1a_Atch_1_PWS_Translator.pdf

Attachment 1 for FA520920P0004

PERFORMANCE WORK STATEMENT

FOR

MEDICAL TRANSLATION, ESCORT AND TELEPHONE CONSULTS

SERVICES

FOR

374TH MEDICAL GROUP,

YOKOTA AIR BASE, JAPAN

374 MDSS/SGST

1 Aug 2019

Table of Contents

SECTION 1 Description of Services / General Information Page 3

SECTION 2 Services Summary Page 21

SECTION 3 Government Furnished Property and Services Page 23

SECTION 4 Appendix Page 24

Appendix A. Privacy of Protected Health Information

Appendix B. Historical Data

SECTION 1

1. DESCRIPTION OF SERVICES.

The Contractor shall provide all personnel, management, supervision, reports, transportation and other items and services (except as specified within the contract as Government-Furnished), as required, to perform their duties as defined in this Performance Work Statement (PWS) in support of the 374 MDG and its patients.

1.1. The Contractor shall provide On-site Medical Translator (MT) and On-call MTs in accordance with this PWS.

1.1.1. Translation and Escort Services

The Contractor shall provide translation and escort services required to support 374 MDG staff and its patients in the provision and coordination of routine, emergent, outpatient or inpatient care. The Contractor shall successfully integrate and coordinate all activities needed to execute the requirements. The Contractor shall manage the timeliness, completeness, and problem identification. The Contractor shall provide corrective action plans as requested, proposals for better performance when necessary, and timely identification of issues.

1.1.2. Telephone Consults Services

The Contractor shall provide telephone consults. After core hours, the Urgent Care Center (UCC) will contact the Medical Translator (MT) on-call phone. Primary duties consists of facilitating to medical provider communication for emergency and urgent patient transfer, escorting patients and translating medical documents for patients receiving care at off-base facilities. The Contractor will ensure uninterrupted service is provided and will take full responsibility for ineffective translation resulting in delay or detrimental to patient care.

1.2. DEFINITION.

1.2.1. Escort: Scheduled medical appointments referred to off-base facilities.

1.2.2. Transfer: Emergency or unscheduled referral to off-base facilities.

1.3. NON-PERSONAL SERVICES. This is a non-personal services contract. No personal services will be performed under this contract. The Contractor shall not perform any inherently governmental actions under this contract. The services rendered by the Contractor are rendered in the capacity of an independent contractor. The Government retains no direct control over the services provided by the Contractor. No Contractor employees shall hold himself/herself out to be a Government employee, agent or representative.

1.3.1. Humanitarian Assistance and Disaster Relief (HADR). The scope of this contract includes services to respond to requirements in a contingency environment including humanitarian assistance and disaster relief.

1.3.2. Contractor personnel may be required to complete theater-specific training and are considered key and essential personnel. In addition, Contractors may be utilized to the fullest scope of practice in the event of increased population and/or enrollment.

1.4. PROFESSIONAL QUALIFICATIONS/REQUIREMENTS: When offerors intend to use personnel whose resumes were not submitted at the solicitation, they should submit resumes to the contracting office to verify that the proposed personnel have the same level of knowledge, skill, experience and training as the ones whose resumes were submitted and evaluated at the time of solicitation. When the resumes do not show the same level of knowledge, skill, experience and training as the ones whose resumes were submitted and evaluated at the time of solicitation, the contracting officer will request the offerors to submit another personnels’ resumes.

1.4.1. Qualifications. The Contractor must provide skilled personnel with professional, clerical, and technical skills necessary to satisfy the requirements. All personnel under this contract must meet or exceed the following minimum qualifications.

1.4.1.1. Demonstrated knowledge and understanding of medical terminology.

1.4.1.2. Familiarity and proficiency with the use of commercial software packages and databases, such as Microsoft Outlook, Word, and Excel.

1.4.1.3. Ability to respond with flexibility and to provide assistance in a time sensitive environment.

1.4.1.4. Strong organizational and customer service skills.

1.4.1.5. Awareness of information and physical security procedures.

1.4.2. Medical background (e.g. graduated from medical translation school, proficiency of medical terminology).

1.4.3. English-Japanese Requirement. Contractor employees must be proficient in English and Japanese. The Contractor and all employees performing services shall be proficient in understanding (reading, speaking, listening, and writing) English. They shall be capable of effectively communicating with patients and Medical Treatment Facility (MTF) staff.

1.4.3.1. Score of 740 or higher on The Test of English for International Communication (TOEIC).

If a TOEIC score is not available, contractor employees may qualify by achieving Eiken Pre-First level, IELTS 5.5 or higher, TOEFL iBT 82, TOEFL CBT 217 or TOEFL PBT 554. Equivalent combinations of education and experience may be qualifying if the education or experience is directly related to medical translation services, but must be acceptable to the MTF and approved by the Contracting Officer’s Representative (COR) or the Contracting Officer (KO).

