DRAFT PWS Medical Readiness and Case Management as of 07202023.docx

PERFORMANCE WORK STATEMENT (PWS)

FOR

Medical Readiness and Case Management Support Services

1.0 General:

1.1 Scope: The contractor shall provide all personnel, equipment, tools, materials, supervision, and quality control necessary, except as specified in Paragraph 3.0 as Government Furnished, to provide Medical Readiness and Case Management support to include; Medical Operations Program Manager support, Administrative Specialist support, part-time Audiologist support, Medical and Behavioral Health Case Management Services, and Medical Records Support, as defined in this PWS.

1.1.1 Objectives Contractor shall provide all personnel, equipment, tools, materials, supervision, other items and non-personal services necessary to perform Medical Readiness and Case Management support for the Georgia Army National Guard (GA ARNG). Contractor shall provide services to maintain Department of Defense (DoD) established goal of 90% in overall Medical Readiness Classification (MRC) 1 and 2, MRC 3 at less than 8%, and MRC 4 at less than 2%. This goal reinforces Department of Defense Instruction (DoDI) 6025.19-dated June 9, 2014 that focuses on a comprehensive plan to achieve IMR and track the IMR status of all Military Service Members (SM). HQDA EXORD 037-16 Personnel and medical readiness transformation categorizes Soldiers Members of the GAARNG shall receive a Physical Health Assessment (PHA) to determine their overall deployability and ready status. Contractor shall be prepared to conduct the aforementioned services at sites specified by the GAARNG to ensure sustain the overall medical health readiness and Deployability Rate for Soldiers in the Georgia Army National Guard (GAARNG) as defined in this PWS.

1.2 Background: This is a new award for same or similar services that have successfully been acquired by the Georgia National Guard in the past.

1.3 The period of performance will begin on Sep 06, 2023 and after receipt of written Receipt of Award and last until the established period of performance end date of Sep 06, 2024 Period of performance extensions beyond this established end date will only be granted via fully executed supplemental agreement signed and issued by the Contracting Officer.

1.4 General Information:

1.4.1 The contractor shall provide services between the hours of 0730-1630 on Monday 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:

Ver. June 2023

Clay National Guard Center (CNGC) in Marietta, GA, Macon Russell Armory in Macon, GA, Armed Forces Reserve Center (AFRC) building in Columbus, GA.

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..

1.4.1.1 Telework: The Government will permit the contractor to telework 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.

1.4.1.2 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.

1.4.1.3 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 from Government property or revoke access to Government systems 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.

1.4.2 Recognized Holidays: The following are recognized United States (US) holidays. The contractor shall not perform services on these days:

1.4.2.1 New Year’s Day: January 1st

1.4.2.2 Martin Luther King, Jr.’s Birthday

1.4.2.3 President’s Day

1.4.2.4 Memorial Day

1.4.2.5 Juneteenth National Independence Day: June 19th

1.4.2.6 Independence Day: July 4th

1.4.2.7 Labor Day

1.4.2.8 Columbus Day

1.4.2.9 Veteran’s Day: November 11th

1.4.2.10 Thanksgiving Day

1.4.2.11 Christmas Day: December 25th

1.4.3 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.

1.4.4 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).

1.4.5 Installation Access and Security Requirements. The contractor shall comply with all applicable installation/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 (see PWS 6.0). 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. Before CAC issuance, the contractor employee requires, at a minimum, a favorably adjudicated Tier 1 or an equivalent or higher investigation in accordance with Army Directive 2014-05. 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 DoD-approved 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 Tier 1 investigation at the Office of Personnel Management.

