DRAFT PWS W9124D-21-SS-0001.pdf

PERFORMANCE WORK STATEMENT (PWS)

Revised 14 April 2020

US ARMY RECRUITING COMMAND (USAREC) FOR MEDICAL WAIVER REVIEW

SERVICES

Part 1

General Information

1. GENERAL: This is a non-personnel services contract to provide Medical Waiver Review Services for the US Army Recruiting Command (USAREC) for up to two doctors for a period of up to 210 days (per each doctor) per year. Services and funding will be requested using individual delivery orders. The Government shall not exercise any supervision or control over the contract service provider performing the services herein. Such contract service provider shall be accountable solely to the Government.

1.1 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 Medical Waiver Review Services for the US Army Recruiting Command (USAREC) as defined in this Performance Work Statement except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract.

1.2 Background: This contract is required to protect against development of a large backlog of, and turnaround times for, processing of medical waivers. Medical Waivers are an important means of increasing enlistments in the US Army and US Army Reserve. The three largest medical categories for waivers are ophthalmology, orthopedics, and psychiatric. Experience and demonstrated special skills in these areas by proposed contract personnel will be important in this qualifications-based selection. Workflow fluctuates throughout the year. This contract permits a means to surge capacity to perform medical waiver reviews when anticipated and unanticipated gaps in capabilities of current assets to perform medical waiver reviews occur.

Recent conversion to an annual mission eliminates monthly and quarterly mission days. The Command Surgeon office is currently unable to process the increasing volume of medical waiver reviews required in the absence of a staff member, and at times of seasonal and random variations in increased demand. The Contract Waiver Surgeon should accomplish between 35 and 50 waiver review and recommendation actions in an 8-hour workday. The required services are to be performed at USAREC HQ on Fort Knox, KY.

1.3 Objectives: - Conduct medical waiver reviews, as needed when QUE backlog reflects 100+ cases pending review, vendor provides one doctor until backlog is depleted. If the QUE reflects 500+ cases pending review, vendor provides two doctors until backlog is depleted.

1.4 Scope: Review military entrance physical and related medical documents, of accessions candidates disqualified by a MEPCOM CMO, in order to recommend to the command surgeon whether the Army should grant or withhold a waiver. Services include the employment of sound professional medical judgment in order to make an appropriate waiver recommendation to the Command Surgeon based on the supplied documentation. The waiver recommendation will be recorded in proper format, with any needed remarks, on the electronic SF 507, and the form transmitted electronically to the Command Surgeon for each case.

1.5 Period of Performance: The period of performance shall be for one (1) Base Year of 12 months and four (4) 12-month option periods. The Period of Performance reads as follows:

Base Year – 1 Aug 2021 - 31 Jul 2022 Option Year 1 – 1 Aug 2022 - 31 Jul 2023 Option Year 2 - 1 Aug 2023 - 31 Jul 2024 Option Year 3 - 1 Aug 2024 - 31 Jul 2025 Option Year 4 - 1 Aug 2025 - 31 Jul 2026

1.6 General Information

1.6.1 Quality Control: The Contractor shall develop and maintain an effective quality control program 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 (Not getting a minimum of 45-60 waivers reviewed in an 8 hour day). The Contractor’s quality control program is the means by which he assures himself that his work complies with the requirement of the contract. The Contractor shall provide its Quality Control Plan (QCP) upon contract award. The QCP should be delivered to the Contracting Officer and Contracting Officer Representative (COR) electronically utilizing a combination of Microsoft Office Word, and Microsoft Office Excel programs. Any changes to the QCP shall be submitted to the Contracting Officer and COR within 5 working days when changes are made thereafter. After acceptance of the QCP the Contractor shall receive the Contracting Officer’s acceptance in writing of any proposed change to his QCP. The Contractor’s plan shall include, as a minimum, the following:

1.6.1.1: An inspection system covering the services stated in the contract, specifying areas to be inspected on a scheduled or unscheduled basis, and the title of the individual(s) who will perform the inspections. The inspection system shall address the performance standards identified in the PWS and include representative quality control metrics related to the performance standards.

1.6.1.2: A method of identifying deficiencies in the quality of service performed before the level of performance becomes unacceptable.

