4.6.8. DOD root certificate installer.

4.6.9. ONCOLOG

4.6.10. ACTUR

5. DESCRIPTION OF WORK.

5.1. The contractor shall provide all personnel, management, administration, materials, equipment, and services except as identified in Paragraph 3, Government-furnished equipment, necessary to perform non-personal, remote cancer registry services for MAMC & TAMC. Specifically, the contractor shall provide accurate and comprehensive on-going Professional Cancer Registry Services, case abstraction with edits, clearing a backlog of approximately 1730 cases in the first year contract is awarded, case finding, annual surveillance, data submission, providing data to the Cancer Care Management Team for ACoS Commission on Cancer (CoC) Accreditation, Rapid Quality Report System Submission (RQRS) and other outpatient records within MHS GENESIS performed remotely off-site at the contractor’s facilities. For purposes of off-site remote cancer registry services, a contractor facility is inclusive of CSP performing services at home.

5.1.2. The contractor shall maintain commercial/Government policies and procedures including relevant Internal Control Policy, statistical and reporting systems, MHS coding guidelines (ICD-O3); Self Instructional Manuals for Tumor Registrars from SEER; User’s Manual…