1.4.4. A Japanese Language Proficiency Test score of at least N2, or equivalent certificate, is required for translators whose second language is Japanese. The Government will accept a Japanese STEMP Score with a Benchmark Level of 8 (Advance-Mid) as an equivalent to the Language Proficiency Test score of N2. Any other possible equivalent certification of language certificate not listed above will be submitted to and approved by the COR or KO.

1.4.5. Both English and Japanese Proficiency test results must be submitted to the COR or KO within five (5) days of contract award and when new personnel are hired.

1.4.6. Position Requirement. Work shall be conducted in a timely manner and be responsive to the 374 MDG’s needs. The Contractor shall perform in a professional manner at all times in contact with 374 MDG staff, patients, outside businesses, and Government representatives.

1.4.6.1. Core Hours. 0730hrs thru 1630hrs, Monday through Friday, excluding US holidays

1.4.6.2. On-Site Management. The on-site MT shall assign work effort and maintain proper and accurate time keeping records of personnel assigned to work on this requirement. Additionally, the on-site MT shall serve as the primary point of contact for off-base facilities receiving information and assisting patients medically referred and or transferred by the 374 MDG.

1.4.6.2.1. On-site MT shall coordinate escort coverage upon request.

1.4.6.2.2. On-site MT shall track patients’ initial and follow-up appointments requiring escort and translation services.

1.4.6.2.3. On-site MT shall maintain event logs containing translation requests, and other events.

It shall be submitted upon request to the Functional Requirements Evaluator Designees (FRED), COR or the KO but made available to TRICARE Operations and Patient Administration (TOPA) and MDG leadership.

1.4.6.2.4. On-site MT shall accept and review translation requests from the 374 MDG and FRED/COR ensure that the request is in accordance with this PWS prior to rendering translation services.

1.4.6.2.5. On-site MT shall function as the primary patient translator and liaison for the MTF.

1.4.7. TRANSLATION DUTIES.

1.4.7.1. Translate all relevant medical documents written in English to Japanese and/or from Japanese to English as required as part of the patient’s medical care coordination. This includes translating documents received from 374 MDG staff and medical professionals from off-base facilities involved in the coordination of a 374 MDG patient’s outpatient, inpatient, or emergent treatment.

1.4.7.2. Translate communications (oral and written) between 374 MDG staff and off-base facilities involving the coordination and the delivery of care of 374 MDG patients.

Communications pertain to the coordination and/or delivery of care for patients either scheduled/referred by the 374 MDG or transferred by the 374 MDG to off-base facilities. Other communications must be approved by the 374 MDG prior to rendering translation services to ensure that requests are in accordance with this PWS.

1.4.7.3. Translate meetings between 374 MDG TRICARE Operations and Patient Administration (TOPA), Referral Management Office (RMO), Executive staff, and off-base facilities concerning agreements for proper patient acceptance and billing of medical care given our patients.

1.4.7.4. Translate medical/clinical information written in English and/or Japanese for customers of the 374 MDG. These translation duties may include translating documents and information received from medical professionals in off-base facilities.

1.4.7.5. Translate Japanese technical medical information with Japanese case manager and/or provider(s)’ oversight into English for various 374 MDG projects and programs.

1.4.7.6. Translate for the executive staff, medical providers, case managers and other 374 MDG personnel, as required and after visiting hospital or transfers of patients off-base.

1.4.7.7. Translate emergency diagnostic tests and treatment and any medically-related information that requires translation by the MTF.

1.4.7.8. Translate 374 MDG payment procedures to patients, off-base facilities, and assist patients with completing the necessary paperwork required by the MTF and off-base facilities.

1.4.7.9. Liaison Tasks/Translation. (For routine/non-emergent off-base medical appointments.)

1.4.7.10. Function as the primary patient transfer liaison between medical disaster teams and accepting off-base facilities, as needed, during Emergency Management (EM) scenarios and exercises.

1.4.7.11. Contractor employees shall be the point of contact in collaboration with the TRICARE Case Managers (CM) for base physicians during patient hospitalization at off-base facilities.

1.4.7.11.1. They shall obtain daily/periodic medical reports and distributes them to the appropriate office(s) and/or personnel within seventy-two (72) hours. In the event that the CM requires translation services to be expedited due to urgency, the Contractor may require additional personnel. The Contractor shall make every effort to meet required timelines specified through this PWS and those requested by the CM for urgent requirement.

