Attachment 1_PWS.pdf

COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS

General Information

Document Type: Combined Solicitation/Synopsis Solicitation Number: W912JC-23-Q-0002

FY23 Credentialing & Medical Records Technician Services

Posted Date: January 25, 2023 Original Response Date: February 9, 2023 Current Response Date: February 9,2023 Classification Code: R699: Support Administrative: Other NAICS Code: 541611: Administrative management and general consulting service Set Aside: SDVOSB

Contracting Office Address

USPFO for Kansas 2737 S Kansas Avenue Topeka KS 66611

Description

This is a combined synopsis/solicitation for commercial services prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, “Streamlined Procedures for Evaluation and Solicitation for Commercial Items,” as supplemented with additional proposals are being requested, and a written solicitation document will not be issued.

This solicitation is being issued as a Request for Proposal (RFP). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2023-01 effective 30 December 2022 and Defense Federal Acquisition Regulation (DFARS) change notices 07/09/2021.

The associated North American Industrial Classification System (NAICS) code for this procurement is 541611, with a small business size standard of 1000 employees. In accordance with the Federal Acquisition Regulation (FAR) Part 19.1405, this procurement is restricted for Service-disabled veteran-owned small business set-aside (SDVOSB).

The USPFO for Kansas intends to award a requirement is for Credentialing and Medical Record Technician Services. The contractor shall provide a lead medical records technician, two medical records technicians and one credentialing manager/medical records technician. All personnel, tools, materials, supervision and quality control necessary to perform a wide range of medical records technician services defined in the Performance work statement (PWS).

The USPFO for Kansas intends to award a Firm Fixed Price Contract with a base contract of 1 year period of service (12 Months) plus two option years.

Base 12 February 2023 – 11 February 2024 Option Year 1 12 February 2024 – 11 February 2025 Option Year 2 12 February 2025 – 11 February 2026

Place of Performance (Delivery Location)

Address: Kansas Army National Guard USP&FO-Kansas 2737 S Kansas Avenue Topeka, KS

Postal Code: 66611-1170 Country: UNITED STATES

Offeror shall provide sufficient detailed information, which demonstrates their technical capability, proposed technical approach, and plan for how they intend to meet the requirements as specified in the Performance Work Statement (PWS) and the solicitation document.

Questions/Proposal Due Date:

Offerors must submit all questions concerning this solicitation in writing to the Contract Specialist, Darci Rickson via email at: Darci.a.rickson.civ@army.mil, questions must be received no later than February 8, 2023, 1:00 pm CT. Any response to questions will be made in writing and will be included in an amendment to the solicitation.

All proposals are to be submitted by e-mail to the Contract Specialist at darci.a.rickson.civ@army.mil. Receipt will be verified by the date/time stamp on e-mail. All proposals shall be submitted no later than February 9, 2023, 12:00 pm CT.

Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212- 1(f).

1. 52.212-2, Evaluation—Commercial Items (Oct 2014), applies to this acquisition.

(a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most mailto:Darci.a.rickson.civ@army.mil mailto:darci.a.rickson.civ@army.mil advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers:

(i) price will be evaluated to determine it is complete, fair and reasonable;

(ii) past performance will be evaluated to determine overall past performance acceptability including quality of services, business relations, management of key personnel, compliance with regulations, and customer satisfaction.

(b) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s). For evaluation purposes only, 52.217-8 cost will be evaluated by adding one half of the final option year price to the total proposed price.

(c) A written notice of award or acceptance of an offer, mailed, emailed, or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer’s specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

2. FAR 52.212-3, “Offerors Representations and Certifications–Commercial Items” (October 2018) with Alternate I.

• The Offeror shall complete only paragraph (b) of this provision if the Offeror has completed the annual representations and certification electronically in the System for Award Management (SAM) accessed through https://www.sam.gov. If the Offeror has not completed the annual representations and certifications electronically, the Offeror shall complete only paragraphs (c) through (u)) of this provision. A completed copy of this provision is to be included with the offer.

