Statement of Work_Draft.pdf

STATEMENT OF WORK (SOW)

Statement of Work dated December 3, 2024 1

December 3, 2024

1.0 TITLE

SEER Training Website, New Data Item Feasibility Study, SEER Advanced Topics for Registry Professionals Workshop Technical and Logistical Support, and Cancer PathCHART

2.0 BACKGROUND

The Surveillance, Epidemiology, and End Results (SEER) Program is one of the premier cancer surveillance programs in the world currently composed of population-based cancer registries covering nearly half of the total US population. The information collected on every cancer patient in SEER coverage areas includes demographics, a description of the cancer, treatment, and patient follow-up including cause of death for deceased patients. Periodic reports on various aspects of the cancer burden on the population including incidence, survival, treatment, and mortality using the SEER database are made available to the general research community and the public and are routinely cited in the medical literature and the media.

Cancer registrars are data information specialists who capture the complete history, diagnosis, treatment, and health status for every cancer patient in the U.S. The data provide essential information to researchers, healthcare providers, and public health officials to better monitor and advance cancer treatments, conduct research, and improve cancer prevention and screening programs. Registrars work closely with physicians, administrators, researchers, and healthcare planners to provide support for cancer program development, ensure compliance of reporting standards, and serve as a valuable resource for cancer information with the goal of preventing and controlling cancer.

2.0.1 SEER Advanced Topics for Registry Professionals Workshop support The NCI SEER’s commitment to quality data requires a commitment to cancer registrar education and training. One of the SEER program goals is to provide training materials and resources to the cancer registry community. Education needs include education for new registrars to increase the cancer registry workforce, continuing education for experienced registrars, and education on emerging or changing concepts.

2.0.2 New Data Item Feasibility Study

Numerous data items are collected and reported to NCI SEER for every cancer case diagnosed in SEER geographic areas. Requests for new data items are frequent. NCI SEER must evaluate the impact of proposed new data items before they are implemented to ensure that the data are available for collection and to assess the burden on the data collection infrastructure.

2.0.3 SEER Training Website

The SEER Training Website (STW) is an online training and information platform with content intended to provide web-based training modules for cancer registration and surveillance (https://training.seer.cancer.gov/). The target end user of this site is broadly defined as cancer registrar students and practitioners, allied health students and practitioners, and cancer epidemiology and cancer https://training.seer.cancer.gov/

Statement of Work dated December 3, 2024 2 biology students. This purpose is distinct from that of SEER*Educate, which provides hands-on exercises in a question/answer format focused on basic and advanced training of cancer registrars and offers continuing education credits. In contrast, the SEER Training Website is a reference resource organized into didactic modules in two major categories: 1) Cancer Registration and Surveillance Modules (CRSM) and 2) Site-Specific Modules (SSM). As the recent updates are the first in over ten years, most of the content was out of date and in need of extensive revisions. The site provides support to improve quality of data captured by the SEER program through education, fulfilling a critical element of the Data Analysis, Quality, and Interpretation Branch (DQAIB) within the Surveillance Research Program (SRP).

2.0.4 Cancer PathCHART

The Cancer Pathology Coding Histology And Registration Terminology (Cancer PathCHART) initiative is aimed at having subspecialty matter expert (SME) pathologists, certified cancer registrars, and epidemiologists review tumor site-histology combinations and associated histology terminology and coding. Through this project the Site-Type Validation List, the Impossible Combinations List, and other cancer registration resources will be vetted by SMEs and updated. The updated information will be used to inform edits and will be provided to cancer registration software vendors for implementation. A companion webtool permits searches of this validated information. This initiative is aimed at improving data quality captured through cancer registration.

2.1 OBJECTIVE

The purposes of this contract are to provide support to the NCI by:

1. Providing support for the SEER Advanced Topics for Registry Professionals workshops;

2. Conducting the feasibility study of proposed new data items;

3. Updating and enhancing the SEER Training Website’s (STW’s) Cancer Registration and

Surveillance Modules (CRSMs) and obtaining feedback from Certified Oncology Data Specialists (ODS-C) regarding the modified STW content via virtual focus groups. Review of existing modules and suggest revisions to keep them up to date for Option Period 1 (2026); and

4. Conducting virtual focus groups of ODS trainees and ODS-Cs about Cancer PathCHART standards, the CPC*Search webtool, and education about the standards and webtool.