1.6.1.3: Maintain a file of all inspections conducted by the Contractor and any corrective action taken. The Contractor shall make documentation available to the Government upon request throughout the term of the contract.

1.6.2 Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must 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 the minimum acceptable defect rate(s).

1.6.3 Recognized Holidays: Contractor is not required to perform services on the following holidays.

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Independence Day Christmas Day

1.6.4 Hours of Operation: The contractor is responsible for conducting business, between the hours of 8:00 A.M. to 4:30 P.M (Local Standard Time), 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. For other than firm fixed price contracts, the contractor will not be reimbursed when the government facility is closed for the above reasons. 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. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.6.4.1 Scheduling of Work Days: USAREC is unable to determine specific dates during a particular month when contractor services would be required. Current workload is determined by the number of waiver packets received and the number of government personnel available to review them. The vendor will be provided a quarterly calendar with all known programed government personnel absences for their planning and advance notice for service coverage. All other required service dates will require the government to provide the vendor with a 72 hour notice that services are needed. Coordination will be made between the Office of the Command Surgeon thru the USAREC G3 to the COR who will coordinate with the vendor for services.

Requests for services will be made verbally and followed up with an electronic notification for tracking purposes.

1.6.5 Place of Performance: The work to be performed under this contract will be performed at USAREC HQ, G3 Directorate, Office of the Command Surgeon, 1307 3rd Avenue, Fort Knox, KY 40121. In the event of a national crisis, or other unforeseen circumstances involving occupational health and safety concerns that would impact the contractor’s ability to perform the services at the authorized location, either party reserves the right to request contractors to telework on an as needed basis. Approval of and duration of each telework instance shall be specified in writing by the Contracting Officer.

1.6.6 Type of Contract: The government will award a firm fixed price contract.

1.6.6.1 Security Requirements: Contractor personnel performing work under this contract shall be subject to background checks or investigations. Contractor personnel shall maintain a favorable suitability investigation during the term of the contract pursuant to the requirements of

Army Regulation (AR) 25-2 and AR 380-67. The contractor shall provide the COR the following information for all prospective new employees: Name (to include alias or maiden name), Social Security Number, and dates of any prior military, civilian or contractor service with the government. This information will be forwarded through the COR to the Security Manager. No contracted employee will be assigned until the initial suitability prescreening security checks are validated. Upon confirmation of a favorable initial suitability prescreening check from the COR, the contractor shall have the new employee report to the unit or organization Security Manager to initiate the actual background investigation utilizing the E-QIP by design program and initiate the DD Form 2875 (Information System Access Request) within three work days of employment. Any contractor personnel operating a government-provided computer shall possess a favorable suitability investigation or an approved waiver pending investigation prior to gaining access or use of any computer/computerized device. Failure to maintain suitability standards set forth therein will subject contractor personnel to suspension of access to government automated systems. If a contract employee is suspended from system access, the contractor remains responsible for the performance of services. Upon learning of employee misconduct, the contractor shall report the incident to the COR within one business day.

1.6.7 Force Protection/Antiterrorism Contract Considerations (For services performed at Fort Knox, KY)

1.6.7.1 Antiterrorism Force Protection Conditions: Contractor personnel shall comply with all Fort Knox Force Protection Conditions (FPCON) when implemented by the installation. This could include changes to the access control procedures and additional searches and inspections of vehicles. At the highest levels of FPCON, access to the installation may be restricted to military and government employees only. In the event of higher FPCON conditions, the contractor shall contact the Contracting Officer's Representative (COR) for instructions.

1.6.7.2 PERSONNEL ACCESS: All contractor personnel seeking entrance to Fort Knox shall show a valid Federal or State issued picture ID at one of the installation access control points. In addition, all contractor personnel will undergo background checks performed by the government.

Personnel shall be informed by the contractor, prior to submitting their names, that a check will be done. Personnel that do not permit background checks will not be allowed to work on Fort Knox. Prior to the start of the contract, or within 5 business days of vacancy notification, the contractor shall provide the name, SSAN, date of birth and current address of employees to the COR. The COR will forward the list to the Installation Antiterrorism Office, where the following background checks will be conducted;

A. Installation Bar List (individuals who no longer allowed access onto Fort Knox)

B. The Kentucky State Police Sexual Offender Registry List:

The results of these checks will be returned to the COR for review and adjudication. If derogatory information is discovered during these checks that would preclude the employee from having employment on Fort Knox, the employee may submit an appeal through the COR and the Garrison Commander to the Installation Commanding General for consideration. The employee may not enter Fort Knox until a determination to lift the bar is approved by the Commanding General.

