Amendment_1_(Update_PWS).pdf

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER (Type or print)

30-105-04EXCEPTION TO SF 30

APPROVED BY OIRM 11-84

STANDARD FORM 30 (Rev. 10-83) Prescribed by GSA

FAR (48 CFR) 53.243

Incorporate Updated PWS to include the required statement at Para 4.3.1 as listed in the uploaded document "Responses to Questions" and Appendix 3.

The point of contact for this amendment is SSgt Tim Vaughan, timothy.vaughan@lakenheath.af.mil, DSN 314-226-2354.

1. CONTRACT ID CODE PAGE OF PAGES

J 1 20

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

16C. DATE SIGNED

BY 20-Feb-2013

16B. UNITED STATES OF AMERICA15C. DATE SIGNED15B. CONTRACTOR/OFFEROR

(Signature of Contracting Officer)(Signature of person authorized to sign)

8. NAME AND ADDRESS OF CONTRACTOR (No., Street, County, State and Zip Code) X FA5587-13-T-0009

X 9B. DATED (SEE ITEM 11)

28-Jan-2013

10B. DATED (SEE ITEM 13)

9A. AMENDMENT OF SOLICITATION NO.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

X The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offer is extended, X is not extended.

Offer must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended by one of the following methods:

(a) By completing Items 8 and 15, and returning 1 copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted;

or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN

REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA (If required)

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS.

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE

CONTRACT ORDER NO. IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(B).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor is not, is required to sign this document and return copies to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

10A. MOD. OF CONTRACT/ORDER NO.

2. AMENDMENT/MODIFICATION NO. 5. PROJECT NO.(If applicable)

6. ISSUED BY

3. EFFECTIVE DATE

20-Feb-2013

CODE

48 CONS/LGC - FA5587

BLDG 977, RAF LAKENHEATH

BRANDON IP27 9PN

FA5587 7. ADMINISTERED BY (If other than item 6)

4. REQUISITION/PURCHASE REQ. NO.

CODE

See Item 6

FACILITY CODECODE

EMAIL:TEL:

FA5587-13-T-0009

SECTION SF 30 BLOCK 14 CONTINUATION PAGE

SUMMARY OF CHANGES

SECTION SF 1449 - CONTINUATION SHEET

The following have been modified:

PERFORMANCE WORK STATEMENT

PERFORMANCE WORK STATEMENT

Biomedical Technician Non-Personal Services

12 Feb 13

1 SCOPE OF WORK. The Government requires one (1) Full Time Equivalent (FTE) Biomedical Equipment Technician for this contract at the established facilities at the 48th Medical Group, RAF Lakenheath, England, also referred to as the “Medical Treatment Facility” (MTF) herein. Performance shall be in accordance with the requirements contained in this Performance Work Statement (PWS), and standards of the Joint Commission and Health Services Inspection (HSI).

1.1 This position will serve as a biomedical equipment technician providing operations support at the Medical Equipment Repair Center (MERC). The duties are to repair, calibrate, and maintain medical equipment and instrumentation used in the healthcare field with minimal supervision from service management and to perform required duties which may include the maintenance of documentation systems and reporting of information essential to facility medical equipment maintenance reporting systems. Additional responsibilities include inspection and installation of medical and related technical equipment in medical facilities for use by physicians, nurses, scientists, or engineers involved in researching, monitoring, diagnosing, and treating physical ailments or dysfunctions.

1.2 If the vendor is a US military dependent, please disclose DEROS information.

1.3 CONTRACTOR FULL-TIME EQUIVALENT REPORTING: In FY11, Congress mandated an annual count of contracts performing services for the Department of Defense. The following provides Air Force implementation of Section 8108 of Public Law 112-10 of the Department of Defense and Full-Year Continuing Appropriations Act, 2011.

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

1.3.2 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.

1.3.3 Reporting Period: Contractors are required to input data by 31 October of each year.

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

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

2 GENERAL CONTRACTOR REQUIREMENTS AND RESPONSIBILITIES

2.1 HOURS OF WORK. The contractor's work schedule will be determined based on the needs of the clinic or floor in which the contractor is to provide the service. The contractor may be required to work more than 8 hrs in a single day or 40 hours in a week and holidays. However, the contractor will not be reimbursed for any premium pay. All hours in excess of 40 hours, weekend or night shift hours will be billed at the same hourly rate as regular hours of work. If additional hours are worked, the Government may reduce future scheduled hours to maintain a 40 hour work week average. All hours worked will be recorded accurately on the work schedules. Under no circumstances are the work schedules to reflect hours worked when the contractor was absent or vice versa.

