Attach-1_PWS Medical Translator and Liaison.pdf

PERFORMANCE WORK STATEMENT

MEDICAL TRANSLATOR AND LIAISON SERVICES

18TH MEDICAL GROUP,

KADENA AIR BASE, OKINAWA, JAPAN

18 MDSS/SGSM

18 Jan 20

FA527020Q021

TABLE OF CONTENTS

SECTION NUMBER AND TITLE PAGE NUMBER

1. DESCRIPTION OF SERVICES 2

2. GENERAL INFORMATION 11

3. SERVICES SUMMARY 16-17

4. GOVERNMENT FURNISHED PROPERTY AND SERVICES 17

5. CONTRACTOR MANPOWER REPORTING REQUIRMENTS 19

6. APPENDICES 23

1. DESCRIPTION OF SERVICES

The Contractor shall furnish all personnel, management, supervision, reports, vehicles, transportation, and labor necessary to ensure that the Contractor provides one (1) full time equivalent (FTE) Medical translator (MT) to perform emergency response, outpatient visits, inpatient translation and patient transfers, and other translation services related to or for the 18th Medical Group (MDG) also referred to as the “Medical Treatment Facility” (MTF) herein.

Performance shall be according to the requirements contained in this performance-based work statement (PWS).

1.1.1. The contractor shall provide on and off-site MT and On-call MTs in accordance with Paragraph 1.3.-1.3.9 of the PWS.

1.1.2. NON-PERSONAL SERVICES. The services to be performed shall be non-personal services and are not inherently governmental. The contractor is solely liable for actions of their employees.

1.1.3. Mission Essential Status. Contractor personnel are not designated as mission essential personnel.

1.1.4. The Contractor shall ensure contractor personnel are knowledgeable of the policies and procedures of their specific place of duty.

1.2. PROFESSIONAL QUALIFICATIONS/REQUIRMENTS

1.2.1. Contractor personnel shall perform duties in accordance with the MTF’s operating instructions and Department of Defense (DoD) or Air Force (AF) guidance. Changes or deviations from established objectives for services shall not be made without prior recommendation to, and approval of, the MTF Commander or authorized representative.

1.2.2. All contractor personnel shall conduct performance under this contract in a professional and respectable manner.

1.2.3. Core Hour Services. (CLIN x001: 0730 hours (hrs) thru 1630 hrs, Monday thru Friday, Excluding US holidays).

1.2.4. On Site Medical Translator. Contractor personnel shall function as the primary patient translator and liaison for the MTF. The contractor shall ensure that a MT is available for the MTF at all times during duty hours to perform translator and liaison services.

1.2.5. On Site Medical Translator shall maintain event logs containing translation requests, and other events. It shall be submitted upon request to the Contracting Officer Representative (COR) or the Contracting Officer (CO) but made available to TRICARE Operations and Patient Administration (TOPA) and MDG Leadership.

1.2.6. On Site Medical Translator shall accept and review translation request from the 18th MDG and ensure the request is in accordance with this PWS prior to rendering translation services.

1.3. TRANSLATION DUTIES.

1.3.1. Translate medical statements for outpatient, inpatient and emergency procedures to take to Japanese clinics and doctors.

1.3.2. Translate meetings between 18 MDG TRICARE Operations and Patient Administration (TOPA), Referral Management Office (RMO), executive staff, and off-base Japanese facilities concerning agreements for proper patient acceptance and billing of medical care given to our patients.

1.3.3. Translate medical/clinical information written in English and/or Japanese for customers of the 18 MDG. These translation duties may include translating documents and information received from medical professionals in the Japanese community.

1.3.4. Translate Japanese technical medical information with Japanese case manager and/or provider(s)’ oversight into English for various 18 MDG projects and programs.

1.3.5. Translate for the executive staff, medical providers, case managers and other 18 MDG personnel, as required and after visiting hospital or transfers of patients’ off-base.

1.3.6. Translate emergency diagnostic tests and treatment and any medically-related information that requires translation by the MTF.

1.3.7. Translate 18 MDG payment procedures to off base facilities and provide necessary paperwork required by off-base facilities.

1.3.8. Liaison Tasks/Translation. (For routine/non-emergent off-base medical appointments)

1.3.9. Function as the primary patient transfer liaison between medical disaster teams and accepting Japanese medical facility, as needed, during Emergency Management (EM) scenarios and exercises.

1.3.10. Contractor personnel shall be:

1.3.10.1. The point of contact in collaboration with the TRICARE Case Managers (CM) for base physicians during patient hospitalization at Japanese facilities.

1.3.10.2. They shall obtain daily/periodic medical reports and distributes them to the appropriate office(s) and/or personnel within 72 hours. In the event that the CM requires translation services to be expedited due to urgency, the Contractor may require additional personnel. The contractor shall make every effort to meet required timelines specified through this PWS and those requested by the CM for urgent requirement.

1.3.10.3. The CM is the point of contact for Administrative Nurse on Call (ANOC), and case managers and MT shall support CM during patient’s hospitalization(s) at local hospitals or during provider-patient visits by translating patient needs to ANOC, case managers, patient, and attending provider.