1.4.7.11.2. The CM is the point of contact for Administrative Nurse on Call (ANOC), and case managers and MT shall support during patient hospitalization(s) at off-base facilities or during provider-patient visits by translating patient needs to ANOC, case managers, patient, and attending provider.

1.4.7.12. Coordinating patients referred to off-base facilities at least forty-eight (48) hours prior to the scheduled time. First meetings between Contractor employees and patients will take place at 374 MDG TRICARE lobby. The employees will then escort patients to off-base facilities, coordinate services required, provide translation and interpretation services as required, and facilitate quality medical care. For follow-up escorts, Contractor employees may meet patients at a chosen off-base location or at the referred off-base facilities if feasible.

1.4.7.13. Translate all information required to facilitate the transfer, in-processing, care and out-processing for all patients requiring medical care at off-base facilities.

1.4.7.14. Contractor will provide feedback within seventy-two (72) hours to provider(s), TRICARE CM(s), RMO Staff and any other MTF personnel as required using DD Form 2161 (Referral For Civilian Medical Care) on any translation activity dealing with the transfer of patients during and after patient care is rendered. This will include translating Japanese provider(s)’ information to and from the patient and Yokota provider(s).

1.4.7.15. Support the MTF medical team with the completion of required administrative forms before, during, and after the physical medical transfer of the patient to off-base facilities.

1.4.7.16. Assist the medical team with identifying off-base facilities with the capability to care and accept a medical transfer from the 374 MDG. The Contractor employees will assist the 374th Medical Group in coordinating medical requirements with the accepting off-base facilities.

1.4.7.17. Track initial and follow-up appointments for patients requiring medical escort and translation/interpretation services.

1.4.7.18. Emergency Response (Transfer and Escort). Contractor employees shall accompany the MTF medical team during emergencies.

1.4.8. On-Call Services. (Core hours and non-core hours)

The Contractor shall provide on-call escort/transfer services twenty-four (24) hours a day, seven

(7) days a week to include U.S. Federal and Japanese legal holidays. The Contractor shall function as the primary patient transfer liaison (on-call POC) twenty-four (24) hours a day, seven (7) days a week to include U.S. Federal and Japanese Legal Holidays. The Contractor shall notify, in writing, TOPA staff/leadership, COR/FRED or KO of the assigned POC no later than the last Friday of each month.

1.4.9. Telephone Consults. After core hours the on-call Contractor employee may be contacted by the UCC for telephone consultation requests on behalf of 374 MDG patients admitted or requiring admittance at off-base facilities.

1.4.10. Summary Sheet. The Contractor shall establish a monthly on-call summary sheet including date, meeting time, end time, duration, destination, name of the assigned translator, type of on-call service (escort or transfer), segregated core hours and non-core hours, and other necessary information. This summary sheet shall be attached to an invoice for payment.

1.4.11. Medical Documentation. The Contractor shall ensure all prerequisite information is prepared and translated to meet administrative requirements at off-base facilities to include the DD Form 2161, admission and discharge paperwork, payment procedure, as well as all other diagnostics medical records required by off-base facilities for each patient encounter. 374 MDG will provide necessary clinical information to the Contractor prior to patient escort to include diagnostic images, lab result, and previously relevant medical documentation. The Contractor shall finalize medical documentation after patient care is completed and submit finalized clinical results in English to 374 MDG within ten (10) days from notification by off-base facilities of patient result completion and/or patient discharge. For urgent patient transfer, an English summary must be provided within 12 hours of transfer completion.

1.4.12. Inpatient Emergency Events Log. For inpatient visits and medical emergencies, the Contractor shall maintain a log containing significant events and pertinent information with dates/times to ensure seamless service continuity for patients needing multiple escorts/translating services. The Contractor’s log will be validated against the UCC log to ensure validity of transports if or when needed.

1.5. ESCORT SERVICES.

1.5.1. On-Call Roster. The Contractor shall provide a list of personnel scheduled to be escort on-call for the following month no later than the last Friday of each month.

1.5.2. Escort Procedure. After 374 MDG TOPA office briefs the patient, the patient’s file will be forwarded to the on-site MT for translator pairing. Then, the assigned translator shall make contact with the patient referred to off-base facilities at least forty-eight (48) hours prior to the scheduled appointment date for confirmation of the appointment. In expedited cases, the Contractor shall be flexible and ensure smooth operation of escort services. On the scheduled day, the assigned translator will meet the patient at the agreed place and escort the patient to off-base facilities where the patient is referred for care, coordinate services required, provide translation/interpretation services as required, and assist in the facilitation of medical care. The assigned translator may be required to assist the patient with navigating transportation (e.g. train, taxi, etc.) to and from off-base facilities.

