RFP_Atch2--PWS_30_Mar_2016.pdf

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Health Coaching Demonstration Initiative PWS

Performance Work Statement (PWS) for

Health Coaching Demonstration Initiative

HEADQUARTERS U.S. AIR FORCE OFFICE OF THE SURGEON GENERAL

Aerospace Medicine Directorate (AFMSA/SG3P)

30 March 2016

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Table of Contents

1.0 DESCRIPTION OF SERVICES

1.1 BACKGROUND

1.2 SCOPE

1.3 ACRONYMS - SEE APPENDIX A

2.0 SUMMARY OF REQUIREMENTS

2.1 PROJECT MANAGEMENT SUPPORT

2.2 HEALTH COACHES SUPPORT

2.3 DELIVERABLES

2.4 SERVICES SUMMARY MATRIX

3.0 GENERAL REQUIREMENTS

3.1. CONTRACTOR GENERAL SUPPORT

3.2 DOCUMENTS, DATA RIGHTS, AND INTELLECTUAL PROPERTY

3.3 SECURITY PROCEDURES

3.4 TRAVEL

3.5 PLACE OF PERFORMANCE AND HOURS OF OPERATION

3.6 PRIVACY OF INFORMATION

3.7 NON-PERSONAL SERVICES

3.8 PERIOD OF PERFORMANCE

3.9 TELECOMMUTE

4.0 APPLICABLE PUBLICATIONS

4.1 PUBLICATIONS AND FORMS

4.2 DOD DIRECTIVES

4.3 DOD REGULATIONS/MANUALS/INSTRUCTIONS/DIRECTIVES

4.4 AIR FORCE INSTRUCTIONS/MANUALS

4.5 OTHER GUIDELINES, REFERENCES AND SOURCES

APPENDIX A: ACRONYMS

APPENDIX B: AFMSA/SG NON-DISCLOSURE AGREEMENT

APPENDIX C: BUSINESS ASSOCIATE AGREEMENT

APPENDIX D: AF/SG ORGANIZATIONAL CONFLICT OF INTEREST (OCI)

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1.0 DESCRIPTION OF SERVICES

1.1 Background

The United States Air Force (USAF), Air Force Medical Support Agency (AFMSA), Office of the Surgeon General’s Aerospace Medicine Operations (AFMSA/SG3P) will stand up an initiative in 2016 to improve the health of USAF Airmen and beneficiaries. The Health Coaching Demonstration (HCD) Initiative seeks to leverage the timing of the Department of Defense Healthcare Management System Modernization (DHMSM) to integrate technology, patient partnership, and health coaching to assist and empower people to lead healthier lives.

This demonstration seeks to expand the Air Force Medical Service (AFMS) beyond providing high quality clinical healthcare.

1.2 Scope

This non-personal service shall provide AFMSA/SG3P with advisory and assistance support and services (A&AS) to develop and implement a Health Coaching Demonstration (HCD) project to integrate into the patient workflow and leverage the standup of the Department of Defense (DoD) electronic health record (EHR).

This support shall assist the following services:

a) Assist the Government Program Manager and serve as the focal point to execute the staffing, training, equipment, budget, information technology, workspace, communication, monitoring, quality control, evaluation, and reporting and associated activities for the HCD project.

b) Synthesizes and evaluates information from a variety of sources and to prepare documents or provide insight with which Government officials can make timely and accurate decisions.

1.3 Acronyms - See Appendix A

2.0 SUMMARY OF REQUIREMENTS

The Contractor, with at least 10 years of health coaching experience for at least 40,000 beneficiaries, shall provide (3) Full Time Equivalents (FTE); one (1) Project Manager and two

(2) Health Coaches; a comprehensive health coaching training program transitionally or fully accredited by the National Consortium for Credentialing Health & Wellness Coaches (NCCHWC); an electronic library of behavior change materials tied to the DoD EHR patient portal function; and a quality assurance, evaluation and improvement program to increase efficiency and effectiveness.

The Contractor shall perform technical and non-technical services associated with the scope and desired capabilities defined within this Performance Work Statement (PWS); as well as meet the

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appropriate thresholds identified in paragraph 2.4. The Contractor shall provide all materials and related equipment to perform the requirements identified below.

a) Training: At the time of proposal, the Contractor shall

1) provide a comprehensive health coaching curriculum and training program that is transitionally or fully accredited by National Consortium for Credentialing Health & Wellness Coaches (NCCHWC)

2) train health coaches to industry-standard knowledge base for effective participant intervention across the lifestyle domains – tobacco cessation, nutritional fitness, physical activity, healthy weight, stress management – as well standardized training in effective coaching skills and methodologies such as motivational interview to enhance their ability to engage their participants to reach goals and achieve better outcomes. The training shall consist of at least one-week of in-person onsite Health Coach training by the contractor within six (6) months of contract award.

b) Evaluation: Within six (6) months of contract award, the Contractor shall provide

1) a full quality assurance, evaluation and improvement program that includes continuous monitoring of health coaching sessions

2) a standard set of criteria for evaluation based on critical health coaching attributes such as skill, techniques, content and effectiveness

3) monthly evaluation of a significant sample of live coaching sessions against the standard criteria

4) quarterly appraisals and feedback to coaches with the goal to improve knowledge, skills and effectiveness of coaching sessions.

c) Resources: Within six (6) months of contract award, the Contractor shall provide extensive lifestyle support materials, such as digital media as well as print-ready, for participants to either complete interactively via the patient portal in conjunction with coaching, or as a stand-alone resource for beneficiaries. Resources shall include a diverse and extensive text library for healthy lifestyle tips on all the lifestyle domains that could be disseminated to beneficiaries or participants in multiple ways, including via the patient portal, texts and other media.

