FA3016-17-R-0016_Med_Admin_Techs_Amendment.pdf

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER (Type or print)

30-105-04EXCEPTION TO SF 30

APPROVED BY OIRM 11-84

STANDARD FORM 30 (Rev. 10-83) Prescribed by GSA

FAR (48 CFR) 53.243

The purpose of this amendment is to reivse the solicitation IAW the Q&A posted 28 June 2017. Please see the Summary of Changes.

1. CONTRACT ID CODE PAGE OF PAGES

J 1 40

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

16C. DATE SIGNED

BY 29-Jun-2017

16B. UNITED STATES OF AMERICA15C. DATE SIGNED15B. CONTRACTOR/OFFEROR

(Signature of Contracting Officer)(Signature of person authorized to sign)

8. NAME AND ADDRESS OF CONTRACTOR (No., Street, County, State and Zip Code) X FA3016-17-R-0016

X 9B. DATED (SEE ITEM 11)

20-Jun-2017

10B. DATED (SEE ITEM 13)

9A. AMENDMENT OF SOLICITATION NO.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

X The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offer is extended, X is not extended.

Offer must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended by one of the following methods:

(a) By completing Items 8 and 15, and returning 1 copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted;

or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN

REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA (If required)

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS.

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE

CONTRACT ORDER NO. IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(B).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor is not, is required to sign this document and return copies to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

10A. MOD. OF CONTRACT/ORDER NO.

2. AMENDMENT/MODIFICATION NO. 5. PROJECT NO.(If applicable)

6. ISSUED BY

3. EFFECTIVE DATE

29-Jun-2017

CODE

502D CONTRACTING SQUADRON

1655 SELFRIDGE AVE

JBSA LACKLAND TX 78236-5253

FA3016 7. ADMINISTERED BY (If other than item 6)

4. REQUISITION/PURCHASE REQ. NO.

CODE

See Item 6

FACILITY CODECODE

EMAIL:TEL:

FA3016-17-R-0016

SECTION SF 30 BLOCK 14 CONTINUATION PAGE

SUMMARY OF CHANGES

SECTION SF 30 - BLOCK 14 CONTINUATION PAGE

The following have been added by full text:

SUMMARY OF CHANGES

The purpose of this amendment is to:

1. Revise the Request for Proposal (RFP) title in the solicitation to read “Medical Administrative Technicians and Other Administrative Support” in accordance with the FBO posting. “Other Administrative Support” encompasses only the positions specifically outlined in the Performance Work Statement (PWS).

2. Revise all occurances of “A1-10” to read “A1-8” in accordance with the correct Appendix Position Descriptions.

3. Include FAR 52.216-18, FAR 52.216-21, and FAR 52.216-21 Alt 1 as this is a requirements contract.

4. Remove “phase-in” activities from Sub-Factor 1, Management Plan. This section is discussed in Sub-Factor 3, Transition Plan.

5. Revise CLINs 0004, 0104, 0204, 0304, and 0404 to read “Med Logistics Material Manager” in accordance with the Position Description in Appendix A.

6. Remove Continuing Education Units (CEU) requirement from the PWS.

7. Increase the acceptable page count from 15 to 20 for Vol II Technical. This page count shall include "Samples of all inspection forms, records, reports....".

8. Correct the numbering convention on the electronic pricing spreadsheet for CLINs 0404 – 0411.

9. All other contract terms and conditions remain the same.

SECTION SF 1449 - CONTINUATION SHEET

SUPPLIES OR SERVICES AND PRICES

CLIN 0004

The CLIN description has changed from Med Logistics Hazardous Material Handler to Med Logistics Hazardous Material Manager.

CLIN 0104

CLIN 0204

CLIN 0304

CLIN 0404

The following have been added by full text:

52.216-18 ORDERING. (OCT 1995)

(a) Any supplies and services to be furnished under this contract shall be ordered by issuance of delivery orders or task orders by the individuals or activities designated in the Schedule. Such orders may be issued from 1 October 2017 through 30 September 2022.

(b) All delivery orders or task orders are subject to the terms and conditions of this contract. In the event of conflict between a delivery order or task order and this contract, the contract shall control.

(c) If mailed, a delivery order or task order is considered "issued" when the Government deposits the order in the mail. Orders may be issued orally, by facsimile, or by electronic commerce methods only if authorized in the Schedule.

(End of clause)

52.216-21 REQUIREMENTS (OCT 1995)

(a) This is a requirements contract for the supplies or services specified, and effective for the period stated, in the Schedule. The quantities of supplies or services specified in the Schedule are estimates only and are not purchased by this contract. Except as this contract may otherwise provide, if the Government's requirements do not result in orders in the quantities described as "estimated'' or "maximum" in the Schedule, that fact shall not constitute the basis for an equitable price adjustment.

(b) Delivery or performance shall be made only as authorized by orders issued in accordance with the Ordering clause. Subject to any limitations in the Order Limitations clause or elsewhere in this contract, the Contractor shall furnish to the Government all supplies or services specified in the Schedule and called for by orders issued in accordance with the Ordering clause. The Government may issue orders requiring delivery to multiple destinations or performance at multiple locations.

