SNC PWS.docx

Special Needs Coordinator - Performance-Based Work Statement

Performance Work Statement (PWS)

FOR

Special Needs Coordinator For 35th Medical Group, Misawa AB, Japan.

Non-Personal Service

35TH CONTRACTING SQUADRON

MISAWA AIR BASE, JAPAN

Date: May 20

TABLE OF CONTENTS

Special Needs Coordinator

1. DESCRIPTION OF SERVICES/GENERAL INFORMATION. This is a non-personal service contract. The Government requires one (1) Full Time Equivalent (FTE) Special Needs Coordinator for this contract within the 35th Medical Group (MDG), Misawa Air Base, Japan. Contractor shall furnish all management and labor necessary to provide services in accordance with the requirements contained in this Performance Work Statement (PWS) and the professional standards, policies and guidelines of the 35 MDG, the Joint Commission (TJC), and all Air Force Instructions (AFIs) and regulations.

2. SCOPE OF WORK. Contractor personnel shall competently perform all tasks ensuring all suspenses are met; documentation produced is legible, timely, accurate, medically consistent, professionally written, and all patient identifying information is protected.

2.1. Must have knowledge and skills to effectively apply Special Needs Coordinator (SNC) functions:

2.1.a. Assessment: Identification of patients that need special medical and education needs/management; comprehensive collection of patient information and medical status; and continued evaluation of an established plan of care.

2.1.b. Planning: Collaboration with the patient, family/caregiver, primary provider and other members of the health care team for developing an effective plan of care.

2.1.c. Facilitation: Care coordination and communication among all involved parties.

2.1.d. Advocacy: Support for the patient and family/caregivers to ensure identified education and appropriate, timely care coordination is received.

2.2. Must demonstrate mastery of theories, principles, and methodologies underlying psychosocial practice.

2.3. Must have knowledge and understanding of developmental growth; dynamics of human behavior, family, and other social systems; and impact of illness and disability on social functioning.

2.4. Must demonstrate ability in program planning, implementation, and evaluation, and in conducting individual, family, group, and community assessments.

2.5. Must demonstrate ability to work with service members and/or veterans and their families who are experiencing a wide range of complicated mental, emotional, behavioral, physical, psychosocial, and environmental problems.

2.6. Must have knowledge of medical privacy and confidentiality Health Insurance Portability and Accountability Act (HIPAA), and accreditation standards of the Joint Commission (TJC).

2.7. Must demonstrate ability to communicate effectively both orally and written.

2.8. Must be skillful and tactful in communicating skills with people who may be physically or mentally ill, uncooperative, fearful, emotionally distraught, and potentially agitated.

2.9. Must demonstrate ability to apply critical thinking skills and expertise in resolving complicated healthcare, social, interpersonal and financial patient situations.

2.10. Must possess organization, problem-solving and communication skills to articulate medical requirements to patients, families/care givers, medical and non-medical staff in a professional and courteous way.

3. SPECIFIC DUTIES.

3.1. The SNC oversees and manages the installation Exceptional Family Member Program-Medical (EFMP-M) IAW DoDI 1315.19 Exceptional Family Member Program, AFI 40-701, Medical Support to Family Member Relocation and Exceptional Family Member Program, AFI 44-173 Population Health and Medical Management, the 35th FW supplement to EFMP-M program, and subsequently implemented guidance memoranda.

3.1.1. Uses clinical assessment skills and maintains procedures to identify sponsors whose family members have special medical and educational needs in a timely manner. The SNC uses a multi-disciplinary and collaborative approach with other key service providers, such as installation youth and childcare facilities, and officer and enlisted spouses groups, to ensure effective outreach and identification of special needs. Ensures family members of the Air Force (AF) personnel or family of the AF member are appropriately "Q coded" (EFMP-enrolled).

3.1.2. Ensures all active duty sponsors known to the Air Force Personnel Center (AFPC), and local Military Personnel Section (MPS) and/or Commander Support Staff (CSS) where applicable, having family members with special needs are identified in AF medical special needs data management systems. Provides oversight for base-level data entry in AF-provided data management systems used in the management of EFMP-M.

3.1.3. Provides training to installation personnel and medical staff; and consultation as needed to support the implementation of EFMP-M base-wide. The inspection is semi-annual to coincide with Permanent Change of Station (PCS) cycles which will allow new staff to accomplish the training while in-processing. The annual training requirement is on: https://airforce.reliashealth.com

3.1.4. Integrally involved in the Family Member Relocation Clearance (FMRC) process. Ensures all FMRC requirements are implemented by all EFMP-M staff. Coordinates the enrollment process and travel screening for all active duty family members’ and travel screening upon request to the families of DoD civilian sponsored assignments going to an overseas base.

