Attachment 1 PWS.docx

Attachment 1

Department of Defense Defense Health Agency Performance Work Statement

Education & Training Program Manager at Columbus AFB, MS

Solicitation Number: HT9408-22-Q-0008 Date: 15 June 2022

PART 1

1.0 GENERAL INFORMATION

1.1 This is a non-personal services contract to provide an Education & Training Program Manager at Columbus AFB, MS.

1.2 Description of services/introduction: The contractor shall supply all necessary equipment and labor required to perform services for military treatment facilities (MTFs). Additionally, the contractor monitors, manages and reports on services for higher management and develops plans to improve timeliness and accuracy rates, service availability, and overall MTF performance and compliance. The contractor shall perform to the standards in this PWS. All work performed by the contractor shall be performed in accordance with all applicable laws, regulations, standards, instructions, and commercial practices. Policies and guidance are subject to change

1.3 Period of Performance (PoP):

This period of performance is 12 months from the effective date of award with four 12-month option years.

1.4 Administrative specifications

1.4.1 Place of performance: The work shall be performed at at 14th Medical Group, Education and Training Department, Columbus AFB, MS.

1.4.2 Recognized Federal holidays: The contractor is not required to perform services on holidays.

Independence Day

1.4.3 Hours of operation: Contractor personnel shall perform duties Monday through Friday excluding Federal holidays or closures from 0730 – 1630 with 1 hour for lunch. Contractors shall not exceed 40 hours per week. Contractors shall contact their MTF section with any schedule conflicts or changes prior to the change except for emergencies, which shall still be relayed to the MTF section. Contract employees will not be required to work on federally recognized holidays or Down Days declared by the MTF/Commander. The Government will only pay for hours actually worked.

1.5 Quality

1.5.1 Quality Control (QC): The contractor shall develop and maintain an effective QC program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure nonrecurrence of defective services. The contractor’s QC program is the means by which the work complies with stated requirements. The Contractor shall provide a quality control plan within 30 days after contract award for review by the MTF to be accepted by the COR and Contracting Officer as identified in Part 7. After acceptance of the Quality Control Plan (QCP) the contractor shall receive the CO’s acceptance in writing of any proposed change to the QC system.

1.5.2 Quality assurance (QA): The government will evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan provides a systematic method for the Government to evaluate performance and to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.6 Contractor personnel

1.6.1 CAC requirements: For all contractors who will work in Government facilities, the Facilities Security Officer (FSO)/Company's Security point of contact (POC) will provide the Government all the required information per the DHA CAC request process current version 2.1, January 2018, or more recent when updated. A CAC is the standard identification for eligible DoD contractor personnel.

1.6.1.1 The contractor shall return all CACs to the COR upon the departure of the contractor(s).

1.6.2 Contractor onboarding and training. The contractor shall complete all requirements, training, and forms as prescribed. The contractor shall comply with all DoD and base requirements and procedures for access to the base. All Contractor personnel shall complete any initial training and orientation required by the MTF.

1.6.3 Physical Security: The contractor shall be responsible for safeguarding all medical information, government equipment, information and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

1.6.4 Key control: The contractor shall establish and implement methods of making sure all keys/key cards issued to the contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards. No keys issued to the contractor by the Government shall be duplicated. The contractor shall develop procedures covering key control that shall be included in the QCP. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the CO.

1.6.4.1 In the event keys, other than master keys, are lost or duplicated, the contractor shall, upon direction of the CO, 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.

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

1.6.5 Contractor Personnel Unplanned Absences: The Contractor shall provide a courtesy notice to the MTF COR of any unplanned absences. Notification should occur as soon as possible, but at least 45 minutes prior to the start of the work schedule.

1.6.6 Contractor Personnel Planned Absences: The Contractor shall provide the COR a projected leave schedule for Contractor personnel no less than 60 calendar days prior to planned absences. A written notice is required to be sent to the COR.

1.6.7 Substitute Contractor Personnel: If the Contractor substitutes permanent workers for a temporary period of time, the substitute shall meet the same qualification standards and health requirements as stated in the contract and TO. Substitutions shall be required when the permanent worker is unavailable for more than 10 business days. Additional qualification and standards are as follows:

During contractor performance, the Contractor manages the workforce by maintaining fill and retention rate, maintains continual qualifications without Government involvement, and manages replacements and substitution requirements that ensure no vacancy exceeds 35 consecutive calendar days, which includes a 5-day grace period to account for training days, holidays, and long weekends.