(c) Except as this contract otherwise provides, the Government shall order from the Contractor all the supplies or services specified in the Schedule that are required to be purchased by the Government activity or activities specified in the Schedule.

(d) The Government is not required to purchase from the Contractor requirements in excess of any limit on total orders under this contract.

(e) If the Government urgently requires delivery of any quantity of an item before the earliest date that delivery may be specified under this contract, and if the Contractor will not accept an order providing for the accelerated delivery, the Government may acquire the urgently required goods or services from another source.

(f) Any order issued during the effective period of this contract and not completed within that period shall be completed by the Contractor within the time specified in the order. The contract shall govern the Contractor's and Government's rights and obligations with respect to that order to the same extent as if the order were completed during the contract's effective period; provided, that the Contractor shall not be required to make any deliveries under this contract after 30 September 2023.

52.216-21 Requirements. (OCT 1995) -- ALTERNATE I (APR 1984)

(a) This is a requirements contract for the supplies or services specified, and effective for the period stated, in the Schedule. The quantities of supplies or services specified in the Schedule are estimates only and are not purchased by this contract. Except as this contract may otherwise provide, if the Government's requirements do not result in orders in the quantities described as "estimated" or "maximum" in the Schedule, that fact shall not constitute the basis for an equitable price adjustment.

(b) Delivery or performance shall be made only as authorized by orders issued in accordance with the Ordering clause. Subject to any limitations in the Delivery-Order Limitations clause or elsewhere in this contract, the Contractor shall furnish to the Government all supplies or services specified in the Schedule and called for by orders issued in accordance with the Ordering clause. The Government may issue orders requiring delivery to multiple destinations or performance at multiple locations.

(c) The estimated quantities are not the total requirements of the Government activity specified in the Schedule, but are estimates of requirements in excess of the quantities that the activity may itself furnish within its own capabilities. Except as this contract otherwise provides, the Government shall order from the Contractor all of that activity's requirements for supplies and services specified in the Schedule that exceed the quantities that the activity may itself furnish within its own capabilities.

(d) The Government is not required to purchase from the Contractor requirements in excess of any limit on total orders under this contract.

(e) If the Government urgently requires delivery of any quantity of an item before the earliest date that delivery may be specified under this contract, and if the Contractor will not accept an order providing for the accelerated delivery, the Government may acquire the urgently required goods or services from another source.

(f) Any order issued during the effective period of this contract and not completed within that period shall be completed by the Contractor within the time specified in the order. The contract shall govern the Contractor's and Government's rights and obligations with respect to that order to the same extent as if the order were completed during the contract's effective period; provided, that the Contractor shall not be required to make any deliveries under this contract after 30 September 2023.

The following have been modified:

ADDENDA TO FAR 52.212-1

Addenda to FAR 52.212-1 Instructions to Offerors – Commercial Items

Addendum to 52.212-1(b), Submission of Offers. The paragraph is tailored as follows:

1.0 General Instructions. This section provides general guidance for preparing proposals, as well as specific instructions on the format and content of the proposal. Throughout this solicitation, the term “Offeror” includes subcontractors, teammates and/or joint venture partners. The Offeror’s proposal must include all data and information requested, and must be submitted in accordance with (IAW) these instructions. The Offeror shall be compliant with the requirements as stated in the solicitation. A proposal that is sufficiently documented to support technical capability and price in a complete, orderly, and specific detailed manner will enable the Government to perform a thorough and fair evaluation. Compliance with the instructions and solicitation is mandatory. Failure to comply may result in an unfavorable proposal evaluation and render the proposal ineligible for award.

2.0 Information Regarding Submission Requirements. Documents submitted in response to this solicitation must comply with requirements of the solicitation and Performance Work Statement (PWS).

To be considered, the complete proposal must be received not later than the date and time established in Block 8 of the SF 1449, at:

502 CONS/JBKAC

Attn: Justin Holden 1655 Selfridge Avenue, Building 5450 JBSA Lackland, TX 78236

All proposals delivered in response to this solicitation shall reflect the following information on the address label:

(1) Solicitation Number FA3016‐17‐R‐0016

(2) The legend "To be delivered unopened to the Contracting Officer/ Specialist"

(3) The volume and copy numbers contained in each box

Offerors are cautioned that JBSA Lackland has visitor control procedures requiring individuals not affiliated with the installation to obtain a visitor pass prior to entrance. SOME DELAY SHOULD BE ANTICIPATED WHEN HAND- CARRYING PROPOSALS. Offerors should allow sufficient time to obtain a visitor pass and arrive at the location PRIOR to the time specified for receipt. Offerors should be aware of the potential that the Government experiences delays in the postal service to JBSA Lackland and take all necessary precautions. Late proposals will be processed in accordance with FAR 52.212-1(f) “Late submission, modifications, revisions, and withdrawals of offers.”

All proposals must be in English. FAX OR EMAIL PROPOSALS SHALL NOT BE CONSIDERED. All questions must be submitted in writing no later than Tuesday, 27 June 2017 at 1:00 PM San Antonio, Texas, local time.

