Attch_1_PWS_(25_Nov_13_-_Revised_MH).docx

Attachment 1 To Solicitation No. FA5209-14-T-0031

PERFORMANCE-BASED WORK STATEMENT

FOR

SPECIAL NEEDS COORDINATOR – REGISTERED NURSE

FOR

374TH MEDICAL GROUP,

YOKOTA AIR BASE, JAPAN

374 MDSS/SGSM

25 NOV 2013

Table of Contents

Section Number and Title Page Number

1.0 Description of Services/General Information 3

2.0 Service Summary 20

3.0 Government Furnished Property and Services 21

4.0 Contractor Manpower Reporting Requirements 22

SPECIAL NEEDS COORDINATOR – REGISTERED NURSE CONTRACT

AT 374TH MEDICAL GROUP YOKOTA AIR BASE, JAPAN

1. DESCRIPTION OF SERVICES/GENERAL INFORMATION. This is non-personal health care services contract. The Contractor shall provide one (1) Special Needs Coordinator-Registered Nurse (SNC-RN), which will be referred to as SNC-RN throughout the remainder of Performance Work Statement (PWS), to support the Air Force Exceptional Family Member Program Medical (EFMP-M), 374th Medical Group, Yokota AB, Japan, also referred to as the “Medical Treatment Facility” (MTF) herein. The SNC-RN shall cover the range of services provided in a civilian medical treatment facility. Performance shall be according to the requirements contained in this performance based work statement (PWS), professional standards of the Joint Commission (JC), National Committee for Quality Assurance (NCQA), Air Force Pediatric Patient Centered Medical Home (PCMH) and Health Services Inspection (HSI).

1.1. NON-PERSONAL SERVICES The services to be performed shall be non-personal services and are not inherently governmental. The contractor is solely liable for the actions of their employees.

1.1.1. Mission Essential Status. Contractor personnel are not designated as mission essential personnel.

1.1.2. The Contractor shall ensure the SNC-RN is knowledgeable of the policies and procedures of their specific place of duty and of the medical activity.

1.1.3. MTF Requirements. Contractor personnel shall complete all MTF-specified orientation program(s), initial and annual training requirements, and comply with all MTF policies, procedures, productivity standards and instructions as provided by the MTF. The Government will provide initial MTF orientation and annual refresher training for contractor personnel. This requirement will be conducted during normal duty hours.

1.2. PROFESSIONAL QUALIFICATIONS/REQUIREMENTS

1.2.1. Qualifications.

1.2.1.1. Education. The SNC-RN shall be a graduate of an associates degree or baccalaureate degree program in nursing (ADN/BSN) accredited by a national nursing accrediting agency recognized by the US Department of Education.

1.2.1.2. Licensure/Certification. Must have an active, valid, current and unrestricted license (with no limitations, stipulations or pending adverse actions) to practice nursing as a registered nurse in any US state/jurisdiction.

1.2.1.2.1. Employee is responsible for maintaining/renewing licensure from a state and if required, a certification or registration when caring for patients within the MTF. The SNC-RN shall not perform any service if license is inactive or revoked.

1.2.1.2.2. Copies of required licensure shall be furnished to the Contracting Officer prior to performance on this contract and then turned in to the COR. Copies of renewals must be submitted ten (10) days before date of expiration.

1.2.1.3. Experience. Must have a minimum of three (3) years for ADN or two (2) years for BSN full-time experience in nursing and care coordination with clinical services being performed for at least 12 of the last 36 months.

1.2.1.3.1. SNC-RN should have experience with Electronic Medical Records and preferably have experience with Armed Forces Health Longitudinal Technology Application (AHLTA).

1.2.1.4. Knowledge. Must have knowledge and skills to effectively apply SNC-RN functions.

1.2.1.4.1. Assessment: Identification of patients that need special medical and education needs/management.

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

1.2.1.4.3. Facilitation: Care coordination and communication among all involved parties

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

1.2.1. Position Requirements.

1.2.2.1. Health Care Worker (HCW) shall perform all duties in accordance with this PWS, the MTF’s operating instructions and DoD or Air Force guidance. Changes or deviations from established objectives for services shall not be made without prior recommendation to, and approval of, the MTF Commander or authorized representative.

1.2.2.2. Oversees and manages the installation EFMP-M in accordance with Air Force Instruction (AFI) 40-701, Medical Support to Family Member Relocation and Exceptional Family Member Program, and subsequent implementing guidance.

