Contract - W912MM26PA004 Medical Record Keeping.pdf

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Continuation of Supplies or Services and Prices/Costs

Additional Information/Notes

Item Supplies/Service Quantity Unit Unit Price Amount

0010 Medical Record Keeping and Credential Verification Services, Non-personal Contractor to provide medical record keeping in support of the South Dakota National Guard MED Command.

See full details in PWS Government POC: LTC Joshua Paull joshua.r.paull.mil@army.mil 605-737-6073 Vendor POC:

Daniel Dacasa Daniel@compassmedicalprovider.

com 816-867-5454 Pricing Arrangement: Firm Fixed Price

ACRN: AA

PR Number:

W56TJS0012406231PR Line Item Number: 0001

12 Months USD 11,969.12

Firm Price

USD

143,629.44 Funded Amount

USD

143,629.44

Option Line Item

Medical Record Keeping and Credential Verification Services, Non-personal Contractor to provide medical record keeping in support of the South Dakota National Guard MED Command.

See full details in PWS Pricing Arrangement: Firm Fixed Price

12 Months USD 12,141.20

Firm Price

USD

145,694.40

Option Line Item

Medical Record Keeping and Credential Verification Services, Non-personal Contractor to provide medical record keeping in support of the South Dakota National Guard MED Command.

See full details in PWS

12 Months USD 12,316.47

Firm Price

USD

147,797.64

W912MM26PA004

Pricing Arrangement: Firm Fixed Price

Option Line Item

Medical Record Keeping and Credential Verification Services, Non-personal Contractor to provide medical record keeping in support of the South Dakota National Guard MED Command.

See full details in PWS Pricing Arrangement: Firm Fixed Price

12 Months USD 12,494.92

Firm Price

USD

149,939.04

Continuation of Description

PERFORMANCE WORK STATEMENT (PWS) FOR

Medical Records Technician and Credentialing Coordinator Services

1.0 General: Effective medical records management and thorough medical provider credentialing and privileging services are critical components of delivering high-quality healthcare. Proper management of medical records ensures accurate patient information is readily available, enhancing soldier readiness and care continuity. Concurrently, credentialing and privileging verify that healthcare providers possess the necessary qualifications, skills, and competencies to deliver safe and effective care. Together, these processes uphold the integrity of healthcare systems, mitigate risks, and foster trust between Soldiers and providers, ultimately leading to better health outcomes and increased Medical Readiness.

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 Records Management and Credential Coordinator duties, as defined in this PWS.

The purpose of this requirement is to support staffing for support of Individual Medical Readiness (IMR) soldiers in the South Dakota Army National Guard. The ultimate goal is to produce real-time records management and proactive credentialling support to medical providers in the SDARNG. The SD Army National Guard (SDARNG) Surgeon's Office requires a highly responsive process whereby the government can quickly obtain needed support and services for management of SDARNG Soldiers and Provider records.

1.1.1 SDARNG Office of the State Surgeon's (OSS) requires experienced medical records administrative support staff. The administrative support staff may be filled at a minimum by a prior or current military Medic/Corpsman, or by an applicant with at least one year of relevant medical records background such as a medical records clerk or health unit clerk.

1.1.2 The Contractor shall furnish all labor and services required to provide related Medical Records and Credentialling support services.

1.1.3 The contractor shall provide all labor and services required quality assurance and quality control to include oversight of all records management and related medical administrative services. Contractor will ensure review, spot checks, and remedial training for discrepancies discovered in medical systems. Contractor will provide oversight and for Service Treatment Record (STR) maintenance and management and create standardized operating procedures for medical records maintenance.

1.1.4 The contractor shall provide credentialing and privileging services for all SDARNG medical, dental, and behavioral health providers.

1.2 Background: The Department of the Army (DoA) and the Department of Defense (DoD) establish specific requirements and standards for medical records to ensure the effective management and protection of health information. Medical records must be accurate, complete, and timely, reflecting all aspects of a patient's care, including assessments, diagnoses, treatments, and outcomes. The Health Insurance Portability and Accountability Act (HIPAA) mandates confidentiality and security, requiring that access to medical records is limited to authorized personnel only. Records must be maintained in a standardized format, ensuring consistency across all military treatment facilities. The Army's Medical Command (MEDCOM) outlines additional policies for electronic health records (EHRs), emphasizing interoperability and data sharing among services. Furthermore, medical records must be retained for a specified duration, typically a minimum of five years after the last patient encounter, or as dictated by applicable regulations. Continuous training and compliance monitoring are essential to uphold these standards, ensuring that all personnel involved in medical record management understand their responsibilities in safeguarding patient information and maintaining the integrity of the records.

