07HAS_SOW_final_0416_amended-pg_limit_8_-_7.7.16_-1.pdf

RFPP0700NAS160919

Attachment III

Statement of Work Federal Bureau of Prison

Healthcare Accreditation Services

Objective

The Federal Bureau of Prisons (Bureau) intends to make a single award, indefinite delivery, requirements type contract with firm fixed unit prices for Healthcare Accreditation Services at various Bureau locations located throughout the contiguous United States, Hawaii, and Puerto Rico. However, the Bureau reserves the right to make multiple awards if it is determined to be in the best interest of the Government. A contract for Healthcare Accreditation Services is required to enable the continued evaluation of its healthcare programs by a nationally recognized, external source that has accreditation standards applicable to the scope of medical services provided at Bureau institutions.

Background

The Bureau has approximately 80 correctional health care units for which it is seeking health services accreditation. These institutions are listed in Attachment D, Bureau Institutions Seeking Healthcare Accreditation. Twelve institutions have several facilities grouped in a single complex. For example, Federal Correctional Complex (FCC) Victorville, California, has one high security facility (USP Victorville), two medium security facilities (FCI Victorville I and FCI Victorville II), and a minimum security facility (Federal Prison Camp) within a single complex. FCC Victorville and the eleven other complexes will seek a single healthcare accreditation inclusive of its multiple complex facilities.

The majority of these 80 institutions, which house approximately 197,500 federal inmates, have Bureau employed healthcare providers who deliver primary care services to inmates.

• Primary care (ambulatory/outpatient) services include the management of chronic care conditions, preventive health visits, nursing services, basic ancillary services (laboratory and radiology services), dental services, and emergency or urgent care for sudden illness or injuries.

Seven institutions provide primary and secondary care.

• Secondary care (inpatient care) services include 24-hour skilled nursing care, rehabilitation services, dialysis services (3 institutions), limited surgical services (1 institution), behavioral health care (4 institutions), and end-of-life care.

All institutions contract with local community hospitals and providers to deliver specialized care and services that cannot be rendered at the institutions.

The Bureau healthcare program has a centralized structure providing national healthcare policy and support through the Health Services Division, Central Office, Washington, DC, six regional offices, and a National Health Services Governing Board. The Assistant Director of the Health Services Division is the appointed Chair of the National Health Services Governing Board.

It is anticipated the Bureau will add new institutions and/or change the mission of institutions throughout the life of the contract. As these instances occur, the contractor shall allow additions or deletions of the accreditation services based on actual mission changes determined by Central Office. Any additions and/or changes to the contracting must be done by the Contracting Officer.

I. REQUIREMENTS

The contractor shall provide a plan to describe how their accreditation standards will apply to the scope of services for each Bureau institution to be surveyed. The plan shall itemize fees for an initial survey, accreditation renewal survey, special survey, and administrative costs. The administrative cost for continuous support includes, but is not limited to:

• Assistance completing initial application for accreditation.

• Ongoing standards interpretation.

• Assistance with survey preparation.

• Ongoing monitoring of Bureau institution information.

• Training and technical assistance for Bureau users of automated vendor systems.

• Assistance with report completion and interpretation.

The contractor shall provide surveys as required. This process shall focus on organization-specific, critical patient care process and systems in a correctional setting for which the institution is accountable. The survey team shall be comprised of qualified medical, nursing, dental, and/or other health care professionals applicable to the stated missions of the institution being surveyed. During the site visit, the surveyor shall look for critical performance areas and provide practical consult support on any issues most relevant to the healthcare organization as well as risk reduction strategies.

The plan shall also include the reaccreditation requirement for reassessment on a scheduled basis.

The contractor shall schedule approximately one-third of the accreditation/reaccreditation surveys per year using the fiscal year of October 1 through September 30 and in consultation with the COR.

The Bureau has included the list of institutions (see attachments A-C) expected to be surveyed during the life of the contract.

• Attachment A, Base Year List of Bureau Institutions Seeking Initial Healthcare Accreditation displays the 21 institutions targeted for survey in the base year of the contract.

• Attachment B, Option Year 1 List of Bureau

Institutions Seeking Initial Healthcare Accreditation displays the 24 institutions targeted for survey in the first option year of the contract.

• Attachment C, Option Year 2 List of Bureau Institutions Seeking Initial Healthcare Accreditation displays the 35 institutions targeted for survey in the second option year of the contract.

• In the third and fourth option years, the respective accredited institutions due for reaccreditation will be surveyed.

