Attachment 1 - PWS - Medical Support Services - 4-28-2022.docx

PERFORMANCE WORK STATEMENT (PWS)

FOR

MEDICAL SUPPORT SERVICES

1.0 General:

1.1 Scope: The contractor shall provide all personnel, equipment, tools, materials, supervision, and quality control necessary, except as specified in Paragraph 3.0 as Government Furnished, for Medical Support Service, which includes Non-clinical Medical Case Management Services and Bachelor of Social Work (BSW) in support of Individual Medical Readiness (IMR), as defined in the PWS.

1.2 Background: This requirement is designed to be flexible, responsive, and meets the ever-evolving needs of the government. DoDI 6025.19 establishes aggressive quarterly and annual metric goals for the separate IMR elements and for overall IMR category of Fully Medically Ready (FMR) soldiers. The ultimate goals are to produce real-time reports based on complete, accurate data. The minimum goal for overall medical readiness is more than 90% of service members FMR, with the ideal goal of maintaining a greater than 90% rating all year long.

1.2.1 The Soldier Treatment Records (STRs) are a compilation of medical and dental history; physical examination and laboratory results; medications prescribed; diagnoses and prognoses; results of treatment and procedures undergone; allergies and other risk factors; disabilities and limitations. A complete treatment record is an important part of Maine Army National Guard (MEARNG) Medical Readiness. In addition to the medical records requirements, case management and BSW health support is needed to manage approximately 300 open cases and 500 referrals in eCase, 200 temporary and over 200 permanent profiles in eProfile and over 36 active MEB/PEBs (Military Evaluation Board/Physical Evaluation Board). Continued utilization of non-clinical medical case managers and BSW is essential to maintaining established medical readiness goals for the MEARNG.

1.3. Period of Performance (PoP): The Period of Performance shall be (1) one Base Year of 12-months and (1) 6-month option period, and a potential extension of up to six months in accordance with FAR Clause 52.217-8 – Option to Extend Services

1.4. General Information:

1.4.1. Place and Performance of Services: The contractor shall provide the services between the core work hours of 0700 and 1700 Monday through Friday, except on 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. Performance shall be at 194 Winthrop Street, Camp Keyes Building 7, Augusta, Maine. The contractor shall at all times maintain an adequate work force for the uninterrupted performance of all tasks defined within the PWS when the Government facility/installation is not closed for the above reasons. Contractors shall be expected to provide the service during a Medical Readiness Events (MRE) weekends. When hiring personnel, the contractor shall keep in mind that the stability and continuity of the work force are essential.

1.4.1.1 Telework: Reserved

1.4.1.2 Unscheduled gate closures by the Security Police may occur at any time causing all personnel entering or exiting a closed installation to experience a delay. This cannot be predicted or prevented. Contractors are not compensated for unexpected closures or delays. Vehicles operated by contractor personnel are subject to search pursuant to applicable regulations. Any moving violation of any applicable motor vehicle regulation may result in the termination of the contractor employee’s installation driving privileges.

1.4.1.3 The contractor’s employees shall become familiar with and obey the regulations of the installation, including fire, traffic, safety 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. All contractor employees who operate motorized vehicles on Camp Keyes or any of our armories shall possess a current state driver's license.

1.4.2 Recognized Holidays: The following are recognized US holidays. The contractor shall not perform services on these days:

1.4.2.1 New Year’s Day: January 1st

1.4.2.2 Martin Luther King, Jr.’s Birthday

1.4.2.3 President’s Day

1.4.2.4 Memorial Day

1.4.2.5 Juneteenth National Independence Day: June 19th

1.4.2.6 Independence Day: July 4th

1.4.2.7 Labor Day

1.4.2.8 Columbus Day

1.4.2.9 Veteran’s Day: November 11th

1.4.2.10 Thanksgiving Day

1.4.2.11 Christmas Day; December 25th

1.4.3 Quality Control (QC): The contractor shall develop and maintain an effective QC Plan (QCP) to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s QCP is how to assure 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 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.

1.4.4 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).

1.4.5 Security Requirements. The contractor shall comply with all applicable installation/facility access and local security policies and procedures, which may be obtained from the Contracting Officer’s Representative (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 or Security Office. The contractor shall ensure compliance with all personal identity verification requirements as directed by Department pf Defense (DOD), Headquarters Department of Army (HQDA) and/or local policy. Should the Force Protection Condition (FPCON) change, the Government may require changes in contractor security matters or processes.