1.5.3. Referral Processing. The Contractor will receive routine referral requests on DD Form 2161, Referral for Civilian Care, from referring 374 MDG providers. The Contractor shall accomplish the referral process as follows:

1.5.3.1. Translate each received DD Form 2161 no later than 1630 hours on the following duty day

1.5.3.2. Call patients to schedule appointments, and make reminder calls one day prior to their scheduled appointments. Translate medical information, both oral and written, in English and/or Japanese for 374 MDG personnel and customers (patients as well as off-base facilities staff)

1.5.3.3. Ensure a copy of the DD Form 2161 and TRICARE Authorization Form is available to the Contractor for routine off-base facility escorts

1.5.3.4. Provide translated medical records from off-base facilities within ten (10) days from notification by off-base facilities of patient result completion and/or patient discharge

1.5.3.5. The Contractor will sign the cover of all translated medical records and file results in

RMC

1.5.3.6. Any follow-up care needed will be relayed to referring provider or Primary Care Manager (PCM)

1.5.4. The translator’s work hour begins at the scheduled meeting time with the patient and ends upon return to the 374 MDG facility to record activities perform (summary sheet required Para

1.4.10.). The Contractor shall fill out electronic Form, “374 MDG Patient Escort/Transfer” upon return to the 374 MDG facility. (Refer to Paragraph 1.7.1. for details.)

1.6. TRANSFER SERVICES.

1.6.1. Transfer Procedures. Hospital personnel contact the on-call POC during non-core hours for transfer. The POC shall immediately assign a translator. Arrival and reporting to the 374 MDG UCC shall not exceed thirty (30) minutes from the time of call/notification.

1.6.2. Contractor shall be able to respond to multiple transfer requirements which may simultaneously happen.

1.6.3. An assigned translator shall accompany the MTF medical team in the ambulance during emergency transfers to off-base facilities, unless given approval by the UCC or Transfer Team provider to meet the ambulance at the facility. A medical transfer involves the patient, medical team, and assigned translator. In case of a transfer where an ambulance is not used or there is no space in the ambulance, the assigned translator shall use his/her own method of transportation to follow the patient to off-base facilities.

1.6.4. Translate all required information to facilitate the transfer, in-processing, care and out-processing of patients requiring medical care at host nation medical facilities.

1.6.5. Midnight Transportation after Transfer. In the event translation services are completed after a transfer and the only means of transportation is a taxi, the Contactor shall claim the actual taxi fee with the receipt.

1.6.6. Taxi Authorization from FRED/COR. In the event of a natural disaster or incident where public transportation is unavailable and/or roads could damage privately owned vehicles, the FRED or COR may authorize Contractor to use taxis and claim actual taxi fees with receipts. Prior authorization is required.

1.7. REPORTS.

1.7.1. Required Suspense for Translation Services:

1.7.1.1. The Medical transfer report and any documentation generated before and during medical transfers shall be translated and submitted to the 374th MDG and the FRED upon completion of the transfer.

1.7.1.2. Daily documents generated during a 374 MDG patient’s hospitalization at off-base facilities shall be translated and submitted to the 374MDG and the FRED daily but not to exceed twenty-four (24) hours.

1.7.1.3. Discharge instructions must be translated immediately after a patient has been discharged.

1.7.1.4. Reports and documents generated before, during, and after a patient’s appointment, referred by the 374 MDG at off-base facilities shall be translated and submitted to the 374th

Medical Staff and the FRED within three (3) duty days. Translation requests received after 1200L will be processed the following duty day.

1.7.1.5. The following documents shall be translated accordingly:

1.7.1.5.1. Command Sponsorship Documents: Ten (10) duty days.

1.7.1.5.2. All others related to patient’s care: Fifteen (15) duty days.

1.7.1.5.3. Translation requests received after 1200hrs will be processed the following duty day.

1.7.1.5.4. Birth/Death Certificates: One (1) duty day.

1.7.2. Medical transfer and appointment/escort reports shall include but not be limited to:

1.7.2.1. Sequence of events/Times/Dates

1.7.2.2. General synopsis of significant events and pertinent information pertaining to the transfer or appointment escort

1.7.2.3. Responsible Attendant/Translator

1.8. GENERAL INFORMATION.

1.8.1. Contractor Employees.

1.8.1.1. Contract Manager/ On site MT. The Contractor shall provide a On-site Contract Manager who shall be responsible for all requirements in this PWS. The name of this person and one or more alternates who shall act for the Contractor when the manager is absent, shall be designated in writing to the Contracting Officer. The Contract Manager or alternate shall have full authority to act for the Contractor on all matters relating to this contract. The Contractor shall provide the On-site Contract Manager’s names, addresses, and telephone numbers. The Contractor shall maintain a current listing of employees, providing updates as changes occur. The Contract Manager or alternate shall be proficient in English and have a good understanding of the requirements pertaining to this contract for interpretation and implementation of directives (written and oral), issued in English by the KO, FRED or COR.

