Attach 1 - PWS (25RA002).pdf

PERFORMANCE WORK STATEMENT

(PWS)

FOR

Non-Clinical Case Management Service

Wyoming Army National Guard

WYARNG G-1 – Medical

Solicitation #: W912L325RA002

Performance Work Statement (PWS) Solicitation Number Non-Clinical Case Management Services

Signature Page

MAJ George R. Weiser Contracting Officer Representative george.r.weiser.mil@army.mil

Benjamin Taylor Contract Specialist benjamin.c.taylor10.mil@army.mil

REVISION CONTROL:

Revision Number Date Remarks

TABLE OF CONTENTS:

Section Title Page Number

1 General 5

2 Definitions and Acronyms 15

Government Furnished Property, Material, Equipment and

Services (GFP/M/E/S)

Contractor Furnished Property, Material, and Equipment

(CFP/M/E)

5 Requirements 20

6 Publications and Forms 26

Exhibit TECHNICAL EXHIBIT 1: Performance Requirements

Summary (PRS)

Exhibit TECHNICAL EXHIBIT 2: Deliverables Schedule 30

Exhibit TECHNICAL EXHIBIT 3: Estimated Workload Data 31

PERFORMANCE WORK STATEMENT (PWS)

FOR

1. General

1.1 Scope: The contractor shall provide all personnel, equipment, tools, materials, supervision, and quality control necessary, except as specified in Paragraph 3.0 as Government Furnished, to perform Non-Clinical Case Management Services as defined in this PWS.

1.1.1 Objectives: The primary objective of the Non-Clinical Case Management Services is to ensure that the Medical Readiness Classification (MRC) of the Wyoming Army National Guard (WYARNG) meets or exceeds national medical readiness goals through prudent and efficient medical administrative management of the force. WYARNG MRC3 goal is less than 8%, MRC4 goal is less than 2% of WYARNG medically adjusted strength according to the database of record, Medical Protection System (MEDPROS).

1.2 Background: Non-Clinical Case Management Services are required to effectively prepare, track, record, and assess the medical readiness of WYARNG service members according to the service member’s specific medical readiness requirements to achieve the highest levels of medical readiness and deployability for assigned federal and state missions. These services are overwhelmingly administrative in nature and do not require a nursing degree to perform.

1.3 Period of Performance (PoP): The Period of Performance shall be a one-year base from 1 April 2025 – 31 March 2026. There will be one option year which will repeat on the same date and a 6 month option to extend services.

1.4 General Information:

1.4.1 Place and Performance of Services: The contractor shall provide services according to the same compressed work schedule the WYARNG utilizes (9 hours per day with an 8-hour day prior to every other Friday off). This plan utilized an 80-hour bi-weekly pay plan instead of a 40-hour weekly plan. WYARNG terms this as Phoenix Friday. Occasionally, the Phoenix Friday schedule may be adjusted by leadership and must be accommodated by the contractor. The organization does not work on recognized US holidays or when the Government facility/installation is closed due to local or national emergencies, administrative closings, or similar Government-directed facility/installation closings. Performance shall be primarily conducted at the Raper Armory, 5410 Bishop Blvd, Cheyenne, WY 82009. The contractor shall always maintain an adequate work force for the uninterrupted performance of all tasks defined within this

PWS when the Government facility/installation is not closed for the above reasons.

When hiring personnel, the contractor shall keep in mind that the stability and continuity of the work force are essential.

1.4.1.2 Physical Training Hours: The WYMD currently allows all federal employees to conduct physical training each workday for one hour to improve the physical and mental health of the organization. If the contractor sees fit to allow contract employees to mirror the WYMD physical fitness policies that allow for one hour of physical training during working hours the Government would find this permissible as it is a customary practice for WYMD personnel working at the same location. This allowance may be adjusted at any time by the contractor if performance metrics are not meeting the standards identified in this contract.

1.4.1.3 Weekend Performance of Services: The contractor will be required to work one weekend per month (Saturday and Sunday). Service hours for this requirement may be from as early as 0600 and as late as 2200 each day. The government will provide weekend PHA schedule at least 30 days in advance of the weekend duty. Primary location for this duty is the Raper Armory, 5410 Bishop Blvd, Cheyenne, WY 82009.

1.4.1.4 Telework: The Government will permit the contractor to telework in support of this requirement as determined prudent by the COR or other military leadership. This cannot be the primary method of work due to the multitude of Soldier Treatment Records (STR) and Physical Health Assessment (PHA) preparation and management requirements necessary to meet the objective of this contract. In furtherance of Continuity of Operations Planning (COOP), a telework program may be enacted to ensure the Government's mission-critical operations stay operational during times of national emergency or incidents of national significance. Telework shall be at no additional cost to the Government.