1.3.11. Coordinating patients referred to Japanese medical facilities at least 48 hours prior to the scheduled time, the Contractor shall meet the patients at 18 MDG TRICARE lobby for the first time. Then, escort patients to the host nation hospitals, coordinate services required, provide translation and interpretation services as required, and facilitate quality medical care. For a follow-up escort, the Contractor can meet off base or at the referred Japanese medical facilities if feasible.

For scheduled escorts, billing time shall start from the meeting time (at the lobby for the first time and maybe an off base point from the second escort) and end upon completion of the escort. An original translated medical report of that escort is expected to be generated at the earliest possible time and the time spent to generate the original report will be added to the billing time.

1.3.12. Translate all required information to facilitate the transfer, in-processing, care and out-processing for all patients requiring medical care at Japanese medical facilities.

1.3.13. Contractor will provide feedback within 72 hours to provider(s), TRICARE case manager(s), Referral Management Staff and any other Military Treatment Facility (MTF) personnel as required using DD Form 2161 on any translation activity dealing with the transfer of patients during and after patient care is rendered. This will include translating Japanese provider(s)’ information to and from the patient and Kadena provider(s).

1.3.14. Request patients to complete a comment card as a measure to evaluate performance.

1.3.15. Emergency Response (Transfer and Escort). Contractor personnel shall accompany the MTF medical team during emergencies.

1.3.16. On-Call Services. The contractor shall provide On-call services. On-call services performed will be the same duties as the On-site MT. On-call services shall be available IAW Paragraph 1.6.7.1 of this PWS.

1.3.17. On-Call Cancellation Recompense. In the event of cancellation of requested on-call MT services when on-call MT reported to the site, one hour (one unit price) shall be paid for recompense. In case standby time before cancellation exceeds one hour, actual standby time spent shall be compensated.

1.4. HEALTH REQUIREMENTS

1.4.1. The Centers for Disease Control and Prevention (CDC) Healthcare Infection Control Practices Advisory Committee (HICPAC) and Advisory Committee on Immunization Practices (ACIP) definition for Health Care Worker (HCW) is used here and includes:

i. All paid and unpaid persons working in health-care settings who have the potential for exposure to infectious materials, including body substances, contaminated medical supplies and equipment, contaminated environmental surfaces, or contaminated air.

ii. HCW might include (but are not limited to) physicians, nurses, nursing assistants, therapists, technicians, emergency medical service personnel, dental personnel, pharmacists, laboratory personnel, autopsy personnel, students and trainees, volunteers, contractual staff.

iii. HCW might also include persons (e.g., clerical, dietary, housekeeping, maintenance, and volunteers) not directly involved in patient care but potentially exposed to infectious agents that can be transmitted to and from HCW.

1.4.2. Department of Defense Joint Instruction AFJI 48-110 “Immunizations and Chemoprophylaxis” directs immunizations and chemoprophylactic practices follow current national standards as per CDC ACIP. Specific guidance for healthcare workers is posted on the internet.

i. http://www.cdc.gov/vaccines/acip/index.html and http://www.cdc.gov/niosh/topics/healthcare/

ii. For further information on current requirements, please contact Public Health at DSN 315-630-

1.4.3. At least fourteen (14) business days prior to start of work, the contractor management staff is required to supply a complete employee qualification record as proof of immunization of contractor personnel working within MTFs for the following diseases: hepatitis B, influenza, measles, mumps, rubella, varicella, TDap, and proof of a negative TB skin test completed within the past twelve (12) months (if positive, proof of negative chest X-ray within the past twelve (12) months), hepatitis A and poliovirus.

1.4.4. All HCW must in-process through Public Health (PH) within 10 duty days of arrival at the 18 Medical Group.

1.4.5. HCW will not begin duties until and unless determined to be in compliance with infection/immune status as defined by CDC ACIP and determined by PH.

1.4.6. No pre-employment medical tests or procedures required by the contract will be performed by the MTF (with the exception of Tuberculosis testing after start of work and exposure).

Expenses for all required tests and/or procedures shall be borne by the contractor management staff or contractor personnel, not the Government.

1.4.7. In those areas where there is a higher risk of transmission of tuberculosis, contractor personnel may be tested as frequently as directed by the MTF policy at the Government’s expense.

1.4.8. Contractor personnel working in an MTF are required to be immunized annually with the influenza vaccine as recommended by the CDC. This vaccine will be provided by the Government at no cost to contractor personnel. If the vaccine is obtained at other facilities, the cost will be borne by the Contractor Management Staff or contractor personnel, not the Government.

1.4.9. Immunization information for contractor personnel shall be provided to the MTF’s Public

Health flight for government personnel to record and track in DoD computer systems.

1.4.10. The Government will provide trainings of “post blood borne exposure protocols” according to applicable Air Force Instructions and “HIPAA”.

1.4.11. Preventive, Prophylactic and Follow-up Procedures. The contractor shall ensure that his/her employees are in compliance with preventive, prophylactic and follow-up procedures, as well as infection control and employee health program procedures, as established by the MTF.

