Attachment 1 PWS for Administrative Support Services.pdf

PERFORMANCE WORK STATEMENT

FOR

Administrative Support Services Soldier Recovery Unit

Brooke Army Medical Center Fort Sam Houston, Texas 78234

1. General. This is a non-personal services contract to provide administrative support services to the Soldier Recovery Unit (SRU), Brooke Army Medical Center (BAMC), Fort Sam Houston, Texas. The Government shall not exercise any supervision or control over the contract service providers (CSPs) performing the services herein. CSP shall be accountable solely to the contractor who, in turn, is responsible to the Government.

1.1 Description of Services/Introduction: The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and nonpersonal services necessary to perform administrative support services as defined in this Performance Work Statement (PWS), section 5 except for those items specified as government furnished property and services. The Contractor shall perform to the standards in this contract.

1.2. Background. The mission of the SRU is to provide competent and compassionate leadership through mission command, complex case management, comprehensive transition planning, and primary care in a safe environment promoting optimum healing for wounded, ill, or injured Soldiers returning to the force or transitioning to civilian life as productive Veterans.

1.3 Objective: To provide qualified personnel and services to meet the overall needs of the SRU.

1.4. Scope of Work. The contractor shall provide qualified personnel and services except for those items furnished by the Government as listed in Section 5 of the performance work statement (PWS) necessary to perform administrative support services for the SRU.

1.5 Period of Performance: This contract is for a twelve-month base period and four twelve-month option periods.

1.6. General Information

1.6.1 Federal Observed Holidays: The following is a list of legal Federal Holidays observed by the MTF. Any of the following holidays falling on a Saturday will be observed on the preceding Friday and holidays falling on a Sunday will be observed on the following Monday.

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Independence Day Christmas Day

1.6.2 Hours of Operation: The Contractor is responsible for conducting business, between the hours of 7:30 am to 4:30 pm Monday through Friday except Federal holidays or when the

DRAFT

Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. Duty hours include a one hour (per 8 hour shift), non-compensable lunch break from 12:00 pm to 1:00 pm. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons.

1.6.2.1 Training Holidays. The MTF, throughout the year, observes several training holidays, which vary by fiscal year (FY). The COR upon notification of designated training holidays for the fiscal year and/or no later than 15 November of the contract year will provide this information to the Contractor. The COR will identify and inform the contractor of those SRU work sections that will be non-operational on the specified training holiday. All training holidays are considered a workday.

1.6.2.2 Scheduled Absences. Scheduled absences shall be coordinated and mutually agreed upon by the contractor, and the COR a minimum of 15 calendar days in advance. Scheduled absences include those for vacation, training, scheduled hospitalizations, and any other foreseeable event.

The contractor shall be required to provide qualified replacement CSPs during scheduled absences of over 5 days in duration.

1.6.2.3 Unscheduled Absences. For unscheduled absences, the contractor or Contractor Representative (CR) shall notify the COR within 2 hours of the duty day if a CSP will be unable to report to work. If after 2 hours the CR has failed to notify the COR, the COR will notify the CR and the KO to report the unscheduled absence.

1.6.3. Place of Performance: The place of performance is the SRU and BAMC located at Fort Sam Houston in San Antonio, Texas. Building 3822, 3820, and 3641.

1.6.3.1. Alternate Work Locations. Contractor personnel performing services for this contract may be permitted maximum flexibility and may be approved to telework if determined by the Department for a reasonable time. The Department will notify the Contracting Officer Representative and the Contracting Officer if contracting personnel will be teleworking for more than 30 consecutive days. Contractor shall follow established telework agreements at all times.

Core hours are 0700-1700, schedules of contract employees will be determined by the department, and whoever, 50% of hours must be during core hours. Contractor is permitted to stagger contract employee work hours to relieve load on VPN network system during telework.

It is the responsibility of the contractor to comply with all HIPAA, Privacy, and other security regulations regarding the transmission of personal and Government information.

1.6.3.1.1 The contractor shall ensure the Government's interests under the terms of the contract are maintained and the required hours of performance are accounted for during any period of offsite performance. Daily updates are required to ensure COR retains internal control over performance standards for off-site work. There will be no cost associated with contractor's employee working offsite. Any additional incurred expenses due to telecommunications issues will be the responsibility of the contractor.

1.6.3.1.2 The government shall develop and maintain an effective telework agreement to ensure services are performed in accordance with (IAW) this Performance Work Statement (PWS). The telework agreement must be forwarded to and accepted by the Contracting Officer (KO). The contractor’s telework agreement is the means by which the contractor assures that the work complies with the requirement of the contract. After acceptance of the telework agreement the contractor shall receive the contracting officer’s acceptance in writing of any proposed change to the telework agreement.

