Attach 1-PWS Warfighter Opthamology Clinic 1 Jun 2021.pdf

Attachment 1

Solicitation #: FA301021R0014

1 June 2021

PERFORMANCE WORK STATEMENT

WARFIGHTER/OPHTHALMOLOGY CLINIC STAFFING

Non-Personal Services

1. DESCRIPTION OF SERVICES AND GENERAL INFORMATION. The Contractor shall provide the Government the services of one Full Time Equivalent (FTE) Refractive Surgery

Optometrist (credentialed), five FTE Ophthalmic Technicians (non-credentialed), one FTE

Clinic Manager (non-credentialed), and two FTE Medical Records Clerks (non-credentialed) to support a Warfighter Refractive Surgery (includes Photo-Refractive Keratectomy/Refractive

Surgery Clinic/Laser-In-Situ-Keratomileusis/ Implantable Collamer Lens (PRK, RSC, LASIK, and ICL)) and Ophthalmology Clinic for eligible beneficiaries at the 81st Medical Group (81

MDG), Keesler Medical Center (KMC), Keesler Air Force Base (KAFB), Mississippi (MS), also referred to as the "medical treatment facility" (MTF) herein. The Contractor shall perform services in accordance with (IAW) the ethical, professional, and technical standards of the health care industry and the Air Force (AF) medical department. Performance shall be according to the requirements contained in this Performance Work Statement (PWS) and professional standards of practice of the Joint Commission, the American Society of Health System Optometrists, the

Air Force Inspection Agency Office of the Health Service Inspector, and applicable AF

Optometry regulations. The Contractor care shall cover the range of services provided in a civilian MTF.

1.1. CONTRACTOR MANAGEMENT STAFF RESPONSIBILITIES.

1.1.1. Verification and Validation of Candidate Qualifications. The Contractor shall verify and validate candidate qualifications against Government minimum requirements prior to submission of qualifying documents.

1.1.2. Placement of Contractor Personnel. The Contractor shall recruit and place contractor personnel in a timely manner:

1.1.2.1. Non-credentialed Contractor Personnel. The non-credentialed contractor personnel shall physically start work no later than (NLT) 30 calendar days from the initial date on the period of performance (POP).

1.1.2.2. Credentialed Contractor Personnel. The credentialed contractor personnel shall physically start work NLT 60 calendar days from the initial date on the POP. The contractor shall submit complete and accurate credentialing packages NLT 30 calendar days from the initial date on the POP.

1.1.3. Replacement of Contractor Personnel. The Contractor shall replace permanent contractor personnel such that vacancies will not exceed 30 consecutive calendar days for non-credentialed positions and/or 60 calendar days for credentialed positions. When replacing a contractor personnel, the consecutive calendar days begin when the contractor personnel terminates employment. For non-credentialed positions, the replacement contractor personnel must begin work within 30 consecutive calendar days after the previous non-credentialed contractor personnel departed the position. For credentialed positions, the replacement contractor personnel must begin work within 60 consecutive calendar days after the previous credentialed contractor personnel departed the position; however, the contractor shall submit complete and accurate credentials packages on all credentialed contractor personnel NLT 30 calendar days after the previous contractor personnel departed.

1.1.4. Substitute or Temporary Coverage. The Contractor shall substitute permanent contractor personnel whenever a temporary absence is expected to exceed 30 consecutive calendar days. The

Contractor shall promptly notify the Contracting Officer Representative (COR) and Functional

Requirements Evaluation Designee (FRED) of any projected absences exceeding 30 consecutive calendar days and ensure no temporary absence exceeds 30 consecutive calendar days through the use of a qualified substitute.

1.1.5. Resolve Performance Issues. The Contractor shall adequately resolve MTF and patient complaints regarding contractor personnel which satisfy Government concerns.

1.2. SPECIFIC PROCEDURES FOR WHICH THE CONTRACTOR SHALL BE

RESPONSIBLE. The contractor shall provide all labor, management, supervision, consultations, and reports necessary to ensure all tasks meet the requirements in this PWS and Services Summary

(section 2). Specific duties are outlined below and shall be performed with minimal direct oversight.

1.2.1. Optometrist. The Contractor shall provide one FTE for this PWS. The Contractor personnel shall:

1.2.1.1. Evaluate, diagnose and treat patients, take timely and appropriate referrals, and be well versed in preventive medicine guidelines pertaining to postoperative corneal haze, infections, and basic eye care.

1.2.1.2. Examine, diagnose and treat conditions of the visual system with ophthalmic lenses, ophthalmic prisms, contact lenses, including scleral contact lenses, and low vision aids.

1.2.1.3. Participate in the examination, diagnosis, treatment, and management of diseases, injuries, and refractive surgery of the eye and ocular adnexa.

1.2.1.4. Be familiar with the administration and interpretation of automated corneal topography, lensometry, and autorefractometry, be knowledgeable in both direct and indirect ophthalmoscopy through dilated and un-dilated pupils, and be familiar with refractive surgery basics in order to screen/recommend patients for refractive procedures in conjunction with the Ophthalmologist.

1.2.1.5. Provide outpatient optometric evaluations/services for acute and routine eye exam patients, to include walk-in patients. The RSC staff will be responsible for examining, diagnosing, and treating all patients referred to the warfighter refractive surgery clinic.

1.2.1.6. Identify and use available medical and non-medical supplies and equipment commonly used in ophthalmology/optometry clinics for the care and management of patients in meeting the health care and educational needs of patients and families.