2.1.1 On occasion, services may be required to support an activation or exercise of contingency plans outside the normal duty hours for a crisis declared by the national command authority or overseas combatant commander. Emergency situations (i.e., accident and rescue operations, civil disturbances, natural disasters, military contingency operations, and exercises) may necessitate the contractor provide increased or reduced support as determined by the contracting officer. If necessary, the Government will negotiate an equitable adjustment for the cost of these emergency requirements.

2.1.2 The contractor, may be required to attend Government site specific provided additional training in patient care aspects and procedures.

2.2 INDIVIDUAL LOGISTICAL SUPPORT. Individual logistical support is provided under this contract in accordance with FAR 25.802, DFARS 225.802, and the policies and procedures of DoD 4525.6-M and AFI 36-3026. Policies and procedures are subject to change. Examples of support are: DOD Common Access Card (CAC); Commissary (including rationed items); Base Exchange (including rationed items); MWR Facilities (e.g. chapels, clubs, cinema, fitness center); Military Banking Facilities; Military Postal Service (APO/FPO); Mortuary Services (on reimbursable basis); POV (Privately-Owned Vehicle license); Purchase of POL (Petroleum and Oil products); Transient Billets or Visiting Officers Quarters (VOQ) on space-available and reimbursable basis when travel is performed on Official Government Orders; Department of

Defense Dependent Schools (DODDS) on a space guaranteed and tuition paying basis; Medical services on a reimbursable basis; Dental care only for emergency conditions on a reimbursable basis; Pet/Firearm Registration and Control and Housing Referral.

2.2.1 Logistical support is not authorized for Local National hires as it is forbidden by the Status of Forces Agreement (SOFA). Local National hires may be authorized a CAC if their duties require access to Government computer programs.

2.3 NON-AVAILABILITY. Scheduled non-availability is to be coordinated a minimum of 2 weeks in advance. Notify the Flight Commander or designee immediately of unscheduled absences to allow for planning of service coverage and workload distribution.

2.3.1 The MTF will notify contract personnel in advance of upcoming down days to the greatest extent possible for scheduling purposes. In the event of unplanned closure of the facility due to natural disasters, military emergency, or severe weather, contract employees will not perform duties and the Government will not be charged billable hours.

2.3.2 The contractor is required to provide temporary replacement staff for Contractor personnel absences, scheduled or unscheduled, of more than or equal to 30 calendar days.

2.4 DRESS AND APPEARANCE. Contractor personnel shall present a professional, conservative, and neat appearance. Contractor personnel shall report for duty in a professional manner, in appropriate attire befitting a health care setting, and having complied with acceptable standards of personal hygiene expected of health care workers.

2.4.1 While on duty, Contractor personnel shall be neat and clean (free from visible dirt and stains), well groomed and appropriately dressed. The personnel’s clothing shall fit correctly to provide a professional, modest appearance, in keeping with normally accepted community standards of dress for the work being performed.

2.4.2 Contractor personnel shall display legible MTF-provided identification media on their outer clothing.

2.4.3 Facial hair (including beards, mustaches, and sideburns) shall be controlled (restrained) or trimmed. It shall not interfere with safe work practices or be unclean.

2.4.4 When required and supplied by the Government, wear special protective clothing and shoe covers. When duties will be performed in specified areas, a disposable protective hood shall be worn to ensure infection control standards are met. These items shall remain the property of the Government and shall not be removed from the MTF. After use, protective clothing shall be turned in or destroyed as directed by the Chief of Service.

2.5 OFFICE SKILLS. Contractor staff shall possess working knowledge of computers, specifically the internet, Microsoft Word, Microsoft Access, Microsoft Excel, and Windows Operating System.

2.6 SECURITY.

2.6.1 See Appendix 1 for information regarding Host Agency Checks (HAC) and National Agency Checks (NAC).

2.6.2 During performance, report any information or circumstances observed that may pose a threat to the security of DoD personnel, contractor personnel, resources, and defense information to the Security Forces. The Flight Commander will brief the contractor upon initial on-base assignment and as required thereafter. Comply with the requirements of Volume 1, AFI 71-101, Criminal Investigations, and paragraph 1.1 of Volume 2, Protective Service Matters.

2.6.3 Adhere to local base procedures for entry to Air Force controlled/restricted areas.

2.6.4 Ensure keys issued by the government are properly safeguarded and not used by unauthorized personnel. Do not duplicate keys issued by the government.

2.6.5 Lost keys shall be reported immediately to the facility manager. The government replaces lost keys or performs re-keying.

3 HEALTHCARE REQUIREMENTS.

3.1 In accordance with Federal Acquisition Regulation 37.401 with regard to Non-Personal Services for health care services, the following information is provided:

3.1.1 This is a NON-PERSONAL health care services contract, as defined in FAR 37.101, under which the contractor is an independent contractor.