3.1.5. Provides oversight to ensure every AF sponsor with one or more family members with special needs assigned to the installation has a special needs file maintained at the Military Treatment Facility (MTF). Ensures Q-coded sponsors assigned to the installation are contacted annually to determine if there are unmet needs and to request updates of information as needed.

3.1.6. Collaborates with the Integrated Delivery System (IDS) and other interagency forums that provide family medical information and referrals to base and civilian agencies. Ensures EFMP families are referred to the Airman and Family Readiness Center for additional community assistance as needed. Maintains a cooperative working relationship with the MPS, CSS, and with AFPC. Actively supports the integration of EFMP-M, Exceptional Family Member Program-Family Support (EFMP-FS) and Exceptional Family Member Program-Assignments (EFMP-A) services at the installation. Provides information, appropriate contact information, and coordinates referrals as appropriate.

3.1.7. Accomplishes EFMP quarterly case reviews to discuss/assess newly identified families', complex, or unmet medical needs. Determine the appropriate resources necessary for the families.

3.1.8. Records patient specific assessments and clinical plans of action in Armed Forces Health Longitudinal Assessment (AHLTA) and the Special Needs record. Meeting minutes will not contain patient identifying information.

3.1.9. Coordinates and participates in Medical Management and care coordination meetings as assigned.

3.1.10. Participates in the clinic orientation and training of other staff of the Special Needs Program. Participates in committees, work groups, and task forces at the facility. Participates in Wing Right Start as the EFMP Screener.

3.1.11. Must maintain a level of productivity and quality consistent with: complexity of the assignment; facility policies and guidelines; established principles, ethics and standards of practice of professional social work and nursing, Health Services Inspection (HSI); and other applicable DoD and service specific guidance's and policies. Must comply with the Equal Employment Opportunity (EEO) Program, infection control and safety policies and procedures.

3.1.12. Follows applicable Wing/AF/DoD instructions, policies and guidelines.

3.1.13. Completes medical record documentation and coding and designated tracking logs and data reporting as required by local MTF/AF/DoD instructions, policies and guidance.

3.1.14. Completes all required electronic medical record training, MTF-specific orientation and SNC training programs.

3.1.15 Develop annual EFMP plan for inclusion in Medical Management Strategic Plan in collaboration with stakeholders.

3.2. Documentation. The contractor shall prepare all medical documentation to meet or exceed the standards required by the MTF, applicable Air Force Instructions and the Joint Commission guidelines. Only approved abbreviations shall be used for documentation of care in the health care record. The Department of Defense’s electronic medical record system, AHLTA, shall be used for all patient encounters.

4. REQUIRED QUALIFICATIONS:

4.1. Experience. Minimum of one (1) year full time experience in clinical nursing or social work; or six months of special needs care coordination, discharge planning or case management in a medical setting.

4.2. Education. Nurse applicants must possess a Bachelor’s degree in nursing (BSN) accredited by a national nursing accrediting agency recognized by the US Department of Education. Social Worker applicants must at least possess an associate (ASW) or Bachelor’s degree in Social Work (BSW) from a school of social work fully accredited by the US Council on Social Work Education (CSWE).

4.3. Licensure. Nurse applicants must possess a valid, unrestricted license to practice as a Registered Nurse (RN) from one of the 50 states, and/or the District of Columbia, the Commonwealth of Puerto Rico, or territories of the United States. All licenses must be unencumbered and remain in effect during contract employment. The contractor must be in good standing, and under no restrictions, with the state in which a license is held or has been held, or the national licensure board, within the last 10 years. Social Worker applicants are not required to possess a license to apply.

4.4. Additional Knowledge. Be capable of performing the full range of medical services commensurate with the degree and/or professional license held. Fluently and proficiently read, write, speak and understand the English language. Possess working knowledge of computer applications and software to include Windows and Microsoft Office programs.

4.5. Additional Requirement for applicants who are not a U.S. national. Non-US citizen applicants and their non-US citizen employees are required to have a valid Japanese working VISA prior to the first day of this contract. The applicant is responsible for obtaining any required Japanese working VISAs.

5. SUPERVISION RECEIVED:

5.1. Direct: The contractor is responsible to supervise its own employee(s). None of MDG personnel supervise the contractor.

