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FBO DAILY - FEDBIZOPPS ISSUE OF JULY 02, 2016 FBO #5335
DOCUMENT

R -- 552-17-1-5088-0001 Scanning Services FY 2017 - Attachment

Notice Date: 6/30/2016
Notice Type: Attachment
NAICS: 561410 — Document Preparation Services
Contracting Office: Department of Veterans Affairs;VA Healthcare System;Network Contracting Office (NCO) 10;3140 Governor 冱 Place Blvd. Suite 210;Kettering OH 45409-1337
ZIP Code: 45409-1337
Solicitation Number: VA25016Q0392
Response Due: 7/15/2016
Archive Date: 9/28/2016
Point of Contact: Adoniss Gibson
E-Mail Address: Adoniss Gibson
(Adoniss.Gibson@va.gov)
Small Business Set-Aside: N/A
Description: Document Scanning/Importing Statement of Work 1.0GENERAL Contractor shall perform the scanning/importing of designated patient medical and administrative record documents received in paper or electronic format into the Dayton Veterans Affairs Medical Center electronic medical record. This will be accomplished with the contractor providing a workforce of seven full-time employees (40 hours per week) working day shift, and seven part-time employees (up to 30 hours per week each) working night shift and/or weekends). Two of the staff shall be supervisory scanning technicians, one to work day shift (full-time) and one to work night shift and or weekends (part-time). Due to administrative space issues assigned hours may be changed upon thirty (30) calendar days' notice to the Contractor. Contractor shall also provide backup staff to cover any absence over two consecutive days by staff. The number of staff may be increased or decreased dependent on budgetary considerations and workload requirements, upon thirty (30) calendar days' notice to the Contractor. 1.1CONTRACTING OFFICER'S REPRESENTATIVE (COR) The Contracting Officer's Representative (COR) will be the principal liaison for the Contractor during the duration of the contract. The COR is the Chief, Health Information Management section within Patient Business Service. The COR will coordinate contract performance with the supervisory scanning technicians. 2.0SPECIFIC TASKS A.Scanning/importing relevant portions of electronic and paper patient medical and administrative records into the Department of Veterans Affairs electronic database, which is comprised of the Veterans Health Information Systems and Technology Architecture (VistA), and the Computerized Patient Record System (CPRS). B.Contractor personnel shall maintain, as verified by the COR, at least 95.0% accuracy in correctly indexing and scanning record documents into the correct patient's electronic record. C.Contractor personnel shall maintain, as verified by the COR, the following minimum productivity rates: VA administrative records 24 individual scans hourly or 110 pages hourly VA clinical records 16 individual scans hourly or 80 pages hourly Non-VA clinical records 11 individual scans hourly or 80 pages hourly D.Maintain all records securely. Disposal of scanned record documents only into provided security receptacles to be shredded and recycled. E.Daily collection of medical record documents from clinical areas located in a nine story Medical Center building (scanning unit not located in this building). F.Assist/train/educate Medical Center staff with document scanning needs. 3.SUPPORTING INFORMATION Employee Qualifications: 1) Contractor shall provide staff that can be quickly trained to scan medical record documents efficiently to the Veteran Health Administration electronic medical record system. 2) Staff will have basic knowledge of medical terminology and the components of the medical record, e.g. discharge summaries, progress notes, etc. 3)Employees will be responsible for maintaining confidentiality of health information at all times in accordance with the Health Insurance Portability and Accountability Act (HIPAA) Privacy Rule and the Privacy Act of 1974. 4)Employees will be reliable, punctual, and capable of at least 95% accuracy in document scanning and indexing in accordance with Department guidelines. Staff must be able to work independently with minimal oversight. H. Timekeeping: Contractor shall provide a tracking system for hours worked by staff. Timecards wills be certified in a secure electronic timekeeping system provided by contractor. I. Job Series: Work performed shall be equivalent to duties described in job series GS-04-0305. J.Hours of Work: Contractor employees will work from Monday through Friday from either 7:30 AM to 4:00 PM or 4:00 PM to 10:30 PM Eastern Time excluding federal government holidays. Seven FTEE will be assigned to the day shift and seven FTEE to the evening shift. Any deviations from the work schedule will be considered by the COR and Contractor and requires the approval of the COR. Federal holiday observances are: New Year's Day Birthday of Martin Luther King, Jr, Washington's Birthday Memorial Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day K. Location of Work: All work will be performed at the VA Medical Center, 4100 West Third Street, Building 409, Dayton, Ohio 45428. L.System Requirements: All computers, document scanning equipment, and office and storage supplies will be provided by the Department of Veterans Affairs Medical Center, Dayton, Ohio. M.Contract Expiration: The contractor will work closely in association with the COR for the seamless transition of responsibilities when the contract expires. VA ACQUISITION REGULATION SOLICITATION PROVISION (IT security requirements for certification and accreditation authorization do not apply and a Security Accreditation Package is not required) 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 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 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. VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY 1.GENERAL Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security. 2.ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS a.A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order. b. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security and Preparedness is responsible for these policies and procedures. c. The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor's employ. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination. 3.VA INFORMATION CUSTODIAL LANGUAGE a.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). b. The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations and policies in this contract. c. The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed. d. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12. e. If a VHA contract is terminated for cause, the associated BAA must also be terminated and appropriate actions taken in accordance with VHA Handbook 1600.01, Business Associate Agreements. Absent an agreement to use or disclose protected health information, there is no business associate relationship. f.Except for uses and disclosures of VA information authorized by this contract for performance of the contract, the contractor/subcontractor may use and disclose VA information only in two other situations: (i) in response to a qualifying order of a court of competent jurisdiction, or (ii) with VA's prior written approval. The contractor/subcontractor must refer all requests for, demands for production of, or inquiries about, VA information and information systems to the VA contracting officer for response. g.Notwithstanding the provision above, the contractor/subcontractor shall not release VA records protected by Title 38 U.S.C. 5705, confidentiality of medical quality assurance records and/or Title 38 U.S.C. 7332, confidentiality of certain health records pertaining to drug addiction, sickle cell anemia, alcoholism or alcohol abuse, or infection with human immunodeficiency virus. If the contractor/subcontractor is in receipt of a court order or other requests for the above mentioned information, that contractor/subcontractor shall immediately refer such court orders or other requests to the VA contracting officer for response. 4.SECURITY INCIDENT INVESTIGATION a.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. The contractor/subcontractor shall immediately notify the COR and simultaneously, the designated ISO and Privacy Officer 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. b. To the extent known by the contractor/subcontractor, the contractor/subcontractor's notice to VA shall identify the information involved, the circumstances surrounding the incident (including to whom, how, when, and where the VA information or assets were placed at risk or compromised), and any other information that the contractor/subcontractor considers relevant. c. With respect to unsecured protected health information, the business associate is deemed to have discovered a data breach when the business associate knew or should have known of a breach of such information. Upon discovery, the business associate must notify the covered entity of the breach. Notifications need to be made in accordance with the executed business associate agreement. d. In instances of theft or break-in or other criminal activity, the contractor/subcontractor must concurrently report the incident to the appropriate law enforcement entity (or entities) of jurisdiction, including the VA OIG and Security and Law Enforcement. The contractor, its employees, and its subcontractors and their employees shall cooperate with VA and any law enforcement authority responsible for the investigation and prosecution of any possible criminal law violation(s) associated with any incident. The contractor/subcontractor shall cooperate with VA in any civil litigation to recover VA information, obtain monetary or other compensation from a third party for damages arising from any incident, or obtain injunctive relief against any third party arising from, or related to, the incident. 5.LIQUIDATED DAMAGES FOR DATA BREACH a.Consistent with the requirements of 38 U.S.C. ｧ5725, a contractor 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. b. The contractor/subcontractor shall provide notice to VA of a "security incident" as set forth in the Security Incident Investigation section above. Upon such notification, VA must secure from a non-Department entity or the VA Office of Inspector General an independent risk analysis of the data breach to determine the level of risk associated with the data breach for the potential misuse of any sensitive personal information involved in the data breach. The term 'data breach' means the loss, theft, or other unauthorized access, or any access other than that incidental to the scope of employment, to data containing sensitive personal information, in electronic or printed form, that results in the potential compromise of the confidentiality or integrity of the data. Contractor shall fully cooperate with the entity performing the risk analysis. Failure to cooperate may be deemed a material breach and grounds for contract termination. c. Each risk analysis shall address all relevant information concerning the data breach, including the following: (1)Nature of the event (loss, theft, unauthorized access); (2)Description of the event, including: (a)date of occurrence; (b)data elements involved, including any Pll, such as full name, social security number, date of birth, home address, account number, disability code; (3)Number of individuals affected or potentially affected; (4)Names of individuals or groups affected or potentially affected; (5)Ease of logical data access to the lost, stolen or improperly accessed data in light of the degree of protection for the data, e.g., unencrypted, plain text; (6)Amount of time the data has been out of VA control; (7)The likelihood that the sensitive personal information will or has been compromised (made accessible to and usable by unauthorized persons); (8)Known misuses of data containing sensitive personal information, if any; (9)Assessment of the potential harm to the affected individuals; (10)Data breach analysis as outlined in 6500.2 Handbook, Management of Security and Privacy Incidents, as appropriate; and (11)Whether credit protection services may assist record subjects in avoiding or mitigating the results of identity theft based on the sensitive personal information that may have been compromised. d. 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 $37.50 (or current rate) per affected individual to cover the cost of providing credit protection services to affected individuals consisting of the following: (1)Notification; (2)One year of credit monitoring services consisting of automatic daily monitoring of at least (3)relevant credit bureau reports; (4)Data breach analysis; (5)Fraud resolution services, including writing dispute letters, initiating fraud alerts and credit freezes, to assist affected individuals to bring matters to resolution; (6)One year of identity theft insurance with $20,000.00 coverage at $0 deductible; and (7)Necessary legal expenses the subjects may incur to repair falsified or damaged credit records, histories, or financial affairs. 6.TRAINING a.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: (1)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; (2)Successfully complete the VA Cyber Security Awareness and Rules of Behavior training and annually complete required security training; (3)Successfully complete the appropriate VA privacy training and annually complete required privacy training; and 4) Successfully complete any additional cyber security or privacy training, as required for VA personnel with equivalent information system access to be defined by the COR. b.The contractor shall provide to the contracting officer and/or the COR 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. c.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.
Web Link: FBO.gov Permalink
(https://www.fbo.gov/spg/VA/DaVAMC552/DaVAMC552/VA25016Q0392/listing.html)
Document(s): Attachment; File Name: VA250-16-Q-0392 VA250-16-Q-0392.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2842811&FileName=VA250-16-Q-0392-000.docx); Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2842811&FileName=VA250-16-Q-0392-000.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: Department of Veteran Affairs;Dayton VA Medical Center;4100 West Third Street;Dayton, Ohio; Zip Code: 45428
Record: SN04168725-W 20160702/160701000243-9d70aef4b5b682a31b56f74cae998d8d (fbodaily.com)
Source: FedBizOpps Link to This Notice
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R -- 552-17-1-5088-0001 Scanning Services FY 2017 - Attachment