DHA_MSS_Instructions_Atch_8_Pricing_PWS.pdf

HT0014-17-R-0010

Pricing PWS

Pricing Proposal

Performance Work Statement (PWS)

Medical Support Services (MSS)

1 DESCRIPTION OF SERVICES

1.1 Background. The Defense Health Agency (DHA) supports the delivery of integrated, cost effective, and high quality health services to military beneficiaries of the Military Health System and is responsible for driving greater integration of healthcare and business processes across all branches of services. Services are provided in military clinics, hospitals, medical centers, including but not limited to, satellite locations and patient centered medical homes. The DHA and the Air Force, hereafter called “Government,” has a requirement to acquire high quality medical support services (MSS). The prime contractor’s staff, including all their teaming partners, subcontractors and corporate level staff will hereafter be referred to as “contractor.”

Workers performing on subsequent task orders under this contract are termed “MSS personnel.”

1.1 Objective: The contractor shall provide all tools, labor and materials required to provide medical support services supporting healthcare operations in accordance with the terms and conditions of this sample task order unless listed by exception in Part 3, Government Furnished

Items and Services.

1.2 Scope. This sample task order will provide qualified medical support personnel for the medical support services shown at the performance locations in the Attachment 3 Instructions

Pricing Template. The contractor shall recruit, qualify, train, place, manage and retain personnel to perform timely and accurate services for the full spectrum of medical support across the nation within 40 calendar days from the period of performance start date of 1 August 2017 with four 1-year option periods. The position and service requirements are provided in Part 8, Attachment 4, Position Descriptions and Attachment 5, Statement of Objectives. Duty locations are also included in the pricing template.

1.2 Non-Personal Services. The services performed under this sample task order shall be non-personal services and are not inherently governmental.

1.3 Definitions & Acronymns. See DHA MSS Part 2, Performance Work Statement

2. Description of Services. This sample order to be used with the Pricing Section of the proposal is requesting 43 labor categories using the position descriptions at Part 8, Attachment 4 and 5 services using the 5 Statement of Objectives at Part 8, Attachment 5. This is a sample order only and does not forecast future orders under this contract.

2.1 Service Type I: The contractor management staff shall provide the request labor categories by performance location in the pricing template. The MSS personnel will supplement Air Force military, DoD government employees and/or other contracted personnel. For Service Type I positions, the contract uses a position description to convey the minimum qualifications (formal education, experience, certifications/licensure, other knowledge, skills and abilities and physical requirements. The contractor management staff shall accomplish the assigned work by employing qualified personnel with the appropriate combination of education, experience, knowledge, training, abilities, skills and physical capabilities as outlined in Part 8, Attachment 4 of the Request for Proposal. The contract deems a full-time equivalent (FTE) as 1920 productive and billable hours per 12-month period.

2.2 Service Type II: The contractor shall provide the complete full service/operational activity by performance location in the pricing template. For Service Type II orders, the contract uses a

Statement of Objectives (SOO) to convey the program goals, objectives, background, military parameters, and performance outcomes. The contractor will develop a Statement of Work

(SOW) that is typically evaluated in the technical evaluation during subsequent task order competitions. However, for pricing, the Government does not require submission of a SOW.

2.3 Contractor Responsibilities.

2.3.1 The contractor management staff shall maintain a Business Plan, detailing a clear teaming/organizational structure and business approach to meet performance requirements that ensure the following:

2.3.1.1 A strategy to provide coverage for all requesting locations and the full spectrum of labor categories and services; and

2.3.1.2 A clear business process to perform at least 50 percent of the overall services annually.

2.3.2 The contractor management staff shall maintain a robust and flexible Human Resource

Management Plan for the full spectrum of medical support services outlined in the contract across a national geographic scope that:

2.3.2.1 Recruits and places MSS personnel to work in the military healthcare environment in a maximum of 40 calendar days.

2.3.2.4 Qualifies MSS personnel with a thorough verification and validation process to ensure

MSS personnel meet government minimum qualification requirements.

2.3.2.4.1 Manages the currency of qualifying factors (health, security, certifications and initial/annual training requirements) including continuing education units.

2.3.2.5 Complies with government security requirements.

2.3.2.6 Provides required security documents to the requesting location at least 14 calendar days prior to the MSS personnel’s required start date or negotitated earlier start date. (Reference

Section C, Paragraph 2.4.10).

2.3.2.7 Tracks and manages the currency of qualifying factors (health, security, Basic Life

Support (BLS) and initial/annual training including continuing education units, if applicable).

2.3.2.8 Ensures timely replacement of fully qualified personnel for continuation of services due to turnover such that position vacancies do not exceed 40 consecutive calendar days.

2.3.2.9 There is no requirement for backfill (substitute/temporary) workers for Service Type I labor categories on this sample task order.

2.3.2.10 The contractor management staff retains employee management and supervisory responsibility because of the employee-employer relationship. This includes, but is not limited to, initial and refresher training as required by each labor category and administrative support

(i.e., time reporting, leave processing, pay, annual corporate appraisals). The contractor management staff must have clear organizational authority and responsibility between employees and the contractor to effectively manage and control the MSS personnel performance. The contractor management staff shall accomplish this requirement without requiring government employees to engage in the contractor’s corporate operational or human resource management processes. The government will provide input through the contracting officer and Contracting

Officer’s Representative (COR) at contract level in immediate, monthly, quarterly or annual program status reports rather than individual MSS personnel performance reports.