1.4.5.1 For contractors requiring Common Access Card (CAC): The CAC is the DoD Federal Personal Identity Verification (PIV) credential. Before CAC issuance, the contractor employee requires, at a minimum, a favorably adjudicated Tier 1 or an equivalent or higher investigation in accordance with Army Directive 2014-05. The contractor employee will be issued a CAC only if duties involve one of the following: (1) both physical access to a DoD facility and access, via logon, to DoD networks on-site or remotely; (2) remote access, via logon, to a DoD network using DoD-approved remote access procedures; or (3) physical access to multiple DoD facilities or multiple nonDoD federally controlled facilities on behalf of the DoD on a recurring basis for a period of 6 months or more. At the discretion of the sponsoring activity, an initial CAC may be issued based on a favorable review of the FBI fingerprint check and a successfully scheduled Tier 1 investigation at the Office of Personnel Management.

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).

1.4.5.1.1 Homeland Security Presidential Directive (HSPD)-12 Background Investigation Requirements: The contractor shall ensure that all contractor and subcontractor personnel whose duties require CAC card issuance obtain them and shall process all CAC card applications. The contractor shall ensure that all employees requiring an initial background investigation complete a Personnel Security Investigation Portal (PSIP) form at the earliest possible date 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. Contractor personnel will then receive two e-mail messages; the first will confirm that the investigative service provider has received the request, and the second will provide instructions for the completion of the appropriate form via the Electronic Questionnaires for Investigations Processing (e-QIP) system. Upon completion of the e-QIP questionnaire and submittal of all required documents, including fingerprint card to the security manager, the background investigation (BI) will be initiated. 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.

1.4.5.1.2 Trusted Associate Sponsorship System (TASS): the Contractor shall process CAC applications through the TASS, the procedures for which are described below. Although there is 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 follow:

1. The contractor's FSO or contractor employee shall submit requests for a CAC via email to the designated TASS Trusted Agent (TA). The TASS TA for this requirement will be: 1LT Draker, Devon, NG.ME.MEARNG.list.J3-PERSEC@mail.mil, 207-430-5771

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://www.dmdc.osd.mil/tass/. The FSO or contractor employee shall follow up to ensure that the TA is processing the request.

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

a. 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: http://www.dmdc.osd.mil/rsl/)

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

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

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

1.4.5.1.3 At the RAPIDS station, the RAPIDS Verification Officer will verify the contractor by SSN and two forms of identification. Identity source Documents must come from the list of acceptable documents included in 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 identification (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.

1.4.5.1.4 The Contractor shall manage request 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.

1.4.5.1.5 The contractor shall return issued CAC's to 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.

1.4.5.1.5.1 Failure to comply with these requirements may result in withholding of final payment.

1.4.5.1.6 The contractor shall obtain an Army Knowledge Online (AKO) email address for each applicant, including subcontractors, who may be deployed or require logical access to a Government computer network. Note: If employees of a contractor lose the privilege to access AKO, they lose the ability to renew their CAC. Therefore, it is critical that contractor employees maintain their AKO accounts.

1.4.5.2 Reserved:

1.4.5.3 Awareness Training (AT) Level 1: All contractor employees, including subcontractor employees, requiring access to Army installations, facilities, and controlled access areas shall complete AT Level 1 training within 30 calendar days after contract start date and within 30 calendar days of new employees commencing performance. The contractor shall submit certificates of completion for each affected contractor and subcontractor employee to the COR within 15 calendar days after completion of training by each employee or subcontractor personnel. AT Level 1 awareness training is available at the following website: https://jko.jten.mil/courses/atl1/launch.html.

1.4.5.4 iWATCH Training: The contractor and all associated subcontractors with an area of performance within an Army-controlled installation, facilities or area shall brief all employees on the local iWATCH program (training standards provided by the requiring activity Antiterrorism Officer (ATO)). This local developed training shall 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 contractor employee and subcontractor employee to the COR within 15 calendar days after completion of training.

1.4.5.5 Communications Security/Information Technology (COMSEC/IT) Security. All communications with DoD organizations are subject to 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 contractor personnel place or receive 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.

1.4.5.6 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 Army Enterprise Infostructure (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:

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

1.4.5.6.2 Complete initial and/or annual information Assurance (IA) training as defined in the best IA best practices (BBP) training (https://informationassurance.us.army.mil).

1.4.5.6.3 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.

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

1.4.5.6.5 Practice safe network and internet operating principles and take no actions that threaten the integrity of the system or network.

