Attachment_6-AF_Workflow_Team_Management_--PWS_.docx

HEADQUARTERS AIR FORCE (HAF)

PERFORMANCE WORK STATEMENT (PWS)

FOR

HAF Workflow Team Management

15 April 2016

Table of Contents

1.0 DESCRIPTION OF SERVICES.

1.1 Background.

This Performance Work Statement will support the U.S. Air Force Surgeon General’s Executive Service (SGE) Office at the Defense Health Headquarters, (DHHQ) Falls Church, VA. The Air Force/Surgeon General (AF/SG) plans, programs and provides Air Force (AF) medical expeditionary capabilities to support the national security strategy. It defines and executes health care policy for 44,000 personnel at 75 Medical Treatment Facilities (MTFs). The AF/SG ensures a cost-effective, patient-centered and prevention-based health care continuum for 2.6M beneficiaries worldwide. It builds strategic partnerships with Department of Defense (DoD) Health Affairs, Veterans Administration, federal agencies, academia and allied medical services.

1.2 Scope

The contractor shall provide workflow task quality, capacity management workflow and support services for publication management in conjunction with the Workflow Management functions of the Executive Services, for the U.S. AF/SG. The Workflow Management Team (WMT) supports the Headquarters Office of the Air Force Surgeon General (HQ USAF/SG) in receiving, tasking, prioritizing, tracking, staffing and archiving all correspondence delivered to and signed by the Secretary of the Air Force (SecAF), Chief of Staff of the Air Force (CSAF), AF/SG, Air Force Deputy Surgeon General (AF/DSG), and Director of Staff (DS). The WMT also manages all correspondence for quality; ensuring content standards are adhered to, and set appropriate suspense dates for inquiries received from agencies outside the SG Office to include Members of Congress, Secretary of Defense, Joint Staff, Major Commands (MAJCOM), Field Operating Agencies (FOA), Direct Reporting Units (DRU) and agencies within the National Capital Region (NCR). Additionally, WMT provides task management support for over 500 active duty military and civilian personnel assigned to the AF/SG portfolio. The WMT delivers products that have the highest visibility, sensitivity and importance to AF/SG leadership. Issues are often characterized by unusual demands due to extraordinary public interest considerations, interagency and congressional impact and require the participation and support of others. The WMT interprets policies and programs, develops a range of alternatives and often is required to accomplish several phases of complex projects concurrently or sequentially. Problems are often undefined at the outset, necessitating in-depth analysis of issues, approaches, alternatives and sensitivities. New concepts may be needed to resolve unusual situations.

2.0 SUMMARY OF REQUIREMENTS.

The contractor shall provide Workflow Task Quality, Capacity Management and support services to successfully execute the AF/SG Workflow Management functions.

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

2.1 Specified Tasks and Responsibilities.

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

2.1.1 TASK I -- Administration, Clerical, Technical and Oversight Support.

The purpose of this task is to provide administrative, general clerical, technical and documentation support. The contractor shall:

2.1.1.1 Function as the AF/SG WMT.

Performance of work under this task involves approximately forty (40) secure Secret Internet Protocol Router Network (SIPRNET) and two hundred and eighty (280) unsecure Non-Secure Internet Protocol Router Network (NIPRNET) tasks per month.

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

2.1.1.3 Joint Staff tasks are sent on the SIPRNET to AF/SG Workflow. The AF/SG Workflow is monitored by WMT and SG Executive Services (SGE staff). WMT reviews the tasks; assigns them to appropriate directorates; establishes internal (SG) suspense dates for the tasks; and, provides guidance on the level of final coordination. WMT shall review all completed products for format, quality task deliverable construction, completeness, and utilize critical thinking to ensure tasked requirements are accomplished for general officer-level review. WMT shall ensure an appointed joint reader reviews the task prior to final release. With regard to Joint tasks, the following applies:

· Most Joint tasks will require a General Officer level review.

· Most Joint tasks require completion of two (2) forms: Air Force Position Memorandum (AFPM) and Joint Action Brief Sheet (JABS) and/or a report of other Services’ positions on the issue. Headquarters Operating Instructions (HOI) 33-14, Communications and Information, states Joint Staff actions take precedence over other taskings; thus, the Action Officer (AO) shall prioritize accordingly.

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

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

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

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

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

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

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

2.1.1.6 Enter tasks with a workflow management distribution and tracking software program and determine at which organizational level the response to the task shall be finalized. See Performance Work Statement (PWS) paragraph 2.1.3.5 for a description of the current workflow management system in place.

2.1.1.7 Track tasks for timeliness and appropriate coordination. Provide electronic, telephonic, and/or one-on-one reminders on all due and overdue tasks to the appropriate organizational level.