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

3.1.3 The contractor hereby indemnifies the Government for any liability producing act or omission by the contractor, its employees and agents occurring during contract performance.

3.2 Contractor staff must comply with 48th Medical Group and unit standards of care as well as the healthcare practices of their specific profession. See Appendix 2 for a list of applicable publications and forms; this list is not exhaustive.

3.2.1 Recognize adverse signs and symptoms and react quickly in emergency situations.

3.2.2 Provide patients with the utmost care and undivided attention.

3.2.3 Ensure a safe work environment and employee safe work habits.

3.2.4 Participate in Quality Inspection and Risk Management activities to the extent that falls within the scope of this PWS.

3.3 HIPAA. All patients shall be assured of their privacy and personal dignity. Follow guidelines for confidentiality and privacy based on the Health Insurance Portability and Accountability Act (HIPAA). See Appendix 3 for more information.

3.4 RELEASE OF INFORMATION AND RECORDS MANAGEMENT.

3.4.1 Only release medical information obtained during the course of this contract to MTF staff involved in the care and treatment of that individual patient.

3.4.2 Lists and/or names of patients shall not be disclosed or revealed in any way for any use outside the MTF without prior written permission by the Chief of Hospital Services.

3.4.3 Refer all other requests for records to the Outpatient records center.

3.4.4 Prepare all documentation/records to meet or exceed established standards of the MTF, to include, but not limited to, timeliness, accuracy, content and signature. Only MTF and Air Force-approved abbreviations shall be used for documentation of the patient health record. For unapproved abbreviation list see MDGI 44-116, attch 2 and 3.

3.4.5 Generate and manage IAW DoD 5400-7R, DoD Freedom of Information Act Program, Chapter 4; AFI 33-129, Web Management and Internet Use, paragraphs 7.4, 8.2.3, 16 and 17;

and AFI 33-201, Communications Security (COMSEC), Table 1.

3.4.6 Mark IAW instructions identified in DoD 5400-7R paragraph C4.2.1. Safeguard all sensitive data IAW DoD Regulation 5400.7/Air Force Supplement, paragraph C4.4.

3.4.7 When authorized for destruction, shred the records so that the pieces cannot be reconstructed. Degauss or overwrite magnetic tapes or other magnetic media.

3.4.8 Patient lists, no matter how developed are FOUO and shall be marked: “FOR OFFICIAL USE ONLY. This document contains information exempt from mandatory disclosure under the Freedom of Information Act (FOIA), Title 5 U.S.C. 552(b)(2) High and (b)(6) apply.”

3.5 CREDENTIAL MAINTENANCE

3.5.1 Reserved

3.5.2 Reserved

3.5.3 An annual physical examination is required. The contractor must provide proof of the medical examination by a qualified medical practitioner and required immunizations prescribed by the MTF for continued practice within the facility. Report all information necessary to assure hospital records can be maintained correctly, and therefore comply with the Joint Commission, Operational Safety and Health Administration (OSHA), and Center for Disease Control (CDC) health record requirements.

3.6.4 Reserved.

4 POSITION QUALIFICATION REQUIREMENTS.

4.1 Education: Associate’s Degree in Biomedical Electronics Technology, or equivalent ie:

DoD Biomedical Equipment Maintenance Course Graduate, Electrical Certification, Medical Manufacturer Training Course completion. Must provide evidence of all degrees and certifications.

4.2 Experience: A minimum of three consecutive years within the past ten years working as biomedical equipment technician including experience on sterilizer, lab, anesthesia, and diagnostic imaging equipment.

4.3 Certifications: A certification in Basic Life Support (BLS) by the American Heart Association (AMA), or the American Red Cross shall be obtained prior to contract start date.

4.3.1 Public Health clearance is required and the contractor shall submit immunization records and physical health certification with their proposal. The records must show proof of immunization against Hepatitis A and B, Measles, Mumps, Rubella, Varicella, and Influenza.

The offeror shall also provide proof of negative TB skin test taken within the past 12 months. If the TB test was positive, submit proof of negative chest x-ray within the past 12 months. After start of work, the government will provide post bloodborne exposure protocols according to applicable AFIs. The health certification shall state the date on which the physical examination was completed, the name of the doctor who performed the examination, and a statement concerning the physical health of the individual. The certification shall also contain the following: “(Name of contractor personnel) is suffering from no contagious diseases to include, but not limited to, Tuberculosis, Hepatitis A and B and HIV.”

4.4 Drivers License: A valid driver’s license is required for this position in order to obtain authorization to drive a Government motor vehicles to service medical equipment that may be located in other buildings.