1.2.2.3. Uses clinical assessment skills and follows established procedures per AFI 40-701 to identify sponsors whose family members have special medical and educational needs. A multi-disciplinary and collaborative approach with other key service providers shall be utilized to ensure effective outreach and identification of special needs. These providers may include installation youth and childcare facilities, and officer and enlisted spouses groups. Family members of the Air Force (AF) personnel must be appropriately “Q coded” (EFMP-enrolled) by the SNC-RN within 30 days of identification of special needs.

1.2.2.4. Ensures all active duty sponsors known by the Air Force Personnel Center, local Military Personnel Section and/or Commander Support Staff, as having family members with special needs are identified in AF medical special needs data management systems within 30 days of identification. Oversight for base-level data entry in AF-provided data management systems must be used in the management of EFMP-M.

1.2.2.5. Provides clinical training to installation personnel and medical staff; and consultation as needed to support the implementation of EFMP-M base-wide.

1.2.2.6. Integrally involved in the Family Member Relocation Clearance (FMRC) process. Coordinates the enrollment process and travel screening for all active duty family members of DoD sponsored assignments going to an overseas base.

1.2.2.7. The SNC-RN, with the Chief of Medical Services, ensures outbound documentation that supports the FMRC is processed in an expeditious manner toward timely assignment recommendations.

1.2.2.8. The SNC intervenes/elevates through the medical chain of command as needed where delays potentially impact timely assignments or employments of sponsors.

1.2.2.9. For inbound Facility Determination Inquiries (FDIs) the SNC-RN works with the FMRC and the SGH to ensure all medical and educational authorities that might be involved in the care of identified needs are consulted for service availability. Supports the SGH in providing written responses that either recommend or do not recommend travel for families of active duty members, or that outline potential limitations of services for families of civilian sponsors.

1.2.2.10. Ensures the inbound FDI process is completed within 14 calendar days from submission of a completed package to response from the gaining installation. If a response is not possible within this timeframe, ensures the losing FRMC Coordinator is notified of the reasons for delay and intervenes as needed to expedite response.

1.2.2.11. Provides clinical oversight to ensure every AF sponsor with one or more family members with special needs assigned to the installation has a Special Needs (SN) file maintained at the MTF.

1.2.2.12. 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.

1.2.2.13. 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 base Military Personnel Section (MPS), Commander Support Staff (CSS) and with Air Force Personnel Center (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 appropriate contact information, and coordinates referrals.

1.2.2.14. Participates in EFMP quarterly case reviews to assess newly identified families’, complex or unmet clinical needs and determine the appropriate resources necessary to support the families.

1.2.2.15. Patient specific assessments and clinical plans of action will be saved in the Armed Forces Health Longitudinal Technology Application (AHLTA) and the SN record.

1.2.2.15. Coordinates and participates in facility meetings as required.

1.2.3. Professional Qualities. Reserved.

1.2.4. Organizational Skills. Reserved.

1.2.5. Judgment and Decisions. Reserved.

1.2.6. Communication Skills.

1.2.6.1. Provide appropriate customer service skills with all patients and foster development of those skills throughout entire PCM team.

1.2.6.2. Communicate and collaborate with the PCM and appropriate members of the health care team to ensure that needs of assigned patients are met without duplication of effort.

1.2.6.3. Network with social services, Integrated Delivery System (IDS), utilization management, and HCI to coordinate actions providing the right care at the right time and the right place. Recognize limitations on interventions imposed by MTF capabilities, community resources, local TRICARE contracts, and remain within scope of authority.

1.2.7. Productivity.

1.2.7.1. Ensure a safe work environment and employee safe work habits. HCW hygiene and grooming meet hospital standards.

1.2.7.2. Document all patient encounters on the Electronic Medical Record used by the other clinic providers.

1.3 PRIVILEGING & CREDENTIALS. Reserved.

1.4 DOCUMENTATION

1.4.1. HCW shall prepare all documentation to meet or exceed established standards of the MTF as outlined in the “Operating Instructions of the MTF” to include but not limited to: timeliness, legibility, accuracy, content and signature. Only MTF and Air Force approved abbreviations may be used to document care in the health care record. HCW shall ensure complete patient identifying information is on all documentation that is to become part of a health care record.

