Final__PHAP_PWS__30_Jul_19.pdf

PERFORMANCE WORK STATEMENT

FOR

AIR FORCE RESERVE COMMAND

PSYCHOLOGICAL HEALTH ADVOACY PROGRAM

30 JULY 2019

1.0 DESCRIPTION OF SERVICES.

1.1. Scope. This Performance-based Work Statement (PWS) describes the services required for psychological health services. These services include a full range of psychological health case facilitation, referral services, and support through outreach activities to Air Force Reserve Command (AFRC) Reservists and their family members. Required services include, but are not limited to, case facilitation (not clinical case management); command consultation; planning and coordinating regional psychological health referral services; providing psychological health information in support of Yellow Ribbon Reintegration Program (YRRP) events and Administrative Service Support. Contractor personnel are not authorized to counsel, diagnose, or treat any person requesting assistance.

1.2. Organization. The AFRC organization with primary responsibility for this requirement is the Directorate of Manpower, Personnel and Services (A1), Programs & Plans Division (A1R), and YRRP.

1.3. Place of Performance. Services to be performed at three regional locations. Locations are:

North: Wright Patterson AFB, OH; South: Dobbins ARB, GA; and West: Travis AFB, CA.

1.4. Required Services. Program Manager (PM). The Contractor shall provide program management coverage including responsibility for regional office oversight and as a liaison to HQ AFRC Psychological Health Advocacy Program (PHAP) Contracting Officer Representative (COR) in AFRC/A1R. The assigned PM shall ensure all standard operating procedures are standardized across regional locations. The Contractor shall provide names and telephone numbers, in writing, to the HQ AFRC/PK Procurement Contracting Officer (PCO) and the HQ AFRC PHAP COR After Receipt of Order (ARO).

1.4.1. Personnel Qualification. The Contractor shall ensure employees have in-depth knowledge and experience in Psychological Health Services as well as certifications required by AFI 44-119, Medical Quality Operations. The contractor shall provide the minimum requirements as stated below.

1.4.1.1. Program Manager (PM). The PM shall hold a Bachelor of Arts/Science in related field, two years of PM experience, and proficiency in Microsoft Office Suite.

1.4.1.2. Case Facilitator (CF) The CF shall hold a Bachelor of Arts/Science, three years of health care experience, registered nursing license, case facilitation and coordination, and public speaking experience. Prior military experience preferred.

1.4.1.3. Outreach Specialist (OS). The OS shall have at a minimum two years of college, three years in direct customer service with administrative or clerical experience, proficiency in Microsoft Office Suite, and public speaking experience. Prior military experience preferred.

1.4.1.4. Personnel License requirements. The Contractor shall ensure all PHAP staff possess applicable state licenses. The Contractor shall comply with all applicable state regulation In Accordance With (IAW) services requested in this PWS.

1.4.2. Standard Operating Procedures (SOP). The contractor shall wear dress slacks and collared shirts with PHAP-Emblem during office hours and at events. The Government will provide name tags for employees. The Contractor shall address the needs of the target population, any recommended changes or efficiencies will be discussed during teleconferences and Program Management Reviews (PMR). This will require COR and PCO approval to ensure scope is not affected.

1.4.2.1. Coverage Hours. The Contractor shall provide on-site staffing at each regional office.

Core hours of operation shall be 8 am to 5 pm, Monday through Friday, not to include Federal Holidays. The Government will reserve the right to change the core hours to adjust to mission parameters. Each office shall have assigned, at a minimum, a CF and OS, as described in paragraphs 1.4.1.2 – 1.4.1.3. The Contractor shall ensure CF and/or OS are scheduled to provide onsite coverage during core hours. The Contractor shall notify the government if any period of four hours or more of non-coverage occurs at any locations via monthly report.

(CDRL A001 Activity Reports)

1.4.3. Case Facilitation Support. The Contractor shall provide case facilitation, not clinical case management services. Case facilitation is defined as identifying client requests, clarifying that request, documentation and making appropriate referral and reporting based on request.

Contractor personnel are not authorized to counsel, diagnose or treat any person requesting assistance. Case facilitation documentation shall maintain clear, accurate, and complete documentation of activities in case file management per AFMAN 33-363, Management of Records.

1.4.3.1. The Contractor shall maintain client caseloads and coordinate referral services in all regions.

1.4.3.2. The Contractor shall have 24/7 case facilitation service available by phone and/or email for AFRC Reservists and family members.

1.4.4. Crisis Management. The Contractor shall establish guidelines to immediately assist PHAP clients in crisis. The Contractor shall present written guidelines to the government during post award meeting. The Government will review all guidelines prior to approval. (CDRL A006 Crisis Management).

1.4.4.1. The Contractor shall respond to emergency calls and email messages within one hour of notification.

1.4.4.2. The Contractor shall report all emergency calls, email messages or other communications to the government within 24-hours of notification IAW Crisis Management Plan.