1.6.8 Health Requirements

1.6.8.1 Immunization Report: All 14 MDG employees shall have their immunization records screened for documentation of vaccination for mumps, measles, rubella (MMR) as well as draw a Titer for mumps, tuberculosis (TB), influenza, hepatitis B, tetanus diphtheria and pertussis (Tdap) and varicella. Based on job classification and risk categories, records may also be screened for hepatitis B surface antibody, surface antigen, and envelope antigen status.

1.6.8.1.1 MMR / Mumps IgG screening – Written documentation of vaccination with 2 doses of live measles, mumps, and rubella or MMR vaccine administered at least 28 days apart.

Laboratory evidence of immunity (Positive “Convalescent” Measles, Mumps and Rubella immunoglobulin G (IgG) in the blood; equivocal results should be considered negative).

Laboratory confirmation in the Contract Employee’s record that the Contract Employee had measles, mumps and rubella disease (Positive “Acute” Measles, Mumps, and Rubella immunoglobulin M (IgM) in the blood OR 4. Birth before 1957 (The majority of persons born before 1957 are likely to have been infected naturally and may be presumed immune). NOTE: If a Contract Employee with 2 documented doses of MMR vaccine is tested serologically and determined to have negative or equivocal measles titer results, it is not recommended that the person receive an additional dose of MMR vaccine. Such persons should be considered to have presumptive evidence of measles immunity.

1.6.8.2 Influenza – Immunization against seasonal influenza each year is required unless there is a documented medical contraindication.

1.6.8.3 Hepatitis B screening – Completion of three doses of hepatitis B vaccine and serologic testing for Hepatitis B surface antibody (anti-HBs) within 30-60 days after completion of the three dose vaccination series is required for all Contract Employees with direct patient care duties. NOTE: All high-risk(1) and exposure-prone(2) Contract Employees who do not have a protective concentration of anti-HBs (>10 mIU/mL) after completion of the second vaccination series (i.e., after receiving a total of 6 doses) will be tested for Hepatitis B surface antigen (HBsAg) and Hepatitis B core antibody (anti-HBc) to determine infection status.

1.6.8.4 Tdap – All Contract Employees, regardless of age, shall receive a one-time dose of the Combined Tetanus, Diphtheria and Pertussis (Tdap) vaccine if not previously vaccinated. Contract Employees will receive Td boosters every 10 years thereafter.

1.6.8.5 Varicella screening – All Contract Employees born after 1966 require proof of varicella immunity. Evidence of immunity includes:

· Written documentation of vaccination with 2 doses of varicella vaccine

· Laboratory evidence of immunity or laboratory confirmation of disease

· Diagnosis or verification of a history of varicella disease by a healthcare provider

· Diagnosis or verification of a history of Herpes Zoster by a healthcare provider

1.6.8.6 Meningococcal – Healthcare employees with an anatomic or functional asplenia or persistent complement component deficiencies should now receive a 2-dose series of meningococcal conjugate vaccine. Healthcare employees with HIV infection who are vaccinated should also receive a 2-dose series.

Those healthcare employees who remain in groups at high risk are recommended to be revaccinated every 5 years. In cases with lack of documented immune status, or lack of TB testing within the past 12 months, Public Health will order vaccinations, titers, or testing as appropriate.

1.6.8.7 Tuberculosis Screening: The additional immunization/screening requirements for the risk of exposure to tuberculosis (TB) are as follows:

· Two-step tuberculin skin test (TST) for M. tuberculosis (IGRA) that was performed within the previous 12 months

· An approved blood assays for M. tuberculosis (IGRA) that was performed within the previous 12 months. This shall be paid for at no expense to Columbus AFB.

1.6.8.9 Dress and Appearance: Business casual attire for daily duties.

1.7 Key personnel (Contractor): The contractor shall provide a contract manager who shall be responsible for the performance of the work as identified in Part 5. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the CO and COR at contract award. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract.

1.8 Reporting

1.8.1 Government’s COR: The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: assure that the contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance; maintain written and oral communications with the contractor concerning technical aspects of the contract; issue written interpretations of technical requirements, including Government drawings, designs, specifications; monitor contractor's performance and notifies both the CO and contractor of any deficiencies; coordinate availability of government furnished property; and provide site entry of contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting contract.

1.8.2 Post award conference/periodic progress meetings: The contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with FAR Subpart 42.5. The CO, COR, and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the CO will apprise the contractor of how the government views the contractor's performance and the contractor shall apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

1.9 Contractor Identification

1.9.1 Contractor personnel performing services in a contractor capacity in a Government facility are required to possess and wear an identification badge that displays his or her name and the name of their company at all times. All contractor personnel shall identify themselves as contractor support personnel in all forms of communication. The contractor shall: Answer all telephone calls and have a personalized voice message with an introductory statement that includes the fact that the person is contractor support personnel. Ensure all those with whom the person interacts in any face-to-face dealings understands that the person is contractor support personnel. Include a title block in all emails that states the fact that the person is contractor support personnel.