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 Homeland Security Presidential Directive (HSPD)-12 Background Investigation Requirements: The contractor shall ensure that all contractor and subcontractor personnel whose duties require CAC card issuance obtain them, and shall process all CAC card applications. The contractor shall ensure that all employees requiring an initial background investigation complete a Personnel Security Investigation Portal (PSIP) form at Attachment, at the earliest possible date and that this form is forwarded to the COR immediately. The COR will review the form for completeness and accuracy and forward it to the National Guard Bureau (NGB) Personnel Security manager who will initiate the investigation process via the PSIP. Contractor personnel will then receive two e-mail messages; the first will confirm that the investigative service provider has received the request, and the second will provide instructions for the completion of the appropriate form via the Electronic Questionnaires for Investigations Processing (e-QIP) system. Upon completion of the e-QIP questionnaire and submittal of all required documents, including fingerprint card to the security manager, the background investigation (BI) will be initiated. The contractor shall ensure immediate compliance with all instructions regarding background investigation processing, including those provided verbally, by e-mail or via a Government system. The contractor is cautioned that the entire process from submittal of the PSIP form to return of the FBI fingerprint check may routinely take from two to six weeks and shall factor this lead time into its hiring/placement process. The contractor shall make all reasonable efforts to ensure that contractor employees meet CAC eligibility standards upon assignment to the contract and shall be held responsible for delays, failure to meet performance requirements or decreases in efficiency in accordance with the applicable inspection clause.

1.4.5.1.2 Trusted Associate Sponsorship System (TASS): The contractor shall process CAC applications through the TASS, the procedures for which are described below. Although there is no requirement for the contractor to designate a “Corporate Facility Security Officer" (FSO) to serve as its single point of contact for the BI, the TASS application process and other CAC and security-related matters, such designation facilitates these processes. If a Corporate FSO is not established, all contractor employees requiring a CAC will be required to process their own applications. The submission process for CAC applications is as follows:

1. The contractor's FSO or contractor employee shall submit requests for a CAC via email to the designated TASS Trusted Agent (TA). The TASS TA for this requirement will be:

2. The Government will establish a TASS application account for each CAC Request and will provide each contractor employee a user ID and password, via email, to the contractor’s FSO or contractor employee. The FSO or contractor employee shall access the TASS account and complete the CAC application (entering/editing contractor information as applicable) at: https://tass.dmdc.osd.mil/tass/. The contractor’s 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 Social Security Number (SSN) and two forms of identification. Identity source documents must come from the list of acceptable documents included in Form I-9, OMB No. 1615-0047, "Employment Eligibility Verification". Consistent with applicable law, at least one document from the Form I-9 list shall be a valid (unexpired) State or Federal Government-issued picture ID. The Identity documents will be inspected for authenticity and scanned and stored in the DEERS upon issuance of an ID. The photo ID requirement cannot be waived, consistent with applicable statutory requirements. The Verification Officer will capture primary and alternate fingerprints, picture, and updates to DEERS, and will then issue a CAC. Issued CACs will be valid for no longer than three years, or until the individual's contract end date (inclusive of any options), whichever is earlier.

1.4.5.1.4 The contractor shall 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.

1.4.5.1.5 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.

1.4.5.1.5.1 Failure to comply with these requirements may result in withholding of final payment.

1.4.5.1.6 The contractor shall obtain an Army Knowledge Online (AKO) email address for each applicant, including subcontractors, who may be deployed or require logical access to a Government computer network. 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 For contractors that do not require a CAC, but require access to a DoD facility or installation: Contractor and all associated sub-contractors employees shall comply with adjudication standards and procedures using the National Crime Information Center Interstate Identification (NCIC-III) and Terrorist Screening Database (TSDB) (Army Directive 2014-05), and applicable installation, facility and area commander installation/facility access, and local security policies and procedures (provided by a Government representative).

1.4.5.3 Awareness Training (AT) Level 1: All contractor employees, including subcontractor employees, requiring access to Army installations, facilities, and controlled access areas shall complete AT Level 1 training within 30 calendar days after contract start date and within 30 calendar days of new employees commencing performance. The contractor shall submit certificates of completion for each affected contractor and subcontractor employee to the COR within 15 calendar days after completion of training by each employee or subcontractor personnel. AT Level 1 awareness training is available at the following website: https://jko.jten.mil/courses/atl1/launch.html.

1.4.5.4 iWATCH Training: The contractor and all associated subcontractors with an area of performance within an Army-controlled installation, facilities or area shall brief all employees on the local iWATCH program (training standards provided by the requiring activity Antiterrorism Officer (ATO)). This local developed training shall be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the COR or the KO. This training shall be completed within 30 calendar days of contract award and within 30 calendar days of new employees commencing performance. The contractor shall report completion for each contractor employee and subcontractor employee to the COR, within 15 calendar days after completion of training.

