Updated PWS.pdf

DENTAL SUPPLY

PERFORMANCE WORK STATEMENT (PWS)

1. BACKGROUND.

For more than a century and a half, the Armed Forces Retirement home (AFRH) has been providing retired members of the U.S. Armed Forces a place to call home. The mission of our staff is to meet the needs of the Nation’s veterans today and in the future while providing services and care in the most efficient manner possible. The United States Congress established the Armed Forces Retirement Home (AFRH) as a separate Federal Agency in 1991 when it enacted the Defense Authorization Act Public Law 101-510. The Agency’s income flows from enlisted men and women serving in the U.S. Armed Forces and in a trust fund that has operated since the Home‘s beginning. AFRH is a Continuing Care Retirement Community (CCRC) that offers Independent Living, Independent Living Plus, Long Term Care, Assisted Living, and Memory Support (dementia) options for its residents

In 2005, the Katrina Hurricane severely damaged the Gulfport, Mississippi Campus of the Armed Forces Retirement Home resulting in its closing and many of the residents were moved to the Washington Campus. In October 2010, the doors opened to a new and impressive home in Gulfport. The new Continuing Care Retirement Community (CCRC) can accommodate up to 600 residents.

The campus makes up the Armed Forces Retirement Home which has the high honor of providing exceptional care to our Nation’s defenders. The population at the Gulfport, MS. Campus location, at 1800 Beach Drive, Gulfport, MS 39507 is approximately 422 residents.

2. PURPOSE.

The Armed Forces Retirement Home (AFRH) has a requirement for Dental Supplies to support the needs of its residents. Contractor provided services shall include, but not be limited to an innovative service model designed to control, support and manage the Dental Supplies at the AFRH. The contractor shall perform in accordance with the terms and conditions stated in this Performance Work Statement (PWS).

3. General Description.

3.1 Contract Term.

This contract consists of a base period and four (4) option periods, as shown below.

Base Year: January 1, 2025 - December 31, 2025

Option Year 1: January 1, 2026 - December 31, 2026

Option Year 2: January 1, 2027 - December 31, 2027

Option Year 3: January 1, 2028 - December 31, 2028

Option Year 4: January 1, 2029 - December 31, 2029.

3.2 Resident Population

Resident population includes Independent Living, Independent Living Plus, Long Term Care, Assisted Living, and Memory Support (dementia). Total estimated population are highlighted below.

Gulfport Campus

Base Opt Yr Opt Yr Opt Yr Opt Yr

Period 1 2 3 4

2025 2026 2027 2028 2029

Independent Living 575 575 575 575 575

Independent Living Plus 25 25 25 25 25

Long Term Care 24 24 24 24 24

Assisted Living 60 60 60 60 60

Memory Support 24 24 24 24 24

Total* 600 600 600 600 600

4. REQUIRED SERVICES

This PWS encompasses the requirements, workload and performance standards necessary to perform the services required in maintaining AFRH’s Gulfport, MS Dental Supplies. The Contractor shall ensure quality work performance in accordance with applicable standards and guidelines established in this PWS (Technical Exhibit 1) The Contractor is expected to partner with the AFRH-G in continuously improving the quality of programs and services offered to residents.

4.1. Dental Supplies.

The Contractor shall fill and /or refill all medical supply requirements Dental Supply requirements (Attachment A) for the AFRH. The Government reserves the right to purchase additional supplies, not contained within Attachment A, upon the approval of the Contracting Officer (CO). Any additional proposed Dental Supplies, not contained within Attachment A, shall be determined fair reasonable by the CO, and incorporated in the Dental Supply lists prior to ordering. The Dental Supply Inventory list shall be updated with new items not originally contained therein, via a modification. Adding proposed new items to this contract shall occur when needed if deemed necessary or emergent, or at time of option renewals. This shall be the responsibility of the Contracting Officer Representative (COR) and/or Alternate Contracting Officer Representative (ACOR).

4.1.1 Dental Supply Returns and Credits.

The Contractor shall provide credits for Dental Supplies unused and returned. Credits for returned items are encouraged to not be limited to box or case quantities only. Credits for returned Items with Short Expiration Dates. Items received with less than one year remaining until their expiration date may be returned. Contractor shall offer returns and credits to items that have been eliminated, discontinued, phased out, overstocked or determined as no longer relevant to the operations of AFRH by COR.

4.2 Dental Supply Ordering System.

The Contractor shall provide a web based/internet system that will allow for the ordering of Dental Supplies as needed. In addition, the contractor shall provide a back-up ordering system, via telephone or other means, in the event that the web based system becomes non-functioning or is down for maintenance of the system or any other reasons. In addition, the Contractor shall track all dental items ordered throughout the life of this contract. This information may be requested by the COR at anytime during the life of the contract and shall be provided upon request within 48 hours.

4.2.1 Inventory Control Management Tool/Function.

The system should be capable of adding an inventory control management control tool/function, if desired for the purpose of providing automated inventory control management. System architecture shall be capable of supporting future hardware platforms such as tablets, personal computers, Windows personal data assistance (PDA’s), Palm PDA’s or other Internet-ready devices. System shall accommodate AFRH’s current Windows operating system with upward compatibility to the most current Windows Operating System version and provide an internet web based solution accessed via a standard Windows web browser.