1.9.2 Contractor personnel shall be required to attend meetings or otherwise communicate with Government and/or other contract representatives to meet the requirements of this order. Contractor personnel shall make their contractor status known during introductions.

1.9.3 Contractor personnel, while performing in a contractor capacity, are prohibited from using their retired or reserve component military rank or title in any written or verbal communications associated with the contracts in which they provide services.

1.10 Contractor Access to Health Affairs (HA)/DHA Network(s)

1.10.1 FSO/Company's Security POC shall notify the DHA Personnel Security Office after being awarded a contract that requires access to a DoD system. Contractor personnel requiring access to the HA/DHA networks for performance of their tasks require a background investigation and the security awareness training. The contractor shall be prepared for this process as it could take two (2) or more weeks. The FSO/Security POC shall submit a Standard Form (SF) 85/86 to DHA's Personnel Security Office for a background investigation.

1.10.2 Company's FSO/Security POC must notify the Personnel Security Office when the contractor has submitted the SF-85/86. The FSO/Security POC, or the COR must notify the DHA Personnel Security Office in writing of a contractor's termination from the contract, including the termination date.

1.11 Personnel Security

1.11.1 The contractor shall comply with DoD 8570.01-M, “Information Assurance Workforce Improvement Program, CH4” November 10, 2015 as amended; 8500.01, “Cybersecurity”, dated March 14, 2014; DoD Manual (DoDM) 6025.18, “Implementation of the Health Insurance Portability and Accountability Act (HIPAA) Privacy Rule Compliance in DoD Health Care Programs” dated March 3, 2019, Department of Defense Instruction (DoDI) 6025.18 “HIPAA Privacy Rule Compliance in DoD Health Care Programs”, dated March 13, 2019; and DoDM 5200.02 “Procedures for the DoD Personnel Security Program (PSP),” incorporation change 3, effective September 24, 2020. Contractor responsibilities for ensuring personnel security include, but are not limited to, meeting the following requirements:

1.11.1.1 Follow the DHA Personnel Security Office guidelines for submittal of security clearances. Contact the DHA Personnel Security Office for guidance on the appropriate background investigation required for personnel on the contract. The DHA Personnel Security Office can be reached at (703) 275-6038.

1.11.1.2 Initiate, maintain, and document personnel security investigations appropriate to the individual’s responsibilities and required access to Controlled Unclassified Information (CUI).

1.11.1.3 DHA Personnel Security Office does not deny any access to any automated information system (AIS), network, or Controlled Unclassified Information (CUI). If a contractor receives an unfavorable background investigation, the request for access will be sent back to the FSO for further action. Any unfavorable adjudication will result in DHA Personnel Security Office not signing off on any access request.

1.11.1.4 Contractor personnel shall be subject to the following additional security investigative processes, to include appointments with Security Managers.

· Two weeks prior to employment, the Contractor personnel will need to schedule an appointment with the Security Manager and Wing Information Protection Agency.

· Contractor personnel shall complete an SF-86 Questionnaire for National Security Positions (or equivalent OPM investigative product)

PART 2

2.0 DEFINITIONS, ACRONYMS, AND APPLICABLE PUBLICATIONS/INSTRUCTIONS

2.1 Definitions:

2.1.1 Contracting Officer (CO): A person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings.

2.1.2 Contracting Officer’s Representative (COR): An individual, including a contracting officer’s technical representative (COTR), designated and authorized in writing by the CO to perform specific technical or administrative functions. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.3 Nonpersonal services contract: a contract under which the personnel rendering the services are not subject, either by the contract’s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the Government and its employees.

2.1.4 Quality Assurance Surveillance Plan (QASP): An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance. The Government may either prepare the QASP or require the offerors to submit a proposed quality assurance surveillance plan for the Government’s consideration in development of the Government’s plan.

2.2 Acronyms:

2.3 Applicable Publications, Administrative Instructions (AI), etc. The contractor shall abide by the following applicable regulations, publications or manuals:

AFI36-2201 - Air Force Training Program AFI41-117 – Medical Service Officer Education AFI44-119 - Medical Quality Operations AFI46-101 - Nursing Operations National Registry of Emergency Medical Technicians, https://www.nremt.org

PART 3

3.0 GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3.1. N/A

PART 4

4.0 CONTRACTOR FURNISHED ITEMS AND SERVICES

4.1 General: Except for those items or services specifically stated in Section 3.0 to be Government furnished, the Contractor shall furnish everything required to perform work listed under this PWS.