Contractor personnel shall only go into those areas of the installation where they are authorized.

Personnel shall not enter any sensitive facilities or classified areas unless authorized by this contract.

Contractors who violate these provisions of the contract may be subject to criminal penalties and fines as prescribed by law.

1.6.7.3 Fort Knox, Kentucky, is a restricted access military installation: All contract employees must enter the installation through either the main entrance (Chaffee Gate) on Bullion Boulevard or through the (Wilson Gate) on Wilson road at which time they must present either a valid driver’s license or a valid military identification card or common access card (CAC). All vehicles are subject to search/inspection at any time. Contract employees may encounter long delays for vehicle inspection and identification checks upon entering and exiting the installation.

The government will not reimburse the contractor for time spent at installation checkpoints.

Contract employees shall plan accordingly and report to work at their scheduled duty time.

1.6.7.4 Anti-Terrorism and Information Assurance Training.

1.6.7.5 AT Level I Training: All contractor employees, to include subcontractor employees, requiring access to Army installations, facilities and controlled access areas shall complete AT Level I awareness training within 30 calendar days after contract start date or effective date of incorporation of this requirement into the contract, whichever is applicable. The contractor shall submit certificates of completion for each affected contractor employee and subcontractor employee, to the COR or to the contracting officer, if a COR is not assigned, within 30 calendar days after completion of training by all employees and subcontractor personnel. AT Level I awareness training is available at the following website: https://jkodirect.jten.mil/ .

1.6.7.6 AT Awareness Training for Contractor Personnel Traveling Overseas: US based contractor employees and associated sub-contractor employees to make available and to receive government provided area of responsibility (AOR) specific AT awareness training as directed by AR 525-13. Specific AOR training content is directed by the combatant commander with the unit ATO being the local point of contact.

1.6.7.7 Access and General Protection/Security Policy and Procedures: Contractor and all associated sub-contractors employees shall comply with applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by government representative). The contractor shall also provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services or Security Office. Contractor workforce must comply with all personal identity verification requirements as directed by DOD, HQDA and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any individual facility or installation change, the Government may require changes in contractor security matters or processes.

1.6.7.8 iWATCH Training: The contractor and all associated sub-contractors shall brief all employees on the local iWATCH program (training standards provided by the requiring activity ATO). This local developed training will be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the COR. This training shall be completed within 60 calendar days of contract award and within 30 calendar days of new employees commencing performance with the results reported to the COR NLT 30 calendar days after contract award.

1.6.7.9 Contractor Employees Who Require Access to Government Information Systems: All contractor employees with access to a government info system must be registered in the ATCTS (Army Training Certification Tracking System) https://atc.us.army.mil/iastar/index.php at commencement of services, and must successfully complete the DOD Information Assurance Awareness prior to access to the information systems and then annually thereafter.

1.6.7.10 Global Address Listing (GAL): All contract employees who require access to Government Information Systems shall update their profile and Global Address Listing (GAL) information: https://www.dmdc.osd.mil/milconnect within 10 working days of being granted IT access.

1.6.7.11 OPSEC Training: Per AR 530-1, Operations Security, new contractor employees must complete Level I OPSEC training within 30 calendar days of their reporting for duty. All contractor employees must complete annual OPSEC awareness training. All contractor employees will abide by USAREC OPSEC Policies. All contractor employees must complete annual OPSEC awareness training. OPSEC Level I awareness training is available at the following website: http://cdsetrain.dtic.mil/opsec/

1.6.7.13 Threat Awareness and Reporting Program (TARP). IAW AR 381-12, 1-10 all DA contract employees possessing a security clearance shall receive annual TARP training instructed by a CI agent or other trainer as specified in AR381-12,2-4b. Training shall be accomplished annually during the organization's scheduled TARP training session. In those instances where live training is not possible, such as in deployed theaters of operation, CI units may, in coordination with appropriate commanders, develop alternative means to conduct threat awareness training and meet the requirements of this AR 381-12.