1.6.4 Quality Control Program (QCP): The Contractor shall develop and maintain an effective QCP to ensure services are performed in accordance with (IAW) this PWS. The QCP must be forwarded to and accepted by the KO. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of deficiencies. The Contractor’s QCP is the means by which the Contractor assures that the work complies with the requirement of the contract. The QCP is to be delivered within 30 days after contract award, three paper copies and one electronic copy of a comprehensive written QCP shall be submitted to the KO and COR and within 5 working days when changes are made thereafter. After acceptance of the QCP the Contractor shall receive the contracting officer’s acceptance in writing of any proposed change to the QCP.

1.6.5. Type of Contract: The Government will award a Firm Fixed Price contract.

1.6.6. Security Requirements: Work under this contract is UNCLASSIFIED. The Contractor shall comply with all applicable DOD security regulation and procedures during the performance of this contract. The Contractor shall not disclose and must safeguard procurement sensitive information, computer systems and data, Privacy Act data, and Government personnel work products obtained or generated in the performance of this contract.

1.6.6.1 Physical Security: The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use at the end of each business day.

The Contractor shall ensure all government facilities, equipment, and materials shall be secured at the close of each duty day.

1.6.6.2 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 Quality Control Plan. 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 Contracting Officer.

1.6.6.2.1. Lost keys shall be reported to the COR and the KO. In the event keys, other than master keys, are lost or duplicated, the Contractor shall, upon direction of the Contracting Officer, re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or rekeying 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.

1.6.6.2.2. The Contractor shall prohibit the use of Government issued keys 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 Contracting Officer (KO).

1.6.6.3 Lock Combinations: The Contractor shall establish and implement methods of ensuring that all lock combinations are not revealed to unauthorized persons. The Contractor shall ensure that lock combinations are changed when personnel having access to the combinations no longer have a need to know such combinations. These procedures shall be included in the Contractor’s

QCP.

1.6.7. Special Qualifications:

1.6.7.1 Minimum Contract Service Personnel Qualifications. The following basic qualifications are required of personnel performing under this contract and are further supplemented and/or defined by the specific tasks outlined in section 5 of this PWS.

1.6.7.2 All personnel employed by the contractor to perform under this contract shall as a minimum be able to read, write, comprehend, and speak fluent English, and be computer literate.

1.6.7.3 Personnel must be able to stand on hard surfaces for extended period of time; bending, stooping, and working in sometimes uncomfortable positions. Personnel must be able to lift and carry items that weigh up to 10 or 20 pounds, and/or maneuvering, pushing or sliding items for proper positioning.

1.6.7.4 Personnel must possess and demonstrate strong communication, interpersonal and customer service skills in servicing a diverse patient population and in communicating with hospital staff personnel.

1.6.7.5 Personnel shall maintain a clean, neat and professional appearance while on duty.

Contractor personnel will not wear clothing made of see through material, cutoffs, tank tops, or clothing that displays offensive slogans or pictures. Contractor personnel will not wear athletic or athletic styled clothing (e.g. jogging suits, sweat suits). Hospital scrubs are not authorized for wear unless CSP is working in a clinical area and their wear is approved by the Government.

The removal from the job site or dismissal of contract personnel from the premises shall not relieve the contractor of the requirement to provide sufficient personnel to perform the services as required by this PWS within fifteen (15) days of position vacancy.

1.6.7.6 Specific Contract Service Personnel Qualifications. The following advanced qualifications are required of specific services performed under this contract.

1.6.7.6.1 Human Resources Clerk I.

1.6.7.6.1.1 Being a qualified typist (40 wpm).

1.6.7.6.1.2 Operating a variety of computer software packages (Microsoft Office, Word, Excel, and PowerPoint) to include ability to learn military computer programs.

1.6.7.6.1.3 Operating basic office equipment i.e. photocopier, facsimile machine, multi-line phone, voice systems and pager systems, mailing machines.

1.6.7.6.2 Human Resources Clerk II.

1.6.7.6.2.1 Being a qualified typist (40 wpm).

1.6.7.6.2.2 Operating a variety of computer software packages (Microsoft Office, Word, Excel, and PowerPoint) to include ability to learn military computer programs.

1.6.7.6.2.3 Operating basic office equipment i.e. photocopier, facsimile machine, multi-line phone, voice systems and pager systems, mailing machines.

1.6.7.6.2.4 Examining and verifying accounting data, records and reports based on established procedural guidance.

1.6.7.6.3 Operations Specialist.

1.6.7.6.3.1 Being a qualified typist (40 wpm).

1.6.7.6.3.2 Operating a variety of computer software packages (Microsoft Office, Word, Excel, and PowerPoint) to include ability to learn military computer programs.