Questions submitted after this date will not be considered. Any proposal, modification, or revision, that is received at the designated Government office after the exact time specified for receipt of proposals is “late” and will not be considered unless it is received before award is made, the Contracting Officer (CO) determines that accepting the late proposal would not unduly delay the acquisition; and (i) there is acceptable evidence to establish that it was received at the Government installation designated for receipt of proposals and was under the Government’s control prior to the time set for receipt of proposals; or (ii) it was the only proposal received.

3.0 Proposal Preparation and Format Instructions. This section provides general guidance for preparing proposals in regards to the format and content of the proposal. Each volume shall be complete in itself. To assure timely and equitable evaluation of proposals, offerors must follow the instructions contained herein; all the requirements specified in this solicitation are mandatory. Offerors are cautioned not to include any cost/pricing information in the technical volume. Offerors are representing that your firm will perform all the requirements specified in the solicitation by submitting your proposal. Offerors are required to meet all solicitation requirements, including terms and conditions, and representations and certifications, in addition to those identified as evaluation factors or sub factors. Offerors must clearly identify any exception to the solicitation terms and conditions and provide complete accompanying rationale.

3.1 Page Limitations. Page limitations shall be treated as maximums. Total page count will be based on the printed proposal submission. If page limitations are exceeded, excess pages will not be read nor considered in the evaluation of the proposal. A page is defined as each face of an 8.5 x 11-inch sheet of paper containing information. All information except for document numbers, page number, etc., shall be provided in an image area with no less than one inch in margin. Two pages may be printed back-to-back on one sheet of paper. However, this will be considered two pages for the purpose of page count. The background color of each page of the proposal submission shall be white or ivory stock only. The maximum number of pages for each volume is listed below. Price information shall be limited to Volume I. Excess pages will not be evaluated, but will be retained in the file. See table below for specific number of copies required and pages for each of the Volumes.

TITLE NUMBER OF COPIES MAXIMUM NUMBER OF PAGES

Volume I. Contracting & Pricing Original and 4 copies 1 Compact Disk

No page limitation.

Pricing in the RFP as well as the electronic spreadsheet shall be provided electronically as well.

Volume II. Technical Original and 4 copies 1 Compact Disk

Limit to no more than 20 pages total.

3.2 Pages Counted. Each page shall be counted except for the following:

(a) Cover pages

(b) Table of Contents

(c) List of Figures

(d) Glossaries

(e) Tabs

(f) Dividers

(g) Blank pages

3.3 Text. Text type should be Times New Roman or Arial, no smaller than 12-point with single-line spacing.

Illustrations and tables shall be no smaller than Times New Romans or Arial 10 point. Text lines will be, at a minimum, single-spaced.

3.4 Tables, Charts, Graphs, and Figures. Legible tables, charts, graphs and figures shall be used wherever practical to depict organizations, systems and layout, implementation schedules, plans, etc. These displays shall be uncomplicated, legible, and shall not exceed 11 x 17 inches in size. Foldout pages shall fold entirely within the volume, and count as a single page. Foldout pages may only be used for large tables, charts, graphs, diagrams and schematics not for pages of text. For graphics, exhibits and figures, text shall be no smaller than Times New Roman or Arial 10-point font. Text within tables shall be no smaller than Times New Roman or Arial 10-point font. These limitations shall apply to both electronic and hard copy proposals.

3.5 Binding and Labeling. Each volume (Contracting & Pricing, Technical) of the proposal will be bound separately, with each volume in a standard loose-leaf three-ring binder. Each volume shall be written on a stand-alone basis so that its contents may be evaluated on a stand-alone basis. Cross Referencing between volumes is not permitted.

Information required for proposal evaluation which is not found in its designated volume will be assumed to have been omitted from the proposal. Cross-referencing within a proposal volume is permitted. Elaborate format and binding are neither necessary nor desirable. The cover and spine of each binder will clearly identify the Offeror's name, volume number, Request for Proposal (RFP) number "FA3016-17-R-0016", RFP title "Medical Administrative Technicians and Other Administrative Support", and copy number, e.g., copy 2 of 2. The original for each volume will be clearly identified on the cover and the spine. All binders will allow for easy removal and replacement of pages.

Replacement pages in response to evaluation notices (if any), shall be colored stock with lines in the margin designating the change and the change highlighted.

3.6 Electronic Copies. The content of electronic copy of the Pricing Schedule spreadsheet must be identical to the hard copy. The electronic copy shall be submitted on compact disk/read only memory (CD/ROM) disks in a Microsoft Operation System and as a minimum saved using Microsoft Office 2007® format. Replacement disks may be required in response to Evaluation Notices (ENs). Offerors are advised to perform a computer virus check prior to submission.

The Government will perform computer virus checks on all submitted electronic media and will immediately return for replacement any disk found to be infected. In the event of discrepancies between hard copies and electronic copies of a proposal, the hard copies will be used for evaluation.

3.7 Proposal Clarity. The proposal shall be clear, concise, and shall include sufficient detail for effective evaluation of the Offeror’s capabilities and for substantiating the validity of stated claims. The Offeror’s proposal shall not simply rephrase, reiterate, or restate the Government’s own language, but rather shall provide convincing rationale describing how it intends to fulfill the requirement. Legibility, clarity, and coherence are very important.