1.4.2. Performance of Services during Crisis Declared by the National Command Authority of Oversees Combatant Commander. The Contractor is required to perform essential services in accordance with this PWS in emergency or limited force protection conditions such as natural disaster; however DODI 1100.22 does not apply to this contract for crisis situations where continuation of essential services by the Contractor is unfeasible.

1.4.3. The Government may evaluate the quality of professional and administrative services provided, but retains no control over the medical, professional aspects of services rendered (e.g., professional judgments, diagnosis for specific medical treatment).

1.5 HEALTH REQUIREMENTS

1.5.1. The Centers for Disease Control and Prevention (CDC) Healthcare Infection Control Practices Advisory Committee (HICPAC) and Advisory Committee on Immunization Practices (ACIP) definition for HCW is used here and includes:

i. All paid and unpaid persons working in health-care settings who have the potential for exposure to infectious materials, including body substances, contaminated medical supplies and equipment, contaminated environmental surfaces, or contaminated air.

ii. HCW might include (but are not limited to) physicians, nurses, nursing assistants, therapists, technicians, emergency medical service personnel, dental personnel, pharmacists, laboratory personnel, autopsy personnel, students and trainees, volunteers, contractual staff.

iii. HCW might also include persons (e.g., clerical, dietary, housekeeping, maintenance, and volunteers) not directly involved in patient care but potentially exposed to infectious agents that can be transmitted to and from HCW.

1.5.2. Department of Defense Joint Instruction AFJI 48-110 “Immunizations and Chemoprophylaxis” directs immunizations and chemoprophylactic practices follow current national standards as per CDC ACIP. Specific guidance for healthcare workers is posted on the internet.

i. http://www.cdc.gov/vaccines/acip/index.html and http://www.cdc.gov/niosh/topics/healthcare/

ii. For further information on current requirements, please contact PH at DSN 315-225-5311

1.5.3. At least fourteen (14) business days prior to start of work, the contractor is required to submit to the Contracting Officer, a complete employee qualification record for the HCW as proof of immunization of contractor personnel working within MTFs for the following diseases: hepatitis B, influenza, measles, mumps, rubella, varicella, TDap, and proof of a negative TB skin test completed within the past twelve (12) months (if positive, proof of negative chest X-ray within the past twelve (12) months), hepatitis A and poliovirus.

1.5.4. HCW must in-process through Public Health (PH) within 10 duty days of arrival at the 374 Medical Group.

1.5.4.1. HCW will not begin duties until and unless determined to be in compliance with infection/immune status as defined by CDC ACIP and determined by PH.

1.5.5. No pre-employment medical tests or procedures required by the contract will be performed by the MTF (with the exception of Tuberculosis testing after start of work and exposure). Expenses for all required tests and/or procedures shall be borne by the contractor or contractor personnel, not the Government.

1.5.6. In those areas where there is a higher risk of transmission of tuberculosis, HCW may be tested as frequently as directed by the MTF policy at the Government’s expense.

1.5.7. HCW working in an MTF are required to be immunized annually with the influenza vaccine as recommended by the CDC. This vaccine will be provided by the Government at no cost to the contractor. If the vaccine is obtained at other facilities, the cost will be borne by the Contractor or contractor personnel, not the Government.

1.5.8. Immunization information for contractor personnel shall be provided to the respective MTF for government personnel to record and track in DoD computer systems.

1.5.9. The Government will provide post blood borne exposure protocols according to applicable Air Force Instructions.

1.5.10. Preventive, Prophylactic and Follow-up Procedures. The contractor shall ensure that his/her employees are in compliance with preventive, prophylactic and follow-up procedures, as well as infection control and employee health program procedures, as established by the MTF. Required preventive, prophylactic and follow-up procedures will be paid by the Contractor. If care is received somewhere other than Yokota AB, the Contractor shall provide written verification of treatment.

1.5.11. Pregnant Employees. It is the responsibility of the Contractor to notify the COR of a pregnant employee. MTF Employee Health Office will provide information concerning any work hazards in that area. The contractor is to notify their pregnant employee of any work hazards. It will be the employee and the contractor’s joint decision whether the contracted employee works in the environment.

1.5.12. HIPAA Compliance. The Contractor agrees to abide by all the requirements of the Health Insurance Portability and Accountability Act (HIPAA) as codified at 45 CFR Part 160 and Part 164, subparts A and E, and implemented by DoD 6025.18-R regarding the privacy and confidentiality of health records and information being provided and shared under the resulting contract. The Contractor shall also comply with the Business Associate Agreement under Privacy of Protected Health Information.

