2.2.1 Attachment 1 - PWS.pdf

FEDERAL EMERGENCY MANAGEMENT AGENCY (FEMA)/

OFFICE OF THE CHIEF ADMINISTRATIVE OFFICER (OCAO)/

ENVIRONMENTAL SAFETY & HEALTH DIVISION (ESH) MEDICAL BRANCH

PERFORMANCE WORK STATEMENT (PWS)

MEDICAL AND BEHAVIORAL HEALTH SERVICES CONTRACT

1.0 BACKGROUND

The Federal Emergency Management Agency (FEMA) carries the vital responsibility of leading the effort to secure our Nation. The FEMA workforce of skilled and dedicated employees is the foundation on which its ability to protect our nation is built. The Office of the Chief Administrative

Officer (OCAO) is responsible for Workforce Health and Safety for the FEMA. Currently OCAO has a requirement to provide medical and behavioral health services to the FEMA workforce.

The services required under this contract are divided into two operations: Fixed Sites (Non -

Disaster sites) and Disaster sites. Each operation is independent of each other; however, services may be similar at both locations and may be requested at the task order level. These services include but are not limited to the following:

1. Medical and Behavioral Health Oversight

2. Occupational Health Center Services and clinical staffing support

3. Extended nursing hours to support the National Recovery Communication Center

4. (NRCC) and/or Regional Recovery Communication Center (RRCC)

5. Medical Employability, Fitness for Duty, Consultation

6. Tele-Medical/Health Services

7. Special Testing, COVID-19

a. Mobile Application for proctored testing

8. Immunizations and travel medication

9. Respiratory clearances

10. Commercial driver’s license (CDL) clearances

11. Optional: Employee Assistance Program (EAP)/Enhanced Work Life

12. Behavioral Health Stress Counselors

The services listed above are defined in Section 6.0

2.0 PLACE OF PERFORMANCE

Services shall be provided as necessary and as requested at the task order level in areas where, FEMA employees, Federal partners, Contractors and Visitors under FEMA oversight are located throughout the United States and its Territories (American Samoa, Guam, Johnston Atoll, Midway

Islands, Northern Mariana Islands, Puerto Rico, US Virgin Islands and Wake Island). Sites can include fixed site and disaster site locations.

3.0 PERIOD OF PERFORMANCE

The period of performance of this contract will be for a 12-month base period beginning upon contract award with four (4) 12-month option periods for a total of five (5) years if all options are exercised.

4.0 PERFORMANCE REQUIREMENTS SUMMARY

This single award Indefinite Delivery Indefinite Quantity (IDIQ) contract includes a Performance

Requirements Summary (PRS) in Section 11.0 of this Performance Work Statement (PWS). In addition to any applicable inspection clauses or other related terms and conditions contained in the contract, the PRS shall serve as a primary tool for inspection and acceptance of services as facilitated by the Contracting Officer’s Representative (COR). Evaluation of the Contractor’s overall performance shall be in accordance with the performance standards set forth in the PRS, and will be conducted by the COR. The PRS constitutes a material aspect of the contract and will not be changed or otherwise modified without prior written approval of the Contracting Officer.

5.0 PURPOSE AND OBJECTIVE

FEMA/OCAO/ESH requires the Contractor to support managers, employee, federal partners, contractors and visitors alike to design and deliver comprehensive occupational and behavioral program to help build a safe workplace for employees. The contractor shall be required to perform on site services, act as the agency’s Subject Matter Expert (SME) and follow all FEMA regulations and procedures which have been incorporated to prevent exposure and/or the spread of any virus or catastrophic event which may impact the FEMA mission. These procedures may include but are not limited to, temperature screening, COVID testing or validation/verification of vaccination.

6.0 CONTRACTOR REQUIREMENTS

FEMA requires all services listed in Section 1.0, and detailed in Section 6.1, to be established

FEMA-wide upon contract award (list of expected services is included in Appendix B). Locations include fixed sites and disaster sites (including remote areas) locations within the United States and all Territories. Depending on the urgency, some services will require quick turnarounds. Quick turnarounds are defined as soon as the following:

• Acknowledgement of request within 24 hours (7 days a week)

• Quotes should be received in 24-48 hours (7 days a week)

• Personnel and equipment should be at the work site within 96-hours after task order award

• Clinic should be fully operational within 7 days.

The Contractor shall have appropriate databases/automation systems for record maintenance, quality assurance, referrals and other operations for effective implementation of the contract. The

Contractor shall have the security, privacy and confidentiality of all electronic protected health information as required by law [Privacy Act and Health Insurance Portability and Accountability

Act (HIPPA)]. The Contractor will need to maintain a database system that is medium or high-level

Fed-Ramp compliant and shall meet the Authority to Operate (requirements noted under

SAFEGUARDING OF SENSITIVE INFORMATION (MAR 2015) section (e) Authority to

Operate) not later than 30 days prior to start of services.

For the purposes of providing Medical and Behavioral Health Services to FEMA employees, the

Contractor may be required collect Sensitive Personal Identifiable Information (SPII) that may be necessary to ensure safety and accurate medical treatment. In this instance SPII is limited to Name, Date of Birth, Home Address, Contact Phone Number, Medical History, Medication History, family history and Allergies. Documents indicating positive identification are also required at the point of service. At no time will it be acceptable for the Contractor to collect or store Social Security

Numbers.