2.1 Project Management Support

The Contractor shall provide project management support to the HCD Program for the Air Force Office of the Surgeon General Aerospace Medicine Division (SG3P). The Contractor shall assign a Project Manager to oversee all aspects of the Health Coaching Demonstration project to include staffing, training, equipment, budget, information technology, workspace, communication, monitoring, quality control, evaluation, and reporting. The Project Manager shall plan and ensure all phases of the HCD project are integrally linked and executed appropriately to support successful implementation. The Project Manager shall be on site at Defense Health Headquarters (DHHQ) in Falls Church, VA.

2.1.1. Roles and Responsibilities

a. The Project Manager shall develop processes to determine the effectiveness of current operational activities, examine problem areas, and develop solutions.

1) The Project manager shall assist in the creation, storage, and retrieval of data in Air

Force and Military Health System (MHS).

2) The Project Manager shall establish a HCD project to be executed in sync with the standup of DHMSM to fully leverage the developing patient portal application.

3) Within 45 days of contract award, the Contractor shall develop a timeline and milestones, to be adjusted only with approval of the Contracting Officer’s Representative (COR), covering the scope of the HCD project and milestones.

4) The Contractor shall conduct a continuous analysis of the demonstration project.

5) The Contractor shall synthesize and evaluate information from a variety of sources to prepare an analysis of the project to include overall effectiveness of health coaching and benefits of locating a coach centrally versus on-site, and provide insight with which government officials can make timely and accurate decisions.

6) The final report is due 90 days prior to the end of the base year with current, working drafts due quarterly to the COR. A final report on the demonstration project is due 90 days prior to the end of the first and second (if exercised) option period with current, working drafts due quarterly to the COR. The report should include a summative analysis of the overall effectiveness of health coaching in the beneficiary population, and a comparison of the impact of locating a coach centrally versus on-site. The report will be based on measured data and metrics, and include comparable research on health coaching. The quarterly and draft reports will be due at an agreed upon date between the COR and Contractor.

7) The Contractor shall assist the COR by interacting with the Defense Health Agency (DHA) and Services teams who are responsible for the standup of DHMSM and the patient portal to define, maximize and advocate for requirements that integrate health coaching and tools that support the health coaching into the patient flow processes of the electronic health record and the patient portal application.

b. Monitor and provide direction, oversight, feedback, quality review, and supervision of the Health Coaches.

c. Execute wide range outcome measures to evaluate the demonstration at least quarterly.

Evaluation metrics can include, but are not limited to:

1) number of health coaching consults

2) number of patients enrolled

3) number of patients completing patient coaching module

4) patient satisfaction

5) patient progress toward goals

6) provider satisfaction

7) patient Health-Related Quality of Life

8) patient activation score

9) patients completing health risk assessments via patient portal

10) patient engaging in health monitoring, using patient portal

11) estimated cost saving and impact of coaching-facilitated behavioral changes.

The Contractor will advise on the appropriateness of evaluation techniques and evaluation collection metrics and provide analytical and methodological support as needed. All reports will be provided at an agreed upon date between the Contractor and the COR.

d. Conduct monthly In Progress Reviews (IPRs) and provide monthly Evaluation Roll-Up

Reports (ERUR) and generate actionable recommendations. The draft ERURs shall be submitted to the COR five (5) business days prior to IPR. Contents of the ERUR shall include evaluation on the latest updates from data received from the bases participating in the Healthcare to Health Initiative. The IPRs reports shall be due five (5) business days before the end of the month.

2.1.1.1 Qualifications:

a. Education: Master’s Degree (M.S.) in health-related field

b. Experience: A minimum of 10 years of health coaching experience for at least 40,000 beneficiaries, Project Management experience, of which five (5) years with health-related project management experience such as Public Health programs. Experience with health system concepts, processes and procedures. A minimum of ten (10) years of experience in navigating with technology interfaces such as an electronic health record and patient portal.

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c. Possess effective oral and written communication skills.

d. Minimum of Ten (10) years of analytical experience to include mathematics and statistics in order to plan and accomplish goals successfully.

e. The Project manager shall have a minimum of three (3) years’ experience with Military health system processes, practices and procedures.

2.2 Health Coaches Support

Upon contract award, the Contractor shall provide two Health Coaches; one (1) to be located at DHHQ and one (1) to be located at Fairchild Air Force Base, WA. After the Health Coaches attend the in-person training, they shall provide the following services at each location:

a) Health coaching principles and techniques, motivational interviewing, positive psychology, and goal setting, as well as the core focus areas of the health curriculum.

b) Demonstrate confidence, enthusiasm, empathy, respect, and professionalism to build a strong rapport and effective partnership with coaching participants who seek lifestyle and behavioral changes.

c) Facilitate healthy, sustainable behavior change by helping the client identify wellness or health priorities and values, build self-efficacy, and assist to transform goals into action.

2.2.1. Qualifications

a) Education: Master’s degree in any health science discipline such as nurse, exercise physiologist or dietitian. Must be a Certified Health Education Specialist (CHES).

b) Experience: Minimum two (2) years of experience working one-on-one with clients.

