Development of Clinical Practice Guideline Toolkits

PERFORMANCE WORK STATEMENT (PWS)

Headquarters, Army Medical Command (HQ MEDCOM)

CPAD, Quality Management Division, Office of Evidenced Based Practice (EBP)

VA/DOD CPG Toolkit Facilitator

Table of Contents

•1.1 General/Scope
•1.2 Background
•1.3 Objectives
•1.4 Period of Performance
•1.5 Personnel
•1.6 General Information

•1.6.1. Quality Control

•1.6.2. Quality Assurance

•1.6.3. Contract Line Item (CLIN)

•1.6.4. Recognized Holidays

•1.6.5. Work Environment and Hours of Operation

•1.6.6. Security Requirements

•1.6.7. Physical Security

•1.6.8. Post Award Conference/ Periodic Progress Meeting

•1.6.9. Contracting Offices Representative

•1.6.10. Key Personnel

•1.6.11. Identification of Contractor Employees

•1.6.12. Contractor Travel

•1.6.13. Data Rights

•1.6.14. Organizational Conflict of Interest

2.0 Definitions and Acronyms

3.0 Government Furnished Property, Equipment, and Services

4.0 Contractor Furnished Items and Services

5.0 Specific Tasks

6.0 Applicable Publications (Current Editions)

7.0 Attachment/Technical Exhibit List

Part 1

•1.1. General/SCOPE: This is a non-personal services contract to facilitate the development of VA/DoD Clinical Practice Guideline Toolkits for the support and implementation of the VA/DoD Clinical Practice Guidelines (CPGs) recommendations for care and service on the management of various selected health conditions used within the Department of Veteran Affairs (VA) and Department of Defense (DoD). Approximately five VA/DOD CPGs are developed and published each year. Each VA/DOD CPG requires one Toolkit which contains approximately five tools which results in approximately 25 tools produced per each contractual year. This contract request is to provide a subject matter expert for the facilitation and support required to reach working group consensus in determining the appropriate data for use in the development of each VA/DOD CPG Toolkit. The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to the tasks as defined in this Performance Work Statement except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract.

•1.2. Background: The initiative to develop VA/DOD CPGs for medical injuries /conditions and diseases specifically impacting military personnel and beneficiaries was mandated by Congress in 1998. The VA and DoD jointly host CPG development conferences for each condition or disease as directed by the Health Executive Committee (HEC). Government medical providers convene at these meetings to determine optimal processes for the treatment of these conditions. Once optimal treatment modalities have been identified via the VA/DOD CPG, the U.S. Army Medical Command (MEDCOM) is tasked to organize the development of strategies to support VA/DOD CPG implementation. Implementation products are accomplished via Toolkits. Toolkits include affliction-specific tools to disseminate information to Army medical provider staff as well as educational products for patients and families of the patients. Facilitation of meetings is required to determine and develop the content of the Toolkits. The contractual support for Toolkits begins at the completion of the VA/DOD CPG process until the completion of each VA/DOD CPG Toolkit. The Toolkit Development Conferences are follow-on requirements to the development of the VA/DOD CPGs.

•1.3. Objectives: The objective is to award a single Firm-Fixed Price (FFP) commercial services contract to perform the services as described in Paragraph 1.1. A FFP contract with a performance based work statement is determined to be the most advantageous and appropriate for this type service.

•1.4. Period of Performance: The period of performance shall be for base of 12 months and four (4) 12 month option years. The Period of Performance reads as follows:

Base Year

Option Year 1

Option Year 2

Option Year 3

Option Year 4

The total period of performance inclusive of all optional periods of performance shall comply with FAR 52.217-8.

•1.5. PERSONNEL.

•1.5.1. Special Qualifications/Certifications. Contractor personnel must possess a current knowledge of management principles, preventative medical care, patient and provider education and treatment protocols, and an in-depth knowledge of VA/DOD CPGs as conducted for each of the Health Executive Committee (HEC)-directed diagnoses/injuries. Further, the contractor must possess expertise to effectively facilitate meetings and negotiations between high-level DoD and VA medical military officers resulting in a consensus of the VA/DOD CPG toolkit items. The contractor must have extensive knowledge of DoD and VA medical regulations, processes, policies, etc., and must have extensive knowledge of VA/DOD CPG and toolkit development and implementation processes. The contractor must be an expert in interactive information technologies.