1.2.1.7. Provide immediate evaluation and management of emergency problems as they occur.

1.2.1.8. Follow Department of Defense (DoD), AF, and KMC regulations and policies when arranging for a referral or consult. The Contractor personnel shall inform the patient of the required referral or consult and the mechanism used to obtain such services. The Contractor personnel shall not recommend to the patient that he/she consult a specific practitioner or use a specific practice.

Referrals should be coordinated with the Chief of Cornea and Refractive Surgery before the referral process begins.

1.2.1.9. Ensure that drugs not on the KMC formulary or specific Optometrist-prescribing list are approved by the Pharmacy and Therapeutics Committee.

1.2.1.10. Provide training to the MTF staff/student/rotating ophthalmology residents on the performance of ophthalmology examinations/procedures.

1.2.1.11. Assist Ophthalmology with providing care for acute walk-in patients who are either post-refractive surgery, active duty, dependents, or retiree beneficiaries as time permits to ensure timely care of all patients without adversely impacting refractive surgery clinic flow.

1.2.1.12. Will comply with the wear, use, and maintenance of all required personal protective equipment (to include, but not limited to respiratory protection) as required to perform normal duties, as identified by Bioenvironmental Engineering occupational health surveillance.

1.2.2. Ophthalmic Technicians. The Contractor shall provide five FTEs for this PWS. The

Contractor personnel shall provide outpatient ophthalmology services for patients as directed by the healthcare provider. The Refractive Surgery staff shall:

1.2.2.1. Receive patients, examine records and forms, and prepare patients for current exam and/or treatment. Prepare ophthalmology patients for and assist Warfighter Refractive Optometrist and/or

Ophthalmology personnel with examination and treatment. Schedule and retrieve various reports through the Electronic Health Record (EHR). Prepares clinical reports, records, and data entry.

1.2.2.2. Assist the healthcare provider by performing technical tests and record results for procedures for the healthcare provider's analysis and interpretation. Plan, implement, and supervise vision screening tests such as visual acuity, color vision, tonometry, visual fields, pupil exams, and other technical tests required by the Warfighter Refractive Optometrist and/or Ophthalmologist.

Record test data and determine need for further evaluation.

1.2.2.3. Assist in a wide range of refractive/diagnostic procedures, to include manual manifest refractions, corneal topography, auto-refractometry, pachyrnetry, keratometry, biometry, ocular photography, ocular coherence tomography, visual fields/pupillary reflex testing, anterior and posterior segment ultrasound.

1.2.2.4. Prepare appropriate equipment and instruments for surgery and follow-up care. Directly assist surgeons in performing refractive surgery and clinic procedures.

1.2.2.5. Assist the healthcare provider with clinical procedures and perform as special assistant, using procedures pertaining to all types of laser ophthalmology surgeries. Prepare patients for and perform general preparation of pre-operative patients. Provide postoperative instructions as directed by the physician.

1.2.2.6. Prepare anesthetics and antibiotics. Administer eye drops and ointments, apply ocular dressings, and obtain eye cultures as required.

1.2.2.7. Assist with contact lens cleaning, dispensing, insertion/removal, and patient instruction.

Prepare and fit patients with special optometric devices as instructed by the healthcare provider.

Instruct patients in correct care and hygiene post-procedurally.

1.2.2.8. Prepare, clean, sterilize, and maintain proper stock of surgical equipment, instrumentation, and medications.

1.2.2.9. Perform user maintenance checks on specialized clinic/surgical equipment and calibration checks on clinical diagnostic equipment daily, using prescribed methods outlined in the manufacturers' manuals. All calibrations must be performed and logged in to verify calibration was successful. Must notify the Clinic Manager/Officer in Charge (IC)/Non-

Commissioned Officer in Charge (NCOIC) of malfunctioning equipment after removing the equipment from service and describing the apparent malfunction.

1.2.2.10. Respond to emergencies, to include recognizing emergency situations, calling for help, evacuating patients and staff during a fire, providing life support consistent with MTF policies and procedures as well as the individual's education and training, and functioning calmly and efficiently in assisting other personnel.

1.2.2.11. Assist active duty co-workers with screening of both acute walk-in active duty, dependent, and retiree ophthalmology patients, as well as routine scheduled ophthalmology clinic patients as time/clinical volume permits so that patient flow in the refractive surgery clinic will not be impacted. The determination of availability of Contractor personnel for assistance will be made by the Clinic Manager and/or Chief of Cornea and Refractive Surgery.

1.2.2.12. Will comply with the wear, use, and maintenance of all required personal protective

1.2.3. Clinic Manager: The Contractor shall provide one FTE for this PWS. The Contractor personnel shall provide outpatient ophthalmology support services for patients as directed by the healthcare provider. The Contractor personnel shall:

1.2.3.1. Receive patients, examine records and forms, and prepare patients for current exam and/or treatment. Prepare ophthalmology patients for and assist healthcare provider with examination and treatment. Schedule and retrieve various reports through EHR, receive telephone calls, visitors and messages from the patient call system, prepare clinical reports, records and data entry, and provide administrative support for appointments, discharges, and transfers.