1.4.4.3. The Contractor shall respond to all non-emergency calls/emails within 48-hours via telephone, if a phone number is available.

1.4.4.4. The Contractor shall conduct needs-based assessment and provide appropriate referral information.

1.4.5. Referral Service Support. The Contractor shall provide referral resources to Reservists and Family Members. Referral resources may include, but are not limited to, financial, legal, child services, marital/relationships, anger management, domestic violence awareness, employment assistance, deployment related, and mental health awareness. All referral services shall be handled IAW AFI 44-109, Mental Health, Confidentiality, and Military Law, para. 4.

1.4.6. Administrative Support. The Contractor’s outreach specialist or equivalent shall provide administrative and data reporting services in support of case management IAW AFI 33-301, Administration Responsibilities and Management.

1.4.7. Outreach Support. The Contractor shall schedule and provide on-sight personnel, either OS/and or CF for eight monthly outreach events at AFRC Wing and other mission locations.

Outreach support services consist of Wingman Days, Family Days, Commander’s support requests and similar events where these services may be utilized. All support requests will be approved by PHAP COR. The Contractor shall meet 90% of time unless prior government approval is given. The Contractor shall provide material concerning the matter briefed the other 10% of the time and the YRRP COR, will find a replacement presenter.

1.4.7.1. Outreach Liaison. The Contractor shall liaise with each Government Medical Air Reserve Technicians (ARTs) at their home Reserve Medical Units (RMUs) primarily. The Contractor shall coordinate 25 of off-site visits at AFRC Wings listed in appendices 3. Site visits shall consist of PHAP Subject Material, preferably during UTA weekends. Contractor shall annually participate in minimum of two Community Action Board (CAB) meetings at their assigned base. Contractor shall participate in the Community Action Team (CAT) quarterly meetings at their assigned base. Contractor shall attend at least two Pre-Unit Training Assembly (UTA) meetings, at assigned location annually. Contractor shall participate in a minimum of three Air Force Reserve (AFR) private organization meetings annually. AFR private organizations include, but are not limited to, Chief Groups, Top 3, Diversity Counsel, Junior Enlisted Counsel, Key Spouse, and Airman and Family Readiness.

1.4.7.2. Outreach Regional Coordination. The Contractor shall coordinate all regional activities and ensure coverage by either the CF and/or the OS. The Contractor shall schedule, at a minimum, five annual site visits within each geographical region. The Contractor shall coordinate with wing, group, or squadron commanders to provide outreach support for reserve members during UTA weekends. All site visits shall be submitted to the COR for approval and coverage topics.

1.4.7.3. Outreach Material. The Contractor shall obtain outreach related material to include, but not limited to, brochures, pamphlets, business cards, intake forms, surveys and questionnaires.

The Government will review and approve all material prior to dissemination.

1.4.7.4. Outreach Administrative Reporting. The Contractor shall provide outreach administrative and data reporting services. (CDRL A001 Activity Reports)

1.4.8. YRRP Event Support. The Contractor shall participate in up to 20 Yellow Ribbon Reintegration Information Events each fiscal year with either OS or CF in attendance, unless prior Government approval is given. These events range in duration from two to three days and are not included in the other monthly events described throughout this PWS. Events are held November through September in a fiscal year at Conference Centers and Hotels at various locations across the US. In the past, the most frequent locations were Orlando approximately 40% and Denver 15% of each fiscal year. The Contractor shall attend scheduled YRRP events, unless otherwise directed by the Government.

1.4.8.1. The Contractor shall prepare, coordinate and present psychological health briefings at all AFRC YRRP events. The briefings shall describe PHAP outreach services, its role as liaison to leaders, and contact information for the regional PHAP office personnel. Briefing shall consist of presentation materials and a question and answer session. The Contractor shall provide briefings that are geared toward group discussion involving PHAP Subjects. The Government will review and approve all PHAP materials and presentations ten days prior to presentation. (CDRL A002 Presentation Material)

1.4.8.2. The Contractor shall direct any YRRP referrals for immediate counseling to authorized onsite Government personnel IAW AFI 44-172, Mental Health.

1.4.8.3. The Contractor shall arrive no later than 1400 on Friday and leave no earlier than event hot wash, defined as an immediate “after-action” discussion and evaluation of the event, completion, or 1200 Noon on Sunday, whichever occurs later.

1.4.9. Reporting Requirements. Immediately after receiving information regarding an attempted or completed suicide, the Contractor shall immediately contact the HQ AFRC Command Post, DSN 497-0680 or commercial (478) 327-0680, with the following information IAW AFI 90-505, Suicide Prevention Program.

1.4.9.1. The person’s name, rank, unit of assignment, base of assignment, date of birth, age, gender and last four of person’s social security number.

