Attachment_2__BHDP_PWS__07_Sep_2017_FBO.pdf

Solicitation Number: FA8052-17-R-0025 07 September 2017

Air Force Medical Operations Agency

Performance Work Statement

For

Behavioral Health Data Portal (BHDP) Sustainment

7 September 2017

TABLE OF CONTENTS

Page

1. DESCRIPTION OF SERVICES 3

1.1 Background 3

1.2 Scope 3

1.3 Acronyms 3

2. SUMMARY OF REQUIREMENTS 4

2.1 Description of Duties 4

2.2 General Requirements 6

2.3 Contractor/Government Communication 6

2.4 Security Requirements 7

2.5 Place of Performance 9

2.6 Personnel Staffing 9

2.7 Conduct of Contractor Personnel 10

2.8 Mission Essential 10

2.9 Services Summary 10

2.10 Government Furnished Property 11

2.11 Travel 11

2.12 Deliverables 12

2.13 Quarterly Training Report 13

3. HOURS OF OPERATION 13

3.2 Federal Holidays 13

3.3 Family Days 14

4. APPENDICES 14

4.1 APPENDIX A Recommended Number of BHDP 15

Platforms Projected Per Base/Site

4.2 APPENDIX B Applicable Publications 17

4.3 APPENDIX C Business Associate Agreement 18

4.4 APPENDIX D HQ AF/SG Non-Disclosure Agreement 26

4.5 APPENDIX E Customer Complaint Record 28

PERFORMANCE WORK STATEMENT (PWS)

BEHAVIORAL HEALTH DATA PORTAL SUSTAINMENT

1. DESCRIPTION OF SERVICES

1.1 Background: The mission of the Air Force Medical Operations Agency (AFMOA) South/SGHW is to ensure the mental health needs of Air Force (AF) beneficiaries are met and that local Military Treatment Facilities (MTFs) have the resources needed to accomplish that mission.

The Behavioral Health Data Portal (BHDP) is a DHA web-based system that collects, tracks and displays patient assessment data, including demographics and current mental health symptoms via outcome measures, military information and deployment history. The current contract is to ensure sustainment of the Air Force BHDP through coordination with Defense Health Agency (DHA) and tri-service leads. BHDP sustainment will be required through the life of the program which is anticipated to be long-term.

1.2 Scope: The contractor shall provide non-personal professional advisory and assistance contract support services in the area of: BHDP Air Force-wide subject matter expert. The contractor shall guide the continued development of a well-coordinated, centralized and innovative data capture process along with the use of a standard assessment process and documents. The contractor shall provide programmatic support to facilitate the continued development of a standardized framework for core clinical and care management processes. The contractor shall be responsible for providing technical and clinical subject matter expertise in guiding and shaping the ongoing development, refinement and technical support, and maintenance of BHDP. The contractor shall provide evidence-based care for the use of a comprehensive, interdisciplinary approach to care management to inform Air Force Mental Health clinics and clinical leaders of best practices. The contractor shall assist in maintaining the BHDP, according to the needs and resources of MTF and clinics, including tailoring of BHDP to meet individual patient and clinic needs.

1.3 ACRONYMS

ACRONYMS DEFINITIONS

A&AS Advisory and Assistance Services AD Active Duty AF Air Force AFB Air Force Base AF/SG Air Force Surgeon General AFMC Air Force Materiel Command AFMOA Air Force Medical Operations Agency AFMS Air Force Medical Services AFMSA Air Force Medical Support Agency BAA Broad Agency Announcement BHDP Behavioral Health Data Portal CAC Common Access Card CFR Code of Federal Regulations

CMRA Contractor Manpower Reporting Requirements Application CO Contracting Officer COR Contracting Officer Representative CSSR-S Columbia Suicide Severity Rating Scale DHA Defense Health Agency DoD Department of Defense DoDD Department of Defense Directive DoDI Department of Defense Instruction FAR Federal Acquisition Regulation FTE Full Time Equivalent FY Fiscal Year GFS Government Furnished Support HIPAA Health Insurance Portability and Accountability Act IAW In accordance with ID/IQ Indefinite Delivery/Indefinite Quantity LAA Local Approval Authorities MAJCOM Major Command MH Mental Health MODS Medical Operational Data System MTF Military Treatment Facilities NACI National Agency Check and Inquiries NDA Non-Disclosure Agreement NLT No Later Than OCI Organizational Conflict of Interest PM Project Manager POC Point of Contact PoP Period of Performance PWS Performance Work Statement QCP Quality Control Plan SG Surgeon General (or MAJCOM Command Surgeon) SME Subject Matter Expert SS Services Summary US United States

2. SUMMARY OF REQUIREMENTS: The Contractor shall provide one (1) Full Time Equivalent (FTE) that will support the BDHP system.