•1.5.2. Appropriate Appearance/Conduct: Contractor personnel shall conform to standards of conduct and code of ethics, which are consistent with those applicable to Government employees as provided in the Joint Ethics Regulation 5500.7.R. Contractor personnel shall present a neat professional appearance and be easily identified. This shall be accomplished by wearing distinctive clothing bearing the company name or by wearing appropriate badges that contain the company name and employee name.

•1.5.3. The Contractor shall ensure employees have all required professional certifications/licenses (current and valid) for each applicable occupation category before commencement of work. No specific certifications or licenses are required for this effort.

•1.6. General Information

•1.6.1 Quality Control: The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS (see FAR 52.246-1, Contractor Inspection Requirements). The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor's quality control program is the means by which the contractor assures their work complies with the requirement of the contract. The Contractor shall develop and deliver via email a Quality Control Plan (QCP) to the Contracting Officer (KO) and Contracting Officer's Representative (COR) within 30 days of contract award. After acceptance of the quality control plan the contractor shall receive the contracting officer's acceptance in writing of any proposed change to his QC system.

•1.6.2 Quality Assurance: The government shall evaluate the contractor's performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards shall be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

•1.6.3 Contract Line Item: Conference event shall be listed as a separate optional Contract Line Item (CLIN) since the Conference schedule is flexible. Contractor shall be paid per each completed Toolkit CPG Conference at a firm fixed price once the government-approved print-ready or production-ready provider/patient tools and related requirements are accepted by the COR per this PWS. Contractor labor, facility, supply, and other associated costs are part of the firm fixed price per completed CPG Toolkit. Contractor travel costs are reimbursed separately per paragraph 1.6.12. Contractor printing and set up costs of draft or print-ready/production-ready products shall be reimbursed separately. In summary, the contractor shall be paid at a firm fixed price for the following CLIN lines: Toolkit Conference 1, Toolkit Conference 2, Toolkit Conference 3, Toolkit Conference 4, Toolkit Conference 5, Preparation of Draft and Print-Ready/Production-Ready materials, and Travel. The total period of performance inclusive of all optional periods of performance shall comply with FAR 52.217-8.

•1.6.4 Recognized Holidays: The contractor is not required to provide services on the following national holidays.

New Year's Day Labor Day Martin Luther King Jr.'s Birthday Columbus Day President's Day Veteran's Day

Memorial Day Thanksgiving Day

Independence Day Christmas Day

•1.6.5 Work Environment and Hours of Operation: The primary place of performance shall be designated by the Contractor. The Contractor shall physically attend the Toolkit Conferences, as required by the government. The Contractor shall conduct business, between the hours of 8:00am and 4:30pm, Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies (i.e. weather conditions), administrative closings, or similar Government directed facility closings. The Contractor shall maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential. The Contractor shall ensure that no more than 20 days per contract period (one year) shall be missed by contract personnel for leave/sick time without providing additional contract personnel. Contractor shall limit consecutive absence of contract personnel to 10 business days or less at a time, otherwise continuity of the mission would be impacted.

•1.6.6 Security Requirements:

1.6.6.1. This contract requires maintaining the development of a system of records in accordance with the Privacy Act of 1974.

1.6.6.2. Neither the Contractor nor any of its contract service providers shall disclose or cause to disseminate any information concerning operations of military activities. Such action(s) could result in violation of the contract and possible legal actions.

1.6.6.3. All inquiries, comments or complaints arising from any matter observed, experienced, or learned of as a result of or in connection with the performance of this contract, the resolution of which may require the dissemination of official information, shall be directed to the COR and the KO.

1.6.6.4. The Contractor shall only conduct business with designated government personnel listed as points of contact (POCs). Names of authorized personnel shall be provided to the Contractor by the government, in writing, and updated as necessary throughout the contract period.

1.6.6.5. Work under this task order is UNCLASSIFIED. The Contractor shall comply with all applicable Department of Defense (DoD) security regulations and procedures during the performance of this contract. The Contractor shall not disclose and must safeguard procurement sensitive information, computer systems and data, Privacy Act data, and Government personnel work products that are obtained or generated in the performance of this contract. This includes dissemination of protocols and papers not generally available through the public literature.

