Draft CATS Section C.pdf

1 DESCRIPTION OF SERVICES

1.1 Background

1.2 Scope

1.3 Non-Personal Services

1.4 Definitions

1.5 Acronyms

2 SUMMARY OF REQUIREMENTS

2.1 Categories

2.2 Positions/Services. Reserved

2.3 Contractor Management Staff Responsibilities

2.4 General Requirements

2.4.1 Travel

2.4.2 Certifications

2.4.3 Health Requirements

2.4.4 Procedure Guidance

2.4.5 Work Schedule

2.4.6 Conduct

2.4.7 Contractor Identification

2.4.8 Dress and Appearance

2.4.9 English Language Requirement

2.4.10 Security Requirements

2.4.11 Mission Essential Status

2.4.12 MTF Requirements

2.4.13 Continued Medical Education/Units

2.4.14 Health Insurance Portability and Accountability Act (HIPAA)

2.4.15 Records, File, Documents, Data and Work Papers

2.4.16 Contractor Furnished Property/ Services Deliverables

2.4.17 Pre-placement Training Requirements

3 SERVICES SUMMARY

3.1 Contractor Performance

3.1.2 Individual Task Order Performance Criteria

3.1.3 Annual Contract Performance Criteria

4 GOVERNMENT FURNISHED PROPERTY

4.1 Return of Government-issued Property

5 APPLICABLE PUBLICATIONS

5.1 Publications and Forms

5.2 DoD Directives

1 DESCRIPTION OF SERVICES

1.1 Background

Air Force Medical Services (AFMS) mission is to develop plans, programs and procedures to support worldwide medical service missions as well as identifying shortfalls within current program plans and budget in order to field new technologies and services. AFMS‟ only customer, the Air Force Surgeon General, is supported by awarding advisory and assistance (A&AS) contracts to provide services at all locations in the United States and its territories. The AFMS meets this mission through four contracting operating locations

(National Capitol Region, Ft. Detrick MD, San Antonio TX, and Wright-Patterson Air Force

Base OH).

1.2 Scope

This non personal professional requirement with travel and incidental deliverables is for broad A&AS support including management and professional services; engineering and technical services; and studies analyses and evaluations throughout the Continental United

States including Alaska, Hawaii, and territories. Services may take the form of information, advice, opinions, alternatives, analyses, evaluations, recommendations, training and services to complement the Government‟s technical expertise. The contract is designed to provide timely and accurate medical A&AS services requested by Air Staff, Major Command

(MAJCOM) or military treatment facility (MTF) authorities. A list of possible locations is at Section J, Attachment 2). All services requested under this PWS will be through the issuance of Task Order generated by the applicable functional area and Contracting Officer

(CO).

1.3 Non-Personal Services

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.

It shall be the responsibility of the contractor to manage its employees and to guard against any actions that are of the nature of personal services, or give the perception of personal services. 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.

These services shall not be used to perform work of a policy/decision making or management nature, i.e., inherently Governmental functions. All decisions relative to programs supported by the contractor shall be the sole responsibility of the Government.

1.4 Definitions

“A&AS Personnel” The A&AS labor categories recruited and hired by the Contractor

Management Staff to perform the services as described in this contract.

“Air Force Medical Service Commodity Council (AFMSCC)” A cross-functional group of individuals responsible for the development of Air Force-wide sourcing strategies for medical services. The AFMSCC functions as the program management office for each medical service strategy.

“Beneficiary” A member of the military health system delineated in AFH41-114, Military

Health Services System (MHSS) Matrix, as persons eligible to benefits (care at military treatment facilities).

“Certification” Official recognition by a national agency or association that the health care worker has successfully completed an approved education program or evaluation process.

This includes formal processes designed to assess the knowledge, experience, skills, and abilities required to provide quality services.

“Commander” MTF Commander, Flight Commander or other activity head, or a designated representative, e.g., Contracting Officer‟s Representative (COR) or Department

Head, of the activity designated in a particular task order.

“Contractor” The offeror identified in block 15A of Standard Form 33. The Contractor is an independent contractor and responsible for its own liability.

“Contractor Management Staff” The prime contractor„s staff, including all teaming partners, subcontractors and their staff at corporate level involved in the company‟s or team‟s administration of this contract. The prime contractor retains responsibility for any teaming partner or subcontractor and shall be accountable for their performance.

“Defense Medical Human Resource System – Internet (DMHRSi)” A multi-service

Human Resource tracking tool for manpower, human resource management, labor cost accounting, education and training, and readiness.

“Down Days” A day that AF leadership designates as a minimal manning/liberal leave day for Government employees.

“Key Management Personnel” The program manager(s) and any other management personnel who will be involved in day-to-day contract operations.

“Medical Treatment Facility (MTF)” Air Force hospitals or clinics, including all activities providing outpatient and/or in-patient healthcare services for authorized personnel.

“MSS Personnel” The support personnel recruited and hired by the Contractor

Management Staff to perform the services as described in this contract.

“MSS Company Training Manager” A Contractor Management Staff member who received Government sponsored training and is responsible for the initial CHCS/AHLTA, data safeguarding and information awareness training to all MSS personnel during the life of the contract.

