Attachment_1--PWS_MLST.pdf

Attachment 1

PR# F2J4PC7194AW01

17 Jul 2017

PERFORMANCE WORK STATEMENT

MEDICAL LOGISTICS SUPPLY TECHNICIAN

Non-Personal Services

1. DESCRIPTION OF SERVICES AND GENERAL INFORMATION. The Contractor shall provide two Full Time Equivalent (FTE) Medical Logistics Supply Technicians (MLST) to provide services in the Medical Logistics Warehouse required for Government beneficiaries on a personnel service basis including labor, management, supervision, consultations, and reports required at the 81st Medical Group (81 MDG), Keesler Air Force

Base (KAFB), Mississippi (MS), also referred to as the “Medical Treatment Facility” (MTF) herein. The Contractor shall perform services in accordance with (IAW) the ethical, professional, and technical standards of the healthcare industry and the Air Force (AF) medical department. Performance shall be according to the requirements contained in this

Performance Work Statement (PWS), the regulations of the Food and Drug Administration

(FDA), the standards of practice of the professional standards of practice of The Joint

Commission (TJC), the Air Force Inspection Agency Office of the Health Service Inspector

(HSI), current Good Manufacturing Practices (cGMPs) and applicable AF regulations.

1.1. CONTRACTOR MANAGEMENT STAFF RESPONSIBILITIES.

1.1.1. Verification and Validation of Candidate Qualifications. The Contractor shall verify and validate candidate qualifications against Government minimum requirements prior to submission of qualifying documents.

1.1.2. Placement of Contractor Personnel. The Contractor shall recruit and place contractor personnel in a timely manner: Contractor personnel shall physically start work no later than 30 calendar days from the initial date on the period of performance.

1.1.3. Replacement of Contractor Personnel. The Contractor shall replace permanent contractor personnel such that vacancies will not exceed 30 consecutive calendar days. When replacing a contractor personnel, the consecutive calendar days begin when the contractor personnel terminates employment. The replacement contractor personnel must begin work within 30 consecutive calendar days after the previous non-credentialed contractor personnel departed the position.

1.1.4. Substitute or Temporary Coverage. The Contractor shall substitute permanent contractor personnel whenever a temporary absence is expected to exceed 30 consecutive calendar days. The Contractor shall promptly notify the Contracting Officer Representative (COR) and Government supervisor of any projected absences exceeding 30 consecutive calendar days and ensure no temporary absence exceeds 30 consecutive calendar days through the use of a qualified substitute.

1.1.5. Resolve Performance Issues. The Contractor shall adequately resolve MTF and patient complaints regarding contractor personnel.

1.2. SPECIFIC PROCEDURES FOR WHICH THE CONTRACTOR SHALL BE

RESPONSIBLE.

1.2.1. Adhere to and maintain a supply management system from storage and distribution, to receiving and issue.

1.2.2. Participate in the orientation, training, and evaluation of duty performance of newly assigned Medical Logistics personnel.

1.2.3. Possess/maintain proper skills to perform required duties within regulatory compliance and with minimal oversight.

1.2.4. Complete applicable documentation to include manual and computer methods.

1.2.5. Ensure a safe work environment and safe employee work habits.

1.2.6. Be productive and perform with minimal supervisory direction.

1.2.7. Contractor personnel shall be in the work area and available for work at the appointed times in accordance with paragraph 1.9.2., Availability.

1.3. MEDICAL LOGISTICS SUPPLY TECHNICAN (MLST) Contractor personnel shall serve as a Supply Technician providing operations support for medical supply items. The duties include forward logistics, receiving, stocking, selecting and storing medical supply items, supply turn-in, and medical group vehicle care taking. This includes receiving, storing, selecting, shipping, pick-up and delivery of general or specialized bulk materials and equipment.

1.3.1. Knowledge of governing supply regulations, procedures and instructions.

1.3.2. Knowledge of supply functions, operations, program requirements and work methods.

1.3.3. Knowledge of warehousing methods, procedures, material handling techniques and of activities such as material receiving, issuing and preservation.

1.3.4. Ability to read, interpret and apply reference material such as regulations, manuals, catalogs, records, orders, etc. to accomplish and resolve problems.

1.3.5. Ability to read and speak the English language, correct grammar, spelling, punctuation, capitalization, and format to prepare and edit written correspondence, reports, and transcribed material.

1.3.6. Ability to operate standard office equipment such as, typewriters, copiers, fax machines, telephone systems and office automation systems, to perform a substantial range of office support.

1.3.7. Ability to navigate and efficiently operate the Defense Medical Logistics Standard

Support (DMLSS) system as well as multiple other computer operations such as

Microsoft Office programs.

1.3.8. General medical ethics, telephone and email etiquette, excellent communications and customer service skills.

1.4. SPECIFIC TASKS. Contractor personnel shall:

1.4.1. The contractor shall process customer orders, stock, and re-supply medical logistics items.

This will include removing all outdated or expired items from shelves.

1.4.2. The contractor shall provide forward logistics support to warehouse personnel as needed.

This includes assisting with the delivery of supplies, equipment, or furniture to customer accounts within the medical treatment facility, to include outlying buildings attached to the organization.

1.4.3. The contractor shall complete regularly scheduled spot inventories.

1.4.4. The contractor shall research/resolve unidentifiable/frustrated cargo on a daily basis.

1.4.5. The contractor shall identify unresolved discrepancies and immediately report it to the

NCOIC Warehouse for resolution/assistance.

1.4.6. The contractor will be required to ensure proper handling and storage of medical gases

IAW AFI 41-209, Medical Logistics Support.

