DRAFT_Nerve_Fiber_Testing_PERFORMANCE_WORK_STATEMENT.pdf

PERFORMANCE WORK STATEMENT

Nerve Fiber Testing Department of Pathology, Madigan Army Medical Center (MAMC), Fort Lewis, WA

1. DESCRIPTION OF SERVICES: The Contractor shall plan, program, administer, manage, and execute the work necessary to provide the required services. The Contractor shall provide personnel, management, transportation, labor, supplies, and equipment necessary to provide Nerve Fiber Testing to support Madigan Army Medical Center (MAMC), Tacoma, WA. The laboratory testing services to be provided shall include, but not be limited to the following: Nerve Fiber Testing for upper and lower extremity, and sweat gland analysis.

2. TESTING TO BE PERFORMED:

2.1 Specimens to be submitted for testing are solely at the discretion of Madigan Army Medical Center (MAMC).

MAMC reserves the right to withhold, at any time, tests previously sent to the Contractor, or to add tests not previously sent.

2.2 All tests shall be performed entirely on the premises of the Contractor or within its network of laboratories.

Contractor referrals to a secondary laboratory shall be done only with the express permission of the Contracting Officer’s Representative (COR), for the MAMC Laboratory, and concurrence by the Contracting Officer. Handling fees or additional charges for referrals to secondary laboratories shall not be allowed.

3. LABORATORY SERVICES

3.1 The Contractor shall have extensive capabilities and shall already have established all of the analytic test Nerve Fiber Testing for upper and lower extremity and sweat gland analysis and shall be able to perform them upon request. The Contractor shall be a dedicated and accredited diagnostics laboratory. The Contractor shall provide:

Specific specimen requirements for each analysis;

Specific method and interpretation where specified;

Qualitative and quantitative data where specified;

Sensitivity and detection limits where specified;

3.2 Specimen Collection and Test Ordering: Tests will be requested on forms provided by the Contractor. Upon award, the Contractor shall provide five (5) copies of test directories, which shall include all tests available, specimen requirements, normal ranges, interpretive information, and any other instruction necessary to order tests from the Contractor’s laboratory. Test kits and reagents necessary for these reference tests will not incur additional fees to the agreed price schedule.

3.3 Pickup and Courier Services: Madigan Army Medical Center will utilize mail services to send testing materials to the Contractor. No emergency or special pickups are required. No “chain of custody” service is required.

3.4 Turnaround Time: A turnaround time of less than 30 calendar days from receipt of specimen by Contractor laboratory to receipt of result by MAMC is required for all requested testing unless otherwise identified in paragraph

3.4.1. Abnormal results shall be faxed and/or emailed to both the Department of Pathology and the Department of the requesting physician. All results require appropriate normal ranges or interpretive explanations. Each report shall be reviewed and signed by a Board Certified Laboratory Director. All results shall be mailed to the Department of Pathology at the following address:

3.4.1 Test-Specific Minimum Turnaround Times. Specific turnaround times for certain tests are required as listed below:

Routine Testing is 30 calendar days.

3.5 Handling of Specimen or Request Discrepancies: Specimen loss due to breakage, spillage, misplacement, mishandling or any other Contractor-related problem will be considered unacceptable; if more than two (2) specimens are lost or otherwise compromised per month. Repeated problems with specimen loss may be grounds for termination of the contract for cause. The contractor shall resolve request discrepancies (i.e. illegible request, missing patient information, or other clerical errors) via telephone or e-mail with MAMC laboratory personnel before canceling test or discarding specimen.

3.6 Specimen Retention: Contractor may be required to return specimens to MAMC upon completion of testing, if requested by MAMC.

3.7 Specimen Result Reporting: The contractor shall report all abnormal results to the MAMC Laboratory and the MAMC requesting healthcare provider telephonically. The contractor shall also send abnormal results via facsimile to the MAMC Laboratory and the MAMC requesting healthcare provider. Telephone numbers and facsimile numbers will be provided on the test requisition form. The contractor shall also make available an online reporting system to access all specimen results.