4.5 Medical Liability Insurance: Medical insurance is required for this position

4.6 Credentials: No credentials will be required for this position

4.7 SPECIFIC TASKS. The contractor shall perform or shall know how to perform the tasks listed below. The contractor shall at no point receive additional payment for performing tasks outside of this list or outside of the scope of this contract. If additional tasks are required, the contractor and customer shall contact the contracting officer prior to performance in order to increase the scope of the contract and complete negotiations for equitable adjustment.

4.7.1 Inspect and test malfunctioning medical and related equipment following manufacturers' specifications, using test and analysis instruments

4.7.2 Examine medical equipment and facility's structural environment and check for proper use of equipment, to protect patients and staff from electrical or mechanical hazards and to ensure compliance with safety regulations.

4.7.3 Disassemble malfunctioning equipment and remove, repair and replace defective parts such as motors, clutches or transformers.

4.7.4 Keep automated and manual records of maintenance, repair, and required updates of equipment.

4.7.5 Perform preventive maintenance or service such as cleaning, lubricating and adjusting equipment.

4.7.6 Test and calibrate components and equipment following manufacturers' manuals and troubleshooting techniques, using hand tools, power tools and measuring devices.

4.7.7 Explain and demonstrate correct operation and preventive maintenance of medical equipment to personnel.

4.7.8 Study technical manuals and attend training sessions provided by equipment manufacturers to maintain current knowledge.

4.7.9 Plan and carry out work assignments, using blueprints, schematic drawings, technical manuals, wiring diagrams, and liquid and air flow sheets, following prescribed regulations, directives, and other instructions as required.

4.7.10 Solder loose connections, using soldering iron

4.7.11 Interacts professionally with all patients, staff, and co-workers

4.7.12 Technically proficient to perform schedule and unscheduled maintenance on medical equipment.

5 SERVICES SUMMARY AND QUALITY ASSURANCE

5.1 If contractor fails to perform IAW the PWS the Contracting Officer’s Representative (COR) shall complete a Corrective Action Report (CAR) and submit it to the Contracting Office. This form is used to document a contractor’s failure to meet critical Services Summary requirements, but may be used for other contract related infractions. It is encouraged to resolve minor infractions at the lowest level possible, but ensuring the Contracting Office is in the chain. At no time may a contractor be instructed not to contact the Contracting Office. This is a non-personal service and the contractor’s recourse is always with the Contracting Office.

5.2 SERVICES SUMMARY

Performance Objective Ref Threshold Protect patients and staff from electrical or mechanical hazards

PWS 4.7.2 No more than 2 validated discrepancies per quarter

Interact professionally with patients and staff

PWS 4.7.11 No more than 3 validated patient or staff complaints per year

Technical ability to use equipment

PWS 4.7.1 No more than 2 set up or operation errors per quarter

Technical proficiency of scheduled and unscheduled maintenance

PWS 4.7.12 No more than 2 discrepancies per quarter

6 ADDITIONAL INFORMATION.

6.1 Contractor shall be provided Government-controlled working space, material, equipment, services (including automatic data processing), or other support which the Government determines can be made available at RAF Lakenheath where this contract shall be performed.

APPENDIX 1

NATIONAL AGENCY CHECK (NAC)/HOST AGENCY CHECK (HAC). The government will submit an investigation request for the awardee on AF Form 2583, “Request for Personnel Security Action”, at no additional cost to the contractor. The contractor must successfully pass a National Agency Check (NAC) US or Host Agency Check (HAC) UK to be eligible for contract award. Any contractor receiving an unfavorable NAC/HAC shall be Terminated for the Default.

UNESCORTED ENTRY - CAC:

1. Those personnel requiring CAC cards are issued one because they are either authorized Logistical Support (i.e. Commissary, BX, Gas Station) and/or computer access. US personnel shall have a NAC initiated by the gaining units Security Manager or for UK personnel the gaining units HAC POC. It is the Trusted Agents (TA) responsibility to ensure these checks are initiated.

2. The contract award document contains the information whether or not an individual is authorized Logistical Support or requires computer access in performance of their job.

This has to be verified by the contractors TA.

3. TA’s are individuals assigned by their unit to “sponsor” contractors in Contractor Verification System (CVS) allowing them to be issued a CAC. The TA will initially load the contractor in CVS which prompts the contractor to go into CVS and verify the information. The TA will provide instructions on how this is accomplished.