6.1 Contractor Tasks for Medical Services

The Contractor shall be responsible for managing and administering the day-to-day operations of medical services at fixed and disaster sites when requested at the task order level. Services at fixed site and disaster site locations must include the following:

6.1.1 Fixed Sites

6.1.1.1 Medical Oversight and Management (CLIN 0001)

The Contractor shall provide Medical Oversight when requested at the task order level, within the context of occupational health and safety, and is the onsite or remote physician supervision of any activity that involves medical treatment along with physician directed care including advice, review, and orders. The FEMA Chief Medical Officer (CMO) may exercise general supervision over general standards of care but will not control the detailed physical performance of the treating physician, nurses, and other medical staff. The Contractor shall provide medical personnel who hold a current state license or certificate to practice at the highest independent level as a medical health practitioner, consistent with state laws, health policies, training, and quality control activities ensuring that the medical treatment administered, or advice given follows safe practices. Contractor personnel shall be trained to assist employees with a wide range of medical issues that may be applicable under the usage of an Occupational Health Unit.

Oversight management staffing may include a program manager, and an occupational medicine consultant when required at the task order level. The required qualifications of each labor category are listed below.

Position Minimum Education/Certification Requirements

Physician (Oversight) - Occupational

Medicine Consultant (Case Review) and subject matter expert

Education: M.D. or Doctor of Osteopathic (DO) from accredited Medical School; ACGME approved

Internship/Residency Program

Certification: American Board Certification of Board

Eligible. (ECFMG) if appropriate, CPR (Cardiopulmonary

Resuscitation) BLS (Basic Life Support.

This position may be required to be ACLS (Advanced

Cardiac Life Support in austere conditions.

Experience: Minimum 10 years with 3 years of recent clinical experience as a MD/DO.

Licensure: All physicians will hold an unrestricted physician’s license in a state, territory, or Commonwealth of the U.S.

Program Manager

Years of Experience in Specialty: Minimum 3-5 years’ experience in relevant industry 3 years’ management experience or, Minimum Education: BA/BS graduate or Project

Management Professional (PMP) Certification: Project

Management Professional PMP

Contractor Requirements:

• The Contractor shall have all required federal, state, and local certification needed to perform all medical services withing the scope of this requirement.

• The Contractor shall be responsible for providing a Medical Physician (MD or DO) to manage and administer the day-to-day operations as listed in Section 6.1. as needed.

• The Contractor shall be available to work up to 24-hour shifts as required

• The Medical Physician (MD (or DO)) may be required to provid one-on-one consultations with CMO or COR as needed

• The Contractor shall provide a physician (MD (or DO), Advanced Practice Provider (APP) such as a physician assistant or nurse practitioner, or registered nurse as needed to support on-site and disaster-site operations.

• Priority for Staffing: The Contractor shall, to the extent possible, hire from the local fixed or disaster area for the clinic that is to be staffed.

• The Contractor shall meet all requirements for walk-in clinics which are outlined in Appendix

C.

• The Contractor shall communicate and coordinate services with the FEMA COR and other identified agency representatives (i.e., local FEMA site POC.).

• The PM will work with the FEMA COR will identify and establish procedures for building access (i.e., identification badges, security clearances, background clearance, etc.).

• The PM will work with FEMA COR to define appropriate office space to host a heath unit and behavioral health services

• The PM will work with the FEMA COR to obtain the estimated number of employees at each site location, where occupational or behavioral health treatment is needed.

• FEMA maintains the right to expand clinical services and locations as needed at a future date.

6.1.1.2 Occupational Health Center Services and Clinical Staffing Support

The Contractor may provide Occupational Health Services as directed at the task order level to include the care for work-related and non-work-related illnesses and injuries, response to medical emergencies, immunizations, travel medication; and a Medical Surveillance Program, to include nursing assessments utilizing nurse protocols, preventative and routine health screenings, health risk appraisals, health education programs and health units (list of service addresses are found in

Appendix A).

Fixed Site Locations - The health unit support shall require the Contractor to establish and maintain the health stations at the following fixed site locations:

• FEMA Headquarters (Health Unit located on FEMA Property), and provide walk-in services, emergency services, health education programs, and immunizations available, five days per week with a nurse coordinator.

o (NRCC Support / RRCC (when activated – see section 6.1.3 for additional information))

• FEMA Region IV, (Health Unit located on FEMA Property), and provide walk-in services, emergency services health education programs, and immunizations available, five days per week with a nurse coordinator.

Managed health units on FEMA property (HQ and Region IV):

• The Contractor shall meet all requirements for walk-in clinics which are outlined in Appendix

C

• The Contractor shall manage and oversee a resource area for a nursing mother as required.

• The Contractor shall be required to provide staff, supplies, bio-hazardous disposal, and medical equipment.

• The Contactor shall provide replacement personnel for fixed site locations to prevent lapse in coverage.

• FEMA maintains the right to expand clinical services and locations as needed at a future date to perform medical assessment or provide clinical services.

• All services will be performed on site and potential exposure to COVID -19 will need to be considered.

Staffing Services (as required) shall include (CLIN 0002):

• Registered Nurses

• Time (hours, days, and months) will vary according to need and will be addressed in each individual Task Order.