Medical provider credentialing services within the Department of War (DoW) and Army Medical Command (MEDCOM) including the South Dakota Office of the State Surgeon are essential for ensuring that healthcare providers meet the necessary qualifications to deliver safe and effective care. The credentialing process involves verifying a provider's education, training, licensure, and experience, along with background checks and assessments of any disciplinary actions or malpractice claims. Compliance with the National Practitioner Data Bank (NPDB) is mandatory, ensuring quality and accreditation. Ongoing monitoring and periodic re-credentialing are required to confirm that providers maintain the necessary standards throughout their practice, thereby enhancing patient safety and supporting the military healthcare mission.

1.3 Period of Performance (PoP): The Period of Performance shall be 2026 to 16 17 March Mar 2027 and three 12-month 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 (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.

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

1.4.3 Recognized Holidays: The following are recognized United States (US) holidays. The contractor will 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 Juneteenth

1.4.3.6 Independence Day: July 4th

1.4.3.7 Labor Day

1.4.3.8 Columbus Day

1.4.3.9 Veteran's Day: November 11th

1.4.3.10 Thanksgiving Day

1.4.3.11 Christmas Day: December 25th

1.4.4 Place and Performance of Services: The contractor shall provide services between the hours of 6:30 AM - 5:00 PM (maximum of 10 hrs/day) on 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 Camp Rapid, 2823 West Main Street, Rapid City, SD 57702, Bldg 420. The contractor shall at all times maintain an adequate work force for the uninterrupted performance of all tasks defined within this PWS when the Government facility /installation is not closed for the above reasons. When hiring personnel, the contractor shall keep in mind that the stability and continuity of the work force are essential.

1.4.4.1 Telework: The Government the contractor to telework when requested by will permit the SDARNG, in support of this requirement. 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, and shall be subject to such checks as may be deemed necessary. The contractor shall ensure compliance with all regulations and orders of the installation which may affect performance. The Government reserves the right to direct the removal of an employee for misconduct, security reasons, or any overt evidence of communicable disease. Removal of contractor employees for reasons stated above does not relieve the Contractor from responsibility for total performance of this contract.

1.4.5 The contractor shall comply with all applicable installationSecurity Requirements.

/facility access and local security policies and procedures, which may be obtained from the COR. The contractor and all associated subcontractor employees shall provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services or Security Office. The contractor shall ensure compliance with all personal identity verification requirements as directed by Department of Defense (DoD), Headquarters Department of Army (HQDA) and/or local policy. Should the Force Protection Condition (FPCON) 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 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 fingerprints, 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: SSG Steph Kinsella

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, W912MM26PA004 https://www.dmdc.osd.mil/tass/ 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 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 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.

1.4.5.3 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:

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

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

1.4.5.3.3 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.

W912MM26PA004

https://informationassurance.us.army.mil/

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

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

1.4.5.4 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.

AT OPSEC Requirements

1.4.5.5 AT Level 1 Awareness Training (AT): All contractor employees, to include subcontractor employees, requiring access Army installations, facilities and controlled access areas shall complete AT Level I Awareness training within 60 calendar days after contract start date or effective date of incorporation of this requirement into the contract, whichever is applicable. The contractor shall submit certificates of completion for each affected contractor employee and subcontractor employee to the COR or to the contracting officer, if a COR is not assigned, within 60 calendar days after completion of training by all employees and subcontractor personnel. AT level I Awareness training is available at the following website:

http://jko.jten.mil.

1.4.5.6 Access and general protection policy and procedures: 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. Contractor workforce must comply with all personal identity verification requirements (FAR clause 52.2049, Personal Identity Verification of Contractor Personnel) as directed by DOD, HQDA and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any individual facility or installation change, the Government may require changes in contractor security matters or processes.

1.4.5.7 For contractor requiring Common Access Card (CAC): Before CAC issuance, the contractor employee requires, at a minimum, a favorably adjudicated National Agency Check with Inquiries (NACI) or an equivalent or higher investigation in accordance with Army Directive 201405. 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 DoDapproved 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 NACI at the Office of Personnel Management.

1.4.5.8 iWATCH Training: The contractor and all associated subcontractors shall brief all employees on the local iWATCH Army program (training standards provided by the requiring activity ATO). This local developed training will be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the COR. This training shall be completed within 60 calendar days of contract award and within 60 calendar days of new employees commencing performance with the results reported to the COR NLT 60 calendar days after contract award.