4. DD Form 1172-2, Application for Department of Defense Common Access Card DEERS Enrollment, must be completed and submitted with the DD Form 557, Appointment/Termination Record- Authorized Signature. The TA must fill out the DD Form 1172-2, all typed, if there is any hand written information on the form (other than signatures) the MPF office will reject the form. The TA must fill in Section I, Employee Information; Section II, Employee Declaration and Remarks, here is where the contractor’s security clearance information (NAC or HAC) goes and all authorized Logistical Support, the contractor signs and dates boxes 37 and 38; and Section III, Authorized/Verified By, is where the TA fills in their information. They verify the contractors’ signature in Section II and then the TA signs Section III. The DD Form 577, Appointment/Termination Record- Authorized Signature, and as the name implies, verifies the TA’s name and signature. This is used to compare the name and signature in Section III of the DD Form 1172-2. MPF will not accept the DD Form 1172-2 or process the contractor in DEERS without a DD Form 577 indicating the TA.

5. Occasionally, a contractor may arrive at RAF Lakenheath assigned to a TA from another base;, this is not a problem. In this instance the contractor must ensure they bring with them the completed and signed DD Form 1172-2 and a copy of the TA’s DD Form 577.

6. If the contractor has dependents accompanying them the DD Form 1172, Application for Uniformed Services Identification Card/DEERS Enrollment, may be required. The completed form is required if the dependents have never been issued a DoD identification card. The TA is required to fill out and sign the DD Form 1172 and the form must accompany the contractor. If the dependents have a current card then the DD Form 1172 is not required to accompany the contractor as MPF will be able to pull the DD Form 1172 off of the system since the individuals will already be in DEERS. IMPORTANT:

Contractors must report to MPF with their passport and Social Security Card and those of their family members as well.

7. The ORIGINAL DD Form 1172-2 and DD Form 1172 must accompany the contractor.

This is per the Status of Forces Agreement (SOFA); the original is required because MPF must send it to DMDC. If the contractor is assigned a TA from RAF Lakenheath the same information is required.

8. If the contractor is a local national they must first complete the steps listed below for a

HAC. Once the HAC is complete the contractor must go to MPF and get assigned a Foreign Identification Number (FIN); the contractor will need to coordinate with their TA and MPF. The TA needs the FIN to load the contractor into CVS and it is also required on the DD Form 1172-2. The contractor shall take the completed form to MPF and they will input the DD Form 1172-2 into DEERS and issue the CAC.

9. The contractor shall take all of the required forms and documents to MPF on the ground floor of Bldg 977 and proceed with CAC/ID issuance.

HAC – Host Agency Check:

1. The Ministry of Defence (MoD), Defence Vetting Agency, conducts HAC checks on individuals who are UK nationals, US citizens without componency status (i.e. a retiree who chooses to stay in the UK) or third country nationals (TCN). If a person falls under one these categories they must reside within the UK for 4 years before a HAC will even be accomplished.

2. These individuals will be assigned a HAC POC by their gaining unit. The POC will initiate the MOD Form 1109, Host Agency Check, please keep in mind that this check can take 4 – 6 months to accomplish and is good for 5 years. In conjunction with the MOD Form 1109 the contractor will be required to complete a BCVR, Base Check Verification Record form; the AF Form 2583, Request for Personnel Security Action; and a USAFE Form 19, Residency Check.

3. After return of the security check the following will occur: the gaining units HAC POC will complete the USAFE Form 79 and submit a package with all completed forms to the HAC office for review. If there are mistakes the package is returned for correction and then resubmitted. Once a proper package is completed the HAC POC will give the contractor all required forms to bring to Pass and ID, in Building 977; the number is 01638 52 5990 or DSN 226-5990. Pass and ID will then issue the contractor either a USAFE Form 77, Base Pass, which is good for 365 days or a CAC depending on their required contractual duties.

ESCORTED ENTRY:

1. Contractor personnel requiring escorted entry on to RAF Lakenheath shall provide the first name and surnames of all personnel requiring entry. Provide a list of the vehicles that will be entering the installation to include: make, model and registration number.

Also, the Road Tax disc must be current. Also include the award number, location of work and start/stop dates. This shall be on company letterhead and can be either mailed or sent electronically. Bear in mind that regardless of the submittal process the contracting office must have the paperwork five days prior to start of work.

2. This information is then submitted to the requesting activity and they in turn provide the information to the Security Forces Operations branch.

NOTE: All contractors must arrive at the installation with a picture ID (i.e. passport or driver’s license), if they are not in possession of a picture ID they will not be allowed entry.

APPENDIX 2

APPLICABLE PUBLICATIONS AND FORMS

Publications and forms applicable to this Performance Work Statement (PWS) are listed below.

The contractor shall follow those publications to the extent (that is, the specific procedure in a paragraph, section, chapter or volume) specified in the PWS. The Government provides all publications and forms listed, they are provided electronically at http://www.e-publishing.af.mil/.