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

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

2.1.1.10 Confirm completed tasks are routed back to the requester or requesting agency and confirm task completion prior to archiving a task. Maintain and utilize an electronic archiving system to catalog completed tasks and research/retrieve previously completed task responses (within two (2) duty days of acknowledged receipt by requestor) to support AF/SG Directorates, FOAs and Divisions. Serve as a POC for archived information requests. See paragraph 2.2.1.1 for a description of the current workflow management system in place.

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

2.1.1.12 Maintain an AO guide on the Air Force Medical System (AFMS) Knowledge Exchange ( Kx) including relevant and current workflow and publication management guidance, templates, references, AO training tools and documents, publication record set, signed documents and other information related to the contract, as identified by the Contracting Officer’s Representative (COR). Review documents for currency and accuracy as necessary, but no less than a quarterly basis.

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

2.1.2 TASK II – Publication/Forms Management. Contractor shall be responsible for facilitating management of approximately 620 current publications/forms and assist with development of new publications involving the subtasks identified below in accordance with AFI 33-360, Communications and Information.

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

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

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

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

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

2.1.2.6 Track and coordinate the implementation of DoD issuances.

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

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

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

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

2.1.3.3 Provide day-to-day operational support.

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

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

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

2.1.4.2 Analyze and evaluate measurement and improvement of program effectiveness and organizational productivity. The COR will approve metric selection and report format. Metrics will include subjective (such as reported customer service support feedback by Directorates and AOs and task quality and completeness feedback as reported by General Officers, Director, SGE, and Workflow and Publications Change Manager, etc.) and objective (such as timeliness of task completion as annotated in the electronic Workflow Management Tool and distribution and de-confliction of tasks within the stated performance objectives) factors.

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

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

2.2 Knowledge/Experience Requirements.

2.2.1 Knowledge.

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

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

· Task Management Tool (TMT). Task tracking system used by HQ USAF. This includes both the HQ/USAF version and FOA version utilized by AF/SG Staff. This is the most critical workflow tool for daily operations.

· AFMS Knowledge Exchange – Workflow Management Team Knowledge Junction. This is a one-stop resource for correspondence management guidance (HAF and AF/SG), templates, references, admin tidbits.

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

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

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

2.2.1.3 Minimum Experience/Education.

The contractor is responsible for providing experienced personnel with expertise in workflow task quality and capacity management and the appropriate computer and associated software skills to perform duties as defined within this PWS. The contractor is responsible for furnishing four (4) full time equivalents (FTE)s whereby, one FTE serves in the role of Team Lead. All personnel shall have a Bachelor of Science or Bachelor of Arts degree. For the Team Lead, the additional requirements of at least one (1) year of administrative experience in the field of administrative management as well as past exposure in a military work environment is necessary.

2.3 General Requirements.

The contractor shall:

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

2.3.2 Qualifications

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

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

2.3.2.3 Provide personnel who have used standard AFMS software programs such as the Microsoft Office family of software products and are knowledgeable.

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

2.3.3 Fill vacant positions in a timely manner with qualified personnel. The contractor must provide redacted resumes to the COR within fourteen (14) calendar days after an incumbent provides notice of intent to vacate position. The contractor must fill the vacated position within thirty (30) calendar days.

2.3.4 Provide a point of contact (Program Lead) for tasking that shall be responsible for the performance of the work. The Program Lead shall have full authority to act for the contractor on all matters relating to the daily operation of this contract. The contractor shall designate this individual, in writing, to the Contracting Officer (CO) and the COR before the contract start date. An alternate may be designated, but the contractor shall identify those times when the alternate will be the primary point of contact. If the Program Lead discontinues performance under this contract, the Contractor shall designate the replacement individual, in writing, to the CO and the COR prior to departure of the existing Program Lead. The Program Lead shall be trained and proficient on the duties/requirements of the position and any necessary turnover of work prior to departure of the existing Program Lead.

2.3.5 Personnel Security Requirements.

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

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

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

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

The Health Insurance Portability and Accountability Act of 1996 (Public Law 104-191) (HIPAA), which includes DoDD 6025.18-R and is FOR OFFICIAL USE ONLY. (Appendix A).

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

2.3.5.3 Pass and Identification Items.

The contractor shall ensure the following pass and identification items required for contract performance are obtained for employees:

· Common Access Card (CAC). Each contractor employee shall have this card in his/her possession at all times while working on any government installation and shall surrender same at the end of his/her employment under this contract or when the form expires, whichever occurs first.

