GPARDDU SOW Staffing.pdf

Great Plains Area Regional Drug Dependency Unit(GPARDDU)

1 Background

This Statement of Work (SOW) describes the requirements for non-personal professional care services to support the mission of Indian Health Service.

2. General Requirements

The intent of this contract is to provide Temporary Health Care staff to cover short term staffing requirements at the GPARDDU. The care provided by the health care staff shall be as comprehensive as the GPA supplied facilities; equipment and support services permit. The contractor shall provide qualified health care and dietary staff to provide services for patients as required by this performance work statement (PWS) and in accordance with the terms and conditions in this agreement. Contractor health care staff shall provide services to eligible beneficiaries of the Indian Health Service who present themselves for treatment. Contracted services encompass the provision of substance abuse treatment services that are non-emergent.

The primary function of the health care staff shall be to provide patient care services in the specialty of his or her training. Health care staff will provide direct care for example 1) general oversight, 2) observations of physical and mental health conditions, 3) physical and mental health assessments, 4) medication administration, 5) preparing meals as needed, 6) assisting with facilitated programing if needed.

2.1 Non-Personal Services

The Government shall neither supervise contractor employees nor control the method by which the contractor performs the required tasks. Under no circumstances shall the Government assign tasks to, or prepare work schedules for, individual contractor employees.

It shall be the responsibility of the contractor to manage its employees and to guard against any actions that are of the nature of personal services, or give the perception of personal services. If the contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the contractor's responsibility to notify the Contracting Officer (CO) immediately.

2.2 Business Relations

The contractor shall successfully integrate and coordinate all activity needed to execute the requirement. The contractor is required to provide quality assurance services and effective management of subcontractors. The contractor shall seek to ensure customer satisfaction and professional and ethical behavior of all contractor personnel.

2.3 Contract Administration and Management

The following subsections specify requirements for contract, management, and personnel administration.

2.4. Contract Management

The contractor shall establish clear organizational lines of authority and responsibility to ensure effective management of the resources assigned to the requirement. The contractor must maintain and ensure continuity of the Behavioral Health and Substance Use Treatment operations between the contractor's corporate offices and the Indian Health Service.

2.5 Contract Administration

The contractor shall establish processes and assign appropriate resources to effectively administer the requirement. The contractor shall respond to Government requests for contractual actions in a timely fashion. The contractor shall have a single point of contact between the Government and Contractor personnel assigned to support contracts or task orders. The contractor shall assign work effort and maintain proper and accurate time keeping records of personnel assigned to work on the requirement.

The Contractor will meet with the Contracting Officer Representative (COR) and IHS officials within seven days of the contract award to become acquainted with the IHS staff, review the Performance Work Statement (PWS), discuss timelines and deliverables, and to begin initial planning. The Contractor and COR will hold kick-off meetings at the beginning of each option year of the contract to revisit and adjust (if necessary) to the comprehensive action plan, quality assurance plan, communications plan, evaluation plan, and project plan, to discuss ongoing tasks in the PWS, and deliverables for each option year.

2.6 Personnel Administration

The contractor shall maintain the currency of their employees by providing initial and refresher training as required to meet the PWS requirements. The contractor shall make necessary travel arrangements for employees and maintain adequate infrastructure to support contract tasks.

2.7 Subcontract Management

The contractor shall be responsible for any subcontract management necessary to integrate work performed on this requirement and shall be responsible and accountable for subcontractor performance on this requirement. The prime contractor will manage work distribution to ensure there are no Organizational Conflict of Interest (OCI) considerations.

Contractors may add subcontractors to their team after notification to the CO and COR.

2.8 Contractor Personnel, Disciplines, and Specialties

The contractor shall accomplish the assigned work by employing and utilizing qualified personnel with appropriate combinations of education, training, licensure/certification, and experience. The contractor shall ensure the labor categories and labor rates utilized for the performance under the awarded contract will be maintained throughout the performance period.

The Great Plains Area Regional Drug Dependency Unit has the right to limit or terminate services when permanent staff are hired or the MSA staff are fully staffed with permanent Federal employees.