1.4.7. The contractor shall have driving privileges and be able to drive up to a 1.5 ton stake bed truck for the delivery of medical equipment, supplies, and furniture.

1.4.8. The contractor shall be responsible for the coordination scheduling and transportation requests for the turn-in of unserviceable medical equipment, supplies, and furniture. This includes handling the proper turn-in, documentation and scheduling equipment/supplies to the Defense Reutilization and Marketing Office (DRMO) and base transportation. Duties will also include driving a 1.5 ton stake bed truck to drop off unserviceable medical equipment, supplies, or furniture.

1.4.9. The contractor shall be responsible for the care taking of medical group vehicle assets on a daily basis. This will include the proper maintenance scheduling, fuel requirements, daily/monthly vehicle inspections, and general inside/outside vehicle cleanliness to include washing and vacuum.

1.4.10. Safely operate materiel handling equipment and government vehicles.

1.4.11. Maintain routine cleanliness and organization of warehouse.

1.5. PATIENT SENSITIVITY. Contractor personnel shall provide patients with the utmost care, attention, and personal dignity. All patients shall be assured of their privacy.

1.6. COMMUNICATION. Contractor personnel shall maintain open and professional communication with members of the MTF staff. Complaints validated by the Flight

Commander/Medical Director shall be reported in writing to the Contract Administrator and the Contractor for action. Failure of the Contractor to correct validated complaints raised by the MTF staff and the Contracting Officer (CO) will be considered a failure to perform.

1.7. DOCUMENTATION. Contractor personnel shall prepare all documentation (to meet or exceed established standards of the MTF, to include but not limited to, timeliness, accuracy, content, and signature. Only MTF and Air Force-approved abbreviations shall be used for documentation.

1.8. TRAVEL REQUIREMENTS. N/A

1.9. PERSONNEL.

1.9.1. POINT OF CONTACT (POC). The Contractor shall provide a POC who shall be responsible for the performance of the work. The POC shall have full authority to act for the Contractor on all matters relating to the daily operation of this contract. The POC may be Contractor personnel providing service IAW this PWS. The Contractor shall designate this individual, in writing, to the CO before the contract start date. An alternate may be designated, but the Contractor shall identify those times when the alternate shall be the primary POC.

1.9.2. AVAILABILITY. The Contractor’s designated project manager shall notify Government

Supervisor, as early as possible of programmed absences of the Contractor personnel to allow for planning of service coverage and workload distribution.

1.9.2.1. Hours of Operation. KAFB and the MTF operates on a 24/7 basis.

1.9.2.2. The normal duty schedule for Medical Logistics personnel is from 0700-1600 hours

Monday through Friday. Personnel will be allotted a one hour lunch each day.

1.9.2.3. Contractor staff shall be required to log in time worked in both the Defense Medical

Human Resource System – internet (DMHRSi), as well as any locally established duty tracking system as established by the duty section.

1.9.2.4. Holidays. The Contractor shall not be required to provide services on the following

Federal holidays (or the actual day set aside for observation): New Year’s Day, Martin

Luther King Jr. Day, Presidents’ Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans’ Day, Thanksgiving Day, and/or Christmas Day.

1.9.2.5. Air Education and Training Command (AETC) Family Days. Services shall not be required on the following AETC Family Days:

2017: 26 May 17, 3 July 17, 1 Sep 17, 24 Nov 17, 26 Dec 17

2018: 25 May 18, 5 July 18, 31 Aug 18, 23 Nov 18, 24 Dec 18, 31 Dec 18

2019: 24 May, 5 Jul, 30 Aug, 29 Nov, 26 Dec

2020: 2 Jan, 22 May, 6 Jul, 4 Sep, 27 Nov, 28 Dec

The Contractor shall be given prior notice for Family Days of subsequent years.

1.9.2.6. Vacation/Absences. Contractor personnel are authorized excused absences for vacation, anticipated sick leave (i.e. surgery), CME, and miscellaneous reasons. Absences are to be coordinated at a minimum two weeks in advance with, and at the discretion of, the

Flight Commander/Medical Director. Unanticipated sick leave should be coordinated as soon as the Contractor personnel know they will be unable to report for their shift.”

1.9.2.7. Unplanned Closures. In the event of an unplanned closure of the facility due to natural disasters, military emergency, or severe weather, Contractor personnel shall be allowed to account for those hours as billable to the Government if the following two conditions exist: (1) local base policy and base access procedures prevented the Contractor personnel from performing duties at the place of performance; and, (2) the Contractor personnel was scheduled to work, but unable to work because of the unplanned closure.

If any of these conditions do not exist (e.g., the Contractor personnel was on leave), the

Contractor cannot bill the Government for hours during the unplanned closure.

1.9.2.8. Emergency Situations. In the instance where the Government Supervisor directs the

Contractor personnel to remain on duty in excess of the scheduled shift due to an unforeseen emergency or to complete patient treatment where lack of continuity of care would otherwise jeopardize patient health, the Contractor personnel shall remain on duty. This provision is not intended to apply to the time required to complete routine tasks (e.g., completion of paperwork or routine administrative tasks at the end of a shift) which are to be completed as part of the shift. If the contract includes overage hours, the Government Supervisor may use those overage hours. If the contract does not include overage hours, the Government Supervisor shall adjust the Contractor personnel’s work schedule for the additional hours such that the number of duty hours on the contract is not exceeded.

