Attachment_2_-_Schedule_of_Deliverables.pdf

Maintenance and Oversight Support of the CMS Data Element Library RFP-CMS-2015-150741 Attachment 2

SECTION F – DELIVERABLES OR PERFORMANCE

F.1 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available.

52.242-15 STOP WORK ORDER (AUG 1989) ALT. 1 (APR 1984)

52.242-17 GOVERNMENT DELAY OF WORK (APR 1984)

52.247-34 F.O.B. DESTINATION (NOV 1991)

F.2 ACCEPTANCE OF DELIVERABLES

All required contract deliverables shall be reviewed by the COR to determine acceptance. The COR will respond, in writing, within 45 days of receipt of any contract deliverable indicating if final acceptance has been granted. If deficiencies in Contractor’s deliverable are identified, the COR shall provide feedback to the Contractor prior to the 45 day timeframe for final acceptance. If the Contractor does not received a written indication from the COR within the 45 days, then the Contractor shall consider the deliverable to be accepted. The Contractor is responsible for ensuring the COR is in receipt of the deliverables. Receipt can be acknowledged in any form of writing (mail or electronic). The 45 day timeframe begins on receipt of deliverable, not acknowledgment of receipt.

F.3 PERIOD OF PERFORMANCE

The period of performance of this contract is for 12-months from date of award, estimated to be September 16, 2015 - September 15, 2016.

This contract includes the following Option Periods (estimated):

Option Period 1: September 16, 2016 – September 15, 2017 Option Period 2: September 16, 2017 – September 15, 2018 Option Period 3: September 16, 2018 – September 15, 2019 Option Period 4: September 16, 2019 – September 15, 2020

F.4 ITEMS TO BE FURNISHED AND DELIVERY SCHEDULE

The Contractor shall submit all required reports and deliverables in accordance with the following schedule. All reports and deliverables submitted under this contract shall be in accordance with the Statement of Work entitled “Electronic Clinical Quality Measures Standards and Support Contract.”

Key:

IAW = In Accordance With CO = Contracting Officer CS = Contract Specialist HC = hardcopy COR = Contracting Officer’s Representative NLT = Not later than EC = electronic copy PMP = Project Management Plan MMS = Measures Management Systems PRA = Paper Reduction Act QM = Quality Measure QDM = Quality Data Model OMB = Office of Management and Budget SDO = Standards Development Organization FAQ = Frequently Asked Questions Program Lead(s) = Government Task Leader(s)

IAW

Chapter Deliverable

Number

Deliverable Title Format Due Date Base Year

Option Year 1

Option Year 2

Option Year 3

Option Year 4

2.A 1

One weekly status meeting pertaining to the Library/minutes

One weekly status meeting pertaining to the Library

Telephonic & summary minutes EC to program lead/COR

X X X X X

2A 2

One weekly status meeting pertaining to the CALDC/minutes

One weekly status meeting pertaining to the Library

Telephonic & summary minutes EC to program lead/COR

X X X X X

2A 3

One Contract Leadership meeting NLT twice monthly/minutes

Telephonic & summary minutes EC to program lead/COR

Twice monthly;

summary minutes within 3 business

X X X X X

Deliverable

Number

Deliverable Title Format Due Date Base Year

Option Year 1

Option Year 2

Option Year 3

Option Year 4

2A 4

One Library help desk meeting NLT twice monthly/minutes

Telephonic & summary minutes EC to program lead/COR

Twice monthly summary minutes within 3 business

X X X X X

2A.1 5 Initial Strategy/ Draft Project Management Plan

EC to program lead/COR

10 calendar days from Award

X X X X X

2.A.1 6 Final Strategy Project Management Plan

EC to program lead/COR

30 calendar days from Award

X X X X X

2.B 7

Kickoff Meeting Agenda and Materials, (i.e. agenda, minutes, presentation and conference line)

EC to program lead/COR

15 calendar days from award

3.B

Perform quarterly quality control checks of Library inventory and associated mappings/artifacts