1.6.7.6.3.3 Possessing one year experience in designing, developing, and oversight of a training program.

1.6.7.6.3.4 Operating basic office equipment i.e. photocopier, facsimile machine, multi-line phone, voice systems and pager systems, mailing machines.

1.6.7.6.3.5 Operating a variety of computer software packages (Microsoft Office, Word, Excel, and PowerPoint).

1.6.7.6.4 Medical Clerk III

1.6.7.6.4.1 Being a qualified typist (40 wpm).

1.6.7.6.4.2 Operating a variety of computer software packages (Microsoft Office, Word, Excel, and PowerPoint) to include military specific computer programs CHCS, AHLTA, MCSC MHS ACCESS TO TIPS ON LINE, WEB- AEFSS, DMHRSI, DTS, and ESSENTRIS).

1.6.7.6.4.3 Operating basic office equipment i.e. photocopier, facsimile machine, scanner, multi-line phone, voice systems and pager systems, mailing machines.

1.6.7.6.4.4 Possessing knowledge of basic medical terminology.

1.6.7.6.4.5 Serving as the point of contact regarding issuance of travel orders, travel arrangements, billeting reservations and notification to family member designated as a Non- Medical Attendant (NMA), Medical Retention Program (MRP) and medical Temporary Duty of Soldiers.

1.6.7.4.5.6 Coordinating with Case Managers upon receipt of NMA request providing information on required documentation; eligibility criteria IAW AR40-3 and other applicable DoD directives; identifying NMA travel requirements if criteria is met; addressing issues of concern; and collecting required data for input of travel order request into DTS.

1.6.7.4.5.7 Disseminating information to the Case Managers on processes or procedures as changes are made.

1.6.7.4.5.8 Publishing Invitational Travel Orders Using the Defense Travel System (DTS) and entering information on traveler(s) and schedules flight arrangements in the Defense Travel System (DTS). Prepares necessary travel orders and confirms arrangements with the Contracted Travel Office.

1.6.7.4.5.9 Assisting with the classification of orders according to designated categories and processes limited financial aid requests for receipt of designated entitlements by Non-Medical Attendants, Medical Retention Processing Orders and Medical Temporary Duty orders.

Assisting Section Chief in working with Resource Management Division and other agencies to resolve financial issues regarding Non-Medical Attendants.

1.6.7.4.5.10 Updating data using computer processing programs such as Excel. Compiling and using data collected to prepare weekly reports, utilizing data when required, and ensuring dissemination.

1.6.7.4.5.11 Assisting the unit S-1 Section to verify that all required orders and source documents reflecting patient entitlements are prepared.

1.6.7.4.5.12 Creating the Medical Retention Process Orders, Medical TDY, NMA Order or Escort Orders authorization in DTS. Notifying the Case Manager if the documentation is incorrect or insufficient or processing the NMA by the BAMC PAD Travel Office, then forwarding the information to the Travel Clerk and following up to ensure that action is being taken.

1.6.7.4.5.13 Providing designated information to NMA as to their status and authorized entitlements, informs “accrual” NMAs on their approval status, and/or informs non-requested or non-approved NMAs on their “settlement” status.

1.6.7.4.5.14 Processing NMA requests for closing out Travel Voucher with the MTF when a NMA arrives to BAMC on NMA Orders from another MTF and verifying accountability of the Warrior and the NMA by the WTB.

1.6.7.4.5.15 Serving as a point of contact for the NMA throughout the time period of their orders and answering questions regarding the various changes that may occur when/if the Warriors’ circumstance change, such as Con Leave, in-patient status, etc., and adjusts their orders accordingly.

1.6.7.4.5.16 Sending a copy of the approved Order to IHG Lodging and answering any questions that they may have regarding the NMAs circumstances and their stay in the Powless Guest House. Assist in the clarification of the billing procedures between the NMA and the IHG front desk staff.

1.6.7.4.5.17 Forwarding a list of the NMAs to a designated point of contact who settles the billing for billeting based on the NMA Orders.

1.6.7.4.5.18 Creating the MRPs, TDY and NMAs Travel Voucher in DTS, and calling the Soldiers or NMA to notify them that their voucher is ready for signature. If the Soldier or NMA is no longer present at BAMC, then coordinating to get the Voucher signed through fax or email.

1.6.7.4.5.19 Keeping the NMAs notified of the voucher’s payment status in DTS, until the voucher is paid.

1.6.7.4.5.20 Keeping a monthly tracker of each MRPs and NMAs order and voucher process from the receipt of the NMA request to the payment of the Voucher.