Required preventive, prophylactic and follow-up procedures will be paid by the Contractor. If care is received somewhere other than Kadena AB, the Contractor shall provide written verification of treatment.

1.4.12. Pregnant Employees. It is the responsibility of the Contractor to notify the COR of a pregnant employee. MTF Employee Health Office will provide information concerning any work hazards in that area. The contractor is to notify their pregnant employee of any work hazards. It will be the employee and the contractor’s joint decision whether the contracted employee works in the environment.

1.4.13. HIPAA Compliance. The Contractor agrees to abide by all the requirements of the Health Insurance Portability and Accountability Act (HIPAA) as codified in 45 CFR Part 160 and Part 164, subparts A and E, and implemented by DoD 6025.18-R regarding the privacy and confidentiality of health records and information being provided and shared under the resulting contract. The Contractor shall also comply with the business Associate Agreement under Privacy of Protected Health Information. The Contractor must ensure that all HT personnel have completed HIPAA training prior to conducting medical escorting and translation duties.

HIPAA is comprised of several different sections, each to be implemented by the Dept. of Health and Human Services. The medical facilities of the military services and the DOD health plans are specifically listed as covered by HIPPA. Currently, HIPAA Privacy and Security Rules, as set forth in the Code of Federal Regulations, are in effect for all MTFs. The specific implementation of HIPPA Privacy for DOD medical facility is set forth in DOD 6025.18-R, and for HIPAA Security, the requirements for AF MTF’s are contained in DOD 8580.02-R and AFI 41-217, which also contains additional Information Assurance requirements for all AF MTF’s . DOD 6025.18-R, DOD 8580.02-R and AFI 41-217 are incorporated herein by reference. MTRs are responsible to insure overall compliance with HIPAA requirements, which includes incorporation of certain requirements in contracts entered or amended after the respective implementation dates.1.5.

1.5. OVERSEAS MEDICAL

1.5.1. Contractor personnel should be prepared to use the medical and dental services of the host country. Medical care at overseas military treatment facilities is limited. Care, when available will be provided on a reimbursable basis, through MTF billing of the patients’ medical insurance.

Patients are responsible for paying any copays, deductibles or non-covered services, if applicable, to the MTF. Mental health care professionals are generally not available in the military medical units and host nation mental health professionals usually do not meet the needs of Americans.

Individuals or family members with behavior disorders or requiring psychiatric or mental health care should not travel to overseas areas. Internal medicine practitioners and cardiologists are generally not available in military health care units. Military and foreign country pharmacies may not stock medicines or prescription drugs that are available in the U.S. Contractor personnel must pay for all prescriptions filled at the MTF. The MTFs pharmacy rates are comparable to rates in the United States. The contractor must determine whether adequate medical care is available in the host country prior to sending personnel or their family members that have medical problems or require medication. Military dental clinics are usually only available to provide emergency services.

1.5.2. Emergency healthcare services, if available, resulting from employment related accidents or injuries will be provided by the Government on a reimbursable basis.

1.5.3. It is the responsibility of the contractor to ensure the Government and host nation health care providers are paid for medical services rendered to contractor personnel and their dependents.

1.5.4. Under extreme emergency conditions where special circumstances require government transportation, the contractor shall be charged at the DoD established movement rate or Full Reimbursement Rate (FRR).

1.5.5. Required Trainings. All workers who will have an access to the Government computer shall submit Defense Medical Human Resource System Internet (DMHRSi) timecards and complete the following trainings:

Relias training:

Non-Clinical Contractor Personnel Reliability Program (PRP) Third Party Collections

Advanced Distributed Learning Service (ADLS) Human Relations Force Protection Cyber Awareness Information Protection Suicide Prevention Sexual Assault Prevention and Response (SAPR)

Joint Knowledge Online (JKO) Health insurance Portability and Accountability Act (HIPAA)

1.6. GENERAL INFORMATION

1.6.1. English-Japanese Requirement. Contract personnel must be proficient in English and Japanese. The Contractor and all employees performing services shall be proficient in understanding (reading, speaking, listening, and writing) English. They shall be capable of effectively communicating with patients and MTF staff. Knowledge of medical terminology is required.

1.6.1.1. Required Minimum score or higher of the following English test:

(a) Test of English for International Communication (TOEIC) score: 740 or higher

(b) Other English Test if no TOEIC score is available: Equivalent level as the above TOEIC Score such as Eiken Pre-First level, Test of English as a Foreign Language (TOEFL) internet-base test (IBT) 82, TOEFL computer base test (CBT) 217 and TOEFL paper base test (PBT) 554.

1.6.1.2. A Japanese Language Proficiency Test of Results and Score of at least N2 or equivalent certificate are required for non-speaking Japanese speakers. The Government will accept a Japanese STEMP Score with a Benchmark Level of 8 (Advance-Mid) as an equivalent to the Language Proficiency Test certificate of Results and Score of N2. Any other possible equivalent certification of language certificate, not listed above, will be submitted to and approved by the Contracting Officer.

1.6.1.3. Both English and Japanese Proficiency test results are required to the Contracting officer within 5 days of contract award and when a new hire is hired.