The required qualifications of each labor category are listed below.

Registered Nurse - Headquarters

Education: Completion of Associate or bachelor’s degree from accredited registered nursing program

Certification: Minimum CPR, BLS (Basic Life Support). This position may be required to be ACLS (Advanced Cardiac

Life Support in austere conditions

Experience: Minimum 2-year degree of recent clinical experience as a RN.

State Licensure: unrestricted license in a state, territory, or

Commonwealth of the U.S.

Registered Nurse – Region IV

Education: Completion of Associate or bachelor’s degree from accredited registered nursing program

Certification: Minimum CPR, BLS (Basic Life Support). This position may be required to be ACLS (Advanced Cardiac

Life Support in austere conditions

Experience: Minimum 2-year degree of recent clinical experience as a RN.

State Licensure: unrestricted license in a state, territory, or

Commonwealth of the U.S.

Registered Nurse – Region VII

Education: Completion of Associate or bachelor’s degree from accredited registered nursing program

Certification: Minimum CPR, BLS (Basic Life Support). This position may be required to be ACLS (Advanced Cardiac

Life Support in austere conditions

Experience: Minimum 2-year degree of recent clinical experience as a RN.

State Licensure: unrestricted license in a state, territory, or

External Regional Health Units

In areas where a FEMA site does not have a dedicated Clinic that is managed under this contract, the Contractor shall be responsible for establishing servicing relationships with other Occupational

Health Clinics and/or Hospitals (as available) throughout the U.S. and its Territories to ensure that

FEMA employees are able to receive Occupational Health Services within a 10-mile distance of their work location. (FEMA Regional Office (I through X) addresses can be found in Appendix A.)

• FEMA Region I, (Health Unit must be within 10 miles), of site location.

• FEMA Region II, (Health Unit must be within 10 miles), of site location.

• FEMA Region III, (Health Unit must be within 10 miles), of site location.

• FEMA Region V, (Health Unit must be within 10 miles), of site location.

• FEMA Region VI, (Health Unit must be within 10 miles), of site location.

• FEMA Region VII (Health Unit must be within 10 miles), of site location)

• FEMA Region VIII, (Health Unit must be within 10 miles), of site location.

• FEMA Region IX, (Health Unit must be within 10 miles), of site location.

• FEMA Region X, (Health Unit must be within 10 miles), of site location.

External Regional Health Units – Walk-in Care clinic locations shall: (CLIN 0005):

C and identified under Fees for External Regional Health Units.

• FEMA maintains the right to expand clinical services and locations as needed at a future date

6.1.2 Disaster Sites

6.1.2.1 Medical Oversight and Management (CLIN 0001)

All services under this Disaster Medical Oversight and Management CLIN are described under

Section 6.1.1.1 of this PWS and requested by each independent task order

6.1.2.2 Occupational Health Center Services and Clinical Staffing Support

The Contractor shall provide Occupational Health Services to include a walk-in clinic to treat work-related and non-work-related illnesses and injuries, respond to medical emergencies (up to a level

III ambulatory requirement), immunizations, travel medication; and a Medical Surveillance

Program, to include nursing assessments utilizing nurse protocols, preventative and routine health screenings, health risk appraisals, health education programs and health units. Location shall be determined based on a Presidentially declared disaster event.

Disaster Site Locations: The health unit support shall require the Contractor to establish and maintain the health stations at all specified disaster site locations as needed. Disaster locations will be specified at the task order level.

Disaster Health Unit locations must include the following:

C. The Contractor shall be able to provide standard emergency services depending on level of provider training outlined in Appendix D.

• The Contractor shall have all required federal, state, and local certification needed to perform all medical services withing the scope of this requirement

• FEMA maintains the right to expand clinical services and locations as needed at a future date.

• The Contractor shall provide the staff, supplies, bio-hazardous disposal, and medical equipment.

• The Contractor shall provide replacement personnel for disaster site locations in order prevent a lapse in coverage.

• The Contractor shall post out-of-office signage at their office, place an out-of-office message on their voicemails and emails with instructions on how to access services during their absence or anytime they are away from the office.

• In areas where a Disaster Health Unit does not have a dedicated clinic that is managed under this effort, the contractor shall be responsible for establishing servicing relationships with other occupational health clinics and/or hospitals (as available) throughout the U.S. and its

Territories to ensure that FEMA employees are able to receive Occupational Health Services within a 10-mile distance of their work location.

Staffing Services (as stated on each Task Order) may include (CLIN 0003):

• Physicians (MD (or DO))

• Physician Assistant

• Registered Nurses

• Advanced Practice Providers (Nurse Practitioners and/or Physicians Assistants as requested in the Task Order)

• Paramedic

• Time (hours, days, and months) will vary according to the Task Order request.

Physician/Subject Matter Expert

Education: M.D. or Doctor of Osteopathic (DO) from accredited Medical School; ACGME approved

Internship/Residency Program

Certification: American Board Certification of Board

Eligible. (ECFMG) if appropriate, CPR (Cardiopulmonary

Resuscitation) BLS (Basic Cardiac Life Support.

This position may be required to be ACLS (Advanced

Cardiac Life Support in austere conditions.

Experience: Minimum 10 years with 3 years of recent clinical experience as a MD/DO.