The Government may issue supplements or amendments to listed publications from any organizational level during the life of the contract. It is the contractor’s responsibilities to check the website for updated supplements. The contractor shall immediately implement those changes in publications that result in a decrease or no change in the contract price. Before implementing any such revision, supplement, or amendment that will result in an increase in contract price, the contractor shall submit to the contracting officer (CO) a price proposal for approval. Price proposals shall be submitted within 30 calendar days from the revision, supplement, or amendment giving rise to the increase in cost of performance. The Government will consider changes in the contract price due to supplements and amendments shall be considered under the "Contract Terms and Conditions-Commercial Items" clause. The Government will continue to supply the Government forms needed for daily operations.

Publications Code:

AFI - Air Force Instruction AFMAN - Air Force Manual AFP - Air Force Pamphlet AF Form - Air Force Form DD Form - Department of Defense Form.

MDGI - Medical Group Instruction

DEPARTMENT OF DEFENSE (DOD)

REGULATIONS/MANUALS/INSTRUCTIONS/DIRECTIVES

Number Title of Directive Date DoDD 5400.11 Privacy Program Nov 04 DoDD 5500.7 Standards of Conduct Aug 93 DoD 6025.18-R Health Information Privacy Jan 03 DoDI 1402.5 Criminal History Background Checks Jan 93 on Individuals In Child Care Services DoDI 3020.37 Continuation of Essential DoD Nov 90

Contractor Services During a Crisis

AIR FORCE REGULATIONS/MANUALS/INSTRUCTIONS

Number Title of Directive Date AFI 33-119 AF Messaging Jan 05 AFI 33-129 Web Management and Internet Use Feb 05 AFI 33-201 Communications Security (COMSEC) May 05

AFI 33-322 Records Management Program Oct 03 AFI 41-115 Authorized Health Care and Benefits Dec 01 AFI 41-210 Patient Administration Functions Mar 06 AFI 48-123 Medical Examinations and Standards Jun 06 AFI 71-101V1 Criminal Investigations Dec 99 AFI 71-101V2 Protective Service Matters Nov 02 AFI 44-119 Clinical Performance Improvement Jun 01

Publications are available electronically. DoD publications are available at http://west.dtic.mil/whs/directives/ and AF publications are available at http://www.e-publishing.af.mil/.

APPENDIX 3

HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT (HIPAA) OF

HIPAA is comprised of several different sections, each to be implemented by the Dept. 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 facilities 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. MTFs 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.

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 both the 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.

Introduction

(a) Definitions. As used in this clause generally refer to the Code of Federal Regulations (CFR) definition unless a more specific provision exists in DOD 6025.18-R, DOD 8520.02-R or AFI 41-217.

Individual has the same meaning as the term “individual” in 45 CFR 164.50 1 and 164.103 and shall include a person who qualifies as a personal representative in accordance with 45 CFR 164.502(g).

Privacy Rule means the Standards for Privacy of Individually Identifiable Health Information at 45 CFR part 160 and part 164, subparts A and E.

Protected Health Information has the same meaning as the term “protected health information” in 45 CFR 164.501, limited to the information created or received by The Contractor from or on behalf of the Government.

Electronic Protected Health Information has the same meaning as the term “electronic protected health information” in 45 CFR 160.103.

Required by Law has the same meaning as the term “required by law” in 45 CFR 164.501 and 164.103.

Secretary means the Secretary of the Department of Health and Human Services or his/her designee.

Security Rule means the Health Insurance Reform: Security Standards at 45 CFR part 160,162 and part 164, subpart C.

Terms used, but not otherwise defined, in this Agreement shall have the same meaning as those terms in 45 CFR 160.103, 160.502, 164.103, 164.304 and 164.501.

(b) The Contractor agrees to not use or further disclose Protected Health Information other than as permitted or required by the Contract or as Required by Law.

c) The Contractor agrees to use appropriate safeguards to prevent use or disclosure of the Protected Health Information other than as provided for by this Contract.

(d) The Contractor agrees to use administrative, physical, and technical safeguards that reasonably and appropriately protect the confidentiality, integrity, and availability of the electronic protected health information that it creates, receives, maintains, or transmits in the execution of this Contract.

(e) The Contractor agrees to mitigate, to the extent practicable, any harmful effect that is known to the Contractor of a use or disclosure of Protected Health Information by the Contractor in violation of the requirements of this Contract.

(f) The Contractor agrees to report to the Government any security incident involving protected health information of which it becomes aware.

(g) The Contractor agrees to report to the Government any use or disclosure of the Protected Health Information not provided for by this Contract of which the Contractor becomes aware of.

(h) The Contractor agrees to ensure that any agent, including a subcontractor, to whom it provides Protected Health Information received from, or created or received by the Contractor on behalf of the Government agrees to the same restrictions and conditions that apply through this Contract to the Contractor with respect to such information.

