Loren Data's SAM Daily™

FBO DAILY - FEDBIZOPPS ISSUE OF MAY 03, 2018 FBO #6005
DOCUMENT

R -- Sources Sought for Cancer Registry Services - Attachment

Notice Date

5/1/2018
 

Notice Type

Attachment
 

NAICS

923120 — Administration of Public Health Programs
 

Contracting Office

Department of Veterans Affairs;NCO 17 North Texas Healthcare System;NCO 17 Network Contracting Activity;4500 S. Lancaster Road;Dallas TX 75216
 

ZIP Code

75216
 

Solicitation Number

36C25718Q9071
 

Response Due

5/11/2018
 

Archive Date

6/10/2018
 

Point of Contact

Reginald D. Hayes - ReginaldD.Hayes@va.gov
 

Small Business Set-Aside

N/A
 

Description

The Department of Veterans Affairs, NCO 17 Network Contracting Office, on behalf of VA Medical Center Dallas, is issuing this source sought synopsis as a means of conducting market research to identify parties having an interest in and the resources to support this requirement for a firm-fixed priced Service Contract for cancer registry. The result of this market research will contribute to determining the method of procurement. The applicable North American Industry Classification System (NAICS) code assigned to this procurement is 923120. THERE IS NO SOLICITATION AT THIS TIME. This request for capability information does not constitute a request for proposals or quotes; submission of any information in response to this market survey is purely voluntary; the government assumes no financial responsibility for any costs incurred. If your organization has the potential capacity to perform these services, please provide the following information: Organization name, address, point of contact, email address, Web site address, and telephone number. Business size: small, small disadvantaged, woman-owned, Hub Zone, serviced-disabled veteran-owned small business, large business, etc. Business type under North American Industry Classification System (NAICS) 923120. Under which NAICS code does your company usually provide the requirements described in the Scope of Work (SOW) - Please provide rationale for your answer is different from NAICS 923120. Tailored capability statements addressing the particulars of this effort, with appropriate documentation supporting claims of organizational and staff capability. Responses to this Sources Sought shall not exceed 10 pages and should include all of the foremost mentioned information. In addition, all submissions should be provided electronically in a Microsoft Word or Adobe PDF format. The government will evaluate market information to ascertain potential market capacity to: Provide services consistent in scope and scale with those described in this notice and otherwise anticipated. Secure and apply the full range of corporate financial, human capital, and technical resources required to successfully perform similar requirements. Implement a successful plan that includes: compliance with program schedules; cost containment; meeting and tracking performance. Provide services under a firm-fixed price contract. NOTE: Respondent claiming SDVOSB and VOSB status shall be registered and Center for Veterans Enterprise (CVE) verified in VetBiz Registry www.vetbiz.gov. BASED ON THE RESPONSES TO THIS SOURCES SOUGHT NOTICE/MARKET RESEARCH, THIS REQUIREMENT MAY BE SET-ASIDE FOR SDVOSB, VOSB, SMALL BUSINESSES OR PROCURED THROUGH FULL AND OPEN COMPETITION. Submission Instructions: Interested parties who consider themselves qualified to perform the services are invited to submit a response to this Sources Sought Notice by 11:00am CST, May 11, 2018. All responses under this Sources Sought Notice must be emailed to reginaldd.hayes@va.gov, Subject Line Title: Cancer Registry Services Contract. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions. SAM: Interested parties shall be register in the System for Award Management (SAM) as prescribed in FAR Clause 52.232-33. The SAM can be obtained by accessing the internet at www.sam.gov or by calling 1-866-606-8220. Disclaimer and Important Notes. This notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization s qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a pre-solicitation synopsis and solicitation may be published in Federal Business Opportunities. However, responses to this notice shall not be considered adequate responses to a solicitation. Confidentiality. No proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s). STATEMENT OF WORK (SOW) CANCER REGISTRY SERVICE CONTRACT I. Description of Services Scope of Work. The Contractor shall provide all personnel, transportation, equipment and software within the scope of practice to supply Cancer Registry support services in support of the Veterans Affairs North Texas Health Care System (VANTHCS) Cancer Program. The contractor will provide data abstraction, registry management, quality assurance, and consulting services to the VA North Texas Health Care System Cancer Registry. The Contractor staff will collect, manage, analyze, and disseminate information on all cancer patients diagnosed or treated at the VA North Texas Health Care System. Currently, the VANTHCS Cancer Registry has an approximately 18-month backlog in abstracting. Period of Performance The period of performance will be a year from when the contract is initiated and will include 4 option years. Exact dates will be posted in the RFQ/RFP. This contract will include a low-level Background Investigation for any contracted staff. Duties and Responsibilities Scope of Work General Registry Operations Abstracting Case finding QC Corrections Requests for Information Follow-up Project Management Developing/Maintaining Project Parameters Employee Credentialing Project Setup/Training/Remote Access NCDB edits/submission Cancer Committee/Cancer Program Activities Cancer Registry Data Reports/Requests/Studies CoC Cancer Program Practice Profile Reports CoC