2.3.2.10.1 The contractor management staff shall not use or request government staff members to record arrival or departure times, report absenteeism, sign payroll timesheets or complete corporate appraisal reports for MSS personnel. The contractor shall have an internal process in place to confirm hours worked by its employees and conduct its own personnel performance assessments.

2.3.3 The contractor management staff shall have a Performance Management Plan that ensures the following:

2.3.3.1 A quality assurance program to ensure MSS personnel perform within DoD timeliness and accuracy standards for accomplishment of tasks and delivery of services;

2.3.3.2 An effective methods to monitor and report on government service summary and deliverables (see deliverables below in Paragraph 2.4.16).

2.3.3.5 An approach that ensures a stable workforce with minimal turnover of personnel and an acceptable overall fill rate.

2.4 General Requirements.

2.4.1 Travel:

2.4.1.1 For this sample task order, no travel is required.

2.4.2 Certifications:

2.4.2.1 Basic Life Support. At a minimum, all MSS personnel working within a medical treatment facility (MTF) must maintain current certification with either the American Heart

Association Basic Life Support (BLS) (Course C) or the American Red Cross CPR/BLS (Heart

Saver) Course. On-Line courses are not acceptable to the Government. Any exceptions are in accordance with AFI 44-102. The contractor management staff shall ensure that MSS personnel obtain initial training at no cost to the government prior to duty start date so that MSS personnel arrive in their positions fully qualified; however, the government may offer refresher training for

MSS personnel on a space-available basis. If MSS personnel receive training within the facility, the time spent in the training course will NOT be billable to the government. The government will not pay for recertification training obtained outside the MTF.

2.4.2.2 Position/Service Specific Certifications. Part 8, Attachment 4 and Attachment 5 provides the position descriptions and statement of objectives for the requested medical support services.

2.4.3 Health Requirements: At least seven (7) calendar days prior to the required start date or the negotiated earlier start date, the contractor management staff is required to supply a complete employee qualification record (see deliverable below) providing proof of immunization of MSS personnel working within MTFs for the following diseases: hepatitis B, influenza, measles, mumps, rubella, varicella, TDap, and proof of a negative TB skin test completed within the past

12 months (if positive, proof of negative chest X-ray within the past 12 months), hepatitis A and poliovirus. After start of work, the government will provide post blood borne exposure protocols according to applicable AFIs.

2.4.3.1. Information Tracking. The ordering locations will track immunization information in

DoD computer systems for all MSS personnel. However, the contractor management staff must have their own process and system of tracking the currency of health requirements and should not rely on the government for future compliance.

2.4.3.2. Medical Tests. The performance locations will not perform any medical tests or procedures required by the contract for non-beneficiaries exception of post-exposure IAW Air

Force, DoD and CDC guidelines or recommendations; and occupational exposure programs such as the Thermoluminescent Dosimetry (TLD) monitoring program. Expenses for all required tests and/or procedures shall be borne by the contractor management staff or MSS personnel, not the government this includes but is not limited to the N95 particulate respirator as part of the corporate occupational safety program.

2.4.3.3. Health Notifications. Contractor management staff shall inform the government if MSS personnel report a pregnancy to the contractor management staff. The government will notify the contractor management staff of any work hazards. If work hazards exist, it will be the government’s decision whether the worker continues work in the environment and/or if temporary accommodations can be made.

2.4.4 Procedure Guidance: MSS personnel shall perform duties IAW the performance location’s operating instructions and higher-level DoD or Air Force directives. MSS personnel shall not change (or deviate from) established objectives for services without prior recommendation to, and approval of, the MTF Commander or authorized representative.

2.4.5 Duty Hours. For all MSS personnel in this sample task order, the duty hours are a consecutive 8 hours (with a non-billable one (1) hour lunch period) day shift, such as 0730-1630, Monday through Friday, excluding weekends and federal holidays [ as outlined in the

Department of Labor’s Wage Determinations]. All other days will be considered work days.

The contractor management staff must submit proposed variation of a work schedule at least 14 calendar days in advance to the contracting officer for coordination and approval by performance location officials. For pricing purposes, there is no overtime authorized on this sample task order.

2.4.5.1 Billable Hours or Units. For Service Type I, in order for hours to be billable, MSS personnel must have been performing at their work locations in direct support of performance outcomes of the position description or statement of objectives, or attendance at required meetings, training or commanders’ calls. For Service Type II, in order for units to be billable, the units must have been completed and meet the definition of a completed unit as outlined in the statement of objectives.

2.4.5.2 Non-Duty Days. MSS personnel may not be able to perform on government non-duty days, or other times when government offices may be closed. In accordance with Paragraph

2.4.5.1, non-duty days or planned closures, are not billable to the government. For purposes of this sample task order, there are no planned closures to be considered in the pricing.

2.4.5.3 Unplanned Closures. In the event of an unplanned closure of the facility due to natural disasters, military emergency or severe weather, the contractor management staff will be allowed to bill the government for Service Type I performance only if (1) Local base policy and base access procedures prevent MSS personnel from performing duties at the requesting location, and

(2) the MSS personnel was scheduled to work but unable to work because of the unplanned closure. The contractor management staff cannot bill the government for hours during the unplanned closure unless both conditions are met. Therefore, if MSS personnel are on leave

(planned or unplanned) during a local base closure, the time is not billable. Base exercises are not considered unplanned closures. Since service is productivity-based, no consideration for unplanned closures is given for Service Type II performance because the workload will be completed on another duty day.