1.6.7.4.5.21 Creating and continuously updating the forms and pamphlets that SRU provides the NMAs during briefings or to provide information to them or gather information from them.

1.6.7.4.5.22 Monitoring patient attendance at scheduled appointments utilizing the MHS Genesis and records attendance on computer spreadsheet used for tracking individual patient appointments.

1.6.7.4.5.23 Notifying appropriate registered nurse, case manager and/or medical support assistant of scheduled appointment arrival.

1.6.7.4.5.24 Notifying appropriate agency; i.e., Veterans Affairs, Federal Recovery Coordinators, Transition Liaison Specialist and staff personnel when patient, family member, or visitors arrives to visit.

1.6.7.4.5.25 Contacting appropriate registered nurse case manager, medical support assistant, agency representative, or staff member to assist unscheduled walk-in patients or their family members.

1.6.7.4.5.26 Notifying appropriate staff member immediately if patients in waiting room exhibit signs of discomfort, illness, or stress.

1.6.7.4.5.27 Performing two couriers run daily, morning and afternoon, to the Emergency Room and Warrior Primary Care Clinic to obtain medical documentation, records, patient documents, and correspondence, pertaining to patients and delivering them to the appropriate staff member for action.

1.6.7.6.5 Administrative Assistant

1.6.7.6.5.1 In addition to secretarial duties (filing, taking phone calls, scheduling appointments, making travel arrangements), this position will provide administrative support to executive staff with office management responsibilities to include budgeting, personnel records, and payroll.

The Administrative Assistant may be required to work independently on projects requiring research and preparation of briefing charts and other presentation materials.

1.6.7.6.5.2 Receive the WTB VA (Veterans Affairs) / IDES (Individual Disability Evaluation System) appointments and forward the emails to the correct Nurse Case Manager & Company Commanders and 1st Sergeants and forward Cadre appointments to individual Soldiers.

1.6.7.6.5.3 Furnishing duty and orientation information, as provided by supervisor, to personnel reporting for staff duty to include requesting a communications pager.

1.6.7.6.5.4 Provide oversight with Nurse Case Manager on call program. Check voice messages, taking messages, and return calls.

1.6.7.6.5.5 Relaying sensitive patient information IAW HIPAA regulatory guidance to Soldier Recovery Unit Transition Service Case Managers and other designated personnel.

1.6.7.6.5.6 Cover the following reports MODS & COPS Slides when the Senior Nurse Case Manager is unavailable to complete.

1.6.7.6.5.7 Coordinate and receive Play-away audio books from BAMC Volunteers and put them out.

1.6.7.6.5.8 Support Warrior Family Support Center (WFSC), Soldier and Family Assistance Center (SFAC), Untied Service Organizations (USO), and other outside agencies by forwarding their calendar of events out to our staff and Soldiers.

1.6.7.6.5.9 Contacting appropriate registered nurse case manager, medical support assistant, agency representative, or staff member to assist unscheduled walk-in patients or their family members.

1.6.7.6.5.10 Notifying appropriate agency; i.e., Veterans Affairs, Federal Recovery Coordinators, Transition Liaison Specialist and staff personnel when patient, family member, or visitors arrives to visit.

1.6.7.6.5.11 Monitoring patient attendance at scheduled appointments utilizing the MHS Genesis and records attendance on computer spreadsheet used for tracking individual patient appointments.

1.6.7.6.6 Facility Manager (ADDED POSITION)

1.6.7.6.6.1 The duties of the Facility Manager at the SRU Wounded Warrior (Soldiers in Transition (ST)) Barracks include running routine safety inspections, corresponding with contractors, planning maintenance work, maintaining records, and supervising facilities. Facility Manager maintains the building with, tracking and follow up of all services calls for electrical, plumbing, carpentry, locksmith, painting, elevators. Provides general cleaning services for Liberty Barracks. The facilities manager oversees all aspects of building functions, security systems/cameras and the safety and functionality of all facilities.

1.6.7.6.6.2 Additional duties Include but are not limited to the following:

• Ability to pick up at least 50 pounds

• Gather and count all used linen and drop off on Mondays and pick up on Thursdays

• Ability to review, assign, and ensure rooms are assigned to STs

• Prepare and process intake paperwork for STs

• Maintains and updates daily barrack’s roster (ability to use excel)

• Submit equipment, facility and appliance work orders through NEXGEN

• Escort contractors/ CE to STs rooms, Mechanical Rooms

• Communicate information to the following agencies/personnel: CQ, contractors, CE workers.

