Statement of Work 10 med techs.pdf

STATEMENT OF WORK

MEDICAL TECHNOLOGIST

PINE RIDGE IHS HOSPITAL AND OUTLYING HEALTH CENTERS

Background

The mission of the Pine Ridge Hospital, Pine Ridge Service Unit, Great Plains Area Indian

Health Service is to provide the best possible health care services to the Native American people on the Oglala Sioux Indian Reservation in South Dakota.

Purpose of Contract

The primary purpose of this contract is to establish a multi-year contract; base with two option years to provide Medical Technologist services to the IHS Pine Ridge Service Unit (PRSU)

Hospital for direct patient care.

The Laboratory Department at the Pine Ridge I H S Hospital and Outlying Health Centers requires a minimum of 1 and a maximum of ten (10) Medical Technologist or Medical

Laboratory Technician with skills in general laboratory medicine (moderate & high complexity) whose mission is to provide full-scope, quality laboratory services to patients of the Oglala Sioux

Tribe.

Patients requiring laboratory services are always seen first by a physician in the Outpatient

Department who then submits a requisition to the Laboratory Department. The Pine Ridge I H S

Hospital and outlying Health Center staff and Contractor shall work in close cooperation in order to meet the needs of the patient.

In order to meet the requirements of the contract the contractor must possess Pine Ridge Service

Unit background clearance and possess signed competencies signed by Laboratory Supervisor and Laboratory Director.

Scope of Work

The primary purpose of this contract is for the provision of laboratory services to be provided at the Pine Ridge I H S Hospital and the outlying clinics. Contract Delivery type will be a Firm

Fixed Unit Price Performance Based Service contract for a base+2 option year periods. Staffing levels are determined by acuity and standards of care, Therefore, this contract establishes a minimum level of support coverage that must be maintained during the life of the contract. A maximum level has been established for this contract at ten (10) Medical Technologist (Clinical

Laboratory Scientist) or Medical Laboratory Technician (MLT) with approved completion of a

12-month hospital technologist training program from a licensed facility. The practical consequence of this for the Contractor is that although it is a firm fixed unit price performance-based contract, the staffing requirements takes on the characteristics of a labor hour contract in that the contract identifies specified skill types/levels for a stipulated number of hours.

Throughout this contract, all references to "Contractor" refer to the awardee. All references to

"Contractor Personnel" refer to Contractor staffing provided in support of the contract.

Documentation will be submitted by contractor of education and training for candidates. The

Contractor Personnel shall provide diagnostic laboratory testing. Contractor Personnel shall receive instructions and oversight from the Laboratory Director and Out Patient Supervisor at onset of duty assignment. Contractor Personnel shall receive orientation and training on all internal department protocols and procedures to ensure success of the contract and to evaluate competency as required by CLIA regulation. The services to be delivered under this contract by the Contractor to the Government are non-personal services and no employer-employee relationship exists or will exist under the contract between the Government and Contractor

Personnel.

Specific Requirements

Before Contractor Personnel commence work:

Prior to the arrival of Contractor Personnel at the PRSU, the Contractor shall ensure the

Contractor Personnel meet or exceed the following requirements.

1. Experience: The Personnel shall have a minimum of twelve months experience in a medical surgical inpatient setting (hospital) within the last thirty-six months to ensure competency in a high complexity laboratory setting. The Personnel shall have ASCP or

(equivalent to) certification. Documentation of training experience required with resumes for candidate review and acceptance by the Government.

2. English Language Requirement: The Personnel shall read, understand, speak, and write

English well enough to effectively communicate with patients and other healthcare workers.

3. Computer Knowledge: The Personnel shall possess knowledge of computer operations and proficiency in the use of word processing, email, electronic medic al records, laboratory information systems and other similar software as required.

4. Criminal Background Check Requirement: The Contractor shall provide all required background check documents at least 30 days before Personnel are to report to PRSU.

Contractor will not be paid for employee contract services prior to clearance and completion of background checks.

5. Cultural Sensitivity: The Contractor Personnel shall possess sufficient initiative, interpersonal relationship skills, and social sensitivity such that Personnel can relate constructively to patients from the Native American community.