1.4.5.7 Army Training Certification Tracking System (ATCTS): All contractor employees with access to a Government information system shall be registered in ATCTS (https://atc.us.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://iatraining.us.army.mil/).

1.4.5.8 Information Assurance (IA) Training. All contractor employees and associated subcontractor employees shall complete the DoD IA Awareness Training before issuance of network access and annually thereafter.

1.4.5.9 Information Assurance (IA)/Information Technology (IT) Training: All contractor employees and associated subcontractor employees shall complete the DOD IA Awareness Training before issuance of network access and annually thereafter. 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 6 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.

1.4.5.10 Protection of Personally Identifiable Information (PII). The contractor shall protect all PII encountered in the performance of services in accordance with Defense Federal Acquisition Regulation Supplement (DFARS) 224.103 Personally Identifiable Information and Department of Defense Directive (DoDD) 5400.11, Department of Defense Privacy 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 whose PII has been compromised.

1.4.5.11 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. Level 1 OPSEC training is available at https://securityawareness.usalearning.gov/opsec/index.htm.

1.4.5.12 OPSEC SOP/Plan. The contractor shall develop an OPSEC Standard Operating Procedure (SOP)/Plan and provide it to the COR within 15 calendar days of contract award to be reviewed and approved by the responsible Government OPSEC officer, per AR 530-1, Operations Security. This SOP/Plan shall include a process to identify the government’s critical information, why it needs to be protected, where it is located, who is responsible for it, and how to protect it. The contractor shall implement OPSEC measures as required by the Government. In addition, the contractor shall identify an individual who will be an OPSEC Coordinator. The contractor shall ensure this individual becomes OPSEC Level II certified within 15 days of appointment as OPSEC coordinator in accordance with AR 530-1. Contractor shall provide a copy of the certification to the COR NLT 15 days after completion.

1.4.5.13 Classified Information. The contractor shall comply with Federal Acquisition Regulation (FAR) Clause 52.204-2, Security Requirements. This clause applies to contracts that involve access to information classified “Confidential,” “Secret,” or “Top Secret,” and requires contractors to comply with the Security Agreement (DD Form 441), including the National Industrial Security Program Operating Manual (DoD 5220.22-M) and applicable updates/changes.

1.4.5.14 Threat Awareness and Reporting Program (TARP). Per AR 381-12, Threat Awareness and Reporting Program (TARP), contractor employees with security clearances must receive annual TARP training by a counterintelligence (CI) agent or other trainer as specified in Chapter 2 Threat Awareness and Education, Section II, paragraph 2-4b. The contractor shall identify annual TARP training, personnel trained, and date of training within 15 days of training completion.

1.4.6 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.

1.4.6.1 Key Control. NOTE: All references to keys include key cards. The contractor shall establish and implement methods of ensuring that no keys/key cards issued by the Government are lost or misplaced or are used by unauthorized persons. No keys issued by the Government shall be duplicated. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The contractor shall include procedures covering key control in the QCP

1.4.6.1.1 The contractor shall immediately report any occurrences of lost or duplicated keys/key cards to the COR.

1.4.6.1.2 In the event keys, other than master keys, are lost or duplicated, the contractor shall, upon direction by the KO, 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 Government replaces or re-keys the locks, the Government will deduct the total cost of lock replacement or re-keying from the monthly payment due the contractor. In the event a master key is lost or duplicated, the Government will replace all locks and keys for that system and will deduct the total cost from the monthly payment due the contractor.

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

1.4.6.2 Lock Combinations: Reserved

1.4.7 Special Qualifications: The Bachelor of Social Work (BSW) services shall be considered key personnel shall have graduated with a Bachelor of Social Work will be able to screen service members’ during PHA events for psychosocial needs and basic psychiatric symptoms such as disturbances of sleep, appetite, mood, or behaviors. The Medical Records and Support Assistants shall be provided by Medical Record Technician(s) under the Department of Labor classification code of 12190. The Case Manager is considered key personnel and shall be filled by a Registered Nurse III (RN), with preferred Certified Case Manager (CCM) Certification. RN III shall have at least 5 years of case management experience and a minimum of 3 years clinical experience.

1.4.8 Post Award Conference/Periodic Progress Meetings: The contractor agrees to attend any post award conference convened by the KO in accordance with FAR Subpart 42.5. The KO, COR and other Government personnel, as appropriate, may meet periodically with the contractor to review the contactor’s performance. At these meetings, the KO will apprise the contractor of how the Government views the contractor’s performance and the contractor shall apprise the Government of problems, if any, being experienced. The contractor shall resolve outstanding issues raised by the Government. Contractor attendance at these meetings shall be at no additional cost to the Government.

