Attachment 1 - Performance Work Statement-.pdf

Defense Threat Reduction Agency (DTRA)

Performance Work Statement (PWS)

Ad-Hoc Medical Reasonable Accommodation Support

Services 3/7/2025

1. Introduction

1.1 Mission

The Defense Threat Reduction Agency (DTRA) is the U.S. Department of Defense’s (DoD) official

Combat Support Agency for countering Weapons of Mass Destruction (WMD). DTRA addresses the entire spectrum of chemical, biological, radiological, nuclear and high yield explosive threats with a global network which includes direct support to the international areas of responsibility of the United

States Combatant Commands (COCOMS). DTRA’s programs include basic science research and development, operational support to U.S. warfighters on the front lines, and an in-house WMD think tank that aims to anticipate and mitigate future threats.

1.2 Background

DTRA Headquarters (HQ) requires non-personal off-site Ad-Hoc Medical Reasonable

Accommodation Support Services to ensure the Agency is compliant in accordance with the provisions of the Rehabilitation Act of 1973 (Rehabilitation Act) and Americans with Disabilities Act of 1990

(ADA), as amended by the Amendments Act of 2008, Title I. The ADA requires federal agencies to provide reasonable accommodations for qualified applicants and employees with disabilities, barring undue hardship. The contractor will provide Disability Management Physician Assistant(s) (DMPA) to provide expert medical adjudication related to disability management and reasonable accommodations for Agency employees. DTRA is committed to providing reasonable accommodations to DTRA employees to carry out the mission and the individuals' assigned areas of responsibility within the organization. When an DTRA employee makes a request for a reasonable accommodation (RA) the first step is disclosure of a disability, as employers are only required to accommodate disabilities of which they are aware and meet the Americans with Disabilities Act definition. If a disability is not obvious to an employer, they can ask for medical documentation from a health care provider to confirm the need for an accommodation. It is important to note that the process must be interactive, with participation by both the person with a disability and the employer, so that an effective solution may be agreed upon.

According to the Equal Employment Opportunity Commission (EEOC), Rehabilitation Act, and Title I of the ADA, each request for an RA must be considered on a case-by-case basis. Individuals who solely are “regarded as” having a disability but do not have a disability, are not qualified to receive

RAs. If the need for an accommodation is not obvious, the employee may be required to provide documentation of a disability from the appropriate health or rehabilitation professional.

This Performance Work Statement (PWS) outlines the requirements for a DMPA to provide services to

DTRA under a five-year Basic Ordering Agreement (BOA). The DMPA will play a critical role in supporting DTRA’s Reasonable Accommodation Coordinator (RAC) (in Human Resources) by reviewing DTRA employees' reasonable accommodation requests, evaluating disability documentation, and making recommendations to approve, deny, and/or manage requests for RA.

The DMPA shall ensure compliance with relevant disability laws such as the ADA and DoD Instruction 1020.06 - Establishing and Maintaining Comprehensive Reasonable Accommodation Policies.

1.3 Scope

The DMPA shall provide expert medical adjudication services related to disability management and reasonable accommodations for DTRA employees. Services will be performed remotely off-site. The DMPA must adhere to all applicable Federal laws, provisions, statutes; DoD regulations;

the Americans with Disabilities Act of 1990 (ADA), as amended by the Amendments Act of 2008, Title I; and the Personally Identifiable Information (PII)/Protected Health Information (PHI)/

Health Insurance Portability and Accountability Act of 1996 (HIPAA) security rules and requirements. The DMPA contractor shall have sufficient flexibility and depth to accommodate requirements in a timely and efficient manner while adhering to compliance with RA federal, state, and local regulatory requirements.

1.4 Basic Ordering Agreement and Deliverable (Issued via Individual Orders)

1.4.1 Individual Order

1.4.1.1 The DTRA Reasonable Accommodation Coordinator (RAC) will initiate the order by providing reasonable accommodation request documentation via DoD SAFE to the DMPA. The DMPA will assess each package, evaluate the merits of the request, and provide a detailed recommendation on approval/denial to the RAC.