1.9.3. CONTRACTOR MANPOWER REPORTING. The Contractor shall report ALL

Contractor labor hours (including subcontractor labor hours) for performance of services under this contract via a secure data collection site. The Contractor is required to completely fill in all required data fields at http://www.ecmra.mil. Reporting inputs will be for all labor executed during the performance for each Government fiscal year (FY), which runs 1 October through 30 September. While inputs may be reported at any time during the FY, all data shall be reported no later than 31 October of each calendar year.

Contractors may direct questions to the Contractor Manpower Reporting Application

(CMRA) help desk.

1.10. PERSONNEL REQUIREMENTS.

http://www.ecmra.mil/

1.10.1. ENGLISH LANGUAGE REQUIREMENT. Contractor personnel shall read, understand, speak, and write English fluently.

1.10.2. APPEARANCE AND CONDUCT. Contractor personnel shall present a professional, conservative, and neat appearance. Contractor personnel shall report for duty in appropriate attire befitting a health care setting and having complied with socially acceptable standards of personal hygiene expected of health care workers. The Contractor personnel shall display a professional, positive, and cooperative attitude while in the workplace.

1.10.2.1. While on duty, the Contractor personnel shall be neat and clean, free from visible dirt and stains, well groomed, and appropriately dressed. The Contractor personnel’s clothing shall fit correctly to provide a professional, modest appearance, in keeping with normally accepted community standards of dress for the work being performed.

1.10.2.2. Facial hair (including beards, mustaches, and sideburns) shall be controlled (restrained) or trimmed. It shall not interfere with safe work practices, look unkempt, or be unclean.

Facial hair shall not interfere with the face seal if a tight-fitting respirator (e.g., N95) is required to be worn for normal duties.

1.10.2.3. The Contractor personnel shall display legible MTF-provided identification media on his/her outer clothing.

1.10.2.4. Protective Clothing. When required and supplied by the Government, Contractor personnel shall wear special protective clothing and shoe covers. When duties will be performed in specified areas, a disposable protective suit with other appropriate personal protective equipment (PPE) (for example, gloves, boots, etc.) shall be worn to ensure universal precautions are observed. The Government will provide ALL PPE. These items shall remain the property of the Government and shall not be removed from the

MTF. After use, protective clothing shall be turned in or destroyed as directed by the

Chief of Service.

1.10.3. FORMAL EDUCATION. Contractor personnel shall possess a High School Diploma and the ability to learn new tasks.

1.10.4. EXPERIENCE.

1.10.4.1. A minimum of one (1) year experience required in a hospital supply setting or medical warehouse supply setting.

1.10.5. CRIMINAL HISTORY BACKGROUND CHECKS. Contractors shall perform criminal history background checks IAW Chapter 4, Addendum B, DoDI 1402.5, Criminal History

Background Checks on Individuals in Child Care Services, 19 Jan 93, for resource sharing and clinical support agreement personnel working in an MTF involved on a frequent and regular basis in the provision of care and services to children under the age 18. The background checks are required by Criminal Control Act, P.L. 101-647, Section 231 (CC

Act 1990, 42 U.S.C. Section 13041). The Contractor shall assemble all necessary documentation required by Chapter 4, Addendum B for the background checks and forward the documentation to the office designated by the Administrative CO (ACO) or to the office designated in the Memorandum of Understanding (see Chapter 16, Addendum

A).

1.10.5.1. Background checks will be based on fingerprints of individuals obtained by a

Government law enforcement officer and inquiries conducted through the Federal

Bureau of Investigation (FBI) and state criminal history repositories.

1.10.5.2. With the consent of the CO, the Contractor personnel may provide contract services prior to completion of background checks.

1.10.5.3. Individuals shall have the right to obtain a copy of any background check pertaining to themselves and to challenge the accuracy and completeness of the information contained in the report.

1.10.5.4. Individuals who have previously received a background check shall provide proof of the check to the Chief of Service or obtain a new one.

1.10.6. CONFLICT OF INTEREST. The Contractor shall not employ any person who is an employee of the United States Government if the employment of that person would create a conflict of interest. The Contractor shall not employ any person who is an employee of the Department of the Air Force, either military or civilian, unless such person seeks and receives approval IAW DoD Directive (DoDD) 5500.7, Standards of Conduct, 29 Nov 07, and AF policy.

1.11. HEALTH REQUIREMENTS.

1.11.1. Contractor personnel shall receive a pre-employment physical examination prior to commencement of work and annually thereafter. The Contractor personnel shall report to a civilian physician to receive a pre-employment examination and immunizations prescribed by the MTF, IAW CDC guidelines. Physicals and Immunizations are not provided by the Government (with the exception of employees that are also beneficiaries).

1.11.2. Not later than five working days prior to beginning work under this PWS, certification shall be provided to the Functional Services Manager (FSM) that the Contractor personnel has completed the medical evaluation required above. This certification shall state the date on which the examination was completed, the name of the doctor who performed the examination, and a statement concerning the physical health of the individual. The certification shall also contain the following statement: “(Name of Contractor personnel) is suffering from no contagious diseases to include, but not limited to, Tuberculosis, Hepatitis, and Venereal Disease.”

1.11.3. The Occupational Safety & Health Administration (OSHA) requires that all Contractor personnel who will have occupational exposure to blood or body fluids, or other potentially infectious materials, shall receive Hepatitis B vaccine, sign a voluntary declination, or have documented proof of immunity to Hepatitis B infection. Contractor personnel who sign declinations may change their minds at any time and receive the

Hepatitis B vaccine without penalty.

1.11.4. The Contractor is responsible for reporting to the OIC/Medical Director, all information necessary to assure hospital records can be maintained correctly, and therefore comply with the TJC, OSHA, and Centers for Disease Control (CDC) health record requirements.