1.4.9.2. A brief synopsis of the situation and proposed action plan or final disposition.

1.4.9.3. Any emergency contact information regarding member’s unit commander and first sergeant to include telephone numbers and email addresses.

1.4.9.4. Details of any current or perceived media involvement.

1.4.10. PHAP Case Files. The Contractor shall ensure that all correspondence and documentation is handled and protected IAW all Health Insurance Portability and Accountability Act (HIPAA) directives and AFMAN 33-152, User Responsibilities and Guidance for Information Systems, as required. The Contactor shall create and maintain PHAP client case files to consist of Intake forms, Progress notes, and Case closure form.

1.4.10.1. Case files are to remain open a minimum of thirty days beginning on date of initial request for services.

1.4.10.2. If after thirty days from the initial request a client does not contact PHAP member, the contractor shall close the case.

1.4.10.3. The Contractor shall forward all closed case files to the Government NLT the 1st calendar day of the following month. The Contractor shall review all closed files for accuracy, and then the completed case files shall be signed as closed out by the Case Facilitator.

(CDRL A003 Data Report)

1.4.11. Customer Satisfaction Survey. The Contractor shall initiate a continuous improvement program using a satisfaction survey process. Surveys shall be issued to the client when a client requests PHAP services. Surveys shall be issued upon initial client contact and new survey will be issued at each follow on session .continue with each subsequent contact. The process shall be completed when the client states he or she no longer requires service, or if client fails to respond after a consecutive 30 day period.

1.4.11.1. All completed customer satisfaction survey responses shall be forwarded via email to AFRC.PHAP@us.af.mil and will be monitored by the HQ AFRC PHAP COR.

(CDRL A003 Data Report)

1.4.11.2. If customer satisfaction survey responses are mailed to clients, a self-addressed stamped envelope (SASE) shall have the following return address: Psychological Health Advocacy Program, Yellow Ribbon Program, HQ AFRC/A1R, 155 Richard Ray Blvd. Bldg.210, Robins AFB, GA 31098. (CDRL A003 Data Report)

1.4.12. Activity Reports. The Contractor shall ensure the following reports are delivered.

Weekly reports are sent on the last business day of each week, documenting by region, the daily activities of the PHAP staff, staff changes, and areas of concern for the regional office. The reports shall display the weekly documentation. In addition the report shall contain a roll up page that breaks out totals by month and by quarter of the fiscal year. (CDRL A001 Activity Reports)

1.4.12.1. The Contractor shall collect, analyze, and deliver report services to AFRC PHAP COR.

The Contractor shall deliver these reports by region on a monthly basis, to include data on the progress to provide program services to AFRC reservists and their family members. (CDRL A001 Activity Reports)

1.4.12.2 The Government will review all reports and validate that information and analysis is correct. All reports are received within the time frame allotted with an accuracy of 95%. Report errors will be addressed by the Government to the Contractor. The Contractor shall have seven calendar days to make corrections.

1.4.13. PHAP SERVICES - PRINTED MATERIALS. The Contractor shall obtain information from federal, state or private behavioral health industries for printed material. This printed material shall be used in conjunction to advertise the AFRC PHAP, providing, as a minimum, a description of the services and contact information for each PHAP regional office.

These materials will be distributed through US Postal services, email, during site visits and other opportunities, such as YRRP events, family readiness days, demobilization briefs and any other event in which PHAP services are provided. All new material for distribution shall be submitted to the government for review, the Government will review and return for distribution within 15 business days, by the HQ AFRC PHAP COR. (CDRL A002 Presentation Material)

1.4.13.1. The Contractor shall acquire appropriate pamphlets, and educational materials for members on subjects such as anger management, isolation/depression, Post Traumatic Stress Disorder (PTSD), and other related reintegration issues for use at YRRP events. Samples of the printed materials shall be submitted to the HQ AFRC PHAP COR prior to use.

(CDRL A002 Presentation Material)

1.4.14. Bi-Weekly Teleconference. The Contractor shall sponsor and host a teleconference every two weeks, to include Government COR participation, with the case facilitators and outreach specialists. The contractor shall document all teleconference minutes and transcribe into a format of or similar to Microsoft Word or Adobe .pdf format. The Contractor shall ensure teleconference occurs and reports are received within five business days 90% of the time. The Contractor shall request government approval and provide status update other 10% of the time.

The Contractor shall deliver recorded minutes within five business days after the teleconference.

(CDRL A004 Conference Minutes)

1.4.15. Program Management Review. The Contractor shall conduct a Program Management Review (PMR) annually. The PMR shall be agreed upon by the Contractor and Government, at either an already scheduled YRRP Event, or to be hosted by the Government at Robins AFB, GA.

1.4.16. ORGANIZATIONAL CONFLICT OF INTEREST. The Contractor or Contractor employees shall not, while performing services under this contract, counsel, diagnose, or treat persons eligible to receive PHAP services. Contractor or Contractor employees shall not refer clients requesting PHAP services to any facilities or programs in which the contractor or contractor’s employees have a financial or personal interest.

