PWS -Outpatient Nursing Services.docx

Cheyenne River Health Center

Nursing Department

Outpatient Nursing Services

Performance Work Statement for the Cheyenne River Health Center

2/27/2025

Document Revision History

TABLE OF CONTENTS

Performance Work Statement (PWS) Outpatient Nursing Services Cheyenne River Health Center

1.0 General

This Performance Work Statement (PWS) describes the requirements for Non-Personal service nursing services to support the mission of the Indian Health Service (IHS). IHS Mission Statement to improve the mental, social, and spiritual health of American Indians and Alaska Natives.

1.1 Background

The Cheyenne River Health Center is located on the Cheyenne River Sioux Tribe Reservation. The Emergency Department has 11 beds, Sub-Acute Critical Access Hospital (CAH)/Swing Bed having a total of 10 beds, and Outpatient Department 25 exam rooms. The Cheyenne River Health Center serves the reservation of approximately 2,806,913.95 acres (similar to the size of Connecticut). Services available are Inpatient, Outpatient and the Emergency Room Departments. The Cheyenne River Health Center is an Indian Health Service facility under the Great Plains Area Office. The Mission of the Cheyenne River Health Center is to provide unsurpassed excellence in healthcare.

1.2 Objective

The contracted RN will provide all necessary covered services within the Registered Nurses’ scope of practice, under the direction of the Clinical Nurse Supervisor or designee within the Outpatient Department.

· The contracted RN shall provide a full scope of service to include newborn, child, adolescent, adult and geriatric patients within their designated department at the Cheyenne River Heath Center.

1.3 Scope of Work

The Contractor shall provide nursing services in accordance with section 5.0, performance-based requirement.

1.3.1 Duties and responsibilities: May encompass providing minimal coverage in their primary designated department and short term coverage in the other departments on an emergency bases to include the Emergency Room, Inpatient, and Outpatient Departments.

1.3.2 The contract resulting from this solicitation shall:

a. be a non-personal services contract under which the contractor is an independent contractor;

b. Require the contractor to promptly provide all requested information to allow for the proper certification and licensure, with 5-7 days of request;

a. Ensure that the contract Registered Nurse dose not lapse in their RN Licensure, or required certifications during their contract.

c. Allow the government to evaluate the quality of professional and quality of care services provided;

d. Require the contractor to indemnify the government for any liability producing act of omission by the contractor, its employees and agents occurring during the contract performance;

e. Require the contractor to maintain nursing liability insurance, in the coverage amount acceptable to the contracting officer which is not less than the amount normally prevailing with the local community for the nursing specialty concerned; and

f. Candidates with prior Nursing Licensure actions, unless adjudicated, are not eligible for employment with this agency.

1.5 Period of Performance

The period of performance: Six (6) months from the Date of Award.

1.7.1 Quality Control:

The contractor shall develop and maintain an effective quality control program (QCP) to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program is the means by which the contractor assures the contractor that the work complies with the requirement of the contract.

1.7.2 Quality Assurance:

The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.7.3 Recognized Holidays:

The contractor will be required to work on Federal Government Recognized Holidays, weeknights and weekends, as depicted in schedules provided upon issuance of Task Order. These hours are considered regular hours unless meet the determination of overtime. If there is an early release on Holidays, the contractor will not be granted the early release. Contractors should also be prepared to take an On-Call shift during holidays through the staff rotations.

1.7.4 Hours of Operation:

The contractor is responsible for conducting business 24/7 as depicted by the department schedules, with the exception of non-essential departments during administrative closures, local or national emergencies, or similar Government directed facility closings. For other than firm fixed price contracts, the contractor will not be reimbursed when the government facility is closed for the above reasons. Staff must be prepared to be ready for their scheduled tour of duty, the contractor is traveling during the contractor’s time off, the contractor must make plans to ensure that the contractor is to make the scheduled shift especially during the winter season where weather can make travel difficult.

The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons.

When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce is essential. Contractors are assigned to essential departments only.