3.8 Customized Reports: The contractor shall provide a customized utilization reporting program to track performance of MAMC’s patients.

4. QUALITY STANDARDS:

4.1 Accreditation. The Contractor’s laboratory shall be currently accredited by the College of American Pathologists (CAP) and maintain accreditation for the duration of this contract. The laboratory shall also certify that it is in full compliance with the requirements of the Clinical Laboratory Improvement Act of 1988 (CLIA 88) as they exist as of the date that the solicitation. The Contractor shall provide copies of all current accreditation and certification documents. Contractor shall notify MAMC immediately in the event of loss of any accreditation or membership. Loss of any accreditation, certification, or membership may, at the Contracting Officer’s discretion, be grounds for termination of the contract.

4.2 Personnel. The Laboratory Director shall be a fully licensed MD or PhD who is an active, full-time Director.

The Contractor shall have a full-time staff of in-house professional scientists and consultants at the MD and PhD levels, including a geneticist. Medical doctors should have specialty or subspecialty boards in areas of expertise.

4.3 The Contractor shall, at no additional cost, provide MAMC with consultative service concerning interpretation of tests. This consultative service shall meet the minimum requirements listed below:

One (1) telephone number for MAMC healthcare providers to call regarding all results.

Prompt (within 5-10 minute) access to a certified professional call provider who has access to the results of test(s) in question.

Provide patient educational materials for testing.

5. MANAGEMENT REPORTS: The Contractor shall provide monthly reports of tests performed under this contract. The information to be reported shall include test name, contractor’s test code, number of tests performed during the month reported, number performed year to date, individual test cost, monthly total cost, and cost year to date. This information shall be provided in one report with tests listed alphabetically. This report shall be provided within thirty (30) days or sooner after the end of the month being reported. Reports shall be submitted electronically. Billing invoices received from the Contractor shall include the patient name, date of service, procedure name, CPT code of procedure, and the amount billed. Payment will be made monthly in arrears.

6. OTHER RESPONSIBILITIES:

6.1 The contractor shall keep the COR informed of the most recent developments in clinical laboratory methods and medical interpretation through periodic newsletters, reports and data sheets.

6.2 The Contractor shall have reference laboratory representatives available during normal business hours to assist in problem solving at no additional cost to the Government. Access to knowledgeable laboratory professionals shall be rapid with minimal call transfers and holding.

6.3 The Contractor shall provide periodic visits and/or telephonic contact from an account representative/consultant for troubleshooting, servicing account, introducing new tests, etc.

7. CONTRACTOR MANPOWER REPORTING.

7.1. CONTRACT MANPOWER REPORTING. (ACCOUNTING FOR CONTRACT SERVICES (Jul 2007) - 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, KO, COR; (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 subcontractor); (6) Estimated direct labor dollars paid this reporting period (including subcontractor); (7) Total payments (including sub-Contractor);

(8) Predominant Federal Service Code (FSC) reflecting services provided by Contractor (and separate predominant FSC for each subcontractor 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 subcontractors 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 subcontractor 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 COR by the 5th working day of November whether or not they have completed this report. If the COR is unavailable, the Contractor will notify the KO.

The following information is provided for the Contractor’s use in completing the above report:

Predominant Federal Service Code: Q301 (Medical – Laboratory Testing)

Unit Identification Code for the Army Requiring Activity: W0Q1AA (Madigan Army Medical Center)

Report Schedules are based on the Government’s Fiscal Year cycle, regardless of the contract period of performance cycle. This contract requires a final CMR report which does NOT align to the Fiscal Year, the final CMR report shall be due NLT 30 days after the performance period ends. If this contract is extended beyond the final CMR reporting period, the modification authorizing the extension will reflect the revised final CMR due date.