Survey Activities QC of Registry Data/CAP Review Quality Management QC reviews and verification Education Support Services Client Employee evaluation/assessment Client Employee Mentoring Project parameters will be created to ensure abstracting guidelines are followed ensuring hospital specific fields and requirements are included. Contracted staff will register all patients with malignant neoplasms, benign tumors of the brain and central nervous system and other reportable neoplasms. Contracted staff will conduct lifetime follow-up on patients with invasive cancers. The contractor will provide cancer information to staff physicians, hospital administrators, and researchers (local, state and national). Contractor is responsible for coding, abstracting and reporting required information and data elements related to the tumor registry. Contract staff will identify and code pertinent information regarding patients diagnosis including demographics, diagnosis, site and histology, diagnostic procedures, extent of disease, and treatment Contractor will use VistA Tumor Registry database to enter, edit, update, list, delete and print relevant cases Submits the data at least monthly to the VA Central Cancer Registry (VACCR), American College of Surgeon's National Cancer Database (NCDB), Department of Public Health, and the State of Texas Tumor Registry. Contractor will actively participate in RQRS and will submit all eligible cases for all valid performance measures, and adheres to the RQRS terms and conditions as well as provide performance reports to the Cancer Committee at least semi-annually. The Contractor will protect the patients rights to privacy and complies with ethical and legal requirements of the health care delivery system. Contractor will meet the monthly deadline for reporting cancer data to VACCR which includes written notification if there are no cancer cases to report in a given month. The contractor will serve as a consultant for ACoS CoC standards compliance to include but not limited to recommendations of best practices as well as examples of appropriate documentation. Mock surveys and program assessments to determine preparedness prior to survey recommended. Contracted staff must attend VANTHCS Cancer Committee Meetings monthly; will attend cancer related sub-committees as needed or recommended by the Cancer Committee to ensure standards compliance. Contractor will provide assistance with Survey Deficiency Resolution as indicated in the pending Performance Activity Report The contractor should provide a list of facilities, both previous and current, within the past three years. This list should include a contact name and phone number for each facility. Qualifications Prior to commencing work all Contractor employees shall meet certain criteria to perform work under this contract as a Cancer Registrar The contractor should staff experienced Certified Tumor Registrar (CTR) and produce proof of current credential status. The contractor should show proof that the Certified Tumor Registrars on their staff are not current VA employees. The contractor should show proof of attendance at recent continuing education activities including state cancer registry trainings and cancer registry association education meetings. The contractor should demonstrate a thorough knowledge of the VACCR reporting requirements as well as Commission on Cancer The contractor should have a working knowledge of abstracting software programs and computer hardware. The contractor must demonstrate knowledge of Federal Information Laws, Regulations and Statutes, SEER and AJCC staging of malignancies, ICD-O coding for topography and morphology, cancer treatment modalities and Commission of Cancer Facility Oncology Registry Data Standards. The contractor must demonstrate extensive knowledge and understanding of ACoS and/or facility requirements for administering, monitoring and reporting compliance of the cancer program to the governing bodies Contractor must show proof of pre-employment testing/competency for each abstractor assigned to the project once awarded Contractor must show proof of required HIPAA training for each abstractor to the project once awarded Contractor must provide a copy of their encryption and security policy Quality Control The COR will oversee the contractor s activities and performance. The contractor will make data corrections free of charge as a result of edit error reports received from the VACCR or records rejected because they lack supporting English text and/or have missing data elements. The managing registrar will perform regular quality checks of the contractor's work. The contractor will meet the monthly deadline for reporting cancer data to VACCR and NCDB which includes written notification if there are no cancer cases to report in a given month. The managing registrar at the VA facility will conduct regular quality checks on the contractor s work. Confidentiality Confidentiality and security of patient data should always be maintained. The release of information from the Cancer Registry is in compliance with VHA M-1, Part 1, Chapt. 