FY26 Shuttle Drivers PWS GLWCH DRAFT 3.20.26docx.pdf

PERFORMANCE WORK STATEMENT (PWS)

Shuttle Service Drivers

GENERAL LEONARD WOOD COMMUNITY HOSPITAL (GLWCH)

PART 1

GENERAL INFORMATION

1 General: This is a non-personal services contract to provide shuttle service drivers for ambulatory and non-ambulatory patients and staff at the General Leonard Wood Community Hospital (GLWCH). The contractor shall perform to the standards specified in this Performance Work Statement (PWS). The contract service providers shall be accountable Soley to the Contractor who, in turn is responsible to the Government. The Government will not exercise any supervision or control over the contract service providers (CSP).

1.1 Description of Services/Introduction: The Contractor shall provide all personnel to operate Four (4) Government Owned Contractor Operated (GOKO) shuttles for ambulatory/non-ambulatory patients and staff for General Leonard Wood Community Hospital (GLWCH) at Ft. Leonard Wood, Missouri. These positions are a key component of the hospital’s customer service and customer convenience program and will serve as an ambassador for positive public relations and patient safety.

The period of performance is as follows:

Base: 06/26/2026 – 06/25/2027 Option Year 1: 06/26/2027 – 06/25/2028 Option Year 2: 06/26/2028 – 06/25/2029

1.2 Background: Fort Leonard Wood is in Pulaski County, Missouri. This is a new requirement, and the newly constructed GLWCH is far from existing parking. To better serve the community, the Government will solicit a shuttle service, to provide drivers to help patients and staff move between distant parking areas and GLWCH entrances.

Additional information about GLWCH and the surrounding community can be found at https://leonard-wood.tricare.mil, https://home.army.mil/wood, and www.midmissouritourism.org

1.3 Scope: The Contractor shall provide all personnel to drive the GLWCH shuttle service as described in this PWS and associated contract documents. The contractor shall be responsible for adequately staffing drivers to meet the scheduling parameters within this document. Drivers will be the first point of contact for hospital patients and visitors and shall conduct themselves in a manner that reflects highly on GLWCH.

1.4 Objective(s): The objective of this contract is to provide qualified contract personnel to fulfill the required shifts while maintaining a turnover rate that shall not exceed 20% in any 12-month period, provide customer convenience by keeping them out of inclement weather as much as possible, and to provide a timely, positive, personalized experience that meets or

DRAFT

http://www.midmissouritourism.org/ exceeds customer expectations, and that builds loyalty and promotes positive customer relations.

1.5 General Information

1.5.1 Quality Control Plan (QCP): This acquisition is for commercial services and will be performed using FAR Part 12. The Contractor’s existing quality assurance system shall be utilized in accordance with FAR 12.208.

The Contractor’s Proposed QCP shall be submitted to the Contracting Officer (KO) through the Contracting Officer’s Representative (COR) for review within 30 calendar days after date of contract award.

The Government will review and either notify the Contractor in writing of acceptance of the plan or return their comments to the Contractor within seven (7) calendar days. If the Government has provided comments, the Contractor shall then have seven (7) calendar days to submit a Final QCP. After receiving receipt of the Final QCP, the Contractor may receive the KO’s acceptance in writing. Any proposed changes to the accepted QCP are required to be resubmitted for acceptance by the KO no later than seven (7) calendar days prior to the anticipated change and before implementation by the Contractor. The timeline noted above will apply for review and acceptance of proposed changes. At a minimum, the QCP must include and answer the following to be acceptable:

(a) A chart showing the organizational structure and lines of authority, the names, qualifications, duties, responsibilities, and classification of each member of the Contractor's Quality Control Team.

(b) How the Contractor will monitor work to ensure performance complies with all deliverables (e.g., timelines, deadlines, and goals).

(c) How the Contractor will monitor work to ensure performance complies with all specifications and requirements of the contract, including the contract’s clauses.

(d) How the Contractor will monitor and ensure staff qualifications remain current and valid including Department of Defense (DoD) Contractor Personnel Office (DOCPER) processes/approvals throughout contract performance.

(e) How the Contractor will ensure all keys issued will remain controlled items (Paragraph 1.7 Key Control).

(f) How the Contractor will inventory and track maintenance of all Government Provided Equipment/Materials.

(g) How the Contractor will identify, investigate, and correct any non-conforming performance and prevent similar deficiencies in the future; and

(h) How the Contractor will file and save all Quality Control related documents for the life of the contract plus five (5) years.

1.5.1.1 The Contractor shall inform the COR of issues (or potential issues) that might affect the performance within 24 Hours of identifying those issues. Verbal reports shall be followed by written reports within seven (7) calendar days.

1.5.2 Quality Assurance: The Government will evaluate the Contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government must do to ensure that the Contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the acceptable quality levels (performance thresholds).