3. FAR 52.233-2, Service of Protest (September 2006)

• Protests shall be served on the Contracting Officer and Office of Chief Counsel by obtaining written and dated acknowledgement of receipt from:

Vernon L. Verschelden, Contracting Officer USPFO for Kansas 2737 S Kansas Avenue Topeka Kansas 66611

And Office of Chief Counsel Attn: NGB Protest Decision Authority https://www.sam.gov/

111 S George Mason Building 2, Ste 3TS Arlington VA 22204-1373

The following contract clauses apply to this acquisition:

1. FAR 52.212-4, “Contract Terms and Conditions–Commercial Items” (October 2018)

2. FAR 52.212-5, “Contract Terms and Conditions Required to Implement Statutes or Executive

Orders – Commercial Item” (Oct 2019) The following subparagraphs of FAR 52.212-5 are applicable:

• Subparagraphs (b)(1), (b)(4), (b)(8), (b)(9), (b)(16), (b)(22), (b)(23), (b)(25), (b)(27), (b)(28), (b)(29), (b)(30), (b)(31), (b)(32), (b)(33), (b)(34), (b)(42), (b)(49), (b)(55), (c)(1), (c)(2), (c)(3), (c)(4), (c)(8), (c)(9), (c)(10)

3. 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 90 days.

4. 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)

(a) The Government may extend the term of this contract by written notice to the Contractor within 30 days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension.

(b) If the Government exercises this option, the extended contract shall be considered to include this option clause.

(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed 3 Years and 6months.

5. 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es):

www.acquisition.gov

6. 252.232-7006 WIDE AREA WORKFLOW PAYMENT INSTRUCTIONS (DEC 2018)

(a) Definitions. As used in this clause—

“Department of Defense Activity Address Code (DoDAAC)” is a six position code that uniquely identifies a unit, activity, or organization.

“Document type” means the type of payment request or receiving report available for creation in Wide Area WorkFlow (WAWF).

“Local processing office (LPO)” is the office responsible for payment certification when payment certification is done external to the entitlement system.

“Payment request” and “receiving report” are defined in the clause at 252.232- 7003, Electronic Submission of Payment Requests and Receiving Reports.

(b) Electronic invoicing. The WAWF system provides the method to electronically process vendor payment requests and receiving reports, as authorized by Defense Federal Acquisition Regulation Supplement (DFARS) 252.232-7003, Electronic Submission of Payment Requests and Receiving Reports.

(c) WAWF access. To access WAWF, the Contractor shall—

(1) Have a designated electronic business point of contact in the System for Award Management at https://www.sam.gov; and

(2) Be registered to use WAWF at https://wawf.eb.mil/ following the step-by-step procedures for self-registration available at this web site.

(d) WAWF training. The Contractor should follow the training instructions of the WAWF Web-Based Training Course and use the Practice Training Site before submitting payment requests through WAWF. Both can be accessed by selecting the “Web Based Training” link on the WAWF home page at https://wawf.eb.mil/.

(e) WAWF methods of document submission. Document submissions may be via web entry, Electronic Data Interchange, or File Transfer Protocol.

(f) WAWF payment instructions. The Contractor shall use the following information when submitting payment requests and receiving reports in WAWF for this contract or task or delivery order:

(1) Document type. The Contractor shall submit payment requests using the following document type(s):

https://www.sam.gov/ https://wawf.eb.mil/ https://wawf.eb.mil/

(i) For cost-type line items, including labor-hour or time-and-materials, submit a cost voucher.

(ii) For fixed price line items—

(A) That require shipment of a deliverable, submit the invoice and receiving report specified by the Contracting Officer.

_________________N/A___________________________________________

(B) For services that do not require shipment of a deliverable, submit either the Invoice 2in1, which meets the requirements for the invoice and receiving report, or the applicable invoice and receiving report, as specified by the Contracting Officer.

2 In 1 Invoice

(iii) For customary progress payments based on costs incurred, submit a progress payment request.

(iv) For performance-based payments, submit a performance-based payment request.

(v) For commercial item financing, submit a commercial item financing request.

(2) Fast Pay requests are only permitted when Federal Acquisition Regulation (FAR) 52.213-1 is included in the contract.

(3) Document routing. The Contractor shall use the information in the Routing Data Table below only to fill in applicable fields in WAWF when creating payment requests and receiving reports in the system.

Routing Data Table

Field Name in WAWF Data to be entered in WAWF

Pay Official DoDAAC HQ0670

Issue By DoDAAC W912JC

Admin DoDAAC** W912JC

Inspect By DoDAAC W91BT1

Ship To Code

Ship From Code

Mark For Code

Service Approver (DoDAAC) W91BT1

Service Acceptor (DoDAAC) W91BT1

Accept at Other DoDAAC

LPO DoDAAC

DCAA Auditor DoDAAC

Other DoDAAC(s)

Additional Email notifications:

Ng.ks.ksarng.list.vendor-pay@army.mil

(4) Payment request. The Contractor shall ensure a payment request includes documentation appropriate to the type of payment request in accordance with the payment clause, contract financing clause, or Federal Acquisition Regulation 52.216-7, Allowable Cost and Payment, as applicable.

