Atch_2,_PWS_11Apr17.docx

PERFORMANCE WORK STATEMENT (PWS)

FOR

SOCIAL WORKER (SPECIAL NEEDS COORDINATIOR) FOR EXCEPTIONAL FAMILY MEMBER PROGRAM MEDICAL (EFMP-M) PROGRAM SERVICES

AT THE 86th MEDICAL GROUP

11 Apr 17

TABLE OF CONTENTS

Subject Page

1.0 DESCRIPTION OF SERVICES 3

2.0 SPECIFIC REQUIREMENTS 3

3.0 SERVICES SUMMARY 6

4.0 GENERAL INFORMATION 7

5.0 APPLICABLE PUBLICATIONS AND FORMS 16

6.0 APPENDICES 25

APPENDIX A – Workload Estimates 25

1.0 DESCRIPTION OF SERVICES

1.1 OVERVIEW OF SERVICES. This contract is to provide the services of a Social Worker functioning in the capacity of a Special Needs Coordinator (SNC) in support of the 86th Medical Group (MDG), Ramstein Air Base (AB), Germany. The Contractor shall provide all management, supervision, relocation, training, and qualified personnel to perform in accordance with (IAW) this PWS. Relocation costs, if any, will not be reimbursed separately. This contract is a personal services contract (PSC) and intends to create an employer-employee relationship between the Government and the individual health care providers (HCPs) only to the extent necessary for providing the healthcare services required under this contract. The performance of healthcare services by the individual HCPs under a personal services contract is subject to day-to-day supervision and control comparable to that exercised over military and civil service HCPs engaged in comparable healthcare services. Pursuant to 10 USC 1089(a), any personal injury claims alleging negligence by the individual HCPs within the scope of the HCPs performance of the personal services contract shall be processed by DoD in the same manner as claims alleging negligence by Department of Defense (DoD) military or civil service HCPs. The contract does not create an employer-employee relationship between the Government and any corporation, partnership, business association or other party or legal entity with which the HCP may be associated. The authority for this contract is 10 United States Code 1091.These services are considered to be non-mission essential.

1.2 BACKGROUND INFORMATION. The Contractor shall provide the personal services of a Social Worker functioning in the capacity of a SNC in support of the 86th MDG. The SNC shall oversee and manage the Exceptional Family Member Program – Medical (EFMP-M) IAW DoD and Air Force (AF) policy, and any subsequent implementing guidance. The Contractor shall establish and maintain procedures to identify family members with special medical and educational needs. The mission of the EFMP-M is to identify medical and educational service requirements and civilian employment overseas. The EFMP-M proactively identifies those family members who have special needs in order to coordinate accompanied travel orders and family relocations IAW with Department of Defense Instruction (DoDI) 1315.19, Authorizing Special Needs Family Members Travel Overseas at Government Expense, which implements federal laws protecting persons with disabilities. EFMP implements DoD policy by providing assignment considerations for active duty sponsors where special medical and educational conditions of family members have been identified.

1.3 PERSONNEL REQUIREMENTS. The Contractor shall provide qualified/fully certified Social Worker, consistent with the requirements of paragraph 2.1 in support of the EFMP-M services at Ramstein AB, 86th Medical Group. The Government reserves the right to request proof/demonstration of ability to meet the qualifications described herein for all positions. Contractor personnel travel is not required under this contract.

2.0 SPECIFIC REQUIREMENTS. The contracted services shall include: special needs identification, Family Member Relocation Clearance (FMRC) process, healthcare coordination and research and evaluation. The SNC:

2.0.1. Shall use clinical assessment skills and maintain procedures to identify sponsors whose family members have special medical and educational needs. The SNC shall use a multi-disciplinary and collaborative approach with other key service providers, such as installation youth and childcare facilities, and officer and enlisted spouses groups, to ensure effective outreach and identification of special needs. The SNC shall ensure family members of AF personnel are appropriately “Q coded” (EFMP-enrolled).

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

Shall coordinate Q-code roster with MPS. Shall maintain Q-base Q-code identifications, corrections and transfers

2.0.3 Shall provide training to installation personnel and medical staff; and consultation as needed to support the implementation of EFMP-M base-wide.

2.0.4 The MTF will involve the SNC in the Family Member Relocation Clearance (FMRC) process. The SNC shall provide information on the FMRC program to the EFMP-M staff Shall coordinate the enrollment process and travel screening for all active duty family members and travel screening upon request to the families of DoD civilian sponsored assignments going to an overseas base, i.e., Facility Determination Inquiries (FDIs).

2.0.4.1 Shall coordinate EFMP-M relocation packages. Shall participate with the Medical Review Officer (MRO) in jointly-scheduled interviews with all family members required to participate in the FMRC.