•1.6.7 Physical Security: The Government shall provide no equipment or facilities in support of this contract except as designated in paragraphs 3.1 through 3.6. The Contractor shall be responsible for safeguarding all government equipment, information and property provided for Contractor use.

•1.6.8 Post Award Conference/Periodic Progress Meetings: The Contractor shall attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, shall meet periodically, quarterly as a minimum IAW AR 70-13, paragraph 4-4 b. (1) with the Contractor to review the Contractor's performance. At these meetings the contracting officer shall apprise the Contractor of how the government views the Contractor's performance and the Contractor shall apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

•1.6.9 Contracting Officer Representative (COR): The (COR) shall be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance; maintain written and oral communications with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements, including Government drawings, designs, specifications; monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

•1.6.10 Key Personnel: Personnel assigned to perform Toolkit Conference coordination and Toolkit Tools creation in accordance with this PWS are considered Key Personnel. Key personnel qualifications are stated in paragraph 1.5.1 (Special Qualifications/Certifications). The Contractor shall have the right to replace, transfer or substitute personnel. Contractor personnel replacement shall be accomplished without causing delays in the performance of this contract. Any replacement personnel must meet the contract requirements, be able to comply with all security requirements, and replacement must be at no additional cost to the Government. The Contracting Officer shall be notified of any key personnel change in writing with resume attached prior to such change. The Contracting Officer shall attempt to approve/disapprove key personnel replacements as promptly as practicable. If any replacement employee resume is disapproved, Contractor is still required to find a qualified replacement. The Contracting Officer shall request key personnel resumes from the Contractor solely for the purpose of verifying their qualifications relative to the terms of the contract.

•1.6.11 Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed. Contractor personnel shall be required to obtain and display HQ MEDCOM access badges, if required.

•1.6.12 Contractor Travel: Contractor travel within the Continental United States is required. The timing and location of each VA/DOD CPG Toolkit Development Conference shall be determined according to the VA/DOD CPG development schedule that is released each year. Travel shall be reimbursed on an "actual cost incurred" basis in accordance with FAR 31.205-46. Upgrades to the most cost effective transportation, lodging, meals or incidental expenses shall not be reimbursed. Documentation of itemized travel costs shall be attached to invoices for reimbursement of travel costs in WAWF.

•1.6.13 Data Rights: The Government shall retain ownership of, and has unlimited rights to all documents/material produced under this contract. These documents and materials may not be used or sold by the contractor without written permission from the Contracting Officer. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

•1.6.14 Organization Conflict of Interest: Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Contractor's mitigation plan shall be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may affect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

PART 2

2.0 DEFINITIONS AND ACRONYMS:

•2.1. DEFINITIONS:

•2.1.1. CONTRACTOR. A supplier or vendor having a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

•2.1.2. CONTRACTING OFFICER (KO). A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

•2.1.3. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

•2.1.4. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

•2.1.5. DELIVERABLE. Anything that can be physically delivered but may include non-physical things such as meeting minutes.

•2.1.6. KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

•2.1.7. PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

•2.1.8. QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

•2.1.9. QUALITY ASSURANCE Surveillance Plan (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

•2.1.10. QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

•2.1.11. SUBCONTRACTOR. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.2. ACRONYMS:

ACOR Alternate Contracting Officer's Representative

AFARS Army Federal Acquisition Regulation Supplement

AR Army Regulation

CFR Code of Federal Regulations

CONUS Continental United States (excludes Alaska and Hawaii)

COR Contracting Officer Representative

CPG Clinical Practice Guideline

DA Department of the Army

DD250 Department of Defense Form 250 (Receiving Report)

DD254 Department of Defense Contract Security Requirement List

DFARS Defense Federal Acquisition Regulation Supplement

DMDC Defense Manpower Data Center

EMR Electronic Medical Record

DOD Department of Defense

FAR Federal Acquisition Regulation

HQ Headquarters

HIPAA Health Insurance Portability and Accountability Act of 1996

HQ MEDCOM Headquarters U.S. Army Medical Command

IAW In Accordance With

KO Contracting Officer

MICC Mission Installation Contracting Center

NLT Not Later Than

OCI Organizational Conflict of Interest

OCONUS Outside Continental United States (includes Alaska and Hawaii)

