Atch 1 - Performance Work Statement (Revision 01).pdf

PERFORMANCE WORK STATEMENT

FOR

FOUR (4) FTE AEROSPACE MEDICINE

PHYSICIAN/FLIGHT SURGEONS

Version 01 30 July 25

HQ AETC/SG COMMAND SURGEON

TABLE OF CONTENTS

SECTION NUMBER AND TITLE

1. INTRODUCTION

2. GENERAL INFORMATION

3. DESCRIPTION OF SERVICES

4. HOURS OF OPERATION

5. CONTRACTOR EMPLOYEES

6. SERVICE SUMMARY

7. QUALITY CONTROL PLAN

8. GOVERNMENT PROPERTY/SERVICES

9. ORGANIZATIONAL CONFLICT OF INTEREST

10. HIPAA BUSINESS ASSOCIATE AGREEMENT (BAA)

PERFORMANCE WORK STATEMENT

FOR

FOUR (4) FTE AEROSPACE MEDICINE PHYSICIAN/FLIGHT SURGEONS

1.0. INTRODUCTION. The purpose of this PWS is to provide contract support for four

(4) FTE Aerospace Medicine Specialist Physician (Flight Surgeons) in support of the Air Education and Training Command (AETC) Flight Medicine and Operational Medicine Division (SGP). This contract will provide a bullpen of experienced flight surgeons that can be tasked by AETC SGP to fill in operational flight surgeon manning gaps impacting the command. These FTEs will provide Aerospace Medicine Physicians on a rotational/temporary basis to any of the AETC Medical Treatment Facilities, Geographically Separated Units or command designated CONUS location as a Major Command-solution to the chronic manning shortage of Active Duty (AD) flight surgeons, providing operational medical support/care across AETC. These flight surgeons will have duties requiring, but not limited to, seeing patients in Flight and Operational Medicine Clinic (FOMC) including sick call and return to fly clinic, seeing Base Operational Medicine Clinic (BOMC), writing aeromedical waivers, writing and reviewing active duty medical profiles, chart review, Federal Aviation Administration (FAA) exams, review of additional medical documents, support with investigations, coordination with civilian and military medical providers, flightline response, coordination with higher headquarters (HAF/SG), and consultation with the Aeromedical Consultation Service (ACS) at the USAF School of Aerospace Medicine (USAFASAM) and all other duties as assigned by the AETC SGP.

1.1. This contract is a personal services contract, and it is intended to create an employer-employee relationship between the Government and the individual contract Aerospace Medicine Physician, only to the extent necessary for providing the services required. The performance of the contracted individuals under a personal services contract is subject to day-to-day supervision and control by the agency personnel comparable to that exercised over military and civil service personnel. The contract does not create an employer-employee relationship between the Government and any corporation, partnership, business association or other party or legal entity with which the contract health care provider may be associated.

1.2. Relationship of the Parties. This is a personal services contract as defined in Federal Acquisition Regulation (FAR) 37.104. The physicians who furnish services under this contract are subject to day-to-day supervision and control of AETC/SG. The Flight Commander, Division Chief, or appointed individual(s) will perform as the Government Supervision and control at the location where the services are performed.

1.3. Credentials Requirements.

1.3.1. Privileging Requirements. Copies of required certification shall be furnished to the Contracting Officer Representative (COR) prior to performance of this contract. Each required document shall be sent in PDF form, one document per PDF, to ensure credentialing as soon as possible.

1.3.2 A copy of the proposed physician's professional resume (curriculum vitae), accompanied by that individual’s sworn affidavit of the truthfulness of same, indicating experience, training, and technical expertise. Resume shall be included with proposal. In the event of personnel changes, provide resume of potential candidates to the Contracting Officer’s Representative (COR) for review, prior to placement.

1.3.3 Annual Training Requirements. Contract employees shall complete all mandatory and annual training required in accordance with (IAW) DoD, Air Force Instructions, and regulatory agencies (TJC, Health Insurance Portability and Accountability Act (HIPAA), Air Force Computer Security Policy, and AF Safety Policy). They shall complete all additional training as dictated by the work-center specific to the medical professional.

1.3.4 Health Insurance Portability and Accountability Act (HIPAA). Individuals performing services under this contract are required to complete HIPAA Act Privacy Rule training and will be held accountable for complying with the agency's specific health information privacy and security policies and procedures.