“Medical Expense & Performance Reporting System (MEPRS)” The DoD accounting system for financial, personnel and workload within MTFs (also see DMHRSi above).

National Agency Check with Inquires The type of personnel security investigation that the government conducts for the MSS personnel performing under this contract. MSS personnel are public trust positions and require a suitability determination and not a higher-level investigation.

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

“Qualifying” The process by which the contractor screens potential applicants to ensure workers possess the qualifications required by this PWS and meet any additional qualification requirements specified in Section J, Attachment 3, Position Descriptions and/or the Task Order.

“Quality assurance personnel or evaluator (QAP or QAE)” The individuals designated to perform quality assessment functions. They serve as on-site technical managers assessing contractor performance against contract performance standards.

“Recruiting” The Contractor Management Staff‟s process by which medical support workers from outside of the Government are located, contacted and hired for specific positions.

“Replacement personnel” Permanent placements for departing MSS personnel that are fully qualified to performance services.

“Retention” The Contractor Management Staff‟s program to retain high quality workers to support continuity of support operations.

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

“Service Type I” One of two ordering configurations offered to requesting locations.

Under this service type, the Contractor Management Staff shall provide a wide range of

MSS (full-time and/or part-time) personnel meeting the minimum qualifications and the desired performance outcomes outlined in a position description. The MSS personnel supplement Air Force military, DoD government employees or other contracted personnel.

“Service Type II” One of two ordering configurations offered to requesting locations.

Under this service type, the Contractor Management Staff shall independently provide a complete full service/operational activity with the purpose, scope and objectives detailed in a Statement of Objective. The Contractor Management Staff performs the entire scope of the operations and is self-sufficient in meeting AFMS standards.

“Substitute personnel” Temporary employees providing backfill for a permanent contract staff member that will be returning to the MTF. The coverage will be for scheduled or unscheduled absences exceeding 80 consecutive hours.

“Task Order” (TO) An order for services placed against an established contract or with

Government sources.

“Task Order Proposal Request (TOPR)”. The complete package defining the AFMS requirement generated by the local contracting office to request proposals from the awardees under this contract.

1.5 Acronyms

A&AS Advisory and Assistance

AF Air Force

AFMS Air Force Medical Service

CO Contracting Officer

FAR Federal Acquisition Regulation

LAN Local Area Network

MEPRS Military Expense & Performance Rating System

MTF Military Treatment Facility

MAJCOM Major Command

O&M Operations and Maintenance

PWS Performance Work Statement

QAP Quality Assurance Personnel

TO Task Order

TOPR Task Order Proposal Request

2 SUMMARY OF REQUIREMENTS

2.1 Categories

2.1.1 Advisory and Assistance Services fall into one of the following categories:

2.1.2 Management and Professional Services. The contractor shall provide support, assistance, advice, or provide training for the efficient and effective management and operation of AFMS organizations or activities. The contractor shall provide a variety of management and professional services such as:

2.1.2.1 Developing plans, programs and procedures

2.1.2.2 Making recommendations on organizational policy/directives

2.1.2.3 Accomplishing data analysis and lessons learned development

2.1.2.4 Drafting reports

2.1.2.5 Providing reviews, evaluations and recommendations on subjects of highly specialized areas of concern

2.1.2.6 Conducting coordination efforts with program sponsors, management and technical personnel, support organizations and outside agencies

2.1.2.7 Providing third party evaluations to enhance Government understanding or develop alternative positions and/or solutions to various issues/problems

2.1.2.8 Supplementing AFMS knowledge and expertise in the areas of (but not limited to): Subject matter expertise (ex: Government acquisition ), health care administration, project management, executive assistance, administrative assistance

2.1.3 Studies, Analyses and Evaluations. The contractor shall organize studies, analytical assessments and evaluations. The contractor shall provide a variety of studies, analyses and evaluations such as:

2.1.3.1 Providing recommendations on emerging technologies and their applications to enhance organizational performance

2.1.3.2 Reviewing medical systems performance in order to recommend solutions to identified problems

2.1.3.3 Providing recommendations to command staff agencies and subordinate units to strengthen medical capabilities

2.1.3.4 Supporting budget development, tracking and financial execution

2.1.3.5 Conducting studies, analyses and evaluations of medical operations to support: modernization, organizational roles and responsibilities, mission capability, force strategy, force structure options

2.1.3.6 Supplementing AFMS knowledge and expertise in the areas of (but not limited to): Financial analysis and consulting (ex: business process consulting)

2.1.4 Engineering and Technical Services. The contractor shall provide advice, assistance and training required to maintain and operate AFMS infrastructure. This includes software, hardware and physical infrastructure when applicable. The contractor shall provide a variety of engineering and technical services such as:

2.1.4.1 Supporting system integration of new technologies into current medical systems

2.1.4.2 Reviewing and making recommendations on proposed engineering changes

2.1.4.3 Providing transitional Operations and Maintenance (O&M) support on new or modernized systems

2.1.4.4 Conducting specialized medical training

2.1.4.5 Supporting life-cycle management activities on fielded medical systems

2.1.4.6 Participating in design/technical reviews in order to make recommendations to the Government

2.1.4.7 Participating in system testing activities

2.1.4.8 Performing failure analysis and making proposed corrective actions with regard to identified medical system deficiencies

2.1.4.9 Supplementing AFMS knowledge and expertise in the areas of (but not limited to): data analysis, systems analysis, technical writing, engineering, instructing

2.2 Positions/Services. See table B-1 of the contract for list of applicable A&AS positions.

2.3 Contractor Management Staff Responsibilities

2.3.1 The following general requirements are applicable to all service categories service and may be further detailed in task orders:

2.3.2 The contractor shall maintain an organizational management structure and business approach to accomplish the following outcomes:

2.3.2.1 Maintain a direct relationship between the senior leadership and key management personnel assigned to this contract for efficient operations.