1.6.7.14 Information assurance (IA)/information technology (IT) training: All contractor employees and associated sub-contractor employees must complete the DoD IA awareness training before issuance of network access and annually thereafter. All contractor employees working IA/IT functions must comply with DoD and Army training requirements in DoDD 8570.01, DoD 8570.01-M and AR 25-2 within 30 days of starting employment.

1.6.7.15 Annual Cyber Awareness Training: All contractor employees, to include subcontractor employees, requiring access to Army installations, facilities and controlled access areas shall complete the Annual Cyber Awareness Training located at the US Army IA Training Center web site listed below (previous training expires 25/Nov/13): Link:

https://ia.signal.army.mil/DoDIAA/default.asp.

1.6.7.16 Acceptable Use Policy: All contractor employees, to include subcontractor employees, requiring access to Army installations, facilities and controlled access areas shall complete a new Acceptable Use Policy (Annual Requirement) at the same web site: Link:

https://ia.signal.army.mil/DoDIAA/default.asp. (Click “Login”, Log in with CAC, confirm information on page, click on “View and Sign AUP”.

1.6.7.17 Reserved

1.6.7.18 Weapon/Firearms Control: The Contractor shall ensure personnel do not transport, possess, or use dangerous weapons on government-operated installations or facilities. Dangerous weapons include all forms of firearms, missile-throwing devices (e.g., bow and arrow), switch blade or automatic blade knives, knives with blades in excess of three inches, ammunition and pyrotechnics, fireworks, bludgeons (e.g., Numchucks), brass knuckles, shooting pens, and similar devices. Dangerous weapons will be confiscated by the government. A state weapon permit does not supersede this contract provision.

1.6.7.19 PHYSICAL Security: The Contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

1.6.7.20 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 Contracting Officer.

1.6.7.21 In the event keys, other than master keys, are lost or duplicated, the Contractor shall, upon direction of the Contracting Officer, 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.

1.6.7.22 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 Contracting Officer.

1.6.8 Special Qualifications: The Contractor is responsible for ensuring all employees possess the qualifications, skills and knowledge as follows:

1.6.8.1 Read, write, speak English and have a demonstrated knowledge of protocol and office etiquette.

1.6.8.2 Demonstrated experience in operating copiers, facsimile machines, word processors, microcomputer, printer, modems, and/or computer terminal using a standard typewriter style keyboard with additional function keys to produce work accurately and efficiently.

1.6.8.3 Computer literate and have demonstrated experience with Microsoft Office Suite to include Microsoft Word, Power Point, Excel, and SharePoint.

1.6.8.4 Knowledge of proper grammar, spelling, capitalization, punctuation, and terminology commonly used in office environments to prepare formal correspondence from handwritten drafts or oral instructions. Knowledge of or capable of learning standard processing procedures and formats, distribution, and retention policies for correspondence and reports produced.

1.6.8.5 The contractor shall ensure all employees possess and maintain a current full, unlimited, and unencumbered state medical license issued by a state or territory of the United States, and a Board Certification from an American Board of Medical Specialties (ABMS) member Board, during the execution of this contract. The three largest medical categories for waivers are ophthalmology, orthopedics, and psychiatric. Experience and demonstrated special skills, including but not limited to board certification, in these areas by proposed contract personnel will be important in this qualifications-based selection. The selected contractor’s proposed personnel must be comfortable across the spectrum of medicine at the General Medical Officer Level, as demonstrated by experience subsequent to a minimum of three years of ACGME accredited Graduate Medical Education training, Board Certification as above, and state license as above.

1.6.9 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer 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.

1.6.10 Contracting Officer Representative (COR): The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract 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 contract performance; maintain written and oral communications with the

Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements, including Government policies, regulations, medical standards, or other similar specifications; monitor Contractor's performance and notifies both the Contracting Officer 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 order.

1.6.11 Reserved:

1.6.12 Identification of Contractor Employees: All contract 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 in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed. Contractor personnel will be required to obtain and wear badges in the same manner as other professionals in the Office of the Command Surgeon throughout the performance of this service, should this become a requirement. There is no such badge requirement at present.

1.6.13 Contractor Travel: Not applicable.

1.6.14 Other Direct Costs: Overhead/administrative costs directly related to the preparation of compliance documentation and reports as required by the Contracting Officer.