2.1 DESCRIPTION OF DUTIES: The contractor shall provide non-personal services for labor and management resources not otherwise furnished by the government to perform the following technical services associated with the scope and desired capabilities defined in this PWS during the Period of Performance (PoP) in the following tasks:

2.1.1 Air Force Behavioral Health Data Portal Program (BHDP). The contractor shall:

2.1.1.1 Provide maintenance and support for the BHDP program.

2.1.1.2 Provide Air Force Mental Health Clinic sites (listed in Appendix A) utilizing BHDP to support the monthly training via DCS or teleconference on program and process developments.

2.1.1.3 Provide support for ongoing program maintenance, clinical support, and assist with data tracking through coordinated collaboration with AF BHDP champions via virtual collaboration platforms.

2.1.1.4 Assist Mental Health (MH) clinics in continuing to work towards incorporating the total recommended number of BHDP platforms installed and operational (listed in Appendix A).

2.1.2 Provide psychological science and analytic support services that lead the Clinical Working Group for Air Force BHDP to continue development and refinement of the program. To support the maintenance and support of the BHDP, the contractor shall:

2.1.2.1 Define and test program requirements in a joint effort with other military branches and DHA.

2.1.2.2 Develop supporting documentation such as defining requirements for system enhancement and training materials for clinical measures and policy.

2.1.2.3 Conduct approximately 12 annual trainings to Air Force clinics and overall support of implementation of the training.

2.1.2.4 Manage data from Air Force BHDP to include assisting with tracking compliance, the development of reporting mechanisms and oversight of Air Force BHDP reporting, and publishing updated BHDP metrics on the knowledge exchange.

2.1.2.5 Provide ongoing maintenance to include development, refinement, implementation, tracking, reporting, and data management for the Air Force BHDP.

2.1.2.6 Provide continued data management, reporting and research associated with the BHDP.

2.1.2.7 Execute program evaluation and data analysis efforts, to include, design, approvals, creation of surveys, data collection, management and analysis and dissemination.

2.1.2.8 Support AFMOA, AFMSA and related stakeholders as BHDP subject matter expert (SME).

2.1.2.9 Coordinate and conduct approximately 50 working group meetings annually. The working groups are with AFMS stakeholders, Army developers, and Navy counterparts to discuss BHDP sustainment and metrics.

2.1.2.10 Facilitate and prepare meeting agenda and collect meeting minutes related to BHDP for

AFMOA.

2.1.2.11 Collect information, draft responses and provide approximately 100 written and oral briefs annually for clinical tasks related to BHDP due to the COR by the 4th Monday of each month. The topics shall be identified in collaboration with the Government.

2.1.3 Complete introductory training as recommended or prescribed by the Contracting Officer Representative (COR) and US (United States) Army master trainers in order to develop proficiency with the BHDP and perform In Accordance With (IAW) the terms of this contract.

2.1.3.1 Attend an initial training/overview of the BHDP conducted by Government BHDP representatives. The BHDP Training Guide, a summary of training materials requiring mastery and or continuity information passed along from BHDP trainers will be provided at the initial session.

2.1.3.2 Read the BHDP Training Guide and specifically review each of the following training materials in their entirety to develop a working knowledge of their contents no later than two (2) weeks following completion of the initial training listed in 2.1.3.1:

2.1.3.2.1 BHDP Operations Manual

2.1.3.2.2 BHDP Frequently Asked Questions

2.1.3.2.3 BHDP Quick Start – Production Site Request Access to BHDP Directions

2.1.3.2.4 BHDP Quick Start Guide – Approving User Requests

2.1.3.2.5 BHDP Quick Start Guide – Managing User Permissions Approval Authority Troubleshooting Guide

2.1.3.2.6 BHDP Quick Start – Production Site Request Access to BHDP Directions

2.1.3.2.7 Trifold – BHDP Provider Information, the BHDP Quick Start – Guide for Clerks

2.1.3.2.8 BHDP Quick Start – Guide for Providers

2.1.3.2.9 BHDP Quick Start – Searching for Patients

2.1.3.2.10 BHDP Quick Start – Care Team Overview

2.1.3.2.11 BHDP Quick Start – Refreshing Dashboard Information

2.1.3.2.12 BHDP User Guide, the BHDP – Adult Intake Survey

2.1.3.2.13 BHDP Quick Start – Technical Support MODS Help Desk

2.1.3.2.14 CSSR-S Quick Reference Guide

2.1.3.2.15 CSSR-S Screening Form - Baseline Risk

2.1.3.2.16 CSSR-S Screening Form Current Risk

2.1.4 Minimum Education/Qualifications

2.1.4.1 Bachelor’s degree in business management or the social sciences from an accredited school.

2.1.4.2 Two (2) years of experience with program management/evaluation within the past seven (7) years.

2.1.4.3 One (1) year of experience working in DoD or BHDP.

2.1.4.4 Must be able to work independently, organize time and manage multiple projects simultaneously.

2.2 General Requirements.

2.2.1 The contractor shall provide personnel to accomplish the following support services:

2.2.1.1 On site contractor personnel shall read, understand, speak, and write English.

2.2.1.2 Self-directed and possess leadership, organizational, communication, and interpersonal skills with the ability to work independently with no supervision. Must demonstrate the ability to motivate and mentor others through use of training and coaching skills and the ability to communicate information on programs and activities, both orally and in writing, to diverse audiences.