1.6.2. Minimum Education/Experience Requirement

1.6.2.1. Shall have taken Medical Terminology course with a grade “C” or above or worked as a full time Medical Translator for at least one (1) year.

1.6.3. Identification. All contract personnel shall be clearly identifiable while on duty. All contract personnel shall wear a Contractor nametag with the company name, individual’s name, and specialty displayed: The nametag shall be worn on the outermost garment. Facility badges, provided by the government, must be worn at all times.

1.6.4. Appearance. While on duty, contract personnel shall be neat and clean, well-groomed, and dressed appropriately. Contract personnel’s clothing shall fit correctly to provide a professional, modest appearance in keeping with the normally accepted community standards of dress for the work being performed. In all cases, clothing shall be neat and clean. This includes being free from visible dirt and stains.

1.6.5. Point of Contact. The Contractor shall provide point of contact(s) that shall be responsible for the performance of the work. The point of contact(s) shall have full authority to act for the Contractor on all matters relating to the daily operation of this contract. The Contractor shall designate this individual(s), in writing, to the Contracting Officer upon award.

1.6.5.1. The contractor designated individual shall be available twenty-four (24) hours a day, seven (7) days a week to include U.S. Federal and Japanese Legal Holidays. The Government will coordinate all On-call services with this individual(s).

1.6.6. Work Roster. The Contractor shall provide a list by name, start date and social security number (if applicable) of personnel to provide services. This list shall be provided to the COR thirty (30) calendar days after award. The Contractor shall submit changes in writing to the Contracting Officer (KO) at least fifteen (15) calendar days in advance of the proposed change.

1.6.7. SOFA Status. SOFA Article I(b) will be provided to United States National(s), who is/are not ordinarily resident in Japan and solely for the purpose of executing this contract as employee(s) of the Contractor.

1.6.8. Availability. The contractor shall function as the primary patient transfer liaison twenty-four (24) hours a day, seven (7) days a week to include U.S. Federal and Japanese Legal Holidays.

1.6.8.1. On-Call Services. (CLIN x001 for core hours and CLIN x002 for non-core hours) The contractor shall provide on call escort/transfer services twenty-four (24) hours a day, seven (7) days a week to include U.S. Federal and Japanese Legal Holidays. On call escorts/transfers scheduled/unscheduled for core hours will be included in CLIN x001 and those for non-core hours will be included in CLIN x002. The contractor shall function as the primary patient transfer liaison (on call POC) twenty-four (24) hours a day, seven (7) days a week to include U.S. Federal and Japanese Legal Holidays. The Contractor shall notify, in writing, TOPA staff/leadership, COR and CO of the assigned POC for the month.

1.6.8.2. Summary Sheet. The contractor shall establish a monthly on-call summary sheet including, date, meeting time, end time, duration, destination, name of the assigned translator, type of on call (escort or transfer), segregate core hours and non-core hours and other necessary information. This summary sheet shall be attached to an invoice for payment.

1.6.8.3. Escort Procedure. After 18 MDG TOPA office briefs the patient, the patient’s file will be forwarded to the contractor for translator pairing. Then, the assigned translator shall make contact with the patient referred to a host nation medical facility at least 48 hours prior to the scheduled appointment date for confirmation of the appointment. In expedite cases, the Contractor shall be flexible and ensure smooth operation of escort services. On the scheduled day, the assigned translator will meet the patient at the agreed place and escort the patient to the host nation medical facility where the patient is referred for care; coordinate services required; provide translation/interpretation services as required; and assist in the facilitation of medical care.

1.6.8.4. For On-Call services. The translator’s work hour begins at the scheduled meeting time with the patient and ends with completion of service (summary sheet required Para 1.6.7.2.). The Contractor shall fill out a Form, “18 MDG Patient Escort/Transfer” upon return to the 18 MDG the following duty day. (Refer to Paragraph 1.6.8.1. for details.)

1.6.8.5 Transfer Procedures. The on-call MT is required to report to the MTF within 30 minutes from receipt of notification for emergency and 45 minutes for non-emergency. Time from call/notification/in person to presence at the MTF shall not exceed above stated time. The Contractor shall prepare to respond multiple on-calls, which may simultaneously happen. (Refer to Appendix).

1.6.8.6. The translator shall accompany the MTF medical team in the ambulance during emergency transfers to host nation medical facilities. A medical transfer involves the patient, medical team, and assigned translator. In case of a transfer where an ambulance is not used or there is no space in the ambulance, the assigned translator shall provide his/her vehicle to follow the patient to local the medical facility.

1.6.8.7. Translate all required information to facilitate the transfer, in-processing, care and out-processing of patients requiring medical care at local medical facilities.

1.6.9. Reports.

Required Suspense for Translation Services:

i. The Medical transfer report and any documentation generated before and during medical transfers shall be translated and submitted to the 18th Medical Staff and the COR upon completion of the transfer.

ii. Daily documents generated during an 18 MDG patient’s hospitalization at a host nation facility shall be translated and submitted to the 18th Medical Staff and the COR daily but not to exceed 24 hours.

iii. Discharge instructions must be translated immediately after a patient has been discharged.

iv. Reports and documents generated before, during, and after a patient’s appointment, referred by the 18 MDG at host nation facilities shall be translated and submitted the 18th Medical Staff and the COR within 3 duty days. Translation requests received after 1200L will be processed the following duty day.

i. The following documents shall be translated accordingly:

a. Command Sponsorship Documents: 10 duty days.

b. All others related to patient’s care: 15 duty days.

c. Translation requests received after 1200L will be processed the following duty day.