5.2. Indirect: Health Care Integrator, Chief of the Medical Staff (SGH)

6. HOURS OF OPERATION. EFMP-Medical general duty days and office hours are Monday-Friday, 0730-1630, with an hour for lunch. The duty hours may be changed if there is instruction from the Base or Medical Group commander. This does not mean the contractor has an option to request to change their hours, but only allows hours to be changed in times of need by the government. This only goes into effect when the contractor is notified by the government. The following is a list of legal federal holidays when services are not provided:

NOTE: Any of the above holidays falling on a Saturday will be observed on the preceding Friday; holidays falling on a Sunday will be observed on the following Monday. The Government may add additional family days in conjunction with these holidays which may result in MTF closures.

7. WORK SCHEDULE. The contractor may be required to perform at least 8 hours per day and 40 hours per week during normal clinic business hours. If the contractor cannot perform in accordance with the schedule approved by the direct, indirect supervisor or Functional Requirements Evaluator Designees (FREDs), the contractor shall promptly report to the Contracting Officer (CO) for resolution. The MTF will coordinate the appointment templates with the Contractor. The contractor may be required to work more than 8 hours in a single day or 40 hours in a week, as determined by the FREDs or designee based on the needs of the MTF. If additional hours are worked, the Government may reduce future scheduled hours to maintain a 40 hour work week average. All hours worked will be recorded accurately on the work schedules. Under no circumstances are the work schedules to reflect hours worked when the contractor was absent or vice versa. This service contract is not classified as “mission-essential” during a crisis as declared by the National Command Authority or Overseas Combatant Commander. In the event of such a crisis, the CO will direct the contractor to discontinue the service due to base closure.

7.1. Non-Duty Days. The contractor employee will not be required to perform on MTF closure days. The contractor does not to have an option to work those days once it is determined as MTF closure day by MDG commander.

7.1.1. PACAF Family day. PACAF family days are not considered off days in 35 MDG. MTF will determine and notify us of any upcoming PACAF family days and whether they will be considered off days or open days. COR will notify to the contractor and their employee only if upcoming PACAF family days will be considered MTF closure.

7.2. Closures. If the commander determines the base is closed due to snow, hurricane, or acts of God, the contractor shall annotate their time sheet as such. In such cases where the Wing Commander determines the base closed to all “non-essential personnel”, the contracted employees under this contract will be released from work. These incidents will not change the invoicing amount, as these cases are outside of the contractor’s control.

7.2.1. Performance of Services During Crisis Declared by the National Command Authority or Overseas Combatant Commander. This service contract is not classified as “mission-essential” during a crisis as declared by the National Command Authority or Overseas Combatant Commander. In the event of such a crisis, the CO or the COR will direct the contractor personnel to discontinue the service due to base closure. Until such a notification, the contractor personnel are required to continue the performance.

7.3. Scheduled and Unscheduled Absences. The contractor shall advise the CO, COR, and FRED or designee about absences due to illness or incapacitation. If the contractor is absent for more than 5 consecutive days due to illness, the Contractor shall provide the Government with a statement that the employee is free from communicable illness before or as the employee returns to work. The government has no interest in tracking the status of individual employees by name when they are absent, only to ensure that they will not pass illnesses onto others. The Government reserves the right to examine and/or re-examine any worker who meets this criterion. In cases of absences in excess of 10 days due to the illness, the contractor shall provide temporary replacement staff. The contractor shall only provide personnel with equal or greater qualifications and replacement staff must submit their package and get approved in writing by the 35 MDG evaluator prior to the start of work.

7.3.1. LEAVE. The contractor personnel are allowed to take up to 20 work days of leave annually. Leave is classified as both annual, vacation or sick leave. All leave after taking 20 work days is considered non-paid days and shall be deducted from the contractor’s monthly invoice. Leave shall not exceed 10 consecutive work days excluding weekends. In cases of absences in excess of 10 days, the contractor shall provide temporary replacement staff. The contractor shall only provide personnel with equal or greater qualifications and replacement staff must submit their package and get approved in writing by the 35 MDG evaluator prior to the start of work. In order to ensure that customer’s access to care is not limited due to manning, timing of leave shall be coordinated with supervisor as much as possible at least 15 days in advance. The contractor personnel must notify the working section if they are unable to report to work at least 2 hours prior to beginning of each duty day.

7.4. Telework. Telework will only be used under certain circumstances, subject to the approval of the SGH and the MDG Commander. Clearance from Information Systems and the Privacy Officer will be required. The supervisor, together with the medical logistics POC, will determine how the hours worked will be monitored and documented. Telework should not exceed 40 hours per week and should not be used to substitute for regular duty hours at the clinic. The contractor will not use personal phones to communicate with patients while doing telework. The contractor will ensure HIPAA is not breached at all times.

