DAVA_PWS_8_Sep_15_FINAL.pdf

AIR FORCE MEDICAL OPERATIONS AGENCY (AFMOA)

AIR FORCE FAMILY ADVOCACY PROGRAM (FAP)

DOMESTIC ABUSE VICTIM ADVOCATE

(DAVA) SERVICES

CONUS

Performance Based

PERFORMANCE WORK STATEMENT (PWS)

8 September 2015

TABLE OF CONTENTS

1.0 DESCRIPTION OF SERVICES 3

2.0 SUMMARY OF REQUIREMENTS 5

3.0 QUALIFICATIONS 12

4.0 SERVICE SUMMARY 18

5.0 GOVERNMENT-FURNISHED SUPPORT 19

6.0 OTHER DIRECT COSTS (ODCS) (TRAVEL) 20

7.0 DELIVERABLES 21

8.0 DATA REPORTING REQUIREMENTS 21

9.0 QUALITY ASSURANCE 22

10.0 PERSONAL SERVI CES 22

11.0 CONTRACTOR IDENTIFICATION 23

12.0 HOURS OF OPERATION 23

13.0 SCHEDULED HOLIDAYS 23

14.0 PLACE OF PERFORMANCE 24

15.0 APPENDICES 24

APPENDIX A: DAVA Personnel Requirements & Locations 25

APPENDIX B: Business Associate Agreement 27

APPENDIX C: HQ AF/SG Non-Disclosure 38

APPENDIX D: Customer Complaint Record 41

APPENDIX E: DAVA FAP Standards 42

1.0 DESCRIPTION OF SERVICES

1.1 Background The high military operations tempo has resulted in an unprecedented level of deployments for American personnel in military and humanitarian campaigns. These deployments create significant stress for all military personnel, single, married, divorced, or separated due to assignment, etc., and are highlighted in all aspects of our national media. Air

Force (AF) military personnel, family members, or intimate partners may be exposed to abuse brought on by these stresses. They may also be victims of a perpetrator not connected to the

DoD at all. The Domestic Abuse Victim Advocate (DAVA) program provides AF personnel, their family members, or intimate partners who are victims of domestic abuse (DA)

(sometimes referred to as domestic violence - DV) non-clinical emergent and urgent service whenever requested. With the exception of mandatory state, federal, and military reporting requirements (i.e., domestic violence, child abuse, and duty to warn situations) the DAVA provides a private and confidential service to encourage victims in seeking assistance.

The objective of this Performance Work Statement (PWS) is to delineate specific tasks, duties, skill sets, and requirements to fulfill DAVA positions at United States Air Force

(USAF) Military Treatment Facilities (MTF) based in the continental United States

(CONUS) as identified in Appendix A, DAVA Personnel Requirements and Locations. This

PWS defines the necessary tasks for supporting victims of DA. The Family Advocacy

Officer (FAO) manages oversight of the DAVA unless otherwise delegated. The Contractor shall provide installation support at the designated locations.

1.2 Scope The purpose of this personal services contract is to acquire personal services in accordance with Federal Regulation (FAR) 37.104 & Defense Federal Acquisition Regulation

Supplement (DFARS) 237.104 to provide qualified personnel in implementing the DAVA program.

1.2.1 The Family Advocacy Program (FAP) DAVA is an essential resource for victims of domestic abuse who are active duty members, spouses of active duty members, or unmarried intimates of active duty members. Initially, all adult victims are offered safety assessments and safety planning services. Victims who are military medical beneficiaries are offered ongoing DAVA support services. The DAVA is co-located with the Family

Advocacy office and supervised by the FAO. The DAVA promotes the Air Force’s coordinated community response to allegations of domestic abuse by providing a range of support and education services to victims during duty hours, as well as on-call emergency services to victims after duty hours. The DAVA does not provide clinical intervention services.

1.2.2 DAVA services shall be provided to active duty personnel, their family members, or intimate partners, who are eligible beneficiaries of the military health care system. The services shall be at no expense to the beneficiaries. (Refer Non-beneficiary victims to local community resources for ongoing support.)

Contractors shall provide all labor, personnel, tools, equipment, transportation, and materials not specified otherwise as Government Furnished Support (GFS) in this PWS to perform all tasks as delineated in this PWS. Section 2.0, Summary of Requirements, lists major performance tasks. Contractor shall perform all services in accordance with this

PWS. Contractor shall also perform operational administrative duties.

1.3 Acronyms

AF Air Force

AFI Air Force Instruction

AFMOA Air Force Medical Operations Agency

AIS Automated Information Systems

CAR Corrective Action Report

CCS Clinical Case Staffing

CHBC Criminal History Background Check

CMRA Contractor Manpower Reporting Application

CO Contracting Officer

CONUS Continental United States

COR Contracting Officer Representative

DA Domestic Abuse

DAVA Domestic Abuse Victim Advocate

DAVAR Domestic Abuse Victim Advocate Record

DFARS Defense Acquisition Regulations System

DoD Department of Defense

DV Domestic Violence e-QIP Electronic Questionnaires for Investigations Processing