1.6.9.1. Medical transfer and appointment/escort reports shall include but not limited to:

a. Sequence of events/Times/Dates

b. General synopsis of significant events and pertinent information pertaining to the transfer or appointment escort

c. Responsible Attendant/Translator

1.7. Federal Holidays.

Federal Holidays listed below:

New Year’s Day 01 January Martin Luther King’s Birthday Third Monday in January President’s Day Third Monday in February Memorial Day Last Monday in May Independence Day 04 July Labor Day First Monday in September Columbus Day Second Monday in October Veteran’s Day 11 November

Thanksgiving Day Fourth Thursday in November Christmas Day 25 December

NOTES: Any of the above holidays falling on a Saturday will be observed on the preceding Friday. Holidays falling on a Sunday will be observed on the following Monday.

1.7.1. Down/Family Days. On work days that have been declared “family days,” the Base may be minimally manned with many offices and facilities closed on these days, the FRED shall ensure that the contractor can gain entrance to the work site. The contractor shall perform the services required under this contract or coordinate unpaid leave with the COR prior to the down or family day.

1.7.2. Holiday Services. Services scheduled for a certain day of the week, but cannot be performed due to a federal holiday, shall be performed either the day before or the day after the holiday. If a service is scheduled on Monday and that Monday is a holiday, then the service shall be performed on the day after the holiday (Tuesday). Services scheduled for Friday and a holiday is on Friday, then the service shall be performed on the Thursday before the holiday.

1.7.3. Absences and Leave. The contractor shall not be compensated during periods of absences and leave to include both annual and sick leave. If the contractor is absent for three or more consecutive days due to illness, the contractor shall be required to provide written documentation from a qualified health care provider that he or she is free from communicable disease and the cause of the worker’s current illness. The Government reserves the right to examine and/or re-examine any worker who meets this criterion.

1.7.3.1. The contractor shall maintain a timesheet to document hours worked daily, weekly, and monthly. This shall be provided with contractor’s monthly invoice.

1.7.3.2. The contractor shall notify the COR in advance of scheduled leave and accommodate the Medical Treatment Facility (MTF) schedule for leave periods of a week or more. In cases of scheduled leave and temporary absences (scheduled or unscheduled) greater than 80 consecutive hours, the Contractor shall provide temporary replacement staff. If the Contractor cannot provide a temporary replacement, the Contractor shall notify COR within 72 hours of absence greater than 80 hours. The Contractor agrees to provide temporary replacement staff of equal or greater qualifications per the PWS requirements to include Section 1.6.1 and 1.6.2.

1.7.3.3. Smoking is not permitted in any government building or work area. Smoking is authorized only in designated areas.

1.7.4. SECURITY REQUIREMENTS. Security and base access requirements are contained in clause 5352.242-9000 “Contractor Access to Air Force Installations.” Contractor employees will be required to obtain and display identification badges. Anticipate delays in getting commercial vehicles on base and allow time for commercial vehicles to reach their destination by driving designated routes at posted speed limits throughout the base. Procedures for commercial vehicle access to the base are subject to change without prior notice.

1.7.4.1. ID Passes, Badges and Vehicle Stickers: The contractor is responsible to obtain such clearances and/or passes as required for his/her employees to enter military installations on Okinawa prior to start to work. The contractor shall be responsible for all passes issued to his/her employees under this contract. Applications shall be coordinated through the Contracting Officer or designated representative. At the time of application, Security Forces may conduct a background check on employees. A nametag and a Medical Treatment Facility badge will be worn on the outermost garment at all times. Upon termination of employment, the contractor shall be responsible for returning identification cards and base passes to Security Forces within 24 hours.

1.7.5. PHYSICAL SECURITY. The contractor shall be responsible for safeguarding all government property provided for contractor use. At the close of each work period, government facilities, property, and materials shall be secured.

1.7.5.1. Key Control. The contractor shall establish and implement methods of ensuring that all keys/key card badges issued to the contractor by the government are not lost or misplaced and are not used by unauthorized persons. The contractor shall report lost keys to COR and the Facility Manager. The contractor shall not duplicate any keys. All keys/key card badges shall be turned in upon contract termination.

1.7.5.2. The contractor shall immediately report the occurrences of a lost or duplicate key to the contracting officer.

1.7.5.3. In the event keys, other than master keys, are lost or duplicated, the contractor shall, upon written direction of the contracting officer, 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 replacement of locks or re-keying is performed by the government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the government and the total cost deducted from the monthly payment due the contractor.

1.7.5.4. The contractor shall prohibit the use of keys issued by the government 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 contractor’s employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the Contracting Officer.

