Atch_1_PWS_revised.pdf

Attachment 1

FA3010-18-R-0002

6 Dec 2017

PERFORMANCE WORK STATEMENT

For

PATIENT APPOINTMENT SERVICES

Non-Personal Services

1. DESCRIPTION OF SERVICES AND GENERAL INFORMATION. The Contractor shall provide patient appointment services for Government beneficiaries on a non-personal service basis including labor, management, supervision, consultations, and reports required in support of the daily operations at the Keesler Medical Center for the 81st Medical Group (81 MDG), Keesler Air Force Base (AFB), Mississippi (MS), referred to herein as the medical treatment facility (MTF). Performance shall be in accordance with (IAW) the requirements contained in this performance work statement (PWS) and the professional standards of The Joint Commission (JC). The 81 MDG has 60 inpatient beds and offers a wide range of services with many specialties including allergy/immunology, ambulance services, anesthesiology, audiology, cardiology, cardio-thoracic surgery, dental, dermatology, emergency medicine, endocrinology, family medicine, slight medicine, gastroenterology, general surgery, genetics, hematology/oncology, infectious disease, internal medicine, mental health, nephrology, neurology, nutritional medicine, obstetrics/gynecology, physical/occupational therapy, ophthalmology/optometry, orthopedics, otorhinolaryngology, pediatrics, pathology, pulmonary/respiratory care, radiology, urology, and vascular surgery. The appointing is currently not required for all clinics; however, clinics can request the appointment line to book appointments at any time. The Government will provide appointing protocols for each clinic the contractor will be responsible for servicing upon award of a contract. See Appendix B (Clinic Guidelines Example) for an example of a clinic’s appointing protocols.

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.

1.1.2. Placement/Replacement of Contractor Personnel. The Contractor shall recruit and place contractor personnel in a timely manner to ensure no disruption of services to remain in compliance with this PWS. Any vacancy caused by turnover of contractor personnel shall not exceed 30 calendar days.

1.1.3. Resolve Performance Issues. The Contractor shall adequately resolve MTF and patient complaints regarding contractor personnel which satisfy Government concerns.

1.2. SPECIFIC PROCEDURES FOR WHICH THE CONTRACTOR SHALL BE

RESPONSIBLE.

1.2.1. Appointment Information Systems. Composite Health Care System (CHCS)/Enterprise Wide Referral and Authorization System (EWRAS). CHCS access will be made via local Keesler Medical Center connectivity and shall comply with Military Health System (MHS) communication, Health Insurance Portability and Accountability Act (HIPAA), and Government Information Technology (IT) security standards and policies. In order to maintain Government IT security standards and policies, the MTF shall have administrative access to the computers provided to contractors. Installation of the security patch software shall be coordinated with the Contractor.

1.2.2. Telephone Access. Keesler Medical Center will provide a 1-800 toll free telephone number for the appointment center. The 81 MDG will be responsible for the maintenance and costs of the 1-800 line. The Contractor shall submit Automated Call Distribution (ACD) System changes, configurations, procedures, scripting, etc., to Keesler Medical Center for coordination and/or approval. The Contractor shall provide the contract required reports to Keesler Medical Center IAW AFI 44-176. Request for additional telephone data shall be coordinated with the Contract Administrator. KAFB uses T-METRICS call routing system. The analog phone system is an MSL 100 and the VoIP is a Cisco Call Manager. Specific details are provided below:

Phone number: 1-800-700-8603 Lines/trunk: T-1 Limitations/maximums: 24 Appointment Desks/call stations

1.2.3. Type of Appointments. The Contractor shall be required to, in addition to making appointments, call patients to schedule, reschedule, and/or cancel appointments. The Contractor shall be responsible for correcting appointment-booking errors and shall ensure minimal appointment errors occur when booking appointments. Appointment errors will be identified by the FRED. Appointments shall be made following Keesler Medical Center provided appointing criteria and business rules. Examples of Keesler Medical Center criteria and business rules are shown in Attachment 1. Revisions to appointing criteria and business rules will be provided electronically from the Contract Administrator. Revisions to the criteria/business rules may be made on a weekly basis.

1.2.4. Specialty Appointment Callbacks. The Contractor shall assist in optimizing usage of the MTF by making calls to beneficiaries who have a consult/referral in CHCS, but have not made their appointment within three (3) calendar days after the consult was entered into the system.

The Contractor shall be granted access to the non-appointed consults/referrals by review date/time report in CHCS. This report shall be utilized to determine patients requiring a callback.

Keesler Medical Center issues an estimated 4,000 new referrals each month. It is estimated that approximately 10% will require a callback. A callback consists of three attempts, at different times of the day/evening, to contact the patient by telephone. This contact will be notated (time/date/appointment clerk) in the CHCS referral. Keesler Medical Center shall be responsible for the costs related to the outgoing telephone calls for the callback process.