3.0 SCOPE

3.0.1 Program requires support for the SEER Advanced Topics for Registry Professionals Workshop.

SEER Advanced Topics for Registry Professionals Workshop will be a multi-day workshop that will expand registrars’ knowledge of several important initiatives such as primary site classification, anatomy, multiple primary determination, histology coding rules, new data items, and advanced pathology concepts. Participants will complete specifically assigned cases in SEER*Educate before the workshops. In-depth coding and abstracting training will be based on participants’ coding of the assigned cases.

3.0.2 Program requires feasibility studies of proposed new data items including registrar feedback on proposed coding instructions, ease of finding information in medical records, and time required to complete the proposed data items. The goals of the feasibility study are to ensure the coding instructions

Statement of Work dated December 3, 2024 3 are complete/clear, data are available, are of sufficient quality, and that collection does not impose an excessive burden on the data collection infrastructure.

3.0.3 Program requires support to revise SEER Training Website’s Cancer Registration and Surveillance Modules (CRSMs). Additionally, Program needs to receive feedback from certified cancer registrars in the registry community regarding the modified STW content through virtual focus groups.

Program also requires support to review existing modules and suggest revisions to bring them up to date.

3.0.4 The program requires support to conduct cancer registrar virtual focus groups to provide feedback on the search functionality and future tool needs for Cancer PathCHART. If contract time and funding permit, program also requires support to conduct cancer registrar virtual focus groups to provide feedback on education and implementation of Cancer PathCHART.

4.0 CONTRACT REQUIREMENTS/ AND PERSONNEL QUALIFICATIONS

BASE PERIOD

THE CONTRACTOR SHALL PERFORM THE FOLLOWING TASKS:

4.1 2025 SEER Advanced Topics for Registry Professionals Workshop

4.1.1 Organize and provide virtual meeting rooms for the workshop on the dates selected and agreed upon by both NCRA and NCI SEER program office.

Coordinate services with virtual conference platform, set up of registration services, communication support and audio visual and production services.

4.1.2 Post activities related to the 2025 SEER Advanced Topics for Registry Professionals Workshop on the NCRA website and provide updates on the workshop through e-mail blasts.

4.1.3 Perform the following registration functions:

a) Create a registration website/webpage,

b) Complete data entry of registrants,

c) Monitor and manage registration capacity,

d) Manage workshop registration waitlist, if applicable,

e) Communicate with waitlist registrants as seats open, if applicable.

4.1.4 Create virtual platform and distribute link to participants.

4.1.5 Organize and provide audiovisual support, recording, and online question/answer capability for virtual presenters and participants.

Prepare recorded sessions and prepare and deliver recorded sessions for continued viewing on NCRA Center for Cancer Registry Education (CCRE).

Statement of Work dated December 3, 2024 4

4.1.6 Organize training for presenters using virtual platform and facilitate either pre-recording of presentations or live delivery of presentation.

4.1.7 Direct online and day-of support for between 2 to 3 days.

4.1.8 Post and maintain for continued viewing the recorded presentations to the NCRA website SEER page on the CCRE (www.CancerRegistryEducation.org/SEER).

4.1.9 Create summary of activities for the 2025 virtual workshop to include record of attendance, presentations, participant feedback, and detailed report of questions and answers posted during live workshop and afterwards.

4.2 New Data Item Feasibility Study- 2025

4.2.1 Conduct new data item feasibility study using a statistically valid sample of cancer registrars made available to include up to a maximum of four (4) virtual focus groups or a combination of virtual focus groups and written assessment(s).

a) Work with Government to select cancer registrars to test specific data items;

b) Recruit registrars to be part of Field Testing and put together up to a maximum of four virtual focus groups or a combination of virtual focus groups and written assessment(s);

c) Provide administrative support to the Field Testing group during virtual focus group meetings and the data from any written assessment(s).