1.6.15 Data Rights: N/A

1.6.16 Organizational Conflict of Interest: The Contractor shall receive no privileged, proprietary, or otherwise sensitive information without the Government’s knowledge and without both the Government and Contractor implementing appropriate safeguards or agreements thereon. Contractor shall not divulge any information accessed and obtained during the course of performing this task to other Contractor staff or anyone outside the Government.

Specifically, in addition to any organizational conflict of interest provision, contractor employees assigned to this project will be required, prior to working, to sign a non-disclosure statement (Part 7) for the Government agreeing not to share any information or data with other contractor personnel not assigned to the project or, if assigned to the project, which has not signed a non-disclosure statement. The signed nondisclosure statements will be furnished to the contracting officer prior to contract performance. The company shall include, with its submission of the RFQ, its plan to “firewall” these employees and enforce this provision (i.e., internal controls, training, etc.). Failure to adhere to these non-disclosure safeguards may result in termination of this task. Final authorship and copyright (if required) of any deliverable will be with the Government. The Contractor cannot gain any unfair advantage.

The Contractor shall identify any organizational conflict of interest clauses they or their subcontractors are subject to, current or within three years of federal government contract services, by providing, with their offer, a copy of the clause, a description of the contract services performed, a contract number, a governmental point of contact, and a phone number for that point of contact.

1.6.17 Reserved

PART 2

DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1. DEFINITIONS:

2.1.1. CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

2.1.2. CONTRACTING OFFICER. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government.

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

2.1.3. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S.

Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.4. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.5. DELIVERABLE. Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

2.1.6. KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.7. PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.1.8. QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.9. QUALITY ASSURANCE SURVEILLANCE PLAN (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.10. QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

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

2.1.12. WORK DAY. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.12. WORK WEEK. Monday through Friday, unless specified otherwise.

2.2. ACRONYMS:

AAR After Action Report ABMS American Board of Medical Specialties ACA Annual Cyber Awareness ACOR Alternate Contracting Officer's Representative ACGME Accreditation Council for Graduate Medical Education ACTCS Army Training Certification Tracking System AFARS Army Federal Acquisition Regulation Supplement AR Army Regulation AT Anti-Terrorism ATO Anti-Terrorism Officer CAC Common Access Card CCE Contracting Center of Excellence CFR Code of Federal Regulations CMO Chief Medical Officer CMO Chief Medical Officer (medical decision maker at MEPS CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative COTR Contracting Officer's Technical Representative COTS Commercial-Off-the-Shelf CVS Contractor Verification System DA Department of the Army DCA Direct Commissioning and Accession System DD214 Certificate of Release or Discharge from Active Duty DD250 Department of Defense Form 250 (Receiving Report) DD254 Department of Defense Contract Security Requirement List DD2875 Depart of Defense Form System Authorization Access Request

(SARR)

DEERS Defense Eligibility Enrollment Reporting System

DFARS Defense Federal Acquisition Regulation Supplement DJER Defense Joint Ethics Regulation DMDC Defense Manpower Data Center DOD Department of Defense DoDI Department of Defense Instruction ERM Electronic Record Management (Active folders in GCRc, inbox) FAR Federal Acquisition Regulation FTE Full Time Equivalent GAL Global Address Listing GCR, GCRc Guidance Counselor Resource Center (searchable repository) GFP Government Furnished Property GS General Schedule (a civilian employee of the federal government) HIPAA Health Insurance Portability and Accountability Act of 1996 HQ Headquarters HQDA Headquarters Department of the Army HSS Headquarters Support System IAT Information Assurance Training ID Identification IMO Information Management Officer IPR In-Progress Review IT Information Technology KO Contracting Officer LST Local Standard Time MEDPROS Medical Protection System MEPCOM Medical Entry Processing Command MEPS Medical Entry Processing Station NGB22 National Guard Report of Separation and Record of Service OCI Organizational Conflict of Interest OCONUS Outside Continental United States (includes Alaska and Hawaii) ODC Other Direct Costs OPSEC Operations Security PIPO Phase In/Phase Out POC Point of Contact PRS Performance Requirements Summary PULHES Medical Profile Indicator PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program RSID Recruiting Station Identification Code TE Technical Exhibit USAREC United States Army Recruiting Command

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. Service: The Government will provide office support services, on an as available basis, similar to those available and provided to the GS Waiver Surgeons, within USAREC HQ only.