Licensure: All physicians will hold an unrestricted physician’s license in a state, territory, or Commonwealth of the U.S.

Physician Assistant

Minimum Education: Graduate of accredited by the accreditation Review Commission on Education of the

Physician Assistant (ARC-PA).

Experience: Minimum 2 years of recent clinical experience as a PA.

Certifications: BLS (Basic Life Support). This position may be required to be ACLS (Advanced Cardiac Life

Support in austere conditions

State Licensure: unrestricted license in a state, territory, or

Commonwealth of the U.S.

Registered Nurse - Headquarters

Education: Completion of Associate or bachelor’s degree from accredited registered nursing program

Certification: Minimum CPR, BLS (Basic Life Support).

This position may be required to be ACLS (Advanced

Cardiac Life Support in austere conditions

Experience: Minimum 2-year degree of recent clinical experience as a RN.

Advanced Practice Provider (APP)

Education: Completion of a master’s degree from an accredited nurse practitioner or physician assistant program.

Certification: Minimum BLS/CPR, national certification by a professional body accredited by the National

Commission for Certifying Agencies and the Accreditation

Board for Specialty Nursing Certification, or by the

National Association for the Certification of Physician

Assistants. BLS (Basic Life). This position may be required to be ACLS (Advanced Cardiac Life Support in austere conditions

Experience: Minimum 2 years of recent clinical experience as a APP.

State Licensure: unrestricted license in a state, territory, or Commonwealth of the U.S.

Paramedic

Education: Completion of a paramedic training program accredited by the Commission on Accreditation of Allied

Health Educations

Certification: National Registry certification as a paramedic preferred. CPR (Cardiopulmonary

Resuscitation)/BLS (Basic Life Support), ACLS (Advanced

Cardiac Life Support)

Experience: Minimum 1 year. A certain degree of creativity and latitude is expected

6.1.2.3 Extended Nursing Hours to Support the National Recovery Communication Center

(NRCC) and Regional Recovery Communication Center (RRCC) (only when activated) –

CLIN (0004)

During a disaster activation, the NRCC located at FEMA Headquarters, Washington, DC or any other RRCC location with a health unit, may require the Contractor to extend nursing services within the established health unit by extending health clinic hours to a potential 12-hour shifts/7days a week for the duration of the NRCC and RRCC activation when needed and as per request at the task order level.

Staffing Services (as required), may include:

• Registered Nurses

Position Minimum Education/Certification Requirements

Registered Nurse - Disaster

Education: Completion of Associate or bachelor’s degree from accredited registered nursing program

Certification: Minimum BLS or CPR III

Experience: Minimum 1 year. A certain degree of creativity and latitude is expected

Licensure: All nurses will hold at least and unrestricted nursing license in a state, territory, or Commonwealth of the

U.S.

6.1.3 Medical Employability, Fitness for Duty, Consultation (CLIN 0005)

1. Fitness for Duty Examinations

2. Pre-Employment Exam

3. Post-Deployment Exam

4. Determination, Reporting, Consultation

5. Medical Related Reviews: Review ergonomic and/or employee exposure issues, concerns, and priorities

The Contractor shall assist the FEMA CMO and COR with the development and implementation of the medical employability and fitness for duty program to include examinations. The primary purpose for conducting such examinations for FEMA employees is to determine if the employee is medically capable of performing all essential functions of a particular job. In addition, the examinations will be useful for screening employees who may be deployed to disaster operations to match their physical condition with deployable disaster work contexts and functions. The Contractor shall provide post-deployment examinations for FEMA employees who have completed work in support of disaster operations. The primary purpose for such post-deployment examinations for

FEMA employees is to establish a baseline for any medical issues that may have arisen during their tour of disaster duty and develop plans to address such documented medical issues in the post-deployment context. Finally, based upon the findings of the fitness for duty examinations, the

Contractor shall provide a recommendation of the employees’ fitness for employment or post-deployment recommendations to address any identified medical issues and report such determinations to the COR and the FEMA CMO. In certain cases, fitness for duty may be done virtual, but will be noted at the order level.

6.1.4 Tele-Medical/Health Services (CLIN 0005)

The Contractor shall develop and implement tele-medicine services which may include the following three types of services: Medical tele-health visits, virtual check-ins, and e-visits.

A description of the telemedicine services is listed below:

• The use of an interactive audio and video telecommunications system that permits real-time communication between the distant site and the employees while deployed.

• Distant site practitioners who can furnish tele-health services must include physicians, nurse practitioners, physician assistants, clinical psychologists, clinical social workers, registered dietitians, and nutrition professionals.

This Service is to be provided on a per usage basis and billed as such.

6.1.5 Special Testing, COVID-19 (or other viral infections)

Testing is imperative for identifying and isolating infectious individuals from the workforce to minimize the risk of the spread of viral infection. This ensures that they have access to testing to help limit the impacts of a pandemic on the FEMA mission.

COVID-19 Testing Requirement shall include the following:

• The Contractor shall provide diagnostic at home COVID-19 test kits in response to the ongoing world-wide pandemic crisis to include a mobile application that gives users the ability to obtain remote proctored testing. Because of remote proctored testing and information, including PII and SPII that may be stored on the application, the vendor will be required to submit Cybersecurity Artifacts per the “Safeguarding for Sensitive Information (2015) clause.