Provide as specifically as possible the actual methodology you would use for accomplishing and satisfying the requirements. The Offeror shall assume that the Government has no prior knowledge of its capabilities, facilities and experience, and will base the evaluation on the information presented in the Offeror’s proposal.

4.0 Specific Proposal Instructions. To assure timely and equitable evaluation of the proposal, the Offeror must follow the instructions contained herein. The proposal must be complete, stand-alone, and respond directly to the requirements of this solicitation. The response shall consist of two separate parts:

Volume I – Contracting & Pricing Volume II – Technical

4.1 Volume I – Contracting & Pricing. The Offeror's proposal shall include a signed copy of the solicitation, and signed copy of any issued amendments. Complete all contract clause fill-ins if applicable. The "original" shall be clearly marked under separate cover.

4.1.1 Instructions. The CO has determined there is a high probability of adequate price competition in this acquisition. Upon examination of the initial offers, the CO will review this determination and if, in the CO’s opinion, adequate price competition exists no additional cost information will be requested. However, if at any time during this competition the CO determines that adequate price competition no longer exists offerors may be required to submit other than certified cost or pricing data to the extent necessary for the CO to determine the reasonableness of the price.

4.1.2 Schedule of Supplies/Services. The Offeror shall complete the Schedule of Supplies/Services of the RFP and the electronic Pricing Schedule spreadsheet and submit within Volume I. A unit price shall be proposed and inserted for each Firm Fixed Price (FFP) Contract Line Item Number (CLIN) for each performance period and shall be rounded up to two decimal places. The extended amount must equal the unit price multiplied by the number/quantity of units.

The proposed prices shall be based on the Offeror’s own approach and the Government’s PWS requirements as set forth herein. Offerors who change the quantities stated in the solicitation will render the proposal ineligible for award.

The Offeror shall submit only pricing information that will be evaluated for award or become part of the resulting contract. Supply costs and associated General and Administrative (G&A) cost plus profit or fee, should be included in the unit price for each task listed in the Price List. Wages will be subject to Service Contract Act (SCA) increases over the contract life. Each Offeror shall submit a contracting & pricing volume IAW the format below.

Tab 1: Solicitation. A signed copy of the SF 1449 from an individual legally authorized to bind the offeror, and completed blocks 12, 17, and 30; in doing so, the Offeror accedes to the contract terms and conditions as written in the solicitation with attachments. In the event that any amendments (SF 30) to the solicitation are issued, a signed copy of each amendment should be placed before the solicitation in order starting with the most recent amendment issued.

Tab 2: Representations and Certifications. Complete the necessary fill-ins, certifications, and provisions. The offeror shall complete only paragraph (b) of the provision FAR 52.212-3 if the Offeror has completed the annual representations and certification electronically via the System for Award Management (SAM) Web site. If the offeror has not completed the annual representations and certifications electronically, the offeror shall complete only paragraphs (c) through (p) of the provision FAR 52.212-3 and return it along with the proposal.

Tab 3: Cognizant SBA Office. The point of contact and information of the Cognizant SBA District Office where the approved business plan is on file.

Tab 4: Financial Disclosure Release Statement. A release statement authorizing the Government to request information from current financial institutions or lenders must be submitted on official letterhead. In addition to this authorization, the offeror should include the financial institution or lender’s address, and a point of contact including email and phone number to be contacted with the authorization.

Tab 5: Teaming Agreement. All Team Members shall have a signed Teaming Arrangement (TA) or Letter of Intent (LOI), and provide a copy in this tab. To be valid under this solicitation, a TA or LOI must commit the business entities to performance under this contract, should it be awarded to the Offeror.

(a) Any business entity without a TA or LOI with the Offeror is NOT considered as part of the “team” and will not be evaluated as such.

(b) Mentor-Protégé (M-P) is a relationship and not a business entity. M-Ps require formal TAs or LOIs to qualify for consideration as a Team Member.

(c) A Joint Venture (JV) will be considered a sole business entity. Signed JV documentation must be provided in

Volume I, Contracting.

(d) The proposal shall present a complete, coherent presentation of the Team’s ability as applicable.

4.2 Volume II - Technical Proposal. Each Offeror shall submit a technical volume with its proposal IAW the format below. Offerors are cautioned that the Government will only use data provided by each Offeror in this volume in the technical evaluation. By your proposal submission, you are representing that you will perform all the requirements specified in the solicitation. It is not necessary or desirable for you to tell us so in your proposal. Do not merely reiterate the objectives or reformulate the requirements specified in the solicitation.

Tab 1: Technical Factor and Sub factors. All the requirements specified in the solicitation are mandatory. The contractor shall address the proposed approach to meeting the minimum performance or capability requirements of each technical Sub factor. The responses will be evaluated against FAR 52.212-2, Evaluation Factors. Marketing presentations are not wanted and will not be evaluated. Hard and compelling evidence of capabilities is required to receive credit for evaluation factors. Legibility, clarity, and coherence are very important. Offerors are strongly encouraged to provide as specifically as possible, the actual methodology to be used for accomplishing and satisfying the requirements of the following Sub factors:

(a) Sub factor # 1 – Management Plan

(b) Sub factor # 2 ‐‐ Quality Control Plan

(c) Sub factor # 3 – Transition Plan

Addendum to 52.212-1(c), Period for Acceptance of Offers. The paragraph is tailored as follows: “The offeror agrees to hold the prices in its offer firm for 180 calendar days from the date specified for receipt of offers.”