1.7.5.5. The contractor shall achieve the same level of trustworthiness for contractor or subcontractor personnel as required for Government personnel with similar access to automated information systems (AISs) and networks containing DoD Sensitive Information (SI). The contractor shall meet the personnel security requirements for Automated Data Processing (ADP) access in DoD 5200,2-R, Personnel Security, for employees and subcontractor employees that require access to Government (IT) systems or DoD SI, or are involved in developing, delivering, or supporting IT systems and services, or safeguarding DoD sensitive information within Government or contractor systems. The contractor shall classify ADP/IT or related positions, submit appropriate paperwork for background investigations or proof of a favorable adjudication, ensure individuals receive requisite training, and document compliance. Personnel background investigations and training must be initiated before access to DoD AIS/networks or DoD SI is allowed. Following contract award, details for completing and forwarding forms for requesting an investigation will be coordinated with the Government IT Security Officer designated for the networks and systems being accessed.

1.7.5.6. The contractor shall use Protected Health Information (PHI) for their designated project only. This information shall not be used to create databases or any other product not intended for use specifically for this project. All PHI related to the project, but not delivered to the government, shall be destroyed at the conclusion of the tasking. Destruction of the information shall comply with The Deputy Secretary of Defense Memorandum, subject: “Destruction of DoD Computer Hard Drives Prior to Disposal,” dated January 8, 2001. The Memorandum requires that all hard drives containing unclassified data being disposed of outside DoD be removed and destroyed through sanitation of SI from storage media in a manner that gives assurance that the information is unrecoverable by technical means.

1.7.5.7. All PHI processed and hard copy output by government and contractor Information Systems, ISs, and networks is considered SI and will be treated as “For Official Use Only”, FOUO, information, as directed by DoD 5400.7, “Freedom of Information Act,” September 1997.

Any SI (e.g., PHI and privacy data, processed, printed, stored, or manipulated on government and contractor ISs and networks will be protected, marked, and labeled in accordance with DoD 5200.

1-R.

1.7.5.8. The contractor shall maintain, transmit, retain in strictest confidence, and prevent the unauthorized duplication, use, and disclosure of PHI in accordance with Standards for Privacy of Individually Identifiable Health Information, Final Rule, December 28, 2000, DoD Health Information Privacy Regulation (DoD 6025.1 8-R), the Privacy Act, and DoD Privacy Program (DoD 54.00.11-R). The Contractor shall provide patient information only to employees, Contractors, subcontractors, and Government personnel having a need to know such information in the performance of their duties for this project. The CO’s representative, the COR, or the FRED shall approve the release of any patient information prior to the release.

1.7.6. Classified Information: The contractor shall safeguard all sensitive and For Official Use Only (FOUO) information that the contractor may be subjected to during the course of fulfilling this contract. Contractor personnel shall not disclose sensitive and FOUO information to any personnel or agencies, Government or civilian who do not have a verifiable need to know of that information.

1.7.6.1. Should contractor personnel receive or suspect they have learned of classified information; the contractor shall identify theft suspicion to the CO thru the COR. The CO and the COR shall then arrange for a security debriefing between the contractor and the appropriate security personnel.

1.7.6.2. Restricted Area Access: The COR shall arrange for any necessary access to restricted areas.

1.8. NATIONAL AGENCY CHECKS. The contractor shall comply with the DoD 5200.2-R, Personal Security Program, and API 33-119, Electronic Mail Management and Use, requirements for contractor personnel operating Government workstations that have unclassified automated information systems (e-mail, MIS, Internet, CAMS, etc.) Request for National Agency Checks (NAC)/favorable background investigation per AFSSI 8522 Chap 3.1.2, on contractor personnel hired at the beginning of the contract, shall be submitted to the Government not later than 14 working days from the contract start date. Request for NACs on contractor personnel hired subsequent to the contract start date shall be submitted to the Government not later than five (5) workdays from the employee’s first duty day. Contractor personnel receiving unfavorable NACs shall not be hired. The Government at no additional cost to the contractor shall submit these investigations.

1.9. RECORDS, FILES, DOCUMENTS, DATA, AND WORK PAPERS. All records, files, documents, data and work papers provided by the government remain Government property.

Contractor personnel will comply with all AFMS requirements for safe keeping, handling, release, and disposal of any of the above information. These AFMS requirements shall include, but are not limited to, limiting access to Government data, tracking information from origin to disposal, removal of personal identifiers and thoroughly destroying information when work is completed according to Federal Law and DoD regulations. If data is used or transmitted outside government facilities, the Contractor shall be responsible for all aspects of physical and operational security.

Inside Government facilities, contractor personnel shall be responsible for following DoD and local directives regarding physical and operational security. Under no circumstances may any information or data used under this contract be transferred nor may work under this contract be performed outside the MTF.

2. SERVICES SUMMARY (SS).

The contractor service delivery requirements are summarized into performance objectives that relate directly to standards of performance required to meet mission essential needs. For the Performance Objective to be met, service delivery must be in substantial compliance with applicable performance standards. The Performance Threshold describes the minimum overall levels of service delivery required for acceptable quality control. Failure to meet these Performance Thresholds means that contractor Quality Control is unacceptable.