1.4.5.9 Army Training Certification Tracking System (ATCTS) registration for contractor employees who require access to government information systems. All contractor employees with access to a Government info system must be registered in the ATCTS (Army Training Certification Tracking System) (https://atc.us.army.mil/iastar/index.php) at commencement of services, and must successfully complete the DOD Information Assurance Awareness prior to access to the information system and then annually thereafter (https://ia.signal.army.mil /DoDIAA/).

1.4.5.10 Requirement for OPSEC Training: Per AR 530-1, , the contractor Operations Security employees must complete Level I OPSEC Awareness training. New employees must be trained within 30 calendar days of their reporting for duty and annually thereafter.

Level 1 OPSEC training is available at http://cdsetrain.dtic.mil/opsec/.

1.4.5.11 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.

1.4.5.12 Controlled Unclassified Information (CUI). Include DFARS clause 252.204-7012, which requires the contractor to comply with NIST 800-171. Also include DFARS provision 252.204- 2019 into solicitations. Acquisition officials should follow procedures outlined in DFARS 204.73 and verify vendors have an adequate NIST SP 800-171 summary assessment score within the Supplier Performance Risk System (within PIEE). If the score doesn't show a medium or high-level assessment with a score of 110 or better (as described in the "NIST SP 800-171 DoD Assessment Methodology"), include clause 252.204-7020 and obtain the vendor's "system security plan" and "plan of action" for NIST SP 800-171 verification and assurance by Army security officials.

1.4.5.13 Threat Awareness Reporting Program. For all contractors with security clearances. Per AR 381-12 Threat Awareness and Reporting Program (TARP), contractor employees must receive annual TARP training by a CI agent or other trainer as specified in 2-4b.

1.4.5.14 OPSEC SOP/Plan. The contractor shall develop an OPSEC Standard Operating Procedure (SOP)/Plan and provide it to the COR within 90 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

W912MM26PA004

https://atc.us.army.mil/iastar/index.php https://ia.signal.army.mil/DoDIAA/ https://ia.signal.army.mil/DoDIAA/ 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 90 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.

1.4.5.15 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.

1.4.6 . The contractor shall safeguard all Government property provided for Physical Security 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. The contractor shall include procedures covering key control in the

Such procedures shall include turn-in of any issued keys by personnel who no longer QCP.

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 contractor 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: Contractor staff who are required to enter the Medical Records room for will be provided a combination key for entry, at such time a contracted employee discontinues employment the government will reprogram access combination at no expense to the Contractor.

1.4.7 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.

1.4.8 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, or the KO if a COR is not assigned, 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.

1.4.9 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.

1.4.10. 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.

1.4.11 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.

1.4.12 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. In the event the KO unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the KO may impose 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.

1.4.13 Phase In / Phase Out Periods Not applicable.

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 (KO): A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government.

Note: The only individual who can legally bind the government.

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

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

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

2.1.6 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.

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

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

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

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

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

2.2 Acronyms:

AEI Army Enterprise Infostructure

AR Army Regulation

AT/OPSEC Antiterrorism/Operational Security BI Background Investigation

CM Contract Manager

CMRA Contractor Manpower Reporting Application COR Contracting Officer Representative

DA Department of the Army

DD254 Department of Defense Contract Security Classification Specification DFARS Defense Federal Acquisition Regulation Supplement

DoD Department of Defense

FAR Federal Acquisition Regulation

GFP/M/E/S Government Furnished Property/Material/Equipment/Services

HQDA Headquarters, Department of the Army

HSPD Homeland Security Presidential Directive

IA Information Assurance

IS Information System(s)

KO Contracting Officer

NGB National Guard Bureau

OCI Organizational Conflict of Interest

PII Personally Identifiable Information

PIPO Phase In/Phase Out

POC Point of Contact

PRS Performance Requirements Summary

PWS Performance Work Statement

QA Quality Assurance

QASP Quality Assurance Surveillance Plan

QC Quality Control

QCP Quality Control Program

SSN Social Security Number

TE Technical Exhibit

USD(I) Under Secretary of Defense for Intelligence

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, computers and other items necessary to maintain an office environment, specialty items for reasonable accommodations or ergonomic purposes must be submitted and paid for at the expense of the Contractor.

3.2 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): Not applicable.

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.