1.4.17. LITIGATION & ADMINISTRATIVE PROCEEDINGS. The Contractor shall report any pending litigation and/or administrative proceedings that may affect professional licenses or standing as a fellow/member in a professional organization if it will adversely affect successful performance under this contract. The Contractor shall provide full disclosure to HQ AFRC/PK and HQ AFRC PHAP COR within three days of notification by the judicial or administrative forum. Upon review of the documentation provided to the COR, a PCO determination to terminate this contract in the best interest of the government may be made regardless of the final judicial or administrative decision.

2.0. SERVICE SUMMARY (SS).

Performance Objectives PWS Para Performance Threshold

Provide Case Facilitation Support 1.4.3, 1.4.3.1, 1.4.3.2

The Contractor shall provide case facilitation, not clinical management services. Case facilitation documentation shall maintain clear, accurate, and complete documentation of activities in casefile management per AFMAN 33-363. The Contractor shall maintain client caseloads and coordinate referral services in all regions. The Contractor shall have 24/7 case facilitation service available by phone and/or email.

Provide qualified contractor personnel during normal business hours 1.4.2.1

The Contractor shall provide on-site staffing at each regional office. Core hours of operation shall be 8 am to 5 pm, Monday through Friday, not to include Federal Holidays. The Contractor shall notify the government if any period of four hours or more of non-coverage occurs at any locations via monthly report.

Provide on-site PHAP personnel for Outreach support and YRRP Events

1.4.7 - 1.4.7.1

1.4.8 - 1.4.8.3

OS and/or CF member(s) attend each scheduled event 90% of the time, unless prior government approval is given.

The Contractor shall provide material concerning the matter briefed the other 10% of the time and the YRRP COR, will find a replacement presenter.

Provide timely response to Crisis Management

1.4.4.1, 1.4.4.2, 1.4.4.3

The Contractor shall respond to emergency calls and email messages within one hour of notification. The Contractor shall report all emergency calls, email messages or other communications to the government within 24-hours of notification IAW Crisis Management Plan. The Contractor shall respond to all non-emergency calls/emails within 48-hours via telephone, if a phone number is available. 100% of the time.

Quality of Activity Reports 1.4.12, 1.4.12.1, 1.4.12.2

All reports are received within the time frame allotted with an accuracy of 95%. The Contractor shall make corrections with 5 business days for additional 5%.

Host bi-weekly teleconferences 1.4.14

The Contractor shall ensure teleconference occurs and reports are received within five business days 90% of the time. The Contractor shall request government approval and provide status update other 10% of the time.

3.0 GOVERNMENT PROPERTY AND SERVICES

3.1 BASE SUPPORT: The Government shall furnish items incidental to the place of performance (Ex: cubicle space, desk, chair, desktop or laptop computer, and access to copier, fax and a networked printer. In addition, the Government shall provide telephone service, to include the Defense Switched Network (DSN)). The Contractor shall ensure use is limited to performance of contract related official Government business per AFMAN 33-152, User Responsibilities and Guidance for Information Systems. Upon completion or termination of the contract or expiration of employee identification passes, the prime contractor shall ensure that all items to include base ID passes, desktop computer, laptop computers, peripherals, and other software/hardware is returned to the COR and each individual is processed through the directed Out-processing checklist.

3.2 Government System(s). The Government will provide Contractor personnel access to system(s) necessary to perform tasks under the contract/order. Upon completion/termination of the contract/order or transfer/termination of Contractor personnel, the system account(s) will be closed.

4.0 GENERAL REQUIREMENTS

4.1 Post Award Meeting. The Contractor shall attend a one day post award meeting convened and hosted by the AFRC/A1R COR. The post award conference will be held within two weeks of contract award. The location will be at Robins AFB, GA. The Functional Commander, AFRC/PKA CO and AFRC/A1R COR will participate with Contractor Representatives. The meeting will provide an orientation and overview of the contract scope, terms and conditions.

The meeting will detail the roles and responsibilities of AFRC team members, QASP, performance evaluations, and contract closeout.

4.2 Training Requirements All authorized users of DoD information systems (ISs)/Platform Information Technology (PIT) systems must receive initial cybersecurity user awareness training as a condition of access to an IS IAW DoD 8570.01-M; thereafter, all users will complete annual cybersecurity awareness refresher training. This training can be found on the Defense Information Systems Agency (DISA) Information Assurance Support Environment (IASE) portal: http://iase.disa.mil/eta/Pages/index.aspx.

4.3 Contractor Identification. The Contractor personnel shall wear contractor-provided identification at all times while in government facilities so as to distinguish themselves from Government employees. Contractor personnel may attend meetings, answer phones, and work in other situations where their status is not obvious to third parties; therefore, the Contractor personnel shall always identify themselves as Contractor support to avoid potential misrepresentation as Government personnel or to avoid situations arising where sensitive topics might be better discussed solely amongst government personnel. Electronic mail signature blocks shall identify their company affiliation. Where practicable, Contractor personnel occupying collocated space with their Government program customer shall identify their work space with their name and company affiliation.

