PWS PM Admin Analyst Support 10-27-11.pdf

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ATTACHMENT 3.

AIR FORCE MEDICAL SERVICE

PERFORMANCE WORK STATEMENT

FOR

AIR FORCE MEDICAL SERVICES

PROGRAM MANAGER, ADMINISTRATIVE ASSISTANT AND ANALYST SUPPORT

20 October 2011

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TABLE OF CONTENTS

Page

1.0 DESCRIPTION OF SERVICES 3

1.1 Background 3

1.2 Scope 3

1.3 Acronyms 3

2.0 SUMMARY OF REQUIREMENTS 5

2.1 Description of Duties 5

2.2 General Contractor Personnel Requirements 10

2.3 Services Summary 13

2.4 Government Furnished Support 13

2.5 Security Requirements 13

2.6 Travel 13

2.7 Deliverables 13

2.8 Data Reporting Requirements 13

3.0 QUALITY CONTROL PLAN 15

4.0 NON PERSONAL SERVICES 15

5.0 CONTRACTOR IDENTIFICATION 15

6.0 HOURS OF OPERATION 15

7.0 APPENDICES 16

7.1 APPENDIX A: Health Insurance Portability & Accountability Act (HIPAA) of

1996 17

7.2 APPENDIX B: HQ USAF/SG Organizational Conflict of Interest (OCoI) 22

7.3 APPENDIX C: HQ USAF/SG Non-Disclosure Agreement 25

7.4 APPENDIX D: Customer Complaint Record 28

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1.0 DESCRIPTION OF SERVICES:

1.1 Background: The mission of the Air Force Medical Services (AFMS) is to support Department of Defense (DoD) health professionals in optimizing the health and wellness of their populations through appropriate, effective and efficient healthcare practices and service delivery.

The AFMS provides military readiness support through management of various programs directly and/or indirectly engaged in providing healthcare to all service members and their dependents. The Air Force Medical Services (AFMS) through AFMOA is coordinating with all USAF Major Commands and DoD Medical Training Facilities (MTFs) to continue and improve established healthcare programs and initiatives.

1.2 SCOPE: In order to achieve success in this multi-task oriented requirement, the Air Force will award an Indefinite Delivery Indefinite Quantity (IDIQ) type contract. This Performance Work Statement (PWS) briefly describes the services that will be required. Specific service requirements will be provided with a separate detailed task order PWS. This contract shall support the AFMOA mission by providing a full range of non-personal services to support Program Management, Project Assistance, Administrative Assistance and Manning Assistance of AFMOA healthcare related programs.

1.3 ACRONYMS

DEFINITIONS AND ACRONYMS

ACRONYM DEFINITIONS

ADP Automated Data Processing AF Air Force AFI Air Force Instruction AFJI Air Force Joint Instruction AFMOA Air Force Medical Operations Agency AFMAN Air Force Manual AFMS Air Force Medical Service

AFPC Air Force Personnel Center

AFRIMS Air Force Records Information Management System

AIS Automated Information System ANAM Automated Neuropsychological Assement Model ASIMS Aeromedical Services Information Management System CAC Computer Access Card CBAD Clinical & Business Analysis Division CDRL Contractor Data Requirements Lists CFR Code of Federal Regulations CO Contracting Officer CONUS Continental United States COR Contracting Officer Representative

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CS Customer Service DMHRSI Defense Medical Human Resources System Internet DoD Department of Defense DoDD Department of Defense Directive DoDSER DoD Suicide Event Report DTS Defense Travel System EAS Expense Assignment System EAS Expense Assignment System EGL Executive Global Look EPR Enlisted Performance Report FAR Federal Acquisition Regulation GFI Government Furnished Information

HIPAA Health Insurance Portability and Accountability Act of 1996

HQ USAF/SG Headquarters United States Air Force Surgeon General IM/IT Information Management/Information Technology JTR Joint Travel Regulation MAJCOM Major Command MEPRS Medical Expense Performance Reporting System MES Mission Essential Services MHS Military Health System MILPDS Military Personnel Data System MTF Medical Treatment Facility NACI National Agency Check and Inquiries NCAT Neurocognitive Assessment Tool NCO Non Commissioned Officer NDA Non-Disclosure Agreement OASD(HA) Office of Assistant Secretary of Defense for Health Affairs OCI Organizational Conflict of Interest OCONUS Outside the Continental United States OPM Office of Personnel and Management OPR Officer Performance Report PA Privacy Act PIF Personnel Information Files PM Program Manager POC Point of Contact POP Period of Performance PRF Promotion Recommendation Form PWS Performance Work Statement QCP Quality Control Plan