SS# Performance objectives PWS Para Performance Threshold

SS 1: All contractor personnel shall conduct performance under this contract in a professional and respectable manner.

1.2.2.

No more than one (1) validated customer complaints per quarter

SS 2: Coordinate and meet patients referred to Japanese hospitals. Escort patients to host nation hospital, coordinate services required, provide translation and interpretation services as required, and facilitate quality medical care.

1.3-1.3.9. & 1.3.11.

No more than one (1) validated customer complaints per quarter

SS 3: Provide feedback within 72 hours on any translation activity dealing with the transfer of patients during and after patient care is rendered.

1.3.10.2 No more than one (1) validated customer complaints per quarter

SS 4: The contractor designated individual shall be available twenty-four

(24) hours a day, seven (7) days a week to include U.S. Federal and Japan Federal Holidays

1.6.5.1 No more than one (1) validated customer complaints per quarter

SS 5: The On-call MT is required to report to the MTF within 30 minutes from receipt of notification for emergency.

1.6.7.5 No more than one (1) validated customer

complaints per quarter

3. GOVERNMENT FURNISHED PROPERTY AND SERVICES: The Government will provide the following equipment, supplies, and services listed below for services performed inside government facilities unless otherwise stated in the contract.

3.1. OFFICE/WORK/LOCKER AREA. Those areas provided for the use of the contract personnel will present an orderly appearance. Contract personnel shall ensure these areas are tidy and any decorative items present a professional, modest appearance in keeping with accepted community standards. Office space will be shared with other members of the TOPA Flight to include other translators. The government will not be responsible for loss or damage of personal items brought into the MTF. Ensure safe work environment and employee safe work habits, reference MTF and base safety programs.

3.2. EQUIPMENT.

3.2.1. CELL PHONE. The MT shall carry a cell phone provided by the government at all times while at work. Contractor shall sign hand receipt upon receiving device and return upon departure. A lost, stolen or damaged device shall be replaced at the cost of the contractor.

3.2.2. RADIO. The MT will carry a two-way radio provided by the government during ambulance response or transport. Contractor shall sign hand receipt upon receiving radio and return upon departure. A lost, stolen or damaged radio shall be replaced at the cost of the contractor.

3.2.3. PERSONAL PROTECTIVE EQUIPMENT (PPE). The Government will furnish the contractor with appropriate PPE. The Government will be responsible for any repair, cleaning and inventory required for the PPE. This does not include any type of uniform or laboratory coat. The Medical Liaison/Translator will wear required PPE when directed by medical emergency staff.

3.2.4. FORMS. The MTF will provide required Government forms used in the performance of services.

3.2.5. SUPPLIES. The MTF will provide supplies commonly used in the facility for performing the translation and liaison services.

3.2.6. Government telephones shall be used only for official government business.

3.3. IDENTIFICATION CARDS. The Government will issue a hospital identification (ID) badge which must be worn at all times within the MTF, The ID badge must be visibly displayed between the shirt collar and the waist. A Common Access Card will also be issued to allow the contractor access to necessary computer systems and to the base and the MTF during heightened security.

Both cards must be carried by the individual at all times while working at the MTF.

3.4. EMERGENCY HEALTH CARE. The MTF will provide emergency health care for contract personnel for injuries occurring while on duty in the MTF. These services will be billed to the Contractor.

3.4.1. VEHICLES: Each contractor vehicle shall have the name of the contractor neatly exhibited on each side of the vehicle. The vehicles shall be in satisfactory mechanical condition and shall present a neat and clean appearance. The contractor shall operate vehicles in compliance with base traffic regulations.

3.5. TRANSPORTATION COST. Should the contractor accrue transportation cost due to off base travel to assist MDG patients or personnel, contractor shall be reimbursed based on rates prescribed in appendix F. Parking fees will be reimbursed up to ￥1,000. The contractor shall submit all the documents (i.e. parking receipts, toll road fees, etc.) to COR.

4. CONTRACTOR MANPWOER REPORTING REQUIRMENTS.

4.1. IAW FY11 NDAA Section 8108, the contractor shall report all contractor labor hours (including subcontractor labor hours) required for performance of services provided under this PWS via a secure data collection site. The contractor is required to completely fill in all required data fields at: http://www.ecmra.mil.

4.1.1. Reporting Period. Reporting inputs will be for the labor executed during the period of performance for each Government Fiscal Year (FY), which runs 1 October through 30 September.

While inputs may be reported any time during the FY, all data shall be reported no later than 31 October of each calendar year. Contractors may direct questions to the Contractor Manpower Reporting Application (CMRA) help desk.

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

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

http://www.ecmra.mil.

4.2. APPLICABLE PUBLICATIONS AND FORMS.

4.2.1. The contractor shall comply with Air Force Instruction (AFI) 41-210 and Medical Group Instruction (MDGI) 41-210. These documents are available in the MTF and maintained by the Government. Supplements or amendments to instructions or publications from any organizational level may be issued during the life of the contract. The Contractor shall immediately implement those changes. The contractor will utilize any necessary forms designated by the FRED or Referral Management staff for use in providing care.