1.2.3.2. Organize and maintain various records systems and prepare reports. This includes, but is not limited to: accurately retrieving and filing patient charts IAW procedures; preparing blank medical packages for new patients; operating EHR to register patients, updating and retrieving data; entering data via alphanumeric keyboard and visual display terminal to produce and maintain desired products; selecting appropriate input/output format and assisting with administrative input of patient data; preparing patient charts, ensuring all forms and information are complete and accurate; correctly filing information in medical records; preparing and finalizing outpatient records; and assisting staff with outpatient administrative duties; maintain desired products;

selecting appropriate input/output format and assisting with administrative input of patient data;

preparing patient charts, ensuring all forms and information are complete and accurate; correctly filing information in medical records; preparing and finalizing outpatient records; and assisting staff with outpatient administrative duties.

1.2.3.3. Manage staff scheduling and production, implement training and certification, and supervise day-to-day clinic operations and the work of the technicians and clerks. Responsible for maintenance and upkeep of the Warfighter Refractive Surgery Center cost center and the annual budget.

1.2.3.4. Order and maintain ophthalmologic medications, supplies, and equipment for use by the healthcare provider. Perform routine checks of medications and sterile instrument packs for expiration dates.

1.2.3.5. Assist in preparing computer templates and schedules for clinical/surgical procedures. Set up and maintain monthly (recurring) and master schedules through EHR. Prepare clinical reports, records, and data entry.

1.2.3.6. Create, track, and maintain required clinic and group reports, collecting and collating monthly statistical data as it relates to productivity and utilization, projected workload, healthcare provider time, and projected leaves, TDY, and training. Ensure records are available for quality assurance peer review. Assist nurse to ensure the database is maintained to measure clinical outcomes and is available for review.

1.2.3.7. Orient and document newly assigned Contractor personnel in OR, laser suite, and clinic policies and procedures.

1.2.3.8. Provide training to MTF staff in the performance of ophthalmology examinations/procedures as required. The training topics shall be jointly decided between the

Chief of Cornea and Refractive Surgery and/or the NCOIC, as well as the NCOIC of Refractive

Surgery.

1.2.3.9. Recommend policies, procedures, and other improvements to increase organizational effectiveness.

1.2.3.10. Perform reception duties, receive telephone calls and visitors, and coordinate/ assist/handle various requests and inquiries from patients, visitors, and staff. This includes receiving telephone calls, visitors, and messages from the patient call system.

1.2.3.11. Assist the healthcare provider by performing technical tests and record results for procedures for the healthcare provider's analysis and interpretation. Plan, implement, and supervise vision screening tests, such as visual acuity, color vision, tonometry, visual fields, pupil exams, and other technical tests required by the Warfighter Refractive Optometrist and/or

Ophthalmologist. Record test data and determine need for further evaluation.

1.2.3.12. Assist in a wide range of refractive/diagnostic procedures, to include manual manifest refractions, corneal topography, auto-refractometry, pachymetry, keratometry, ocular photography, and visual fields/pupillary reflex testing.

1.2.3.13. Prepare appropriate equipment and instruments for surgery and follow-up care.

Directly assist surgeons in performing refractive laser surgery

1.2.3.14. Assist the healthcare provider with clinical procedures and perform as special assistant using procedures pertaining to all types of laser ophthalmologic surgeries. Prepare patients for and perform general preparation of pre-operative patients. Provide postoperative instructions as directed by the physician.

1.2.3.15. Prepare anesthetics and antibiotics. Administer eye drops and ointments, apply ocular dressings, and obtain eye cultures as required.

1.2.3.16. Assist with contact lens cleaning, dispensing, insertion/removal, and patient instruction.

Prepare and fit patients with special optometric devices as instructed by the healthcare provider.

Instruct patients in correct care and hygiene post-procedurally.

1.2.3.17. Prepare, clean, sterilize, and maintain proper stock of surgical equipment, instrumentation, and medications.

1.2.3.18. Perform user maintenance checks on specialized clinic/surgical equipment and calibration checks on clinical diagnostic equipment daily using prescribed methods outlined in the manufacturers' manuals. All calibrations must be performed and logged in to verify calibration was successful.

1.2.3.19. Respond to emergencies, to include recognizing emergency situations, calling for help, evacuating patients and staff during a fire, providing life support consistent with MTF policies and procedures as well as the individual's education and training; functioning calmly and efficiently in assisting other personnel.

1.2.3.20. Will comply with the wear, use, and maintenance of all required personal protective

1.2.4. Medical Records Clerk. The Contractor shall provide two FTEs for this PWS. The

Contractor personnel shall use fundamental knowledge of medical terminology to provide clerical, reception, and administrative duties in support of the care and treatment of patients in an outpatient clinic of KMC. The Contractor personnel shall:

1.2.4.1. Perform reception duties, receive telephone calls and visitors, and coordinate/assist/handle various requests and inquiries from patients, visitors, and staff, to include receiving telephone calls, visitors, and messages from the patient call system.

1.2.4.2. Provide administrative support for appointments, discharges, and transfers. The Contractor personnel shall administratively process patients throughout patient and observation status, to include, but not limited to: courteously receiving patients; interviewing patients to obtain necessary information to complete appointment paperwork; assisting the technicians in directing patient flow through the clinic; promptly notifying clinic staff of messages; entering appointments and telephone consults into EHR faxing paperwork; and preparing necessary paperwork related to movement or transfer of patients, to include air evacuation. The Contractor personnel shall transport requests and contained specimens or medications between the clinic and ancillary service.

1.2.4.3. Organize and maintain various records systems and prepare reports, to include, but is not limited to, accurately retrieving and filing patient charts IAW procedures; preparing blank medical packages for new patients; operating EHR to register patients, updating and retrieving data;

entering data via alphanumeric keyboard and visual display terminal to produce and maintain desired products; selecting appropriate input/output format and assisting with administrative input of patient data; preparing patient charts, ensuring all forms and information are complete and accurate; correctly filing information in medical records; preparing and finalizing outpatient records; and assisting staff with outpatient administrative duties.