1.4.2 Recognized Holidays: The following are recognized United States (US) holidays.

The contractor shall not perform services on these days:

1.4.2.1 New Year’s Day

1.4.2.2 Martin Luther King, Jr.’s Birthday

1.4.2.3 President’s Day

1.4.2.4 Memorial Day

1.4.2.5 Juneteenth National Independence Day

1.4.2.6 Independence Day

1.4.2.7 Labor Day

1.4.2.8 Columbus Day

1.4.2.9 Veteran’s Day

1.4.2.10 Thanksgiving Day

1.4.2.11 Christmas Day

1.4.3 Quality Control (QC): The contractor shall develop and maintain an effective QC Plan (QCP) to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s QCP is how it assures itself that its work complies with the requirements of the contract. At a minimum, the contractor shall develop QC procedures that address the areas identified in Technical Exhibit 1, Performance Requirements Summary (PRS). A final QCP shall be submitted to the Contracting Officer Representative (COR) NLT 10 days after contract award. After acceptance of the QCP, the contractor shall obtain the Contracting Officer’s (KO’s) acceptance in writing of any proposed changes to its QCP.

1.4.4 Quality Assurance (QA): The Government will evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government will do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and acceptable quality level(s) or defect rate(s).

1.4.5 Installation Access and Security Requirements. The contractor shall comply with all applicable installation/facility access and local security policies and procedures, which may be obtained from the COR. The contractor and all associated subcontractor employees shall provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services, or Security Office. The contractor shall ensure compliance with all personal identity verification requirements as directed by Department of Defense (DoD), Headquarters Department of Army (HQDA) and/or local policy (see PWS 6.0). Should the Force Protection Condition (FPCON) change, the Government may require changes in contractor security matters or processes.

1.4.5.1 For contractors requiring Common Access Card (CAC): The CAC is the DoD Federal Personal Identity Verification (PIV) credential. Before CAC issuance, the contractor employee requires, at a minimum, a favorably adjudicated Tier 1 or an equivalent or higher investigation in accordance with Army Directive 2014-05. The contractor employee will be issued a CAC only if duties involve one of the following: (1) both physical access to a DoD facility and access, via logon, to DoD networks on-site or remotely; (2) remote access, via logon, to a DoD network using DoD-approved remote access procedures; or (3) physical access to multiple DoD facilities or multiple non-DoD federally controlled facilities on behalf of the DoD on a recurring basis for a period of 6 months or more. At the discretion of the sponsoring activity, an initial CAC may be issued based on a favorable review of the FBI fingerprint check and a successfully scheduled Tier 1 investigation at the Office of Personnel Management. Sponsorship and enrollment information about each applicant must be registered in the Defense Enrollment Eligibility Reporting System (DEERS) through either the Real-Time

Automated Personnel ID System (RAPIDS) using the DD Form 1172-2 or the Trusted Associate Sponsorship System (TASS).

1.4.5.1.2 Trusted Associate Sponsorship System (TASS): The contractor shall process CAC applications through the TASS, the procedures for which are described below.

Although there is no requirement for the contractor to designate a “Corporate Facility Security Officer" (FSO) to serve as its single point of contact for the BI, the TASS application process and other CAC and security-related matters, such designation facilitates these processes. If a Corporate FSO is not established, all contractor employees requiring a CAC will be required to process their own applications. The submission process for CAC applications is as follows:

1. The contractor's FSO or contractor employee shall submit requests for a CAC via email to the designated TASS Trusted Agent (TA). The TASS TA for this requirement will be Mrs. Samantha Cox.

2. The Government will establish a TASS application account for each CAC Request and will provide each contractor employee a user ID and password, via email, to the contractor’s FSO or contractor employee. The FSO or contractor employee shall access the TASS account and complete the CAC application (entering/editing contractor information as applicable) at: https://tass.dmdc.osd.mil/tass/. The contractor’s FSO or contractor employee shall follow up to ensure that the TA is processing the request.

3. The Government will inform the contractor's applicant, via email, of one of the following:

a. Approval.* Upon approval, the information is transferred to the DEERS database and an email notification is sent to the contractor with instructions on obtaining their CAC. The contractor proceeds to a RAPIDS station (RAPIDS Site Locator:

http://www.dmdc.osd.mil/rsl/).

b. Rejection.* The Government, in separate correspondence, will provide reason(s) for rejection.

c. Return. Additional information or correction to the application required by the contractor employee.

*The contractor shall maintain records of all approved and rejected applications.*

1.4.5.1.3 Contractor personnel shall obtain a CAC from the nearest Real Time Automated Personnel Identification Documentation System (RAPIDS) Issuing Facility (typically the local Military Personnel Flight (MPF)). At the RAPIDS station, the RAPIDS Verification Officer will verify the contractor employee by Social Security Number (SSN) and two forms of identification. Identity source documents must come from the list of acceptable documents included in Form I-9, OMB No. 1615-0047, "Employment Eligibility Verification". Consistent with applicable law, at least one document from the Form I-9 list shall be a valid (unexpired) State or Federal Government-issued picture ID.

The Identity documents will be inspected for authenticity and scanned and stored in the DEERS upon issuance of an ID. The photo ID requirement cannot be waived, consistent with applicable statutory requirements. The Verification Officer will capture primary and alternate fingerprints, picture, and updates to DEERS, and will then issue a CAC. Issued CACs will be valid for no longer than three years, or until the individual's contract end date (inclusive of any options), whichever is earlier.

1.4.5.1.4 The contractor shall manage requests for new or renewal CAC cards in sufficient time to ensure that all contractor employees have them when needed to perform work under this contract. The contractor shall provide at least 10 calendar days advance notice to the TA, unless there are extenuating circumstances approved by the COR or KO.