• Clean and maintain vacant rooms

• Inspect rooms prior to tenants arriving and conduct a walk thru with tenant when they sign for the room

• Conduct an inspection of the room with tenant prior to clearing them and accepting the key

• Send out reports every Friday to Command Team

• Maintain an organized and clean common area daily, report any violations of STs to the

DET Command Team

• Ability to pick up supplies from the self-help to maintain the barracks

• Maintain security cameras in the facility and report any deficiencies to PMO/502d

• Maintain facility keys and report any deficiencies to the DET Command Team

• Conducts facility inspections and submits needed work orders

1.6.7.6.7 Supply Specialist (ADDED POSITION)

1.6.7.6.7.1 The duties of the Supply Specialist at the SRU include daily accountability and constant presence in S4 section to facilitate in processing and out processing of all arrivals/departures of the Soldier Recovery Unit. Other duties include running routine safety inspections, corresponding with contractors, planning maintenance work, maintaining records, and supervising facilities. General logistical knowledge with military supply allocations. Assists

S4 supervisor when picking up supplies at BAMC supply docs on a regular basis. The ability to pick up at least 50 pounds.

1.6.7.6.7.2 Additional duties Include but are not limited to the following:

• Pick up supplies from BAMC warehouse requiring lifting over 40 lbs. at times

• Serve as the in/out processing center for STs and Cadre for the supply section

• Prepare and process packets for GPC purchases

• Process work order requests for SRU facilities in NEXGEN

• Process furniture work order request

• Represent the S4 section during staff meetings and ability to brief

• Coordinate transportation for events

• Ability to dispatch GSA Vehicles and conduct inspections

• Update monthly trackers

1.6.7.7 Immunization Requirements. Contractors performing under this contract shall ensure their employees providing contractual services comply with the BAMC Policy Memorandum on immunization and health requirements for hospital employees at the time of initial employment and thereafter as required based on the Center for Disease Control and Prevention (CDC) and/or Department of Defense (DOD) guidance. All immunization shall be at the contractor expensive.

1.6.7.8. Failure to meet the immunization and health requirements stated herein, or when test results determine a contract employee has a contagious disease or is not immune to a contagious disease, the Contracting Officer may, upon the advice of the MTF Commander or his clinical staff, determine that such contract employee is not an acceptable individual to perform services under this contract. The Contracting Officer may then require the contractor to replace that individual at no additional cost to the Government.

1.6.7.9 Contract personnel present without required immunization will not be administratively in-processed or cleared to perform services at BAMC.

1.6.8 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 Federal Acquisition Regulation (FAR) Subpart 42.5. The KO and Contracting Officer’s Representative (COR) shall meet periodically with the contractor to review the contractor's performance. At these meetings the KO will apprise the Contractor of how the Government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues.

1.6.9 Contracting Officer’s Representative (COR): The COR will be identified by separate letter.

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, and specifications; monitor Contractor's performance and notifies both the KO 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 regarding 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 order.

1.6.10 Key Personnel: The following personnel are considered key personnel by the Government: Project Manager. The Contractor shall provide a Project manager who shall be responsible for the performance of the work. 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 contracting officer. The Project manager or alternate shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available between 8:00 a.m. to 4:30p.m, Monday through Friday except Federal holidays or when the Government facility is closed for administrative reasons. Qualifications for all key personnel are listed below:

1.6.11 Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, and working in other situations where their Contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by Contractors are suitably marked as Contractor products or that Contractor participation is appropriately disclosed. Contract personnel shall wear a badge that clearly identifies them as a contract employee. The badge will contain a personal picture, name of the employee, and Contractor’s name. Badges will be worn on the outer garment in full view at all times, attached to the outer shirt or jacket pocket by a button or clip or worn around the neck secured by an appropriate identification card lanyard.

1.6.12 Contractor Travel. CSPs may be required to travel between the SRU and BAMC clinics and/or departments and divisions geographically dispersed within the Fort Sam Houston area.

No local travel reimbursement is authorized.

1.6.13 Contractor Personnel Conduct: Contractor personnel’s conduct shall not reflect discredit upon the Government. The Contractor shall ensure that personnel present a professional appearance. The Contractor’s employees shall observe and comply with all local policies and procedures concerning fire, safety, environmental protection, sanitation, security, and possession of firearms or other lethal or illegal weapons or substance. The Contractor is responsible for ensuring that any contractor employees providing services under this contract conduct themselves and perform services in a professional, safe, and responsible manner. The Contractor shall remove from the job site any employee for reasons of misconduct or security. In accordance with DOD Directive 5500.7-R, “Joint Ethics Regulation”, Contractor employees must avoid improperly influenced in the execution of their duties under the contract. Particular attention should be paid to acceptance of gifts/ gratuities, and on non-disclosure of sensitive or classified information. The Contractor shall ensure employee conduct complies with 41 U.S. C 423 relative to release of acquisition related information or actions or discussions which may prejudice future competitions. The Contractor shall ensure no contractor employees conduct political related activities or events on the USAR Facilities.