(5) Receiving report. The Contractor shall ensure a receiving report meets the requirements of DFARS Appendix F.

(g) WAWF point of contact.

(1) The Contractor may obtain clarification regarding invoicing in WAWF from the following contracting activity’s WAWF point of contact.

Ng.ks.ksarng.list.vendor-pay@army.mil or telephone 785-274-1205.

(2) Contact the WAWF helpdesk at 866-618-5988, if assistance is needed.

7. Other applicable provisions and clauses incorporated by reference:

52.203-3 Gratuities APR 1984 52.203-11 Certification And Disclosure Regarding Payments To Influence

Certain Federal Transactions

SEP 2007

52.203-12 Limitation On Payments To Influence Certain Federal Transactions JUN 2020 52.203-15 Whistleblower Protections Under the American Recovery JUN 2010 52.203-19 Prohibition on Requiring Certain Internal Confidentiality JAN 2017 52.204-4 Printed or Copied Double-Sided on Postconsumer Fiber Content

Paper

MAY 2011

52.204-7 System for Award Management OCT 2018 52.204-9 Personal Identity Verification of Contractor Personnel JAN 2011 52.204-13 System for Award Management Maintenance OCT 2018 52.204-16 Commercial and Government Entity Code Reporting JUL 2016 mailto:Ng.ks.ksarng.list.vendor-pay@army.mil mailto:Ng.ks.ksarng.list.vendor-pay@army.mil

52.204-17 Ownership or Control of Offer AUG 2020 52.204-18 Commercial and Government Entity Code Maintenance JUL 2016 52.204-19 Incorporation by Reference of Representations and DEC 2014 52.204-20 Predecessor of Offeror AUG 2020 52.204-21 Basic Safeguarding of Covered Contractor Information Systems JUN 2016 52.204-22 Alternative Line-Item Proposal JAN 2017 52.204-23 Prohibition on Contracting for Hardware, Software, and Services

Developed or Provided by Kaspersky Lab and Other Covered Entities

NOV 2021

52.204-26 Covered Telecommunications Equipment Or Services— Representation

OCT 2020

52.209-9 Updates of Publicly Available Information Regarding Responsibility Matters

OCT 2018

52.209-10 Prohibition on Contracting With Inverted Domestic Corporations NOV 2015 52.212-2 Evaluation – Commercial Items NOV 2021 52.212-4 Contract Terms and Conditions - - Commercial Products and

Commercial Services

DEC 2022

52.222-3 Convict Labor JUN 2003 52.222-19 Child Labor - - Cooperation Authorities and Remedies DEC 2022 52.222-21 Prohibition of Segregated Facilities APR 2015 52.222-25 Affirmative Action Compliance Apr 1984 52.222-26 Equal Opportunity SEP 2016

52.222.36 Equal Opportunity for Workers with Disabilities JUN 2020 52.222-50 Combating Trafficking in Persons NOV 2021 52.223-5 Pollution Prevention and Right-to-Know Information MAY 2011 52.223-10 Waste Reduction Program MAY 2011 52.223-18 Encouraging Contractor Policies to Ban Text Messaging While

Driving

JUN 2020

52.223-19 Compliance with Environmental Management Systems MAY 2011 52.232-18 Availability Of Funds APR 1984 52.232-33 Payment by Electronic Funds Transfer - - System for Award

Management

OCT 2018

52.232-39 Unenforceability of Unauthorized Obligations JUN 2013 52.232-40 Providing Accelerated Payments to Small Business Subcontractors DEC 2013 52.233-2 Service of Protest SEP 2006 52.233-3 Protect After Award AUG 1996 52.233-4 Applicable Law for Breach of Contract Claim OCT 2004 52.237-3 Continuity of Services JAN 1991 52.242-13 Bankruptcy JUL 1995 52.245-9 Use And Charges APR 2012 52.253-1 Computer Generated Forms JAN 1991 252.201-7000 Contracting Officer's Representative DEC 1991 252.203-7000 Requirements Relating to Compensation of Former DoD Officials SEP 2011 252.203-7002 Requirement to Inform Employees of Whistleblower Rights SEP 2013