Experience in the principles of positive psychology and the practices of motivational interviewing and goal setting. Experience with health system concepts, processes and objectives. At least two (2) years in navigating with technology interfaces such as an electronic health record and patient portal.

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2.3 Deliverables

Deliverables associated with this PWS are specified below. All deliverables shall be submitted in a draft format as set forth by the Government.

DELIVERABLE PWS PARAGRAPH DELIVERY DATE

A comprehensive health coaching training program transitionally or fully accredited by the National Consortium for Credentialing Health & Wellness Coaches

(NCCHWC)

2a. At time of proposal

Trained Health Coaches 2a. Within six (6) months of award

Provide a quality assurance, evaluation and improvement program

2b. Within six (6) months of award

Provide a comprehensive library of lifestyle behavior change materials and text library

2c. Within six (6) months of award

Provide a Health Coaching Demonstration Milestones and Timeline

2.1.1 (a) 45 days after contract award

The quarterly and draft HCD reports

2.1.1 (a) Due at an agreed upon date between the COR and Contractor

Final Health Coaching Demonstration reports

2.1.1 (a) 90 days prior to the end of the base year and 90 days prior to the first and second option years, if applicable

Metrics to evaluate the demonstration

2.1.1. (c) At an agreed upon date quarterly by the COR and contractor

Conduct monthly In Progress Reviews and provide monthly Evaluation Roll-Up Reports and generate actionable recommendations

2.1.1 (d) Due five (5) business days after the end of the month. The EURU reports shall be due five (5) business days prior to the IPR.

Monthly Status Reports 2.3.1 By the 5th business day of the month

Quality Control Plan 2.3.2 Within ten (10) business days after Post Award Meeting

Attend Post Award Meeting 3.1.8 Within ten (10) business days after contract award

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Security Provisions 3.3.1 Within 14 business days after the Period of Performance start date

Trip Report 3.4.4 Within five (5) business days after travel completion

2.3.1. Monthly Status Reports (MSR)

The Contractor shall provide a Monthly Status Report due to the Contracting Officer’s Representative (COR) no later than (NLT) the 5th business day of the month. The report shall include:

a) A brief task description; a narrative review of tasks accomplished during the reporting period and significant events, status of major and minor milestones, and project deliverables.

b) Problem areas encountered and remedial actions taken and recommendations for solutions. Potential problems shall be addressed at the time of occurrence to the COR or CO but shall also be included in the MSR. Provide network impacts, downtime, scheduled/unscheduled maintenance, etc.

c) A summary of the highlights of the previous month’s activities. The MSR shall include the key technical milestones met or actions accomplished. Also include planned work for the next period, deliverable status information on all active tasks, any problem areas, and other relative information impacting their attainment. Address staffing issues that affect the successful completion of all requirements.

d) Recommendations and actions that the Contractor took to overcome delays due to technical, regulatory or staffing issues.

e) Description of anticipated activities for the next reporting period, such as description of any travel or unique services to be provided and other relative information as necessary.

2.3.2. Quality Control Plan (QCP).

The Contractor shall develop and maintain a QCP to ensure services are performed in accordance with this PWS. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor shall submit their QCP within ten

(10) business days after post award meeting. The COR will provide a written notice of acceptance to the contractor. Any updates to the QCP will be reviewed by the COR for acceptance in writing.

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2.4 Services Summary Matrix

The Government shall use the following standards to determine Contractor performance and shall compare Contractor performance to the Acceptable Quality Level (AQL).

Requirement PWS Paragraph AQL/Performance Threshold Surveillance/

Monitoring Method

Training 2 a.

Provide a comprehensive health coaching curriculum and training program. The program shall be transitionally or fully accredited by the National Consortium for Credentialing Health & Wellness Coaches

(NCCHWC)

100% Inspection by the COR

Evaluation 2 b.

Provide a full quality assurance, evaluation and improvement program that includes continuous monitoring of health coaching sessions. The program shall meet 98% of AFMSA objectives.

100% Inspection by the COR

Resources 2 c.

Provide a comprehensive library of lifestyle behavior change materials and text library. The support materials shall meet 98% of AFMSA objectives.

100% Inspection by the COR

Project Management 2.1

A Project Manager shall be assigned and shall plan and ensure that all phases of the Health Coaching Demonstration project are integrally linked and executed. The PM shall meet 98% of the objectives for this project.

100% Inspection by the COR

Health Coaching Support 2.2

Any personnel that observe questionable or incomplete services or services not performed, or performed improperly, should immediately contact the COR.

Customer Feedback (Valid Complaint)

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3.0 GENERAL REQUIREMENTS

3.1. Contractor General Support.

3.1.1. Continuation of Services. The Contractor shall ensure continuation of services during personnel absences due to sickness, leave, and voluntary or involuntary termination from employment such that impact to the Government is minimal and position vacancies do not exceed 30 business days.

3.1.2. Vacancies. In instances where the Contractor projects vacancies exceeding five (5) business days, the Contractor shall notify the CO and the COR within five (5) business days prior to the vacancy.

The Contractor shall provide follow-up documentation within 72 hours after notification, stating the date/time the position will be vacant, the reason for the vacant position, the anticipated replacement date of personnel, and what management corrective action will be taken to ensure contract mission completion.