7.5. Replacement of contractor personnel. Unless in an emergency, the contractor is required to give at least a 30-day official notice of the intention to vacate the job to contractor management staff, CO, Contracting Administrator (CA), COR and FREDs to ensure all team members are aware. The contractor management staff shall replace permanent contractor employee at the earliest possible date, ensuring vacancies do not exceed 30 calendar days. The calendar days begin on the departing contract employee’s last duty day at the requesting location. The contractor management staff shall ensure that all temporary or permanent replacement staff are fully qualified, meet all pre-placement requirements and are ready to perform within the required timeframe. The Government reserves the right to follow termination procedures as outlined in FAR 12.403 after the 30 calendar days vacancy period unless the CO determines the termination is not in the best interest of the Government.

7.5.1. Additional Requirement for applicants who are not a U.S. national. If non-US citizen employees will be working as a replacement, they are required to have a valid Japanese working VISA prior to their first day of work.

7.6. Non-paid days. The government will not be required to pay for scheduled/unscheduled absences or days where the contractor does not perform services once the 20 annual days of leave are taken for the year. The contractor will still be paid during MTF closure days. Invoicing will the full contract rate until the 20 allowed leave days is exceeded (i.e. waiting for replacement contractor personnel to arrive, etc.). The contractor is only allowed to utilize leave days when the position is filled by an employee and the employee is using the day as annual, vacation, or sick leave. Utilizing any of the allowed 20 days of leave per year to minimize gaps in service or help the contractor obtain a higher invoice value in not allowed:

Monthly amount times 12 months divided by 2080 hours = Hourly Rate

This calculation will be utilized only for invoicing purposes if there is Non-paid days during the month.

8. INSTALLATION SECURITY NOTICE TO EMPLOYEES. The government reserves the right to restrict the contractor who is identified as a potential threat to the health, safety, security, general well-being, or operational mission of the installation and its population. The contractor shall know that they may be subject to search, at the discretion of the installation commander, when entering or leaving the installation.

9. SECURITY REQUIREMENTS. The contractor shall comply with all Misawa AB security requirements. The government will provide escorts for the contractor, as required. Failure to comply with the security requirements is cause for termination.

9.1. Criminal Background Check. Background checks are required on all healthcare workers involved in the delivery of healthcare to children under the age of 18 on a frequent and regular basis as stated in DODI 1402.5, Criminal History Background Checks on Individuals in Child Care Services, Enclosure 5. Contractor employee receiving an unfavorable criminal background check status shall not be allowed to perform under this contract. The contractor is responsible for completing and submitting the government-provided SF AF 2583 (REQUEST FOR PERSONNEL SECURITY ACTION) and OF 306 (Declaration for Federal Employment) as part of the credentialing package prior to providing service at the MTF. Contractor may need to visit MTF to fill in the form in case they are not able to open attachment outside of Government computer. Contractor shall comply with all security and background check requirements as outlined in DODI 1402.5 and other applicable regulations and guidelines. Until the background check was clarified by 35 MDG Unit Security Manager, the contractor employee is not able to perform the services in MTF.

9.2. National Agency Check (NAC). The government shall perform security investigations on contractor employees in accordance with DoD 5200.2-R, Personnel Security Program, and AFI 33-129, Web Management and Internet Use. The NAC will not incur additional cost to the contractor. The contractor shall submit a required form; AF 2583 and OF 306 for MTF COR in Medical Logistics within three (3) working days of notification of contract award. Contractor personnel receiving unfavorable NAC status shall not be allowed to perform under this contract. The completion of Security Program, contractor completes their finger prints in FW/IP. Until then, contractor are not allowed to start to work in MTF. To complete Security Program, it shall take roughly two through three weeks after submitting to MTF COR.

9.3. Base Access. Prior to start of work, the contractor shall submit a 5 AF Form 99, “Applications for Base Passes” to the 35th Contracting Squadron, Bldg. 656, for all employees requiring base access to perform the work within three (3) working days of notification of contract award. The contractor shall submit a 35 FW Form 54, “Application for Vehicle” and copies of the vehicle inspection certificate, for all the vehicles requiring base access under this contract. The contractor shall turn in all base passes to the Visitor Control Section, 35 SFS/SFAP, Bldg. 301, and obtain a return receipt after a pass is no longer needed or the contract expires, whichever comes first. Final payment may be withheld until the required clearances have been accomplished.