2.3.2.1.1 Qualifications of key management personnel shall demonstrate a minimum of three years experience as a prime contract manager of large scale Federal contracts. For contractors in the “unrestricted” competition pool, large scale contracts exceed $2.5M annually and involve two geographic areas (states). For contractors in the small business competition pool, large scale contracts exceed $250,000 annually.

2.3.2.2 Ensure continuity of the key management personnel who will be responsible for performance of contract operations.

2.3.2.3 Replacement key personnel shall have similar qualifications and experience as departing key personnel. The Government shall be provided an opportunity to review the resumes and approve candidates for replacement key personnel before hiring.

2.3.2.4 Develop risk mitigation plans to avoid potential impacts to program schedule or performance such as turnover of key personnel or loss of a key subcontractor.

2.3.2.5 Submit qualified offers on new Task Order Proposal Requests that ensures a task order proposal participation rate of 75% or greater.

2.3.2.6 Reach back to corporate knowledge bases and/or access additional knowledge experts to obtain additional information for AFMS projects.

2.3.3 The contractor shall ensure human resources management is effective to accomplish the following outcomes:

2.3.3.1 Qualified candidates are identified, screened, placed, monitored, trained/retained to fulfill service requirements under this contract.

2.3.3.2 Ensure positions are filled with personnel possessing or exceeding appropriate levels of education, experience and expertise in accordance with Section J, Attachment 3, Labor Categories or as specified in individual task orders.

2.3.3.3 Validate A&AS personnel qualifications against the government‟s minimum requirements including, but not limited to: education, experience, and ability to obtain required government security clearances.

2.3.3.4 Maintain A&AS personnel qualifications without government oversight, additional cost or intervention including, but not limited to: currency of licensure/certifications/credentials and renewal before expiration.

2.3.3.5 Advance A&AS personnel skill sets with the latest methodologies, techniques and education on an annual basis without government oversight, additional cost or intervention.

2.3.3.6 Effectively monitor satisfaction of A&AS personnel hired against

Government task orders.

2.3.3.7 Obtain third party survey data that assesses at a minimum the quality of the workplace environment, the contractor, and the job for at least 75% of current personnel. This data is reported to the Government annually to ensure that the contractor has an ongoing method to assess their employee‟s organizational climate.

2.3.4 The contractor shall accomplish, at a minimum, the following performance management outcomes:

2.3.4.1 Ensure positions are filled within 30 calendar days.

2.3.4.2 Submit accurate security packages no later than A&AS personnel start date.

2.3.4.3 Ensure continuation of services during personnel absences due to sickness, leave, and voluntary or involuntary termination from employment such that impact to the Government is minimal and position vacancies do not exceed 30 days.

2.3.4.4 The 30 calendar days begin when the contractor is notified by the A&AS personnel, verbally or in writing, of a resignation or termination date.

2.3.4.5 The substitute/replacement personnel must begin work no later than 30 calendar days after notification or immediately after departure of the incumbent personnel, whichever is earlier.

2.3.4.6 The contractor shall promptly notify the contracting officer and QAP of any projected vacancies exceeding 30 days.

2.3.4.7 Provide a stable workforce with less than 30% turnover across all contracted positions. A turnover is recorded when a worker leaves a position greater than

60 days before the end of the task order end date for any reason and the

Government still has a requirement for that position.

2.3.4.8 Accurately monitor, validate, trend and report Government Service Summary and task order deliverables across all task orders for monthly and annual reporting requirements. Trend data must be available for the current reporting period as specified in the Performance Criteria.

2.3.4.9 The Government shall have access to all data on contractor performance metrics.

2.3.4.10 The Government will provide the contractor a reporting template that is standardized across all CATS contract holders for reporting Service Summary items on a monthly basis. This reporting template will clearly demonstrate whether the contractor is or is not meeting each services summary measurement in paragraph 3.1.2. This measurement will be used as the official determination of whether a contractor is or is not “pre-qualified” for bidding on task orders issued under the streamlined competition requirements of H.3.

2.3.4.11 The contractor may make recommendations to the Government of other goals and objectives to be considered for monitoring and performance improvement.

2.3.4.12 Respond to problems and take appropriate action to correct performance issues and satisfy Government concerns in a timely manner.

2.3.5 The Government will not offer the Contractor or to its employees signs of recognition or appreciation for exceptional performance. Should contractor employees be mentioned in team awards with Government employees, these actions shall not constitute Government acceptance of the Contractor‟s performance unless made in writing by the Contracting Officer (CO). Contractors shall not represent themselves as endorsed by the Government in any manner, including in any marketing or promotional materials.