1.4.5.1.5 The contractor shall return issued CACs to the DEERS office upon departure or dismissal of each contractor employee, and shall obtain a receipt for each card and provide it to the TA/COR.

1.4.5.1.5.1 Failure to comply with these requirements may result in withholding of final payment.

1.4.5.1.6 The contractor shall obtain an Army Knowledge Online (AKO) email address for each applicant, including subcontractors, who may be deployed or require logical access to a Government computer network. Note: If employees of a contractor lose the privilege to access AKO, they lose the ability to renew their CAC. Therefore, it is critical that contractor employees maintain their AKO accounts.

1.4.5.3 Antiterrorism Training (AT) Level 1: All contractor employees, including subcontractor employees, requiring access to Army installations, facilities, and controlled access areas shall complete AT Level 1 training within 30 calendar days after contract start date and within 30 calendar days of new employees commencing performance. The contractor shall submit certificates of completion for each affected contractor and subcontractor employee to the COR within 15 calendar days after completion of training by each employee or subcontractor personnel. AT Level 1 awareness training is available at the following website:

https://jko.jten.mil/courses/atl1/launch.html.

1.4.5.4 iWATCH Training: The contractor and all associated subcontractors with an area of performance within an Army-controlled installation, facilities or area shall brief all employees on the local iWATCH program (training standards provided by the requiring activity Antiterrorism Officer (ATO)). This local developed training shall be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the COR or the KO. This training shall be completed within 30 calendar days of contract award and within 30 calendar days of new employees commencing performance. The contractor shall report completion for each contractor employee and subcontractor employee to the COR within 15 calendar days after completion of training.

1.4.5.5 Communications Security/Information Technology (COMSEC/IT) Security: All communications with DoD organizations are subject to COMSEC review. All telephone communications networks are continually subject to intercept by unfriendly intelligence organizations. DoD has authorized the military departments to conduct COMSEC monitoring and recording of telephone calls originating from, or terminating at, DoD organizations. Therefore, the contractor is advised that any time contractor personnel place or receive a call they are subject to COMSEC procedures. The contractor shall ensure wide and frequent dissemination of the above information to all employees dealing with DoD information. The contractor shall abide by all Government regulations concerning the authorized use of the Government's computer network, including the restriction against using the network to recruit Government personnel or advertise job openings.

1.4.5.6 Use of Government Information Systems (IS) and access to Government networks is a revocable privilege, not a right. Users are the foundation of the DoD strategy, and their actions affect the most vulnerable portion of the Army Enterprise Infostructure (AEI). Contractor employees shall have a favorable background investigation or hold a security clearance and access approvals commensurate with the level of information processed or available on the system. Contractor employees shall:

1.4.5.6.1 Comply with the command's Acceptable Use Policy (AUP) for Government owned IS and sign an AUP prior to or upon account activation.

1.4.5.6.2 Complete initial and/or annual Information Assurance (IA) training as defined in the IA Best Business Practices (BBP) training (https://atc.us.army.mil/iastar/docs/Training_BBP.pdf).

1.4.5.6.3 Mark and safeguard files, output products, and storage media per classification level and disseminate them only to individuals authorized to receive them with a valid need to know.

1.4.5.6.4 Protect IS and IS peripherals located in their respective areas in accordance with physical security and data protection requirements.

1.4.5.6.5 Practice safe network and Internet operating principles and take no actions that threaten the integrity of the system or network.

1.4.5.7 Army Training Certification Tracking System (ATCTS): All contractor employees with access to a Government information system shall be registered in ATCTS (https://atc.us.army.mil/iastar/index.php) at commencement of services, and shall successfully complete the DoD Information Assurance awareness training prior to access to the IS and then annually thereafter. (https://iatraining.us.army.mil/).

1.4.5.8 Information Assurance (IA) Training: All contractor employees and associated subcontractor employees shall complete the DoD IA Awareness Training before issuance of network access and annually thereafter. (https://iatraining.us.army.mil/).

1.4.5.9 Health Insurance Portability and Accountability Act of 1996 (HIPAA) Training:

The contractor shall protect all HIPAA documentation (Protected Health Information (PHI)) encountered in the performance of services. Contract employees will be working with PHI daily and are required to complete HIPAA training before issuance of network access and annually thereafter. If a HIPAA violation occurs, the contractor shall bear all costs associated for all individuals whose PHI has been compromised.

(https://jkodirect.jten.mil/Atlas2/page/login/Login.jsf?ORG=MHS)

1.4.5.10 Protection of Personally Identifiable Information (PII): The contractor shall protect all PII encountered in the performance of services in accordance with Defense Federal Acquisition Regulation Supplement (DFARS) 224.103 Personally Identifiable Information and Department of Defense Directive (DoDD) 5400.11, Department of Defense Privacy Program, and DoD 5400.11-R. If a PII breach results from the contractor’s violation of the policies, the contractor shall bear all notification costs, call-center support costs, and credit monitoring service costs for all individuals whose PII has been compromised.

1.4.5.11 OPSEC Training: In accordance with AR 530-1, Operations Security, new contractor employees shall complete Level I OPSEC training within 30 calendar days of their reporting for duty and annually thereafter. The contractor shall submit certificates of completion for each contractor employee to the COR within 15 calendar days after completion of training. Level 1 OPSEC training is available at https://securityawareness.usalearning.gov/opsec/index.htm.

