A01_-_PWS_RAPTOR_final.pdf

PERFORMANCE BASED WORK STATEMENT

RESEARCH TITLE: Use of the Rapid Acquisition Package for Tracking Outcomes in Rehabilitation (RAPTOR) system in outpatient physical therapy: A multi-site demonstration project.

WOMACK ARMY MEDICAL CENTER

1. GENERAL.

It is expressly agreed and understood that this is a non-personal service contract, as defined in Federal Acquisition

Regulation (FAR) 37.101, under which the professional services rendered by the Contractor are rendered in its capacity as an independent contractor. The Contractor shall be solely liable for and expressly agrees to indemnify the Government with respect to any liability producing acts or omissions by its employees or agents. This contract does not create an employer-employee relationship between the Government and any corporation, partnership, business association or other party or legal entity with which the individual contract service provider may be associated.

1.1. DESCRIPTION OF WORK. This contract is a non-personal services contract under which the personnel rendering the services are not subject, either by the contract’s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the government and its employees. The

Contractor shall provide the non-personal services of one (1) full-time equivalent (FTE) Research Manager and part-time services of a Computer programming consultant, statistician and Excel Dashboard Developer for the Department of Orthopedics and Rehabilitation, Physical Therapy Section (DOR-PT) at Womack Army Medical Center

(WAMC) as required by this Performance Work Statement (PWS) and in accordance with the terms and conditions of this contract. The contractor shall abide by WAMC rules, regulations and bylaws, including the medical staff bylaws and applicable standing operating procedures (SOP) established by WAMC. Services provided in this health care facility shall be of a quality meeting or exceeding current recognized national standards as established by the

Joint Commission on Accreditation of Healthcare Organization (JCAHO), and the American Hospital Association

(AHA). Tasks to be performed shall be IAW accepted professional practice and the DOR-PT, WAMC.

1.1.1. The Research Manager and Computer programming consultant, statistician and Excel Dashboard Developer shall be qualified to perform non-personal services at WAMC to perform specific task as described in Section 5.0 of this

PWS. The contractor and contract employee shall be competent, qualified and adequately trained to perform assigned duties under the guidance of the Chief, DOR-PT, WAMC or his/her designated representative.

1.2. PERFORMANCE MEASURES.

1.2.1. Outcome. The contractor shall fulfill the requirement to provide qualified services at a standard enabling the MTF to provide such services at a high level of quality.

1.2.2. Standards. Acceptable measures include, but are not limited to: positions shall be 100% filled within 45 days of date of award (defined in SF 1449, block 3); in the event a contract service provider vacates a position, the position shall be filled within 45 days of vacancy; employee turnover rate – no more than one per year;

substantiated complaints – max 2 per contract employee per year. Other performance evaluation factors will be monitored that are not quantified by numerical measurements which include: contractor providing personnel exceeding the minimum qualification standards; customer service comments; contractor relationship with hospital staff/government contracting personnel; compliance with hospital policy and procedures.

1.2.3. How Measured. The Government shall monitor each contract service provider’s performance under this contract using the contract Quality Assurance Surveillance Plan in this PWS, Army Regulation 40-68, and any other MTF standards. Provider performance will also be monitored by department personnel and the

Governments Representative through government information systems and records, customer service information, contractor reports, monitoring of scheduled shift fill rates, time sheets, customer comments, compliance with installation and hospital policy and procedures, and any other means necessary to ascertain that contracted services are being accomplished in accordance with the terms of the contract.

1.3. PERFORMANCE REQUIREMENTS SUMMARY (PRS)

PERFORMANCE

OBJECTIVE

ACCEPTABLE

QUALITY

LEVEL

REFERENCE PWS

PARAGRAPH

METHOD OF

ASSESSMENT

Provide a High level of

Quality service

Para 1.2. No more than 2 substantiated customer complaints per contractor employee

Validated

Customer

Complaints

Comply with Health and

Immunization

Requirements

Para 4.1.2 Comply initially and annually 100% of the time

Annual review of

Government’s

Representative files.

Retention of Qualified

Personnel

Para 1.2 Turnover rate not to exceed one per contract year (12-month period)

Annual review of

Government’s

Representative files.

Comply with Mandatory

Training Requirements Para 4.1.3-4.1.10 Comply initially and annually 100% of the time

Annual review of

Government’s

Representative files.

Comply with Specific

Tasks

Para 5 Comply at least 95% of the time

Annual review of

Government’s

Representative files.

Comply with submitting Manpower Report

Para 8 Comply 100% of the time Annual review of

Government’s

Representative files.

Combating Trafficking in

Persons (Awareness

Program)

FAR 52.222-50 and

FAR 22.1703

Comply 100% of the time

(zero tolerance) regarding trafficking in persons policy

Government’s

Representative documentation & program review.

Any non- compliance must be brought to the attention of the KO immediately.

AT/OPSEC Para 4.3.2 through

4.3.6 and 11.10

Comply 100% of the time Government’s

Representative documentation and program review.