2.0.4.2 Shall process inbound Permanent Change of Station (PCS) notifications. Inbound FDIs shall be completed within 14 calendar days of receipt of a completed FDI package and loaded by losing base into Q-base IAW AFI 40-701, Medical Support To Family Member Relocation And Exceptional Family Member Program (EFMP).

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

2.0.6 Shall collaborate with the Integrated Delivery System (IDS) and other interagency forums that provide family medical information and referrals to base and civilian agencies. Shall ensure EFMP-M families are referred to the Airman and Family Readiness Center for additional community assistance as needed. Shall interact as necessary with the base Military Personnel Section (MPS), Commander Support Staff (CSS), and with Air Force Personnel Center (AFPC). Shall actively support the integration of EFMP-M, Exceptional Family Member Program-Family Support (EFMP-FS) and Exceptional Family Member Program-Assignments (EFMP-A) services at the installation. Shall provide information, appropriate contact information, and coordinates referrals as appropriate.

2.0.7 Shall participate in EFMP quarterly case reviews to discuss/assess newly identified families’ complex, or unmet, medical needs. Shall determine the appropriate resources necessary for the families.

Patient specific assessments and clinical plans of action will be located in Armed Forces Health Longitudinal Technology Application AHLTA and the Special Needs record. Meeting minutes from these quarterly case reviews will not contain patient identifying information.

2.0.8 Shall coordinate and participate in designated facility meetings.

2.0.9 Shall participate in the clinic orientation and training of other staff of the Special Needs Program. Shall serve on committees, work groups, and task forces at the facility.

2.0.10 Shall maintain a level of productivity and quality consistent with AFI 40-701 and Ramstein Air Base Instruction (RABI) for EFMP-M: complexity of the assignment; facility policies and guidelines; established principles, ethics and standards of practice of professional social work, Health Services Inspection (HSI); and other applicable DoD and service specific guidance and policies. Must also comply with the Equal Employment Opportunity (EEO) Program, infection control and safety policies and procedures.

2.0.11 Shall follow applicable local MTF/AF/DoD instructions, policies and guidelines.

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

2.0.13 Shall complete all required electronic medical record training, MTF-specific orientation and SNC training programs within 30 days of performance start.

2.1 QUALIFICATION REQUIREMENTS.

2.1.1 The SNC shall meet the following minimum qualifications:

2.1.1.1 Masters of Social Work (MSW) degree from an accredited graduate school of social work.

2.1.1.2 A minimum of two years full-time experience in care coordination, discharge planning or case management in a medical setting within the last four years.

2.1.1.3 Work Environment/Physical Requirements include prolonged walking, standing, sitting or bending, and computer use. Position may require patient visitation at another medical treatment facility, such as Landstuhl Regional Medical Center. May have exposure to communicable illnesses.

2.1.2 The SNC shall possess the following knowledge and skills:

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

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

2.1.2.3 Facilitation. Care coordination and communication among all involved parties.

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

2.1.2.5 Mastery of theories, principles, and methodologies underlying psychosocial practice.

2.1.2.6 Knowledge and understanding of developmental growth; dynamics of human behavior, family, and other social systems; and impact of illness and disability on social functioning.

2.1.2.7 Demonstrated abilities in program planning, implementation, and evaluation, and in conducting individual-, family-, group-, and community assessments.

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

2.1.2.9 Working knowledge of medical privacy and confidentiality (Health Insurance Portability and Accountability Act [HIPAA]), and accreditation standards of Accreditation Association for Ambulatory Health Care (AAAHC) and The Joint Commission (TJC).

2.1.2.10 Working knowledge of computer applications/software to include the Microsoft Office Package and internet familiarity is required. The ability to input, extract and format data from established databases is desired.

2.1.2.11 Shall demonstrate ability to communicate effectively both orally and written.

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

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

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

2.1.3 License/Certification: Shall possess and maintain an active (characterized by present activity, participation, practice, or use); current (not revoked, suspended, or lapsed); valid (the issuing authority accepts and considers professional performance and conduct in determining continued licensure); and unrestricted (not subject to restriction pertaining to the scope, location, or type of practice ordinarily granted to all other applicants for similar licensure in the granting jurisdiction) license from a US jurisdiction. Shall, at a minimum, have a Master of Social Work (MSW) level of state license that is unrestricted and allows independent clinical practice without supervision.

3.0. SERVICES SUMMARY

2.0.2 Maintains Q-base Q-code identifications, corrections, transfers, and Q-code identifications at above 60% accuracy

SS# 03

Coordinates EFMP-M/ relocation packages.

