DHA_PWS_RCMIV3 DRAFT.docx

Department of War Defense Health Agency Performance Work Statement

Revenue Cycle Modernization & Innovation (RCMI) and Charge Description Master (CDM) Support

Resources & Personnel Integration (R&PI) J-8 Financial Operations

Solicitation Number: HT9427-27-R-EXXX Version: 2 Date: 20 OCTOBER 2026

PART 1

1.0 GENERAL INFORMATION

1.1 This is a non-personal services task order to provide administrative and technical execution services to the Defense Health Agency (DHA) Resources & Personnel Integration (R&PI), J-8 Financial Operations. This task order will also provide technical expertise for the Revenue Cycle Management (RCM) activities, to include Charge Description Master (CDM) optimization, enhancement, and operations, to support the DHA Electronic Health Record (EHR), Military Health System (MHS) GENESIS, and its itemized billing solution, RevX.

1.2 Description of services/introduction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform the administrative and technical execution services to the DHA R&PI, J-8 Financial Operations, as well as technical expertise for the RCM activities required to support the DHA EHR MHS GENESIS, and its itemized billing solution, RevX, as defined in this Performance Work Statement (PWS) except for those items specified as government furnished property and services. The contractor shall perform to the standards in this PWS.

The contractor shall provide technical expertise to maintain and enhance the existing CDM. The contractor is responsible for updating associated charge tables based on geographic location, hospital vs. clinic, and patient category. They also coordinate with DHA Charge Services Solution Owner and Cerner/Oracle Health (the contractor that deployed the full MHS GENESIS EHR platform) to ensure proper integration with the Cerner Charge Services Pricing Tool (Charge Services Servers). Additionally, the contractor provides overall Program Management Support for ongoing CDM operations.

The RCMI initiative is a mission-critical effort that directly supports the DHA Director's Lines of Effort and the MHS Optimization Domains for FY27-31. The optimization of the MHS GENESIS platform, the RevX itemized billing solution, and the CDM are essential to meeting strict Health Affairs Financial Management requirements and the Secretary of War's data requirements.

To ensure uninterrupted alignment with these strategic mandates, the contractor is required to operate in tight alignment with directives and changes coming from the Department of War (DoW), the Department of Veterans Affairs (VA), and Oracle Health. This requires proactive participation in annual strategic offsites, as well as localized, over-the-shoulder configuration management and issue resolution at Military Treatment Facilities (MTFs) and Oracle Health headquarters. Furthermore, the contractor shall leverage advanced technologies, including Artificial Intelligence (AI) and Robotic Process Automation (RPA), to modernize legacy workflows, ensure financial compliance, and maximize revenue and workload capture across the enterprise.

1.3 Background: The DHA J-8 recognizes the need to enhance its RCM processes to ensure the efficient and effective management of healthcare finances within the MHS. Using the MHS GENESIS EHR as a catalyst, J-8 seeks to address several critical challenges within its RCM framework: Revenue Leakage and Inefficiencies, Compliance and Regulatory Risks, Data Accuracy and Integration, Patient Experience, Resource Utilization, Financial Transparency, Clean Audit Capability, and Technology and Innovation. In response to these challenges, DHA J-8 aims to improve the RCM Initiative to transform its RCM processes and acquire technical expertise to maintain and enhance the existing CDM. The goal is to enhance workload capture, financial performance, compliance, patient satisfaction, and resource utilization while ensuring transparency and embracing innovative technologies within the MHS.

Industry practice is to document, and bill patient encounters based on an itemized list of charges. To ensure documented care in MHS GENESIS results in an all-inclusive itemized bill within RevX, numerous actions must occur throughout the revenue cycle process (assignment of Patient Identification Process (PIP), provider documentation, medical record coding, and patient billing). Administration staff must ensure the PIP providers completely document and select the proper orderable description of care provided. Medical coders must properly code the care provided. Finally, Uniform Business Office (UBO) staff must properly generate a bill on established separate billing forms for professional charges and institutional charges.