2.4 General Requirements

2.4.1 Travel

2.4.1.1 The contractor may be required to perform period travel within the Continental

United States (CONUS) as directed by the Government. The contractor shall be responsible for obtaining all passenger transportation, lodging, and subsistence.

Reimbursement of CONUS travel costs will be in accordance with the Federal

Travel Regulations per FAR 31.205-46. The contractor shall travel using the lower cost mode transportation commensurate with the mission requirements.

When necessary to use air travel, the contractor shall use the tourist class, economy class, or similar lodging accommodations to the extent they are available and commensurate with the mission requirements. Travel requirements will be outlined in the task order proposal request and reimbursed on a cost reimbursable basis CLIN; no profit or fee will be paid. Reference Section B, CLIN 0004.

2.4.2 Certifications

2.4.2.1 Basic Life Support. At a minimum, contract personnel working within an MTF must maintain current certification in either the American Heart Association

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

(Heart Saver) Course. Initial training must be obtained in the community at no cost to the Government so that contract personnel arrive in the position fully qualified; however, the government may offer refresher training for contract workers on a space available basis. If training is received within the facility, the time spent in the training course will NOT be billable to the Government. The

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

2.4.3 Health Requirements.

2.4.3.1 Health Requirements: In accordance with AFI 48-105, all contract personnel shall follow the methods for controlling and preventing disease as described in the American Public Health Association publication, Control of Communicable

Diseases Manual, and the Centers for Disease Control and Prevention (CDC) publication, Morbidity and Mortality Weekly Report (MMWR), and its supplements. Where applicable, the most recent guidelines from these publications are utilized as the standard. The AFMS, in this context, considers

CATS personnel as healthcare personnel.

2.4.3.2 Tracking of Information. Immunization information may be tracked in DoD computer systems for all contract personnel. However, the contractor management staff must have their own process and system to track currency of health requirements.

2.4.3.3 No Government Tests. The MTF will not perform any medical tests or procedures required by the contract for non-beneficiaries except in the rare case of post exposure in accordance with regulations. Expenses for all required tests and/or procedures shall be borne by the Contractor Management Staff, not the

Government.

2.4.3.4 Contractor Management Staff shall inform the Government COR or QAP when A&AS personnel report their pregnancy to the Contractor Management Staff. The Government is to notify the Contractor Management Staff of any work hazards. If work hazards exist, it will be the Government‟s decision whether the worker continues to work in the environment.

2.4.4 Procedure Guidance

2.4.4.1 Procedure Guidance: CATS personnel shall perform duties in accordance with the medical facility‟s operating instructions and higher-level DoD or Air Force directives. CATS personnel shall not change or deviate from established objectives for services without prior recommendation to, and approval of, the

MTF Commander or authorized representative.

2.4.5 Work Schedule

2.4.5.1 Billable Hours:

2.4.5.1.1 Government surveillance of contractor performance is required to give reasonable assurance that efficient methods and effective cost controls are being used. In order for man-hours to be billed on this requirement deliverable services must have been performed in direct support of a requirement in the PWS. When task orders require on-site performance, situations may arise where Government facilities may not be available for performance of these requirements (i.e., base closure due to weather, down day etc.). The Government will only pay for hours worked

(reference H.3).

2.4.5.1.2 Government agencies will not be available during scheduled 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.

2.4.5.1.3 Accurately monitors, tracks, and manages health care worker billable hours. (Burn rate)

2.4.5.2 Substitute or Temporary Coverage. Reserved

2.4.5.3 DMHRSi. Reserved

2.4.5.4 Unless otherwise specified in the task order, weekly hours shall not exceed a forty (40) hour work week and a typical work day will be 0700 to 1600 Monday through Friday. The Government reserves the right to change hours of operation or restrict contractor access. Work outside these daily hours is prohibited without Contracting Officer approval.

2.4.5.5 Scheduled Holidays. New Year‟s Day; Dr. Martin Luther King, Jr. Birthday;

President‟s Day; Memorial Day; Independence Day; Labor Day; Columbus Day;

Veteran‟s Day; Thanksgiving Day; Christmas Day. Service Contract Act positions follow applicable Wage Determinations. Other holidays may also apply to certain geographic locations (ex: Inauguration Day) and will be specified at the task order level.

2.4.6 Conduct

2.4.6.1 The Contracting Officer may request that any Contractor Management Staff or

A&AS personnel whose conduct in the opinion of the Contracting Officer interferes with proper order or professionalism at the installation where services are performed, be removed from such installation and the contractor will comply with such request. Failure to do so may be cause for action under the Termination clauses, in Section I, Contract Clauses.

2.4.7 Contractor Identification

2.4.7.1 When on Government sites, all contractor/subcontractor personnel shall wear company picture identification badges so as to distinguish themselves from

Government 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. Electronic mail signature blocks shall identify their company affiliation. Where practicable, contractor/subcontractors occupying collocated space with their Government program customer should identify their work space area with their name and company affiliation, or as a minimum, “Contractor” after name. Contract workers shall follow any other applicable workplace policies.

2.4.8 Dress and Appearance

2.4.8.1 Contractor personnel will maintain good personal hygiene and a well-groomed, professional appearance. Business casual dress attire is appropriate for the majority of the positions. If a specific position requires the wearing of a uniform

(i.e., scrubs, etc.), it will be detailed in the individual position descriptions or referenced on the task order. Unless other identified on the task order, required uniforms will be provided by the contractor. The Contractor Management Staff may provide their employees uniforms, but will be at no expense to the

Government.