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RDS Records Disposition Schedule RIP Reports on Individual Personnel

RVU Relative Value Unit

RWP Relative Weighted Product

SAF Secretary of the Air Force SAV Staff Assistant Visit SDA Service Delivery Assessment SI Sensitive Information SME Subject Matter Expert SWG Survey Working Group TDY Temporary Duty UBO Uniform Business Office VTC Video Tele Conference WAPS Weighted Airman Promotion System WPM Words Per Minute

2.0 SUMMARY OF REQUIREMENTS.

2.1 DESCRIPTION OF DUTIES

2.1.1 Administrative Assistant Level I. Administrative Assistant Level I provides administrative, general clerical, technical and documentation support for the organization including a wide variety of recurring and nonrecurring correspondence, reports, forms and other documents to include staff summary sheets; using a variety of advanced word processing techniques to check documents for proper format, grammar and spelling, finalizing presentations for printing and signature, and distribution of completed products via printed or electronic formats; maintain day-to-day operational support of the organization by receiving and screening tasks for clarity and completeness; assists management with identifying, assigning and tracking status of assigned tasks; maintains supervisor’s calendar, coordinates meeting arrangements, and schedules meetings and/or conferences.

2.1.1.1 QUALIFICATIONS. Administrative Assistant Level I personnel shall be able to demonstrate their expertise through experience as reflected below:

2.1.1.1.1 Must be a fully qualified typist capable of typing a minimum of 40 words per minute (WPM).

2.1.1.1.2 Minimum of two (2) years experience within the last five (5) years working with DoD and Air Force policies and procedures.

2.1.1.1.3 Minimum of two (2) years experience within the last five (5) years preparing, monitoring, controlling, and processing written and electronic communications from creation to final disposition.

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2.1.1.1.4 Minimum of two years experience within the last three years with AF personnel systems such as MILPDS and DMHRSI and be knowledgeable and proficient in the use of these systems.

2.1.1.1.5 Must be able to correct grammar, spelling, punctuation, capitalization, and format to prepare and edit written correspondence and reports.

2.1.1.1.6 Proficient in Microsoft Office software. Able to use various programs, such as Word, Excel, Access, PowerPoint, and Project to generate various products (i.e., tables of contents, import graphs or databases, create glossaries, align multiple columns, print document, identify files or make other notations at the top or bottom of each page, and create form letters and automatically merging these with mailing lists).

2.1.1.1.7 Minimum of one year experience within the last three years, working with the Defense Travel System.

2.1.1.1.8 Minimum of one year experience in reviewing and editing military forms and documents such as OPRs, EPRs, PRFs, Staff Summary Sheets, Decorations, and Memorandums For Record.

2.1.1.1.9 Minimum of one year experience with establishing and maintaining office file plans.

2.1.2 Administrative Assistant Level II. Administrative Assistant Level II provides administrative, general clerical, technical and documentation support for the organization including a wide variety of recurring and nonrecurring correspondence, reports, forms and other documents to include staff summary sheets; using a variety of advanced word processing techniques to check documents for proper format, grammar and spelling, finalizing presentations for printing and signature, and distribution of completed products via printed or electronic formats; maintain day-to-day operational support of the organization by receiving and screening tasks for clarity and completeness; assists management with identifying, assigning and tracking status of assigned tasks; maintains supervisor’s calendar, coordinates meeting arrangements, and schedules meetings and/or conferences.

2.1.2.1 QUALIFICATIONS. Administrative Assistant Level II personnel shall be able to demonstrate their expertise through experience as reflected below:

2.1.2.1.1 Minimum of 2 years experience within the last five (5) years working DoD and Air Force policies and procedures related to Assignment programs.

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2.1.2.1.2 Minimum of 2 years experience within the last five (5) years working with and using the Military Personnel Data System (MilPDS) and Microsoft Office applications.