5.0 Requirements: The contractor shall:

5.1 Not perform inherently governmental functions (i.e., representation of government, decision authority, etc).

5.2 Ensure all medical documentation received from the Soldier, their case manager, their unit and/or their care facility is placed in an appropriate electronic record, as well as the Soldier's service treatment record (STR).

5.3 Maintain Soldier and federal employee Occupational Health and/or medical records in accordance with, Sections 66-71 of 29CFR 1960, Army Regulation (AR) 40-66, AR 40-68, and

DODI 6055.05.

5.4 Provide records custodian or delegate with all relevant medical/dental documentation.

5.5 Maintain Health Insurance Portability and Accountability Act of 1996 (HIPAA) standards and guidelines and Privacy Act of 1974.

5.6 Upload medical documents of case managed Soldiers into Health Readiness Record (HRR) within 5 business days of receipt.

5.7 Stamp all medical documents with date and initials for verification before uploading.

5.8 Index uploaded medical documents immediately after scanning documents into HRR.

5.9 Contractor shall maintain business casual dress standards during all work assignments;

minimum standard should reflect that of the SDARNG dress code.

5.10 Coordinate methods for quality control to include: monitor process and system compliance; provide deficiency reports and subsequent course of action options. Record and monitor implementation plans and evaluations of all applicable medical systems.

5.11 Upon request of DSS or G1, schedule services, reviews and audits that are consistent with the accepted standards of ethical and professional health care as governed by local policy, Army Regulation, and DoD Directive/Instruction.

5.12 Review Organizational Inspection Program (OIP) and compile data looking for trends and report findings to DSS, if requested. Gather information, compile data and findings throughout the year to support the OSS annual assurance statement.

5.13 Review and publish best practices for HRR, credentialing/privileging, OIP, and eCase, recommend changes as needed with approval of DSS.

5.14 Conduct briefings for potential enhancements to record and data systems as well as data acquisition processes to improve the accuracy of operational data and system records.

5.15 Review referential and historical integrity of data warehouse information; provides quality assurance services for all information systems and databases. Develop reports and brief the DSS on best practices.

5.16 Review data privacy policy and monitor compliance of data flows against data quality standards. Develop, document and maintain data quality goals and standards for medical operations, processes, and strategic plans. Brief plans/decisions for acceptance by DSS.

5.17 Report on the progress of data quality improvement and help resolve problems through appropriate process. Design strategies, detect errors and test procedures.

5.18 Review and verify that all documents being uploaded by case management and medical record custodians are stamped prior to entry into HRR.

5.19 Review quality of indexed medical documents by medical record custodian teams on a daily basis.

5.20 Review medical records and databases for completeness and accuracy, update information as necessary.

5.21 Ensure that the release of information according to specific criteria and in strict compliance with established policies, procedures and/or regulations.

5.22 Ensure the strict confidentiality of service member records. Ensuring that information is released in accordance with HIPAA and Privacy Act requirements; even when communicating with other HIPAA certified individuals who may not have a "need to know."

5.23 Ensure requests for information shall be completed in accordance with regulation and policies within 30 days of receipt of request. All requests shall be processed through the Office of the State Surgeon for tracking. All requests shall be filed in the record IAW applicable regulations.

5.24 Compile, enter, verify and file medical documents and records in appropriate folders and databases. This includes the scanning and indexing of documents into the medical and dental records.

5.25 Shall track, report and administer duties to support credentialing and privileging requirements for all SDARNG medical providers. This will include inter-credentialing transfer boards (ITCB) requirements for annual training, deployments, or other special mission requirements and attend regularly scheduled meetings with CCQAS in relation to provider credentialing.

5.26 Comply with the following Government directives in order to successfully complete the tasks: AR 40-66, Health Insurance Portability Act (HIPAA), Privacy Act of 1974, For Official Use Only (FOUO), Operational Security (OPSEC).

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

5.29.2 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 20 19. Contractors may direct questions to the help desk at http://www.ecmra.mil.

6.0 Applicable Publications: Publications applicable to this PWS are listed below:

Publication and Advisory Website

Publication (Chapter/Page)

Date of Publication

Mandatory or Advisory

Website

Federal Acquisition Regulation

A https://www.acquisition.gov/?

q=browsefar or http://farsite.hill.af.mil/

Defense Federal Acquisition Regulation Supplement

A http://www.acq.osd.mil/dpap/dars /dfarspgi/current

/index.html or http://farsite.hill.af.mil/

DoDM 1000.13-M-V1

DoD Identification (ID) Cards

01/23 /2014

A http://www.esd.whs.mil/Directives/issuances /dod m/

Federal…