FY24 Initial PWS.docx

PERFORMANCE WORK STATEMENT SERVICE REPAIR AND MAINTENANCE

General Scope of Work

1.1 Non-Personal Services: The contractor shall provide services scheduled and unscheduled to the equipment listed in attached equipment list, located at Bayne-Jones Army Community Hospital, Fort Johnson, LA. Contractor shall have a factory trained Technician with a minimum of 2 years' experience to service the medical equipment covered under this contract. Upon arrival to the site, Contractor shall report directly to the Medical Maintenance Department, located in Bayne-Jones Army Community Hospital (BJACH), before commencing services during normal operating hours 0800 thru 16:30. After hours contractor's representative shall report to the Administrative Officer of the Day (AOD).

Upon completion of services by the contractor a Field Service Report (FSR) shall be provided to medical maintenance. The service report shall provide detailed information regarding the cause of the malfunction and corrective action taken. It will include, at a minimum, the time required to complete the work, price of labor (hourly rate), and list of parts replaced. In the event all information is not available, the initial FSR shall include available information to close the work order within 5 days. The contractor shall provide the balance of required information no later than 10 days after services are completed/

1.1.1 Point of Contact: Designated contract representative and alternate responsible for scheduling and coordinating service calls are Medical Maintenance contracting team- To Be Provided.

1.1.2 Scheduled Services: Inspections, Preventative Maintenance, and Calibration Verification shall be performed Semi Annually, working with the Medical Maintenance COR to perform such services as close to the scheduled service dates as possible. Contractor shall attach, update the DD 2163, Medical Equipment Verification and Certification sticker on the system. The labels are available in Medical Maintenance upon request.

1.1.3 Government Property: Under no circumstances will any equipment or accessory be removed, exchanged, or replaced from the facility without the knowledge and agreement of the Property book Officer and Chief, Equipment Management Branch.

1.2 Government Area of Responsibility

1.2.1 Make available to the contractor the unit for servicing.

1.2.2 Ensure a person from the MTF is on hand, after normal duty hours, if services are not completed by 1630.

1.2.3 Perform a quality assurance test, before departure of the contractor's service technician.

1.2.4 Use available personnel to sign all service reports verifying completion and satisfaction of service.

1.2.5 Transportation: No additional cost shall be charged to the Government for transportation and shipment of any parts. Items shall not be shipped without prior authorization from the Contracting Officer or designated representative.

1.3 Security Requirements- Installation OPSEC

1.3.1 In accordance with AR 530-1, Operations Security (OPSEC), dated 19 April 2007, and DoDM 5205.02-M, DoD Operations Security (OPSEC) Program Manual, dated 03 November 2008, contract personnel shall receive initial OPSEC Level I training which consists of initial and continual awareness training. Within the first 30 days of arrival on Fort Polk contract personnel shall receive initial OPSEC training either by on-line training through the Fort Polk SharePoint OPSEC site on the intranet, or the Defense Security Services website at: http://cdsetrain.dtic.millopseclindex.htm.

1.3.2 The contractor shall ensure all applicable employees have completed OPSEC initial training and annual refresher training and shall certify that their workforce has completed the training through the submission of completion certificate(s) to the Contracting Officer and the Contracting Officer's Representative (if appointed) within 30 days of arrival on post.

1.3.3 Operations Security (OPSEC) Antiterrorism Training (AT) attendance and compliance may be documented as a performance metric under the resultant contract and be part of past performance information in support of future source selections.

2. Installation Specific Security Requirements for PWS/SOW/SOO

2.1 Installation Physical Security

2.1.1 All personnel employed under this contract will adhere to all Fort Polk access control policies which include, weapons registration, transportation of weapons on the installation, access control policies, use of installation passes and ID cards and the operation of motor vehicles.

2.1.2 A check of records through the National Crime Information Center (NCIC) Interstate Identification Index (Ill) is the Army minimum baseline background check for entrance onto Army installations for non-CAC holders to include entrance of visitors. Contractors will provide proof of all employees using e-verify and ensure that no illegal immigrants are employed under the umbrella of this contract.