A. 100 % Inspection: One Hundred Percent Inspection is exactly what the title implies – inspecting a requirement every time it occurs.

2. PERSONNEL.

2.1. The contractor shall provide a work force to accomplish the required quantity of work within the schedule and time allotted herein. The contractor shall not employ military personnel or government civilian employees to perform services under this contract.

2.1.1. Should the contractor need to add additional personnel during the contract period, documentation of each individual’s qualifications shall be submitted to the Government’s Representative no later than fifteen

(15) calendar days prior to starting work. The Government’s Representative will notify the contractor of acceptance or non-acceptance of proposed employees within five (5) business days of receipt, based on the contents evidencing that all qualifications are met.

2.2. This is for non-personal services and all contractor personnel performing under this contract shall be and shall remain employees of the contractor and not employees of the government. The contractor shall control and supervise their employees at all times. The contractor shall provide each employee providing services under this contract an identification badge which shall be displayed on the outer garment at all times while on duty. The badge shall include, as a minimum, a photograph (full face) of the employee, the employee's-name and position title, and the contractor's trade name.

2.3. Personal Appearance. Contractor personnel shall dress in a neat, professional manner in good keeping with standard health care practices, be easily recognized and provide professional, modest appearance in keeping with normally accepted community standards of dress for the work being performed. In all cases, clothing and appearance shall be neat and clean.

2.4. Point of Contact. The contractor shall provide within ten (10) calendar days after award of the contract, both to the contracting officer and the Government’s Representative the name and telephone number of an individual to act as their on-site representative responsible for coordination of the contract with the Government’s

Representative. The contractor's representative may be a person performing services under this contract. During the performance of this contract, the on-site representative shall meet with the Government’s Representative on a quarterly basis or when requested by the Government’s Representative to discuss any problems being experienced by the contractor, contractor's personnel, or the government. The meeting date and time will be scheduled by the

Government’s Representative. The contractor shall notify the contracting officer and the Government’s

Representative, in writing, of changes in the on-site representative at least five (5) working days before the change.

2.5 Personnel Qualifications. The contractor shall provide the personnel to perform the tasks and procedures identified in paragraph 5 of this PWS to include a Research Manager, Statistician, Computer Consultant

(providing services such as software debugging, database querying, user interface), and Excel Dashboard

Developer and meet the following minimum qualifications:

2.5.1 The Research Manager is required to hold a Doctorate of Physical Therapy, to have and maintain a current license to practice physical therapy in any one of the 50 states, the District of Columbia, Puerto Rico, or the U.S. Virgin

Islands. Ideally they would have a minimum of 2-5 years of clinical experience, preferably at a Military Treatment

Facility. They must demonstrate computer literacy sufficient to operate a personal computer utilizing word processing programs and possess basic typing skills sufficient to efficiently produce required reports and products. In addition, they must demonstrate through coursework, degree, or certification, or by experience, the ability to code in Visual Basic for

Applications, and have experience working with both Microsoft Word and Microsoft Excel, and feel comfortable in communicating user requirements to technical professionals/computer programmers/software developers. The Contractor shall ensure that he/she has sufficient training and experience to effectively communicate verbally and in writing to learners, medical staff, and outside partners involved in the conduct of clinical research.

2.5.2 The Statistician is required to hold a minimum of a Master’s Degree in Statistics or Analytics and have experience with research protocols and data analysis of data sets and database variables.

2.5.3 The Computer Programming Consultant should have at least a Bachelor’s degree in a Computer Science/Programming related field, and have at least 5 years’ worth of experience with software development. They must be able to code in Visual

Basic and Visual Basic for Applications and have experience working with both languages.

2.5.4 The Excel Dashboard developer should have at least 3 years’ experience with Excel Dashboard development, MS Office, and Office 365, and experience in automating and reporting using Visual Basic for Applications.

3. HOURS OF PERFORMANCE.

3.1. Duty Hours: Duty hours will be established by the DOR-PT Chief or the Principal Investigator (PI) for the project.

As a general guideline, the hours are 0730 - 1630 hours, Monday to Friday excluding legal federal holidays.

Contract employees shall not be scheduled for more than 40 regular hours in a one week period. Duty hours include the one hour lunch period which is not paid by the Government. The contractor will only be paid for hours worked.

Hours are subject to change as directed by the Chief, DOR-PT, WAMC or the PI.

3.2. Scheduled/Unscheduled Absences: A total of 10 work days of scheduled/unscheduled absences will be granted for each contracting period covering a full 12 months. Scheduling of continuing education activities during a normally defined work period requires the approval of the DOR-PT Chief or PI and shall count against the 10 days.

3.3. Schedule absences for five (5) days or more require a backfill for the period of absence, unless prior approval is granted by the DOR-PT Chief or PI.

