Draft Medical Runner Courier - Feb 2021.pdf

PERFORMANCE WORK STATEMENT

Medical Runner/Courier 1st Special Operations Medical Group

Hurlburt Field, FL 10 February 2021

TABLE OF CONTENTS

1. DESCRIPTION OF SERVICES

2. SERVICES SUMMARY

3. GOVERNMENT FURNISHED RESOURCES

4. GENERAL INFORMATION

1. Scope of Work. The objective of this contract is to provide transportation of medical records, dental records, laboratory specimens, radiology film, small equipment and TRICARE documentation services between the 1st Special Operations Medical Group (1 SOMDG) at Hurlburt Field, Florida and the 96th

Medical Group (96 MDG) at Eglin AFB, Florida

1.1 DESCRIPTION OF SERVICES. Nonpersonal services: The contractor shall provide all personnel, management, supervision, transportation, and all other services necessary to transport medical records, dental records, laboratory specimens, radiology records, small equipment and TRICARE documentation between the 1 SOMDG at Hurlburt Field and 96 MDG at Eglin AFB.

1.2 SPECIFIC TASKS. The contractor shall provide a vehicle for transporting medical records, dental records, laboratory specimens, radiology records, small equipment and TRICARE documentation between Hurlburt Field, 1 SOMDG, 113 Lielmans AVE, Hurlburt Field, FL 32444 and Eglin AFB, 96 MDG 307 Boatner RD, Eglin AFB, Florida, approximately 12 miles each way which includes the clinics and departments located in close vacancy of the medical centers.

1.2.1 The contractor shall provide the employee with a cellular phone, the number shall be provided to the Government for STAT run notification.

1.2.2 The contractor shall have two scheduled daily runs between 1 SOMDG and 96 MDG. The scheduled times are 8:00 am and 2:00 pm. The contractor shall pick-up, deliver, and maintain accountability all medical records, dental records, laboratory specimens, radiology records, small equipment (not to exceed 40 pounds), and TRICARE documentation from the clinics and departments in both 1 SOMDG and 96 MDG.

1.2.3 The contractor shall check with the Eglin AFB dental clinic no less than two times per week to see if Hurlburt AFB dental records are ready for return. A maximum of three duty days in between checks/pickups may occur. Delivering dental records from Hurlburt Field to Eglin AFB and back again shall constitute as a check.

1.2.4 The contractor shall be available to provide STAT runs between the hours of 8:00 am and 5:30

pm. The contractor shall respond within two hours of contact. The lab will notify courier via cell phone when a STAT run is necessary. STAT run calls will be made by 1 SOMDG.

1.2.5 The contractor shall adhere to the Privacy Act Law of 1974 when providing patient information.

1.2.6 All Contractor personnel shall comply with Health Insurance Portability and Accountability Act (HIPAA) Requirements.

1.2.7 The contractor shall maintain, transmit, retain in strictest confidence, and prevent any unauthorized duplication, use and/or disclosure of patient information having a need to know such information in the performance of their duties.

1.2.8 The contractor shall provide patient information only to employees of the 1 SOMDG and 96 MDG. The contractor shall not release any medical information. All release of information shall be the responsibility of the Release of Information Officer and the Base Legal Office.

2. SERVICES SUMMARY. Services Summary (SS): The service requirements are summarized into performance outcomes that relate directly to mission essential items. The performance thresholds describe the minimum acceptable levels of service required for each performance objective. The thresholds are critical to mission success and acceptable (satisfactory) performance.

SS Performance Objective PWS Para Performance Threshold

To receive Satisfactory Rating

1 Transport lab specimens, medical records, TRICARE documentation, and small equipment and supplies not to exceed 40 lbs.

1.2.2 100% Accountability of all specimens received/delivered

3. GENERAL INFORMATION.

3.1. Contract Manager. The Contractor shall designate a Contract Manager and alternate in writing to the CO no later than the pre-performance conference and anytime changes are made. The Contractor shall establish and maintain an office through which the Contract Manager or alternate(s) can be contacted during work hours. The Contractor shall also provide to the CO the names and phone numbers of Contractor POCs for after business hours including nights, weekends, and holidays. The contractor shall notify the Government of any updates. The Contract Manager or alternate shall have full authority to act for the Contractor on all contract matters relating to the daily operation of this contract. The Contract Manager shall be available to 1 SOMDG, Monday through Friday, 8:00 a.m. to 5:00 p.m., excluding Federal Holidays and Down Days.