2.1.3 The contractor shall provide employees with company identification (ID) cards prior to their commencement of work. The ID format is subject to approval by the government. IDs shall be laminated and include the company's name, ID number, issue and expiration dates, employee name, job title and color photograph. Employees shall wear ID cards on front exterior clothing, above the waist, when performing under the Performance of Work Statement (PWS)/Statement of Work (SOW) unless otherwise specified herein or approved by the government.

2.1.4 The contractor shall ensure that its employees, performing under this contract who has access to government information systems receive annual Information Technology security training.

2.2 The contractor shall immediately notify the contracting officer when an employee terminates employment that has access to government installation, information systems or data. The contractor shall ensure all common access cards or installation passes issued to employees are returned to the government upon termination of employment and released employee names are to be stricken from the roster maintained by BJACH, Security immediately upon release.

2.3 Installation AT/FP

2.3.1 Pursuant to DoD Instruction Number 2000.16, "DoD Antiterrorism (AT) Standards," dated October 2, 2006, each Contractor employee requiring access to a Federally-Controlled Installation, facility and/or federally-controlled information system(s) shall complete Level I AT Awareness Training on an annual basis and receive a certificate of completion. The training is accessible from any computer and is available at https://jkodirect.jten.mil The contractor is responsible for ensuring that all applicable employees have completed antiterrorism awareness training and shall certify that their workforce has completed the training through the submission of completion certificate(s) to the Contracting Officer and the Contracting Officer's Representative (if appointed) within five working days after contract award or prior to access to a federally-controlled installation or information system.

Special Instructions:

Using an internet search engine, search JKO (Joint Knowledge Online) to begin the process.

Clicks:

a. No DOD CAC

b. I am a US mil, government civil servant, or contract employee

c. I've been directed to take required training on JKO

d. Click on Courses

e. I do not have a .MIL, .GOV, or .NDU.EDU address or I am a Multi-National Student

f. Fill out the contact sheet and email to sponsor (This is the COR)

g. Sponsor will email to the JKO help desk. (This is the COR)

Approval:

1. Help desk sends non-CAC user an email with User ID

2. Help desk will send a separate email with an electronic token to register a new password (token is good for 24 hours)

3. New User follows the instructions in the email and enters a new password

4. User will need to enroll in Course # JS-US007-14 (User has up to 30 days to complete the course)

2.3.2 In the event that the automated system at https://jkodirect.jten.mil not available (e.g., server problems), Level I AT Awareness Training can be provided by a qualified instructor. However, if the training is not completed online, the Level I AT Awareness instructor qualification must be coordinated with the installation Antiterrorism Officer or (installation security equivalent) and the resultant name(s) of approved instructors shall be provided the contracting officer or designee along with all associated cost or schedule impacts to the contract.

2.3.3 Antiterrorism performance (Level I AT Awareness Training attendance and compliance) may be documented as a performance metric under the resultant contract, and be part of past performance information in support of future source selections.

2.4 Installation OPSEC

2.4.1 In accordance with AR 530-1, Operations Security (OPSEC) , dated 19 April 2007, and DoDM 5205.02-M, DoD Operations Security (OPSEC) Program Manual, dated 03 November 2008, contract personnel shall receive initial OPSEC Level I training which consists of initial and continual awareness training. Within the first 30 days of arrival on Fort Polk contract personnel shall receive initial OPSEC training either by on-line training through the Fort Polk SharePoint OPSEC site on the intranet, or the Defense Security Services website at: http://cdsetrain.dtic.mil/opsec/index.htm

2.4.2 The contractor shall ensure all applicable employees have completed OPSEC initial training and annual refresher training and shall certify that their workforce has completed the training through the submission of completion certificate(s) to the Contracting Officer and the Contracting Officer's Representative (if appointed) within 30 days of arrival on post.

2.4.3 Operations Security (OPSEC) Awareness Training attendance and compliance may be documented as a performance metric under the resultant contract, and be part of past performance information in support of future source selections.