The Contractor shall not invoice for any positions that are vacant and the Government will not pay for any positions that are vacant in excess of 5 business days. The Contractor shall document personnel absences and send the information to the COR. Vacancies will be measured in number of business days. The Contractor shall submit a list of qualifications for each labor category that each of their candidates possess all to the Contracting Officer who will then forward to the COR for approval.

3.1.3. Professionalism. All FTEs shall conduct themselves in such a way that does not interfere with the proper order of professionalism at the installation where services are performed. Any instance where the conduct of contract employees does not meet this requirement will result in a formal complaint submitted on a customer complaint form (Attachment 3 of the QASP), to be provided to the Contracting Office. The Contractor shall present a neat, well-groomed appearance: neat, clean, business attire clothing shall be worn. The Contractor shall be required to observe all base and facility parking, safety and traffic regulations that apply to all facility employees.

3.1.4. Common Access Card (CAC). Each Contractor employee shall have their CAC in his/her possession at all times while working on any Government installation and shall surrender the CAC at the end of his/her employment under this contract, or when the CAC expires, or when demanded by authorized Government officials, whichever occurs first. The loss of any pass and identification items shall be reported as soon thereafter as possible to the issuing activity and the COR.

3.1.5. Treatment of Sensitive Information. Contractor personnel shall not release any personal or medical/patient information to include patient personal health information during the course of this contract. Treatment of sensitive information shall in accordance with the following:

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a. Business Associate Agreement. The Contractor shall sign and comply with the requirements in Appendix C due to the COR within five (5) business days of contract award.

b. Non-Disclosure Agreement (NDA). The Contractor shall provide the COR with signed NDAs for each Contractor personnel (Appendix B) within five (5) business days of reporting for the first day of work.

c. Organizational Conflict of Interest: (OCI). The Contractor shall provide to the COR within five (5) business days after contract award a signed OCI (Appendix D) addressing the activities of all Contract personnel. Contractor personnel performing work under this contract may receive, have access to, or participate in the development of proprietary or source selection information (e.g. cost or pricing information). Contractor personnel may receive budget information or analyses, specification or work statements, etc. or perform evaluation services that may create current or subsequent OCIs as defined in Federal Acquisition Regulation (FAR), Subpart 9.5. The Contractor shall notify the CO immediately when such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the CO to avoid OCI or mitigation. The Contractor’s mitigation plan shall be determined to be acceptable solely at the discretion of the CO. In the event the CO unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the CO may recommend alternate remedies as he or she deems necessary. This may include prohibiting the Contractor from participation in subsequent contracted requirements that are affected by the OCI.

d. DoD Directives and Instructions Compliance. The Contractor shall comply with the latest versions of DoD Directive (DoDD) 8570.01M, Information Assurance Workforce Improvement Program; DoD Instruction (DoDI) 8500.01, Cybersecurity; DoDD 5400.11, DoD Privacy Program; and DoDI 5200.2-R, DoD Personnel Security Program.

e. Other Applicable Regulations. Other Military Health System (MHS) and Air Force Medical Support Agency (AFMSA) regulations and other Federal and State laws regarding the treatment of sensitive information, as listed in Appendix D, may also be applicable.

3.1.6. Contractor Identification. When conversing with Government personnel during business meetings, over the telephone or via electronic mail, Contractor personnel shall identify themselves as such to avoid situations arising where sensitive topics might be better discussed solely between Government employees. The Contractor shall follow any other applicable workplace policies.

3.1.7. 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 Code of Federal Regulations (CFR) 1194, requires that when Federal agencies develop, procure, maintain, or use electronic 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

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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 Contractor should review the following websites:

http://www.section508.gov http://www.access-board.gov/508.htm http://www.w3.org/WAI/Resources

3.1.8. Post Award Meeting. In accordance with FAR Subpart 42.5, the CO will schedule a post award meeting within 10 business days after award. The purpose of this meeting is to initiate the communication process between the COR and the Contractor. Anything stated or discussed at this meeting is not contractually binding on either party unless documented by contract modification. The post-award meeting shall be attended via teleconference or on-site at the DHHQ based on the discretion of the Government. After contract award, both parties will mutually agree to the date and time of this meeting. This meeting shall be at no additional cost to the Government.

3.2 Documents, Data Rights, and Intellectual Property. The Government will furnish or make available to the Contractor any documentation/material deemed necessary to accomplish requirements of this contract. Documents include access to databases, reference materials, and most unclassified AF policy documents. The Government will retain ownership of all data entered, processed, or generated by the Contractor in the performance of the tasks set forth in the Performance Work Statement (PWS). Provisions of FAR 52.227-11, Patent Rights—Ownership by the Contractor (2007) will be applied to the contract. The full text of the clause may be accessed electronically at http://farsite.hill.af.mil/.

3.2.1. Local Area Network (LAN). Contractors with a valid National Agency Check with Inquiries (NACI) verified through the Joint Personnel Adjudication System (JPAS) roster of validation from the Contractor’s security manager shall be provided access to the AFMS’s unclassified computer network and its inherent capabilities including, but not limited to: internet access, electronic mail, file and print services, and dial-in network access. The Contractor shall be aware of and abide with all Government regulations concerning the authorized use of the Government’s computer network. Government regulations will be addressed upon in processing and made available throughout course of employment.