2.2.1.3 Contractor personnel shall attend a scheduled newcomer’s orientation at AFMOA within one

(1) month of employment.

2.2.1.4 Have comprehensive knowledge and experience with Government regulations policies, procedures and limitations within their scope of responsibilities.

2.2.1.5 Coordinate with the appropriate management levels, as require by DoD policies or procedures.

2.2.1.6 The contractor shall not employ personnel for work on this contract if such employee is identified to the contractor as a potential threat to the health, safety, security, general well-being or operational mission of the installation and its population.

2.2.1.7 Contract personnel shall be knowledgeable with standard DoD software programs such as the Microsoft Office Professional Suite.

2.2.1.8 Have working knowledge of latest versions of office automation software and recognize potential enhancements or limitations of new software utilized within their area of expertise/tasking.

2.2.1.9 Assist the Government in a smooth transition of services when a change of personnel is necessary, whether due to contractor personnel’s notice of discontinuance of service or by Government cancellation of the contract. The transition service will entail providing familiarization, on-the-job training, and appropriate documentation required by replacement personnel, whether that person belongs to the current contractor, another contractor or is a Government employee.

2.3. Contractor Identification. All Contractor/Subcontractor personnel will identify themselves as Government Contractor personnel during all forms of communications such as business meetings, telephone conversations, electronic mail, attendance sheets, coordination documentations, reports, and the signature blocks utilized in all correspondence. If a contract requires Government workspace, the Contractor/Subcontractor personnel shall wear a picture identification badge and identify their workspace area with their name and company affiliation.

2.3.1 Training. When directed by the COR or CO, contract personnel shall attend all such Government provided training, to include training listed in paragraph 2.1.3, in a paid status as part of normal services required and billed under the contract. The COR may direct required training other than the web-based training required below:

2.3.2 HIPAA and Privacy Act Training. Contractor is required to complete annual HIPAA and Privacy Act training. HIPAA and Privacy Act training is available through computer-based modules which must be completed by the Contractor.

2.3.3 DoD Information Assurance Awareness (IAA) Cyber Awareness Challenge. Contractor is required to complete annual DoD IAA Cyber Awareness Challenge training. DoD IAA Cyber Awareness Challenge training is available through computer-based modules which must be completed by the Contractor.

2.3.4 Environmental Management Systems (EMS) General Awareness Training. The Contractor is required to complete the EMS General Awareness Training computer based module which must be completed by the Contractor. This is a one-time training requirement.

2.3.5 Security Administration. The Contractor is required to complete the Security Administration training computer based module which must be completed by the Contractor. This is a one-time training requirement.

2.3.6 OPSEC Awareness Training. The Contractor is required to complete the Operation OPSEC Awareness Training computer based module which must be completed by the Contractor. This is a one-time training requirement.

2.3.7 Contractor/Government Communication. The Contractor shall designate a Focal Point to be the single point of contact for all Contractor and Government correspondence. The Focal Point shall provide clear and consistent written and verbal response to Government within 12 business hours of Government initiated communication (e.g., return phone calls, emails or other communication).

2.3.7.1 The Contractor’s Focal Point shall meet with the Government team at least quarterly, and additional meetings may be requested by the Government or the Contractor as necessary. The Contracting Officer (CO), Contractor Focal Point, CORs and/or other designated representative will provide monthly performance feedback to the Contractor. The Contractor shall provide an agenda and minutes.

2.4 Security Requirements:

2.4.1 Security Clearance Requirements: All contractor employees shall have/obtain an active favorable Tier 1 (T1) or meet the requirements of DoDM 1000.13-M-VI, January 23, 2014. Costs and documentation required for security certification will be the responsibility of the contractor. The contractor shall provide documentation received from the appropriate Government agency as to the verification of contract personnel’s T1 certification. In case the certification has been requested, but not received, the contractor may provide documentation on any contractor employee where certification has been requested. In the instance, the contractor employee will be able to begin work in areas that would not conflict with Government security issues. The COR shall be kept abreast of issues dealing with the T1 certification. The contractor’s security officer shall ensure timely notification of all hires to the Air Force Surgeon General’s Security Office located at the AFMOA/SGA JBSA Lackland Air Force Base (AFB).