1.4.9 Contract Manager (CM): The contactor shall designate a CM who shall ensure performance under this contract. The name of this person, and an alternate who shall act for the contractor when the CM is absent, shall be designated in writing to the KO. The CM or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The CM shall work through the COR, to resolve issues, receive technical instructions, and ensure adequate performance of services. The CM shall ensure that contractor employees do not perform any services outside the scope of the contract without an official modification issued by the KO. The CM shall ensure contractor employees understand that services performed outside the scope of the contract are performed wholly at the expense of the contractor.

1.4.10 Identification of Contractor Employees: All contractor 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 that they are Government employees. The contractor shall ensure that all documents or reports produced by contractor personnel are suitably marked as contractor products or that 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 its employees who depart employment for any reason. The contractor shall return all identification media (i.e., badges and vehicles passes) to the KO within 14 calendar days of an employee’s departure.

1.4.10.1 The contractor shall retrieve all identification media (including vehicle passes) from its employees who depart employment for any reason. The contractor shall return all identification media (i.e., badges and vehicles passes) to the KO within 14 days of an employee’s departure.

1.4.11 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, the actions that 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.

1.4.12 Contractor Travel: The contractor shall travel to execute services described within the PWS. Specifically, in the event of a mobilization event or Medical Readiness Event (MRE), the Contractor shall travel to locations throughout the state of Maine to support these activities (i.e., work at armories). 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 approval and KO authorization prior to travel. If the KO is unavailable the COR can authorize as long as funding is available. If funding is not available, then the KO will have to create a modification to add funding on an as needed basis.

1.4.13 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.

1.4.14 Organizational Conflicts of Interest (OCI): The contractor and subcontractor personnel performing services 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 OCIs, 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.

1.4.15 Phase In / Phase out Periods: To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the contractor shall have personnel on board, during the first 15 days of the contract phase in/ phase out periods. During the phase in period, the contractor shall become familiar with performance requirements in order to commence full performance of services on the contract start date.

2.0 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 Defective Service: A service output that does not meet the standard of performance associated with the PWS.

2.1.3 Deliverable: Anything that can be physically delivered and includes non-manufactured things such as meeting minutes or reports.

2.1.4 Key Personnel: Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

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

2.1.6 Quality Assurance: The Government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

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

2.1.8 Quality Control: All necessary measures taken by the Contractor to ensure that the quality of an end product or service shall meet contract requirements.

2.1.9 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:

3.0 Government Furnished Property, Material, Equipment and Services (GFP/M/E/S): The Government will provide the property, material, equipment, and/or services listed below solely for the purpose of performance under this contract:

3.1 Property: The Government will furnish the necessary workspace for the contractor to perform services outlined in this PWS to include desk space, telephones, notebook and other items necessary to maintain an office environment. These facilities shall only be used in the performance of this contract.

3.2 Materials: Plain Paper Copier. Both the Government and contractor share this unit. The Government shall provide all service and supplies, including paper, which is mutually used by all parties. Contractor use of the copier shall be limited to the work which is generated in the performance of this contract.

3.3 Equipment: Network/LAN access. Access to the LAN shall be provided for official Government business only. Transmission of information over the Internet shall be restricted in accordance with governing directives.

3.4 Services: Postal/Installation Distribution. The Government shall provide distribution and metering of official inter-office and Government official first-class mail. First class mail handled and metered by the Government mail service shall contain the office symbol and address of the function under this PWS. The contractor shall provide for receipt and mailing of all unofficial first-class mail. The contractor shall comply with guidance when preparing official mail.

3.5 Utilities: All utilities in the facility will be available for the contactor’s use in the performance of this contract. The contractor shall instruct employees in utilities conservation practices. The contractor shall operate under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the required amount.

4.0 Contractor Furnished Property, Materials, and Equipment (CFP/M/E):

4.1 General: Except for those items specifically stated to be Government-Furnished in Paragraph 3.0, the contractor shall furnish everything required to perform these services.

4.2 Reserved:

4.3 : Reserved:

5.0 Requirements: The contractor shall:

5.1 The Behavioral Health Specialist and Case Manager are key personnel for this service reference paragraph 1.4.7 for credentials.

5.1.1 The contractor shall review privacy rights and how information can be provided with every Service Member (SM). The SM shall sign the DD Form 2870, Release of information (ROI) on initial contact and to facilitate retrieval of medical documentations from civilian source. All documentations from the VA electronic system requires the VA specific release of information to be completed in lieu of the DD Form 2870 for retrieval of Veterans Administration (VA) medical documentation.

