ALS & Ambulance Service
Added: Apr 25, 2018 2:41 pm
Sources Sought AMBULANCE SERVICES THIS IS A SOURCES SOUGHT NOTICE ONLY.This is not a request for proposal and there will not be a solicitation issued at this time. The 375th Medical Group, Scott AFB IL, is seeking sources to provide ALS Ambulance Services. The applicable NAICS code is 621910, Ambulance Services and the size standard is $15M. This notice is published to conduct market research to determine if there will be adequate competition to satisfy this requirement. The Description of Service. The contractor shall provide full Emergency Medical Services (EMS) / Advanced Life Saving (ALS) response and patient transport services for Scott Air Force Base (SAFB), Illinois to include but not limited to, all work/office building locations, hangars, flight line, recreation areas, Airmen Dormitories and all surrounding SAFB family housing areas (Patriots Landing, Lincolns Landing, Shiloh West, Shiloh East, Colonial & Georgian). The contractor shall respond to all SAFB EMS requests and participate in SAFB exercises, special events, specialized training and in-flight emergencies The contractor shall furnish all labor, management, supervision, vehicles, supplies, equipment, and transportation except as stated in Section 3, Government-Furnished Property and Services. The contractor shall be responsible for providing the full range of EMS/ALS and ambulance services IAW SAFB protocols/standing orders and staffing minimums and IAW current and future state of Illinois guidelines, regulations and/or protocols. Performance shall be according to the requirements contained in this Performance Work Statement (PWS), the Illinois State Department of Public Health (IDPH), Emergency Medical Services and Highway Safety (www.idph.state.il.us) and Illinois EMS Region IV (www.ilemsregion4.com) and professional standards identified in Accreditation Association of Ambulatory Health Care (AAAHC) chapters 22/23. Contract Type.375 Contracting Squadron is anticipating a performance based, firm fixed price contract. The considered period of performance is base year and four (4) one-year option years. Information RequiredThis acquisition is being considered for Small Business Socio-Economic contracting programs (i.e., Service-Disabled Veteran-Owned Small Business (SDVOSB), HUBZone, 8(a), Economically Disadvantaged Women-Owned Small Business (EDWOSB)) and Small Business set-aside. If your firm is interested, please provide the following information to 375 Contracting Office personnel listed below not later than 01 May 2018 1200 CDT. Company name and adress, Point of Contact, E-mail address, Telephone and, DUNS number and Type and Business Size (i.e., SDVOSB, Small Business, etc.) If you have any questions please feel free to contact: Primary: Lt. Jacob W. DeVries Contract Specialist 201 East Winters Street, Bldg 50 Scott AFB, IL 62225-5015 E-mail: jacob.devries.2@us.af.mil Phone: 618-256-9288 Alternate: Mr. Richard M. Hansen Contract Specialist E-mail: richard.hansen.2@us.af.mil Phone: 618-256-9272Mrs. Celina M. CampbellContract OfficerE-mail celina.campbell@us.af.milPhone: 618-256-9286 This is for informational and planning purposes only. All information submitted is voluntary. The government will not pay for information gathered as a result of this notice.•1. Description of ServicesThe contractor shall provide full Emergency Medical Services (EMS) / Advanced Life Support (ALS) response and patient transport services for Scott Air Force Base (SAFB), Illinois to include but not limited to, all work/office building locations, hangars, flight line, recreation areas, Airmen Dormitories and on-base family housing areas (Patriots Landing, Shiloh West, Shiloh East, Colonial & Georgian). The contractor shall respond to all SAFB EMS requests and participate in SAFB exercises, special events, specialized training and in-flight emergencies. The contractor shall furnish all labor, management, supervision, vehicles, supplies, equipment, and transportation except as stated in Section 3, Government-Furnished Property and Services. The contractor shall be responsible for providing the full range of EMS/ALS and ambulance services IAW SAFB protocols/standing orders and staffing minimums and IAW current and future state of Illinois guidelines, regulations and/or protocols. Performance shall be according to the requirements contained in this Performance Work Statement (PWS), the Illinois State Department of Public Health (IDPH), Emergency Medical Services and Highway Safety (www.idph.state.il.us) and Illinois EMS Region IV (www.ilemsregion4.com) and professional standards identified in Accreditation Association of Ambulatory Health Care (AAAHC) chapters 22/23.•1.1 EMERGENCY MEDICAL SERVICES/ RESPONSE AND PATIENT TRANSPORTThe contractor shall provide full EMS/ALS resources. On a routine basis calls will be routed via CENCOM, however during special base events (i.e. airshows), requests may be generated by SAFB Fire Department, 375 MDG and/or 375 MDG Medical Control Center (MCC). Calls will be handled with the same protocol as if they were received from CENCOM.•1.1.1. The contractor is authorized to file insurance claims for patient transport and emergency response services by seeking reimbursement in accordance with paragraph 6.•1.1.2. The contractor shall provide full EMS/ALS services 24 hours per day, 365 days per year to include all holidays (refer to attachment 1 for call volume). This contract is the sole avenue for EMS/ALS response and patient transport on SAFB. The contractor shall establish and maintain a system to ensure that any required backup (secondary, tertiary, etc.) ambulance and related EMS/ALS support is provided in the event of simultaneous responses, equipment failures or other unforeseen circumstances.