3.2. Contractor Personnel.

3.2.1. Formal Education: The contractor must possess a high school diploma or G.E.D.

3.2.2. Read, understand, speak, and write English fluently.

3.2.3. The contractor must possess a valid U.S. driver’s license.

3.2.4. Contractor personnel shall present a neat appearance. Contractor personnel shall be easily recognizable while on the installation. Contractor personnel shall wear appropriate identification badges on the outer clothing on the front of the body between the neck and waist so that the badge is visible at all. This shall be accomplished through the wear of distinctive clothing, overcoats, or hats, bearing the company name or logo. The coloring or design of the items selected should be such that identifies personnel easily and quickly for reasons of safety and personal protection. Athletic footwear (e.g., aerobic, running, and tennis shoes) may be worn provided the footwear is clean and in good taste.

3.2.5. Prior to commencement of work, contractor personnel shall attend a government orientation to familiarize contractor personnel with the policies and procedures of the 1 SOMDG. The orientation will be scheduled by the COR during normal duty hours.

3.2.6. Conflict Of Interest: The contractor shall not employ any person who is an employee of the United States Government if the employment of that person would create a conflict of interest.

3.2.7. The government may restrict the employment under the contract of any Contractor employee or prospective Contractor employee, who is identified as a potential threat to the health, safety, security, general wellbeing, or operational mission of the installation and its population.

4. CRIMINAL BACKGROUND CHECK REQUIREMENT.

4.1. The Government will conduct criminal background checks on individuals providing services under this contract, using the procedures set forth in Department of Defense Instruction 1402.5 dated 19 January 1993. Background checks will be based on fingerprints of individuals obtained by a Government law enforcement officer and inquiries conducted through the Federal Bureaus of Investigation and state criminal history repositories.

4.1.1. Contractor personnel may provide contract services prior to completion of background check with the consent of the CO and hospital commander.

4.1.2. Contractor personnel may obtain a copy of any background check pertaining to them and to challenge the accuracy and completeness of the information contained in the report.

4.1.3. All contractor personnel shall receive a Hepatitis B vaccine, sign a voluntary declination, or have documented proof of immunity to Hepatitis B infection. Personnel who sign declinations may change their minds at any time and receive the Hepatitis B vaccine without penalty. Vaccinations are a responsibility of the contractor.

5. BASE ACCESS. The contractor is not required to provide services on Federal Holidays and safety/military down days as follows:

New Year’s Day -1 January Martin Luther King Day -3rd Monday in January President’s Day -3rd Monday in February

Memorial Day -last Monday in May Independence Day -4 July Labor Day -1st Monday in September Columbus Day -2nd Monday in October Veteran’s Day -11 November Thanksgiving Day -4th Thursday in November Christmas Day -25 December

If these holidays fall on Saturday, the preceding Friday will be observed. If these holidays fall on Sunday, the following Monday will be observed. If a holiday falls on a scheduled service day, the Contractor will be responsible for rescheduling services for the first day post the holiday observance. Additionally, a list of associated non-duty days will be provided through MAJCOM Guidance by the COR annually.

5.1 Base Closures. In the event of a base closure due to weather, exercises, or actual alerts, the contracting officer will inform the contractor’s program manager and provide further instructions. Contractor personnel shall contact the contractor’s program manager for instructions.

5.2. Contractor/Employee Base Pass and Identification, Special Clearances and Vehicle Passes. The Contractor shall comply with all requirements and procedures IAW AFFAR 5352.242-9000, Contractor Access to Air Force Installations. The contractor shall submit the employee listing at the pre-performance conference and to the CO monthly as changes occur. All documentation shall be submitted for identification badges and base access devices to the Visitor Control Center (VCC) after the employee listing has been submitted to the CO.

5.3. Traffic Laws. The Contractor and its employees shall comply with base traffic regulations.

5.4 Weapons, Firearms, and Ammunition. Contractor employees are prohibited from possessing weapons, firearms, or ammunition, on themselves or within their Contractor-owned or privately owned vehicle while on Hurlburt Field or Eglin AFB FL.

6. MISC. For Official Use Only (FOUO).

The Contractor shall comply with DoD 5400-7-R, Chapter 4, DoD Freedom of Information Act (FOIA) Program requirements. This regulation sets policy and procedures for the disclosure of records to the public and for marking, handling, transmitting, and safeguarding FOUO material.