1.6.14 Other Direct Costs: N/A

1.6.15 Data Rights: The Government has unlimited rights to all documents/material produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government.

These documents and materials may not be used or sold by the contractor without written permission from the KO. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

1.6.16 Organizational Conflict of Interest: Contractor and subcontractor personnel performing work under this contract may receive, have access to, or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.), or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the KO immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the KO to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the KO, and in the event the KO unilaterally determines that 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.

1.6.17 Phase In/Phase Out: To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the Contractor shall have key personnel on board, during the first 15 day phase in/ phase out periods. The Contractor shall, upon the Contracting Officer's written notice, (1) furnish phase-in and phase-out services for up to 10 months after this contract expires and (2) negotiate in good faith a plan with a successor to determine the nature and extent of phase-in and phase-out services required. The plan shall specify a training program and a date for transferring responsibilities for each division of work described in the plan, and shall be subject to the Contracting Officer's approval. The Contractor shall provide sufficient experienced personnel during the phase-in and phase-out period to ensure that the services called for by this contract are maintained at the required level of proficiency.

1.6.18 Antiterrorism (AT) and Operations Security (OPSEC)

1.6.18.1 AT Level I Training: All contractor employees, to include subcontractor employees, requiring access to Army installations, facilities, and controlled access areas shall complete AT Level I awareness training within 30 calendar days after contract start date. The contractor shall submit certificates of completion for each affected contractor employee and subcontractor employee to the COR or to the KO, if a COR is not assigned within 30 calendar days after completion of training by all employees and subcontractor personnel.

1.6.18.2 Access and General Protection/Security Policy and Procedures: Contractor and all associated sub-contractors’ employees shall comply with applicable installation, facility, and area commander installation/facility access and local security policies and procedures (provided by government representative). The contractor shall also provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshall Office, Director of Emergency Services, or Security Office. Contractor workforce must comply with all personal identity verification requirements as directed by DOD, HQDA, and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any individual facility or installation change, the Government may require changes in contractor security matters or processes.

1.6.18.3 iWATCH Training: The contractor and all associated sub-contractors shall brief all employees on the local iWATCH program (training standards provided by the requiring activity ATO). 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. This training shall be completed within 30 calendar days of contract award and within 15 calendar days of new employees commencing performance with the results reported to the COR NLT 30 calendar days after contract award.

1.6.18.5 Contractor Employees Who Require Access to Government Information Systems (IS):

All contractor employees with access to a government IS must be registered in the ATCTS (Army Training Certification Tracking System) at commencement of services, and must successfully complete the DOD Information Assurance Awareness prior to access to the IS and then annually thereafter.

1.6.18.6 For Information Assurance (IA)/Information Technology (IT) Training: All contractor employees and associated sub-contractor employees must complete the DoD IA awareness training before issuance of network access and annually thereafter. All contractor employees working IA/IT functions must comply with DoD and Army training requirements in DoDD 8570.01, DoD 8570.01-M and AR 25-2 within six months of employment.

1.6.19 Emergency Services

1.6.19.1 The Contractor shall have competent personnel trained and capable of dealing with minor personnel injuries. The Contractor of their employees shall immediately notify their supervisor of any accident requiring emergency medical treatment. The Contractor will, in turn, notify the KO or COR within 30 minutes of the incident.

1.6.19.2 Emergency medical treatment and services for Contractor personnel is the responsibility of the Contractor.

1.6.20. IDENTIFICATION OF PRIVACY ACT. This contract requires the development of a system of records in accordance with the Privacy Act of 1974.

1.6.20.1. Health Insurance Portability and Accountability Act (HIPAA) (6 May 10) Introduction In accordance with DOD 6025.18-R “Department of Defense Health Information Privacy Regulation,” January 24, 2003, the contractor meets the definition of Business Associate.

Therefore, a Business Associate Agreement is required to comply with both the Health Insurance Portability and Accountability Act (HIPAA) Privacy and Security regulations. This clause serves as that agreement whereby the contractor agrees to abide by all applicable HIPAA Privacy and Security requirements regarding health information as defined in this clause, and in DoD 6025.18-R and DoD 8580.02-R, as amended. Additional requirements will be addressed when implemented.

(a) Definitions. As used in this clause generally refer to the Code of Federal Regulations (CFR) definition unless a more specific provision exists in DOD 6025.18-R or DoD 8580.02-R.

(b) Individual has the same meaning as the term “individual” in 45 CFR 160.103 and shall include a person who qualifies as a personal representative in accordance with 45 CFR 164.502(g).