2.1.2.1.3 Minimum of 2 years experience within the last five years preparing, monitoring, controlling, and processing written and electronic communications from creation to final disposition is critical or comparable experience is desired.

2.1.2.1.4 Proficient in Microsoft Office software. Able to use various programs, such as Word, Excel, Access, PowerPoint, and Project to generate various products (i.e., tables of contents, import graphs or databases, create glossaries, align multiple columns, print document, identify files or make other notations at the top or bottom of each page, and create form letters and automatically merging these with mailing lists).

2.1.3 Administrative Assistant Level III. The Administrative Assistant Level III supports the program manager in the planning, programming and execution of all projects and associated activities to include assisting the program manager with programming inputs (manpower and financial) for the Division; assists in the development of training curricula;

interacts with the staff at all levels to understand unique organizational requirements and helps develop strategies to support and prioritize requirements; assists the program manager with interpretation and implementation of various policy, regulation, directives, and guidance from Headquarters Air Force; helps coordinate Temporary Duty (TDYs); Travel to various CONUS locations in support of the program; coordinate conferences, hotel arrangements/bookings, conference rooms, travel orders, offsite events and requirements for audio-visual support at meetings and conferences; uses various and advanced functions of word processing and PowerPoint; function as the transcriptionist for all program meetings.

2.1.3.1 QUALIFICATIONS Administrative Assistant Level III personnel shall be able to demonstrate their expertise through a combination of education and experience as reflected below:

2.1.3.1.2 Must be a fully qualified typist capable of typing a minimum of 40 words per minute.

2.1.3.1.3 Must have a minimum of a Bachelor’s Degree in a business or related field (e.g., business administration, computer information systems, finance, healthcare, economics, health management, etc.).

2.1.3.1.4 Minimum of two (2) years experience working with Air Force Medical System’s databases and models within the last five (5) years.

2.1.3.1.5 Minimum of two (2) years experience within the last five years working in a healthcare related field

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2.1.3.1.6 Proficient in Microsoft Office software. Able to use various programs, such as Word, Excel, Access, PowerPoint, and Project to generate various products (i.e., tables of contents, import graphs or databases, create glossaries, align multiple columns, print document, identify files or make other notations at the top or bottom of each page, and create form letters and automatically merging these with mailing lists).

2.1.4 Program Manager Level III. Program Manager Level III assists in management and oversight of assigned program. Provides analytical support for the AFMS on the assigned program; Provides analytical support to maintain timely/accurate/consistent program support; serves as temporary backup support for the Uniform Business Office (UBO);

provides consultation, direction and training to executive/senior leadership on assigned program; Subject Matter Expert (SME) to the Chief, Business Operations on all program issues and provides input to Air Staff in matters related to policy, metrics, and concerns from the field; assists in all aspects of the management of the assigned program; assists in the conduct of Staff Assistant Visits (SAVs) to assess the effectiveness of assigned program;

assists in interpreting, implementing, and disseminating procedural material, program management policies, practices as they relate to the assigned program command wide.

2.1.4.1 QUALIFICATIONS. Program Manager Level III personnel shall be able to demonstrate their expertise through a combination of education and experience as reflected below:

2.1.4.1.1 Must have a minimum of a Bachelor’s Degree in a business or related field (e.g., business administration, computer information systems, finance, healthcare, economics, health management, etc.)

2.1.4.1.2 Fifteen years or more direct program related experience can be a substitute for the education requirement.

2.1.4.1.3 Five (5) years total experience working in a healthcare customer/service organization.

2.1.4.1.4 Minimum of one (1) year of experience working in a healthcare customer/service organization within the last three (3) years.

2.1.4.1.5Minimum of three (3) years experience within the last five (5) years in a program related field. The Program manager will train MTF personnel on the assigned program, AFMS-wide.

2.1.4.1.6 Minimum of three (3) years experience within the last five (5) years working in personnel, workload, and financial reconciliation.

2.1.4.7 Minimum of three (3) years experience within the last five (5) years working with database(s)/tools related to the assigned program.

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2.1.4.8 Minimum of three (3) years experience within the last five (5) years working with the analytical support for the Business Plan and Financial Plan.