4.3 SEER Training Website - 2025

4.3.1. Organize and conduct a minimum of two virtual focus groups composed of hospital-based cancer registrars including, but not limited to, the following:

a) Hold at least two virtual focus groups for revised site-specific modules. Modules to be selected by the Government;

b) Provide general summary feedback for the site format and content;

c) Provide separate detailed summaries for each revised module.

4.4 Cancer PathCHART

4.4.1. Organize and conduct a minimum of one, maximum of two, virtual focus groups to evaluate the following:

a) CPC*Search and future tool needs; and

b) Provide feedback for the site format, content, and functionality.

OPTION PERIOD 1

IF THE GOVERNMENT EXERCISES THE OPTION, THE CONTRACTOR SHALL PERFORM

THE FOLLOWING TASKS:

4.4 2026 SEER Advanced Topics for Registry Professionals Workshop

4.4.1 Organize and provide virtual meeting rooms for the workshop on the dates selected and agreed upon by both NCRA and NCI SEER program office.

Statement of Work dated December 3, 2024 5

Coordinate services with virtual conference platform, set up of registration services, communication support and audio visual and production services.

4.4.2 Post activities related to the 2026 SEER Advanced Topics for Registry Professionals Workshop on the NCRA website and provide updates on the workshop through e-mail blasts.

4.4.3 Perform the following registration functions:

a) Create a registration website/webpage,

b) Complete data entry of registrants,

c) Monitor and manage registration capacity,

d) Manage workshop registration waitlist, if applicable,

e) Communicate with waitlist registrants as seats open, if applicable.

4.4.4 Create virtual platform and distribute link to participants.

4.4.5 Organize and provide audiovisual support, recording, and online question/answer capability for virtual presenters and participants.

Prepare recorded sessions and prepare and deliver recorded sessions for continued viewing on NCRA Center for Cancer Registry Education (CCRE).

4.4.6 Organize training for presenters using virtual platform and facilitate either pre-recording of presentations or live delivery of presentation.

4.4.7 Direct online and day-of support for between 2 to 3 days.

4.4.8 Post and maintain for continued viewing the recorded presentations to the NCRA website SEER page on the CCRE (www.CancerRegistryEducation.org/SEER).

4.4.9 Create summary of activities for the 2026 virtual workshop.

Include record of attendance, presentations, participant feedback, and detailed report of questions and answers posted during live workshop and afterwards.

4.5 New Data Item Feasibility Study 2026

4.5.1 Conduct new data item feasibility study using a statistically valid sample of cancer registrars made available for a maximum of four (4) virtual focus groups or a combination of virtual focus groups via WebEx or Zoom and written assessment(s).

a) Work with Government to select cancer registrars to test specific data items

b) Recruit registrars to be part of Field Testing and put together a maximum of four (4) virtual focus groups or a combination of virtual focus groups and written assessment(s)

c) Provide administrative support to the Field Testing group during focus group meetings and the data from any written assessment(s).

4.6 SEER Training Website 2026

Statement of Work dated December 3, 2024 6

Identify one (1) to two (2) fully credentialed cancer registrar experts who have experience in revising STW Cancer Registration and Surveillance Modules (CRSM) modules

4.6.1 Provide management oversight of the contract including, but not limited to, ensuring that the cancer registrars shall:

a) Attend monthly to bimonthly one-hour meetings (or as scheduled by NCI) with NCI

Program staff via WebEx or Zoom.

b) Review the content of the STW modules and identify needed updates related to the migration from ICD-O-3 to ICD-O-4. Provide written list of needed updates for each module.

c) Review new ICD-O-4 module created by program and provide written feedback to program.

4.7 Cancer PathCHART

4.7.1. Organize and conduct a minimum of one, maximum of two, virtual focus groups to evaluate:

a) Cancer PathCHART education and implementation

5.0 TYPE OF ORDER

This is a firm fixed price purchase order.

6.0 PERIOD OF PERFORMANCE

Base: 04/01/2025 – 03/31/2026

Option 1: 04/01/2026 – 03/31/2027

The period of performance shall be for one base period of twelve-months, plus one twelve-month option period.