4.4 Travel. The Contractor shall coordinate specific travel arrangements with COR two weeks in advance of travel, unless emergency travel (will be coordinated immediately), and obtain advance, written approval from HQ AFRC/PKA CO for any travel. The contractor’s request for travel shall be in writing and contain the purpose of the trip, number of participants, dates, locations and estimated costs of the travel.

4.5 Contractor Manpower Reporting. Per 10 U.S.C. 2330a, the Contractor shall provide an annual count of contractor/subcontractor personnel performing work for each fiscal year if the DoD is the requiring activity, if the acquisition is using U.S. Government appropriated funds, and if the acquisition is greater than or equal to the simplified acquisition threshold (SAT). The Contractor shall report all Contractor labor hours, including subcontractor labor hours, required for performance of the services provided under the contract in the Enterprise-wide Contractor Manpower Reporting Application (eCMRA). Reporting shall be conducted for each fiscal year, which extends October 1 through September 30. While inputs may be made any time during the fiscal year, all data shall be reported no later than October 31 of the following fiscal year. The Contractor shall establish a record for the contract/order in eCMRA no later than 30 calendar days after contract/order award. The Contractor shall enter Order Data, Contact Data and Location Data. Data for Air Force service requirements must be input at the Air Force CMRA link at http://www.emra.mil. The Contractor may direct questions to the help desk at the eCMRA site: http://www.ecmra.mil.

4.6 Continuation of Mission-Essential Services during a Crisis. The Functional Commander or civilian equivalent has determined, by placing the decision in writing, that all of the contractor http://iase.disa.mil/eta/Pages/index.aspx http://www.emra.mil/ http://www.ecmra.mil/ services performed under this contract are not mission-essential and will not continue in the event of a crisis.

4.7 Non-personal Services. The Government will neither supervise Contractor personnel nor control the method by which the Contractor performs the required tasks. Under no circumstances shall the Government assign tasks to, or prepare work schedules for, individual Contractor personnel. It shall be the responsibility of the Contractor to manage its personnel and to guard against any actions that are of the nature of personal services, or give the perception of personal services. The Contractor shall notify the AFRC/PKA CO immediately if any task requires action by the Contractor personnel that constitutes, or are perceived to constitute personal services.

These services shall not be used to perform work of a policy/decision making or management nature, i.e. inherently governmental functions. All decisions relative to the AFRC Yellow Ribbon Psychological Advocacy Program supported by the Contractor shall be the sole responsibility of the Government.

4.8 Security. The Contractor shall comply with all security regulations and directives identified herein and other security requirements as shown elsewhere in this contract.

4.8.1 Information Security Program. The Contractor shall be integrated into the sponsoring Government activity’s Information Protection Program (IPP) which participates in the host Servicing Security Activity’s IPP.

4.8.1.1 Controlled Unclassified Information. The Contractor shall mark, handle and safeguard Controlled Unclassified Information IAW the DoD Manual 5200.1-M, Volume 4, DoD Information Security Program: Controlled Unclassified Information (CUI), and the DD254, DoD Contract Security Classification, if applicable.

4.8.2 Personnel Security Program.

4.8.2.1 Background Investigation Requirements. The Contractor shall be responsible for processing background investigations for all employees that require access to classified information. The Servicing Security Activity at the installation will be responsible for processing background investigations for contractor personnel that do NOT require a National Security determination.

4.8.2.2 Contractor Notification. The Contractor is notified by Servicing Security Activity at the installation Personnel Security section of the results of the Contractor personnel background investigation for Trustworthiness Determinations.

4.8.2.3 COR Notification. The Servicing Security Activity at the installation will document the HSPD-12 credentialing determination when the case file is returned to the submitting office number (SON) for a local decision. The Contractor personnel shall not have access to sensitive information, automated information systems, or restricted areas until a final determination is made. The Servicing Security Activity at the installation provides final credentialing determinations to the COR and sponsoring unit security manager.

4.8.2.4 Terminations. If Contractor personnel are terminated before the Government completes the Trustworthiness Determination, the Contractor’s PM shall immediately forward written notice to the Servicing Security Activity at the installation with a copy of the notice to the COR.

4.8.3 Physical Security Program.

4.8.3.1 Installation Perimeter Access Control. The requirements for installation perimeter access are detailed in Air Force Federal Acquisition Regulation Supplement (AFFARS) clause 5352.242-9000 entitled, Contractor Access to Air Force Installations, in Section I, Contract Clauses, of the basic contract. Contractors merely requiring unescorted access to the installation to perform services, that don’t require access to classified information or network access, will be vetted IAW AFM 31-113, para 4.3 and issued a DBIDS Identification Card. The Contractor is only allowed to visit the installations specified in the contract and/or DD254.