The vast majority of Bureau institutions (73 of 80) will seek healthcare accreditation solely for primary care (ambulatory) operations. Seven (7) Bureau institutions will seek healthcare accreditation for both primary (ambulatory) and secondary (inpatient) operations. The Bureau reserves the right to make multiple awards such that one contractor is selected to provide only primary care (ambulatory) accreditation services, and a second contractor is selected to provide only secondary care (inpatient) accreditation services. Alternatively, one contractor may be selected to provide both primary and secondary care accreditation services. If two different contractors (one providing primary care accreditation and the second providing secondary care accreditation) are selected, the two contractors will coordinate accreditation surveys at the seven institutions seeking both primary and secondary care accreditation to minimize the disruption of routine correctional operations at these institutions.

The contractor shall allow the Bureau to add customized Bureau-specific standards if it is mutually determined that major correctional health care operations are not adequately assessed by the contractor’s existing accreditation standards.

The contractor shall assign a Point of Contact (POC), or liaison, to coordinate and schedule all survey activity with the COR. The contractor shall coordinate all survey applications and any advance material with the COR.

Consulting services will be done by virtual technology or institution visits. The visits, hours, and work schedules will be coordinated by the institution’s Health Services Administrator and the COR. The contractor will provide a consultant that possesses knowledge of correctional health care, accreditation standards, survey process, disease specific care certification, and routinely provides training and development in accreditation standards. The Contractor must include a resume with the requisite background and experience (noted in Experience Section) for the consultant.

When conducting special surveys for the purpose of following up on post-survey corrective action implementation, investigation of complaints, or vendor-initiated quality control assessment, they shall provide a preliminary report at the end of the survey and a final report within 60 days. The COR shall be notified a minimum of 24 hours prior to the performance of a special survey.

The contractor shall provide training and education on the accreditation process and procedures during residential training for Bureau staff when requested by the Bureau.

This training shall be coordinated by the POC and the COR.

The contractor shall allow a representative(s) of the National Health Services Governing Board, as assigned by the Bureau, to attend any survey as an observer. The Bureau reserves the right to have the COR attend any survey as an observer.

Contractor must be registered in the System for Award Management (SAM), an online system that replaces CCR/FedReg, the Online Representations and Certifications Application (ORCA), and the Excluded Parties List System (EPLS). Contractors can go to www.sam.gov to find their information. Contractor shall maintain a current and accurate record in the SAM database annually, and must provide a copy of the registration. Registration in no way guarantees that a contract will be awarded.

The above requirements are to be addressed in the Contractor’s proposal, not to exceed 8 pages. Contractors are encouraged to use bullets rather than narrative format where applicable to consolidate and clarify information.

II. ACCREDITATION SURVEY REPORTS

The contractor shall provide a full written final accreditation decision report outlining surveyor findings, time lines for corrective action, and a discussion of significant patterns/trends describing observed best practices and/or variances from evidence-based practice within six weeks of the survey conducted to the CEO/Warden of the institution surveyed, the Regional Director for the region, and the Bureau Medical Director, Central Office.

The contractor shall provide copies of any subsequent follow-up reports to the CEO/Warden of the institution, the Regional Director, and the Bureau Medical Director, Central Office.

The Accreditation Survey Reports are a deliverable under the terms of this contract which documents the results of the survey. Therefore, in order for the Bureau to certify the survey action is complete, the final accreditation http://www.sam.gov/

BOP00626

Highlight decision report must be distributed as outlined above, for the purposes of payment. The survey is considered complete for payment purposes when the report associated with each survey is delivered accordingly.

The contractor shall provide the Bureau with a written analytical report on the performance of all the institutions surveyed each fiscal year by October 15th of the succeeding fiscal year. This report will offer an analysis on how Bureau accredited programs compare with other individual or healthcare systems nationally.

The Bureau’s Central Office will provide the contractor with a list of the Bureau institutions subject to health services accreditation (see Attachment A). The Bureau shall be responsible for providing the revised lists as updates or changes occur.

The contractor must provide an example or screen shot of the above reports required.

III. EXPERIENCE

The contractor must have developed their own accreditation process and programs and set their own accreditation standards. The contractor, surveyors, and any associated consultants must have 10 years or more of experience in the healthcare accreditation field, preferably in correctional healthcare accreditation.

Accreditation surveys shall occur based on the contractor’s internal policies and procedures. The Bureau will consider and adhere to these policies and procedures provided by the contractor for Bureau review and reference. The contractor shall provide the Bureau copies of their accreditation standards, policies, and procedures for review and reference.

The contractor shall agree to provide at least one surveyor who has previous experience with correctional healthcare accreditation surveys to each survey group to provide guidance to new surveyors. The contractor shall agree that no surveys shall be conducted by all new surveyors. As noted above, experience in conducting a survey is required and annual surveyor training is not to be used as substitute for actual survey experience. The contractor must submit 3 resumes of experienced surveyors who are qualified to conduct the surveys required.