3.2 Facilities: The Government will provide the necessary workspace for the contractor staff to provide the services outlined in the PWS to include desk space, telephones, computers, other needed communications devices, and other items necessary to maintain an office environment.

3.3 Utilities: The Government will provide all utilities commonly associated with an office environment within USAREC HQ. 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.

3.4 Equipment: The Government will provide and/or will have access to, all office equipment normally utilized by GS Waiver Surgeons to include: scanners, fax machines, printers, shipping crates, lighting, etc. Refer to TE 6 for equipment list and replace costs if lost or stolen.

3.4.1 Prior to commencement of services, annually, and upon change of the property custodian/hand receipt holder, and prior to the termination of the contract, the contractor, in conjunction with the government, shall conduct a joint inventory of all GFP and shall receipt for all property provided by the government. The contractor and the government will jointly determine the working order and condition of all property, identify excess or obsolete items, record items of property missing or not in working order and certify their agreement of working order and defectiveness in accordance with AR 735-5. The contractor shall reimburse the government for loss or damage to GFP other than normal wear and tear. The contractor shall return all GFP to the government upon expiration of the contract in the same condition as received except for fair wear and tear. The government reserves the right to modify, update, substitute, move or replace any GFP during the contract term. The contractor shall provide copies of all executed hand receipts to the COR.

3.4.2 The government will dispose of excess or unserviceable GFP that the contractor has identified to the COR. The contractor shall identify equipment by nomenclature, serial number, stock number, and line item number as reflected on the hand receipt.

3.4.3 The government will provide training on USAREC specific software related to performance of this contract.

3.4.4 The contractor shall ensure that its personnel do not allow possess or utilize personal computers, monitors, external computer equipment, storage devices or machines that have the capability to copy or scan documents or load or download software without proper authorization from the government.

3.5 Materials: The Government will provide all needed government publications commonly utilized by, and in the format and manner currently available to, GS Waiver Surgeons.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 General: The Contractor shall furnish the person required to perform work under this contract that are not listed under Section 3 of this PWS.

4.1.1 Personnel Hiring: The Contractor shall not hire off-duty government employees (civilians or military) or spouses of Recruiting Company Commanders, First Sergeants, Station Commanders or Recruiters, whose employment would result in conflict with the Defense Joint Ethics Regulation (DJER), 5 CFR 2635. Individuals performing services shall be U.S. citizens.

4.2 RESERVED

4.3 Materials: The Contractor shall maintain records concerning all government furnished equipment and comply with established DOD, Army and USAREC regulations, guidelines.

4.3.1 Monthly Activity Report: On a monthly basis, the contractor shall provide to the COR a monthly activity report providing assessment of performance by contractor personnel, summary of any personnel actions taken during the month, a detailed list of locations receiving services, start date, vacancy date, and plan for starting services at remaining locations. Specific format will be developed jointly between COR and vendor. This report shall be sent to the COR electronically on the 1st workday of the following month. Refer to Technical Exhibit 2 for an Example of Current Reports.

4.3.1.2 Man hour Reporting: The contractor shall furnish to the Contracting Officer and the COR not later than the fifth work day of each month (Thursday) a written report by job classification the total number of employees performing work under the contract, the hours worked and the number of vacation or other non-productive hours used during the preceding month in accomplishment of the services under the contract.4.3.2 In Progress Reviews (IPR):

On a quarterly basis, the government and the PM will conduct a telephonic or face to face review of performance to date.

4.4 RESERVED

4.4 Attire: Contractor personnel shall wear clothing commensurate with that worn by their counterparts in the civilian business community. Contractor personnel shall not wear undergarments as outer garments, transparent or loose weave clothing without underclothing;

any ornament or symbol on the clothing expressing derogatory, lewd, profane or obscene words, gestures, connotations or drawings; swimsuits; any ornament, insignia, or symbol on the clothing implying disrespect for the United States, the United States flag, or military service; any item advocating or glorifying the use of illegal drugs or other unlawful conduct; cut-offs or short shorts.