The artifacts required by FEMA are listed below and must be used to demonstrate that proper data protections are in place, and they must be specific to the contractor information technology (IT) system where FEMA data is being stored and/or processed. The artifacts below are based on National Institute Standards and Technology (NIST) Risk Management

Framework (RMF) requirements. Additional information and background on the NIST

Cybersecurity Framework for non-government mission partners is available at https://www.nist.gov/itl/smallbusinesscyber/planning-guides/nist-cybersecurity-framework.

Vendors submitting proposals for this solicitation will have 30 days from contract award to provide the required artifacts .

No. Document

Name

Description and Template Information

1 Configuration

Management

Plan

• Description: A plan that describes how the organization will update configuration settings and baselines; maintain information system component inventories; control development, test, and operational environments; and develop, release, and update key documents.

• Template(s): Guidance and templates are publicly available in the

NIST Special Publication (SP) 800- 128: Guide for Security-Focused

Configuration Management of Information Systems, Appendix D, Sample

Outline for a Security Configuration Management Plan.

2 Contingency

Plan Test

Results

• Description: Methods for testing contingency plans to determine the effectiveness of the plans and to identify potential weaknesses in the plans, including walk-through and tabletop exercises, checklists, simulations, and comprehensive exercises. Organizations will conduct testing based on the continuity requirements in contingency plans.

• Template(s): Guidance and templates are publicly available in the

NIST SP 800-84: Guide to Test, Training, and Exercise Programs for IT Plans and Capabilities, Appendix A or Appendix B, Sample Documentation.

https://www.nist.gov/itl/smallbusinesscyber/planning-guides/nist-cybersecurity-framework https://csrc.nist.gov/publications/detail/sp/800-128/final https://csrc.nist.gov/publications/detail/sp/800-128/final https://csrc.nist.gov/publications/detail/sp/800-128/final https://csrc.nist.gov/publications/detail/sp/800-84/final https://csrc.nist.gov/publications/detail/sp/800-84/final https://csrc.nist.gov/publications/detail/sp/800-84/final

3 Plan of Action and Milestones

(POA&M)

Required if open vulnerabilities are currently pending remediation.

• Description: Measures that have been implemented or planned to correct any deficiencies noted during the assessment of the security and privacy controls and to reduce or eliminate known vulnerabilities in the information system.

• Template(s): Guidance and templates are publicly available in the

NIST SP 800-171 Rev. 2: Protecting Controlled Unclassified Information on

Nonfederal Systems and Organizations, Supplemental Material: CUI Plan of

Action Template.

4 Security

Assessment

Report

• Description: Documents security controls and control enhancements that were implemented and assessed; documents artifacts examined during assessment to verify system meets security control requirements; and provides recommendations for correcting any identified vulnerabilities in the security controls.

• Template(s): Guidance is publicly available in the NIST SP 800-115:

Technical Guide to Information Security Testing and Assessment. Use the

NIST guidance to create your own system specific test with results.

5 System Security

Plan • Description: Documents how the system meets the NIST 800-53 security controls (which contains the management, operational, and technical safeguards or countermeasures prescribed for an information system) and identifies the security functions and features of a system, including all hardware and the software installed on the system.

• Template(s): Guidance and templates are publicly available in the

NIST SP 800-171 Rev 2, Protecting Controlled Unclassified Information in

Nonfederal Systems and Organizations, Supplemental Material: CUI SSP

Template.

6 System or

Enterprise

Incident

Response Plan

• Description: A plan that includes instructions on how the organization will ensure IT staff detect, respond to, and recover from security incidents. The plan addresses issues such as cybercrime, data loss, and service outages that threaten daily operations and provides procedures for immediate notification to the FEMA Security Operations Center (SOC) and appropriate agency officials of incidents.

• Template(s): Guidance is publicly available in the NIST SP 800-61:

Computer Security Incident Handling Guide, Section 2.3.2 Plan Elements.

7 Authorization

Decision

Memorandum

Required if a new system or the current Authority to Operate (ATO) is expired.

• Description: Formal declaration that authorizes operation and explicitly accepts the risk to system operations.

• Template(s): Guidance for content is publicly available in the NIST SP

800-37 Rev. 2 Risk Management Framework for Information Systems and

Organizations, Section 3.6 Authorization Tasks, Task R-5: Authorization

Reporting. The memorandum must be on company letterhead and signed by the person responsible for cybersecurity within the company.

https://csrc.nist.gov/publications/detail/sp/800-171/rev-2/final https://csrc.nist.gov/publications/detail/sp/800-171/rev-2/final https://csrc.nist.gov/publications/detail/sp/800-171/rev-2/final https://csrc.nist.gov/publications/detail/sp/800-115/final https://csrc.nist.gov/publications/detail/sp/800-115/final https://csrc.nist.gov/publications/detail/sp/800-115/final https://csrc.nist.gov/publications/detail/sp/800-171/rev-2/final https://csrc.nist.gov/publications/detail/sp/800-171/rev-2/final https://csrc.nist.gov/publications/detail/sp/800-171/rev-2/final https://csrc.nist.gov/publications/detail/sp/800-61/rev-2/final https://csrc.nist.gov/publications/detail/sp/800-61/rev-2/final https://csrc.nist.gov/publications/detail/sp/800-61/rev-2/final https://csrc.nist.gov/publications/detail/sp/800-37/rev-2/final https://csrc.nist.gov/publications/detail/sp/800-37/rev-2/final https://csrc.nist.gov/publications/detail/sp/800-37/rev-2/final https://csrc.nist.gov/publications/detail/sp/800-37/rev-2/final

8 Interconnection

Security

Agreement(s)

Required if two or more IT systems are directly connected and data being shared is not owned by the same Authorizing Official.

