Attach-_1,_PWS.pdf

Attachment 1

FA301018R0028

20 Jun 2018

PERFORMANCE WORK STATEMENT

REFERENCE LABORATORY ADMINISTRATION CLERKS

Non-Personal Services

1. DESCRIPTION OF SERVICES AND GENERAL INFORMATION. The Contractor shall provide two Full Time Equivalent (FTE) Reference Laboratory Administration Clerks 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.

1.1.7. In-processing of new and/or replacement personnel is only authorized on Mondays. New employees must arrive with copies of all qualification documents as required in this PWS.

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1.2. SPECIFIC PROCEDURES FOR WHICH THE CONTRACTOR SHALL BE

RESPONSIBLE.

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. The duties of the reference laboratory administrative clerk include, but are not limited to, the following:

1.2.2.1. Receives and opens packages for the reference laboratory and registers laboratory specimens in the computer system in preparation for testing by clinical personnel. Prepares laboratory batch/worksheets. Prepares laboratory results from already-established, standard reports for laboratory officer review and approval. Communicates with referring laboratories or providers to solve problems.

1.2.2.2. Performs administrative procedures related to follow-up and tracking of active reference laboratory orders, results, and reports in the Government computer systems and records.

1.2.2.3. Receives packages mailed by referring laboratories that contain specimens and paperwork for processing.

1.2.2.4. Delivers specimens to laboratory sections, placing in proper location.

1.2.2.5. Processes paperwork and maintains working folders for each order.

1.2.2.6. Retrieves Composite Health Care systems (CHCS) and Armed Forces Health Longitudinal Technology Application (AHLTA) orders, documents receipt of package (specimens) as accessions.

1.2.2.7. Identifies discrepancies in orders and works with the referring laboratory to resolve documentation issues.

1.2.2.8. Based upon patient demographic, type of specimen and test, and results, selects appropriate report for use for results documentation from existing, standard reports already available. Copies and pastes report into computer systems for laboratory officer review and approval. If no report exists, does not complete the documentation in the computer system and passes to the laboratory officer for completion.

1.2.2.9. Obtains other reports and patient information for delivery to referring laboratory and Reference Laboratory records.

1.2.2.10. Accessions patients into the laboratory rosters (issues accession numbers and updates files daily). Thus, preparing a tracking log and suspense file.

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1.2.2.11. Serves as recorder for the periodic meetings and committees for the Reference Laboratory.

1.2.2.12. Prepares and distributes meeting agenda and minutes as required.

1.2.2.13. Tracks open items of the meeting through to completion.

1.2.2.14. Participates in quality assurance activities by collating data and typing and formatting operating instructions.

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

1.2.2.16. 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. N/A.

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 Genetics Flight. Operating hours for the Genetics Flight are Monday through Friday 0600 hrs to 1700 hrs. The normal duty schedule for the reference laboratory administration clerks will be 0800-1700 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: 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 weeks in advance for the purposes of scheduling.

1.7.2.7. Overage. N/A

1.7.2.7.1. On Call. N/A

1.7.2.8. Unplanned Closures. In the event of an unplanned closure of the facility due to natural disasters, military emergency, or severe weather, Contractor personnel shall not be allowed to account for those hours as billable to the Government.

1.7.2.9. Emergency Situations. In the instance where the Government directs the Contractor personnel to remain on duty in excess of the scheduled shift due to an unforeseen emergency, 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 may use those overage hours. If the contract does not include

20 Jun 2018 overage hours, the Government shall adjust the Contractor personnel’s work schedule for the additional hours such that the number of duty hours on the contract is not exceeded.

1.7.3. 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.

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. High school diploma or General Educational Development (GED) equivalency. Medical terminology and Medical Administrative Specialist Certification desired.

1.8.3.2 Qualifications. Mandatory knowledges, skills and abilities.

1.8.3.2.1. Must be a fully qualified typist (computer keyboard) with a minimum of 50 words per minute (WPM).

1.8.3.2.2. Ability to communicate effectively with a diverse group of individuals, both orally and in writing.

http://www.ecmra.mil/

1.8.3.2.3. Must be proficient in Microsoft Office software. Must be able to use various programs, such as Word, Excel, Access, and PowerPoint to generate various products (i.e., tables of contents, import graphs or databases, create glossaries, align multiple columns, print document, identify files or make other notations at the top or bottom of each page, and create form letters and automatically merging these with mailing lists).

1.8.3.2.4. General medical ethics, telephone etiquette, excellent communications and customer service skills required.

1.8.4. EXPERIENCE.

1.8.4.1. Experience. Must possess at least 12 months of experience in the past 24 months in a data entry position or other administrative support role requiring attention to detail skills using PowerPoint, Excel, Word and database software regularly.

1.8.4.2. Must have experience with standard office equipment, such as computers, typewriters, copiers, fax machines, telephone systems, and office automation systems, to perform a substantial range of office support.

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.

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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).

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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.

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(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.

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

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.

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.

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(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, AFGM2018-01, 30 May 18, 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 AFGM2018-01, 23 May 18 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.

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

1.16.4. 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.

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

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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 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.

1.18. Operational Security (OPSEC).

1.18.1. OPSEC Training.

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

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

OPSEC training within 30 calendar days of reporting for duty.