1.12. EMERGENCY HEALTH CARE. The MTF will provide emergency health care for the

Contractor personnel for injuries incurred while on duty in the MTF. These services will be billed to the Contractor at the current full reimbursement rate based on service and national billing standards.

1.13. OCCUPATIONAL HEALTH PROGRAM / MEDICAL TESTS. Contractors are solely responsible for compliance with Occupational Safety and Health Administration (OSHA) standards and the protection of their employees unless otherwise provided by law or regulation to be specified in the contract. Thermoluminescent Dosimetry (TLD) monitoring will be provided only to occupational radiation workers who require personnel radiation dosimetry monitoring as identified by the Installation Radiation Safety Officer (IRSO). No medical tests or procedures required by the contract will be performed by the Government, with the exception of Tuberculosis testing; post blood borne exposure protocols after start of work or exposure. Expenses for all required tests and/or procedures identified in the contract (e.g., N95 particulate respirator duckbill mask fitting) shall be borne by the

Contractor or Contractor personnel at no additional expense to the Government.

1.14. MEDICAL QUALITY IMPROVEMENT/RISK MANAGEMENT (QI/RM).

1.14.1. Contractor personnel shall participate in QI/RM activities to the extent required by

Section 2C, AFI 44-119, Medical Quality Operations, 16 Aug 11, and the individual MTF

QI/RM plan or regulation.

1.14.2. The Government will evaluate the Contractor personnel’s professional, as differentiated from administrative, performance under this contract using Quality Improvement standards specified in AFI 44-119 paragraphs 2.12 and 2.13. Nothing in this paragraph precludes the Government from also conducting inspections under the

Inspection/Acceptance requirement of FAR clause 52.212-4.

1.15. PERFORMANCE EVALUATION MEETINGS. The CO may require the Contractor to meet with the CO, Contract Administrator, FSM, and other Government personnel as often as deemed necessary. Contractor personnel may request a meeting with the CO when deemed necessary. Meetings will be documented in the contract file with written minutes signed by the Contractor and the CO, or Contract Administrator. Should the Contractor not concur with the minutes, such non-concurrence shall be provided in writing to the CO within ten (10) calendar days of receipt of the minutes.

1.16. ORIENTATION. The Contractor shall ensure that all Contractor personnel participate in the MTF orientation procedures for newly assigned personnel to include regulations specific to their professional specialty and hospital and Air Force policy and procedures.

1.17. SECURITY REQUIREMENTS. All Contractor Personnel employed by the Contractor in the performance of this contract, or any representative of the Contractor entering the

Government installation, shall abide by all security regulations of the installation (i.e., Keesler, AFI 31-101, Integrated Defense). The Contractor shall sign an agreement stipulating the security requirements of this contract.

1.17.1. Base Access. The Contractor shall obtain personal identification passes for all Contractor

Personnel and vehicle passes for all Contractor Personnel’s personal vehicles, to include prospective Contractor Personnel, requiring entry onto KAFB. Additionally, the

Contractor shall keep current, for Government inspection, a list of the names of

Contractor Personnel employed on this contract. Contractor Personnel shall complete

Keesler AFB Form 299, Application for KAFB Identification Card, and submit it through the CO to the Security Forces and Pass and Registration. Vehicle registration, proof of insurance, and a valid driver’s license must be presented for all vehicles to be registered.

1.17.2. Pass and Identification Requirements. Contractor Personnel whose duties require access to KAFB computer system are required to obtain a Common Access Card (CAC).

To obtain a CAC, Contractor Personnel shall coordinate with their gaining unit’s security manager or the 81st Communications Squadron Consolidated Client Support Activity

(CSA) at 228-376-4335.

1.17.2.1. Applicability.

a. These requirements apply to Contractor Personnel requiring entry/access to KAFB for service contracts with periods of performance (POP) exceeding 60 days when a

CAC is not issued.

(1) Contract POP begins at performance start date. The POP end date is based on the contract completion date.

(2) These requirements shall be included (flow down) to subcontracts at every tier.

b. These requirements do not apply to Contractor Personnel requiring entry/access to

KAFB with a POP of 60 days or less. Entry/Access to KAFB for Contractor

Personnel with a POP of 60 days or less will be coordinated between the Contractor and the 81st Security Forces Squadron (81 SFS).

c. When work under this contract requires unescorted entry to controlled or restricted areas, the Contractor shall comply with AFI 31-101, Integrated Defense, 8 Oct 09, and AFI 31-501, Personnel Security Program Management, 27 Jan 05, as applicable.

d. Contractor Personnel are not covered by Federal Acquisition Regulation (FAR)

52.222-3, Convict Labor, for the purposes of entry/access to installations/locations.

1.17.2.2. Badging System Data Requirements.

a. The Contractor shall provide the following to the Contracting Office:

(1) “Listing of personnel requiring access/entry.” The list shall contain the following:

(a) Contract number.

(b) Contract award date.

(c) POP dates.

(d) Work site(s) or location(s).

(e) Each employee’s full name and Social Security Number (SSN). For those without SSNs, a working visa or Permanent Resident Card with a

Resident Alien number must be provided, or base entry will be denied.

(f) Identify up to two (2) Contractor Personnel for designation as “sponsor” authorities. Badges will identify the Contractor Personnel with sponsorship privileges.

(2) Completed KAFB Form 299 shall authorize Security Forces to fingerprint

Contractor Personnel and conduct additional background checks. The consent form will outline the following:

(a) The Contractor Personnel for the purpose of the KAFB Form 299.