3.4. Scheduled Absences. Scheduled absences such as vacations, continuing education units, personal time off shall be scheduled at least 30 calendar days in advance and are subjected to approval by the DOR-PT Chief or his/her designated representative. Contract employees may use personal time off in accordance with the contractor’s personnel policy; however, excused absences are subject to workload and mission requirements.

3.5. Unscheduled Absences as defined in 3.2. shall be called into the designated Government representative by the contractor personnel prior to the start of their shift if he/she is unable to report to work.

4. ADMINISTRATIVE.

4.1. Neither uniformed personnel nor Government civilian employees shall be employed to perform services under this contract.

4.1.1. Contractor and subcontractors shall not include or use non-compete provisions with respect to the performance of Government service contracts in their employment, consultant, or third party contract agreements (hereafter agreements) with their employees which are effective beyond the period of contract performance, base period and exercised option periods included. Non-compete provisions shall not prevent employee from being interviewed, employed, or accepting offers of employment or making other arrangements with potential competitors for follow-on contracts. Additionally, non-compete provisions shall not prevent employees from accepting offers of employment or making other arrangements with any contractors who provide services to the Government, or from accepting offers of employment with the US Government, following the period of contract performance. In addition to any other remedies available to the Government, inclusion of such non-compete or similar conditions in agreements with employee may result in offeror’s proposal being determined unacceptable, termination of any awarded contract or task order, and an entry in the

Contractor Performance Assessment Reporting System (CPARS) performance evaluation.

4.1.2. Health. Contractors performing services under this contract shall comply with the health and immunization requirements that are required of all WAMC employees. Specifically, annual influenza immunization is required.

4.1.3. Orientation and Training. When commencing work under this contract, the contract employee shall obtain an in-processing checklist from the Government’s Representative. All contract personnel are required to complete the applicable in-processing items on the checklist and turn the completed form in to the designated office.

Upon completion of the duty assignment, the contract HCP must complete an out-processing checklist and return it to the designated office.

4.1.4. MTF Orientation. Contract Research Manager will be provided a government paid orientation to familiarize them with the policies and procedures of WAMC. Orientation attendance will be required during normal duty hours and will be scheduled by the Government’s Representative or the Physical Therapy Department

Chief or his/her government designee.

4.1.5. Computer Training. Contract employee must receive training for the applicable system. The

Government’s Representative or appropriate government designee will coordinate computer training. The training will be on-site and during normal duty hours. This training will be at no cost to the contractor. These systems may include but are not limited to:

4.1.6. Composite Health Care System (CHCS). The government will provide training to contract employee in the CHCS and/or other procedures that the medical activity's staff is required to use. Access to such patient data systems is an "Automated Data Processing Sensitive" position requiring compliance with AR 380-19 and

AR 380-67. Refer to supplement to the performance work statement “ADP Security Requirements” for further guidance.

4.1.7. Armed Forces Health Longitudinal Technology Application (AHLTA). AHLTA contains the MTF’s appointment scheduling program, pharmacy, lab, and radiology ordering system and is interlinked with other departments in the MTF.

4.1.8. ESSENTRIS. Essentris is the inpatient electronic health record. As for the above programs, all training for Essentris will be conducted during duty hours at WAMC.

4.1.9. Rapid Acquisition Package for Tracking Outcomes in Rehabilitation (RAPTOR) system, the outpatient physical therapy documentation system and outcome tracker utilized by the Department of Physical Therapy, WAMC.

4.1.10. Training will be required for any systems that may replace AHLTA, CHCS, ESSENTRIS, or

RAPTOR. All such training will occur at WAMC during normal duty hours.

4.1.11. The contractor shall ensure that the contract employee is knowledgeable of the policies and procedures of their specific place of duty and of the medical activity. The contractor shall ensure contract Research

Manager receives any staff training required by WAMC as a precondition/condition to performance. Such training may include instruction on automation processing, quality assurance policies and local in-service and safety briefings. This training shall be conducted during normal duty hours.

4.1.12. The government may elect to provide unique government training to the contract employee. If the government elects to provide such training, the government will provide such training at no additional expense to the contractor or to the contract employee. When directed by the contracting officer, contract employees shall attend all such training in a paid status as part of the normal services required and billed under the contract. If determined by the contracting officer, such training may require a performance commitment by the contractor and the contractor shall reimburse the government (by means of a reduction in an invoice) if a contract HCP fails to satisfy the performance commitment after the HCP receives the unique government training. The amount of the reimbursement shall be the prorated cost of the training, calculated based on the total cost of the training and the number of months by which the contract HCP fails to complete the performance commitment. The length of the performance commitment shall be 12 months or until the end of all performance under this contract, whichever occurs first.

4.2. SECURITY.

4.2.1. Vehicle Registration. WAMC is located on restricted access military installations. The

Contractor/contract employee shall comply with the local installation requirements for vehicle registration and operation on the military installation. Any vehicle operated by the contractor/contract employee in performance of this service must have the minimum liability coverage required by the state in which the installation is located.