2.5 Installation Access

2.5.1 All unescorted visitors to Fort Polk must be vetted at the Visitors Center, located adjacent to the main gate on Louisiana Avenue (building 5903). Personnel requiring unescorted access will present a state issued Real ID Act compliant driver's license (check status of your state at: https://www.dhs.gov/real-id-enforcement-brief ). Visitors who do not have a Real ID act compliant driver's license may use alternate forms of ID to proof their identity. Contact the Fort Polk Visitor's Center at (337) 531-7907 to obtain a listing of authorized alternate forms of identity. Each visitor with acceptable screening results will be issued an access control credential for unescorted access to the installation. Personnel with unfavorable screening results may be denied unescorted access to Fort Polk. Law enforcement data obtained during the vetting process will not be released by personnel at the Visitors Center. A waiver process has been established for personnel who are denied unescorted access. Generally, waivers will be processed within five days of completion.

2.5.2 Escorted visitors who are accompanied by Department of Defense-affiliated personnel (active duty Soldiers, civilian common access card holders, retiree ID card holders, DoD dependent ID card holders, and civilian contractor CAC holders) will not require vetting for access and will only need to produce a valid ID card; these visitors must be in the immediate vehicle of the escorting card holder. DoD affiliated personnel will be responsible for their escorted visitors on the installation. Personnel who are enrolled and vetted through the Rapid Gate program or possess an installation issued ID/Pass do not have escorting privileges.

2.5.3 The Fort Polk Visitors Center is open 24 hours a day, seven days per week. For additional information concerning access control please contact the Visitors Center at (To Be Provided).

2.6 Health Insurance Portability and Accountability Act (HIPAA): The contractor shall not use or disclose Protected Health Information (PHI) other than as permitted or required by Agreement and use all appropriate safeguards, and comply with HIPAA rules with respect to electronic PHI, to prevent use or disclose of PHI.

2.6.1 The HIPAA Training Course

2.6.2 DHA-USOOI- Privacy Act and HIPAA Training Course is a core training requirement for most Military Health System (MHS) staff. The course is located on the DHA Learning Management System (LMS) hosted by Joint Knowledge Online (JKO) at http://iko.jten.mil/mhs. There are no accepted substitutions for this course for those who have the ability to establish a JKO user account.

a. Personnel assigned to the MHS, including Army Medical Command, Navy Bureau of Medicine, the Air Force Medical Service, and DHA Activities are expected to have a JKO user account and align their JKO user profile under the correct MHS organization as far down their organizational tree as permitted within JKO. This expectation is extended to all assigned military, Government civilian, contract, volunteer staff members, and others who may be permanently or temporarily assigned to an MHS organization. Complying with this facilitates more accurate and timely assignment and reporting of training requirements.

b. Individuals may establish their JKO account using their Common Access Card (CAC) or by requesting a sponsored account if they do not have a CAC. Once the JKO account is created, individuals may set up a username and password by which they can access their account without the use of a CAC.

2. Public-facing Privacy Act and HIPAA Training Course.

a. There are unique circumstances in which an individual may not have a JKO account yet are still required to complete the Privacy Act and HIPAA Training Course. This includes those who could not otherwise register for a JKO account without a sponsor and whose ability to perform their role would be unnecessarily delayed without completion of this mandatory training. For these individuals, it may be acceptable to allow them the ability to complete the alternative public-facing course approved by the DHA Privacy Office located at http://iko.iten.mil/courses/hipaa/launch.html.

b. MHS training personnel are expected to first direct individuals to complete DHA-USOOI and only provide access to the public-facing course when the alternative is to unnecessarily delay an individual's ability to begin work.

c. No records of individual training are maintained on the server hosting this course. Individuals MUST print a copy of their completion certificate prior to exiting the public-facing course or there will be no evidence of their having completed it.

d. Individuals are expected to establish a JKO account when they are issued a CAC. Once this is accomplished, a JKO Training Manager in their organization must ensure the individual has completion of this course recorded in the DHA LMS hosted by JKO. This is accomplished by:

1. Enrolling the individual in DHA-USOOI, Privacy Act and HIPAA Training Course. Enrollment can be completed either by the individual or a Training Manager.