(c) Privacy Rule means the Standards for Privacy of Individually Identifiable Health Information at 45 CFR part 160 and part 164, subparts A and E.

(d) Protected Health Information has the same meaning as the term “protected health information” in 45 CFR 160.103, limited to the information created or received by the contractor from or on behalf of the Government pursuant to the contract.

(e) Electronic Protected Health Information has the same meaning as the term “electronic protected health information” in 45 CFR 160.103.

(f) Required by Law has the same meaning as the term “required by law” in 45 CFR 164.103.

(g) Secretary means the Secretary of the Department of Health and Human Services or his/her designee.

(h) Security Rule means the Health Insurance Reform: Security Standards at 45 CFR part 160, 162 and part 164, subpart C.

1.6.20.2 Terms used, but not otherwise defined, in this Clause shall have the same meaning as those terms in 45 CFR 160.103, 160.502, 164.103, 164.304, and 164.501.

(a) The contractor shall not use or further disclose Protected Health Information other than as permitted or required by the Contract or as Required by Law.

(b) The contractor shall use appropriate safeguards to prevent use or disclosure of the Protected Health Information other than as provided for by this Contract.

(c) The contractor agrees to use administrative, physical, and technical safeguards that reasonably and appropriately protect the confidentiality, integrity, and availability of the electronic protected health information that it creates, receives, maintains, or transmits in the execution of this Contract.

(d) The contractor shall, at their own expense, take action to mitigate, to the extent practicable, any harmful effect that is known to the Contractor of a use or disclosure of Protected Health Information by the Contractor in violation of the requirements of this Clause. These mitigation actions will include as a minimum those listed in the TMA Breach Notification Standard Operating Procedure (SOP), which is available at:

http://www.tricare.mil/tmaprivacy/breach.cfm.

(e) The contractor shall report to the Government any security incident involving protected health information of which it becomes aware.

http://www.tricare.mil/tmaprivacy/breach.cfm

(f) The contractor shall report to the Government any use or disclosure of the Protected

Health Information not provided for by this Contract of which the Contractor becomes aware.

(g) The contractor shall ensure that any agent, including a subcontractor, to whom it provides Protected Health Information received from, or created or received by the Contractor, on behalf of the Government, agrees to the same restrictions and conditions that apply through this Contract to the Contractor with respect to such information.

(h) The contractor shall ensure that any agent, including a subcontractor, to whom it provides electronic Protected Health Information, agrees to implement reasonable and appropriate safeguards to protect it.

(i) The contractor shall provide access, at the request of the Government, and in the time and manner reasonably designated by the Government to Protected Health Information in a Designated Record Set, to the Government or, as directed by the Government, to an Individual in order to meet the requirements under 45 CFR 164.524.

(j) The contractor shall make any amendment(s) to Protected Health Information in a Designated Record Set that the Government directs or agrees to pursuant to 45 CFR 164.526 at the request of the Government, and in the time and manner reasonably designated by the Government.

(k) The contractor shall make internal practices, books, and records relating to the use and disclosure of Protected Health Information received from, or created or received by the Contractor, on behalf of the Government, available to the Government, or at the request of the Government to the Secretary, in a time and manner reasonably designated by the Government or the Secretary, for purposes of the Secretary determining the Government’s compliance with the Privacy Rule.

(l) The contractor shall document such disclosures of Protected Health Information and information related to such disclosures as would be required for the Government to respond to a request by an Individual for an accounting of disclosures of Protected Health Information in accordance with 45 CFR 164.528.

(m) The contractor shall provide to the Government or an Individual, in time and manner reasonably designated by the Government, information collected in accordance with this Clause of the Contract, to permit the Government to respond to a request by an Individual for an accounting of disclosures of Protected Health Information in accordance with 45 CFR 164.528.

General Use and Disclosure Provisions.

1.6.20.3 Except as otherwise limited in this Clause, the Contractor may use or disclose Protected Health Information on behalf of, or to provide services to, the Government for treatment, payment, or healthcare operations purposes, in accordance with the specific use and disclosure provisions below if such use or disclosure of Protected Health Information would not violate the HIPAA Privacy Rule, the HIPAA Security Rule, DoD 6025.18-R or DoD 8580.02-R if done by the Government. Specific Use and Disclosure Provisions.

(a) Except as otherwise limited in this Clause, the contractor may use Protected Health Information for the proper management and administration of the Contractor or to carry out the legal responsibilities of the Contractor.