All contract employees must register their vehicles with the office responsible for vehicle registration to gain access onto the military installation. A valid driver’s license, government-furnished civilian identification, proof of insurance and current registration must be presented to the at the Visitor Information Office located at the Main

Gate, at which time a temporary vehicle pass will be issued.

4.2.2. All vehicles are subject to search. The contract employee may encounter long delays for vehicle inspection and identification checks upon entering and exiting the installation. The government will not reimburse the contractor for time spent at installation checkpoints. Contract employees should plan accordingly and report to work at their scheduled duty time, at their appointed place of duty within the MTF.

4.2.3. Contract employee shall comply with installation and WAMC personnel identification and access requirements. The contractor is responsible for absences of contract Research Assistant due to expired identification and access documents.

4.2.4. Safeguarding Material. The contractor shall be responsible for safeguarding all government property provided for contractor use. The contractor shall safeguard information of a confidential or sensitive nature.

Neither the contractor nor its contract employee shall disclose or cause to be disseminated any information concerning the operation of WAMC that could result in or increase the likelihood of the possibility of breach of security or interrupt the continuity of operations or which breach the requirements of the Federal Privacy Act of 1974. However, the contractor may be required to provide testimony or disposition in cases of due process action.

4.2.5. Safety. Contract employee shall comply with all installation safety regulations. Such regulations include, but are not limited to, general safety, fire prevention, and waste disposal. Copies of these regulations are on file in the medical activity safety office or may be obtained through the Government’s Representative.

4.2.6. Reserved.

4.2.7. Contractor Representative. The Contractor shall designate, in writing, a primary point of contact for contract coordination and implementation. Changes in the primary point of contact, at any time, shall require the

Contractor to notify the Contracting Officer of the new representative five working days prior to the change.

This notification shall be in writing and shall state the name and contact information for the new point of contact.

4.2.8. Security Identification Badges. The contractor and contract employee shall comply with the local installation and WAMC personnel identification and access requirements.

4.2.9. The contract employee shall wear a visible Security badge ID, provided by WAMC or the Military

Installation, on the front of his/her outer clothing. The badge will show the full name, title and “Contractor” identification on the front. The Government’s Representative will provide the paperwork to request ID badges. The contractor is responsible for absences of contract employee due to expired identification and access documents.

4.2.10. The contract employee shall immediately report any lost or stolen badges to the Government’s Representative.

4.2.11. The contract employee shall turn in the WAMC badge and Civilian ID Card IAW with current policies upon termination of their services under this contract.

4.3. Submittals. The contractor shall ensure all contract specific requirements paragraphs such as Education and

Training Requirements, Privileging Requirements, National Agency Check Requirements, Health and

Immunizations Requirements, and viewing WAMC Facility Safety Orientation material are accomplished prior to performance.

4.3.1. The information provided may be used for input into WAMC's Consolidated Personnel Database

(CPDB). All information given by the contract employee will be protected by the Privacy Act of 1974 (PL 93-

579). This information is necessary to assure hospital records can be maintained correctly, therefore complying with the Joint Commission (TJC), Occupational Safety and Health Association (OSHA) and Center for Disease

Control (CDC).

4.3.2. OPSEC Standing Operating Procedure/Plan. The contractor shall develop an OPSEC Standing Operating

Procedure (SOP)/Plan within 90 calendar days of contract award, to be reviewed and approved by the responsible

Government OPSEC Officer, per AR 530-1, Operations Security. This SOP/Plan will include the government’s critical information, why it needs to be protected, where it is located, who is responsible for it, and how to protect it. In addition, the contractor shall identify an individual who will be an OPSEC Coordinator.

The contractor will ensure this individual becomes OPSEC Level II certified per AR 530-1.

4.3.3. AT Level I Training. This provision/contract text is for contractor employees with an area of performance within an Army controlled installation, facility or area. All contractor employees, to include subcontractor employees, requiring access to Army installations, facilities and controlled access areas shall complete AT Level

I awareness training within 45 calendar days after contract start date or effective date of incorporation of this requirement into the contract, whichever is applicable. The contractor shall submit certificates of completion for each affected contractor employee and subcontractor employee, to the Government’s Representative or to the

Contracting Officer, , within 45 calendar days after completion of training by the employee and subcontractor personnel. AT Level I awareness training is available at the following website: https://atlevel1.dtic.mil/at

"iWATCH Training. The contractor and all associated sub-contractors shall brief the contract employees on the local iWATCH program (training standards provided by the MTF antiterrorism officer). This local developed training will be used to inform CSPs of the types of behavior to watch for and instruct CSPs to report suspicious activity to the Government’s Representative. This training shall be completed within 14 calendar days of contract award and within 14 calendar days of new CSPs commencing performance with the results reported to the

Government’s Representative NLT 30 calendar days after contract award."

4.3.4. Access and General Protection/Security Policy and Procedures. This standard language text is for contractor employees with an area of performance within an Army controlled installation, facility or area.