1.2.5. Appointment Transactions/Projected Workload. The enrolled population of the 81 MDG consists of approximately 26,000 TRICARE Prime and TRICARE Plus enrollees, with an additional eligible population of approximately 64,000 beneficiaries. The contractor is required to submit a fully burdened unit rate per month. A telephone transaction includes all steps necessary to answer/receive an incoming call, then make an appointment or document that an appointment is not available, or create and issue a telephone consult following MTF policy and procedure; or process MTF/patient cancellations. Only incoming calls or MTF directed lists (i.e., cancel all of Dr. X’s appointments for next week) meeting the telephone transaction definition are considered a call. Incoming calls requesting general information, clinic numbers, transfer request or wrong numbers as well as blocked or abandoned calls do not count as a telephone transaction.

The projected workload is as follows:

Annual incoming calls: 145,000

Annual Transactions: 263,425

CHCS database Updates: 166,000 (each time a call is received, the appointing staff will review the family demographic information (i.e. home address, phone number, dependents living at home). The appointing staff will update this information for each call that is received and will make all needed demographic updates in CHCS database while the caller is on the line.

Annual Telephone Consults (T-CONS): 35,000

Eligible Beneficiaries. The enrolled population of the 81 MDG consists of approximately 26,000 TRICARE Prime and TRICARE Plus enrollees, with an additional eligible population of approximately 64,000 beneficiaries.

1.2.6. All request for appointments will be received telephonically. No appointments will be made by walk in traffic. Minimal walk-through traffic is expected, by authorized personnel only.

The appointing services contractor must meet all TRICARE Operations manual telephone metrics (i.e., blockage rates, use of automates response unit (ARU), and all other time requirements as listed in the operations manual. The Government will be responsible for the development and updates to MTF provider appointment templates. Contractor personnel will be required to enter approximately 35,000 telephone consults (T-CONS) annually into the Armed Forces Health Longitudinal Technology Application (AHLTA), the electronic medical record system, when a patient cannot be scheduled for an appointment due to lack of availability. A T-CON will be entered when a patient requests a medication refill, laboratory test requests, needs a referral, and as a means to communicate messages to their provider in accordance with local policy. In the event AHLTA is down, the contractor will use CHCS to enter T-CONS. The contractor will notify the FRED and Clinic OIC via email when T-CONS are being entered in CHCS.

1.2.7. The Contractor personnel will receive incoming calls within the required timeliness thresholds, retrieve automated/paper schedules, and book/schedule patient appointments within the access to care standards, or disposition the call accordingly while maintaining patient satisfaction. The contractor personnel shall conduct internal monitoring, complete managing assessments and as needed, develop improvement plans. The contractor personnel shall ensure proper monitoring and reporting to satisfactorily meet or exceed appointing requirements for metrics in accordance with AFI 44-176 and Business Rules most current versions. These reports will be sent to the COR NLT 4th duty day of every month or more often as requested.

1.2.7.1. Service Level-90% of calls answered within 90 seconds.

1.2.7.2. Average Speed of Answer-Less than or equal to 45 seconds.

1.2.7.3. Call Abandonment. The number of callers whose calls were received by the telephone switchboard, but disconnected (i.e., hung up) before the contract personnel could answer the telephone. Abandoned Calls-Less than or equal to 8%.

1.2.7.4. Appointment Errors-Less than 5% of total contractor booked appointments each month.

1.2.7.5. Average Talk Time-Less than or equal to 180 seconds.

1.2.7.6. Utilization-Greater than or equal to 70%.

1.2.7.7. Call Waiting Time-The time the caller is on hold waiting to speak to an appointment clerk.

1.2.7.8. Blocked Call Rates-Calls cannot be completed by the caller due to the call capacity of the telephone system (i.e., all telephone lines are busy).

1.2.7.9. Customer Service/Satisfaction of Appointing Services-This information will be received from DoD customer satisfaction surveys. Report shall also separately address complaints from MTF clinic staff listed by the contractor staff member and number of complaints from patients listed by contractor staff member.

1.2.7.10. Call Volume -The total number of calls received by the appointing contractor’s telephone.

1.2.7.11. Call Processing Time -The total length of the call to include call waiting times and talk time.

1.2.7.12. Calls that do not result in an appointment require further action by the contractor. The contractor personnel shall use the CHCS/AHLTA system to identify and report patients that called and were unable to get an appointment.

1.2.7.13. All Refused Appointments-Patient is offered same day appointment but refuses.

1.2.7.14. Access to Care Summary Report-Documents when a patient is offered an appointment within standards but refuses and gets an appointment outside standards due to their own preference.