4.2.2. Compliance with all publications, regulations and operating instructions provided by the Government is required when:

4.2.3. They pertain to the procedures for materials expediting herein and where the contractor is authorized by the performance work statement to accomplish the work specified in the publication, regulation or operating instructions.

4.2.4. The publications prescribe USAF policies, use of materials, procedures and processes applicable to the work requirements.

4.2.5. The contractor is required to acquire and work on the latest version of the publication.

4.3. CONTRACTOR PERSONNEL

4.3.1 Contract Manager: the contractor shall provide a contract manager and alternate contract manager (responsible in the absence of the contract manager) who shall be responsible for the performance of the services. The names of the contract manager and alternate(s) shall be provided to the CO in writing prior to the beginning of the first performance period. The contract manager and alternate(s) must be able to read, write, speak, and understand English. Personnel must be knowledgeable in general medical ethics, health records administration, telephone etiquette, office management methods, excellent communications and customer service skills, and strong organizational background and computer operations to include Microsoft Windows and spread sheet type applications. Personnel shall understand the importance of deadlines.

4.3.2 The contract manager and alternate shall have full authority to act for the contractor on all contract matters relating to daily operations of this contract.

4.3.3. The contract manager or alternate shall be available within (4) hours to meet via telephone or email to discuss problems.

4.3.4. Contractor Employees: the contractor shall not employ persons for work on this contract if such employee is identified to the contractor by the CO as a potential threat to the health, safety, security, general well-being or operational mission of the installation and its population.

4.3.5. Contractor personnel shall present a neat appearance and be easily recognized as contractor employees. This will be accomplished by wearing a Contractor and 18 MDG nametag containing the company name, individuals’ name and specialty in English. Contract personnel’s clothing shall fit correctly to provide a professional, modest appearance in keeping with the normally accepted community standards of dress for the work being performed. In all cases, clothing shall be neat and clean. This includes being free from visible dirt and stains.

4.3.6. The contractor shall not employ any person who is an employee of the U.S. Government if employing that person would create a conflict of interest. Additionally, the contractor shall not employ any person who is an employee of the Department of the Air Force, either military or civilian, unless such person seeks and receives approval according to DOD 5500-7-R Joint Ethics Regulation. The contractor shall not employ any person who is an employee of the Department of the Air Force if such employment would be contrary to the policies in AFI 64- 106, Air Force Industrial Labor Relations Activities.

4.3.7. The contractor is cautioned that off-duty active military personnel hired under this contract may be subject to permanent change of station, change in duty hours or deployment.

Military Reservists and National Guard members may be subject to recall to active duty. The abrupt absence of these personnel could adversely affect the contractor’s ability to perform;

however, their absence at any time shall not constitute an excuse for nonperformance under this contract.

4.4. PATIENT SENSITIVITY. The MTs shall respect and maintain the basic rights of patients, demonstrating concern for personal dignity and human relationships. Medical Liaisons/Translators receiving complaints validated by the Contracting Officer (CO) shall be subject to counseling and, depending on the nature and severity of the complaint, separation from performing services under this contract.

4.5. COMMUNICATION. The Contractor shall ensure the MTs maintain open and professional communication with the Functional Requirements Evaluator Designee (FRED) and Contracting Officer Representatives (COR). Complaints validated by the COR shall be reported in writing to the Contracting Officer (CO) and the Contractor for action. Failure of the Contractor to correct validated complaints rose by the COR and the CO will be considered a failure to perform.

4.6. JAPANESE ROAD LAWS.

4.6.1. The contractor shall comply with Japanese Road Laws while on US Military installations to specifically include: Article 43 the Road Law (Japan) (prohibited acts relative to roads). No person shall commit the following described acts:

4.6.2. Damaging the road, causing roads to be littered with debris, polluting the roads with debris or fallout from motor vehicles or otherwise defacing roads unreasonably or without due cause.

4.6.3. Article 43-2 (Measures to be taken to prevent cargo or things loaded on motor vehicles from falling out)

4.6.4. The agency managing a road may when there is reasonable cause for him to feel that items or cargo being carried in or on a motor vehicle may fall out and damage, pollute, or otherwise deface the road in such manner as to hinder or obstruct the traffic, order the operator of the vehicle in question to take steps or measures necessary to prevent occurrence of such hindrance by stopping operation of the vehicle, or correcting the method of loading or traveling or operation of the vehicle.

4.7. REQUIRED INSURANCE by JAPANESE LAW.

4.7.1. The Contractor shall procure and maintain during the entire period of his performance under this contract the following minimum insurance on each vehicle used by the Contractor at the work site.

4.7.2. Type: Automobile Property Damage Insurance Amount: ¥3,000,000 or Dollar equivalent Bodily Injury Insurance Amount: ¥30,000,000 or Dollar equivalent

4.7.3. All vehicles must be properly inspected/insured in accordance with Japanese Compulsory Insurance (JCI) requirements.

4.7.4. Prior to the commencement of work hereunder, the Contractor shall furnish to the Contracting Officer a certificate or written statement of the above required insurance. The policies evidencing required insurance shall contain an endorsement to the effect that cancellation or any material change in the policies adversely affecting the interests of the U.S.

Government in such insurance…