The DHA supports and provides medical care for the DoW 9.4 million eligible beneficiaries through the $52 billion Defense Health Program (DHP), which includes contracted healthcare networks and MTFs. The deployment of MHS GENESIS is complete and currently in a transition phase. While this major technology transformation has provided a significant set of enhanced revenue cycle and business management capabilities for the MHS, they have also brought new requirements to align with industry-leading practices and underscored underlying issues in the legacy environment. For the Government to fully realize the benefits of MHS GENESIS revenue cycle capabilities, these cross-functional challenges require an integrated approach to resolve.

The Government will direct the actual implementation and detailed tasks for the RCM Activity as the MHS lacks knowledgeable in-house staffing to execute these specific operations. Specific assistance is required to support the DHA Financial Operations, J-8 with capabilities for optimization of revenue cycle efforts to prioritize improvement opportunities, begin reducing work queue backlog in MHS GENESIS, increase clinical workload capture, increase total billed for Third Party Collections (TPC), identify and correct areas where revenue leakage may be occurring, improve enterprise knowledge of workload and revenue capture, and enhance MTF staffs' ability to manage their business and be audit-ready.

1.4 Objectives: The DHA J-8 Financial Operations, has an opportunity to operationalize MHS GENESIS capabilities through establishment of the RCMI initiative. The range of services required span from key technical subject matter expertise with Cerner/Oracle experience, data software developers, data analysis, business process and workflow support, business support personnel, training, and risk mitigation specialist addressing issues associated with effective utilization of full MHS GENESIS capabilities, current configuration, reconfiguration requirements, and supporting data output with current and new reporting requirements.

1.5 Scope: The Contractor shall provide labor, training, supervision, program management, technical expertise, and administrative support, to include oversight and strategic planning service support to satisfy the overall operational objectives. Services to be performed are detailed in Part 5 “Specific Tasks”.

1.6 Period of Performance (PoP): The PoP shall be for one (1) 12-month Base Period, three (3) 12-month option periods.

1.6.1 Transition: Transition-in/transition-out period: To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the Contractor shall have personnel on-board, during the transition-in/transition-out periods.

1.6.1.1 Transition-in period: Full performance start date is 1 April 2027. Transition-in performance is defined as the period between the award date and full performance start date. During the transition-in period, the contractor shall prepare to meet all task order requirements and ensure incoming personnel are functionally trained and qualified on the full performance start date except cybersecurity requirements, which must be fully adhered during transition and full performance periods. All personnel shall be trained and qualified by the end of transition-in period.

1.6.1.1.1 The contractor shall comply with transition-in requirements of the DHA, as listed in paragraph 1.11.1, for contractors needing to be issued Common Access Card (CAC) identification, including DoW and DHA-directed training and forms submission, prior to network access.

1.6.1.1.2 Transition-In Plan (Deliverable 1): The Contractor shall provide a DRAFT Transition-In Plan from task order to task order with the proposal. Coordinate with the Government in planning and implementing a complete transition to the Contractor’s support model. Collaborate with the Government to develop and deliver a Transition-In Plan 10 business days after task order award. The Government will designate a transition period for the incoming Contractor to coordinate and work with the incumbent Contractor.

The Transition-In Plan shall include the following:

1.6.1.2 Transition-out period: The contractor shall facilitate the accomplishment of a seamless transition from the incumbent to an incoming Contractor/Government personnel at the expiration of the contract.

1.6.1.2.1 The Contractor shall provide a Transition-Out Plan (Deliverable 2) for 60 calendar days of outgoing transition for transitioning work from the active task order to a follow-on contract/order or Government entity. The Transition-Out Plan shall be submitted no later than 120 calendar days prior to task order expiration. This transition may be to a Government entity, another Contractor or to the incumbent Contractor under a new contract/order. In accordance with the Government-approved plan, the Contractor shall assist the Government in planning and implementing a complete transition from this task order to a successful provider. This shall include formal coordination with Government staff and successor staff and management. It shall also include delivery of copies of existing policies and procedures, and delivery of required metrics and statistics.

