HAF_Workflow_Team_Management_--_PWS_-25_June_13.pdf

HEADQUARTERS AIR FORCE (HAF)

PERFORMANCE WORK STATEMENT

FOR

HAF Workflow Team Management

25 June 2013

TABLE OF CONTENTS

PAGE

1.0 Description of Services

1.1 Background 3

1.2 Scope 3

1.3 Definitions 3

1.4 Acronyms 4

2.0 Summary of Requirements

2.1 Specified Tasks and Responsibilities 7

2.2 Knowledge/Experience Requirements 10

2.3 General Requirements 11

3.0 Services Summary

3.1 Measurable Terms 14

4.0 Deliverables

4.1 Deliverables 15

4.2 Monthly Status Report 16

4.3 Quality Control 16

4.4 Other Reports 17

4.5 Weekly Forecast 17

4.6 Contract Award Kickoff Meeting 17

5.0 Government/Contractor Property 18

6.0 Security 18

7.0 Non-Personal Services 18

8.0 Contractor Identification 19

9.0 Hours of Operation 19

10.0 Place of Performance 19

11.0 Period of Performance 20

12.0 References 20

13.0 Appendices

13.1 APPENDIX A. HIPAA Statement (1996) 21

13.2 APPENDIX B. HQ AFMSA Organizational Conflict of Interest 25

13.3 APPENDIX C. HQ USAF/SG Non-Disclosure Agreement 28

13.4 APPENDIX D. Customer Feedback Form 30

13.5 APPENDIX E. Customer Complaint Record 31

13.6 APPENDIX F. Contractor Full-Time Equivalent Reporting 35

13.7 APPENDIX G. Weekly Forecast Template 36

13.8 APPENDIX H. Monthly AF/SG Publication Status Report Template 37

13.9. APPENDIX I. Monthly Overdue Task Report Template 38

13.10. APPENDIX J. Monthly Status Report Template 39

1.0 DESCRIPTION OF SERVICES.

1.1 Background. The purpose of this non-personal service with documentation deliverables is to acquire Program Management and support services for publication management in conjunction with the workflow management functions of the Executive Services, U.S. Air Force Surgeon General

(AF/SG).

1.2 Scope. The contractor shall provide program management and support services to successfully execute the AF/SG Workflow and Publication Management functions. The Workflow Management Team (WMT) is located in the Directorate of Executive Services (SGE) at Falls Church, VA. The WMT supports the Office of the Air Force Surgeon General (HQ USAF/SG) in receiving, tasking, prioritizing, tracking, staffing and archiving all correspondence delivered to and signed by the Secretary of the Air Force (SecAF) (SAF), Chief of Staff of the Air Force (CSAF), AF/SG, Air Force Deputy Surgeon General (AF/DSG), and Director of Staff (DS).

The WMT also manages all correspondence and sets appropriate suspense dates for inquiries received from agencies outside the SG Office to include Members of Congress, Secretary of Defense, Joint Staff, Major Commands (MAJCOM), Forward Operating Agencies ( FOA), Direct Reporting Units (DRU) and agencies within the National Capital Region (NCR). Additionally, WMT provides task management support for over 500 active duty military and civilian personnel assigned to the AF/SG portfolio. The WMT delivers products that have the highest visibility, sensitivity and importance to AF/SG leadership. Issues are often characterized by unusual demands due to extraordinary public interest considerations, interagency and congressional impact and require the participation and support of others. The WMT interprets policies and programs, develops a range of alternatives and often is required to accomplish several phases of complex projects concurrently or sequentially. Problems are often undefined at the outset, necessitating in-depth analysis of issues, approaches, alternatives and sensitivities. New concepts may be needed to resolve unusual situations.

1.3 Definitions.

“Advisory and Assistance Services” means those services provided under contract by nongovernmental sources to support or improve organizational policy development; decision-making; management and administration; program and/or project management and administration;

or Research and Development (R&D) activities. It can also mean the furnishing of professional advice or assistance rendered to improve the effectiveness of federal management processes or procedures (including those of an engineering and technical nature). In rendering the foregoing services, outputs may take the form of information, advice, opinions, alternatives, analyses, evaluations, recommendations, training and the day-to-day aid of support personnel needed for the successful performance of ongoing federal operations.

“Down Day”, “Training Day” or “Family Day” is a day that military leadership designates as a minimal manning/liberal leave day for Federal Civil Service and Military personnel.

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

“Individual” has the same meaning as the term “individual” in 45 CFR 160.103 and shall include a person who qualifies as a personal representative in accordance with 45 CFR 164.502(g).

“Onsite” refers to services provided within government provided facilities.

“Other Direct Costs” means materials other than service /labor provided under this contract, to include professional texts/references, manuals, conference/program preparation materials and travel.

“Performance Work Statement (PWS)” means a statement of work for performance-based acquisitions that describes the required results in clear, specific and objective terms with measurable outcomes.

“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 160.103 limited to the information created or received by the contractor from or on behalf of the Government pursuant to the contract.

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

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

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

“Services Summary” (SS) or “Acceptable Quality Levels” (AQL) means the minimum level of acceptable performance that the contractor must meet and still be considered a satisfactory performer.