1.5.3 Recognized Holidays: The following provides information on recognized holidays for the purpose of the PWS. If submittal of any documentation (e.g., deliverables, submittals, etc.)

deadlines fall on a holiday, the closest workday prior to the holiday will apply as the deadline for submittal.

1.5.3.1 U.S. Holidays: Shuttle services shall NOT be performed on U.S. federally recognized holidays occurring during the normal work week, unless otherwise directed by the KO. When a U.S. federally recognized holiday occurs on a Saturday or a Sunday, the holiday is observed on the preceding Friday or following Monday, respectively. Any holidays that are declared by Presidential Executive Order shall be observed in the same manner as the holidays listed below. Closures of the installation due to inclement weather or other such acts of God shall be handled in the same manner, as well.

New Year’s Day, January 1st Martin Luther King, Jr.’s Birthday, 3rd Monday in January President’s Day, 3rd Monday in February Memorial Day, Last Monday in May Juneteenth, June 19th Independence Day, July 4th Labor Day, 1st Monday in September Columbus Day, 2nd Monday in October Veteran’s Day, November 11th Thanksgiving Day, 4th Thursday in November Christmas Day, December 25th

1.5.4 Operating Hours: The Government facility office hours, facility operating hours, and the Contractor support hour requirements often coincide, however, they may differ. Please refer to the following.

1.5.4.1 Government Facility Office Hours: The Government facility office hours are 0700 to 1600, Monday through Friday except for U.S. Holidays identified in paragraph 1.5.3.1 above, or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings.

1.5.4.2 Government Facility Operating Hours: The Government facility operating hours are from 0001 to 2400, Sunday through Saturday (i.e., 24 hours per day, 7 days per week). The Government facility is open for recognized U.S. Holidays identified in paragraph 1.5.3.1 above, and to essential personnel during national emergencies, administrative closings, or similar Government directed facility closings, unless otherwise communicated by the KO or COR to the Contractor.

1.5.4.3 Contractor Support Hours: The Contractor shall provide support Monday through Friday from 0600-1700 daily except holidays. The Contractor shall establish a schedule for CSPs to perform services on various shifts, which range from 8-12 hours. Unplanned or unannounced schedule changes may occur, based on necessity, and in concurrence of the Contractor. The schedule shall be provided to the COR and/or designated Government personnel, at the beginning of the schedule and any time the schedule changes.

The Government reserves the right to review and validate hours of service performed by contract personnel, which may include the implementation of sign-in/sign-out procedures, which shall be maintained within the designated area. These attendance logs are for the sole use of the Government to ensure compliance with hours claimed in service of this contract and shall not be provided to the Contractor for any reason or purpose. Under no circumstances shall the Government sign a Contractor’s timesheet. Only actual hours worked on-site shall be claimed by the Contractor for compensation.

1.5.5 Place of Performance: The work to be performed under this contract will be performed at GLWCH, a government facility located at Ft. General Leonard Wood, Missouri. All services provided are at the Medical Treatment Facility (MTF) located at:

4234 Illinois Ave. (bldg. 351) Fort Leonard Wood, Mo 65473.

1.6 Security Requirements: The following information is provided on security related matters.

1.6.1 Security Program: The Contractor shall have an active background check at the Tier 1 level at proposal submission and shall maintain this level of security for the life of the contract.

The Tier 1 Investigation (T1), formerly National Agency Check and Inquiries (NACI), is the basic and minimum investigation required on all new Federal employees and many contractors. It consists of a national agency check with written inquiries and searches of records covering specific areas of an individual’s background within the previous five (5) years of submission. These inquiries are sent to current and past employers, schools attended, references, and local law enforcement authorities.

1.6.2 Contract Personnel Security Requirements: CSP’s performing services under this contract must have an active T1 with child background check prior to the commencement of services and must maintain this level of security for the life of the contract. 1.6.2.1 The T1

Investigation is the minimum-security requirement and reviews an individual’s background by contacting former employers, schools, references and local law enforcement.

1.6.2.2 The child background investigation is required for all personnel who will have regular contact with minors. This check is renewed every five years and includes a review of installation records, law enforcement databases and state criminal history.

1.6.2.3 The Contractor shall coordinate and schedule all security requirements and appointments with the COR before CSPs can provide services. The COR shall provide the Contractor with all required Security documentation, review all Security documentation submitted by the Contractor, and initiate the request for the CSP security action with the Security Manager. The Contractor is responsible for monitoring the coordination and completion of all Security requirements with the COR. The contract employee may not begin services until a favorable adjudication of their record has been completed and the COR notified.

1.6.3 Installation Access: Access to U.S. installations, buildings and controlled areas is limited to personnel who meet security criteria and are authorized. Failure to submit required information/data and obtain required documentation or clearances will be grounds for denying access to U.S. installations, buildings, and controlled areas. The Contractor shall ensure that any subcontract personnel used in performance of this contract complies with these requirements and that all contract personnel, of both the Contractor and any subcontractor utilized by the Contractor, are made aware of and comply with these requirements.