1.4.5.5 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.

1.4.5.6 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:

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

1.4.5.6.2 Complete initial and/or annual Information Assurance (IA) training as defined in the IA Best Business Practices (BBP) training (https://atc.us.army.mil/iastar/docs/Training_BBP.pdf).

1.4.5.6.3 Mark and safeguard files, output products, and storage media per classification level and disseminate them only to individuals authorized to receive them with a valid need to know.

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

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

1.4.5.7 Army Training Certification Tracking System (ATCTS): All contractor employees with access to a Government information system shall be registered in ATCTS (https://atc.us.army.mil/iastar/index.php) at commencement of services, and shall successfully complete the DoD Information Assurance awareness training prior to access to the IS and then annually thereafter. (https://iatraining.us.army.mil/).

1.4.5.8 Information Assurance (IA) Training. All contractor employees and associated subcontractor employees shall complete the DoD IA Awareness Training before issuance of network access and annually thereafter.

1.4.5.9 Information Technology (IT) certification. 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 or appointment to IA/IT functions. In accordance with DoD 8570.01-M, DFARS 252.239.7001, and AR 25-2, contractor employees supporting or performing IA/IT functions shall be appropriately certified upon contract award. The baseline certification as stipulated in DoD 8570.01-M shall be completed upon contract award.

1.4.5.10 Protection of Personally Identifiable Information (PII). The contractor shall protect all PII encountered in the performance of services in accordance with Defense Federal Acquisition Regulation Supplement (DFARS) 224.103 Personally Identifiable Information and Department of Defense Directive (DoDD) 5400.11, Department of Defense Privacy Program, and DoD 5400.11-R. If a PII breach results from the contractor’s violation of the aforementioned policies, the contractor shall bear all notification costs, call-center support costs, and credit monitoring service costs for all individuals whose PII has been compromised.

1.4.5.11 OPSEC Training: In accordance with AR 530-1, Operations Security, new contractor employees shall complete Level I OPSEC training within 30 calendar days of their reporting for duty and annually thereafter. The contractor shall submit certificates of completion for each contractor employee to the COR within 15 calendar days after completion of training. Level 1 OPSEC training is available at https://securityawareness.usalearning.gov/opsec/index.htm.

1.4.5.12 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 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.

1.4.5.14 Threat Awareness and Reporting Program (TARP). Per AR 381-12, Threat Awareness and Reporting Program (TARP), contractor employees with security clearances must receive annual TARP training by a counterintelligence (CI) agent or other trainer as specified in Chapter 2 Threat Awareness and Education, Section II, paragraph 2-4b. The contractor shall identify annual TARP training, personnel trained, and date of training within 15 days of training completion.

1.4.6 Physical Security. The contractor shall safeguard all Government property provided for contractor use. At the close of each work period, Government facilities, equipment and materials shall be secured.

1.4.6.1 Key Control. NOTE: All references to keys include key cards. The contractor shall establish and implement methods of ensuring that no keys/key cards issued by the Government are lost or misplaced or are used by unauthorized persons. No keys issued by the Government shall be duplicated. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The contractor shall include procedures covering key control in the QCP.

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

1.4.6.1.2 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.

1.4.6.1.3 The contactor shall prohibit the use of the Government issued keys/key cards by any persons other than the contractor’s employees. The contractor shall prohibit the opening of locked areas by contractor employees to permit entrance of persons other than contactor employees engaged in the performance of services in those areas, or personnel authorized entrance by the KO.

1.4.6.2 Lock Combinations: The contractor shall establish and implement methods of ensuring that no lock combinations are revealed to unauthorized persons. The contractor shall ensure that lock combinations are changed when personnel having access to the combinations no longer have a need to know such combinations. These procedures shall be included in the contractor’s QCP.