Database review;

updates to database & summary in EC to program lead/COR

Quarterly:

*December

*March

*June

*September

Deliverable

Number

Deliverable Title Format Due Date Base Year

Option Year 1

Option Year 2

Option Year 3

Option Year 4

3.B 9

Update the Library’s inventory, all associated artifacts and mappings

Database review;

updates to database & summary in EC to program lead EC to program lead/COR

As directed by CALDC within 2 business days and as a result of quarterly reviews (task #8)

X X X X X

3.B 10

Perform quarterly reviews of business requirements and process flows, and update as appropriate

BR updates to flow documents in EC to program lead EC to program lead/COR

Quarterly:

*December

*March

*June

*September

X X X X X

3.B 11

Perform semi-annual reviews of any manuals or communications materials

Review communication materials in all sources

Semi- annually

*March

*September

X X X X X

3.B 12

Update manuals, communications and engagement materials in alignment with approved updates to the Library

Edits to all communication in EC format with copy to program lead/COR

In accordance with quarterly, Semi-annual reviews or as a result of CR, within 5 business days of final Library updates, or as directed by the

COR

Deliverable

Number

Deliverable Title Format Due Date Base Year

Option Year 1

Option Year 2

Option Year 3

Option Year 4

3.C

Facilitate communication and collaborative activities in adherence to CR Process flow

Electronic tracking/

Telephonic communication

IAW Appendix A X X X X X

3.C 14

Facilitate collaboration with outside entities as necessary for Library maintenance activities at the direction of the COR/program lead

Electronic tracking/

Telephonic communication

As directed by the program lead/COR; initiate contact performed within 2 business days of request

X

X X X X

3.C 15

Participate in a once per year LEAN-associated activity for process improvements.

May coordinate this in –person activity with annual kick-off meetings.

In-person with summary report in EC to program lead/COR

As directed by the program lead/COR; Report within 30 calendar days of event

X X X X X

3.C.1 16

Provide Technical support to contractors within 5 days or as directed by the COR/program lead

Telephonic/ electronic support & summary tracking to EC to program lead/COR

Within 5 business days or as directed by the COR/program lead

Deliverable

Number

Deliverable Title Format Due Date Base Year

Option Year 1

Option Year 2

Option Year 3

Option Year 4

3.D 17

Ad hoc: Resolve identified technical issues

EC Summary to program lead

Within 5 business days of request, or as directed by the COR/program lead

X X X X X

3.D 18 Ad hoc: Provide technical support to users identified

EC to users & Summary ticket to program lead

Within 2 business days of request

X X X X X

3.D 19

Ad hoc: Prepare communications

EC to program lead Within 5 business days of request, or as directed by the COR/program lead

X X X X X

4.A.1 20

Review Library inventory and mappings & perform necessary updates

Electronic updates to Library& EC of Summary report to program lead/COR

As directed by program lead/COR and Quarterly:

*December

*March

*June

*September

X X X X X

4.A.1 21

Provide updates to the Library inventory and all associative mappings, HIT standards, etc.

Electronic curation to Library & EC of Summary to program lead/COR

IAW SOW

Appendix A

Within 5 days of CR approval ( See Appendix XXX)

Deliverable

Number

Deliverable Title Format Due Date Base Year

Option Year 1

Option Year 2

Option Year 3

Option

4.A.1

Evaluate Library following updates for functional integrity and respond to any issues that are identified

Electronic curation to Library & EC of Summary to program lead/COR

As directed by program lead/COR and Quarterly:

*December

*March

*June

*September

4.A.2

Process improvement reports

EC to program lead/COR

Quarterly:

*December

*March

*June

*September

4.A.2

Support CALDC Functions: CR /Issue review administrative tasks, In accordance with: Appendix XXX

IAW Appendix A IAW Appendix A X X X X X

24.1: Receive and disseminate initiating Library CR/issue Notices

IAW Appendix A IAW Appendix A x x x X X

Deliverable

Number

Deliverable Title Format Due Date Base Year

Option Year 1

Option Year 2

Option Year 3

Option Year 4

24.2:

Review/respond/log Library CR/issue submissions

IAW Appendix A IAW Appendix A X X X X X

24.3: Review Library CR/issue and track course of action

IAW Appendix A As required/scheduled IAW Appendix A

X X X X X

24.4: Reply to submitters via email and log status in CR/Issue Tracker

IAW Appendix A & EC to program lead/COR

As required/scheduled IAW Appendix A

X X X X X

24.5: Deliver CRs/ issues and notify CALDC/workgroups

As required IAW Appendix A & EC to program lead/COR

As required/scheduled IAW Appendix A

X X X X X

24.6: Develop CALDC/workgroup CR review materials

As required IAW Appendix A & EC to program lead/COR

As required/scheduled IAW Appendix A

X X X X X

24.7: Track and maintain log of all Library CR/issues and outcomes

As required IAW Appendix A & EC to program lead/COR

As required/scheduled IAW Appendix A

Deliverable

Number

Deliverable Title Format Due Date Base Year

Option Year 1

Option Year 2

Option Year 3

Option Year 4

24.8: Convene Library Workgroups

Via telephonic/

Webinar & IAW Appendix A

As required/scheduled IAW Appendix A

X X X X X

24.9: Prepare and disseminate Library CR/issues outcomes

IAW Appendix A & EC to program lead/COR

As required/scheduled IAW Appendix A

X X X X X

24.10: Deliver outcomes/decisions from LWG to CALDC

IAW Appendix A & EC to program lead/COR

As required/scheduled IAW Appendix A

X X X X X

24.11: Provide Summaries of recommended Library updates and distribute

IAW Appendix A & EC to program lead/COR

As required/scheduled IAW Appendix A

X X X X X

24.12: Conduct meetings with Stewards and LMWG/representative s

Telephonic/ webinar

As required/scheduled IAW Appendix A

4.B

Update Library with new standards and mappings

Electronic curator input into Library/EC Summary to program lead/COR

Within 5 business days of update or identification of gaps during quarterly reviews

Deliverable

Number

Deliverable Title Format Due Date Base Year

Option Year 1

Option Year 2

Option Year 3

Option

Perform iterative reviews of the Library’s contents

Include findings in the Mapping Review and Strategic Plan Report EC to program lead/COR

NLT Quarterly:

*December

*March

*June

Perform gap analysis with new data element inventory

Include findings in the Mapping Review and Strategic Plan Report EC to program lead/COR

With updates and NLT Quarterly:

*December

*March

*June

*September

X X X X

4.B 28

Implement mapping updates & include HIT Standards.

Electronic curator input in library

As directed by COR, or within 30 days or updates and NLT Quarterly:

*December

*March

*June

Deliverable

Number

Deliverable Title Format Due Date Base Year

Option Year 1

Option Year 2

Option Year 3

Option Year 4

4.B 29

Submit additional/modified templates through the standards process

Per SDO instructions; EC of summary to COR/program lead

As directed by the COR/program lead within 30 days of request.

X X X X X

4.C 30

Resolve gaps in standards/specification s and apply federally-recognized interoperability standards

Curator input into Library& EC Summary of updates to program lead/COR

As required with updates, i.e.:

Quarterly Reviews:

*December

*March

*June

*September

X X X X X

4.C 31

Provide e-specifications and data elements mapping to specific vocabulary code sets where appropriate

Curator input into Library& EC Summary of updates to program lead/COR

As required with updates, i.e.:

Quarterly Reviews

*December

*March

*June

Deliverable

Number

Deliverable Title Format Due Date Base Year

Option Year 1

Option Year 2

Option Year 3

Option Year 4

4.C 32

Data elements/response items shall be mapped to internationally recognized interoperability standards

Curator input into Library& EC Summary of updates to program lead/COR

As required with updates, i.e.:

Quarterly Reviews

*December

*March

*June

4.C

Include in the Library “green” e- specified/ emerging interoperability standards, such as FHIR for data element and clinical documents