2.4.9 English Language Requirement

2.4.9.1 Contractor personnel shall read, understand, speak, and write English fluently

2.4.10 Security Requirements

2.4.10.1 Potential Threat.

2.4.10.1.1 The contractor shall not employ individuals who are potential threats to health, safety, security, general well being, or operational mission of the Department of Defense (DoD) and its population.

The Government has wide latitude to disapprove or revoke security credentials due to disclosed or undisclosed derogatory information found during the Government screening processes.

2.4.10.2 Privacy System Notices. Reserved

2.4.10.3 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). Individual Task Orders may require personnel with a

SECRET or TOP SECRET clearance.

2.4.10.4 Personnel Security Clearance Requirements. As a minimum, A&AS personnel shall have a positive suitability determination from the NACI in accordance with the DD Form 254. The

Commander may allow A&AS personnel temporary or interim access to government systems in non-sensitive positions pending the outcome of the NACI, however, A&AS personnel will be immediately removed from the position if at any time the

Government receives an unfavorable or a no-determination adjudication.

2.4.10.5 The Contractor Management Staff is responsible to ensure all government-issued identification badges, keys, equipment and car passes are returned to the COR when an individual is leaving employment under this contract.

2.4.11 Mission Essential Status

2.4.11.1 CATS positions are not designated as mission essential personnel. If the requesting location requires a deviation from non-mission essential, it will be documented in the task order.

2.4.12 MTF Requirements

2.4.12.1 A&AS personnel assigned to a MTF shall complete all MTF-specified orientation program(s), initial and annual training requirements, and comply with all MTF policies, procedures, productivity standards and instructions as provided by the MTF. The Government will provide initial MTF orientation and annual refresher training for A&AS personnel. This requirement will be conducted during normal duties hours; thereby, the time is billable to Government.

2.4.13 Continued Medical Education/Units

2.4.13.1 The Contractor Management Staff, at their own expense, shall ensure

CATS personnel continue to meet the minimum standards for Continuing

Education Unit (CEU) requirements for all CATS positions registered or certified by national/medical associations as prescribed in AFI 44-119, Clinical Performance Improvement. CEUs shall be obtained at no additional cost to the Government. If training is received within the

MTF or requesting location, the time spent out of the duty section not performing contracted services (in order to obtain the CEUs), will not be billable to the Government.

2.4.14 Health Insurance Portability and Accountability Act (HIPAA)

2.4.14.1 All contracted management staff performing services for the Air Force are required to complete initial and annual refresher HIPAA Privacy and

Security Rule training as provided to the Air Force for its personnel and will be held accountable for complying with health information privacy and security policies and procedures. Reference Section H.6, Special

Contract Clauses, for detailed HIPAA language. Training must be considered part of the Contractor‟s fixed price.

2.4.15 Records, File, Documents, Data and Work Papers

2.4.15.1 The medical information systems identified in Section J, Attachment 2 are identified for the purposes of privacy system notices. These systems may be accessed by contractor personnel during performance of duties.

2.4.15.2 All records, files, documents, data and work papers provided by the government remain Government property. The Quality Assurance

Personnel (QAP) will provide guidance to the contract personnel who shall maintain and dispose of these records, files, and documents in accordance with Air Force Manual 37-138, and IAW applicable HIPAA requirements stated in Section H. A&AS personnel will comply with all

AFMS requirements for safe keeping, handling, release, and disposal of any of the above information. These AFMS requirements shall include, but are not limited to: limiting access to Government data, tracking information from origin to disposal, removal of personal identifiers and thoroughly destroying information when work is completed according to

Federal Law and DoD regulations. If data is used or transmitted outside

Government facilities, the Contractor shall be responsible for all aspects of physical and operational security. Inside Government facilities, the

Contractor shall be responsible for following DoD and local directives regarding physical and operational security. Under no circumstances may any information or data used under this Contract be transferred, or work under this contract be performed, outside the United States.

2.4.15.3 Prior to performance, the contractor may propose to provide services from outside the military facilities and/or information networks.

Requests to provide access to internal networks and/or facilities must be clear and meet Government security requirements. The Government will process access requests, however, delays and denial of access and/or technical communication issues must be considered by the contractor and alternative methods must be implemented in order to meet task order requirements.

2.4.16 Contractor Furnished Property/ Services Deliverables

2.4.16.1 Deliverables associated with the management of the contract are due to the Program Manager and Contracting officer by electronic means.

Deliverables associated with task orders will be specified in each individual task order.

2.4.16.2 Deliverables

Support Area Title Delivery Date/Description

Management Performance Report Real time reporting on SS status and benchmark report within 7 days after the end of each semi-annual reporting period

Management MEPRS Reporting Monthly provides MEPRS data for all A&AS personnel assigned to MTFs to the

MEPRS manager or clinic

MEPRS monitor for entry into the system by the Air Force.

Management Quality Assurance Plan Within 30 days after contract award electronically

Management Key Personnel Roster Within 10 days after contract award electronically. Updated as changes occur within 15 days of change.