FAC Family Advocacy Committee

FAN Family Advocacy Nurse

FAO Family Advocacy Officer

FAOM Family Advocacy Outreach Manager

FAP Family Advocacy Program

FAPNET Family Advocacy Program Network

FAR Federal Acquisition Regulation

FFP Firm-Fixed Price

GAO Government Accountability Office

GFS Government Furnished Support

IAW In Accordance With

JPAS Joint Personnel Adjudication System

LVT Local Vicinity Travel

MTF Military Treatment Facility

NACI National Agency Check with written Inquiries

NLT No Later Than

NPSP New Parent Support Program

OCI Organizational Conflict of Interest

ODC Other Direct Cost

OP Outreach Program

OPMT Outreach Prevention Management Team

OPR Office of Primary Responsibility

OSI Office of Special Investigations

PC Program Coordinator

PHI Personal Health Information

PWS Performance Work Statement

QCP Quality Control Plan

SFS Security Forces Squadron

TPM Treatment Program Manager

USAF United States Air Force

VIS Victim Impact Statement

VPS Victim Preference Statement

2.0 SUMMARY OF REQUIREMENTS

2.1 DOMESTIC ABUSE VICTIM ADVOCATE (DAVA) shall:

2.1.1 Provide 24 hour/7 days a week response to victims alleging domestic abuse by publishing and maintaining an emergency contact number.

2.1.1.1 Respond to calls IAW established protocols, maintains a record of calls, and provides the FAO or designee a situational report the following duty day.

2.1.2 Partner with the Family Advocacy case manager, or mental health on-call provider if the treatment/case manager is unavailable, to establish current and effective safety plans. The victim’s safety is the DAVA’s top responsibility and priority. The DAVA shall review the Victim’s Safety Plan during each victim contact. Establish a Victim’s

Safety Plan on a case-by-case basis.

2.1.3 Develop safety plans based on initial and ongoing risk assessments. If imminent risk of serious harm or death is established, notify the FAO, law enforcement, and Command.

If children are involved, the process also includes child physical safety and emotional well-being; refer involved children to the treatment/case manager for follow-on care.

2.1.4 Immediately report any changes in the victim’s circumstances that changes or impacts the safety plan to the FAP treatment/case manager or mental health on-call provider if the treatment/case manager is unavailable. When determining whether a victim is at imminent risk of serious harm or death, the following risk factors shall be assessed by the DAVA:

a) Victimization patterns have increased in severity or frequency

b) Alleged offender threatened or attempted to kill the victim or his/her children

c) Alleged offender threatened or attempted suicide

d) Alleged offender strangled the victim

e) Alleged offender used or threatened to use a weapon against the victim

f) Victim sustained serious injury during the abusive incidents

g) Prior police contact with the alleged offender regarding domestic abuse

h) Victim has a restraining or protection order against the alleged offender

i) Victim is estranged, separated, or attempting to separate from the alleged offender

j) Alleged offender stalked the victim

k) Alleged offender exhibits obsessive behavior, extreme jealousy, or extreme dominance

l) Alleged offender abuses alcohol or drugs

m) Alleged offender forced sex on the victim

n) Alleged offender abused victim during current pregnancy

o) Victim expresses fear of imminent serious harm or death

p) Alleged offender has active psychosis and/or mania

q) Alleged offender is using psychoactive drugs, such as amphetamines or cocaine

2.1.5 Advise each victim at the initial contact that:

a) Services provided by the DAVA are voluntary; victims do not have to accept

DAVA assistance.

b) DAVAs have limited confidentiality in accordance with (IAW) AF policy.

DAVAs must immediately report incidents identified in para 2.1.4 of this PWS to the FAO.

c) Medical examination/documentation of victim’s injuries is highly recommended

d) Victims may choose to make either a restricted or unrestricted report of domestic abuse (those options are fully explained by the DAVA)

2.1.6 Advise victims of the military or civil actions available to promote safety (e.g.

military order of protection, restraining order, injunction, etc.)

2.1.7 Offer victims information regarding their identified needs (e.g. emergency shelter, housing, childcare, legal services, clinical resources, medical services, transitional compensation, etc.)

2.1.8 Offer follow-up DAVA services to each victim:

a) Empower the victim to advocate for the needs of self and children

b) Support the victim in decision-making by exploring options

c) Assist the victim with prioritizing actions and establishing short/long-term goals

d) Provide information and referral on military and civilian resources

2.1.9 Advise victims of the impact of domestic violence on children and supports victim’s efforts to have children assessed and treated, as needed

2.1.10 Accompany the victim to appointments or court proceedings when requested by the victim

2.1.11 Assistance with transportation is typically not provided to victims, however, after consultation with the FAO and when no other reasonable means exist the DAVA may transport the victim to important appointments (i.e. medical, court, protective actions).

The DAVA cannot transport minor children unless accompanied by the parent or legal guardian, and has the appropriate safety restraints in the vehicle. The Government will not be responsible for any costs or liabilities if the DAVA elects to provide transportation for victims except as identified in PWS paragraph 6.1.3, Local Vicinity Travel.

2.1.11.1 Partner with the FAP treatment/case manager to support the victim and promote safety for the victim and children in the home. Briefs the treatment/case manager prior to the Clinical Case Staffing (CCS) so that the CCS team has the most current information on the victim and children for staffing.

(Note: The DAVA does not have access to information containing Personal Health Information (PHI) and does not attend the CCS).

2.1.11.2 Establish a contact file for each victim served that contains minimal information about the allegations or nature of the incident. The primary purpose of the DAVA contact file is to maintain victim’s name and contact information as well as a log of the victim’s contacts and nature of the contacts or service provided by the DAVA.

