Loren Data's SAM Daily™

fbodaily.com
Home Today's SAM Search Archives Numbered Notes CBD Archives Subscribe
FBO DAILY ISSUE OF NOVEMBER 18, 2007 FBO #2183
SOLICITATION NOTICE

R -- Tumor Registry Services

Notice Date
11/16/2007
 
Notice Type
Solicitation Notice
 
NAICS
518210 — Data Processing, Hosting, and Related Services
 
Contracting Office
Department of Veterans Affairs;VA Black Hills HCS;Hot Springs Campus;113 Comanche Rd.;Hot Springs SD 57747
 
ZIP Code
57747
 
Solicitation Number
VA-263-08-RP-0040
 
Response Due
12/7/2007
 
Archive Date
1/6/2008
 
Point of Contact
Joann Walker Contracting Officer VA Black Hills Health Care System 500 North 5th Street Hot Springs, SD 57747
 
E-Mail Address
Email your questions to Contracting Officer
(joann.walker@va.gov)
 
Small Business Set-Aside
Total Women-owned Business
 
Description
(1) This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a separate written request for proposals will not be issues. (2) The referenced/solicitation number is VA-263-08-RP-0040 and the solicitation is issued as a request for proposal (RFP). This acquisition is being conducted in accordance with FAR Parts 12, 13 and 15. This combined synopsis/solicitation will result in a purchase order. (3) The provisions and clauses incorporated into this solicitation document are those in effect through Federal Acquisition Circular 2005-21. Provisions and clauses incorporated by reference have the same force and effect as if they were given in full text. The full text of the Federal Acquisition (FAR) and Veterans Affairs Acquisition Regulations supplement (VAAR) can be accessed on the Internet at http://www.arnet.gov/far (FAR) and http://vaww.appc1.va.gov/oamm/vaar (VAAR). (4) Office of Inspector General of the Department of Health and Human Services (IG/HHS) has made a determination that prior to obligting VA contracts, purchase orders, task and delivry orders, and purchase card orders paid with VA Health Care funds may not be entered into with any individual, or with any entity or organization that has been listed on the HHS/OIG Exclusionary List. VA does not have the burden of defending the merits of the HHS/OIG decision established under Section 42 U.S. C. 1320a-7. (5) The Government may award a contract on the basis of initial offers received, without discussions. Therefore, each initial offer should contain the offeror's best terms from a cost/price and technical standpoint. The government will award a single aggregate contract contingent upon best value and the offeror's ability to meet all requirements. (6) HIPAA Compliance: HIPAA compliance is required. Contractor must adhere to the provisions of Public Law 104-191, Health Insurance Portability and Accountability Act (HIPAA) of 1996 and the National Standards to Protect the Privacy and Security of Protected Health Information (PH). As required by HIPAA, the Department of health and Human Services (HHS) has promulgated rules governing the security and use and disclosure of protected health information by covered entities, including the Department of Veterans Affairs (VA). In accordance with HIPAA, the contractor may be required to enter into a Business Associate Agreement (BAA) with VA. Services provided under this contract require the Contractor to sign a BAA. (7) In performing this contract, Contractor's employees, and Contractor's subcontractors (if any) shall maintain, access, release, and otherwise manage the information contained in th automated patient record system in accordance with all federal laws governing that information, including federal laws applicable to federal agency records. Contractor must take reasonable safeguards, both physical and electronic, to safeguard the information and prevent unauthorized disclosures in accordance with all HIPAA rules and regulations. Contractor, Contractor's employees, and Contractor's subcontrators (if any) shall follow all VA policies governing access to, release of, and management of the information maintained in the automated system. Contractor shall take steps to ensure that it's employees and subcontractors (if any) are bound by this requirement and subject to adverse action, up to and including termination of the relationship with Contractor, for failure to follow these requirements and that its employees and subcontractors, if any meet the same requirements as VA employees for access to information contained in the automated patient record system. Contractor shall utilize computers that are consistent with VA requirements and upgrade its computers if instructed to do so by VA in order to ensure compatibility with the VA system. In performing this contract, Contractor shall be considered a part of VA for purposes of 5 U.S.C. 552a, 37 U.S.C. 5701 and 7332. Contractor's employees and agent may have access to patient medical records to the extent necessary to perform this contract. Notwithstanding any other provision of this agreement, Contractor and/or its employees may not disclose information contained in patient records and or other individually identified patient information, including information and records generated by the Contractor in performance of this agreement, except pursuant to explicit instructions from the Department. For the purposes of this paragraph, instruction to disclose may be