2.0. GENERAL INFORMATION.

The purpose of this contract is Provide Aerospace Medicine Physicians on a rotational/temporary basis to any of the AETC Medical Treatment Facilities/AETC units as a Command-solution to the chronic manning shortage of AD flight surgeons, providing operational medical support/care across AETC. This contract will provide a bullpen of experienced flight surgeons that can be tasked by AETC SGP to fill in operational flight surgeon manning gaps impacting the command. These FTEs shall provide Aerospace Medicine Physicians and shall be based out of AETC Medical Treatment Facilities. On a rotational or temporary basis, they shall support other Medical Treatment Facilities, Geographically Separated Units, or Major Command-designated locations as part of a command solution to the chronic manning shortage of active-duty flight surgeons, providing operational medical support and care across AETC. These flight surgeons will have duties requiring, but not limited to, seeing patients in Flight and Operational Medicine Clinic (FOMC) including sick call and return to fly clinic, seeing Base Operational Medicine Clinic (BOMC), writing aeromedical waivers, writing and reviewing active duty medical profiles, chart review, Federal Aviation Administration (FAA) exams, review of additional medical documents, support with investigations, coordination with civilian and military medical providers, flightline response, coordination with higher headquarters (HAF/SG), and consultation with the Aeromedical Consultation Service (ACS) at the USAF School of Aerospace Medicine (USAFASAM) and all other duties as assigned by the AETC/SGP. In addition, the Flight Surgeon contract positions shall be used directly to support the Major Command Aerospace Medicine Operations activities under AETC/SGP. This shall include contract physicians preparing and delivering education presentations on matters pertaining to the application of physical standards, certification action, and waiver consideration delegated to this branch by the Office of the Air Force Surgeon General.

3.0 Description of Services: MAJCOM Flight Surgeon.

The aerospace medicine physicians shall primarily perform the duties as MAJCOM flight surgeons to include the full-scope flight medicine services. This includes seeing clinic, writing aeromedical waivers, writing narrative summaries, producing and adjudicating profiles, flightline response, pre-placement and occupational health exams, FAA physicals, and all other duties as required by the AETC SGP. These physicians are intended to be experienced flight surgeons that can seamlessly integrate into flight medicine operations on a rotational basis and provide mentorship to less experienced clinicians in the field. Key responsibilities are listed below and the full range of mission essential task lists for AETC are within the scope of the contract.

• Serve in a direct clinical capacity at any of the AETC bases (Altus, Columbus, Goodfellow, Holloman, Joint Base San Antonio, Keesler, Laughlin, Luke, Maxwell, Sheppard, Vance), geographically separated units and command designated CONUS locations, to include aerospace medicine, occupational and environmental, preventive medicine and public health programs. Candidate will perform duties in accordance with application of Department of Defense (DOD), Air Force (AF), Air Force Medical Service (AFMS) and Air Education Training Command (AETC) guidance and standards for the

AME.

• Case review and risk assessment/stratification for the Force Development Exception to Policy (FDETP) board proceedings. This process will require but is not limited to chart review, review of additional medical documents, coordination with civilian and military medical providers, coordination with submission sources within the line of the Air Force, coordination with higher headquarters (HAF/SG), and consultation with the Aeromedical Consultation Service (ACS) at the USAF School of Aerospace Medicine (USAFASAM).

• Review compliance of AME programs via the Management Internal Control Toolset (MICT) self-assessment communicators for 11 AETC bases and provide feedback/recommendations.

• Write, review, provide quality control and make recommendations on the Flying Class physical waivers for all AETC personnel, via the Aeromedical Information Management Waiver Tracking System (AIMWTS) to the AETC/SG waiver authority.

• Provide consultation to the Personnel Reliability Assurance Program (PRAP) at 11 AETC bases, to include implementation of Arming Use of Force (AUoF).

• Provide consultation to the Public Health Emergency Officer (PHEO) plans.

• Provide consultation for implementation of the Base Operational Medicine Clinic CONOPs.

3.1 Formal Education. Possesses a Doctor of Medicine degree or a Doctor of Osteopathy degree from an approved school of medicine or osteopathy.

3.2 Licensure and Certifications. The Flight Surgeons shall possess a valid, full, active, unrestricted medical license in good standing from any U.S. jurisdiction. There shall not be any history of adverse actions against the applicant in the last 10 years. The candidate will be board certified, with preference given to Residency in Aerospace Medicine graduates. Flight Surgeons will have experience in the management of aeromedical programs at the Group, Wing, or equivalent. Customer is seeking experienced flight surgeons to perform flight medicine duties at AETC locations. The candidate will have at least 5 years of experience in the management of aerospace medicine programs as well as flight operations and maintenance. The candidate will have a background in flight standards. The candidate shall have experience in clinical flight medicine and be comfortable with writing aeromedical waivers, profiles, and medical evaluation boards.

The candidate shall also possess:

• Board Certification in a relevant specialty, Residency in Aerospace Medicine preferred.

• Advanced Cardiovascular Life Support (ACLS)

• Basic Life Support for Healthcare Providers (BLS)

• Unrestricted Medical License to practice medicine

• Professional work demeanor and willingness to be a part of the team at each location

3.3 Experience. The candidate must have at least 5 years of experience in aerospace medicine operations and a minimum of 3 years (in the last 20 years) of active-duty U.S. Military Flight Surgeon experience. The applicant must also have a minimum of 5 years of experience in Air Force medical standards to conduct special operational evaluations, including (but not limited

to) Preventive Health Assessments for flyers/special duty personnel, initial certification exams for flying/special duty applicants. The applicant must have documented experience in the following domains:

• Flight Surgeon/Aerospace Medicine

• Aeromedical disposition for flying/special operational duty

• Occupational and Environmental Health

• Medical Readiness Operations and Deployment Availability Working Group (Pre-

Medical Evaluation Board)

• Public Health

• Conduct adaptability rating assessment for military special duty applicants

• Apply medical, fitness and profiling standards IAW DAFIs, DAFMAN 48-123

Medical Examinations and Standards, DAFMAN 36-2905 Physical Fitness Program, and DAFI 48-133 Duty Limiting Conditions (including profiling and duty restrictions as Profile Officer).