Information in the DAVA contact file will assist the DAVA in maintaining contact with the victim and will provide continuity of care in the event of DAVA position turnover.

a) Place the safety plan, Victim Impact Statement (VIS) and Victim Preference

Statement (VPS) in the DAVA contact file. Provide a copy of these items to the treatment/case manager for the FAP Record.

b) The Domestic Abuse Victim Advocate Record (DAVAR) is under the administrative control of the FAP and is maintained in a locked and secured file cabinet maintained in a secured office system IAW FAP Standards. Do not maintain DAVARs in individual desks or offices. Secure all files at the close of the duty day. Clearly mark the contact file as either “Open” or “Closed” indicating whether the victim is currently receiving DAVA services.

2.1.11.3 Submit VIS when the victim asks the DAVA to inform the alleged offender’s commander, the FAP treatment/case manager, or the FAO (for presentation to the Central Registry Board) of the impact the maltreatment has had on the victim and children.

(Note: This form is only required when the victim requests the DAVA share the impact information on the victim’s behalf.)

2.1.11.4 Enter victim contact information into FAP Network (FAPNet) and perform other activities monthly IAW AF FAP guidance.

2.1.11.5 Develop process to keep the FAO and designated POC (on-call mental health provider, ER, etc.) informed of DAVA’s location and timelines when providing

DAVA victim services. This process will include location, arrival, and departure notification

2.1.11.6 Support the Family Advocacy Outreach Manager (FAOM) in developing

System Advocacy, Education and Public Awareness, and promoting a coordinated community response to domestic abuse. As a system advocate, the DAVA shall:

a) Continually evaluate the quality of the installation’s coordinated community responses and collaborate with base agencies to improve the system response to victims

b) Empower victims to be involved in plans or decisions about the safety of self and children

c) Collaborate with Security Forces Squadron (SFS) and Office of Special

Investigations (OSI) to establish protocols to ensure:

1. Notification to the DAVA within 24-hours on all incidents of suspected domestic abuse

2. Collaboration on safety planning

3. Training of SFS and OSI personnel on the DAVA role

2.1.11.7 Collaborate with the MTF to establish protocols to ensure:

a) Notification to the DAVA within 24-hours on all incidents of suspected domestic abuse

b) Training of MTF personnel on the DAVA role

2.1.11.8 Establish liaisons and partnerships with civilian domestic abuse resources.

2.1.11.9 Is a member of the installation Family Advocacy Committee (FAC) and reports to the FAO. Participates in the development, implementation and evaluation of installation domestic abuse policies and protocols, Memoranda of

Understanding (MOU) with local victim shelters, Inter-Service Support

Agreements, etc.

2.1.11.10 Support the FAP Outreach Program (OP) and New Parent Support Program

(NPSP) prevention activities. Actively participates in all resiliency initiatives designed to prevent domestic abuse.

a) Partners with the Family Advocacy Nurse (FAN) when the FAN is involved in open partner maltreatment cases.

b) Promptly communicates with the treatment/case manager and the FAN any information that may impact the victim’s current safety plan.

c) Refers victim for direct service from the FAN through the FAO.

d) Shares victim information with the FAN at least monthly to ensure continuity of care between the FAN and DAVA services.

e) Partners with the FAOM to promote education about and prevention of domestic abuse. Such activities may include outreach programs designed to increase awareness, educational briefings (e.g. restricted reporting option), skill-building classes, and the development of marketing tools and strategies.

f) An invited member of the Outreach Prevention Management Team (OPMT), the

DAVA shall make every effort to attend OPMT meetings to promote the

DAVA-FAOM partnership and the DAVA involvement in domestic abuse prevention activities.

2.2 DAVA PROGRAM COORDINATOR (PC) shall:

2.2.1 The DAVA Program Coordinator shall help the AF Treatment Program Manager (TPM) oversee and direct a comprehensive DAVA program to support effective implementation, utilization, and utilization improvements of DAVA Support Services at each of the AF

FAP offices identified in Appendix A. The PC provides program oversight for all contract

DAVAs and the services they provide to ensure compliance with all provisions of this contract. In the event that the PC is unable to perform his/her duties or is unavailable for any reason, the Contractor shall be responsible for providing project oversight through a designated individual who shall be authorized to act on behalf of the Contractor in the absence of the PC. PC shall have full authority to act for the Contractor on all contract matters relating to daily operations of this contract. The PC shall conduct overall management coordination and shall be the central point of contact for performance of all work under the contract as follows:

2.2.1.1 The PC shall coordinate with the Government Contracting Officer Representative

(COR) to remedy any Customer Complaint Records. Responses to Customer

Complaint Records will be reviewed for adequacy, acceptability, and timeliness. The

PC shall notify the COR of all performance issues beyond the Contractor’s control.

Refer unresolved problems to the CO. The Contractor shall promptly remove any contract employee the CO deems inappropriate for performance or whom the

Government has lost confidence in their ability to perform satisfactorily.

2.2.1.2 Ensure DAVAs provide 24 hour/7 days a week response to victims alleging domestic abuse by publishing and maintaining an emergency contact number.

2.2.2 Support the AF FAP TPM in procedural guidance and establishing standardized DAVA procedures applicable to FAP offices where DAVAs are assigned.

2.2.3 Provide expertise, counsel, and advice on DAVA process efficiencies, procedures, and programmatic issues.

2.2.4 Assist in the development and implementation of AF guidance by recommending and coordinating DAVA FAP Standards (Appendix F), and other guidance.

2.2.5 Assist with developing metrics for the DAVA program in line with DoD directives and guidance.

2.2.6 Represent the AF FAP as DAVA subject matter expert on Fatality Review Board and various working groups and committees.