4.4 Smoking Policy: Contractor personnel shall comply with smoking policies in federal buildings. Smoking is prohibited within 50 feet of any exit or entrance to the building.

Contractor personnel shall place cigarette butts in proper containers and shall not dispose of butts at or near entrances and/or exits to the facility.

4.5 Drug and Alcohol Prevention: The contractor shall develop a program that enacts a “No Tolerance” policy and includes a procedure for immediate elimination from employment under this contract. The contractor shall develop a pre-hiring screening test. The contractor shall furnish a copy of the pre-hiring screening test and a copy of the “No Tolerance” policy to the COR within five work days after contract award and updated pre-hiring screening test as changes occur. Recurring and random test procedures should be included in this plan. The contractor’s drug and alcohol plan shall be in accordance with Federal, State, and local laws and regulations.

This screen shall include a valid driver’s license, valid state identification card, or other approved form of identification and verification that employees are free of alcohol or drug related offenses.

PART 5

SPECIFIC TASKS

5. Specific Tasks:

5.1. Basic Services. The contractor shall provide services for accession medical waiver recommendations for decision by the Command Surgeon. USAREC is unable to determine specific dates during a particular month when contractor services would be required. The government will provide the vendor with a 72 hour notice that services are needed.

5.2. Accessions Medical Waiver Recommendation.

5.2.1 Select medical waiver case to be reviewed. In ERM (or DCA when directed) the contractor shall select next available case from list of cases of waivers needing a determination. (Cases may need to be taken out of order when specifically requested. Refer to TE 7 for waiver processing flow chart.)

5.2.2 Determine type of case. The Contractor shall ascertain whether the case is a “Med Read,” a.k.a. “Permission to Physical” or if the physical is complete awaiting a waiver determination.

This determination is most easily performed by opening the file marked 2808. If the file is not present in the Medical section of the folders, or there is a blank page scanned in, this is a “Med Read. If there is a fully executed physical exam, with a full five pages of Form 2808 present in the file, then this is a case requiring a waiver determination.

5.2.3 Formulating a Recommendation on a Med Read.

5.2.3.1 The Contractor shall review case materials. Once medical waiver case selection is made, a series of electronic folders will be available for selection. Some or all of the sub-folders within the Medical Folder need to be reviewed. For a Med Read the Form 2807-2 must be reviewed in order to determine why the Chief Medical Officer (CMO) has found that the candidate should not proceed with the formal history and physical examination. The Contractor shall also review any submitted additional medical documentation within the Medical subfolders.

5.2.3.2 The Contractor shall employ medical decision making to formulate a recommendation to the Command Surgeon whether or not to instruct the CMO to proceed with a full physical examination.

5.2.3.3 When the recommendation is to NOT proceed with the full physical examination, the Contractor shall select Form 507, then select “Not Approved” from the available radio buttons on Form 507, and insert in the appropriate places on Form 507 the disqualifying ICD-9 Code(s), the final PULHES profile, and remarks supporting their recommendation of “Not Approved.”

When a recommendation is to “Not Approve” proceeding with the physical, but additional information might alter the recommendation in the future, the Contractor Shall note these items in the “remarks” section. The Contractor shall NOT recommend candidates undergo surgical procedures, or obtain expensive tests. The contractor shall only indicate that if documentation of a surgery or test already exists that it should be submitted via the Recruiters to the CMO.

5.2.3.4 When the recommendation is to PROCEED with the full physical examination, the Contractor shall select Form 507, then select “Return Without Action” from the available radio buttons on Form 507, and insert in the appropriate places on Form 507 the disqualifying ICD-9 Code(s), the PULHES profile generated by the CMO, and remarks stating to “Proceed with physical.” When appropriate, the Contractor shall also include in their remarks any additional focal examination, test, or MEPS Consultation which should be performed/acquired concurrent with the MEPS physical. The Contractor shall NOT recommend candidates undergo surgical procedures, or obtain expensive tests, concurrent with the physical examination.

5.2.3.5 After executing Form 507 as in 5.2.3.2 or 5.2.3.3 above, the Contractor shall click on “submit” to forward the case to the Command Surgeon for review and endorsement.

