PWS_-_LCSW.pdf

PERFORMANCE BASED WORK STATEMENT

FOR

LICENSED CLINICAL SOCIAL WORK SERVICES

18 Medical Operations Squadron (MDOS)

Kadena Air Base, Japan

8 April 2016

PWS Review by: CO/CA/CS _____________________Date:

Final Review : QAPC ______________________ Date:

PERFORMANCE WORK STATEMENT

TABLE OF CONTENTS

SECTION PAGE

1 DESCRIPTION OF SERVICES 3

2 SERVICES SUMMARY 3

3 GOVERNMENT FURNISHED PROPERTY AND SERVICES 3

4 GENERAL INFORMATION 3-9

5 APPENDICES 10

1. DESCRIPTION OF SERVICES. The Contractor shall provide a social worker to furnish outpatient health care to all Government beneficiaries and SOFA status personnel. The Contractor shall provide care at the Kadena Mental Health Clinic, building 90, as part of the 18th Medical Group

(MDG), Kadena Air Base, Japan, also referred to as the “medical treatment facility” (MTF) herein.

Contractor shall furnish all labor, management, supervision, in-services, consultations, preceptors, and reports. Contractor care shall cover the range of services provided in a civilian medical treatment facility. Performance shall be according to the requirements in this Performance Work Statement

(PWS) and professional standards of the Association for the Accreditation of Ambulatory Health

Care (AAAHC).

1.1. BASIC SERVICES. The contractor shall provide one social worker to provide individual psychotherapy, group and family therapy, supervision and proctoring of social workers for licensure if an unlicensed social worker is assigned to the MTF, written and verbal notifications to military units on personnel status, psychological assessment interpretations, reports, and other appropriate clinical and consultative services requested that are within the Licensed Clinical Social Workers scope of training and credentials. The contractor will also be responsible for complying 18th Medical

Group and clinic regulations and instructions, policy and procedures, and with Air Force Instructions.

The contractor shall also provide professional health care services to mental health patients. The quality of clinical social work practice shall meet or exceed reasonable standards of professional practice for clinical psychology health care and existing DoD and AF policy and regulations.

1.1.1. CLINIC SUPPORT. The Contractor shall provide outpatient empirically supported assessment and treatment services for patients as scheduled by the Government.

1.1.1.1. The Contractor shall provide individuals, couples and/or families with evaluation and ongoing treatment within the guidelines of the social work profession and utilizing empirically supported treatments whenever applicable and within the provider’s scope of licensure, training, and credentialing.

1.1.1.2. The Contractor shall start all therapy sessions within 15 minutes of scheduled appointment times, except in rare circumstances. The provider is expected to see a minimum of six patients per day, unless on-call or otherwise instructed by the Mental Health Flight Commander and/or Medical

Director.

1.1.1.3. The Contractor shall evaluate same day, acute, emergency walk-in clients for safety and mental health service needs, and provide appropriate disposition.

1.1.1.4. The Contractor shall conduct Commander Directed Evaluations IAW Air Force Instruction

(AFI) 44-109, para 4. – 4.10., DoDD 6490.1, and DoDI 6490.4 requirements and timelines and subsequent updates to these documents or changes in policy.

1.1.1.5. The Contractor shall conduct initial assessments. If a technician assists with the initial intake, the Contractor will conduct initial assessments using information collected through technician clinical interviews and provide clinical oversight of technician assessments and intervention.

1.1.2. GROUP THERAPY: The contract social worker shall provide group therapy and any group cognitive behavioral psychoeducational interventions as deemed necessary by Mental Health Clinic leadership. The Contractor will provide clinical oversight of technician led portions of psychoeducational classes and/or groups.

1.1.3 DOCUMENTATION. The contract social worker shall prepare all documentation to meet or exceed established standards of the MTF to include, but not limited to: timeliness, legibility, accuracy, content, and signature. The contract social worker must be competent with computers and able to navigate through word processing programs and able to update the appropriate databases and electronic charts (i.e. AHLTA).

1.1.4 REFERRALS AND CONSULTATIONS. The contract social worker shall follow DoD, Air

Force, MTF, and clinic regulations and policies when arranging for a referral or consult. The contract social worker shall inform patient of the required referral or consult by indicating the specialty involved. The social worker may make referrals as appropriate to the patient’s identified needs.

