CASE MANAGEMENT - PWSforSS.doc

PERFORMANCE WORK STATEMENT (PWS)

for Case Management Professionals 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 as Government Furnished, to perform behavioral health professional services for the approximately 10,00 Soldiers in the Alabama Army National Guard (ALARNG), as defined in this PWS.

1.2 Background: The National Guard Bureau (NGB), the representative agency for the National Guard (NG), a Reserve Component of the U.S Department of Defense (DoD) has the urgent need to provide mental health support services per provision 10 U.S.C., Chapter 55; Section 723, National Defense Authorization Act for FY 2007, Pub. L. 109-163 and the Report of the DoD Task Force on Mental Health (TFMH), June 2007, specifically behavioral health and support services for NG/RC Service Members as part of operational readiness for pre-deployment resiliency training and post deployment reintegration to civilian life. In addition, the newly published DoDI, 6490.09, February 2012, DoD, Directors of Psychological Health, which establishes policy, assigns responsibilities, and prescribes procedures to ensure visible leadership and advocacy for the psychological health and mental health disease and injury protection of the military Service members.

10 U.S.C., Chapter 55 establishes: federal responsibility for Prevention, Mitigation, and Treatment of Blast Injuries (Pub. L. 109-163 (1) (D); Access to Health Care Services for Beneficiaries Eligible for TRICARE and the Department of Veterans Affairs Health Care (Pub. L. 107-314, (A), (C); Health Care Management Demonstration Program (Pub. L. 106-398, (a), (b, 1-2), specifically to improve, develop and maintain intervention and rehabilitation programs for returning troops who have developed post- traumatic stress disorder (PTSD), experienced traumatic brain injuries (TBI), and/or other behavioral health problems associated with an individual’s inability to reintegrate into civilian life."

1.3 Period of Performance (PoP): The period of performance shall be one (1) base year of 365 days and four (4) option years

1.4 General Information:

1.4.1 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 the means by which it assures itself that its work complies with the requirements of the contract. As a minimum, the contractor shall develop QC procedures that address the areas identified in Technical Exhibit 1, Performance Requirements Summary. After acceptance of the QCP, the contractor shall obtain the Contracting Officer’s (CO) acceptance in writing of any proposed changes to its QCP.

1.4.2 Quality Assurance (QA): The Government will evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government will do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and acceptable quality level(s) (defect rate(s)).

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

1.4.3.1 New Year’s Day: January 1st

1.4.3.2 Martin Luther King, Jr.’s Birthday

1.4.3.3 President’s Day

1.4.3.4 Memorial Day

1.4.3.5 Independence Day: July 4th

1.4.3.6 Labor Day

1.4.3.7 Columbus Day

1.4.3.8 Veteran’s Day: November 11th

1.4.3.9 Thanksgiving Day

1.4.3.10 Christmas Day

1.4.4 Place and Performance of Services: The contractor shall be flexible to provide services on weekends and daily before or after core operating hours which are between the hours of 6:00am-5:30pm Tuesday 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 ALARNG Medical Detachment, 5300 57th Street North, BLDG #1, Birmingham, AL 35217, 2499 Johnson Road, Huntsville, Al 35808, 1630 South Broad Street, Mobile, AL 36605. The contractor shall at all times maintain an adequate work force for the uninterrupted performance of all tasks defined within this PWS when the Government facility/installation is not closed for the above reasons. When hiring personnel, the contractor shall keep in mind that the stability and continuity of the work force are essential. Telework is authorized.

1.4.4.1 Telework: The Deputy State Surgeon will monitor the performance for telework support. The Government may permit telework by contractor employees when determined to be in the best interest of the Government in meeting work requirements. In furtherance of Continuity of Operations Planning (COOP), a telework program may be enacted to ensure that the Government's mission-critical operations stay operational during times of national emergency or incidents of national significance. Telework shall be at no additional cost to the Government.

1.4.4.2 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.

1.4.4.3 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. The contractor shall ensure compliance with all regulations and orders of the installation which may affect performance. The Government reserves the right to direct the removal of an employee for misconduct, security reasons, or any overt evidence of communicable disease. Removal of contractor employees for reasons stated above does not relieve the Contractor from responsibility for total performance of this contract.