2.2.7 Monitor DAVA data submissions to ensure compliance with established requirements and duties.

2.2.8 Provide technical support to ensure contract DAVAs understand how to use the FAPNet for data collection. Perform quality management on data collected from DAVAs. Identify missing data and contact the installation DAVA to provide it.

2.2.9 Manage all contract DAVAs under this contract ensuring they perform assigned duties

IAW the PWS.

2.2.10 Work with AFMOA quality assurance to address any personnel issues such as duty hours, time off, poor performance, etc.

2.2.11 Communicate as a minimum on a quarterly basis with FAOs assigned DAVAs to assess progress of implementation of DAVA services at those installations. Identify challenges to program sustainment.

2.2.12 Develop a process to monitor the quality of the services provided by the installation

DAVAs.

2.2.13 Prepare a Quarterly Progress Report for TPM. See PWS Deliverables Table 7.1 and PWS

8.3

2.2.14 Not used

2.2.15 Monitor placement of the DAVAs and report monthly to the TPM. See PWS Deliverables

Table 7.1 and PWS 8.4.

2.2.16 Make site visits to installations that are reporting difficulties in the following: hiring qualified candidates, providing 24-hour, 7-days-a-week coverage, or timely and complete submission of required DAVA data regarding services provided. Document the Monthly

Progress Report as required in PWS 8.4.1.

2.2.17 When funding is available organize and execute DAVA training for all DAVAs on this contract to promote continuity and quality for DAVA service delivery.

2.3 DAVA HOTLINE STAFF SHALL

2.3.1 Immediately direct any victim expressing concern for their personal safety to hang up and call 911 to obtain local emergency response.

2.3.2 Provide 24-hour per day, 7-days per week resource information for victims of domestic violence.

2.3.3 Advice and support may be provided to the victim, but does not take the place of the

DAVA or community resource support functions where the victim is located. Hotline personnel shall always provide DAVA and community resource contact information.

2.3.4 Establish and maintain the Hotline Resource referral information file.

2.3.5 Create contact file that includes applicable resource information for victims of domestic abuse.

2.3.6 The contact file must include at a minimum other national, federal, state, AF, and AF

DAVA information.

2.3.7 Maintain and ensure the currency of the contact file.

2.3.8 This hotline is intended for AF personnel and beneficiaries; however, no victim will be told they cannot be helped. If the victim is ineligible to receive DoD services the call center will provide the appropriate contact number where support may be obtained.

3.0 QUALIFICATIONS Contract employees shall perform all position responsibilities in accordance with this PWS. The FAO manages and directs the FAP Office and has final authority in the administration of the local DAVA program. Additionally, it is critical all employees are proficient in the use of Microsoft Office© Suite and have the ability to input, retrieve, and format documentation via various database/software. Contract staff shall meet the education and experience requirements as follows:

3.1 EDUCATION & EXPERIENCE DOMESTIC ABUSE VICTIM ADVOCATE

3.1.1 Education: A bachelor’s degree from an accredited university in any of the following disciplines: Social Work; Psychology; Marriage, Family, and Child Counseling;

Counseling or Behavioral Science; Criminal Justice, or related field.

3.1.2 Two years of experience assisting and providing advocacy services to victims of domestic abuse or sexual assault.

3.1.3 DAVAs shall have knowledge of military programs, organizations, chain of command, unit missions, life styles, and situations that contribute to family stress, problems and crisis situations.

3.2 EDUCATION & EXPERIENCE DAVA PROGRAM COORDINATOR

3.2.1 Education: A master’s degree from a Council on Social Work Education accredited school. Minimum entry-level state licensure; independent clinical license not required.

3.2.2 Experience: Post -master’s degree; Two years full-time within the last five years, experience in domestic abuse/domestic violence services to men, women, and children who are abusive or abused.

3.3 GENERAL CONTRACTOR PERSONNEL REQUIREMENTS Contract employees shall maintain a professional, neat, well-groomed appearance at all times to facilitate credibility with patients, staff, and command. Tank tops, cut-offs, shower shoes, or similar items or apparel are prohibited. Clothing shall be clearly distinguishable from all

U.S. military uniforms. Contractor personnel shall wear a Contractor provided identification badge at all times while performing contract services. The badge shall include the person’s full name, title, and company name. Contract personnel must include the word “Contractor” in their signature block for electronic and hard copy correspondence.

3.4 ENGLISH LANGUAGE REQUIREMENT All personnel shall read, understand, speak, and write English fluently.

3.5 INTELLECTUAL PROPERTY RIGHTS The Department of Defense shall receive

Unlimited Rights in all intellectual property, including graphic and pictorial representations and text, created by the Contractor during performance of this contract. All materials produced are the property of the U.S. Government.

3.6 HEALTH REQUIREMENTS In accordance with AFI 48-105, Surveillance, Prevention, and Control of Disease and Conditions of Public Health or Military Significance, all

DAVA personnel shall follow the methods for controlling a preventable disease as described in the American Public Health Association publication, Control of

Communicable Disease Manual, and the Centers for Disease Control and Prevention

(CDC) publication, Morbidity and Mortality Weekly Report, and its supplements. Where applicable, the most recent guidelines from these publications are the standard. (NOTE:

The DAVA PC is exempt, as this individual is not located in a MTF)

3.6.1 Before starting work, DAVA personnel working with MTFs shall provide proof of immunization from the following diseases according to CDC guidelines: Hepatitis

B, measles, mumps, rubella, varicella, and influenza, and proof of a negative TB skin test (completed within the past 12 months (if positive, proof of negative chest X-ray within the past 12 months) prior to start of work). After start of work, the

Government will provide post blood borne exposure protocols.