252.203-7003 Agency Office of the Inspector General AUG 2019 252.203-7005 Representation Relating to Compensation of Former DoD Officials NOV 2011 252.204-7003 Control Of Government Personnel Work Product APR 1992 252.204-7004 Level 1 Antiterrorism Awareness Training For Contractors FEB 2019 252.204-7006 Billing Instructions OCT 2015 252.204-7008 Compliance With Safeguarding Covered Defense Information

Controls

OCT 2016

252.204-7012 Safeguarding Covered Defense Information and Cyber Incident Reporting

OCT 2016

252.204-7015 Notice of Authorized Disclosure of Information for Litigation Support

MAY 2016

252.204-7016 Cover Defense Telecommunications equipment or Services- Representation

DEC 2019

252.204-7017 Prohibition on the Acquisition of Covered Defense Telecommunications Equipment of Services—Representation

MAY 2021

252.204-7018 Prohibition on the Acquisition of Covered Defense Telecommunications Equipment Services

JAN 2021

252.204-7020 NIST SP 800-171 DoD Assessment Requirements MAR 2022 252.225-7000 Buy American--Balance Of Payments Program Certificate--Basic

(Nov 2014)

NOV 2014

252.225-7001 Buy American And Balance Of Payments Program-- Basic DEC 2017 252.225-7002 Qualifying Country Sources as Subcontractors DEC 2017 252.225-7012 Preference for Certain Domestic Commodities DEC 2017 252.225-7048 Export-Controlled Items JUN 2013 252.225-7055 Representation Regarding Business Operations with the Maduro

Regime

MAY 2022

252.225-7056 Prohibition Regarding Business Operations with the Maduro Regime

MAY 2022

252.226-7001 Utilization of Indian Organizations and Indian-Owned Economic Enterprises, and Native Hawaiian Small Business Concerns

APR 2019

252.227-7016 Rights in Bid or Proposal Information JAN 2011 252.231-7000 Supplemental Cost Principles DEC 1991 252.232-7003 Electronic Submission of Payment Requests and Receiving Reports DEC 2018 252.232-7006 Wide Area WorkFlow Payment Instructions DEC 2018 252.232-7010 Levies on Contract Payments DEC 2006 252.232-7011 Payment in Support of Emergencies and Contingency Operations MAY 2013 252.237-7010 Prohibition on Interrogation of Detainees by Contractor Personnel JUN 2013 252.243-7001 Pricing Of Contract Modifications DEC 1991 252.243-7002 Requests for Equitable Adjustment DEC 2012 252.244-7000 Subcontracts for Commercial Items JUN 2013 252.245-7002 Reporting Loss of Government Property DEC 2017

Exhibit/Attachment Table of Contents

DOCUMENT TYPE DESCRIPTION

Attachment 1 Performance Work Statement Attachment 2 CLIN Line Items Attachment 3 Register of Wage Determinations 2015-5105

Attachment 1

PERFORMANCE WORK STATEMENT (PWS)

FOR

Medical Records Technician Contract Positions 11/21/2022

1. General:

1.1. Scope: The contractor shall provide all personnel, tools, materials, supervision and quality control necessary to perform a wide range of Medical Records Technician services defined in this PWS, except as specified in Paragraph 3.0 as Government Furnished by the Kansas Army National Guard (KSARNG).

1.2. Background: Medical Records Technician services are required to accurately document the medical readiness of Army National Guard personnel. The Medical Records Technician services do not require nursing or medical certifications to perform as they are administrative task only and do not include clinical decision making.

However, a background in medicine or social work for those who have not worked in a medical records program are extremely valuable. The service goal is to provide program development, oversight and execution in order to execute the Army National Guard medical readiness directives. The end state goal is high medical readiness and deployability for all KSARNG Soldiers.

1.3. Period of Performance (PoP): The period of performance shall be 12 February 2023 – 11 February 2024 (12 months).

1.4. General Information:

1.4.1. Quality Control (QC): The contractor shall develop and maintain an effective Quality Control Plan (QCP) to ensure services are performed in accordance with this PWS and the supplied Quality Assurance Surveillance Plan (QASP). The contractor shall develop and implement procedures to identify, prevent and ensure non-recurrence of defective services. The contractor’s QCP is the means by which it assures itself that its work complies with the requirements of the contract. As a minimum the contractor shall develop QC procedures that address the areas identified in Technical Exhibit 1, Performance Requirements Summary (PRS). A final QCP shall be submitted to the Contracting Officer Representative (COR) NLT 10 working days after contract award.

After acceptance of the QCP the contractor shall obtain the Contracting Officer’s (KO’s) acceptance in writing of any proposed changes to its QCP.