2.9 Location and Hours of Work

Accomplishment of the results contained in this PWS requires work at various Government (IHS) facilities.

Normal workdays are Sunday through Saturday. Assignments will require shifts of no less than eight (8) hours and no more than twelve (12) hours.

These shifts may rotate any time during the twenty-four (24) hour period for a total of 80-84 hours in a two-week period.

Holidays and weekends will be included as part of the 80–84-hour work period.

Schedule will be determined by the SSA Supervisor or designee.

The Great Plains Area Regional Drug Dependency Unit operates 24 hours/day, 365 days/year typically and staff are expected to be available according to the departmental shift schedule.

The Contractor will be responsible for coordinating the logistics of all training to include but not limited to securing a site (with priority given to Federal facilities) for the trainings, payment of non-federal sites, and on-site and web-based registration services.

3. Travel / Temporary Duty (TDY) All travel requirements (including plans, agenda, itinerary, or dates) shall be pre-approved by the government (subject to IHS and local policy procedures), and is on a strictly cost reimbursable basis. Costs for travel shall be billed in accordance with the regulatory implementation of Public Law 99-234 and FAR 31.205-46 Travel Costs (subject to IHS and local policy & procedures; may reference FAR).

The Contractor will be responsible for coordinating the logistics of all training to include travel, per diem, lodging of non-federal subject matter expert instructors. Travel for training participants will not be covered under this contract.

4. Performance Requirements

Contractor shall provide non-professional staff to provide direct patient care and services and assist therapeutic staff as needed with facilitated programing.

The non-professional staff members may include:

• Nurse’s Aide

• Medical Support Assistant

To maintain continuity, Contractor will provide, when possible, access to the same nonprofessionals for patients with behavioral, mental health and medical needs.

The Contractor will document on all observations and assessments conducted on an hourly basis during their shift.

Duties will include:

The Contractor acts as receptionist for the office, receiving visitors and referring them through proper channels to obtain information that may be outside of the GPARDDU.

The Contractor provides new patients intake materials, enters au new patient information into electronic medical systems including updating information for subsequent appointments.

The Contractor answers phone calls for the GPARDDU program and for clinicians if they are with patients and/or away from the office.

The Contractor maintains copies of all necessary forms, handouts aid questionnaires used by GPARDDU administration, regulation interagency forms, and resource files and information suitable or client use.

The Contractor independently deals with patients in situations requiring warmth, skill in human relations and communications which will enable the provider to establish mutual trust to assure the most successful course of treatment.

The Contractor assists patients and their families to utilize available community, state, and federal resources toward the improvement of their bio-psychosocial and spiritual wellbeing which requires clear understanding of policies and resources of Indian Health Service and other resources.

The Contractor will provide written monthly reports and occasional oral reports with regards to activities and accomplishments. In addition, appropriate case documentation will be done after each client contact.

The Contractor responds to unusual or emergency situations according to established protocol. Coordinates, observes, documents, and reports patient activities, particularly unusual or significant patient behaviors. Provides written and/or oral reports to staff during shift changes. Participates in patient case management sessions. Ensures that patient activities and documentation of activities are in full compliance with Rules and Regulations governing Client Confidentiality (42 CFR).

The Contractor this position is responsibility for providing shift coverage as shift rotation is required. Maintains accountability of all patients by monitoring and controlling their movements throughout the Drug Dependency Unit and the hospital.

Coordinates recreational therapy for DOU patients. Transports clients to AA meetings and to other events outside the hospital. Ensures client information is kept in strict confidentiality.

Receives visitors and incoming call for supervisor and staff, ascertains nature of business and determines appropriate course of action. Refers complicated, substantive matters to the supervisor or appropriate staff member, when necessary, of the above duties.

The Contractor is responsible for managing supplies and equipment and for promoting teamwork with other staff members under the direction of the director.

The Contractor maintains patient record confidentiality, safeguarding medical information as required.

The Contractor prepares requisitions for supplies needed.

The Contractor attends in-service and staff meetings as scheduled.

The Contractor performs other related duties as assigned.