Addendum to 52.212-1(d), Product Samples, is deleted in its entirety.

Addendum to 52.212-1(e), Multiple Offers, is deleted in its entirety.

Addendum to 52.212-1(g), Contract Award. The following sentence is added: “If the Contracting Officer determines discussions are to be conducted, a competitive range will be established.”

Addendum to 52.212-1(h), Multiple Awards, is deleted in its entirety.

(End of Addenda)

PERFORMANCE WORK STATEMENT

PERFORMANCE WORK STATEMENT (PWS)

(NON-PERSONAL SERVICE)

for

MEDICAL ADMINISTRATIVE TECHNICIANS AND OTHER ADMINISTRATIVE SUPPORT

SERVICES

6 March 2017

1. Description of Services

1.1. Requirement with Background. The Department of Defense Military Treatment Facilities (MTF) in San Antonio, Texas, has a requirement for non-personal services; Medical Administrative Technicians and other administrative support services to include but not limited to Medical Logistics Customer Service Coordinator, Medical Logistics Hazardous Materiel Manager, Medical Logistics Materiel Handlers, Mammography Administrative Assistant, and Medical Records Clerk. This is a recurring requirement for services currently being performed at Wilford Hall Ambulatory Surgical Center (WHASC), Joint Base San Antonio (JBSA) Lackland, and Gateway Bulverde Clinic. The contractor shall work within the Government-provided facility and use Government-provided equipment and perform services and support compatible with the medical facility’s operating capacity and equipment.

1.2. Qualifications and General Task Requirements: All contract personnel (CP) shall possess the following minimum qualifications. Any additional qualification requirements will be documented by position in paragraph 1.3 and/or Appendix A1-8.

1.2.1. A high school diploma or equivalent.

1.2.2. Familiarity and experience with Microsoft Office programs to include but not limited to PowerPoint, Excel, Word and knowledge of various microcomputer equipment with the ability to input, retrieve and format data.

1.2.3. Effective communication skills, both orally and in writing, to clearly and successfully deliver, receive, and understand messages. CP must possess the ability to research operational activities requiring coordination with multiple functional organizations within the Air Force as well as other civilian and federal agencies.

1.2.4. Work Environment/Physical Requirements: Requirements include walking, standing, sedentary/sitting or bending. CP must be able to carry 25-50 pounds and reach high shelving units with the assistance of step ladders, as needed, to retrieve and file records.

1.3. Specific Tasks: CP shall perform organizational tasks in support of the medical facility to include:

1.3.1. Medical Administration Technician. The following tasks are general medical administrative technician organizational tasks. Additional position/clinic – specific tasks are located in Position Descriptions Appendix A1-8.

All CP providing service in positions in Appendix A1-8 shall perform the following tasks as well as those tasks outlined within the applicable appendix. All medical administration technicians shall:

1.3.1.1. Provide medical administration and program assistant services in a wide range of organizational, business and financial operations to include but not limited to performing data collection, computation, interpretation, and presentation.

1.3.1.2. Assist senior level management by providing technical expertise and administrative support impacting plans and operations, compliance, risk and quality management, managed care, human resource management, logistics management, patient administration, budgetary and fiscal management, medical manpower, information management, medical readiness, medical facility management, and biometrics.

1.3.1.3. Provide administrative support by performing various clerical and administrative duties to include but not limited to developing presentations, performing office automation duties to include but not limited to word processing, email correspondence, managing suspenses, creating briefing charts, and development/tabulation of spreadsheets.

1.3.1.4. Provide customer service and administrative support in patient care areas and their assigned departments in the medical treatment facility.

1.3.1.5. Verifies- patient demographics and advises patient to update Defense Enrollment Eligibility Reporting System (DEERS) information if required. CP will enter any new contact information to include but not limited to address and phone number in the Composite Health Care System (CHCS) utilizing the Demographics Module.

1.3.2. Consolidated Commander’s Staff Administrative Assistant. CP shall:

1.3.2.1. Perform quality checks on change worksheets, ensuring accuracy and data integrity in support of the MTF Personnel Section.

1.3.2.2. Request and distribute Weighted Airmen Promotion System (WAPS) testing material to unit members;

track and reschedule test dates; update database and coordinate related information/data with Military Personnel Flight personnel.

1.3.2.3. Process local letters for in- and out-processing personnel in support of the Temporary Duty Program.

1.3.2.4. Act as the liaison to the Force Support Squadron (FSS); coordinate the dissemination of necessary documents and information and pick up/drop off documents as necessary.

1.3.2.5. Disseminate promotion roster recommendation letters to specified squadron command personnel for promotions programs.