3.6.2 In those areas where there is a higher risk of transmission of tuberculosis, DAVA personnel may be tested as frequently as directed by the MTF policy. The MTF will provide this test.

3.6.3 Immunization information will be tracked in DoD computer systems for all DAVA personnel.

3.6.4 The MTF will not perform medical tests or procedures required by the contract (with the exception of Tuberculosis testing after start of work and exposure; see PWS

3.6.2). Expenses for all required tests and procedures shall be borne by the

Contractor, not the Government.

3.6.5 Annual influenza vaccination is strongly encouraged for DAVA personnel working in an MTF. The Government will NOT provide this vaccine to DAVA personnel.

The Contractor covers the cost of this vaccination, not the Government.

3.7 BASIC LIFE SUPPORT CERTIFICATION At a minimum, all DAVA personnel working within an MTF must maintain current certification in either the American Heart

Association Basic Life Support Course (BLS) (Course C) or the American Red Cross

CPR/BLS (Heart Saver) Course. Initial training may be obtained either from the MTF within 30-days of arrival, or in the community (at no cost to the Government). The

Government may also offer refresher training for contract DAVAs on a space available basis. Do not bill the time to the Government for training received within the facility.

The Government will not pay for recertification training obtained outside the MTF.

3.8 SECURITY DAVAs will have access to information requiring protection under the

Privacy Act of 1974 on unclassified automated information systems (AIS). Because of this access, personnel supporting the Government under this contract are in non-sensitive public trust positions designated as AIS III positions IAW DoD Directive 5200.2-R. In compliance with DoD Directive 5200.2-R and AFI 31-501, a National Agency Check with written Inquiries (NACI) is required for all AIS III positions.

3.8.1 The vendor staff shall fully adhere to the provisions in referenced publications by having all DAVAs submit the appropriate forms to obtain and maintain a positive suitability determination to continue performing under this contract. The Contractor management staff shall ensure DAVA personnel accomplish the following:

a) Schedule Appointment: The vendor shall schedule an appointment for new

DAVA personnel on the first day of work with the appropriate MTF Security

Manager (through the FAO and COR) at least 14 calendar days prior to required or planned start date.

b) The DAVA personnel shall complete all security requirements on the SF-85P, Questionnaire for Public Trust Positions form, electronically or hard copy, and fingerprints in accordance with the MTF Security Manager’s direction. The vendor shall ensure DAVAs bring the necessary documentation requested on the

SF-85P (i.e., current and previous addresses in the past seven (7) years, zip codes, telephone numbers, passport numbers, family member names, SSNs, employer information, etc.) in order to prevent delays in completing the SF-85P form.

c) DAVAs may be required to present an original Birth or Naturalization

Certificate to the MTF unit security manager.

d) The contractor shall advise DAVAs that a favorable report verified through JPAS is required as a condition of employment. While the MTF commander may allow

DAVAs temporary or interim access to Government computer systems in non-sensitive positions pending the outcome of the NACI, this contract requires the immediate removal of DAVAs if the NACI investigation results in an unfavorable or denied adjudication. In addition, the Government will immediately suspend any DAVA personnel‘s computer access if the NACI is returned with an adjudication of “no determination made.” The MTF commander will determine whether to allow the DAVA personnel to continue in the public trust position or deny computer access, which requires the removal of

DAVA personnel from the position.

3.8.2 Physical Security Contractor shall be accountable for control of Government property. The Contractor is also responsible for the protection of any contractor-owned equipment or supplies brought onto the installation. Further, the Contractor shall not remove any Government property from the installation.

3.8.3 Entry The Contractor will comply with established security procedures for entering the installation and its facilities to include any special security procedures for entry to Restricted Areas or mission essential or vulnerable areas.

3.8.4 Denial of Entry The Government reserves the right to terminate entry of any

Contractor employee upon disclosure of information that indicate the individual’s continued entry to the installation is not in the best interest of 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. Contractor personnel that present a hazard or disruption to the installation, community, workplace, or mission may be denied entry.

3.9 CONDUCT OF CONTRACTOR PERSONNEL

3.9.1 Contractor personnel will be required to observe Government facility parking, safety, and traffic regulations that apply to all facility employees.

3.9.2 Alcoholic beverages on the job are prohibited.

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

3.9.4 Contract personnel shall wear neat, clean business attire and present a neat well-groomed appearance.

3.9.5 Contractor shall ensure that all contract personnel comply with requirements to obtain the required security investigations as prescribed by DoD 5200.02, DoD

Personnel Security Program, based upon the representative’s responsibilities and access to sensitive, but unclassified information. All contract personnel having access to system processing, storing, or transmitting of sensitive but unclassified medical information shall be classified as AIS I, AIS II, or AIS III in accordance with, DoD 5200.02 as dictated by their level of responsibility. All Contractor employees working on this contract must have a favorable NACI check completed.

Obtain applicable forms from the Security Manager. Contractor personnel shall not disclose, share, or otherwise make public any network passwords or any information contained in Government information management systems to which they have access.