(i) The Contractor agrees to ensure that any agent, including a subcontractor, to whom it provides electronic Protected Health Information, agrees to implement reasonable and appropriate safeguards to protect it.

(j) The Contractor agrees to provide access, at the request of the Government, and in the time and manner designated by the Government to Protected Health Information in a Designated Record Set, to the Government or, as directed by the Government, to an Individual in order to meet the requirements under 45 CFR 164.524.

(k) The Contractor agrees to make any amendment(s) to Protected Health Information in a Designated Record Set that the Government directs or agrees to pursuant to 45 CFR 164.526 at the request of the Government or an Individual, and in the time and manner designated by the Government.

(1) The Contractor agrees to make internal practices, books, and records relating to the use and disclosure of Protected Health Information received from, or created or received by the Contractor on behalf of, the Government, available to the Government, or at the request of the Government to the Secretary, in a time and manner designated by the 'Government or the Secretary, for purposes of the Secretary determining the Government's compliance with the Privacy Rule.

(m) The Contractor agrees to document such disclosures of Protected Health Information and information related to such disclosures as would be required for the Government to respond to a request by an Individual for an accounting of disclosures of Protected Health Information in accordance with 45 CFR 164.528.

(n) The Contractor agrees to provide to the Government or an Individual, in time and manner designated by the Government, information collected in accordance with this Clause of the Contract, to permit the Government to respond to a request by an Individual for an accounting of disclosures of Protected Health Information in accordance with 45 CFR 164.528.

General Use and Disclosure Provisions Except as otherwise limited in this Agreement, the Contractor may use or disclose Protected Health Information on behalf of, or to provide services to, the Government for treatment, payment, or healthcare operations purposes, in accordance with the specific use and disclosure provisions below, if such use or disclosure of Protected Health Information would not violate the HIPAA Privacy Rule, DOD 6025.18-R, the HIPAA Security Rule, or DOD 8580.02-R if done by the Government.

Specific Use and Disclosure Provisions

(a) Except as otherwise limited in this Agreement, the Contractor may use Protected Health Information for the proper management and administration of the Contractor or to carry out the legal responsibilities of the Contractor.

(b) Except as otherwise limited in this Agreement, the Contractor may disclose Protected Health Information for the proper management and administration of the Contractor, provided that disclosures are required by law, or the Contractor obtains reasonable assurances from the person to whom the information is disclosed that it will remain confidential and used or further disclosed only as required by law or for the purpose for which it was disclosed to the person, and the person notifies the Contractor of any instances of which it is aware in which the confidentiality of the information has been breached.

(c) Except as otherwise limited in this Agreement, the Contractor may use Protected Health Information to provide Data Aggregation services to the Government as permitted by 45 CFR 164.504(e)(2)(i)(B).

(d) Contractor may use Protected Health Information to report violations of law to appropriate Federal and State authorities, consistent with 45 CFR 164.502(j)(1).

Obligations of the Government Provisions for the Government to Inform the Contractor of Privacy Practices and Restrictions

(a) Upon request the Government shall provide the Contractor with the notice of privacy practices that the Government produces in accordance with 45 CFR 164.520, as well as any changes to such notice.

(b) The Government shall provide the Contractor with any changes in, or revocation of, permission by Individual to use or disclose Protected Health Information, if such changes affect the Contractor's permitted or required uses and disclosures.

(c) The Government shall notify the Contractor of any restriction to the use or disclosure of Protected Health Information that the Government has agreed to in accordance with 45 CFR 164.522.

Permissible Requests by the Government The Government shall not request the Contractor to use or disclose Protected Health Information in any manner that would not be permissible under the HIPAA Privacy Rule, DOD 6025.18R, the HIPAA Security Rule, or DOD 8580.02-R, if done by the Government, except for providing Data Aggregation services to the Government and for management and administrative activities of the Contractor as otherwise permitted by this clause.

Termination

(a) Termination. A breach by the Contractor of this clause, may subject the Contractor to termination under any applicable default or termination provision of this Contract.

(b) Effect of Termination.

(1) If this contract has records management requirements, the records subject to the Clause should be handled in accordance with the records management requirements. If this contract does not have records management requirements, the records should be handled in accordance with paragraphs (2) and (3) below.

(2) If this contract does not have records management requirements, except as provided in paragraph (3) of this section, upon termination of this Contract, for any reason, the Contractor shall return or destroy all Protected Health Information received from the Government, or created or received by the Contractor on behalf of the Government. This provision shall apply to Protected Health Information that is in the possession of subcontractors or agents of the Contractor. The Contractor shall retain no copies of the Protected Health Information.