1.2.7.15. Calls Monitored report-report shows results of the contractors internal surveillance process. The system doesn’t allow for call monitoring; however, calls can be physically monitored while clerks are on the phone and the results reported.

1.2.7.16. Utilization/Demand Forecasting- Reports show required performance data on an hourly basis for each business day of the week with an aggregate total for the week.

1.2.7.17. Monitors secure messaging in box daily and dispositions submissions in accordance with MTF Guidelines within the required AFMS standard to respond to patient requests.

1.2.7.18. All Services required by the PWS upon the start or the period of performance should be provided.

1.2.8. Performance of duties shall be IAW Keesler Medical Center provided appointing protocols, AFI 44-176 and Business Rules with minimal Government direction.

1.2.9. See Section 2, Services Summary (SS), for Performance Objectives and Performance Thresholds.

1.3. PATIENT SENSITIVITY. Contractor personnel shall provide customers with the utmost care and attention. All customers shall be assured of their privacy and rights.

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

1.5. DOCUMENTATION. Contractor personnel shall prepare all documentation (to include patient records) to meet or exceed established standards of the MTF, to include but not limited to, timeliness, accuracy, content, and signature.

1.6. PERSONNEL.

1.6.1. 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 care 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.

1.6.2. AVAILABILITY. The Contractor’s designated project manager shall notify the FRED, as early as possible of programmed absences of the Contractor personnel to include a plan for service coverage and workload distribution.

1.6.2.1. Hours of Operation. KAFB and the MTF operates on a 24/7 basis. Most clinics in the MTF operate Monday-Friday 0700-1600, 0730-1630, and 0700-1700 dependent upon the clinic.

1.6.2.2. Appointing Services Availability. The contractor shall make appointment services available at the MTF Monday through Friday from 0530 to 1730 hours (0530-0600 for Active Duty only) with adequate phone line coverage at all times ensuring no disruption is services during this period. Active Duty (AD) and all other beneficiaries shall have access to scheduling appointments from 0600-1730 M-F.

1.6.2.2.1. The Government will provide the contractor with Government workspace. Contractor personnel shall perform centralized appointing services at Veterinarian Clinic (Building 408), KAFB, or in an adequately sized consolidated work area for appointing clerks. The Government reserves the right to move the appointing service to a new location if necessary at the Government’s expense, with the exception of personal property.

1.6.2.3. 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.

1.6.2.4. 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 Christmas Day.

1.6.2.5. 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 19, 5 July 19, 31 Aug 19, 29 Nov 19, 26 Dec 19

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

1.6.2.6. Vacation/Absences. Adheres to vacation and sick leave policies. Vacations/absences shall be scheduled IAW the Contractors policies and coordinated with the FRED to ensure no disruption in appointing services

1.6.3. 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.

1.7. PERSONNEL REQUIREMENTS.

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

1.7.2. 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 http://www.ecmra.mil/ hygiene expected of health care workers. The Contractor personnel shall display a professional, positive, and cooperative attitude while in the workplace.

1.7.2.1. 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.

1.7.2.2. 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.

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

1.7.3. FORMAL EDUCATION. Contractor personnel shall possess a High School diploma or General Educational Development (GED) equivalency. Completion of certification in Medical Administration Course is highly desirable.

1.7.3.1. Licensure/Registration. Not applicable

1.7.3.2. CERTIFICATION. Contractor personnel shall possess, provide proof of and maintain certification in Basic Life Support (BLS).

1.7.4. EXPERIENCE/QUALIFICATIONS.

1.7.4.1. Appointing Clerks shall possess at least 2 years of experience performing Appointment Line duties in a MTF within the last 3 years.

1.7.4.2. Appointing Clerks must understand and have working knowledge of medical terminology used in a MTF or hospital setting.

1.7.4.3. Contract personnel must have excellent communication and computer skills. Experience and knowledge of, TRICARE benefits, HIPAA, Military Health System, CHCS, AHLTA, DEERS, and ACD Call systems. Must be able to utilize standard office equipment. Must have medical ethics, telephone etiquette, communication and customer service skills and fully qualified typist with 50 WPM. Must be able to read, understand, speak, and write English fluently and proficiently.

1.8. CRIMINAL HISTORY BACKGROUND CHECKS. Contractors shall perform criminal history background checks to ensure the employee will pass the OPM background check.

1.8.1. 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.

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

1.8.3. 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.

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

1.9. TRAINING

1.9.1. The MTF will provide the following training (estimated total of 66 hours):

1.9.1.1. CHCS Training – 40 hours of training will cover at a minimum: business rules, searching for appointments, access standards, splitting and joining appointments, modifying appointment types and detail codes, manipulation of templates and appointments, verification of DEERS data, End of Day Processing, and Patient Check-in.