2. Once enrolled, the Training Manager can change the individual's status for this course from "enrolled" to "completed" by following these steps:

a. Log into the DHA LMS.

b. Click on the "Training Management" tab located at the top of the page.

c. Under the "Course Management" tab, enter search information for DHA USOOI, Privacy Act and HIPAA Training Course.

d. Under Actions, click on the magnifying glass icon, "Search Enrollment ", next to the course title "Search"

e. Enter the individual's name, username, or EDIPI in the search field and click on "Search".

f. Under "Search Results" find the result indicating the individual is enrolled in the course. Click on the apple icon, "Manage Gradebook", located in the far-right column of that row.

1. In the "Course Information" field, under the individual's name, click on the drop-down menu for "Status". Select, "Passed". Click on save AFTER the status has changed. This action effectively provides course completion credit for the individual and a record of the training will be seen on the individual's "Certificates" tab.

2.7 Certificates: All required training -I/A OPSEC and HIPAA will be completed and submitted electronically to (COR), To Be Provided. Certificates will be submitted 30 days after contract has been awarded.

3. Contract Personnel

3.1. Contract personnel will obtain a vehicle pass for access to place of performance.

3.1.2 Badges: Contractor's representative shall report to BJACH (To Be Provided), prior to commencing services during normal operating hours (M-F 0800 to 1630). The COR or ACOR will ensure the contractor has proper identification before work is performed.

3.1.3 The Contracting Officer may require the Contractor to remove from the job site, any employee who is identified as a potential threat to the health, safety, security, general well-being or operational mission of the installation and its population.

3.1.4 All contractor employees must be fluent in spoken and written English.

3.1.5 Contractor personnel shall present a neat appearance, in accordance with standard office attire, and BJACH Command Policy #69 Wear and Appearance of Uniform and Hospital Specific Items of Clothing and be easily recognized as a contractor employee. This may be accomplished by wearing distinctive badges which contain the company name and employee name, identifying themselves as contractors when they answer the phone, and by providing a descriptive line on their email, identifying them as contractors.

3.2 Hours of Performance

3.2.1 Monday thru Friday 0800 to 1630 (excluding national holidays).

3.3 Service Parts / Equipment

3.3.1 Contractor must furnish all software upgrades issued by the equipment manufacturer and be at the most current revision level. All repair parts shall meet exact manufacturer specifications. All parts shall be new or remanufactured by the manufacturer of the instruments.

3.3.2 Contractor shall have access to all necessary diagnostic software (if applicable).

3.3.3 Contractor shall have access to unique and/or high mortality replacement parts.

3.4 Mission-Critical Support

3.4.1 Contractor shall provide technical support via telephone 24 hours per day, 7 days a week, with a telephone response time of not more than 2 hours.

3.4.2 In the event the system is disabled, the contractor will respond on site within 6 hours of notification.

Contractor will provide all supplies necessary per user requirements.

3.5 Documentation

3.6 The Contractor shall be responsible for all items of Government equipment throughout the period they are under his/her control. The Contractor shall be responsible for any contractor caused damage to Government-owned property and shall replace or repair at the contractor's expense. The Contracting Officer will approve replacements or repairs.

3.6.1 The Contractor shall ensure all areas where equipment is serviced on-site are left in a clean, neat, safe, and orderly condition. To prevent safety hazards, no equipment shall be left pulled-out or apart at the end of the workday. All equipment under repair shall be secured at all times.

3.6.2 Contractor shall provide an invoice to the COR or ACOR at the following email address usarmy.polk.medcom-bjach.list.med-maintenance@mail.mil and call (337) 531-3227 for verification of services performed.

3.7 Quality Control: Contractor is to establish actions to control and ensure contract compliance.

3.8 Equipment to be Serviced:

See attached PDF Quote.