2.0.4.1 80% of reassignment packages completed within 14 calendar days of date they are interviewed by SNC and Medical Review Officer (MRO).

4.0 GENERAL INFORMATION

4.1 CONTRACTOR REPRESENTATIVE. The Contractor shall designate to the Contracting Officer (CO) and Contracting Officer Representative (COR), in writing, a primary point-of-contact for contract implementation, coordination and administration not later than ten (10) workdays after receiving notice of contract award. The Contractor shall notify the CO of changes in the primary contractor representative at least five workdays prior to any change. All notifications shall be in writing and shall state the name and contact information for the point-of-contact. The contractor representative may reside/be located outside of Germany (i.e. in the United States), but shall be available by telephone or email from 0800 hours to 1600 hours Central European Time.

4.2 REGULATIONS. The Contractor shall abide by all MTF, Air Force, DoD, federal, and other applicable regulations, standards, rules, laws, and procedures (collectively, “regulations”) including all licensure, credentialing, and quality assurance requirements. Such regulations include, but are not limited to, general safety, fire prevention, waste disposal, infection control, Accreditation Association for Ambulatory Health Care (AAAHC), Joint Commission on Accreditation of Healthcare Organizations (JCAHO), and patient safety initiatives.

4.3 REMOVAL OF CONTRACTOR PERSONNEL. At any time during the performance of this contract, the CO or COR may direct the Contractor to immediately remove any contractor personnel whose actions or impaired state raises reasonable suspicion that clear and present danger of physical harm exists to a patient, other contractor personnel, Government personnel or to the contractor personnel involved. This provision will be used in emergency situations only and not for bringing performance issues or other non-urgent concerns to the attention of the Contractor. If the need for a removal occurs, the COR will contact the contractor representative and direct the Contractor to remove that individual from the MTF and to not use that individual to perform any services required under this contract until the CO rendered a final decision. A review of the basis for removal will be made by the CO within three working days after the COR directed the removal. If, after any investigation deemed necessary by the CO and discussions with the Contractor's representative, the CO concludes that the contractor personnel’s actions or impairment requires permanent removal from performance under the contract, the CO will notify the Contractor that permanent removal is required. In the event of disagreements between the Government and the Contractor's representative concerning matters of the affected contractor personnel, the decision of the CO will be final. During the period between the removal and the final decision of the CO, the Contractor shall provide back-up/replacement Contractor personnel within 20 calendar days IAW the terms and conditions of this contract. Back-up contractor personnel may work in a temporary status (fax-back) (see para 4.15.4).

4.4 RESPONSIBILITY AND PROCEDURES FOR SUITS FILED. If any suit or action is filed or any claim is made against the contractor personnel, which occurred as a result of work performed by the contractor personnel under this contract, the Contractor shall immediately notify the COR, the CO and the chief of the appropriate services and promptly furnish them copies of all pertinent papers received. The Contractor shall cooperate with the U.S. Government, without further compensation, in the processing, review, settlement, or defense of the suit, action, or claim; and authorize U.S. Government representatives to settle or defend the claim and to represent the contractor personnel in, or take charge of, any litigation involved in such an action. The contractor personnel may, at his/her own expense, participate in defense of such claim or litigation.

4.5 CONFLICT OF INTERESTS. Contractor personnel shall not bill patients for services rendered under this contract. Contractor personnel shall not request or accept compensation of any kind for patients treated, procedures performed, or any other actions performed. Contractor personnel shall not, while performing services under this contract, advise, recommend, or suggest to persons eligible to receive medical care at U.S. Government expense that such persons should receive care from the Contractor at any place other than as designated under this contract.

4.6 CONFIDENTIALITY OF INFORMATION. Unless otherwise specified under this contract, all financial, statistical, personnel, and/or technical data which is furnished, produced or otherwise available to the Contractor during the performance of this contract are considered confidential business information and shall not be used for purposes other than performance of work under this contract. The Contractor shall not release any of the above information without prior written consent of the CO. The Contractor shall not use patient care rendered pursuant to this contract as part of a study, research project, or publication.

4.7 MEDIA AND OTHER INQUIRIES. The Contractor or contractor personnel shall not respond to any media inquiries regarding the subject matter of or performance of this contract. Any such inquiries from the media, third parties, or public agencies shall be immediately relayed to the COR, who will relay them to the MTF Public Affairs Officer or, after duty hours, to the Administrative Officer of the Day. There shall be no interviews, comments, or any other response related to such inquiries without the prior knowledge and approval of the MTF Commander. Other than routine inquiries from external agencies, all other inquiries and complaints shall be brought to the attention of the COR.