• Description: Establishes a formal security agreement between the organizational system owners and supports a Memorandum of

Understanding (MOU) or Memorandum of Agreement (MOA) between the organizations.

• Template(s): Guidance and templates are publicly available in the NIST

SP 800-47: Security Guide for Interconnecting Information Technology

Systems, Appendix A: Interconnection Security Agreement.

• In instances where FEMA provides COVID testing kits, the price for testing should reflect only medical services used to provide testing results and should not include the testing kits.

• Vendor must be in accordance with approved FDA/CDC procedures and regulations for testing.

The Contractor will be required to provide three (3) methods of COVID-19 testing:

1) Provide FEMA with at-home testing kits that FEMA distributes to employees/others who enter buildings, and the kits contain apps that proctor the test

2) Vendor conducts tests in person using kits that FEMA provided.

3) Vendor has its own testing materials and conducts testing in person

Testing will be conducted utilizing the following methods:

• Rapid Testing

• Polymerase Chain Reaction (PCR) Testing

• Voucher outreach

• or testing capabilities developed in the future

FEES FOR INVIDUAL SERVICES PROVIDED (Fixed and Disaster Sites) (CLIN 0005)

6.1.6 Immunizations and Travel Medication (CLIN 0005)

FEMA hosts a vigorous immunization program for its employees. To support this program, the

Contractor shall be responsible for providing immunization services on a routine basis for the

CORE Vaccines which include Influenza, Hepatitis A and B, Pneumococcal Polysaccharide

(Pneumonia), Tetanus, Diphtheria, and Pertussis. (Schedule of services listed in Appendix C).

These services are to be provided/Priced on a per usage basis. (the estimated quantity is given in

Appendix B). In instances where FEMA provides the vaccine, price should reflect only medical services and equipment used to conduct these services.

On a seasonal basis, the Contractor shall be required to offer an Influenza program at all FEMA https://csrc.nist.gov/publications/detail/sp/800-47/final https://csrc.nist.gov/publications/detail/sp/800-47/final fixed and disaster site locations. The Influenza program may be administered through an on-site health unit, nurse outreach, walk-in clinic, or through a voucher program which shall allow FEMA employees to go directly to a Care provider or Pharmacy to receive the Influenza shot at no cost.

The Contractor shall be responsible for tracking these vaccinations with additional subcategories for each vaccine delivery type (On-site health unit/Walk-in Clinic/Voucher program).

A Voucher is a coupon that is provided to the employee and has a pre-approved value to redeem against a vaccine at a retail provider.

Vaccinations shall include the following:

Routine Immunizations - begin with initial training

• Influenza: (Once annually, fall / early winter)

• COVID 19

• Hepatitis A: (2 dose series, no boosters currently recommended) Indicated when working in areas with endemic illness, poor sanitation

• Hepatitis B: (3 dose series, no boosters currently recommended; Titers to be determined)

Indicated for medical, search and rescue workers or others who may be exposed to blood or human body fluids while working with FEMA

• Pneumococcal: (Once before age 65, every 5 years afterward) Indicated for any adult over age

50 at increased risk for illness or death due to pneumonia, if immuno-suppressed, or chronically ill.

• Tetanus diphtheria acellular pertussis (Tdap): CDC recommends that adults between 19-64 receive a onetime dose of Tdap, if individual does not have any contraindications. This vaccine adds protection against pertussis (whooping cough). Employees should receive Tdap in place of Td once and then would return to regular schedule of receipt of Td vaccine.

• Tetanus-diphtheria: (Booster every 10 years after initial series (assumed done during childhood) Recommended if last tetanus booster was > 10 years ago. Diphtheria is still a risk, is routinely given with tetanus and is also boosted every 10 years.

Other Vaccinations/special instructions

• Other FEMA travel related immunizations are available to FEMA Permanent Full time, Disaster Assistance Employees, on-call responders, and personnel who are detailed to foreign countries or to US areas with endemic disease threats. The request must be approved by the

FEMA COR and CMO and prearranged with the Contractor.

• Immunizations outside the ‘CORE Vaccinations’ shall be determined by mission requirements. All vaccines are listed in Appendix C and are not limited to Typhoid, Yellow

Fever, Measles, Mumps, Rubella (MMR), Polio, and Varicella vaccines

• COVID-19 vaccine shall be available for FEMA employees. FEMA reserves the right to obtain any vaccination directly through supplier and therefore cost will need to reflect this decrement when initiated.

• The Contractor shall provide FEMA with the personnel and equipment to execute COVID-19 vaccinations at any of our site locations within a 72 hour to 5-day time from initial request.

• The Contractor shall provide any equipment required for storage of vaccines at the destination.

The Contractor shall be responsible for any required quality control equipment, to include but not be limited to, low temperature alarms and validation dates and inventory control for all

Vaccines.

• All services performed on site may be subject to potential exposure to COVID -19 (or other infectious disease) and will need to be considered.