(3) If this contract does not have records management provisions and the Contractor determines that returning or destroying the Protected Health Information is infeasible, the Contractor shall provide to the Government notification of the conditions that make return or destruction infeasible. Upon mutual agreement of the Government and the Contractor that return or destruction of Protected Health Information is infeasible, the Contractor shall extend the protections of this Contract to such Protected Health Information and limit further uses and disclosures of such Protected Health Information to those purposes that make the return or destruction infeasible, for so long as the Contractor maintains such Protected Health Information.

Miscellaneous

(a) Regulatory References. A reference in this Clause to a section in DOD 6025.18-R, HIPAA Privacy Regulation or DOD 8580.02-R, HIPAA Security Regulation, or any CFR or AFI provision means the section as currently in effect or as amended, and for which compliance is required.

(b) Survival. The respective rights and obligations of Business Associate under the "Effect of Termination" provision of this Clause shall survive the termination of this Contract.

(c) Interpretation. Any ambiguity in this Clause shall be resolved in favor of a meaning that permits the Government to comply with DOD 6025.18-R, the CFR HIPAA Privacy Rule, DOD 8520.02-R, the CFR HIPAA Security Rule and AFI 41-217.

NOTICE TO POTENTIAL CONTRACTORS

FOR INFORMATIONAL PURPOSES ONLY

This is to inform all potential contractors on the current support policy for RAF Lakenheath, United Kingdom.

1. The contractor is responsible for bearing the costs of the following items:

a. Movement and/or storage of household goods and personally owned vehicles.

b. Before shipping a personally owned vehicle ensure that the UK will allow you to bring it into the country. Military/DoD civilians are authorized to ship one per military/DoD civilian member per the Status of Forces Agreement (SOFA). A contractor may not be authorized since they do not fall under the SOFA. It may be more beneficial to purchase a UK spec used car. Generally, you can find a decent used UK spec car for around $3000.

c. Obtain and maintaining VISA which grants entry to and the right to work in the UK.

Go on line and view the UK Border Agency’s website for further information.

d. Federal income taxes, Medicare, and Social Security contributions. You are responsible to pay all required taxes. W-2’s are not provided.

e. Government housing is neither provided nor available.

f. Logistical Support (Base Exchange, Commissary, Morale Welfare & Recreation

(MWR), and Service Station privileges) may or may not be provided. The Performance Work Statement will indicate if Logistical Support is provided.

g. Contractor children are authorized to attend Department of Defense Dependent Schools (DODDS) and pay the tuition cost. For additional information please visit www.dodea.edu and click on the European link. British schools are also available in the local area and can be researched online.

2. When living on the British economy here are some items that you may want to keep in mind:

a. Have sufficient funds to get into a home – normally you are required to put down a security deposit worth one and a half months rent along with the first month’s rent.

This can be very expensive depending on rental cost. Research UK Letting Agencies for information on rental housing and costs. (Example: a 3-bedroom home costs £1400.00 per month resulting in an approximate cost of £3500.00 (1.5 months’ worth of deposit and first month’s rent) – that translates into $5600.00 using an average exchange rate of $1.60.) This is just an example; housing cost can run higher and lower than the example.

b. Utility deposits – generally not required in the UK, but recommend you research.

c. Electricity. Uk standard is 220V. Appliances from the US, unless dual voltage will require a transformer in order to operate in the UK. US TVs will not be able to receive UK channels; this is because Europe uses PAL and the US runs on NTSC.

d. Purchasing fuel on the economy is very expensive, go online and check current prices. Please note that fuel is purchased by liter. If you are authorized Logistical Support you may purchase fuel on base.

e. Contractors may be required to pay Council Tax which is based on your homes location within any given city/town/village. This generally covers garbage, sewer, Police, etc. As a contractor you do not fall under the SOFA therefore you may NOT be exempt from paying Council Tax. Suggest you research online.

f. Other taxes/costs that are required:

i. Annual Television Tax (about £120)

ii. Road Tax (depends on the type of vehicle and engine size, and if you pay yearly or semi-annually. Annual cost could be anywhere between £100 to £300)

iii. Ministry of Transport test (MOT) – annual vehicle inspection. (about £40)

iv. Light conversion for U.S. specification vehicles (if imported).

g. Rent and utilities are set up for automatic withdrawal so getting a UK checking account may be beneficial. If authorized Logistical Support this can also be done at the Community Bank on the base.

3. The above information is by no means all inclusive but rather a snap shot of what you may encounter. If a staffing agency is being used certain costs may be covered by that agency.

Please check with them for details. If submitting an independent proposal, it is advisable that you seek legal counsel to determine what may be required in order to work or be employed in the UK.

4. Note: This information is geared towards contractors who do not have Military/DoD dependent status. Dependents should already have a VISA and are authorized Logistical Support based on their dependency status.

(End of Summary of Changes)