The Transition-Out Plan shall include the following:

a. Coordination with Government representatives

b. Review, assess, and transition of current support services

c. Transition of historic data to new Contractor system

d. Government-approved training and certification process

e. Transfer of hardware warranties and software licenses (if applicable)

f. Transfer of all necessary business and/or technical documentation, Transfer of compiled and un-compiled source code, to include all versions, maintenance updates and patches (if applicable)

g. Orientation phase and program to introduce Government personnel, programs, and users to the Contractor's team, tools, methodologies, and business processes

h. Transfer of Government Furnished Equipment (GFE) and Government Furnished Information (GFI), and GFE inventory management assistance (if applicable)

i. Applicable DHA debriefing and personnel out-processing procedures

j. Turn-in of all Government keys, ID/access cards, and security codes

1.6.1.2.2 The contractor shall comply with transition-out requirements of the DHA for contractors who have been issued a CAC or who generate “records”, as defined by DoW (records manual), including DoW-directed disposition of records, and others displayed on the In/Out (I/O) Processing Portal.

1.7 Administrative specifications

1.7.1 Place of performance: The work to be performed under this task order is authorized to be performed remotely. However, contractors local to the San Antonio, TX area will be required to perform part-time duties in DHA office space.

1.7.2 Recognized Federal holidays: The contractor is not required to perform services on the following holidays:

Independence Day

1.7.3 Hours of operation: The contractor is responsible for conducting business Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons.

1.7.3.1 Completion of the tasks will require frequent interaction and coordination with various activities within the DHA and individual MTFs. While the contractor is free to exercise its responsibilities/tasks at time most efficient and advantageous to its staff, it must be available to meet with other DHA activities at times they are available. For operation support, such as supporting MTFs, project implementation, and support special clinical service area, tasks may be required during non-central business hours (1800 to 0600) local time, Monday through Friday including weekends except federal holidays or receive approval from the Government COR.

1.7.4 Emergency Services: On occasion, services may be required to support an activation or exercise of contingency plans outside the normal duty hours.

1.8 Contractor travel: The contractor will be required to travel within the Continental United States (CONUS) to attend meetings, conferences, and training. The contractor may be required to travel to off-site training locations and to ship training aids to these locations in support of this action. All travel requires written Contracting Officer Representative (COR) approval and shall be billed on a Firm Fixed Price (FFP) basis. The contractor travel must have occurred to be invoiced. Travel within fifty (50) miles, one-way, of the employee’s daily work location shall not be authorized reimbursement for any travel expenses. Arrangements for all travel, transportation, meals, lodging, and incidentals are the responsibility of the Contractor. All travel and transportation shall utilize commercial sources and carriers provided the method used for appropriate geographical area results in reasonable charges to the Government. The Government shall not pay for business class or first-class travel.

Estimated travel is indicated below:

Annual CONUS Travel

* Alexandria, VA and San Antonio, TX travel alternate per year ** Various CONUS MTF sites and are subject to change based on DHA Strategy (includes possible travel to Kansas City, MO)

1.9 Other Direct Costs (ODC) (CLIN X002 series): This category includes travel (outlined in section 1.8), and will include, but not be limited to the purchasing of licensing (e.g. coding reference material, robotic automation processing software licensing, American Medical Association (AMA) code license, etc) in support of Tasks 5.2, 5.4 and 5.5. ODCs shall be billed on a FFP basis. All ODCs shall be reported in the Monthly Progress Report (MPR).

Estimated annual ODCs are indicated below:

1.10 Quality

1.10.1 Quality Control Plan (QCP) (Deliverable 3): The contractor shall prepare and adhere to a QCP. A DRAFT QCP will be submitted with the Contractors proposal and shall be finalized no later than 30 calendar days after task order award. The QCP shall document how the Contractor will meet and comply with the quality standards established in this PWS. At a minimum, the QCP must include a self-inspection plan and an outline of the procedures that the Contractor will use to maintain quality, timeliness, responsiveness, customer satisfaction, and any other requirements set forth in this PWS. The plan should be updated annually and submitted as a deliverable to the COR, within 30 calendar days of each option period renewal.

1.10.2 Quality assurance (QA): The government will evaluate the contractor’s performance under this task order in accordance with the Quality Assurance Surveillance Plan (QASP). This plan provides a systematic method for the Government to evaluate performance and 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 the minimum acceptable defect rate(s).