1.4.5 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 shall also 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 of Defense (DoD), Headquarters Department of the 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. CAC issuance requirements are as follows:

In accordance with Department of Defense Manual (DoDM) 1000.13-M-V1, DoD Identification (ID) Cards, January 23, 2014, initial issuance of a CAC requires, at a minimum, the completion of an Federal Bureau of Investigation (FBI) fingerprint check with favorable results and submission of a National Agency Check with Inquiries (NACI) (or investigation approved in Federal Investigative Standards) to the Under Secretary of Defense for Intelligence (USD(I)) approved investigative service provider. The issuance of a CAC will be based on four criteria: (a) eligibility for a CAC; (b) verification of DoD affiliation from an authoritative data source; (c) completion of background vetting requirements according to the Federal Information Processing Standards Publication 201-2, Personal Identity Verification (PIV) of Federal Employees and Contractors, August 2013, and DoD Manual 5200.02, Procedures for the DoD Personnel Security Program (PSP), April 3, 2017, and (d) verification of a claimed identity. Sponsorship and enrollment information about each applicant must be registered in the Defense Enrollment Eligibility Reporting System (DEERS) through either the Real-Time Automated Personnel ID System (RAPIDS) using the DD Form 1172-2, or the Trusted Associate Sponsorship System (TASS).

1.4.5.1.1 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 Attachment (TBD), at the earliest possible date and that this form is forwarded to the COR immediately. The COR will review the form for completeness and accuracy and forward it to the National Guard Bureau (NGB) Personnel Security manager who will initiate the investigation process via the PSIP. 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 no requirement for the contractor to designate a “Corporate Facility Security Officer" (FSO) to serve as its single point of contact for the BI, the TASS application process and other CAC and security-related matters, such designation facilitates these processes. If an FSO is not established, all contractor employees requiring a CAC will be required to process their own applications. The submission process for CAC applications is as follows:

1. 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:

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 employee 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 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 return issued CACs 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 The contractor shall manage requests for new or renewal CAC cards in sufficient time to ensure that all contractor employees have them when needed to perform work under this contract. The contractor shall provide at least 10 calendar days advance notice to the TA, unless there are extenuating circumstances approved by the COR or KO.

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. This can be done by going to: http://www.us.army.mil and registering as an "Army Guest," with the sponsor being the COR or a COR- designated individual if the COR is ineligible to Serve as an AKO Sponsor. 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 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.

1.4.5.4 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:

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

1.4.5.4.2 Complete initial and/or annual Information Assurance (IA) training as defined in the IA Best Business Practices (BBP) training (https://informationassurance.us.army.mil).

1.4.5.4.3 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.

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

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

1.4.5.5 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.

1.4.5.6 AT Level 1 Awareness Training (AT): All contractor employees, including subcontractor employees, requiring access to Army installations, facilities, and controlled access areas shall complete Level 1 AT 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. Level 1 AT is available at http://jko.jten.mil/courses/atl1/launch.html .

1.4.5.7 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 six months of the start of contract performance. In accordance with DoD 8570.01-M, DFARS 252.239.7001 and AR 25-2, contractor employees performing Information Assurance Technical (IAT) functions shall be appropriately certified upon contract award. The baseline certification as stipulated in DoD 8570.01-M shall be completed upon contract award.

1.4.5.8 Information Awareness: All contractor employees with access to a government information system shall be registered in the Army Training Certification Tracking System (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://ia.signal.army.mil/DoDIAA/).

1.4.5.9 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. 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.

1.4.5.10 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 http://cdsetrain.dtic.mil/opsec/.

1.4.5.11 “Reserved”

1.4.5.12 “Reserved”

1.4.5.13 “Reserved”

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

1.4.6.1.1 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.

1.4.6.1.2 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 “Reserved”

1.4.7 Special Qualifications: At a minimum, all contract personnel assigned shall possess the required technical skills and expertise to perform the functions with minimum guidance. Technical skills required include PC proficiency, specifically Microsoft Word, Excel, Outlook, eProfile and eCase. Technical skills preferred include Health Readiness Record (HRR), Medical Protection System (MEDPROS), and Medical Operational Data System (MODS).