5.1.2 Contractor shall review all electronic data DOD systems i.e., MEDPROS, eCASE, medical readiness portals and behavioral health portals prior to Medical Readiness Events (MRE) to provide early identification of non-deployable soldiers.

5.1.3 Contractor shall review all open cases every 21 calendar days to ensure all of SM with an open case is being tracked, managed, and communicated.

5.1.4 Contractor shall interview the soldiers either telephonically or of face to face and shall chart this communication into eCase module. This shall be completed within three (3) business days after interaction of the soldier. Documenting and charting all documents shall be stamped “MEDPROS Posted” after the contractor has uploaded into the appropriate DOD electronic system.

5.1.5 Perform chart, track, and document Service Members interview and interactions in the Medical Data (for) Care History and Readiness Tracking (MEDCHART) applications. Shall be accomplished within 15 calendar days of an interaction with a Service Member, and follow-up Medical Operational Data Systems (MODS) input from Periodic Health Assessment (PHA) and Soldier Readiness Processing (SRP) events within 30 calendar days of event.

5.1.6 Contractor shall follow the regulations and policies applicable to Individual Medical Readiness (IMR) and deployment, to include the AR 40-501, Army Directive 2018-22, DODI 1332.45, HQDA EXORD 054-17, and CENTCOM MOD 13. Contractor shall be compliant with maintain all Health Information Portability and Accountability Act (HIPPA) standards. The contract shall complete HIPPA certification course on a yearly basis. The contractor shall submit certificates of each member within 15 calendar days after contract award and annually thereafter.

5.1.7 Shall attend and perform their required services at all MRE and SRP events.

5.1.8 Contractor shall scan and index all medical documents received while performing their tasks. Documents shall be stamped “MEDPROS Posted as prescribed in 5.1.4 and then returned to MEDCOM medical records custodian.

5.1.9 Contractor shall run and provide any new systems generated reports as new DOD Systems software comes available with reporting requirements.

5.2 Behavioral Health Case Management Service: The contractor shall:

5.2.1 BSW contractor identifies, assesses, and coordinates client cases; and anticipates their needs related to illness, hospitalization, finances, education, and home/community service. Serves as a liaison between military medical and behavioral health providers and community agencies.

5.2.2 BSW contractor would refer to LCSW’s for higher level assessment, referral, or support. They would be able to perform case management functions such as gathering medical documentation, getting releases of information signed by service members, and seeking out resources in the community. Contractor would be able to present for the BH department at events, such as the yellow ribbon events.

5.2.3 Contractor shall have familiarity with behavioral health assessment tools: e.g., when screening service members for PTSD contractor shall use the PLC-M tool. Similarly for depression use beck depression tool and PHQ-9. Screening for Suicidal Ideation, Contractor shall use Columbia screening tool. For anxiety the beck anxiety screening tool will be used. Screening for alcohol abuse the contractor shall use the audit screening tool.

5.2.4 Contractor would review medical records for pertinent information to be reviewed by higher level clinicians.

5.2.5 Provide early intervention and assessment upon identification and onset of emotional; and behavioral concerns to restore and improve service member functioning.

5.2.6 The contractor shall be responsible for protecting confidential nature of SMs files for behavioral issues.

5.2.7 Contractor shall attend scheduled weekend Periodic Health Assessment (PHA) events to Perform Behavioral Health screenings utilizing appropriate tools (e.g., PLC-M, Columbia, Beck, Audit, and PHQ-9 refer to 5.2.2) and counseling.

5.2.8 Provide expeditious support to the State Surgeon/Deputy State Surgeons’ office to find SM’s that may have been erroneously identified as not fit-for-duty. Prepare medical or administrative separation documentation for those SM’s no longer fit-for-duty.

5.2.9 Perform Initial and follow-up SM screening evaluations, utilizing information from clinical interviews, non-psychometric tests, and collateral sources, as appropriate.

5.2.10 Determine a provisional diagnosis and formulate appropriate treatment plan. Occasionally required to make a fitness for duty recommendation for MEB board or command referral determinations.

5.2.11 Through community outreach create and maintain a comprehensive list of providers for referrals, comprised of licensed and credentialed civilian behavioral health professionals who meet minimal training requirements and demonstrate knowledge of military culture, assessment, and treatment of the type of behavioral health needs common to a SM.