1.4.7 Special Qualifications: The contractor shall ensure all employees possess all required licenses used in the performance of this contract. This does not include education or other qualifications for the position in which the contractor employee is performing, dress codes, or other information. (NOTE: The Government does not provide training to contractors. Contractors must ensure that any personnel performing under a contract are fully trained, licensed, certified, and otherwise qualified to provide services.)

1.4.8 Post Award Conference/Periodic Progress Meetings: The contractor agrees to attend any post award conference convened by the KO in accordance with FAR 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.

1.4.9 Contract Manager (CM): The contactor shall designate a CM who shall ensure performance under this contract. The name of this person, and an alternate who shall act for the contractor when the CM is absent, shall be designated in writing to the KO. The CM or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The CM shall work through the COR, to resolve issues, receive technical instructions, and ensure adequate performance of services. The CM shall ensure that contractor employees do not perform any services outside the scope of the contract without an official modification issued by the KO. The CM shall ensure contractor employees understand that services performed outside the scope of the contract are performed wholly at the expense of the contractor.

1.4.10 Identification of Contractor Employees: All contractor personnel attending meetings, answering Government telephones and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression that they are Government employees. The contractor shall ensure that all documents or reports produced by contractor personnel are suitably marked as contractor products or that contractor participation is appropriately disclosed. The contractor’s status as a “contractor” shall be predominantly displayed in all correspondence types (to include signature blocks on e- mail) and dealings with Government or non-Government entities. Contractor personnel shall wear identification badges distinguishing themselves as such. The badges shall have the company name, employee name and the word “contractor” displayed.

1.4.10.1 The contractor shall retrieve all identification media (including vehicle passes) from its employees who depart employment for any reason. The contractor shall return all identification media (i.e., badges and vehicles passes) to the KO within 14 days of an employee’s departure.

1.4.11. Combating Trafficking in Persons: The United States Government has adopted a zero tolerance policy regarding trafficking in persons. Contractors and contractor employees shall not engage in severe forms of trafficking in persons during the period of performance of the contract; procure commercial sex acts during the period of performance of the contract; or use forced labor in the performance of the contract. The Contractor shall notify its employees of the United States Government’s zero tolerance policy, the actions that will be taken against employees for violations of this policy. The contractor shall take appropriate action, up to and including termination, against employees or subcontractors that violate the US Government policy as described at FAR 22.17.

1.4.12 Contractor Travel

The contractor shall travel to other assigned locations during the performance of this contract to provide Soldier Readiness Processing support.

The contractor will be authorized travel expenses consistent with the substantive provisions of the Joint Travel Regulation (JTR) and the limitation of funds specified in this contract. All travel requires COR recommendation for approval and/or authorization by the KO prior to travel arrangements being made.

1.4.13 Data Rights The Government has unlimited rights to all documents/materials produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor without written permission from the KO. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

1.4.14 Organizational Conflicts of Interest (OCI): The contractor and subcontractor personnel performing services under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent OCIs, as defined in FAR Subpart 9.5. The contractor shall notify the 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.

1.4.15 Phase In / Phase 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 30 days phase in/ phase out periods. During the phase in period, the contractor shall become familiar with performance requirements in order to commence full performance of services on the contract start date.

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

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

2.1.4 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.

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

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

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

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

2.1.9 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:

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.

3.2 Materials: Not Applicable

3.3 Equipment: Not Applicable

3.4 Services: Not Applicable

3.5 Utilities: All utilities in the facility will be available for the contactor’s use in the performance of this contract. The contractor shall instruct employees in utilities conservation practices. The contractor shall operate under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the required amount.

4.0 Contractor Furnished Property, Materials, and Equipment (CFP/M/E):

4.1 General: Except for those items specifically stated to be Government-Furnished in Paragraph 3.0, the contractor shall furnish everything required to perform these services as indicated in Paragraph 1.1.

5.0 Requirements: The contractor shall provide Soldier Readiness Processing (SRP) support to include Medical Operations Program Management support, Medical Administrative support, part-time Audiologist support and both Clinical and Non-clinical Case Management.

5.1 Medical Operations Program Management

5.1.2 Non-clinical medical operations throughout all of Georgia to include the three (2) primary medical facilities: Clay National Guard Center (CNGC) in Marietta and Fort Stewart, GA. Responsible for tracking consolidated reports for all locations and ensures that all required tasks are complete in an effective and efficient manner.