4.2.2 Help Desk.

The Contractor shall provide additional support for any/all Dental Supply inquires, to include shortage of supplies ordered, delays in delivery and any other issues that may arise as related to the requirements of the PWS. Support can provide remotely from the Contractor’s facilities. The Contractor shall provide an 800 number for problem calls.

4.3 Inventory.

4.4 Dental Supply Management.

The Contractor shall act as business advisor throughout the term of the contract. They shall facilitate proactive strategies and tools with the AFRH staff to provide innovative and creative solutions in reducing the overall cost of Dental Supplies. The Contractor shall support AFRH in managing the Dental Supplies inventory, conduct a review of Dental Supplies on a quarterly basis and report their findings to the COR.

Using these results, the Contractor shall recommend ways to become more efficient in the purchasing and utilization of products, minimizing the AFRH’s overall cost.

4.5 Status Reports.

The Contractor shall provide a Plan of Action and milestones (POA&M) on a quarterly basis following contract award. The POA&M shall identify any problem areas that would prevent successful completion of the contract requirements, corrective action status report of outstanding deficiencies with recommendations to problem resolution. Status reports will be submitted the fifth business day after the end of each quarter following contract award.

5. STANDARDS

This is not a personal services contract. However, the Contractor, although in fact not a Government employee shall comply with Executive Order 12731, October 17, 1990,”Prescribing Standards of Ethical Conduct for Government Officers and Employees,” and shall also comply with regulations implementing this Executive Order. Additionally, the Contractor shall comply with all safety practices vehicle registration, speed limits and any other AFRH regulation and policy applicable to conduct and resident care.

6. REGULATIONS.

The Contractor shall meet all state and federal regulations and AFRH polices. Contractor personnel visiting on site shall observe and comply with all rules and regulations prescribed by the installation authorities concerning fire, safety, sanitation, security, possession of firearms, or lethal weapons. The CO or COR will provide copies of applicable local regulations or documents to the Contractor upon request.

6.1 National Agency Check.

All Contractor employees are required to undergo background security investigations to ensure suitability for employment with a Federal entity. At a minimum, criminal background checks shall be conducted for Maryland, District of Columbia, Virginia, Mississippi, Alabama, Louisiana and any other state where the prospective employee has resided for the last seven years. The Contractor shall provide the COR and CO a security investigation summary for each Contractor employee working on AFRH. The Government is authorized to restrict access, if a Contractor employee is identified as a potential threat to the health, safety, security, general welfare, or operational mission of AFRH and its residents.

6.2 Background Checks.

Background Check Successful adjudication of a Public Trust Position Background Check as applicable to Contractors Public Trust position have the potential for adverse impact on either the integrity and/or efficiency of the organization’s mission. These positions have a moderate risk or high-risk sensitivity level designation High Risk positions have the potential for exceptionally serious impact on the integrity and/or efficiency of the organization’s mission; and Moderate Risk positions have the potential of moderate to serious impact on the organization’s mission. These positions do not require a security clearance, but they do require a background Investigation to determine an employee’s suitability to occupy the position.

Public Trust positions require the completion of the Standard Form (SF) 85P, Questionnaire for Public Trust Positions.

Contract personnel shall be free of any felony convictions and any misdemeanor convictions that are directly related to the performance of security related duties. Examples include, but are not limited to assault/Battery, domestic violence, fraud, swindles, drug violations or other criminal offenses that poses a risk to the safety and security of the AFRH.

6.3 Replacement of Contractor Employee for Security Reasons.

The Government reserves the right to deny access to individuals of the Contractor’s employees, regardless of prior clearance of background investigation (BI), adjudication status, whose status, whose actions clearly conflict with the interests of the Government. Upon the determination by the CO that contractor employee should be denied access, the Contractor must remove the Contractor’s employee immediately after notification, and shall provide replacement within five working days. New hires or substitutions of employees are subject to the same BI requirements.

6.4 Employee Badges/Parking.

Contractor employees shall visibly display Government furnished identification badges on their person in accordance with the AFRH procedures. All Contractor employees shall comply with parking procedures published for the AFRH. Contractor employees shall return identification badges, keys, and parking and vehicle IDs to the AFRH security immediately upon termination of employment or completion of the contract.

6.5 Motor Vehicle/Traffic Regulations.

Contractor employees operating motor vehicles at AFRH shall possess a valid driver’s license. Driver and vehicle permits, licenses, registrations and proof of insurance shall be maintained in the vehicle at all times, and made available upon request. Contractor employees shall comply with District of Columbia laws requiring seat belts be worn at all times. Contractor employees shall adhere to the posted speed limits. Speed limits on AFRH grounds are 15 mph unless otherwise posted. Only 5 mph is permitted when AFRH residents are present. Contractor employees driving a motor vehicle on AFRH cannot use a cell phone, unless the vehicle is safely parked or the driver is using a hands-free device.

