Draft RFP - FA8053-11-R-0003.pdf

CODE

(Hour)

PAGE(S)

until local time

A

X B

X C

D

EX

X

G

F 69 - 78

79 - 112

X H 113 - 124

RATING PAGE OF PAGES

7. ISSUED BY

(Date)

IMPORTANT - Award will be made on this Form, or on Standard Form 26, or by other authorized official written notice.

Previous Edition is Unusable 33-134 STANDARD FORM 33 (REV. 9-97)

Prescribed by GSA

FAR (48 CFR) 53.214(c)

1 124

(If other than Item 7)

15A. NAME 16. NAME AND TITLE OF PERSON AUTHORIZED TO

AND

ADDRESS

SIGN OFFER (Type or print)

OF

OFFEROR

AMENDMENT NO. DATE

15B. TELEPHONE NO (Include area code) 17. SIGNATURE15C. CHECK IF REMITTANCE ADDRESS

IS DIFFERENT FROM ABOVE - ENTER

SUCH ADDRESS IN SCHEDULE.

18. OFFER DATE

1. THIS CONTRACT IS A RATED ORDER

UNDER DPAS (15 CFR 700)

2. CONTRACT NO.

FA8053 8. ADDRESS OFFER TO

See Item 7

9. Sealed offers in original and copies for furnishing the supplies or services in the Schedule will be received at the place specified in Item 8, or if handcarried, in the depository located in

CAUTION - LATE Submissions, Modifications, and Withdrawals: See Section L, Provision No. 52.214-7 or 52.215-1. All offers are subject to all terms and conditions contained in this solicitation.

10. FOR INFORMATION

CALL:

A. NAME (NO COLLECT CALLS)

11. TABLE OF CONTENTS

SOLICITATION/ CONTRACT FORM

SUPPLIES OR SERVICES AND PRICES/ COSTS

2 - 3

X I CONTRACT CLAUSES

DESCRIPTION/ SPECS./ WORK STATEMENT X

PACKAGING AND MARKING

4 - 31 J LIST OF ATTACHMENTS

INSPECTION AND ACCEPTANCE

DELIVERIES OR PERFORMANCE

X K

REPRESENTATIONS, CERTIFICATIONS AND

OTHER STATEMENTS OF OFFERORS

CONTRACT ADMINISTRATION DATA X

SPECIAL CONTRACT REQUIREMENTS

OFFER (Must be fully completed by offeror)

34 - 52 X M

L INSTRS., CONDS., AND NOTICES TO OFFERORS

EVALUATION FACTORS FOR AWARD

NOTE: Item 12 does not apply if the solicitation includes the provisions at 52.214-16, Minimum Bid Acceptance Period.

is inserted by the offeror) from the date for receipt of offers specified above, to furnish any or all items upon which prices are offered at the price set opposite each item, delivered at the designated point(s), within the time specified in the schedule.

13. DISCOUNT FOR PROMPT PAYMENT

(See Section I, Clause No. 52.232-8)

14. ACKNOWLEDGMENT OF AMENDMENTS

(The offeror acknowledges receipt of amendments

AMENDMENT NO. DATE

to the SOLICITATION for offerors and related documents numbered and dated):

FACILITY

12. In compliance with the above, the undersigned agrees, if this offer is accepted within calendar days (60 calendar days unless a different period

SOLICITATION, OFFER AND AWARD

X

(X) SEC. DESCRIPTION (X) SEC. DESCRIPTION PAGE(S)

PART I - THE SCHEDULE

26. NAME OF CONTRACTING OFFICER (Type or print) 27. UNITED STATES OF AMERICA 28. AWARD DATE

EMAIL:TEL: (Signature of Contracting Officer)

CODE CODE

B. TELEPHONE (Include area code) C. E-MAIL ADDRESS

AWARD (To be completed by Government)

19. ACCEPTED AS TO ITEMS NUMBERED 20. AMOUNT 21. ACCOUNTING AND APPROPRIATION

22. AUTHORITY FOR USING OTHER THAN FULL AND OPEN COMPETITION:

10 U.S.C. 2304(c)( ) 41 U.S.C. 253(c)( ) (4 copies unless otherwise specified)

23. SUBMIT INVOICES TO ADDRESS SHOWN IN ITEM

24. ADMINISTERED BY (If other than Item 7) CODE 25. PAYMENT WILL BE MADE BY CODE

PART IV - REPRESENTATIO NS AND INSTRUCTIO NS

PART III - LIST O F DO CUMENTS, EXHIBITS AND O THER ATTACHMENTS

53 - 67

PART II - CO NTRACT CLAUSES

773 ESS/PKJ - ESG MEDICAL OL, WPAFB

POC: CLARINDA SMITH

2776 C SUITE 200

BLDG 6 AREA B

WRIGHT-PATTERSON AFB OH 45433-7401

937-904-5040

FAX:

TEL:

FAX:

TEL:

NOTE: In sealed bid solicitations "offer" and "offeror" mean "bid" and "bidder".