1.2.4.4. Order and stock forms and office supplies for the clinic as needed. The Contractor personnel may be called upon to assist in preparing and maintaining an adequate supply of pre-admit packs and procedures packs; collecting data on specific activities and entering the data into databases/spreadsheets; and helping maintain the duty section in a neat and organized manner, to include shredding forms and placing the shredded materials in the recycling receptacle.

1.2.4.5. Notify the Clinic Manager of malfunctioning equipment after removing the equipment from service and describing the apparent malfunction.

1.2.4.6. Assist Ophthalmology Clinic administrative staff with front desk duties as time permits so that patient flow in the refractive surgery clinic will not be adversely affected. Availability of

Contractor personnel for this assistance will be determined by the Clinic Manager and/or Chief of

Cornea and Refractive Surgery.

1.2.4.6. The Flight Commander/Medical Director will make specific duties/patient care assignments. All inpatients will be admitted to the medicine residency service at the MTF.

1.2.4.7. Contractor personnel shall be productive and perform with minimal supervisory direction.

1.2.4.8. Contractor personnel shall be in the work area and available for work at the appointed times.

1.2.4.9. Contractor personnel shall ensure all equipment is properly cleaned and stored at the end of each work shift and ensure preventive maintenance and routine cleaning are performed as directed.

1.2.4.10. Contractor personnel shall ensure a safe work environment and employee safe work habits.

1.2.10. Contractor personnel shall complete all job specific data training as required by the MTF.

1.2.4.11. Contractor personnel shall complete all in-processing and out-processing within MTF requirements (e.g., badges, e-mail accounts, Privacy Act, etc.).

1.3. CONTRACTOR PERSONNEL QUALIFICATIONS

1.3.1. Optometrist

1.3.1.1. Required Skills and Ability

1.3.1.1.1. Possess ability to evaluate, diagnose and treat patients, take timely and appropriate referrals, and be well versed in preventive medicine guidelines pertaining to postoperative corneal haze, infections, and basic eye care.

1.3.1.1.2. Be familiar with the administration and interpretation of automated corneal topography, lensometry, and autorefractometry, be knowledgeable in both direct and indirect ophthalmoscopy through dilated and undilated pupils, and be familiar with refractive surgery basics in order to screen/recommend patients for refractive procedures in conjunction with the Ophthalmologist.

1.3.1.2. Education and Certification

1.3.1.2.1. Contractor personnel shall have graduated from an accredited school of Optometry with a Doctor of Optometry (OD) degree. Contractor personnel shall possess, provide proof of, and maintain certification in Basic Life Support (BLS). Copies to be provided when submitting candidates for consideration.

1.3.1.3. Licensure

1.3.1.3.1. The Contractor personnel shall possess a valid unrestricted Mississippi license to practice Optometry.

1.3.1.4. Experience

1.3.1.4.1. The Contractor personnel shall have provided Optometry services for a minimum of 48 months within the past 60 months.

1.3.2. Clinic Manager

1.3.2.1. Required Skills and Abilities

1.3.2.1.1. Possess excellent oral and written communication skills, interpersonal skills, and have working knowledge of computers, specifically the Internet, Microsoft Word, Microsoft Onenote, Microsoft Excel, and Windows.

1.3.2.1.2. Possess knowledge of refractive surgery treatment and management.

1.3.2.1.3. Possess proficient skills in full range of refractive and ophthalmic surgical instrumentation and equipment and in surgical assisting in refractive laser procedures. Specific ophthalmic skills may be waived at the discretion of the FRED/OIC/NCOIC, providing there is a reasonable overall successful degree of competency for the remaining skills.

1.3.2.1.4. Possess knowledge of various technology platforms in refractive surgery

1.3.2.1.5. Knowledge of clinical and surgical appointment scheduling, ophthalmology CPT and

ICD-9 coding.

1.3.2.2. Education and Certification

1.3.2.2.1. At a minimum, this position requires a high school diploma or equivalent with completion of two years of college. Completion of an ophthalmic technician course is highly desirable. The Contractor personnel shall hold a current certification or be eligible for certification as a Certified Ophthalmic Assistant (COA) or higher from the Joint Commission on Allied Health

Personnel in Ophthalmology (JCAHPO). Certification will be obtained within one year ·of start of employment and currency continued thereafter. The Contractor personnel shall also possess current CPR certification.

1.3.2.3. Licensure

1.3.2.3.1. N/A

1.3.2.4. Experience

1.3.2.4.1. The Contractor personnel shall possess five years previous experience in an

Ophthalmology Clinic performing functions as stated and one year as a managerial supervisor.

Experience in similar or equivalent supervisor or managerial roles in a clinic or hospital.

1.3.3. Ophthalmic Technician

1.3.3.1. Required Skills and Abilities

1.3.3.1.1. Possess excellent oral and written communication skills, interpersonal skills, and have working knowledge of computers, specifically the Internet, Microsoft Word, Microsoft Onenote,

1.3.3.1.2. Skills in full range of refractive and ophthalmic surgical instrumentation and equipment and in surgical assisting in refractive laser procedures.

1.3.3.1.3. Specific ophthalmic skills may be waived at the discretion of the Ophthalmology Clinic supervisor/Clinic Manager, providing there is a reasonable overall successful degree of competency for the remaining skills.