1.1.5. PRECEPTING. At times, the military assigns a social worker who is not yet licensed to the

MTF. In this instance, the contract social worker shall preceptor the individual. Precepting will include, but is not limited to: one hour of face to face clinical supervision per week, records review for appropriate clinical documentation, co-signing notes (written and electronic), and individualized training of new social worker on clinical issues.

1.1.6. QUALITY IMPROVEMENT. The contract social worker shall assess mental health care to assure its quality. The contract social worker shall participate in a continual process of self-evaluation and strive for excellence in psychology practice. A sampling of the contract provider’s work will be peer reviewed monthly to ensure quality. The provider will also attend the monthly professional staff (Pro Staff) meeting, unless prevented by leave or patient care.

1.1.7. CONDUCTS TRAINING. The contract social worker shall serve in an advisory and teaching capacity to other staff members during their work hours, will conduct peer review of other staff members as assigned monthly, and will conduct up to one hour of in-service training as needed.

1.1.8. PATIENT SENSITIVITY. The contract social worker shall respect and maintain the basic rights of patients, demonstrating concern for personal dignity and human relationships. Contractors receiving complaints validated by the Quality Office or Chief of Medical Staff, will be submitted to

18th Contracting and shall be subject to counseling and, depending on the nature and severity of the complaint, separation from performing services under this contract.

1.1.9. RELEASE OF MEDICAL INFORMATION. The Contractor shall only release medical information obtained during the course of this contract as is appropriate to other MTF staff involved in the care and treatment of that individual patient in accordance with HIPAA regulations, Privacy

Act, FOIA requests, AFI 41-210, AFI 44-109, and AFI 44-172.

1.1.10. COMMUNICATIONS. The Contractor shall ensure open and professional communication with members of the MTF and with Unit Commanders IAW DOD, AF, MDG, and clinic instructions. See Appendix B for a listing of relevant publications/instructions. Complaints validated by the Quality Office and Chief of Medical Staff shall be reported in writing to the contract administrator and the Contractor for action by the 18th Contracting office. Failure of the Contractor to correct validated complaints raised by the MTF staff will be considered a failure to perform.

1.1.11. TRAINING PARTICIPATION. The Contractor shall complete all training requirements for

MDG credentialed providers IAW DoD, Air Force, MDG and clinic instructions.

1.1.12. PROFESSIONAL MANNER AND POSITIVE/COOPERATIVE ATTITUDE. The

Contractor shall actively participate as a member of the Mental Health Flight team seeking to provide constructive inputs to peer and leadership and willing to carry their share of the case and workload.

Contractors shall refrain from the use of profanity, sexual or racial jokes, or other behavior that would normally be considered unprofessional in a medical setting. Complaints validated by the

Mental Health Flight Commander shall be reported in writing to the contract administrator and the contractor for action by the 18th Contracting office. Failure of the Contractor to correct validated complaints raised by the MTF staff or patients will be considered a failure to perform.

1.2. SPECIAL REQUIREMENTS.

1.2.1. English Language Requirement. The Contractor shall read, understand, speak, and write

English clearly and fluently.

1.2.2. Licensure/Registration. In accordance with paragraph 3.1, AFI, Clinical Performance

Improvement, 4 June 2001, contract personnel must maintain a valid state license to practice.

1.2.3. Copies of required certification for each Provider shall be furnished to the Contracting Officer or designated representative prior to performance on this contract.

1.2.4. The Contractor shall display legible, MTF-provided identification media on their outer clothing.

1.2.5. No pending ethical complaints.

1.2.6. PRIVILEGING REQUIREMENTS:

1.2.6.1. Privileging. The credentials of all contractors shall be reviewed, and privileges granted, as outlined in AFI 44-119, Quality Assurance and Risk Management in the Air Force Medical Service.

During the evaluation of credentials, a contract provider may perform services subject to Provisional

Privileges as outlined in AFI 44-119. The credentials required and privileges awarded by the MTF must be sufficient to allow for performance of all tasks identified in Section II of this PWS.