1.3.2.6. Order, create and maintain all certificates required for out-processing and/or retiring members.

1.3.2.7. Update and maintain in a current status the Military Personnel Data System, Defense Medical Human Resources System, and Leave Web.

1.3.2.8. Monitor, validate and maintain in a current status, the Basic Allowance for Subsistence (BAS) and Essential Station Messing programs.

1.3.2.9. Provide support for all activities related to the in- and out-processing of members for Permanent Change of Station (PCS), Permanent Change of Assignment (PCA), and separations actions.

1.3.2.10. Distribute and track career status bonus/redux option notifications and distribute entitlement status as necessary to the member and leadership as required.

1.3.2.11. Review and maintain leave program and complete AF Form 1486’s, Unit Leave Control Log, and discrepancy memorandums for signature.

1.3.2.12. Route Line of Duty Determinations to unit points of contact for squadron review.

1.3.2.13. Send notifications and complete and maintain required documentation for Drug Demand reduction notification and follow-up with squadron trusted agents.

1.3.2.14. Request and track monthly roster/reports to include but not limited to the gains and losses report, alpha roster, and status roster provided to squadron commands.

1.3.2.15. All roles and responsibilities to reflect the FSS structure and personnel roles per Personnel Services Delivery Memorandum (PSDM) 36 series AFI.

1.3.3. CAG Administrative Assistant II. CP shall:

1.3.3.1. Possess excellent telephone etiquette, communication and customer service skills.

1.3.3.2. Be fully qualified typists (computer keyboard) with a minimum of 60 words per minute (WPM).

1.3.3.3. Possess the ability to read, write and speak fluent English language to communicate, prepare and edit written correspondence, reports, and transcribed material in a professional manner.

1.3.3.4. Provide administrative support for programs to include but not limited to task management, Government Travel Card (GTC) program, drug demand reduction program, health care program, fitness program, Government Purchase Card (GPC) program, safety program, Automated Data Processing Equipment (ADPE) accounts, security program, supply program, and civilian timecard program.

1.3.3.5. Administer programs and serve as the primary source of information. Responsible for the preparation, maintenance, and deposition of required administrative reports and other correspondence.

1.3.3.6. Serve as the point of contact for all newly assigned personnel; orient them regarding the basic functions of the organization, introduce them to key personnel and schedule their initial training/orientation requirements.

1.3.3.7. Assign and monitor suspenses and/or prioritizes work tasks. Assign suspenses to all staff personnel to support the commander/director.

1.3.3.8. Establish, maintain, control, and update file system accurately to enable quick and efficient retrieval of information accordance to Air Force Manual (AFMAN) 33-363, Management of Records.

1.3.3.9. Possess the ability to gather, analyze and present facts, communicate effectively, using tact and courtesy and possess the ability to plan, organize work, and meet deadlines.

1.3.3.10. Participate in staff training, meetings, and official team building activities that will help facilitate continuity among staff members and administrative programs.

1.3.4. CPE Assistant. CP shall:

1.3.4.1. Maintain correspondence, files, resident records, phone/e-mail lists and rosters. Answer telephone calls, emails, and other correspondence in a timely, professional and courteous manner.

1.3.4.2. Draft and process required forms, presentations, certificates, bulletins, directories and calendars.

1.3.4.3. Collect and compile data for monthly AF Form 1270, Chaplain Corps Wing/Installation Report.

1.3.4.4. Maintain Outlook calendars for CPE Program, residents and staff.

1.3.4.5. Manage monthly on-call duty calendars/schedules, maintain and update CPE Resident Handbook.

1.3.4.6. Prepare student unit reports, in-processing packages, track clinical hours, input Defense Medical Human Resource System internet (DMHRSi) hours and assist with orientation set-up.

1.3.4.7. Schedule meetings for CPE program, prepare agendas and contact participants.

1.3.4.8. Attend meetings, type minutes and send minutes to designated participants as required.

1.3.4.9. Assist with application process and in-processing for incoming residents. Maintain all applicant packages and correspondence. Prepare and distribute screening committee documents.

1.3.4.10. Prepare and submit purchase requests (AF Form 9), request for pay letters, itineraries, memorandums, car rental justification letters, materials for consultation sessions and other documents required for guest lecturers.

Work closely with contract office to arrange transportation and lodging for guest lecturers.

1.3.4.11. Track/budget expenditures and maintain inventory of CPE supplies.

1.3.4.12. Coordinate with site team for accreditation visits and other inspections. Arrange lodging, attain passes and submit required paperwork. Prepare binders and records for accreditation reviews and other inspections.

1.3.4.13. Maintain equipment and complete/process work orders for repairs as required.

1.3.4.14. Register meeting/workshop attendees and maintain up to date attendee rosters. Assist with workshops, tours, and video teleconferences.

1.3.4.15. Plan, organize, and execute preparations for graduation: chapel, rooms for reception, photographer, food, RSVPs/invitations, seating list, VIP lists, VIP parking, musicians, and bulletins.

1.3.4.16. Assist in administration of resident exit interviews.

1.3.4.17. Coordinate with the Brooke Army Medical Center Department of Ministry and Pastoral Care to accomplish CPE mission requirements.