4.8 AUTHORIZATION OF CONTRACTOR PERSONNEL. The representative host country and U.S. Government shall make the determination of a contract employee’s status with respect to being an ordinary resident. Authorized contractor personnel and their authorized dependents will be granted privileges consistent with those granted members of the civilian component of the U.S. Forces, as defined in Paragraph 4.8.2 below.

An authorized contractor personnel is defined as an individual who: (1) has been hired as a consequence of this contract, (2) is a full-time (40 hours per week or more) contract employee, (3) is employed in a Host Nation country, (4) is a national (citizen) of or an ordinary resident of the United States provided that the contract employee is not also a Host Nation country (local) resident (i.e., a dual citizen), or (5) is a U.S. citizen or a citizen of a NATO country other than the Host Nation provided that the contract employee is not an ordinary resident of the Host Nation.

4.8.1 AUTHORIZATION OF CONTRACTOR PERSONNEL DEPENDENTS. The benefits listed in Paragraph 4.8.2 below, if available, are generally extended as noted without special financial consideration due to the U.S. Government. In such cases, the U.S. Government does not charge for use of these benefits, and the contract price should not be inflated by the value of these benefits. Should any of the below needed benefits not be available, negotiations will be conducted with the Contractor and consideration determined.

An authorized dependent is defined as: (1) the contractor personnel’s lawful spouse, (2) who will reside in the host country, (3) with the contractor personnel or (4) an unmarried child, (5) including a stepchild, (6) or a lawfully adopted child of the contractor personnel, (7) who will reside in the host country with the contractor personnel. Such child must have either not passed his/her twenty-first (21st) birthday or, if passed, be incapable of self-support because of mental or physical incapability that existed before that birthday and is dependent on the Contractor for over one-half of his/her support.

4.8.2 LOGISTICAL SUPPORT. The U.S. Government will provide individual logistical support for contractor personnel to the extent available and as authorized by NATO Status of Forces Agreement Supplementary Agreement (SOFA SA) Article 72, and foreign regulations; by current applicable international agreements, arrangements, policies; and the local Installation Commander. The duration of the initial individual logistical support authorization may be subject to a time limitation. Prior to expiration of the initial logistical support authorization (if and as applicable), the COR and Contractor shall expedite/process the individual Renewal/Authorization in sufficient advance to ensure continuation of logistical support. Logistical support is provided only for those contractor personnel that are providing services solely for U.S. Forces. Logistical support, if granted, will only be provided to authorized, full-time (40 hours per week) contractor and authorized dependents as defined in paragraphs 4.8 and 4.8.1. The following logistical support will be provided to applicable contractor personnel:

1) Commissary

2) Army Air Force Exchange Service

3) Armed Forces Recreation Facilities

4) Class VI (alcoholic beverages, including rationed items)

5) Legal assistance (on a space available basis)

6) Local Government transportation for official Government business (non-tactical vehicle)

7) Local Moral/Welfare Recreation Services

8) Military Banking facilities

9) Military postal services

10) Officer and NCO Club memberships

11) Mortuary services

12) Privately Owned Vehicle (POV) authorization

13) Housing office (Note: Limited. These services are limited to translation assistance and an explanation of host-country rental laws and utility and telephone services)

14) Petroleum, Oils, and Lubricants (POL) purchases

15) Transient billets on space available basis

16) Messing Facilities at remote sites only (reimbursable)

17) Army Continuing Education Services

18) Credit union facilities 19)* Dependent Schools, on space available, tuition paying basis

20) Medical/Dental on a reimbursable basis. Dental on emergency basis only

21) Pet and firearm registration and control

22) NATO Status of Forces Agreement stamp (subject to approval of Host nation Customs Authority)

23) Customs exemptions *Note: The Government will not pay for tuition Please note that subcontractors receive no logistical support under troop care.

4.9 EMERGENCY HEALTHCARE FOR CONTRACTOR PERSONNEL. The MTF will provide emergency health care for injuries or life threatening medical emergencies occurring while on duty. The Contractor shall reimburse the U.S. Government for such services as billed by the MTF.

4.10 OVERSEAS EMERGENCY MEDICAL SERVICES. In emergencies, transportation in U.S. Government ambulances may be furnished by the U.S. Government on a reimbursable basis. Contractor employees may receive emergency first aid and medical treatment subsequent to employment related accidents, or injuries under the provisions of AFI 41-210 (see 5.0–Appendix). These services will be chargeable to the Contractor.

4.11 CONTRACTOR PERSONNEL PRIVATE PRACTICE. Contractor personnel are prohibited by reason of their employment under this contract from conducting private practice. The CO will unilaterally resolve any issues concerning potential conflicts.