•1.1.3. The contractor shall travel to response sites in an appropriately equipped medical response ALS vehicle.•1.1.3.1. The contractor shall equip their emergency medical response vehicles operating at/on SAFB with radio communications equipment which allows for immediate voice communications between its vehicles, to include communications within its operations or dispatch center, and with the SAFB ECC. The SAFB preferred means of radio communications across non-military agencies is the STARCOM-21 800 MHz system used in St Clair County. The contractor shall be solely responsible for the operational readiness, maintenance and servicing of its radio communications equipment used in support of this agreement.•1.1.4. Response time for the primary crew/vehicle, defined as the time from receipt of call/notification to the time of arrival at the emergency location/scene, for all services on SAFB shall be within seven minutes. Secondary (or any additional) response requirements when the primary crew/vehicle is otherwise engaged/employed elsewhere shall be held to a fifteen minute standard. See Attachment 2 for Base Map.•1.1.5. The contractor shall respect and maintain the basic rights of patients, demonstrating concern for personal dignity and human relationships. The contractor will be notified by the CO and/or COR of any validated complaints. Response on actions taken by the contractor will be reported in writing back to the CO and COR within five business days.•1.1.6. The contractor shall provide in-field care and emergency medical flight line care with capability to address decompression sickness and injuries related to in-flight emergencies, to include ALS, in accordance with protocols developed by the contractor's physician advisor.•1.1.7. The contractor will coordinate transporting patients to the nearest appropriate local hospital or medical treatment facility.•1.1.8. The contractor shall notify the 375th Emergency Communication Center (ECC) when an Active Duty Military Member is transported to a local hospital. This notification shall be made as soon as possible after the receiving hospital accepts the patient. Minimum information to be provided to the ECC includes: patient's full name, the last four digits of the patient's social security number, the patient's date of birth, medical condition and name of receiving hospital. During a mass casualty incident or exercise, notification will instead be routed to the on-scene IC or 375 MDG MCC (256-7223) prior to departing the scene.•1.1.9. Performance of Services during Crisis Declared by the President / Secretary of Defense / 375th Air Mobility Wing (375 AMW) Commander / Designee. The contractor shall perform services during a crises or emergency situation per the contractual requirements. See DFAR Clauses 252.237-7023 and 252.237-7024. The contractor shall supply a list of employees performing duties during the crises to including name, address and phone number, to the CO. All services identified in the PWS shall continue unless otherwise directed by the CO.•1.2. 375 AMW, MEDICAL EXERCISES, SPECIAL EVENTS AND SPECIALIZED TRAINING.The contractor shall be responsible for participating in any SAFB, 375 AMW, 375 MDG and Fire Department training, exercises and special events upon request from the COR. The contractor shall provide up to 100 non-chargeable/billable hours per period of performance for ambulance stand-by coverage in addition to normal coverage hours specified in paragraph 1.1.2. The CO or COR will notify the contractor at least seven business days prior to the start of the special event of the number of dedicated ambulances required. Specific contractor responsibilities in support of these special events may include:•1.2.1. Participating in pre & post exercise/event meetings.•1.2.2. Responding to exercise/event sites and performing simulated duties.•1.2.3. Coordinating all activities during exercises/events with the On-Scene Medical Director, IC or event point of contact.•1.2.4. Providing sufficient ambulance coverage for special events while simultaneously supporting non-event response.•1.3. DELIVERABLES•1.3.1. Run reports. The contractor shall document each individual EMS/ambulance response in a timely, legible and accurate manner. Reports shall include, but is not limited to: signature of the lead ambulance crew member, date of response, response unit identifier/call sign, type of response (ALS vs BLS), level of response (primary, secondary, tertiary, etc), time of receipt of call, time arrived on scene, response time, reason(s) for response time exceeding seven minutes (or fifteen minutes for secondary/additional response) if applicable, location/building number/address of scene, casualty's full name, last four digits of the sponsor's social security number, gender, duty status (active military or non-military), chief complaint of casualty and name of receiving hospital. All patient care/transport refusals shall be documented to the same level of detail.•1.3.2. Workload summary report. The contractor shall create a running casualty transport log that will include the following information: date of response, response unit identifier/call sign, type of response (ALS vs BLS), level of response (primary, secondary, tertiary, etc.), time of receipt of call, time arrived on scene, response time, reason(s) for response time exceeding seven minutes (or fifteen minutes for secondary/additional response) if applicable, location/building number/address of scene, casualty's full name, last four digits of the sponsor's social security number, gender, duty status (active military or non-military), chief complaint of casualty and name of receiving hospital. The COR may identify additional information items to be added, as needed.•1.3.3. The contractor shall e-mail to the COR any run reports and updated workload summary reports within 48 hours following the most recent response.