1.7.5 On Call Hours:

Inpatient Department

Outpatient Department

When called, the contractor is to report to duty within 45 minutes. The contractor will perform nursing care to patients in the Emergency Room on occasion when on call or if coverage may be needed, Inpatient Department, Emergency Department, or Outpatient Department; the role of the contract nurse when called in will be staff nurse duties; charge nurse duties are assigned to those contractors who are called into their designated department; includes weekends and holidays.

1.7.6 Charge Duties as assigned:

The contract nurse will perform charge duties as assigned by department supervisor as needed. Duties may include but are not limited to making daily assignments, daily checks, shift reports, equipment checks, assigning meal breaks and coverage for the meal break coverage, chart reviews, and problem-solving day to day occurrences. When necessary, outside of normal business hours, communicates high risk situations to the nursing supervisor and/or administrator on call. The contract nurse has no supervision over government employees.

1.7.7 Place of Performance:

The work to be performed under this contract will be performed on site, at the Cheyenne River Health Center, 24276 166th Street, Eagle Butte, South Dakota.

1.7.1 Physical Security:

The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured. The contracted RN shall generate and maintain proper medical record information on patients to whom treatment is provided, in accordance with Indian Health Service regulations. The contracted nurse shall prepare all medical records documentation and other required documentation to meet or exceed the established standards of the I.H.S. facility to include, but not be limited to: timeliness, legibility, accuracy, content, and signature. All medical record and other documentation generated in the performance of the contract will be subject to the exclusive control of the Indian Health Service.

At the conclusion of the contract, the contractor will be required to check out with their supervisor or designee with an exit checklist. The contractor will be required to hand in their badge, resolve any discrepancies, pay final rent check if staying in IHS housing, and check out with medical records and compete any charting that is not complete. If the contractor fails to do this, their last check will not be signed or turned in until all items are completed.

1.7.2 Key Control: The Contractor shall establish and implement methods of making sure all keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards. No keys issued to the Contractor by the Government shall be duplicated. The Contractor shall develop procedures covering key control. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The Contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the Supervisor or Contracting Officer.

In the event keys, other than master keys, are lost or duplicated, the Contractor shall, upon direction of the Supervisor or Contracting Officer, re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the Contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the Contractor. If the contractor fails to pay for the replacement of keys or locks, the cost will be the responsibility of the contracting company or last check will be held.

The Contractor shall prohibit the use of Government issued keys/key cards by any persons other than the Contractor’s employees, this includes sharing such keys/keycards with other contractors. The Contractor shall prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the Contracting Officer.

1.7.3 Special Qualifications:

It is a condition of this contract that all required certifications remain current through The American Heart Association during the life of this contract.

· Outpatient Department RN:

· Possess current (BLS) Basic Life Support certification. (ACLS) Advanced Cardiac Life Support is preferred, and (PALS) Pediatric Advanced Life Support.

The contractor is responsible for ensuring the contracted RN shall:

a. Be free of any work or health restrictions which interfere with the performance of the required work.

b. Have skill and knowledge in providing nursing care with full consideration of the mental, emotional, physical, and cultural factors involved, such that the contractor can relate constructively to patients from the Native American community.

c. Ability to work with patients and their family members, the public, hospital staff and professional staff.

1.7.4 Post Award Conference/Periodic Progress Meetings:

The Contractor agrees to attend any 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 Officers Representative (COR), 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 will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government if required to come in outside of tour of duty.

1.7.5 Contracting Officer Representative (COR):

The (COR) will be identified by a designation letter issued to the COR. A copy of the letter will be sent to the Contractor, stating the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

The Contracting Officer Representative (COR) designated for this Project is:

Connie Walters Cheyenne River Health Center 24276 166th Street Eagle Butte, SD 57625 Connie.Walters@ihs.gov 605-964-0544

1.7.6 Key Personnel:

The following personnel are considered key personnel by the government:

· Director of Nursing: Lisa Veit, Lisa.Veit@ihs.gov, 605-964-0565

· ER Nurse Supervisor/Shift Coordinator: Mildred Martinez-Santos, Mildred.Martinez-Santos@ihs.gov 605-964-0564, or Mellissa Vig, Mellissa.Vig@ihs.gov 605-964-0574

· Inpatient Nurse Supervisor: Eunice Hollow Horn, eunice.hollowhorn@ihs.gov, 605-964-0505.