1.4 Acronyms.

ACRONYM DEFINITION

ADP Automatic Data Processing AF Air Force AF/DSG Air Force/Deputy Surgeon General AF/SG U.S. Air Force Surgeon General AFB Air Force Base AFCESA AF Civil Engineer Support Agency AFDPO Air Force Departmental Publishing Office AFI Air Force Instruction AFIMPT AF Information Management Publishing Tool AFIOH AF Institute for Operational Health AFMOA Air Force Medical Operations Agency AFMS Air Force Medical Service AFMSA Air Force Medical Support Agency AFPD Air Force Policy Directive AFRIMS Air Force AF Records Information Management Systems ANG Air National Guard

ANSI American National Standards Institute AO Action Officer AQL Acceptable Quality Levels AVCSAF Assistant Vice Chief of Staff of the Air Force CAC Common Access Card CFR Code of Federal Regulations CFS/I/P/M Contractor Furnished Services/Information/Property/Material CO Contracting Officer COCOM Joint Combatant Command CONUS Continental United States COR Contracting Officer’s Representative CPAR Contractor Performance Assessment Report CSAF Chief of Staff of the Air Force DFARS Defense Federal Acquisition Regulation Supplement DHHQ Defense Health Headquarters DMRTI Defense Medical Readiness Training Institute DoD Department of Defense DoDD Department of Defense Directive DOT Department of Transportation DRU Direct Report Unit DS Director of Staff EPA Environmental Protection Agency FAR Federal Acquisition Regulation FOA Forward Operating Agency FOIA Freedom of Information Act FTE Full-Time Equivalent GFI Government Furnished Information GFP Government Furnished Property GFS/I/P/M Government Furnished Services/Information/Property/Material HAF Headquarters Air Force HARP Human and Animal Research Protection HIPAA Health Insurance Portability and Accountability Act of 1996 HQ USAF/SG Headquarters United States Air Force Surgeon General HOI HQ USAF Operating Instruction HRPP Human Research Protection Program IAEA International Atomic Energy Agency ICRP International Commission on Radiological Protection IDEA Innovative Development through Employee Awareness IRB Institutional Review Board ISM Industrial Security Manual IT Information Technology JACO Joint Action Control Office Kx Knowledge Exchange LAF Line of the Air Force LOAC Law of Armed Conflict MAJCOM Major Command

MARSSIM Multi-Agency Radiation Survey & Site Investigation Manual MML Master Materials License NACI National Agency Check and Inquiries NATO North Atlantic Treaty Organization NCR National Capital Region NDA Non-Disclosure Agreement NIPR Non-Secure Internet Protocol Router NIPRNET Non-Secure Internet Protocol Router Network OCI Organizational Conflict of Interest OCR Office of Collateral Responsibility OPR Office of Primary Responsibility OPSEC Operational Security OSD Office of the Secretary of Defense OSD (HA) Office of the Secretary of Defense for Health Affairs OSHA Occupational Health and Safety Administration PA Privacy Act PM Program Manager POC Point of Contact POP Period of Performance PWS Performance Work Statement QCP Quality Control Plan R&D Research and Development SAF/AAX Air Force Policy, Plans and Resources Directorate SAV Staff Assistance Visit SecAF Secretary of the Air Force SG Surgeon General SGE SG Executive Services SGOI SG Operating Instruction SIPRNET Secret Internet Protocol Router Network SME Subject Matter Expert SOP Standard Operating Procedure SS Services Summary TMA TRICARE Management Activity TTPs Tactics, Techniques and Procedures USAF United States Air Force USAFSAM US Air Force School of Aerospace Medicine USecAF Under Secretary of the Air Force VCSAF Vice Chief of Staff of the Air Force WAWF Wide Area Work Flow WMT Workflow Management Team

2.0 SUMMARY OF REQUIREMENTS. The contractor shall provide program management and support services to successfully execute the AF/SG Workflow and Publication Management functions.

The WMT delivers products that have the highest visibility, sensitivity and importance to AF/SG leadership. Issues are often characterized by unusual demands due to extraordinary public interest considerations, interagency and congressional impact and require the participation and support of others. The WMT interprets policies and programs, develops a range of alternatives and often is required to accomplish several phases of complex projects concurrently or sequentially. Problems are often undefined at the outset, necessitating in-depth analysis of issues, approaches, alternatives and sensitivities. New concepts may be needed to resolve unusual situations.

The government will retain rights to all intellectual property produced in the course of developing, deploying, training, using and supporting the Office of the Air Force Surgeon General. The contractor shall provide/perform the following:

2.1 Specified Tasks and Responsibilities. The contractor shall provide guidance and assistance on correspondence preparation for AF/SG. Receive, control, distribute and prioritize Secretary of the Air Force (SecAF), Chief of Staff of the Air Force (CSAF), Under Secretary of the Air Force (USecAF), Vice Chief of Staff of the Air Force (VCSAF) (Top 4) and Assistant Vice Chief of Staff of the Air Force (AVCSAF) correspondence, as appropriate. The contractor shall also serve as correspondence control and task liaison between HQ USAF, Office of the Secretary of Defense for Health Affairs (OSD (HA)), TRICARE Management Agency (TMA) and Joint Action Control Office (JACO).