6. Employee Health Requirements: The following is required for all Employees, Students, Volunteers, Contractors and Commission Corps per the Employee Health

Policy.

• Please submit immunization records with candidate CV/resumes for review by Government Employee Health Nurse. Immunization records can be forwarded for review to Employee Health at: Jodee.bettelyoun@ihs.gov.

mailto:Jodee.bettelyoun@ihs.gov

• Copies of Immunization records should also be given to Cindy Jacobs, Laboratory Supervisor at Cindy.Jacobs@ihs.gov or Kelly Thomas, Contracting

Officer Representative (COR).

Tuberculosis Skin Test (TST)

Have one negative TST documented within past 12 months (PPD Skin test) prior to hire.

First week of hire a 2nd PPD skin test will be administered to satisfy the Two-Step process per Employee Health Policy Then TST annually

Tetanus, Diphtheria, Pertussis (Tdap)

One-time dose of Tdap, if have not received Tdap previously (regardless of when previous dose of Td was received.

Hepatitis B

3 dose series, followed by serologic testing 1-2 months after dose #3

Serologic evidence of positive titer (anti-HBs) indicating immunity

• Refusal requires Statement of Declination — Hepatitis B (I-IBV) Vaccine

Measles, Mumps, Rubella (MMR)

2 doses of vaccine, 4 weeks apart Serologic evidence of immunity

Varicella

2 doses of vaccine, 4 weeks apart

• Serologic evidence of immunity

Influenza Vaccination

1 dose annually recommendations per CDC

COVID Vaccination

Annual recommendations per CDC

Or Authorized Declination form with approval by Employee Health Nurse

After Contractor Personnel commence work:

Tasks

Laboratory Services by Medical Technologist, CLS or MLT shall be provided in the Pine Ridge

I.H.S. Hospital and the Outlying Health Centers. The services will include diagnostic testing procedures. The roles and responsibilities of Contractor Personnel are those typical of a hospital or clinic that provides moderate and high complexity laboratory health care such as occurs in outpatient and inpatient services, to include emergency room services, obstetrical services, behavioral health, surgery, mobile units, and outlying clinics and health stations. In performance mailto:Cindy.Jacobs@ihs.gov of this procurement the Contractor shall specifically carry out the tasks listed below: These tasks will be considered as "work direction" and be assigned by the Laboratory Supervisor

1. ORIENTATION: The Personnel shall participate in PRSU orientation and in-service specific to furnishing services under this contract. Orientation must occur within seven duty days of contract performance start date. Schedule will be provided at onset of contract for the calendar year. (Orientation occurs every other week beginning on

Mondays except on Government holidays).

2. Provide diagnostic services for any patients presenting to the Laboratory Department after being examined by a Health Care Provider.

3. Independently operates moderate pr high complexity laboratory equipment to meet the needs of the department.

4. Receives patients, explains methods of procedures, special collection instructions and or criteria to obtain the best possible laboratory results.

5. Performs maintenance on all laboratory equipment per manufactures required timeframes as is consistent with all standards laboratory protocols across the industry.

6. Maintains a quality control system for the laboratory setting on a daily basis to meet all

Medicare/Medicaid, HIPAA and JCAHO standards. This includes using Levey Jennings criteria for acceptance or rejection of quality control results, utilizing best practices methods for problem solution to ensure systems are fully operable before any patient testing is performed.

7. Performs high complexity testing in the field of blood bank and transfusion medicine by conducting ABO/RH, Antibody Screen, Crossmatch, blood release protocols, and all other procedures authorized by the Laboratory Director.

8. Performs Phlebotomy for Acute Care and Out Patient departments as part of the laboratory team as assigned. Must be able to competently and independently conduct phlebotomy duties.

9. Performs a variety of routine to moderate or high complexity tests to meet the needs of the Medical Staff, as well as, the needs of the specialty clinic physicians. Most common manufacturer platforms are Beckman Coulter DXH 900, Ortho Vitros 5600, Siemens

EXL 200, ACL Top 350, Coulter IRIS, Abbott ID Now, Cepheid, Sysmex XN450, ID

Ortho Automated Blood Banking System Vision, Micro typing System Inc [MTS Gel for blood bank] Rapid Point 500 Blood Gas, ISTAT, and a variety of waived serology and miscellaneous equipment. This is not an all-inclusive list and instrumentation may change throughout the contract to meet the needs of the hospital and patient population.