All patients shall be assured of their privacy and personal dignity. The Contractor shall also ensure that contract providers maintain open and professional communication with IHS staff, including a willingness to receive telephone and electronic communications from administration, therapist, nursing, and supervisory cook in order to optimize coordination of patient care.

Contractor must have the ability to pass Medication Aide training and test to be approved to administer approved medication under a nurse’s supervision.

Use of Utilizing Government Owned/Leased Vehicle(s) (GOVs/GSAs) by the Contractor (Vendor) and their Contract Staff:

The Contractor (Vendor) will be able to utilize the Government Owned/Leased Vehicle(s) (GOVs/GSAs) for their Contract Staff to perform official government business that is directly associated with the services provided within the contract. The use may be an emergent need or routine transportation that is required to perform the duties of the position.

The Contract Staff will complete any required trainings as well as provide proof and a copy of a valid state driver’s license. The GOVs/GSAs will not be provided as a means of transportation for the Contract Staff’s personal use or conveyance to and from the service unit to their lodging or for any other reason other than official government business.

If the Contractor (Vendor) decides for their staff to utilize GOVs/GSAs, if available.

The Contract Staff will be required to pick up and drop off the GOV’s/GSAs at their designated home base of Great Plains Area Regional Drug Dependency Unit. The Contractor and their Staff will be required to follow the rules and regulations while in the possession and driving a GOV’s/GSA’s, just as all Federal Employees are required to follow.

It will be required by the Contractor (Vendor) to provide a copy of their company’s current car insurance policy and/or card. The Contractor (Vendor) will be responsible to pay for any traffic violation(s) and fees, including fines and/or damages sustained by their Staff using a GOV’s/GSA while in their possession. It will be the responsibility and requirement of both parties, the Contractor (Vendor) and their Staff to report to the COR and the Motor Vehicle Operator (MVO) Supervisor of any violations, damages and/or accidents immediately.

It will be the responsibility of the Contractor (Vendor) to inform the COR if their Staff has a revoked, invalid and/or expired license.

Note: Any violation(s) or accident(s) sustained in the possession of the Contractor’s Staff will be revoked from future use with Indian Health Services (IHS).

5. EHR/Health Records:

The Contractor will be required to utilize the facility Electronic Health Record (EHR) for all patient encounter documentation. The contractor shall complete all documentation required by the Health Information management department (HIM). This includes completing all coding and purpose of visit diagnoses.

All medical records must meet acceptable standards as determined by the hospital’s Performance Improvement (PI) department and the Health Information Management (HIM) Department. All Contract staff are expected to complete all EHR patient encounter notes, Purposes of Visits (POV) and medical levels on every patient and in a timely manner.

Medical record deficiencies can seriously impact the ability of the GPARDDU to bill alternate resources. Therefore, any significant medical deficiencies may prevent processing of final purchase orders. If this situation occurs the Area Office contracting office and contracting company shall be promptly notified in order to quickly rectify.

6. Knowledge Required:

The Nursing assistant and medical support assistant:

Ability to collect, organize, record, and communicate, in a meaningful way, data relevant to behavioral health and medical assessments.

Ability to identify medical conditions that warrant medical treatment and when notify the nurse and complete a transfer of a patient to higher level of care hospital facility for indicated medical care.

Ability to assess the physical-psychosocial health status of patients and family based upon the knowledge of growth and development patterns and health conditions that require medical management.

Knowledge of pharmaceuticals in order to recognize the desired effects, side effects and complications of their use.

Knowledge of human behavior during stressful situations in order to exercise emotional control, tact, patience, and reliability in providing urgent patient care.

Ability to provide individual and family counseling, guidance, and health instruction to help patients to understand how to prevent disease and maintain good physical and mental health.

7. Qualifications:

Must be able to pass a background per IHS regulation and requirements.

7.1 General

Contractor will provide health care staff with the following

7.1.a. Nurse’s Aide: Must have training and At least 24 months of direct patient care experience within the last 48 months. Certification in BLS/CPR/AED. Must have or obtain cultural sensitivity training (Native American a plus). Must have proof of vaccinations and all health requirements set forth by Indian Health Services including but not limited to a PPD, flu, Covid, MMR and Hep B. Must be able to physically complete all trainings and requirements set forth by Indian Health Service and Great Plains Area Drug Dependency Unit.