3.3.1 Knowledge. The applicant must have knowledge of current regulations including: DAFI 48-101 Aerospace Medicine Enterprise, DAFMAN 48-123 Medical Examinations and Standards, DAFMAN 48-149 Flight and Operational Medicine Program, DAFI 36-2905 Physical Fitness Program, DAFI 48-133 Duty Limiting Conditions, DoD 6130.03 Medical Standards for Military Service: Appointment, Enlistment, or Induction. Applicant shall also be comfortable in the various Information Technology Systems or be willing to be trained on newly emerging systems. Experience with the relevant electronic medical record systems including, but not limited to, Genesis, ASIMS, AIMWTS, and PEPP is preferred.

English Language Requirement. The applicant shall be able to read, speak, understand, and write English well enough to effectively communicate with patients and other health care providers and staff.

4.0 HOURS OF OPERATION

Normal Hours of Operation, the contractor shall perform the services required under this contract Monday - Friday, 0730-1630, excluding Federal holidays and other designated non-duty days.

However, if flextime or a compressed work schedule is in effect, work hours shall correspond with Government personnel duty hours. In the event that an occasional special project may occur, the contractor shall be required to work beyond the normal duty hours stated herein if required by the COR. If that occurs, the COR may alter the work schedule to accommodate the additional hours needed to accomplish the project.

4.1 If flextime or a compressed work schedule is in effect, contractor work hours shall correspond with Government personnel duty hours. Occasional change of work hours may be required to accommodate extraordinary requirements. Extended or compressed schedules that are mutually beneficial and do not exceed 80 work hours in the span of two weeks shall be coordinated through the COR. Government furnished resources shall be available during the hours of duty.

4.2 Telework is situational based on the current AETC guidance and HPCON levels. Duties may be performed via telework by mutual agreement between AETC/SGP and the candidate, in accordance with AF and AETC telework policies. The government reserves the right to authorize situational telework on a case-by-case basis. Examples include but are not limited to the following: 1) an employee has a short-term need for uninterrupted time to complete work on a complex project or report. 2) an employee is recovering from illness or an injury and is temporarily unable to report to the traditional office physically. 3) an employee receives word of inclement weather and notifies her/his supervisor that s/he would like to opt for unscheduled telework that day.

4.3 Federal Holidays. The Contractor shall not be required to work any of the following federal holidays:

New Year’s Day - 1 January Martin Luther King Day - 3rd Monday in January President’s day (observed) - 3rd Monday in February Memorial Day - last Monday in May Juneteenth Day - 19 June Independence Day - 4 July Labor Day - 1st Monday in September Columbus Day - 2nd Monday in October Veteran’s Day - 11 November Thanksgiving Day - 4th Thursday in November Christmas Day - 25 December

4.4 Performance of Services during Crisis. It has been determined by the Chief, Aerospace

Medicine Division that the requirements under this PWS are essential but duties may be executed at agreed to alternate duty location during times of crisis.

4.5 Contract Lead. The Contractor shall provide a contract lead and an alternate who shall be responsible for the performance of the work. These individuals shall have full authority to act for the contractor on all contract matters relating to the daily operation of this contract and shall be designated, in writing, to the CO and COR. The alternate contract lead shall act for the contract lead when the contract lead is absent. The contract lead and alternate contract lead shall have experience in management and supervision.

4.5.1. The contract lead or alternate shall be available within 2 hours to meet on installation or by telecom with the COR and/or with other government personnel designated by the CO during normal duty hours to discuss issues or concerns.

4.6 Communication. Contractor personnel shall always maintain open and professional communication with government personnel. Complaints validated by the COR shall be reported in writing to the CO and the contractor for action. Failure of the contractor to take corrective action on validated complaints raised by the COR and the CO will be considered a failure to perform.

5.0 CONTRACTOR EMPLOYEES:

5.1 The contractor shall not employ persons for work on this contract if such employees are identified to the contractor by the COR as a potential threat to the health, safety, security, general well-being or operational mission of the installation and its population.

5.2 The contractor is cautioned that Military Reservists and National Guard members may be subject to recall to active duty. The sudden absence of this personnel could adversely affect the contractor’s ability to perform; however, their absence at any time shall not constitute an excuse for nonperformance under this contract.

5.3 Appearance. Contractor personnel shall present a professional, conservative, and neat appearance. Contractor personnel shall report for duty in a professional manner, in appropriate attire and having complied with socially acceptable standards of personal hygiene. Expected dress is business casual.

5.4 Conflict of Interest. The contractor shall not employ any person who is an employee of the U.S. Government if employing that person would create a conflict of interest, violate DoD 5500.7R Joint Ethics Regulation Chapter 5, or violate any other Air Force regulation, instruction, or policy. The contractor shall not employ any person who is an employee of the Department of the Air Force, either military or civilian, unless such a person seeks and receives approval in accordance with the Department of Defense (DoD) Directive 5500.7 and Air Force policy. If prior military, personnel must have been discharged under honorable conditions with no administrative actions taken against them.