2.1.4.9 Minimum of three (3) years experience within the last five (5) years working with analytical data and converting data into graphical presentations (e.g., power point) and word documents to include the ability to clearly interpret/present the data to others in a concise/informative manner.

2.1.4.10 Proficient in Microsoft Office software. Able to use various programs, such as Word, Excel, Access, PowerPoint, and Project to generate various products (i.e., tables of contents, import graphs or databases, create glossaries, align multiple columns, print document, identify files or make other notations at the top or bottom of each page, and create form letters and automatically merging these with mailing lists).

2.1.5. Analysts Level III. Develops metrics to measure the accuracy and variance of all assigned program personnel, workload, and financial data reported by AF MTF Program Managers, as directed by the Program Director; posts program metrics to the Program website; ensures program data variance is reported and program manager feedback is received and identified on the program Early Warning and Control System (EWACS);

ensures all variance is reported to the Program Director; reconciles program codes used on all program associated AF MTF automated systems at the beginning of each fiscal year and quarterly throughout the fiscal year; provides consultation, direction, and training to AF MTF Managers to correct all data variance found to be inaccurate, and prevent inaccurate reporting; provides analytical reach-back support to MAJCOMs regarding program data, as directed by the Program Director; provides analytical support to all AFMS Functional Areas regarding program data, including Relative Value Unit (RVU) and Relative Weighted Product (RWP) analyses, as directed by the Program Director; provides overall program support to the Program Director and Program Managers; assists in the conduct of Staff Assistant Visits (SAVs) to assess the effectiveness of the program at the MTF level;

provides consultation, direction, and training on personnel, workload, and financial reconciliations to the MTF Managers; attends meetings as required.

2.1.5.1 QUALIFICATIONS. Analysts Level III personnel shall be able to demonstrate their expertise through a combination of education and experience as reflected below:

2.1.5.1.1 Must have a minimum of a Bachelor’s Degree in a business or related field (e.g., business administration, computer information systems, finance, healthcare, economics, health management, etc.)

2.1.5.1.2 Fifteen years or more direct specific program experience can be a substitute for the education requirement.

2.1.5.1.3 Fifteen years or more direct MEPRS experience can be a substitute for the education requirement.

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2.1.5.1.4 Minimum of three (3) years experience within the last five (5) years in medical expense accounting.

2.1.5.1.5 Minimum of three (3) years experience within the last five (5) years in medical expense accounting. The Analyst will train program personnel, AFMS-wide.

2.1.5.1.6 Minimum of three (3) years experience within the last five (5) years working in personnel, workload, and financial reconciliation.

2.1.5.1.7 Minimum of three (3) years experience within the last five (5) years working with analytical data, and converting data into graphical presentations (e.g., Microsoft Access, Excel, Power point, Word) to include the ability to clearly interpret/present the data to others in a concise/informative manner.

2.1.5.1.8 Minimum three (3) years experience within the last five (5) years working with the Expense Assignment System (EAS) Repository to support field on use of this tool as it pertains to MEPRS related issues.

2.2 GENERAL CONTRACTOR PERSONNEL REQUIREMENTS: The contractor shall provide personnel that meet the following standards:

2.2.1 ENGLISH LANGUAGE REQUIREMENT. On site contract personnel shall read, understand, speak and write in English.

2.2.2 EMPLOYEES. The contractor shall not employ persons for work on this contract if such employee is identified to the contractor as a potential threat to the health, safety, security, general well-being or operational mission of the installation and its population. All contractor personnel shall attend a scheduled newcomer’s orientation within two months of employment. The Government shall assist in scheduling.

2.2.3 Contractor shall be responsible for Personnel Security. Documentation required for security certification shall be the responsibility of the contractor and the client organization.

Contractor personnel must have a National Agency Check and inquiries (NACI) investigation accomplished prior to beginning work. The contractor shall provide documentation received from the appropriate Government agency as to the verification of contract personnel’s NACI certification. In case the certification has been requested but not received, the contractor may provide documentation on any contractor employee where certification has been requested.