1.3.3.1.4. Knowledge of clinical and surgical appointment scheduling, ophthalmology CPT and

ICD-9 coding.

1.3.3.1.5. Skills in full range of refractive and ophthalmic surgical instrumentation and equipment and in surgical assisting in refractive laser procedures. Specific ophthalmic skills may be waived at the discretion of the Ophthalmology Clinic supervisor/Clinic Manager, providing there is a reasonable overall successful degree of competency for the remaining skills.

1.3.3.1.6. Knowledge of clinical and surgical appointment scheduling, ophthalmology CPT and

ICD-9 coding, and basic computer technology. Contractor personnel will be provided mandatory training on KMC Composite Health Care System (CHCS) within 30 days of employment at KMC.

1.3.3.2. Education and Certification

1.3.3.2.1. Completion of two years of college and an ophthalmic technician course. The JCAHPO certification as a Certified Ophthalmic Technician (COT) or COA. JCAHPO Certification as COA is required within one year of employment, if the Contractor personnel currently does not have it upon filling the position. After acquiring certification, it shall be kept current.

1.3.3.2.2. In lieu of two years of college or a formal course, certification as a COT, COA, and one year of experience in the ophthalmology field will be considered an acceptable minimum alternative for this position.

1.3.3.2.3. Skills in cardiopulmonary resuscitation and must be certified in BLS or become certified within 30 days of hire and keep certification current.

1.3.3.3. Licensure

1.3.3.3.1. N/A

1.3.3.4. Experience

1.3.3.4.1. The Contractor personnel shall have provided ophthalmic/medical clinic support services for a minimum of six months within the past 12 months.

1.3.4. Medical Records Clerk

1.3.4.1. Required skills and Abilities

1.3.4.1.1. Knowledge, skills, and computer literacy to interpret and apply medical care criteria.

1.3.4.1.2. Basic typing skill of a minimum of 40 words per minute.

1.3.4.1.3. Possess excellent oral and written communication skills, interpersonal skills, and have working knowledge of computers, specifically the Internet, Microsoft Word, Microsoft OneNote,

1.3.4.1.4. Contractor personnel shall be trained on KMC EHR within 30 days of employment at

KMC. EHR training is mandatory to maintain employment at KMC.

1.3.4.2. Education and Certification

1.3.4.2.1. The Contractor personnel shall have graduated from high school or passed a General

Education Development (GED) Test.

1.3.4.3. Licensure

1.3.4.3.1. N/A

1.3.4.4. Experience

1.3.4.4.1. The Contractor personnel must possess at least one year previous experience in a medical office setting and be able to demonstrate the following:

1.4. PATIENT SENSITIVITY. Contractor personnel shall provide patients with the utmost care and attention. All patients shall be assured of their privacy and personal dignity.

1.5. COMMUNICATION. Contractor personnel shall maintain open and professional communication with members of the MTF staff. Complaints validated by the Flight

Commander/Medical Director shall be reported in writing to the Contract Administrator (CA) and the Contractor for action. Failure of the Contractor to correct validated complaints raised by the

MTF staff and the Contracting Officer (CO) will be considered failure to perform.

1.6. DOCUMENTATION. Contractor personnel shall prepare all documentation (to include patient records) to meet or exceed established standards of the MTF, to include but not limited to, timeliness, accuracy, content, and signature. Only MTF and AF approved abbreviations shall be used for documentation of the patient/donor health records.

1.7. CONTINUING HEALTH EDUCATION (CHE)/CERTIFIED EDUCATION UNITS

(CEU) REQUIREMENTS. Contractor personnel registered or certified by national/medical associations shall continue to meet the minimum standards for CHE to remain current as prescribed in Chapter 5, Air Force Instruction (AFI) 41-117, Medical Service Officer Education, 24 March

2015. CHE hours will be reported to the Medical Director, annually on the first normal duty day in January for the previous calendar year. Periodic CHE may be conducted at the MTF and will be available, at no cost, should the Contractor personnel desire to attend. Attendance will be at the discretion of the Flight Commander/Medical Director and will not be billable.

1.8. TRAVEL REQUIREMENTS.

1.8.1. Warfighter Optometrist and Clinic Manager are required to attend Military Refractive Safety and Standards Symposium (MRSSS). Potential conferences attendance are to be discussed at a minimum two months prior to the event with the FREDs to allow for travel request completion and submission to the 81st Contracting Squadron POC for approval.

1.9. PERSONNEL.

1.9.1. Point of Contact (POC). The Contractor shall provide a POC who shall be responsible for the performance of the work. The POC shall have full authority to act for the Contractor on all matters relating to the daily operations of this contract. The POC may be Contractor personnel providing care IAW this PWS. The Contractor shall designate this individual in writing, to the

Contracting Office before the contract start date. An alternate may be designated, but the

Contractor shall identify those times when the alternate shall be the primary POC.

1.9.2. Availability. The Contractor’s designated project manager shall notify the FRED, as early as possible of programmed absences of the Contractor personnel to allow for planning of service coverage and workload distribution.

1.9.3. Hours of Operation. KAFB and the MTF operates on a 24/7 basis. Regular duty hours will not exceed 40 hours in two weeks. The contractor shall work Monday through Friday as specified below.