10. Assists the Laboratory staff in maintaining records of all functions at this department and keeps documentation on file as required by HIPAA and CMS/JCAHO. This includes any repairs of equipment, surveys, etc. Contractor shall abide by the HIPAA and

CMS/JCAHO standards.

11. Notifies Medical staff (providers) of any repairs or downtime of equipment.

12. Notifies Medical staff (providers) of Critical Values per hospital policy with appropriate documentation.

13. Maintains accurate records of patient workload examinations on a daily basis.

14. Contractor must be able to assist in a cardiac arrest situation. This will include knowing

CPR and recognizing anaphylaxis and respond to other emergency situations with other staff members. BLS is required by the Indian Health Service for consideration of a contract candidate.

15. The Contractor shall agree to provide services to patients as they are referred from the

Outpatient Clinic and any In-Patient location such as Acute Care, Surgery, and

Emergency Room. Work hours will be determined by department need but services will be provided on a scheduled basis but will include all shifts (days, evenings, and nights and weekends). Oversight of the contract is managed by the COR designated for this contract. It is the vendor's responsibility to manage timecard information and submit to the government. Government will dispute within 10 days if onsite personnel provide documentation of errors on invoices. Timecards must be monitored by the vendor.

Vendor must offer an electronic time management program for the contract staff to utilize in documenting performance of contract. Government Program management will be given access to software program to use for validation of services rendered and quality processes (concurrence).

16. *** The Government may require the removal and replacement of Personnel as a result of security actions or other reasons, e.g., removal of unqualified or habitually careless

Personnel or the removal of Personnel that cannot perform the tasks assigned or display unacceptable conduct.

17. Invoicing is mandated to utilize the Invoicing Payment Platform (IPP), Contractor must utilize this system per HHSAR 352.232-71 and OMB M-15-19 "Improving Government

Efficiency and Saving Taxpayer Dollars through Electronic Invoicing".

Technical Evaluation Factor Selection Will Be Used to Award Service Contract to Potential

Vendors

The summary is below and documentation forms for Contract Officer Representative monitoring processes will be attached to RFQ as well as the Technical Evaluation Tool for submission of proposal.

Required

Services

Performance Standards Acceptable

Levels

Method of

Surveillance

Incentive

Laboratory

Problem afid

Approach

Understanding of problems/ issues arising with laboratory in rural

Indian Health Service

Facility Complexity and

Logistical requirements of project Possession of necessary organization, experience, and technical skills to accomplish

Statement of Work

Detailed Written Plan of how services will be accomplished by vendor

100% Performance

Evaluation at intervals during entire contract period of performance

Performance evaluation reflected on this element

Medical

Technologist/

Clinical Lab

Scientist

Candidates/

Medical

Laboratory

Technician

Candidates meet identified criteria for suitability

100% Candidate submission packets by contractor

Acceptance/approval by GPA Governing

Body for Security

Background

Clearance

Performance evaluation reflected on this element at onset of award

Past

Performance and

Experience

Accepted contracted services with other Indian

Health Services or Federal entities such as the

Veterans Affairs to show effective and efficient completion of clinical requirements as outlined in

Statement of Work or equivalent services to ublic enti

100% Initial Annual

Contract

Performance Review of

Past Performance and

Final Performance

Period

Performance evaluation reflected on this element

Quality of

Care

Consistent and Accurate laborat01

100% Month l /Quarter l Performance

Activity 1 testing, documentation directly into

RPMS & EHR for medical records. Clerical duties to include quality control documentation, equipment maintenance, phlebotomy, complete workload reports, electronic medical record documentation of visits and patient preparation instruction education.

review of:

• EHR Documents

EHR Deficiency

Reports

Timeliness of

EHR

completion

Laboratory

Error reports

Critical Value

Re orts evaluation

Quality of

Care

Activity 2

Will Implement and monitor a full-time quality

Assurance and Quality

Control program to meet regulation requirements of

CMS, Joint Commission, or other accreditation bodies and submit to Pine

Ridge I H S Hospital as outlined on page 3 - 5 of

Statement of Work.