4.12 DOCUMENTATION.

4.12.1 OVERSEAS REQUIREMENTS. The Contractor is responsible for ensuring that all country clearances, passports, visas, and accreditations required by the Host Nation are obtained prior to employment of individuals under this contract. Documentation requirements are subject to change as Status of Forces Agreement(s) (SOFA) change. In the event a proposed contractor employee is denied Host Nation approval, accreditation, and/or permission, the prospective awardee shall submit like documentation for another nominee. The Contractor will be responsible for obtaining the appropriate country specific requirements, and will coordinate this with the CO or COR. All contractor personnel shall have been accredited, cleared, granted visas, etc., to specific positions at specific overseas locations. The Contractor shall provide written notification to the CO and the COR within 24 hours of becoming aware of accredited Contract personnel no longer performing duties requiring accreditation/clearances/permissions. The Contractor shall recognize that Host Nation authorities may conduct on-site inspections at any time in the contractor personnel’s work area for the purpose of verifying the status of positions and contractor personnel and appropriate visas or permissions. The Contractor shall assume all costs related to submission of required documentation. At the time of preparation of this contract, applicable information and forms for placement of contractor personnel in Germany may be accessed at the DOCPER and U.S. Department of State websites (see 5.1-Applicable Publications and Forms). The Contractor shall provide the CO and the COR the required documentation for all support services personnel in due time to comply with required performance periods of the contract by taking into consideration that the DoD Contractor Personnel Office (DOCPER) process requires an average of 12-16 weeks for completion.

4.12.2 CONTRACTOR PERSONNEL HEALTH REQUIREMENTS. Contractor personnel and dependents shall be up to date on immunizations required or recommended by the U.S. Department of Health and Human Services for travel to the Host Nation (see 5.1-Applicable Publications and Forms). The U.S. Government will not reimburse the Contractor for this expense. contractor personnel providing services under this contract shall receive a pre-employment physical examination prior to commencement of work and annually thereafter. Contractor personnel shall report to the Contractor’s physician to receive a pre-employment examination and immunizations/shots prescribed by the MTF. No later than seven (7) working days prior to commencement of work, certification shall be provided to the COR that contractor personnel have completed medical evaluation required above. This certification shall state the date on which the examination was completed, the doctor’s name that performed the examination, and a statement concerning the physical health of the individual. The certification shall also contain the following statement: “(name of contractor employee) is suffering from no contagious diseases to include but not limited to Tuberculosis and Hepatitis.” Per OSHA requirements, all contractor personnel who will have occupational exposure to blood or body fluids, or other potentially infectious materials, shall receive Hepatitis B vaccine, sign a voluntary declination, or have documented proof of immunity to Hepatitis B infection (see 5.1-Applicable Publications and Forms). Personnel who sign declinations may change their minds at any time and receive the Hepatitis B vaccine without penalty. It is the Contractor’s responsibility to report all information necessary to assure hospital records can be maintained correctly, and therefore comply with the OSHA and CDC health records requirement (see 5.1-Applicable Publications and Forms).

4.12.3 LICENSE VERIFICATION AND CREDENTIALS REVIEW OR PRIVILEGING: LICENSE VERIFICATION AND CREDENTIALS REVIEW OR PRIVILEGING

4.12.3.1 The Contractor shall follow Air Force Instruction (AFI) 44-102 Medical Care Management for all health care services provided in the MTFs. The Contractor shall submit applications for the credentialing process for those contract personnel who will render full-time performance under this contract. The Contractor shall ensure the contract personnel meet the requirements of the PWS before submitting the credentialing/privileging package to the COR.

4.12.3.2 The Contractor shall request from the COR documentation requirements for license verification as required by the position for each contact personnel.

4.12.3.3 The COR shall provide immediate fax, telephonic notification or e-mail notice to the Contractor of the results of the credentials evaluation for the award of privileges. The COR shall annotate/document the date/time the Contractor was advised of denial or award of privilege for providers. Any and all time and expense incurred relative to presentation of the required credentials packet and the application for clinical privileges will be the Contractor’s. All credentialing packets submitted by the Contractor in the fulfillment of duties under this contract shall become and remain the property of the U.S. Government.

4.12.3.4 If the Contractor adds additional/or replacement contract personnel during the contract period, the same qualification standards, credentialing/privileging and health requirements shall apply.

4.12.3.5 The Contractor shall not use any individual to provide direct health care services under this contract if that individual, within the past five years:

4.12.3.6 Has had his/her clinical privileges limited, suspended, or revoked by any healthcare facility, public or private, anywhere in the world.

4.12.3.7 Is the subject of a current or pending hearing or appeal brought by any health care facility, public or private, anywhere in the world, which may result in the limitation, suspension, or revocation of the individual’s clinical privileges.