1.4.7.1 Maintains Health Insurance Portability and Accountability Act of 1996 (HIPAA) standards and guidelines. The HIPAA Privacy Rule creates national standards to protect individuals’ medical records and other personal health information. All contract employees shall complete HIPAA certification course within 30 days of on-boarding and annually, thereafter. 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. HIPAA training is available at http://www.health.mil/Training-Center/Joint-Knowledge-Online-JKO (https://jkodirect.jten.mil/Atlas2/page/login/Login.jsf)

1.4.7.2 Key personnel: The following personnel are considered key personnel by the government:

1.4.7.3 The Case Manager requires the expertise as dictated by the “practice of nursing” - the systematic application of substantial specialized knowledge and skills derived from the biological, physical, and behavioral sciences, to the care, treatment, counsel, and health teaching of individuals who are experiencing changes in the normal health processes or who require assistance in the maintenance of health and the prevention or management of illness, injury, or disability. The Case Manager will maintain appropriate licensure and credentials; current Registered Nurse (RN) licensure and in good standing with the State Board of Nursing.

1.4.8 Post Award Conference/Periodic Progress Meetings: The contractor agrees to attend any post award conference convened by the CO in accordance with Federal Acquisition Regulations Subpart 42.5. The CO, COR, and other Government personnel, as appropriate, may meet periodically with the contractor to review the contactor performance. At these meetings, the Contacting Officer 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 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. 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: Travel may be required for all Contractor personnel performing on this requirement. The contractor will 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 prior to travel arrangements being made.

1.4.13 Data Rights. The Government has unlimited rights to all documents/materials 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 CO immediately whenever it becomes aware such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the CO to avoid or mitigate any such OCI. The contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the CO and in the event the CO unilaterally determines any such OCI cannot be satisfactorily avoided or mitigated, the CO 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 “Reserved”

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

2.1.3 Contracting Officer’s Representative (COR). An employee of the U.S. Government designated by the CO to monitor contractor performance. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as the direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

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

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

2.1.6 Electronic Case Management (eCase). The Electronic Case Management (eCase) module is used to open, track, and determine the disposition of medical cases for Army National Guard (ARNG) and United States Army Reserve (USAR) Soldiers.

2.1.7 Health Readiness Record (HRR). The Health Readiness Record (HRR) module provides web-based interface by the Army National Guard (ARNG) to a database of their Soldiers' medical, dental, and personnel records

2.1.8 Individual Medical Readiness (IMR). A means to assess an individual Service member’s, or larger cohort’s, readiness level against established metrics applied to key elements of health and fitness to determine medical deployability in support of contingency operations.

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

2.1.10 Medical Operational Data System (MODS). The Medical Operational Data System (MODS) is a Military Health Services System (MHSS) that provides the Army Medical Department (AMEDD) with an integrated automation system that supports all phases of Human Resource Life -Cycle Management in both peacetime and mobilization.

2.1.11 Medical Protection System (MEDPROS). The Medical Protection System (MEDPROS) is designed to track immunization, medical readiness, and deployability data for all Active and Reserve component Soldiers of the Army as well as DA Civilians, contractors and others. This is a CAC access required system.

2.1.12 Periodic Health Assessment (PHA). The PHA is an annual assessment of the IMR of service members.

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

2.1.14 Professional Filler System (PROFIS). The system used by the United States Military to fill voids in personnel when a unit deploys on a combat or humanitarian mission.

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

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

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

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

2.1.19 Work Hours. The number of hours per day the Contractor provides services in accordance with the contract. Overtime is not authorized.