5.5 The Contractor shall ensure that personnel accessing information systems have the proper and current information assurance certification to perform information assurance functions in accordance with DoDM 8140.03, Cyberspace Workforce Qualification and Management

Program. The Contractor shall meet the applicable information assurance certification requirements, including:

5.5.1 DoD-approved information assurance workforce certifications appropriate for each category and level as listed in the current version of DoDM 8140.03; and

5.5.2 Appropriate operating system certification for information assurance technical positions as required by DoDM 8140.03.

5.5.3 Upon request by the Government, the Contractor shall provide documentation supporting the information assurance certification status of personnel performing information assurance functions. Contractor personnel who do not have proper and current certifications shall be denied access to DoD information systems to perform information assurance functions.

5.5.4 In the event there is an error in any DAFIs, DoDIs etc., in this PWS, the latest version found at http://www.e-publishing.af.mil/ or https://www.esd.whs.mil/dd/dod-issuances/ shall apply.

5.6 Security Requirements. Obtaining and Retrieving Identification Media. As prescribed by the DAFFARS 5352.242-9000, Contractor access to Air Force installations, the contractor shall comply with the following requirements:

a. The contractor shall obtain base identification, and vehicle passes for all contractor personnel who make frequent visits to or perform work on the Air Force installation(s) cited in the contract.

b. No later than three days prior to start of contract work, the contractor shall submit a written request on company letterhead (or e-mail correspondence) to the COR (coping the contract administrator) listing the following: project title, project number, contract number, location of work site, contract start and stop dates, work schedule, and names of contractor employees needing access to the base, including full legal name, date of birth, sex, race, SSAN, state issued I.D. Card/Driver License number, and name of sub-contractor if not employed directly by contractor (Government will provide template to be used in submitting visitor pass request). The authorized contract lead will endorse the request and forward it to the issuing base pass and registration office or security forces for processing. Contractors will present government (state or federal) issued ID, and INS Form 9 (I9), before being issued a pass to enter the installation. A Wants and Warrants check is conducted for every person before a pass is issued. Personnel employed by the contractor will get a pass for their privately owned vehicles at the installation Visitor Reception Center, with proof of the following:

(1) Liability Insurance

(2) Current License Plates

(3) Current State Inspection Sticker (If required)

(4) Valid State Driver License

(5) A phone number for sponsor on base http://www.e-publishing.af.mil/ http://www.esd.whs.mil/dd/dod-issuances/

c. Vehicles owned by the contractor with the company name permanently printed on them are not required to obtain a pass as long as a current work order is presented at the time of entry. However, current liability insurance, state inspection sticker, and registration is required.

The person driving the vehicle shall have a valid operator license for the type of vehicle.

d. The contractor is responsible for ensuring employees report to the installation Visitor Reception Center, to present their Form I-9 (Employment Eligibility Verification).

e. Upon completion or termination of the contract or expiration of the identification passes, the contractor shall ensure that all base identification passes issued to contractor employees are returned to the issuing office. If a contractor employee has been terminated, the pass will need to be retrieved and returned to Security Forces so that employee does not have base access. If the pass is not retrieved, then SF will need to be notified so base access is not allowed. Upon completion of the contract return all issued installation access passes to the issuing authority.

f. Failure to comply with these requirements may result in withholding of final payment.

5.7 Pass and Identification. The Host Unit shall ensure the following pass and identification items required for contract performance are obtained for employees and non-government owned vehicles:

a. Installation Access Pass (IAP) (DBIDS), Visitor/Vehicle Pass (DoDM 5200.08, Volume 3, DoD Physical Security Program: Access to DoD Installations), used for contracts for less than one year to include one-day visits (i.e. warranty work).

b. Installation Access Card (IAC) (DBIDS), Civilian Identification Card (DoDM 5200.08, Volume 3, DoD Physical Security Program: Access to DoD Installations), used for contracts for more than one year or more which do not require access to controlled areas or government computer systems.

c. DoD Common Access Card (CAC), (DAFI 36-3026), used for contracts for more than one year and requirement exists for access to the government computer systems and software. CAC applications are accomplished by Trusted Agents via the Trusted Agent Sponsorship System (TASS).

5.8 Suitability Investigations.

a. For contracts requiring IT-Level III computer access, contractor personnel shall successfully complete, as a minimum, a Tier 1 background investigation (formerly known as a NACI), before being issued a CAC and operating government furnished workstations. The contractor shall comply with the DoDM 5200.02, Procedures for the Department of Defense Personnel Security Program, AFPD 17-1 Information Dominance Governance and Management, AFMAN 17-1301, Computer Security and DAFI 17-130, Cybersecurity Program Management, requirements. Tier 1 investigations requests are initiated using the Standard Form (SF) 85 and are submitted to the installation Information Protection Office through the using agency’s Security Assistant (SA) within five days of contract start. Tier 1 investigations are provided by the government at no additional cost to the contractor.

b. For contracts requiring IT-Level I and II access with no access to classified material, the contractor shall complete a Tier 5 (formerly SSBI) or Tier 3 (formerly NACLC and ANACI) investigations, respectively. These investigations are submitted using the SF 86 and are submitted to the Information Protection Office through the using agency’s SA within five days of contract start. These investigations are provided by the government at no additional cost to the contractor.