Contractor and all associated sub-contractors employees shall comply with applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by government representative). The contractor shall also provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshal Office, Director of

Emergency Services or Security Office. Contractor workforce must comply with all personal identity verification requirements as directed by DOD, HQDA and/or local policy. In addition to the changes otherwise https://atlevel1.dtic.mil/at authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any individual facility or installation change, the Government may require changes in contractor security matters or processes.

4.3.5. Contractor Employees Who Require Access to Government Information Systems. All contractor employees with access to a government info system must be registered in the ATCTS (Army Training

Certification Tracking System) at commencement of services, and must successfully complete the DOD

Information Assurance Awareness prior to access to the information systems and then annually thereafter.

4.3.6. For Information assurance (IA)/information technology (IT) training. All contractor employees and associated sub-contractor employees must complete the DoD IA awareness training before issuance of network access and annually thereafter. All contractor employees working IA/IT functions must comply with DoD and

Army training requirements in DoDD 8570.01, DoD 8570.01-M and AR 25-2 within six months of employment.

4.3.7. Policies, Procedures, and Regulation Compliance. The contractor will be responsible for following all

MTF policies, procedures, regulations in support of Occupational Safety Health Alliance (OSHA), the Joint

Commission (JC), and other national, state, and local policies that regulate the health care industry. Policies and procedures may be obtained by contacting the Government’s Representative.

4.4. Sexual Harassment under the Sexual Assault Prevention and Response Program (SHARP)

4.4.1. Reporting requirements required by OTSG/MEDCOM Policy Memo 13-062, Policy for Reporting Incidents of Sexual Assault and Sexual Harassment under the Sexual Assault Prevention and Response Program (SHARP), dated 12 November 2013.

4.4.2. The contractor shall require all Contract employees with knowledge of an incident of sexual assault occurring on a Government facility, to include a Government leased facility, where the contractor is providing services under this contract, to report the incident to the contractor who shall immediately (within 24 hours) report the incident in writing to the Government’s Representative. All incidents shall be reported whether they involve contractor personnel or Government personnel, or other individuals.

4.4.3. The contractor shall require all employees with knowledge of an incident of sexual harassment occurring on a

Government facility, to include a Government leased facility, where the contractor is providing services under this contract, to report the incident to the contractor who shall immediately (within 24 hours) report the incident in writing to the Government’s Representative. All incidents shall be reported whether they involve contractor personnel or Government personnel, or other individuals.

4.4.4. The contractor shall ensure all contract employees receive Sexual Harassment/Assault Response and

Prevention (SHARP) training not later than 60 calendar days after contractor personnel begin performance under this contract. Training can be obtained either online or in person. Contractor personnel can attend SHARP training provided by MEDCOM on an every other month basis by contacting (210) 221-6118 for class date/time and availability. If the employee has an AKO account, they can access online the Team Bound Self Study course through Army Learning Management System (ALMS) at http://www.atsc.army.mil/tadlp/delivery/alms.asp.

5. SPECIFIC TASKS.

The contractor shall:

5.1 Write and submit all required documents, applications, IRB submittals, amendments, reports, requests, or other required paperwork in order to accomplish this PWS. Write the interim and final report on the status and results of the project.

5.1 RAPTOR System Development:

5.1.1 Further develop the RAPTOR system by performing system and coding updates to the template file which will include building a post-operative objective page in the Objective section, incorporating the flowsheet post-op protocols into the flowsheet builder that are provided by Government Furnished Information (GFI) by the PI or his/her representative; adding exercises to the Home Exercise Program Builder provided by GFI by the PI or his/her representative; adding any additional special tests and metrics/information to the Objective section of the RAPTOR http://www.atsc.army.mil/tadlp/delivery/alms.asp system; coding for clinical prediction rules as applicable; or other changes in order to better facilitate the patient care experience, or to conform to regulatory or clinic requirements. This may include transition to a web based application, or integration into other existing databases, or military data systems (WIIR/MOTION, MHS Genesis, etc.) or writing of a proposal to accomplish that end as a follow on project.

5.1.2 Develop/update the Data Dictionary for the RAPTOR System Excel database, and furnish a final Data Dictionary at the end of the project.

5.1.3 Gather the user requirements for Dashboard views and reports from the Government and develop the RAPTOR

Excel dashboard to include the Operational, Strategic, and Tactical Dashboard views, and the building of automated reports for the clinicians and clinic chiefs.

5.2 RAPTOR System Implementation: The Contractor shall:

5.2.1 Develop a suite of tools, documents, or presentations to facilitate introduction and training on the RAPTOR system to include a User’s manual, a Technical Manual, a training presentation, and other documentation (SOP’s, Help

Guide, FAQ, Department Policy Letters, IMD support letters) in order to train/support staff, clinicians, and clinic leadership and aid in the use and implementation of the RAPTOR system.

