1.0 CONTRACT TRANSITION MEETINGS
1.1 Transition Specifications (TRANSPEC)
Meeting
1.1.1 The incoming and outgoing contractor
shall attend a five business day meeting with the Defense Health
Agency (DHA) within 15 calendar days following contract award.
1.1.2 The Government will notify
the incoming and outgoing contractor(s) as to the exact date, length,
and location of the meeting, and will provide the meeting agenda
prior to the TRANSPEC Meeting.
1.1.3 The incoming
contractor shall provide to the Government, at the TRANSPEC Meeting,
a technical Point Of Contact (POC) for each of the Systems Interface
Meetings listed in
Chapter 2, Section 2.
1.2 Interface Meetings
1.2.1 The incoming contractor shall
meet with DHA Communications within 30 calendar days following contract
award to review requirements in
Chapter
11, and other DHA Communications associated activities.
1.2.2 The incoming contractor shall
meet with DHA Records Management (RM) and Contracting Officer (CO) within
30 calendar days following contract award to establish concurrence
of the DHA records transfer requirements and the Incoming Records
Transfer Plan. For reporting requirements, see DD Form 1423, Contract Data
Requirements List (CDRL), located in Section J of the applicable
contract.
1.2.3 The incoming contractor shall
adhere to the System Interface Meeting requirements identified in
Chapter 2, Section 2.
1.2.4 The Government will notify
the incoming contractor as to the exact date, length, and location
of all interface meeting(s), and will provide the meeting agenda
prior to the meeting(s).
1.3 Transition Status Meetings
1.3.1 The incoming contractor shall
participate in transition-in meetings to provide the Government
a status or progress of all transition activities.
1.3.2 The outgoing contractor shall
participate in transition-out meetings to provide the Government
a status or progress of all transition out activities.
1.3.3 The Government will notify
the incoming and outgoing contractors as to the frequency, location,
and provide the agenda of the meeting(s).
2.0 INTEGRATION WITH MARKETS AND
MILITARY MEDICAL TREATMENT FACILITIES (MTF
s)
2.1 The incoming contractor shall
conduct site visits to Coast Guard leadership sites, Markets, and
other sites designated by DHA at the TRANSPEC Meeting.
2.2 These meetings shall be conducted
no later than 60 calendar days after the TRANSPEC Meeting. The purpose
of these visits, at a minimum, shall be to address local optimization
opportunities and challenges to implement the requirements in
Chapter
15 and to begin the development of the Memorandum of Understanding (MOU).
2.3 The incoming contractor shall
conduct site visits to MTFs, Coast Guard Clinics, and sites designated
by DHA at the TRANSPEC Meeting. These meetings shall be conducted
no later than 100 calendar days after the TRANSPEC Meeting.
2.4 The purpose of these visits,
at a minimum, shall be to address local optimization opportunities
and challenges to implement the requirements in
Chapter
15 and to begin the development of the MOU.
2.5 The Government will provide
the meeting agenda for the Integration Meetings at the TRANSPEC Meeting.
2.6 The outgoing contractor shall
communicate, collaborate, and coordinate with the incoming contractor
to allow an orderly transition, without interruption, of all functions
relating to the Markets and MTFs.
3.0 External Resource Sharing Agreements
(ERSA
s), Internal Resource Sharing Agreements
(IRSA
s), and Clinical Sharing Agreements
(CSA
s)
3.1 The incoming
contractor shall include in its Integrated Master Plan (IMP) and
Integrated Master Schedule (IMS) its ERSA, IRSA, and CSA implementation
plan for execution at the start of health care delivery (SHCD) to prevent
any break in service.
3.2 The incoming
contractor shall deliver its MTF Market Optimization Support plan
60 calendar days prior the SHCD as identified by DD Form 1423, CDRL,
located in Section J of the applicable contract.
3.3 The Government will review
and either accept or reject the contract deliverables. If the deliverable
is rejected, the incoming contractor shall resubmit the revised
plan within 15 calendar days for the Government’s review and acceptance.
3.4 The incoming contractor shall
receive from the outgoing contract a list of all existing ERSAs,
IRSAs, and CSAs no later than 30 calendar days after the TRANSPEC
Meeting.
3.5 The incoming contractor shall
contact all Markets and MTFs with existing ERSAs, IRSAs, and CSAs
within 10 calendar days of the receipt of outgoing contractors file
to begin the process of transitioning the agreements for implementation
at the SHCD.
3.6 The incoming contractor shall
provide the Markets and MTFs its instructions (how to begin proposals
and Business Case Analysis (BCAs) template) to initiate new ERSAs,
IRSAs, and CSAs at the interface meetings for implementation at
the SHCD.
3.7 The Market and MTF will submit
to the incoming contractor any new proposals and BCAs including
all Provider Types, Support Staff, and Current Procedural Terminology
(CPT) codes back to the incoming contractor to complete their analysis
30 calendar days after the interface meeting.
3.8 The incoming contract shall
complete new BCAs within 30 calendar days of receiving request for
ERSAs, IRSAs, and CSAs proposals and return to DHA/Market/MTF for
review.
3.9 The incoming contractor shall
prioritize and establish network agreements with Civilian Network Facilities
with ERSAs, or alternatively find a facility that meets the needs
of the ERSA. The incoming contractor shall also prioritize contracting
with CSA and IRSA providers and non-provider support staff to prevent
a break in service to the Markets/MTFs.