2.4.2. List of Contractor Personnel: The Contractor shall maintain a current listing of Contractor personnel. The list shall include Contractor personnel’s name, social security number, and level of security clearance. The list shall be validated and signed by the company Facility Security Officer (FSO) and provided to the COR and Information Security Program Manager (ISPM) at each performance site 30 calendar days prior to the service start date. Updated listings shall be provided when Contractor personnel’s status or information changes. A Visit Request for all Contractor personnel with security clearances is required to be sent through the Joint Personnel Adjudication System (JPAS), and must be updated at least annually. The Contractor shall notify the (ISPM) at each operating location 30 calendar days before on-base performance of the service. The notification shall include:

2.4.2.1. Name, address, and telephone number of the company key management representatives.

2.4.2.2. The contract number and contracting agency.

2.4.2.3. The highest level of classified information to which personnel require access.

2.4.2.4. The location(s) of service performance and future performance, if known.

2.4.2.5. The date service performance begins.

2.4.2.6. Any change to information previously provided under this paragraph.

2.4.3 Local Area Network (LAN). All Contractor personnel requiring access to the Government unclassified computer network shall have a valid T1 verified through Joint Personnel Adjudication System (JPAS). No Contractor personnel will be provided access to unclassified computer network or its inherent capabilities (i.e., internet access, electronic mail, file and print services, etc.) without a valid T1. The Contractor shall be aware of and abide by all Government regulations concerning the authorized use of the Government’s computer network including the restriction against using the network to recruit Government personnel or advertise job openings.

2.4.4 Disclosure of Information. In the performance of this contract, the Contractor may have access to data and information proprietary to a Government agency or to another Government Contractor, or of such nature that its dissemination or use, other than as specified in this contract, would be illegal or otherwise adverse to the interests of the Government or others. The Contractor and its personnel shall not divulge or release data or information developed or obtained under performance of this contract, except to authorize Government personnel or upon written approval of the CO. The Contractor and its Contractor personnel shall not use, disclose, or reproduce proprietary information bearing a restrictive legend, other than as specified in the contract.

2.4.4.1 Non-Disclosure Agreement (NDA). All Contractor personnel shall sign the non-disclosure statement provided at Appendix C prior to beginning of contract performance. The Contractor must then provide a copy of the signed/dated NDA to the COR prior to beginning work. (Appendix D).

2.4.5 Contractor Manpower Reporting Requirements Application (CMRA). The Contractor shall report ALL Contractor labor hours (including subcontracted labor hours) required for performance of services provided under this contract for the Air Force and Army via a secure data collection site. The Contractor is required to completely fill in all required data fields at http://www.ecmra.mil. Reporting inputs will be for the labor executed during the period of http://www.ecmra.mil/ performance for each Government fiscal year (FY), which runs 1 October through 30 September.

While inputs may be reported at any time during the FY, all data shall be reported no later than 31 October of each calendar year. Contractors may direct questions to the CMRA help desk.

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

2.4.5.2 User Manuals. Data for Air Force service requirements must be input at the Air Force Contract Manpower Reporting Application (CMRA) link. However, user manuals for Government personnel and Contractors are available at the Army CMRA link http://www.ecmra.mil.

2.4.6 Post-Award Meeting. The Government will host a post-award meeting with the Contractor within 10 business days after contract award. The CO shall contact the PM/COR and the Contractor to schedule this meeting. Telecon/teleconference is permissible for the post-award meeting. The purpose of the post-award meeting is introduce the Contractor to the Government representatives (PM/COR) the Contractor will support; provide the Contractor the opportunity to explain in more detail their proposal’s technical approach; and entertain questions from either party. Take-aways from the meeting should be an exchange of contact information; a timeline of when direct support will start, if not yet started; and an understanding by all parties of all the requirements to be performed by the Contractor and the support the Government will provide the Contractor to perform the requirements, safely and efficiently.

2.4.7 Initial Contract Performance Review Meeting. The Contractor shall also attend an Initial Contract Performance Review thirty (30) calendar days after the Contractor assumes full performance responsibilities (i.e. after completion of transition/mobilization) to ensure that the Contractor has successfully started performance, completed transition, is fully operational, and is within the estimated cost, schedule, and performance parameters of the contract. The Contractor shall also attend a follow-up meeting 90 calendar days after contract award to assess status of performance.

2.4.8. Applicable Publications. Publications applicable to this requirement include, but are not limited to, those listed in Appendix A of this PWS. The Contractor shall follow all applicable publications and references thereto. Supplements or amendments to listed publications from any organizational level may be issued by the AF Publications Office during the life of the contract. The Contractor shall immediately implement those changes in publications which result in a decrease or no change in the price and notify the Contracting Officer (CO) in writing of such change. Should a decrease in contract price result; the Contractor shall provide a proposal for reduction in the price to the CO. Prior to implementing any change that will result in a price increase; the Contractor shall submit to the CO a price proposal within 30 calendar days of receipt of notice of the change by the Contractor. The CO and the Contractor shall negotiate the change into the contract under the provisions of the contract clause entitled "Changes." Failure of the Contractor to submit a price proposal within 30 calendar days from receipt of notice of the change shall entitle the Government to performance in accordance with (IAW) such change at no increase in price.

2.4.8.1 Publications and forms are maintained and available electronically for Contractor download through the internet.

2.4.8.2 DoD Directives can be found at http://www.esd.whs.mil/DD. 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.

2.5 Place of Performance: The primary place of performance for this effort will be performed at AFMOA, Building 1, Bay 1, Joint Base San Antonio, Lackland, TX.