5.8.1 Listing of Employees. The contractor shall maintain a current listing of employees. The list shall include employee's name, social security number, and date of investigation if service work involves unescorted entry to Air Force restricted or other sensitive areas designated by the installation commander. The list shall be validated and signed by the company supervisor and provided to the contracting officer prior to the contract start date. Updated listings shall be provided when an employee's status or information changes.

5.8.2 Freedom of Information Act Program (FOIA). The contractor shall comply with DoD Manual 5400.07_AFMAN33-302, DoD Freedom of Information Act Program, requirements. The regulation sets policy and procedures for the disclosure of records to the public and for marking, handling, transmitting, and safeguarding for Controlled Unclassified Information (CUI) material.

The contractor shall comply with DAFI 33-332, Privacy and Civil Liberties Program, when collecting and maintaining information protected by the Privacy Act of 1974 authorized by Title 10, United States Code, Section 8013. The contractor shall remove or destroy official records only in accordance with DAFI 33-322, Records Management and Information Governance Program.

5.8.3 Reporting Requirements. The contractor shall comply with DAFI 71-101, Volume- 1, Criminal Investigations, and Volume-4 Counterintelligence. Contractor personnel shall report to an appropriate authority, any information or circumstances of which they are aware may pose a threat to the security of DoD personnel, contractor personnel, resources, and classified or unclassified defense information. Contractor employees shall be briefed by their immediate supervisor upon initial on-base assignment and as required thereafter.

5.8.4 Entry Procedures to Controlled/Restricted Areas. Contractor personnel requiring unescorted entry to areas designated as controlled or restricted areas by the installation commander shall comply with installation’s access requirements and will possess, as a minimum, a favorable suitability determination. These requirements are contained in DAFI 31-101, Integrated Defense for installation access procedures and AFMAN 16-1405, for suitability determinations.

The contractor shall comply and implement local base procedures for entry to Air Force controlled areas.

5.8.5 Additional Security Requirements. In accordance with DoDM 5200.01, Information Security Program and AFMAN 16-1404, the contractor shall comply with AFSSI 7700, Emission Security (EMSEC) Program; applicable AFKAGs, DAFIs, and AFSSIs for Communication Security (COMSEC); and DAFI 10-701, Operations Security (OPSEC) Instructions. The contractor will comply with DoD Standard 22/Force Protection Condition Measures, DoD Standard 25/Level I-AT Awareness Training, and associated tasking contained in DoDI O-2000.16 Vol 1, DoD Antiterrorism (AT) Program Implementation: DoD AT Standards. Level I AT Awareness training is available for contractor personnel and can be requested by calling the local installation AT Office.

5.8.6 Physical Security. Areas controlled by contractor employees shall comply with base Operations Plans/instructions for FPCON procedures, Random Antiterrorism Measures (RAMS) and local search/identification requirements. The contractor shall safeguard all government property, including controlled forms, provided for contractor use. At the close of each work period, government training equipment, ground aerospace vehicles, facilities, support equipment, and other valuable materials shall be secured. During increased FPCONs, contractors may have limited access to the installation and expect entrance delays.

5.8.7 Key Control. The contractor shall establish and implement key control procedures in the Quality Control Plan to ensure keys issued to the contractor by the government are properly safeguarded and not used by unauthorized personnel. The contractor shall not duplicate keys issued by the government. Lost keys shall be reported immediately to the contracting officer. The government replaces lost keys or performs re-keying. The total cost of lost keys, re-keying or lock replacement shall be deducted from the monthly payment due the contractor. The contractor shall ensure its employees do not allow government issued keys to be used by personnel other than current authorized contractor employees. Contractor employees shall not use keys to open work areas for personnel other than contractor employees engaged in performance of their duties, unless authorized by the government functional area chief.

5.8.8 Lock Combinations. The contractor shall establish procedures in local Security Instructions ensuring lock combinations are not revealed to unauthorized person and ensure the procedures are implemented.

5.9 Traffic Laws. The contractor and their employees shall comply with base traffic regulations.

5.10 Weapons, Firearms, and Ammunition. Contractor personnel are prohibited from possessing weapons, firearms, or ammunition, on themselves or within their contractor-owned vehicle or privately-owned vehicle while on any Air Force base/DOD installation.

5.11 Vacancy. Anytime a position is vacant for the entire monthly billing cycle, the contractor should not invoice for that position until the position is filled.

6.0 SERVICE SUMMARY

6.1 The contract service requirements are summarized in performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimally acceptable levels of service required for each requirement. The SS provides information on contract requirements, the expected level of contractor performance and the expected method of government surveillance and confirmation of services provided. These thresholds are critical to mission success. Procedures as set forth in the Federal Acquisition Regulation (FAR) 52.212-4 (a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance, will be used to remedy all deficiencies. The absence of any contract requirements from the SS shall not detract from its enforceability nor limit the rights or remedies of the Government under any other provision of the contract. The Government has the right to inspect all services required in the contract. The contractor’s performance will be monitored and documented on the monthly surveillance checklist by the Government and reported annually in CPARS (Contractor Performance Assessment Reporting). Performance standards shall include the contractor’s ability to comply with the criteria listed in the Services Summary categories and the overall performance.