5.1.3 Submit correspondence IAW AR 25-50 and Department of the Army Memo 25-52 when submitting care plans for Soldiers identified as having a medical condition IAW with Chapter 3 of AR 40-501

5.1.4 Consolidates and submits weekly medical readiness data of medical and dental readiness categories and provides a status on any key working issues.

5.1.5 Facilitate monthly meetings with the COR to ensure proper management of all medical cases.

5.1.6 Track all MRC 3 to include DL Codes and a list of all MRC 4 soldiers on a case tracker report (see attached) submitted weekly to the COR.

5.1.7 Contractor shall provide medical readiness event services consisting of a check in/out process and maintain a roster of all Soldiers scheduled, Medpros data entry and case management.

5.1.8 Run monthly projected (90 days out) MRC 4 rosters using the Commanders Portal medical database and work with units to get Soldiers scheduled for the events.

5.1.9 Maintain a roster of all Soldiers scheduled to an event as requested through via email and print off IMR from MEDPROS for all locations in GA.

5.1.10 MODS entry of all medical requirements and prepare pre and post event status reports to include entry and exit MRC. Contractor shall enter medical requirements in the Medical Operational Data System (MODS) within three days from the end of the event.

5.1.11 Pull reports from automated systems to show that referrals are indicated in MEDCHART, eProfile, eCase, MRR, DENCLASS, and AVS.

5.1.12 Use regulations and policies applicable to IMR and deployment when performing data analysis, to include the AR 40-501 and other applicable guidance.

5.1.13 Input and monitor Medpros entry of all medical requirements to ensure all scheduled services are completed/updated and current medical status are reflected.

5.1.14 Provide report post PHA event of any abnormal lab values obtained to the DSS.

5.2 Administrative Specialist Services

5.2.1 Place of performance will be co-located with each Major Subordinate Command (MSC) Headquarters or as assigned throughout the State at one of the aforementioned locations.

5.2.2 Conduct intake services at PHA and Medical Readiness; identify members that are determined medically non-deployable; create, track, and update medically non- deployable referrals in e-case.

5.2.3 Ensure accuracy and efficiency of medical readiness events and processes.

5.2.4 Manage Soldier’s medical and dental care from the identification point of injury and/or condition to when the Soldier is returned to duty or administratively separated from the military IAW Chapter 3 of AR 40- 501.

5.2.5 Perform Data base system functions as required in electronic data systems used by the Army National Guard to include but not limited to: MEDCHART, AVS, e-Case, HRR, e-Profile, LOD, eMMPS. DENCLASS, WTU, Soldier Locator, and TMDS.

5.2.6 Coordinates with SM to ensure all medical readiness issues are properly addressed to minimize the amount of time in non-deployable status.

5.2.7 Ensure a credentialed provider (Chapter 3, MEB, PEB, LOD, and INCAP) through coordination with the Soldier, unit, civilian medical providers, or Military Treatment Facilities (MTF) obtains all medical documentation necessary in order to facilitate approval of any medical treatment or completion of any required examination.

5.2.8 Prepare reports and answer ad hoc queries using data from the ARNG Patient Tracking Report.

5.2.9 Provide weekly updates and reports of all case management activities to the case manager.

5.2.10 Coordinate service member care including consults for those initially using Military Treatment Facilities (MTF), VA, TRICARE network provider, and/or non-network providers.

5.2.11 Establish a list of available local resources within the state to coordinate care and ensure service members have alternative options available to receive medical care if not eligible for military health benefits.

5.2.12 Ensure proper data entry of all Service Members (SM) medical information in appropriate MODS (Medical Operational Data System) within 3 days from the end of an SRP event.

5.2.13 Comply with and maintain access all regulations and guidance that are applicable to medical operations and programs of the GA Army National Guard.