•1.3.4. Run reports and workload summary reports shall be accomplished according to HIPAA and PII guidelines and IAW Air Force Instruction 91-204, Safety Investigations and Reports.•1.3.4.1. Lists and/or names of patients shall not be disclosed to or revealed in any manner for any use outside the 375 AMW or MDG without prior written permission by the MDG Commander or his/her designee. All patient information shall be safeguarded in accordance with all applicable HIPAA/PPI regulations and guidelines.1.3.5. Contractor Full-Time Reporting Requirement. The Contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for ALS AMBULANCE SERVICES via a secure data collection site. The contractor is required to completely fill in all required data fields at http://www.ecmra.mil .Reporting inputs will be for the labor executed during the period of performance for each Government fiscal year (FY), which runs 1 October through 30 September. While inputs may be reported anytime during the FY, all data shall be reported no later than 31 October of each calendar year. Contractors may direct questions to the CMRA help desk.•2. SERVICES DELIVERY SUMMARY (SDS)Table 2.1 Performance ObjectivesPWSPara Performance ThresholdSERVICE Providing full EMS/ALS & patient transport services.1.1.2100% coverage within a calendar month.PRIMARY AMBULANCE RESPONSE Seven (7) minutes or less response time.1.1.490% of all calls.SECONDARY/ADDITIONAL AMBULANCE RESPONSE Fifteen (15) minutes or less response time.1.1.490% of all calls.PATIENT CARE Providing medical care and treatment appropriate to patient's condition.1.1100% compliance.HEALTH REQUIREMENTS Physical examinations and required immunizations current and on file for ambulance personnel.4.1, 4.2,4.3, 4.4100% compliance, upon request. RUN REPORTS1.3.1,1.3.2,1.3.3 100% compliance for each incident/response; documentation completed/delivered to COR within 24 hours of recording. •2.1. The contractor shall establish and maintain a complete Quality Control Plan (QCP) to ensure the requirements of the contract are provided as specified. The Contractor's QCP shall address risk management issues to include the contractor's established processes which are in place to evaluate the standard of care is met in all cases. The contractor shall insure that risk management issues are addressed in its written audit procedures. The contractor's QCP shall be delivered to the CO for acceptance no later than 15 work days after contract award. The CO will notify the contractor of acceptance or required modifications within 10 work days after receipt. Changes to the QCP must be accepted by the CO no later than 15 work days after implementation.•2.2. Government COR shall periodically evaluate and monitor the Contractor's performance to ensure services are received. The COR will evaluate the Contractor's performance through inspections of call logs/reports and receive and investigate all complaints from base personnel and patients transported. The Government may inspect each task as completed or increase the number of quality control inspections if deemed appropriate because of repeated failures discovered during quality control inspections if performance dictates. The COR will make final determination of the validity of customer complaint(s). The contractor will not be held responsible for being unable to meet the response time due to factors beyond their control. This will include, but is not limited to, road construction or unplanned road closures, vehicle failures, inclement weather, communications problems, employee incapacitation not related to misconduct or negligence.•2.3. When the Government identifies deficiencies in contractor performance IAW SDS, the Government may:•(1) Require the Contractor to take necessary action to ensure that future performance conforms to contract requirements; and/or•(2) Reduce the contract price to reflect the reduced value of the services performed. 1% of the monthly invoice per SDS occurrence, as listed above, shall be deduced for each performance objective missed.•2.4. Performance Evaluation Meetings. The CO may require the contractor or representative to meet with the CO, contract administrator, COR and other Government personnel as often as deemed necessary. The contractor may request a meeting with the CO when necessary. Meetings will be documented in the contract file with written minutes signed by the contract manager, CO, or contract administrator. Should the contractor not concur with the minutes, such non concurrence shall be provided in writing to the CO within 10 work days of receipt of the minutes.•3. GOVERNMENT-FURNISHED PROPERTY AND SERVICES3.1. The Government will provide the contractor with a copy of the SAFB's geobase grid-map prior to start of performance and AFI 91-204 Safety Investigations and Reports.•3.2 The Government will coordinate for contract personnel to be trained in flightline driving familiarization (IAW with SAFBI 13-213, Airfield Management) within 30 days of the start of performance.•3.3 The contractor may stage crews at the SAFB Fire Stations and have access to a kitchen, TV lounge area, fitness/workout room, and sleeping quarters when available. Contract personnel will comply with and participate in daily fire station operations, maintenance and cleaning standards as determined by Fire Department leadership.3.3.1 All vehicles/crews staged at the SAFB Fire Stations will comply with guidelines, protocols, and regulations for waste disposal, safety and other operation guidance to be determined by the Chief, Fire Emergency Services.•3.3.2. Any contractor vehicle staged inside the SAFB Fire Station must utilize a special exhaust filter that is pre-approved by the Chief, Fire Emergency Services. The contractor will incur the cost of any replacement filters.