SOLICITATION

6. REQUISITION/PURCHASE NO.5. DATE ISSUED4. TYPE OF SOLICITATION

SEALED BID (IFB)

NEGOTIATED (RFP)

[ X ]

3. SOLICITATION NO.

FA8053-11-R-0004FA8053-11-R-0003

Section B - Supplies or Services and Prices

ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

0001 1 Each Post Award Conference

FFP

Post Award Conference

FOB: Destination

NET AMT

0002 1 Each Medical Support Services

FFP

Medical Support Services

0003 1 Each Travel

FFP

Travel

Section C - Descriptions and Specifications

PERFORMANCE WORK STATEMENT

TABLE OF CONTENTS

Paragraph Title Page

1.0 DESCRIPTION OF SERVICES

1.1 Background

1.2 Scope

1.3 Non-Personal Services

1.4 Definitions

1.5 Acronyms

2.0 SUMMARY OF REQUIREMENTS

2.1 Categories

2.2 Positions/Services

2.2.1 Service Type I

2.2.2 Service Type II

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

2.4.5.1 Billable Hours

2.4.5.1.1 Non-Duty Days

2.4.5.1.2 Unplanned Closures

2.4.5.2 Substitute or Temporary Coverage

2.4.5.3 Defense Medical Human Resources System – internet (DMHRSi)

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

3.0 SERVICES SUMMARY

4.0 GOVERNMENT FURNISHED PROPERTY

4.1 Return of Government-issued Property

4.2 Government-Provided Equipment, Supplies, and Services

5.0 APPLICABLE PUBLICATIONS

Performance Work Statement

For

Medical Support Services (MSS)

1. DESCRIPTION OF SERVICES

1.1. Background. The Air Force Medical Service’s (AFMS) mission is to provide world-class healthcare for our beneficiaries anywhere, anytime. Robust patient-centered medical support services play an integral role in overall command operations and ultimately direct care activities. The Air Force has a requirement to acquire high quality medical support services (MSS) in the 50 United States, the District of Washington and Guam. The contractor shall provide qualified MSS personnel in accordance with the terms and conditions of this contract and with each task order issued under this contract.

1.2. Scope. The AFMS Medical Support Services (MSS) contracts shall serve as a vehicle to provide qualified medical support personnel for routine staffing, temporary increases in workload, new mission support, reorganization support, limited duration need, start-up/shut-down needs, and workforce fluctuations. The services shall supplement Air Force military personnel, DoD civilian employees or other contracted staff, or may provide a complete full service/operational activity where government personnel ensure the overall performance of the contracted function, but do not perform the individual tasks/services. The contractor shall recruit, qualify, manage and retain personnel to perform timely and accurate services for the full spectrum of medical support across the nation within 45 calendar days from task order award for an ordering period of five (5) years. Duty locations include all AFMS organizations with the majority of the services at Air Force military treatment facilities (MTFs).

A list of locations may be found at Section J, Attachment 2.

1.3. Non-Personal Services. The services performed under this contract shall be non-personal services and are not inherently Governmental. The prime contractor’s staff, including all teaming partners, subcontractors and their staff at the corporate level involved in the company’s or team’s administration of this contract will hereafter be referred to as “contractor management staff.” The prime contractor retains responsibility for any teaming partner or subcontractor and shall be accountable for their performance. The contractor management staff shall provide all tools, labor and materials required to recruit, qualify, train, place and manage the medical support services supporting healthcare operations for the Air Force in accordance with the terms and conditions of this contract and all subsequent task orders with exceptions outlined in Paragraph 4.0 below.

1.4. Definitions

“Addendum” is a Program Management Office-approved attachment to the standard position description, statement of objectives and task order proposal request that supplements the minimum qualifications (e.g., experience, certifications, mission-essential status) and/or pre-performance requirements of the position providing services. An addendum may not decrease pre-established standards.

“Air Force Medical Service Commodity Council” (AFMSCC) is 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” is a member of the military health system delineated in AFH41-114, Military Health Services System

(MHSS) Matrix, as a person eligible for benefits (care at military treatment facilities).

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

“Contractor Management Staff” is 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 will hereafter be termed as contractor management staff. 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)” is a multi-service Human Resource tracking tool for manpower, human resource management, labor cost accounting, education and training, and readiness.

“Down Days” are days that Air Force leadership designates as a minimal manning/liberal leave days for

Government employees.

“Key Management Personnel” include the contractor’s program manager(s) and any other contractor management personnel who will be involved in day-to-day contracting operations.