5.3 Audiologist Support Services

5.3.1 Licensed and credentialed professional to provide a comprehensive array services related to the prevention of hearing loss and the audiology identification, assessment, diagnosis, and treatment of persons with impairment of auditory and vestibular function. Must be accredited by the ASHA (American Speech and Hearing Association). Contractor shall be held liable and is responsible for ensuring and verifying the appropriate level of Credentialing /Privileging (Licensure, Diploma, background checks, etc.) for all contact providers in support of any GAARNG SRP event. Required to perform clinical support for a minimum of 50 to 500 Soldiers for a maximum of 250 Soldiers at each location per day.

5.3.2 The objective is for a Georgia licensed Audiology provider which is accredited by the ASHA (American Speech and Hearing Association) to conduct annual hearing evaluations, SPRINT testing and audiology examinations for Service Members who have a significant hearing threshold shift or for Service Members (SMs) who qualify as a H3 category in accordance with AR 40‐501 and DA PAM 40‐501 set forth by the National Guard Bureau of the Surgeon General. These services shall be provided for an undetermined number of soldiers at a minimum of one (1) of four (4) training sites that frequently are operating on the same weekend and one Thursday per month. Services required:

5.3.3 Perform hearing evaluations for the GA ARNG Service Member who is pre‐ identified as an H3 or test currently as an H3 in accordance with AR 40‐501 and DA PAM 40‐501 for an undetermined number of soldiers at locations throughout the State.

5.3.4 The contractor shall conduct examinations in an HIPAA, Privacy Act and OSHA compliant government owned armory.

5.3.5 Exam results shall be entered into the MODS/MEDCHART module of MODS or an applicable substitute and be provided to the Deputy State Surgeon of the GA ARNG.

5.3.6 The provider shall document the results on the same day examinations are performed.

5.3.7 Annotate and enter services into the Speech Recognition of Noise Test (SPRINT), Chronological Record of Medical Care, Comprehensive Audiological Evaluation form and/or appropriate document.

5.3.8 The contractor shall ensure that all appropriate DA or DD forms (in accordance with references) are utilized for each service provided. The forms will be made available through the GA ARNG DSS office to include those in Appendix B, C, D and E.

5.3.9 The contractor shall provide all documentation concerning medical treatment to the GAARNG.

5.3.10 Provide maintenance and calibrate hearing machines as necessary

5.4 Medical Operations Administrative Specialist Service

5.4.1 Develops and implements policies/Procedures and participates in the development of long-range plans which are required to provide maximum support to organizations performing Medical Readiness Processing on-site at the FT Stewart, GA Readiness Site.

5.4.2 Establishes, publishes and implements Readiness Site Standard Operating Procedures (SOP) and directives for guidance for affecting and facilitating medical operations for units assigned to the Georgia Army National Guard.

5.4.3 Formulates the Annual Budget for the operation of the Readiness Site to include appropriate funding for operating supplies, readiness events, and maintenance of the grounds and six separated buildings.

5.4.4 Obtains medical requirements from various organizations for Class VIII (Medical) supplies; organize and inventory medical property, key control, housekeeping supplies and other necessary materials; initiates requisitions to the appropriate source.

5.4.5 Responsible for proper coordination of buildings and ensure facilities are consistently prepared for readiness events, medical conferences/workshops and, if needed, state emergency operations.

5.4.6 Allocates buildings, medical training areas, and equipment (Medical and IT related) to all units requesting use of readiness site.

5.4.7 Coordinates a readiness site security plan and safety plan, which provides security for troop areas and facilities on a year-round basis.

5.4.8 Assures that all environmental regulations and medical management requirements as established by Federal, State, and local agencies are complied with, including ensuring the proper disposal of contaminated medical waste.

5.4.9 Assures that an effective and aggressive safety program is established for the readiness site and using units.

5.4.10 Provides guidance on the development of facilities operations and maintenance methods, standards and techniques. Recommends and implements preventive maintenance procedures to ensure life expectancy of operational facilities..

5.4.11 Assists the Deputy State Surgeon's Office by providing guidance to facility managers/building custodians in determining safe, effective, and economical use and operation of Army National Guard (ARNG) facilities.

5.5 Medical Case Management Service

5.5.1 Place of performance will be co-located with each Major Subordinate Command (MSC) Headquarters or as assigned throughout the State at one of the aforementioned locations.