5.2.2 Train new staff at WAMC as they onboard and travel to TAMC to train staff on-site at TAMC before the project implementation phase in the use of the RAPTOR system. Travel to TAMC during the implementation phase depending on their usage/issues, to be determined by their site coordinator (GFI). At the end of the study the Contractor shall make an additional trip on-site to TAMC to present findings, train staff in the use of the Excel Dashboard, and troubleshoot any final issues at the site.

5.3 RAPTOR System Evaluation. The Contractor shall:

5.3.1 Develop, distribute, and collect surveys for/from end users of the RAPTOR system to include clinicians and clinic leadership ascertaining the efficiency, usefulness, attitude towards, and usability of the aforementioned RAPTOR system. The Contractor shall provide the results of these surveys in the final report.

5.3.2 Analyze the Medical Readiness Assessment Tool usage pre- and post-RAPTOR implementation and report the results in either dollar impact (based on IRIS incentives) or percent change as part of the final report.

5.3.3 Maintain a log/document of issues, crashes, suggestions, or edits that are submitted to the project team, as well as what steps were taken to address each submitted item to include the date it was resolved or addressed to be maintained in a public location on the Military V: on WAMC’s network, and include each in the monthly report.

5.3.4 Monitor all sites/clinics for RAPTOR system usage (after implementation), by collecting monthly, the Excel

Databases from each site/clinic, and reporting the number of patient encounters that have been collected to date to the

PI or his/her representative. The goal of the project is to collect 10,000 total patient encounters between both TAMC and WAMC by the end of the data collection period, and the Contractor shall assess progress monthly, and identify methods/policies that might increase data collection/capture.

5.4 Electronic IRB and Regulatory Requirements:

5.4.1 The Contractor shall gain access to the eIRB system to submit actions to eIRB using the designated protocol tracking database system (i.e., eIRB); actions such as scientific review submissions, initial review submissions, continuing review submissions, amendment submissions, deviation reports, and all other administrative actions as it relates to eIRB or research approvals/exemptions.

5.4.2 Maintain WAMC IMD approval for RAPTOR system as necessary by complying with any and all regulatory or oversight requests. If necessary, facilitate approval by IMD at TAMC by submitting any requested documentation or elements to appropriate personnel.

5.4.3 Maintain and comply with all HIPPA and Human Protections Office requirements throughout the contract execution.

5.5 Staff Communication

5.5.1 Communicate the status of the project and what phase of implementation it is in to the WAMC PI and to the

Tripler Site PI at least monthly in the form of an email or conference call, in order to stay on schedule and meet deadlines associated with project timeline and AAMTI proposal. Also submit log of issues/crashes referenced in 5.3.3 as part of this monthly report.

5.3.2 Responsible for addressing any issues brought up by various parties involved in regulatory compliance, including the FDA, research collaborators, and project sponsors.

5.4 Data Sharing.

5.4.1 Complete data sharing plan forms and submission for review in concert with other reviews (e.g., Scientific

Review)

5.4.2 Compile and record the data sharing plan, and each incident of data sharing and to what parties in a log to be kept on site at WAMC.

6. GOVERNMENT-FURNISHED PROPERTY AND SERVICES:

6.1. The government will provide all facilities, materials, forms and supplies necessary for performing the duties required by this contract.

6.2. Telephone. The Government will provide local telephone service limited to matters related to the performance of this contract.

6.3. Emergency Employee Health Care. WAMC will provide emergency health care for injuries occurring while on duty. The contractor will reimburse the government for all billed services.

6.4. Orientation. The Government will provide a mandatory briefing to familiarize contract personnel with the policies and procedures of WAMC.

6.5. The Government will provide administrative support as required at the discretion of the Chief, Department of Physical Therapy, or his/her designated representative

6.6. CONTRACTOR FURNISHED SUPPLIES/SERVICES:

6.6.1. Transportation required in Fayetteville/Fort Bragg, NC to provide services or attend meetings within the scope of fulfilling responsibilities under this contract shall be at no expense to the Government.

7. QUALITY ASSURANCE SURVEILLANCE PLAN (QASP): The minimum Quality Assurance

Surveillance Plan applies to the contract as a whole. The Government may modify inspection methods in accordance with site specific requirements.

8. CONTRACTOR MANPOWER REPORTING (CMR)

"ACCOUNTING FOR CONTRACT SERVICES-The Office of the Assistant Secretary of the Army (Manpower &

Reserve Affairs) operates and maintains a secure Army data collection site where the contractor will report ALL contractor manpower (including subcontractor manpower) required for performance of this contract. The contractor is required to completely fill in all the information in the format using the following web address

“https://cmra.army.mil”. The required information includes: (1) Contracting Office, Contracting Officer, Contracting Officer’s Technical Representative; (2) Contract number, including task and delivery order number;

(3) Beginning and ending dates covered by reporting period; (4) Contractor name, address, phone number, e-mail address, identity of contractor employee entering data; (5) Estimated direct labor hours (including sub-contractor);