provided by VA Release of Information Officer. Records created by Contractor in the course of performing this contract are the property of the VA and shall not be accessed, released, transferred, or destroyed except in accordance with applicable federal law, regulations, and policy. Access to data will be limited to the minimum necessary for performane of the contract. Contractor shall take steps to ensure that access is limited to those employees who need access to the data to perform the contract. Contractor shall not copy information contained in the system, either by printing to paper or by copying to another digital format, without the express permission of the VA Relase of Information Officer, except as is necessary to make single copies in the ordinary course of providing patient care. Contractor shall not commingle the data from the system with information from other sources. Contractor shall report any unauthorized disclosure of VA information to the Release of Information Officer. If this contract is terminated for any reason, Contractor shall provide the VA with all individually-identified VA patient tratment records or information in its possession, as well as any copies made within seven days of the termination of the contract. Certain information available from the database and other records created by the Contractor under this contract are medical quaility assurance records protected by 38 U.S.C. 5705; its implementing regulations at 38 U.S.C. 17.500-511; VHA Directive 98-016, 4.b(1)(d), 4.6(2)(c) and 4.6(4). These records may be disclosed only as authorized by 38 U.S.C. 5705 and the VA regulations. Disclosure of these records in violation of 5705 is a criminal offense under 38 U.S.C. 5705(e). Contractor shall follow all VA policies regarding the retention of records. In the alternative, Contractor may deliver the records to VA for retention. Any changes in the law or regulations governing the information covered by this contract during the term of this contract shall be deemed to be incorporated into this contract. Contractor shall educate its employees and subcontractors, if any, of the requirements of this section and shall advise its employees and subcontractors, if any, of any changes as they occur. On Contractor's request, VA will provide trainers who can educate Contractor's employees and subcontractors, if any, of their obligations under this section. Contractor shall make its internal policies and practices regarding the safeguarding of medical and/or electronic information available to federal agencies with enforcement authority over the maintenance of those records upon request. Contractor and all Contractor employees who have access to the VA computer system under this contract, shall comply with all VA mandatory training as it pertains to computer access/secuirity through out the course of this contract. (7) Contractor Personnel Security Requirements: All Contractor employees who require access to the Department of Veterans Affair's computer system shall be the subject of a background investigation and must recieve a favorable adjudication from the VA Office of Security and Law Enforcement prior to contract performance. (8) North American Industry Classification System (NAICS) code is 518210 (see standars in dollars is $23m) applies to this solicitation. (9) This requirement consists of three (3) line items: Line Item #1 est. 45 abstracts per month; Line Item #2 est. 140 case finding cases per month; and Line Item #3 est. 220 follow-ups per month. (10) The Department of Veterans Affairs, VISN 23 has a requirement for Tumor Registry Services. Medical Centers within VISN 23 that are included in this solicitation are located at Sioux Falls, SD; Hot Springs and Fort Meade, SD; Iowa City, IA; and Omaha, NE. Contract shall be for a one year period. Contract shall commence after receipt of all required signatures. (11) Scope: The Contractor responsibilies shall include (a) records maintenance, including completion of abstraction; (b) Case abstracting and coding; (c) Computer data entry (electronic patient record/VISTA Oncology package) of all cases; (d) Meeting reporting requirements of statewide cancer registry, the American College of Surgeon's Commission on Cancer and the VA Central Cancer Registry; (e) Maintaining credentials through the National Cancer Registrar's Association; (f) Maintaining a cancer database that can be used to evaluate the efficiency of cancer therapy in the region as well as provide a base for epidemiological studies; and (g) Maintaining patient and records confidentiality in accordance with the Privacy Act of 1974, complying with the terms of VA computer access security agreement, and other applicable government regulations. (12) Personnel Policy: The Contractor shall assume full responsibility for the protection of ther personnel furnishing services under this contract, in accordance with the personnel policy of the Contractor, such a providing workman's compensation, professional liability insurance, health examinations, income tax withholding, and social security payments. The parties agree that such personnel shall NOT be considered VA employees for any purpose and shall be considered employees of the Contractor. (13) Confidentiality: The VA shall provide the Contractor with access