2.1.1 TASK I -- Administration, Clerical, Technical and Oversight Support. The scope of this task is to provide administrative, general clerical, technical and documentation support.

The contractor shall:

2.1.1.1 Function as the AF/SG Workflow Management Team (WMT). Performance of work under this task involves approximately forty (40) secure Secret Internet Protocol Router Network (SIPRNET) and two hundred and eighty (280) unsecure Non-Secure Internet Protocol Router Network (NIPRNET) tasks per month.

2.1.1.2 Receive, control, prioritize and manage all tasks which are internal and external to the AF/SG organization requiring action or coordination. Tasks may be submitted via NIPRNET or SIPRNET.

2.1.1.3 Joint Staff tasks are sent on the SIPRNET to AF/SG Workflow. The AF/SG Workflow is monitored by WMT and SG Executive Services (SGE staff). WMT reviews the tasks; assigns them to appropriate directorates; establishes internal (SG) suspense dates for the tasks; and, provides guidance on the level of final coordination. WMT will ensure an appointed joint reader reviews the task prior to final release. With regard to joint tasks, the following applies:

• Most joint tasks will require a general officer level review.

• Most joint tasks require completion of two (2) forms and a report of other Services’ positions on the issue. HOI 33-14 states Joint Staff actions take precedence over other taskings; thus, the AO shall prioritize accordingly.

• When AF/SG is designated as the Office of Primary Responsibility (OPR) for a task, the Action Officer (AO) is coordinating the task on behalf of the entire AF, not just the

SG.

• If a joint task is incorrectly assigned, the office designated as the OPR owns the task until JACO agrees to reassign it. AOs shall work through WMT to coordinate JACO reassignment.

• The Joint Staff coordinates tasks through the JACO on SIPRNET, regardless of classification.

• For tasks in “final coordination” where the AF/SG is Office of Collateral Responsibility (OCR), the AO shall provide input to the OPR and courtesy copy the AF/SG Workflow on the SIPRNET so the internal suspense can be closed.

• Dual-tasked actions occur when OSD sends tasks both to the Services and to the Joint Staff for coordination. The Joint Staff, in turn, then tasks the Services. JACO will label the task as “dual tasked” when they forward it to AF/SG Workflow. The AO shall work through WMT to notify the JACO office that the task is being worked through SAF so the task on SIPRNET does not need to be tracked or completed.

2.1.1.4 Screen tasks for clarity and completeness, and communicate with external tasking agencies about tasks, task suspenses, extensions, and workflow as needed. Return tasks within one (1) work day to tasking agency if incorrectly assigned to AF/SG as OPR or OCR. Serve as a point of contact (POC) for requests on the status of specific tasks in execution.

2.1.1.5 Forward tasking to correct FOA and/or Directorate in the AF/SG organization to identify and assign Action Officers; coordinate resolution within 24 hours of disagreements between Directorates regarding tasking of OPR or OCR, elevating issues to the Workflow Manager and/or the Director, SG Executive Services as needed.

2.1.1.6 Enter tasks with a workflow management distribution and tracking software program and determine at which organizational level the response to the task can be finalized. See PWS paragraph

2.2.1.1 for a description of the current workflow management system in place.

2.1.1.7 Track tasks for timeliness and appropriate coordination. Provide electronic reminders on all due and overdue tasks to the appropriate organizational level.

2.1.1.8 Provide administrative, general clerical, technical and documentation support including checking documents for proper format, grammar and spelling, finalizing presentation for printing and signature, and distribution of completed products via printed or electronic formats. This task shall be accomplished in accordance with HOI 33-3—Correspondence Preparation, Control and Tracking, HOI 33-14 -- Secretariat and Air Staff Responsibilities and Procedures on Matters Under Consideration by the Joint Chiefs of Staff (JCS), SGOI 33-1, Business Rules, AFH 33-337 -- Tongue and Quill, AFI 33-360 -- Publications and Forms Management, and AFI 33-322, AF Records Management Program.

2.1.1.9 Coordinate and actively manage workflow activities so tasks are accomplished within the due date provided by the Government. Analyze and reprioritize workload based on incoming workflow, suspense dates, and internal/external inquiries. Act on task updates and respond to inquiries received in-person, via telephone, email or workflow management software within four (4) duty hours.

2.1.1.10 Ensure completed tasks are routed back to the requester or requesting agency and confirm task completion prior to archiving a task. Maintain and utilize an electronic archiving system to catalog completed tasks and research/retrieve previously completed task responses (within two (2) duty days of acknowledged receipt by requestor) to support AF/SG Directorates, FOAs and Divisions.

Serve as a POC for archived information requests. See paragraph 2.2.1.1 for a description of the current workflow management system in place.

2.1.1.11 Incorporate, deconflict and disseminate changes in workflow and publication guidance from higher headquarters to all levels of the organization to ensure proper implementation.

2.1.1.12 Maintain an AO guide on the AFMS Kx including relevant and current workflow and publication management guidance, templates, references, AO training tools and documents, publication record set, signed documents and other information related to the contract, as identified by the Contracting Officer ‘s Representative (COR).