(b) The information on the form is collected IAW 18 U.S.C. 1382 and DoD

Directive 5200.8, both of which permit installation commanders to limit access to installations for security reasons.

(c) Completion of the form is voluntary.

(d) Agreement to provide a specimen of fingerprints.

(e) Awareness of a list of “disqualifying factors.”

(f) Consent and authorization for Security Forces to conduct background screening and to compare fingerprints against State and Federal criminal databases.

(g) Knowing and willful false statements on the form can be punished by a fine, imprisonment, or both (10 U.S.C. 1001).

(h) The consent form shall remain valid for 24 months after the end of the contract.

b. The Contractor Personnel list and consent form(s) shall be submitted as follows:

(1) 81 SFS/PASS & ID e-mail account: 81sfs.pass.id@us.af.mil. Personnel list must be submitted IAW the PWS. The signed KAFB Form 299 must be submitted in person to the 81 SFS/PASS & ID office.

(2) Refer questions regarding the Contractor Personnel list and KAFB Form 299 to

81 SFS/PASS & ID at 228-377-1845 or 228-377-3844.

1.17.2.3. Background Checks.

1.17.2.3.1. Upon receipt of the KAFB Form 299 with a copy of Driver’s License and Social

Security card, a background check will be accomplished. Background checks will be categorized as favorable or unfavorable. Unfavorable background checks contain any one of the “disqualifying factors.” Any person with an unfavorable background check will be denied entry/access to the installation.

1.17.2.3.2. “Disqualifying factors” include:

a. You are or have been known to be or reasonably suspected of being a terrorist or belong to an organization with known terrorism links/support.

b. This installation is unable to verify your claimed identity.

c. You have previously been barred from access to a federal installation or stand-alone facility.

d. You are wanted by federal, state, local or civil law enforcement authorities regardless of the offense/violation.

e. You have been convicted of espionage, sabotage, treason, terrorism or murder.

f. Your name appears on federal agencies "watch list' or "hit list' for criminal/terrorist activity.

g. You have been convicted of a firearm or explosive violation.

h. You have been convicted of sexual assault, armed robbery, rape, child molestation, child pornography, trafficking in humans, drug possession with intent to sell, or drug distribution.

i. You have knowingly and willfully engaged in acts or activities designed to overthrow the U.S. Government by force.

j. You present a threat to the good order, discipline and morale of the installation.

1.17.2.3.3. An unfavorable background check/denial may be appealed through the 81 SFS/PASS

& ID. The appeal shall include a signed letter of rebuttal and any associated supporting documentation to the 81 SFS/PASS & ID.

1.17.2.3.4. Given a reasonable cause, condition, or reason, these requirements do not circumvent the installation/location commander’s unilateral authority to deny or withdraw any individual’s entry/access to an installation/location.

1.17.2.3.5. Badge and Fingerprint Schedule. 81 SFS/Pass & ID will notify the Contractor upon completion of background checks. Badging and fingerprinting shall be scheduled by contacting the Contractor by phone. Contractor Personnel shall report to the 81

SFS/Pass & ID with a photo ID issued by a federal/state organization (i.e. Driver’s

License, State ID card, U.S. Passport, etc.). IAW the Real ID Act, Individuals will no longer be able to access Air Force installations with a state issued identification card or driver's license from Minnesota, Missouri, Washington or American Samoa beginning 15 Aug 2016. If no approved photo ID is shown, a badge will not be issued.

1.17.2.3.6. Change in Employee Entry/Access Status (Deletions).

a. No later than five (5) workdays after a change in status for Contractor Personnel requiring entry/access, the Contractor shall return identified badges to the 81

SFS/Pass & ID.

b. The Contractor shall notify the Contractor Personnel of their change in status for entry/access.

c. Unfavorable fingerprints shall constitute immediate deactivation of the issued badge(s) to the disqualified Contractor Personnel.

(1) 81 SFS may confiscate badge(s) of the Contractor Personnel present on base at the time of the unfavorable result notification. 81 SFS may escort the

Contractor Personnel from KAFB IAW Security Forces guidelines.

(2) 81 SFS/Pass &ID shall notify Contractor of an unfavorable fingerprint result and request the Contractor to return the badge IAW this PWS (unless already confiscated).

1.17.2.3.7. Badge Loss/Replacement.

a. Contractor Personnel requiring a replacement badge shall contact the 81 SFS/Pass

&ID at 228-377-1845 to schedule a badge appointment.

b. Lost badge(s) require a signed letter from the Contractor and Contractor Personnel that lost the badge requesting replacement of badge(s) due to loss or damage.

1.17.2.3.8. Contract Completion, Return of Badges. No later than five workdays after contract completion, the Contractor shall return all badges to 81 SFS/Pass & ID. All badges are returned collectively by the Contractor, not incrementally/individually by the

Contractor Personnel. The badge turn-in shall identify the contract name.

1.18. RECORDS. The Contractor shall create, maintain, and provide Government-owned/Contractor-held records, regardless of media, in performance of this contract IAW the following directives:

AFI 33-322, Records Management Program, 4 Jun 12, Incorporating Change 2, 25 May

17, and Keesler AFB Sup 1, 29 Oct 12

AFMAN 33-363, Management of Records, 1 Mar 08; Incorporating Change 2, 9 Jun 16, AFGM2017-01, 2 Jun 17, and Keesler Supplement, 23 Apr 15

AFI 33-364, Records Disposition—Procedures and Responsibilities, 22 Dec 06, Incorporating Change 1, 6 Nov 14 and AFGM2017-01, 30 Mar 17

Air Force Information Management System database (AFRIMS) (access through the Air

Force Portal at https://www.my.af.mil/afrims/afrims/afrims/rims.cfm)

Air Force Electronic Records Management Solution

1.18.1. The Contractor shall segregate the Government-owned records from the Contractor-owned records and identify all records required to be created by the PWS on the AFRIMS record inventory. The Contractor shall create and maintain paper and electronic records

(\\52mahg-fs-106) as appropriate. The Contractor shall maintain the software and background data to retrieve official electronic Government records throughout the lifecycle of the records.