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

2.4.16.4 Program status reports for the previous month are complete, free of errors and submitted to the Government prior to the 10 th of the preceding month. Reports must include individual monthly performance as well as previous 12 month aggregate (fewer months aggregate data will be included if it has been less than 12 months since award).

2.4.17 Pre-placement Training Requirements

2.4.17.1 In accordance with AFI 48-105, all A&AS personnel shall follow the methods for controlling and preventing disease as described in the

American Public Health Association publication, Control of

Communicable Diseases Manual, and the Centers for Disease Control and Prevention (CDC) publication, Morbidity and Mortality Weekly

Report (MMWR), and its supplements. Where applicable, the most recent guidelines from these publications are utilized as the standard.

2.4.17.2 Before start of work, A&AS personnel who perform a majority of their duties working within MTFs shall provide proof of immunization from the following diseases according to CDC guidelines: Hepatitis B, measles, mumps, rubella, varicella, and influenza, and proof of a negative TB skin test (completed within the past 12 months (if positive, proof of negative chest X-ray within the past 12 months)). In addition, A&AS personnel shall provide proof of polio and TDAP immunization prior to start of work, even if the tetanus booster is not yet due according to CDC guidelines. After start of work, the

Government will provide post blood borne exposure protocols according to applicable AFIs.

2.4.17.3 In those areas where there is a higher risk of transmission of tuberculosis, A&AS personnel may be tested as frequently as directed by the MTF policy. This test will be provided by the MTF.

2.4.17.4 Immunization information will be tracked in DoD computer systems for all A&AS personnel.

3 SERVICES SUMMARY

3.1 Contractor Performance

3.1.1 Contractor performance will be measured against the Acceptable Quality Levels below.

Performance will be reported at the contract level annually in the Contractor Performance

Assessment Reporting System (CPARS). Additionally, performance will be monitored by the AFMS Commodity Council on a real-time basis and will be used in accordance with H.3 as a primary factor for task order awards.

3.1.2 Individual Task Order Performance Criteria

Requirement Reference Acceptable Quality

Level

Monitoring Method

Personnel are present for duty on schedule

PWS Para 2.3.4 90% of personnel are present for duty no later than 30 calendar days after task order issuance and 100% of personnel are presenent for duty no later than 35 calendar days after task order issuance.

Section C, paragraph

2.3.4.10 Monthly report.

Calculated by dividing the total number of

A&AS personnel assigned to all positions during the previous reporting period * that were filled on time by the total number of positions required to be filled in the same reporting period. *

100% Inspection

Replacement/substitute personnel are provided in a timely manner

PWS Para 2.3.4.3 and 2.3.4.4

90% of replacement and substitute personnel are present for duty such that position vacancies

Section C, paragraph

2.3.4.10 Monthly report.

Calculated by dividing the total number of vacated A&AS positions do not exceed 30 days and 100% of replacement are substitute personnel are present for duty such that position vacancies do no exceed 35 days that were filled within 30 days by the total number of vacated positions that have start dates within the reporting period*.

Timeframe is calculated starting with the vacancy date and ending when position is filled. 100%

Inspection

Maintains a stable workforce

PWS Para 2.3.4.7 Turnover rate less than 30% across all contracted positions.

Section C, paragraph

2.3.4.10 Monthly report.

Calculated by dividing the total number of

A&AS personnel that turned over (left positions for any reason) during the previous reporting period* by the number of positions (minus those positions that were never filled) in the reporting period*. 100% Inspection

Provides satisfactory customer service to the requesting locations

PWS Para 2.3.4.12 100% of validated complaints are resolved within the timeframe determined by the contracting officer.

Section C, paragraph

2.3.4.10 Monthly report.

Calculated by dividing the number of resolved complaints over the reporting period by the total number of complaints in the same reporting period* 100%

Inspection

Qualification percentage

PWS Para 2.3.3.2 and 2.3.3.3

Provides resumes of personnel meeting or exceeding required levels of education, experience and expertise 90% of the time; waivers do not exceed more than

10% of total candidates.

Section C, paragraph

2.3.4.10 Monthly report.

Calculated by dividing the total number of

A&AS positions filled minus any granted exceptions for education or experience waivers

IAW section H.2.h.(b) during the reporting period* by the total number of A&AS positions filled in a reporting period. * 100%

Inspection

Compliance with security requirements

PWS Para 2.3.4.2 95% of contractor personnel complete security requirements before required start date.

Monthly report.

Calculated by dividing the number of accurate security packages completed before the start of work over the prior reporting period * by the total number of A&AS personnel starting work during the same reporting period. * 100% Inspection

Overall fill rate 95% of all task order awards have personnel assigned to perform the services required.

Section C, paragraph

2.3.4.10 Monthly report.

Monthly report.

Calculated by dividing the number or active

FTEs by the total number of FTEs required. 100%

Inspection

Not-to-Exceed (NTE) rates as well as option year contracted escalation rates

100% of proposed

NTE and escalations do not exceed the contracted rates.

Section C, paragraph

2.3.4.10 Monthly report.

Comparison of contract rates with published NTE rates. 100% Inspection

Monitors billable hours obligated in the

Task Order

90% of the obligated dollars on Task

Orders are expended in a 12-month period.