“Military Treatment Facility” (MTF) is an Air Force hospital or clinic, providing outpatient and/or in-patient healthcare services for authorized personnel.

“MSS Personnel” are the support personnel recruited and hired by the contractor management staff to perform the services as described in this contract.

“MSS Company Training Manager” is 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) is the DoD accounting system for finances, personnel and workloads within MTFs (see also DMHRSi above).

“National Agency Check with Inquiries” (NACI) is the personnel security investigation that the Government conducts on MSS personnel performing under this contract. MSS personnel are placed in public trust positions and require only a suitability determination and not a higher-level investigation.

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

“Qualifying” is the process by which the contractor screens potential applicants to ensure that MSS personnel possess the qualifications required by the PWS and meet any additional qualification requirements specified in

Section J, Attachment 3, Position Descriptions, addendum and/or the task order.

“Quality Assurance Personnel/Evaluator” (QAP/QAE) is/are the individual(s) designated to perform quality assessment functions. The QAP/QAE serves as an on-site technical manager assessing contractor performance against contract performance standards.

“Recruiting” is the contractor management staff’s process by which MSS personnel outside of the government are located, contacted and hired for specific positions/services.

“Replacement personnel” are permanent replacements for departing MSS personnel that are fully qualified to perform services.

“Retention” is the contractor management staff’s program to retain high quality MSS personnel to support continuity of AFMS operations.

“Services Summary” or “Acceptable Quality Levels” (AQL) is the critical performance objective and the minimum level of acceptable performance that the contractor must meet in order to be considered a satisfactory performer. Services summary objectives directly correlate with the contractor’s annual performance assessment report.

“Service Type I” is one of two (2) ordering configurations offered to requesting locations. Under Service Type I, the contractor management staff will provide a wide range of MSS personnel (full-time and/or part-time) meeting the minimum qualifications and the desired performance outcomes outlined in the position description. The MSS personnel will supplement Air Force military, DoD Government employees or other contracted personnel and must meet or exceed all work productivity standards and performance outcomes.

“Service Type II” is one of two (2) ordering configurations offered to requesting locations. Under Service Type II, the contractor management staff shall independently provide a complete full service operational activity with the purpose, scope and objectives detailed in a Statement of Objectives, subject only to the Government’s surveillance of performance requirements. The contractor management staff is responsible for the performance of the entire scope of operations and is required to be self-sufficient in meeting AFMS standards. Contractors bid and are paid

“by units” (e.g. number of records coded) rather than hours. The contractor management staff shall properly staff, train and manage their workforces in order to successfully meet or exceed the required objectives.

“Substitute personnel” are temporary employees providing backfill for permanent contract staff members that will be returning to the requesting location. The coverage will be for scheduled or unscheduled absences exceeding 80 consecutive hours. Substitute personnel apply to Service Type I task orders only.

“Task Order” (TO) is an order for services placed against an established contract.

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

1.5 Acronyms List

AF Air Force

AFMS Air Force Medical Service

CO Contracting Officer

FAR Federal Acquisition Regulation

MAC Medical Affirmative Claims

MSA Medical Service Account

MTF Military Treatment Facility

MAJCOM Major Command

PWS Performance Work Statement

QAP Quality Assurance Personnel

MSS Medical Support Services

2 SUMMARY OF REQUIREMENTS

2.1 Categories. The contractor management staff shall provide a variety of capabilities including, but not limited to, the following functional breakdown:

2.1.1 Clerical support services: Relates to clerical or medical office work including, but not limited to, medical receptionists, secretaries and office clerks for business departments; medical clinics, appointment centers, mailrooms and inpatient wards.

2.1.2 Certified support services: Positions that require holding appropriate certification credentials that qualify the individual to perform specified functions or practice specified skills. Examples falling into this category include transcriptionists, medical record technicians, medical coders and medical coding auditors.

2.1.3 Medical specialized support services: Services that impact financial or patient treatment processes. For example, utilization/referral management activities, medical billing offices (MAC and MSA) and beneficiary services representatives are unique support services in this subcategory.

2.1.4 Technical support services: Indirect operational services that affect patient treatment capabilities. Supply, logistics and equipment support positions fall into this category.

2.2 Services. Task orders will specifically define the scope of the requirement and schedule of deliverables.

Section J, Attachment 3 includes 28 common MSS labor categories (Service Type 1) and Section J, Attachment 4, provides five (5) complete services or operational activities (hereafter referred to as service/operational activity or

Service Type 2) identified as future requirements for the AFMS. It is not possible to determine the precise types or amount of services the AFMS will order during the term of the contract.