1.9.3.1. Duty Hours/Schedule

1.9.3.2. Warfighter Optometrist, Technicians, and Clinic Manager Work hours will be scheduled between 0530-1730 and will be flexible schedules based on clinic needs, Monday through Friday. Routine duty hours will be M-F 0700-1600. Actual work hours will be scheduled by the Flight Commander/Operations Officer to correspond to the needs of the department, duty days will not exceed 8 hours per day and will not exceed 40 hours per two-week period.

1.9.3.3. Medical Records Clerk - Warfighter Refractive and Ophthalmology Clinic Routine duty hours will be M-F 0700-1600. Actual work hours will be scheduled by the Flight Commander/

Operations Officer to correspond to the needs of the department, duty days will not exceed 8 hours per day and will not exceed 40 hours per week.

1.9.3.4. Contractor staff shall be required to log in time worked in both the Defense Medical

Human Resource System (DHMRSi)- internet, as well as any locally established duty tracking system as established by the duty section.

1.9.4. Holidays. The Contractor shall not be required to provide services on federally recognized holidays (or the actual day set aside for observation).

1.9.5. Vacation/absences. Contractor personnel must adhere to vacation and sick leave policies.

Vacations/absences are to be coordinated at a minimum two weeks in advance with, and at the discretion of the Government Clinic Supervisor. For extended absences, a minimum of four weeks’ notice is requested to accommodate for patient scheduling.

1.9.6. On- Call. N/A

1.9.7. Overage. An overage hour is an hour scheduled for the contractor personnel to perform services beyond the normal duty hours outlined in the contract for continuity of care purposes, or to perform services when called into the MTF while in an on-call status. Overage hours are billable to the Government whenever the contractor personnel performs duties outlined in the work schedule to include continuity of care purposes beyond the contractor personnel's normal duty hours. Overage hours on the work schedule are established by the MTF and are clearly stated in the contract. Any variation of overage hours on the work schedule must be authorized by the FRED and Clinic Manager for contract staff with the exception of the Clinic Manager, in advance to the extent practicable. Clinic Manager Overage must be approved by the FRED or the COR, in advance to the extent practicable. The total number of overage hours worked cannot exceed the number identified in the contract. The contractor personnel shall record and report time worked

IAW MTF policy. The Contractor shall establish a process for contractor personnel to accurately record and report overage hours worked without relying on the Government.

1.9.8. Unplanned Closures. In the event of an unplanned closure of the facility due to natural disasters, military emergency, or severe weather, Contractor personnel shall be allowed to account for those hours as billable to the Government if the following two conditions exist: (1) local base policy and base access procedures prevented the Contractor personnel from performing duties at the place of performance; and, (2) the Contractor personnel was scheduled to work, but unable to work because of the unplanned closure. If any of these conditions do not exist (e.g., the

Contractor personnel was on leave), the Contractor cannot bill the Government for hours during the unplanned closure.

1.9.9. Emergency Situations. In the event the Government Clinic Supervisor directs the contractor personnel to remain on duty in excess of the scheduled shift due to an unforeseen emergency or to complete patient treatment where lack of continuity of care would otherwise jeopardize patient health, the contractor personnel shall remain on duty. This provision is not intended to apply to the time required to complete routine tasks (e.g., completion of paperwork or routine administrative tasks at the end of a shift) which are to be completed as part of the shift. If the contract includes overage hours, the Government may use those overage hours. If the contract does not include overage hours, the Government will adjust the contractor personnel’s work schedule for the additional hours such that the number of duty hours on the contract is not exceeded.

1.10. PERSONNEL REQUIREMENTS.

1.10.1. English Language Requirement. Contractor personnel shall be proficient in all forms of the English language, to include both written and verbal communications skills.

1.10.2. Appearance and Conduct. Contractor personnel shall present a professional, conservative, and neat appearance. Contractor personnel shall report for duty in appropriate attire befitting a health care setting and having complied with socially acceptable standards of personal hygiene expected of health care workers. The Contractor personnel shall maintain a professional manner and display a positive, cooperative attitude while in the workplace.

1.10.2.1. While on duty the Contractor personnel shall be neat and clean, free from visible dirt and stains, well groomed, and appropriately dressed. The Contractor personnel’s clothing shall fit correctly to provide a professional, modest appearance, in keeping with normally accepted community standards of dress for the work being performed.

1.10.2.2. Facial hair (including beards, mustaches, and sideburns) shall be controlled (restrained) or trimmed. It shall not interfere with safe work practices, look unkempt, or be unclean. Facial hair shall not interfere with the face seal if a tight-fitting respirator (e.g. N95 or other particulate respirator identified by Bioenvironmental Engineering) is required to be worn for normal duties.

1.10.2.3. The Contractor personnel shall display legible MTF provided identification media on his/her outer clothing.

1.10.2.4. Protective clothing. When required, and supplied by the Government, Contractor personnel shall wear special protective clothing and shoe covers. When duties will be performed in specific areas, a disposable protective suit with other appropriate PPE (for example, gloves, boots, etc.) shall be worn to ensure universal precautions are observed. The Government will provide ALL PPE. These items shall remain the property of the Government and shall not be removed from the MTF. After use, protective clothing shall be turned in or destroyed as directed by the Chief of Service.

1.11. GUIDANCE. Contractor personnel shall perform procedures compatible with the MTF’s operating capacity and equipment. New medical procedures/services shall not be introduced without prior recommendation to, and approval of, the MTF Commander or authorized representative or without proper training.