1.2.6.2. Initial application for clinical privileges, to include credentials action history, malpractice history, and completed copies of the below listed documents, shall be submitted to the MTF

Credentials Office within 30 calendar days from receipt of notice of contract award, to the

Contracting Office:

• Copy of valid, current, unrestricted state license to practice social work, and if applicable, Board Certification

• Contractor’s education and training information

• Current Basic Life Support (BLS) certification

• Signed consent for release of information, as applicable

• Copy of proposed contract provider’s professional resume, accompanied by that individual’s sworn affidavit of the truthfulness of same

• List of states in which contract provider currently holds or has held a license to practice related services

• Certification of current physical examination for each employee; the certification shall contain a signed statement by the examining physician stating that employee is free of any contagious diseases, and shall be within the 12 month period prior to application for privileges

1.2.6.3. Review of Credentials Packages. The Government reserves the right to limit the number of credentialing packages it will evaluate.

1.2.6.4. Adverse Privileges Actions. Action to suspend, limit or revoke a contract provider’s privileges will be in accordance with AFI 44-119.

1.2.6.4.1. The MTF and the contractor shall be notified by the Contracting Office as soon as possible when the necessity to exercise such authority becomes apparent. The MTF will also provide the CO and contractor with copies of documentation initiating the revocation process if such actions become apparent.

1.2.6.4.2. If individual clinical privileges have been summarily suspended pending an investigation into questions of professional ethics or conduct, the contractor’s performance under this contract may be suspended until clinical privileges are reinstated. No reimbursement shall be made and no other compensation shall accrue to the contractor so long as performance is suspended. The denial, suspension, limitation, or revocation of clinical privileges based upon practitioner impairment or misconduct shall be reported to the appropriate authorities.

1.2.6.5. Change in Personnel/Locum Tenens. When a change in contract provider/locum tenens is anticipated, the contractor shall provide to CO the same credentials as required for the initial contract provider four (4) weeks prior to when the proposed change in personnel is to take place. The same review process applies to all replacement contract personnel as for the original contract provider.

1.2.6.6. Experience. The Contractor shall have provided Cognitive Behavioral Therapy (CBT) or other empirically supported psychological services a minimum of 12 months in the last 36 months.

1.2.7. HEALTH REQUIREMENTS:

1.2.7.1. Contract personnel providing services under this contract shall receive a pre-employment physical examination prior to commencement of work and annually thereafter. Health care providers shall report to the Contractor’s physician to receive a pre-employment examination and immunizations as prescribed by the MTF and furnished by the contractor.

1.2.7.1.1. Not later than five (5) working days prior to commencement of work, certification shall be provided to the contracting officer’s office that health care providers have completed the medical evaluation required above. This certification shall state the date on which the examination was completed, the doctor’s name who performed the examination, and a statement concerning the physical and mental health of the individual. The certification shall also contain the following statement: “(name of contract employee) is suffering from no contagious diseases to include, but not limited to, Tuberculosis and Hepatitis.”

1.2.7.1.2. The contractor shall provide proof of immunization for the following diseases at least fourteen (14) business days prior to start of work: hepatitis B, influenza, measles, mumps, rubella, varicella, TDap, hepatitis A and poliovirus.

1.2.7.1.3. As a condition of employment, Occupational Safety and Health Standards (OSHA) requires that all contract personnel who will have occupational exposure to blood or body fluids, or other potentially infectious materials, shall receive a Hepatitis B vaccine, sign a voluntary declination, or have documented proof of immunity to Hepatitis B infection. Personnel who sign declinations may change their mind at any time and receive the Hepatitis B vaccine without penalty.

1.2.7.1.4. Proof of a negative Tuberculosis (TB) skin test (completed within the past 12 months [if positive, proof of negative chest X-ray within the past 12 months] prior to start of work) is required.

In those areas where there is a higher risk of transmission of tuberculosis, the contractor may be tested as frequently as directed by the MTF policy. The Government may provide this test and a positive result will be handled according to current MTF or AFMS clinical guidelines.

1.2.7.2. It is the contractor’s responsibility to report (to the appropriate MTF staff member) all information necessary to assure hospital records can be maintained correctly, and therefore comply with AAAHC, OSHA, and Center for Disease Control (CDC) health records requirements.

1.2.7.3. The contractor should be prepared to use the medical and dental services of the host country. Medical care at overseas military treatment facilities is limited. Patients are responsible for paying any copays, deductibles or non-covered services, if applicable, to the MTF. 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.

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, cardiologists, and several other subspecialties 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.

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.

1.2.7.3.1. 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

Contractor at the current full reimbursement rate.

1.2.7.4. All contract employees performing health care services under this contract shall complete annual medical evaluations as required by the MTF hospital employee health program. The contractor shall provide to the CO certificate, as described above, documenting the results of this evaluation.