1.8.1.2. Contractor Employees. Contractor employees shall be easily recognizable as Contractor employees. This may be accomplished by wearing distinctive clothing bearing the name of the company or by wearing appropriate badges which contain the Contractor’s company name and the employee’s name.

1.8.1.3. Removal of Contractor’s Employees. The Contractor shall utilize only experienced, responsible and capable employees in the performance of this contract. The KO may require that the Contractor remove any of his/her employees who endanger persons or property, or whose continued employment under this contract is inconsistent with the interests of the U.S.

Government.

1.8.1.4. Other Country Nationals (OCN). The security forces on each base control entry to the base. Under certain circumstances, OCNs might be denied entry. It is the Contractor’s responsibility to coordinate with security forces at each base when there is a question about particular entry circumstances.

1.8.1.5. U.S. Government and/or Master Labor Contract Employees. The Contractor shall not hire employees of the U.S. Government and/or Government of Japan Master Labor Contract employees in violation of the Procurement Integrity Act. See FAR 3.104. Furthermore, the Contractor shall not employ any Department of Defense employee, either military or civilian, unless such person seeks and receives approval in accordance with Department of Defense 5500.7-R, Joint Ethics Regulation.

1.8.1.6. Military Personnel. The Contractor is cautioned that off-duty active military personnel hired under this contract may be subject to permanent change of station (PCS), change in duty hours, or deployment. Military reservists and National Guard members may be subject to recall to active duty. Abrupt absence of these personnel could adversely affect the Contractor’s ability to perform; their absence at any time shall not constitute an excuse for non-performance under this contract.

1.8.2. Roster. The Contractor shall provide a complete roster of all personnel including the On-site Contract Manager and alternate by name and start date of personnel to provide services to the FRED and COR no later than thirty (30) calendar days after contract award and whenever updated.

1.8.3. Payment Invoice. The Contractor shall submit payment invoice to the COR via PIEE/WAWF no later than the 10th day of each month for services rendered for the previous month.

1.8.4. The Contract Manager shall be responsive and present at the site within one (1) hour from a request by the FRED, COR or the KO to discuss issues face to face.

1.8.5. The Contract Manager shall ensure all personnel meet qualifications associated with assigned functions and provide verifying documentation to the KO and COR upon request. The Contractor shall notify the FRED, COR and KO of the departure of any individual and identify any new employees hired. The updated employee list shall be submitted in accordance with the paragraph 1.8.2. above.

1.8.6. Dress Code. Contract employees shall present a clean, neat, well-groomed, professional appearance in business casual attire at all times. Contractor employees are required to wear the government-furnished MTF identification badge visible on the front of their outer clothing.

1.8.7. Federal Holidays. 374 MDG observes the following holidays. Holidays falling on a Saturday will be observed on the preceding Friday, Holidays falling on a Sunday will be observed on the following Monday. Unscheduled closures may be declared by the 374 MDG Commander.

Federal Holidays Day Observed New Year’s Day January 1 Martin Luther King Jr. Birthday Third Monday in January

President’s Day Third Monday in February Memorial Day Last Monday in May Independence Day July 4 Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11 Thanksgiving Day Fourth Thursday in November Christmas day December 25

1.8.8. Health Requirements.

1.8.8.1. The Centers of Disease Control (CDC) and prevention Healthcare Infection Control Practices Advisory Committee (HICPAC) and advisory Committee on Immunization Practices (ACIP) definition for Health Care Worker (HCW) is used here and includes:

1.8.8.1.1. 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.

1.8.8.1.2. HCQ 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.

1.8.8.1.3. 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.

1.8.8.2. Department of Defense Joint Instruction AFJI 48-110, Immunizations and Chemoprophylaxis, [GIVE PUBLICATION DATE OF THE INSTRUCTION HERE], directs immunizations and chemoprophylactic practices follow current national standards as per CDC ACIP. Specific guidance for healthcare workers is posted on the internet at the following sites.

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

1.8.8.2.2. For further information on current requirement, contact Public Health at

DSN 315-225-5311.

1.8.8.3. At least fourteen (14) business days prior to start of work, the Contractor is required to supply a complete employee qualification record as proof of immunization of Contractor employees working within MTFs for the following disease: 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.

1.8.8.4. All HCW must in-process through Public Health within ten (10) duty days of arrival at the

374 MDG.

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

1.8.8.5. 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.

1.8.8.6. 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, not the Government.

