Atch1-PWS_DESPS_21_May_18.pdf

21 May 2018

PERFORMANCE WORK STATEMENT

DISABILITY EVALUATION SYSTEM PROGRAM SPECIALISTS

Non-Personal Services

1. DESCRIPTION OF SERVICES AND GENERAL INFORMATION. The Contractor shall provide three Full Time Equivalent (FTE) Disability Evaluation System (DES) Program Specialists required for Government beneficiaries on a non-personal service (non-credentialed) 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. 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).

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 the non-credentialed personnel to physically start work no later than 30 calendar days after contract award. If contract is awarded more than 30 days earlier than the period of performance start date, then personnel cannot physically start work before the first day of the period of performance start date.

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 vacates 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 Functional Requirements Evaluator Designee (FRED) 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 which satisfy Government concerns.

1.1.6. Training of Replacement and Substitute Contractor Personnel. The contractor shall ensure current contractor personnel train any replacement or substitute contractor personnel.

1.2. SPECIFIC PROCEDURES FOR WHICH THE CONTRACTOR SHALL BE

RESPONSIBLE.

FA3010-18-R-0025

Atch1-PWS DESPS 21 May 18

1.2.1. The Contractor shall provide all labor, management, supervision, consultations, and reports necessary to ensure all tasks meet the requirements in this PWS and Services Summary (SS) (section 2).

1.2.2. Serves as the primary contact for DES and Administers the DES at the Military Treatment Facility.

1.2.3. Provides oversight of the execution of DES policies in accordance with federal statutes, DoD regulations, and military inspection agencies.

1.2.4. Interprets and translates Department of Defense (DoD) and Air Force (AF)/Surgeon General (SG) policies and procedures.

1.2.5. Coordinates Line-of-Duty requirements; monitors the Veterans Tracking Application, patient appointing, beneficiary eligibility and entitlement determination, status of DES case management between the Veterans Administration, Air Force Personnel Center (AFPC) and Air Force Medical Operations Agency (AFMOA).

1.2.6. Coordinates with the referring provider, Director of Medical Services (SGH), or Director of Aerospace Medicine (SGP) to ensure the local process supports effective DES processing. Briefs local leaders and higher SGP headquarters on DES limiting factors experienced locally.

1.2.7. Consults with responsible functional representatives to determine causes of DES deviations, adverse trends and related impacts to determine actions to be taken or recommended to improve performance outcomes.

1.2.8. Identifies and recommends areas of improvement related to established processes/methods and reports recommendations to DES Support Team.

1.2.9 Coordinates with the SGH or SGP to develop methods to monitor appointing access timelines as required to maintain awareness of access-to-care availability, which includes recognizing appointing limitations and formulating alternative actions to ensure DES case processing continues to meet timely completion and accuracy requirements.

1.2.10. Coordinates with Medical Standards Management Element (MSME), Primary Care Managers (PCM) and SGH or SGP to develop methods to define process prerequisites and actions to effectively complete pre-DES, referral stage, and Medical Evaluation Board (MEB) phases of the DES.

1.2.11. Identifies challenges that could lessen the effectiveness of the DES and relays them to the Integrated Disability Evaluation System (IDES) Support Team; e.g., accurate and timely completion of the narrative summary.

1.2.12. Develops methods to identify possible health system processes that could impede DES processing and implement procedures with SGH or SGP approval to minimize or limit the impact.

1.2.13. Coordinates with MSME and Deployment Availability Working Group (DAWG) to develop methods to identify members entering the DES and methods to monitor those returned to duty, but require annual re-evaluation, ensuring annual assessments are accomplished within DoD established timelines.

1.2.14. Identifies and resolves complex DES case issues; e.g., cases involving Invisible Wounds of War Airmen. Maintains awareness of all cases to oversee or facilitate required actions to meet established DoD and AF guidelines.

1.2.15. Analyzes, interprets, and summarizes a variety of DES data, information, performance, and work processes.

1.2.16. Independently conducts, or participates in conducting, studies related to DES processes;

e.g., work measurement, methods and procedures, timeliness of DES case completion and accuracy, and historic reviews, as requested by DoD, AF/SG, or AFMOA.

1.2.17. Uses knowledge of the rules, regulations, and guidance governing the DES along with various analytical techniques to verify proper management and monitoring of DES cases, timeline completions, and DES stakeholders performance data.

