Inactive

CPL Michael J. Crescenz VA Medical Center (CMCVAMC) Nursing/Patient Care Services Veteran Experience Center Program GENERAL INFORMATION FOLLOWED BY A TENTATIVE STATEMENT OF WORK NOTICE: This is not a ... CPL Michael J. Crescenz VA Medical Center (CMCVAMC) Nursing/Patient Care Services Veteran Experience Center Program GENERAL INFORMATION FOLLOWED BY A TENTATIVE STATEMENT OF WORK NOTICE: This is not a solicitation but rather a Request for Information (RFI) (Sources Sought) to determine capability of potential sources and is for information and planning purposes only. Veterans Health Affairs, Network Contracting Office 4, is issuing this request for information/sources sought notice in order to identify capable firms to perform Cancer Registry Services for the Philadelphia VAMC. Responses must be submitted by 4:00 PM (EST) February 15, 2019. Submit responses to the information requested above via email to william.schlobohm2@va.gov . All SDVOSB and VOSB firms that respond shall include proof of CVE certification via www.vip.vetbiz.gov. All small business firms that respond shall include proof of small business status via their Representations and Certifications in accordance with (FAR 4.1102 Policy). While SDVOSB/VOSB contractors are preferred, all capable contractors are welcome to respond to this sources sought notice for market research purposes, and shall include as part of their response a brief capability statement that covers the information in the following tentative statement of work The results of this market research will assist in the development of (1) the requirement, and (2) the acquisition strategy (e.g., socioeconomic set-aside, full and open competition, etc.). VA assumes no responsibility for any costs incurred associated with the preparation of responses. Suggested NAICS: 518210 (Data Processing, Hosting, and Related Services) Suggested PSC: R702 (Support Management: Data Collection) Open to suggestions from the market as to a more proper NAICS and/or PSC, as well as any potential GSA/FSS Schedule SIN categories. SAMPLE / TENTATIVE STATEMENT OF WORK AND PRICE/COST SCHEDULE (BELOW) GENERAL PROCEDURE 1.1. The Contractor shall provide all necessary labor, personnel, equipment, supplies, materials, supervision and other related services necessary to provide Cancer Registry services in accordance with VA and all applicable national standards. 1.2. The goal of this procurement is to establish a safe and uniform process for maintaining an efficient & accurate cancer registry database in accordance with 100% of the current Commission on Cancer (COC) standards, VHA cancer registry requirements, and State requirements (where applicable). 1.3. This is a new requirement. Interested vendors shall have at least three (3) years of experience in providing cancer registry services and recent experience with the COC standards. 1.4 The contractor shall provide proof of adequate staffing to cover Cancer Registry Services at the Corporal Michael J. Crescenz VA Medical Center in Philadelphia, Pennsylvania. Minimum requirement is (1) approved and cleared contractor serving as the POC Certified Tumor Registrar (CTR), assigned to complete and/or oversee the work at this facility. The vendor may provide additional CTRs to accomplish the work expected on a monthly basis. 1.5. No guarantees are made as to the estimated work or volumes, or the quantities. The estimate information provided in the scope of work is based on historical data and current backlog. The estimates and actual work are subject to change by the Government. Offerors shall work remotely outside of the VA, and will require VA Access, personally owned computers, and PIV Cards with Logical Access. STATEMENT OF WORK The Contractor shall provide all necessary staffing and resources needed to properly maintain the CMC VAMC Cancer Registry database services in accordance with 100% of the current American College of Surgeons Commission on Cancer Registry standards and Veterans Health Administration (VHA) Cancer Registry requirements. VA reportable list will be shared with the receiving contractor after award. The Contractor shall have current experience managing a Cancer Registry program within the last two years and have recent experience with the American College of Surgeons (ACOS) Commission on Cancer (COC) Standards. The duties and responsibilities of the Contractor shall include but are not limited to: 1.1. Case Finding The Contractor shall electronically screen and accept all cases into the Cancer Registry database, and shall flag all cases as suspense with demographics and ensure cases are primary site coded. The Contractor shall be responsible for monthly review of disease indices, pathology reports, radiology reports, treatment logs, and other computerized methods to identify reportable cancer cases. The Contractor shall be responsible for transcribing and interpreting information from patient records regarding treatment of an estimated 800 new CMC VAMC