The Contractor shall be aware of and comply with the requirements associated with Installation Access Control. The Government is not liable for any costs associated with performance delays due solely to a firm’s failure to comply with Installation Access Control System (IACS) processing requirements.

The Contractor shall return installation passes to the issuing IACS office or the COR when the contract is completed or when a contract employee no longer requires access.

1.6.3.1 Individual Termination or Expiration of Employment: The Contract employee shall relinquish all outstanding installation access passes and Common Access Cards (CACs) the same day employment has expired or has been terminated to the COR. If relinquishment cannot be made to the COR, the Contractor must provide them to the COR within seven (7) calendar days.

1.6.3.2 Contract Termination or Cancellation: Upon termination or cancellation of this contract, the Contractor shall ensure all outstanding installation access passes and CACs are relinquished to the COR or returned within seven (7) calendar days. Contract personnel that have agreed to continue providing services under a succeeding Contractor are exempted.

1.6.3.3 An Identification (ID) badge and the vehicle registration will not be issued until the Contract employee has been given an Interim Suitability determination. Upon award of the contract, the Contractor will immediately contact the COR for processing procedures to meet the security requirements, for information needed to access the installation/MTF initially, as well as in-processing forms. If a background investigation results in an unfavorable finding, the KO or COR will notify the Contractor and the contract employee will not be granted access to the facility, will not be able to perform services at the facility, and must return all IDs, CAC cards, and other items previously issued by the Government directly to the COR within 24 hours.

1.6.3.4 Contract personnel that work with or have contact with youth under the age of 18 years are subject to U.S. background checks. The Requiring Activity Manager will determine the extent of background checks required. Contract personnel may begin performance of the contract after receiving a favorable Interim background check. The Contractor shall replace any contract personnel should results of the background check, if required, be unfavorable as determined by the Requiring Activity Manager. The Contractor’s replacement of contract personnel with the unfavorable background check shall be provided within 30 calendar days.

The Contractor shall also replace contract personnel whose background check, during their tenure of employment, renders them with an unfavorable local or state background check, as determined by the Requiring Activity Manager. The Contractor shall forward a copy to the KO and COR of each favorable and unfavorable background check annually, along with the associated contract number and position type.

1.6.4 Personal Appearance / Work Attire: The Contractor shall ensure all CSPs wear distinctive uniforms while performing duties in accordance with Paragraph 4.7 of the PWS.

Contract personnel working under this contract shall maintain a clean, neat, and professional appearance upon entering the MTF. CSPs shall not wear clothing made of see-through material, cutoffs, tank tops, torn/ripped clothing, or clothing that displays offensive slogans or images. CSPs shall not wear athletic or athletic style clothing (e.g. shorts, jogging suits, sweat suits, leggings, or t-shirts). In all cases, contract personnel clothing shall provide a professional appearance in keeping with the normally accepted standards of dress and not present an unfavorable appearance upon the Government.

1.6.5 Physical Security: The Contractor shall safeguard all Government equipment, information, and property provided for contract personnel use. At the close of each work period, Government facilities, equipment, and materials shall be secured IAW the DHA Physical Security Program (DHA-AI 003)

1.6.6 Operations Security (OPSEC) Requirements: Contract personnel shall adhere to facility security policies and restrictions. Contract personnel shall immediately report suspicious activities to security personnel. Government issued access badges shall not be worn outside designated facilities where visible to the public.

1. The OPSEC Plan and User Agreement: The OPSEC Plan and User Agreement will be available for Contractors to review through the Installation OPSEC Officer. The Contracting Officer’s Representative (COR) will ensure the Contractor is aware of the Installation's OPSEC Plan and is in compliance with the Installation's OPSEC Plan during contract performance.

2. For contracts that require an OPSEC Standard Operating Procedure/Plan:

Contractor shall develop and submit an OPSEC SOP that is in compliance with AR 530-1 within 90 calendar days of contract award to be reviewed and approved by the responsible Government OPSEC Officer. This SOP/Plan will include Government’s critical information, why it needs to be protected, where it is located, who is responsible for it, and how to protect it.

In addition, Contractor shall identify an individual who will be an OPSEC Coordinator and is OPSEC Level II certified.

OPSEC Training: Pursuant to AR 530-1, all Contractor personnel must complete initial Level I OPSEC training within 30 calendar days of beginning performance on this contract. For contracts that cross fiscal years, or for contracts with option years, all contractor personnel shall complete annual OPSEC awareness training, to be provided by the Installation OPSEC Office or a certified Level II trained OPSEC Officer. Contact information for this Government employee will be provided at the kick-off meeting.

The Installation OPSEC Office, or a certified Level II trained OPSEC Officer, will provide Level I OPSEC training on Fort Leonard Wood for Contractor personnel working on this installation.

The COR will coordinate this training at the time of task order modification or award.

Contractor shall provide a list of personnel trained to the COR within five (5) business days of completion of training.

Contractor personnel working at installations other than FLW shall coordinate with the COR and local OPSEC Office to obtain training applicable to that installation.