· Outpatient Nurse Supervisor: Connie Walters, Connie.Walters@ihs.gov, 605/964-0544, interim.

· Background Clearance Coordinator: Brianna Hunter, Brianna.Hunter@ihs.gov, 605-964-0595, Quintessa Lightning Fire, Quintessa.LightningFire@ihs.gov, 605-964-0661, Ariel Saylor, Ariel.Saylor@ihs.gov, 605-964-0500

· Employee Health: AnnMarie Ducheneaux, AnnMarie.Ducheneaux@ihg.gov, 605/964-0643

The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available between 7:00 a.m. to 4:30p.m., Monday thru Friday except Federal holidays or when the government facility is closed for administrative reasons.

1.7.7 Identification of Contractor Employees:

All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that the contractor is viewed as Government officials. The contractor must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed.

1.7.8 Face Masks/Badges:

The contractor personnel will be required to obtain and wear badges and mask if deemed appropriate by the Cheyenne River Health Center, in the performance of this service at all times. Face masks and badges are provided by the Cheyenne River Health Center.

1.7.9 Contractor Travel:

The Contractor shall be responsible for arranging travel and all associated costs related to the performance of this contract at no cost to the Cheyenne River Health Center

1.7.10 Other Direct Costs:

The Contractor shall be responsible for arranging travel, lodging, per diem, labor, fringe benefits, and plus any other costs pertinent to the performance of this contract. If the contractor is staying in the government housing, rent must be paid by check or money order at the beginning of each month. Housing is not guaranteed, however if approved, the contractor must abide by all rules and regulations that are set forth by the CRHC Housing Manager.

1.7.11 Data Rights:

The Government has unlimited rights to all documents/material produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor without written permission from the Contracting Officer. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

1.6.17 Organizational Conflict of Interest:

Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may affect other remedies as deemed necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

2.0 Definitions

OUTPATIENT DEPARTMENT

On Call Schedule:

Outpatient Department

Schedule Changes:

The schedule is posted a minimum of two weeks in advance. Once posted, changes to the schedule are made by the department supervisor based upon the needs of the department and patient care.

3.1 Information:

Government unique information related to this requirement, which is necessary for Contractor performance, will be made available to the Contractor. The Contracting Officer or designee will be the point of contact for identification of any required information to be supplied by the government.

3.2 Joint Use by the Government and Contractor:

Except for property and services listed in 3.3 and 4.0, the Government will provide, for joint use by the Government and the Contractor, all necessary equipment, supplies, and space to perform the services under this contract.

3.2.1 Facilities: The Government will provide the necessary workspace for the contractor staff to provide the support outlined in the PWS to include desk space, telephones, computers, and other items necessary to maintain an office environment for the nursing services

3.2.2 Utilities: The Government will provide all utilities in the facility will be available for the contractor’s use in performance of tasks outlined in this PWS. If utilities are furnished, the following is required: The Contractor shall instruct employees in utilities conservation practices. The contractor shall be responsible for operating under conditions that precludes the waste of utilities, which include turning off the water faucets or valves after using the required amount to accomplish cleaning vehicles and equipment.

3.2.3 Equipment: The Government will provide equipment and/or what the contractor will have access to, i.e., computer, phone, scanners, fax machines, printers, shipping crates, lighting and sound, etc.

3.5 Materials: The Government will provide materials, i.e., Standard Operating Procedures and Policies.

3.3 Contractor Exclusive Use:

3.4 Training:

1. HIPAA Training - www.ihs.gov/privacytraining

2. HazCom Training & quiz– https://www.youtube.com/watch?v=nR_nKS5o9aQ

3. No FEAR Training - https://humancapital.learning.hhs.gov/courses/2022eeo-nofearact/index.html

4. ISSA Training – Email or Print Certificate upon completion - https://www.ihs.gov/issa/

5. DSS Training – Email or Print Certificate upon completion - https://apps.sd.gov/SS60ReporterVideoTraining/Introduction.aspx