2.2.1 Service Type I: The contractor management staff shall provide a wide range of MSS personnel (full-time and/or part-time) as determined by the requesting site. The MSS personnel will supplement Air Force military, DoD

Government employees and/or other contracted personnel. For Service Type I positions, the contract uses a position description to convey the minimum qualifications and the desired performance outcomes. The contractor management staff shall accomplish the assigned work by employing qualified personnel with the appropriate combination of education, experience, knowledge, training, abilities, skills and physical capabilities. The contract deems a full-time equivalent (FTE) as 1880 productive hours per year. Requesting locations will define a part-time equivalent’s (PTE) hours based on need. The Program Management Office, with approval of the contracting officer, may add standardized position descriptions for new AFMS approved labor categories that are within the overall scope of this contract at any point during the life of the contract. The contractor management staff shall price the new positions as needed.

2.2.1.1 Formal Education. Each position description will have minimum formal education requirements.

Equivalent combinations of successfully completed post-high school education and experience may satisfy minimum requirements if approved in writing by the contracting officer and the requesting location official. If the contracting management staff requests to use other education and experience to meet specialized education requirements, then such education or experience must include courses directly related to a specific administrative function. The Government is not required to accept, approve or otherwise sanction minimum formal education requirement waiver requests.

2.2.1.2 Experience. Each position description will have detailed minimum requirements. Equivalent combinations of successfully completed education and experience may also qualify if approved in writing by the contracting officer and the requesting location official. If the contractor management staff requests to use other experience or education requirements to satisfy minimum requirements, then such experience or education must be directly related to the position. The Government is not required to accept, approve or otherwise sanction minimum experience requirement waiver requests.

2.2.1.3 Other Knowledge, Skills and Abilities. The AFMS details specific knowledge, skills and abilities in each of the position descriptions. For example, medical terminology, medical ethics, telephone etiquette, excellent customer service, communication and computer skills required, and per minute typing ability will be listed as requirements.

2.2.1.4 Physical Requirements. Each position’s physical requirements will be contained in the position descriptions. In most cases, the positions or services do not require any unusual physical demands (the majority of time is spent stationary at a desk and computer terminal). However, the position descriptions may describe prolonged sitting, walking, bending, and/or abilities to carry up to a specified weight or capability to reach high shelving units with the assistance of step ladders to retrieve and file medical records.

2.2.2 Service Type II: The Government may request that the contractor management staff provides a complete full service/operational activity subject only to Government surveillance of overall compliance with the SOW provided by the contractor (where there are no Air Force military personnel, DoD civilian employees or other contracted staff performing the Statement of Objective (SOO) services at the requesting location). The AFMS will detail the purpose, scope, objectives for the service in the SOO. The contractor management staff is responsible for the performance of the entire scope of the operations and is required to be self-sufficient in meeting AFMS standards and objectives. The task order proposal request will provide specific details regarding beneficiary population, historical workload, and constraints unique to the requesting location(s). The contractor develops the Statement of

Work (SOW) as its technical section of its proposal illustrating full understanding of the requirement which may be, in whole or in part, incorporated into the task order as a contractual document. The contractor management staff determines staffing models to perform successfully. Where regulations require minimum qualifications for MSS operations, the contractor management staff shall provide details regarding qualifications (education, experience, etc.) in the SOW. The Program Management Office, with approval of the contracting officer, may add new SOOs for new services approved by the AFMS within the overall scope of this contract during the life of the contract. The contractor will be required to price the new full service/operational activities as needed.

2.2.2.1 Formal Education. For MSS personnel providing a Service Type II operation, the contractor’s staffing model shall incorporate the minimum education requirements as outlined in the corresponding Service Type I position description. For example, if the contracting management staff proposes to use a medical coding auditor to perform services in a Medical Coding and Auditing Service, the medical coding auditor must meet the minimum education qualifications as set forth in the medical coding auditor Service Type I position description.

2.2.2.2 Experience. For MSS personnel providing a Service Type II operation, the contractor’s staffing model shall incorporate the minimum experience requirements outlined in the corresponding Service Type I position description if those types of labor categories are to be used.

2.2.2.3 Other Knowledge, Skills and Abilities. For MSS personnel providing a Service Type II operation, the contractor’s staffing model shall incorporate the other minimum knowledge, skills and abilities requirements outlined in the corresponding Service Type I position description if those types of labor categories are to be used.

2.2.2.4 Physical Requirements. For MSS personnel providing a Service Type II operation, the contractor’s staffing model shall incorporate the minimum physical requirements outlined in the corresponding Service Type I position description if those types of labor categories are to be used.