•3.3.3. If the exhaust filter unit malfunctions, the vehicle will be removed from the station and CO or COR notified.•3.3.4. The contractor will keep the Chief, Fire Emergency Services advised of any issues involving operation of the ambulance filter unit.3.4 The Government will provide long-term visitor passes in accordance with section 7.3 of this document. Contractor will coordinate visitor pass requirements with CO.•4. HEALTH REQUIREMENTS•4.1 Contract personnel providing services under this contract shall meet all State of Illinois and local health requirements prior to commencement of work and annually thereafter. The contractor is responsible for maintaining these records and upon request of the CO, COR and/or MDG shall provide proof that these requirements have been met and are current.•4.2 Also, as a condition of employment, OSHA requires that all contract personnel who will have occupational exposure to blood or body fluids, or other potentially infectious materials, shall receive Hepatitis B vaccine, sign a voluntary declination, or have documented proof of immunity to Hepatitis B infection. Personnel who sign declinations may change their minds at any time and receive the Hepatitis B vaccine without penalty. Completion of immunizations requirements are the responsibility of the contractor.•4.3 Certification/document of current physical examination for each contract personnel providing services under this contract. Certification/documentation shall contain a signed statement by the examining physician stating that the employee is free of any contagious diseases and has successfully completed drug screening. These tests and physical examination must be current as of 12 months prior to application for privileges.•4.4 Not later than five working days prior to commencement of work, certification shall be available to the CO and or COR that contract paramedics and EMT's have completed medical requirements required above.•4.5 Contractor will provide their employees, at their expense, all needed/required personal protection equipment and safety training needed to perform duties under this contract.•5. TRAINING / CERTIFICATION REQUIREMENTS•5.1 No later than five days prior to start of contract period of performance, the contractor shall provide to the CO:•5.1.1 Copies of employee certifications or licensure. Contractor shall ensure that all EMT's and Paramedics working on SAFB under this contract that require certification or licensure, meet and are current in all such requirements to perform their EMS duties in the IDPH EMS and Illinois EMS Region IV.•5.1.2 Current licensure to operate an ambulance in the State of Illinois and a valid Class "C" Illinois driver's license.•5.1.2.1. Drivers must not have any reckless or dangerous driving citations within the previous two years and have no Driving While Intoxicated or Driving Under the Influence convictions in the previous three years.•5.1.3 A copy of the proposed contract paramedic's professional resume, accompanied by that individual's sworn affidavit of the truthfulness of same, indicating experience, training, and technical expertise in the type of care to be rendered.•5.1.4. A list of all states in which contract provider currently holds or has held a license to practice related services.•5.1.5. Flightline driving certification for all drivers performing services under this contract within thirty days after the start of contract performance or within thirty days of employment (ref paragraph 3.2).•5.2 Contractor shall maintain files to assure that all personnel performing work under this contract shall have current certifications, licensure and/or documents required. Upon request the contractor shall allow the Government access to review these documents for any contract personnel performing under this contract. The contractor will provide copies of certifications upon request.•5.3 All Operator Certifications/Approvals/requirements are met and submitted IAW IDPH EMS Region IV.5.3.1 The Contractor is required to begin full performance of the contract requirements upon the effective date of the contract award. It is absolutely critical that certification be granted to a sufficient number of contract paramedics to meet the contract requirements by the commencement date of performance.•5.4 Contractors will be required to complete Operations Security (OPSEC) Training prior to start of working on SAFB and annually thereafter, IAW AFI 10-701, Operations Security. The COR will provide the training information. The contractor shall return evidence of completed training to the COR.•5.5 The contractor shall adhere to any new mandatory training requirements as they become known. CO will determine course of action and coordinate new requirements with contractor. •6. REIMBURSEMENT6.1. For TRICARE eligible beneficiaries, the contractor will be reimbursed up to the CHAMPUS Maximum Allowable by North Regions Claims (PGBA) P.O. Box 870140, Surfside Beach, SC 29587-9740. If the contractor does not obtain full reimbursement or collects less than the billed amount from PGBA, the contractor will not balance bill any TRICARE eligible member for the balance due. In these circumstances, the contractor will contact PGBA billing for resolution.•6.2 For non-TRICARE eligible beneficiaries, the contractor will seek reimbursement through its normal billing procedures such as billing private insurance, Medicare, or the individual patient.•6.3 The contractor's failure to obtain reimbursement, or collection of less than the billed amount, will not financially obligate the 375 MDG, the United States Air Force, or the United States Government.6.4. The contractor will seek the appropriate reimbursement for the type of ambulance services provided, i.e., if only BLS service is provided, then the contractor will bill for a BLS, not ALS, response.