6. IHS Sexual Abuse Prevention Training – Email Certificate upon completion – https://www.ihs.gov/sexualabuseprevention/training/

7. Indian Health Service Overview of Trauma-Informed Care and Historical Trauma https://www.ihs.gov/mentalhealth/ticmandatorytraining/

8. Emergency Preparedness Training https://humancapital.learning.hhs.gov/courses/2021employeepreparedness/01_index.html

9. Records Management https://humancapital.learning.hhs.gov/courses/2023recordsmanagement/01_index.html

10. Walking and Working Surfaces Training (15-minute video and Quiz) https://www.youtube.com/watch?v=lYbAPkfSGWw

11. Portable Fire Extinguisher Training (15-minute video and Quiz) https://www.youtube.com/watch?v=fkQdmsgyHLo

4.2 Verification of Licensure

To ensure that nurses providing services under this contract are properly licensed and that the I.H.S. is made aware of all disciplinary actions taken against such nurses, the contractor will:

1. Verify through the National Nursing Boards database all active, inactive, and lapsed licenses that are held, or have been held, by nurses who would provide services in I.H.S. hospitals and clinics under this contract.

The contractor is responsible for ensuring the contracted RN possesses a current, active, full, and unrestricted license or registration as a professional nurse from a State, the District of Columbia, the Commonwealth of Puerto Rico, or a territory of the United States. Licensure must have been obtained through passing the National Council Licensure Examination (NCLEX). Submit a copy of the License of the Contractor.

2. Inform I.H.S. of the status of all licenses for each nurse who would provide services under this contract in I.H.S. hospitals and clinics, including all reasons for each inactive or lapsed license., or any disciplinary actions.

3. Obtain at least three letters of reference with contact information from health care providers whom have knowledge of the applicant’s clinical practice skills within the past six months. One letter must be from the previous supervisor, at the hospital where the nurse holds or last provided nursing care.

4. Provide all information regarding performance and disciplinary actions that is collected on nurses who would be placed under this contract to the receiving I.H.S. facility Clinical Nurse Supervisor. This includes all information that is collected and compiled on such nurses at the time of initial hire by the Contractor, and/or information that is reported during periods that the Contractor is an agent of such nurses for placement under this contract.

5. Certify that all information obtained on nurses whom are assigned to I.H.S. hospitals and clinics has been reviewed and verified by the Contractor. This certification must include a statement that the Contractor has found no reason to reject the nurse’s application. The names of the contacts, their titles, telephone numbers, and dates of representative collecting and reviewing such information must be recorded in writing and made available to the I.H.S. by the Contractor.

The Contractor must provide all of the information required above to the Clinical Nurse Supervisor, for the assigned department, fourteen days, before the nurses actual report date. When the requirements or the I.H.S. do not allow for hard copies of information to be received at least ten days before a nurse’s placement, the Contractor may provide such assurances to the I.H.S. facility Clinical Nurse Supervisor within five days after nurse’s placement. Such instances shall be kept to a minimum and the reasons for each instance must be documented and well justified by the Clinical Nurse Supervisor at the receiving I.H.S. facility.

a. Participate in a continual process of quality of health care evaluation to assure the provision of quality service.

b. Strive for excellence in providing emergency medical services.

c. Comply with all I.H.S. facility infection control and safety procedures, practices, and standards.

d. Meet all applicable Centers for Medicare and Medicaid Services (CMS) regulatory standards, The Joint Commission (TJC) standards and standards as established by regularly agencies during the performance of this contract.

e. Respect and maintain the basic right of patients, to include but not be limited to personal dignity.

f. The contracted RN shall generate and maintain proper medical record information on patients to whom treatment is provided, in accordance with Indian Health Service standards and regulations. The contracted nurse shall prepare all medical records documentation to meet or exceed the established standards of the I.H.S. facility to include, but not be limited to: timeliness, legibility, accuracy, content, and signature. All medical record information generated in the performance of the contract will be subject to the exclusive control of the Indian Health Service. Corrective actions on documentation standards or identified improvements as directed by the supervisors or charge nurses must be complied with.

