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FBO DAILY - FEDBIZOPPS ISSUE OF JULY 03, 2015 FBO #4970
DOCUMENT

R -- VHA Radiation Oncology Practice Assessment - Attachment

Notice Date

7/1/2015
 

Notice Type

Attachment
 

NAICS

813920 — Professional Organizations
 

Contracting Office

Department of Veterans Affairs;Health Administration Center;3773 Cherry Creek Drive North, Suite 450;Denver CO 80209
 

ZIP Code

80209
 

Solicitation Number

VA74115N0191
 

Response Due

7/8/2015
 

Archive Date

8/7/2015
 

Point of Contact

alexander.navarro@va.gov
 

E-Mail Address

alexander.navarro@va.gov
(alexander.navarro@va.gov)
 

Small Business Set-Aside

N/A
 

Description

PERFORMANCE WORK STATEMENT New Acquisition for Radiation Oncology Practice Assessment A.GENERAL INFORMATION 1.Title of Project: Radiation Oncology Practice Assessment 2.Scope of Work: Collected as protected peer-review using published methodology and clinical performance measures (CPM) established by the Quality Research in Radiation Oncology Program of the American College of Radiology, evaluate the quality and technical delivery of radiotherapy by the VHA radiation oncology practices. Case selection. The Contractor will examine the following cases for definitive radiation delivery and outcome: Non-Small Cell Lung Cancer (NSCLC): Stage IIIA and IIIB; 20 cases Small Cell Lung Cancer: Limited Stage; 10 cases Prostate Cancer: T1c-T3, NX0M0 (Intermediate risk or high risk per NCCN criteria); 20 cases Beginning with the most recent patient in each disease category who has completed his or her first post treatment follow-up examination, cases will be serially, retrospectively accessed until the planned total is reached. Regardless, no patient treated prior to 1/1/2010 will be included. Evaluation. The Contractor's evaluation of practices will use updated versions of those metrics published by the former Quality Research in Radiation Oncology Program of the American College of Radiology1,2 (Appendix A) and those metrics developed by the VHA Office of Quality and Performance workgroups on lung and prostate cancers (Appendix B). The technical assessment of radiation delivery will include those parameters described in Appendix C. Subject Matter Experts (SME). The Contractor will use SME panels composed of a minimum of 2 nationally recognized radiation oncology experts for each disease site, viz., genitourinary and thoracic cancers. These physician experts will re-validate the quality metrics in Appendix A; provide reviews of treatment plan outliers and oversight for reports. Data Abstraction. Using on-site surveyors, the Contractor will abstract data from the electronic medical record (CPRS-VisTA), radiotherapy treatment management systems and treatment planning systems. No Protected Health Information (PHI) will be abstracted or recorded. To avoid recording dates, treatments are recorded as elapsed time from onset. On-site abstractors will require background checks as well as appropriate training in accessing each electronic system. Data Analysis. Algorithms for the calculation of each quality indicator are published either by the ACR (included in Appendix A) or VHA Office of Quality and Performance (available at the following link Http://vaww.oqp.med.va.gov/programs/qi/qualityImprov.aspx ). ACR has published national comparison values for its quality indicators, while VHA OQP has developed global values for each VHA quality indicator. Analysis of treatment plans requires treatment goals and constraints to be set in accordance with available expert opinion for the treatment of those tumor presentations included within this assessment. Contractors should use a combination of automated plan evaluation with outliers reviewed by the SME panel. In addition to the quantitative assessment of those treatment-planning parameters listed in Appendix C, Contractor will provide the following overall assessment of each plan: 1.Treatment plan fully meets commonly used goals and constraints. 2.Treatment plan is acceptable. 3.Treatment plan requires improvement. 3.Background: For the past 40 years American College of Radiology (ACR) has performed quality assessments for radiation oncology, aimed at identifying and reducing variability in radiation oncology practices nationwide. More recently, ACR conducted detailed quality assessments of 51 practices spanning a broad scope of practice settings. Some of these were VAMC radiation oncology practices. Examining the technical delivery and outcomes for those six cancer sites for which radiation therapy plays a major role, a national project included both academic and community practices, large and small. Through this process, site-specific expert panels determined those metrics associated with improved outcomes, related both to tumor control and reduction in toxicity of treatment. The data required for this purpose is similar, but more extensive than that used for accreditation alone. 