2.2.4 Work performed under the contract is unclassified, however the technical and medical privacy data used within the scope of this contract requires adherence to security/privacy requirements imposed by the Government, Department of Defense (DoD) and AF. The contractor shall handle and protect all data as directed and implemented by the AFMOA

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2.2.5 Contractor personnel shall not release any personnel or medical/patient information to include patient/person-level content with personal health information, during the course of this contract. Information shall be treated IAW the following:

2.2.6 FOR OFFICIAL USE ONLY in accordance with the Privacy Act of 1974 (5 U.S.C. § 552a), which includes Public Law 100-503, Department of Defense Directive (DoDD) 5400.11, and DoD 5400.11-R.

2.2.7 FOR OFFICIAL USE ONLY in accordance with the Health Insurance Portability and Accountability Act of 1996 (Public Law 104-191), which includes DoD 6025.18-R and is FOR OFFICIAL USE ONLY. (Appendix A)

2.2.8 Contractor shall provide to the Contracting Officer Representative (COR) within 10 days after contract award, a signed Organizational Conflict of Interest. (Appendix B).

2.2.9 Contractor shall provide to the COR within 10 days after contract award signed Non- Disclosure Agreements for each contract employee. (Appendix C).

2.2.10 Contractor shall provide patient information only to Government employees, Government contractors and subcontractors having a need-to-know such information in the performance of their duties for this project.

2.2.11 The contractor shall keep the COR abreast of issues dealing with the security clearances and/or certifications. No foreign national candidates shall be utilized within the scope of this contract without prior approval of the Government (the COR will contact local Foreign Disclosure Officer for guidance).

2.2.12 Contractor shall comply with DoD Directive 8570.1M, Information Assurance Workforce Improvement Program-May 15, 2008 Change 1, DoD Instruction 8500.2, Privacy Act Program Requirements (DoD 5400.11) and Personnel Security Program Requirements (5200.2- R).

2.2.13 Contractor shall be responsible for ensuring personnel security to include, but not limited to, meeting the following requirements:

• Initiate, maintain and document minimum personnel security investigations appropriate to the individual’s responsibilities and access to DoD Sensitive Information (SI).

• Immediately report to the COR or CO if any contractor employee filling a sensitive position receives an unfavorable National Agency Check and Inquiries (NACI) adjudication, or if information that would result in an unfavorable NACI becomes available. Notify the COR, Contracting Officer (CO) and Security Office within 1 business day if at any time a contractor employee has privileges revoked to a DoD data or system data because of security concerns.

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• Immediately deny access to any automated information system (AIS), network or MHS SI information to the contractor employee if, at any time, the individual receives an unfavorable NACI adjudication, or if directed to do so by the appropriate government representative for security reasons.

• Ensure that all contractor personnel receive information assurance (IA) training before being granted access to DoD AISs/networks and/or MHS Sensitive Information (SI).

• Ensure all contractor personnel are designated as Automated Data Processing (ADP)/ Information Technology (IT)-I, ADP/IT-II, or ADP/IT-III where their duties meet the criteria of the position sensitivity designations. The employee shall be required to complete and submit the SF 85P, “Questionnaire for Public Trust Positions,” fingerprint forms and such other documentation as may be required by the Office of Personnel Management (OPM) to open and complete investigations. The mailing address is: U.S.

Office of Personnel Management, Investigations Services, P.O. Box 618, Boyers, PA 16018-0618.

2.2.14 Physical Security: The Contractor shall be accountable for control of Government property IAW Air Force Joint Instruction (AFJI) 31-102, Physical Security. The Contractor is also responsible for the protection of any contractor-owned equipment or supplies brought onto the installation IAW AFJI 31-102, Physical Security. Further, the Contractor shall not remove any Government property from the place of performance.

2.2.15 Installation Entry: The Contractor shall comply with established security procedures for entering the installation and its facilities to include any special security procedures that may be established for entry to Restricted Areas or mission essential or vulnerable areas.

2.2.16 Denial of Entry: Government reserves the right to terminate entry of any contractor employee upon disclosure of information that indicates the individual’s continued entry to the installation is not in the best interest of the national security. Additionally, violation of or deviation from established security procedures by contractor employees may result in confiscation of identification media and denial of future entry to the installation.