2.4.5.4 Replacement of MSS Personnel. The contractor management staff shall replace permanent MSS personnel at the earliest possible date ensuring vacancy(s) do not exceed 40 calendar days. The consecutive calendar days begin on the departing MSS employee’s last duty day at the requesting location.

2.4.5.5 If the contractor management staff fails to provide routine services as required in the contract for greater than 21 consecutive calendar days, the government reserves the right to procure such services from another source until the contractor management staff restores the capability to perform. When the government exercises its right to procure these services from another source, the government will reduce subsequent MSS payment(s) by the amount it cost to procure the temporary services. The government will furnish the contractor management staff with a copy of this billing invoice upon contractor request.

2.4.5.6 MSS personnel, regardless of service type or labor category, will be required to personally record hours worked in the Defense Medical Human Resources System – internet

(DMHRSi) system on a bi-weekly basis.

2.4.6 Conduct: The contracting officer may request that any contractor management staff or

MSS personnel whose conduct, in the opinion of the contracting officer, interferes with proper order or professionalism in the performance location, be removed from such installation. Failure to comply with such a request may be cause for action under the termination clauses in Section I, Contract Clauses.

2.4.7 Contractor Identification: All contractor management staff and MSS personnel shall be clearly identified as such at ALL times, including conversations, mail, e-mail, fax, and/or other electronic communication whether communicating with government personnel, other contractor personnel, or with the public when supporting this contract. Likewise, the contractor shall abide by all applicable laws and regulations when using government equipment and services in performing this contract. At a minimum, contractor management staff and MSS personnel shall clearly identify themselves as contractors by (1) wearing badges that clearly and legibly identify themselves as contractors, (2) using the label “Contractor” in e-mail addresses IAW Federal

Acquisition Regulation (FAR) 37.114, Special Acquisition Requirements, (3) opening all phone conversations with a statement materially similar to, “[office name], I am [employee name], a

[prime contractor’s company name] employee,” including the employing contractor’s name in the letterhead and/or signature block of any written correspondence, and (4) any other means necessary. MSS personnel shall wear contractor-supplied badges in addition to government provided badges when required at requesting locations. MSS personnel shall wear both badges

(the MTF-issued identification badge and the contractor badge) above the waistline during duty hours.

2.4.8 Dress and Appearance: MSS personnel shall maintain good personal hygiene and a well-groomed, professional appearance. For this sample task order, business casual dress attire is required. Business casual excludes denim, t-shirts, shorts, hoodies as well as scandals, flip flops and tennis shoes.

2.4.9 English Language Requirement: MSS personnel shall read, write and understand and be able to speak English fluently.

2.4.10 Security Requirements:

2.4.10.1 MSS personnel under this contract will have access to and/or process information requiring protection under the Privacy Act of 1974 on unclassified automated information systems (AIS). Because of this access, MSS personnel working for the government under this contract are in non-sensitive public trust positions designated as Automated Information Systems

III (formally ADP III) positions IAW DOD Directive 5200.2-R. In compliance with DOD

Directive 5200.2-R and AFI 31-501, a National Agency Check with written Inquiries (NACI) is required for all AIS III positions.

2.4.10.2 The contractor management staff shall fully adhere to the provisions in referenced publications by having all MSS personnel who are performing under this contract submit the appropriate forms to obtain and maintain a positive suitability determination to continue performing under this contract. For this sample task order, the contractor management staff shall ensure that the following is accomplished by MSS personnel:

2.4.10.2.1 Advanced Submission of Security Documents. The contractor management staff shall submit the following security investigation documents at least 14 calendar days prior to required or negotiated early start date. This will ensure the following:

2.4.10.2.1.1 A complete SF85-P, Questionnaire for Public Trust Positions. The contractor management staff shall the all information is provided (i.e., current and previous addresses in the past seven (7) years, zip codes, telephone numbers, passport numbers, family member names, SSNs, employer information, etc.) to prevent delays in completing the SF-85P form. No start date will be established until the form(s) are accepted by the Government.

2.4.10.2.1.2 An OF 307 is required to accompany the completed SF85-P.

2.4.10.2.1.3 If applicable, MSS personnel may be required to submit an original Birth or

Naturalization Certificate to the MTF unit security manager.

2.4.10.2.2 Once the security documents are accepted, the Government Security Manager will schedule MSS personnel for government-obtained electronic or manual fingerprints (FD-258, FBI Fingerprint Card) at the performance location within 5 duty days of government acceptance.

Once the fingerprints are processed through the FBI database by OPM officials, the government will open an investigation in the appropriate security information system. If favorable (accepted by OPM without any derogatory findings), within 7 duty days, the local commander may grant interim access to the base and government computer systems pending the 2-4 month investigation and adjudication process. Only at this time will the worker start date be confirmed by the contracting officer.

2.4.10.2.3 The contractor management staff shall advise MSS personnel that a favorable report verified through the security information system is required as a condition of employment under this contract. While the MTF commander may allow MSS personnel temporary or interim access to government computer systems in non-sensitive positions pending the outcome of the

NACI, this contract requires the immediate removal of MSS personnel if the NACI investigation results in an unfavorable or denied adjudication. In addition, the government will immediately suspend MSS personnel computer access if the NACI is returned with an adjudication of “no determination made.” Then, the MTF commander, with the contracting officer, will determine whether to allow the MSS personnel to continue in the public trust position or deny computer access, which requires the MSS personnel to be removed from the position.