PART 5

5.0 SPECIFIC TASKS

5.1 The contractor shall accomplish the following specific tasks. The contractor shall only bill for services performed. Invoicing is authorized monthly after beginning of performance.

5.1.1 Works under the direction of MDG/SGN, Chief Nurse

5.1.2 Attends and records for the monthly Nursing Executive Function and quarterly Education and Training meeting.

5.1.3 Schedules monthly MDG Newcomer’s Briefing, manages slide deck, coordinates speakers, prepares handouts/rosters/certificates, and registers new personnel.

5.1.4 Demonstrates proficiency in the use of Excel, Power Point, Word, and Outlook.

5.1.5 Functions as MDG Unit Training Manager (UTM), Life Support Program Administrator (PA), and Education and Training Property Custodian.

5.1.6 Tracks and identifies any trends on required competency, training, and status.

5.1.7 Compiles MTFs monthly training compliance/overdue training and upgrade training reports for Sq/CCs.

5.1.8 Consults/guides supervisors to identify enlisted on- the-job training, competency requirements, professional development, and training compliance standards.

5.1.9 Identifies employee development needs and provides or arranges for training (formal and on-the-job) to maintain and improve job performance.

5.1.10 Monitors competency and training documentation compliance via competency folders or online database for officers, enlisted, civilian, and contract personnel.

5.1.11 Audits training folders and training reports on a quarterly basis and provides reports to Chief Nurse, Executive Staff and all levels of organizational command.

5.1.12 Assists supervisors to ensure military personnel are properly managed in Career Development Course (CDC) progression. Coordinates with Base Training Manager for end of course examinations.

5.1.13 Maintains up to date knowledge on Defense Health Agency (DHA) and Air Force Training requirements. Coordinates with Readiness to ensure requirements are accurate on the training day agenda.

5.1.14 Manages MDG Training Matrix by maintaining elevated access and pulling reports from Relias, Joint Knowledge Online, and myLearning and/or transcribing certificates.

5.1.15 Analyzes trends to assist executive management in making strategic planning decisions.

5.1.16 Integrates current clinical or administrative concerns into learning activities (i.e., Patient Safety Events).

5.1.17 Coordinates with functional managers to procure appropriate training aides. Updates training aides/materials as procedures, policies, techniques, etc., change or become obsolete.

5.1.18 Conducts the 14 MDG Self-Assessment Verification Inspection and annual educational needs assments for all 14 MDG personnel.

5.1.19 Produces annual Education and Training reports.

5.2 Special Qualifications: The contractor shall have comprehensive knowledge of Human Resource Development as it relates to assessing, maintaining and improving job knowledge, career enhancement and mandates of accrediting agencies. This shall include the following:

· Knowledge of the process, implementation, and review of research to include source references.

· Use of Microsoft Word, Excel, Power Point, and Outlook.

· An associate’s degree or higher is required. Healthcare degree is preferred.

· Must have 2+ years of experience.

The Contractor shall provide the documentation relating to proposed personnel’s Cardiopulmonary Resuscitation (CPR) currency status, experience, education, training, and technical expertise prior to the start of the performance period. After contract award, in the event of a projected contract vacancy, the Contractor shall provide the documents no later than 30 days prior to the date of projected fill of the vacancy.

PART 6

PERFORMANCE REQUIREMENTS SUMMARY

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

Performance Objective

Performance Requirements Summary (PRS) # 1.

The contractor shall function as MDG Unit Training Manager (UTM), Life Support Program Administrator (PA), and Education and Training Property Custodian.

5.1.5

PRS # 2

The contractor shall monitor competency and training documentation compliance via competency folders or online database for officers, enlisted, civilian, and contract personnel.

PRS # 3

The contractor shall manage the MDG Training Matrix by maintaining elevated access and pulling reports from Relias, Joint Knowledge Online, and myLearning and/or transcribing certificates.

5.1.14

PRS # 4

The contractor shall coordinate with functional managers to procure appropriate training aides. The contractor shall update training aides/materials as procedures, policies, techniques, etc., change or become obsolete.

5.1.17

PART 7

DELIVERABLES SCHEDULE

Initial Placement Education and Training PM:

Qualifying Documentation (i.e., qualifying package; credentialing package)

Replacement Education and Training PM:

Qualifying documentation (i.e., qualifying package; credentialing package)

COR

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