6.1. Reporting Requirements. Contractor personnel shall report to an appropriate authority any information or circumstances of which they are aware may pose a threat to the security of DoD personnel, Contractor personnel, resources, and classified or unclassified defense information.

6.2. Physical Security. The Contractor shall be responsible for safeguarding all government property and controlled forms provided for Contractor use. At the end of each work period, all government facilities, equipment, and materials shall be secured if applicable.

6.3. Reporting Full-Time-Equivalent (FTE) Data. The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract via a secure data collection site. The contractor is required to completely fill in all required data fields at the Contractor Manpower Reporting Application (CMRA) site http://www.ecmra.mil (select the US Air Force logo).

6.3.1. Reporting Period. Reporting inputs will be for the labor executed during the period of performance for each Government fiscal year (FY), which runs 1 October through 30 September.

While inputs may be reported any time during the FY, all data shall be reported no later than 31 October of each calendar year. Contractors may direct questions to the CMRA help desk.

6.4 Use and Safeguarding of Information. Information from the secure web site is considered to be proprietary in nature when the contract number and contractor identity are associated with the direct labor hours and direct labor dollars. At no time will any data be released to the public with the contractor name and contract number associated with the data.

6.5 User Manuals User manuals are available on the front page of the CMRA link at http://www.ecmra.mil

6.6. Safety Requirements and Reports. The Contractor shall perform work in a safe manner as required by OSHA Safety and Health Requirements. Provide a verbal report to the CO as soon as possible of each occurrence of damage to Government property or an accident resulting in death, injury, occupational disease, or adverse environmental impact. Provide a completed copy of required Accident Investigation Reports to the CO within 5 calendar days of each occurrence.

6.8. PRIVACY OF PROTECTED HEALTH INFORMATION

6.8.1. (a) Definitions. As used in this clause:

Individual has the same meaning as the term ``individual'' in 45 CFR 164.501 and shall include a person who qualifies as a personal representative in accordance with 45 CFR 164.502(g).

Privacy Rule means the Standards for Privacy of Individually Identifiable Health Information at 45 CFR part 160 and part 164, subparts A and E.

Protected Health Information has the same meaning as the term ``protected health information'' in 45 CFR 164.501, limited to the information created or received by The Contractor from or on behalf of The Government.

Required by Law has the same meaning as the term ``required by law'' in 45 CFR 164.501.

Secretary means the Secretary of the Department of Health and Human Services or his/her designee.

http://www.ecmra.mil/

Terms used, but not otherwise defined, in this Agreement shall have the same meaning as those terms in 45 CFR 160.103 and 164.501.

(b) The Contractor agrees to not use or further disclose Protected Health Information other than as permitted or required by the Contract or as Required by Law.

(c) The Contractor agrees to use appropriate safeguards to prevent use or disclosure of the Protected Health Information other than as provided for by this Contract.

(d) The Contractor agrees to mitigate, to the extent practicable, any harmful effect that is known to the Contractor of a use or disclosure of Protected Health Information by the Contractor in violation of the requirements of this Contract.

(e) The Contractor agrees to report to the Government any use or disclosure of the Protected Health Information not provided for by this Contract.

(f) The Contractor agrees to ensure that any agent, including a subcontractor, to whom it provides Protected Health Information received from, or created or received by the Contractor on behalf of the Government, agrees to the same restrictions and conditions that apply through this Contract to the Contractor with respect to such information.

(g) The Contractor agrees to provide access, at the request of the Government, and in the time and manner designated by the Government to Protected Health Information in a Designated Record Set, to the Government or, as directed by the Government, to an Individual in order to meet the requirements under 45 CFR 164.524.

(h) The Contractor agrees to make any amendment(s) to Protected Health Information in a Designated Record Set that the Government directs or agrees to pursuant to 45 CFR 164.526 at the request of the Government or an Individual, and in the time and manner designated by the Government.

(i) The Contractor agrees to make internal practices, books, and records relating to the use and disclosure of Protected Health Information received from, or created or received by the Contractor on behalf of, the Government, available to the Government, or at the request of the Government to the Secretary, in a time and manner designated by the Government or the Secretary, for purposes of the Secretary determining the Government’s compliance with the Privacy Rule.