2.4.10.3 Potential Threat. The contractor management staff shall not employ individuals who are potential threats to health, safety, security, general well-being or operational mission of the

Department of Defense (DoD) and its population. This shall include individuals who are a potential threat due to prior felony convictions. This is in addition to employment eligibility verification (e-verify) requirements cited in FAR 52.222-54.

2.4.11 Mission Essential Status: The AFMS designates MSS positions as non-mission essential personnel.

2.4.12 MTF Requirements: MSS personnel shall complete all performance location-specified orientation program(s), initial and annual training requirements, and comply with all MTF policies, procedures, productivity standards and instructions as provided by the MTF. For

Service Type I orders, the time is billable to the Government. For Service Type II, offerors shall include this time in their fully burdened unit rates.

2.4.13 Continuing Education Unit (CEU): The contractor management staff, at their own expense, shall ensure MSS personnel continue to meet the minimum standards for Continuing

Education Unit (CEU) requirements for all MSS positions registered, certified or licensed by national/medical associations. The contractor management staff shall ensure MSS personnel obtain CEUs at no additional cost to the government and are not obtained during hours that are billable. A MSS personnel education and training folder shall be maintained by the contractor management staff for government inspection as described in AFI 36-2201, Air Force Training

Program. The government may validate compliance and currency annually. The government may conduct periodic CEUs at the requesting locations and may allow MSS personnel to attend, at no cost, if space is available. If MSS personnel receive training within the MTF or requesting location, the time spent out of the duty section not performing contracted services (in order to obtain the CEUs) will not be billable to the government.

2.4.14 Health Insurance Portability and Accountability Act (HIPAA) of 1996: The main RFP

HIPAA requirements apply to this sample task order (See Part I, Paragraph 1.24 and Part 6, Paragraph 6.3.2.)

2.4.15 Records, Files, Documents, Data and Work Papers: All records, files, documents, data and work papers provided by the government remain government property. The COR will provide guidance to the contract personnel who shall maintain and dispose of these records, files, and documents IAW Air Force Manual 37-138, and IAW applicable HIPAA requirements stated in Section H, Paragraph H-6. MSS personnel will comply with all AFMS requirements for safekeeping, handling, release, and disposal of any of the above information. These AFMS requirements shall include, but are not limited to: limiting access to government data, tracking information from origin to disposal, removal of personal identifiers and thoroughly destroying information when work is completed according to Federal Law and DoD regulations. The contractor shall be responsible for all aspects of physical and operational security if data is used or transmitted outside government facilities. Inside government facilities, the contractor shall be responsible for following DoD and local directives regarding physical and operational security.

Under no circumstances may any information or data used under this Contract be transferred, or work under this Contract performed, outside the United States.

2.4.15.1 The government will provide access to the host base’s unclassified computer network including, but not limited to: internet access, electronic mail, file and print services and network access for MSS personnel with valid NACI security investigation opened or completed as verified through the security information system. MSS personnel shall be aware of and abide with all government regulations concerning the authorized use of the government's computer network including the restriction against using the network to market or advertise company or job openings or recruit government personnel.

2.4.16 Contractor Furnished Property/Services/Deliverables

2.4.16.1 Equipment. The contractor management staff may be required to provide equipment and supplies to accomplish specific duties when the government orders a service/operational activity (Service Type II). Contractor management staff shall document its recommendations for additional equipment in its task order proposal request. Any proposed plans to conduct services and control the process documented in the contractor management staff’s proposal must be accepted as reasonable by the government and meet the requirements of the government's compliance standards. The government will not modify facilities to accommodate contractor-owned equipment or supplies.

2.4.16.2 Contractor Proprietary Processes/Techniques. The contractor may use proprietary processes and techniques; however, the contractor recognizes that these processes or techniques shall become the property of the Air Force if the contractor uses them in an Air Force facility and they become integrated into the internal processes and workflow. Additionally, processes and techniques may be required to be shared with other contractors under Associate Contractor

Agreements in Section H.15.

2.4.16.3 Contractor Access to Government Systems. The contractor may propose to provide services from outside the military facilities and/or information networks if requested in the task order proposal request. Requests to provide access to internal networks and/or facilities must be clear and meet government security requirements. However, the contractor management staff must consider delays and denial of access and ensure there are alternative methods to meet task order requirements.

2.4.16.4 Contractor Furnished Data:

2.4.16.4.1 Quarterly Program Status Report (QPSR). The contractor management staff shall prepare and submit to the contracting officer a quarterly program status report using their own format. The report must address the task order Service Summary (Paragraph 3) performance objectives such as: On-Time Placement, Customer Satisfaction, Completion of Services, Overall

Fill and Turnover (See RFP Part 8, Attachment 1.b.). Additionally, candidate availability, performance obstacles and performance discrepancies should be included in the report.

2.4.16.4.1.1 The contractor management staff shall electronically send the QPSR to the contracting officer no later than the 10 th calendar day of January, April, July and October. If the th calendar day falls on a weekend or holiday, the contractor management staff shall submit the report on the next business day.