1.4.2. 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 is primarily focused on what the Government will do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and acceptable quality level(s) or defect rate(s).

1.4.3. Recognized Holidays: The following are recognized US holidays. The contractor shall not be required to perform services on these days:

1.4.3.1. New Year’s Day

1.4.3.2. Birthday of Martin Luther King, Jr.

1.4.3.3. Washington’s Birthday

1.4.3.4. Memorial Day

1.4.3.5. Juneteenth National Independence Day

1.4.3.6. Independence Day

1.4.3.7. Labor Day

1.4.3.8. Columbus Day

1.4.3.9. Veteran’s Day

1.4.3.10. Thanksgiving Day

1.4.3.11. Christmas Day

1.4.4. Place and Performance of Services: The contractor shall typically provide services between the core hours of 0800 to 1700 on Monday through Friday, except for Alternate Work Scheduled approved by KSARNG, recognized US holidays or when the Government facility/installation is closed due to local or national emergencies, administrative closings, or similar Government-directed facility/installation closings. The contractor shall at all times maintain an adequate work force for the uninterrupted performance of all tasks defined within this PWS when the Government facility/installation is not closed for the above reasons. When hiring personnel, the contractor shall keep in mind that the stability and continuity of the work force are essential.

1.4.4.1. Weekend Performance of Services: The contractor may be required to work one weekend per month (Saturday and Sunday). Service hours for these weekend requirements may be from as early as 0600 and as late as 2100. The COR will provide weekend Periodic Health Assessment (PHA) schedule, to include date and location at least 30 days in advance of weekend duty.

1.4.4.2. Work site: The primary work site is the Joint Forces Headquarters (JFHQ) 18200 West 87th Street Parkway, Lenexa, KS 66219. Travel to other sites may be required and will be addressed below in paragraph 1.12.

1.4.3. Access Requirements: The contractor’s employees shall become familiar with and obey the regulations of the installation; including fire, traffic, safety, medical and security regulations while on the installation. Contractor employees should only enter restricted areas when required to do so and only upon prior approval. All contractor employees shall carry proper identification with them at all times and shall be subject to such checks as may be deemed necessary. The contractor shall ensure compliance with all regulations and orders of the installation which may affect performance. The

Government reserves the right to direct the removal of an employee for misconduct, security reasons, or any overt evidence of communicable disease. Removal of contractor employees for reasons stated above does not relieve the Contractor from responsibility for total performance of this contract.

1.4.6 Special Qualifications: Several of the positions outlined in the PWS require that the personnel possess special qualifications/training and/or access to specific systems which support their services to that functional branch. Those special qualifications and/or training will be noted within the PWS. Contractors must ensure that any personnel performing under a contract are fully capable of physically conducting basic administrative actions including record keeping, spreadsheet development, active communication, deadline tracking and use of all electronic systems with the ability to be certified and/or qualified through any Government Security or Validation program as needed to conduct the contract services.

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

1.5.1. All contractors require a Common Access Card (CAC): The CAC is the DoD Federal Personal Identity Verification (PIV) credential and is utilized as an official form of identification to access military instillations and facilities. In addition to being an official form of identification the CAC is the primary means of electronic PIV verification required for utilization of all government inter and intranet devices. Failure to be granted or maintain a CAC will constitute a complete failure of the contractor’s execution of contracted services by that individual and shall be accounted accordingly.

1.5.1.1. In accordance with Department of Defense Manual (Dom) 1000.13-M-V1, DoD Identification (ID) Cards, January 23, 2014, initial issuance of a CAC requires, at a minimum, the completion of a Federal Bureau of Investigation (FBI) fingerprint check with favorable results and submission of a National Agency Check with Inquiries (NACI) (or investigation approved in Federal Investigative Standards) to the Under Secretary of Defense for Intelligence (USD(I)) approved investigative service provider. The issuance of a CAC will be based on four criteria: (a) eligibility for a CAC; (b) verification of DoD affiliation from an authoritative data source; (c) completion of background vetting requirements according to the Federal Information Processing Standards Publication 201-3, Personal Identity Verification (PIV) of Federal Employees and Contractors, January, 2022, and DoD Manual 5200.02, Procedures for the DoD Personnel Security Program (PSP), April 03, 2017, and (d) verification of a claimed identity. Sponsorship and enrollment information about each applicant must be registered in the Defense Enrollment Eligibility Reporting System (DEERS) through either the Real-Time Automated Personnel ID System (RAPIDS) using the DD Form 1172-2, or the Trusted Associate Sponsorship System (TASS).