5.2.4 Gaps in service due to emergencies are managed by the contractor and the departmental supervisor on a case-by-case bases. The contract company will need to ensure there is no disruption to services at no extra cost to the Cheyenne River Health Center.

This contract will allow for up to 10 days of overlapping of contract nurses, for training and orientation purposes. The goal is to have the incoming contract nurse trained and able to work independently, before the exiting contract nurse leaves. In some situations, this may result in a 14-week assignment. The Government reserves the right to fill this need through other means and/or terminate the contract if the Government elects to do so.

The contractor is responsible for ensuring the contracted RN possesses a current, active, full, and unrestricted license or registration as a professional nurse from a State, the District of Columbia, the Commonwealth of Puerto Rico, or a territory of the United States. Licensure must have been obtained through passing the National Council Licensure Examination (NCLEX). If there is a situation where action is taken on the Registered Nurse or a crime that has been committed, this needs to be reported immediately to the supervisor or COR immediately and may result in ending the contract if the charges warrant ending the contract with any violations in the Code of Conduct or restrict the ability to practice under the RN license.

The Contractor shall read, understand, speak, and write English to effectively communicate with patients and other health care workers, and shall be respectful of the American Indian Culture.

(The Service required—usually a shall statement)

Method of Surveillance

PRS # 1

The contract provider shall provide all performance objects as outlined in PWS paragraph 5.1 Patient Care outcomes

PRS # 2

The contract provider shall provide all performance objects as outlined in PWS paragraph 5.4(n), (f).

PRS # 3

The contract provider shall provide all performance objects as outlined in PWS paragraph 5.0.

The contractor provided Business Process and Agency Operating Model.

PRS # 4

The contract provider shall provide all performance objects as outlined in PWS paragraph 6.1.

The contractor provided Business Process and Agency Operating Model.

PRS # 5

The contract provider shall abide by all requirement objects as outlined in PWS paragraph 1.6.8.

Registered Nursing standard for licensure

9.2.3 Competencies – Equipment

a. Birthing Bed

b. Stretcher

c. Crib

d. Adult Scale

e. Wheel Chair Scale

f. Pulse Oximeter

g. Air/Oxygen Flow Meters, Suction

h. EKG Machine

i. Fetal Doppler

j. Hovermatt

k. Cast Saw

l. AutoPulse

m. Lucas

n. Joerns Hoyer Lift

o. Bair Hugger

p. Inpatient Bed

q. Exam Table

r. Infant Warmer

s. Pediatric Scale

t. Vital Sign Machine

u. Vapotherm

v. Otoscopes

w. Fetal Monitor

x. IV pump

y. Bili Light and Blanket

z. Bladder Scanner

aa. Portable Suction Unit

ab. Exam Lights

ac. Pyxis

ad. CPR Mode on Inpatient Beds

ae. Other:

a. Training on arrival of new equipment to the CRHC

10.0 Invoice Submission:

Invoices shall be submitted through Invoice Processing Platform (IPP).

The IPP website address is: https://www.ipp.gov

In compliance with the Office of Management and Budget (OMB) M-15-19 memorandum “Improving Government Efficiency and Saving Taxpayer Dollars Through Electronic Invoicing” directing Federal agencies to adopt electronic invoicing as the primary means to disburse payment to vendors. Invoices submitted under any award will be required to utilize the Invoice Processing Platform (IPP) in accordance with HHSAR 352.232-71, Electronic Submission and Processing of Payment Requests” IPP is a secure, web-based electronic invoicing system provided by the U.S. Department of the Treasury’s Bureau of the Fiscal Service, in partnership with the Federal Reserve Bank of St. Louis (FRSTL).

Contractors are encouraged to register an account with IPP if the contractor has not already done so. If your organization is already registered to use IPP, you will not be required to re-register- however, we encourage you make sure your organization and designated IPP user accounts are valid and up to date. It will be the responsibility of the contractor to keep active and maintain registration in the SAM.gov account, in order to keep the contract companies IPP account active. Payment is sent via E.F.T., through the account registered in SAM.gov.

If you require assistance registering or IPP account access, please contact the IPP Helpdesk at (866) 973-3131 (M-F 8AM to 6PM ET), or…