3.10 CRIMINAL HISTORY BACKGROUND CHECKS

3.10.1 For the safety of DAVA clients, the MTF will conduct criminal history background checks (CHBC) on all DAVAs. The Department of Defense Instruction (DODI)

1402.5 outlines the procedures for completing the required background check.

3.10.2 Pending disposition of the CHBC, DAVAs may be employed under the contract.

However, the FAO will ensure their work is limited to reviewing AF, Wing, and

MTF policies, to include MOAs and instructions related to domestic violence. Once the CHBC clears the DAVA, client services may begin.

3.10.3 If the DAVA has previously received a CHBC, proof of the check shall be provided or a new one obtained. A new investigation is required if a break in service to the

Department of Defense results in a time lapse of more than two years. Accomplish verification every seven years.

3.11 DISCLOSURE OF SENSITIVE DATA The Contractor recognizes that in the performance of the contracts, it may 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, 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.

3.11.1 Patient Lists Treat Patient lists, no matter how developed, as privileged information.

3.11.2 Release of Medical Information. Contractor personnel shall not release any personal or medical/patient information to include patient/person-level content with personal health information. Treat information IAW the following:

(*Note) The Privacy Act of 1974 (5 U.S.C. § 552a), which includes Public Law 100-503. The

Privacy Act of 1974 will cover all data associated with this requirement. All Contractor personnel assigned will be required to take appropriate actions to prevent disclosure of this information.

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. Other Military Health Services, AFMSA, Federal and State laws may also be applicable.

3.12 NETWORK ACCESS Contractor personnel, with a valid NACI verified through the

Automated Security Clearance Approval Systems (ASCAS) roster or validation from the on-site Contractor’s security manager, shall be provided access to the Government unclassified computer networks and their inherent capabilities including, but not limited to:

Internet access, electronic mail, file and print services, and dial-in network access.

Contractor personnel are held accountable for all actions he or she initiates while on the network and shall conduct his or her business in accordance with all AF and local base instructions, manuals, and policies. Any conduct that does not adhere to sound or just network usage as stipulated in official guidance will cause revocation of all network privileges.

3.13 TRAINING

3.13.1 Contractor personnel performing under this contract may be selected by AFMOA to attend mandatory Government-provided training or training sponsored by commercial sources. The Contractor will be reimbursed for training costs (per diem and transportation) incurred IAW FAR Part 31.205-46 Travel Cost.

3.13.2 Contract employees attending Government approved training shall incur six months retainability upon return from the training to ensure the Government’s return on investment of training funds. The Contractor shall be required to reimburse the

Government should their employee vacate their position short of this requirement.

3.13.3 The Government will not provide additional compensation for time spent traveling, i.e. TDY status, training, etc. Compensation received is considered in the form of paid per diem, travel costs, and the benefits of training.

3.13.4 The Government will not pay/reimburse for contract employee travel, registration, or hours while attending CEUs unless they are in conjunction with training.

3.14 STAFFING

3.14.1 Contractor shall staff all duty locations IAW Appendix A, DAVA Personnel

Requirements and Locations of this PWS. Contractor shall furnish and maintain the appropriate number of contract personnel to fulfill each duty position required at each location. Contractor shall ensure staffing of each position at each location throughout the Period of Performance.

3.14.2 Contract labor vacancies shall not extend beyond 20 calendar days for each position. The calendar day count will begin on the date the position is vacant.

Vacancies that extend beyond 20 calendar days of official notice will result in issuance of a Customer Complaint Record (See Appendix E) to the Contractor. The

Contractor shall submit a response to the COR for each CCR within three duty days of receipt. Contractor shall respond to all CCRs by e-mail correspondence or fax.

3.14.3 Contractor shall not intentionally use temporary or short-term employees in the performance of this contract.

3.14.4 Contractor shall provide COR and the designated FAO with the full name, duty position, duty location, and start date of each new hire at least three workdays before the individual reports for duty. Contractor shall provide all correspondence to

Government COR and FOA by e-mail or fax.

3.14.5 Contractor shall notify the COR within 24 hours of a vacancy with the full name, duty position, duty location, and end date of the departing contractor personnel.

3.15 CONTRACTOR MANPOWER REPORTING REQUIREMENTS

3.15.1 The Contractor shall report all Contractor labor hours (including subcontractor labor hours) required for performance of services provided under this PWS via a secure data collection site. The Contractor is required to fill in all required data fields at http://www.ecmra.mil.

3.15.2 Reporting Period: Reporting inputs will be for the labor executed during the period of performance for each Government fiscal year (FY), which runs 1 October through 30 September. While inputs may be reported any time during the FY, all data shall be reported no later than 31 October of each calendar year. Contractors may direct questions to the Contractor Manpower Reporting Application (CMRA) help desk.

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

3.15.4 User Manuals: Data for Air Force service requirements must be input at the

Air Force CMRA link. However, user manuals for Government personnel and

Contractors are available at the Army CMRA link at http://www.ecmra.mil.

4.0 SERVICES SUMMARY Below is a matrix listing a summary of performance objectives and performance thresholds required by the Government in Contractor performance.

4.1 SERVICES SUMMARY STAFFING

Performance Requirements PWS Para

Reference

Performance

Threshold/Standard

Contractor shall staff all duty locations

3.14.1

See Appendix A

At least 95% staffed 100% of the time

Submit contract Deliverables 7.0 No more than two (2) late

Deliverables per performance period (i.e., base period, first option period…) http://www.ecmra.mil/ http://www.ecmra.mil/

4.2 SERVICES SUMMARY FOR DAVA

Reference

Performance

Threshold/Standard

Develop Safety Plan &

Document victim file;

Review Safety Plan and document the file every time the victim meets with the DAVA

2.1.2 & 2.1.3 100% compliance in meeting all safety plan requirements (develop, document, review, etc.)