IV. SPECIAL SECURITY AND CLEARANCE REQUIREMENTS

In accordance with Bureau of Prisons Acquisition Policy (BPAP) 4.402-70, Homeland Security and Presidential Directive – 12 (HSPD-12), established mandatory Government-wide security standards for Government employees and contractors who have access to Federally controlled systems and information systems. Therefore, all contractor personnel shall have personnel security clearance commensurate with the highest level of information processed by the system(s) they use. The provisions of Department of Justice Order DOJ 2610.2E, Federal Bureau of Prisons Information Security Program Statement 1237.13, BPAP 37.103 (b) and the Federal Bureau of Prisons Human Resource Management Manual 3000.03 shall be followed to determine appropriate security clearance levels.

• Contractor security clearances, including the submission of security clearance forms, etc., shall be coordinated with the COR prior to contract employee arrival at the Bureau facility.

• It shall be the responsibility of the contractor, as directed by the COR, to ensure that all necessary forms and information are completed and submitted in a timely manner.

• In addition to the background investigations noted above, as determined by the COR and/or the Personnel Security Specialist, Bureau security requirements may include, but are not limited to, the following:

• National Crime Information Center (NCIC) Checks.

• National Agency Check with Inquiries (NACI).

• Law Enforcement Agency Checks.

• National Law Enforcement Telecommunications (NLETS) Checks.

• Credit Check.

• Completed Standard Fingerprint Form (FD-258)

• Completed Office of Personnel Management Optional Form (OF-306), Declaration of Federal Employment and Appropriate Resume and Optional Application.

• Completed Contractor Pre-Employee Form.

• Release of Information.

• Urinalysis.

• Employee vouchering over the past five years.

If urinalysis is required, the test shall be administered at the closet Bureau facility where work is to be performed. The work shall be excluded and the contractor shall be required to provide acceptable replacement personnel subject to the same security requirements.

Each of the Contractor’s assigned surveyors shall submit to an annual security background check. This will require each surveyor to provide full name, birth date, address and social security number to the Bureau, authorizing the BOP to check this data with the National Crime Information Center (NCIC). Each surveyor will submit to a NACI (required every five (5) years) per National Security Agency requirements. This information will be considered confidential and will be maintained in the Bureau Central Office.

The contractor shall agree that no surveyor will be allowed access to any Bureau institution without the security check as required above or any addition security checks/information that may be required by the Bureau in the future.

CONFIDENTIALITY AND NONDISCLOSURE

The contractor shall agree to all deliverable and associated documents in the performance of this contract are the property of the U.S. Government.

The Contractor shall release no information. Any request for information relating to this contract presented to the contractor must be submitted to the COR for response.

V. QUALITY MANAGEMENT

PROJECT MANAGEMENT AND COORDINATION

The Contractor shall assign a Project Manager. The Project Manager shall lead the overall execution of the activities in this SOW, including providing oversight of any tasks required by the SOW. The Project Manager shall serve as the primary liaison between the Government and the Contractor. Additionally, the Project Manager shall ensure that:

• All Contractor staff understands and work toward SOW objectives.

• Tasks are staffed by appropriate, highly qualified personnel.

• All project management issues are communicated to and coordinated with the COR.

The Bureau will appoint a COR for this project. The COR is responsible for receiving all deliverables and accepting the services provided for this Contractor, providing direction to the Contractor which clarifies the contract effort, serves to accomplish the contractual scope of work, evaluates performance and certifies all invoices for acceptance of the services furnished for payment prior to forwarding the original invoice to the payment office. The COR does not have the authority to alter the contractor’s obligations under the contract action, direct changes that fall within the change clause, and/or modify any of the expressed terms, conditions, specifications, or costs of this agreement; must be coordinated through the Contracting Officer

COMPLIANCE WITH CONTRACT REQUIREMENTS

The service is a contractual arrangement and not a personnel appointment. Payment is based on an end product or the accomplishment of a specific result. The service does not constitute an employer/employee relationship. The contractor will not be subject to Government supervision, except for security-related matters. However, contractor performance shall be monitored.

Contractor performance will be closely monitored by the COR to ensure the required services are achieved.

VI. ADMINISTRATIVE

PAYMENT AND INVOICING

All invoices shall be prepared in accordance with Far clause 52.212-4(g) Contract Terms and Conditions—Commercial Items. The Contractor shall invoice the Government only for completed tasks. The Contractor shall mail an original invoice for each institution for payment to:

Federal Bureau of Prisons Attention: Accounts Payable 320 First Street, NW, Room 5009 Washington, DC 20534

PERIOD OF PERFORMANCE

The contract terms will be for a one (1) year base period with four (4) one year option periods as follows:

Base Period: Date of Award through 12 months Option Period One: 13 months through 24 months Option Period Two: 25 months through 36 months Option Period Three: 37 months through 48 months Option Period Four: 49 Months through 60 months