3.10 The incoming
contract shall have 90% of ERSAs, IRSAs, and CSAs fully executed
30 calendar days prior to the SHCD, to begin at SHCD.
4.0 TRANSITION-IN DELIVERABLES
4.1 The incoming contractor shall
deliver an IMP, as identified by DD Form 1423, CDRL, located in
Section J of the applicable contract.
4.2 The incoming
contractor shall deliver an IMS, as identified by DD Form 1423,
CDRL, located in Section J of the applicable contract.
4.3 The Government will review
and either accept or reject the IMS and IMP. If the deliverable
is rejected, the incoming contractor shall resubmit the IMS or the
IMP within 15 calendar days for the Government’s review and acceptance.
4.4 The incoming contractor shall
deliver a weekly IMP, as identified by DD Form 1423, CDRL, located
in Section J of the applicable contract.
4.5 The incoming
contractor shall deliver a weekly IMS, as identified by DD Form
1423, CDRL, located in Section J of the applicable contract.
4.6 The incoming contractor shall
deliver a weekly risk and mitigation report, as identified by DD
Form 1423, CDRL, located in Section J of the applicable contract.
5.0 TRANSITION-OUT
ACTIVITIES
5.1 The outgoing contractor shall
provide the Government the name of its project manager at the TRANSPEC Meeting
who will be responsible for transition-out activities who will serve
as the single point of contact for the Government.
5.2 The outgoing contractor shall
provide a proposed Phase-Out Plan at the TRANSPEC Meeting as identified by
DD Form 1423, Contract Data Requirements List (CDRL), located in
Section J of the applicable contract.
5.3 The Government
will review and either accept or reject the phase-out plan. If the
phase-out plan is rejected, the outgoing contractor shall resubmit
the revised phase-out plan within 15 calendar for the Government’s
review and acceptance.
5.4 The outgoing
contractor shall meet with DHA Records Management within 30 calendar
days following contract award to establish concurrence of the DHA
Records transfer requirements and for the Outgoing Records Transfer
Plan. For reporting requirements, see DD Form 1423, CDRL, located
in Section J of the applicable contract.
5.5 The outgoing
contractor shall submit a weekly status report of inventories and
phase-out activities to DHA beginning the 20th calendar day following
the TRANSPEC Meeting as identified by DD Form 1423, CDRL, located
in Section J of the applicable contract.
5.6 The outgoing
contractor shall provide the incoming contractor the most recent
version of all Market and MTF MOUs in place at that time for the
purpose of ensuring continuity of services and continuity of care
for TRICARE beneficiaries. The transfer of the MOUs shall take place
no later than 30 calendar days following contract award.The outgoing
contractor shall provide the incoming contractor a list of all existing
ERSAs, IRSAs and CSAs with the Markets and MTFs no later than 30
calendar days after the TRANSPEC Meeting.
6.0 MOU WITH THE DHA
The incoming contractor shall
prepare an MOU with the Healthcare Operations Directorate (HCO),
and Statements of Responsibility (SOR) with each standalone MTF
and Market in accordance with
Chapter 15, Section 1.
7.0 PERFORMANCE READINESS VALIDATION
(PRV) - GENERAL
7.1 The incoming contractor shall
conduct PRV to assess their performance readiness in following areas
in accordance with this chapter:
• Management
• Enrollments
• Provider Networks
• Customer Service
• Records Management
• Referral Management
• Claims Processing
• Medical Management (MM)
7.2 The incoming contractor shall
provide the Government a comprehensive briefing on the processes, results,
and course of actions of each PRV assessments no later than five
calendar days after the assessment.
8.0 PERFORMANCE READINESS ASSESSMENT
AND VERIFICATION (PRAV) - GENERAL
8.1 The Government
will conduct PRAV activities to assess and verify the incoming contractor’s
performance readiness identified in
paragraph 5.0.
8.2 The Government will provide
the incoming contractor with projected PRAV dates, location(s),
team structure, and specific assessment and verification methods
prior to PRAV activities.
8.3 Following
the completion of a PRAV activity, the Government will provide a
brief to the incoming contractor(s) on findings. If, after review,
the Government finds the incoming contractor’s performance readiness
to be deficient, the incoming contractor shall submit a detailed
mitigation plan no later than 10 calendar days following the Government’s
findings.
9.0 PRV/PRAV - MANAGEMENT
During transition, the incoming
contractor’s performance readiness status regarding management will
be subject to PRV and PRAV reviews as described below.
9.1 Management
PRV
9.1.1 The incoming contractor shall
validate its ability to provide training and ongoing customer support
for Government personnel who access the contractor’s data information
system(s) and data repository as required by the contract. The validation
results shall be briefed to the Government no later than 75 calendar
days prior to the SHCD.
9.1.2 The incoming
contractor shall validate its ability to provide Government users
with access to the data information system(s) and data repository
required by the contract via a data access interface mutually agreed upon
by the Government and available prior to the SHCD. The validation
results shall be briefed to the Government no later than 60 calendar
days prior to the SHCD.
9.2 Management
PRAV
9.2.1 The incoming contractor shall
comply with the Government’s approach for assessment and verification of
the contractor’s performance readiness regarding management as described
above. If, after review, the Government finds the incoming contractor’s
performance readiness for management to be deficient, the incoming contractor
must submit a detailed mitigation plan no later than 10 calendar
days following the Government’s findings.
9.2.2 Specific
PRAV activities, assessment techniques, and performance readiness
thresholds will be identified by the Government during the TRANSPEC
Meeting.