1.2.18. Develops recommendations to MEB President to prioritize problems in performance, productivity, effectiveness, and efficiency to support timeliness and accuracy of case processing.

1.2.19. In order to maintain full cognizance of DES cases, the employee gathers information; e.g., appointment availability, DES completion timelines, VA examination completions, and any issues that may have an impact on the effectiveness of DES processing, from multiple internal and external data sources; e.g., standard automated information retrieval systems and reports, internet-based sources, ad hoc reports, and interviews with personnel both within and outside the

MTF.

1.2.20. Uses comparative statistics, methods, and analysis, which involves identification and development of major health care indices for trend comparison of Military Health System (MHS) data, by itself or relative to government health care programs, as well as benchmarking of DoD, MHS, or other federal medical facilities performance data.

1.2.21. Serves as the Physical Evaluation Board Liaison Officer (PEBLO).

1.2.22. Designated as the principal point of contact between the military member or Next of Kin (NOK), unit commanders, Recovery Care Coordinators, Veteran Affairs (VA) Medical Service Coordinators (MSC) and the boards of the AF DES at the USAF Physical Disability Division.

1.2.23. Prepares case file packages and provides to board members for adjudication.

1.2.24. Informs member of the board results and available options.

1.2.25. Ensures service member completely understands all phases of the process and documents their acknowledgment of understanding.

1.2.26. Provides counseling and direction on the DES process to all Uniformed Service personnel, or their NOK when deemed necessary.

1.2.27. Coordinates disability case processing actions with VA MSC.

1.2.28. Collects medical records and other related documents required for MEB and Informal Physical Evaluation Board (IPEB) processing following notification by Attending Physician regarding member’s requirement to undergo evaluation to determine physical fitness for retention in duty status.

1.2.29. Refers the prospective evaluee to the Airman Family Readiness Center (AFRC) for pre-separation counseling.

1.2.30. Obtains a statement from the member’s immediate Commander describing the impact of the member’s medical condition on the member’s ability to perform his/her military duties.

1.2.31. Prepares required documents, ensuring the entries on the applicable forms are complete and the DES case file is properly assembled and includes all the necessary supporting documents.

1.2.32. Translates Physical Evaluation Board (PEB) findings and recommendations into terms the member can readily understand.

1.2.33. Notifies the MPF of members returned to duty with Assignment Limitation Code-C

(ALC-C).

1.2.34. Notifies members of unfit findings by the PEB and recommended disposition.

1.2.35. Explains to the member the effect of the disposition, outlining the various benefits and privileges of retired status if the recommended disposition is Permanent Disability Retirement List (PDRL) or placement on the Temporary Disability Retirement List (TDRL), as well as entitlements lost if member is discharged.

1.2.36. Informs the service member on the availability of legal counsel, briefs the appellate process, and assists in the preparation of requests for appeals, rebuttals, and impartial medical reviews.

1.2.37. Provides assistance in the preparation and submission of impartial reviews, written appeals, statement, or rebuttals.

1.2.38. Initiates process for arranging member’s attendance to the Formal PEB (FPEB), and provides member with current information on FPEB location, lodging, transportation, meals and other pertinent information as provided in established guidelines.

1.2.39. Provides weekly updates to 81 MDG executive staff on pending MEB cases and seeks 81 MDG/CC assistance when necessary.

1.2.40. Briefs 81 MDG medical providers on the MEB and TDRL process upon assignment to the medical group.

1.2.41. Educates serviced population on various topics related to DES.

1.2.42. Maintains currency of DES regulations and PEBLO Guide and educates MTF staff and various beneficiary groups, on changes to those provisions.

1.2.43. Recommends changes in procedures to the MEB Non-Commissioned Officer in Charge (NCOIC), as needed, to maintain compliance with applicable regulations.

1.2.44. Stays knowledgeable of locally available programs and organizations that provide assistance and support for service members and their family members concerning physical and medical evaluation boards.

1.2.45. Schedules and gives presentations to various beneficiary groups at commanders’ calls, town hall meetings, and any other forum requiring DES information to include retirement/separation briefings concerning benefits and entitlements.

1.2.46. Administers an information sharing program to distribute DES information to beneficiaries, the MTF staff, and serviced population about the DES program.