cancer patients annually using the approved Veterans Administration (VA) abstracting software program (currently the Vista-Oncotrax and CPRS). The Contractor shall review all new cases for inclusion in the Oncotrax database in compliance with the industry standards of the North American Association of Central Cancer Registries (NAACCR), National Cancer Institute Surveillance, Epidemiology and End Results Program (SEER), World Health Organization International Classification of Diseases for Oncology (ICDC), American Joint Commission on Cancer (AJCC) Staging Manual Criteria, VA Central Cancer Registry (VACCR) Reportable List, American College of Surgeons/Commission on Cancer (ACOS/CC) and the CMC VAMC Cancer Registry criteria. The Contractor shall return a monthly list of cases accessioned along with the Contractor's monthly invoice to the Contracting Officer s Representative (COR) and Clinical Point of Contact (POC). 1.2 Case Abstracting and Coding Abstracting is defined as coding and entering patient and disease specific information into the Veterans Administration VistA Cancer Registry database or other databases as identified within this statement of work, e.g. the Rapid Quality Reporting System (RQRS database). The Contractor shall provide complete, accurate quality abstraction services and shall ensure that all cases are cleared (within pre-established timeframes) in terms of passing edits required by the VA Central Cancer Registry or by the American College of Surgeons Commission on Cancer, e.g., National Cancer Database edits, Vista Oncology package edits, Gen-edits, Program edits, etc. The Contractor shall abstract oncology cases with 100% accuracy and shall ensure that all Commission on Cancer requirements/standards are met. Contractor is responsible to transcribe and interpret information from patient records regarding treatment provided to new cancer patients annually using the approved Veterans Administration (VA) abstracting software program (currently the Vista-Oncotrax). The Contractor shall review and abstract the cancer patient s medical record on an ongoing basis in compliance with the industry standards of the North American Association of Central Cancer Registries (NAACCR), National Cancer Institute Surveillance, Epidemiology and End Results Program (SEER), World Health Organization International Classification of Diseases for Oncology (ICDC), American Joint Commission on Cancer (AJCC) Staging Manual Criteria, VA Central Cancer Registry (VACCR) Reportable List, American College of Surgeons/Commission on Cancer (ACOS/CoC) and the CMC VAMC Cancer Registry criteria. The contractor will be a Certified Tumor Registrar (CTR), and produce and provide proof of current credential status, to provide abstracting services. The Contractor shall abstract cases within 4-6 months of the cancer diagnosis. The Contractor shall return a monthly list of case abstracts completed along with the Contractor's monthly invoice to the COR and POC. 1.3. Follow-up- The Contractor shall complete data entry to include all required Commission on Cancer Registry fields, including but not limited to text, recurrence, treatment and required death information fields. The Contractor shall be responsible for tracking the care all patients receive in accordance with the current standard being-until the cancer survivor reaches the age of 100 years and following their cancer diagnosis at the CMC VAMC and at all other health care institutions. The Contractor shall provide the Cancer Registry function of follow-up as described in the Standards of the American College of Surgeons/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 as described herein. The Contractor shall maintain follow-up 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 follow-up interval exceeds 15 months. The Contractor shall provide a monthly list of follow-up cases completed along with the Contractor s monthly invoice to the COR and POC. 1.4. Consult Hours: The Contractor shall provide Consult Hours if requested by the facility, that shall include time spent working with the Cancer Committee and the Cancer Program Administrator. Consult hours shall also ensure all current ACOS and related Cancer Registry standards pertaining to the applicable VAMC Cancer Registry have been met such that all data entered the Cancer Registry is 100% accurate and all pre-established timeframes related to the Cancer Registry are met. Consult hours shall include but are not limited to producing reports, ensuring that the Cancer Registry Policy and Procedure Manual meets the Commission on Cancer Standards and is up to date, and assisting and advising all Cancer Program staff and related staff with Commission on Cancer survey readiness and preparation. Consult hours shall also include preparation of data for transmission to the State Tumor Registry and any other entity as required by the VA, such as the NCDB for American College of Surgeons. The contractor shall provide consultative services both by telephone and on-line webinars to assist in the Commission on Cancer approval process. At this time, the CMC VAMC Philadelphia is not accredited by the ACOS, and this procurement for services is to ensure CMC VAMC meets accreditation standards. 