7.0 PLACE OF PERFORMANCE

Services shall be performed at the contractor’s facilities.

8.0 REPORT(S)/DELIVERABLES AND DELIVERY SCHEDULE

Pursuant to FAR clause 52.213-4 “Terms and Conditions –Simplified Acquisitions (Other than Commercial Products and Commercial Services), all work described in the SOW to be delivered under this purchase order is subject to final inspection and acceptance by an authorized representative of the Government. The authorized representative of the Government is the Contracting Officer’s Representative (COR), who is responsible for inspection and acceptance of all services, materials, or supplies to be provided by the Contractor.

Section 508 of the Rehabilitation Act, as amended by the Workforce Investment Act of 1998 (P.L. 105-

220) requires that when Federal agencies develop, procure, maintain, or use information and communication technology (ICT), it shall be accessible to people with disabilities. Federal employees and members of the public who have disabilities must have access to, and use of, information and data

Statement of Work dated December 3, 2024 7 that is comparable to people without disabilities. Remediation of any materials that do not comply with the applicable Section 508 requirements shall be the responsibility of the Contractor.

Deliverables shall be sent via e-mail to the NCI Branch B Invoice and Deliverables Mailbox at ncibranchbinvoices@mail.nih.gov and cc’ing the COR, Peggy Adamo, BS, RHIT, ODS-C via e-mail (adamom@mail.nih.gov) in a Microsoft compatible format.

All electronic reports and other digital files submitted shall be conformant with Section 508 of the Rehabilitation Act of 1973. Additional information about formatting and testing documents for Section 508 conformance, including guidance and specific checklists, by application can be found at:

1. Accessibility @ HHS | HHS.gov

a. Accessibility Compliance Checklists | HHS.gov

b. Accessibility Training Resources | HHS.gov

2. Create Accessible Digital Products | Section508.gov

a. Create Accessible Documents | Section508.gov mailto:ncibranchbinvoices@mail.nih.gov mailto:adamom@mail.nih.gov https://www.access-board.gov/ict/ https://www.access-board.gov/ict/ https://www.hhs.gov/web/section-508/index.html https://www.hhs.gov/web/section-508/accessibility-checklists/index.html https://www.hhs.gov/web/section-508/os-training-resources/index.html https://www.section508.gov/create/ https://www.section508.gov/create/documents/

Statement of Work dated December 3, 2024 8

BASE PERIOD DELIVERABLES

DELIVERABLE DELIVERABLE DESCRIPTION / FORMAT

REQUIREMENTS DUE DATE

1.0 2025 SEER ADVANCED TOPICS FOR

REGISTRY PROFESSIONALS WORKSHOP

1.1 Bi-weekly registration reports

Bi-weekly from start of registration to start of workshop

1.2

Report summarizing activities conducted and problems encountered, final list of workshop participants, and detailed record of questions and answers posted during workshop and afterwards

End of base period

2.0

NEW DATA ITEM FEASIBILITY STUDY -

2.1

Identify registrars to be part of Field testing, and the planning/assembling of the maximum of four

(4) focus groups (to include identifying who will participate and scheduling the sessions) or a combination of focus groups and written assessment(s). Focus group(s) scheduled, pre-focus group material distributed, responses received, and confirmations sent to participants and written assessment(s) distributed, and communications to members sent about the assessment(s)

September 1, 2025

2.2 Focus group(s) conducted, feedback collected, detailed report(s) delivered and data from written assessment(s) delivered

October 1, 2025

Statement of Work dated December 3, 2024 9

3.0 SEER TRAINING WEBSITE - 2025

3.1

Focus group(s) scheduled, pre-focus group evaluation STW module(s) distributed, responses received, and confirmations sent to participants

5 months after award

3.2 Focus group(s) conducted, feedback collected, detailed report(s) delivered 10 months after award

4.0 Cancer PathCHART - 2025

4.1 Focus group(s) scheduled, pre-focus group material distributed, responses received, and confirmations sent to participants