9; Appendix D, Chg 12 and VHA DIRECTIVE 2007-023. The use of registry data should be encouraged by hospital staff for staff conferences and for the preparation of manuscripts, reports, studies, etc. These requests will be documented in an electronic database with the date of request, topic of the report - including the period covered, variable included in the report, person(s) requesting the report, purpose of the report (study, paper, oral presentation). Precautions to assure confidentiality in the computerized registry must be taken. Access must be restricted to Cancer Registry personnel only. Care must be taken in the destruction of the computer print-out listings no longer required this will be accomplished by shredding. Information should only be released to other Cancer Registry needing information from one hospital to another to fulfill these purposes, if there is documentation that the patient is receiving treatment at that facility. Work schedule. Typical work hours are Monday through Friday, 8:00 am 4:30 pm. However, a flexible work schedule will be considered to accommodate the needs of Contractor and VANTHCS. VA North Texas Cancer Program and the Contractor will establish a record keeping system of contractor hours worked. Contractor employees shall adhere to VANTHCS Cancer Program record keeping requirements. Actual hours required for performance of this contract will be mutually agreed to by both the using service and the contractor. The following is a list of U.S. Government holidays. If the holiday falls on a Saturday, the proceeding Friday is observed as the holiday; if the holiday falls on a Sunday, the following Monday is observed as the holiday and any other day specifically declared by the President of the United States to be a national holiday. HOLIDAY DATE New Year s Day Jan 1 Martin Luther King s Birthday 3rd Monday in Jan President s Day 3rd Monday in Feb Memorial Day Last Monday in May Independence Day July 4 Labor Day 1st Monday in Sep Columbus Day 2nd Monday in Oct Veterans Day Nov 11 Thanksgiving Day 4th Thursday in November Christmas Day December 25 V. CONTRACTOR PERSONNEL SECURITY REQUIREMENTS After contracted staff has completed the background investigation and appropriate security training, the facility will coordinate remote access or provide a VA-issued laptop for use during the period of the contract. The contractor will be fiscally responsible for any loss or damage to government property. In order to carry out contracted duties, the contracted certified cancer registrar staff will be granted computer access to VISTA, VACCR and the electronic medical record. The locums Cancer Registrars will be given training by appropriate VA staff to utilize these programs. 1. Background Investigation Requirements The position sensitivity for a Certified Tumor Registrar has been designated as LOW RISK. The level of background investigation commensurate with the required level of access is: NACI (National Agency Check with Written Inquiries). The cost of the background investigation has been assessed at $ 230.00 for each Contractor employee. Position Sensitivity The schedule for services will be set up with Contractor based on the needs of VA North Texas Cancer Program. CONTRACTOR PERSONNEL SECURITY REQUIREMENTS All contractor employees who require access to the Department of Veterans Affairs computer systems shall be the subject of a background investigation and must (forms and fingerprints must be submitted) receive a favorable adjudication from the VA Office of Security and Law Enforcement prior to contract performance. This requirement is applicable to all subcontractor personnel requiring the same access. If the investigation is not completed prior to the start date of the contract, the contractor will be responsible for the actions of those individuals they provide to perform work for VA. 2. Contractor Background Investigation Responsibilities a. The contractor shall bear the expense of obtaining background investigations. If the investigation is conducted by the Office of Personnel Management (OPM), the Contractor shall reimburse the VA within 30 days. b. The Contractor shall prescreen all personnel requiring access to VA computer systems to ensure they possess U.S. citizenship and are able to read, write, speak and understand the English language. c. The Contractor shall submit, or have their employees submit the following required forms to the VA Office of Security and Law Enforcement within 30 days of receipt: (I) Standard Form 85 Questionnaire (II) FD 258, U.S. Department of Justice Fingerprint Application Chart (III) Optional Form 306, Declaration for Federal Employment d. The Contractor, when notified of an unfavorable determination by the Government, shall withdraw the employee from consideration from performing work under the contract. e. Failure to comply with the contractor personnel security requirements may result in termination of the contract for default. 3. Government Background Investigation Responsibilities a. The VA Office of Security and Law Enforcement will provide the necessary forms to Contractor or to the Contractor s employees after receiving a list of names and addresses. b. Upon receipt, the VA Office of Security and Law Enforcement will review the completed forms for accuracy and forward the forms to OPM to conduct the background investigation. c. The VA facility will pay for investigations conducted by the Office of Personnel Management (OPM) in advance. In these instances, the contractor will reimburse the VA facility within 30 days. d. The VA Office of Security and Law Enforcement will notify the contracting officer and contractor after adjudicating the results of the background investigations received from OPM. e. The contracting officer will ensure that the contractor provides evidence that an investigation has been completed or are in the process of being requested. 4. Security Statement Requirements: No memory device will be removed from the VA Facility without the approval of the Facility Information Security Officer (ISO).     