•7. GENERAL INFORMATION.•7.1. Contract Manager: The contractor shall provide a contract manager and alternate who shall be responsible for the performance of the work as specified in the PWS. The names of these individuals who shall act for the contractor when the manager is absent shall be designated in writing to the CO and COR prior to contract start date.•7.1.1. The contract manager and alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract and be available during normal business hours (0730 -1630 hours). The contract manager and/or alternate must be available or respond to the COR and CO for any contract issues or questions within 10 minutes between 0730- 1630 hours, Monday through Friday (excluding Federal Holidays), and within one hour (via pager or cell phone access) during all other hours. The senior EMS vehicle crew member will also be available to the COR or CO if questions arise. If questions or direction to the crew are deferred to the Contract Manager, the above response time limits apply. The contractor shall be responsible for providing contractor employees with the appropriate communication equipment to include pagers or cellular telephones as needed. The contractor shall inform the COR and CO in writing of the phone numbers for this equipment and notify the Government immediately upon any subsequent changes.7.1.2 Holidays. The Government observes the following: New Year's Day Labor DayMartin Luther King Jr. Birthday Columbus DayPresident's Day Veterans DayMemorial Day ThanksgivingIndependence Day Christmas•7.2. Personal Employee Requirements •7.2.1 English Language Requirement: The contract manager, alternate(s) and contractor employees working on this contract must be able to read, write, speak, and understand English.•7.2.2 Physical Qualifications. Work is a combination of sedentary duties, as well as light to heavy physical effort. Requirements may include walking, standing, reaching, bending, and moving items/equipment and lifting patients. May require lifting and carrying patients of any weight/size, while simultaneously carrying EMS gear during any emergency situations and in any environment, both indoors or outdoors.•7.2.3. Conflict of Interest. The Contractor shall not employ any person who is an employee of the United States Government if the employment of that person would create a conflict of interest. The Contractor shall not employ any person who is an employee of the Department of the Air Force (DAF), either military or civilian, unless such person seeks and receives approval IAW DoD 5500.7-R, Joint Ethics Regulation, and AF policy.•7.2.4. Hair. Hair (including facial hair, beards, mustaches, and sideburns) shall be controlled (restrained) or trimmed. Hair shall not interfere with safe work practices, look unkept or be unclean. Hair styles and colors shall be within acceptable standards of appearance for professional medical patient care and IAW accepted community standards for the work being performed.•7.2.5. Body Alterations. Visible body alterations (piercing, tattoos, cosmetic skin, or body part alterations) shall be limited to and IAW accepted business appearance and shall not interfere with safe work practices, look unkempt, or be vulgar or offensive in any manner. CO will have final determination on any questionable issue.•7.2.6. Clothing. Contractor shall provide common uniform types for their employee's/personnel. Uniforms shall be IAW accepted community standards of dress for the work being performed. Uniforms shall be neat, clean, shall fit correctly to provide a professional appearance. Uniform cost, cleaning and maintenance are the contractors' financial responsibility.•7.2.7. Employee Identification. Contractor employees shall be required to wear a contractor provided identification badge on their outer garment/uniform at all times while working on SAFB. Badges will include permanent photo, typed/printed employee name & contract company name. Contractor personnel shall be easily recognized as Contractor employees by uniform, identification badges and/or patches. Badges/patches/etc. should not interfere with safe work practices and are the financial responsibility of the contractor.7.3. SAFB Security Forces Requirements (as of 09/17)Contractor Consent to Background Checks: The contractor and, as applicable, subcontractor shall not employ persons for work on this contract if such employee is identified as a potential threat to the health, safety, security, general wellbeing or operational mission of the installation and its population, nor shall the contractor or subcontractor employ persons under this contract who have an outstanding criminal warrant as identified by Law Enforcement Agency Data System (LEADS) through the National Crime Information Center. LEADS checks will verify if a person is wanted by local, state, and federal agencies. All contractor and subcontractor personnel must consent to LEADS background checks. Contractor and subcontractor personnel who do not consent to an LEADS check will be denied access to the installation. Information required to conduct an LEADS check includes: full name, driver's license number, and/or social security number, date of birth of the person entering the installation, and completion of a background check questionnaire. The contractor shall provide this information using the Scott AFB Form 21, Contractors Consent for Background Check, and shall submit it in conjunction with the contractor's request for either base or vehicle passes. Completion of a successful LEADS check does not invalidate the requirement for an escort when contractor or subcontractor personnel are working within controlled or restricted areas. Contractors shall ensure their employees and those of their subcontracts have the proper credentials