1.9.1.2. Training will also include instructions on how to access the non-appointed consults/referrals by rev date/time report in CHCS.

(2) Newcomers Orientation. 8 hours.

(3) Orientation Training. 6 hours.

(4) Birth Month Annual Review. 4 hours.

(5) Periodic Training. 8 hours per year.

1.9.1.3. In addition to the above training hours, the Contractor shall be required to read and sign Security and Confidentiality Agreement forms.

1.9.2. 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.

1.10. HEALTH REQUIREMENTS.

1.10.1. 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.

1.10.2. Not later than five working days prior to commencement of work, certification shall be provided to the Functional Commander/Director (FC/D) 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.”

1.10.3. 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.

1.10.4. 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.

1.11. 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.

1.12. 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."

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

1.13.1. 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.

1.13.2. 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.

1.14. PERFORMANCE EVALUATION MEETINGS. The CO will require the Contractor to meet with the CO, Contract Administrator, FC/D, and other Government personnel as often as deemed necessary. Contractor personnel may request a meeting with the CO when deemed necessary.

1.15. 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.

1.16. 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., 81 TRW Plan 31-101, Integrated Defense, or AFI 31-101, Integrated Defense.). The Contractor shall sign an agreement stipulating the security requirements of this contract.

1.16.1. 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.

1.16.2. 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.

1.16.2.1. 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.

1.16.2.2. 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: 81 sfs.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.

1.16.2.3. Background Checks.

1.16.2.3.1. 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.

1.16.2.3.2. “Disqualifying factors” include:

a. Barred from entry/access to any military installation or facility.

b. Wanted by federal or civil law enforcement authorities.

c. Name appears on any federal agencies “watch list” or “hit list” for criminal behavior or terrorist activity.

d. Conviction of firearms or explosives violation within the past seven (7) years.

e. Incarcerated regardless of offense or violation.

f. Conviction of aggravated assault, armed robbery, felony drug possession, drug possession with intent to sell, or drug distribution within the past seven (7) years.

g. Conviction of espionage, sabotage, treason, terrorism, murder, sexual assault, rape, or child molestation.

h. Terrorist or terroristic threats or repetitive history of criminal history.

i. Currently serving parole or probation for a felony case.

j. U.S. citizenship, immigration status, or Social Security Account Number cannot be verified.

mailto:81%20sfs.pass.id@us.af.mil

1.16.2.3.3. 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.

1.16.2.3.4. 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.

1.16.2.3.5. 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.

1.16.2.3.6. 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).

1.16.2.3.7. Badge Loss/Replacement.

a. Contractor Personnel requiring a replacement badge shall contact the 81 SFS/Pass &ID at 228-377-3844 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.

1.16.2.3.8. 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.

1.17. 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

1.17.1. 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 records 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.

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

1.17.3. Electronically Stored Information (ESI). The Contractor shall maintain Government owned electronic non-official records on the organizational shared network drive according to subjective categories (example: template, common, reference material, and 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.

1.17.4. 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.

1.17.5. 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.

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

1.17.6. 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.

1.17.7. 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.

1.17.8. 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.

1.18. SECURITY.

1.18.1. Security Clearance: National Agency Check with Written Inquiries (TIER 1). As a minimum, Contractor personnel shall successfully complete a Tier 1 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.

1.18.2. 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.

1.18.3. 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.

1.18.4. 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).

1.18.5. 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, state driver's license number, and level of security clearance. The list will be validated and signed by the Company Program Manager (CPM) or 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.

1.19. 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.

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

1.20. Operational Security (OPSEC).

1.20.1. OPSEC Training.

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

Coordinator.

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

OPSEC training within 30 calendar days of reporting for duty.

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

1.20.2. Disclosure of Information.

1.20.2.1. 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:

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

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

1.20.2.2. 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.

1.20.2.2.1. 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.

1.20.2.2.2. Contract Management Staff shall submit requests through the prime Contractor to the CO, Squadron Commander, or OPSEC Coordinator.

1.21. 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.

1.22. SAFETY.

1.22.1. 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.

1.22.2. 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.

1.22.3. 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) Distracted driving. Vehicle operators on Keesler Air Force Base andoperators of government-owned vehicles whether on or off the installation will not use cell phones or other portable electronic devices for any device function unless the vehicle is safely parked orunless the driver uses a hands-free device that does not require touching the cell phone or other portable electronic device. Note that using the speakerphone function of a cell phone while holding the device is not considered "hands-free".

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

(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.

1.23. 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.

1.24. 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).

1.25. 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, 2 Feb 15. This authorization process may take up to two weeks, which should be considered in the performance period of this contract.

1.26. HEALTH INSURANCE…