to pertinent patient medical information, with the existing privacy rules and regulations, for the purpose of providing tumore registry abstracting. The Contractor shall ensure the confidentiality of all patient informaiton and shall be held liable in the event of the breach of confidentiality. Any person, who knowingly or willingly discloses confidential information, may be subject to fines of up to $20,000.00. Any contract resulting from this solicitation will e subject to the provisions of the Privacy Act of 1974. Federal Acquisition Regulations 52.224-1 Privacy Act Notif8ication and 52.224-2 Privacy Act apply. The Contractor is not authorized to release any medical record information. The VA is the sole entity authorized to release this information upon written request from the patient. (14) Contractor Responsibilities: (a) Contractor shall provide all necessary computer equipment for use at remote site, (b) Contractor shall initiate all applicable physician TNM staging templates at the time of casefinding; (c) Contractor shall provide the Cancer Registry function of Follow-up as described in the Standards of the American College of Surgeon's Commission on Cancer (ACoS CoC); Facility Oncology Registry Data Standards (FORDS). These functions shall include computer input, data review and report generation tailored to the needs of the VA; (d) Contractor personnel functioning under this contract shall be Certified Tumor Registrars. Contractor shall verify its personnel current certification status with the National Cancer Registrars Association and shall provide evidence of certifcation along with proposal, (e) Contractor's abstracting personnel may perform the abstracting functions from remote locations by computer modem and shall comply with the industry standard of case completion of six (6) months after date of diagnosis. A list of cases completed shall be provided to the Contracting Officer's Technical Representative (COTR) along with monthly invoices, abstracting shall encompass the full and complete data set (required, optional and supplmental fields) to present a complete patient summary in the VISTA Oncology package; text field shall be utilized to document finds on Physical Exam, Scans, Scopes, Labs, Diagnostic OPS and Pathology, Collaborative Stage and AJCC TNM staging shall be performed on all cases meetring the criteria as established by SEER and the Amercian Joint Commission on Cancer, 6th Manual for the Staging of Cancer, in conjunction with accepted principles. (15) Contractor shall provide follow-up of living cancer patients in compliance with accepted industry standards, posting information on recurrence, subsequent therapy, date of last contact, vital status, cancer status, any comments supporting the findings. Outcome data shall be included when applicalbe. (a) Follow-up shall be maintained at a minimum of 90% on all patients in the registry data base, this is required to use registry data for survival (outcome) analysis, which is industry standard. Cases are delinquent (lost)if the folow-up interval exceeds 15 months. (b) Contractor shall provide a list of patients completed follow-up along with monthly invoice. (16) Contractor shall perform a random 10% quality assurance on all newly abstracted cases for compliance noting any deficiencies or non-deficiencies amount the subcontractors. A list shall be forwarded to the COTR via e-mail noting any deficiencies or non-deficiencies at that time. VA CIHCS Cancer Committee will provide a quality review of this data. (17) Contractor shall correct all inconsistencies found through any quality assurance review within 2 months of submission of inconsistencies, errors, warnings, or any other data quality problems at no additional cost to the VA. (18) Contractor shall comply with all guidelines governing the accepted standard of registry operations, to include the American College of Surgeons' Commission on Cancer American Joint Commission on Cancer, National Cancer Institute's Surveillance, Epidemiology and End Results Program, North American Association of Central Cancer Registries, World Health Organization's International Classification of Diseases for Oncology, 3rd Edition, both current and future. (19) Contractor's employees shall sign VA's Confidentially Disclosure Agreements and forms as required. (20) VA will provide computer access to the elctronic medical records and programs maintained in the VA data system. IDCU passwords and a toll free number for remote location abstractors will be provided. (21) VA will perform periodic updates, as deemed necessary to maintain currency on the use of the VA's software packages to include: Oncology Tumor Registry, Laboratory/Pathology, Surgery, Radiology, Discharge, Primary Care Patient Inquiry, Health Summary, VISTA Imaging, Show Progress Notes Across Patients and Electronic Mail. (22) VA will perform unusual case finding; and patient care evaluation functions not contracted/negotiated previously, or for selected American College of Surgeons Electronic Patient Care Evaluations. (23) VA will be responsible for annual reports, follow-up letters, contracts with physicians, family members, and any other helath care provider pertaining to patients that may be lost to follow-up, case finding, data extraction for local VA needs, and