1.2.7.5. The contractor should inform the Government Contracting Office or Quality Assurance

Personnel (QAP) when there is indication of current pregnancy. The Government is to notify the contractor of any work hazards. If work hazards exist, it will be the Government’s decision whether the worker continues work in the environment.

1.2.7.6. The contractor must pay for all prescriptions filled at the MTF. The MTF’s pharmacy rates are comparable to rates in the United States.

2. SERVICES SUMMARY.

The Contractor service delivery requirements are summarized into performance objectives that relate directly to standards of performance required to meet mission essential needs. For the

Performance Objective to be met, service delivery must be in substantial compliance with applicable performance standards. The Performance Threshold describes the minimum overall levels of service delivery required for acceptable quality control. Failure to meet these

Performance Thresholds means that contractor Quality Control is unacceptable. The following is a list of the key performance objectives that will be verified as contractually compliant by government personnel, however, inspection of any contract requirement is authorized.

Performance Objective PWS Para Performance Threshold

Provide quality patient care to our beneficiaries.

1.1 No more than 3 discrepancies on

assessment and treatment peer review items per month.

Appointments will start within 15 minutes of scheduled time.

1.1.1.2 75% of all appointments will start within

15 minutes of scheduled time, excluding when providing walk in coverage.

Patient care and documentation will be clear and concise, and comply with MDG, Health

Services Inspection, AAAHC, and clinic standards.

1.1.3 No more than 2 discrepancies on

documentation peer review items per month.

Commander Directed

Evaluations will comply with requirements of AFI

44-109, para 4.-4.10., DoDD 6490.1, and DoDI

6490.4.

1.1.1.4 100% of evaluation, timeline, and documentation requirements will be met, as assessed through chart audits.

Maintains patient privacy/confidentiality.

1.1.9 Standard is zero breeches of privacy (may

exceed by actively protecting patient information).

Personnel in the work area and available for work at the appointed times.

4.5 No more than 3 instances of unapproved

tardiness or leaving early in a quarter.

Absences scheduled at least two weeks prior to the days off, and approved

4.5.2 No more than 2 unplanned absences per

quarter.

by the Clinic Chief.

Maintains professional manner and displays positive and cooperative attitude.

1.1.12 No more than 2 valid complaints from

patients, MDG staff, or base leadership annually.

Completes all training as required by 18 MDG.

1.1.11 Completes all training on time as required

by the MDG.

Completes all in-processing and out-processing within the 18th

MDG requirements (e.g.

badges, e-mail accounts, privacy act, etc.)

1.2.6.2 Turn in completed in-processing and out-

processing worksheets.

3. GOVERNMENT FURNISHED PROPERTY AND SERVICES.

3.1. Forms. The MTF will provide required Government forms used in the performance of services.

3.2. Supplies. The MTF will provide medical and nonmedical supplies commonly used in the facility for the care and management of patients.

3.3. Services. Administrative support will be provided by the MTF during normal clinic hours

(Monday through Friday, 0730 – 1630). The MTF does not have afterhours services.

3.4. Patient scheduling will be arranged by the MTF. Complete administrative control of the patient shall remain with the Government.

3.5. Routine housekeeping will be provided by the Government as part of the MTF housekeeping contract.

4. GENERAL INFORMATION.

4.1 QUALITY CONTROL.

The Contractor is required to control the quality of service delivery and offer to the Government for acceptance only services which conform to contract requirements. The overall control of quality must meet the specified performance thresholds for each requirement in the Services

Summary.

4.1.1. The government shall rely on the contractor's existing quality assurance systems as a substitute for government inspection and testing, when contracting for commercial services, unless market research indicates otherwise.

4.1.2. Quality Control Plan. For non-commercial services, or if market research indicates it's a customary commercial practice, the contractor shall provide a complete Quality Control Plan

(QCP) to ensure the requirements of the contract are provided as specified. The contractor shall provide a QCP describing the inspection system for the requested services listed in the PWS.

The contractor shall develop and implement procedures to identify, prevent and ensure non-recurrence of unacceptable services. The contractor shall submit to the Contracting Officer for review no later than 1 August 2016. The contractor shall update the plan as changes occur and changes shall be submitted for review by the Contracting Officer.