1.5. Rapid Quality Reporting System: The Contractor shall monitor the quality of the Cancer Registry data. The Contractor shall monitor the facility's performance based on the COC performance indicators, using the COC reporting tools for the Rapid Quality Reporting System (RQRS) if requested by the facility, when facility does not have subject matter experts. The Contractor shall keep the Program Manager, the Cancer Liaison Physician, and the Chair of the Cancer Program Committee and the Cancer Program Coordinator advised of the performance status as requested by the above-mentioned staff, and no less than once monthly. (RQRS is a real-time data collection program to assess hospital-level performance using National Quality Forum (NQF) endorsed quality of cancer measures). 2. Quality Assurance Plan (QAP) 2.1. The Contractor shall provide quality work, complete work, and accuracy as evidenced by meeting Commission on Cancer, National Cancer Data Base, National Cancer Registrars Association (NCRA) and VA Central Cancer Registry standards and requirements. The Contractor shall perform a 100% quality assurance review on all newly abstracted cases for compliance noting any deficiencies or non-deficiencies prior to the submission of the invoice. The Contractor shall institute a Cancer Registry Quality Assurance Plan/Program to evaluate the quality of 100% of their staff s Cancer Registry data and 100% of their staff s Cancer Registry activities done on behalf of the CMC VAMC. The Contractors quality assurance plan shall do the following: Set the review criteria Set the quality control timetable Specify the quality control methods, sources, and individuals involved Specify the measures that require 100% 2.2. The Contractor shall conduct monitoring at least once monthly and shall send their Quality Assurance Plan (QAP) report findings to the Cancer Registrar monthly, at a minimum. The QAP report findings should also include the Contractor s process for conducting monthly random case finding audits and include a sample of the audit findings to demonstrate that all eligible analytical cases are reviewed and processed. The Contractor shall send report findings back to facility Cancer Registrar and Administrative Officer monthly and upon request as applicable. Monthly abstracting quality control audit checks shall be performed on 100% of cases abstracted by the Contractor s staff to ensure abstracts are 100% edit and error free prior to invoicing. Reports shall reflect the Contractor s process for error corrections for all tasks performed by the Contractor s staff and all tasks as required by the American College of Surgeons-Commission on Cancer for full accreditation; all errors identified either by the Contractor or by an applicable Government representative within one business week. The Contractor shall monitor each area of Cancer Registry activity and shall ensure all duties performed e.g. case finding, accessioning, follow up, edit corrections, data submissions, abstracting, etc. (i.e. all Cancer Registry tasks required by the American College of Surgeons- Commission on Cancer) are performed by a Certified Cancer Registrar. The Contractor shall provide written reports at least once monthly and upon request to the Cancer Registrar and/or applicable Administrative Officer and take corrective action on any areas that fall below the measures specified in the QASP. 2.3. The Contractors quality assurance plan shall do the following: Set the review criteria Set the quality control timetable Specify the quality control methods, sources, and individuals involved Specify the measures that require 100% surveiliance. Specify the measures that will be validated on a random basis. 2.4. QASP required activities include but are not limited to: Case finding Abstracting timeliness Accuracy of abstracted data that includes but is not limited to: Class of Case Primary Site Histology AJCC Stage Collaborative Stage First Course of Treatment Follow-up information, including Date of First Recurrence, Type of First Recurrence, and Cancer Status The percentage of information coded as unknown (usually coded as 9 or a string of 9s) When required, Cancer Registry data submitted to the National Cancer Data Base (NCDB) shall meet the established quality criteria included in the annual NCDB. The NCDB data submission, correction of data errors, and resubmission of corrected data shall be accomplished seven days of receipt. Required accuracy, at this point, is 100%. All other standards as outlined in the most current edition of the ACOS Commission on Cancer manual are met or exceededDeliverables: The Contractor performance shall be evaluated and deductions applied if performance is found deficient as per Quality Assurance Surveillance Plan as follows as required to maintain data and performance quality. 