2.4.16.4.1.4 Qualifying Documentation. The contractor management staff shall provide qualifying documentation no less than seven (7) calendar days prior to start date. The contractor management staff shall provide a complete MSS personnel package to the requesting location that contains: 1) contractor management staff chain of command for the MSS personnel

(supervisor, manager, etc.) along with emergency contact information and outline of personnel start date schedule, 2) résumé that demonstrates the individuals meet qualification requirements,

3) contractor management staff internal validation results (i.e., completed verifications, orientations checklist, proficiency test, corporate background check/screening, 4) proof of other requirements (health, certifications), 5) proof of security investigation document acceptance by the government. The contractor management staff may have an electronic qualifying documentation package; however, it must be a single scanned file that the government can easily view, recognize and store. Additionally, this is privacy act protected information and should be properly marked, and transmitted in a safe and responsible manner IAW with regulations.

2.4.16.4.1.5 Task Order Quality Control Plans. The contractor management staff shall provide complete Quality Control Plans for this task order within 15 calendar days from task order award. See sample Performance Plan, Paragraph 7.

3 SERVICE SUMMARY

Objective Reference(s) Acceptable Quality Level Monitoring

Method

1 On-Time Placement 2.3.2.1

2.4.16.4.1.2

95% of MSS personnel are present for duty no more than 40 calendar days from task order issuance or no later than the designated start date for initial and replacement workers. 100% of MSS personnel are present for duty within 50 calendar days. The Government calculates this measure by dividing the number of personnel present for duty within 40 and 50 calendar days by the total number of requested personnel over a 3-month period

(quarterly).

100%

Inspection

Monthly

Surveillance

2 Completion of

Services

2.3.3.1

2.3.3.2

2.3.2.4.1

2.4.16.4.1.2

Services are complete and meet no less than

95% of DoD standards. The Government determines compliance through random sample audits, government deficiency reports and letters of concern for major findings (reference Performance Plan, Paragraph 3).

Government management oversight;

deficiency reports, letters of concern

3 Customer

Satisfaction

2.3.3.4

2.4.16.4.1.2

90% of contract level complaints are resolved within 15 calendar days of notification. 100% are resolved within 30 calendar days to the government’s satisfaction. The Government calculates this by dividing the number of validated contract level complaints resolved by the total number of validated complaints in a 3-month period.

100%

Inspection

Monthly

Surveillance

4 Turnover 2.3.3.5

2.4.16.4.1.2

Turnover rate is less than 30% for all contracted positions in the sample task order. This is calculated by dividing the total number of encumbered personnel by the total assigned positions for active task orders during the 3-month period.

100%

Inspection

Monthly

Surveillance

5 Overall fill 2.3.3.5

2.4.16.4.1.2

95% of all positions are filled for Service

Type I labor categories and services are being complete for Service Type II services at any given reporting period. The

Government calculates this measure by dividing the number of active FTE equivalents or full service operations performing by the total number of FTE equivalents or full service operations required at the time of the reporting period.

100%

Inspection

Monthly

Surveillance

4 GOVERNMENT FURNISHED PROPERTY

4.1 The contractor management staff is responsible for ensuring that all government-issued identification badges, keys, equipment and car passes are returned to the COR when an individual is leaving employment under this contract.

4.2 Unless otherwise stated in the individual task order, the government will provide the following equipment, supplies, and services listed below for services performed inside government facilities:

4.2.1 Equipment/Office Furniture/Office Space. For services performed in a government location, MSS personnel will be provided with space and standard equipment for performing services required by this contract.

4.2.2 Forms. The MTF shall provide required government forms used in the performance of services, either in hard copy or computer-generated.

4.2.3 Supplies. The MTF will provide non-medical supplies commonly used in the facility for administrative, non-clinical services supporting the care and management of patients.

Commonly used supplies are those routinely stocked by the MTF.

4.2.4 Computer Equipment. The government will provide computer equipment, software and peripherals that are routinely available or purchased for use in the facility. Special order items

(i.e., reference books, special keyboards or chairs) are not provided by the government. The government will provide dual computer screens for some of the medical support services such as coding professionals or other support positions that must access multiple documentation systems whereas dual computer screens facilitate the processes.

4.2.5 Utilities. The government will furnish all required utilities (such as water, telephone, electricity, etc.) at no cost to the contractor. Long distance and Defense Switched Network

(DSN) telephone services will be provided for official use only. The MSS personnel shall participate in government energy conservation programs.

4.2.6 Housekeeping. Housekeeping services will be provided by the MTF.

5 APPLICABLE PUBLICATIONS

Publications applicable to the PWS include, but are not limited to, those listed below. The contractor is obligated to follow all applicable publications. These publications are available online and are maintained by the government. Supplements or amendments to listed publications from any organizational level may be issued during the life of the contract. The contractor shall immediately implement those changes in publications which result in a decrease or no change in the price and notify the contracting officer in writing of such change. Should a decrease in contract price result, the contractor shall provide a proposal for reduction in the price to the contracting officer. Prior to implementing any change that will result in an increase, the contractor shall submit to the contracting officer a price proposal within 30 calendar days of receipt of the change by the contractor. The contracting officer and the contractor shall negotiate the change into the contract under the provisions of the contract clause entitled "Changes."

Failure of the contractor to submit a price proposal within 30 calendar days from receipt of the change entitles the government to performance in accordance with such change at no increase in price.

5.1 Publications and forms are available electronically through the internet.

5.2 DoD Directives can be found at http://www.dtic.mil/whs/directives/corres/dir.html.

Regulations are followed by an “-R” (e.g., DoD 6025.18-R) and can be located on the website by clicking on “Publications” instead of “Directives.” The website can be accessed at http://www.dtic.mil/dtic/.