2.3 Contractor Management Staff Responsibilities

2.3.1 The contractor management staff shall maintain a Business Plan, detailing a clear teaming/organizational structure and business approach to meet performance requirements that ensure the following:

2.3.1.1 A strong willingness to perform AFMS requirements by maintaining an acceptable level of task order participation;

2.3.1.2 A strategy to provide coverage for all requesting locations and the full spectrum of labor categories and services; and

2.3.1.3 A clear business process to perform at least 50 percent of the overall services annually.

2.3.2 The contractor management staff shall maintain a robust and flexible Human Resource Management Plan for the full spectrum of medical support services outlined in the contract across a national geographic scope that:

2.3.2.1 Recruits and places MSS personnel to work in the military healthcare environment in a maximum of 45 calendar days;

2.3.2.2 Trains MSS personnel before arriving at the requesting location, and outlines a process for maintaining complete and accurate training records for MSS personnel;

2.3.2.3 Requires the mandatory use of MHS Learn for pre-placement training requirements (Reference Section C, Paragraph 2.4.17);

2.3.2.4 Qualifies MSS personnel with a thorough verification and validation process to ensure MSS personnel meet Government minimum qualification requirements;

2.3.2.5 Complies with Government security requirements;

2.3.2.6 Schedules an appointment with the requesting location’s security manager no later than 14 calendar days prior to the MSS personnel’s required start date for the MSS personnel’s first duty day to allow for the completion of the required security investigation package (Reference Section C, Paragraph 2.4.10) ;

2.3.2.7 Tracks and manages the currency of qualifying factors (health, security, Basic Life Support (BLS) and initial/annual training including continuing education units, if applicable);

2.3.2.8 Ensures timely replacement of fully qualified personnel for continuation of services due to turnover such that position vacancies do not exceed 30 consecutive calendar days; and

2.3.2.9 Provides substitute/temporary coverage for planned or unplanned absences greater than 80 consecutive hours.

2.3.2.9.1 The contractor management staff retains employee management and supervisory responsibility because of the employee-employer relationship. This includes, but is not limited to, initial and refresher training as required by each labor category and administrative support (i.e., time reporting, leave processing, pay, annual corporate appraisals). The contractor management staff must have clear organizational authority and responsibility between employees and the contractor to effectively manage and control the MSS personnel performance. The contractor management staff shall accomplish this requirement without requiring Government employees to engage in the contractor’s corporate operational or human resource management processes. The Government will provide input through the contracting officer and Contracting Officer’s Representative (COR) at contract level in monthly, quarterly or annual program status reports rather than individual MSS personnel performance reports.

2.3.2.9.2 The contractor management staff shall not use or request Government staff members to record arrival or departure times, report absenteeism, sign payroll timesheets or complete corporate appraisal reports for MSS personnel. The contractor shall have an internal process in place to confirm hours worked by its employees and conduct its own personnel performance assessments.

2.3.3 The contractor management staff shall have a Performance Management Plan that ensures the following:

2.3.3.1 A quality assurance program to deliver accurate and timely services by MSS personnel;

2.3.3.2 Effective methods to monitor and report on Government service summary and deliverables;

2.3.3.3 A process to monitor cost and control rates and expenditures;

2.3.3.4 Standard communication and routine interaction to monitor and maintain satisfactory customer service through a strong capability to respond to a requesting location’s concerns or problems and take appropriate action to correct performance issues in a timely, responsive manner; and

2.3.3.5 An approach that ensures a stable workforce with minimal turnover of personnel and an acceptable overall fill rate.

2.4 General Requirements

2.4.1 Travel:

2.4.1.1 The contractor shall be required to perform periodic travel within the Continental United States. Reference

Section B, CLIN 0003. Travel expenses may or may not be reimbursed. Each task order will identify travel requirements and whether such expenses shall be reimbursed.

CERTIFICATIONS:

2.4.2.1 Basic Life Support. At a minimum, all MSS personnel working within an MTF must maintain current certification with either the American Heart Association Basic Life Support (BLS) (Course C) or the American Red

Cross CPR/BLS (Heart Saver) Course. The contractor management staff shall ensure that MSS personnel obtain initial training at no cost to the Government so that MSS personnel arrive in their positions fully qualified; however, the Government may offer refresher training for MSS personnel on a space-available basis. If MSS personnel receive training 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.

2.4.2.2 Position/Service Specific Certifications. Section J, Attachment 3 and Attachment 4, provide the position descriptions and statement of objectives for the pre-established medical support services. The Air Force may also detail any additional certification requirements in the individual task order proposal request addendum.

2.4.3 Health Requirements:

2.4.3.1 In accordance with Air Force Instruction (AFI) 48-105, all MSS 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. For the purposes of this contract, the AFMS considers

MSS personnel “healthcare personnel” to whom these requirements apply. Therefore, MSS personnel must comply with all MMWR guidelines. For purposes of this contract, CDC recommendations are considered requirements.