2.2.17 The Contractor shall provide a Point of Contact (POC) for tasking, who shall be responsible for the performance of the work. The point of contact shall have full authority to act for the Contractor on all matters relating to the daily operation of this contract. The Contractor shall designate this individual, in writing, to the CO and the COR before the contract start date.

An alternate may be designated, but the Contractor shall identify those times when the alternate shall be the primary point of contact. The Government has no preference to on-site or off-site PM Point Of Contact (POC).

2.2.18 Conduct of Contractor Personnel:

• Contractor personnel shall be required to observe all base and facility parking, safety and traffic regulations that apply to all facility employees.

• Alcoholic beverages on the job are prohibited.

• There shall be no loud, profane or abusive language used on the job.

• Respect for and the welfare of the visitors shall be mandatory at all times.

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• Contract personnel shall present a neat well-groomed professional appearance. Neat, clean, casual business attire clothing shall be worn.

2.2.19 Notification of Discontinuance of Current Contract Support Personnel: The contractor shall, whenever possible, provide the Government two-week notice prior to loss of current contractor employee. The contractor shall assist the Government in a smooth transition of services when a change of personnel is necessary, whether due to contractor personnel’s notice of discontinuance of service or by Government cancellation of the task order. The transition service shall entail providing familiarization, on-the-job training and appropriate documentation required by replacement personnel. This transition service shall be provided to the replacement personnel, whether that person belongs to the current contractor, another contractor or is a Government employee.

2.2.20 Vacated positions must be filled within 20 working days after the position is vacated. The contractor must provide a resume to the Program Manager within 5 work days after a position is vacated. The contractor must fill the vacated position no later than 10 working days after the Program Manager has reviewed the replacement candidate’s resume.

2.3 SERVICES SUMMARY: The Services Summary will be cited in each individual task order

PWS.

2.4 GOVERNMENT FURNISHED SUPPORT: Government will provide the necessary facilities, supplies, and equipment for the conduct of this work.

2.5 SECURITY REQUIREMENTS: N/A

2.6 TRAVEL: Travel requirements will be cited in each individual task order PWS.

2.7 DELIVERABLES: Deliverables will be cited in each individual task order PWS.

2.8 DATA REPORTING REQUIREMENTS

2.8.1 Monthly Status/Financial Report.

2.8.1.1 The contractor shall prepare and submit a monthly status/ financial report identifying all tasks performed, status, issues, and anticipated actions consistent with performance work statement (PWS).

2.8.1.2 One hard copy of this report shall be submitted to the Contracting Officer (CO) and an electronic copy to the COR and program manager by the tenth working day of the month following the end of the reporting period.

2.8.1.3 Specific content of the report shall be coordinated with the COR and delivered in an electronic format mutually agreed by the contractor and the Government.

2.8.1.4 The report shall include the following items:

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Contract number Contractor name Period covered by report Management Issues Summary description of activities and accomplishments during the report period Description of problems and issues encountered during the report period Work to be accomplished during the following reporting period Status of open problems or issues identified in previous monthly report(s)Problem solutions/recommendations

Trend Analysis Any additional information the contractor deems beneficial in assisting the

AFMS leadership in the management of the AFMS FHI program.

2.8.1.5 This report shall also keep the Government informed of all funds expended.

2.8.2 OTHER DATA REQUIREMENTS. In addition to the monthly status reports, the contractor shall provide the following data deliverables:

2.8.2.1 Activities log will be submitted monthly with the monthly status report.

2.8.2.2 If travel is required and authorized, submit request for travel authorization a minimum of ten working days prior to trip unless notification was received after that period.

2.8.2.3 If travel is conducted, submit travel vouchers with invoices and any trip reports to the COR within five (5) working days after the trip, if requested.

2.8.2.4 If Project Status, Technical Reports, Briefings, Planning Charts, Customer Complaint forms, etc. are required, submit as specified within the specific task order PWS Description of Duties. Any draft copies and final copies will be delivered both electronically and one hard copy to the COR as required.

2.8.2.5 If Presentations are required, submit as specified within the specific task order PWS Description of Duties. Any draft copies and final copies will be delivered both electronically and one hard copy to COR in accordance with project milestones.