1.7 Key Control: The Contractor shall establish and implement methods of making sure all keys issued to contract personnel by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE - All references to keys include key cards. No keys issued to contract personnel by the Government shall be duplicated. The Contractor shall develop procedures covering key control that shall be included in the Contractor’s Quality Control Program (QCP) as identified in paragraph 1.5.1 above. Such procedures shall include turning in any issued keys by personnel who no longer require access to locked areas. The Contractor shall immediately report any incidents of lost or duplicate keys to the COR. In the event any keys, other than Master keys, are lost or duplicated the Contractor shall, upon direction of the KO, re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of lock or locks shall be deducted from payment due to the Contractor. In the event a Master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the payment due to the Contractor. The Contractor shall prohibit the use of Government issued keys by any persons other than the contract personnel. The Contractor shall prohibit the opening of locked areas by contract personnel to permit entrance of persons other than contract personnel engaged in the performance of assigned work in those areas, or personnel authorized entrance by the COR.

The Contractor shall establish and implement methods of ensuring that all lock combinations are not revealed to unauthorized persons. The Contractor shall ensure that lock combinations are changed when personnel having access to the combinations no longer have a need to know such combinations. These procedures shall be included in the QCP.

1.8 Post-Award Conference/Periodic Progress Meetings: The Contractor shall attend any post-award conference convened by the contracting activity or contract administration office in accordance with FAR Subpart 42.5. The KO, COR, and other Government personnel, as appropriate, shall meet, at a minimum, quarterly with the Contractor to review the Contractor's performance. At these meetings, the KO will appraise the Contractor of how the Government views their performance and the Contractor shall appraise the Government of any problems experienced, if any. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government. The Contractor shall not make unplanned visits to the MTF without prior approval from either the KO or COR.

1.9 Contracting Officer’s Representative (COR): Refer to Part 2 of this PWS for the definition of a COR. As determined by the KO, a COR will be appointed and identified by letter of designation, a copy of which will be provided to the Contractor by the KO. The designation letter states the responsibilities and limitations of the COR, especially regarding changes in cost or price, estimates, or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is not authorized to obligate the Government. If the work is not written in the contract, the COR is not authorized to request new work. The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract, perform inspections necessary in connection with contract performance, maintain written and oral communications with the Contractor concerning technical aspects of the contract, issue written interpretations of technical requirements, including Government drawings, designs, specifications, monitor Contractor's performance and notifies both the KO and Contractor of any deficiencies, coordinate availability of Government property, and coordinate site entry of contract personnel.

1.10 Professionalism: Contract personnel must exercise a positive, helpful demeanor, display courtesy and tact frequently under stressful conditions.

Contract personnel shall possess sufficient initiative, interpersonal relationship skills and social sensitivity such that he/she can relate constructively to a variety of patients from diverse backgrounds.

Contract personnel shall be prohibited from receiving compensation of any kind from patients except under the terms and conditions of this contract. Contract personnel shall not, while performing services under this contract, advise, recommend or in any way suggest to people eligible to receive medical care at Government expense that such persons should receive care at any place other than the MTF.

1.11 Contractor Employees:

1.11.1 U.S. Citizen: U.S. Citizenship (copy of birth certificate or naturalization papers required). Contract personnel performing under this contract must be U.S. citizens. In addition, if any contract personnel fail to meet the citizenship requirements stated herein the Contractor shall not hold the government liable for not allowing performance under this contract.

1.11.2. Key Personnel. Contractor shall submit an organization chart identifying key personnel indicating hierarchy. Submit organization chart (to include contact info) with proposal and replacements within 5 business days to the KO. The Program Manager and any individuals designated as key personnel (program manager, supervisor,) shall be able to understand, speak, read, and write the English language.

1.11.2.1. The Contractor shall provide a Program Manager who is responsible for the performance of the work. The Program Manager shall have full authority to act for the Contractor on all contract matters relating to daily operation of the contract. The name of the Program Manager shall be provided by the Contractor to the KO. The Program Manager shall be available between 0700 - 1600 hours, Monday through Friday except Federal holidays or when the Government facility is closed for administrative reasons. Contractor personnel performing work under this contract are required to have a favorable background check at the T1 level.

1.11.2.2. Supervision. The Contractor shall provide a Supervisor(s) who is responsible for overseeing the performance of the work.

1.11.2.3. All Contractor employees shall be legal U.S. residents. The Contractor shall immediately remove any employee that is not a legal U.S. resident. The Contractor personnel shall be able to communicate clearly in the English language.

1.12 Contractor Identification Badges: The Government MTF shall provide identification Badges to CSPs for specific door access. CSPs shall wear the MTF-issued Badges on their outermost garment while providing services at the MTF, unless directed otherwise by protocol.

The CSP shall turn in all ID Badges to the COR upon completion of the contract or termination of the CSP.