2.1.20 Work Week. Tuesday through Friday, unless specified otherwise.

2.2 Acronyms:

ADCO/PC

Alcohol Drug Coordination Officer and Prevention Coordinator

AEI

Army Enterprise Infostructure

AFARS

Army Federal Acquisition Regulation Supplement

AKO

Army Knowledge Online

ALARNG

Alabama Army National Guard

AMEDD

Army Medical Department

APA

Aviation Physician Assistant

AR

Army Regulation

AUP

Acceptable Use Policy

AT/OPSEC

Antiterrorism/Operational Security

ATCTS

Army Training Certificate Tracking System

BBP

Best Business Practices

BH

Behavioral Healthcare

BI

Background Investigation

CC

Care Coordinator

CAC

Common Access Card

CFP/M/E

Contractor Furnished Property, Materials, and Equipment

CFR

Code of Federal Regulations

CM

Case Management

COMSEC

Communications Security

CONUS

Continental United States (excludes Alaska and Hawaii)

COR

Contracting Officer Representative

COTS

Commercial-Off-the-Shelf

CMRA

Contractor Manpower Reporting Application

DA

Department of the Army

DD250

Department of Defense Form 250 (Receiving Report)

DD254

Department of Defense Contract Security Requirement List

DEERS

Defense Enrollment Eligibility Reporting

DFARS

Defense Federal Acquisition Regulation Supplement

DOD

Department of Defense

DODAAC

Department of Defense Activity Address Code

DODM

Department of Defense Manual eCASE

Electronic Case Management ePROFILE

Electronic Profile System eQUIP

Electronic Questionnaires for Investigations Processing

FAR

Federal Acquisition Regulation

FBI

Federal Bureau of Investigation

FOUO

For Official Use Only

FPCON

Force Protection Condition

FSO

Corporate Facility Security Officer

GFP/M/E/S

Government Furnished Property/Material/Equipment/Services

HIPAA

Health Insurance Portability and Accountability Act of 1996

HQDA

Headquarters Department of Army

HRR

Health Readiness Record

HSPD

Homeland Security Presidential Directive

IA

Information Assurance

IAW

In Accordance With

IMR

Individual Medical Readiness iPERMS

Interactive Personal Electronic Records

IS

Information System(s)

IT

Information Technology

JTR

Joint Travel Regulation

KO

Contracting Officer

LAN

Local Access Network

MEDCOM

Medical Command

MEDPROS

Medical Protections System

MODS

Medical Operational Data Systems

MND

Medically Non-deployable

MRDP

Medical Readiness Decision Point

NACI

National Agency Check with Inquiries

NGB

National Guard Bureau

OCI

Organizational Conflict of Interest

ODC

Other Direct Costs

OPM

Office of Personnel Management

OPSEC

Operations Security

OTSG

Office of the Surgeon General

PHA

Periodic Health Assessment

PII

Personally Identifiable Information

PIPO

Phase In/Phase Out

PIV

Personal Identity Verification

POC

Point of Contact

PROFIS

Professional Filler System

PRS

Performance Requirements Summary

PSIP

Personnel Security Investigation Portal

PWS

Performance Work Statement

QA

Quality Assurance

QAP

Quality Assurance Program

QASP

Quality Assurance Surveillance Plan

QC

Quality Control

QCP

Quality Control Program

RAPIDS

Real-Time Automated Personnel ID System

SIDPERS

Standard Installation/Division Personnel System

SM

Service Member

SRP

Soldier Readiness Processing

SSN

Social Security Number

TA

Trusted Agent

TASS

Trusted Associate Sponsorship System

TEM

Traumatic Event Management

TE

Technical Exhibit

USD(I)

Under Secretary of Defense for Intelligence

3.0 Government Furnished Property, Materials, and Equipment (GFP/M/E):

3.1 Property: N/A.

3.2 Materials: N/A.

3.3 Equipment: The government will provide required computers, scanners, telephones and materials necessary to comply with contract requirements at the job site. The contractor and Government representative shall conduct an inventory of all Government furnished equipment within ten days of commencement. The contract employee will sign a receipt for all furnished equipment. The contractor and Government representative shall determine the working condition of all equipment. The Government will replace and/or repair any item not in working order

3.4 Services: N/A

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 as indicated in paragraph 1.1.

4.2 Access to Personally Identifiable Information. The Contractor may have the need to access Personally Identifiable Information (PII) and/or For Official Use Only (FOUO) information in the performance of official duties. The Contractor shall work with the sponsoring office to complete local requirements, to include training, prior to accessing PII and/or FOUO information. PII and FOUO information must be protected under the Freedom of Information Act (5 U.S.C. 552) and/or the Privacy Act of 1974 (5 U.S.C. 552a). Unauthorized disclosure or misuse of FOUO or PII may result in disciplinary action, criminal and/or civil penalties.