4.12.3.8 This prohibition does not apply to any individual whose clinical privileges, although originally limited, suspended or revoked by a health care facility, were subsequently fully reinstated by the health care facility.

4.12.3.9 Limitation of clinical privileges, as used in this paragraph, refers to a partial withdrawal/reduction of clinical privileges as a result of a determination that, or pending investigation to determine whether an individual has engaged in unprofessional conduct or substandard medical practice or is incompetent to perform certain medical practices.

4.12.3.10 Contract personnel shall not introduce new procedures or services without prior approval of the Department Chief or representative. If disagreements or deviations from protocols or procedures occur, the department Chief or representative shall be the deciding authority.

4.12.4 ABUSE OF PRIVILEGES. The U.S. Government retains the right to withdraw privileges as a result of Contractor or contractor personnel’s abuse of privileges at no additional cost to the U.S. Government. The Contractor shall ensure that, upon termination or transfer of any Contractor personnel who is granted privileges identified above, action is taken simultaneously with termination of employment to ensure that said contractor personnel ceases to have access to the above privileges. The Contractor shall ensure that identification passes or other documents pertinent to and/or peculiar to the contract or privileges hereunder are turned over to the issuing office upon termination or transfer of any contractor personnel. The Contractor shall require a written receipt of such return and shall immediately forward a copy to the CO.

4.13 RELATIONSHIP OF THE PARTIES, RESPONSIBILITY AND PROCEDURES

Professional Liability:

Pursuant to 10 USC 1089(a), the Department of Defense shall process any personal injury claim alleging negligence by the Contractor within the scope of the Contractor’s performance of this contract as claims alleging negligence by DOD military or civil service employees. The Contractor is not required to maintain medical malpractice liability insurance, and the U.S. Government will not reimburse or otherwise pay for such insurance should any be purchased.

4.14 ADMINISTRATIVE CHECKS AND REQUIREMENTS.

4.14.1 NATIONAL AGENCY CHECK WITH INQUIRIES (NACI). Since personnel under this contract will have access to critical Government information and/or process information requiring protection under the Privacy Act of 1974, these positions are considered Public Trust Positions. Compliance with DoD Directive 5200.2-R, AFI 31-501 and Homeland Security Presidential Directive 12 (HSPD-12) is mandatory for these positions (see 5.1–Applicable Publications and Forms). A background investigation consisting of a National Agency Check with Inquiries (NACI) is required for all personnel under this contract. The Contractor shall fully adhere with the provisions of referenced publications by having each of their employees who are performing under this contract initiate and complete a NACI. Background investigation requests for employees will be submitted through the Personnel Security Office, Ramstein AB, Germany. Members will be fingerprinted and required to complete the appropriate forms (Standard Form 85P, Questionnaire for Public Trust Positions and OF 306, Declaration for Federal Employment (see 5.1–Applicable Publications and Forms). The Contractor shall advise employees that a favorable suitability determination is required as a condition of employment under this specific contract. The employee shall apply for the NACI after the award of the contract. The Government is solely responsible for the cost associated with the initiation, application and completion of the background investigation with exceptions for expenses incurred for Police Checks for “local hire” personnel.

4.14.2 CRIMINAL HISTORY BACKGROUND CHECK (CHBC). CHBC are required for contractor personnel involved in the delivery of healthcare to children under the age of 18 on a frequent and regular basis, as stated in Department of Defense Instruction (DoDI) 1402.5, Enclosure 5 (see 5.1–Applicable Publications and Forms). The Contractor shall ensure that the personnel follows local MTF policy to provide fingerprints on a properly completed Standard Form 87, Federal Bureau of Investigation United States Department of Justice Fingerprint Card (see 5.1–Applicable Publications and Forms). The procedures for completing the required CHBC are outlined in DoDI 1402.5.

4.14.3 PENDING COMPLETION OF NACI AND CHBC. The contractor personnel may provide contract services prior to completion of background investigation. The Contractor understands that the MTF Commander may allow the contractor personnel to occupy sensitive positions pending NACI temporarily. The contractor personnel will be immediately removed from the position if at any time the NACI receives unfavorable adjudication, or if other unfavorable information that would affect the NACI becomes known. Pending completion of CHBC the Air Force Surgeon General requires close clinical supervision and full compliance with existing DoD Directives, Instructions, and other guidance on quality assurance, risk management, licensure, personnel orientation and certification verification. The MTF Commander will determine what constitutes “close clinical supervision” for individuals whose NACIs/CHCB are pending, either supervised practice ensuring protection of patients under the age of 18 or line-of-sight supervision (i.e., chaperoned by an individual whose background investigation has been successfully completed) at all times when caring for these patients.