1.4.6.1 Key Control: (NOTE: All references to keys include key cards.) The contractor shall establish and implement methods of ensuring that no keys/key cards issued by the Government are lost or misplaced or are used by unauthorized persons. No keys issued by the Government shall be duplicated. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas.

1.4.6.1.1 The contractor shall immediately report any occurrences of lost or duplicated keys/key cards to the COR.

1.4.6.1.2 In the event keys, other than master keys, are lost or duplicated, the contractor shall, upon direction by the KO, re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying. When the Government replaces or re-keys the locks, the Government will deduct the total cost of lock replacement or re-keying from the monthly payment due the contractor. In the event a master key is lost or duplicated, the Government will replace all locks and keys for that system and will deduct the total cost from the monthly payment due the contractor.

1.4.6.1.3 The contactor shall prohibit the use of the Government issued keys/key cards by any persons other than the contractor’s employees. The contractor shall prohibit the opening of locked areas by contractor employees to permit entrance of persons other than contactor employees engaged in the performance of services in those areas, or personnel authorized entrance by the KO.

1.4.6.2 Lock Combinations: The contractor shall establish and implement methods of ensuring that no lock combinations are revealed to unauthorized persons. The contractor shall ensure that lock combinations are changed when personnel having access to the combinations no longer have a need to know such combinations. These procedures shall be included in the contractor’s QCP.

1.4.8 Post Award Conference/Periodic Progress Meetings: The contractor agrees to attend any post award conference convened by the KO in accordance with FAR 42.5.

The KO, COR, and other Government personnel, as appropriate, may meet periodically with the contractor to review the contactor’s performance. At these meetings, the KO will apprise the contractor of how the Government views the contractor’s performance and the contractor shall apprise the Government of problems, if any, being experienced.

The contractor shall resolve outstanding issues raised by the Government. Contractor attendance at these meetings shall be at no additional cost to the Government.

1.4.9 Contract Manager (CM): The contactor shall designate a CM who shall ensure performance under this contract. The name of this person, and an alternate who shall act for the contractor when the CM is absent, shall be designated in writing to the KO.

The CM or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The CM shall work through the COR to resolve issues, receive technical instructions, and ensure adequate performance of services. The CM shall ensure that contractor employees do not perform any services outside the scope of the contract without an official modification issued by the KO. The CM shall ensure contractor employees understand that services performed outside the scope of the contract are performed wholly at the expense of the contractor.

1.4.10 Identification of Contractor Employees: All contractor personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression that they are Government employees. The contractor shall ensure that all documents or reports produced by contractor personnel are suitably marked as contractor products or that contractor participation is appropriately disclosed. The contractor’s status as a “contractor” shall be predominantly displayed in all correspondence types (to include signature blocks on e-mail) and dealings with Government or non-Government entities. Contractor personnel shall wear identification badges distinguishing themselves as such. The badges shall have the company name, employee name and the word “contractor” displayed.

1.4.10.1 The contractor shall retrieve all identification media (including vehicle passes) from its employees who depart employment for any reason. The contractor shall return all identification media (i.e., badges and vehicles passes) to the COR within 14 days of an employee’s departure.

1.4.11. Combating Trafficking in Persons: The United States Government has adopted a zero-tolerance policy regarding trafficking in persons. Contractors and contractor employees shall not engage in severe forms of trafficking in persons during the period of performance of the contract; procure commercial sex acts during the period of performance of the contract; or use forced labor in the performance of the contract. The Contractor shall notify its employees of the United States Government’s zero tolerance policy, the actions that will be taken against employees for violations of this policy. The contractor shall take appropriate action, up to and including termination, against employees or subcontractors that violate the US Government policy as described at

FAR 22.17.

1.4.14 Organizational Conflicts of Interest (OCI): The contractor and subcontractor personnel performing services under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications, or work statements, etc.) or perform evaluation services which may create a current or subsequent OCIs, as defined in FAR Subpart 9.5. The contractor shall notify the KO immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the KO to avoid or mitigate any such OCI. The contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the KO. In the event the KO unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the KO may impose other remedies as he or she deems necessary, including prohibiting the contractor from participation in subsequent contracted requirements which may be affected by the OCI.

1.4.15 Phase In / Phase Out Periods: To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the contractor shall have personnel on-board, during the 60-day phase-in / phase-out periods. During the phase-in period, the contractor shall become familiar with performance requirements in order to commence full performance of services on the contract start date.

1.4.16 Contractor Travel: Contract employees may be required to travel to execute any missions to support or augment the WYARNG consistent with all services described in this PWS. Specifically, in the event of a mobilization or PHA event, the contractor shall ensure adequate case management service and support is available for travel to locations to best support these activities as directed by the COR. If determined to be within the scope of the contract the COR or KO will provide a 30 calendar-day notice to the contractor with full description of the need and request a proposal. The KO will negotiate a modification to the contract to provide this in-scope work effort. Travel to and from the primary work site will not be reimbursed.

2. Definitions and Acronyms

2.0 Definitions:

2.0.1 Contractor: A supplier or vendor awarded a contract to provide specific supplies or service to the Government. The term used in this contract refers to the prime.