6.6 Non-Payment for Additional Work.

Any additional services or a change to work specified which may be performed by the Contractor, either at its own location or at the request of an individual other than the duly appointed CO, except as may be explicitly authorized in the contract, will be done at the financial risk of the Contractor. Only a duly appointed CO is authorized to bind the Government to a change in the specifications, contract terms, or conditions.

6.7 Normal Duty Hours.

Business hours for AFGR Gulfport, MS are 7:00 am to 3 pm Monday through Friday Central Standard Time.

7. TRANSITION.

7.1 Phase-In.

The Contractor shall present a complete Phase-In Plan as part of their technical proposal. If the Phase-In Plan needs to be revised during negotiations, the Contractor shall prepare a revised Phase-In Plan, which will be incorporated into the contract and shall be adhered to once transition period begins. During the transition period, the Contractor shall prepare to assume full responsibility for all areas of operation in accordance with the terms and conditions of the PWS. The Contractor shall take all actions necessary for a smooth phase-in of the contracted operation. The Government will make all facilities accessible to the Contractor during the transition period to allow for site familiarization and planning (security passes required) during the transition period, the Contractor shall at a minimum:

• Conduct phase-in inventory of Dental Supplies.

• Gain a thorough understanding of AFRH facility Directives, Policies, and Standard Operating Procedures (SOP’s).

• Train AFRH personnel in the ordering process of supplies.

• Other items that are identified while in Transition Planning

7.2 Phase-Out.

The Contractor shall establish and implement plans for orderly phase-out of the contracted operations at the completion of this contract. The Contractor phase-out procedures shall not disrupt or adversely impact the day-to-day conduct of Government business. The Contractor shall develop a phase-out plan to conduct smooth and orderly transfer of contract responsibility to a successor. The plan shall fully describe how the Contractor shall at a minimum, approach the following issues: retention of key personal turn-over of work-in-progress and Government property; removal of Contractor property; data and information transfer any other actions required to ensure continuity of operations. The plan shall be submitted to the CO for approval 90 calendar days prior to Contract termination/turnover date.

8. QUALITY CONTROL.

The Contractor shall establish and maintain a Quality Control Program (QCP) to ensure the work performed conforms to contract requirements. The Performance Requirements Summary establishes performance thresholds that are the minimum requirements for acceptable performance of tasks required of this PWS. The Contractor’s QCP shall also address methods for remedying poor performance.

9. QUALITY ASSURANCE.

The COR will monitor the Contractor’s performance under this contract using the quality assurance procedures specified in the Government’s Quality Assurance Surveillance Plan (QASP). The QASP will be modified after contract award and review/acceptance of the Contractor’s QCP to ensure both plans are mutually supportive.

10 PERFORMANCE REQUIREMENTS SUMMARY (PRS).

The Contractor service requirements are summarized into performance objectives that relate directly to the missions initial items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

PWS

Reference

Task Performance Standard

Monitoring Method

Incentive/Disincentive

4.1 Dental Supplies 98% Accuracy of

items ordered versus items received.

Review of each order receipt validating accuracy of delivery.

Past Performance Evaluation.

4.1.1 Dental Supply

Returns & Credits

98% Accuracy based on contractor provided list of returns /credits

Review of return and credit Items

Past Performance Evaluation

TECHNICAL EXIBIT 1 – CONTRACTOR SHALL BE COMPLIANT IN THE FOLLOWING AREAS

• Commission on Accreditation of Rehabilitation Facilities (CAFR) – Full Compliance with CARF requirements is required.

• Joint Commission Accreditation for Continuous Care Rehabilitation Centers – Full Compliance requirements is required.

• Occupational Safety and Health Act (OSHA) – Full compliance with Federal law, DOD and Army Safety regulations is required.

• Environmental Protection Agency (EPA) – Full compliance with environmental and hazardous waste management laws rules and regulations, when propagated by the Federal Government, Federal agencies and local Government.

• Health Insurance Portability and Accountability Act of 1996 (HIPAA) – Full compliance with HIPAA regulations.

• FIPS 199 – Standards for Security Categorization of Federal Information and Information Systems.

• FIPS 200 – Minimum Security Requirements for Federal Information and Information Systems.

• FIP 201-1 –Personal Identity Verification (PIV) of Federal Employees and Contractors

• Section 508, including all applicable specifications, standards, criteria and requirements in the Act and 36 C.F.R. Part 1194

• National Institute of Standards and Technology (NIST) Special Publication 807-37, Guide for the

Security Certification and Accreditation of Federal Information System.

11. CONTRACTING OFFICER AUTHORITY.

In no event shall any understanding or agreement between the Contractor and any Government employee other than the Contracting Officer on any contract modifications, change orders, letter or verbal direction to the Contractor be effective or binding upon the Government. All such actions must be formalized by the proper contractual document executed by the appointed Contracting Officer. The

Contractor is hereby put on notice in the event a Government employee other than the Contracting Officer directs a change in the work to be performed or increases the scope of work to be performed, it is the Contractor’s responsibility to make inquiry of the Contracting Officer before making the deviation.

Payments will not be made without being authorized by the appointed Contracting Officer with legal authority to bind the Government.

LIST OF ATTACHMENTS

Attachment A – Dental Supply List