Table 1 Service Summary

Performance Objective PWS Paragraph

Performance Threshold

Method of Surveillance

1. Flight and Operational Medicine at AETC bases (Altus, Columbus, Goodfellow, Holloman, Joint Base San Antonio, Keesler, Laughlin, Luke, Maxwell, Sheppard, Vance), geographically separated units, command designated CONUS locations for temporary aerospace, occupational, environmental and preventive medicine as well as public health programs, ensuring compliance with all DoD, Air Force (AF), Air Force Medical Service (AFMS), and AETC guidance and standard.

3.0 90% (monthly) Periodic/Valid customer complaint

2. Perform Case review and risk assessment/stratification for the Force Development Exception to Policy (FDETP) board proceedings. This process requires but is not limited to chart review, review of additional medical documents, coordination with civilian and military medical providers, coordination with submission sources within the line of the Air Force, coordination with higher headquarters (HAF/SG), and consultation with the Aeromedical Consultation Service (ACS) at the USAF School of Aerospace Medicine (USAFASAM).

3.0 90% (monthly) Periodic/Valid customer complaint

3. Review compliance of AME programs via the Management Internal Control Toolset (MICT) self-assessment communicators for 11 AETC bases and provide feedback/recommendations.

3.0 90% (monthly) Quarterly/ Valid customer complaint

4. Write, Review, provide quality control and make recommendations on the Flying Class physical waivers for all AETC personnel, via the Aeromedical Information Management Waiver Tracking System (AIMWTS) to the AETC/SG waiver authority.

3.0 90% (monthly) Periodic/Valid customer complaint

5. Provide consultation to the Personnel Reliability Assurance Program (PRAP) at 11 AETC bases, to include implementation of Arming Use of Force (AUoF).

3.0 90% (monthly) Periodic/Valid customer complaint

6. Provide consultation to the Public Health Emergency Officer (PHEO) plans and programs at 11 AETC bases.

3.0 90% (monthly) Periodic/Valid customer complaint

7. Perform flight surgeon duties for the Base Operational Medicine Clinic

CONOPS.

3.0 90% (monthly) Periodic/Valid customer complaint

6.2 Contractor Travel: Contractor personnel may be required to travel throughout the Continental United States (CONUS) to support flying training, mission requirements, labor efforts, attend meetings, conferences, and training. Most travel is projected to begin and end on weekdays (Monday–Friday) but occasional travel during a holiday or weekend may be required.

In some cases, travel exceeds the standard 8-hour workday. All travel requires Government pre-approval/authorization in writing and notification to the Contracting Officer Representative (COR). Contractor Reimbursement for Employee Travel Expenses for Temporary Duty (TDY).

The contractor shall conduct travel in support of mission requirements as directed by the COR.

6.2.1 Travel may be required for the following reasons or other mission requirements:

6.2.1.1 Flying Training medical requirements include, but are not limited to, flying training waivers, medical chart reviews, aerospace medicine dispositions, etc. at any location within the AETC/SG area of responsibility.

6.2.1.2 Aerospace Medicine mission requirements include, but are not limited to, coordination with civilian and military medical providers, deployment availability counsel, etc. at any location within the AETC/SG area of responsibility.

6.2.1.3 Operational medical support include, but are not limited to, In-Flight Emergency (IFE) responses, medical subject matter expertise (SME) participation for investigations, etc. at any location within v the AETC/SG area of responsibility.

6.2.2 Travel within the local area or place of performance to attend meetings, conferences, seminars or perform work shall be considered a cost of doing business and shall not be separately reimbursed as a travel expense. Local area travel is defined as within an 80-kilometer radius of the primary place of performance. Any travel, outside the primary place of performance, in support of this PWS which incurs reimbursable charges against the Government, shall require a Travel Authorization Request (TAR) and an approved Letter of Identification (LOI). The contractor shall initiate and sign the TAR, obtain the contract lead coordination and then submit the TAR to the COR. The TAR shall be in writing and contain at a minimum the name of the traveler, date timeline, location, clearance level and issuing authority, and estimated cost. The COR will create the LOI, verify available funding and obtain the COs approval/signature on the LOI. The TDY approval process shall allow a minimum lead time IAW Table 2. No travel shall be conducted in support of this contract, regardless of distance, without a fully coordinated and pre-approved TAR and LOI signed by the CO.

6.2.3 The contractor shall be responsible for obtaining all passenger transportation, lodging and subsistence required in performance of the contract. Allowable travel costs are described in FAR 31.205-46, Travel Costs. The contractor shall be reimbursed IAW FAR 31.205-46. The reimbursement shall be at actual costs incurred but shall not exceed the approved amount of the LOI. If the travel arrangements cause additional costs, which exceed those previously negotiated, written approval by the CO is required prior to undertaking such travel. The contractor shall travel using the lowest cost mode transportation commensurate with the mission requirements. The Government will reimburse the contractor for travel on a cost reimbursable basis; no profit or fee will be paid.