(6) Estimated direct labor dollars paid this reporting period (including sub-contractor); (7) Total payments

(including sub-contractor); (8) Predominant Federal Service Code (FSC) reflecting services provided by contractor

(and separate predominant FSC for each sub-contractor if different); (9) Organizational title associated with the Unit

Identification Code (UIC) for the Army Requiring Activity (the Army Requiring Activity is responsible for providing the contractor with its UIC for the purposes of reporting this information); (10) Locations where contractor and sub-contractors perform the work (specified by zip code in the United States and nearest City, Country, when in an overseas location, using standardized nomenclature provided on website); (11) Presence of deployment or contingency contract language, and, (12) Number of contractor and sub-contractor employees deployed in theater this reporting period (by country). (13) As part of its submission, the contractor will also provide the estimated total cost (if any) incurred to comply with this reporting requirement. Reporting period will be the period of performance not to exceed 12 months ending September 30 of each government fiscal year and must be reported by 31 October of each calendar year. The contractor shall notify the Government’s Representative by the 5th working day of November whether or not they have completed this report. If the Government’s Representative is unavailable, the contractor will notify the Contracting Officer."

9. DEFINITIONS/ACRONYMS.

9.1. BACKUP PERSONNEL. Pre-approved contract personnel designated to move into the position of the primary contract personnel to perform required services for the duration of his/her absence.

9.2.

COMPOSITE HEALTH CARE SYSTEM (CHCS): An automated medical information system which will provide integrated support for the functional work centers of inpatient and outpatient care facilities, patient administration, patient appointments and scheduling, nursing, laboratory, pharmacy, radiology, and clinical dietetics.

9.4 CONTINUING EDUCATION. Education beyond initial professional preparation relevant to the type of patient care delivered in the organization provides current knowledge relevant to the field of practice and is related to findings from quality assurance activities.

9.5. CONTRACTING OFFICER (KO): The person appointed by the government with the authority to enter into and administer contracts on the behalf of the government.

9.6. CONTRACTING OFFICER'S REPRESENTATIVE (COR): A government employee selected by the contracting officer to act as his/her designated representative in administering a contract.

9.7. CURRICULUM VITAE (CV): A resume of one's career and qualifications prepared by an applicant for a position.

9.8. HEALTH CARE QUALITY ASSURANCE: The formal and systematic program for monitoring and reviewing health care delivery and outcome; designing activities to improve health care and overcome identified deficiencies in providers, facilities, or support systems; and carrying out follow-up steps or procedures to ensure that actions have been effective and that no new problems have been introduced.

9.9. QUALITY ASSURANCE: Those actions taken by the government to check goods or services to determine that they meet the requirements of the contract.

9.10. QUALITY ASSURANCE EVALUATOR (QAE). Government employee responsible for evaluating the contractor's performance.

9.11. QUALITY ASSURANCE/RISK MANAGEMENT PLAN. An organized document, which describes the methods of doing QA reviews within the MTF. It designates the areas of responsibility and accountability for the

QA program and the mechanisms for monitoring and evaluating patient care. It is consistent with the JC M&E approach and the Army RM efforts.

10. APPLICABLE PUBLICATIONS. Documents applicable to this contract are listed below and have been coded as mandatory. The contractor shall follow those coded as mandatory and only to the extent stated in this contract when a specific part of the document is referenced herein. Supplements or amendments to these mandatory publications may be issued during the life of the contract. Any such changes to mandatory publications which cause a change in the scope of performance within the meaning of the "Changes" clause will not be implemented by the contractor until a change order or modification is issued by the contracting officer. The government will make these references available to the contractor at the start of the contract and will post and update these references.

10.1. AR 40-3 Medical, Dental and Veterinary Care, 15 Feb 85. Mandatory

10.2. AR 40-5 Radiation Protection Program, 14 Nov 9. Mandatory

10.3. AR 40-66 Medical Record and Quality Assurance Administration, 1 Apr 87. Mandatory

10.4. AR 40-68 Quality Assurance Administration, 20 Dec 89. Mandatory

10.5. AR 190-13 The Army Physical Security Program, 25 Feb 11

10.6 AR 600-20, Army Command Policy, 20 Sep 2012

10.7. AR 600-85 Alcohol and Drug Abuse Prevention and Control Program 3 Nov 86. Mandatory

10.8. DOD Credentials Review and Directive Privileging for DOD 6025.11 Health Care

Providers 11 May 88. Mandatory

10.9. DOD Health Care Quality Directive Assurance 6025.12 17 Nov 88. Mandatory

10.10. MEDDAC Memo Quality-Assurance/Risk Mandatory 40-17, 1 Mar 91. Mandatory

10.11. MEDDAC Memo Infection Control Program 40-15, 1 Jun 90. Mandatory

10.12. Centers for Disease Control. Update: Universal Precautions for Prevention of Transmission of

Human Immunodeficiency Virus, Hepatitis B Virus, and other Blood-borne Pathogens in Health