2.0.2 Defective Service: A service output that does not meet the standard of performance associated with the PWS.

2.0.3 Deliverable: Anything that can be physically delivered and includes non-manufactured things such as meeting minutes or reports.

2.0.4 Key Personnel: Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.0.5 Physical Security: Actions that prevent the loss or damage of Government property.

2.0.6 Quality Assurance: The Government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.0.7 Quality Assurance Surveillance Plan (QASP): An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.0.8 Quality Control: All necessary measures taken by the Contractor to ensure that the quality of an end product or service shall meet contract requirements.

2.0.9 Subcontractor: One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.1 Acronyms:

AEI Army Enterprise Infostructure AHLTA Armed Forces Health Longitudinal Technology Application AR Army Regulation AT/OPSEC Antiterrorism/Operational Security AVS Automated Voucher System BH Behavioral Health BI Background Investigation

CM Contract Manager CFR Code of Federal Regulations COR Contracting Officer Representative DA Department of the Army DD254 Department of Defense Contract Security Classification Specification DenClass Dental Classification Module DFARS Defense Federal Acquisition Regulation Supplement DoD Department of Defense DSCA Defense Counterintelligence and Security Agency DSS Deputy State Surgeon eCase Electronic Case Management eProfile Electronic Profile FAR Federal Acquisition Regulation FMR Fully Medically Ready GFP/M/E/S Government Furnished Property/Material/Equipment/Services HQDA Headquarters, Department of the Army HRR Health Readiness Record HSPD Homeland Security Presidential Directive HSS Health Services Supervisor IA Information Assurance IMR Individual Medical Readiness IS Information System(s) KO Contracting Officer LCM Lead Case Manager LOD Line of Duty OCI Organizational Conflict of Interest MAR2 MOS Administrative Records Review MEB Medical Evaluation Board MEDCHART Medical Electronic Data for Care History and Readiness Tracking MEDPROS Medical Data Protection System MHA Medical Health Assessment MHS-Genesis Military Health System - Genesis MODS Medical Operational Data System MWDE MEDPROS Web Data Entry MRC Medical Readiness Classification NDR-PEB Non-Duty Related Physical Evaluation Board NGB National Guard Bureau OCI Organizational Conflict of Interest PHI Protected Health Information PII Personally Identifiable Information PIPO Phase In/Phase Out POC Point of Contact PRS Performance Requirements Summary PRT Paper Records Tracking

PWS Performance Work Statement QA Quality Assurance QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program RHRP Reserve Health Readiness Program SCR Service Contract Reporting SOP Standard Operating Procedures SSN Social Security Number STR Soldier Treatment Records TE Technical Exhibit USD(I) Under Secretary of Defense for Intelligence WYARNG Wyoming Army National Guard WYNG Wyoming National Guard

3. Government Furnished Property, Materials, and Equipment (GFP/M/E)

3.0 The Government will provide the property, material, equipment, and/or services listed below solely for the purpose of performance under this contract:

3.1 Property: The Government will furnish the necessary workspace for the contractor to perform services outlined in this PWS to include desk space, telephones, computers, and other items necessary to maintain an office environment.

3.2 Materials: Basic office supplies to include pens, paper, folders, and other items necessary to complete required administrative actions.

3.3 Equipment: The government will provide required computers, scanners, telephones, and material necessary to comply with contract requirements at the job site.

3.4 Services: The government will provide basic janitorial, waste collection, secure document disposal and other services to accomplish their duties outlined in the PWS.

3.5 Utilities: All utilities in the facility will be available for the contactor’s use in the performance of this contract. The contractor shall instruct employees in utilities conservation practices. The contractor shall operate under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the required amount.

4. Contractor Furnished Property, Materials, and Equipment (CFP/M/E)

4.0 General: Except for those items specifically stated to be Government-Furnished in Paragraph 3.0, the contractor shall furnish everything required to perform these services as indicated in Paragraph 1.1.

5. Contracting Personnel Performance Requirements

5.0 Requirements: The contractor shall provide the personnel with the required technical skills and expertise to perform all required tasks. Contractor personnel shall not perform inherently government functions (i.e., representation of government, decision authority). Contractor personnel shall have a working knowledge of military dynamics and organizational management.

5.0.1 The non-clinical case management services requires the use of the following web-based electronic data systems to appropriately track and manage the medical readiness of the force: MHS-Genesis, MODS, MEDCHART and PRT.

5.0.1.1 MHS-Genesis is the military’s electronic health system. Contractors will be required to complete all training and access requirements to become proficient in this system.

5.0.1.2 Medical Operational Data System (MODS) is an objective system that is utilized as the database of record for service member MRC status. MODS provides military leaders with an integrated automation system that supports all phases of Human Resource Life-Cycle Management in peacetime and mobilization. Contractors will be required to complete all training and access requirements to become proficient in several applications of this objective system. Proficiency in following applications of MODS is necessary to accomplish the tasks of this contract:

5.0.1.2.1 Medical Readiness Portal: Provides health care providers, readiness personnel and Army leadership with integrated tools to track, manage and take certain actions to maintain Soldier’s individual medical readiness (IMR).

5.0.1.2.2 Medical Protection System (MEDPROS): Provides a variety of tools that allow Army personnel and leadership to view detailed IMR data.