4.1.3. The contractor’s QCP shall contain, as a minimum, the following items:

a. A description of the inspection system to cover all services. Description shall include specifies as to the areas to be inspected on a scheduled and unscheduled basis, frequently of inspections, and the title and organizational placement of the inspector(s).

b. A description of the methods to be used for identifying and preventing defects in the quality of service performed.

c. A description of how the records will be kept. Records must document all inspections and corrective or preventive actions taken.

4.1.4. Records of inspections shall be kept and made available to the Government throughout the contract performance period and for the period after contract completion until final settlement of any claims under this contract.

4.2 QUALITY ASSURANCE.

The government will periodically evaluate the contractor’s performance by appointing a representative(s) to monitor performance to ensure services are received. The government representative will evaluate the contractor’s performance through intermittent on-site inspections of the contractor's quality control program and receipt of complaints from base personnel. The government may inspect each task as completed or increase the number of quality control inspections if deemed appropriate because of repeated failures discovered during quality control inspections or because of repeated customer complaints. Likewise, the government may decrease the number of quality control inspections if merited by performance. The government will also investigate complaints received from various customers located on the installation. The contractor shall be responsible for initially validating customer complaints. However, the government representative shall make final determination of the validity of customer complaint(s) in cases of disagreement with customer(s).

4.2.1. The Contracting Officer’s Representative (COR) is the authorized government representative(s) who will perform assessments of the contractor’s performance. Subsequent to contract award, the identity of the COR, with a letter defining their duties and authority will be promptly furnished to the successful bidder/offeror.

4.2.2. The COR(s) will inform the contract manager in person when discrepancies occur and will request corrective action. The COR(s) will make a notation of the discrepancy on their surveillance checklist with the date and time the discrepancy was noted and will request the contract manager (or authorized representative) to initial the entry on the checklist.

4.2.3. Any matter concerning a change to the scope, prices, terms or conditions of this contract shall be referred to the Contracting Officer and not to the COR(s).

4.2.4. The services to be performed by the contractor during the period of this contract shall at all times and places be subject to review by the Contracting Officer or authorized representative(s).

4.2.5. The Government will evaluate the provider’s professional, as differentiated from administrative, performance under this contract using quality assurance standards specified in

AFI 44-119. Nothing in this paragraph precludes the Government from also conducting inspections under the Inspection/Acceptance clause of FAR 52.212-4.

4.3. SECURITY REQUIREMENTS.

Security and base access requirements are contained in clause 5352.242-9000 “Contractor

Access to Air Force Installations.” Contractor employees will be required to obtain and display identification badges. Anticipate delays in getting commercial vehicles on base and allow time for commercial vehicles to reach their destination by driving designated routes at posted speed limits throughout the base. Procedures for commercial vehicle access to the base are subject to change without prior notice.

4.3.1 ID Passes, Badges and Vehicle Stickers: The contractor is responsible to obtain such clearances and/or passes as required for his/her employees to enter military installations on

Okinawa prior to start to work. The contractor shall be responsible for all passes issued to his/her employees under this contract. Applications shall be coordinated through the Contracting

Officer or designated representative. At the time of application, Security Forces may conduct a background check on employees. Upon termination of employment, the contractor shall be responsible for returning identification cards and base passes to Security Forces within 24 hours.

4.3.2. Computer Security: A National Agency Check must occur for clearance for appropriate security of privacy act information. The contractor is responsible for completing SF85P

Worksheet and providing fingerprint cards 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.

4.3.3. Government Computer Access: The contractor will 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 class ADP I, II, III (as defined in DoD 5200.2-R) includes the appropriate investigations, and the contractor shall ensure the appropriate questionnaires and forms are completed. All completed forms will be forwarded to the MTF for processing prior to 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.

4.3.4. Criminal Background Checks: The contractor shall ensure that, as a condition of employment, they 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.

4.3.4.1. 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.

4.3.4.2. 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.

4.3.4.3. 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.

4.3.4.4. 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.

4.4. PHYSICAL SECURITY.

The contractor shall be responsible for safeguarding all government property provided for contractor use. At the close of each work period, government facilities, property, and materials shall be secured.

4.4.1. Key Control. The contractor shall establish and implement methods of ensuring that all keys/key cards issued to the contractor by the government are not lost or misplaced and are not used by unauthorized persons.