reporting to all state and national agencies as required. (24) VA Managing Physicians will be responsible for the staging of newly diagnosed cancer cases entering the appropriate stages into the appropriate staging templates initiated by Contractor at the time of casefinding. The stages reported by the managing physicians will be posed to the appropriate cases in the fields Physician's State and Physician Staging when available. (25) Quality Control: VA COTR along with Cancer Committee appointed representatives will randomly select 10% of the cases for quality assurance in regards to follow-up and abstracting. The COTR will monitor contract performance via audit of completed and in-process records. After contract award, any incidents of contract non-compliance as evidenced by the monitoring procedures shall be forwarded immediately to the Contracting Officer. Any violation of patient privacy of VA computer access policies may be grounds for immediate termination. The Quality Assurance Survelillance Plan (QASP) is designed to monitor contract compliance. The COTR in corrdination with the Network CMO will implement the plan to provide effective and systematic surveillance of all aspects of this contract. The surveillance plan will employ various monitoring methods including by not limited to the following: (a) Periodic Inspection. The Contractor's facility, methodologies, and quality control procedures may be examined by the COTR or designee at any time during the life of this contract. Examinations may be eithr scheduled or random findings documented by the COTR, or authorized designee, on the Surveillance Activity Checklist; (b) Radom Basic Inspection. Contract requirements will be monitored on a random basis. The COTR, or authorized designee, will randomly visit areas to check for compliance with contract requirements. Findings will be recored on the Surveillance Activity Checklist. (26) The provision at FAR 52.212-1 Instruction to Offerors - Commercial items, applies to this solicitation. The Government contemplates award of a firm fixed price contract resulting from this solicitation. (27) The provision at FAR 52.212-2 Evaluation - Commercial items applies to this requirement. The Government will award a firm fixed price contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers: (a) Past Performance of similar work and including at least 3 references from a firm or agency in which your company has provided the same or similar contract work, (b) Technical to include internal quality assurance/monitoring plans and current verification of Certified Tumor Registrar certification, (c) Price. In accordance with FAR 15.305(a)(2), offerors whith no relevant performance history will receive a neutral rating. (28) The provision at 52.212-3, Offeror Representations and Certification, Commerical Items, applies to this solicitation. The Contractor shall eithr: (1) return a completed copy of this provision with its quote (a copy of the provision may be attained from http://www.arnet.gov/far); or (2) complete the Online Reps and Certs. Application (ORCA) at http://www.bpn.gov and reference it in your quote. (29) The clause at 52.212-4 Contract Terms and conditions - Commerical Items, applies to this solicitation. (30) The clause at 52.212-5 Contract Terms and conditions Required to Implement Statutes or Executive Orders - Commercial Items; The following FAR clauses identified at Para. B of FAR 52.212.5 are considered checked and are applicable to this solicitation; 52.222-3, Convict Labor; 52.222-21, Prohibition of Segregated Facilities; 52.222-26, Equal Opportunity; 52.222-36, Affirmative Action for Workers with Disabilities; 52.222-37, Employment Reports on Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans; 52,222-50, Combating Trafficking in Persons; 52,232-34, Payments by Electronic Funds Transfer - Other than Central Contractor Registration. (31) The following FAR clauses also apply to this solicitation, 52,216-21, Requirements; 52.232-19, Availability of funds for the Next Fiscal Year; along with the following VAAR provisions, 852.270-1, Representatives of the contracting Officers; 852.273-74, Award Without Exchanges. (32) To be awarded this contract, the offeror must be registered in the CCR. CCR information may be found at http://www.ccr.gov. (33) The Defense priorities and Allocations System (DPAS) is not Applicable to this solicitation. (34) RESPONSES ARE DUE DECEMBER 7, 2007, BY CLOSE OF BUSINESS, 4:00PM MOUNTAIN TIME. (35) Submit offers by mail to Joann Walker, Contracting Officer, (Log-Con-HS), 500 North 5th Street, Hot Springs, SD 57747. Faxed or scanned offers will not be accepted. For further information regarding this solicitation contact Joann Walker at joann.walker@va.gov. or at 605-745-2070.
 
Place of Performance
Address: VA Black Hills Health Care System;500 North 5th Street;Hot Springs, SD
Zip Code: 57747
Country: USA
 
Record
SN01453826-W 20071118/071116223615 (fbodaily.com)
 
Source
FedBizOpps Link to This Notice
(may not be valid after Archive Date)

FSG Index  |  This Issue's Index  |  Today's FBO Daily Index Page |
ECGrid: EDI VAN Interconnect ECGridOS: EDI Web Services Interconnect API Government Data Publications CBDDisk Subscribers
 Privacy Policy  Jenny in Wanderland!  © 1994-2024, Loren Data Corp.