1.11 Contractor personnel

1.11.1 CAC requirements: For all contractors who will work in Government facilities, the Facilities Security Officer (FSO)/Company's Security Point Of Contact (POC) will provide the Government all the required information per the DHA CAC request process current version 2.1, January 2018, or more recent when updated (PWS Attachment 1 and PWS Attachment 2). A CAC is the standard identification for eligible DoW contractor personnel.

1.11.1.1 The contractor shall return all CACs to the COR upon the departure of the contractor(s).

1.11.2 Contractor onboarding and training. The contractor shall complete all requirements, training, and forms as prescribed in the following requirements:

1.11.2.1 The DHA’s “Onboarding Checklist for Contractor Employees” is located at the DHA Onboarding and Offboarding Portal at https://info.health.mil/cos/admin/hr/IO/SitePages/Home.aspx.

1.11.2.2 The DHA’s contractor training instructions (PWS Attachment 3).

1.11.2.3 The contractor shall comply with onboarding requirements of the DHA for contractors needing to be issued CAC identification, including DoW- and DHA-directed training and forms submission, prior to network access, as displayed in the In/Out-Processing Portal at: https://info.health.mil/cos/admin/hr/IO/SitePages/home.aspx (note: Public Key Infrastructure (PKI)-restricted, printed versions available).

1.11.2.4 The DHA’s new employee handbook (PWS Attachment 4)

1.11.3 PHYSICAL Security: The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use.

1.11.4 Key control: The contractor shall establish and implement methods of making sure all keys/key cards issued to the contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards. No keys issued to the contractor by the Government shall be duplicated. The contractor shall develop procedures covering key control that shall be included in the QCP. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the CO.

1.11.4.1 In the event keys, other than master keys, are lost or duplicated, the contractor shall, upon direction of the CO, re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the contractor.

1.11.4.2 The contractor shall prohibit the use of 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 contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the CO.

1.11.5 Lock combinations: N/A

1.12 Key personnel (Contractor): The contractor shall provide a task order manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the CO. The task order manager or alternate shall have full authority to act for the contractor on all task order matters relating to daily operation of this contract. The task order manager or alternate shall be available between 8:00 a.m. to 5:00 p.m., Monday thru Friday except Federal holidays or when the government facility is closed for administrative reasons. Qualifications for all key personnel are listed below:

1.12.1 Program Manager – Bachelor’s degree or Master’s degree in business, healthcare management, healthcare administration, or financial management. Minimum five (5) years experience in an advanced management role (e.g. senior-level position focused on strategic leadership, organizational growth, and navigating complex business challenges rather than day-to-day operations).

Demonstrated experience and comprehensive knowledge within healthcare RCM and related fields, and recognition as a leader within each of the required functions within this PWS.

Mandatory knowledge and skills:

1. Experience managing a group of management professionals.

2. Organizational ability to direct multiple activities.

3. Organizational and business process improvement to execute business plans.

4. Developing plans and projects.

5. Determining business needs, investigating and resolving problems.

6. Interfacing with other functions and outside personnel.

7. Preparing capital and operating requests.

8. Demonstrated experience with Oracle Cerner EHR platforms, specifically in relation to RCM functions.

9. Proven experience managing contracts of similar size and scope (over 90 Full-Time Equivalents (FTEs) and complex technical deliverables) for the Federal Government.

10. Strong understanding of the federal acquisition process, including responding to government requirements and managing task order modifications.

1.12.2 Essential Personnel: The following positions have been identified to be filled by Essential Personnel to perform critical functions as identified in Section 5 of this PWS. Qualifications of essential personnel are listed below: Comment by Sikes, Jennifer M CIV DHA DCA (USA): Insert essential key personnel labor categories and Mandatory knowledge and skilss.

1.12.2.1

1.12.3 The approved Personnel identified to fill the position shall be utilized as necessary to fulfill the requirements of this contract.

1.12.4 The contractor agrees that during the task order performance period substitution for any Key Personnel shall not be permitted unless such substitution is necessitated by sudden illness, death, or change in employment conditions (e.g. termination, change in position, etc.). In any of these events, the contractor shall promptly notify the CO in writing and provide the information required by paragraph 1.12.5 below.