1.3.4.18. Build and maintain a CPE Administrative Support Continuity binder.

1.3.4.19. Participate in staff trainings and meetings activities that will help facilitate continuity among staff members and chapel programs.

1.3.4.20. Provide administrative support for the CPE Liaison and Educator.

1.4. General Information:

1.4.1. Contractor Representative. The Contractor shall identify the name and telephone number of the Contractor’s point of contact to the CO in writing prior to beginning performance. The Contractor shall identify in the designation letter any limitations on its representative's authority to act on behalf of the Contractor. The Contractor shall provide an updated designation letter whenever any changes occur. The Contractor representative may be required to meet with the Government during the performance of this contract at the request of the CO.

1.4.1.1. The Contractor Representative shall respond to a request to meet with the CO within 24 hours of notification under routine circumstances.

1.4.2. Hours of Performance:

1.4.2.1. Contract performance requirements are governed by the contract. The Contractor shall provide qualified and trained personnel to cover the required hours of performance. The normal duty hours for WHASC and the Gateway Bulverde Clinic vary for each department, but range within the timeframe of 0600 to 1700, Monday through Friday. Thus, CP shall not exceed 9 hours per day that includes a 1 hour unpaid lunch; not to exceed 40 hours per weekly period. Any deviation to these days and times will be only as authorized by the CO. “Make-up” time is prohibited. The only exception is the clinical shift within the Urgent Care Clinic where shift work (Panama Schedule) is authorized, while not exceeding the 40 hour work week, including Saturday and Sunday.

1.4.2.2. The contractor is advised that special activities including but not limited to commander’s calls, sports days, employee quality of life meetings, late reporting, staggered reporting times, early release, physical fitness time, office picnics, and holiday parties are for Government personnel only and do not apply to the contractor employees.

If any special activity occurs, the contractor will continue to perform contract requirements unless expressly excused by the CO. In the event that the CO excuses performance, the contractor understands that its employees’ participation in such event will not be at government expense and shall not be invoiced. The contractor is further advised that any special time off granted by the President or other competent authority is for Government personnel only and does not apply to the contractor employees. Contractor personnel shall take their direction concerning their duty status and hours of performance from their contractor management chain and not from Government personnel.

1.4.2.3. Absences. The contractor shall ensure that scheduled absences do not interrupt service performance.

Scheduled absences shall be scheduled at least 30 calendar days in advance and mutually agreed upon by the Functional Requirements Evaluator Designee (FRED) and the Contracting Officer Representative (COR).

Unscheduled absences shall be reported to the COR by the contractor no later than 2 hours prior to the start of the shift by the contractor.

1.4.2.4. If the contractor is prevented from performing due to acts beyond the contractor’s control including emergency base closure the standards in FAR clause 52.212-4(f) and or 52.249-8 as appropriate will be applied to determine if the non-performance is excusable. In the event of an emergency base closure due to weather or other contingency situation the CO will notify the contractor of any changes in performance requirements. The Contractor shall be responsible for instructing contractor personnel concerning their duty status. Under no circumstances will the contractor be paid for services not delivered.

1.4.2.5. Federal Holidays: A minimum of 10 paid holidays per year. The MTF will observe the following federal holidays.

Holiday Projected Date New Year's Day January 1 Martin Luther King Jr's Birthday 3rd Monday in January President’s Day 3rd Monday in February Memorial Day Last Monday in May Independence Day July 4 Labor Day 1st Monday in September Columbus Day 2nd Monday in October Veterans' Day November 11 Thanksgiving Day 4th Thursday in November

Christmas Day December 25

Should the official holiday fall on Saturday then the observed holiday is the previous Friday.

Should the official holiday fall on Sunday then the observed holiday is the following Monday.

AETC Family/Down Days are treated as holidays and the CP are not required to work. The contractor will be notified at the beginning of each year of the AETC Family/Down Days for that calendar year.

1.4.2.6. Contractor employees performing under this contract shall abide by the provisions of MDWI 41-101 Medical Expense and Performance Reporting System (MEPRS), (Paragraph 2.1.3.). The contractor shall provide documentation or records of units worked through Wide Area Work Flow (WAWF) under inspector extension code:

F2MTW4, F2MTW7, F2MTW8, and F2MTWJ.

1.4.2.7. Services performed under this contract have been determined not to be essential for performance during crisis declared by the National Command Authority.

1.4.3. Compliance:

1.4.3.1. The Contractor shall comply with all applicable Air Force Instructions (AFI), DoD Regulations, and Medical Wing Instructions (MDWI) as outlined in Appendix B.

1.4.3.2. MTF Orientation. The Contractor shall attend the MTF Orientation at the onset of their working at MTF.

The MTF Orientation will familiarize the CP with the policies and procedures of the MTF and will be scheduled by the COR within 2 months of employment. Orientation attendance shall be required of the CP during Government paid working hours.

1.4.3.3. In/Out Processing: All personnel performing service under this contract shall be required to in-process through the 59 MDW Medical Logistics Contract Personnel Office upon reporting for duty. At this time, the CP shall initiate the process to receive Common Access Card (CAC), Base Identification Passes, Restricted Area Badges, and keys. Upon termination or expiration of the contract, CP shall be required to out-process through the same office and turn in the CAC, Base Identification Passes, Restricted Area Badges, and keys.