Care Settings, MMWR 1988. Mandatory

10.13 Joint Commission on Accreditation of Healthcare Organizations (JCAHO) Accreditation Manual for

Hospitals and Ambulatory Health Care Standards Manual, 1997 edition. Mandatory

10.14. Medical Treatment Facility Regulations and Operations Instructions. Mandatory

10.15 OTSG/MEDCOM Policy Memo 13-062, Policy for Reporting Incidents of Sexual Assault and Sexual

Harassment under the Sexual Assault Prevention and Responses Program (SHARP), 12 Nov 2013

11. ACRONYMS. .

11.1 ABEM – American Board of Emergency Medicine

11.2 AC - Active Component

11..3 ACGME – Accreditation Council for Graduate Medical Education

11.4 ACLS – Advance Cardiac Life Support

11.5 ACO - Administrative Contracting Officer

11.6 ACOR -Alternate Contracting Officer’s Representative

11.7 ADP - Automated Data Processing

11.8 ADS – Ambulatory Data System

11.9 AHLTA – Armed Forces Health Longitudinal Technology Application

11.10 AR – Army Regulation

11.11 ACLS – Advance Cardiac Life Support

11.12 BCLS – Basic Cardiac Life Support

11.13 BLS - Basic Life Support

11.14 CCQAS - Centralized Credentials Quality Assurance System

11.15 CFR - Code of Federal Regulations

11.16 CHAMPUS - Civilian Health and Medical Program of the Uniformed Services

11.17 CHCS - Composite Health Care System

11.18 CLIN – Contract Line Item Number

11.19 CME - Continuing Medical Education

11.20 CONUS - Continental United States

11.21 Deleted

11.22 CPR – Cardiopulmonary Resuscitation

11.23 CQI - Continuous Quality Improvement

11.24 CQM - Clinical Quality Management

11.25 CQMP - Clinical Quality Management Program

11.26 DA – Department of the Army

11.27 DCCS - Deputy Commander for Clinical Services.

11.28 DEA - Drug Enforcement Administration.

11.29 DEM – Department of Emergency Medicine

11.30 DHE – Department of Healthcare Education

11.31 DOD - Department of Defense.

11.32 DODI - Department of Defense Instruction

11.33 ECFMG - Educational Commission for Foreign Medical Graduates

11.34 EFT - Electronic Funds Transfer

11..35 EKG - Electrocardiogram.

11.36 EMG - Electromyography

11.37 FAR - Federal Acquisition Regulation

11.38 FBI - Federal Bureau of Investigation

11.29 FL - Form Letter

11.40 FTE - Full Time Equivalent.

11.41 HCP – Health Care Provider

11.42 HIPAA - Health Insurance Portability & Accountability Act of 1996

1.1.43 HSC – Health Services Command

11.44 ICTB-Inter-Facility Credentials Transfer Brief

11.45 IMR-Individual Medical Record

11.46 IRC - Installation Record Check

11.47 IV - Intravenous.

11.48 KO - Contracting Officer.

11.49 MEDCEN – Medical Center

11.50 MEDCOM - Medical Command

11.51 MEDDAC - Medical Department Activity

11.52 MTF - Medical Treatment Facility

11.53 LOSS - Line of Sight Supervision

11.54 NACI - National Agency Check with Inquiries

11.55 NCOIC - Noncommissioned Officer in Charge

11.56 NP - Nurse Practitioner

11.57 NPDB - National Practitioner Data Bank

11.58 OCONUS - Outside the Continental United States

11.59 OIC - Officer in Charge

11.60 OSHA - Occupational Safety and Health Administration

11.61 PA - Physician Assistant

11.62 PAD - Patient Administration Division

11.63 PALS – Pediatric Advance Life Support

11.64 Pam - Pamphlet

11.65 PCF – Practitioner’s credentials file

11.66 PCO - Procurement Contracting Officer/Procuring Contracting Officer

11.67 PENS – Percutaneous Electrical Nerve Stimulation

11.68 PL - Public Law

11.69 PPIMS - Past Performance Information Management System

11.70 PSV - Primary source verification

11.71 PTE – Part Time Equivalent

11.72 PWS - Performance Work Statement

11.73 QA - Quality Assurance

11.74 QA&I - Quality Assurance & Improvement

11.75 QC – Quality Control

11.76 QI - Quality Improvement

11.77 RFQ - Request for Quote

11.78 SF - Standard Form

11.79 Deleted

11.80 SRP - Soldier Readiness Processing

11.81 TAB - Therapeutic Agents Board

11.82 TJC-The Joint Commission

11.83 11.84 11.85 11.86 11.87

USPS - United States Postal Service RAPTOR- Rapid Acquisition Package for Tracking Outcomes in Rehabilitation WAMC – Womack Army Medical Center TAMC – Tripler Army Medical Center DOR-PT – Department of Orthopedics and Rehabilitation – Physical Therapy

END OF PERFORMANCE WORK STATEMENT