4.Performance Period: The contractor shall complete the work required under this PWS within base period of 12 months with two option periods of 12 months, unless otherwise directed by the Contracting Officer. If the contractor proposes an earlier completion date, and the Government accepts the contractor's proposal, the contractor's proposed completion date shall prevail. Work at the government site shall not take place on Federal holidays or weekends unless directed by the Contracting Officer. Estimated Base Year 1: August 1, 2015 through July 31, 2016 Estimated Option Year 1: August 1, 2016 through July 31, 2017 Estimated Option Year 2: August 1, 2017 through July 31, 2018 5. Type of Contract: Firm-Fixed-Price. B. GENERAL REQUIREMENTS 1.Scoring of VHA radiation oncology practices: Contractor will analyze abstracted data against clinical performance measures. Each case will be scored solely on the basis of the data available from the medical record and those computational platforms used for treatment planning, management and delivery. Each metric must be either dichotomized based upon a standard value or have a defined range of acceptable values, which will permit dichotomization. When possible the failure to achieve an acceptable result on each metric will be scored as an acceptable or unacceptable deviation from standard care. Separate scores will be determined for each performance measure. In addition, Contractor will report the following: Follow-up Evaluations Contractor shall report whether follow-up evaluations occurred at the following minimum intervals: Lung cancers, 3 months intervals in the first year and 6 months beginning in the second year. Prostate cancers 6 month intervals during the first 5 years following radiation therapy. Toxicity The Contractor will report grade 3 toxicity related to the radiation exposure. All radiation therapy adverse events will be graded according to CTCAE, v. 4.0. Treatment-related acute adverse events are defined as occurring within 90 days from the start of radiation treatment. Treatment-related late toxicity is defined as any side effect occurring after or persisting beyond 90 days from the start of treatment. Late toxicity will be scored according to the RTOG late toxicity scoring system. Radiation pneumonitis will be scored when it occurs within 12 months of the start of radiation treatment. Recurrences The Contractor will report overall survival and progression-free survival for both tumor sites. 2. Reporting of the radiation oncology practice performance evaluations: Following each site-survey, the Contractor will issue a report of findings to the Radiation Oncology Service Chief, the Center Director and the National Director of the VHA Radiation Oncology Program. Surveys will include frequency distributions each performance measure and a global score for each tumor site. When available, the report will include a vetted national median score, or expected value for each reported metric. 3. Annual Report: At the completion of each contract year, Contractor will issue an annual report summarizing all reported data. This summary will report global VHA frequency distributions as well as relative score for each practice against VHA-wide median values. The report will include outcomes as appropriate for each evaluated tumor site. Furthermore, each annual report will include recommendations regarding radiation oncology practice outcomes which either exceed or fail to achieve published standards. These recommendations should include, but are not limited to those "best practices" which should be made uniform across the VHA, as well as the identification of outdated practice patterns, if any. C. SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES Description of Tasks and Associated Deliverables: The contractor shall provide the specific deliverables described below within the performance period stated in Section A.4 of this PWS. 1.During the initial planning period, Contractor and VHA Radiation Oncology Program Office will review and approve the specific metrics used to determine the value of each performance measure. 2. Following the initial planning period, site visits for the purpose of data abstraction of eligible prostate and lung cancer cases will begin no later than the 7th contract month. 