(j) The Contractor agrees to document such disclosures of Protected Health Information and information related to such disclosures as would be required for the Government to respond to a request by an Individual for an accounting of disclosures of Protected Health Information in accordance with 45 CFR 164.528.

(k) The Contractor agrees to provide to the Government or an Individual, in time and manner designated by the Government, information collected in accordance with this Clause of the Contract, to permit the Government to respond to a request by an Individual for an accounting of disclosures of Protected Health Information in accordance with 45 CFR 164.528.

General Use and Disclosure Provisions: Except as otherwise limited in this Agreement, the Contractor may use or disclose Protected Health Information on behalf of, or to provide services to, the Government for the following purposes, if such use or disclosure of Protected Health Information would not violate the Privacy Rule or the Department of Defense Health Information Privacy Regulation if done by the Government: [List Purposes].

Specific Use and Disclosure Provisions:

(a) Except as otherwise limited in this Agreement, the Contractor may use Protected Health

Information for the proper management and administration of the Contractor or to carry out the legal responsibilities of the Contractor.

(b) Except as otherwise limited in this Agreement, the Contractor may disclose Protected Health Information for the proper management and administration of the Contractor, provided that disclosures are required by law, or the Contractor obtains reasonable assurances from the person to whom the information is disclosed that it will remain confidential and used or further disclosed only as required by law or for the purpose for which it was disclosed to the person, and the person notifies the Contractor of any instances of which it is aware in which the confidentiality of the information has been breached.

(c) Except as otherwise limited in this Agreement, the Contractor may use Protected Health Information to provide Data Aggregation services to the Government as permitted by 45 CFR 164.504(e)(2)(i)(B).

(d) Contractor may use Protected Health Information to report violations of law to appropriate Federal and State authorities, consistent with 45 CFR 164.502(j)(1).

Obligations of the Government. Provisions for the Government to Inform the Contractor of Privacy Practices and Restrictions:

(a) Upon request the Government shall provide the Contractor with the notice of privacy practices that the Government produces in accordance with 45 CFR 164.520, as well as any changes to such notice.

(b) The Government shall provide the Contractor with any changes in, or revocation of, permission by Individual to use or disclose Protected Health Information, if such changes affect the Contractor's permitted or required uses and disclosures.

(c) The Government shall notify the Contractor of any restriction to the use or disclosure of Protected Health Information that the Government has agreed to in accordance with 45 CFR 164.522.

Permissible Requests by the Government: The Government shall not request the Contractor to use or disclose Protected Health Information in any manner that would not be permissible under the Privacy Rule if done by the Government, except for providing Data Aggregation services to the Government and for management and administrative activities of the Contractor as otherwise permitted by this clause.

Termination:

(a) Termination. A breach by the Contractor of this clause, may subject the Contractor to termination under any applicable default or termination provision of this Contract.

(b) Effect of Termination.

(1) If this contract has records management requirements, the records subject to the Clause should be handled in accordance with the records management requirements. If this contract does not have records management requirements, the records should be handled in accordance with paragraphs (2) and (3) below

(2) If this contract does not have records management requirements, except as provided in paragraph (3) of this section, upon termination of this Contract, for any reason, the Contractor shall return or destroy all Protected Health Information received from the Government, or created or received by the Contractor on behalf of the Government. This provision shall apply to Protected Health Information that is in the possession of subcontractors or agents of the Contractor. The Contractor shall retain no copies of the Protected Health Information.

(3) If this contract does not have records management provisions and the Contractor determines that returning or destroying the Protected Health Information is infeasible, the Contractor shall provide to the Government notification of the conditions that make return or destruction infeasible. Upon mutual agreement of the Government and the Contractor that return or destruction of Protected Health Information is infeasible, the Contractor shall extend the protections of this Contract to such Protected Health Information and limit further uses and disclosures of such Protected Health Information to those purposes that make the return or destruction infeasible, for so long as the Contractor maintains such Protected Health Information.

Miscellaneous:

(a) Regulatory References. A reference in this Clause to a section in the Privacy Rule means the section as in effect or as amended, and for which compliance is required.

(b) Survival. The respective rights and obligations of Business Associate under the ``Effect of Termination'' provision of this Clause shall survive the termination of this Contract.

(c) Interpretation. Any ambiguity in this Clause shall be resolved in favor of a meaning that permits the Government to comply with the Privacy Rule.