1.12.5 All requests for substitutions must provide a detailed explanation of the circumstances necessitating the proposed substitution(s), a complete resume for the proposed substitute(s), and any other information requested by the CO needed to approve or disapprove the proposed substitution(s). Any proposed substitute or replacement Key Personnel shall meet the minimum qualifications identified in PWS 1.12.1. The CO will evaluate such requests and promptly notify the contractor of approval or disapproval thereof.

1.12.6 If any of the listed Key Personnel are subcontractor personnel, the contractor shall flow down the substance of this instruction in any subcontract which is awarded in support of this contract.

1.13 Data rights: RESERVED.

1.14 Reporting

1.14.1 Contractor Manpower Reporting (CMR): RESERVED.

1.14.2 Non-Disclosure Agreement (NDA): All contractor personnel who will obtain access to proprietary, classified, or confidential information or any information release of which is protected or governed by law or regulation associated with DHA acquisitions shall be required to complete and sign a DHA contractor NDA (DHA Form 49) prior to beginning work on the subject contract. The contractor shall execute an NDA on behalf of the company and shall ensure that all staff assigned to, including all subcontractors and consultants, or other personnel performing on contract/Task order execute an NDA protecting the procurement sensitive information of the Government and the proprietary information of other contractors. The NDA shall be executed not later than first day of employment and to be renewed upon exercising a task order option period. Assignment of staff who have not executed this statement or failure to adhere to this statement shall constitute default on the part of the contractor. The contractor shall maintain originally signed NDAs of individual employees and provide copy to the COR.

1.14.3 Government’s COR: The COR monitors all technical aspects of the task order and assists in task order administration. The COR is authorized to perform the following functions: assure that the contractor performs the technical requirements of the contract; perform inspections necessary in connection with task order performance; maintain written and oral communications with the contractor concerning technical aspects of the contract; issue written interpretations of technical requirements, including Government drawings, designs, specifications; monitor contractor's performance and notifies both the CO and contractor of any deficiencies; coordinate availability of government furnished property; and provide site entry of contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting contract.

1.14.4 Post award conference/periodic progress meetings: The contractor agrees to attend any post award conference convened by the contracting activity or task order administration office in accordance with RFO Subpart 42.3. The CO, COR, and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the CO will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

1.15 Contractor Identification

1.15.1 Contractor personnel performing services in a contractor capacity in a Government facility are required to possess and wear an identification badge that displays his or her name and the name of their company. All contractor personnel shall identify themselves as contractor support personnel in all forms of communication with all entities with whom DHA/Deputy Assistant Director for Acquisition (DAD-A)/Head of the Contracting Activity (HCA) has business dealings. The contractor shall: Answer all telephone calls and have a personalized voice message with an introductory statement that includes the fact that the person is contractor support personnel. Ensure all those with whom the person interacts in any face-to-face dealings while supporting the DAD-A understands that the person is contractor support personnel. Include a title block in all emails that states the fact that the person is contractor support personnel. Ensure all those with whom the person interacts in any face-to-face dealings while supporting DHA/DAD-A/HCA understands that the person is contractor support personnel.

1.15.2 Contractor personnel will be required to attend meetings or otherwise communicate with Government and/or other task order representatives to meet the requirements of this order. Contractor personnel shall make their contractor status known during introductions.

1.15.3 Contractor personnel, while performing in a contractor capacity, are prohibited from using their retired or reserve component military rank or title in any written or verbal communications associated with the contracts in which they provide services.

1.16 Contractor Access to Health Affairs (HA)/DHA Network(s)

1.16.1 FSO/Company's Security POC shall notify the DHA Personnel Security Office after being awarded a task order that requires access to a DoD system. Contractor personnel requiring access to the HA/DHA networks for performance of their tasks require a background investigation and the security awareness training. The contractor shall be prepared for this process as it could take two (2) or more weeks. The FSO/Security POC shall submit a Standard Form (SF) 85/86 to DHA's Personnel Security Office for a background investigation.