4.8.3.2 Resource Protection and Integrated Defense. The Contractor shall safeguard all government property IAW AFI 31-101, Integrated Defense, and any forms provided for Contractor use. The Contractor shall immediately report all thefts, vandalism, or destruction of property and equipment (Government or Contractor owned) to the Contracting Officer Representative (COR) of this contract.

4.8.3.3 USAF Restricted Area and Controlled Area Access. The requirements for USAF Restricted Area and Controlled Area access are detailed in AFI 31-101, Integrated Defense, and governed at each installation by the Integrated Defense Plan, if required.

4.8.3.4 HQ AFRC Facility Access. The Contractor personnel shall be issued access control badges which will allow access to work centers, as applicable.

4.8.3.5 Privacy Act of 1974. The Contractor personnel shall have access to Privacy Act information that requires adherence with the Privacy Act of 1974, Title 5 of the U.S. Code, Section 552a, AFI 33-332, Air Force Privacy Act Program, and other applicable agency rules and regulations. The Contractor personnel shall follow agency procedures to identify and safeguard reports and data accordingly. The Contractor shall ensure that Contractor personnel assigned to this requirement are briefed annually on properly identifying and handling Privacy Act data and reports.

4.8.3.6 Health Insurance Portability and Accountability Act (HIPAA) Compliance. The Contractor shall comply with HIPAA privacy and security policies detailed below:

(a) Definitions, as used in this clause:

1. Individual has the same meaning as the term ``individual'' in 45 CFR 164.501 and 164.93 and shall include a person who qualifies as a personal representative IAW 45 CFR 164.502(g).

2. Privacy Rule means the Standards for Privacy of Individually Identifiable Health

Information at 45 CFR part 160 and part 164, subparts A and E.

3. 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.

4. Required by Law has the same meaning as the term ``required by law'' in 45 CFR

164.501 and 164.93.

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

6. Security Rule means the Health Insurance Reform: Security Standards at 45 CFR part

160, 162 and part 164, subpart C.

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

(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.

(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 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 IAW

45 CFR 164.528.

(k) The Contractor agrees to provide to the Government or an Individual, in time and manner designated by the Government, information collected IAW 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 IAW 45 CFR 164.528.

4.8.3.7. Confidentiality of Information. Unless otherwise specified, 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 property of the Government and shall not be used for purposes other than performance of work under this contract nor be released by the contractor without prior written consent of the HQ AFRC PHAP COR.

4.8.4 Network Security.

4.8.4.1 Overview. Network access is a privilege extended to Contractor personnel. Network access will be granted by the Government after all criteria have been met and may be suspended for cause as defined in AFI 33-115V2, Licensing Network Users & Certifying Network Professionals, Section 5.6. Network access will be approved by the Government IAWAFI 16- 1406, Air Force Information Security Program, AFI 33-115V2, Licensing Network Users & Certifying Network Professionals, and V3, AFI 33-200, Air Force Cyber Operations, DoDI 8510.01, and DoDM 5220.22-M and its supplement. Pursuant to AFI 33-115V2, Licensing Network Users & Certifying Network Professionals, every individual who has access to the Air Force (AF) network (af.mil) or af.smil domain, specialized systems, and mission systems is a network user. Before becoming an Air Force network user, the Contractor personnel shall have a favorable background investigation for the designated IT level and system, be trained, and licensed. This process of training and licensing ensures every AF network user is trained and aware of the basic principles of network security and their role in Information Assurance (IA).

The Government will issue a Common Access Card IAW Air Force FAR Supplement clause 5352.242-9001 entitled, Common Access Card for Contractor Personnel, to Contractor personnel that meet the criteria (favorable trustworthiness determination, training and licensing).

4.8.4.2 Information Technology (IT) Level and Investigation Required. Contractor personnel shall possess a current and favorable Tier 1 background investigation for designated level IT level 3 prior (formerly referred to as a NACI) for IT Level III), to contract performance, as mandated by DoD Regulation 5200.2-R entitled, Personnel Security Program, paragraph C3.6.15 and DoD Instruction 8500.1 entitled, Cybersecurity, para 3i. These background investigations will be submitted by the Government and they do not result in security clearance eligibility. Contractor personnel shall possess a current and favorable background investigation for designated level III (Non-Privileged) access prior to contract performance. Contractor personnel without a current investigation shall follow the procedures in paragraph 4.8.3.1. above.

4.8.4.3 Foreign National Network Access. All Contractor personnel that are Foreign Nationals shall meet the requirements of AFI 31-501 prior to network access. The Contractor shall ensure the request for network access for Foreign Nationals in their employ are processed and approved by the Foreign Disclosure Office (FDO) IAW AFMAN 17-1301, entitled Computer Security (COMPUSEC), section 4.2.3. All requests for access must be staffed through the AFRC Foreign Disclosure Office at least 30 days in advance of the intended visit.