2.6 Personnel Staffing: The contractor shall accomplish, at a minimum, the following personnel staffing performance management outcomes:

2.6.1 Ensure position is filled 100% and are present for duty at the start of contract POP.

2.6.2 Ensure continuation of services during personnel absences due to sickness, leave, or termination from employment such that impact to the Government is minimal and position vacancy does not exceed 10 calendar days.

2.6.3 The substitute/replacement personnel shall begin work no later than 10 calendar days after notification or immediately after departure of the incumbent personnel, whichever is earlier.

2.6.4 The contractor shall promptly notify the Contracting Officer (CO) and COR within five (5) calendar days of any projected vacancies exceeding 10 calendar days.

2.6.5 Provide a stable workforce with less than 30% turnover in contracted position. A turnover is recorded when a worker leaves a position for any reason and the Government still has a requirement for that position.

2.7 Conduct of Contractor Personnel:

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

2.7.2 Alcoholic beverages on the job will not be tolerated.

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

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

2.8 Mission/Emergency Essential. None of the services listed in this PWS are mission/emergency essential.

2.9 Services Summary (SS). The Government will periodically evaluate the contractor’s performance by appointing a representative(s) to monitor performance to ensure services are received. The Government representative will evaluate the contractor’s performance through inspection of deliverables and receipt of all complaints from customers. The Government may inspect each task as completed or increase the number of quality control inspections if deemed appropriate because of repeated failures discovered during quality control inspections or because of repeated customer complaints. Likewise, the Government may decrease the number of quality control inspections if performance dictates. The Quality Assurance Person shall make final determination of the validity of customer complaints. See Table 2.9.1 – Services Summary below.

2.9.1 Services Summary

Performance Objectives

Reference PWS Paragraph

Performance Threshold

Inspection Method http://www.esd.whs.mil/DD

PM shall review and achieve expertise in the BHDP training material.

2.1.3 – 2.1.3.2.16 Within 45 days after completion of training requirements display no more 5 significant discrepancies as identified by government training representatives.

100% Inspection

The PM will provide BHDP training via DCS or teleconference to disseminate general information to the field, summarize updates and changes to the BHDP, answer customer questions, and solicit feedback.

2.1.1 – 2.1.1.4 Within 60 calendar days after the completion of the training requirements specified in 2.1.3 and no less than monthly thereafter.

100% Inspection

The PM shall publish updated BHDP metrics on the knowledge exchange.

2.1.2.4 Monthly, within 5

days of the report being provided with 95% accuracy.

100% Inspection

The PM shall deliver quality BHDP support to MTFs.

2.1.1 – 2.2.2 No more than 3 substantiated customer complaints during a 4-month period.

Customer Complaint

Provide a monthly status/financial report.

2.12.2 Submit NLT 5

business days after the end of the month 100% of the time.

100% Inspection

Provide a quarterly training report.

2.13

Quarterly training reports submitted w/in 5 business days after the end of the quarter with 95% accuracy.

100% Inspection

2.10 Government Furnished Property (GFP). No GFP is being provided to the Contractor in support of this contract. The Government will provide the Contractor with the facilities, equipment, and information necessary to perform the tasks stipulated in this contract. Facilities include office space. Equipment includes computers, desks, chairs, access to printers, unclassified network, copy machines, telephones (DSN, commercial access capabilities), basic office supplies, and Government vehicles, if necessary and available. These items are incidental to the place of performance and remain accountable to the Government. In addition, the Government shall require each individual Contractor employee to sign hand receipts for all Information Technology Equipment (ITE) that they exclusively use (i.e., all equipment on their desks). Contractor employees are not required to sign for multiple users ITE such as network equipment, network printers, and servers. Information includes all reference material or documentation required to perform. All facilities, equipment, and information used by the Contractor will remain the property of the Government and the Contractor shall return all facilities, equipment, and information to the COR or other designated representative upon the request of the Government or at the end of the contract period of performance.

2.11 Travel. Travel is not required during the performance period of this contract.

2.12 Deliverables. Any papers, recommendations, etc. that the contractor submits are drafts, not final copies. The Government reserves the right to make changes on drafts prior to delivery of the final product. The Government reserves the right to make changes to delivery dates. 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. All reports shall include as a minimum:

Contract number; contractor’s name, period covered by report, management issues, summary description of activities and accomplishments during the report period; etc. All deliverables shall be submitted in a draft format mutually agreed upon by the contractor and the Government.

2.12.1 Data Deliverable Table

2.12.2 Monthly Status/Financial Report. The contractor shall prepare and submit a monthly status/financial report identifying all tasks performed, status, issues, and anticipated actions consistent with the PWS each month. Electronic copies and one hard copy of Status/financial reports shall be provided to the COR no later than five (5) business days after the end of each month.

2.12.2.1. Monthly Status Report. The status report shall be used to review and evaluate the overall progress along with any existing or potential problem areas.