DEPARTMENT OF DEFENSE (DoD) REGULATIONS/MANUALS

INSTRUCTIONS/DIRECTIVES

PUB NO. TITLE DATE CHANGE

DoD 5200.2R DoD Personnel Security Program Jan 87 Ch 1, Feb 90

Ch 2, Jul 93

Ch 3, Feb 96

DoD 5200.1-R Information Security Program Jan 97

DoD 5400.7-R DoD Freedom of Information Act Sep 98 Ch 1, Apr 06

DoD 5400.11-R DoD Privacy Program May 07

DoDD 5500.07 Standards of Conduct Nov 07

DoD 6010.13-M Medical Expense and Performance Reporting

System for Fixed Military Medical and Dental

Treatment Facilities Manual

Apr 08

DoD 6010.15-M Military Treatment Facility Uniform Business Nov 06 http://www.dtic.mil/whs/directives/corres/dir.html http://www.dtic.mil/dtic/

Office (UBO) Manual

DoD 6015.1-M Glossary of Healthcare Terminology Jan 99

DoD 6025.18R DoD Health Information Privacy Regulation Jan 03

DoDD 6040.41 Medical Records Retention and Coding at

Military Treatment Facilities

Apr 04

DoDD 8190.3 Smart Card Technology Aug 02

DoDD

8500.01E

Information Assurance Oct 02

DoDI 1100.22 Policy and Procedures for Determining

Workforce Mix

Apr 12

DoDI 1402.5 Criminal History Background Checks on

Individuals in Child Care Services

Jan 93

DoDI 4525.8 DoD Official Mail Management Aug 06

DoDI 6000.11 Patient Movement Sep 98

DoDI 6015.23 Delivery of Healthcare at Military Treatment

Facilities: Foreign Service Care; Third Party

Collection; Beneficiary Counseling and

Assistance Coordinators (BCACs)

Oct 02

DoDI 6025.8 Ambulatory Procedure Visit (APV) Sep 96

DODI 6025.13 Medical Quality Assurance (MQA) and

Clinical Quality Management in the Military

Health System (MHS)

Feb 11

DoDI 6025.18 Privacy of Individual Identifiable Health

Information in DoD Health Care Programs

Dec 09

DoDI 6025.40 Military Health System Data Quality

Management Control Procedures

Nov 02

DoDI 6040.42 Medical Encounter and Coding at Military

Treatment Facilities

Jun 04

DoDI 6040.43 Custody and Control of Outpatient Medical

Records

Jun 04

DoD 5210.42R Nuclear Weapons Personnel Reliability

Program (PRP) Regulation

Jun 06

DoD 8580.02R HIPAA Security Rule Jul 07

5.3 The Air Force’s E-Publishing site is http://www.e-publishing.af.mil.

AIR FORCE INSTRUCTIONS/MANUALS

PUB NO. TITLE DATE

Change

AFMAN 10-

Nuclear Weapons Personnel Reliability

Program

Nov 06 Ch 1, Sep 08

AFI 31-204 Air Force Motor Vehicle Traffic

Supervision, Chapter 3

Jul 00 Ch 1, Jul 07

AFI 31-401 Information Security Program

Management

Nov 05

AFI 31-501 Personal Security Program Management Jan 05

AFMAN 33-

User Responsibilities and Guidance for

Information Systems

Jun 12

AFI 33-129 Web Management and Internet Use Feb 05 Through IC-2

AFI 33-200 Information Assurance Management Dec 08

AFI 33-322 Records Management Program Oct 03

AFI 33-332 Privacy Act Program Jan 04

AFI 33-364 Records Disposition – Procedures and

Responsibilities

Dec 06

AFI 41-209 Medical Logistics Support Jun 06

AFI 44-176 Access to Care Continuum Sep 11

AFI 48-116 Food Safety Program Mar 04

AFI 48-117 Public Facility Sanitation May 94

AFI 48-145 Occupational and Environmental Health

Program

Sep 11

AFI 63-101 Acquisition and Sustainment Life Cycle

Management

Apr 09

AFOSH 48-

Occupational Noise and Hearing

Conservation Program

Jun 06

AFOSH 48-

Respiratory Protection Program Feb 05

AFJI 48-110 Immunizations and Chemoprophylaxis Sep 06

AFPD 33-3 Information Management Mar 06 Ch 1, Sep 07

AFMAN 33-

Management of Records Mar 08

AFMAN 32-

Nuclear, Biological and Chemical (NBC)

Mask Fit and Liquid Hazard Stimulant

Training

Oct 99

AFI 34-242 Mortuary Affairs Program Apr 08 Ch 1, Apr 08

AFI 36-2201 Air Force Training Program Sep 10

AFI 36-2910 Line of Duty (Misconduct) Determinations Oct 02

AFI 36-3002 Casualty Services Jul 05 http://www.e-publishing.af.mil/

AFI 36-3003 Military Leave Program Oct 05

AFI 40-102 Tobacco Use in the USAF Jun 02

AFI 41-102 The Medical Expense and Performance

Reporting System For Fixed Military

Medical and Dental Treatment Facilities

Mar 08

AFI 41-106 Unit Level Management of Medical

Readiness Programs

Apr 08

AFI 41-115 Authorized Health Care and Health Care

Benefits in the Military Health Services

System (MHSS)

Dec 01

AFI 41-120 Medical Resource Operations Oct 01

AFI 41-210 Patient Administrative Functions Mar 06

AFJI 41-315 Patient Regulating to and Within the

Continental U.S.