Section C, paragraph

2.3.4.10 Monthly report.

Comparison of total expended over the task order obligation. 100%

3.1.3 Annual Contract Performance Criteria

Requirement Reference Acceptable Quality

Level

Monitoring Method

Annual survey of current personnel

PWS Para 2.3.3.6 and 2.3.3.7

Annually provides third-party annual survey data of 75% of current personnel within 7 days of contract anniversary date.

Annual Report – Section

J paragraph 2.2.2.7, 100% Inspection

Large business

Subcontracting goals

Section H.3 &

Section I, FAR52.219-9

Large business subcontracts at least

25% (by total dollar amount) to small business concerns

Government review of contractor annual SF

294/295, Subcontracting

Report, 100% Inspection

Small business subcontracting Goals

Section I, FAR52.219-14

Small business ensures that greater than 50% of the cost of contract

Annual Report, 100% performance is expended for employees of the concern.

Maintains key management staff

PWS Para 2.3.2.2 and 2.3.2.3

Turnover rate no greater than 2 per position over the contract term (5 years)

Annual Report, 100%

Inspection

Employee proficiency PWS Para 2.3.3.4

& Para 2.3.3.5

Ensures contractor employee proficiencies and skill sets are increased 90% of the time (CEUs provided not on

Government time, licenses/ certifications maintained and renewed before expiration)

Annual Report.

Calculated by dividing the total number of personnel requiring training/certification that were trained or certified in the previous 12 month period by the total number of personnel requiring training/certification in the previous 12 month period. 100% Inspection

TOPR participation rate. This is a measure of the contractor‟s willingness to perform

AF requirements.

PWS Para 2.3.2.5 A minimum of 75% of Task Order

Proposals responded to in a year when the government has requested 5 or more

Task Order Proposal

Requests.

Annual report.

Calculated by dividing the number of task orders bid by the contractor by the total number of Task

Order Proposal Requests issued by the

Government. 100%

* Reporting period during the first year of the contract is 6-12 months. For example at month 6, the reporting period is 6 months, at month 7 the reporting period is 7 months, etc. Reporting period following the first year of the contract is 12 months consecutively.

3.2 Task Order Requirements

Advisory and Assistance Services (A&AS) broadly means those services provided under contract by nongovernmental sources to support or improve: Organizational policy development; decision-making; management and administration; program and/or project management and administration;

or R&D Activities. However, each task order may have its own goals and or criteria. Specific goals and criteria will be defined in each specific task order in an attempt to provide a framework for successful completion of Governments requirements.

4 GOVERNMENT FURNISHED PROPERTY

4.1 Return of Government-issued Property

4.1.1 The GFP shown below will be provided to the Contractor in on site locations only:

4.1.1.1 The contractor shall ensure accurate control and accountability of all

Government Furnished Property (GFP) in accordance with the Government

Property clauses incorporated into this contract. Other than the GFP listed below, specific services and property to be provided the contractor will be identified in each TO.

4.1.1.2 Documents. Unless otherwise indicated in a particular TO, the

Government will furnish or make available to the Contractor any documentation/material deemed necessary to accomplish requirements of the TO, unless otherwise stated in the issued TO.

4.1.1.3 Local Area Network (LAN). Unless otherwise specified in a particular

TO, the contractor(s), with a valid National Agency Check verified through the Joint Personnel Adjudication System (JPAS) roster of validation from the contractors security manager, will be provided access to the host base‟s unclassified computer network and its inherent capabilities including, but not limited to: Internet access, electronic mail, file and print services and dial-in network access. The contractor shall be aware of and abide with all

Government regulations concerning the authorized use of the

Government's computer network.

4.1.1.4 Workspace. Unless otherwise specified in the PWS for any specific TO, the Government will provide the contractor adequate workspace to perform the requirements of the TO and all office supplies necessary to perform the requirements of the TO.

5 APPLICABLE PUBLICATIONS

5.1 Publications and Forms.

5.1.1 Publications and forms are available electronically through the internet. Publications and forms applicable to this PWS are coded as mandatory. The contractor shall comply with mandatory publications and forms to the extent specified in this PWS. The contractor shall be responsible for all updates, supplements, and amendments to mandatory documents through the life of this contract. Additional publications and forms may be specified at the TO level.

Publications applicable to the PWS, include, but are not limited to, those listed below. The

Contractor is obligated to follow all applicable publications. These publications are available online and are maintained by the Government. Supplements or amendments to listed publications from any organizational level may be issued during the life of the contract. The Contractor shall immediately implement those changes in publications which result in a decrease or no change in the price and notify the CO in writing of such change. Should a decrease in contract and/or task order 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 an increase, the Contractor shall submit to the

CO a price proposal within 30 days of receipt of the change by the Contractor. The CO and the

Contractor shall negotiate the change into the contract and/or task order under the provisions of the contract clause entitled "Changes". Failure of the Contractor to submit a price proposal within 30 days from receipt of the change shall entitle the Government to performance in accordance with such change at no increase in price.