1.8.8.7. In those areas where there is a high risk of transmission of tuberculosis, Contractor employees may be tested as frequently as directed by the MTF at the Government’s expense.

1.8.8.8. Contractor employees 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 Contractor employees. If the vaccine is obtained at other facilities, the cost will be borne by the Contractor, not the Government.

1.8.8.9. Immunization information for contract personnel shall be provided to the respective MTF for Government personnel to record and track in DoD computer systems.

1.8.8.10. The Government will provide trainings of “post blood borne exposure protocols” according to applicable Air Force Instructions.

1.8.8.11. Preventive, Prophylactic and Follow-up Procedures. The Contractor shall ensure that its 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.

1.8.8.12. Pregnant Employees. It is the responsibility of the Contractor to notify the FRED/COR of a pregnant employee. MTF Public 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.

1.9. HIPAA COMPLIANCE. The Contractor agrees to abide by all the requirements of the Health Insurance Portability and Accountability Act (HIPAA) as codified in 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. The Contractor must ensure that all HT personnel have completed HIPAA training prior to conducting medical escorting and translation duties.

HIPAA is comprised of several different sections, each to be implemented by the Department of Health and Human Services. The medical facilities of the military services and the DoD health plans are specifically listed as covered by HIPAA. Currently, HIPAA Privacy and Security Rules, as set forth in the Code of Federal Regulations, are in effect for all MTFs. The specific implementation of HIPAA Privacy for DoD medical facility is set forth in DoD 6025.18-R, and for HIPAA Security, the requirements for AF MTFs are contained in DoD 8580.02-R and AFI 41-217, which also contains additional Information Assurance requirements for all AF MTFs. DoD 6025.18-R, DoD 8580.02-R and AFI 41-217 are incorporated herein by reference. MTRs are responsible to insure overall compliance with HIPAA requirements, which includes incorporation of certain requirements in contracts entered or amended after the respective implementation dates.

1.9.1. IAW these regulations the Contractor and its employees meet the definition of Business Associates. Therefore, a Business Associate Agreement is required by law to comply with HIPAA Privacy and Security regulations. This clause serves as that agreement for each MTF, whereby the Contractor and its employees agree to abide by all HIPAA Privacy and Security requirements regarding health information as defined in this clause, DoD 6025-18-R, DoD 8520.02-R and AFI 41-217. Additional HIPAA requirements will be addressed when implemented.

1.10. MEDICAL HEALTH INSURANCE COVERAGE (For SOFA Personnel). Contractor employees 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.

1.11. OVERSEAS MEDICAL.

1.11.1. Contractor employees should be prepared to use the medical and dental services of the host country. Medical care at overseas MTFs is limited. Care, when available, will be provided on a reimbursable basis, through MTF billing of the patient’s 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 MTF 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 are limited and cardiologists are generally not available in MTFs. Military and foreign country pharmacies do not always stock medicines or prescription drugs that are normally available in the U.S. Contractor employees must pay for all prescriptions filled at the MTF. The MTF pharmacy rates are comparable to rates in the US. 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.

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

1.11.3. It is the responsibility of the Contractor to ensure the Government and host nation healthcare providers are paid for medical services rendered to Contractor employees and their dependents.

1.11.4. Under extreme emergency conditions where special circumstances require Government transportation, the Contractor shall be charged at the DoD established movement rate or full reimbursable rate.

1.12. SECURITY REQUIREMENTS.

1.12.1. Contractor employees assigned to perform work under this contract will require unescorted entry into restricted U.S. Government facility, access to U.S. Government IT Systems and/or medical information. To obtain unescorted entry access to Yokota Air Base, all Contractor employees are required to report to Pass & ID in Building 993 to initiate paperwork required to gain access to the installation.

1.12.2. Computer Security. A National Agency Check must occur for clearance for appropriate security of privacy act information. Contractor is responsible for completing SF85P worksheets and providing fingerprint cards for each employee immediately during 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. for locally contracted translators who are non-U.S. nationals, the equivalent security investigations conducted by the Metropolitan Police Department through the Foreign Ministry are required.

1.12.3. Government Computer Access. The Contractor will ensure that all Contractor employees comply with the requirement to obtain the minimum personnel security investigations. 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 employees 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 healthcare delivery. All documents will be submitted to the designated MTF Security Manager.