5.0.1.2.3 Medical Health Assessments (MHA): Provides Soldiers and providers a means of viewing and completing various health assessment required by Army and DoD policy.

5.0.1.2.4 MEDPROS Web Data Entry (MWDE): Provides users the ability to maintain and update the IMR data of Soldiers.

5.0.1.3 Medical Electronic Data for Care History and Readiness Tracking (MEDCHART) system is a customizable, centralized approach to managing all aspects of a Soldier’s medical readiness and care history for Army National Guard (ARNG) and United States Army Reserve (USAR) Soldiers. Proficiency in following applications of MEDCHART is necessary to accomplish the tasks of this contract:

5.0.1.3.1 Automated Voucher System (AVS): Provides a means of creating and tracking requests for medical and dental services through the Reserve Health Readiness Program (RHRP). This program is not currently utilized but may be in the future.

5.0.1.3.2 Dental Classification Module (DenClass): Documents the dental readiness requirements of Soldiers and integrates with MODS architecture to produce and track all elements of a dental examination.

5.0.1.3.3 Electronic Case Management (eCase): Used to open, track, and determine the disposition of medical cases for Soldiers. The module provides an automated case-management workflow and task-management system that provides an integrated view of all related data that is obtained from other medical management systems.

5.0.1.3.4 Health Readiness Record (HRR): Provides a web-based repository for Soldier medical, dental and medical personnel action documentation to include non-sensitive, sensitive and Behavioral Health (BH) documents.

5.0.1.4 Paper Records Tracking (PRT): PRT is a web-based tracking software providing STR management for all medical, dental, or other hard-copy medical documentation required to be maintained for the force. Proficiency in this program will be required to accomplish the tasks of this contract.

5.1 Site Lead Case Manager (LCM): The contractor shall provide an LCM located in Cheyenne, WY to serve as the primary point of contact for all contract personnel. The LCM ensures contract performance is in accordance with the PWS and manages the non-clinical case management team. The LCM shall possess the expertise to provide oversight, tracking and administrative support in non-clinical case management planning and analysis, medical records management and analysis, MRC correction and analysis, PHA event planning and analysis, medical board completion and analysis, patient risk analysis and health service support to the Wyoming Army National Guard.

The LCM is expected to manage their own case load in addition to the duties noted above.

5.2 Non-Clinical Case Manager: The contractor shall provide an adequate number of non-clinical case manager(s) and medical records manager(s) located in Cheyenne, WY to serve the WYARNG. Duties will be divided as directed by the LCM to capitalize on case manager strengths and the needs of the organization. The following is a list of requirements of all non-clinical case managers:

5.2.1 Data entry into MHS-Genesis, MODS, MEDCHART, PRT, DenClass and other WYARNG specific databases as required depending on the Soldier’s individual medical case requirements.

5.2.2 Scanning, filing, and tracking of digital and hard-copy Soldier Treatment Records

(STR).

5.2.3 Initiate, document and follow-up of Soldier profiling actions and treatment requirements.

5.2.4 Log contact (email, telephone, or personal conversations) and updates with Soldiers, their cases, or their unit administrative support in eCase and/or other medical systems.

5.2.5 Initiate, process and track all medical board cases (MED, NDR-PEB, MAR2).

5.2.6 Attend PHA events as determined by the needs of the WYARNG and individual unit requirements.

5.2.7 Ensure Soldier referred by a provider for specific medical tests or other requirements are tracked to sufficiently support provider orders.

5.2.8 Contact Soldiers and appropriate medical/dental offices to obtain medical documentation and information regarding cases for treatment plan review.

5.2.9 Support Soldier in becoming medically ready (MRC 1 or 2) by tracking medical or dental appointments.

5.2.10 Communicate with Soldier’s unit regarding Soldier medical/dental appointment to ensure attendance and submission of follow-up documentation.

5.2.11 Request and track profile exams, medical evaluations, and audiology exams at PHA events and when required.

5.2.12 Review and track abnormal health assessment lab results; contact the Soldier and their unit to follow-up and coordinate if further testing is required.

5.2.13 Document all cases in eCase within one business day of notification of appointment, lab result, communication or other action related to the Soldier’s individual treatment plan.

5.2.14 Follow all regulations and policies applicable to IMR and deployment to include

AR 40-58, AR 40-66, AR 40-400, AR 40-501, AR 40-502, AR 600-8-4, AR 25-50,

WYARNG specific instructions or Standard Operating Procedures (SOP) and other regulations and policies as determined applicable by the COR.

5.2.15 Coordinate with Soldiers who have Line of Duty (LOD) and non-LOD injuries, illness, or disease to ensure medical profiling requirements are properly managed to minimize the amount of time the Soldier is in a non-deployable status.

5.2.16 Maintain Soldier medical records (electronic and physical) in accordance with AR 40-66, The Privacy Act of 1974, HIPAA, SOP, and guidelines to include record generation through final disposition.

5.2.17 Ensure all Soldiers with temporary or permanent profiles are continually managed and recorded in the eCase module until Soldier is found medically fit and returned to an MRC 1 or 2 status.

5.2.18 Inform providers of Soldier medical/dental status and furnish the provider with necessary information and documentation to support an appropriate military medical determination.

5.2.19 Manage Soldier’s care from point of notification until Soldier is returned to an MRC 1 or 2 status or administratively separated from the military.