Table 2 Travel Notification Timeframes

Duration of TDY in Days Minimum Lead Time Notification 1-5 business days 3 business days 6-15 business days 5 business days More than 16 business days 10 business days

6.2.3.1 The contractor shall be paid per diem allowance each day an employee is required to stay overnight away from his/her normal duty station, while on official temporary duty status.

6.2.3.2 Meals and Incidental Expenses (M&IE) will be reimbursed at the published M&IE rate for the dates and locations of travel.

6.2.3.3 When commercial air travel or car rental is authorized, the contractor shall utilize coach, tourist, or similar accommodations.

6.2.3.4 When Government quarters are available and approved, the contractor shall use them.

6.2.3.5 In cases where the TDY purpose requires the Government and the contractor to travel to the same location and the Government provides transportation on a Government Owned Vehicle (GOV), the contractor cannot opt to drive on their own and charge the Government for mileage.

6.2.4 Payment shall be made directly to the contractor on a cost reimbursable basis, upon submission of proper invoices and supporting documentation to the COR. Invoices for reimbursable travel shall be submitted as soon as possible, but within 15 business day from the end of the travel period.

6.2.5 Trip Reports. The contractor shall post trip reports within 5 business days of the conclusion of travel. Trip Reports shall contain such information as the dates, locations, purpose and travelers involved in any travel taken in the performance of this contract. The trip report shall identify any issues or risks revealed that have an impact on the systems and/or programs germane to this contract plus any action item that will be accomplished by any party in order to accomplish the goals of this contract.

6.2.6 Alternate Place of Performance: If performance is required at a location other than the principal place of performance, i.e., other Government locations worldwide on a temporary basis, travel shall be IAW guidelines contained in this PWS. If the circumstances require remotely support services, the contractor shall obtain prior written approval from the COR and CO.

7.0 QUALITY CONTROL PLAN

7.1 General Guidance. Only the COR or the designated alternate COR has the authority to inspect, accept, or reject all deliverables.

7.2 Quality Assurance. The government is responsible for evaluating the contractor's performance. For those tasks listed on the Service Summary (SS), the COR shall follow the methods of surveillance specified in the Quality Assurance Surveillance Plan (QASP). The COR shall record all surveillance observations. COR surveillance of tasks not listed in the SS or by methods other than those listed in the SDS may occur during the performance period of this contract on an as-needed basis.

7.3 Quality Meetings. The CO may require the contractor to meet with the CO, contract administrator (CA), COR, and other government personnel as deemed necessary. The contractor may request a meeting with the CO when he or she believes such a meeting is necessary.

7.4 The COR shall record written minutes of any such meetings. A copy of the minutes shall be sent to all attendees via e-mail for their review. A copy of all recorded minutes shall be provided to the contractor, and a copy shall be placed in the official contract file for record keeping purposes. In the event the contractor does not concur with any portion of the minutes, exceptions to the minutes shall be provided, in writing, to the CO within 10 working days following receipt of the minutes. The final resolution to exceptions taken by the contractor resides with the CO.

7.5 Contractor’s Quality Control Plan (QCP): The contractor shall provide and maintain a current QCP that (1) identifies the process employed to inspect the services/deliverable in the PWS Section 6.0, (2) addresses roles and authorities of the Primary Quality Personnel, and (3) addresses methods used for identifying and preventing defects before performance becomes unacceptable and identifies corrective actions. One copy of the QCP shall be provided to the CO as part of the technical proposal. The QCP shall be considered acceptable unless the CO notifies the contractor before award.

8.0 GOVERNMENT PROPERTY/SERVICES.

8.1 Government Facilities. The Government shall furnish or make available facilities within the MTF that the contractor is assigned to. Government facilities have been inspected for compliance with Occupational Safety and Health Act (OSHA) and environmental regulations. The facilities are provided “as-is” and the government does not represent the condition, quality, or completeness of the property. However, no hazards have been identified which would prevent normal use of the facilities or for which workarounds were required. The fact that no such conditions have been identified does not warrant or guarantee that no possible hazard exists, or that workaround procedures will not be necessary or that the facilities as furnished will be adequate to meet the responsibilities of the contractor.

8.2 The Government shall provide workspace, office furniture, computer resources, telephones, office supplies, test data, and tools necessary to perform the task. The contractor shall have access to Government regulations, technical manuals, and life cycle/program files.

This includes all systems orientation and on-boarding training requirements for example, but not limited to MHS Gensis, HIPAA, Federal Aviation Administration Exams material, Patient Safety, ASIMS, OPSEC, Emergency Protocols, Hazard Responses, work center safety.

8.3 Telephone Service. The Government will provide telephone service in office, not to include a cellular phone. Use of a government-supplied telephone is provided solely for official use government business and shall not be used to transact personal business by contractor personnel.

8.4 Refuse Collection. The Government will provide established refuse collection service at pre-established pickup locations. It is the responsibility of contractor personnel to transfer refuse from their work area to the predetermined pickup locations.

8.5 Custodial Services. The Government will provide established restroom cleaning services at pre-established intervals. The contractor is required to maintain their work area(s) in a clean, neat and professional manner conducive with the type of work being performed.

8.6 Utilities. The Government will furnish electricity, water and sewage services as necessary for accomplishment of work in accordance with this contract. The contractor shall adhere to all base level utility conservation practices or requirements. The contractor shall be responsible for operating under conditions that prevent waste of utilities.