1.12.4. Required Trainings. All workers who will have an access to the Government computer shall complete the following trainings:

1.12.4.1. Swank Health: Non-Clinical Contractor (https://airforce.swankhealth.com)

PRP

Third Party Collections

1.12.4.2. ADLS: Human Relations (https://golearn.adls.af.mil) Force Protection Cyber Awareness Information Protection Suicide Prevention

1.12.4.3. Med Learn: SAPR (https://golearn.adls.af.mil)

1.12.4.4. JKO: HIPAA (https://jkodirect.jten.mil)

https://airforce.swankhealth.com/

1.13. Contractor Employee Vehicles. The Contractor shall ensure that all Contractor personnel comply with the local installation requirements for vehicle registration and operation on the specific military facility. Any vehicle operated by the Contractor or its employees in performance of this contract must maintain insurance coverage of not less than ¥30,000,000 or $300,000 for bodily injury and ¥3,000,000 or $30,000 for property damage.

1.14. Contractor employees shall comply with installation and 374 MDG personnel identification and access requirements. The Contractor is responsible for absences of Contractor employees due to expired identification and access documents.

1.15. PATIENT SENSITIVITY. The Contractor employees shall respect and maintain the basic rights of patients, demonstrating concern for personal dignity and human relationships. Whenever the Contractor employees receives complaints, COR validates those, valid complaints will be forwarded to the KO for further action.

1.16. RECORDS, FILES, DOCUMENTS, DATA, AND WORK PAPERS. All records, files, documents, data and work papers provided by the MTF. Contractor employees will comply with all Air Force Medical Services (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 employees 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.

1.17. The Contractor shall be responsible for any keys issued by the Government to Contractor employees for use in the MTF. The keys shall not be duplicated. The Contractor shall be financially responsible for the replacement of any lost keys and any associated locks. Lost keys and/or locks shall be reported to the issuing party, Department Director, or FRED/COR immediately upon recognition of the loss. No unauthorized personnel shall be allowed entry into the locked area. Contractor employees shall lock all areas for which they possess a key when they are not using the area and at the close of the work period. Contractor employees will be required to sign hand receipts for assigned keys.

1.18. REMOVAL OF CONTRACTOR PERSONNEL. Contractor employees shall be removed and barred from performance on this contract if the Government notifies the Contractor that the employment or the continued employment of the individual is prejudicial to the interests or endangers the security of the United States of America, including but not limited to security deviations/incidents and credible derogatory information obtained on Contractor employees during the course of the contract period.

1.19. CRIMINAL BACKGROUND CHECK REQUIREMENT. The Contractor shall submit Criminal Background Check of Japanese employees issued by the Tokyo Metropolitan Police

Department through Ministry of Foreign Affairs of Japan for CAC access to the Government computers.

1.20. COORDINATION WITH OTHER CONTRACTORS. The Government may award other contracts for additional work not prescribed in this contract. The Contractor shall fully cooperate with such other Contractors in performance of the requirement herein, and as directed by the KO and COR. The Contractor shall not commit or permit any act which will interfere with the performance of work by any other 374 MDG Contractor.

1.21. QUALITY CONTROL. The Contractor shall utilize its existing quality control program to ensure the services are performed in accordance with commonly accepted commercial practices.

The Contractor shall develop and implement procedures to identify, prevent and ensure non-recurrence of defective services. At a minimum, the Contractor shall develop quality control procedures addressing the areas identified in Section 2, Services Summary.

1.22. QUALITY ASSURANCE. The Government will evaluate the Contractor’s performance in accordance with the Quality Assurance Surveillance Plan (QASP) by appointing a COR to monitor performance to ensure services are received.

1.23. GOVERNMENT REMEDIEIS. The KO shall follow FAR 52.212-4, Contract Terms and Conditions-Commercial Items, for the Contractor’s failure to perform satisfactory services or failure to correct non-conforming services.

1.24. CONTRACTING OFFICER (KO) AUTHORITY. Only the KO has authority to enter into, administer, terminate or modify the terms and conditions herein. Any change made by a person other than the KO will be considered an unauthorized commitment and subject to ratification actions in accordance with FAR 1.602-3.

1.25. CONTRACTING OFFIER’S REPRESENTATIVE (COR). The Contractor shall coordinate all aspects of this requirement with the COR. Completed work shall be subject to inspection and acceptance by COR. This designation will be made in writing by the KO at the time of contract award, or prior to commencement of COR duty. The COR shall NOT direct or redirect any Contractor action(s). This can be done only by the KO.

1.26. FUNCTIONAL REQUIREMENTS EVALUATOR DESIGNEES (FRED). FRED shall oversee the Contractor employees performance, monitor schedule compliance (days/hours worked), inspect work performance, and submit monthly surveillance documentation to the COR. FRED reports of non-conformance must be forwarded to the COR within three (3) business days of the incident.

1.27. MONITORING PERFORMANCE. During the course of the evaluation period, the FRED/COR will track Contractor performance. At the end of the performance period, the FRED/COR will assess the Contractor’s performance in accordance with FAR 42.15 and report to the KO for submission to the Contractor Performance Assessment Reporting System (CPARS).