2.1.1.13 Participate in development of and provide formal monthly classroom and laboratory training, just-in-time training and hands-on assistance to all levels of workflow coordinators and AOs to facilitate accurate and on-time task completion. Incorporate course critiques and AO feedback into future lessons. Format and content will be approved by the COR.

2.1.1 TASK II – Publication/Forms Management. Contractor shall be responsible for facilitating management of approximately one hundred and thirty-six (136) current publications and development of new publications involving the subtasks identified below in accordance with AFI 33-360.

2.1.1.1 Maintain official record set for AF/SG and FOAs.

2.1.1.2 Work in coordination with AF Policy, Plans and Resources Directorate (SAF/AAX), Air Force Departmental Publishing Office (AFDPO) and AF/SG Publications and Forms Manager and AF/SG Publication OPRs.

2.1.1.3 Coordinate, track and serve as a mandatory expert as well as a functional and technical writer expert for the publication process to OPR’s of AF/SG publications.

2.1.1.4 Ensure timely processing in accordance with the requirements of AFI 33-360, Publications and Forms Management to include tracking and suspensing the biennial product review, and tracking of interim changes and guidance memoranda until their integration or conversion to an officially recognized, durable publication product (Air Force Policy Directive, AFI, etc) is posted to e-Pubs (AF Electronic publications).

2.1.1.5 De-conflict and coordinate updates of official publications when two or more SG directorates or divisions are coordinating parallel, but separate updates.

2.1.1.6 Track and coordinate the implementation of DoD Issuances.

2.1.1.7 Coordinate the update of HAFMD 1-48, The Air Force Surgeon General, in accordance with AFI 10-101, Format and Content of Mission Directives.

2.1.2 TASK III – Division Planning, Programming and Operations Support. The contractor shall:

2.1.2.1 Assist in developing and aligning business and execution plans with the organizational operating business strategy to achieve maximum results based on the assessment of needs and existing policies, plans, and guidance.

2.1.2.2 Support formal planning processes at an enterprise level. Ensure integration and interoperability of plans and programs where they meet.

2.1.2.3 Provide day-to-day operational support.

2.1.2.4 Provide subject matter expertise for correspondence management and preparation within AF/SG.

2.1.3 TASK IV – Expert Analysis Support. As needed, or in the absence of the Workflow Manager, the contractor shall:

2.1.3.1 Plan, schedule and structure employee assignments to create effective and economical solutions.

2.1.3.2 Analyze and evaluate measurement and improvement of program effectiveness and organizational productivity. The COR will approve metric selection and report format.

2.1.3.3 Develop solutions and provide advice to Director, SG Executive Services to resolve significant issues and problems related to work accomplishment.

2.1.3.4 Assess and revise policies and procedures to find ways to improve quality, timeliness and efficiency of work.

2.2 Knowledge/Experience Requirements.

2.2.1 Knowledge. Knowledge of HAF/SAF organizational structure and previous work at an Air Staff level is highly desirable. Contractor personnel assigned to this contract must keep current on the technologies and regulations associated with this contract and ensure employee familiarization with the Occupational Safety and Health Administration (OSHA) and Air Force Safety Standards. Contractor personnel shall be familiar with task management software similar to the workflow management system currently in place at AF/SG (see paragraph 2.2.1.1 below).

2.2.1.1 The current workflow management system is comprised of a set of online software tools consisting of:

• AFMS Knowledge Exchange – Workflow Management Team Knowledge Junction.

This is a one-stop resource for correspondence management guidance (HAF and AF/SG), templates, references, admin tidbits, etc.

• A customized version of Handysoft Corporations BizFlow software. This is a web-based task management application that provides task tracking, package routing and document storage/archive capabilities.

• SG TASK. Business process management/workflow program exclusive to AF/SG.

• AF Records Information Management Systems (AFRIMS). AFRIMS is an AF-wide mandatory system and tool to manage file plans.

• Task Management Tool (TMT). Task tracking system used by HQ USAF.

• AF Information Management Publishing Tool (AFIMPT). AFIMPT is a web application that provides tracking and delivery of new or revised wing/base and above (excluding Air National Guard (ANG) wings) publications and forms to the AFDPO.

2.2.2 Minimum Experience/Education. The contractor is responsible for providing experienced personnel with expertise in program management and the appropriate computer and associated software skills to perform duties as defined within this PWS.

2.3 General Requirements. The contractor shall:

2.3.1 Provide personnel with the expertise necessary to satisfy the requirements of this contract.

Upon contract start date, personnel shall meet the requirements of this PWS with the exception of onsite training and familiarization with policies and procedures governing AFMS. On-site training requirements include: JACO Reader, HAF AO, SG AO, SG Newcomers Orientation, SG Task, TMT, HIPAA, AFRIMS, and Publications and Forms including AFIMPT. Personnel shall be capable of working independently after a training period of two (2) months and maintain proficiency throughout the period of performance.

2.3.2 Provide personnel shall with extensive experience and judgment to plan and accomplish goals, perform a variety of tasks and provide consultation on complex projects.

2.3.3 Provide personnel with excellent interpersonal skills and the ability to communicate clearly, both orally and in writing, in English.

2.3.4 Provide personnel who are knowledgeable in standard AFMS software programs such as the Microsoft Office 2010 Professional Suite.