1.5.1.2. HSPD-12 Background Investigation Requirements: The contractor shall ensure that all employees complete a Personnel Security Investigation Portal (PSIP) request form, OF-306 Declaration for Federal Employment, SF-312 Classified Information Non-Disclosure Agreement and a request for Background investigation for contractors at the earliest possible date and that this form is forwarded to the COR immediately. The COR will review the form for completeness and accuracy and forward it to the National Guard Bureau (NGB) Personnel Security manager who will initiate the investigation process via the PSIP. The contractor shall ensure immediate compliance with all instructions regarding background investigation processing, including those provided verbally, by e-mail or via a Government system. The contractor is cautioned that the entire process from submittal of the PSIP form to return of the FBI fingerprint check may routinely take from two to six weeks and shall factor this lead time into its hiring/placement process. The contractor shall make all reasonable efforts to ensure that contractor employees meet CAC eligibility standards upon assignment to the contract and shall be held responsible for delays, failure to meet performance requirements or decreases in efficiency in accordance with the applicable inspection clause.

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

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

1.5.2.1. The contractor's FSO or contractor employee shall submit requests for a CAC via email to the designated TASS Trusted Agent (TA) with a copy of their Driver’s License or Passport, Social Security Card, and Birth Certificate.

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

https://tass.dmdc.osd.mil/

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

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

https://idco.dmdc.osd.mil/idco/ ).

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

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

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

1.5.5. The RAPIDS Verification Officer will verify the contractor employee by SSN and two forms of identification. Identity source documents must come from the list of acceptable documents included in the USCIS Form I-9, OMB No. 1615-0047, "Employment Eligibility Verification." Consistent with applicable law, at least one document from the Form I-9 list shall be a valid (unexpired) State or Federal Government-issued picture ID. The Identity documents will be inspected for authenticity and scanned and stored in the DEERS upon issuance of an ID. The photo ID requirement cannot be waived, consistent with applicable statutory requirements. The Verification Officer will capture primary and alternate fingerprints, picture, and updates to DEERS, and will then issue a CAC. Issued CACs will be valid for no longer than three years, or until the individual's contract end date (inclusive of any options), whichever is earlier.

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

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

1.5.6. The contractor will obtain a DoD email address for each applicant, including subcontractors. Note: If employees of a contractor lose the privilege to access their DoD email address they lose the ability to access required systems to perform their contracted services or renew their CAC.

1.6. Communications Security/Information Technology (COMSEC/IT) Security. All communications with DOD organizations are subject to communications security https://idco.dmdc.osd.mil/idco/

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

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

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

1.6.1.3. Complete initial and annual Information Assurance (IA), Cyber Security, systems and facilities security and other communications or access security training as deemed necessary by the COR.

1.6.1.4. Mark and safeguard files, output products and storage media per classification level and disseminate them only to individuals authorized to receive them with a valid need to know. Breach of governmental safeguards for classified, protected or otherwise restricted information of any degree will be evaluated by the COR. The COR will provide the KO with any known breach evaluations within 2 business day. In order to reduce further damage caused by a breach the KO will only provide basic details (e.g.

who, when, type of breach) to the contractor. The COR will evaluate any breach against possible damage to the government and pending this may remove access to government systems and facilities including confiscation of a contractors CAC. Loss of access to systems will constitute a contract service failure for that individual and will be accounted for accordingly by the KO.

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

1.6.1.6. Practice safe network and Internet operating principles and take no actions threatening the integrity of the system or network.

1.6.1.7. Protection of Personally Identifiable Information (PII). The contractor shall protect all Personally Identifiable Information (PII) encountered in the performance of services in accordance with DFARS 224.103 and DoDI 5400.11, DOD Privacy and Civil

Liberties Program, and DoD 5400.11-R. If a PII breach results from the contractor’s violation of the aforementioned policies, the contractor shall bear all notification costs, call-center support costs, and credit monitoring service costs for all individuals who’s PII has been compromised. The contract employee may loss access to government systems including confiscation of their CAC.

1.6.1.8. Maintain Health Insurance Portability and Accountability Act of 1996 (HIPAA) standards and guidelines per current and applicable laws, regulations and policies.

Complete HIPAA and Privacy Act training and provide completion certificate to COR within 5 days of initial hire or within 5 working days of annual recertification.