1.28. CPARS ASSESSMENT. The COR will consider all pertinent information during the preparation of the Contractor’s performance assessment. The Contractor will be afforded the opportunity to identify factual errors. The COR’s assessment is not subject to negotiation and the COR will not engage in discussions with the Contractor. Any errors identified by the Contractor will be addressed by the Reviewing Official. A copy of the final performance assessment will be available in the Past Performance Information Retrieval System (PPIRS).

1.29. PLACE OF PERFORMANCE. The services required by this procurement shall be performed primarily at the 374th Medical Group, Yokota Air Base, Japan and host nation medical facilities where patients are referred to from 374th Medical Group.

1.30. INDEMNIFICATION. The Contractor shall indemnify and hold harmless the Government and its officers, agents, representatives, and employees from all claims, loss, damage, actions, causes of action, expense, and/or liability resulting from, brought for, or on account of any personal injury or property damage received or sustained by any person or property growing out of or attributable to any work performed under or related to the contract, regardless of whether such claims, losses, damages, actions, expenses, and/or liability may be attributable to the fault, failure, or negligence of the Contractor.

1.31. CONTRACTOR MANPOWER REPORTING REQUIREMENTS.

1.31.1. 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.

1.31.2. 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. Although inputs may be reported any time during the FY, all data shall be reported no later than 31 October of each calendar year. Contractor may direct questions to the Contractor Manpower Reporting Application (CMRA) help desk.

1.31.3. Users 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.

1.31.4. User Manuals. Data for Air Force service requirements must be entered at the Air Force CMRA link. User manuals for Contractors are available at the Army CMRA link at http://www.ecmra.mil.

1.32. PHASE-IN AND PHASE-OUT PERIODS.

1.32.1. Phase-In Period. The Contractor shall develop comprehensive procedures for phasing in performance to the level prescribed and within the time allowed under the terms of this contract.

1.32.1.1. The Contractor shall take all actions necessary for a smooth transition of the contracted operations. During this period the Contractor’s management personnel will be permitted to observe functions on a non-interference basis, as approved by the KO.

http://www.ecmra.mil/ http://www.ecmra.mil/

1.32.1.2. The Contractor shall recruit and hire necessary personnel; obtain all required certifications and clearances, including personnel security clearances and accomplish any necessary training to support the requirement of this contract.

1.32.2. Phase-Out Period. Thirty (30) days prior to the completion of this contract (to include option periods), an observation period shall occur, at which time management personnel of the incoming workforce may observe operations and performance methods of the incumbent Contractor. This will allow for orderly turnover of facilities, equipment, and records and will help to ensure continuity of service. The incumbent Contractor shall not defer any requirements for the purpose of avoiding responsibility or of transferring such responsibility to the succeeding Contractor. The incumbent Contractor shall fully cooperate with the succeeding Contractor and the Government.

1.32.2.1. Phase-Out Plan. The incumbent Contractor shall establish and, when directed by the KO, implement a plan for the smooth and orderly transfer of contract responsibility to the successor Contractor. The incumbent Contractor’s phase-out procedures shall not disrupt or adversely impact the day-to-day conduct of government business.

SECTION 2

2. SERVICES SUMMARY (SS).

Performance Objectives PWS para Performance Threshold Inspection Method

SS 1: Position Requirement.

Work shall be conducted in a timely manner and be responsive to the 374 MDG’s needs. The Contractor shall perform in a professional manner at all times in contact with 374 MDG staff, patients, outside businesses, and government representatives.

1.4.2. No more than one (1)

valid customer complaints per month

Customer Complaints

SS 2: Support the MTF medical team with the completion of required administrative forms before, during, and after the physical medical transfer of the patient to off-base facilities.

1.4.3.15. No missing or

incomplete forms before and during transfer allowed

Periodic Inspection (Weekly)

SS 3: Track initial and follow-up appointments for patients requiring medical escort and translation/interpretation services.

1.4.3.17. No missing initial and

follow-up appointment tracking allowed

Periodic Inspection (Weekly)

SS 4: Escort Procedure.

After 374 MDG TOPA office briefs the patient, the patient’s file will be forwarded to the on-site MT for translator pairing. Then, the assigned translator shall make contact with the patient referred to off-base facilities at least forty-eight (48) hours prior to the scheduled appointment date for confirmation of the appointment. In expedited

1.5.2. No missing contact

allowed. No incomplete requirements allowed

Periodic Inspection (Weekly) cases, the Contractor shall be flexible and ensure smooth operation of escort services.

On the scheduled day, the assigned translator will meet the patient at the agreed place and escort the patient to off-base facilities where the patient is…