7.1.b. Medical Support Assistant: Must have training and At least 24 months of direct patient care experience within the last 48 months. Certification in BLS/CPR/AED.

Certification in BLS/CPR/AED. Must have or obtain cultural sensitivity training (Native American a plus). Must have proof of vaccinations and all health requirements set forth by Indian Health Services including but not limited to a PPD, flu, Covid, MMR and Hep B.

Must be able to physically complete all trainings and requirements set forth by Indian Health Service and Great Plains Area Drug Dependency Unit.

7.2. Upon contract award, the contractor shall ensure an adequate level of staffing is organized to meet the requirements and all contractor staff’s (e.g., security clearance, computer security training, and any degrees and/or certifications, etc.)

are current.

Performance Standards

1) Timely

a. Staff schedule shall be provided in accordance with the deliverables schedule in accordance with subsection 4.1 – Deliverables Schedule.

2) Security Standard

a. All contractor staff shall meet the required minimum standards under Title 42 CFR

Part 136 Subpart K. and Title 5 CFR 731.

Deliverables C001 Staffing schedule Report C002 Fingerprints, NBIS questionnaire and all required accompanying documents

7.3. Upon contract award, the contractor shall ensure all contractor staff meet requirements for being Credentialed in accordance with HHS Regulation and IHS policy. Credentialing shall include, but is not limited to: verification of U.S. licensure, periodic quality assurance review.

Performance Standards

1) Credentialing

a. Health care staff shall be fully credentialed in the specialty they practice in.

2) Quality Assurance Reviews

a. No delinquent Quality Assurance Reviews

3) Credential Standard

a. All credentials shall be issued by accredited institutions in the United States and subject to Prime Source Verification. The contractor will make available their credentialing policy and procedures for review by IHS after which time IHS may decide to offer or decline privileging by proxy.

D001 Credentialing Report D002 Quality Assurance Reviews

7.4. The Contractor shall provide adequate level of training to the IHS staff to successfully support the Great Plains Area Regional Drug Dependency Unit services.

Performance Standards

1) Timely

a. Contractor will schedule regular, ongoing training regarding the staff members specialty.

2) Materials

a. Contractor will develop and/or provide enduring training materials in the form of recorded video or online learning modules in appropriate formats consistent with current technology and accessibility standards.

b. Contractor will guide and assist with the development of IHS-approved standardized protocols

3) Evaluation

a. Training plans and materials will be provided at the request of IHS and are subject to review and approval by IHS no less than annually.

E001 Training Agenda & Schedule E002 Training Materials

F001 Published Schedule and Contact Information F002 Monthly and Annual Report of Complaints F003 Chart or Quality Assurance Review Reports

7.5. The Contractor shall ensure an adequate level of staffing to meet the requirements and that all contractor staff’s credentials (e.g., security clearance, computer security training, and degrees and/or certifications, etc.) are current and approved within either IHS or nationally recognized accreditation standards

Performance Standards

1) Credential continuity maintenance

a. Contractor staff shall meet all federal, HHS and IHS rules, regulations, and policies regarding security, protected information, etc.

b. There shall be no lapse involving contract staff security credentials or training.

2) Service availability

a. Services shall be adequately staffed with required security clearance status at all time.

b. Immediate action shall be taken to remove unsuitable/ineligible staff from services and replacement of the staff shall be made within 24 hours with appropriately cleared staff.

3) New Credentials

a. All required documentation required for security clearance process shall be submitted at least 30 days prior to the subject staff’s performance start date.

Deliverables G001 Report on contractor staff’s security and training status G002 Reports of service lapses.

7.6. The Contractor shall ensure all contractor staff communicate and coordinate effectively and efficiently with the originating site staff.

Performance Standards

1) Communication

a. No more than two substantiated complaints related to communication within a year.