6 months after award

4.2 Focus group(s) conducted, feedback collected, detailed report(s) delivered End of base period

OPTION PERIOD 1 DELIVERABLES

Statement of Work dated December 3, 2024 10

DELIVERABLE DELIVERABLE DESCRIPTION / FORMAT

REQUIREMENTS DUE DATE

5.0 2026 SEER ADVANCED TOPICS FOR

REGISTRY PROFESSIONALS WORKSHOP

5.1 Bi-weekly registration reports

Bi-weekly from start of registration to start of workshop

5.2

Report summarizing activities conducted and problems encountered, final list of workshop participants, and detailed record of questions and answers posted during workshop and afterwards

On or before last day of Option Year 1 Period of Performance

6.0 NEW DATA ITEM FEASIBILITY STUDY –

6.1

Identify registrars to be part of Field Testing, and the planning/assembling of the maximum of four

(4) focus groups (to include identifying who will participate and scheduling the sessions) or a combination of focus groups and written assessment(s). Focus group(s) scheduled, pre-focus group material distributed, responses received, and confirmations sent to participants and written assessment(s) distributed, and communications to members sent about the assessment(s)

September 1, 2026

6.2 Focus group(s) conducted, feedback collected, detailed report(s) delivered and data from written assessment(s) delivered

October 1, 2026

7.0 SEER TRAINING WEBSITE - 2026

7.1 Provide written list of needed updates for each

module

On or before last day of Option Year 1 Period of Performance

7.2 Provide written feedback on new ICD-O-4

module

On or before last day of Option Year 1 Period of Performance

Statement of Work dated December 3, 2024 11

DELIVERABLE DELIVERABLE DESCRIPTION / FORMAT

REQUIREMENTS

DUE DATE

8.0 Cancer PathCHART - 2026

8.1 Focus group(s) scheduled, pre-focus group material distributed, responses received, and confirmations sent to participants

6 months after beginning of option period

8.2 Focus group(s) conducted, feedback collected, detailed report(s) delivered End of option period

Statement of Work dated December 3, 2024 12

8.1 APPROVALS BY THE CONTRACTING OFFICER’S REPRESENTATIVE (COR)

All services and deliverables delivered to the COR will be deemed to have been accepted 30 calendar days after date of delivery, except as otherwise specified in this purchase order, if written approval or disapproval has not been given within such period. The COR’s approval or revision to the services delivered shall be within the general scope of work stated in this purchase order.

COR: Margaret (Peggy) Adamo BS, RHIT, ODS-C Email: adamom@mail.nih.gov Phone: (240) 276-6867

(a) Performance of work under this task order must be subject to the technical direction of the COR identified above. The term "technical direction" includes direction to the Contractor that fills in details and otherwise serves to ensure that tasks outlined in the work statement are accomplished satisfactorily.

(b) Technical direction must be within the scope of the statement of work. The Contracting Officer's Representative does not have authority to issue technical direction that:

(1) Constitutes a change of assignment or additional work outside the statement of work;

(2) In any manner causes an increase or decrease in the task order price, or the time required for performance;

(3) Changes any of the terms, conditions, or requirements of the purchase order;

(4) Interferes with the Contractor's right to perform under the terms and conditions of the purchase order; or

(5) Directs, supervises or otherwise controls the actions of the Contractor's employees.

(c) The Contractor shall proceed promptly with performance resulting from the technical direction issued by the Contracting Officers Representative. If, in the opinion of the Contractor, any direction of the Contracting Officers, Representative, or his/her designee, falls within the limitations in (b), above, the Contractor shall immediately notify the Contracting Officer no later than the beginning of the next Government business day.

9.0 PAYMENT

Payment shall be made upon acceptance and approval of deliverables per the Payment Schedule.

Payment authorization requires submission and approval of invoices to the COR, Administrative Officer, and NIH OFM, in accordance with the attached payment provisions.

mailto:adamom@mail.nih.gov

Statement of Work dated December 3, 2024 13

The following clause is applicable to all Purchase Orders, Task or Delivery Orders, and Blanket Purchase Agreement (BPA) Calls: PROMPT PAYMENT (JAN 2017) FAR 52.232-25. Highlights of this clause and NIH implementation requirements are attached. (See INVOICE AND PAYMENT

PROVISIONS)