3.2.2. Workspace. The Government will provide the Contractor working on site: office work space, desk, chair, filing cabinet, laptop and docking station, monitor, software, a CAC, telephone, access to LAN printers, scanners, fax machines, and miscellaneous office supplies.

The Government will provide other workspace amenities for individuals with disabilities in accordance with Section 508 laws. The Government will not be liable for any injury to the Contractor’s personnel or damage to the Contractor's property unless such injury or damage is due to negligence on the part of the Government and is recoverable under the Federal Torts Claims Act, or pursuant to other Federal statutory authority.

http://www.w3.org/WAI/Resources

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3.3 Security Procedures

Minimum facility and personnel clearance level required under this contract is Unclassified (UNCLAS). However, the CO must be kept abreast of issues dealing with the security clearances and/or certifications. No foreign national candidates shall be utilized within the scope of this contract without prior approval of the Government. In addition to the below and due to the nature of the work that the Contractor will likely be exposed to, the Contractor shall sign and comply with Appendices B, C, and D prior to commencing work in support of this PWS.

3.3.1. Security Provisions. The Contractor shall fully adhere with the provisions of the referenced publications by having each of their on-site employees submit the appropriate forms and maintain a favorable suitability determination to continue performing under this contract.

Within 14 business days after the Period of Performance (POP) start date, the Contractor shall submit on-site employees’ names, and contract numbers, required/prospective start dates, and telephone contact numbers to the Service Contract Manager and the Unit Security Manager identified in the contract.

3.3.2. SF-85 (Public Trust). The Contractor shall ensure that the Contractor’s personnel assigned to staff this requirement complete the SF-85 in the Electronic Questionnaires for Investigations Processing (e-QIP) after the Unit Security Manager contacts the Contractor’s personnel to establish an account in e-QIP Direct. (https://www.opm.gov/investigations/e-qip-application).

3.3.3. Joint Personnel Adjudication System (JPAS) Verification. A favorable report, verified through JPAS, is needed as a condition of support at Defense Health Headquarters (DHHQ) in support of this PWS. The Contractor shall understand that, while the unit Commander may allow contracted personnel temporary or interim access to Government systems in non-sensitive positions pending the outcome of the NACI (usually through a 90-day waiver), contracted personnel will be immediately removed from the position if the NACI returns with unfavorable or denied adjudication.

3.3.4. Security Education. The Contractor shall be required to complete the security education training per DoD 5200.1-R, Information Security Program Regulation; Air Force Instruction (AFI) 16-1404, Air Force Information Security Program. 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.

3.4 Travel.

The Government requires the Contractor to travel in order to meet the requirements in this PWS.

The Government expects to authorize the Contractor to travel an average of five (5) times in the year in the Continental United States (CONUS) as needed to be determined by the COR. The Government estimates that each trip will average four (4) weekdays in duration, two (2) of which are travel days.

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3.4.1. Travel Guidance. Contractor travel shall be in accordance with the Joint Travel Regulations (JTR): https://www.defensetravel.dod.mil/Docs/perdiem/JTR.pdf).

3.4.2. Travel Pre-Approval. The Contractor shall obtain written (emailed) authorization for travel from the COR prior to arranging travel logistics: all passenger transportation, lodging, and subsistence. The Contractor shall email the following information to the COR when seeking approval for travel: destination, dates, purpose, and the estimated cost of the trip broken down by airfare, lodging, meals and incidental expenses, car rental (if approved by the COR), taxi/parking, and other miscellaneous costs.

3.4.3. Travel Reimbursement. The Contractor shall invoice the Government for travel reimbursements in accordance with the FAR 31.205-46. The Contractor shall notify the Government when invoiced travel expenditures are 75% of awarded travel funds. The Contractor shall travel using the lowest cost mode of transportation commensurate with the mission requirements. Reimbursement will not exceed cost incurred by Contractor. In addition, reimbursement will not exceed the travel contract line item number (CLIN) dollar amount on the contract.

3.4.4. Trip Report. The Contractor shall submit Trip Reports (TRs) within five (5) business days after travel completion. TR contents shall include:

• Supporting documents for each traveler: airline ticket/receipt, hotel invoice, car rental, gas, parking, tolls, etc.

• Inclusive Dates of Travel

• Destination

• Purpose

• Individuals Contacted

• Brief Synopsis

• Issues & Challenges

• Recommendations

• Signature Block

3.5 Place of Performance and Hours of Operation.

The Contractor shall comply with established security procedures for entering the installation and its facilities to include any special security procedures that may be established for entry to restricted, mission essential or vulnerable areas. The Contractor shall adhere to all announced guidance when the installation alters its security condition.

3.5.1. Primary Place of Performance. For the Program Manager and one (1) health coach, the work to be performed under this contract shall be performed at the DHHQ, Falls Church, VA.

For one (1) health coach, the primary place of work will be Fairchild AFB, Washington. The Contractor shall on occasion be required to attend briefings or training at Bolling AFB, Fort Detrick, the Pentagon, or other locations within the National Capital Region area. DHHQ is a smoke-free facility.

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Defense Health Headquarters 7700 Arlington Blvd.

Falls Church, VA 22042

3.5.2. Work Hours. Normal business hours at the primary place of performance is eight (8) hours at the primary place of performance between the hours of 7:00am to 6:30pm, Monday through Friday. The Government reserves the right to change hours of operation or restrict Contractor’s access.