4.4.1.1. The contractor shall immediately report the occurrences of a loss of duplicate key to the contracting officer.

4.4.1.2. In the event keys, other than master keys, are lost or duplicated, the contractor shall, upon written direction of the contracting officer, re-key or replace the affected lock or locks;

however, the government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the government and the total cost deducted from the monthly payment due the contractor.

4.4.1.3. The contractor shall prohibit the use of keys issued by the government by any persons other than the contractor’s employees. The contractor shall prohibit the opening of locked areas by contractor employees to permit entrance of persons other than contractor’s employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the Contracting Officer.

4.4.2. Reporting Requirements. Contractor personnel shall report to an appropriate authority any information or circumstances of which they are aware may pose a threat to the security of

DOD personnel, contractor personnel, resources, and classified or unclassified defense information. Contractor employees shall be briefed by their immediate supervisor upon initial on-base assignment.

4.4.3. Weapons, Firearms, and Ammunition. Contractor employees are prohibited from possessing weapons, firearms or ammunition, on themselves or within their contractor-owned vehicle or privately-owned vehicle while on Kadena Air Base.

4.5. HOURS OF OPERATION.

4.5.1. Normal Hours of Operation. The contractor shall perform the services required under this contract during the following hours: Monday - Thursday, 0700-1700, and Friday, 0730-

1630, except federal holidays. The contractor will be eligible for a flex day every two weeks, on

Friday, as agreed upon by the contractor and clinic leadership. The contractor may work, with prior approval of the Contracting Officer, extended hours to ensure timely completion of work at no additional cost to the government.

4.5.1.1. Recognized Holidays. The contractor is not required to provide service on the following days: New Year’s Day, Martin Luther King Day, Presidents Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Days, Thanksgiving Day and

Christmas Day. If the holiday falls on Saturday, it is observed on Friday. If the holiday falls on a Sunday, it is observed on Monday.

4.5.2. 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.

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

4.5.4. Emergency Services. On occasion, services may be required to support an activation or exercise of contingency plans outside the normal duty hours described above. The contractor’s responsibilities for emergency support are described in Section 1.

4.5.5. 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.

4.5.6. 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 two hours and will work until released by the COR.

4.5.7. The Medical Expense and Performance Reporting System (MEPRS) is the DoD accounting system for financial, personnel and workload within MTFs. The contractor is responsible for providing all required information monthly (for example: personal data, work schedule, worked hours, work center, etc.) to the clinic MEPRS monitor for entry into the system by the Air Force. The data in MEPRS shall be equivalent to billing invoices.

4.6. CONSERVATION OF UTILITIES.

The contractor shall instruct employees in utilities conservation practices. The contractor shall be responsible for operating under conditions which prevent the waste of utilities which include the following:

4.6.1. Lights shall be used only in areas where and when work is actually being performed.

4.6.2. Mechanical equipment controls for heating, ventilation, and air conditioning systems shall not be adjusted by the contractor or by contractor employees unless authorized.

4.6.3. Water faucets or valves shall be turned off after the required use has been accomplished.

4.6.4. Government telephones shall be used only for official government business.

4.7. RECORDS.

The contractor shall be responsible for creating, maintaining, and disposing of only those government required records that are specifically cited in this PWS or required by the provisions of a mandatory directive listed in Appendix B, Applicable Publications and Forms. If requested by the Government, the contractor shall provide the original record or a reproducible copy of any such record within five working days of receipt of the request.

4.8. ENVIRONMENTAL CONTROLS.

4.8.1. Compliance with Laws and Regulations. The contractor shall be knowledgeable of and comply with all applicable Japan Environmental Governing Standards (JEGS), and requirements regarding environmental protection. In the event environmental laws/regulations change during the term of this contract, the contractor is required to comply as such laws come into effect. If there is an increase or decrease in cost as a result of the change, the contractor shall inform the

Contracting Officer pursuant to notice requirements and negotiate a modification to the contract.

4.8.2. Notification of Environmental Spills. If the contractor spills or releases any substance contained in 40 CFR 302 into the environment, the contractor or its agent shall immediately report the incident to Kadena AB Fire Dept at 911. The liability for the spill or release of such substances rests solely with the contractor and its agent.

4.8.3. Material Storage and Use. The contractor shall follow manufacturer’s guidelines and professional recommendations for control of humidity, temperature, cleanliness, and materials handling. This includes hazardous materials. Hazardous Material use & storage need to follow

JEGS guidelines & Kadena IHMP.