Report changes in victim circumstances to designated authority if imminent risk of serious harm or death is established

2.1.3 100% compliance in meeting reporting requirement

4.3 SERVICES SUMMARY FOR PROGRAM COORDINATOR

Reference

Performance

Threshold/Standard

Ensures DAVAs provide 24/7 coverage to victims

2.1.1, 6.3.2 &6.3.3 24 hours a day, 7 days a week

100% of the time with zero complaints

Prepare & submit Quarterly

Progress Report

7.1 & 8.3 No more than one (1) late report during the performance period

(i.e., base, Option Period 1 o

5.0 GOVERNMENT-FURNISHED SUPPORT

5.1 Office Support: The Government will provide access to military-restricted portions of the

Internet and electronic mail. The Government will provide access to the applicable documentation, databases, software, and hardware required within the scope of this contract. The Contractor shall comply with all applicable local, AF, and DoD policies concerning IT applications and connecting to authorized military systems. The

Government will furnish office space and equipment necessary to maintain the databases and access to the resident equipment where applicable to the contract as determined by the

CO. Space shall include a desk, office automation hardware and software, landline, desk, telephone, and documentation for access repositories where applicable to the contract as determined by the CO. The Contractor shall ensure accurate control and accountability of all Government furnished property in accordance with terms and conditions of this contract.

Notify COR and designated

FAO with name, position, and start date for new hires

3.14.4 100% Compliance in providing the information

6.0 OTHER DIRECT COSTS (ODCs) (TRAVEL)

6.1 TRAVEL:

6.1.1 Travel other than Local Vicinity Travel (LVT) The contract employee may perform periodic travel within CONUS. AFMOA is the sole authority for travel.

The Contractor is responsible for passenger transportation, lodging, and subsistence.

Reimbursement of CONUS travel costs is IAW the Federal Travel Regulations and

FAR Part 31.205-46, Travel Cost. The contract employee shall travel using the lower cost mode transportation commensurate with the mission requirements.

When air travel is necessary, the Contractor shall use the tourist class or economy class. The Contractor shall also use similar lodging accommodations to the extent they are available and commensurate with the mission requirements. Travel is on a cost reimbursable basis; no profit or fee will be paid.

6.1.2 DAVA PC Site Visits Contract PC shall conduct site visits according to Appendix

A, DAVA PERSONNEL REQUIREMENTS AND LOCATIONS, as approved by

AFMOA, the sole authority for travel. AFMOA must approve scheduling of and conducting site visits before proceeding. The Contractor is responsible for passenger transportation, lodging, and subsistence. The Government will reimburse site visit costs (per diem and transportation) incurred.

6.1.3 Local Vicinity Travel (LVT): LVT reimbursement is based on properly prepared invoices and IAW the JTR. LVT must be directly related to providing VA services to victims. Contract employees utilize Standard Form 1164, Claim for

Reimbursement for Expenditures on Official Business, or a comparable form to document monthly vicinity travel. The FAO signs the form to validate need for

LVT. Submit the contract employee’s forms with the Contractor’s invoice for reimbursement.

6.2 CELL PHONES

6.2.1 The Contractor shall maintain a contract with a cellular phone company that allows for optimal coverage in order for DAVAs to respond 24/7. Optimal cell phone area coverage is required to ensure victims have guaranteed access to DAVAs. Victims cannot suffer delays in DAVA provided services due to poor cell phone reception.

6.2.2 The cell phone number must be transferrable to maintain continuity of emergency contact information. Once established and published the number should not change.

6.3 CALL CENTER

6.3.1 The Contractor will establish a toll free call-in service for victims to request DAVA assistance.

6.3.2 The toll-free numbers will be the primary contact number that will be utilized at each installation for victims/potential victims to access a DAVA 24/7.

6.3.3 The toll-free Hotline service shall be answered 24-hours per day, 7-days a week by individuals meeting qualifications in para 2.2.1 of this PWS. Do not use automated system answering and transferring.

6.3.4 The call center will not be a “hard” facility. The Government anticipates the call center can be operated without providing a formal office environment.

7.0 DELIVERABLES All documents and contract data deliverables described in this PWS shall be submitted on-time by the Contractor and meet the requirements set forth in the following data deliverable table.

7.1 DELIVERABLES

NO DELIVERABLE PWS PARAGRAPH DELIVERY DATE

Monthly Status Report 8.1 Submit to COR by 15th work day of each month

Quarterly Progress Report 2.2.13, 8.3 Submit to the TPM by the 10th work day of January, April, July, and October

Monthly Progress Report 2.2.15 - 2.2.16, 8.4 Submit to the TPM by the

15th work day of each month

Quality Control Plan 9.1 Within 30 calendar days after contract award date (and any updates thereafter)

Meeting Reports 8.2 Within 48 hours upon completion of meeting

8.0 DATA REPORTING REQUIREMENTS

8.1 MONTHLY STATUS REPORT Shall include contract number and project number, brief task description, a narrative review of work accomplished, significant events, problems, staffing report, anticipated activity for the next period, other relative information, system availability (include description of problem, time from notification or awareness of problem, and when system was restored), project financial information, i.e.

hours billed, hours remaining, the reporting period.