5.5.2 Conduct intake services at PHA and Medical Readiness; identify members that are determined medically non-deployable; create, track, and update medically non- deployable referrals in e-case.

5.5.3 Manage Soldier’s medical and dental care from the identification point of injury and/or condition to when the Soldier is returned to duty or administratively separated from the military IAW Chapter 3 of AR 40-501.

5.5.4 Initiate case management and maintain clinical notes referencing GA ARNG Provider’s medical assessments.

5.5.5 Liaison between MRNCOs and Commanders in completion of required checklist for; Chapter 3, MEB, PEB, LOD, INCAP and review for submission to HSS; ensure all medical documentation is uploaded into the Soldier’s individual medical record in HRR; ensure that MEDPROS accurately reflects the Soldier’s current medical status and evaluation records; notify unit RNCOs of all required documentation, appointments scheduled, determinations made, or non-compliance of Soldier’s being processed as medically non-deployable.

5.5.6 Performs initial and follow-up SM review to ensure quality of patient care and ensure the SM understand their responsibilities IAW AR 40-501 Chapter 9 and 10.

5.5.7 Coordinate continuity of care plans and all referrals when the care is being resourced by the government.

5.5.8 Ensure completion of required checklist (Chapter 3, MEB, PEB, LOD, and INCAP) and ensure proper handling of all medical records and validate in HRR.

5.5.9 Document all case management activities in the appropriate Army National Guard electronic data system in current use (eCase).

5.5.10 Telephone Soldiers and medical/dental offices to obtain information and coordinate medical appointments for Soldiers seeking treatment under DHA-GL approved care.

5.5.11 Obtain the proper release of information forms from Soldiers and medical/dental offices, and collect medical documents when the Soldier cannot.

5.5.12 Place and maintain medical documentation in the appropriate electronic record HRR as well as the hard copy MRR that includes filing, scanning and maintaining all medical documents as directed by the Army Regulation 40-66 Medical Record Administration.

5.5.13 Use Electronic Medical Management Processing System (eMMPS) to perform and upload documentations for Soldiers requiring INCAP submission.

5.5.14 Perform Data base system functions as required in electronic data systems used by the Army National Guard to include but not limited to: MEDCHART, AVS, e-Case, HRR, e-Profile, LOD, eMMPS. DENCLASS, WTU, Soldier Locator, and TMDS.

5.5.15 Coordinate with health services administrative team to obtain pre authorization(s) for treatment with entry of request into MEDCHART.

5.5.16 Coordinates with SM to ensure all medical readiness issues are properly addressed to minimize the amount of time in non-deployable status.

5.5.17 Ensure all medical documentation necessary is obtained in order to facilitate approval of any medical treatment or completion of any required examination by a credentialed provider (Chapter 3, MEB, PEB, LOD, INCAP) through coordination with the Soldier, unit, civilian medical providers, or Military Treatment Facilities (MTF).

5.5.18 Prepare reports and answer ad hoc queries using data from the ARNG Patient Tracking Report on GKO and SPL modules in MODS.

5.5.19 Perform non-clinical support to SRP and medical readiness events.

5.5.20 Attend and perform administrative support at medical readiness events and CH3 Evaluations.

5.5.21 Provide weekly updates and reports of all case management activities to the case manager.

5.5.22 Coordinate care received by TRICARE and by the Defense Health Agency-Great Lakes (DHA-GL) formerly known as Military Medical Support Office (MMSO) to obtain pre authorization(s) for treatment (coordinated through the Health Systems Specialist).

5.5.23 Coordinate service member care including consults for those initially using Military Treatment Facilities (MTF), VA, TRICARE network provider, and/or non-network providers.

5.5.24 Establish a list of available local resources within the state to coordinate care and ensure service members have alternative options available to receive medical care if not eligible for military health benefits.

5.5.25 Document medical care plans Bi-monthly (at a minimum) case review in eCase.

5.5.26 Follow up with SM to ensure all medical readiness issues are properly addressed to minimize the amount of time in non-deployable status.

5.5.27 Comply with and maintain access all regulations and guidance that are…