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.