4.9. GOVERNMENT OBSERVATIONS.

Government personnel, other than contracting officers (COs) and CORS, may from time to time, with CO coordination, observe contractor operations. However, these personnel may not interfere with contractor performance or make any changes to the contract.

4.10. SAFETY REQUIREMENTS.

In performing work under this contract, the contractor shall:

4.10.1. Conform to the safety requirements contained in the contract for all activities related to the accomplishment of the work.

4.10.2. Perform work in a safe manner as required by OSHA 2206, General Industry, Occupational Safety and Health Standards (29 CFR 1910) and Japan Environmental Governing

Standards (JEGS) by US Force Japan.

4.10.3. Develop and provide at the start of the orientation period or the start of the first operational performance period (if there is no orientation period) a safety plan for the protection of government facilities and property and to provide a safe work environment for contractor personnel.

4.10.4. Provide protection to government property to prevent damage during the period of time the property is under the control or in possession of the contractor.

4.10.5. Include a clause in all subcontracts to require subcontractors to comply with the safety provisions of this contract as applicable.

4.10.6. Record and report promptly (within one hour) to the contracting officer or designated government representative (GR), all available facts relating to each instance of damage to government property or injury to either contractor or government personnel.

4.10.7. In the event of an accident/mishap, take reasonable and prudent action to establish control of the accident/mishap scene, prevent further damage to persons or property, and preserve evidence until released by the accident/mishap investigative authority through the contracting officer.

4.10.8. If the government elects to conduct an investigation of the accident/mishap, the contractor shall cooperate fully and assist government personnel in the conduct of investigation until the investigation is completed.

4.10.9. Include a clause in each applicable subcontract requiring the subcontractor's cooperation and assistance in accident reporting and investigation.

4.10.10. Ensure personnel have the following on-base emergency services phone numbers programmed into their cell phones:

While working on Kadena, Okuma, Camp Shields, or Torii Station, call Kadena Dispatch at

098-934-5911 or 098-962-9445.

While working on Camp Foster, Camp Courtney, Camp Hansen, Camp Schwab, or Camp

Kinser, call Foster Dispatch at 098-911-1911.

4.11 TRAINING.

4.11.1. Formal Education. The contract provider shall have graduated from an accredited

Master’s in Social Work (MSW) program, and completed a residency or fellowship acceptable to the US Air Force Surgeon General. The contract provider shall have documented clinical training in Cognitive Behavioral (CBT) and/or other empirically supported treatments. Documentation of education shall be provided to the Contracting Office as well as the Credentialing office at the

18th Medical Group.

4.11.2. Continuing Education (CE) Requirements. Health care providers shall meet the minimum standards for CE to remain current as prescribed in AFI 44-119. CE shall be obtained at no additional cost to the Government and shall be reported to the CO annually on the first normal duty day in July for the previous 12 months and forward to the Contracting Office.

Periodic CE may be conducted at the MTF and will be available, at no cost, to any health care provider desiring to attend. If the contractor attends CE conducted at the MTF, these hours will not be charged to the government.

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

4.11.3.1. The Contractor shall participate in the MTF orientation procedures for newly assigned providers, to include regulations specific to their professional specialty and hospital, and Air

Force policy and procedures.

4.11.3.2. 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 within timeframes designated by the Air Force. The Government will provide all contract personnel any training required to have access to Government computer systems. For example, initial CHCS/AHLTA, Data Safeguarding, Privacy Act, Anti-Terrorism, and Information Assurance training will be provided upon in-processing at the requesting location.

4.11.3.3. The contractor 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.

4.12. SPECIAL QUALIFICATIONS.

4.12.1. 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.

4.13. PARTNERING AGREEMENT.

The contracting officer may require a partnering agreement between the government and the contractor to ensure joint cooperation and a sound partnership of all parties involved in the execution of this contract. Partnering is the creation of a government-contractor relationship that promotes achievement of mutually beneficial goals. It involves an agreement in principle to share the risks involved in completing the project and to establish and promote a nurturing partnership environment. Representatives from each organization are encouraged to participate in developing the partnering agreement. Suggested representation is the civil engineer manager, the government inspector, the government contract administrator, the contractor’s manager and the contractor’s quality control person. All costs for the partnership agreement should be shared equally between the government and contractor. This group is responsible for developing a formal partnering agreement that should be signed by all parties involved. The agreement should contain as a minimum: specific goals to be reached and a list of objectives to reach the goals, a set of metrics to evaluate the objectives, a frequency for meetings to review the metrics, and a statement of cooperation to execute the terms of the agreement.