3.5.3. Scheduled Government Holidays. Government holidays (non-workday weekdays) are New Year’s Day; Dr. Martin Luther King, Jr. Birthday; Presidents’ Day; Memorial Day;

Independence Day; Labor Day; Columbus Day; Veterans Day; Thanksgiving Day; and Christmas Day.

3.5.4. Facility Closures. The Government will notify the Contractor of anticipated closure of the facility, (i.e., training, holidays, administrative leave granted to the entire staff, or other closure including down days) five (5) business days in advance or as soon as possible. A down day is a day that USAF leadership designates as a minimal manning/liberal leave day. In the event of unplanned closure of the facility due to natural disasters, military emergency, or severe weather, the Government will notify the Contractor in the same manner as the Government notifies Washington D.C. area civilian personnel. In the event of emergencies, base or facility closures, or other reason the Contractor’s Government site workspaces are not available to Contractor personnel, the Contractor must have a plan (submitted as part of the Contractor’s proposal) to fulfill the PWS requirements from an off-site location. The Contractor shall submit updates to this plan if changes occur.

3.6 Privacy of Information.

The Contractor shall not release any personnel or medical/patient information to include patient content with personal health information. The Contractor shall comply with information privacy guidance in Appendix C.

3.6.1. Privacy Act of 1974. The Privacy Act of 1974 (5 U.S.C. § 552a), which includes Public Law 100-503, DoDD 5400.11, and DoD 5400.11-R and must be treated as FOR OFFICIAL USE

ONLY.

3.6.2. Need to Know. Contractor shall provide patient information only to authorized Government employees, Government Contractors, and Subcontractors having a need-to-know such information in the performance of their duties for this contract.

3.7 Non-Personal Services.

The Government will neither supervise the Contractor nor control the method by which the Contractor performs the required tasks. Under no circumstances will the Government assign tasks to, or prepare work schedules, for the Contractor. The Contractor shall manage its employees and guard against any actions that are of the nature of personal services, or give the perception of personal services. The Contractor shall immediately notify the CO if any

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Government action(s) constitute or have a perception of being personal services. These services shall not be used to perform work of a policy/decision making or management nature, i.e., inherently Governmental functions. All decisions relative to programs supported by the Contractor shall be the sole responsibility of the Government.

3.8 Period of Performance.

The period of performance on this contract shall be one (1) base year and two (2) option years.

3.9 Telecommute. Telecommute is not authorized for this PWS. It is approved on a situational only basis. The Government will have final approval on any telework schedule. Telecommute is authorized in the event of unplanned closure of the facility due to natural disasters, military emergency, or severe weather.

4.0 APPLICABLE PUBLICATIONS

4.1 Publications and Forms

Publications and forms are available electronically through the internet. Publications and forms applicable to this PWS are coded as mandatory. The Contractor shall comply with mandatory publications and forms to the extent specified in this PWS. The Contractor shall be responsible for all updates, supplements, and amendments to mandatory documents through the life of this contract. Additional publications and forms may be specified at the TO level. Publications applicable to the PWS, include, but are not limited to, those listed below. The Contractor is obligated to follow all applicable publications. These publications are available online and are maintained by the Government. Supplements or amendments to listed publications from any organizational level may be issued during the life of the contract.

4.2 DoD Directives

DoD Directives can be found at http://www.dtic.mil/whs/directives/index.html. Consult this site for the latest change. Regulations are followed by a “-R” (e.g., DoD 6025.18-R) and can be located on the website by clicking on “Publications” instead of “Directives.”

4.3 DoD Regulations/Manuals/Instructions/Directives

PUB NO. TITLE DATE CHANGE

DoD 5200.2R DoD Personnel Security Program Jan 87 Ch 1, Feb 90 Ch 2, Jul 93 Ch 3, Feb 96

DoD 6025.18R DoD Health Information Privacy Regulation Jan 03

DoD 6010.13-M Medical Expense and Performance Reporting System for Fixed Military Medical and Dental Treatment Facilities Manual

Apr 08 http://www.dtic.mil/whs/directives/index.html

ACQUISITION SENSITIVE

PUB NO. TITLE DATE CHANGE

Department of Defense Directive (DoDD) 5400.11

DoD Privacy Program May 07

DoDD 6040.41 Medical Records Retention and Coding at Military Treatment Facilities Apr 04

Department of Defense Instruction (DoDI) 3020.37

Continuation of Essential DoD Contractor Services During a Crises Nov 90 Ch. 1, Jan 96

DoDI 6015.23

Delivery of Healthcare at Military Treatment Facilities: Foreign Service Care; Third Party Collection; Beneficiary Counseling and Assistance Coordinators (BCACs)

Feb 15

DoDI 6040.42 Medical Encounter and Coding at Military Treatment Facilities Jun 04

DoD 8580.02R HIPAA Security Rule Sep 12

4.4 Air Force Instructions/Manuals

The Air Force’s E-Publishing website is at http://www.e-publishing.af.mil. Consult this site for the latest change.