1.6.1.9. Information Assurance (IA)/Information Technology (IT) Training: All contractor employees performing services involving IA/IT functions shall comply with DoD and Army workforce training requirements in DoDD 8140.01, DoD 8570.01-M and AR 25-2 within six months of the start of contract performance. In accordance with DoD 8570.01-M, DFARS 252.239.7001 and AR 25-2, contractor employees performing Information Assurance Technical (IAT) functions shall be appropriately certified upon contract award. The baseline certification as stipulated in DOD 8570.01-M shall be completed upon contract award.

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

1.7. OPSEC Training: In accordance with AR 530-1, Operations Security, new contractor employees shall complete Level I OPSEC training within 30 calendar days of their reporting for duty and annually thereafter. The contractor shall submit certificates of completion for each contractor employee to the COR within 15 calendar days after completion of training. Once training is complete, contractors will adhere to KSARNG’s OPSEC Plan. COR will provide copy to all contractors - Level 1 OPSEC training is available at (use Google) https://securityawareness.usalearning.gov/opsec/index.htm or JKO- https://jkodirect.jten.mil/Atlas2/page/desktop/DesktopHome.jsf

1.7.1 iWATCH Training. The contractor with an area of performance within an Army controlled installation, facilities or area shall brief all employees on the local iWATCH program. This local developed training will be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the COR or the KO. This training shall be completed within 30 calendar days of contract award and within 30 calendar days of new employees commencing performance. The contractor shall report completion for each affected contractor employee and subcontractor employee, to the COR, or to the KO if a COR is not assigned, within 15 calendar days after completion of training.

https://atcts.army.mil/iastar/index.php https://cs.signal.army.mil/ https://securityawareness.usalearning.gov/opsec/index.htm https://jkodirect.jten.mil/Atlas2/page/desktop/DesktopHome.jsf

1.7.2 Anti-terrorism Training: All contracted employees who are hired for a period of over 180 days shall complete AT Level I awareness training within 30 calendar days after contract start date. The Contracting Officer Representative (COR) or Supervisor of the contractor will review certificates of completion for each affected contracted employee and subcontractor employee, to the COR or to the contracting officer, if a COR is not assigned, within 30 calendar days after completion of training by all employees and subcontractor personnel. AT level I awareness training is available at the following website: http://jko.ten.mil/courses/atl1/launch.html. AT Level II (ATOBC) trained officers can also provide an in person briefing.

1.7.3 Physical Security: The contractor shall safeguard all Government property provided for contractor use. At the close of each work period, Government facilities, equipment and materials shall be secured.

1.8. Post Award Conference/Periodic Progress Meetings: The contractor agrees to attend any post award conference convened by the KO. The KO, Contracting Officer’s Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contactor performance. The contractor shall resolve outstanding issues raised by the Government. Contractor attendance at these meetings shall be at no additional cost to the Government.

1.9. Contractor Human Resource Officer and Human Resource Policies: The contractor will provide a copy of the company’s official Human Resource Policies for review by the KO/COR and any other necessary government office as deemed necessary for review by the KO/COR before award of a contract. Any updates, additions or subtractions to the contract companies HR policies will be provided to the KO/COR within 5 business days of the official change. The KO/COR will not distribute, copy or otherwise publicize the contract company’s HR policies. The KO/COR will review the contract company’s HR policies for any governmental vs contract conflicts.

The KO will notify the contractor of any conflicts to achieve a resolution in favor of the government. The KO/COR will also review the HR policies for company rules of conduct including items like dress codes, work attendance and accountability (clocking) policies, sick leave and paid time off and basic employment rules, rights and benefits.

Where gaps or conflicts exist the KO/COR will ensure that either the governmental policies are supplied to the contract company for adoption by those employees performing services under the specified contract or that polices are created by the contract company and issued to the employee to allow for clear rules which will enable the employee to maintain adequate health, safety, ethical and moral good conduct while performing their contracted services. The contactor shall designate a Human Resources Officer (HRO) and provide the contact information and availability to their contracted employees before newly hired employees start providing contract services.

The HRO representative will not be an employee performing services under this specified contract. HRO services will be provided by the contractor to their employees outside of the hours of contract services at no cost to the government. This includes http://jko.ten.mil/courses/atl1/launch.html subcontracted employees who will either utilize the contract HRO or be provided a designated subcontract HRO.