3. Education/CTR Certification: The contractor shall show proof that those providing abstracting services are Certified Tumor Registrars through the National Cancer Registrars Association. Contractor personnel functioning under this contract shall be certified by the National Cancer Registrars Association. The Contractor shall verify its personnel s current certification status with the National Cancer Registrars Association and shall provide evidence of certification with their proposal submission. Ongoing cancer related education enhances knowledge and skills. All Contractor Cancer Registry staff who performs case abstracting must: Hold a current Certified Tumor Registrar (CTR) credential. The CTR credential is granted through the National Cancer Registrars Association, which provides details on eligibility, testing, and re-credentialing. High-quality Cancer Registry data is essential to accurately access treatment outcomes and patient survival. Successful operation of the Cancer Registry requires credentialed staff that is trained and knowledgeable in all aspects of oncology data collection and case abstracting. Abstracting is defined as coding and entering patient- and disease specific information into the Cancer Registry data base. Certified Tumor Registrars apply knowledge obtained from formal education and work experience to correctly interpret and code cancer diagnosis and stage treatment and outcomes information for each case that is seen at the CMC VAMC that meets COC reporting requirements. The case abstracting responsibilities of the CTR are documented by the Contractor. In addition, the Contractor shall provide documentation upon request and annually that all members of their Cancer Registry staff are maintaining their CTR status this requires 20 CEUs every 2 years as in accordance with industry standards. Per the Commission on Cancer Standards, full-time and part-time registry staff for whom annual education is required are: CTR staff Contract CTR staff who are contracted to work for 3 or more consecutive months during the calendar year, regardless of the number of hours worked Management or supervisory personnel This education could include topics in the following areas: Advances in cancer diagnosis and treatment Changes in cancer program standards Changes in data collection requirements Educational activities that can be used to fulfill the standard include, but are not limited to, the following: A cancer-related lecture offered by the program (local activity) A face-to-face meeting or workshop Local involves 1 program or facilities located in 1 city (local activity) State involves 1 state (state activity) Regional involves more than one state organization working collaboratively to develop the workshop. Agendas and meeting notices indicate the collaborative effort (regional activity) National is sponsored by a national organization and targeted to a national audience (national meeting) A video conference (local activity) A webinar (local activity) A Web-based training module (local activity) Journal-based articles that offer continuing education credits (local activity) Educational activities exclude patient management cancer conferences in any format. National organizations that sponsor national meetings include: American Health Information Management Association (cancer-related educational activities) Association of Community Cancer Centers Commission on Cancer National Cancer Registrars Association National Comprehensive Cancer Network North American Association of Central Cancer Registries Policy for COC SAR documentation Outcome Studies / Special Studies: The Contractor shall provide Cancer Registry data for outcome studies / special studies, and assisting with preparation of the reports. The Contractor shall provide outcome studies / special studies for the medical staff, Cancer Committee, Cancer Conference / Tumor Board, Veterans Administration Central Cancer Registry (VACCR), and quality management upon request. The Contractor shall compare the data to the national data to determine effectiveness of treatment, programs and survival. The contractor shall also provide patient care evaluation studies for the annual cancer program report. Other: At the time the CMC VAMC is prepared to seek accreditation through the American College of Surgeons Commission on Cancer, the Contractor shall assist to obtain and maintain accreditation. This will ensure that requirements and initiatives are implemented and met; this includes ensuring all Rapid Quality Reporting System (RQRS) requirements are met and includes developing a Cancer Registry policy and procedure manual which meets the current Commission on Cancer Standards. If abstracts are inadvertently re-opened after being in the completed status (e.g. when Vista-Oncotrax patches are put in for example) , the Contractor shall maintain thorough documentation as to