1.4.2 Deliverables

1.4.2.1 The DMPA will provide a completed DMPA Reasonable Accommodation Report to the RAC, to include any additional documents (i.e., Request for Information (RFI), etc.), as specified in the report. The report should be signed, should include the PA's license number; and be sent via email using DoD SAFE within 5 business days. The DMPA will follow-up with the RAC to discuss each report via telephone (DTRA RAC ( )) or virtually. The phone call is critical and allows the agency to adjudicate the report with the DMPA.

1.4.2.2 On a monthly basis, provide a report that provides the number of cases reviewed.

2. Performance Standards

• Timeliness:

o Acknowledge receipt of a reasonable accommodation evaluation to the DTRA RAC within two (2) business days when received via DoD SAFE.

o The Report should follow the template (to be provided), be detailed enough to support the recommendation, and include any supporting documentation and references, as required.

o Provide a completed report in the provided template, signed with license number to the

RAC via DoD SAFE within 5 days.

o Follow-up with DTRA RAC telephonically with the RAC.

• Accuracy:

o Ensure all evaluations regarding reasonable accommodation are accurate, consistent, and supported by appropriate medical documentation and legal requirements

• Communication:

o DoD SAFE is the approved method for CUI/PII/PHI file exchange, all files must be encrypted.

o Maintain clear and effective communication with the DTRA RAC.

o Maintain strict confidentiality of all employee's medical information following HIPAA regulations and other applicable privacy laws.

• Collaboration:

o Work effectively and collaboratively with the RAC to achieve successful outcomes for all parties.

3. Applicable Directives

3.1 Publications

Publications that apply to this Performance Work Statement (PWS) are listed below. The Contractor is obligated to follow these publications current editions and as amended by the publisher to the extent necessary to accomplish requirements as specified in other sections of this PWS.

Publication No. Title Date

29 U.S.C § 791, et seq. and

42 U.S.C. § 12101, et seq.

Rehabilitation Act of 1973 and Americans with Disabilities Act of 1990, as amended by the Amendments Act of 2008

1973 & 1990 & 2008

DOD INSTRUCTION 1020.06 Establishing and Maintaining

Comprehensive Reasonable

Accommodation Policies

January 17, 2025

Defense Threat Reduction Agency Reasonable Accommodation Program

Handbook

November 22, 2024

4. Non-Personal Service

4.1 The Government shall neither supervise Contractor employees nor control the method by which the

Contractor performs the requirement.

4.2 The Contractor shall manage its employees and guard against any actions that are of the nature of personal services or give the perception of personal services.

4.3 It is the Contractor's responsibility to notify the Contracting Officer (KO) and the Contract Specialist

(CS) immediately if the Contractor believes that any actions constitute or are perceived to constitute personal services.

4.4 The Contractor shall provide proof of U.S. citizenship for all contracted employees prior to entering

DTRA sites.

5. Deliverable Submission

5.1 Disability Management Physician Assistant(s) (DMPA) Reasonable Accommodation Report attached, and all additional memos specified in the report.

6. Contract Data Requirements Lists (CDRLs)

6.1 The Contractor shall submit deliverables on time, complete and accurate for a given effort in accordance with (IAW) the Contract Data Requirements List(s) (CDRLs).

7. CDRL Standards

7.1 Deliverables shall be submitted on-time to meet the finalized COR approved schedule:

• A001: DMPA RA Report to be provided via DoD SAFE for each customer.

• A002: Provide Financial Report on the number of RA requests received and processed.

15 Working Days After (WDA), end of (EO).

• A003: Provide Closeout Funds Available for Deobligation Report 30 calendar days after date of award and each subsequent option year.

• A004: Contractor shall schedule and coordinate a kick-off meeting within ten (10) business days after contract award.