1.6 MEDICAL LIABILITY INSURANCE. The Government may evaluate the quality of professional and administrative services provided, but retains no control over professional aspects of the services rendered, including by example, the Contractor’s professional medical judgment, diagnosis, or specific medical treatments. The Contractor shall be solely liable for and expressly agrees to indemnify the Government with respect to any liability producing acts or omissions by it or by its issued employees. The Contractor shall maintain during the terms of this contract liability insurance issued by a responsible insurance carrier of not less than the following amount(s) per specialty per occurrence $1,000,000.00, $3,000,000.00 aggregate. If at any time the Contractor changes insurance providers, the Contractor shall provide evidence to the Contracting Officer that the Government will be indemnified to the limits specified above per specialty per occurrence. Reference AFI 44-119, Medical Quality Operations, 4.2.5.2. Non-personal services contract personnel are independent contractors and are required to carry professional liability insurance. The Federal Tort Claims Act does NOT cover this individual. The contractor is responsible to ensure that the individual has malpractice liability coverage. Non-personal services contract employees must have an active, valid, current and unrestricted license (with no limitations, stipulations or pending adverse actions) to practice nursing as a registered nurse in any US state/jurisdiction. Employee is responsible for maintaining/renewing licensure from a state and if required, a certification or registration when caring for patients within the MTF. The SNC-RN shall not perform any service if license is inactive or revoked.

1.7 CLAIMS PROCEDURES. Reserved.

1.8 MEDICAL HEALTH INSURANCE COVERAGE Contractor personnel and their dependents residing with them in Japan, if applicable, must have adequate health insurance coverage for overseas medical services. This includes coverage to pay for the cost of medical evacuation from the host country to receive emergency medical treatment when adequate treatment is not available in the host country.

1.9 OVERSEAS MEDICAL

1.9.1. Contractor personnel should be prepared to use the medical and dental services of the host country. Medical care at overseas military treatment facilities is limited. Emergency care, when available will be provided on a reimbursable basis, through MTF billing of the patients’ medical insurance. Patients are responsible for paying any copays, deductibles or non-covered services, if applicable, to the MTF. Mental health care professionals are generally not available in the military medical units and host nation mental health professionals usually do not meet the needs of Americans. Individuals or family members with behavior disorders or requiring psychiatric or mental health care should not travel to overseas areas. Internal medicine practitioners and cardiologists are generally not available in military health care units. Military and foreign country pharmacies may not stock medicines or prescription drugs that are available in the U.S. Contractor personnel must pay for all prescriptions filled at the MTF. The MTFs pharmacy rates are comparable to rates in the United States. The contractor must determine whether adequate medical care is available in the host country prior to sending personnel or their family members that have medical problems or require medication. Military dental clinics are usually only available to provide emergency services.

1.9.2. Emergency healthcare services, if available, resulting from employment related accidents or injuries will be provided by the Government on a reimbursable basis.

1.9.3. It is the responsibility of the contractor to ensure the Government and host nation health care providers are paid for medical services rendered to contractor personnel and their dependents.

1.9.4. Under extreme emergency conditions where special circumstances require government transportation, the contractor shall be charged at the DoD established movement rate or Full Reimbursement Rate (FRR).

1.10. GENERAL INFORMATION

1.10.1. English Requirement. The HCW shall read, understand, speak, and write English well enough to effectively communicate with patients and other HCWs. If not a native speaker, proof of a minimum score or higher of the following English test shall be submitted to the Contracting Officer prior to start of contract performance:

(a) TOEIC score: 730 or higher

(b) Other English Test if no TOEIC score is available: Equivalent level as the above TOEIC score.

1.10.2. Identification. All contract personnel shall be clearly identifiable while on duty. All contract personnel shall wear a Contractor nametag with the company name, individual’s name, and specialty displayed: The nametag shall be worn on the outermost garment. Facility badges, provided by the government, must be worn at all times.