1.18.2. The Contractor maintains and disposes of records IAW the AF records disposition schedules.

1.18.3. Electronically Stored Information (ESI). The Contractor shall maintain Government owned electronic non-official records on the organizational shared network drive according the subjective categories (example: template, common, reference material, and http://www.e-publishing.af.mil/shared/media/epubs/AFI33-322.pdf http://www.e-publishing.af.mil/shared/media/epubs/AFMAN33-363.pdf http://www.e-publishing.af.mil/shared/media/epubs/AFMAN33-363.pdf https://www.my.af.mil/afrims/afrims/afrims/rims.cfm working files). The Contractor shall grant the base records manager access to all files located on the organizational shared network drive. The Contractor shall maintain the official electronic records on the base designated shared network drive (\\52mahg-fs-106)

IAW the Air Force Electronic Records Management System and AFMAN 33-363, Chapter 6.

1.18.4. Upon completion of this contract, all Government-owned/Contractor-held records

(regardless of media) received, created, maintained, or provided in the performance of the

PWS shall be turned over to the Government. Background electronic data and records specified for delivery to the contracting agency must be accompanied by sufficient technical documentation and software to permit the Air Force to use the data. In the event of default or non-performance, the Government will have access to all records in order to ensure mission support is not interrupted.

1.18.5. Contractor-Owned Records. The Contractor shall maintain records that relate exclusively to the Contractor's internal business or are of a general nature not specifically related the performance of work under the contract separately from the Government-owned records.

1.18.6. Freedom of Information Act (FOIA) Program. The Contractor shall comply with the requirements of DoD 5400.7-R/AFMAN 33-302, Freedom of Information Act Program, 21 Oct 10, incorporating through Change 3, 16 May 2016, and AFGM2017-01, 15 Mar

17. If the Contractor receives a FOIA request, the Contractor shall ensure it is delivered immediately to the base FOIA manager (81 CS/SCOK) for processing. The FOIA manager will task a Government official who, as the authorized official, will make the decision on releasing Government records.

1.18.7. Privacy Act Program. The Contractor shall create, maintain, and destroy Privacy Act data IAW AFI 33-332, The Air Force Privacy and Civil Liberties Program, 12 Jan 15;

Incorporating change 1, 17 Nov 16; and Privacy Act systems of records notice(s)

(http://dpcld.defense.gov/Privacy/SORNs.aspx). The Contractor shall not create or maintain a Privacy Act system of records prior to public notice. If the Contractor receives a Privacy Act request, the Contractor shall be responsible for searching for the records and providing those records to a Government official who, as the authorized official, will make the decision on releasing the Government records.

1.18.8. Functional Requests. A functional request is a written request for DOD records received from any person (including a member of the public), or a business that does not cite either the FOIA or Privacy Act. The Contractor shall be responsible for searching for the records and providing those records to a Government official who, as the authorized official, will make the decision on releasing the Government records.

1.19. SECURITY.

1.19.1. Security Clearance: National Agency Check with Written Inquiries (TIER 1). As a minimum, Contractor personnel shall successfully complete a Tier 1 agency check before operating Government-furnished workstations that have access to AF automated information systems. Requests for Contractor personnel hired at the beginning of the contract shall be submitted to the Government not later than 45 workdays from the contract start date. Requests for Contractor personnel hired subsequent to contract start date shall be submitted to the Government not later than 10 workdays from the Contractor personnel’s first duty day. Contractor personnel receiving unfavorable Tier 1’s shall not be employed. The Government will submit requests for investigations on AF IMT 2583, Request for Personnel Security Action, at no additional cost to the Contractor. Any personnel with access to classified material will be submitted by the Contractor’s Facility

Security Officer (FSO) for a Secret security clearance. The Contractor shall comply with the requirements of DOD 5200.2-R, Personnel Security Program; AFI 31-501, Personnel

Security Program Management, 25 Jan 05; and AFMAN 33-152, User Responsibilities and Guidance for Information Systems, 1 Jun 12.

1.19.2. Contractor personnel shall comply with the requirements of AFI 71-101, Volume 1, Criminal Investigations, 4 Feb 15 and AFI 71-101, Volume 2, Protective Service Matters, 23 Jan 15. These regulations require Contractor personnel to report any information or circumstances of which they are aware that may pose a threat to the security of DoD personnel, Contractor personnel, resources, and classified or unclassified Defense information to their immediate supervisor. The immediate supervisor of Contractor personnel shall brief on this requirement during initial on-base assignment and as required thereafter.

1.19.3. The Unit Security Manager will assist the Contractor with any Joint Personnel

Adjudication System (JPAS) Joint Clearance and Access Verification System (JCAVS) and eQIP by Design information for inputting Tier 1’s with assistance from 81 TRW/IP.

1.19.4. Security Monitoring. The Contractor shall comply with all security requirements. Submit reports, classified if appropriate, of any information coming to their attention concerning any of their employees who have been cleared or are in the process of being cleared for access to classified information, which indicates that such access or determination may not be clearly consistent with the national interest. Reports shall be submitted to the

Defense Industrial Security Clearance Office (DISCO) immediately upon notification of any adverse information, change in employee’s status, official investigation, or any other reason. In addition, a copy of this report shall be furnished to the Contracting Officer’s

Representative(s) (COR(s)) and 81 TRW Installation Commander (81 TRW/CC).