(b) Except as otherwise limited in this Clause, the contractor may disclose Protected Health Information for the proper management and administration of the Contractor, provided that disclosures are required by law, or the contractor obtains reasonable assurances from the person to whom the information is disclosed that it will remain confidential and used or further disclosed only as required by law or for the purpose for which it was disclosed to the person, and the person notifies the Contractor of any instances of which it is aware in which the confidentiality of the information has been breached.

(c) Except as otherwise limited in this Clause, the contractor may use Protected Health Information to provide Data Aggregation services to the Government as permitted by 45 CFR 164.504(e)(2)(i)(B).

(d) Contractor may use Protected Health Information to report violations of law to appropriate Federal and State authorities, consistent with 45 CFR 164.502(j) (1).

1.6.20.4. Obligations of the Government

1.6.20.4.1. Provisions for the Government to Inform the Contractor of Privacy Practices and Restrictions.

(a) The Government shall provide the Contractor with the notice of privacy practices that the Government produces in accordance with 45 CFR 164.520.

(b) The Government shall provide the Contractor with any changes in, or revocation of, permission by Individual to use or disclose Protected Health. Information, if such changes affect the Contractor’s permitted or required uses and disclosures.

(c) The Government shall notify the Contractor of any restriction to the use or disclosure of Protected Health Information that the Government has agreed to in accordance with 45 CFR

164.522. Permissible Requests by the Government.

(d) The Government shall not request the Contractor to use or disclose Protected Health Information in any manner that would not be permissible under the HIPAA Privacy Rule, the HIPAA Security Rule, or any applicable Government regulations (including without limitation, DoD 6025.18-R and DoD 8580.02-R) if done by the Government, except for providing Data Aggregation services to the Government and for management and administrative activities of the Contractor as otherwise permitted by this clause.

PART 2

DEFINITIONS, ACRONYMS, AND ABBREVIATIONS

2. DEFINITIONS AND ACRONYMS.

2.1. DEFINITIONS.

2.1.1. CENTER FOR THE INTREPID (CFI). CFI provides rehabilitation for OIF/OEF casualties who have sustained amputation, burns, or functional limb loss, to provide education to DOD and Department of Veteran's Affairs professionals on cutting edge rehabilitation modalities, and to promote research in the fields of Orthopedics, prosthetics and physical/occupational rehabilitation.

2.1.2. COMPOSITE HEALTH CARE SYSTEM (CHCS). CHCS is an automated information system that provides patient facility data management and communications capabilities. Specific supported areas included but are not limited to patient care processes, patient registration, admission, disposition and transfer, inpatient/outpatient activity and documentation, laboratory orders, radiology tests and results, and eligibility verification.

2.1.3. CONTRACTOR. The term as used in this contract refers to the prime vendor.

2.1.4. CONTRACTING OFFICER (KO). A person with authority to enter into contract;

administer or terminate contracts. Make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

2.1.5. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S.

Government appointed by the contracting officer 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 that 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.

2.1.6. DEFENSE MEDICAL HEALTH RESOURCE SYSTEM INTERNET (DMHRSi).

DMHRSi is a system that consolidates military medical personnel information and provides enhanced reporting capabilities. It manages human resources for all medical personnel from the services' entire military and civilian workforce using the Oracle 11i E-Business Suite to integrate processes for the Army, Navy and Air Force medical communities.

2.1.7. DEFENSE MEDICAL LOGISTICS STANDARD SUPPORT (DMLSS). DMLSS

provides automated, comprehensive logistical support for all Military Services. Functional requirements include but are not limited to biomedical maintenance management, central processing and distribution, property accountability and management and supply control management.

2.1.8. THE JOINT COMMISSION (JC) sets standards for healthcare organizations and issues accreditation to organizations that meet those standards. The Joint Commission conducts periodic on-site surveys to verify that "an accredited organization substantially complies with Joint Commission standards and continuously makes efforts to improve the care and services it provides."

2.1.9. MATERIAL SAFETY DATA SHEET (MSDS). A MSDS is a form with data regarding the properties of a particular substance. it is intended to provide workers and emergency personnel with procedures for handling or working with a substance in a safe manner, and includes information such as physical data (melting point, boiling point, flash point, etc.), toxicity, health effects, first aid, reactivity, storage, disposal, protective equipment, and pill handling procedures.

2.1.10. MEDICAL EVALUATION BOARD INTERNAL TRACKING TOOL (MEBITT).

MEBITT is the primary database for managing Soldiers in the Physical Disability Evaluation System (PDES).

2.1.11. MEDICAL PROTECTION SYSTEM (MEDPROS). MEDPROS was developed by the Army Medical Department to track all immunization, medical readiness, and deplorability data for all Active and Reserve components of the Army as well as DA Civilians, contractors and others. It allows the chain of command to determine the medical and dental readiness of individuals, units, and task forces.

2.1.1…