Quality Assurance program specific to laboratory requirements

(environmental monitoring, preventative maintenance, quality control processes, etc.) will be conducted by

Laboratory Supervisor or designee on all technologists in the laboratory department

100% Monthly review of the laboratory

QA/QC program after concurrence by HIS

Performance

Improvement Team

Performance evaluation

Period of Performance

This contract shall begin from Date of award and be a duration of 3 years (Base + 2 Option

Years). Laboratory is in operation 24/7 and will include all regular hour shifts, weekends, government holidays. Shifts will be a flexible schedule of maximum 45-hour work week as per determined by government to meet needs which means 8, 10 or 12 hour shifts per week. Day

Shift 7am to 4:30pm, Evening Shift 3pm to 1130pm, Night shift 1pm to 730am, potential for shift to be converted to 10 hours shifts (7am to 530pm), or 12 hours shifts based on need and expertise of staff at time of need (7am to 730pm and 700pm to 730am). The Scheduled shift is subject to change at any time to benefit the care of our hospital. These changes will be directed by the Laboratory Supervisor or the COR as needed. Total Hours of contract will be determined by final quote negotiation for hourly wage for Clinical Laboratory Scientist (Medical

Technologist) and Medical Laboratory Technician categories. Holiday pay, weekend pay and overtime is included in the all-inclusive hourly rate submitted by the contractor.

Government-Provided Equipment

The Service Unit shall provide office space including a desk, chair and office supplies. The

Contractor will be authorized to use all areas of the medical treatment facility available to civil service and commissioned corps personnel in similar positions. The same restrictions apply to the Contractor as any other Indian Health Service personnel to use these areas for official business activities only.

The Contractor will be authorized to use all administrative and professional support available to

Indian Health Service personnel. This will include but not be limited to copy machines, fax machines and telephone service. The same restrictions to use these items for official Indian

Health Service business apply.

The Contractor shall be provided with an orientation to the Indian Health Service. The initial orientation and continuing orientation shall be provided by health center personnel, The hospital and health centers shall provide all medical and nonmedical equipment and supplies for the care and management of patients.

The Pine Ridge Service Unit shall provide all required blank government forms applicable to the

Indian Health Service. An appropriate orientation to the necessity of such forms will be provided by health center personnel.

The Pine Ridge Service Unit shall provide an ongoing method of monitoring and evaluation of the quality and appropriateness of patient care and identifying deficiencies in the quality of services performed before the level of performance becomes unacceptable.

The Pine Ridge Service Unit will not provide transcription services. Legible typed documentation of medical records is required for use in the electronic health record and laboratory interface package.

Contractor-Provided Equipment

The Contract Vendor must supply an electronic method for documenting time of candidates for use in monitoring the hours of services performed. Government will allow candidates to login to the respective internet-based time system at start of duty, lunch period, and log out from the government computer stations, as necessary. This will eliminate problems with time accountability and vendor not having an onsite liaison to perform this function.

The Indian Health Service does not anticipate any other need for contractor furnished equipment.

Contractor Responsibilities

1. Contractor staff must maintain PRSU background clearances and ensure competencies when completed when due so as not to delay direct patient care. Transmission of candidate information must be accomplished in a HIPAA compliant method and not by general unsecure email.

2. The Contractor is at all times responsible for the quality of the Contractor

Personnel work, it is the direct responsibility of the Contractor to perform all task normally associated with an employer-employee relationship e.g., completing timecards, resolving quality of work issues, ensuring high motivation and moral, and resolving

Government identified Contractor performance concerns, The physical absence of an on-site Contractor direct line supervisor does not relieve the Contractor of these responsibilities. For example. The completion and accuracy of timecards is a direct responsibility of the Contractor not the government. The Government will not assume the supervisory functions except to provide work direction as addressed above in the TASKs section.

3. To function effectively and efficiently as a team member in this environment, the work demands Contractor Personnel with a high degree of laboratory knowledge, skills, and abilities. Contractor management plays a key role in sustaining this high performing, highly motivated, and responsible laboratorian support effort that enhances the image of the Pine Ridge Hospital and gains the confidence of the supported Native American population.