2.8.2.6 If Project Planning charts with input from COR and program manager are required, submit as specified within the specific task order PWS Description of Duties. Any draft copies and final copies will be delivered both electronically and one hard copy to COR in accordance with project milestones.

2.8.2.7 Customer complaints received by contractor and or Government must be provided to the COR/program manager within 48 hours of the receipt. The COR/program manager will determine whether the complaint needs to be elevated to a higher level for resolution.

Complaints should be recorded on the Customer Complaint Record. (Appendix D)

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3.0 QUALITY CONTROL PLAN: The Contractor is responsible for Contract Management and Quality Control, not The Government.

3.1 The Contractor shall be responsible for quality control (QC) for all work accomplished during the performance of this contract. All work shall be accomplished using the best commercial practices and be within the Government guidelines. Work and documentation produced by the contract personnel will be regularly reviewed by the COR.

3.2 Quality Control (QC) Plan. The contractor shall provide to the COR a Quality Control Plan within 10 working days after contract award and any updates thereafter.

3.3 Positive incentives as a result of performance that continually exceeds the performance objectives as outlined in the PWS may result in reduced surveillance and favorable Contractor Performance Assessment Reports (CPAR). Negative performance incentives include re-performance of the defective service in accordance with the Inspection of Services clause, reduction of fee/price, negative CPAR reporting and/or increased surveillance.

4.0 NON PERSONAL SERVICES: The Government will neither supervise contractor employees 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 employees. It shall be the responsibility of the contractor to manage its employees and to guard against any actions that are of the nature of personal services, or give the perception of personal services. If the contractor feels that any actions constitute, or are perceived to constitute personal services, it shall be the contractor’s responsibility to notify the CO immediately. 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 programs supported by the contractor shall be the sole responsibility of the Government.

5.0 CONTRACTOR IDENTIFICATION: All contractor/subcontractor personnel shall wear a Government identification badge at all times while performing under this effort. When attending meetings and/or answering phones or via electronic mail, the contractor/subcontractor personnel shall identify themselves as a contractor employee to avoid situations arising where sensitive topics might be better discussed solely between Government employees.

Contractors/subcontractors shall identify themselves on any attendance sheet or any coordination documents they may review. Electronic mail signature blocks shall identify their company affiliation. Where practicable, contractor/subcontractors occupying collocated space with their Government program customer should identify their work space area with their name and company affiliation or as a minimum “Contractor” after name.

6.0 HOURS OF OPERATION: Normal business hours are eight hours a day from the hours of 7:30 AM through 4:30 PM CST, Monday through Friday. From time to time, contractor may be requested to work an extended workday to complete tasks. Such work is not considered overtime. After consulting with COR, contractor shall adjust workdays as necessary to ensure that each work week does not exceed 40 hours. The use of overtime is not authorized by this contract.

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6.1 Government agencies may not be available during scheduled holidays, inclement weather, weekends, after duty hours, or AF down days. All chargeable work will be directly attributable to the task being performed by the individual.

6.2 GOVERNMENT HOLIDAYS. The following Government holidays are normally observed by Government personnel: New Year’s Day, Martin Luther King’s Birthday, Memorial Day, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day, Christmas Day, President’s Day and any other day designated by Federal Statute, Executive Order, and/or Presidential Proclamation.

6.3 PLACE OF PERFORMANCE. All positions will be located within the San Antonio, Texas area including but not limited to Lackland AFB, Port San Antonio, and Randolph AFB.

7.0 APPENDICES

7.1. APPENDIX A. Health Insurance Portability and Accountability Act (HIPAA) of

7.2. APPENDIX B. HQ AFMOA Organizational Conflict of Interest

7.3. APPENDIX C. HQ USAF/SG Non-Disclosure Agreement

7.4. APPENDIX D. Customer Complaint Record

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APPENDIX A

HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT (HIPAA) OF

HIPAA is comprised of several different sections, each to be implemented by the Dept. of Health and Human Services. The medical facilities of the military services and the DOD health plans are specifically listed as covered by HIPAA. Currently, HIPAA Privacy and Security Rules, as set forth in the Code of Federal Regulations, are in effect for all MTFs. The specific implementation of HIPAA Privacy for DOD medical facilities is set forth in DOD 6025.18-R, and for HIPAA Security, the requirements for AF MTFs are contained in DOD 8580.02-R and AFI 41-217, which also contains additional Information Assurance requirements for all AF MTFs. DOD 6025.18-R, DOD 8580.02-R and AFI 41-217 are incorporated herein by reference.