1.2.47. Prepares pamphlets, briefings, and articles for newspapers and/or other local media, bulletins, fact sheets, or any other channels to provide information to the serviced population.

1.2.48. Attends meetings and prepares status reports, as required, on ongoing activities for sectional leadership and others within the duty section.

1.2.49. Prepares agenda and content, and conducts DES training for providers and other MTF staff who participate in medical board processing.

1.2.50. Contractor personnel shall be productive and perform with minimal government provided direction.

1.2.51. Contractor personnel shall be in the work area and available for work at the appointed times in accordance with paragraph 1.7.2., Availability.

1.3. PATIENT SENSITIVITY. Contractor personnel shall provide patients with the utmost care and attention ensuring their personal dignity. Patients shall be notified of requirements and briefed on status updates in a professional manner. All patients shall be assured of their privacy.

1.4. COMMUNICATION. Contractor personnel shall maintain open and professional communication with members of the MTF staff. Complaints validated by the Contracting Officer Representative (COR) shall be reported in writing to the Contract Administrator and/or Contracting Officer (CO), and the Contractor for action. Failure of the Contractor to correct validated complaints raised by the MTF staff and the 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. Only MTF and Air Force-approved abbreviations shall be used for documentation of the patient health records.

1.6. TRAVEL REQUIREMENTS. At least one contractor personnel will be required to attend the annual IDES Workshop typically hosted in San Antonio, Texas, location subject to change.

This event traditionally spans a four day period and will require two travel days to facilitate the contractor’s commute. Reimbursement is IAW the Federal Travel Regulation (FTR).

1.7. PERSONNEL.

1.7.1. 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 services IAW this PWS. The Contractor shall designate this individual, in writing, to the CO before the contract start date or within 10 days of start date. An alternate may be designated, but the Contractor shall identify those times when the alternate shall be the primary POC.

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

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

1.7.2.2. Personnel will be assigned to TRICARE Operations and Patient Administration (TOPA) Flight. The normal duty schedule for TOPA will be 0730-1630 Monday through Friday.

Personnel will be allotted a one hour lunch each day.

1.7.2.3. 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.

1.7.2.4. 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.

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

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, 30 Aug 19, 29 Nov 19, 26 Dec 19 2020: 2 Jan 20, 22 May 20, 6 July 20, 4 Sep 20, 27 Nov 20, 28 Dec 20

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

1.7.2.6. Vacation/Absences. Contractor personnel are authorized excused absences for vacation, sick leave, Continuing Health Education (CHE), and miscellaneous reasons. Planned absences are to be coordinated at a minimum of two months in advance for the purposes of scheduling.

1.7.2.7. 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.

1.7.2.8. 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.

1.7.3. 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.

1.8. PERSONNEL REQUIREMENTS.

http://www.ecmra.mil/

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

1.8.2. 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.

1.8.2.1. 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.

1.8.2.2. 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.

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

1.8.3. FORMAL EDUCATION AND QUALIFICATIONS.

1.8.3.1. Education. Associates Degree in health science, healthcare administration, business administration, or management from an accredited college or university. In lieu of an Associates Degree in health science, healthcare administration, business administration, or management, any healthcare-related or business-related Associates Degree from an accredited college or university is acceptable if the candidate possesses three years experience as a Physical Evaluation Board Liaison Officer (PEBLO) within the DoD military health system in the last six years.

1.8.3.2 Qualifications. Mandatory knowledges, skills and abilities.

1.8.3.2.1 Knowledge of evaluative techniques for the identification, consideration, and resolution of issues and/or problems of a procedural or factual nature as well as the methods and means of conducting related research and summarizing results to make appropriate recommendations for improvements in processes and services provided.

1.8.3.2.2 Skill and ability to collect, analyze, interpret, and summarize a variety of military disability evaluation data, information, performance and work processes.

1.8.3.2.3 Ability to communicate effectively with a diverse group of individuals, both orally and in writing, and with a high degree of empathy, tact, and diplomacy in dealing with military members or NOK.

1.8.3.2.4 Contractor personnel must possess, provide proof of and maintain certification in Basic Life Support (BLS) at all times.