5.2.4 Formulating a Waiver Recommendation on a Completed MEPS Physical with a Disqualification.

5.2.4.1 The Contractor shall review case materials. Once medical waiver case selection is made, a series of electronic folders will be available for selection. Some or all of the sub-folders within the Medical Folder need to be reviewed. For a completed disqualified physical, Form 2808 must be reviewed in order to discern the basis for the disqualification(s), see block 76. The disqualification(s) and explanations (block 77) and recommendations (block78) guide further review of Forms 2807-1, Form 2807-2, and any additional medical documentation submitted.

5.2.4.2 In the case of a prior service applicant, the Contractor shall additionally review the complete discharge packet as part of the medical review. The DD214 or NGB22 will list the reason for discharge and the assigned re-entry code. The balance of the discharge documentation should outline the basis for a medical discharge.

5.2.4.3 The Contractor shall employ medical decision making to formulate a recommendation to the Command Surgeon whether or not to grant a medical waiver for each listed disqualification, or to return the case without action in order to seek correction or additional information by/from the MEPS.

5.2.4.4 When the recommendation is to NOT GRANT a medical (or RE Code) waiver, the Contractor shall select Form 507, then select “Not Approved” from the available radio buttons on Form 507, and insert in the appropriate places on Form 507 the disqualifying ICD-9 Code(s), the final PULHES profile, and remarks supporting their recommendation of “Not Approved.”

This applies to both prior service and non-prior service applicants. When a recommendation is to “Not Approve” a medical waiver, but additional information might alter the recommendation in the future, the Contractor Shall note these items in the “remarks” section. The Contractor shall NOT recommend candidates undergo surgical procedures, or obtain expensive tests. The contractor shall only indicate that if documentation of a surgery or test already exists that it should be submitted via the Recruiters to the CMO for reconsideration.

5.2.4.5 When the recommendation is to GRANT a medical waiver to a non-prior service applicant, the Contractor shall select Form 507, then select “Approved” from the available radio buttons on Form 507, and insert in the appropriate places on Form 507 the waived disqualifying ICD-9 Code(s), the final adjusted PULHES profile, and remarks supporting their recommendation of “Approved.”

5.2.4.6 When the recommendation is to GRANT a medical waiver to a prior service applicant with a medical discharge, the Contractor shall select Form 507, then select “Dual Waiver RE- Code and Medical Waiver Approved” from the available radio buttons on Form 507, and insert in the appropriate places on Form 507 the waived disqualifying ICD-9 Code(s), the final adjusted PULHES profile, and remarks supporting their recommendation of “Approved.”

5.2.4.7 When the recommendation is to RETURN WITHOUT ACTION, the Contractor shall select Form 507, then select “Return Without Action” from the available radio buttons on Form 507, and insert in the appropriate places on Form 507 the disqualifying ICD-9 Code(s), the PULHES profile generated by the CMO, and remarks explicitly stating any additional focal examination, test, or MEPS Consultation which need to be performed/acquired in order to perfect the waiver package so a final decision can be made. The Contractor shall NOT recommend candidates undergo surgical procedures, or obtain expensive or invasive tests.

Expensive tests (like MRIs) may only be requested via the CMO by Mock Ticket request approval by USMEPCOM J-7.

5.2.4.8 After executing Form 507 as in 5.2.4.4, 5.2.4.5, 5.2.4.6, or 5.2.4.7 above, the Contractor shall click on “submit” to forward the case to the Command Surgeon for review and endorsement.

5.2.5 Record completed cases. The electronic review and communication system will record the actions taken. Separate logging of cases shall be at the discretion and direction of the COR.

Formatting will be determined jointly between the contractor and the COR and will be included in the monthly End of Month Reports

5.3 5 Mandatory Training. The contractor shall complete all mandatory training either in person or electronically as required by regulation or notification of the COR. These will be infrequent after in processing, usually annual. Information Assurance is one example of mandatory training.

Retain and submit certificates of completion as indicated in Technical Exhibit 2.

5.4. CONTRACTOR MANPOWER REPORTING (CMR) : The Office of the Assistant Secretary of the Army (Manpower & Reserve Affairs) operates and maintains a secure Army data collection site where the Contractor shall report ALL Contractor manpower (including subcontractor manpower) required for performance of this contract. The Contractor shall completely fill in all the information in the format using the following web address https://Contractormanpower.army.pentagon.mil.