2.3.5 Ensure the proficiency of the contractor’s employee(s) is obtained within two (2) months of employment and maintained throughout the period of performance.

2.3.6 Fill vacant positions in a timely manner with qualified personnel. The contractor must provide a resume to the Program Manager within fourteen (14) calendar days after a position is vacated. The contractor must fill the vacated position within thirty (30) calendar days.

2.3.7 Provide a point of contact (Contract Lead) for tasking that shall be responsible for the performance of the work. The Contract Lead 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 Contracting Officer (CO) and the COR before the contract start date.

An alternate may be designated, but the contractor shall identify those times when the alternate will be the primary point of contact. If the Contract Lead discontinues performance under this contract, the Contractor shall designate the replacement individual, in writing, to the CO and the COR prior to departure of the existing Contract Lead. The NEW Contract Lead shall be trained and proficient on the duties/requirements of the position and any necessary turnover of work prior to departure of the existing Contract Lead.

2.3.8 Personnel Security Requirements. The contractor shall implement and administer a security program in accordance with DoD 5220.22-M Industrial Security Manual (ISM) for Safeguarding Classified Information to ensure that sensitive information and Government documentation are protected.

2.3.8.1 The contractor shall be responsible for all costs associated with obtaining required security clearances, if required.

2.3.8.2 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 handled in accordance with the following:

• The Privacy Act (PA) of 1974 (5 U.S.C. § 552a), which includes Public Law 100-

503, Department of Defense Directive (DoDD) 5400.11, and DoDD 5400.11-R and must be treated as FOR OFFICIAL USE ONLY.

The Health Insurance Portability and Accountability Act of 1996 (Public Law 104-

191) (HIPAA), which includes DoDD 6025.18-R and is FOR OFFICIAL USE ONLY. (Appendix A).

• Contractor shall provide to the COR within (ten) 10 business days after contract award signed Non-Disclosure Agreements (NDA) for each contract employee (See Appendix C). NDAs for contract employees brought on board during the execution of the contract are due within 10 business days of their arrival.

2.3.8.3 Pass and Identification Items. The contractor shall ensure the following pass and identification items required for contract performance are obtained for employees:

• Common Access Card (CAC). Each contractor employee shall have this card in his/her possession at all times while working on any government installation and shall surrender same at the end of his/her employment under this contract or when the form expires, whichever occurs first. All contractor employees shall have a favorable National Agency Check with Inquires (NACI) application initiated by their company's point of contact (Facility Security Officer), and submitted to OPM prior to reporting for duty.

• The loss of any pass and identification items shall be reported as soon thereafter as possible to the issuing activity and the COR.

• Reporting Requirements. Automated Data Processing (ADP) SECURITY

REQUIREMENTS: Contractor personnel shall report to an appropriate authority, any information or circumstances of which they are aware may pose a threat to the security of DoD personnel, contractor personnel and resources. Contractor employees shall be briefed by their immediate supervisor (PM/COR) upon initial on-base assignment and as required thereafter.

• The contractor shall provide the personnel with clearances commensurate with the individual task/project access requirements. The position requires at least a NACI.

The contractor shall be responsible for any cost associated with security clearances, if they hire anyone who does not possess a clearance already.

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

2.3.10 Non-Disclosure Agreement (NDA) Statement. The contractor shall adhere to the AF/SG NDA. The NDA non-disclosure agreement shall be delivered and accepted prior to the period of performance. NDA shall be signed by each contractor personnel assigned to this acquisition prior to starting their designed tasks. (Appendix C).

2.3.11 Disclosure of Sensitive Data. The contractor recognizes that, in the performance of the contract, it shall receive or have access to certain sensitive information. Contractor agrees to use and examine this information exclusively in the performance of the contract and to take the necessary steps to prevent disclosure of such information to any party outside the Government.

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, DoD, AF and other applicable security clearance requirements as applicable to this contract. The contractor shall handle and protect all data as directed and implemented by the AFMSA enterprise and its implementation of HIPAA. (Appendix A).

2.3.12 Section 508 Compliance. The contractor shall support the Government in its compliance with Section 508 throughout the development and implementation of the work to be performed. Section 508 of the Rehabilitation Act of 1973, as amended (29 U.S. Code. 794d), and implemented by 36 CFR 1194, requires that when Federal agencies develop, procure, maintain, or use electronic Information Technology (IT), Federal employees with disabilities have access to and use of information and data that is comparable to the access and use by federal employees who do not have disabilities, unless an undue burden would be imposed on the agency. Section 508 also requires that individuals with disabilities, who are members of the public seeking information or services from a Federal agency, have access to and use of information and data that is comparable to that provided to the public who are not individuals with disabilities, unless an undue burden would be imposed on the agency. For additional Section 508 information, the industry partner should review the following websites:

http://www.section508.gov/index.cfm?FuseAction+Content&ID=12 http://www.access-board.gov/508.htm http://www.w3.org/WAI/Resources

2.3.13 Organizational Conflict of Interest (OCI). The contractor shall provide a signed Organizational Conflict of Interest Statement (See Appendix B) at time of proposal submission.

2.3.13.1 Should a real or apparent OCI exist as a result of an award, an appropriate OCI Avoidance or Mitigation Plan shall be provided with the offeror’s proposal.