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

1.18.2. Disclosure of Information.

1.18.2.1. 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:

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

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

1.18.2.2. 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.

1.18.2.2.1. 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.

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

1.19. 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.

1.20. SAFETY.

1.20.1. 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.

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

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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.

1.20.3. 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

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(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.

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(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.

1.21. 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.

1.22. 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 Awareness Course Hub (TEACH), or through the Environmental Office (KBOS/CEV).

1.23. 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.

1.24. HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT OF 1996

(HIPAA). HIPAA is comprised of several different sections, each to be implemented by the Department of Health and Human Services. The medical facilities of the military services and the DOD health plans are specifically listed as covered by HIPAA. Currently, HIPAA Privacy and Security Rules, as set forth in the Code of Federal Regulations, are in effect for all MTF. The specific implementation of HIPAA Privacy for DoD MTFs is set forth in DoD 6025.18-R, DoD Health Information Privacy Regulation, 24 Jan 03, and for HIPAA Security, the requirements for AF MTFs are contained in DoD 8580.02-R, DoD Health Information Security Regulation, 12 Jul

07. DoD 6025.18-R and DoD 8580.02-R are incorporated herein by reference. MTFs are responsible to ensure overall compliance with HIPAA requirements, which includes incorporation of certain requirements in contracts entered or amended after the respective implementation dates. IAW these regulations, the Contractor and its employees meet the definition of Business Associates; therefore, a Business Associate Agreement is required by law to comply with both the HIPAA Privacy and Security regulations. This clause serves as that agreement for each MTF, whereby the Contractor and its employees agree to abide by all HIPAA Privacy and Security requirements regarding health information as defined in this clause, DoD 6025.18-R and DoD 8520.02-R. Additional HIPAA requirements will be addressed when implemented.

a. Introduction.

(1) Definitions, as used in this clause, generally refer to the Code of Federal Regulations (CFR) definition unless a more specific provision exists in DOD 6025.18-R or DOD 8520.02-R.

(a) HITECH Act shall mean the Health Information Technology for Economic and Clinical Health Act included in the American Recovery and Reinvestment Act of 2009.

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

(c) Privacy Rule means the Standards for Privacy of Individually Identifiable Health Information at 45 CFR part 160 and part 164, subparts A and E.

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

(e) Electronic Protected Health Information has the same meaning as the term “electronic protected health information” in 45 CFR 160.103.

(f) Required by Law has the same meaning as the term “required by law” in 45 CFR 164.501 and 164.103.

(g) Secretary means the Secretary of the Department of Health and Human Services or his/her designee.

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

(i) Security Rule means the Health Insurance Reform: Security Standards at 45 CFR part 160,162 and part 164, subpart C.

(2) Terms used, but not otherwise defined, in this Agreement shall have the same meaning as those terms in 45 CFR 160.103, 160.502, 164.103, 164.304, and 164.501.

(a) The Contractor agrees to not use or further disclose Protected Health Information other than as permitted or required by the Contract or as Required by Law.

(b) The Contractor agrees to use appropriate safeguards to maintain the privacy of the Protected Health Information and to prevent use or disclosure of the Protected Health Information other than as provided for by this Contract.

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(c) The HIPAA Security administrative, physical, and technical safeguards in 45 CFR 164.308, 164.310, and 164.312, and the requirements for policies, procedures, and documentation in 45 CFR 164.316 shall apply to the Contractor. The additional requirements of Title XIII of the HITECH Act that relate to security and that are made applicable with respect to covered entities shall also be applicable to the Contractor. The Contractor agrees to use administrative, physical, and technical safeguards that reasonably and appropriately protect the confidentiality, integrity, and availability of the electronic protected health information that it creates, receives, maintains, or transmits in the execution of this Contract.

(d) The Contractor agrees to mitigate, to the extent practicable, any harmful effect that is known to the Contractor of a use or disclosure of Protected Health Information by the Contractor in violation of the requirements of this Contract.

(e) The Contractor agrees to report to the Government any security incident involving protected health information of which it becomes aware.

(f) The Contractor agrees to report to the Government any use or disclosure of the Protected Health Information not provided for by this Contract of which the Contractor becomes aware.

(g) The Contractor agrees to ensure that any agent, including a subcontractor, to whom it provides Protected Health Information received from, or created or received by the Contractor on behalf of the Government, agrees to the same restrictions and conditions that apply through this Contract to the Contractor with respect to such information.

(h) The Contractor agrees to ensure that any agent, including a subcontractor, to whom it provides electronic Protected Health Information, agrees to implement reasonable and appropriate safeguards to protect it.

(i) The Contractor agrees to provide access, at the request of the Government, and in the time and manner designated by the Government to Protected Health Information in a Designated Record Set, to the Government or, as directed by the Government, to an Individual in order to meet the requirements under 45 CFR 164.524.

(j) The Contractor agrees to make any amendment(s) to Protected Health Information in a Designated Record Set that the Government directs or agrees to pursuant to 45 CFR 164.526 at the request of the Government or an Individual, and in the time and manner designated by the Government.

(k) The Contractor agrees to make internal practices, books, and records relating to the use and disclosure of Protected Health Information…