4.3 Secret Facility Clearance: N/A.

5.0 Requirements:

5.1 The contractor shall provide personnel to perform Case Manager services to the ALARNG as required in this PWS.

5.1.1 The contractor shall track the medical status of all assigned AL ARNG Soldiers.

5.1.2 The contractor shall provide various types of medical recommendations for ALARNG service members, including, but not limited to, fitness for duty evaluations and Medical Readiness Decision Point (MRDP) evaluations.

5.1.3 The contractor shall review health documentation, evaluate, and monitor the health status of service members.

5.1.4 The contractor shall maintain knowledge of and proficiency with the array of local, state, and national health resources available to ALARNG service members.

5.1.5 The contractor shall demonstrate professionally effective verbal and written communication skills.

5.1.6 The contractor shall deliver clinical paperwork, including entries into eCase, eProfile updates, completion of DA Form 3822, Standard Form 600, and other forms when required no later than five (5) business days following a Soldier contact.

5.1.7 The contractor shall work with the assessment and tracking of medical health trends in order to identify problems and gaps in service and devise methods to improve and enhance the system. This will include the implementation, development and sustainment of medical health policies, procedures, and initiatives.

5.1.8 The contractor shall serve as a resource for soldiers and unit commands regarding implementation of treatment recommendations and restrictions of Soldier activities.

5.1.9 The contractor shall, when clinically appropriate, provide clinical case management services including assessment, referral, and monitoring of clinical progress. The contractor shall assess the Service Member (SM) for his/her presenting issues; work with collateral agents (if applicable); conduct follow up with the SM and collateral agents; and consult with the SM's supervisor/commander regarding duty limiting conditions (if applicable). The contractor shall ensure accurate profiles are in place for service members with medical health difficulties. This requires compliance with all case management and clinical documentation requirements for case referrals.

5.1.10 The contractor shall facilitate the prevention and education of medical health issues.

5.1.11 The contractor shall possess computer skills with Microsoft Word, Outlook, Excel, Access, and data entry skills sufficient to create and maintain clinical recording keeping duties.

5.1.12 The contractor shall provide technical expertise to medical personnel toward identifying, evaluating, resourcing, monitoring, and determining dispositions for service members with medical health difficulties.

5.1.13 The contractor shall coordinate the movement of contractor personnel in order to effectively complete tasks and mission sets.

5.1.14 The contractor shall participate in liaison activities between the Deputy State Surgeon, the G1, and Soldier’s units on policies and procedures.

5.1.15 The contractor shall prepare statistical and narrative reports of activities related to medical health within the Case Management Section.

5.1.16 The contractor shall conduct follow up with civilian health and service providers; and consults with the service member’s supervisor/commander with duty re-entry issues when indicated.

5.1.17 The contractor shall comply with all case management and clinical documentation requirements as noted in the performance requirements summary.

5.1.18 The contractor shall collect demographic information, military and deployment history as well as the identification of behavioral and emotional issues or stressors leading to the service member seeking services and inputs into required systems as noted in the performance requirements summary.

5.1.19 The contractor shall provide clinical consultations to command leadership to foster quality care and mission readiness while respecting HIPAA regulations and ethical standards.

5.1.20 The contractor shall provide reliable and regular updates of activities within the Case management Section, including number of SM contacts, dispositions of SM, number of profiles written, number of cases managed, and number of urgent cases evaluated on the first business day of the month for the preceding month.

5.1.21 The contractor shall attend required staff meetings including Med Branch Section Chief and Sync meetings as scheduled.

5.1.22 The contractor will attend state wide MRDP reviews as determined by the Deputy State Surgeon.

5.2 The contractor shall provide personnel to perform Care Coordinator services to the ALARNG as required in this PWS.

5.2.1 The contractor shall attend Periodic Health Assessment (PHA), Soldier Readiness Processing (SRP), and other assessment events in order to assist with case management.