5.2.12 Coordinate referrals for SM’s and /or family members to local support programs, civilian providers or facilities.

5.2.13 Develop professional networks and establish positive relationships within the MEARNG and its partners.

5.2.14 The contract personnel will access government systems through their CAC card to input, store, retrieve and manipulate medical data points for various reports i.e., MEDPROS MRC3 report, MEDPROS Profile report, and MEDPROS MRC4 reports. Uses various software programs to maintain databases files and prepare reports. Must be proficient in Microsoft Word and Excel and is familiar with the use of MODS and MEDCCHART systems.

5.2.15 Contractor shall submit to the COR by the 5th of each month the Behavioral Health report in the Behavioral health portal of MEDCHART.

5.2.16 Create a medical profile (DA 3349) in web-based medical readiness portal and submit recommendations for SMs with Behavioral health difficulties to profiling authority for review and signature.

5.3 Medical Records and Medical Support Services:

5.3.1 Contractor shall maintain soldier medical and dental records in accordance with Army Regulation (AR) 40-66.

5.3.2 Mark and safeguard files, output products, and storage media per classification level and disseminate them only to individuals who are authorized to receive them with a valid need to know.

5.3.3 Create, maintain, and process medical and dental records for incoming, current, and exciting members. This involves review and scanning records into the Health Readiness Records (HRR) module, Indexing and labeling in HRR, and filing copy into hard copy record. The HRR module provides the MEARNG with a web-based repository for SM medical, dental, and medical personnel action documents.

5.3.4 Create hard copy medical record for new accessions within 14 calendar days of receiving the enlistment order.

5.3.5 Review medical records for completeness prior to individuals leaving for Basic Military Training, Schools, Transfer, Discharge, Retirement and all MRE’s.

5.3.6 Contractor shall prescreen SM medical records for all scheduled MREs to insure medical/dental health issues that require evaluation for deployment eligibility have been identified. The prescreen results should be completed 5 calendar days before scheduled MRE.

5.3.7 Conduct quarterly medical/dental record inventory of SM files.

5.3.8 Assist Service Members in scheduling appointments with appropriate medical and dental facilities.

5.3.9 Contract personnel shall attend a monthly eCase review conducted by the DSS or his delegate to review all open medical cases. This monthly review presents courses of action and actionable items that contractors will perform for each eCase.

5.3.10 Maintain medical/dental office and hospital contacts for case updates and medical records requests for SM.

5.3.11 Provide all medical and dental documents received for case management to Medical Command, MEARNG medical records custodian after it has been uploaded and indexed in the appropriate DOD system.

5.4 Non-Clinical Medical Case Manager Service: Shall include all above task plus:

5.4.1 Contractor shall track medical status of all assigned Soldiers.

5.4.2 Schedule profile exams/evaluations and audiology exams at periodic health exam facility.

5.5.3 Coordinate Soldier treatment plans with appropriate medical facilities.

5.4.4 Contractor shall check daily the generated automatic referrals list from MEDCHART DOD systems after every MRE. Contractor shall action these referrals by scheduling a follow up appointment with an army medical provider to discuss the referral and a need for further actions.

5.4.5 Correspond with soldiers to obtain information for the Soldier’s case management file, referred by a provider are followed.

5.4.6 Manage Soldier’s care from the identification of the condition to when the Soldier is either considered medically ready and returned to duty or administratively separated from the military.

5.4.7 Educate Soldiers on resources available to improve medical and dental readiness.

5.4.8 Review and track health assessment lab results and contact SM and educate on lifestyle modifications.

5.4.9 Update MODS as required on the following: immunizations, designation of pregnancy, eye exams, and medical warning tags.

5.4.10 Track medical appointments by communication with unit to ensure Soldier attendance and submission of follow up documentation.

5.4.11 Post MRE contractor shall run and provide to the DSS MEDPROS MRC3/MRC4 report NLT 5 days post event.

5.4.12 Monitor MEDPROS to ensure all scheduled services are completed/updated and current medical status is reflected.

5.4.13 Contractor shall provide liaison services and coordinate with the DSS on the most difficult case files.

5.4.14 Ensure Soldiers with P3 or P4 profiles are brought to the attention of the State Surgeon Office to ensure IDES referrals shall be tracked. (A profile containing one or more numerical designators of “3” signifies that the individual has one or more medical conditions or physical defects that may require significant limitations and referral to the integrated disability evaluation system (IDES) system. These cases are additionally CM duties above the normal CM processes.

5.4.15 Contractor shall mail all medical records to ensure timely and accurate processing of…