1.8.4. EXPERIENCE.

1.8.4.1. Experience. Within the last six years,two years experience as a PEBLO within the DoD military health system, or five years experience working in a civilian disability program, or two years experience as a VA Medical Service Coordinator (MSC)

1.8.5. CRIMINAL HISTORY BACKGROUND CHECKS. Contractors shall perform criminal history background checks on all employees to ensure they can pass the Government required background checks for issuing Common Access Card (CAC). For Contract employees involved on a frequent and regular basis in the provision of care and services to children under the age of 18, Contractors shall perform the criminal history background checks in accordance with DoDI 1402.5, (Criminal History Background Checks on Individuals in Child Care Services), 11 Sep 2015. 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 DoDI 1402.5 for the background checks and submit with qualifying documents.

1.8.5.1. 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.

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

1.8.5.3. 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.

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

1.8.6. 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.

1.9. HEALTH REQUIREMENTS.

1.9.1. Contractor personnel shall receive a pre-employment physical examination prior to commencement of work. 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 an Immunizations are not provided by the Government (with the exception of employees that are also beneficiaries).

1.9.2. Not later than five working days prior to commencement of work, certification shall be provided to the Functional Services Manager/Director (FSM/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.”

1.9.3. 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.

1.9.4. 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 Joint Commission (TJC), OSHA, and Centers for Disease Control (CDC) health record requirements.

1.10. 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.

1.11. 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.

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

1.12.1. 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.

1.12.2. 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.

1.13. 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.

1.14. 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.

1.15. 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.

1.15.1. 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.

1.15.2. 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.

1.15.2.1. 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.

1.15.2.2. 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.

1.15.2.3. Background Checks.

1.15.2.3.1. 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.

1.15.2.3.2. “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

1.15.2.3.3. 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.

1.15.2.3.4. 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.

1.15.2.3.5. 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.

1.15.2.3.6. 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).

1.15.2.3.7. 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.

1.15.2.3.8. 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.

1.16. 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, AFGM 2018-01, 26 Apr 18, and Keesler AFBGM2017-01, 31 Oct 17 AFMAN 33-363, Management of Records, 1 Mar 08; Incorporating Change 2, 9 Jun 16, AFGM2017-01, 2 Jun 17, and Keesler AFBGM2018-01, 12 Feb 18 AFI 33-364, Records Disposition—Procedures and Responsibilities, 22 Dec 06, Incorporating Change 1, 6 Nov 14 and AFGM2017-01, 25 May 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

1.16.1. 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.

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

1.16.3. 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.

1.16.4. 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.

1.16.5. 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

1.16.6. Freedom of Information Act (FOIA) Program. The Contractor shall comply with the requirements of DoDM 5400.7_AFMAN 33-302, Freedom of Information Act Program, 27 Apr

18. 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.

1.16.7. 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.

1.16.8. 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.

1.17. SECURITY.

1.17.1. 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, when possible. 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.

1.17.2. 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.

1.17.3. 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.

1.17.4. 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).

1.17.5. 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 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.

1.18. 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.

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

1.19. OPERATIONAL SECURITY (OPSEC).

1.19.1. OPSEC Training.

1.19.1.1. Contractor personnel shall complete unit OPSEC in-processing training provided by 81st Wing Staff Agency (WSA) OPSEC Coordinator within 30 calendar days of reporting for duty.

1.19.1.2. All Contractor personnel shall complete annual refresher OPSEC awareness training provided by the Unit OPSEC Coordinator.

1.19.2. Disclosure of Information.

1.19.2.1. The Contractor shall not release to anyone outside the Contractor’s organization any unclassified information, regardless of medium (e.g., film, tape, document, etc.), pertaining to or execution of any part of this contract or any program related to this contract, unless:

1.19.2.1.1. The CO, COR, 81 TRW/PA, or OPSEC Coordinator has given prior written approval;

or

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

1.19.2.2. Requests for approval shall identify the specific information to be released, the medium to be used, and the purpose for the release. The Contractor shall submit the request to the CO, COR, 81 TRW/PA, or OPSEC Coordinator at least 45 days before the proposed date for release.

1.19.2.3. The Contractor agrees to include a similar requirement in each subcontract under this contract. Subcontractors shall submit requests for authorization to release through the prime Contractor to the CO, COR, 81 TRW/PA, or OPSEC Coordinator.

1.20. 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.

1.21. SAFETY.

1.21.1. 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.

1.21.2. 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.

1.21.3. 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 and operators 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.

1.22. 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.