4.14. CONTINUATION OF ESSENTIAL DoD CONTRACTOR SERVICES DURING

CRISIS

This service is determined to be non-essential for performance during crisis according to DoDI

3020.41, Operational Contract Support, paragraph 2.c. In the event of crisis, the contractor will be notified by the Contracting Officer of the need to discontinue services due to contingency, base closure or other causes. If notification to discontinue services is not received, the contractor will be expected to continue performance in accordance with this PWS.

4.15. PHASE OUT.

4.15.1 If there is a change in contractor or if the operation reverts to in-house, the incumbent contractor will provide familiarization, to the government or the follow-on contractor, whichever the case may be. During the phase-out familiarization period, the incumbent will be fully responsible for the ongoing operation and completion of assigned duties as a Clinical Social

Worker.

4.15.2 The government reserves the right to conduct site visits in all contractor operated facilities in conjunction with the solicitation of offers for the follow-on contract. In the event the follow-on contract is awarded to other than the incumbent, the incumbent contractor will cooperate to the extent required to permit an orderly change over to the successful contractor.

With regard to the successor contractor’s access to incumbent employees, a recruitment notice may be placed in each facility.

4.16 PUBLICATIONS.

4.16.1 Compliance with all publications, regulations and operating instructions provided by the

Government is required when:

4.16.2 They pertain to the procedures for materials expediting herein and where the contractor is authorized by the performance work statement to accomplish the work specified in the publication, regulation or operating instructions.

4.16.3 The publications prescribe USAF policies, use of materials, procedures and processes applicable to the work requirements.

4.16.4 The contractor is required to acquire and work on the latest version of the publication.

4.17. CONTRACTOR PERSONNEL

4.17.1. Contract Manager: the contractor shall provide a contract manager and alternate contract manager (responsible in the absence of the contract manager) who shall be responsible for the performance of the services. The names of the contract manager and alternate(s) shall be provided to the CO in writing prior to the beginning of the first performance period. The contract manager and alternate(s) must be able to read, write, speak, and understand English.

4.17.1.1. The contract manager and alternate shall have full authority to act for the contractor on all contract matters relating to daily operations of this contract.

4.17.1.2 The contract manager or alternate shall be available during normal duty hours within two (2) hours to meet on the installation with government personnel (designated by the CO) to discuss problems. After normal duty hours the manager or alternate shall be available within four (4) hours.

4.17.2. Contractor Employees: the contractor shall not employ persons for work on this contract if such employee is identified to the contractor by the CO as a potential threat to the health, safety, security, general well being or operational mission of the installation and its population.

4.17.2.1. Contractor personnel shall present a neat appearance and be easily recognized 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 company name and employee name in English.

4.17.2.2. The contractor shall not employ any person who is an employee of the U.S.

Government if employing that person would create a conflict of interest. Additionally, the contractor shall not employ any person who is an employee of the Department of the Air Force, either military or civilian, unless such person seeks and receives approval according to DOD

5500-7-R Joint Ethics Regulation. The contractor shall not employ any person who is an employee of the Department of the Air Force if such employment would be contrary to the policies in AFI 64-106, Air Force Industrial Labor Relations Activities.

4.17.2.3. The contractor is cautioned that off-duty active military personnel hired under this contract may be subject to permanent change of station, change in duty hours or deployment.

Military Reservists and National Guard members may be subject to recall to active duty. The abrupt absence of these personnel could adversely affect the contractor’s ability to perform;

however, their absence at any time shall not constitute an excuse for nonperformance under this contract.

4.18 CONTRACTOR MANPOWER REPORTING

4.18.1. The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Air Force via a secure data collection site. The contractor is required to completely fill in all required data fields at http://www.ecmra.mil.

4.18.2 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 CMRA help desk.

4.18. JAPANESE ROAD LAWS

4.19.1. The contractor shall comply with Japanese Road Laws while on US Military installations to specifically include: Article 43 The Road Law (Japan) (prohibited acts relative to roads). No person shall commit the following described acts:

4.19.1.1. Damaging the road, causing roads to be littered with debris, polluting the roads with debris or fallout from motor vehicles or otherwise defacing roads unreasonably or without due cause.

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