1.10.3. Appearance. While on duty, contract personnel shall be neat and clean, well-groomed, and dressed appropriately. Contract personnel’s clothing shall fit correctly to provide a professional, modest appearance in keeping with the normally accepted community standards of dress for the work being performed. In all cases, clothing shall be neat and clean. This includes being free from visible dirt and stains

1.10.4. Point of Contact. The Contractor shall provide a point of contact that shall be responsible for the performance of the work. The point of contact shall have full authority to act for the Contractor on all matters relating to the daily operation of this contract. The point of contact may be a healthcare worker providing care in accordance with this PWS. The Contractor shall designate this individual, in writing, to the Contracting Officer upon award.

1.10.5. Work Roster. The Contractor shall provide a list by name, start date and social security number of alternate individual personnel to provide services in case the contractor employee is not available. This list shall be provided to the COR thirty (30) calendar days after award. The Contractor shall submit changes in writing to the Contracting Officer (CO) at least fifteen (15) calendar days in advance of the proposed change.

1.10.6. Hours of Operation. Normal hours of operation of the MTF are 0600-1900, Monday-Friday, with variability depending on patient care needs and mission requirements.

1.10.7. Availability.

1.10.7.1. Workdays will consist of eight (8) hour days. Services are generally required five (5) days each week (Monday through Friday), excluding U.S. Federal holidays. Required services may be scheduled between the hours of 6:00 a.m. to 7:00 p.m., Monday through Friday. Hours are subject to change based on need and as mutually agreed between the COR and the Contractor however; the total number of hours will not exceed eighty (80) hours per two (2) week period. A lunch period is not a payable period, but will be coordinated with the COR. Commuting time to and from required place of performance is not compensable by the Government. In no case will overtime be authorized or paid.

1.10.7.2. Scheduled and Unscheduled Absences. Contractor personnel are allowed to take up to twenty (20) work days of leave annually. Leave is classified as both annual, vacation or sick leave. Leave shall be taken in one (1) day increments and shall not exceed ten (10) consecutive work days. All leave is considered non-paid days and shall be deducted from the contractor’s monthly invoice. Timing and details shall be coordinated with the COR. Scheduled absences shall be scheduled at least 30 days in advance and mutually agreed upon by the COR and contractor. Unscheduled absences shall be called into the COR by the contract personnel within the first two (2) hours of each duty day that he/she is unable to report to work.

1.10.7.3. Contract personnel may not be required to perform on Government non-duty days or other times when the MTF may be closed such as Pacific Air Forces (PACAF) family days (approximately 5 - 6 days per year). The COR at each location shall notify the Contractor five (5) work days prior to the family day if performance will be required. Non-duty days shall be considered non-paid days and shall be deducted from the contractor’s monthly invoice.

1.10.7.6. If the contractor employee is ill or sick, the contractor or designee must notify the COR of anticipated length of absence.

1.10.7.7. The contractor employee should follow command announcements for reporting to work as it relates to inclement weather or base closures. In the event of real world disasters, all personnel are required to respond to the MTF within 30 minutes and will work until released by the COR.

1.10.8. Federal Holidays. The contractor personnel may be required to perform duties during the six (6) PACAF “Down Days” as well as during monthly SRTD (Samurai Readiness Training Days).

Federal Holidays listed below:

New Year’s Day 01 January

1.10.9. Arrange for Replacement Staff. The contractor shall have adequate qualified replacement personnel available to provide services when current contract personnel will be unable to provide services ten (10) or more scheduled shifts. In the event a replacement is needed, the contractor should contact the Contracting Officer. The replacement shall be accomplished based on coordination with the COR. Substitutes shall be as qualified as the contract personnel being replaced. The Contractor must provide a list of replacement personnel at the start of the contract and update whenever personnel change.

1.10.10. Other Requirements. Reserved.

1.10.11. Security Requirements.

1.10.11.1. The Contractor Manager or alternate shall complete a Request for Identification Credential (AFMC Form 496) for each employee of the contractor requiring access to Yokota Air Base. The request shall be submitted to Pass and Registration. The Government shall provide a completed Identification Credential (AFMC Form 3876), which shall be issued, displayed and surrendered as directed in AFI 31-209, The Air Force Resource Protection Program.

1.10.11.2. Computer Security. A National Agency Check must occur for clearance for appropriate security of privacy act information. Contractor is responsible for completing SF85P Worksheet and providing fingerprint cards for each employee immediately with the hiring process, complying with regulations, DoD 5200.2-R, Chapter 1 and Appendix A, and AFSSSI 5027, Section 1.8.1.2.1. The above information must be completed and submitted to the MTF prior to seeing patients.