Mar 90

AFI 44-102 Medical Care Management May 06

AFI 44-119 Medical Quality Operations Sep 07

AFI 48-105 Surveillance, Prevention, and Control of

Disease and Conditions of Public Health or

Military Significance

Mar 05 Ch 1, Aug 06

AFI 46-101 Nursing Services and Operations Aug 04

AFI 48-123 Medical Examinations and Standards Jun 06

AFI 63-124 Performance-Based Services Acquisition

(PBSA)

Aug 05

5.4. Other guidelines, references and sources.

Information Source Location

TRICARE Policy and Operations

Manuals http://www.tricare.mil/tma/Policy.aspx

The Unified Biostatistical Utility (UBU)

- MHS Coding Guidelines http://www.tricare.mil/ocfo/bea/ubu/coding_guidelin es.cfm.

The Unified Biostatistical Utility (UBO) programs: Third Party Collections

(TPC), Medical Services Account

(MSA), and Medical Affirmative Claims

(MAC)

http://www.tricare.mil/ocfo/mcfs/ubo/index.cfm

CHCS Software Configuration

Management Release Notes http://www.chcs-scm.com

Coding Compliance Editor Software http://www.tricare.mil/ocfo/mcfs/ubo/chcs_systems/c ce.cfm

Essentris

TM

, the client-server version of the Clinical Information System (CIS) https://egl.afms.mil

Appointment Standardization http://www.tricare.osd.mil/tai/cguide.htm.

http://www.tricare.mil/tma/Policy.aspx http://www.tricare.mil/ocfo/bea/ubu/coding_guidelines.cfm http://www.tricare.mil/ocfo/bea/ubu/coding_guidelines.cfm http://www.tricare.mil/ocfo/mcfs/ubo/index.cfm http://www.chcs-scm.com/ http://www.tricare.mil/ocfo/mcfs/ubo/chcs_systems/cce.cfm http://www.tricare.mil/ocfo/mcfs/ubo/chcs_systems/cce.cfm https://egl.afms.mil/

Commander's Guide to Access Success

Defense Enrollment Eligibility Report

System (DEERS) http://tricare.mil/mybenefit/ProfileFilter.do;jsessionid

=MhrTxlCCnyjhcvRT82f0n3zGGjhQ0SPytnth6Ghrr

M7dsyngLpmT!-

657039068?puri=%2Fhome%2Foverview%2FEligibi lity%2FDEERS

DOD TRICARE Management Agency

Medical Management Guide http://www.tricare.mil/ocmo/

American College of Surgeons (ACS)

National Surgical Quality Improvement

Program (NSQIP) program https://acsnsqip.org/login/default.aspx

American Joint Committee on Cancer

(AJCC) Staging and Collaboration

Staging System http://www.cancerstaging.org/

The Joint Commission (TJC) (formerly the Joint Commission on Accreditation of

Healthcare Organizations (JCAHO))

Accreditation Manual http://www.jointcommission.org/

The Accreditation for Ambulatory

Healthcare (AAAHC) Standards Manual http://www.aaahc.org/eweb/StartPage.aspx

6 CONTRACTOR FULL-TIME EQUIVALENT REPORTING

“The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract via a secure data collection site. The contractor is required to completely fill in all required data fields using the following web address http://www.ecmra.mil

Reporting inputs will be for the labor executed during the period of performance during each

Government fiscal year (FY), which runs 1 October through 30 September. While inputs may be reported any time 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.”

*Reporting Period: Contractors are required to input data by 31 October of each year.

However, due to the delayed implementation, input of FY 12 data is required by 31 Mar 13.

Uses and Safeguarding of Information: Information from the secure web site is considered to be proprietary in nature when the contract number and contractor identity are associated with the direct labor hours and direct labor dollars. At no time will any data be released to the public with the contractor name and contract number associated with the data.

http://tricare.mil/mybenefit/ProfileFilter.do;jsessionid=MhrTxlCCnyjhcvRT82f0n3zGGjhQ0SPytnth6GhrrM7dsyngLpmT!-657039068?puri=%2Fhome%2Foverview%2FEligibility%2FDEERS http://tricare.mil/mybenefit/ProfileFilter.do;jsessionid=MhrTxlCCnyjhcvRT82f0n3zGGjhQ0SPytnth6GhrrM7dsyngLpmT!-657039068?puri=%2Fhome%2Foverview%2FEligibility%2FDEERS http://tricare.mil/mybenefit/ProfileFilter.do;jsessionid=MhrTxlCCnyjhcvRT82f0n3zGGjhQ0SPytnth6GhrrM7dsyngLpmT!-657039068?puri=%2Fhome%2Foverview%2FEligibility%2FDEERS http://tricare.mil/mybenefit/ProfileFilter.do;jsessionid=MhrTxlCCnyjhcvRT82f0n3zGGjhQ0SPytnth6GhrrM7dsyngLpmT!-657039068?puri=%2Fhome%2Foverview%2FEligibility%2FDEERS http://tricare.mil/mybenefit/ProfileFilter.do;jsessionid=MhrTxlCCnyjhcvRT82f0n3zGGjhQ0SPytnth6GhrrM7dsyngLpmT!-657039068?puri=%2Fhome%2Foverview%2FEligibility%2FDEERS http://www.tricare.mil/ocmo/ https://acsnsqip.org/login/default.aspx http://www.cancerstaging.org/ http://www.jointcommission.org/ http://www.aaahc.org/eweb/StartPage.aspx http://www.ecmra.mil/

User Manuals: Data for Air Force service requirements must be input at the Air Force CMRA link. However, user manuals for government personnel and contractors are available at the

Army CMRA link at http://www.ecmra.mil.