ODC Other Direct Costs

PIPO Phase In/Phase Out

POC Point of Contact

PRS Performance Requirements Summary

PWS Performance Work Statement

QA Quality Assurance

QAP Quality Assurance Program

QASP Quality Assurance Surveillance Plan

QC Quality Control

QCP Quality Control Program

TE Technical Exhibit

WAWF Wide Area Workflow

PART 3

3.0 GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

•3.1 GOVERNMENT FURNISHED ITEMS:

•3.2 Facilities: The Government shall arrange for the conference space and shall notify the Contractor of dates, times and locations. The location is identified during the pre-conference teleconferences. Travel by the Contractor to the conference space shall be reimbursed by the government per paragraph 1.6.3 of this PWS. The government may opt for a virtual conference which would not require any facility/conference space.

•3.3 Utilities: None.

•3.4 Equipment: The Government shall provide or facilitate the provision of standard conference business center equipment including overhead projection equipment, easels, flip charts, internet access, and printers. The government may opt for a virtual conference which would not require the government to provide any equipment.

•3.5 Materials: The Government shall provide office materials such as paper, pens, and markers. The government may opt for a virtual conference which would not require the government to provide any material.

•3.6 Clinical SME: The Government shall provide Clinical Subject Matter Experts as needed to assist the facilitator in the development of CPG Toolkit tools.

PART 4

4.0 CONTRACTOR FURNISHED ITEMS AND SERVICES

•4.1 CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

•4.2 General: The Contractor shall furnish all equipment, facilities and services required to perform work under this contract that are not listed under Part 3 of this PWS.

•4.3 Secret Facility Clearance: Facility clearance is not required.

•4.3. Materials: As required to produce conference support requirements as stated in PWS with specific emphasis to items in Part 5.

•4.4. Equipment: As required to produce conference support requirements as stated in PWS with specific emphasis to items in Part 5.

PART 5

5.0 Specific Tasks: 5.1. Basic Services.

5.1.1. Pre- and Post-Conference Telephonic Consultation. Between the VA/DOD CPG and the Toolkit development conference, contractor shall provide 20 - 40 telephonic conferences to refine requirements for each individual toolkit. Each conference usually lasts between 1 - 2 hours. Telephonic conferences are also held following the Toolkit Development Conference. Historically, 6 - 12 teleconferences are held and usually lasts 1 - 2 hours each. For each toolkit requirement, telephonic consultation shall be considered complete once the after action report, print-ready/production-ready provider/patient tools, and web based requirements are accepted by the COR per paragraph 5.1.5.

•5.1.2 Pre- and Post-Conference Email Communication. Concurrent with the telephonic consultations, and between the CPG and Toolkit development conference, the subject matter experts communicate via email. The volume of email communication historically has been 50 - 100 emails pre- and post- conference for each toolkit. Contractor provides a meeting summary via email for each teleconference to COR and Chief, Evidence Based Practice within 5 business days of conclusion of telephonic conference or email correspondence. Contractor keeps an action/suspense log for each toolkit and maintains the action/suspense log until completion of the toolkit (action log submitted to COR and Chief, Evidence Based Practice with each meeting summary).

•5.1.3 Additional pre-conference support requirements include:

•· Reproduction of VA/DOD CPG Toolkit materials for use during the Toolkit conference.

•· Research of the existing toolkits or other tools in use to support the recommendations and evidence unique to the issue addressed by the individual VA/DOD CPG.

•· Assist the Government with research to identify Subject Matter Experts in the matter addressed by each specific VA/DOD CPG, and recommend inclusion in the Toolkit Development Conference.

•· Develop a sample Toolkit for discussion and consideration during the Toolkit Development conference. Sample toolkits include digital formats as well as a sample hard copy/printed copy. Sample Toolkits contain multi-media provider tools for decision support such as brochures, pocket cards, reference cards, posters, booklets, books, videos, system tools such as websites and links to information. Patient tools include patient information delivery products such as pamphlets, brochures, books, booklets, videos, wallet cards, or other information delivery products. Mobile/phone applications development is not included in this solicitation.

•· Create a website or link to a website, and post the sample Toolkit to the link or website. Provide the website or link to SMEs to allow for collaboration and approval of toolkit materials/products.