1.10. Identification of Contractor Employees: Contractor employees will require contractor identification badges to be worn at all times in the performance of this contract. All contractor personnel attending meetings, answering Government telephones are required to identify themselves as contract employees to avoid creating an impression they are Government employees. The contractor shall ensure all documents or reports produced by contractor personnel are suitably marked as contractor products or contractor participation is appropriately disclosed. The contractor’s status as a “contractor” shall be predominantly displayed in all correspondence types (to include signature blocks on e-mail) and dealings with Government or non-Government entities/ Contractor personnel shall wear identification badges distinguishing themselves as such. The badges shall have the company name, employee name and the word “contractor” displayed. The contractor shall retrieve all identification media (including vehicle passes) from their employees who depart employment for any reason. All identification media (i.e., badges and vehicles passes) shall be returned to the COR/KO within 14 calendar days of an employee’s departure.

1.11. Combating Trafficking in Persons: The United States Government has adopted a zero-tolerance policy regarding trafficking in persons. Contractors and contractor employees shall not engage in severe forms of trafficking in persons during the period of performance of the contract; procure commercial sex acts during the period of performance of the contract; or use forced labor in the performance of the contract. The Contractor shall notify its employees of the United States Government’s zero tolerance policy, actions will be taken against employees for violations of this policy. Such actions may include, but are not limited to, removal from the contract, reduction in benefits, or termination of employment. The Contractor shall take appropriate action, up to and including termination, against employees or subcontractors that violate the US Government policy as described at FAR 22.17.

1.12. Contractor Travel: Contract employees may be required to travel to execute duties consistent with all services described within the PWS as shown below.

Specifically, in the event of a mobilization, deployment, unit readiness assembly or Periodic Health Assessment (PHA) the Contractor shall ensure adequate non-clinical case management support is available for travel to locations to best support these activities (i.e. work at armories or CONUS Replacement Centers (CRC)) as directed by the Contracting Officer. Travel to and from the primary worksite will not be reimbursed.

Cost Reimbursement CLIN will be included in the contract to reimburse travel expenses only. The travel expenses required under this requirement are between 1-10 out-of-area mission supports and may include the Deputy State Surgeon (DSS) requesting designated specialized training programs outlined in the PWS. The specific dates / locations are based upon schedules not yet published; however these missions are typically no longer than three days each and will encompass lodging, meals and a rental vehicle for those areas not covered by a transit system (rail/metro/shuttle). The contractor shall be authorized travel expenses consistent with the substantive provisions of the Joint Travel Regulation (JTR) and the limitation of funds specified in this contract. All travel requires COR recommendation for approval and authorization by the KO prior to travel arrangements being made. The contractor may be required to travel to off-site training locations and to ship training aids to these locations in the performance of this contract. The cost of shipping training aids shall be borne by the Government and the contractor will be reimbursed for the costs of shipping training aids in accordance with the JTR and limitation of funds in this contract.

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

2. Definitions and Acronyms

2.1. Definitions

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

2.1.2. Contracting Officer (KO). A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

2.1.3. Contracting Officer's Representative (COR). An employee of the U.S.

Government designated by the KO to monitor contractor performance. Such appointment shall be in writing and shall state the scope of authority and limitations.

This individual has authority to provide technical direction to the Contractor as long as the direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.4. Defective Service. A service output which does not meet the standard of performance associated with the Performance Work Statement.

2.1.5. Deliverable. A deliverable is anything that can be physically delivered and includes non-manufactured things such as meeting minutes or reports.

2.1.6. Key Personnel. Contractor personnel who may be required to be used in the performance of a contract as Key Personnel listed in the PWS.

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

2.1.8. Quality Assurance. The government procedures to verify services being performed by the Contractor are performed according to acceptable standards.

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

2.1.10. Quality Control. All necessary measures taken by the Contractor to assure the quality of an end product or service meets contract requirements.

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

2.2 Acronyms:

2.2.1. AFARS Army Federal Acquisition Regulation Supplement

2.2.2. AR Army Regulation

2.2.3. AT/OPSEC Antiterrorism/Operational Security

2.2.4. CAC Common Access Card

2.2.5. CM Case Management

2.2.6. CFR Code of Federal Regulations

2.2.7. CONUS Continental United States (excludes Alaska and Hawaii)

2.2.8. COR Contracting Officer Representative

2.2.9. COTS Commercial-Off-the-Shelf

2.2.10 DA Department of the Army

2.2.11. DD250 Department of Defense Form 250 (Receiving Report)

2.2.12. DD254 Department of Defense Contract Security Requirement List

2.2.13. DFARS Defense Federal Acquisition Regulation Supplement

2.2.14. DOD Department of Defense

2.2.15. DSS Deputy…