1.19.5. Listing of Employees. The Contractor shall maintain a current listing of all Contractor personnel. The list shall include Contractor personnel’s names, Social Security numbers, and level of security clearance. The list will be validated and signed by the FSO and provided to the CO, COR, Base Visual Information Manager (BVIM), 81 TRW/IP, Unit

Security Manager, and FSO prior to the contract start date. Updated listings shall be provided when a Contractor personnel’s status or information changes. Documents will be marked as FOUO as a minimum.

1.20. PHYSICAL SECURITY. The Contractor shall safeguard all Government property, including controlled forms provided for Contractor use. At the close of each work period, Government equipment, facilities, and other valuable materials shall be secured.

1.20.1. Entry Procedures to Controlled/Restricted Areas. The Contractor shall implement local base procedures for entry to AF controlled/restricted areas where Contractor will work.

1.21. Operational Security (OPSEC).

1.21.1. OPSEC Training.

1.21.1.1. All OPSEC training shall be provided by the 81st Medical Group OPSEC Coordinator.

1.21.1.2. All Contractor personnel and Contractor Management Staff shall complete initial

OPSEC training within 30 calendar days of reporting for duty.

1.21.1.3. All Contractor personnel and Contractor Management Staff shall complete annual refresher OPSEC Awareness Training.

1.21.2. Disclosure of Information.

1.21.2.1. Contractor personnel or Contract Management Staff shall not release any unclassified information to anyone outside the Contractor’s organization. Unclassified information, regardless of medium (e.g., film, tape, document), pertaining to the execution of any part of this contract or any program related to this contract shall not be released unless:

1.21.2.1.1. The CO, the squadron Commander, or OPSEC Coordinator has given prior written approval; or

1.21.2.1.2. The information is otherwise in the public domain before the date of release.

1.21.2.2. Requests for authorization to release information shall identify the specific information to be released, the medium to be used, and the purpose for the release.

1.21.2.2.1. The Contractor shall submit the request to the CO, the squadron Commander, or

OPSEC Coordinator at least 45 days prior to the proposed release date.

1.21.2.2.2. Contract Management Staff shall submit requests through the prime Contractor to the

CO, Squadron Commander, or OPSEC Coordinator.

1.22. LEVEL I ANTI-TERRORISM (AT) AWARENESS. Level I Anti-Terrorism (AT)

Awareness Training is available upon request and will be conducted by the Installation

Anti-Terrorism Officer (ATO). Contact the 81st Security Forces Squadron (81 SFS/S2AT), at 228-376-6613.

1.23. SAFETY.

1.23.1. Obligations. Contractors shall comply with the Occupational Safety and Health Act

(OSHA, Public Law 91-596) and the resulting standards, OSHA Standards 29 CFR 1910 and 1926. The detailed provisions of the act for accident prevention are directly applicable to all Contractor operations. Prime Contractors are also responsible for ensuring any sub-contractors also adhere to OSHA Guidance. OSHA compliance officers visit Contractor worksites on the installation.

1.23.2. Responsibilities. Following is a list of responsibilities for Contracting, Contractor, and

Wing Safety personnel.

a. Contractor Responsibilities.

(1) Contractors are responsible for ensuring all industrial safety provisions are followed.

(2) Contractors must report all accidents involving Air Force people, property, or equipment damage, and any Contractor personnel injured in the performance of the

Air Force contract to the CO.

(3) Take immediate corrective action to comply with safety regulations if informed of a violation by the CO.

b. Contracting Officer (CO) Responsibilities.

(1) Inform Contractor of non-compliance with safety regulations, which may cause injury to Air Force personnel or property.

(2) Notify Wing Safety of any injuries or damage to AF property reported by the

Contractor, in performance of an Air Force contract.

c. Wing Safety Responsibilities.

(1) 81st Training Wing Safety Personnel will periodically monitor Contractor operations to ensure safety regulation compliance as it applies to Air Force personnel and equipment.

(2) Wing Safety personnel are available to the CO for technical assistance on matters pertaining to accident prevention.

(3) Notify the CO if a safety procedure or condition exists which requires correction by the Contractor.

1.23.3. Safety Rules. Contractors shall pay particular attention to the following safety rules and ensure strict compliance while on the installation.

a. General Safety Rules While on the Installation.

(1) Ensure adequate lighting and barricading is available and used for day and night operations.

(2) Use proper shoring during trenching operations.

(3) Post proper warning signs at indoor and outdoor operations.

(4) Secure materials when doing high work, during high winds, or when high winds are forecasted.

(5) Use warning signs, barricades, or flagmen when operations present a hazard to drivers, pedestrians, or workers.

b. Traffic Rules While on the Installation. All drivers, mobile equipment, and vehicles must comply with applicable federal, state, and local laws.

(1) Seat belts are mandatory for all passengers as well as drivers

(2) An approved bicycle helmet is required to be properly worn while riding bicycles on the installation.

(3) Drive the speed limit:

(a) Base proper speed limit is 25 mph or as posted.

(b) Housing area speed limit is 15 mph.

(c) Parking lot speed limit is 5 mph.

(4) Give full attention to the operation of the vehicle. Avoid operator distractions, such as using cellular phones, text messaging, etc. while operating a vehicle.

(5) Park in designated areas and IAW Keesler AFB Instruction (KAFI) 31-218, Installation Traffic.