8.7 Security, Fire and Medical Services. The Government will provide police and fire protection. In the event of a medical emergency, base ambulance services for transporting an injured employee to a local hospital is available on a cost reimbursement basis.

8.8 Electronic Mail Service/Local Area Network (LAN) Connectivity. The Government will provide electronic mail and LAN capability to facilitate communications with government personnel and the ability to retrieve required information. The existing government computers and hardware shall be used by the contractor.

8.9 Base Distribution. The contractor shall use the Base Information Transfer System (BITS) for mail services for official mail only.

8.10 Contractor Furnished Items and Services. Except for those items or services specifically stated in this PWS to be government-furnished, the contractor shall furnish everything required to perform this contract in accordance with all of its terms and conditions. It is the contractor’s responsibility to ensure contractor personnel are familiar with and understand the contents of this PWS as well as the company’s handbooks/handouts, etc. prior to beginning work.

8.11 The services and spaces provided to the contractor are for official use only. Each individual contractor employee shall be required to sign hand receipts for all Information Technology Equipment (ITE) that they exclusively use, e.g. all equipment on their desktop. This includes laptops for travel/out of office use. The contractor shall not be required to sign for multiple-user ITE, such as network equipment, network printers, scanners and servers.

9.0 ORGANIZATIONAL CONFLICT OF INTEREST

9.1 The Contractor shall be cognizant of FAR 9.5, Organizational and Consultant Conflicts of Interest, and FAR 3.101-1, Improper Business Practices and Personal Conflicts of Interest, Standards of Conduct.

9.2 The contractor, as part of this contract, shall have access to the financial plan, programmed amounts, and the program objective memorandum (POM) for future requirements. The contractor agrees to protect all proprietary information, refrain from using the information for any other purpose other than for which it was furnished and is precluded from providing the services of the requirements that they have access to.

9.3 In order for the government to prevent conflicting roles which might bias the contractor’s judgment or objectivity, and prevent unfair competitive advantage to the contractor, the parties to this contract agree that the contractor and its parent companies, subsidiaries, affiliates, if any, is precluded from providing the services of these requirements that they have access to.

9.4 The contractor, at his/her discretion, may provide information having a direct bearing upon these restrictions to the Contracting Officer for consideration. Final authority for approvals rests with the Contracting Officer.

9.5 Government business shall be conducted in a manner above reproach and, except as authorized by statute or regulation, with complete impartiality and with preferential treatment for none. Transactions relating to the expenditure of public funds require the highest degree of public trust and impeccable standard of conduct. The general rule is to avoid strictly any conflict of interest or even the appearance of a conflict of interest in Government-contractor relationships.

10.0 HIPAA BUSINESS ASSOCIATE AGREEMENT (BAA)

In accordance with 45 CFR 164.502(e)(2) and 164.504(e) and paragraph C.3.4.1.3 of DoD 6025.18-R, “DoD Health Information Privacy Regulation,” January 24, 2003, this document serves as a business associate agreement (BAA) between the signatory parties for purposes of the Health Insurance Portability and Accountability Act (HIPAA) and the “HITECH Act” amendments thereof, as implemented by the HIPAA Rules and DoD HIPAA Issuances (both defined below). The parties are a DoD Military Health System (MHS) component, acting as a HIPAA covered entity, and a DoD contractor, acting as a HIPAA business associate. The HIPAA Rules require BAAs between covered entities and business associates. Implementing this BAA requirement, the applicable DoD HIPAA Issuance (DoD 6025.18-R, paragraph C3.4.1.3) provides that requirements applicable to business associates shall be incorporated (or incorporated by reference) into the contract or agreement between the parties.

(a) Catchall Definition. Except as provided otherwise in this BAA, the following terms used in this BAA shall have the same meaning as those terms in the DoD HIPAA Rules: Data Aggregation, Designated Record Set, Disclosure, Health Care Operations, Individual, Minimum Necessary, Notice of Privacy Practices (NoPP), Protected Health Information (PHI), Required By Law, Secretary, Security Incident, Subcontractor, Unsecured Protected Health Information, and Use.

Breach means actual or possible loss of control, unauthorized disclosure of or unauthorized access to PHI or other PII (which includes, but is not limited to PHI), where persons other than authorized users gain access or potential access to such information for any purpose other than authorized purposes, where one or more individuals will be adversely affected. The foregoing definition is based on the definition of breach in DoD Privacy Act Issuances as defined herein.

Business Associate shall generally have the same meaning as the term “business associate” in the DoD HIPAA Issuances, and in reference to this BAA, shall mean the Contractor.

Agreement means this BAA together with the documents and/or other arrangements under which the Business Associate signatory performs services involving access to PHI on behalf of the MHS component signatory to this BAA.

Covered Entity shall generally have the same meaning as the term “covered entity” in the DoD

HIPAA Issuances, and in reference to this BAA, shall mean AETC/SG.

DHA Privacy Office means the DHA Privacy and Civil Liberties Office. The DHA Privacy Office Director is the HIPAA Privacy and Security Officer for DHA, including the National Capital Region…