PUB NO. TITLE DATE CHANGE

Air Force Instruction (AFI) 31-501

Personal Security Program Management Jan 05 Through Nov

AFI 31-601 Industrial Security Program Jun 05

AFI 33-119 Air Force Messaging Jan 05 Through C4, Sep 08

AFI 33-129 Web Management and Internet Use Feb 05 Through IC-3 Sep 09

AFI 33-200 Information Assurance Management Dec 08

AFI 33-322 Records Management Program Jun 12 IC through Apr 2015

AFI 33-332 Privacy Act Program Jan 15

AFI 33-364 Records Disposition – Procedures and Responsibilities Dec 06 Through IC

Apr 2015 AFPD 33-3 Information Management Dec06 Ch Apr 2015 AFMAN 33-363 Management of Records Mar 08

AFI 41-102

The Medical Expense and Performance Reporting System For Fixed Military Medical and Dental Treatment Facilities

May 14

AFJI 41-315 Patient Regulating to and Within the Continental U.S. Mar 90 http://www.e-publishing.af.mil/

ACQUISITION SENSITIVE

PUB NO. TITLE DATE CHANGE

AFI 44-102 Medical Care Management Mar 15 AFI 44-119 Medical Quality Operations Aug 11

4.5 Other Guidelines, References and Sources

Information Source Location The Unified Biostatistical Utility (UBU)

- MHS Coding Guidelines http://www.tricare.mil/ocfo/bea/ubu/coding_guidelin es.cfm.

Coding Compliance Editor Software http://www.tricare.mil/ocfo/mcfs/ubo/chcs_systems/c ce.cfm

DOD TRICARE Management Agency Medical Management Guide http://www.tricare.mil/ocmo/

The Joint Commission (TJC) (formerly the Joint Commission on Accreditation of Healthcare Organizations (JCAHO) Accreditation Manual http://www.jointcommission.org/ http://www.tricare.mil/ocfo/bea/ubu/coding_guidelines.cfm http://www.tricare.mil/ocfo/bea/ubu/coding_guidelines.cfm http://www.tricare.mil/ocfo/mcfs/ubo/chcs_systems/cce.cfm http://www.tricare.mil/ocfo/mcfs/ubo/chcs_systems/cce.cfm http://www.tricare.mil/ocmo/ http://www.jointcommission.org/

APPENDIX A: ACRONYMS

Acronym Definition A&AS Advisory and Assistance Service AF Air Force AFB Air Force Base AFI Air Force Instruction AFMS Air Force Medical Service AFMSA Air Force Medical Support Agency AQL Acceptable Quality Level CAC Common Access Card CFR Code of Federal Regulations CHES Certified Health Education Specialist CLIN Contract Line Item Number CO Contracting Officer CONUS Continental United States COR Contracting Officer’s Representative DHA Defense Health Agency DHHQ Defense Health Headquarters DHMSM Defense Healthcare Management System Modernization DoD Department of Defense DoDD Department of Defense Directive DODI Department of Defense Instruction EHR Electronic Health Record e-QIPS Electronic Questionnaires for Investigation Processing ERUR Evaluation Roll-Up Report FAR Federal Acquisition Regulation FTE Full Time Equivalent GFI Government Furnished Information HCD Healthcare Coaching Demonstration HIPAA Health Insurance Portability Accountability Act IPR In Progress Reviews JTR Joint Travel Regulations JPAS Joint Personnel Adjudication System LAN Local Area Network MHS Military Health System M.S. Master of Science

ACQUISITION SENSITIVE

Acronym Definition MSR Monthly Status Report MTF Military Treatment Facility NACI National Agency Check and Inquiries NDA Non- Disclosure Agreement

NCCHWC National Consortium for Credentialing Health & Wellness Coaches

OCI Organizational Conflict of Interest OPM Office of Personnel Management OPSEC Operational Security PM Program Manager PoP Period of Performance PWS Performance Work Statement QASP Quality Assurance Surveillance Plan SF Standard Form SG Office of the Surgeon General SG3P Office of the Surgeon General’s Aerospace Medicine Operations TJC The Joint Commission TR Trip Report UBU The Unified Biostatical Utility UNCLAS Unclassified USAF United States Air Force

ACQUISITION SENSITIVE

APPENDIX B: AFMSA/SG NON-DISCLOSURE AGREEMENT

Revised: 30 Aug 2007

Purpose: The purpose of this Non-Disclosure Agreement (NDA) is to confirm in writing that the undersigned understands his/her responsibilities regarding protection of information and/or material that he/she may come in contact with in the course of work performed under this agreement. This NDA covers all forms of information made available as Government Furnished Information (GFI) or information/material developed under this agreement, whether in the form of working materials or as deliverable product. This NDA applies to unclassified Government information/material, proprietary information/material supplied by other vendors for use by the Government, and classified Government information/material and is intended to supplement, not replace, the DD Form 254. All information/material released to the Contractor remains the property of the US Government and may be withdrawn at any time.

Responsibility: As a condition of acceptability for work under this agreement with 773rd ESS on behalf of AFMSA, individuals are required to complete the attached NDA:

ACQUISITION SENSITIVE

NON-DISCLOSURE AGREEMENT FOR CONTRACTOR /SUBCONTRACTOR

EMPLOYEES, SENIOR MANAGERS OR CORPORATE OFFICERS (Agreement)

I, ___________________________________ __________ (clearly print or type name), an employee, senior manager, or corporate officer of either ____________________________ or a Subcontractor to___________________________________________________________ under __________________________ awarded to _______________________________ by the AF/SGR office or other AF/SG Office /Directorate (customer) agree not to disclose to any third party or anyone who is not performing work for the Customer and who does not have a need to know such information, any proprietary, source selection sensitive information, programmatic, or budgetary information contained in or accessible through the customer’s programs and activities.