4. Contractor Personnel are subject to floating to all laboratory departments and shifts as assigned.

5. Housing for the duration of the contract is the responsibility of the contractor company to arrange and pay for. Onsite accommodations might be available but are not guaranteed as a component of this contract as Contractor Personnel do not take "Call".

Quality Of Care

The Contractor shall comply with the following quality of care protocol:

1. It shall be understood that eligible patients under treatment will be rendered services that provide the best medical care within the Contractor's professional training and experience. All services rendered shall be in accordance with current standard medical practices to assure quality of care. A Work Schedule will be provided to the contractor by the Laboratory supervisor prior to the dates a technologist is needed.

2. The Contractor shall be familiar and adhere to the policy and procedures of the Bylaws of

Medical/Dental Staff of the Indian Health Center, Pine Ridge Service Unit in South

Dakota, The credentials of the Contractor shall comply with the Medical Staff By-laws of the service unit for all services provided in Public Health Service locations. The

Contractor shall agree to abide by the HIPAA and CMS standards.

3. The quality of work performed by the Contractor will be subject to review by chart audits and site visits by the Contract Officer Technical Representative, Vendor Project Officer or designee. Quality Review audits will be conducted by the Laboratory Director for competency initially, at 6 months and annually as per CLIA guidelines.

4. The quality of work performed by the Contractor will also be subject to review by the

Medical Staff of this facility and the Laboratory Director responsible for final reports of the laboratory tests.

Quality of Care Deliverables

The Contractor shall comply with the following quality of care protocol:

1. Deliverable: The Vendor for the Medical Technologist contract will provide documentation of current education and training, and will also support and participate in the ongoing Continuous Quality/ Performance Improvement at the Pine Ridge

Service Unit. Quality Assurance: The Program will consist of reporting the utilization of Laboratory Services by the Ordering Physicians provided by Laboratory

Department for workload statistics.

2. Deliverable: The Vendor shall implement an electronic method for monitoring and tracking time and attendance of candidates to be utilized in conjunction with invoicing for services provided.

3. Deliverable: The Vendor will create and implement a satisfaction survey that shall include elements to assess the effectiveness of the orientation and training program for the laboratory, applicability and usefulness of the procedure manual and ability for the staff to perform within the specifications required, and satisfaction with workload and departmental direction. This shall be required to be submitted to the government quarterly and shall be de-identified to preserve the anonymity of the individuals completing the surveys.

Invoice Submissions

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 resulting from this solicitation 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). Respondents to this solicitation are encouraged to register an account with IPP if they have 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.

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

IPPCustomerSupport@fiscal.treasury.gov.

https://obamawhitehouse.archives.gov/sites/default/files/omb/memoranda/2015/m-15-19.pdf https://www.ipp.gov/ mailto:IPPCustomerSupport@fiscal.treasury.gov

Contract Officer Responsibilities

The Contracting Officer (CO) is the only person authorized to approve changes or modify any of the requirements of this contract. The Contractor shall communicate with the CO on all matters pertaining to contract administration. Only the CO is authorized to make commitments or issue any modification to include (but not limited to) terms affecting price, quantity or quality performance of this contract.

1. Authority

1.1. No person other than the Contracting Officer has authority to bind the

Government with respect to this contract.

1.2. No action or omission of any government employee or representative other than the Contracting Officer shall increase or decrease the scope of this contract or shall otherwise modify the terms and conditions of this contract.

1.3. In no event shall any of the following be effective or binding on the Government or imputed to the Contracting Officer with respect to this contract:

1.3.1. An understanding or agreement between the Contractor and anyone other than the Contracting Officer;

1.3.2. A purported modification or change order issued by anyone other than the

Contracting Officer;

1.3.3. A promise by anyone other than the Contracting Officer to provide additional funding or make payments; or

1.3.4. An order, direction, consent, or permission from anyone other than the

Contracting Officer to:

Incur costs in excess of a specified estimated cost, allotment of funds, or other ceiling; or expend hours in excess of a specified level of effort.