1.13 Protection of Government & Contract Information: Per Public Use Notice of Limitations stated by Defense imagery Management operations Center and contained at www.dimoc.mil/resources/limitations/, the Contractor shall not cite any information (e.g., contract information, pictures, locations, etc.) obtained through this contract on any hard copy or digital marketing tools to include its company website.

1.14 Non-Disclosure Requirements: Performance under this contract may require contract personnel to access data and information that is proprietary to a government agency, another Government Contractor, or of such nature that its dissemination or use other than as specified in this PWS would be averse to the interests of the Government or others. The Contractor and contract personnel shall not divulge, or release data or information developed or obtained under the performance of this PWS, except to authorized Government personnel or upon written approval of the KO. The Contractor shall not use, disclose, or reproduce proprietary http://www.dimoc.mil/resources/limitations/ data, which bears a restrictive legend, other than as specified in this PWS. All documentation showing individual names or other personal information shall be controlled and protected under the provisions of the Privacy Act of 1974, Public Law 93-579, 5 United States Code (U.S.C.) Section 552a.

1.15 Non-Disclosure Statements: The Contractor shall provide a signed non-disclosure agreement to the Government within seven (7) days prior to commencement of services under this contract. Any unauthorized disclosure of information by contract personnel may result in the individual being removed from the contract. Standard non-disclosure statements shall be provided, as required, for personnel who may have access to Government data in the course of their duties.

1.16 Phase-In / Phase-Out Period: To minimize decreases in productivity and to prevent possible negative impacts on additional services, the Contractor shall have personnel on board, during the (30)-day phase-in/phase-out periods. During the phase-in period, the Contractor shall become familiar with performance requirements to commence full performance of services on the contract start date.

1.17 Removal of Contract Personnel: During the performance of this contract, the Government reserves the right to immediately require the temporary removal of any contractor personnel whose actions or impaired state raises reasonable suspicion that clear and present danger of harm exists to either patients, MTF personnel or themselves. This provision is intended for emergency situations only, and not for the purpose of bringing performance issues or other non-urgent concerns to the attention of the Contractor. Upon removal, the Contractor will be provided notification within 24 hours, and request a formal meeting with the KO, COR, and/or Department to discuss further action. The KO will make the final decision as to whether the temporary removal of any contract personnel should become permanent. The permanent removal of contract personnel does not relieve the Contractor of any performance requirement.

1.18 Required Training

1.18.1 Anti-Terrorism (AT) Level I Training: All contractor and sub-contractor employees requiring access to Army installations, facilities and controlled access areas shall complete AT Level I awareness training within 30 calendar days after contract start date or effective date of incorporation of this requirement into the contract, whichever applies, or within 30 calendar days after employment of new personnel. IAW AR 525-13, 3 DEC 19, AT Level I Awareness training will be conducted by a certified Level II trained ATO. For contracts that cross fiscal years, or for contracts with option years, all contractor personnel shall complete annual AT Level I awareness training. The Installation AT Office or a certified Level II trained ATO on the installation will provide the training. Contact information for this Government employee will be provided at the kick-off meeting.

The Installation AT Office or a certified Level II trained ATO will provide a one-hour training session conducted on FLW for Contractor personnel working on this installation. The COR will coordinate this training at the time of task order modification or award. Contractor personnel working at installations other than FLW shall coordinate with the COR and local AT Offices to obtain training applicable to that installation.

Contractor shall provide a list of personnel trained to the COR within five (5) business days of completion of training. Contract personnel shall complete refresher training every 12 months except AOR specific AT Level I Training which shall be completed as required by local AT policies. Verification of the refresher training shall be provided to the COR within five (5) business days after completion of the training.

1.18.2 Operations Security (OPSEC) Training: All contract personnel, including subcontract personnel, shall complete Level I OPSEC training Per DHA-AI 5200.03 Operations Security (OPSEC) Program, within 30 calendar days of employment under this contract (A.010).

Verification of the training shall be provided to the COR within seven (7) calendar days after completion of the training. OPSEC Level I Training is available at http://www.cdse.edu/catalog/elearning/GS130.html. Contract personnel must complete refresher training every 12 months. Verification of the refresher training shall be provided to the COR within seven (7) calendar days after completion of the training.

If training cannot be conducted on the website, the Contractor shall coordinate with the COR, who will contact the local OPSEC Officer at their assigned location for classroom training.

Contract personnel completing training in the classroom will receive a certificate or the training attendance roster signed by the OPSEC Officer. Verification of the training shall be provided to the COR within seven (7) calendar days after completion of the training.

1.18.3 iWATCH Training: Within 10 calendar days of contract award and within 10 calendar days of new Contractor employees commencing work on this contract, all Contractor and sub-contractor employees shall review the FLW Directorate of Emergency Services (DES) web link for iWatch training located at https://home.army.mil/wood/Garrison/DES/iwatch This locally developed training will inform employees of the types of behavior to watch for and how to report suspicious activity. Suspicious activity shall be reported to the COR or KO.