3.Site visits to all VA hospitals currently treating radiation oncology patients will be completed by the middle of the third contract year; 4.Contractor data abstractors should be trained to extract data for 50 serial cases during a 4-5 day visit; 5.The Contractor shall ensure that it has sufficient staffing, supplies and equipment to provide these services. Task One: The Contractor shall provide a detailed work plan and briefing for the VA project team, which presents the Contractor's plan for completing the task order. The Contractor's plan shall be responsive with this PWS and describe, in further detail, the approach to be used for each aspect of the task order as defined in the technical proposal. Deliverable One: A detailed work plan and briefing. Practice audits will include 50 cases as defined in paragraph A.2. Case Selection. Contractor will report the results of each audit within 60 days of the completion of the on-site audit. The report will include the statistical evaluation of each metric scored as well as a comparison when available against a national standard of performance Task Two: After the fifth audit has been performed, Contractor will prepare standard VHA performance values, updated upon the completion of each subsequent audit. After the fifth audit, each audited performance measure will also be compared with these standard VHA global values. Deliverable Two: These values will be reported on each audit report, beginning with the sixth audit. Task Three: Annual reports described in paragraph 3 will be reported within 30 days of the completion of each contract year. D. EVALUATED OPTIONAL TASKS AND ASSOCIATED DELIVERABLES: Optional Task One: Electronic reporting: The Contractor shall electronically submit all site visit reports to the National Radiation Oncology Program Office. Optional Deliverable One: Electronic reports shall be sent in an electronic format that is acceptable to the National Radiation Oncology Program Office (e.g. XML format). E.SCHEDULE FOR DELIVERABLES 1.The contractor shall complete the Delivery Date column under Schedule of Services for each deliverable specified. 2. If for any reason any deliverable cannot be delivered within the scheduled time frame, the Contractor is required to explain why in writing to the Contracting Officer, including a firm commitment of when the work shall be completed. This notice to the Contracting Officer shall cite the reasons for the delay, and the impact on the overall project. The Contracting Officer will then review the facts and issue a response in accordance with applicable regulations. F.TRAVEL Travel costs all inclusive with contract costs. Contract should encompass 40 radiation therapy facilities on VA site locations. ? VHA Radiation Oncology Centers VISNStationFacility 2528Albany 11506Ann Arbor 7508Atlanta 5512Baltimore 8516Bay Pines 1523Boston 3526Bronx 3630Brooklyn 10541Cleveland 17549Dallas 10552Dayton 11553Detroit 6558Durham 3561East Orange 12578Hines 16580Houston 11583Indianapolis 16586Jackson 15589Kansas City 22600Long Beach 22691Los Angeles 9614Memphis 8546Miami 12695Milwaukee 23618Minneapolis 9621Mountain Home, TN 3632Northport 16635Oklahoma City 8675Orlando 4642Philadelphia 4646Pittsburgh 6652Richmond 17671San Antonio 8672San Juan 20663Seattle 16667Shreveport 15657St. Louis 8673Tampa 5688Washington 8548West Palm Beach Schedule of Deliverables Deliverable No. OneItem Project Management as as described in paragraph C1 aboveQuantity 1 JobDelivery Date Within 6 months of award date Two Three Four FiveDisease Site Committee Operations Data Acquisition recruiting/training site visits Data Analysis EMR,TMS,TPS data treatment plans Reporting 1 Job 1 Job 1 Job 1 Job Within 6 months of award date Within 7 months of award date Within 12 months of award date Site visit reports within 60 days of site visit; annual report at the close of base & option year
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/VAHAC741/VAHAC741/VA74115N0191/listing.html)
 

Document(s)

Attachment
 

File Name: VA741-15-N-0191 VA741-15-N-0191.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2142938&FileName=VA741-15-N-0191-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2142938&FileName=VA741-15-N-0191-000.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: Various;Please see pws for specific locations

Zip Code: 80209
 

Record

SN03783501-W 20150703/150702000307-11581f303eae8bb59f60cdd3bdb0f26d (fbodaily.com)
 

Source

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

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