Curator input into library& EC Summary of updates to program lead/COR

As required with updates, i.e.:

Quarterly Reviews

*December

*March

*June

4.C 34

Provide QMs e-specifications and mappings as requested by COR/program lead to QDM

Curator input into library& EC Summary of updates to program lead/COR

Within 60 days of request from program lead/COR

Deliverable

Number

Deliverable Title Format Due Date Base Year

Option Year 1

Option Year 2

Option Year 3

Option Year 4

4.D 35

Quarterly Summary Reports

EC to program lead/COR

Quarterly Reviews:

*December

*March

*June

*September

X X X X X

5.A.1 36

Develop a communication strategy for Library updates

EC to program leads

Within 30 calendar days of award, with updates as needed for each quarterly update, or as needed for ongoing updates (materials due within 10 business days of program lead request)

X X X X X

5.A.1 37

Plan and implement the communication strategy

EC to program leads

Ongoing as needed. (materials due within 10 business days of program lead request)

Deliverable

Number

Deliverable Title Format Due Date Base Year

Option Year 1

Option Year 2

Option Year 3

Option Year 4

5.A.1 38

Provide technical support via communications

Electronic or as directed by program lead/COR

As needed per setting in meeting time lines for public reporting measure implementation – Quarterly and/or within 15 business days of program lead request

X X X X X

5.A.2 39

Convene stakeholder meetings

EC of speaking points to program lead/COR

As needed per setting in meeting time lines for and/or within 15 business days of program lead request.

X X X X X

5.B 40

Question and answer Support

Tier One-Three Help Desk content support; electronic tracking with EC summary to program lead/COR

Provide responses within 2 business days to submitter;

monthly summary

Deliverable

Number

Deliverable Title Format Due Date Base Year

Option Year 1

Option Year 2

Option Year 3

Option Year 4

5.B 41

FAQ and fact sheets for measure implementation and public reporting

EC for public posting with EC To program lead/COR

Within 5 days of quarterly updates

*December

*March

*June

*September

Or within 10 days of request

X X X X X

5.B 42

Provide announcements and email blasts, per CMS program lead request

EC for public dissemination with EC To program lead/COR

Within 10 days of request and with Quarterly updates to library Or as needed

X X X X X

5.B 43

Provide training materials

EC for public dissemination with EC To program lead/COR

Within 20 days to on with Quarterly updates to library

Or as needed

6.A 44

Monthly Status Report

EC to program lead/COR

Monthly, due to program lead/COR on the 20th of each month

Deliverable

Number

Deliverable Title Format Due Date Base Year

Option Year 1

Option Year 2

Option Year 3

Option Year 4

6.B 45

Cost Report

EC to program lead/COR

Monthly, due to program lead/COR on the 20th of each month

6.C 46

Periodic Status Calls

Agenda

& minutes in EC to program lead/COR

Agenda 2 days before calls;

minutes within 3 business days

X X X X X

6.D 47

PRA required materials and support to OMB/Public Comment.

EC to program lead/COR

As required by program lead/COR. Draft materials due 30 days prior to submission date;

final draft due 10 days before submission

X X X X X

6.E. 48

Obtain administrator accesses to CMS Data Element Library and CALDC SharePoint site

Per CMS Security Policy and Procedures

Within 15 days of Contract award.

F.5 Deliverables Recipient Addresses:

A. Contracting Officer Representative (COR):

Centers for Medicare & Medicaid Services Center for Clinical Standards and Quality Quality Measurement and Health Assessment Group Division of Chronic and Post-Acute Care 7500 Security Boulevard, Mail Stop: S3-02-01 Baltimore, MD 21244-1850 Phone:

Email:

B. Contracting Specialist (CS):

Centers for Medicare & Medicaid Services Division of Quality Contracts Acquisition Support Group 7500 Security Boulevard, Mail Stop B3-30-03 Baltimore, MD 21244-1850 Phone:

Email: