1.0 submission
Requirements
Reports and plans shall be submitted
as identified by the DD
Form 1423, CDRLs, located in Section
J of the applicable contract.
2.0 method
of submission
2.1 All deliverables shall be submitted to the
Defense Health Agency (DHA) via the E-Commerce Extranet
unless otherwise directed by DD Form 1423, CDRL,
located in Section J of the applicable contract.
The system is accessed via the Internet through a workstation browser
and requires a static Internet Protocol (IP) address. The application
is “thin client” meaning that no software needs to be installed
on the client workstation and no software is downloaded into the
browser. Javascript and cookies need to be enabled in the browser
to utilize the application. The application is best viewed at a resolution
of 1024 x 768 pixels in an Internet Explorer (IE) browser (Version
8 and higher). Other browsers such as Firefox and Chrome are not
supported. The system must be accessed using the Secure Socket Layer
(SSL) protocol (https://) and is protected by individually assigned
user name and password or Common Access Card (CAC). Access to the
Extranet must be requested using the E-Commerce User Access Form-External
which will be provided by the Government. Access to deliverables
is granted to users at the contract level and deliverables submitted
by one contractor will not be accessible to any other contractor.
2.2 Deliverables
that provide data for measuring objective requirements will require
submission in Microsoft® Excel format with metric data reported
in the same cell within the same worksheet for each reporting period.
This may require an additional worksheet be added to the contractor’s
deliverable. If required, the new report template will be provided
by the Government prior to the start of the first reporting period.
2.3 The method
of distribution and file format of each deliverable will be identified
in DD Form 1423, CDRL,
located in Section J of the applicable contract.
Distribution of deliverables to other agencies (Government and contractors)
as specified by the Government is the responsibility of the contractor.
3.0 Government
Right To Inspect
Federal Acquisition Regulation
(FAR) 52.215-2 (Audit and Records - Negotiation), included in all cost
reimbursement type TRICARE contracts, provides that DHA, its related
audit-agencies, and the Comptroller General of the United States
(U.S.) have the right to examine all supporting documentation to
permit evaluation of cost or pricing data submitted by a contractor.
This examination is to verify that cost or pricing data submitted
during negotiations, including changes and the preparation of any
fiscal report of settlement, are current, accurate, and complete.
This right continues for three years after final payment to the
contractor. The contractor’s facilities and applicable records also
shall be subject to inspection and audit by DHA.
4.0 Contractor’s
Responsibilities
The contractor shall provide
DHA with free access to all financial records, cost information, systems
documentation, program logic, operating manuals, procedures, and
other information and documentation gathered, used, and stored as
a part of the contractor’s TRICARE operations, including the performance
of its subcontractor(s). Subcontractors shall provide the same free
access to DHA.
5.0 Records
Retention Requirement
Records relating to
appeals under the disputes clause, litigation or settlement of claims,
or cost and expenses to which exception has been taken by audit,
shall be retained by the contractor until the issues have been settled,
and shall be retrievable for three years subsequent to the date
of the settlement pursuant to the records retention requirements
set forth in
Chapter 9.
6.0 Proprietary
Rights
Proprietary information, if so designated
in the contract (including the technical proposal) will not be released
by DHA. However, DHA will not recognize, as proprietary, information
records and files (including attendant documentation) used by the
contractor which constitute essential data resources in the processing
of TRICARE claims and the generation of TRICARE Encounter Data (TED)
records. This includes all files and data identified in the contract
for release to DHA and files, lists, manuals, etc., relating to
beneficiaries, providers, fee and rate profiles, provider charges,
pending claims, and paid claims.