1.18.4 Protected Health Information (PHI): Contract personnel, including subcontract personnel, performing services under this contract with access to PHI and Government information shall complete “HIPAA & Privacy Act Training” per DoDI 5400.11-R, before the issuance of network access. Contract personnel must complete refresher training every 12 months. Verification of the refresher training shall be provided to the COR within seven (7) calendar days after completion of the training. Training is available at https://jkodirect.jten.mil.

1.18.5 New Employee Orientation (NEO): Newly in-processed contract personnel shall be required to complete New Employee Orientation (NEO) training provided by MTF. Thereafter, all contract personnel shall be required to complete mandatory training to meet competency requirements. Orientation and annual training requirements are a condition of employment. All contract personnel shall also participate in orientation to their work area and maintain a competency assessment file (CAF) at the worksite in accordance with TJC standards. The CAF folder is maintained by the COR.

http://www.cdse.edu/catalog/elearning/GS130.html https://jkodirect.jten.mil/

1.18.6 Access and General Protection/Security Policy Procedures: FLW Automated Installation Entry (AIE) Pass Transition. The included instructions/form for requesting a Ft.

Leonard Wood AIE pass supersede those previously communicated. The AIE pass form (see attached) has been revised for applicants to provide citizenship status, Foreign Nationals Alien Registration/Passport number and Country of Birth information. An electronic copy of the spreadsheet will be sent via email for your use. As with the previous version, all information must be typed; handwritten and incomplete requests will not be processed. Once completed, submit the form to your sponsor via email or US mail.

Your sponsor will add the FPCON level, days, and times for entry and will forward it to the Visitor Control Center (VCC) for background screening and pass processing. The sponsor will send it via encrypted email to this address: usarmy.leonardwood.usag.list.des-physec-vcc@army.mil.

VCC personnel will notify sponsors when background screenings are completed, and passes are ready for pickup. Sponsors will then notify you that your pass is ready for pick up at the VCC.

You will need bring a valid picture ID and turn in Mobilisa passes, as they will no longer be authorized.

As a reminder, the Mobilisa pass application portal is no longer used. Regardless of the expiration date of an existing Mobilisa pass, ALL pass holders are required to get the new AIE pass. Person(s) that do not submit for the new AIE pass may experience delays entering FLW.

If a retiree, or DOD ID card holder, wishes to gain employment on the installation as a contractor, then that person’s “status” will change to a contract employee, which triggers the requirement for an employment background check and an NCIC-III check for access to the installation.

Beginning 1 June 2023, Ft. Leonard Wood will no longer accept, for access purposes, the state issued driver licenses (DL), or state issued IDs that do not meet the Real ID Act of 2005 standards. Person(s) requesting access with a non-compliant state DL or ID will need to present along with the non-compliant DL/ID one of the documents below to prove identity to be issued a pass or given access to Ft. Leonard Wood.

• US passport or passport card

• Certified birth certificate (not a photocopy)

• Social Security Card (not a photocopy)

• School identification card with photograph (high school and college age students)

• US military or draft record (DD Form 214)

• US Coast Guard Merchant Mariner Card

• Transportation Worker Identification Card (TWIC)

• US Native American tribal document

• NEW VA health card

1.19 Sexual Assault Prevention & Response Program (SAPR)

1.19.1 The DoD’s goal is to provide a culture free of sexual assault through an environment of prevention, education, training, response capability, victim support, reporting procedures, and appropriate accountability that enhances the safety and well-being of all persons covered by the DoD Directive. The DHA is one (1) of the agencies of the DoD, and as such follows the directives, instructions, and guidance of the DoD.

mailto:usarmy.leonardwood.usag.list.des-physec-vcc@army.mil

PART 2

DEFINITIONS & ACRONYMS

2 Definitions & Acronyms

2.1 Definitions: Although not inclusive of every term used within this PWS, the following provides a list of definitions used throughout this PWS and commonly used in the acquisition field.

Ambulatory - able to walk or move independently

Backup Personnel – Pre-approved contract personnel designated to move into the position of the primary contract personnel to perform required services for the duration of his/her absence.

Beneficiaries of the Military Healthcare System – Those individuals entitled to care at the MTF in accordance with AR 40-3.

Contracting Officer (KO) – A person with the authority to enter, administer, and/or terminate contracts and make related determinations and findings on behalf of the Government. NOTE - The only individual who can legally bind the Government.

Contracting Officer's Representative (COR) – As defined in DFARS 202.101, means an individual designated and authorized in writing by the Contracting Officer to perform specific technical or administrative functions. DoD Instruction (DoDI) 5000.72, Part II Definitions states the following when defining a COR: “Defined in subpart 202.101 of Reference (f). Any individual delegated responsibilities pursuant to subpart 1.602-2 of Reference (e), regardless of local terminology, must be certified in accordance with this instruction. For example, local terminology can be COR, Contracting Officer’s Technical Representative (COTR), technical point of contact, technical representative, alternate COR, administrative COR, assistant COR, line-item manager, task order manager, quality assurance personnel, quality assurance evaluator, or COR management.” In addition, Army Regulation 70-13, Chapter 2, paragraph 2- 2g, states, in part, the following when providing other surveillance support personnel to assist the COR when needed, “…These other surveillance support personnel may serve as on-site representatives of the COR in performance of actual contract surveillance if they meet all COR requirements and have been appointed by the KO as alternate CORs.”

