Attachment 59 -010 PWS.docx

Attachment 59

Performance Work Statement for Secretaries at Quality Management (QM) Department in USNH Yokosuka

1.0 SCOPE: The Contractor shall provide clerical services for the Quality Management Department.

1.1 APPLICABLE DIRECTIVES: OPNA VINST 5100.23H

1.2 ACRONYMS AND ABBREVIATIONS:

NAVHOSP Naval Hospital

2.0 REQUIREMENTS

2.1 SPECIFIC TASKS:

a. TASK 1. SECRETARIAL SUPPORT SERVICES. The Contractor shall provide general secretarial services to the Quality Management Office and the Executive Committee on the Quality of Care. The Contractor shall also provide secretarial services to the Executive Committee of Nursing Staff (ECONS) and the Medical Executive Committee (MEC), including MEC subcommittees, and assist the MEC Chair with coordination of the new Provider Orientation. The Contractor shall receive incoming calls and correspondence, directing to relevant personnel, and assist in the creation and dissemination of official correspondence, including new and one-of-a-kind reports. The Contractor is responsible for document management, both paper and electronic and reviews 100% of out-going correspondence for accuracy, grammatical correctness, punctuation and clarity and is solely responsible for maintenance of a functional filing system, periodically reviewing files and records to insure compliance with reporting frequency and directives, and shall determine need for expansion or deletion of specific files, re-designating. Additionally, contractor shall maintain and track, via a tickler system, regularly scheduled internal and higher authority report generation, including command department and committee minutes, notifying the appropriate chairman and pertinent department personnel. The Contractor shall make arrangements for meetings, including meeting space and time, notifying attendees and assembling background material for representatives.

When meeting minutes are approved, contractor shall distribute originals, maintain copies for file, posting minutes on the USNH intranet and scheduling required appointments for staff. Approximately 19,720 TASK 1 transactions will require processing during the period of performance. Performance goals for TASK 1 are as follow:

(1) Correspondence transactions shall be minimal errors.

(2) No more than two customer complaints annually.

(3) Process an average of twelve (12) transactions per hour.

(4) 2 Secretaries Required.

3.0 SKILLS AND KNOWLEDGE REQUIRED FOR THE POSITION:

The Contractor personnel shall possess the necessary secretarial knowledge and skills necessary to carry out all assigned administrative duties. The Contractor shall possess the ability to present oral and written reports using the Microsoft Office Software suite and be able to type 40 wpm:

a) Possess a professional knowledge of customer relations programs and customer conflict resolution techniques.

b) High School graduate or Equivalent with courses in typing, filing, office methods and business English.

c) One year experience in medical general office environment required.

d) Experience in a healthcare facility, and knowledge of the military health care system.

e) Ability to provide information and assistance to eligible beneficiaries based on personal, written or telephone inquiries.

f) Skill in typing and use of computer for word processing, use of various MICROSOFT programs, database management for monitoring, and graphics software for designing audio-visual training aides is required. Minimum of two (2) years. A qualified typist is required.

g) Skill in operating computer terminals, scanners, copiers, printers, fax machines, and email in a work processing/data transcription mode. Knowledge of grammar, spelling, punctuation, and formats.

h) Knowledge in correspondence handling procedures.

i) Knowledge of medical terminology.

4.0 GUIDELINES

4.1 The Contractor shall abide by OPNA VINST 5100.23H. Federal, DOD, Navy, and local regulations, policies, standard, and precedents provide general guidance, but do not specify the approach to follow to accomplish the work. When guidelines are lacking, employee must generate new or improved methods to be tested, which may provide a basis for future guidelines. Considerable judgment is required in relating guidelines to the development of solutions to problems.

5.0 WORK HOURS:

Work shall normally take place 0700-1530 Monday through Friday with a one (1) hour lunch. Specific hours will be scheduled by the commanding officer or designated representative based on the needs of the directorate but should not exceed an eight (8) hour shift.

6.0 PLACE OF PERFORMANCE:

The normal place of performance is at U.S. Naval Hospital Yokosuka, PSC 475 Box 6, FPO AP 96350-1600, Japan.

7.0 WORK ENVIRONMENT AND PHYSICAL DEMANDS:

Work is generally to be carried out in climate-controlled office spaces. The Contractor personnel should be able to sit, stand and otherwise be physically able to carry out routine office work.

8.0 GENERAL SAFETY AND HOUSEKEEPING: The Contractor personnel shall keep his/her work area in a clean, presentable, safe, and condition at all times. Adhere to OPNA VINST 5100.23H.

9.0 CONTRACT SECURITY REQUIREMENT

The work under this order is considered as classified and the contractor's personnel shall possess a SECRET clearance

10.0 SECURITY CLEARANCE: Work under this PWS is unclassified.

11.0 GOVERNMENT FURNISHED PROPERTY:

The Government will provide, consumable supplies required for the tasks listed above, work space at the Naval Hospital, Yokosuka, PC workstations with computer and government-owned light trucks necessary for the accomplishment of assigned tasks. The Contractor shall maintain the assigned space in a neat and orderly manner. The Contractor shall only use government-furnished facilities and equipment to accomplish the tasks required under this order. Personal or company use of phones, utilities, computers, printers, copiers, etc., not directly related to required services is strictly prohibited. The Contractor shall not remove any government-furnished equipment or supplies from the worksite without the express written permission of the Contracting Officer's Technical Representative or his/her designated representative.

12.0 DELIVERABLES:

Performance Requirements Summary, Section 20 of the PWS in the basic contract will act as the Quality Assurance Surveillance Plan (QASP) for this PWS.

No more than (2) customer complaints

Process an average of 12 transactions per hour

0. ALTERNATIVE CONTRACTING OFFICER'S REPRESENTATIVE (COR):

0. The ALTERNATIVE Contracting Officer hereby designates the following individual as Contracting Officer's Representative (COR) for this PWS.

COR: Will be provided upon award