2.4.3.1.1 At least seven (7) calendar days prior to start of work, the contractor management staff is required to supply a complete employee qualification record (Reference Paragraph 2.4.16) providing proof of immunization of

MSS personnel working within MTFs for the following diseases: hepatitis B, influenza, measles, mumps, rubella, varicella, and TDap, 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). After start of work, the Government will provide post blood borne exposure protocols according to applicable AFIs.

2.4.3.1.2 Reserved

2.4.3.1.3 Tuberculosis. In those areas where there is a higher risk of transmission of tuberculosis, MTF policy may direct MSS personnel be tested more frequently at no cost to the Government.

2.4.3.1.4 Information Tracking. The AFMS will track immunization information in DoD computer systems for all MSS personnel. However, the contractor management staff must have their own process and system of tracking the currency of health requirements and should not rely on the Government for future compliance.

2.4.3.1.5 Medical 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 IAW Air Force, DoD and CDC guidelines or recommendations. Expenses for all required tests and/or procedures shall be borne by the contractor management staff or MSS personnel, not the Government.

2.4.3.1.6 Health Notifications. Contractor management staff shall inform the Government COTR or QAP if MSS personnel report a pregnancy to the contractor management staff. The Government will notify the contractor management staff of any work hazards. If work hazards exist, it will be the Government’s decision whether the worker continues work in the environment and/or if temporary accommodations can be made.

2.4.4 Procedure Guidance:

2.4.4.1 MSS personnel shall perform duties IAW the military treatment facility’s operating instructions and higher-level DoD or Air Force directives. MSS 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. For Service Type I task orders, the requesting location will establish the available work schedule and the total billable hours in the individual task order proposal request. For Service Type II, the requesting location will establish the minimum hours of operation for the service as well as the total units for completion in the individual task order proposal request.

2.4.5.1 Billable Hours or Units. For Service Type I task orders, Government non-work days or other times when Government offices may be closed are not billable as time worked under this contract. In order for hours to be billed, MSS personnel must have been performing at their work locations in direct support of PWS requirements.

The Government shall only be billed for hours worked or completed units. For Service Type II task orders, Government non-work days or other times when Government offices are closed are immaterial (because completed units are productivity-based). Therefore, MSS personnel will complete workload on another duty day.

2.4.5.2 Duty Hours. The requesting location will convey any constraints on the hours MSS personnel can work in the task order proposal request. For the majority of AFMS operations, these positions/services usually work day-shift hours, no weekends and no Federal Holidays. For inpatient facilities, the requesting location may require duty hours to include shift work and Federal Holidays. For all locations, there may be occasions when unique taskings or short suspenses (such as retirement of records, special inventories or coding audits) require employees to adjust work schedules to meet workload demands. The contractor management staff must submit proposed variation of a work schedule at least 14 calendar days in advance to the contracting officer for coordination and approval by

MTF officials. The Government must specifically approve overtime if the contractor management staff wishes to bill the Government for overtime.

2.4.5.3 Non-Duty Days. Government non-duty days, or other times when Government offices may be closed, are not billable to the Government. The Government will only pay for hours worked. The Air Force will designate non-duty days in the task order proposal request.

2.4.5.4 Unplanned Closures. In the event of an unplanned closure of the facility due to natural disasters, military emergency or severe weather, the contractor management staff will be allowed to bill the Government only if (1) Local base policy and base access procedures prevent MSS personnel from performing duties at the requesting location, and (2) the MSS personnel was scheduled to work but unable to work because of the unplanned closure.

The contractor management staff cannot bill the Government for hours during the unplanned closure unless both conditions are met. Therefore, if MSS personnel are on leave (planned or unplanned) during a local base closure, the time is not billable. Base exercises are not considered unplanned closures.

2.4.5.5 Replacement of MSS Personnel. The contractor management staff shall replace permanent MSS personnel such that vacancies will not exceed 30 calendar days. The consecutive calendar days begin when the

MSS employee notifies their employer (contractor management staff), verbally or in writing, of a resignation or termination date. The replacement MSS personnel must begin work no later than 30 calendar days after notification.

2.4.5.6 The contractor management staff must provide substitute or temporary coverage for permanent MSS personnel for any planned or unplanned absences over 80 consecutive hours. The MTF may request coverage for shorter-term absences in the task order proposal request.

2.4.5.6.1 The contractor management staff shall ensure that all MSS temporary or permanent replacement staff are fully qualified, meet all pre-placement requirements and are ready to perform within the required timeframe of the Government’s notification of a pending vacancy.

2.4.5.6.2 If the contractor management staff fails to provide routine services as required in the contract for absences greater than ten (10) consecutive duty days (80 hours), the Government reserves the right to procure such services from another source until the contractor management staff restores the capability to perform. When the

Government exercises its right to procure these services from another source, the Government will reduce subsequent MSS payment(s) by the amount it cost to procure the temporary services. The Government will furnish the contractor management staff with a copy of this billing invoice upon contractor request.