2.3.13.2 Upon contract award, but prior to beginning any work, the contractor shall provide a similar OCI certification from any subcontractors, teaming partners or consultants performing work under the resulting contract.

http://www.section508.gov/index.cfm?FuseAction+Content&ID=12 http://www.access-board.gov/508.htm http://www.w3.org/WAI/Resources

3.0 SERVICES SUMMARY (SS). Contractor performance will be evaluated against criteria described in the SS to determine final acceptance and completion of all performance objectives, performance thresholds and standards. The following format will be utilized to construct the SS matrix to include the following headings: Performance Objective, Reference, Performance Threshold and Method of Surveillance. The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

3.1 Measurable Terms.

Performance Objective Reference Performance Threshold Method of

Surveillance

Assign tasks within four (4) duty hours of receipt; alerts subordinate workflow managers and executives by phone and email when short tasking is received

PWS

Paragraph 2.1.1.3;

2.1.1.4 and 2.1.1.5

Tasks are assigned within 4 hours 100% of the time

Periodic/Random Inspection

Assign tasks to the correct directorate when initially assigned

PWS

Paragraph 2.1.1.5

Tasks are assigned to the correct directorate 95% of the time

Periodic/Random Inspection

Correctly identify and assign level of approval

PWS

Paragraph 2.1.1.6

Correct level of approval is identified and assigned 95% of the time

Periodic/Random Inspection

Send due and overdue notices for task tracking purposes to the appropriate level of the organization

PWS

Paragraph 2.1.1.9

Notices are sent daily to the appropriate level of the organization 95% of the time

Periodic/Random Inspection

Tasks meet SG and external suspense by routing back to tasking agency with final signature

PWS

Paragraph 2.1.1.10

External suspense is met 100% of the time

Periodic/Random Inspection

Tasks are closed and archived within two (2) duty days of acknowledged receipt by requestor

PWS

Paragraph 2.1.1.10

Timely closing of tasks 95% of the time

Periodic/Random Inspection

Appropriate reference and signed documents are posted on the AFMS Knowledge Exchange website within five

(5) work days of signature

PWS

Paragraph 2.1.1.11

Timely posting of documents 95% of the time

Periodic/Random Inspection

Manages and tracks publications in accordance with AFI 33-360

PWS

Paragraph 2.1.2.4

Meets tracking suspense 95% of the time

Periodic/Random Inspection

Performance Objective Reference Performance Threshold Method of

Surveillance

Active task updates are completed within four (4) duty hours of receipt.

PWS

Paragraph 2.1.1.7

Active task updates are completed within 4 duty hours 95% of the time

Periodic/Random Inspection

Forwards complete and accurate tasks for 2-letter coordination.

PWS

Paragraph 2.1.1.4.

and 2.1.1.8

Forwards complete tasks in accurate format 95% of the time.

Periodic/Random Inspection

4.0 DELIVERABLES.

All documents and data deliverables described in this PWS, amendments and/or modifications, shall be submitted on time and meet the requirements set forth in this PWS data deliverable table. All submittals will be in a contractor format with government approval of content and is the property of the government. The Government reserves the right to make changes on delivery dates. Any changes to the schedule of deliverables will be accomplished by issuance of a contract modification.

4.1 Deliverables

Deliverable

PWS

Paragraph Delivery Date/Description Format

Signed Non- Disclosure Statement

2.3.10 and Appendix C

Within 10 business days after contract award (for each contract employee).

OR

Within 10 business days of new or replacement personnel starting work under the contract.

Adobe Acrobat

(PDF)

Signed Organizational Conflict of Interest Statement from Contractor

2.3.13 and Appendix B At time of proposal submission

Adobe Acrobat

(PDF)

OCI Avoidance or Mitigation Plan

2.3.13.1 and Appendix B

At time of proposal submission (if a real or apparent OCI exists).

Microsoft Word

Signed Organizational Conflict of Interest Statement from any Subcontractors, Teaming Partners or Consultants

2.3.13.2 and Appendix B

Upon contract award, but prior to beginning any work.

Adobe Acrobat

(PDF)

Monthly Status Report

4.2 and Appendix J

Monthly on the 5th working day of every month; electronically.

Microsoft Word

Weekly Listing of Due and Overdue Tasks

4.4.1 Twice weekly, Tues before 9:00 AM and Fri morning before 10:00 AM;

electronically.

Microsoft PowerPoint Slides

Deliverable

PWS

Paragraph Delivery Date/Description Format

Monthly Overdue Task Report

4.4.2 and Appendix I

The first Friday of every month;

electronically.

Microsoft PowerPoint Slides

Monthly AF/SG Publication Status Report

4.4.3 and Appendix H

Monthly on the 5th working day of every month; electronically.

Microsoft Excel

Quality Control Plan 4.3.1 Initial QC Plan due with proposal;

updates as changes occur; electronically.

Microsoft Word

Weekly Forecast 4.5 and Appendix G

Due every Monday before 12:00 PM;

electronically.

Microsoft Excel

Contract Award Kick-off Meeting 4.6 Within 10 days of contract award. N/A

4.1.1 Criteria for Acceptance. All deliverables shall be submitted in a format mutually agreed upon by the contractor and the Government.