9.4. Base Computer Network Access. Contractor personnel are required to have access to the government local area network (LAN). Contractor shall obtain Common Access Card (CAC) for contractor personnel.

9.4.1. Obtain CAC procedure. CACs are not authorized until the Background check is initiated. Contractor employee receiving a status other than favorable status on their background check will have their CAC privileges removed. Before completion of their background submission and finger print done, contractor employee, who has their own Social Security Numbers (SSN) and/or DoD ID number, shall obtain a Letter of Authorization (LOA) signed by CO and submit to COR. The contractor employee, who doesn’t own SSN nor DoD ID, shall submit 1172-2 to COR upon their background submission and finger print done. Contractor is not able to schedule CAC appointment through Military PF (MPF) until their Security Program completes (See para. 9.1.). Their process to obtain CAC shall take roughly two through three weeks, therefore contractor has responsible to contact to MTF COR 3 business days after award notice received.

9.5. Physical Security. Contractor personnel shall be responsible for safeguarding any and all medical information provided for contractor use. At the close of each work period, information shall be secured.

9.6. Credentialing and Privileging. The contractor shall comply with all applicable DoD, AFMS and 35 MDG credentialing requirements and be appropriately credentialed by the 35 MDG Credentials Officer prior to beginning patient care at the MTF. AFI 44-119, Medical Quality Operations, governs this credentialing process. Verification of credentials does not incur additional cost to the contractor. Contractor shall visit MTF to start their credential paper work within 3 business days after award notice received.

9.7. Reporting. During performance, report any information or circumstances observed that may pose a threat to the security of DoD personnel, contractor personnel, resources, and defense information to the Security Forces. The Contracting Officer Representative (COR) will brief the contractor upon initial on-base assignment of requirements. The contractor shall comply with the requirements of Volume 1, AFI 71-101, Criminal Investigations, and paragraph 1.1 of Volume 2, Protective Security Matters.

9.8. Random Antiterrorism Measures (RAMs). RAMS are conducted on Misawa Air Base at varying times during a 24-hour period and may consist of measures such as spot checks of identification credentials, random vehicle searches, and site security sweeps. The contractor is subject to participating and cooperating with RAMS as directed by competent authority. Anticipate increased RAMS during implementation of elevated Force Protection Conditions (FPCONs).

9.9. Reporting Suspicious Activity. It is the responsibility of all personnel working and residing on Misawa Air Base to be alert for detecting and reporting suspicious criminal or terrorist activity. The contractor shall immediately report any on-base observed suspicious activity to the 35 SFS/BDOC, Bldg. 646. All contractor-employed personnel shall be familiar with suspicious activity reporting numbers and procedures. The primary number for reporting suspicious activity on Misawa Air Base is 911from a base phone or 0176-53-1911 from a mobile phone or off-base.

9.10. LEVEL I ANTITERRORISM AWARENESS TRAINING FOR CONTRACTORS (JAN 2019)

(a) Definition. As used in this clause—

“Military installation” means a base, camp, post, station, yard, center, or other activity under the jurisdiction of the Secretary of a military department or, in the case of an activity in a foreign country, under the operational control of the Secretary of a military department or the Secretary of Defense (see 10 U.S.C. 2801(c)(4)).

(b) Training. Contractor personnel who require routine physical access to a Federally-controlled facility or military installation shall complete Level I antiterrorism awareness training within 30 days of requiring access and annually thereafter. In accordance with Department of Defense Instruction O-2000.16 Volume 1, DoD Antiterrorism (AT) Program Implementation: DoD AT Standards, Level I antiterrorism awareness training shall be completed—

(1) Through a DoD-sponsored and certified computer or web-based distance learning instruction for Level I antiterrorism awareness; or

(2) Under the instruction of a Level I antiterrorism awareness instructor.

(c) Additional information. Information and guidance pertaining to DoD antiterrorism awareness training is available at https://jko.jten.mil/ or as otherwise identified in the performance work statement.

(d) Subcontracts. The Contractor shall include the substance of this clause, including this paragraph (d), in subcontracts, including subcontracts for commercial items, when subcontractor performance requires routine physical access to a Federally-controlled facility or military installation.

10. PERFORMANCE EVALUATION MEETINGS. The contractor may be required to meet periodically with Multi-functional Team Members throughout the life of the contract. Meetings will be scheduled as needed by the Contracting Officer. The Contractor may request meetings at any time. The written minutes of these meetings shall be signed by the contract administrator and emailed out for all attendees to review. Attendees have five (5) days after minutes are emailed to dispute any items therein.