5.2.20 Stamp all medical/dental documents received with a date stamp and action completed after uploading to the appropriate electronic application.

5.2.21 Submit case process, medical documentation and profile concerns to the LCM, COR, military personnel, or provider to ensure Soldiers conditions are properly handled.

5.2.22 Meet with the Deputy State Surgeon (DSS) and/or the Health Services Supervisor (HSS) and the COR to review all current cases on a minimum of a monthly basis.

5.2.23 Ensure proper maintenance of Soldier medical/dental records in accordance with HIPAA and the Privacy Act.

5.2.24 Validate the accuracy of the electronic and hard-copy information of the Soldier’s treatment plan and the STR.

5.2.25 Obtain Soldier’s signature on the release of information form when required.

5.2.26 Perform MEDCHART system and application actions as required.

5.2.27 Perform MODS system and application actions as required.

5.2.28 Ensure each open case is reviewed and charted in eCase with a synopsis of any subjective or objective documentation or information received and the next steps in the Soldiers plan of care at each of the following occurrences:

5.2.28.1 Upon receipt of documentation.

5.2.28.2 When Soldier’s medical status changes.

5.2.28.3 After communication with civilian or military medical authorities.

5.2.28.4 After contact with the Soldier.

5.2.28.5 At least every 30 days for all open cases.

5.2.29 Monitor MEDPROS to ensure the appropriate MRC status is reflected.

5.2.30 Retrieve and manage Soldier records in preparation of medical board packets, pre-deployment medical readiness events and case reviews.

5.2.31 Track medical and dental appointments.

5.2.32 Contact unit personnel and Soldiers to remind them of an appointment and to confirm attendance.

5.2.33 Review and action as necessary MEDPROS data before PHA events to identify and ensure the appropriate medical administrative actions are achieved or scheduled to return or maintain the Soldier in MRC 1 or 2 status as quickly as possible.

5.2.34 Ensure proper disposition of STR based upon SM transfer, retirement, or discharge from service.

5.2.35 Provide copies of supporting STR transfer documents to the COR no later than seven calendar days after the end of the month.

5.3 Service Contract Reporting:

5.3.1 The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the National Guard Bureau via a secure data collection site.

5.3.2 The contractor shall completely fill in all required data fields using the following web address: https://sam.gov. Log in and select Entity Registrations and then select Service Contract Reporting.

5.3.2.1 The Contractor shall report the required information annually by October 31, for services performed under this contract during the preceding Government fiscal year (October 1-September 30).

5.3.2.2 The DoD Guidebook for Service Contract Reporting in SAM, available on the DoD Procurement Toolbox at https://dodprocurementtoolbox.com/site-pages/service-contract-reporting-scr. The General Services Administration (GSA) has also posted additional guidance such as quick start guides, informational videos, and frequently asked questions, that can be accessed by going to https://sam.gov and searching the “HELP” section. The SAM Federal User Guide is also available in the “HELP” section for comprehensive instructions on navigating SAM. Contractors requiring assistance using SAM should contact the Federal Service Desk at https://www.fsd.gov.

6. Applicable Publications and Forms

6.0. Applicable Publications: Publications applicable to this PWS are listed below. All Army publications can be found at https://armypubs.army.mil/.

Publication (Chapter/Page)

Date of Publication

Mandatory or Advisory

Website

Federal Acquisition Regulation Mandatory https://www.acquisition.gov/?q=browsefar Defense Federal Acquisition

Regulation Supplement Mandatory http://www.acq.osd.mil/dpap/dars/dfarspgi/current/ index.html or https://www.acquisition.gov/dfars

Joint Travel Regulation (JTR) Mandatory https://www.defensetravel.dod.mil/site/travelreg.cf m DoDM 1000.13-M-V1

DoD Identification (ID) Cards (Enclosure 2, paragraph 3.b)

01/23/2014 (Change 1:

07/28/2020)

Mandatory http://www.esd.whs.mil/Directives/issuances/dod m

Federal Information Processing Standards (FIPS) Publication 201-2 Personal Identity Verification (PIV) of Federal Employees and Contractors

(paragraph 9)

August 2013 Mandatory http://nvlpubs.nist.gov/nistpubs/FIPS/NIST.FIPS.2

01-2.pdf

DoDM 5200.2 Procedures for the DoD Personnel Security Program

(PSP)

04/03/2017 Mandatory https://www.esd.whs.mil/Directives/issuances/dod m/

DoDI 5200.46

DoD Investigative and Adjudicative Guidance for Issuing the Common

Access Card (CAC)

09/09/14 (Change 1:

05/04/2018)

Mandatory https://www.esd.whs.mil/Directives/issuances/dodi

Homeland Security Presidential Directive (HSPD)-12

Policy for a Common Identification Standard for Federal Employees and

Contractors

08/27/2004 Mandatory https://www.dhs.gov/homeland-security-presidential-directive-12

DoDI 5400.11 Department of Defense Privacy and

Civil Liberties Programs

01/29/2019

Mandatory https://www.esd.whs.mil/Directives/issuances/dodi

DoD 5400.11-R Department of Defense Privacy

Program 05/14/2007 Mandatory https://www.esd.whs.mil/Directives/issuances/dod m/

DoDI 6130.03 Volumes 1&2 Medical Standards for Military Service

05/06/2018 Change 4:

11/16/2022

Mandatory https://www.esd.whs.mil/Directives/issuances/dod m/

DoDD 8140.01 Cyberspace Workforce Management

10/05/2020 Mandatory d/

DoD 8570.01-M Information Assurance Workforce

Improvement Program

12/19/2005 (Change 4:

11/10/2015)

Mandatory

DoD 5220.22-M National Industrial Security Program

Operating Manual (NISPOM)

02/28/2006 (Change 2:

05/18/2016)

Mandatory

Army Directive 2014-05 Policy and Implementation

Procedures for Common Access Card Credentialing and Installation Access for Uncleared Contractors

03/07/2014 Mandatory https://armypubs.army.mil/ProductMaps/PubForm/

ArmyDir.aspx

AR 25-2

Army Cybersecurity

04/04/2019

Mandatory https://armypubs.army.mil/ProductMaps/PubForm/

AR.aspx

AR 25-50

Preparing and Managing Correspondence

10/10/2020 Mandatory https://armypubs.army.mil/ProductMaps/PubForm/

AR.aspx

AR 40-66

Medical Record Administration and

Health Care Documentation 06/17/2008 Mandatory https://armypubs.army.mil/ProductMaps/PubForm/ AR.aspx

AR 40-501

Standards of Medical Fitness

06/27/2019 Mandatory https://armypubs.army.mil/ProductMaps/PubForm/

AR.aspx

AR 40-502

Medical Readiness 06/27/2019 Mandatory https://armypubs.army.mil/ProductMaps/PubForm/ AR.aspx

AR 135-175

Separation of Officers

03/30/2020 Advisory https://armypubs.army.mil/ProductMaps/PubForm/

AR.aspx

AR 135-178

Enlisted Administrative Separations 11/07/2022 Advisory https://armypubs.army.mil/ProductMaps/PubForm/ AR.aspx

AR 135-381

Incapacitation of Reserve Component

Soldiers 09/17/2019 Advisory https://armypubs.army.mil/ProductMaps/PubForm/ AR.aspx

AR 381-12

Threat Awareness and Reporting

Program (TARP) (Section II, ¶ 2-4.b)

06/01/2016 Mandatory https://armypubs.army.mil/ProductMaps/PubForm/

AR.aspx

AR 525-13

Antiterrorism

12/09/2019 Mandatory https://armypubs.army.mil/ProductMaps/PubForm/

AR.aspx

AR 530-1

Operations Security 09/26/2014 Mandatory https://armypubs.army.mil/ProductMaps/PubForm/ AR.aspx

6.1 Applicable Forms: Forms applicable to the PWS are listed below:

Form Date Website

DD 1172-2

Application for Identification Card/DEERS Enrollment

Mar 2017 http://www.dtic.mil/whs/directives/forms/index.htm

I-9 Employment Eligibility Verification

10/21/2019 https://www.uscis.gov/sites/default/files/files/form/i-9.pdf

DD 441

Department of Defense Security

Agreement

Feb 2020 http://www.dtic.mil/whs/directives/forms/dd/ddforms0001-0499.htm

DD 250

Material Inspection and Receiving

Report Aug 2000 https://www.esd.whs.mil/Directives/forms/dd0001_0499/

TECHNICAL EXHIBIT 1

Performance Requirements Summary (PRS)

This PRS includes performance objectives the Government will use to determine contractor performance and will compare contractor performance to the Acceptable Quality Level (AQL).

Performance

Objective Performance Standard

Acceptable Quality Levels (AQL)

Surveillance Method / By Whom

PO 1

The contractor shall enter all applicable medical information into the appropriate database of record (MEDPROS, MWDE, MEDCHART, etc.)

The contractor will enter medical information into the appropriate database within 2 working days of receipt.

Periodic Inspection / LCM

PO 2

The contractor shall manage, update, and maintain (physical and digital) all Soldier Treatment Records both medical and dental from creation to final disposition via the appropriate database of record (example: MODS, MEDCHART, PRT).

Soldier Treatment Records will be created or updated within 5 working days of notification.

Periodic Inspection / LCM

PO 3

The contractor shall initiate, document, track (in the database of record) and report military medical profile needs and follow-on treatment requirements with Soldiers requiring a profile through eCase, or another required database.

The contractor will initiate the profile process and make contact within 5 working days and follow-up at a minimum of 30, 60 and 90 days when required.

Periodic Inspection / LCM

PO 4

The contractor shall log all contact (email, telephone, face-to-face, etc.) with Service Members regarding an open or pending case in eCase.

Log contact and update eCase the same day of notification.

Periodic Inspection / COR

TECHNICAL EXHIBIT 2

Deliverables Schedule

PWS Reference / Deliverable Title

Frequency Number of

Copies Medium/Format Submit To

1.4.5.1.5 Receipt

for each CAC card returned to the DEERS office

Within 5 calendar days of returning issued CACs to the DEERS office upon departure or dismissal of each contractor employee.

Electronic

Submission Supervisor/COR

1.4.5.3 AT Level 1

Awareness Training

Certificates

Provide within 15 calendar days after employee completes training.

Electronic

Submission Supervisor/COR

1.4.5.4 iWATCH Training Certificates

Provide within 15 calendar…