1.16.2 Company's FSO/Security POC must notify the Personnel Security Office when the contractor has submitted the SF-85/86. The FSO/Security POC, or the COR must notify the DHA Personnel Security Office in writing of a contractor's termination from the contract, including the termination date.

1.17 Personnel Security

1.17.1 The contractor shall comply with DoDM 8140.03, “Cyberspace Workforce Qualification and Management Program” on 15 February 2023; 8500.01, “Cybersecurity”, dated March 14, 2014; DoD Manual (DoDM) 6025.18, “Implementation of the Health Insurance Portability and Accountability Act (HIPAA) Privacy Rule Compliance in DoD Health Care Programs” dated March 13, 2019, DoDM(DoDM) 6025.18 “HIPAA Privacy Rule Compliance in DoW Health Care Programs”, dated March 13, 2019; and DoDM 5200.02 “Procedures for the DoD Personnel Security Program (PSP),” incorporation change 1, effective October 29, 2020. Contractor responsibilities for ensuring personnel security include, but are not limited to, meeting the following requirements:

1.17.1.1 All personnel performing duties on this task order must be vetted by the DHA Administration Security Division (ASD). Procedures and requirements for submission can be found in DHA Administrative Instruction 5200.04, 5200.05, and DHA Internal Policy Memorandums. Vetting packages must be submitted for processing by the assigned COR or Facility Security Officer (FSO) depending on Personnel Security office of primary responsibility.

1.17.1.1 All personnel performing duties on this task order must undergo, at a minimum, a Tier 1, or equivalent background investigation as required by the Office of Personnel Management Federal Investigation

1.17.1.2 The Contractor shall verify that all personnel performing duties under this task order are suitable for access to Controlled Unclassified Information (CUI) and/or secure facilities, as determined by the appropriate security clearance level and background checks.

1.17.1.2.1 Personnel access to CUI shall be limited to completion of Personnel Security screening by ASD. Contractors shall ensure all employees and subcontractors granted access to CUI under this task order are informed of their responsibilities as specified in DoD Instruction 5200.48 CUI.

PART 2

2.0 DEFINITIONS, ACRONYMS, AND APPLICABLE PUBLICATIONS/INSTRUCTIONS

2.1 Definitions:

2.1.1 Category D: Information Technology (IT) and Telecommunications Services (called D-Services)

2.1.2 Category R: Support (Professional/Administrative/Management) Services (called R-Services)

2.1.3 Contracting Officer (CO): A person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings.

2.1.4 Contracting Officer’s Representative (COR): An individual, including a contracting officer’s technical representative (COTR), designated and authorized in writing by the CO to perform specific technical or administrative functions. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.5 Nonpersonal services contract: a task order under which the personnel rendering the services are not subject, either by the contract’s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the Government and its employees.

2.1.6 Quality Assurance Surveillance Plan (QASP): An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance. The Government may either prepare the QASP or require the offerors to submit a proposed QASP for the Government’s consideration in development of the Government’s plan.

2.2 Acronyms:

2.3 Applicable Publications, DHA Administrative Instructions (AI), etc. RESERVED.

PART 3

3.0 GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

The Requiring Activity Authority has assessed the need for Government Furnished Property, Equipment, and Services and determined:

3.1 Services: The Government:

☒ Will NOT provide Government Furnished Services in support of this task order. As a result, this paragraph is Not Applicable.

☐ WILL provide Government Furnished Services required in support of this task order. These Services are described below: provide

3.2 Facilities: The Government:

☐ Will NOT provide Facilities in support of this task order. As a result, this paragraph is Not Applicable.

☒ WILL provide Facilities in support of this task order. The Government provided Facilities are described below:

The Government will provide the use of available DHA facilities and support services, desks, materials, publications and forms, and equipment required for task order performance (except as designated). Contractor shall keep Government furnished supplies, equipment, and work areas in a safe, orderly, and clean condition. Contractor shall notify the Government whenever maintenance of equipment is required. Contractor shall abide by all requirements for physical security of property and equipment. Space used by Contractor employees in performance of services may be used for other purposes during their absence. Items of clothing, personal effects, or equipment cannot be secured during their absence. The Government will not incur any liability for theft, damage to, or loss of such personal items. Parking is not guaranteed to be available.