11. SPECIAL REQUIREMENTS.

11.1. HIPAA and Business Associate Agreement (BAA). Refer the Health Insurance Portability and Accountability Act (HIPAA) Business Associate Agreement IAW AFI 41-200, HIPAA, 25 July 2017 and full text entitled BAA attached to the contract.

12. HEALTH REQUIREMENTS.

12.1. Contract personnel providing services under this contract shall receive a pre-employment physical examination prior to commencement of work and annually thereafter. Health care providers shall report to the Government or contractor’s physician to receive a pre-employment examination and immunizations/shots prescribed by the MTF. This is at no additional cost to the contractor.

12.2. As a condition of this contract, Occupational Safety and Health Administration (OSHA) requires that all contractors who will have occupational exposure to blood or body fluids, or other potentially infectious materials, shall receive Hepatitis B Vaccination series, sign a voluntary declination, or have documented proof of immunity to Hepatitis B infection by titer screening. Personnel who sign declinations may change their minds at any time and receive the Hepatitis B vaccine without penalty. Other tests required upon employment include Tuberculosis Skin Test (TST) along with initial and bi-annual Human Immunodeficiency Virus (HIV) Test. Contractors must show proof of previous Measles, Mumps, Rubella/Rubeola (MMR), Tetanus/Diphtheria/Pertussis (Tdap), and Varicella vaccinations or consent to proof of immunity by titer screening. In addition, contractors must receive an Influenza vaccination annually.

12.2.1. The following vaccinations are mandatory IAW AFI 44-108, Infection Prevention and control Program. The contractor shall be responsible for assuring that all personnel report to the appropriate government medical office to receive the pre-employment examinations. The government will offer them at no cost to the contractor upon contract award:

- Hep B Vaccination Series (Serological test for those with direct patient care duties are required, may sign declination form if in low risk work environment)

- Tuberculosis Skin Test (TST) or an approved blood assay performed w/in the last 12 months.

For Japanese contractor: blood assay (Quantiferon Gold Test) is required instead of TST.

- Measles, Mumps, Rubella/Rubeola (MMR) vaccination or proof of immunity (if employee cannot show proof of vaccination, titer must be drawn before administering series)

- Varicella Vaccination or proof of immunity by titer screening (if employee cannot show proof of vaccination, titer must be drawn before administering vaccination)

- Tetanus/Diphtheria/Pertussis (Tdap) (booster every 10 years)

- Influenza, annual IAW DoD policy and annual AF/SG seasonal influenza memorandum

NOTE: Health requirements may change at any time during the contractors employment (IAW CDC and DoD policy). Contractors must comply with any additional health requirements during their employment at the cost of the government.

12.3. It is the Contractor’s responsibility to report (to the appropriate MTF staff member) all information necessary to assure hospital records can be maintained correctly, and therefore comply with the TJC, OSHA, and CDC health records requirement.

12.4. Prior to start of work, no medical tests or procedures required by the contract shall be performed by the Government unless the provider is an eligible beneficiary. Expenses for all required tests and/or procedures shall be borne by the Contractor or provider, not the Government. After start of work, in the event of blood borne exposure, the Government will provide follow up and care protocols according to applicable AFIs.

13. PROFESSIONAL LIABILITY RESPONSIBILITY/MEDICAL MALPRACTICE.

This non-personal service contract doesn’t establishes a personal service relationship between the health care worker and the Government while the health care worker is performing services under this contract. The health care worker is required to maintain medical malpractice liability insurance. The Government does not own any responsibility for the health care workers medical malpractice under this contract. The Government provides program direction and control IAW DoD and AF instructions concerning EFMP-M. Direction and control is the process by which the individual health care worker receives technical guidance, direction, and approval with regards to a task(s) with the requirements of this contract. All other employer/employee responsibilities (payroll, etc.) remain with the contractor.

14. CONTRACTOR PERSONNEL.

14.1. Conflict of Interest. Contractor shall not employ anyone who is an employee of the Department of the Air Force, either military or civilian, unless such person seeks and receives prior approval in accordance with DOD Directive 5500.7-R, Joint Ethics Regulation. The contractor shall not employ persons for the work of this contract if such employment would create a conflict of interest per AFI 64-106, Air Force Industrial Labor Relations Activities.