1.4.3.4. Contractor shall provide the CO with copies of CP resume and proof of background investigation prior to acceptance and in-processing. In-processing will begin once notification of acceptance has been given. Acceptance or rejection shall be given within 7 business days.

1.4.4. Conduct Requirements:

1.4.4.1. The Government will restrict the performance on this contract by any individual who is identified as a potential threat to the health, safety, security, general well-being, or operational mission of the MTF and its population.

1.4.4.2. The Contractor shall not advise, recommend, or suggest to persons eligible to receive medical care at Government expense that such person should receive care at an outside agency or provider at any place other than as designated under this contract.

1.4.4.3. The Contractor shall not use Government facilities or other Government property for personal use or other business not related to this contract.

1.4.4.4. The Contractor shall not respond to any media inquiries nor provide interviews, comments, or any other responses to the media regarding any subject related to this contract. All inquiries or complaints from the media or other sources shall be immediately relayed to the COR.

1.4.4.5. The contractor shall ensure that its employees conduct themselves in a professional manner while on the installation and refrain from disruptive, offensive, or otherwise improper behavior that undermines order and discipline. The CO may direct the contractor to remove from performance of this contract on this installation any contractor employee engaging in such misconduct.

1.4.4.5. Abide by federal and local MTF regulations concerning the confidentiality of patient records, as embodied in federal statutes including the Privacy Act of 1974 and the Health Insurance Portability & Accountability Act of 1996. All medical records and reports will remain the property of the Government. All financial, statistical, personnel, and/or technical data which is furnished, produced or otherwise available to the CP during the performance of this contract are considered confidential business information and shall not be used for purposes other than performance of work under this contract. The Contractor shall not release any of the above information without prior written consent of the CO.

1.4.4.6. Smoking in AF Facilities. Contractors are advised that the AF has placed restrictions on the smoking of tobacco products in AF facilities. AFI 40-102, Tobacco Free Living, outlines the procedures used by the commander to control smoking in our facilities. Contractor employees and visitors are subject to the same restrictions as government personnel. Smoking is permitted only in designated smoking areas.

1.4.4.7. JBSA Traffic Code. All applicable Traffic Codes will be enforced and apply to all personnel operating vehicles on a JBSA installation. The governing instruction for all Traffic Codes is AFI 31-218(I), Motor Vehicle Traffic Supervision and AFMAN 31-116, Air Force Motor Vehicle Traffic Supervision. For a complete listing of all JBSA Traffic Codes and all other applicable traffic policies and procedures, please contact the CO.

1.4.4.8. Cell Phone Usage. Contractors are advised that DoD Instruction (DoDI) 6055.04 prohibits cellular telephone usage when approaching, entering or exiting any installation gate. Cell phone usage by drivers on installations is prohibited in moving vehicles unless used with a hands-free device. The installation Security Forces Squadron (SFS) is strictly enforcing this regulation. Those found in violation of this regulation are subject to be ticketed.

1.4.4.9. Base Fire Prevention Program. The contractor will be required to comply with the applicable Fire Prevention Program, for JBSA Lackland the applicable directive is AFI 91-203, Air Force Consolidated Occupational Safety Instruction.

1.4.4.10. The contractor shall ensure that its employees conduct themselves in a professional manner while on the installation and refrain from disruptive, offensive, or otherwise improper behavior that undermines order and discipline. The contracting officer may direct the contractor to remove from performance of this contract on this installation any contractor employee engaging in such misconduct.

1.4.5. Security:

1.4.5.1. General Security Requirements. The Contractor shall follow all guidelines found in the Security Requirements for Solicitation and Contract clauses.

1.4.5.2. Internal Operating Instructions (OI). The Contractor shall abide by the MTF’s current OIs for internal circulation control, the protection of resources, and the regulated entry into Air Force controlled areas during normal, simulated, and actual emergency operations.

1.4.5.3. Reporting Requirements. The contractor shall comply with AFI 71-101, Volume 1, Criminal Investigations (Chapter 2, paragraph 2.7) and Volume-2, Protective Service Matters, (Paragraph 1.2). Contractor shall report to Security Forces any information or circumstances which may pose a threat to DoD or Contractor, resources, or DoD information.

1.4.5.4. Removal of Contractor. The Government, through the CO, reserves the right to require immediate removal from contract performance on the installation or any Government facility, any individual whose actions raise reasonable suspicion that patient care or services may be compromised in any way, or that pose a threat of harm to other contractor/Government personnel or self. Removal under other circumstances will be subsequent to, and at the direction of the CO only.

1.4.5.4.1. If a situation meriting removal occurs as outlined in the previous paragraph, the COR will contact the CO and the contractor’s representative within 24 hours. A meeting may be required with the CO, COR and Contractor representative to discuss further action.

1.4.5.4.2. The CO will notify the Contractor if and when permanent removal is required. In the event of a disagreement between the Government and the Contractor, the decision of the CO will be final.

1.4.5.4.3. The CP may be required to submit to drug/alcohol testing.