1.12. CRIMINAL HISTORY BACKGROUND CHECKS. Contractors shall perform criminal history background checks on all employees to ensure they can pass the Government required background checks for issuing Common Access Card (CAC). For Contract employees involved on a frequent and regular basis in the provision of care and services to children under the age of

18. Contractors shall perform criminal history background checks IAW Department of Defense

Instruction (DoDI) 1402.05, (Background Checks on Individuals in DOD Child Care Services

Programs), 11 Sep 2015. The background checks are required by Criminal Control Act, P.L. 101-

647, Section 231 (CC Act 1990, 42 U.S.C. Section 13041). The Contractor shall assemble all necessary documentation required by DoDI 1402.05 for the background checks and submit with qualifying documents.

1.12.1. Background checks will be based on fingerprints of individuals obtained by a Government law enforcement officer and inquiries conducted through the Federal Bureau of Investigations

(FBI) and state criminal history repositories.

1.12.2. With the consent of the CO, the contractor personnel may provide contract services prior to completion of background checks. However, at all times while children are in the care of that individual, the Contractor personnel shall be within sight and continuous supervision of a staff person whose background check has been completed.

1.12.3. Individuals shall have the right to obtain a copy of any background check pertaining to themselves and to challenge the accuracy and completeness of the information contained in the report.

1.12.4. Individuals who have previously received a background check shall provide proof of the check to the Security Manager or obtain a new one.

1.13. CONFLICT OF INTEREST. The Contractor shall not employ any person who is an employee of the United States Government, if the employment of that person would create a conflict of interest. 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 IAW DoD Directive (DoDD) 5500.07, Standards of Conduct, 29 Nov 07, and AF policy.

1.14. PRIVILEGING/CREDENTIALING REQUIREMENTS.

1.14.1. Optometrist

1.14.1.1. See Appendix B, 81st MEDICAL GROUP (KMC) CREDENTIALING PROCEDURES.

1.15. HEALTH REQUIREMENTS.

1.15.1. Contractor personnel shall receive a pre-employment physical examination prior to commencement of work. The Contractor personnel shall report to a civilian physician to receive a pre-employment examination and immunizations prescribed by the MTF, IAW Centers for

Disease Control (CDC) guidelines.

1.15.2. Certification that the Contractor personnel has completed the medical evaluation required above, shall be provided to the Functional Services Manager (FSM), not later than five working days prior to commencement of work. This certification shall state the date on which the examination was completed, the name of the doctor who performed the examination, and a statement concerning the physical health of the individual. The certification shall also contain the following statement: “(Name of Contractor personnel) is suffering from no contagious diseases to include, but not limited to, Tuberculosis, Hepatitis, and Venereal Disease.”

1.15.3. The Occupational Safety & Health Administration (OSHA) requires that all Contractor personnel who will have occupational exposure to blood or body fluids, or other potentially infectious materials, shall receive Hepatitis B vaccine, sign a voluntary declination, or have documented proof of immunity to Hepatitis B infection. Contractor personnel who sign declinations may change their minds at any time and receive the Hepatitis B vaccine without penalty.

1.15.4. The Contractor is responsible for reporting to the OIC/Medical Director, all information necessary to assure hospital records can be maintained correctly, and therefore comply with the

JC, OSHA, and CDC health record requirements.

1.16. EMERGENCY HEALTH CARE. The MTF will provide emergency health care for the

Contractor personnel for injuries incurred while on duty in the MTF. These services will be billed to the Contractor at the current full reimbursement rate.

1.17. OCCUPATIONAL HEALTH PROGRAM/MEDICAL TESTS. Contractors are solely responsible for compliance with OSHA standards and the protection of their employees unless otherwise provided by law or regulation to be specified in the contract. Optically Stimulated

Luminescence (OSL) monitoring will be provided only to occupational radiation workers who require personnel radiation dosimetry monitoring as identified by the Installation Radiation Safety

Officer (IRSO). No medical tests or procedures required by the contract will be performed by the

Government, with the exception of Tuberculosis testing and post blood borne exposure protocols after start of work or exposure. Government duty sections shall be responsible for tracking currency of respiratory protection training and fit-test IAW 29 CFR 1910.134 for contractor personnel (if applicable); however, expenses for all required tests and/or procedures identified in the contract (e.g., N95) shall be borne by the Contractor or Contractor personnel at no additional expense to the Government.

1.18. MEDICAL QUALITY IMPROVEMENT/RISK MANAGEMENT (QI/RM)

1.18.1. Contractor personnel shall participate in QI/RM activities to the extent required by Section

2C, AFI 44-119, Medical Quality Operations, 15 Aug 11, and the individual MTF QI/RM plan or regulation.

1.18.2. The Government will evaluate the Contractor personnel’s professional, as differentiated from administrative, performance under this contract using QI standards specified in AFI 44-119 paragraphs 2.12 and 2.13. Nothing in this paragraph precludes the Government from also conducting inspections under the Inspection/Acceptance requirement of FAR clause 52.212-4.

1.19. PERFORMANCE EVALUATION MEETINGS. The CO will require the Contractor to meet with the CO, CA, FSM, and other Government personnel as often as deemed necessary.

Contractor personnel may request a meeting with the CO when deemed necessary.

1.20. ORIENTATION. The Contractor shall ensure that all Contractor personnel participate in the MTF orientation procedures for newly assigned personnel to include regulations specific to their professional specialty and hospital and Air Force policy and procedures.