allowing them to work in the United States. Persons later found to be undocumented or illegal aliens will be remanded to the proper authorities. The contractor shall not be entitled to any compensation for delays or expenses associated with complying with the provisions of this clause. Furthermore, nothing in this clause shall excuse the contractor from proceeding with the contract as required.To obtain unescorted access to the installation, all contractor's credentials must be IAW the REAL ID Act of 2005. If a contractor does not have credentials that are compliant with the REAL ID Act, they must be escorted at all times. For more information, and to determine what credentials are and are not compliant, go to https://www.dhs.gov/real-id-public-faqs. Badges: The contractor is required to provide identification badges for their employees. All contractor personnel shall wear these badges while on duty on the government site. Badges are required to identify the individual, company name, and be clearly and distinctly marked as contractor. Size, color, style, etc. are to be mutually agreed to by contractor and government. The contractor's identification badge will not be used as an entry requirement for installation entry or into any government designated controlled or restricted area. All DBIDS cards/passes will be turned in to the Visitors Control Center upon expiration of pass and/or completion of contract.Contractor Registration of Vehicles on Scott AFB:All contractor or contractor employees' vehicles used for the performance of this contract shall comply with all local, state and federal regulations. Additionally any pass shall be surrendered to Security Forces upon demand to positively identify a persons need to be on Scott AFB. Access to Installation during Force Protection Conditions (FPCONs):Contractors will be assigned a mission essential designation IAW requirements contained in Scott Air Force Base Antiterrorism-Integrated Defense Plan 31-1 (AT-IDP). Only the installation commander or the unit commander requesting contract support will assign the mission essential designation.Property Protection:Property protection for facility where the contractors' primary work center is located will be the responsibility of the local facility manager and local Government Security Manager, or their duly authorized representative IAW AFI 31-101, Integrated Defense and command/local directives. The contractor shall safeguard all government-owned equipment and materials in his/her possession or use. Safeguarding Classified or Unclassified Information: The contractor shall meet Air Force standards for storing, processing, and handling classified information and systems. Additionally, all resources (e.g. maps, publication/instructions, photos) provided by the government to assist the contractor in the performance of their contract will be surrendered upon termination of employment or the end of the contract performance period.Non-Disclosure Agreements: To safeguard information, the contractor shall enter into non-disclosure agreements with the responsible local security manager. Privacy Act: Work on this project requires that personnel have access to Privacy Information. Personnel shall adhere to the Privacy Act, Title 5 of the U.S. Code, Section 552a and applicable agency rules and regulations.Contractors Working in Controlled or Restricted AreasThe unit requesting contract support will provide escort(s) for contractors at all times when within a controlled area. Contractors shall not escort other contractor employees within controlled or restricted areas. In addition, contractors shall fulfill, maintain, and comply with all security requirements IAW AT-IDP, and command/local directives. Access to Government Facilities with Controlled or Restricted Areas The contractor shall comply with security regulations imposed by the installation commander and/or the agency responsible for the project location. Due to specific mission requirements inherent in the nature of controlled or restricted areas on Scott AFB, the government may direct the contractor to leave the controlled or restricted areas at any given time.Contractors Responsibilities while Working within Controlled or Restricted AreasOnly contractor personnel with proper authority and qualifications shall enter a controlled or restricted area. Certain facilities require the issuance of an AF Form 1199. The government, at any time, may revoke the AF Form 1199. The procedures for the issuance of an AF Form 1199 are contained in AT-IDP. Contractors shall not escort other contractor employees within controlled or restricted areas. In addition, contractors shall fulfill, maintain, and comply with all security requirements contained in AT-IDP.Access to Government Facilities with Controlled or Restricted Areas for Replacement ContractorsThe unit requesting contract support will continuously escort replacement contractors, not initially possessing the proper clearances and requiring entry to controlled or restricted areas. Replacement contractors shall submit paperwork within 30 days of being assigned to obtain an approved security clearance or favorable review. Replacement contractor personnel shall obtain a security clearance prior to working with, or having direct access to, classified material. In addition, replacement contractor personnel shall obtain a "Favorable Review" prior to having access to a Controlled Area. The above information shall be submitted to 375 AMW/IP. 7.4 HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT (HIPAA) OF 1996HIPAA is comprised of several different sections, each to be implemented by the Dept. of Health and Human Services. The medical facilities of the military services and the DOD health plans are specifically listed as covered by HIPAA. Currently, HIPAA Privacy and