4.15 HOURS OF OPERATION. The healthcare services are to be performed at the 86th Medical Group, Ramstein AB, Germany. The 86 MDG's normal business hours are 0700-1630, Monday through Friday, excluding U.S. Federal holidays. Contractor personnel shall be physically present during the normal business hours IAW the work schedule as coordinated between the Government Officer in Charge (OIC), Functional Requirements Evaluator Designee (FRED) and contractor representative. The service provided shall not exceed eighty hours in a two week period. An alternate work schedule may be established, which shall not disrupt the efficient delivery of services, and may be similar to those approved for government employees, however approval must be coordinated between the Contractor, FRED and OIC, and approvals must be in writing.

4.15.1 HOLIDAYS. The following is a list of federal holidays. Any federal holiday falling on a Saturday will be observed on the preceding Friday, holidays falling on a Sunday will be observed the following Monday.

U.S. Holidays:

4.15.2 DOWN DAYS. For the base period and each option period of this contract there are an estimated five Down Days scheduled, when the MTF will be closed and the Contractor will not be able to provide services. Therefore, the Contractor shall advise their personnel accordingly and treat these situations, as they deem appropriate. The USAFE Commander schedules the Down Days.

4.15.3 UNPLANNED CLOSURES. In the event of unplanned closure of the MTF due to events such as, but not limited to, natural disaster, military emergency, severe weather, security threat, or a facility-related problem that prevents contractor personnel from performing services under this contract, these contractor personnel shall follow the same departure and reporting directions given to Government personnel. The U.S. Government will not pay, nor shall the Contractor submit an invoice or otherwise seek additional payment from the Government, for any expenses incurred by the Contractor as a result of any such unplanned closure.

4.15.4 ABSENCES. The Contractor shall provide back-up coverage for employee absences at no additional cost to the Government. Back up coverage shall be seamless for all scheduled/foreseen absences (i.e. leave, resignation, etc.) and shall be available within seven (20) calendar days for unplanned/unforeseen absences (i.e. illness, accident, etc.). Back-up employees shall meet the credentials required by this PWS. The number of days of nonperformance during unplanned/unforeseen absences shall be deducted from the monthly invoice accordingly, using 21 (average number of workdays per month) as the denominator for purposes of calculating the reduced amount. It is the Contractor's responsibility to inform the COR and CO immediately when a break in service will occur. Back-up contractor employee(s) may work in a temporary status and be exempt from obtaining a work permit. This process is called fax-back process and is limited to 90 days per person within a 12 month time period. The process shall be completed before the employee arrives or begins work in Germany. Application under the fax-back process is mandatory for contractor employees performing work in Germany in a temporary status. Contractor employees who arrive in Germany using this process will not be issued a Common Access Card (CAC), will not receive privileges, and will not receive individual logistical support.

4.16 CONTRACTOR ORIENTATION AND NEW PERSONNEL REQUIREMENTS.

4.16.1 GENERAL TRAINING. Contractor personnel shall abide by all MTF standards, rules, and procedures including requirements for any licensure, credentialing, and quality assurance requirements. Such regulations include, but are not limited to, general safety, fire prevention, waste disposal, infection control, AAAHC, JCAHO, and patient safety initiatives. All contractor personnel performing services at the MTF are required to complete initial and annual refresher Health Insurance Portability and Accountability Act of 1996 (HIPAA), Anti-terrorism/Force Protection (AT/FP), and safety training as provided by the MTF for its personnel. The Contractor will be held accountable for ensuring personnel comply with health information privacy and security policies and procedures. The Government will also provide training on Government provided forms and equipment, universal precautions, initial orientation, and continuing orientation. Contractor personnel shall participate in continuing education programs to update and/or maintain skills and knowledge to meet annual requirements. Contractor personnel shall participate in evaluation of the quality and effectiveness of activities and services of the unit.

4.16.2 ORIENTATION TRAINING. The Contractor shall ensure that all contractor personnel participate in the Government provided MTF orientation program for newly assigned personnel within the first two weeks of performance start. Orientation training will be conducted during normal hours of operation, and will be scheduled by the FRED. Orientation shall include training on the following:

(a) Regulations specific to the professional specialty, the hospital and Air Force policy and procedures.

(b) Instructions on automation processing, quality assurance policies, Composite Healthcare Computer System (CHCS) (obtain password), and other information systems.

(c) Local in-service, and safety briefings as they apply to the position.

4.16.2.1 GOVERNMENT PROVIDED TRAINING/ ANNUAL TRAINING:

Renewals (initial training is the Contractor’s responsibility prior to contract start) of Basic Life Support (BLS) Pediatric Advanced Life Support (ACLS), Pediatric Advance Life Support (PLAS), IAW AFI 41-101 – current/continual certification (See 5.1 – Applicable Forms and Publications) as required by the 86 MDG Credentials Office.