4.1.2 Delivery Instructions. All deliverables shall be delivered to the COR no later than the date specified in the Deliverables chart above in electronic format and one hard copy, if required, with a cover letter on the prime contractor’s letterhead, describing the contents. Deliverables become the property of the Government.

4.1.3 Deliverables Schedule. The contractor shall ensure that all deliverables developed under this contract shall meet or exceed the quality standards for documentation. The contractor shall ensure that all documents, data and deliverables described within this PWS are submitted within the due dates established within the PWS and in the required format. At the completion or termination of this contract, the Government shall own all products developed while performing this task.

4.1.4 Inspection and Acceptance. In the absence of other agreements negotiated with respect to time provided for government review, deliverables will be inspected and the contractor notified of the COR’s findings within ten (10) business days of normally scheduled review. If the draft deliverable is not acceptable, the COR will notify the contractor of the requirement to revise. If the final deliverable is unacceptable the COR will so notify the Contracting Officer on non-compliance with the contract.

4.2 Monthly Status Report. The contractor shall prepare and submit a Monthly Status Report identifying all tasks performed, status, issues and anticipated actions consistent with the PWS.

Proposed format is provided at Appendix J. Specific content and format shall be agreed upon by the COR.

This report shall be provided electronically the fifth working day of every month.

4.3 Quality Control. The contractor is responsible for contract management and quality control, not the Government. 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.

4.3.1 Quality Control Plan (QCP). The contractor shall provide a QCP at time of proposal and any updates after contract award. Any update to the QC Plan must be accepted by the COR.

4.3.2 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 and/or increased surveillance.

4.3.3 Customer Complaint Record. This form may be utilized by the contractor, Government and/or Government customer to provide feedback on issues affecting the performance of this contract.

See Appendix E.

4.4 Other Reports.

4.4.1 Weekly Listing of Due and Overdue Tasks. Provide a report that forecasts all tasks due within the next week as well as all external tasks that are overdue. Specific content and format shall be agreed upon by the COR. This report shall be provided electronically twice per week (Tuesday before 9:00 AM and Friday morning before 10:00 AM).

4.4.2 Monthly Overdue Task Report. Provide a report that summarizes all tasks completed for the month and all tasks overdue. Proposed format is provided at Appendix I. Specific content and format shall be agreed upon by the COR. This report shall be provided electronically the first Friday of every month.

4.4.3 Monthly AF/SG Publication Status Report. Provide a report that lists all publications forecasting updates/new publications, recently certified, current and obsolete/rescinded publications.

Proposed format is provided at Appendix H. Specific content and format shall be agreed upon by the COR. This report shall be provided electronically, on a monthly basis (on the fifth working day of each month).

4.5 Weekly Forecast. Provide a report that lists all overdue tasks and tasks due in the next 10 working days by task number, title, OPR, task type, SG suspense, external suspense and status.

Status is defined as the office with which the task resides at time of report. Proposed format is provided at Appendix G. Specific content and format shall be agreed upon by the COR. This report shall be provided electronically on a weekly basis (on every Monday not later than 12:00 PM).

4.6 Contract Award Kick-off Meeting. Not later than ten (10) business days after award, a kick-off meeting will be held by the CO. The intent is to initiate the communication process between the Government and contractor by introducing key task participants and explaining their roles, reviewing communication ground rules, and assuring a common understanding of subtask requirements and objectives. Anything stated or discussed at this meeting is not contractually binding on either party unless documented by modification to the contract by the Contracting Officer. The kick-off meeting will be held at the AF/SGE facility at Defense Health Headquarters, (DHHQ), 7700 Arlington Blvd, Falls Church VA, and the date and time will be mutually agreed upon by both parties. The completion of this meeting will result in the following:

• Introduction of both contractor and government personnel performing work under this contract.

• The contractor shall demonstrate confirmation of their understanding of the work to be accomplished under this PWS.

5.0 GOVERNMENT/CONTRACTOR PROPERTY.

5.1 Government Furnished Services/Information/Property/Materials (GFS/I/P/M).

5.1.1 The contractor shall ensure accurate control and accountability of all GFS/I/P/M in accordance with terms and conditions of this contract. Information provided by the Government and/or developed during the performance period of this contract shall not be disseminated without approval of the project/program manager and shall be the sole property of the Government.

5.1.2 The Government will provide initial passwords to appropriate systems/databases, access to military internet/email, facility entry badges, vehicle passes and escorts (as required), if applicable.

Contractor employees shall be provided access to Government facilities and Government office space as required performing work under this contract.

5.1.3 Standard operating procedures will be made available to contractor employees. Initial familiarization/orientation will be provided by the Government agency.

5.2 Contractor Furnished Services/Information/Property/Material (CFS/I/P/M). The contractor shall ensure any contractor furnished property/material/equipment meet with local, AF and DoD policies and requirements. If the equipment is connected to authorize military systems, the contractor must allow Government IT personnel access to this equipment for security and software updates and additions.