Security Rules, as set forth in the Code of Federal Regulations, are in effect for all MTFs. The specific implementation of HIPAA Privacy for DOD medical facilities is set forth in DOD 6025.18-R, and for HIPAA Security, the requirements for AF MTFs are contained in DOD 8580.02-R and AFI 41-217, which also contains additional Information Assurance requirements for all AF MTFs. DOD 6025.18-R, DOD 8580.02-R and AFI 41-217 are incorporated herein by reference. MTFs are responsible to insure overall compliance with HIPAA requirements, which includes incorporation of certain requirements in contracts entered or amended after the respective implementation dates. IAW these regulations, the Contractor and its employees meet the definition of Business Associates. Therefore, a Business Associate Agreement is required by law to comply with both the HIPAA Privacy and Security regulations. This clause serves as that agreement for each MTF, whereby the Contractor and its employees agree to abide by all HIPAA Privacy and Security requirements regarding health information as defined in this clause, DoD 6025-18-R, DOD 8520.02-R and AFI 41-217. Additional HIPAA requirements will be addressed when implemented. Introduction•(a) Definitions. As used in this clause generally refer to the Code of Federal Regulations (CFR) definition unless a more specific provision exists in DOD 6025.18-R, DOD 8520.02-R or AFI 41-217.Individual has the same meaning as the term "individual" in 45 CFR 164.50 1 and 164.103 and shall include a person who qualifies as a personal representative in accordance with 45 CFR 164.502(g).Privacy Rule means the Standards for Privacy of Individually Identifiable Health Information at 45 CFR part 160 and part 164, subparts A and E.Protected Health Information has the same meaning as the term "protected health information" in 45 CFR 164.501, limited to the information created or received by The Contractor from or on behalf of the Government. Electronic Protected Health Information has the same meaning as the term "electronic protected health information" in 45 CFR 160.103.Required by Law has the same meaning as the term "required by law" in 45 CFR 164.501 and 164.103. Secretary means the Secretary of the Department of Health and Human Services or his/her designee. Security Rule means the Health Insurance Reform: Security Standards at 45 CFR part 160,162 and part 164, subpart C. Terms used, but not otherwise defined, in this Agreement shall have the same meaning as those terms in 45 CFR 160.103, 160.502, 164.103, 164.304 and 164.501.•(b) The Contractor agrees to not use or further disclose Protected Health Information other than as permitted or required by the Contract or as Required by Law.c) The Contractor agrees to use appropriate safeguards to prevent use or disclosure of the Protected Health Information other than as provided for by this Contract.•(d) The Contractor agrees to use administrative, physical, and technical safeguards that reasonably and appropriately protect the confidentiality, integrity, and availability of the electronic protected health information that it creates, receives, maintains, or transmits in the execution of this Contract.•(e) The Contractor agrees to mitigate, to the extent practicable, any harmful effect that is known to the Contractor of a use or disclosure of Protected Health Information by the Contractor in violation of the requirements of this Contract. •(f) The Contractor agrees to report to the Government any security incident involving protected health information of which it becomes aware. •(g) The Contractor agrees to report to the Government any use or disclosure of the Protected Health Information not provided for by this Contract of which the Contractor becomes aware of.•(h) The Contractor agrees to ensure that any agent, including a subcontractor, to whom it provides Protected Health Information received from, or created or received by the Contractor on behalf of the Government agrees to the same restrictions and conditions that apply through this Contract to the Contractor with respect to such information. •(i) The Contractor agrees to ensure that any agent, including a subcontractor, to whom it provides electronic Protected Health Information, agrees to implement reasonable and appropriate safeguards to protect it. •(j) The Contractor agrees to provide access, at the request of the Government, and in the time and manner designated by the Government to Protected Health Information in a Designated Record Set, to the Government or, as directed by the Government, to an Individual in order to meet the requirements under 45 CFR 164.524. •(k) The Contractor agrees to make any amendment(s) to Protected Health Information in a Designated Record Set that the Government directs or agrees to pursuant to 45 CFR 164.526 at the request of the Government or an Individual, and in the time and manner designated by the Government.•(1) The Contractor agrees to make internal practices, books, and records relating to the use and disclosure of Protected Health Information received from, or created or received by the Contractor on behalf of, the Government, available to the Government, or at the request of the Government to the Secretary, in a time and manner designated by the 'Government or the Secretary, for purposes of the Secretary determining the Government's compliance with the Privacy Rule.•(m) The Contractor agrees to document such disclosures of Protected Health Information and information related to such disclosures as would be required for the Government to respond to a request by an Individual for an accounting of disclosures of Protected Health Information in accordance with 45 CFR 164.528.