The Government will also provide telephones, facsimile machines, copiers, and computer equipment to include laptops for use in performance under this contract/task order. This equipment is authorized for transaction of official Government business only and shall not be used for personal business. Personal long-distance calls are not authorized, and the cost of all personal long-distance calls made by contractor or subcontractor employees may be deducted from the contractor/s invoice payments. Telephones, facsimile machines, and computer equipment to include laptops are subject to communications security monitoring at all times. Items issued will remain the property of the Government and the contractor will maintain proper accountability of issued equipment. Equipment with the exception of laptops shall not be removed from the Government facilities. They are to be used, turned in and/or disposed of as directed by the COR or CO.

3.3 Utilities: The Government:

☐ Will NOT provide Utilities in support of this task order. As a result, this paragraph is Not Applicable.

☒ WILL provide Utilities in support of this task order. The Government provided Utilities are described below:

The Government will provide all utilities available in the facility. The Contractor shall instruct employees in utilities conservation practices. The contractor shall be responsible for operating under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the required amount to accomplish cleaning vehicles and equipment.

Comment by Sikes, Jennifer M CIV DHA DCA (USA): This has been updated to include GFP: laptops. Please concur this is applicable.

3.4 Equipment: The Government:

☐ Will NOT provide Equipment in support of this task order. As a result, this paragraph is Not Applicable.

☒ WILL provide Equipment in support of this task order. The Government provided Equipment is described below:

The Government will provide computer equipment to includes laptops for use in performance under this task order. This equipment is authorized for transaction of official Government business only and shall not be used for personal business.

3.4.1 Procurement Integrated Enterprise (PIEE), GFP Module Application

The contractor shall be responsible for obtaining and maintaining access, training and successful operation of the PIEE/GFP Module application for the entirety of the task order PoP. The PIEE GFP Module application is located at the following website: https://wawf.eb.mil/piee-landing/. Access to PIEE/GFP Module application training materials and in-depth information applicable to the contractor’s responsibilities regarding GFP can be found at the following website: https://dodprocurementtoolbox.com/.

Contracting Office Responsibilities:

The Contracting Office shall ensure close coordination and validation of the GFP items with the COR and DHA Accountable Property Officer prior to uploading the GFP Attachment into the PIEE/GFP Module. At the time GFP is anticipated and identified, the Government will upload the GFP Attachment into the PIEE/GFP Module. It is the Contracting Office’s responsibility to prepare, upload and maintain the GFP Attachment in the PIEE/GFP Module in accordance with the GFP Attachment instructions provided at the DoD Procurement Toolbox. The CO and COR shall manage and keep an inventory of any GFP associated with task orders awarded through DHA, in accordance with applicable RFO Part 45, DoD FAR Supplement (DFARS) 245 with respective clauses, DHA AI 095 and PD 45-01 following the change in disposition of items listed on that PIEE/GFP Module Attachment.

The contracting office will also review, acknowledge, reject and/or approve shipment orders provided by the contractor as appropriate. Functional roles can be determined within the Contracting Office, and requested within the PIEE/GFP Module system.

Contractor Responsibilities:

A key contractor responsibility is to work with the CO and COR to ensure the PIEE/GFP Module data, to include the PIEE/GFP Attachment, provides a timely, complete and accurate accounting of the GFP applicable to the task order. Contractors are required to report the receipt of any GFP shipped to them, regardless of whether it is listed on the GFP Attachment for their contract. Similarly, contractors are required to utilize the GFP Module application in conjunction with the shipment of GFP to the Government, or in reporting Property Loss of GFP issued (such as destruction or loss). Discrepancies or disputes regarding property shipped to or shipped from the contractor must be reported via the GFP Module application, with the CO having authority over final designation of status.

The contractor shall report semi-annually 100% inventories, reconciliations, and final disposition of GFP provided by the government. Final invoices will not be paid pending GFP reconciliation. Contractors shall be aware of and ensure compliance with applicable RFO Part 45, DFARS 245 and 252.245, Defense Pricing and Contracting Policies, Procurement Integrated Enterprise Environment Standards, DHA Administrative Instruction 094 and DHA Guidance.