6.1.7 Respiratory Clearances (CLIN 0005)

The Contractor shall provide a complete respiratory protection program, in accordance with

OSHA’s requirement under 29 CFR 1910.134, which shall include medical oversight, testing, qualitative fit testing, and clearances for individuals that are required to participate in a FEMA obligated surveillance program and periodic follow-up medical exams. Historically, approximately

200-400 members of the FEMA workforce participate in this program.

Prices to be based on per usage.

6.1.8 Commercial Driver’s License (CDL) Clearances (CLIN 0005)

Approximately 50 to 300 members of the FEMA workforce are required to operate commercial vehicles. The Contractor must establish a medical clearance program that meets the Federal Motor

Carrier Safety Administration (FMCSA) CDL requirements. The Contractor shall provide medical screening for individuals designated to operate commercial vehicles in the scope of their employment.

Prices to be based on per usage.

BEHAVIORAL HEALTH SERVICES

6.2 Contractor Tasks for Behavioral Health Services

The Contractor shall be responsible for managing and administering the day-to-day operations of behavorial services at fixed or disaster sites when requested at the task order level. Services at fixed site and disaster site locations must include the following:

6.2.1 Behavioral Health and Management Oversight (CLIN 0001)

The Contractor may be the Behavioral Health and Management Oversight (BH&MO) authority in support of the Agency’s Behavioral Health program as described at the task order level. The

Contractor may provide (BH&MO), within the context of occupational health and safety, and is the on-site or remote behavioral health supervision of any activity that involves behavioral health consultation or treatment to include advice, review, and treatment as per request at the task order level. As the (BH&MO) Authority, the contractor shall provide medical personnel who hold a current state license or certificate to practice at the highest independent level as a behavioral health counselor, consistent with state laws, health policies, training, and quality control activities ensuring that the behavioral health treatment administered, or advice given follows safe practices. Contractor personnel shall be trained to assist employees with a wide range of behavioral health issues that may be applicable under the usage of an Occupational Behavioral Health Unit.

Oversight management staffing shall include a program director.

Position Minimum Education/Certification

Requirements

Behavioral Health Project Manager, Physician

Oversight

Education: Doctor of Psychology with clinical social work, clinical mental health counseling, or equivalent degree in social and mental health services

Experience in Specialty: Minimum 3-5 years’ experience in relevant industry and 1-3 years of management experience

State Licensure: unrestricted license in a state, territory, or Commonwealth of the U.S.

Contractor Requirements:

• The Contractor shall be responsible to manage and administer the day-to-day operations of behavioral health services at fixed and disaster sites.

• The Contractor shall be available to work up to 24-hour shifts as stated on the Task Order.

• The Contractor shall provide a licensed or a credentialed mental health professional to provide consultation for mental health services.

• The Contractor shall be responsible to abide by all applicable laws and regulations related to patient health information, storage of records, and privacy.

The FEMA COR will Provide the following:

• The FEMA COR will identify (if appropriate) and establish procedures for building access

(i.e., identification badges, security clearances, background clearance, etc.).

• The FEMA COR will identify (if applicable) appropriate office space if the agency offers behavioral health sessions, to service the agency and other Federal responders in the immediate vicinity.

• The FEMA COR will provide the Contractor with the estimated number of employees at a location, who may receive Behavioral health, or Employee Assistance Program or work/life services to properly allocate resources.

6.2.2 Behavioral Health Stress Counselor (CLIN 0002 – Fixed Sites / CLIN 0003 – Disaster

Sites)

The Contractor shall provide Deployable Behavioral Health Services to support employees and their family members which, shall provide care for individuals related to exposure to traumatic events and acute stress related to the event elated to the event, survivors guilt, grief stress counseling, walking about the site to speak with response workers, conducting stress lectures, providing a stress lab, helping managers lead through a crisis, and so forth. The goal of a behavioral health counselor is to assist employees in minimizing the emotional impacts and stressors associated with disaster operations. The behavioral health counselor shall support employees in establishing coping mechanisms in efforts to ensure staff continues to function at a high capacity to effectively continue the mission. The Contractor may be required to deploy Behavioral Health Services (BHS) personnel to any site location within 96 hours (including weekends) after task order award. In certain circumstance Behavioral Health Counselors may be deployed virtually and will be noted at the order level.

The Contractor shall include consultations; psychological first aid; clinical consultation; debriefings;

and crisis management meetings. The Contractor shall provide services in person, onsite assistance, for periods up to 365 days, at disaster locations to support individuals affected by the challenges of disaster operations. Services may include counselors meeting employees in the field where they are conducting disaster operations which shall include working in an austere environment.

Behavioral Health services shall include counselors available to deploy FEMA wide on short notice suspense missions and provide one on one support for FEMA employees that are impacted by the event. The Contractor shall provide Stress Counseling services to all FEMA employees and Federal partners when requested. All Behavioral Health Stress Counselor services will be performed on site and potential exposure to COVID -19 will need to be considered.

When Stress Counseling services are initiated, the Contractor shall conduct an analysis of the site location and shall meet with the site management staff (such as the Safety Officer or Disaster Safety

Officer) to discuss the approach that shall be tailored to the event. Based on the assessment and discussions with the headquarters Point of Contact/COR, a schedule of when counselors are to be onsite shall be developed. It is understood that stress counseling staff availability shall often mirror that of the FEMA employees and therefore may be as lengthy as 7 days per week for 12 hours shifts.