4.9 Health & Safety Program. The Contractor is responsible for the safety and health of their personnel and protection of the public on Government work sites IAW DODI 6055.1, Paragraph E5.1. The Contractor shall maintain a health and safety program that meets OSHA standards. If the AFRC/PKA CO notifies the Contractor of a potential OSHA violation, the Contractor is obligated to comply with the applicable OSHA regulations.

4.9.1 Safety and Health Plan. The Contractor is responsible for the safety and health of their personnel and protection of the public on Government work sites. The Contractor shall maintain an effective safety and health program on Air Force-owned sites that complies with applicable DoL, DoD and Air Force safety standards. If the AFRC/PKA CO/COR notifies the Contractor of a potential safety violation, the Contractor is obligated to comply with the applicable regulations.

(CDRL A005 Environmental Health and Contractor Safety Plan)

4.10 Incident or Mishap Procedures. The Contractor shall immediately call 911. The Contractor shall within one hour notify the AFRC/PKA CO, AFRC/YRRP COR and Government Safety Manager of all mishaps or incidents for damage to government property.

This notification requirement shall also include physiological mishaps/incidents. A written or email copy of the mishap/incident notification shall be sent within three calendar days to the AFRC/PKA CO (with copy to AFRC/YRRP COR) who will forward to the Government Safety Manager. For information not available at the time of initial notification, the Contractor shall provide the remaining information not later than 20 calendar days after the mishap, unless extended by the AFRC/PKA CO. Mishap notifications shall contain, as a minimum, the following information:

(A) Contract, contract number, name and title of person(s) reporting

(B) Date, time and exact location of accident/incident

(C) Brief narrative of accident/incident (events leading up to the accident/incident)

(D) Cause of accident/incident (if known)

(E) Estimated cost of accident/incident (material + labor to repair/replace)

(F) Nomenclature of equipment and personnel involved in the accident/incident

(G) Corrective actions (taken or proposed)

(H) Other pertinent information

The Contractor shall, in the event of an accidental incident/mishap, take reasonable action to establish control of the incident/mishap scene, prevent further damage to persons or property, and preserve evidence until released by the incident/mishap investigative authority.

4.11 Fire Emergencies. The Contractor personnel shall dial 911 to report fire related emergencies.

4.12 Department of Labor (DoL) Inspection of Contractor Operations. The Contractor is subject to DoL inspections and enforcement by OSHA health and safety officials while performing work on a Government installation. The OSHA health and safety officials may access workplaces on Government installations at any time, scheduled or unscheduled, during regular work hours. The OSHA health and safety officials must meet security requirements to enter restricted or classified areas. The Contractor shall notify the AFRC/PKA CO and AFRC/A1RCOR upon notification of a visit.

4.13 Fire Protection and Prevention Program. All Contractor personnel performing work on properties under jurisdiction of Dobbins AFB GA, Travis AFB CA, and Wright Patterson AFB OH, shall be responsible for fire safety and compliance with all applicable OSHA, State, Air Force, MAJCOM, and base regulations and directives. The Contractor personnel shall attend a contractor's briefing on fire safety prior to any work. The Contractor shall ensure that all Contractor personnel and sub-contractors under their control are briefed on fire prevention practices IAW Dobbins 94th Airlift Wing 32-2001, Fire Protection Operations & Fire Prevention Program, Travis AFBI 32-2001, Installation Fire Prevention Program, and Wright Patterson AFB 32-200, Fire Prevention Program. The Contractor personnel who work on Dobbins AFB GA, Travis AFB CA, and Wright Patterson AFB OH are required to take annual fire prevention refresher training IAW 94th Airlift Wing 32-2001, paragraph 2.4, TAFBI 32- 2001, paragraph 3.4, and WPAFBI 32-2001, 13.1.

4.14 Environmental Management System (EMS).

Environmental Management System (EMS): Contractor/subcontractor personnel who perform work on any Government facility shall comply with the EMS requirements established by the facility. Contractor/subcontractor personnel may be required to complete EMS training prior to beginning work.