1.10.11.3. Government Computer Access. The contractor will ensure that all contract employees comply with the requirement to obtain the minimum personnel security investigations as prescribed by DoD 5200.2-R and AFI 31-501, paragraphs 3.27.3.7 to 3.27.3.7.2. The contractor will work with the MTF to ensure that the pre-employment screening process for each employee classified as ADP I, II, III (as defined in DoD 5200.2-R) includes the appropriate investigations and that each contract employee has the appropriate questionnaires and forms to be completed. All completed forms will be reviewed by the contractor and forwarded to the MTF for processing prior to the employee beginning work. The contractor understands that, while the MTF Commander may allow contractor personnel to temporarily occupy non-critical sensitive positions pending National Agency Check (NAC), the employee will be immediately removed from the position if at any time the NAC receives unfavorable adjudication, or if other unfavorable information that would affect the NAC becomes known. This must be completed prior to the start of health care delivery. All documents will be submitted to the designated MTF Security Manager.

1.10.12. Criminal Background Check Requirement.

1.10.12.1. The contractor shall ensure that, as a condition of employment, the contractor personnel providing patient care services under this contract meet the requirements of the Crime Control Act of 1990, as amended. This will be accomplished by successfully completing a Criminal Background Check consisting of a Federal Bureau of Investigation (FBI) fingerprint check and State Criminal History Repository check. The procedures for completing the required background checks are outlined within Department of Defense Regulation 5200.1, The DoD Information Security Program and DoD Instruction 1402.5, Criminal History Background Checks on Individuals in Child Care Services, 19 Jan 93. The Contractor is responsible for any costs associated with the Criminal Background Check.

1.10.12.2. Personnel may be employed under the contract pending completion of background checks but will not care for minor children alone until completion of the background checks.

1.10.12.3. All background investigation requests shall be submitted to the designated MTF security manager. The name of the COR shall be included in each request as the recipient of the results.

1.10.12.4. Individuals shall have the right to obtain a copy of any background check pertaining to them and to challenge the accuracy and completeness of the information contained in the report.

1.10.12.5. Individuals who have previously received a background check shall provide proof of the check to the MTF security manager and submitted with the credentialing package, or obtain a new one. A new investigation is required if a break in service to the Department of Defense results in a time lapse of more than 2 years.

1.10.12.6. National Agency Check. The contractor must submit a SF-85P (Application for Public Trust Position) to designated MTF Security Manager to begin the National Agency Check (NAC). When contract employee arrives, applicant will be fingerprinted using SF-87/FD258 (Fingerprint Card). The documentation will be submitted to the US Office of Personnel Management. Any person who receives an unfavorable NAC or is determined disloyal, untrustworthy, or unreliable, shall be removed from employment by the Contractor.

1.10.13. Emergency Health Care. The MTF will provide emergency health care for contract personnel for injuries occurring while on duty in the MTF. These services will be billed to the contract personnel.

1.10.14. Patient Sensitivity. The contract personnel shall respect and maintain the basic rights of patients, demonstrating concern for personal dignity and human relationships. Whenever the contract personnel receives complaints, COR validates those, valid complaints will be forwarded to the Contracting Officer for further action.

1.10.15. Communication. The Contractor shall ensure contract personnel under his/her supervision maintain open and professional communication with members of the MTF. Complaints validated shall be reported in writing to the Contracting Office and the Contractor for action.

1.10.16. Applicable Publication and Forms. The contract personnel shall comply with Air Force Instruction (AFI) 44-102 and Medical Group Instruction (MDGI) 44-110. The applicable areas of those instructions will be briefed to the contractor’s personnel prior to commencement of services. These documents are available in the MTF and maintained by the Government. Supplements or amendments to instructions or publications from any organizational level may be issued during the life of the contract. The contract personnel shall immediately implement those changes.

1.11. AUTOMATED INFORMATION SYSTEMS III SECURITY REQUIREMENTS

1.11.1. Contract personnel will have access to and/or process information requiring protection under the Privacy Act of 1974 and the Health Insurance Portability and Accountability Act (HIPAA) of 1996 on unclassified automated information systems (AIS) under this contract. Therefore, contractor personnel working for the Government under this contract are in non-sensitive public trust positions designated as AIS III (formally ADP) positions in accordance with DoD Directive 5200.2-R. In compliance with DoD Directive 5200.2-R a National Agency Check (NAC) is required for all AIS III positions. The contractor management staff shall fully adhere to the provisions in these referenced publications by ensuring all contractor personnel who are performing under this contract are prepared to complete the security requirements in accordance with requesting installation policy and procedures. Contractor personnel shall, for example, submit appropriate security forms that are complete and accurate or schedule and attend scheduled appointments.