•· Coordinate travel.

•· Kick off the conference. Present a slide presentation inclusive of an overview of the diagnosis or injury that is the subject of the VA/DOD CPG, and a detailed overview of the VA/DOD CPG, including the VA/DOD CPG algorithm(s). Develop the agenda and provide printouts of the agenda and any other appropriate handout information (one copy per each person attending).

•· Products presented at conference shall be approved by COR and Chief, EBP prior to conference presentation.

•5.1.4 Provide Toolkit Conference facilitation.

•· Open each day of the Conference. Conference typically begins on a Tuesday and ends on Friday. Hours Tuesday through Thursday typically runs 0800 hours to 1700 hours. The conference typically concludes at 1400 hours on Friday.

•· Meals and schedule breaks should be included in the agenda. Meals and drinks are not provided by the government. Individual participants shall provide their own meals, snacks, drinks, etc.

•· Provide an overview of the VA/DOD CPG developed with reference to the diagnosis or injury that is the subject of the VA/DOD CPG/conference.

•· Provide the PowerPoint presentation developed during pre-conference support at the Toolkit Conference, and any subsequent introductory PowerPoint presentations on subsequent conference days for posting to the HQ MEDCOM EBP website.

•· Separate attendees into groups as appropriate, and facilitates group discussions based on subject matter expertise and decisions from prior conference discussions/communications.

•· Work with group participants to guide discussions and encourage collaboration. Identify and recommend work to be accomplished in preparation for the following day of the conference as applicable.

•· Develop a summary of the activities performed during each day of the conference for presentation and distribution at the beginning of the next day of the conference.

•· Products presented at the conference shall be approved by COR and Chief, EBP prior to conference presentation.

•5.1.5 Additional support requirements include:

•· Communicate with SMEs for clarifications or recommendations as necessary.

•· Provide a written after-action report to the COR and Chief, Evidence Based Practice within 5 business days of conclusion of conference.

•· Provide draft print or media provider/patient tools following telephonic conferences or email correspondence as applicable/required within 5 business days of conclusion of each event or revision. See paragraph 5.1.3 of possible types of provider/patient tools.

•· Provide Government-approved print-ready or production-ready provider/patient tools within 90 days following the conference. Development of approved print-ready provider/patient tools may involve multiple revisions or changes. Print-ready or production-ready provider/patient tools shall be free of editing/formatting errors and comply with standard grammatical and spelling requirements. Print-ready or production-ready provider/patient tools include digital formats as well as a sample hard copy/printed copy. See paragraph 5.1.3 of possible types of provider/patient tools.

•· Develop .html or compatible web based format for VA/DOD CPG algorithms and provider/patient tools within 5 business days of conclusion of each event or revision, as required.

•· Conduct Toolkit Conference facilitation in a virtual platform per paragraph 5.1.4, at discretion of the government, to allow for up to 30 personnel to access the Toolkit tools via files and online viewing in a video/audio teleconference format.

5.2. CONTRACTOR MANPOWER REPORTING (CMR) The U.S. Department of Defense operates and maintains a secure data collection site where the Contractor shall report ALL Contractor manpower (including subcontractor manpower) required for performance of this contract. The Contractor shall completely fill in all the required information contained in the CMR web based platform. The current web address is https://www.ecmra.mil/Default.aspx. Upon completion of entering the data in the CMR web based application, the Contractor shall send an email notification to the COR no later than 31 October each year. A partial list of required information includes: (1) Contracting Office, Contracting Officer (KO), Contracting Officer Representative (COR); (2) Contract number, including task and delivery order number; (3) Beginning and ending dates covered by reporting period; (4) Contractor's name, address, phone number, e-mail address, identity of Contractor employee entering data; (5) Estimated direct labor hours (including sub-Contractors); (6) Estimated direct labor dollars paid this reporting period (including sub-Contractors); (7) Total payments (including sub-Contractors); (8) Predominant Federal Service Code (FSC) reflecting services provided by Contractor (and separate predominant FSC for each sub-Contractor if different); U004 (9) Estimated data collection cost; (10) 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); US Army Medical Command, W3VYAA(11) 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); (12) Presence of deployment or contingency contract language; and (13) Number of Contractor and sub-Contractor employees deployed in theater this reporting period (by country). As part of its submission, the Contractor shall provide the estimated total cost (if any) incurred to comply with this reporting requirement. Reporting period shall 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. Contractors may use a direct XML data transfer to the database server or fill in the fields on the website. The XML direct transfer is a format for transferring files from a Contractor's system to the secure website without the need for separate data entries for each required data element at the website. The specific formats for the XML direct transfer may be downloaded from the website.