5.0 APPENDICES

Appendix A, References -

Name of Publication Sections that Apply

Date of Publication Title of Publication

AFI 31-101 4.8.3.3 05 Jul 17 Integrated Defense

AFMAN 31-113 4.3 02 Feb 15 Installation Perimeter Control

AFI 16-1404 Entirety 29 May 15 Air Force Information Security Program

AFI 31-501 Entirety 01 Aug 00 Personnel Security Program Management

AFI 16-1406 Entirety 25 Aug 15 Industrial Security Program Management

AFI 33-301 1.1 15 Jul 15 Administration Responsibilities and Management

AFI 33-115V1 5.6 02 May 04 Network Operations (NETOPS)

AFI 33-115V2 Entirety 01 Nov 99 Licensing Network Users & Certifying Network Professionals

AFI 17-130 Entirety 19 Mar 18 Cybersecurity Program Management

AFI 33-332 Entirety 12 Jan 15 Air Force Privacy and Civil Liberties Program

AFMAN 33-152 Entirety 01 Jun 12 User Responsibilities and Guidance for Information Systems

AFMAN 33-363 1.4.4 01 Mar 08 Management of Records

AFI 41-126 1.4.5 04 Sep 18 Department of Defense/Veterans Affairs Health Care Resource Sharing Program

AFI 44-109 1.4.5 17 Jul 14 Mental Health, Confidentiality, and Military Law

AFMAN 17-1301 4.2.3 18 May 18 Communication and Information

AFI 44-153 Reference 29 May 14 Traumatic Stress Response

AFI 44-172 Entirety 13 NOV 15 Mental Health

AFI 48-101 6.0 08 Dec 14 Aerospace Medical Operations

AFI 91-202 Entirety 24 Jun 15 The US Air Force Mishap Prevention Program

AFMAN 91-203 Entirety 11 Dec 18 Air Force Occupational Safety, Fire, and Health Standards

Name of Publication Sections that Apply

Date of Publication Title of Publication

AFI 91-204 Entirety 27 Apr 18 Safety Investigation & Reports

AFI 90-505 Entirety 23 Aug 16 Suicide Prevention Program

Travis AFBI 32- 2001 4.13 23 May 17 Installation Fire Prevention Program

Wright Patterson AFB 32-2001 4.13 31 Jul 18 Fire Prevention Program

Dobbins 94th Airlift Wing 32-2001 4.13 17 Aug 15 Fire Prevention Program

OSHA Entirety Occupational Safety and Health Administration Standards (OSHA)

PHAP Emergency contact guidelines Entirety

Health Insurance Portability and Accountability Act

(HIPAA)

4.8.3.6

Privacy Act of 1974 Entirety

DoDM 5200.01V1 Entirety 24 Feb 12 DoD Information Security Program:

Overview, Classification, and Declassification

DoDM 5200.01V4 Entirety 09 May 18 DoD Information Security Program:

Controlled Unclassified Information

DoD 5200.2-R C3.6.15 03 Apr 17 Personnel Security Program

DoD 5200.08-R Entirety 27 May 09 Physical Security Program

DoD 5220.22-M Entirety 18 May 16 National Industrial Security Program Operating Manual & Supplement

DoD 5220.22-R Entirety 01 Aug 18 Department of Defense Industrial Security Program

DoD 5400.11-R Entirety 14 May 07 Department of Defense Privacy Program

DoD Directive

5400.11 Entirety 29 Oct 14 Department of Defense Privacy Program

DoD Directive

8500.1 3i 14 Mar 14 Cybersecurity

DoD Directive

6055.1 E5.1 31 Aug 18 Safety and Occupational Health Program

Appendix B, CDRLs

Document Identifier DID Title PWS

Reference(s)

A001 DI-MGMT-81928 Activity Reports

PWS Para.

1.4.7.4 1.4.12 1.4.12.1

A002 DI-ADMN-81373 Presentation Material

PWS Paras 1.4.8.1 1.4.13 1.4.13.1

A003 DI-MISC-80678 Data Report

PWS Paras 1.4.10.3 1.4.11.1 1.4.11.2

A004 DI-ADMIN-81250B Conference Minutes PWS Para 1.4.14

A005 DI-ENVR-81375 Environmental Health and Safety Plan (HSP) PWS Para 4.9.1

A006 DI-MGMT-80004A Crisis Management Plan PWS Para.

1.4.4

Appendix C, Air Force Reserve Wing Locations:

Maxwell AFB, AL Davis-Monthan AFB, AX Luke AFB, AZ Beale AFB, CA March ARB, CA Travis AFB, CA Buckley AFB, CO Peterson AFB, CO Dover AFB, DE Duke Field, FL MacDill AFB, FL Patrick AFB, FL Tyndall AFB, FL Dobbins ARB, GA Robins AFB, GA Scott AFB, IL Grissom ARB, IN McConnell AFB, KS Barksdale AFB, LA Joint Base Andrews, MD Westover ARB, MA

Minneapolis-St. Paul IAP, ARS MN Keesler AFB, MS Whiteman AFB, MO Joint Base McGuire-Dix-Lakehurst, NJ Niagara IAP, ARS, NY Nellis AFB, NV Seymour-Johnson AFB, NC Wright-Patterson AFB, OH Youngstown-Warren ARS, OH Tinker AFB, OK Pittsburgh IAP, ARS, PA Joint Base Charleston, SC Dyess AFB, TX San Antonio, TX NAS JRB Ft. Worth, TX Hill AFB, UT Joint Base Langley-Eustis, VA Joint Base Lewis-McChord, WA