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

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

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

2.3.7 Non-Disclosure Agreement (NDA) Statement.

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

2.3.8 Disclosure of Sensitive Data.

The contractor recognizes that, in the performance of the contract, it shall receive or have access to certain sensitive information. Contractor agrees to use and examine this information exclusively in the performance of the contract and to take the necessary steps to prevent disclosure of such information to any party outside the Government. Work performed under the contract is unclassified. However, the technical and medical privacy data used within the scope of this contract requires adherence to security/privacy requirements imposed by the Government, DoD, AF and other applicable security clearance requirements as applicable to this contract. The contractor shall handle and protect all data as directed and implemented by the AFMSA enterprise and its implementation of HIPAA. (Appendix A).

2.3.9 Section 508 Compliance.

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

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

2.3.10 Organizational Conflict of Interest (OCI).

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

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

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

3.0 SERVICES SUMMARY (SS).

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

3.1 Measurable Terms.

4.0 DELIVERABLES.

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

4.1 Deliverables.

OR

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

Appendix B At time of proposal submission

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

Appendix B Upon contract award, but prior to beginning any work.

4.1.1 Criteria for Acceptance.

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

4.1.2 Delivery Instructions.

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

4.1.3 Deliverables Schedule.

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

4.1.4 Inspection and Acceptance.

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

4.2 Monthly Status Report.

The contractor shall prepare and submit a Monthly Status Report identifying all tasks performed, status, issues, actions, and anticipated resolution consistent with the PWS. Proposed format is provided at Appendix J. Specific content and format shall be agreed upon by the COR. This report shall be provided electronically the fifth working day of every month. Status report on measureable performance objectives by be accompanied by appropriate reports from TMT or other tool to validate accuracy.

4.3 Quality Control.

The contractor is responsible for contract management and quality control, not the Government. The contractor shall be responsible for quality control (QC) for all work accomplished during the performance of this contract. All work shall be accomplished using the best commercial practices and be within the government guidelines. Work and documentation produced by the contract personnel will be regularly reviewed by the COR who will solicit feedback and documentation of examples of quality from the Director, SGE and Workflow and Publications Change Manager, as needed.

4.3.1 Quality Control Plan (QCP).

The contractor shall provide a QCP at time of proposal and any updates after contract award. Any update to the QCP must be accepted by the COR.

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

4.3.3 Customer Complaint Record.

This form may be utilized by the contractor, Government and/or Government customer to provide feedback on issues affecting the performance of this contract. See Appendix E.

4.4 Other Reports.

4.4.1 Weekly Listing of Due and Overdue Tasks.

Provide a report that forecasts all tasks due within the next week as well as all external tasks that are overdue. Specific content and format shall be agreed upon by the COR. This report shall be provided electronically at least twice per week (Monday before 1:00 PM and Friday morning before 12:00 PM).

4.4.2 Directorate Task Data Report.

Provide a detailed report that identifies all tasks for the month including statistical data related to completion, timeliness, and status. Proposed format is provided at Appendix I. Specific content and format shall be agreed upon by the COR. This report shall be provided electronically with the Monthly Status Report. See sample in Appendix I.

4.4.3 Interim Monthly AF/SG Publication Status Report.

In the absence of the Publications Change Manager, provide a report that lists all publications forecasting updates/new publications, recently certified, current and obsolete/rescinded publications. Proposed format is provided in Appendix H. Specific content and format shall be agreed upon by the COR. This report shall be provided electronically, on a monthly basis (on the fifth working day of each month).

4.5 Weekly Forecast.

Provide a report that lists all overdue tasks and tasks due in the next ten (10) working days by task number, title, OPR, task type, SG suspense, external suspense and status. Status is defined as the office with which the task resides at time of report. Specific content and format shall be agreed upon by the COR. This report shall be provided electronically on a weekly basis (on every Monday not later than 12:00 PM). See sample and proposed format in Appendix G.

4.6 Post Award Kick-off Meeting.

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

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

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

5.0 GOVERNMENT/CONTRACTOR INFORMATION

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

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

5.1.2 The Government will provide initial passwords to appropriate systems/databases, access to military internet/email, facility entry badges, vehicle passes and escorts (as required), if applicable. Contractor employees shall be provided access to Government facilities and Government office space as required performing work under this contract.

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

5.2 Contractor Furnished Services/Information/Property/Material (CFS/I/P/M).

The contractor shall ensure any contractor furnished property/material/equipment meet with local, AF and DoD policies and requirements. If the equipment is connected to authorize military systems, the contractor must allow Government IT personnel access to this equipment for security and software updates and additions.

6.0 SECURITY.

6.1 Contract Security Requirements.

The contractor shall implement and administer a security program to ensure that classified information and documentation are protected in accordance with the latest appropriate Security Classification Guide for each project identified in the Department of Defense Contract Security Classification Specification (DD Form 254). As a minimum, all personnel shall have a Secret security clearance prior to the start of work. The contractor may be precluded from award if unable to comply with AFI 16-1406 (Air Force Industrial Security Program) at time of award.