1.11.2. Contract personnel shall submit security investigation forms per base requirements to the COR at least fourteen (14) business days prior to the employee’s required start date in the MTF. Contractor personnel shall complete the Electronic Questionnaires for Investigations Processing (e-QIP) process in accordance with requesting base or MTF policy and procedure. Failure to submit the e-QIP prior to starting performance may result in a “stop work” on the contract until the e-QIP is completed.

1.11.3. The MTF Security Manager will assist and process the security investigation forms in conjunction with the base Information Protection Office.

1.11.4. Contract personnel shall coordinate submission of fingerprints with the responsible base agency (i.e. MTF Security Office, Information Protection Office (IPO), etc.) and in accordance with applicable base procedure. Fingerprints shall be coordinated immediately following the successful submission of the security investigation forms as verified by the MTF Security Manager.

1.11.5. Contractor personnel shall produce proof of citizenship (e.g., original Birth Certificate, passport, Naturalization Certificate) upon request.

1.11.6. The contractor management staff shall advise contract personnel that a favorable Joint Personnel Adjudication System report is needed as a condition of employment under this contract. The contractor management staff understands the MTF commander may allow contractor personnel temporary or interim access to government systems in non-sensitive positions pending final adjudication of the NACI. Any contract personnel receiving an “Unfavorable” determination will be immediately removed from the position.

1.12. TRAINING REQUIREMENTS

1.12.1. Initial Training.

1.12.1.1. The Government will ensure adequate, consistent and available training to all contractor personnel through MTF orientation, computer based training (CBT) and section orientations.

1.12.1.2. This program requires utilization of a government-owned training websites. The Government shall use CBTs as the training platform; facilitate, monitor and validate training of contractor personnel; maintain complete and accurate training records for contractor personnel and ensure annual/refresher training is completed within three (3) days of expiration. Contract personnel will complete all newly introduced mandatory training is completed within timeframes designated by the Air Force.

1.12.2. Other Training Requirements.

1.12.2.1. Continued Education. The contractor management staff, at their own expense, shall ensure contractor personnel continue to meet the minimum standards for Continuing Education Unit (CEU) requirements for all contractor personnel licensed, registered or certified by state, national, or medical associations as prescribed in AFI 44-119, Medical Quality Operations. CEUs shall be obtained at no additional cost to the government. Contractor personnel CEU maintenance will be validated at least annually for compliance and currency by the COR or his/her designee. Occasionally, no-cost CEUs may be available at the MTF and available to any contractor personnel desiring to attend if space is available.

1.12.2.2. Basic Life Support Certification. At a minimum, all contractor personnel working within an MTF must maintain current certification in the American Heart Association Basic Life Support (BLS)-Course C or the American Red Cross CPR/BLS (Heartsaver) Course. Training shall be obtained at no cost to the Government so that contractor personnel arrive in the position fully qualified. The Government may offer refresher training for contract workers on a space available basis. The Government will not pay for initial or recertification training obtained outside the MTF.

1.12.2.3. Health Insurance Portability and Accountability Act (HIPAA) of 1996. All contracted management staff or contractor personnel performing services for the Air Force are required to complete initial and annual refresher HIPAA Privacy and Security Rule training as provided by the MTF for its personnel and will be held accountable for complying with health information privacy and security policies and procedures. Reference Section H, Special Contract Clauses, for detailed HIPAA language.

1.12.2.4. Training. Training will be conducted on military specific needs and the DD Form 2792, Exceptional Family Member Medical Summary, completion for overseas clearance. These activities will be a daily part of medical care for active duty military dependents.