2.4.5.7 MSS personnel, regardless of service type or labor category, will be required to personally record hours worked in the Defense Medical Human Resources System – internet (DMHRSi) system as mandated by the

AFMS.

2.4.6 Conduct: The contracting officer may request that any contractor management staff or MSS personnel whose conduct, in the opinion of the contracting officer, interferes with proper order or professionalism in the performance location, be removed from such installation. Failure to comply with such a request may be cause for action under the termination clauses in Section I, Contract Clauses.

2.4.7 Contractor Identification: All contractor management staff and MSS personnel shall be clearly identified as such at ALL times, including conversations, mail, e-mail, fax, and/or other electronic communication whether communicating with Government personnel, other contractor personnel, or with the public when supporting this contract. Likewise, the contractor shall abide by all applicable laws and regulations when using Government equipment and services in performing this contract. At a minimum, contractor management staff and MSS personnel shall clearly identify themselves as contractors by (1) wearing badges that clearly and legibly identify themselves as contractors, (2) using the label “Contractor” in e-mail addresses IAW Federal Acquisition Regulation

(FAR) 37.114, Special Acquisition Requirements, (3) opening all phone conversations with a statement materially similar to, “[office name], I am [employee name], a [prime contractor’s company name] employee,” including the employing contractor’s name in the letterhead and/or signature block of any written correspondence, and (4) any other means necessary. MSS personnel shall wear contractor-supplied badges in addition to Government provided badges when required at requesting locations. MSS personnel shall wear both badges (the MTF-issued identification badge and the contractor badge) above the waistline during duty hours.

2.4.8 Dress and Appearance: MSS personnel shall maintain good personal hygiene and a well-groomed, professional appearance. Unless otherwise identified in the task order proposal request, business casual dress attire is appropriate. Business casual excludes denim, t-shirts, shorts and tennis shoes. If a uniform (i.e., scrubs, etc.) is mandatory, the requesting location will provide details in the task order proposal request. The contractor management staff shall provide required uniforms at no expense to the Government.

2.4.9 English Language Requirement: MSS personnel shall read, understand, speak, and write English fluently as determined by the MTF QAP and contracting officer.

2.4.10 Security Requirements:

2.4.10.1 MSS personnel will have access to and/or process information requiring protection under the Privacy

Act of 1974 on unclassified automated information systems (AIS) under this contract. Because of this access, MSS personnel working for the Government under this contract are in non-sensitive public trust positions designated as

Automated Information Systems III (formally ADP) positions IAW DOD Directive 5200.2-R. In compliance with

DOD Directive 5200.2-R and AFI 31-501, a National Agency Check with Inquiries (NACI) is required for all AIS III positions.

2.4.10.2 The contractor management staff shall fully adhere to the provisions in referenced publications by having all MSS personnel who are performing under this contract submit the appropriate forms to receive and maintain a positive suitability determination to continue performing under this contract. At least 14 calendar days prior to the required (or planned) start date at the requesting location, the contractor management staff shall ensure that the following is accomplished by MSS personnel:

2.4.10.2.1 Schedule Appointment: The contractor management staff shall schedule an appointment for new

MSS personnel on the first day of work with the appropriate MTF Security Manager (through the contracting office and MTF COR) at least 14 calendar days prior to start of work. This will ensure the following:

2.4.10.2.1.1 The MTF Security Manager is expecting the MSS personnel’s arrival and is available to receive and process the security investigation package (i.e., SF85-P, Questionnaire for Public Trust Positions) either through the Electronic Questionnaires for Investigations Processing (eQIP) Direct or from a downloadable form on the

Office of Personnel Management (OPM) website;

2.4.10.2.1.2 The MTF Security Manager arranges for Government-obtained fingerprints (FD-258, FBI

Fingerprint Card) to avoid delays in the submission of the security package to the base-level security/information assurance officials for submission to OPM. Once the fingerprints are processed through the FBI database by OPM officials, the Government will open an investigation in the Joint Personnel Adjudication System (JPAS). The local commander may grant interim access to the base and Government computer systems pending the two-to-four (2-4) month investigation and adjudication process;

2.4.10.2.1.3 The MSS personnel shall complete all security requirements on the SF-85P, Questionnaire for

Public Trust Positions form. The MSS personnel shall complete the SF-85P and electronic fingerprints within the first several days of performance at the MTF. The contractor management staff shall ensure that MSS personnel bring the necessary documentation requested on the SF-85P (i.e., current and previous addresses in the past seven

(7) years, zip codes, telephone numbers, passport numbers, family member names, SSNs, employer information, etc.) to prevent delays in completing the SF-85P form. If the MSS personnel do not have the appropriate information to complete the SF-85P within three (3) business days of scheduling an appointment, the contracting officer may stop work on the task order until the MSS personnel completes the SF-85P; and

2.4.10.2.1.4 Notice: MSS personnel may be required to submit an original Birth or Naturalization Certificate to the MTF unit security manager. Copies of this certificate will be maintained by the Government.