MTFs are responsible to insure overall compliance with HIPAA requirements, which includes incorporation of certain requirements in contracts entered or amended after the respective implementation dates.

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

Introduction

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

General Use and Disclosure Provisions

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

Specific Use and Disclosure Provisions

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

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

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

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

Obligations of the Government

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

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

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

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

Permissible Requests by the Government

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

Termination

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

(b) Effect of Termination.

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

(2) If this contract does not have records management requirements, except as provided in paragraph (3) of this section, upon termination of this Contract, for any reason, the Contractor shall return or destroy all Protected Health Information received from the Government, or

Page | 21 created or received by the Contractor on behalf of the Government. This provision shall apply to Protected Health Information that is in the possession of subcontractors or agents of the Contractor. The Contractor shall retain no copies of the Protected Health Information.

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

Miscellaneous

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

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

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

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APPENDIX B. HQ USAF/SG ORGANIZATIONAL CONFLICT OF INTEREST

ORGANIZATIONAL CONFLICT OF INTEREST

Revised: 30 Aug 2007

The purpose of this clause is to accomplish the following three objectives: (1) to inform prospective Offerors that AFMOA presumes that award of this contract or task order may give rise to real or apparent OCIs with respect to other requirements or contracts within AFMOA or the AFMS; (2) to assist current contractors and prospective Offerors in developing their own business strategies regarding participation in AFMOA or AFMS requirements and in identifying and, where possible, avoiding or mitigating against OCIs; and (3) to ensure that all current contractors and prospective Offerors are afforded the maximum practicable opportunity to compete for all AFMOA and AFMS requirements consistent with the restrictions required under FAR Subpart 9.5, Government Accountability Office (GAO) or Court of Federal Claims (COFC) decisions, and sound business practices.

The Contractor and all of its agents (including officers, managers, employees, consultants, and subcontractors) will fully comply with the Special Terms and Conditions Organizational Conflict of interest (OCI) required for efforts in support of AFMOA activities. Contractor will ensure that all confidential and sensitive information will be fully protected. Such information will include, but not be limited to, all source selection sensitive information, government plans or strategies, and all proprietary information of other companies during contract performance. The disclosure of information shall not constitute a grant of any species of right, title, interest, or property in or to said information.

The Contractor understands and appreciates the absolute need to prevent conflicting roles that could or may bias its support to the AFMOA office and its AF-wide responsibilities. To ensure that any support provided by the Contractor, its personnel, or its agents, is free of any bias in judgment or objectivity and to preclude the Contractor, its personnel, or its agents, from any unfair competitive advantage in current or future acquisitions, the Contractor will implement the following:

Organizational Isolation Company Wide Policy Implementation Non-Disclosure Agreements

Contractor participation in a requirement or contract with AFMOA programs may give rise to an unfair competitive advantage in other AFMOA procurement actions because of access to advance acquisition planning, source selection sensitive or proprietary information. Furthermore, contractor participation in one area may give rise to a real or apparent loss of contractor impartiality and objectivity where its advisory or planning assistance in one area potentially affects its present or future participation in another area.

For purposes of identifying, avoiding and/or mitigating against OCIs, AFMOA will examine all its requirements and acquisitions for potential OCI or ethical problems, regardless of the

Page | 23 cognizant contracting activity (e.g., 773 ESS/PK, VA, GSA, other agency Multiple Award Schedules, etc.) or the type of contract vehicle used (e.g., FSS order, Multiple Award ID/IQ Contracts, BPAs, FAR Part 15 competitively awards, etc.).

An Offeror/Contractor wishing to submit an offer for this procurement, or any Offeror/Contractor which provides or previously has provided support to AFMOA, must include the following as part of its offer:

Perform a comparative analysis of the potential new work against all current and previous work performed in support of AFMOA. The comparative analysis must be included in the proposal for the new work, and must include a statement certifying whether the contractor believes that its performance of the proposed new work would create a real or apparent OCI.