Stress Counseling services shall include several interventions designed to increase the individual responder’s and manager’s ability to cope and thrive in these difficult environments. The services are distinct from the Employee Assistance Program (EAP). However, some of the services provided may be similar in scope to other services offered in this contract. The Contractor shall provide the following services as described below:

• Management Consultations: Professional guidance and coaching to assess interpersonal and organizational issues that may be affecting site employees or groups. Consultations help facilitate management skill building and the development of intervention strategies for dealing with stressors at the site location.

• Walk-About: This is a standard stress counseling practice with the purposes of keeping stress counseling services visible and monitoring the stress level of the site. Counselors avoid interrupting the employee’s work or making matters worse by “pathologizing” the situation. A walk-about has a beginning and an end and are typically done during certain times of the day

(i.e., every lunch hour). Contacts made during a walk-about are substantive as opposed to a simple greeting and may become a “one on one” session.

• One-on-one session: An individual, confidential, meeting between an employee and counselor to discuss stress related issue(s). This intervention is didactic, and psycho-educational in nature and not traditional therapy and/or counseling. These encounters are brief and result oriented. If an employee continues to return to the stress counselor and/or is seeking more in-depth counseling versus stress management, he/she shall be referred to the

Contractor/EAP for more appropriate services.

• Health and Wellness Presentations (for fixed sites and disaster sites employees): These are group presentations for fixed site and disaster site employees and managers on stress management-related topics.

• Process Groups: These groups are like presentations but more informal. Their purpose is to help employees manage and discuss key stressful issues that may be occurring in a workgroup or individually during disaster work.

The Contractor shall provide FEMA with utilization reports, such as numbers and types of services provided, hours on-site, and so forth. These reports are used to provide FEMA with trend analysis and recommendations.

Behavioral Health Professional – Stress

Counselor

Education: Master’s degree in clinical social work, clinical mental health counseling, or equivalent degree in social and mental health services

Experience: Minimum 1 year. A certain degree of creativity and latitude is expected

State Licensure: unrestricted license in a state, territory, or Commonwealth of the U.S.

6.2.3 Employee Assistance Program (EAP)/Work Life and Back-up Dependent Care (CLIN

00005 (EAP/Worklife and Back Up Dependent)

The following services are currently not needed at this time but may be needed in the future. FEMA will provide up to 30 days for contractor to ramp up with services. Notification will be provided at the task order level.

All services under this section will be considered however, should FEMA initiate services, the

Contractor shall start up services within 30 days after task order award. Services to be included under EAP/Work-life and Emergency Backup dependent care shall be all inclusive with one combined price and based on employee/family usage. Services include the following

1. EAP Services - EAP Short Term solution Counseling

2. Behavioral Health Critical Incident Response Counselor

3. Work/Life Consultations

4. Work/Life Specialists

5. Professional Care Program Management

6. Education Kits

7. Other Work-Life Services

8. Outreach and Program Promotion

9. Emergency Back-up Dependent Care

6.2.3.1 EAP Services

The Contractor shall provide EAP Network of services, to include confidential assessment, referral, short term counseling, critical incident response, health, and wellness seminars, written and electronic materials, full access to a robust website, legal and financial services, and management consultations. Employees and family members may receive up to 6 face-to-face sessions with a licensed counselor. The Contractor shall be responsible for determining the location of the face-to-face sessions; if completed in person, location shall be within a 10 miles radius of employees or family member home of residence or under certain circumstance may be done virtually. The

Contractor shall accommodate non-urgent care requests, immediate care requests and after-hours immediate care requests. The Contractor shall provide services through a national call center and provide an established “1-800” number and a web site to connect with the call center staffed by specialists who deliver the highest quality, most seamless customer experience 24/7. The EAP must include a network of available counselors available at all FEMA locations.

6.2.3.2 EAP Short term solution Counseling

The Contractor shall provide a licensed or a credentialed mental health professional who provides counseling for employees. The Contractor shall focus on prevention, early intervention, and practical resolution to life's challenges. Services shall include an assessment; short-term, solution-focused problem solving; referral to community resources; and monitoring and follow-up of an employee's progress during and after receiving assistance. The Contractor shall also provide emergency information and referrals.

The Contractor shall provide a licensed or a credentialed mental health professional to provide consultation for concerns or issues related to an employee's conduct or performance. While abiding by the laws that govern confidentiality, the Contractor shall also consult with supervisors to determine if an employee has followed EAP Consultant recommendations.

Behavioral Health Professional – Short Term

- Stress Counselor/Critical Incident

Counselor

Education: Master’s degree in clinical social work, clinical mental health counseling, or equivalent degree in social and mental health services

Experience: Minimum 1 year. A certain degree of creativity and latitude is expected

6.2.3.3 Behavioral Health Critical Incident Response Counselor

Critical Incident Response Services shall be included as part of the EAP Program. The Contractor shall provide personnel to provide critical incident response services to support employees and their families, who have experienced a disturbing or traumatic event. The goal of a critical incident response intervention is to minimize the potential impact of a traumatic event by helping employees and their family’s return to normal productivity as quickly as possible.