Bio-Medical devices and other equipment or systems (workstations, copies, FAX, prints) containing media (hard drives, optical disks, etc.) with VA sensitive information must not be returned to the vendor during off site repairs, warranty period, at the end of lease, for trade-in, or other purposes. Vendor must accept the system without the drive; Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data General, FAR 52.227-14(d) (1). No VA information shall be transferred outside of the VA. The term security incident means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. In such an event, the contractor/subcontractor shall immediately notify the COTR and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access. Consistent with the requirements of 38 U.S.C. §5725, a contract may require access to sensitive personal information. If so, the contractor is liable to VA for liquidated damages in the event of a data breach or privacy incident involving any SPI the contractor/subcontractor processes or maintains under this contract. Based on the determinations of the independent risk analysis, the contractor shall be responsible for paying to the VA liquidated damages in the amount of $29.95 per affected individual to cover the cost of providing credit protection services to affected individuals consisting of the following: Notification; One year of credit monitoring services consisting of automatic daily monitoring of at least 3 relevant credit bureau reports; Data breach analysis; Fraud resolution services, including writing dispute letters, initiating fraud alerts and credit freezes, to assist affected individuals to bring matters to resolution; One year of identity theft insurance with $20,000.00 coverage at $0 deductible; and Necessary legal expenses the subjects may incur to repair falsified or damaged credit records, histories, or financial affairs. Training All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems: Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Contractor Rules of Behavior, Appendix E relating to access to VA information and information systems; Successfully complete the VA Cyber Security Awareness and Rules of Behavior training and annually complete required security training; Successfully complete the appropriate VA privacy training and annually complete required privacy training; and Successfully complete any additional cyber security or privacy training, as require VA personnel with equivalent information system access [to be defined by the VA program official and provided to the contracting officer for inclusion in the solicitation document e.g., any role-based information security training required in accordance with NIST Special Publication 800-16, Information Technology Security Training Requirements.] The contractor shall provide to the contracting officer and/or the COTR a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required. Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete. If a vendor that anticipates that the services under the contract will be performed by 10 or more individual, the Contractor Rules of Behavior may be signed by the vendor s designated representative.   By signing the Rules of Behavior on behalf of the vendor that the designated representative agrees to ensure that all such individual review and understand the Contractor Rule of Behavior when accessing the VA s information and information systems.   1. SUBPART 839.2 INFORMATION AND INFORMATION TECHNOLOGY SECURITY REQUIREMENTS 839.201 Contract clause for Information and Information Technology Security: a. Due to the threat of data breach, compromise or loss of information that resides on either VA-owned or contractor-owned systems, and to comply with Federal laws and regulations, VA has developed an Information and Information Technology Security clause to be used when VA sensitive information is accessed, used, stored, generated, transmitted, or exchanged by and between VA and a contractor, subcontractor or a third party in any format (e.g., paper, microfiche, electronic or magnetic portable media). b. In solicitations and contracts where VA Sensitive Information or Information Technology will be accessed or utilized, the CO shall insert the clause found at 852.273-75, Security Requirements for Unclassified Information Technology Resources. 2. 852.273-75 - SECURITY REQUIREMENTS FOR UNCLASSIFIED INFORMATION TECHNOLOGY RESOURCES (INTERIM- OCTOBER 2008) As prescribed in 839.201, insert the following clause: The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract. Records Management 1. Citations to pertinent laws, codes and regulations such as 44 U.S.C Chapter 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228. 2. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. 3. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records. 4. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act. 5. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract or identified in the RCS 10-1. 6. The Government Agency owns the rights to all data/records produced as part of this contract. 7. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data. 8. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.]. 9. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules. 10. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under or relating to this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information. Cancer Registry Service Contract line items: Item # Vednor/Description/Part Number Qty Price 0001 Project CTR - 1 Hour 200 0002 Project Management - 1 Hour 400 0003 Abstracting - 1 Hour 4500 0004 Case finding - 1 Hour 3500 0005 Quality Control 1-Hour 600 END STATEMENT OF WORK
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/VANTHCS/VANTHCS/36C25718Q9071/listing.html)
 

Document(s)

Attachment
 

File Name: 36C25718Q9071 36C25718Q9071.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4271091&FileName=36C25718Q9071-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4271091&FileName=36C25718Q9071-000.docx

 

Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
 

Place of Performance

Address: North Texas VA Medical Center;4500 South Lancaster Road;Dallas, Texas 75216

Zip Code: 75216
 

Record

SN04906305-W 20180503/180501230747-7b50fc15921a8662d984cf3df22c5d53 (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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