7. SERVICE CONTRACT LABOR STANDARDS.

The Service Contract Labor Standards (FAR 22.10), formerly known as the Service Contract Act

(SCA) of 1965, was enacted to ensure that Government contractors compensate their blue-collar service workers and some white-collar service workers fairly, but it does not cover bona fide executive, administrative, or professional employees. FAR Part 22 states that a wage determination is “a determination of minimum wages or fringe benefits made under sections 2(a) or 4(c) of the Act (41 U.S.C. 351(a) or 353(c)) applicable to the employment in a given locality of one or more classes of service employees.” Most of the labor categories in the MSS contracts have a direct link to an existing SCA classification. The contractor shall examine the requirements and duties of each position description or positions they plan to use in Service Type

II requirements to determine which wage determination they will be using to comply with all labor laws. Applicable wage determinations for this sample task order are the versions available and effective on the www.dol.gov website as of the release date of the solicitation.

LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACHMENTS

DESCRIPTION REFERENCE

Position Descriptions See Part 8, Attachment 4

Statement of Objectives (SOO) See Part 8, Attachment 5

Performance Plan Sample PWS Attachment http://www.dol.gov/

DHA Sample Performance Work Statement

PERFORMANCE PLAN

Table of Content s

Title Purpose

Roles and Responsibilities of the Multi-Functional Team 2

Surveillance Procedures 5

Certification/Acceptance of Services 8

Contractor's Quality Control Plan 8

Contract Management 9

1. OVERVIEW

PURPOSE. This performance plan implements the requirements of FAR 46.4, Government Contract

Quality Assurance, AFI 41-209, Medical Logistics Support, and AFI 63- 101, Chapter 4, Acquisition of Services. This performance plan provides Government representatives with a standard framework and method to ensure consistent evaluating of contractor performance for this Air Force-wide contracting vehicle.

a. The Government based this performance plan on the premise that the contractor is responsible for contract/task order performance, quality control and corrective actions not the Government.

(1) The Government’s objective is to support the military health care system by providing quality medical clerical, certified, technical and specialized personnel and services within scope of the overarching contract.

(2) The multi-functional team is striving to achieve centralized management that ensures personnel are adequately recruited, qualified, trained, placed, managed and retained to work and is available to provide services according to customer needs.

b. This quality assurance surveillance and performance plan describes the method(s) used to evaluate contractor provided services. The Contracting Officer Representative (COR) shall use monthly surveillance as a means to evaluate the contractor's performance.

c. The role of Government quality assurance is to ensure contract standards are monitored and reported monthly and contractors meet or exceed contract requirements. When conducting survei llance, CORs are to be objective, fair, and consistent in evaluating contractor performance against the performance standards outlined in this plan.

2. ROLES AND RESPON SIBILITIES OF THE MU LTI-FUNCTIONAL TEAM

a. Task Order Contracting Officer

(1) Delegates responsibilities to the COR using the Contracting Officer Representative

Tracking (CORT) tool.

• The Procuring Contracting Officer has determined the nature of the work on the MSS contracts to be Type A as outlined in Section 1.1.1 of MP 530l.602.-2(d).

• Provides oversight to ensure necessary training is completed.

• Advises the multi-functional team on performance plan and the contractor-developed quality control plan requirement s.

(2) Multi-functional team advisor for developing incentives/remedies as appropriate tied to performance objectives and performance threshold s. Seeks assistance from the PMO as needed.

(3) Informs the contractor of the names, duties, and limitations of authority for all COR assigned to the task order.

(4) Periodically assesses the CORs performance, not less than semi-annually unless concerns arise whereas quarterly assessment is required thereafter , and advises the requesting location of any problems.

(5) Assesses and validates contractor performance assessment data.

(6) Takes formal action against the contractor for unacceptable task order performance, when appropriate.

(7) Ensures CORs complete CTAR surveillance by periodically reviewing surveillance status reports.

b. Contracting Office Representative (COR)

(1) Has written delegation from local contracting office to serve as on-site Government representative assessing contractor's performance against contract requirements and performance standards; administratively manages contract actions and documents.

(2) As required , completes the COR Surveillance Report, or a local form, on a monthly basis

IAW local contracting office procedures as well as the primary individual responsible to document/report. Ensures any local surveillance report focus surveillance on contract/task order critical performance objectives.

(3) Noti fies the Contracting Officer of any significant performance deficiencies/deviations.

(4) Maintains copies of surveillance documentation.

(5) Recommends improvements to the performance plan , PWS, or position descriptions throughout the life of the contract.

(6) Maintains technical competency in the functional area surveyed or ensures duty section point of contact have the competency and is knowledgeable of the service, both technicall y as well as operationally.

(11) Certifies acceptance of services and invoice payments in Wide Area Workflow (WAWF).

(12) Promotes business decisions to meet customer requirements by researching the marketplace/best practices to remain current with the most efficient and effective performance assessment methods and techniques. Performs market research throughout the life of the requirement to ensure the team is knowledgeable of the commercial marketplace as well as DoD standards or expectations.

(13) Fosters partnerships with industry to ensure exchanges of information with the service industry and other business experts.

(14) Identifies opportunities to improve performance…