Proprietary, programmatic, budgetary and source selection sensitive information and data will be handled in accordance with Government direction under the AF/SG program and applicable Government laws and regulations, including Federal Acquisition Regulation (FAR) Section 3.104.

I understand that information I may receive or possess as a result of my assignment to work on AF/SG activities under this contract may be considered proprietary, or source selection sensitive information. The responsibilities of my employer for the proper use and protection from unauthorized disclosure of proprietary or source selection sensitive information are described in FAR 3.104. Pursuant to FAR 3.104, I agree that I shall not appropriate such information for my own use or release or discuss with third parties unless specifically authorized by the FAR procedures.

This Agreement shall continue for a term of five (5) years from the date upon which I last have access to such information. Upon expiration of this Agreement, I have a continuing obligation not to disclose proprietary, programmatic, budgetary or source selection sensitive information to any person or legal entity unless that person or legal entity is authorized by the Government to receive such information. I understand that any violation of my duty to protect proprietary or source selection sensitive information I was exposed to while working as an employee of _________________________ company working under the Prime Contract, subcontract, or TO as referenced above may subject me, and/or my employer, to administrative, civil and criminal sanctions.

If signing as a corporate officer of either the Prime or Subcontractor. I certify that I am a duly authorized Representative with legal authority to bind the company.

Agree and Accepted:

(Signature of Employee/Sr. Mgr/Officer) (Date) (Printed Name) (Company Name) (Position) Printed Name of Employer) (Printed Name of Employer)

APPENDIX C: Business Associate Agreement

[USE FOR STANDALONE BAA ONLY] This Business Associate Agreement (this "Agreement") is entered into this ___ day of ________, _____ (the “Effective Date”) between [NAME OF MHS COVERED ENTITY] ("Covered Entity") and [NAME OF BUSINESS ASSOCIATE], a [type of business entity] ("Business Associate").

Introduction

In accordance with 45 CFR 164.502(e) (2) and 164.504(e) and paragraph C.3.4.1.3 of DoD 6025.18-R, “DoD Health Information Privacy Regulation,” January 24, 2003, this document serves as a business associate agreement (BAA) between the signatory parties for purposes of the Health Insurance Portability and Accountability Act (HIPAA) and the “HITECH Act” amendments thereof, as implemented by the HIPAA Rules and DoD HIPAA Issuances (both defined below). The parties are a DoD Military Health System (MHS) component, acting as a HIPAA covered entity, and a DoD contractor, acting as a HIPAA business associate. The HIPAA Rules require BAAs between covered entities and business associates. Implementing this BAA requirement, the applicable DoD HIPAA Issuance (DoD) 6025.18-R, paragraph C3.4.1.3) provides that requirements applicable to business associates must be incorporated (or incorporated by reference) into the contract or agreement between the parties.

(a) Catchall Definition. Except as provided otherwise in this BAA, the following terms used in this BAA shall have the same meaning as those terms in the DoD HIPAA Rules: Data Aggregation, Designated Record Set, Disclosure, Health Care Operations, Individual, Minimum Necessary, Notice of Privacy Practices (NoPP), Protected Health Information (PHI), Required By Law, Secretary, Security Incident, Subcontractor, Unsecured Protected Health Information, and Use.

Breach means actual or possible loss of control, unauthorized disclosure of or unauthorized access to PHI or other PII (which may include, but is not limited to PHI), where persons other than authorized users gain access or potential access to such information for any purpose other than authorized purposes, where one or more individuals will be adversely affected. The foregoing definition is based on the definition of breach in DoD Privacy Act Issuances as defined herein.

Business Associate shall generally have the same meaning as the term “business associate” in the DoD HIPAA Issuances, and in reference to this BAA, shall mean the Offeror awarded this contract.

Agreement means this BAA together with the documents and/or other arrangements under which the Business Associate signatory performs services involving access to PHI on behalf of the MHS component signatory to this BAA.

ACQUISITION SENSITIVE

Covered Entity shall generally have the same meaning as the term “covered entity” in the DoD HIPAA Issuances, and in reference to this BAA, shall mean [INSERT NAME OF MTF

COMPONENT].

DHA Privacy Office means the DHA Privacy and Civil Liberties Office. The DHA Privacy Office Director is the HIPAA Privacy and Security Officer for DHA, including the National Capital Region Medical Directorate (NCRMD).

DoD HIPAA Issuances means the DoD issuances implementing the HIPAA Rules in the DoD Military Health System (MHS). These issuances are DoD 6025.18-R (2003), DoDI 6025.18 (2009), and DoD 8580.02-R (2007).

DoD Privacy Act Issuances means the DoD issuances implementing the Privacy Act, which are DoDD 5400.11 (2007) and DoD 5400.11-R (2007).

HHS Breach means a breach that satisfies the HIPAA Breach Rule definition of breach in 45

CFR 164.402.

HIPAA Rules means, collectively, the HIPAA Privacy, Security, Breach and Enforcement Rules, issued by the U.S. Department of Health and Human Services (HHS) and codified at 45 CFR Part 160 and Part 164, Subpart E (Privacy), Subpart C (Security), Subpart D (Breach) and Part 160, Subparts C-D (Enforcement), as amended by the 2013 modifications to those Rules, implementing the “HITECH Act” provisions of…