14.2. Personnel Appearance. While on duty, contractor personnel shall present a neat, well groomed, clean image and be dressed in appropriate workplace attire. Clothing shall fit correctly, present a professional, modest appearance and be kept neat and clean, free from visible dirt and stains. Facial hair (including beards, mustaches, and sideburns) shall be controlled (restrained) or trimmed and shall not interfere with safe work practices nor look unkempt or unclean. Contractor personnel shall comply with socially acceptable standards of personal hygiene expected of health care workers.

14.3. Protective Clothing. When required and supplied by the MTF, contract personnel shall wear special protective clothing and shoe covers. These items shall remain the property of the Government and shall not be removed from the MTF. Special protective clothing shall be used, then turned in or destroyed as directed by the MTF officer/designee.

14.4. MTF Identification. The Government will supply MTF ID badges, vehicle passes and keys if applicable. The contractor will surrender all identification to the MTF upon termination.

14.5. LOGISTICAL SUPPORT. Individual logistical support will be requested under this contract in accordance with FAR 25.802, DFARS 225.802, and the policies and procedures of DoD 4525.6-M and AFI 36-3026. The Government shall provide Contractor the following logistics support unless specifically excluded by the terms of the US-Japan Status of Forces Agreement (SOFA):

14.5.1. SOFA status for Contractor employee and their lawful dependents

14.5.2. Duty-free importation privileges IAW SOFA and USFJ regulations

14.5.3. DD From 1173 (Uniformed Services Identification and Privilege Card)

14.5.4. Full Base Exchange (BX) privileges

14.5.5. Full Commissary Privileges

14.5.6. Full Class VI Store Privileges

14.5.7. Purchase of gasoline and petroleum, Oil, and Lubricant (POL) products at BX facilities

14.5.8. Military postal service privileges

14.5.9. Military banking and credit union privileges

14.5.10. Motor vehicle operator’s permit

14.5.11. Registration of one privately owned vehicle per family

14.5.12. Medical services for emergency care only on a reimbursable basis

14.5.13. Dental services for emergency care only on a reimbursable basis

14.5.14. Mortuary services on a reimbursable basis

14.5.15. DoD Dependent School on a space-available, tuition-paying basis

14.5.16. Continuing education programs on a space-available basis

14.5.17. Morale, welfare, and recreation facilities

14.5.18. Armed Forces recreation center facilities on a space-available basis

14.5.19. Legal assistance on a space-available basis

14.5.20. Billeting on a space-available basis

14.5.21. Housing referral services (limited to translation assistance and explanation of host country rental laws)

14.5.22. Security Clearance and Credentialing verification.

15. TRAINING. The contractor shall comply with all training requirements provided by the Government, the Air Force Medical Service (AFMS) and the 35th MDG including but not limited to: Basic Life Support (BLS), HIPAA Compliance, Sexual Assault Prevention and Response (SAPR), Patient Safety, Newcomers Orientation, Performance Improvement, Risk Management, Infection Control, Fire Protection, Information Security, , and local in-service briefings. The Government will also provide training on the Military Health System (MHS) applications used for electronic health record documentation. The trainings may be scheduled individually throughout the year or scheduled at one time. These training may take approximately 30 hours total during one year and will count toward the 40 hour per week requirement. Any voluntary or mandatory training outside of those provided by the 35 MDG and the Air Force Medical Readiness Agency (AFMRA) (such as professional conferences, license recertification and/or continuing education) will be paid for by the contractor and may not be invoiced for hours.

16. SERVICES SUMMARY.

16.1. Quality Assurance. The government will receive, investigate, and validate complaints from various customers located on the installation. The government shall appoint a representative to monitor contract performance using a variety of means including following-up on customer complaints, conducting random site visits, reviewing documents prepared, etc.

16.2. Continuity of Services. If services are disrupted for more than 5 consecutive days due to the contractor’s failure or refusal to perform, this contract may be terminated for cause IAW procedures listed in FAR 12.403. Any worker demonstrating impaired judgment shall not be permitted to work in the MTF. The Government reserves the right to remove from the facility any contractor who in the judgment of a licensed physician is impaired by drugs or alcohol. Contractors removed for alcohol or drug abuse problems, or impaired judgment may only be allowed to return to work with express Government approval.

16.3 Performance Evaluation. The contractor personnel’s performance shall be evaluated according to the following core competencies:

17. GOVERNMENT FURNISHED PROPERTY AND SERVICES.

17.1. FACILITIES. The Government will provide use of all available MTF facilities and support services, materials, publications and forms and equipment required for contract performance (except as designated in the contract). Contract personnel shall keep government furnished supplies, equipment, and work areas in safe, orderly and clean condition. Contract personnel shall notify the Government whenever maintenance of equipment is required.