6.0 SECURITY

6.1 Contract Security Requirements. The contractor shall implement and administer a security program to ensure that classified information and documentation are protected in accordance with the latest appropriate Security Classification Guide for each project identified in the Department of Defense Contract Security Classification Specification (DD Form 254). As a minimum, all personnel shall have a Secret security clearance prior to the start of work. The contractor may be precluded from award if unable to comply with AFI 31-601 (Industrial Security Program Management) at time of award.

6.2 Security Education. The government activity will be responsible for administering security education training per DoD 5200.1-R (Information Security Program Regulation), AFI 31-401 (Information Security Program Management) and AFI 31-601 (Industrial Security Program Management). All training is mandatory, to include initial, refresher, quarterly, annual security and awareness training. Mandatory training also includes Anti-terrorism Awareness training and Operational Security (OPSEC) training. OPSEC training will also address specific security criteria for protecting critical information and OPSEC indicators within the contractor's duties. The COR is responsible for ensuring contractor personnel attend or accomplish this training.

7.0 NON-PERSONAL SERVICES. Contractor employees performing services under this contract will be controlled, directed, and supervised at all times by management personnel of the contractor. Contractor management will ensure that employees properly comply with the performance work standards outlined in the performance work statement. Contractor employees will perform their duties independent of, and without the supervision of, any government official. The tasks, duties, and responsibilities set forth in the contract may not be interpreted or implemented in any manner that results in any contractor employee creating or modifying Federal policy, obligating the appropriated funds of the United States Government, overseeing the work of Federal employees, providing direct personal services to any Federal employee, or otherwise violating the prohibitions set forth in Parts 7.5 and 37.1 of the Federal Acquisitions Regulation (FAR). 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. 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.

8.0 CONTRACTOR IDENTIFICATION. All contractor/subcontractor personnel shall wear AF SGE issued picture identification badges to properly identify themselves as authorized employees. When conversing with government personnel during business meetings, over the telephone or via electronic mail, contractor/subcontractor personnel shall identify themselves as such 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. Where practicable, contractor/subcontractors occupying collocated space with their government program customer should identify their work space area with their name and “contractor” after name. In addition, contractor/subcontractors occupying collocated space with their government program customer shall wear required government identification/access badges.

9.0 HOURS OF OPERATIONS.

9.1 Contractors shall note that a typical work day is Monday through Friday during the hours of 7:30 AM through 4:30 PM. When contractors are visiting/working at a government facility, they shall coordinate their schedule with the COR to ensure government personnel will be present.

Flexibility is allowed in the schedule with the requirement being that contract personnel are on duty for eight hours each day. Any work conducted outside of normal duty hours must be coordinated and approved by the COR. Coordination and approval by the Contracting Officer is required prior to any overtime being charged to the Government by the contractor.

9.2 Government agencies will not be available during Federal 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.

9.3 Federal Holidays: New Year’s Day; Dr. Martin Luther King, Jr. Birthday; President’s Day;

Memorial Day; Independence Day; Labor Day; Columbus Day; Veteran’s Day; Thanksgiving Day;

Christmas Day. If New Year’s Day, Independence Day, Veterans Day or Christmas Day falls on a Saturday, it is observed on Friday; if it falls on Sunday, it is observed on Monday.

10.0 PLACE OF PERFORMANCE.

All work required to support this PWS will be performed in government-provided workplace as identified below.

Place of Performance: The performance of the contract will take place at the AF/SG office at Address: Defense Health Headquarters Building, 7700 Arlington Blvd, Falls Church VA 22042.

Telework will not be authorized on a regular basis, but can be authorized on a case-by-case basis with approval from the COR.

11.0 PERIOD OF PERFORMANCE.

The period of performance shall be in accordance with the Delivery Schedule identified in the contract. Services shall be provided for one (1) year from the effective date of the award with two

(2) one-year option periods available for execution by the Government.

12.0 REFERENCES.

Publication/Reference

Number Title AFH 33-337 Tongue and Quill AFI 10-101 Format and Content of Mission Directives AFI 31-401 Information Security Program Management AFI 31-601 Industrial Security Program Management AFI 33-322 AF Records Management Program AFI 33-360 Publications and Forms Management AFMAN 33-326 Preparing Official Communications AFMAN 33-361 Publishing Processes and Procedures DoD 5110.4-M-V1 DoD Manual for Written Material; Correspondence Management DoD 5110.4-M-V2 DoD Manual for Written Material; Examples and Reference Material DoD 5200.1-R Information Security Program Regulation DoDD 8570.1M Information Assurance Workforce Improvement Program HAFMD 1-48 The Air Force Surgeon General, IAW AFI 10-101, Format and Content of

Mission Directive HOI 33-3 Correspondence Preparation, Control and, Tracking HOI 33-14 Secretariat and Air Staff Responsibilities and Procedures on Matters

Under Consideration by the Joint Chiefs of Staff (JCS) SGOI 33-1 SG Business Rules

13.0 APPENDICES.

13.1 APPENDIX A. Health Insurance Portability & Accountability Act (HIPAA) of 1996

13.2 APPENDIX B. HQ USAF/SG Organizational Conflict of Interest

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

13.4 APPENDIX D. Customer Feedback Form

13.5 APPENDIX E. Customer Complaint Record

13.6 APPENDIX F. Contractor Full-Time Equivalent Reporting Addendum

13.7 APPENDIX G.