2.12.2.2 The contractor shall include a brief task description, to include labor category, task and hours associated with each labor category; a narrative review of tasks accomplished during the reporting period and/or significant events, status of major and minor milestones and project/program deliverables in the monthly status report.

2.12.2.3 The contractor shall address problem areas encountered and remedial actions taken or recommendations for solutions. Potential problems should be addressed at the time of occurrence to the COR but should also be included in the monthly status report. Please provide network impacts, downtime, scheduled/unscheduled maintenance, etc.

2.12.2.4 The monthly status report shall include a summary of technical milestones. The report shall include the key technical milestone met or actions accomplished. Also include expected key technical

Title PWS Paragraph

Delivery Date/ Description

BHDP Metrics

2.1.2.4 Monthly, within five (5) days of the report

being provided.

Monthly Status/Financial Report 2.12.2 &

2.12.2.1 No later than five (5) business days after the end of each month.

Quarterly Training Report 2.13 No later than five (5) business days after the end of each business quarter.

Quality Control Plan 3.0 – 3.3 Submitted 10 business days after contract award.

milestones or actions in the next reporting period, any problem areas and other relative information impacting their attainment.

2.12.2.5 Staffing issues that affect the successful completion of all requirements should be addressed.

2.12.2.6 Recommendations and/or actions the contractor expects to take to overcome any delays due to technical, regulatory or staffing issues.

2.12.2.7 Provide 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.

2.12.2.8 Financial Report. Financial information to be provided shall include:

2.12.2.9 A brief narrative of financial transactions during the reporting period.

2.12.2.10 The financial report shall be utilized to document expenditure of funds and shall be consistent with the monthly status report, para. 2.12.2.1.

2.12.2.11 The contractor shall submit invoices monthly. Each invoice should have only one billing period covered except in the case of travel that was not charged on the previous invoice.

2.12.2.12 The contractor shall separate charges in line with the contract line items for all invoices submitted.

2.12.3 Other Data Requirement. In addition to the monthly status reports, the contractor shall provide the following data deliverables:

2.12.3.1 Provide presentation materials used in briefing and conferences no later than ten (10) calendar days prior to briefing or conference.

2.12.3.2 Provide minutes of conference or summaries of meetings seven (7) calendar days after conference/meeting.

2.13 Quarterly Training Report. The contractor shall provide training reports to the COR quarterly. The training reports shall, at a minimum, a summary of the training provided to MTFs, the total number of individuals participating in trainings, the total number of customer requests/complaints along with a summary of those customer service concerns, and a discussion of the actions taken and/or lessons learned (if applicable), and finally any significant changes built into the BHDP in conjunction with the US Army’s Behavioral Health Capability Management Team.

Training reports shall be provided no later than five (5) business days after the end of each business quarter.

3. HOURS OF OPERATION. Normal duty hours are 7:30 am to 4:30 pm, Monday through Friday (excluding Federal Holidays), unless mutually agreed upon by Government and contractor personnel. Due to mission need or due to unforeseen acts of nature or emergency, the CO/COR and contractor may agree to different duty hour/work days/duty locations. No overtime is authorized.

3.1 Government agencies will not be available during scheduled holidays, inclement weather, weekends, after duty hours, or AF down days.

3.2 Federal Holidays: Federal offices are closed on New Year’s Day, Dr. Martin Luther King, Jr.

Birthday, President’s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day, and Christmas Day.

3.3 Family Days. The Family/Down Days are non-duty days. Upon receiving Government notification, the COR will immediately notify the Contractor of the non-planned closure. The published Calendar Year 2017-2018 Family/Down Days are listed below:

01 September 2017

24 November 2017 26 December 2017

4. APPENDICES

A. Recommended Number of BHDP Platforms Projected Per Base/Site B. Applicable Publications C. Business Associate Agreement D. HQ AF/SG Non-Disclosure Agreement E. Customer Complaint Record

APPENDIX A: Recommended Number of BHDP Platforms Projected Per Base

Base/Site Number of Platforms

AF Academy 7 RAF Alconbury 1 Altus AFB 4 Andersen AB 5 Andrews AFB 13 Aviano AB 7 Barksdale AFB 4 Beale AFB 4 Bolling AFB 2 Buckley AFB 5 Cannon AFB 6 Charleston AFB 7 Columbus AFB 3 RAF Croughton 1 Davis Monthan AFB 5 Dyess AFB 7 Dover AFB 4 Edwards AFB 4 Eglin AFB 4 Eielson AFB 4 Ellsworth AFB 6 Elmendorf AFB 1 F.E. Warren AFB 3 Fairchild AFB 4 Geilenkirchen AB 1 Goodfellow AFB 5 Grand Forks AFB 4 Hanscom AFB 1 Hickam AFB 4 Hill AFB 4 Holloman AFB 6 Hurlburt Field AFB 8 Incirlik AB 4 Kadena AB 10 Keesler AFB 12 Kirtland AFB 4 Kunsan AB 4