4.16.2.2 COMPUTER TRAINING. Contractor personnel who interact with the MTF computer systems shall receive training for the applicable system(s). The FRED will coordinate the necessary computer training. The training will be on-site and during normal hours of operation. This training will be at no cost to the Contractor. Access to patient data systems is an “Automated Data Processing Sensitive” position requiring compliance with AFI 31-501. The Contractor shall comply with agency personal identity verification procedures that implement Homeland Security Presidential Directive-12 (HSPD-12), Office of Management and Budget (OMB) guidance M-05-24, and Federal Information Processing Standards Publication (FIPS PUB) Number 201. (See 5.1–Applicable Publications and Forms). The Government will train and give access to contractor personnel on the following systems: CHCS, which is the DoD’s worldwide automated medical information system that interfaces with 40+ external clinical and administrative systems, AHLTA system, which contains the MTF’s appointment scheduling program, pharmacy, lab, and radiology ordering system and is interlinked with other departments in the MTF. In addition, it contains the electronic medical records for beneficiaries and the Electronic Documentation System, which is a local MTF standardized method of filing electronic medical records.

4.16.2.3 CONTRACTOR PROVIDED TRAINING. It is the Contractor’s responsibility to ensure their employees receive all training and licenses required for initial credentialing and to ensure their personnel stay current on their certifications in order to maintain their credentials.

4.17 U.S. GOVERNMENT- SHARED PROPERTY, INFORMATION AND SERVICES:

4.17.1 Government shared property under this contract will be furnished to contractor employees at no cost and shall be used only in performance of services under this contract. The Contractor will not gain permanent possession of any shared property, but it will be permitted to use shared property during the performance of the contract.

4.17.2 The Government will provide the Contractor access to Air Force directives, MTF policies and procedures at or prior to start of contract performance date.

4.17.3 Facilities: During the hours of operation under this contract, the contractor employees shall have the use of office space available.

4.17.4 Equipment and Supplies: Available equipment and office supplies for the performance of services under this contract, include a desk, chair, lighting, computer, printer, FAX machine, phone, copier, paper, folders, file cabinets, etc.

4.17.5 Electronic Documentation: As available at the local MTF, a standardized electronic documentation system or electronic medical record will be provided, such as, but not limited to CHCS and AHLTA.

4.17.6 Directives/Forms/Work Files: Unless noted otherwise, all required Air Force and Department of Defense directives, forms and other work files applicable to the MTF EFMP-M Program/Services listed in para 5.1 will be furnished by the Government and will be retained by the Government.

4.18 CONFORMANCE WITH ENVIRONMENTAL MANAGEMENT SYSTEMS. The Contractor shall perform work under this contract consistent with the relevant environmental policy and objectives identified in the installation environmental management system (EMS) applicable for this contract. The Contractor shall perform work in a manner that conserves water, energy and other resources to the maximum extent feasible and ensure minimum production of waste as possible, giving preference to recycling and reutilization opportunities. Furthermore, the Contractor shall give preference to less toxic materials whenever available and still reliable for their work. In the event an environmental nonconformance or noncompliance of host nation and USAF environmental laws and regulations associated with the contracted services is identified, the Contractor shall take corrective and/or preventive actions. In the case of a noncompliance, the Contractor shall respond and take corrective action immediately. In the case of a nonconformance, the Contractor shall respond and take corrective action based on the time schedule established by the EMS Coordinator. In addition, the Contractor shall ensure that their employees are aware of the environmental management system on base and how these requirements affect their work performed under this contract.

All on-site contractor personnel shall receive the installation EMS awareness level information.

Conformance with Environmental Requirements. The Contractor shall perform all work in accordance with applicable German and U.S. Air Force environmental laws, regulations and operating standards, including but not limited to the Final Governing Standards (FGS) for Germany. The Contractor shall be immediately capable of understanding and addressing environmental laws and regulations as they pertain to work performed under this contract.

The FGS for Germany and other important environmental laws & requirements applicable for all contractors working on base will be provided upon request.

4.19 CONTRACTOR MANPOWER REPORTING APPLICATION (CMRA). 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.

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.

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

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.

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.

5.0 APPENDIX.

5.1 APPLICABLE PUBLICATIONS AND FORMS (Overview). Supplements or amendments to listed publications and/or forms from any organizational level may be issued during the life of this contract. Should any publication or form revision cause a change in the Contractor’s processes, procedures and/or standards of operation, the Contractor shall advise the CO of such changes in writing within 30 days of receipt of the publication or form revisions.

AIR FORCE INSTRUCTIONS/MANUALS