(6) No riding in the beds of trucks, buckets of front end loaders, or tandem riding on vehicles designed for one-person operation.

(7) Use safety chains in addition to towing hooks when towing equipment.

(8) Place a light on the rear of equipment being towed during the hours of darkness.

(9) Mark overhanging portions of loads with warning flags or lights.

(10) When driving or using a crane or cherry picker, be cautious around power lines crossing the road and don't position booms closer than 10 feet to overhead high voltage lines.

(11) Ensure electrical work is IAW the National Electric Code.

(12) Upon encountering troop formations on the installation:

(a)Maintain 50-foot distance behind formations until signaled to pass by the troop commander. When signed to pass troop formation, do not exceed 10 mph while passing.

(b)When passing from the front, proceed without stopping, but slow to 10 mph while passing.

1.24. SMOKING IN AETC FACILITIES. Contractors are advised that the Commander has placed restrictions on the smoking of tobacco products in AETC facilities. AFI 40-102, Tobacco Free Living, 4 Mar 15, outline the procedures used by the commander to control smoking in our facilities. Contractors and visitors are subject to the same restrictions as

Government personnel. Smoking is permitted only in designated smoking areas.

1.25. ENVIRONMENTAL MANAGEMENT SYSTEM (EMS). All Contractor personnel shall complete Environmental Management System (EMS) Awareness training prior to commencement of any activities. Training is available through the Air Force Advanced

Distributed Learning Service (ADLS), the Environmental, Safety and Occupational Health

Training Network (ESOHTN), or through the Environmental Office (KBOS/CEV).

1.26. HAZARDOUS MATERIALS. In the event that hazardous materials will be used in the execution of this contract, the Contractor shall be required to obtain authorization from the

Installation Hazardous Materials Management Program before ordering or purchasing the hazardous product, IAW AFI 32-7086, Hazardous Materials Management, 4 Feb 15. This authorization process may take up to two weeks, which should be considered in the performance period of this contract.

1.27. HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT OF 1996

(HIPAA). HIPAA is comprised of several different sections, each to be implemented by the Department of Health and Human Services. The medical facilities of the military services and the DOD health plans are specifically listed as covered by HIPAA. Currently, HIPAA Privacy and Security Rules, as set forth in the Code of Federal Regulations, are in effect for all MTF. The specific implementation of HIPAA Privacy for DoD MTFs is set forth in DOD 6025.18-R, DoD Health Information Privacy Regulation, 24 Jan 03, and for

HIPAA Security, the requirements for AF MTFs are contained in DOD 8580.02-R, DoD

Health Information Security Regulation, 12 Jul 07. DOD 6025.18-R and DOD 8580.02-R are incorporated herein by reference. MTFs are responsible to ensure overall compliance with HIPAA requirements, which includes incorporation of certain requirements in contracts entered or amended after the respective implementation dates. IAW these regulations, the Contractor and its employees meet the definition of Business Associates;

therefore, a Business Associate Agreement is required by law to comply with both the

HIPAA Privacy and Security regulations. This clause serves as that agreement for each

MTF, whereby the Contractor and its employees agree to abide by all HIPAA Privacy and

Security requirements regarding health information as defined in this clause, DoD 6025-18-

R and DoD 8520.02-R. Additional HIPAA requirements will be addressed when implemented.

a.Introduction.

(1)Definitions, as used in this clause, generally refer to the Code of Federal

Regulations (CFR) definition unless a more specific provision exists in DOD

6025.18-R or DOD 8520.02-R.

(a)HITECH Act shall mean the Health Information Technology for Economic and Clinical Health Act included in the American Recovery and

Reinvestment Act of 2009.

(b)Individual has the same meaning as the term “individual” in 45 CFR 164.501 and 164.103 and shall include a person who qualifies as a personal representative IAW 45 CFR 164.502(g).

(c)Privacy Rule means the Standards for Privacy of Individually Identifiable

Health Information at 45 CFR part 160 and part 164, subparts A and E.

(d)Protected Health Information has the same meaning as the term “protected health information” in 45 CFR 164.501, limited to the information created or received by the Contractor from or on behalf of the Government.

(e)Electronic Protected Health Information has the same meaning as the term

“electronic protected health information” in 45 CFR 160.103.

(f)Required by Law has the same meaning as the term “required by law” in 45

CFR 164.501 and 164.103.

(g)Secretary means the Secretary of the Department of Health and Human

Services or his/her designee.

(h)Security Incident shall have the same meaning as the term “security incident” in 45 CFR 164.304, limited to the information created or received by Contractor from or on behalf of the Covered Entity.

(i)Security Rule means the Health Insurance Reform: Security Standards at 45

CFR part 160,162 and part 164, subpart C.

(2)Terms used, but not otherwise defined, in this Agreement shall have the same meaning as those terms in 45 CFR 160.103, 160.502, 164.103, 164.304, and

164.501.

(a)The Contractor agrees to not use or further disclose Protected Health

Information other than as permitted or required by the Contract or as

Required by Law.

(b)The Contractor agrees to use appropriate safeguards to maintain the privacy of the Protected Health Information and to prevent use or disclosure of the

Protected Health Information other than as provided for by this Contract.

(c)The HIPAA Security administrative, physical, and technical safeguards in 45

CFR 164.308, 164.310, and 164.312, and the requirements for policies, procedures, and documentation in 45 CFR 164.316 shall apply to the

Contractor. The additional requirements of Title XIII of the HITECH Act that relate to security and that are made applicable with respect to covered entities shall also be applicable to the…