2.4.10.2.2 The contractor management staff shall advise MSS personnel that a favorable report verified through

JPAS is required as a condition of employment under this contract. While the MTF commander may allow MSS personnel temporary or interim access to Government systems in non-sensitive positions pending the outcome of the

NACI, this contract requires the immediate removal of MSS personnel if the NACI investigation results in an

“unfavorable” or “no determination made” adjudication.

2.4.10.3 Potential Threat. The contractor management staff 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. This shall include individuals who are a potential threat due to prior felony convictions. This is in addition to employment eligibility verification (e-verify) requirements cited in FAR 52.222-54.

2.4.10.4 Privacy System Notices. The contract provides the privacy system notices for medical information systems in Section J, Attachment 1. MSS personnel may access these systems during performance of duties.

2.4.11 Mission Essential Status: The AFMS designates MSS positions as non-mission essential personnel.

2.4.12 MTF Requirements: MSS personnel 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.

2.4.13 Continuing Education Unit (CEU): The contractor management staff, at their own expense, shall ensure

MSS personnel continue to meet the minimum standards for Continuing Education Unit (CEU) requirements for all

MSS positions registered, certified or licensed by national/medical associations. The contractor management staff shall ensure MSS personnel obtain CEUs at no additional cost to the Government. A MSS personnel education and training folder shall be maintained by the contractor management staff for Government inspection as described in

AFI 36-2201, Air Force Training Program. The Government will validate compliance and currency annually. The

Government may conduct periodic CEUs at the requesting locations and may allow MSS personnel to attend, at no cost, if space is available. If MSS personnel receive training 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) of 1996: All contractor management staff or MSS personnel performing services for the Air Force are required to complete initial and annual refresher HIPAA

Privacy and Security Rule training as provided by the MTF 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.

2.4.15 Records, Files, Documents, Data and Work Papers: All records, files, documents, data and work papers provided by the Government remain Government property. The QAE will provide guidance to the contract personnel who shall maintain and dispose of these records, files, and documents IAW Air Force Manual 37-138, and

IAW applicable HIPAA requirements stated in Section H, Paragraph H-6. MSS personnel will comply with all

AFMS requirements for safekeeping, 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 http://www.tricare.osd.mil/tmaprivacy/Related-Links.cfm origin to disposal, removal of personal identifiers and thoroughly destroying information when work is completed according to Federal Law and DoD regulations. The contractor shall be responsible for all aspects of physical and operational security if data is used or transmitted outside Government facilities. 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 performed, outside the United States.

2.4.15.1 The Government will provide access to the host base’s unclassified computer network including, but not limited to: internet access, electronic mail, file and print services and dial-in network access for MSS personnel with valid NACI security investigation opened or completed as verified through the JPAS. MSS personnel shall be aware of and abide with 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.

2.4.16 Contractor Furnished Property/Services/Deliverables

2.4.16.1 Equipment. The contractor management staff may be required to provide equipment and supplies to accomplish specific duties when the Government orders a service/operational activity (Service Type II). Contractor management staff shall document its recommendations for additional equipment in its task order proposal. Any proposed plans to conduct services and control the process documented in the contractor management staff’s proposal must be accepted as reasonable by the Government and meet the requirements of the Government's compliance standards. The Government will not modify facilities to accommodate contractor-owned equipment or supplies.

2.4.16.2 Contractor Proprietary Processes/Techniques. The contractor may use proprietary processes and techniques; however, the contractor recognizes that these processes or techniques shall become the property of the

Air Force if the contractor uses them in an Air Force facility and become integrated into the internal processes and workflow. Additionally, processes and techniques may be required to be shared with other contractors under

Associate Contractor Agreements in Section H.15.

2.4.16.3 Contractor Access to Government Systems. 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 if policy allows. However, the contractor management staff must consider delays and denial of access and ensure alternative methods to meet task order requirements.

2.4.16.4 Contractor Furnished Data:

2.4.16.4.1 Monthly Program Status Report (MPSR). The contractor management staff shall prepare and submit a monthly program status report using the Government-provided MPSR spreadsheet included in Section J, Attachment

8. The prime contractor will report information for all teaming partners/subcontractors. The MPSR includes performance metrics like personnel availability, overall fill, on-time fill, turnover, performance discrepancies and customer satisfaction referenced in the Service Summary (Paragraph 3). The contracting officer may update the

MPSR format as needed during the life of the contract.

2.4.16.4.1.1 The contractor management staff shall electronically send the MPSR to the AFMSCC no later than the 10 th…