5.2 DoD Directives

5.2.1 DoD Directives can be found at http://west.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.” The website is http://www.dtic.mil/whs/directives/index.html http://west.dtic.mil/whs/directives/ http://www.dtic.mil/whs/directives/index.html

DEPARTMENT OF DEFENSE (DoD) REGULATIONS/MANUALS

INSTRUCTIONS/DIRECTIVES

PUB NO. TITLE DATE Change

DoD 5200.2R DoD Personnel Security Program Jan 87 Ch 1, Feb 90

Ch 2, Jul 93

C3, Feb 96

DoD 6025.18R DoD Health Information Privacy Regulation Jan 03

DoD 6010.13-M Medical Expense and Performance Reporting

System for Fixed Military Medical and Dental

Treatment Facilities Manual

Apr 08

DoDD 5400.11 DoD Privacy Program May 07

DoDD 5500.07 Standards of Conduct Nov 07

DoDD 6040.41 Medical Records Retention and Coding at

Military Treatment Facilities

Apr 04

DoDD 8190.3 Smart Card Technology Aug 02

DoDD

8500.01E

Information Assurance Oct 02

DoDI 1402.5 Criminal History Background Checks on

Individuals in Child Care Services

Jan 93

DoDI 3020.37 Continuation of Essential DoD Contractor

Services During a Crises

Nov 90 Ch. 1, Jan 96

DoDI 6000.11 Patient Movement Sep 98

DoDI 6015.23 Delivery of Healthcare at Military Treatment

Facilities: Foreign Service Care; Third Party

Collection; Beneficiary Counseling and

Assistance Coordinators (BCACs)

Oct 02

DoDI 6025.8 Ambulatory Procedure Visit (APV) Sep 96

DoDI 6040.42 Medical Encounter and Coding at Military

Treatment Facilities

Jun 04

DoDI 6040.43 Custody and Control of Outpatient Medical

Records

Jun 04

DoD 5210.42R Nuclear Weapons Personnel Reliability

Program (PRP) Regulation

Jun 06

DoD 8580.02R HIPAA Security Rule Jul 07

5.3. The Air Force‟s E-Publishing

http://www.e-publishing.af.mil

AIR FORCE INSTRUCTIONS/MANUALS

PUB NO. TITLE DATE

Change

AFMAN 10-

Nuclear Weapons Personnel Reliability

Program

Nov 06 Ch 1, Sep 08

AFI 31-204 Air Force Motor Vehicle Traffic

Supervision, Chapter 3

Jul 00 Ch 1, Jul 07

AFI 31-501 Personal Security Program Management Jan 05

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

AFI 33-129 Web Management and Internet Use Feb 05 Through IC-2

AFI 33-200 Information Assurance Management Dec 08

AFI 33-322 Records Management Program Oct 03

AFI 33-332 Privacy Act Program Jan 04

AFI 33-364 Records Disposition – Procedures and

Responsibilities

Dec 06

AFPD 33-3 Information Management Mar 06 Ch 1, Sep 07

AFMAN 33-

Management of Records Mar 08

AFI 34-242 Mortuary Affairs Program Apr 08 Ch 1, Apr 08

AFI 36-2910 Line of Duty (Misconduct) Determinations Oct 02

AFI 36-3002 Casualty Services Jul 05

AFI 36-3003 Military Leave Program Oct 05

AFI 40-102 Tobacco Use in the USAF Jun 02

AFI 41-102 The Medical Expense and Performance

Reporting System For Fixed Military

Medical and Dental Treatment Facilities

Mar 08

AFI 41-210 Patient Administrative Functions Mar 06

AFI 41-217 Health Information Assurance for Military

Treatment Facilities

Dec 05

AFJI 41-315 Patient Regulating to and Within the

Continental U.S.

Mar 90

AFI 44-102 Medical Care Management May 06

AFI 44-119 Medical Quality Operations Sep 07

AFI 48-105 Surveillance, Prevention, and Control of Mar 05 Ch 1, Aug 06 http://www.e-publishing.af.mil/

Disease and Conditions of Public Health or

Military Significance

AFI 48-123 Medical Examinations and Standards Jun 06

AFI 63-124 Performance-Based Services Acquisition

(PBSA)

Aug 05

5.4. Other guidelines, references and sources.

Information Source Location The Unified Biostatistical Utility (UBU) - MHS Coding Guidelines http://www.tricare.mil/ocfo/bea/ubu/coding_guidelines.cf m.

The Unified Biostatistical Utility (UBO) programs: Third Party Collections (TPC), Medical Services Account (MSA), and

Medical Affirmative Claims (MAC) http://www.tricare.mil/ocfo/mcfs/ubo/index.cfm

CHCS Software Configuration Management Release Notes http://www.chcs-scm.com

Coding Compliance Editor Software http://www.tricare.mil/ocfo/mcfs/ubo/chcs_systems/cce.cf m

EssentrisTM, the client-server version of the Clinical Information System (CIS) https://egl.afms.mil

Appointment Standardization Commander's

Guide to Access Success

(http://www.tricare.osd.mil/tai/cguide.htm).

Defense Enrollment Eligibility Report System (DEERS) http://tricare.mil/mybenefit/ProfileFilter.do;jsessionid=Mh rTxlCCnyjhcvRT82f0n3zGGjhQ0SPytnth6GhrrM7dsyng LpmT!- 657039068?puri=%2Fhome%2Foverview%2FEligibility

%2FDEERS

DOD TRICARE Management Agency Medical Management Guide…