PART 6

6.0 APPLICABLE PUBLICATIONS (CURRENT EDITIONS)

•6.1. The contractor must abide by:

•· R715-3 Contract/Contractors Employees and MEDCOM Personnel Relationships.

•· DOD 5040.6-M-2 Instructions for Handling Visual Information Material (VI) Material.

•· DOD 6015.1-M Glossary of Healthcare Terminology.

PART 7

•7.0 Attachment/Technical Exhibit List:

•· Technical Exhibit 1: Performance Requirements Summary

•· Technical Exhibit 2: Deliverables Schedule

TECHNICAL EXHIBIT 1 PERFORMANCE REQUIREMENTS SUMMARY

The Contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

PERFORMANCE OBJECTIVE

PERFORMANCE STANDARD

PERFORMANCE THRESHOLD

The Contractor shall conduct Pre- and Post-Conference Telephonic Consultation, PWS paragraph 5.1.1. and 5.1.5.

The Contractor provides telephonic consultation for each toolkit until the after action report, print-ready/production-ready provider/patient tools, and web based requirements were accepted by the COR.

As specified in PWS.

Zero deviation from contract standard

The Contractor shall conduct Pre- and Post-Conference Email Communication

PWS Para 5.1.2 and 5.1.5

Contractor provides a meeting summary via email for each teleconference to COR and Chief, Evidence Based Practice. Contractor keeps an action/suspense log for each toolkit and maintains the action/suspense log until completion of the toolkit (action log submitted to COR and Chief, Evidence Based Practice with each meeting summary).

As specified in PWS

Zero deviation from contract standard

Provides appropriate products within 5 business days of conclusion of telephonic conference or email correspondence greater than 85% of the time.

The Contractor shall ensure Additional pre-conference and Conference facilitation support requirements included in PWS par 5.1.3and 5.1.4 are completed.

As specified in PWS

Zero deviation from contract standard

The Contractor shall provide Government-approved print-ready or production-ready provider/patient tools per PWS 5.1.5

As specified in PWS

Zero deviation from contract standard

Contractor provides tools within 90 days following the conference.

The Contractor shall give estimated total cost (if any) incurred to comply with this CMR reporting requirement per PWS 5.2

As specified in PWS

Zero deviation from contract standard

TECHNICAL EXHIBIT 2 DELIVERABLES SCHEDULE

Deliverable

Frequency

# of Copies

Medium/Format

Submit To

The Contractor shall conduct Pre- and Post-Conference Telephonic Consultation, PWS paragraph 5.1.1. and 5.1.5.

Per each individual toolkit telephonic consultation.

N/A

Phone

COR, Chief of EBP for compliance (meeting occurred).

The Contractor shall conduct Pre- and Post-Conference Email Communication

PWS Para 5.1.2 and 5.1.5 (includes meeting summary, action/suspense log, toolkit draft products)

After each telephonic consultation and as required for email correspondence.

N/A

email

COR, Chief of EBP within 5 working days of event or revision.

The Contractor shall ensure Additional pre-conference and Conference facilitation support requirements included in PWS par 5.1.3 and 5.1.4 are completed (includes PowerPoint, sample toolkits, media, print outs, website links)

Preparation prior to conference meeting and during conference.

One version of digital products or toolkits, one per participant of handouts,

Digital, paper, book, brochure, and/or

poster

COR, Chief of EBP for review and approval prior to presentation at conference.

The Contractor shall provide Government-approved print-ready or production-ready provider/patient tools per PWS 5.1.5

After conference

One version of digital products or toolkit components

Digital, paper, book, brochure, and/or

poster

COR, Chief of EBP within 90 days following the conference.

The Contract shall provide CMR, PWS 5.2

Per FY

1 copy

Digital (e.g. Excel, Word)

COR, for review prior to 31 Oct of each year.

.