•(n) The Contractor agrees to provide to the Government or an Individual, in time and manner designated by the Government, information collected in accordance with this Clause of the Contract, to permit the Government to respond to a request by an Individual for an accounting of disclosures of Protected Health Information in accordance with 45 CFR 164.528.General Use and Disclosure ProvisionsExcept as otherwise limited in this Agreement, the Contractor may use or disclose Protected Health Information on behalf of, or to provide services to, the Government for treatment, payment, or healthcare operations purposes, in accordance with the specific use and disclosure provisions below, if such use or disclosure of Protected Health Information would not violate the HIPAA Privacy Rule, DOD 6025.18-R, the HIPAA Security Rule, or DOD 8580.02-R if done by the Government. Specific Use and Disclosure Provisions•(a) Except as otherwise limited in this Agreement, the Contractor may use Protected Health Information for the proper management and administration of the Contractor or to carry out the legal responsibilities of the Contractor. •(b) Except as otherwise limited in this Agreement, the Contractor may disclose Protected Health Information for the proper management and administration of the Contractor, provided that disclosures are required by law, or the Contractor obtains reasonable assurances from the person to whom the information is disclosed that it will remain confidential and used or further disclosed only as required by law or for the purpose for which it was disclosed to the person, and the person notifies the Contractor of any instances of which it is aware in which the confidentiality of the information has been breached.•(c) Except as otherwise limited in this Agreement, the Contractor may use Protected Health Information to provide Data Aggregation services to the Government as permitted by 45 CFR 164.504(e)(2)(i)(B). •(d) Contractor may use Protected Health Information to report violations of law to appropriate Federal and State authorities, consistent with 45 CFR 164.502(j)(1).Obligations of the Government Provisions for the Government to Inform the Contractor of Privacy Practices and Restrictions•(a) Upon request the Government shall provide the Contractor with the notice of privacy practices that the Government produces in accordance with 45 CFR 164.520, as well as any changes to such notice.•(b) The Government shall provide the Contractor with any changes in, or revocation of, permission by Individual to use or disclose Protected Health Information, if such changes affect the Contractor's permitted or required uses and disclosures.•(c) The Government shall notify the Contractor of any restriction to the use or disclosure of Protected Health Information that the Government has agreed to in accordance with 45 CFR 164.522. Permissible Requests by the GovernmentThe Government shall not request the Contractor to use or disclose Protected Health Information in any manner that would not be permissible under the HIPAA Privacy Rule, DOD 6025.18R, the HIPAA Security Rule, or DOD 8580.02-R, if done by the Government, except for providing Data Aggregation services to the Government and for management and administrative activities of the Contractor as otherwise permitted by this clause.Termination •(a) Termination. A breach by the Contractor of this clause, may subject the Contractor to termination under any applicable default or termination provision of this Contract.•(b) Effect of Termination.•(1) If this contract has records management requirements, the records subject to the Clause should be handled in accordance with the records management requirements. If this contract does not have records management requirements, the records should be handled in accordance with paragraphs (2) and (3) below.•(2) If this contract does not have records management requirements, except as provided in paragraph (3) of this section, upon termination of this Contract, for any reason, the Contractor shall return or destroy all Protected Health Information received from the Government, or created or received by the Contractor on behalf of the Government. This provision shall apply to Protected Health Information that is in the possession of subcontractors or agents of the Contractor. The Contractor shall retain no copies of the Protected Health Information.•(3) If this contract does not have records management provisions and the Contractor determines that returning or destroying the Protected Health Information is infeasible, the Contractor shall provide to the Government notification of the conditions that make return or destruction infeasible. Upon mutual agreement of the Government and the Contractor that return or destruction of Protected Health Information is infeasible, the Contractor shall extend the protections of this Contract to such Protected Health Information and limit further uses and disclosures of such Protected Health Information to those purposes that make the return or destruction infeasible, for so long as the Contractor maintains such Protected Health Information.Miscellaneous•(a) Regulatory References. A reference in this Clause to a section in DOD 6025.18-R, HIPAA Privacy Regulation or DOD 8580.02-R, HIPAA Security Regulation, or any CFR or AFI provision means the section as currently in effect or as amended, and for which compliance is required.•(b) Survival. The respective rights and obligations of Business Associate under the "Effect of Termination" provision of this Clause shall survive the termination of this Contract.•(c) Interpretation. Any ambiguity in this Clause shall be resolved in favor of a meaning that permits the Government to comply with DOD 6025.18-R, the CFR HIPAA Privacy Rule, DOD 8520.02-R, the CFR HIPAA Security Rule and AFI 41-217.
FA440718R0007 Department of the Air Force Air Mobility Command
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