8.2 MEETING REPORTS shall be submitted upon completion of meetings between the

Government PM and Contractor PM and shall include contract and TO number, purpose of meeting, discussion of topic and relevant decisions, narrative review of work accomplished, significant events, problem areas, anticipated activity requiring follow-up, and other relevant information.

8.3 QUARTERLY PROGRESS REPORT Prepare a Quarterly Progress Report for TPM to summarize data collected, track trends and progress made in fully implementing DAVA services. Report shall include data points developed by PC and TPM IAW DoD and AF requirements.

8.4 MONTHLY PROGRESS REPORT Monitor placement of the DAVAs and report monthly to the TPM all DAVA positions that are filled, vacant, and efforts made to fill all vacancies. The Monthly Progress Report shall also include challenges in finding qualified candidates, other operational challenges, and any barriers to fulfilling 24-hours-per-day, 7-days-a-week coverage on call requirements.

8.4.1 The Monthly Progress Report shall also include the following: Trip report (IAW

AFMOA guidance) on any site visits conducted during the month. Training provided to DAVAs, updates to barriers in data collection, meetings, and conferences that PC attended, and planned DAVA activities for the upcoming month.

9.0 QUALITY ASSURANCE The Contractor is responsible for Quality Control, not the

Government.

9.1 CONTRACTOR’S QUALITY CONTROL PLAN (QCP) Contractor shall

provide to the CO a QCP within 30 calendar days after contract award date.

As a minimum, the Contractor’s QCP shall address the following topics: (1)

Staffing, (2) Performance, and (3) Contract Management.

10.0 PERSONAL SERVICES The contract personnel under this contract shall be rendering personal services as described in Defense Federal Acquisition Regulation

Supplement (DFARS) 237.104 and shall be subject to day-to-day supervision and control by Government supervisors. Supervision and control is the process by which the contract personnel receive technical guidance, direction, and approval with regard to tasks within the requirements of the contract. The contract awarded for this requirement is approved for personal services in accordance with DFARS

237.104(b)(ii). This contract requires FAP staff to provide health care services in

MTFs.

11.0 CONTRACTOR IDENTIFICATION All Contractor personnel shall wear a

Contractor identification badge at all times while performing under this effort.

When attending meetings, answering phones, or via electronic mail, the

Contractor personnel shall identify themselves as a Contractor employee to avoid situations arising where sensitive topics might be better discussed solely between Government employees.

11.1 Contractor personnel 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 personnel occupying collocated space with their Government program customer should identify their workspace area with their name and company affiliation or as a minimum “Contractor” after name.

12.0 HOURS OF OPERATION In order to provide appropriate, timely DAVA services, specific work hours will not be set per the PWS. It is vital DAVAs be available when requested; on-call services are required. The Government reserves the right to change hours of operation or restrict Contractor access to installation.

DAVAs may be required to perform outside the typical work hours when assisting victims.

12.1 Hours of operation shall remain flexible and vary according to the needs of victims and may take place outside normal duty hours. Work schedules shall be established, modified, or approved by the FAO.

12.2 Routine hours as set by the MTF Commander are 40 hours per week, Monday through Friday, excluding federal holidays or when the Government is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings, unless otherwise approved.

Routine hours may vary for specific instances; however, do not exceed 40 hours in a given week unless coordinated through the PC. Contract personnel shall coordinate all absences with the FAO and the PC.

13.0 SCHEDULED 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 and Christmas Day.

13.1 Government agencies will not be available during scheduled holidays, inclement weather, weekends, after duty hours, or AF down days. All chargeable work shall be directly attributable to daily tasks performed by the individual.

13.2 Contractor personnel shall notify the FAO and the PC no later than two (2) hours after the start of a workday for unplanned leave, including sick leave.

13.3 The Government reserves the right to verify the hours worked by the contract personnel by requiring them to complete the FAPNet on-line time card module for the previous month. The FAO will review hours worked for the preceding month annotated in FAPNet by the 5 th workday of the following month.

14.0 PLACE OF PERFORMANCE Each DAVA will be located at the various MTFs reflected in Appendix A.

15.0 APPENDICES

Appendix A: DAVA Personnel Requirements & Locations

Appendix B: Business Associate Agreement

Appendix C: HQ AF/SG Non-Disclosure

Appendix D: Customer Complaint Record

Appendix E: DAVA FAP Standards

APPENDIX A

DOMESTIC ABUSE VICTIM ADVOCATE PERSONNEL

REQUIREMENTS AND LOCATIONS

Location

Requirement

Air Force Academy CO 1

Altus AFB OK 0

Andrews AFB MD 1

Barksdale AFB LA 1

Beale AFB CA 1

Buckley AFB CO 1

Cannon AFB NM 1

Charleston AFB SC 1

Columbus AFB MS 0

Davis-Monthan AFB AZ 1

Dover AFB DE 1

Dyess AFB TX 1

Edwards AFB CA 0

Eglin AFB FL 2

Ellsworth AFB SD 0

Fairchild AFB WA 1

FE Warren AFB WY 0

Goodfellow AFB TX 0

Grand Forks AFB ND 0

Hanscom AFB MA 0

Hill AFB UT 2

Holloman AFB NM 1

Hurlburt Fld FL 1

Keesler AFB MS 1

Kirtland AFB NM 0

Joint Base San Antonio (Lackland / Fort Sam

Houston) TX

*Lackland-Kelly AFB TX 1

Joint Base…