1.13 RECORDS, FILES, DOCUMENTS, DATA, AND WORK PAPERS. All records, files, documents, data and work papers provided by the government remain Government property. Contractor personnel will comply with all AFMS requirements for safe keeping, handling, release, and disposal of any of the above information. These AFMS requirements shall include, but are not limited to, limiting access to Government data, tracking information from origin to disposal, removal of personal identifiers and thoroughly destroying information when work is completed according to Federal Law and DoD regulations. If data is used or transmitted outside government facilities, the Contractor shall be responsible for all aspects of physical and operational security. Inside Government facilities, contractor personnel shall be responsible for following DoD and local directives regarding physical and operational security. Under no circumstances may any information or data used under this contract be transferred nor may work under this contract be performed outside the MTF.

1.14. DEPARTMENT OF DEFENSE SCHOOLS (DoDDS). Education, including special education, to the children of contractor personnel who are eligible for services from DoDDS may attend school on a tuition and space available basis. Students must meet DoDDS criteria for special education. Services are provided based on an Individualized Educational Program. Most schools are not staffed for all disabilities although DoDDS staffs schools in specific locations for a full range of disabilities. Prior to sending a contractor employee and their child(ren) with significant disabilities (i.e., blindness, deafness, severe mental retardation, serious emotional impairments) to the job location, the contractor employee shall ensure the child's educational needs can be met.

2. SERVICE SUMMARY (SS).

3. GOVERNMENT FURNISHED PROPERTY AND SERVICES: The Government will provide the following equipment, supplies, and services listed below for services performed inside government facilities unless otherwise stated in the contract.

3.1. OFFICE/WORK/LOCKER AREA. Those areas (office, exam room, etc.,) provided for the use of the contract personnel will present an orderly appearance. Contract personnel shall ensure these areas are tidy and any decorative items present a professional, modest appearance in keeping with accepted community standards. Office space will be shared with other members of the medical team. The government will not be responsible for loss or damage of personal items brought into the MTF. Ensure safe work environment and employee safe work habits, reference MTF and base safety programs.

3.2. EQUIPMENT. The healthcare worker shall have joint use of all available equipment for performing services required by this contract.

3.3. PERSONAL PROTECTIVE EQUIPMENT (PPE). The Government will furnish the contract personnel with appropriate PPE. The Government will be responsible for any repair, cleaning and inventory required for the PPE. This does not include any type of uniform or laboratory coat.

3.4. FORMS. The MTF will provide required Government forms used in the performance of services.

3.5. SUPPLIES. The MTF will provide supplies commonly used in the facility to perform in accordance with this PWS.

3.6. IDENTIFICATION CARDS. The Government will issue a hospital identification (ID) badge which must be worn at all times within the MTF, when Infection Control issues are not compromised. The ID badge must be visibly displayed between the shirt collar and the waist. A Common Access Card will also be issued to allow the contractor access to necessary computer systems and to the base and the MTF during heightened security. Both cards must be carried by the individual at all times while working at the MTF.

3.7. COMPUTER EQUIPMENT. The MTF will provide computer equipment required to schedule, check-in, document, order ancillary services, and maintain appropriate electronic medical information that supports the hard copy medical record. The MTF will provide required training for these systems. The contractor will be required to use the computer systems that are standard for the support of health care delivery at the MTF.

3.8. ADMINISTRATIVE SUPPORT. The contractor personnel will be authorized to use all administrative equipment/systems available to the government employees. This will include, but is not limited to copy machines, fax machines, installation distribution, Class “A” telephone lines and Defense Switching Network (DSN) lines. The same restrictions to limit use of these items for official government business apply.

4. CONTRACTOR MANPOWER REPORTING REQUIREMENTS

4.1. IAW FY11 NDAA Section 8108, the contractor shall report all contractor labor hours (including subcontractor labor hours) required for performance of services provided under this PWS via a secure data collection site. The contractor is required to completely fill in all required data fields at: http://www.ecmra.mil.

4.1.1. Reporting Period. Reporting inputs will be for the labor executed during the period of performance for each Government Fiscal Year (FY), which runs 1 October through 30 September. While inputs may be reported any time during the FY, all data shall be reported no later than 31 October of each calendar year. Contractors may direct questions to the Contractor Manpower Reporting Application (CMRA) help desk.

4.1.2. Uses and Safeguarding of Information. Information from the secure web site is considered to be proprietary in nature when the contract number and contractor identity are associated with the direct labor hours and direct labor dollars. At no time will any data be released to the public with the contractor name and contract number associated with the data.

4.1.3. User Manuals. Data for Air Force service requirements must be input at the Air Force CMRA link. However, user manuals for contractors are available at the Army CMRA link at: http://www.ecmra.mil.