Contractor – Supplier or vendor awarded a contract to provide specific supplies or service to the Government. The term used in this contract refers to the prime.

Contract Personnel – Individuals employed by the Contractor to perform services.

Contractor-acquired Property – Property acquired, fabricated, or otherwise provided by the Contractor for performing a contract and to which the Government has title.

Day – Unless otherwise specified, refers to a calendar day.

Defective Service – Service output that does not meet the standard of performance associated with the PWS.

Deliverable – Anything that can be physically delivered but may include non-manufactured things such as meeting minutes or reports.

Facilities – Building, equipment and supplies necessary for the implementation of service by personnel.

Full-Time Equivalent (FTE) – The Contractor is required to provide 1,912 Regular Hours, which averages 159 Regular Hours per month or 40 Regular Hours per Work Week, for each FTE over a 12-month period. The following FTE determination can be used as a general reference:

1.00 FTE = Averages 40 Regular Hours per Work Week

0.75 FTE = Averages 30 Regular Hours per Work Week

0.50 FTE = Averages 20 Regular Hours per Work Week

0.25 FTE = Averages 10 Regular Hours per Work Week

Government-Furnished Property – As reflected in FAR 52.245-1, Government-furnished Property “means property in the possession of, or directly acquired by, the Government and subsequently furnished to contract personnel for performance of a contract. Government-furnished property includes, but is not limited to, spares and property furnished for repair, maintenance, overhaul, or modification. Government-furnished property also includes Contractor-acquired property if the Contractor-acquired property is a deliverable under a cost contract when accepted by the Government for continued use under the contract.

Government Property – All property owned or leased by the Government. Government property includes both Government-furnished and Contractor-acquired property. Government property includes material, equipment, special tooling, special test equipment, and real property. Government property does not include intellectual property and software.

Holiday Hours – Hours of service provided during Federal Holidays by contract personnel.

License: A grant of permission by an official agency of a State, the District of Columbia, or a Commonwealth, territory, or possession of the United States to drive a motor vehicle

Military Time – On a 24-hour clock, will read as follows:

8:00 am = 0800 9:10 am = 0910 Noon = 1200 9:10 pm = 2110 Midnight = 2400 12:01 am = 0001

Non-Ambulatory - unable to walk or move independently, often requiring wheelchairs, walkers, or assistance for mobility due to injury, illness, or disability.

Overtime (OT) – Hours of service provided in excess of 40 Regular Hours within a Work Week by contract personnel.

Physical Security – Part of security that is concerned with physical measures designed to safeguard personnel; to prevent unauthorized access to equipment, installations, material, and documents; and to safeguard against espionage, sabotage, damage, and theft.

Preventative Maintenance Checks and Services (PMCS) - It is a systematic, required process where operators check, service, and maintain equipment before, during, and after operation.

These checks are outlined in the service manual and are operator level checks. These checks include but are not limited to; is there enough oil in the engine, is there enough fuel, do the lights work, does the horn work, etc.

Property Administrator – An authorized representative of the KO appointed in accordance with agency procedures, responsible for administering the contract requirements and obligations relating to Government property in the possession of contract personnel.

Quality Assessment & Improvement – Those actions taken by the Government to check services to determine if they meet the requirements of The Joint Commission (TJC), U.S. Army Medical Command, quality assurance and risk management program, and ensure that the contract personnel comply with the terms and conditions of the contract.

Quality Assurance – The various functions, including inspection, performed by the Government to determine whether a Contractor has fulfilled the contract obligations pertaining to quality and quantity.

Quality Assurance Surveillance Plan (QASP) – The key Government-developed surveillance process document and is applied to Performance-Based Service Contracting (PBSC). The QASP is used for managing Contractor performance assessment by ensuring that systematic quality assurance methods validate that Contractor quality control efforts are timely, effective, and are delivering the results specified in the contract or task order. The QASP directly corresponds to the performance objectives and standards (i.e., quality, quantity, timeliness) specified in the PWS. It provides specific details on how the Government will survey, observe, test, sample, evaluate, and document Contractor performance results to determine if the Contractor has met the required standards for each objective in the PWS. The QASP, with very few if any exceptions, is an internal Government document.

Quality Control – All necessary measures taken by the Contractor to assure that the quality of a product or service shall meet contract requirements.

Regular Hours – Up to 40 hours of service provided within a Work Week by contract personnel. Regular Hours do not include Federal Holidays worked.

Replacement Personnel – Contract personnel selected to fill a position for the duration of the contract period that was previously occupied by another contractor personnel.