2) Adverse Events

a. No more than one substantiated adverse patient event within a year due to communication errors.

I001 Annual Report of Staff Complaints I002 Site-Specific Reports of Adverse Events

7.7. The Contractor shall ensure all contractor staff are culturally sensitive and appropriate.

Performance Standards

1) Training Provides evidence of training in cultural sensitivity/competence

a. All contractor staff shall take one hour of CME/CE training on cultural sensitivity/competence each year.

2) Customer Service

a. No more than two substantiated complaints from patient or staff related to culture sensitivity/competence within a year

J001 Annual Training Report J002 Annual Report of Patient & Staff Complaints

8. Special Requirements This section describes the special requirements for this effort. The following sub-sections provide details of various considerations on this effort.

9. Security and Safety Contractor staff will be required to follow the procedures for obtaining a full Federal background investigation and preliminary clearance. No 3rd party investigation is allowed.

In order to obtain a Personal Identity Verification (PIV) card, contractor staff shall complete and pass a Federal background investigation conducted by the Office of Personnel Management. IHS will process the investigations through the Office of Personnel Management on all contractor staff.

Processing of PIV cards shall be completed by the Great Plains Area HSPD-12/Suitability Office in conjunction with the physical locations throughout IHS and HHS that have PIV card stations. The contractors will be required to be physically present at one of the HSDP- 12 enrollment and issuance workstations to obtain a PIV card. Biometric identification is required.

Each contractor shall complete each of the requirements below and receive pre-employment clearance from IHS prior to performing services under this contract:

1) Fingerprints must be captured electronically at a HHS enrollment workstation or via hard-copy card then sent to the Great Plains Area (GPA) for digital processing;

2) The OF-306, Declaration for Federal Employment, shall be completed;

3) The Addendum to the OF-306, shall be completed;

4) NBIS Information request must be turned into the HSPD-12/Suitability Office;

5) The NBIS questionnaire must be fully and accurately submitted; and

6) The contractor must be enrolled for a PIV card at an HHS HSPD-12 enrollment workstation. Upon receipt of the card, the contractor must activate it at a HHS HSPD- 12 card issuance workstation.

The Contractor shall ensure that the employees it proposes for work under this contract have a reasonable chance for approval. If at any point during the investigation process a contractor staff is deemed ineligible or found to have other than favorable suitability, the individual must be removed from providing services under this contract.

The Government may investigate personnel at no cost to the Contractor. However, multiple investigations for the same position due to contractor personnel’s employment change, termination, or consequent re-investigations within one (1) year period, will lead to the reduction in the contract price of no more than the cost of the additional investigation.

10. Reporting The contractor shall follow the reporting plan submitted as part of the proposal and keep the Government fully informed of status throughout the contract period. Throughout the contract periods, it is essential that attention be given to minimize interruptions or delays to work in progress that would impact the mission. All reports generated under the scope of the contract shall be Section 508 compliant.

11. The Contractor shall provide bi-annual status reports to the COR to include:

Staffing patterns:

Any official complaints Any adverse outcomes

12. Annual Performance Report

The Contractor shall provide to the COR, annual performance reports that include but are not limited to project plan status and accomplishments, fiscal accountability, evaluation data, sub-Contractor performance reports (if applicable) and a Contractor self-evaluation report. The Contractor shall provide a written outline of the annual report to the COR for approval according to the deliverable schedule. The annual reports shall be delivered by e-mail and postal service according to the deliverable schedule before the end of the contract period. The annual report shall be discussed at the kick-off meeting.

K001 Bi-Annual Status Report K002 Annual Performance Report

13. Storage and Disposition of Materials Disposition of any national training and marketing materials will be determined in the kick-off meeting. Storage should be available as soon as national materials are generated. A disposition schedule will be discussed with the COR during the kick-off meeting.

14. Correspondence and Conference Calls

The Contractor shall provide weekly updates and correspondence as determined necessary by the COR or GPA CMO. The weekly conference call schedule may be adjusted as determined by the COR.

15. Deliverables The contractor shall provide deliverables as described in subsequent task orders. Deliverables shall be specified by the Government.