17.2. WORK AREA/SPACE. Any space used by contract personnel in performance of this contract may be used for other purposes during their absence. Items of clothing, personal effects, or equipment may not be able to be secured. The government will not incur any liability for theft, damage, or loss of such personal items.

17.3. TELEPHONE. The Government will provide defense switching network (DSN) lines limited to matters related to performance of this contract. Personal long distance calls are not authorized and the cost of all personal calls made will be deducted from the Contractor’s invoice.

17.4. COMPUTER SYSTEMS. Contractor shall be granted access to the following computer programs required to perform services under contract, including the issuance of a Common Access Card (CAC): Composite Health Care System (CHCS), TRICARE Online, Referral Management software/applications, Medical Readiness Decision Support System (MRDSS), Armed Forces Health Longitudinal Technology Application (AHLTA), MiCARE, Essentris, and general desktop settings. The government will provide training to the contract personnel on pertinent healthcare computer systems. Access to such patient data systems is considered a position of trust. Prior to being given access to such systems, contractor must have a background check as described in paragraph 1.8 and subparagraphs.

17.5. UTILITIES. Electricity, water, sewage, and heat shall be furnished by the Government, at no cost to the contractor for use in the performance of this contract.

17.6. MISAWA AIR BASE FIRE PREVENTION. The contractor shall be responsible for fire prevention in all area, and be free from any potential fire hazards. The contractor shall comply with the following fire prevention guidance. Fire Reporting: 1) The primary emergency reporting number on Misawa Air Base is 911 or 0176-53-1911 from off base. Fire Department operations take place out of bldg. 3003. 2) On-base telephones shall have “911” stickers. 3) All contractor-employed personnel shall be familiar with fire reporting numbers and procedures, and shall to put the number “0176-53-1911” into his/or her mobile-phone. Vehicles: 1) Access for fire fighting vehicles must be maintained at all working sites. 2) Contractor’s vehicles shall not be parked within 15 feet of any fire hydrant of Fire Department connection. 3) Contractor’s vehicles shall give the right-of-way to responding fire/emergency vehicles. Electrical Hazards: 1) All of the contractor’s electrical tools and equipment shall be in good (original) working condition and its maintenance shall be done properly in compliance with manufacturer’s maintenance instructions. 2) All extension cords used shall be equipped with circuit breakers and plugged directly in the outlets (no other extension cords). 3) Building utility panels shall not be blocked by contractor tools/supplies. Storage: 1) Flammable liquids shall not be stored inside the warehouses, next to the buildings, or near exit ways. 2) Fire protection system shall not be obstructed at any time.

17.8. TRAINING. Reference sec. 15. The Government shall provide training on Government provided forms and equipment, and initial and continuing orientation. Training will be provided on the CHCS, Template Management, Automated Data Processing Equipment Custodian responsibilities, Medical Expense and Performance Reporting System (MEPRS), and ICD-9/ICD-10/CPT/ADM coding, AHLTA, MRDSS as required.

17.8. CONTRACTOR-OWNED/CONTRACTOR OPERATED EQUIPMENT. Except for items or services specifically stated here to be Government furnished, the contractor shall furnish everything else required to perform this contract IAW this PWS.

17.8.1. Initial Inspection. All contractor-owned equipment shall be inspected and approved by the biomedical equipment maintenance section prior to use in the facility to ensure the equipment is safe for use and that it meets facility electrical standards. This includes but is not limited to personal items such as coffee makers and radios.

17.8.2. Replacement of Contractor-Owned/Operated Equipment. If, based on diagnostic testing and established industry standards, any contractor-owned/operated equipment is deemed unsafe by biomedical equipment maintenance section personnel, it shall be tagged as unserviceable and removed from use. Replacement of any equipment such removed shall be at contractor expense.

18. APPLICABLE PUBLICATIONS AND FORMS.

18.1. Publications and forms applicable to the PWS are listed below. The contractor is obligated to follow those publications. Publications are available in the MTF and are maintained by the 35 MDG. Supplements or amendments to the below listed publications may be issued during the life of the contract.

18.1.1. If such changes to publications will incur a change to the contract, a modification will be completed by the CO following the procedures of FAR 52.212-4(c) Changes pursuant to the contract terms and conditions.

19. DEPARTMENT OF DEFENSE (DOD) REGULATIONS/MANUALS INSTRUCTIONS/DIRECTIVES:

20. AIR FORCE INSTRUCTIONS:

Jun 12

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21. OTHER REFERENCES:

http://manuals.tricare.osd.mil/Default.aspx

Attachment 1