Lackland AFB 14 RAF Lakenheath 8 Langley AFB 5 Laughlin AFB 1 Little Rock AFB 6 Los Angeles AFB 2 Luke AFB 7 MacDill AFB 8 Malmstrom AFB 5 Maxwell AFB 4 McChord AFB (ADAPT) 6 McConnell AFB 6 McGuire AFB 6 Minot AFB 4 Misawa AB 9 Moody AFB 6 Mountain Home AFB 3 Nellis AFB 10 Offutt AFB 10 Osan AB 6 Patrick AFB 3 Peterson AFB 6 Pope AFB 2 Ramstein AB 11 Randolph AFB 4 Robins AFB 6 Scott AFB 10 Seymour Johnson AFB 6 Shaw AFB 8 Sheppard AFB 13 Spangdahlem AB 6 Tinker AFB 4 Travis AFB 4 Tyndall AFB 6 Vance AFB 2 Vandenberg AFB 4 Whiteman AFB 5 Wright Patterson AFB 14 Yokota AB 3

Total of 76 Sites

Total # of Platforms

(recommended)

Appendix B - Department of Defense (DoD) Regulations/Manuals/Instructions/Directives

Department of Defense (DoD) Regulations/Manuals/Instructions/Directives: Publications applicable to this requirement include, but are not limited to, those listed below. The Contractor shall follow all applicable publications and references thereto. Supplements or amendments to listed publications from any organizational level may be issued by the Air Force (AF) Publications Office during the life of the contract. The Contractor shall immediately implement those changes in publications which result in a decrease or no change in the price and notify the Contracting Officer (CO) in writing of such change. Should a decrease in contract price result; the Contractor shall provide a proposal for reduction in the price to the CO. Prior to implementing any change that will result in a price increase the Contractor shall submit to the CO a price proposal within 30 business days of receipt of notice of the change by the Contractor. The CO and the Contractor shall negotiate the change into the contract under the provisions of the contract clause entitled "Changes". Failure of the Contractor to submit a price proposal within 30 business days from receipt of notice of the change shall entitle the Government to performance in accordance with (IAW) such change at no increase in price.

Publications and forms are maintained and available electronically for contractor download through the internet.

DoD Directives can be found at http://www.dtic.mil/whs/directives/. 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.

DEPARTMENT OF DEFENSE (DoD) REGULATIONS/MANUALS

INSTRUCTIONS/DIRECTIVES

*Most current version will apply*

PUB NO. TITLE

DoDi 1332.18 Disability Evaluation System (DES) DoD 1322.18 Vol 1-4 Disability Evaluation System (DES) Manual

The Air Force’s E-Publishing site (http://www.e-publishing.af.mil) will be used to obtain Air Force Instructions.

AIR FORCE INSTRUCTIONS (AFI)/MANUALS

*Most current version will apply*

PUB NO. TITLE

AFI 10-203 Duty Limiting Conditions AFI 36-3212 Physical Evaluation for Retention, Retirement, and Separation AFI 41-210 TRICARE Operations and Patient Administration Functions AFI 48-123 Medical Examinations and Standards http://www.dtic.mil/whs/directives/

APPENDIX C: BUSINESS ASSOCIATE AGREEMENT

This BAA can serve as a separate standalone agreement or may be used for new or existing contracts between the MTF and the business associate.

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 [INSERT NAME OF BUSINESS

ASSOCIATE].

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.

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 Pub. L.

111-5. See 78 FR 5566-5702 (Jan. 25, 2013) (with corrections at 78 FR 32464 (June 7, 2013)). Additional HIPAA rules regarding electronic transactions and code sets (45 CFR Part 162) are not addressed in this BAA and are not included in the term HIPAA Rules.

Service-Level Privacy Office means one or more offices within the military services (Army, Navy, or Air Force) with oversight authority over Privacy Act and/or HIPAA privacy compliance.

I. Obligations and Activities of Business Associate

(a) The Business Associate shall not use or disclose PHI other than as permitted or required by this Agreement or as required by law.

(b) The Business Associate shall use appropriate safeguards, and comply with the DoD HIPAA Rules with respect to electronic PHI, to prevent use or disclosure of PHI other than as provided for by this Agreement.

(c) The Business Associate shall report to Covered Entity any Breach of which it becomes aware, and shall proceed with breach response steps as required by Part V of this BAA. With respect to electronic PHI, the Business Associate shall also respond to any security incident of which it becomes aware in accordance with any Information Assurance provisions of this Agreement. If at any point the Business Associate becomes aware that a security incident involves a Breach, the Business Associate shall immediately initiate breach response as required by part V of this BAA.

(d) In accordance with 45 CFR 164.502(e) (1) (ii)) and 164.308(b) (2), respectively, and corresponding DoD HIPAA Issuances, as applicable, the Business Associate shall ensure that any subcontractors that create, receive, maintain, or transmit PHI on behalf of the Business Associate agree to the same restrictions, conditions, and requirements that apply to the Business Associate with respect to such PHI.