6.2 Security Education.

All Air force personnel, including contractors must complete the Security Administration (formerly Information Protection) Course in Advanced distance Learning System (ADLS) upon assignment to the unit. All Air Force personnel (including contractors) must complete the Security Administration Course and Department of Defense Information Awareness Assurance (DoD IAA) Cyber Awareness Challenge in ADLS, and training required in 6.2.1-6.2.3 annually. In accordance with (IAW) AFI 16-1404, (Air Force Information Security Program, all cleared Air Force personnel, (including contractors) that have access to classified information must complete initial training which consists of Derivative Classification and Marking Classified Information web based courses located at http://cdsetrain.dtic.mil or locally produced training that meets the requirements of Department of Defense Manual (DoDM) 5200.01 volume 3, Enclosure 5 (T-O). For refresher training complete only the Derivative Classification Refresher located at http://cdsetrain.dtic.mil or locally produced training that meets the requirements of DoDM 5200.01, Volume 3, and Enclosure 5 (T-1). If records are lost or more than two (2) years has elapsed between training, then the individual must complete the initial training requirements.

All training is mandatory, to include initial, refresher, quarterly, annual security and awareness training. Mandatory training also includes Anti-terrorism Awareness training and Operational Security (OPSEC) training. OPSEC training will also address specific security criteria for protecting critical information and OPSEC indicators within the contractor's duties. The COR is responsible for ensuring contractor personnel attend or accomplish this training.

7.0 NON PERONAL SERVICES.

Contractor employees performing services under this contract will be controlled, directed, and supervised at all times by management personnel of the contractor. Contractor management will ensure that employees properly comply with the performance work standards outlined in the PWS. Contractor employees will perform their duties independent of, and without the supervision of, any government official. The tasks, duties, and responsibilities set forth in the contract may not be interpreted or implemented in any manner that results in any contractor employee creating or modifying Federal policy, obligating the appropriated funds of the United States Government, overseeing the work of Federal employees, providing direct personal services to any Federal employee, or otherwise violating the prohibitions set forth in Parts 7.5 and 37.1 of the Federal Acquisitions Regulation (FAR). The Government will neither supervise contractor employees nor control the method by which the contractor performs the required tasks. Under no circumstances shall the Government assign tasks to, or prepare work schedules for, individual contractor employees. If the contractor feels that any actions constitute, or are perceived to constitute personal services, it shall be the contractor’s responsibility to notify the CO immediately.

8.0 CONTRACTOR INDENTIFICATION.

All contractor/subcontractor personnel shall wear AF CAC issued picture identification badges to properly identify themselves as authorized employees. When conversing with government personnel during business meetings, over the telephone or via electronic mail, contractor/subcontractor personnel shall identify themselves as such to avoid situations arising where sensitive topics might be better discussed solely between government employees. Contractors/subcontractors shall identify themselves on any attendance sheet or any coordination documents they may review.

8.1 Conduct of Contractor Employees.

The contractor personnel shall present a neat and well-groomed conservative and professional appearance at all times during working hours. Alcoholic beverages on the job will not be tolerated. There shall be no loud, profane or abusive language used on the job.

9.0 HOURS OF OPERATIONS.

9.1 Business Hours.

Contractors shall note that a typical work day is Monday through Friday during the hours of 7:30 AM through 4:30 PM. When contractors are visiting/working at a government facility, they shall coordinate their schedule with the COR to ensure government personnel will be present. Flexibility is allowed in the schedule with the requirement that contract personnel are on duty for eight (8) hours each day. Any work conducted outside of normal duty hours must be coordinated and approved by the COR. Coordination and approval by the Contracting Officer is required prior to any overtime being charged to the Government by the contractor.

9.2 Down Days.

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

9.3 Federal Holidays.

New Year’s Day; Dr. Martin Luther King, Jr. Birthday; President’s Day; Memorial Day; Independence Day; Labor Day; Columbus Day; Veteran’s Day; Thanksgiving Day; Christmas Day. If New Year’s Day, Independence Day, Veterans Day or Christmas Day falls on a Saturday, it is observed on Friday; if it falls on Sunday, it is observed on Monday.

10.0 PLACE OF PERFORMANCE.

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

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

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

11.0 PERIOD OF PERFORMANCE.

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

12.0 REFERENCES.

13.0 APPENDICES.

13.1 APPENDIX A. Business Associate Agreement

13.6 APPENDIX F. Contractor Full-Time Equivalent Reporting Addendum

13.7 APPENDIX G. Weekly Forecast Template

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

13.9 APPENDIX I. Sample Monthly Directorate Task Report Template

13.10 APPENDIX J Monthly Status Report Template

13.11 APPENDIX K. Acronyms

APPENDIX A: 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.

Agree…