Scheduled Absence – A prearranged absence from performance of contractual services by contract personnel. These absences are scheduled/arranged in advance.

Shuttle- Any Government Owned Contractor Operated Vehicle for the purpose of moving patients and staff from the parking area to the hospital or the hospital to the parking area. This vehicle could be as small as a golf cart or as large as a 22-passenger vehicle.

Subcontractor – One that enters a contract with a prime Contractor. The Government does not have a contract with the subcontractor.

Subcontract Personnel – Individuals employed by the Subcontractor to perform services.

Unscheduled Absence – Absences from performance of contractual services by contract personnel that are not scheduled/arrange in advance, regardless of whether the absences are caused by illness or for other reasons.

Workday – Hours of service provided in a single day by contract personnel.

Work Week – Sunday through Saturday, unless otherwise specified.

2.2 Acronyms: Although not inclusive of every term used within this PWS, or that may be included in an acquisition, the following provides a list of acronyms commonly used in the acquisition field.

AFARS Army Federal Acquisition Regulation Supplement AHA American Heart Association ALMS Army Learning Management System AQL Acceptable Quality Level AOR Area of Responsibility AR Army Regulation AT Anti-Terrorism BI Background Investigation BLS Basic Life Support CAC Common Access Card CFR Code of Federal Regulations CLIN Contract Line-Item Number COR Contracting Officer’s Representative COTR Contracting Officer’s Technical Representative DA Department of the Army DFARS Defense Federal Acquisition Regulation Supplement DHA Defense Health Agency DOCPER Department of Defense Contractor Personnel Office DOD Department of Defense

DODD Department of Defense Directive DODI Department of Defense Instruction EFT Electronic Funds Transfer FAR Federal Acquisition Regulation FBI Federal Bureau of Investigation FM Fleet Manager FOIA Freedom of Information Act FOUO For Official Use Only FPCON Force Protection Condition FTE Full-Time Equivalent GLWCH General Leonard Wood Community Hospital GP Government Property GOKO Government Owned Contractor Operated HB Hepatitis Type B HCP Health Care Provider HHS Health and Human Services HIPAA Health Insurance Portability & Accountability Act of 1996 HIV Human Immunodeficiency Virus HLO High Level Objective IACO Installation Access Control Office IACS Installation Access Control System IAW In Accordance With ID Identification IGCE Independent Government Cost Estimate IMD Information Management Division JPAS Joint Personnel Adjudication System KO Contracting Officer LEIE List of Excluded Individuals and Entities LOSS Lines of Sight Supervision MEDCOM Medical Command MHS Military Health System MMR Measles, Mumps and Rubella MTF Medical Treatment Facility NACI National Agency Check with Inquiries NACLC National Agency Credit and Law Check NCOIC Noncommissioned Officer in Charge NEO New Employee Orientation OCI Organizational Conflict of Interest OIG Office of Inspector General OPSEC Operations Security OSHA Occupational Safety & Health Administration OT Overtime PA Property Administrator PBSC Performance-Based Service Contracting PHI Protected Health Information PII Personally Identifiable Information

PIPO Phase-In/Phase-Out PL Public Law PMCS Preventative Maintenance Checks and Services PMO Provost Marshals Office POC Point of Contact POP Period of Performance PPE Personal Protective Equipment PRS Performance Requirements Summary PTE Part-Time Equivalent PWS Performance Work Statement QA Quality Assurance QA&I Quality Assurance & Improvement QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program RA Requiring Activity RFP Request for Proposal SAPR Sexual Assault and Response Program SAM System for Award Management SF Standard Form SOP Standard Operating Procedure SORN System of Records Notice SOW Statement of Work T1 Tier 1 Investigation TA Trusted Agent TASS Trusted Associate Sponsorship System TFMC Tobacco Free Medical Campus TE Technical Exhibit TJC The Joint Commission TTP’s Tactics, Techniques & Procedures OUM Unit of Measure USC United States Code WAWF Wide Area Workflow

PART 3

INCIDENTAL GOVERNMENT PROPERTY & SERVICES

3 Incidental Government Property & Services

3.1 Services: The Contractor shall only use the property provided for performing work contained in this PWS. Modifications or alterations of property shall be prohibited. The Contractor shall be prohibited from cannibalizing property. In the event property is received by the Contractor in a condition not suitable for its intended use, the Contractor shall immediately notify the COR. The Contractor shall have a process to enable prompt recognition, investigation, disclosure and reporting of loss of incidental property (meaning unintended, unforeseen or accidental loss, damage, or destruction of Government property that reduces the Government’s expected economic benefits of the property). The Contractor shall include the control of incidental property in their Quality Control Plan.

The Contractor shall investigate and report to the Government COR all incidents of property loss with-in 2 hours. This process shall include the corrective actions necessary to prevent recurrence. Such reports shall, at a minimum, contain the following information:

(i) Date of incident (if known)

(ii) Cause of incident

(iii) Nomenclature

(iv)…