the reason the case reopened on 100% of the cases entered into by the Contractor, and shall resolve the issue within one working day after discovery and shall re-close the case and send the documentation to the POC, COR or designee monthly with the monthly invoice (this documentation may be reviewed by the ACOS Surveyor during the accreditation process). The Contractor may be asked to speak directly to an ACOS Cancer Program Surveyor; if requested, the Contractor shall speak with the ACOS Surveyor. The Contractor shall be responsible for preparing Cancer Registry reports for the Cancer Committee which meets 4-6 times a year as applicable to the CMC VAMC facility. The Contractor shall prepare reports on TNM staging completion, timeliness of abstracting, follow-up, and quality improvement of the Cancer Registry services. The Contractor shall bear all the costs of reports prepared for Cancer Committee meetings. VA-Specific / Privacy Training - The contractor shall establish a VA Talent Management System account for completion of mandatory VA training. Each CTR shall complete the following courses on an annual basis in order to sustain access to the VA network: DVA-002 Privacy and HIPPA DVA-003 Privacy and Information Security Awareness and Rules of Behavior Computerized Patient Record System (CPRS) in VISTA. VA will provide contractor with electronic access to CPRS for use by the Certified Tumor Registrars. Contractor employees are responsible to access the system a minimum of once every ninety (90) days. Failure to access VA system at least once every ninety (90) days will result in the contractor s employees being locked out of the VA system. The VA will provide Contractor with remote access to the VA Network and Computerized Patient Record System (CPRS) in VISTA. It is expected that electronic access will be done monthly by Contractor s abstracting personnel. Vista-Oncotrax System Applicable system software functionality training will be provided by VISN Cancer Tumor Registry (CTR) staff as needed. Prior to commencement of work the Contractor and Contractor staff shall have a working knowledge and competencies required for effective utilization of the VA abstracting software programs and computer hardware. Work will begin within 30-60 days from date of contract award Security Applicable staff background information checks and VA systems training and certifications will be required before system access is granted by the Veterans Service Center (VSC) and the local facility Information Security Officer (ISO) prior to commencement of work. The contractor shall submit or have their employees submit the following required forms to the COR: Optional Form 306, Declaration for Federal Employment Self Certification of Continued Service Standard Form 85, Page 6 (Authorization for Release of Information) VA Form 0710, (Authorization for Release of Information) Contractor/Employee Fingerprinting Request Form #2 (This form is provided by the COR, and must be presented to a VA Medical Center for fingerprinting) PIV Sponsorship Form #3 Request for VPN Access This is a self-enrollment portal located at https://vaww.ramp.vansoc.va.gov/selfservice/pages/RAUserDetails.aspx?val=WTJlLcOoiqU= CERTIFICATION/ Logs of monthly work completion The Contractor shall prepare and submit to the CMC VAMC Cancer Registrar & medical facilities POC a Certificate of work completion with monthly invoices. The Certificate shall as a minimum contain the following: Accession/Sequence Number of Cases/ work completed Name of contract staff completing the case/ work Date case/ work was completed Comments from contract staff as needed CONTRACTORS RESPONSIBILITIES Contractor will be responsible for providing onboard documentation, Information Security, Rules of Behavior, Privacy Training, and completing the CMC VAMC VPN requests for computer access for each CTR who will be providing work under the contract. NATIONAL HOLIDAYS The 10 holidays observed by the federal Government, i.e., New Year s Day, Martin Luther King s Birthday, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving, and Christmas and any other specifically declared by the President of the United States to be a Federal holiday. There is no expectation that the contractor will work during these recognized Holidays. CMC VAMC will certify deliverables received, not contractor hours, and therefore this paragraph is provided for vendor information only. 11 PRICE/COST SCHEDULE: This is just an estimate of type and quantity of services being requested and is not binding on the VA in any way. Services requested and quantity of service requested can change as needed depending on facility requirements. ITEM INFORMATION ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT ABSTRACTS 2,900.00 EA= (# of cases completed) CASE FINDING 11,400.00 EA= (# of cases completed) FOLLOW UPS 10,610.00 EA= (# of cases completed) CONSULT HOURS 250.00 HRS RQRS (Rapid Quality Reporting System) 185.00 EA= (# of cases completed)