1.21. SECURITY REQUIREMENTS.

1.21.1. All Contractor personnel employed by the Contractor in the performance of this contract, or any representative of the Contractor entering the Government installation, shall abide by all security regulations of the installation (i.e., 81st Training Wing (81 TRW) Plan 31-101, Integrated

Defense, or AFI 31-101, Integrated Defense.). The Contractor shall sign an agreement stipulating the security requirements of this contract.

1.21.2. Base Access. The Contractor shall obtain personal identification passes for all Contractor personnel and vehicle passes for all Contractor personnel’s personal vehicles, to include prospective Contractor personnel, requiring entry onto KAFB. Additionally, the Contractor shall keep current, for Government inspection, a list of the names of Contractor personnel employed on this contract. Contractor personnel shall complete KAFB Form 299, Application for KAFB

Identification Card, and submit it through the CO to the Security Forces and Pass and Registration.

Vehicle registration, proof of insurance, and a valid driver’s license must be presented for all vehicles to be registered.

1.21.3. Pass and Identification Requirements (Pass & ID). Contractor personnel whose duties require access to KAFB computer system are required to obtain a CAC. To obtain a CAC, Contractor personnel shall coordinate with their gaining unit’s security manager or the 81st

Communications Squadron Consolidated Client Support Activity (CSA) at 228-376-4335.

1.21.4. Applicability.

a. These requirements apply to Contractor personnel requiring entry/access to KAFB for service contracts with period of performance (POP) exceeding 60 days when a CAC is not issued.

(1) Contract POP begins at performance start date. The POP end date is based on the contract completion date.

(2) These requirements shall be included (flow down) to subcontracts at every tier.

b. These requirements do not apply to Contractor Personnel requiring entry/access to KAFB with a POP of 60 days or less. Entry/Access to KAFB for Contractor personnel with a POP of

60 days or less will be coordinated between the Contractor and the 81st Security Forces

Squadron (81 SFS).

c. When work under this contract requires unescorted entry to controlled or restricted areas, the Contractor shall comply with AFI 31-101, Integrated Defense, 24 Mar 20, and DODM

5200.02, Procedures For The DOD Personnel Security Program, as applicable.

d. Contractor Personnel are not covered by FAR 52.222-3, Convict Labor, for the purposes of entry/access to installations/locations.

1.21.5. Badging System Data Requirements.

a. The Contractor shall provide the following to the Contracting Office:

(1) “Listing of personnel requiring access/entry.” The list shall contain the following:

(a) Contract number.

(b) Contract award date.

(c) POP dates.

(d) Work site(s) or location(s).

(e) Each employee’s full name and Social Security Number (SSN). For those without SSNs, a working visa or Permanent Resident Card with a Resident Alien number must be provided, or base entry will be denied.

(f) Identify up to two - Contractor personnel for designation as “sponsor” authorities.

Badges will identify the Contractor personnel with sponsorship privileges.

(2) Completed KAFB Form 299 shall authorize Security Forces to fingerprint Contractor personnel and conduct additional background checks. The consent form will outline the following:

(a) The Contractor personnel for the purpose of the KAFB Form 299.

(b) The information on the form is collected IAW 18 U.S.C. 1382 and DoD Directive

5200.08, both of which permit installation commanders to limit access to installations for security reasons.

(c) Completion of the form is voluntary.

(d) Agreement to provide a specimen of fingerprints.

(e) Awareness of a list of “disqualifying factors.”

(f) Consent and authorization for Security Forces to conduct background screening and to compare fingerprints against State and Federal criminal databases.

(g) Knowing and willful false statements on the form can be punished by a fine, imprisonment, or both (10 U.S.C. 1001).

(h) The consent form shall remain valid for 24 months after the end of the contract.

b. The Contractor personnel list and consent form(s) shall be submitted as follows:

(1) 81 SFS/PASS & ID e-mail account: 81 sfs.pass.id@us.af.mil. Personnel list must be submitted IAW the PWS. The signed KAFB Form 299 must be submitted in person to the

81 SFS/PASS & ID office.

(2) Refer questions regarding the Contractor personnel list and KAFB Form 299 to 81

SFS/PASS & ID at 228-377-1845 or 228-377-3844.

1.21.6. Background checks.

1.21.6.1. Upon receipt of the KAFB Form 299 with a copy of Driver’s License and Social Security card, a background check will be accomplished. Background checks will be categorized as favorable or unfavorable. Unfavorable background checks contain any one of the “disqualifying factors.” Any person with an unfavorable background check will be denied entry/access to the installation.

1.21.6.2. “Disqualifying factors” include:

a. Barred from entry/access to any military installation or facility.

b. Wanted by federal or civil law enforcement authorities.

c. Name appears on any federal agencies “watch list” or “hit list” for criminal behavior or terrorist activity.

d. Conviction of firearms or explosives violation within the past seven years.

e. Incarcerated regardless of offense or violation.

f. Conviction of aggravated assault, armed robbery, felony drug possession, drug possession with intent to sell, or drug distribution within the past seven years.

g. Conviction of espionage, sabotage, treason, terrorism, murder, sexual assault, rape, or child molestation.

mailto:81%20sfs.pass.id@us.af.mil

h. Terrorist or terroristic threats or repetitive history of criminal history.

i. Currently serving parole or probation for a felony case.

j. U.S. citizenship, immigration status, or Social Security Account Number cannot be verified.

1.21.6.3. An unfavorable background check/denial may be appealed through the 81 SFS/PASS &

ID. The appeal shall include a signed letter of rebuttal and any associated supporting documentation to the 81 SFS/PASS & ID.

1.21.6.4. Given a…