5.2.2 The contractor shall maintain Soldier medical records in accordance with Army Regulation (AR) 40-66.

5.2.3 The contractor shall serve as a resource for SM’s and unit commands regarding implementation of treatment recommendations and restrictions of SM activities.

5.2.4 The contractor shall maintain a working knowledge of local, state, and national resources available to ALARNG personnel.

5.2.5 The contractor shall demonstrate professionally effective verbal and written communication skills.

5.2.6 The contractor shall provide timely delivery of clinical paperwork, including entries into eCase, eProfile updates, completion of DA Form 3822, Standard Form 600, and other forms when required no later than five (5) business days following a Soldier contact.

5.2.7 The contractor shall attend required staff meetings weekly via teleconference and monthly via face to face.

5.2.8 The contractor shall provide coordination and communication with and between Behavioral Health Professionals, Behavioral Health Officers, Office of The State Surgeon/Medical Detachment, Case Managers, Case Coordinators and Med NCO’s concerning Soldiers with medical issues.

5.2.9 The contractor shall place appointment reminder calls to SMs.

5.2.10 The contractor shall track and assist unit, Case Manager, Medical NCO and Office of the State Surgeon/Medical Detachment with maintaining accurate medical status and profiles for each SM seen by Case Management.

5.2.11 The contractor shall communicate with Service Members to address administrative and scheduling concerns or SM’s designated representative for government vouchered dental referrals.

5.2.12 The contractor shall document SM’s appointments and status, if needed, and any communication with SMs in eCase.

5.2.13 The contractor shall prepare statistical reports related to SM contacts, readiness status and input biweekly Sync Slides.

5.2.14 The contractor shall scan SM’s BH documentation and medical documentation into HRR.

5.2.15 The contractor shall assure medical records and BH documents are prepared for appointments.

5.2.16 The contractor shall assist SMs with completing all necessary documentation.

5.2.17 The contractor shall provide clinical consultations to command leadership to foster quality care and mission readiness while respecting HIPAA regulations and ethical standards.

5.2.18 The contractor shall possess computer skills with Microsoft Word, Outlook, Excel, Access, and data entry skills sufficient to create and maintain clinical recording keeping duties.

5.3 Contractor Manpower Reporting Application (CMRA):

5.3.1 The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Alabama National Guard in a secure data collection site.

5.3.2 The contractor shall completely fill in all required data fields using the following web address: http://www.ecmra.mil/. Reporting inputs shall be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year, beginning with 2019. Contractors may direct questions to the help desk at http://www.ecmra.mil The Unit Identification Code (UIC) for the Requiring Activity: W8YQAA.

6.0 Applicable Publications: Publications applicable to this PWS are listed within.

Publication

(Chapter/Page)

Fed Acquisition Reg 9.5, 22.17, 42.5, 52.204-2, 52.204-9

Defense Fed Acquisition Reg Supplement

224.103, 252.239.7001

DoDD 5400.11

Dept of Defense Privacy Program

DoD 5400.11-R

Dept of Defense Privacy Program

DoDM 1000.13-M-V1

DoD Identification (ID) Cards

(Encl 2, para 3.b)

FIPS (Fed Information Processing Standards) Publication 201-2

Personal Identity Verification (PIV) of Fed Employees and Contractors (para 9)

DoDD 8140.01

Cyberspace Workforce Management

DoD 8570.01-M

Information Assurance Workforce Improvement Program

AR 25-2

Information Assurance

AR 530-1

Operations Security

DoD 5220.22-M

National Industrial Security Program Operating Manual 02/28/2006

(Change 2: 05/18/2016)

AR 381-12

Threat Awareness and Reporting Program (TARP) (Section II, Para 2-4.b)

AR 40-501

Standards of Medical Fitness

AR 40-66

Medical Record Administration and Health Care Documentation

AR 635-40

Physical Evaluation for Retention, Retirement, or Separation

6.1 Applicable Forms: Forms applicable to the PWS are listed below:

DD 1172-2

Application for Identification Card/DEERS Enrollment

I-9

Employment Eligibility Verification

DD 441

Department of Defense…