3.5 Materials: The Government:

☐ Will NOT provide Materials in support of this task order. As a result, this paragraph is Not Applicable.

☒ IS providing Materials in support of this task order. The Government-provided Materials are described below:

Contractor employees may be issued keys. The Contractor shall safeguard the keys from loss, theft, or destruction, and must display all keys signed for at scheduled or unscheduled key control inspections. The Contractor shall be required to reimburse the Government for lost keys, or lockset (if locksets are required to be replaced) as a result of lost keys. The cost of replacement of keys/locksets may be deducted from payments to the Contractor.

PART 4

4.0 CONTRACTOR FURNISHED ITEMS AND SERVICES

4.1 Services: The Contractor:

☒ Will NOT provide Contractor Furnished Services in support of this task order. As a result, this paragraph is Not Applicable.

☐ WILL provide Contractor Furnished Services required in support of this task order. These Services are described below:

4.2 General: The contractor shall furnish all supplies, equipment, facilities and services required to perform work listed under Section 5 of this PWS.

4.3 Secret Facility Clearance: RESERVED.

4.4 Materials: RESERVED.

4.5 Equipment: RESERVED.

4.6 Facilities: RESERVED

PART 5

5.0 SPECIFIC TASKS

5.1 Task order Management

5.1.1 The task order manager shall be responsible for managing and delivering all work conducted under the task order, with specific duties including:

· Primary POC: Serve as the primary POC for the CO and COR, responsible for all official communication.

· Performance Accountability: Ensure all services are performed in accordance with the PWS, meet all performance standards outlined in the QASP, and all deliverables are submitted on time and are of high quality.

· Risk Management: Proactively identify, report, and mitigate risks related to task order performance, schedule, and cost. Maintain a risk register to be reviewed with the COR.

· Subcontractor Oversight: Be responsible for the management and performance of all subcontractors, ensuring they comply with all terms of the contract.

· Resource Management: Oversee contract-level resource allocation, including staffing and budget management for Other Direct Costs (ODCs) and travel, to ensure efficient use of resources.

5.1.2 Monthly Progress Report (MPR) (Deliverable 4): The contractor shall provide a completed MPR that at a minimum includes the following and is due to the government within 45 calendar days of task order award and monthly, no later than 15th of each month thereafter.

· Executive Summary: High-level overview of accomplishments, challenges, and upcoming activities.

· Detailed Task Summary: A section for each major PWS task (e.g., 5.2, 5.3, 5.4, 5.5) detailing work performed, progress against the plan, and next steps.

· Deliverable Status: A table listing all task order deliverables, their due dates, submission dates, and current status (e.g., In Progress, Submitted, Accepted).

· Performance Metrics: Report on performance against the Acceptable Quality Levels (AQLs) defined in the Performance Requirements Summary (PRS).

· Risk & Issue Log: An updated log of all identified risks and issues, their status, mitigation activities, and resolution dates.

· Personnel Report: A summary of staffing levels, new hires, departures, and status of any security clearance or onboarding processes.

· Financial Report: A summary of travel and ODCs incurred during the period against the approved budget.

5.1.3 Trip Report (Deliverable 5): The contractor shall provide a trip report within 30 calendar days upon returning from travel. The contractor shall address the following:

· Names and number of people who traveled.

· Dates and total duration of trip.

· Outcome of the meeting to include topics discussed, solutions provided, and/or decisions surrounding ongoing issues.

· Recommendations, lessons learned and/or follow-up action items.

5.1.3.1 Annual Meetings: Contractor shall attend in person annual meetings for face-to-face collaboration, working sessions, and review of all work activities supported by this task order to ensure all efforts are 100% aligned to DHA, Health Affairs, Office of the Under Secretary of War for Personnel and Readiness, and/or Congressionally mandated directives, strategic initiatives, and lines of effort.

5.1.3.2 MTF Site Visits: Contractor shall travel for annual MTF site visits to provide onsite end user issue resolution, support for new capability implementations, and identified over the shoulder training.

5.1.3.3 Oracle Health On-Site Visits: Contractor shall travel for annual in…