(e) The Business Associate shall make available PHI in a Designated Record Set, to the Covered Entity or, as directed by the Covered Entity, to an Individual, as necessary to satisfy the Covered Entity obligations under 45 CFR 164.524 and corresponding DoD HIPAA Issuances.

(f) The Business Associate shall make any amendment(s) to PHI in a Designated Record Set as directed or agreed to by the Covered Entity pursuant to 45 CFR 164.526, or take other measures as necessary to satisfy Covered Entity’s obligations under 45 CFR 164.526, and corresponding DoD HIPAA Issuances.

(g) The Business Associate shall maintain and make available the information required to provide an accounting of disclosures to the Covered Entity or an individual as necessary to satisfy the Covered Entity’s obligations under 45 CFR 164.528 and corresponding DoD HIPAA Issuances.

(h) To the extent the Business Associate is to carry out one or more of Covered Entity's obligation(s) under the HIPAA Privacy Rule, the Business Associate shall comply with the requirements of the HIPAA Privacy Rule that apply to the Covered Entity in the performance of such obligation(s); and

(i) The Business Associate shall make its internal practices, books, and records available to the Secretary for purposes of determining compliance with the HIPAA Rules.

II. Permitted Uses and Disclosures by Business Associate

(a) The Business Associate may only use or disclose PHI as necessary to perform the services set forth in this Agreement or as required by law. The Business Associate is not permitted to de-identify PHI under DoD HIPAA issuances or the corresponding 45 CFR 164.514(a)-(c), nor is it permitted to use or disclose de-identified PHI, except as provided by this Agreement or directed by the Covered Entity [MODIFY THIS

SECTION IF THE PURPOSE OF THE AGREEMENT/CONTRACT IS FOR THE BA TO

DEIDENTIFY PHI FOR THE CE].

(b) The Business Associate agrees to use, disclose and request PHI only in accordance with the HIPAA Privacy Rule “minimum necessary” standard and corresponding DHA policies and procedures as stated in the DoD HIPAA Issuances.

(c) The Business Associate shall not use or disclose PHI in a manner that would violate the DoD HIPAA Issuances or HIPAA Privacy Rules if done by the Covered Entity, except uses and disclosures for the Business Associate’s own management and administration and legal responsibilities or for data aggregation services as set forth in the following three paragraphs.

(d) Except as otherwise limited in this Agreement, the Business Associate may use PHI for the proper management and administration of the Business Associate or to carry out the legal responsibilities of the Business Associate. The foregoing authority to use PHI does not apply to disclosure of PHI, which is covered in the next paragraph.

(e) Except as otherwise limited in this Agreement, the Business Associate may disclose PHI for the proper management and administration of the Business Associate or to carry out the legal responsibilities of the Business Associate, provided that disclosures are required by law, or the Business Associate obtains reasonable assurances from the person to whom the PHI is disclosed that it will remain confidential and used or further disclosed only as required by law or for the purposes for which it was disclosed to the person, and the person notifies the Business Associate of any instances of which it is aware in which the confidentiality of the information has been breached.

(f) Except as otherwise limited in this Agreement, the Business Associate may use PHI to provide Data Aggregation services relating to the Covered Entity’s health care operations.

III. Provisions for Covered Entity to Inform Business Associate of Privacy Practices and Restrictions

(a) The Covered Entity shall notify the Business Associate of any limitation(s) in the notice of privacy practices of the Covered Entity under 45 CFR 164.520 and the corresponding provision of the DoD HIPAA Issuances, to the extent that such limitation may affect Business Associate’s use or disclosure of PHI.

(b) The Covered Entity shall notify the Business Associate of any changes in, or revocation of, the permission by an Individual to use or disclose his or her PHI, to the extent that such changes affect the Business Associate’s use or disclosure of PHI.

(c) The Covered Entity shall notify the Business Associate of any restriction on the use or disclosure of PHI that the Covered Entity has agreed to or is required to abide by under 45 CFR 164.522 and the corresponding DoD HIPAA Issuances, to the extent that such changes may affect the Business Associate’s use or disclosure of PHI.

IV. Permissible Requests by Covered Entity

The Covered Entity shall not request the Business Associate to use or disclose PHI in any manner that would not be permissible under the HIPAA Privacy Rule or any applicable Government regulations (including without limitation, DoD HIPAA Issuances) if done by the Covered Entity, except for providing Data Aggregation services to the Covered Entity and for management and administrative activities of the Business Associate as otherwise permitted by this BAA.

V. Breach Response

(a) In general.

(1) In the event of a breach of PII/PHI held by the Business Associate, the Business Associate shall report the breach to the Covered Entity in accordance with Section VII, assess the breach incident, take mitigation actions as applicable, and notify affected individuals, as directed by the Covered Entity.

(2) The Business Associate shall coordinate all investigation actions with the Covered Entity, and at a minimum, follow the breach response requirements set forth in this Part V, which is designed to satisfy both the Privacy Act and HIPAA as applicable.