Attach_1_Performance_Work_Statement.pdf

Medical Support Services

Center for Domestic Preparedness (CDP)

Anniston, AL

Attachment 1

Performance Work Statement i

PERFORMANCE WORK

STATEMENT

MEDICAL SUPPORT SERVICES

Center for Domestic Preparedness Federal Emergency Management Agency Department of Homeland Security

January 6, 2015

Table of Contents

1.0 GENERAL

1.1 Scope

1.2 Background

1.3 Contractor Personnel

1.4 Security, Privacy, Safety and Proprietary Data

1.5 Period of Performance

1.6 Place of Performance

1.7 Kick-Off Meeting

1.8 Records and ReportS

1.9 Progress Meetings

1.10 General Report Requirements

1.11 Quality Assurance Surveillance Plan

1.12 General Information

2.0 APPLICABLE DOCUMENTS

3.0 GOVERNMENT DEFINITIONS ………………………………………………….…….. 15

3.1 Definitions ……………………………………………………………………………….15

3.2 Agency Acronyms ………………………………………………………………….……19

4.0 GOVERNMENT FURNISHED FACILITIES, PROPERTY, EQUIPMENT, MATERIAL AND

SERVICES

4.1 Government Furnished Property (GFP), Equipment and Material

4.2 Government-Furnished Facilities

4.3 Government-Furnished Equipment

4.4 Availability of Utilities

5.0 CONTRACTOR FURNISHED PROPERTY, SUPPLIES AND SERVICES

5.1 Contractor-Furnished Property, Equipment and Material

5.2 Contractor-Furnished Supplies

5.3 Contractor-- Furnished Telecommunications Devices …………………………………. 26

6.0 MANAGEMENT RESPONSIBILITIES

6.1 Quality Control System

6.2 Contractor Project Manager Responsibilities

6.3 Daily Operations Support

6.4 Special Tours

6.5 Quarterly ERP Exercises

6.6 All-Hazard Exercises

6.7 Continuity of Operations (COOP) Support

6.8 Sensitive But classified/For Official Use Only (FOUO) Information

6.9 Health Insurance Portability and Accountability Act of 1996 (HIPPA)

6.10 Personally Identifiable Information (PII) ……………………………………………... 30

6.10 Sensitive Personally Identifiable Information (SPII) …………………………………..30

7.0 CONTRACTOR TASKS

7.1 Medical Treatment Surveillance (Non COBRATF Medical Support)

7.2 COBRATF Medical Support

7.3 Blood Draws

7.4 Blood Analysis Laboratory Operations

1.0 GENERAL

1.1 Scope

The intention of this requirement is to obtain contracted medical support services to Department of Homeland Security (DHS), Federal Emergency Management Agency (FEMA), Center for

Domestic Preparedness (CDP) and its facilities located in Anniston, Alabama. This facility provides specialized advanced training to Federal, State, local and tribal emergency responders to prevent, deter, interdict, and respond to terrorist acts involving weapons-grade chemical and biological agents, radiological materials, and other hazardous materials. The Contractor shall provide all medical support services as identified in this performance work statement. The object of this procurement is to obtain reliable efficient and effective medical support services by applying a sound management and technical approach that will provide the best value and meet the objectives for medical support shown in this work statement.

Medical services include but are not limited to occupational health and medical surveillance;

emergency response to medical and trauma emergencies; laboratory operations to conduct Red

Blood Cell (RBC) Cholinesterase (ChE) testing; evaluation and stabilization of injured CDP employees and students; provide emergency stabilization and transport of students, contractors and federal staff resulting from an exposure to Chemical or Biological Agent(s) at the Chemical

Ordinance Biological Radiological Training Facility (COBRATF); and other medical emergencies to a designated local area medical facility.

This document is intended to be performance oriented and identified as a Performance Work

Statement (PWS). However, due to the hazards that could be encountered in preparation for and during the conduct of chemical and biological agent training, some tasks are specific and must be executed exactly as required in applicable procedures.

1.2 Background

The CDP is a federal entity (a component of the Department of Homeland Security). On March 1, 2003 CDP transitioned from Department of Justice (DOJ) to the Department of Homeland

Security (DHS). CDP was subsequently included in the new DHS Preparedness Directorate.

Enactment of the Post-Katrina Emergency Management Reform Act (PKEMRA) on April 1, 2007 resulted in the realignment of most DHS Preparedness Directorate functions to FEMA. FEMA established the National Preparedness Directorate (NPD) and aligned many of the former DHS

Preparedness Directorate functions into the NPD including CDP.

The CDP is a national training facility located in Anniston, Alabama that prepares Federal, state, local, territorial and tribal emergency response personnel to respond to all hazards, including terrorist attacks using weapons of mass destruction, by providing advanced, hands on training.

This national training program was developed for state, local, tribal, Federal, private sector and international responders from Fire Service, Law Enforcement, Emergency Medical Services, Emergency Management, HazMat, Public Health, Healthcare, Public Communications, Public

Works and Government Administrative and other emergency response personnel, their trainers and supervisors. Training courses provided by the CDP provide specific knowledge and expertise for deterrence, prevention, response, mitigation and recovery to Chemical, Biological, Radiological, Nuclear and Explosive (CBRNE) incidents; mass casualty incidents; and incidents involving hazardous materials by providing advanced, hands-on and classroom-based state of the art training. During FY- 13, the CDP trained a total of 46,873 students including 13,505 resident students, 5,610 non-resident and 27,758 indirect students.

The CDP occupies seven major areas of the former Fort McClellan, Alabama:

1) CDP Main Complex; Multi-Level Administrative Building, Building 61

2) CDP Advance Responder Training Complex (ARTC), Multi-Level Building

3) CDP Responder Lodging Complex (900 Area), Multi-Level Building

4) CDP Noble Training Facility (NTF), Building 490, Multi-Level Building

5) Chemical, Ordnance, Biological, and Radiological Training Facility (COBRATF)

6) Maintenance Building, Building 40

7) Truman Gym

This Performance Work Statement encompasses all activities required to provide medical support within the CDP enclave.

1.3 Contractor Personnel

1.3.1 Project Manager. The contractor shall provide an onsite Project Manager who shall be responsible for all contractor work performed under the resulting contract. The Project Manager is further designated as Key Personnel by the Government as set forth in the contract clause

HSAR 3052.215-70, Key Personnel or Facilities.

1.3.1.1 The Project Manager shall be a single point of contact for the Contracting Officer

(CO) and the Contracting Officer’s Representative (COR). It is anticipated that the Project

Manager shall be one of the senior level employees provided by the Contractor for this work effort. The name of the Project Manager, and the name(s) of any alternate(s) who shall act for the Contractor in the absence of the Project Manager, shall be provided as part of the

Contractor's proposal. During any absence of the Project Manager, only one alternate shall have full authority to act for the Contractor on all matters relating to work performed under the resulting contract.

1.3.1.2 The Project Manager shall be available to the COR via telephone at all times, 24/7. If the Project Manager will not be available by telephone, he/she shall notify the COR of the non-availability and identify an alternate. The Project Manager or designated alternate shall be available to meet with Government personnel at the designated CDP facility(s) within (30) minutes during normal working hours: Monday through Friday between 07:30 and 4:30, CST and within (2) hours of request outside normal working hours.

1.3.2 Qualified Personnel. The contractor shall provide qualified personnel to perform all requirements specified in this PWS. All contractor employees supporting this contract shall be citizens of the United States (international exceptions must receive a favorable DHS suitability determination prior to hiring action). Prior to assignment to the contract, the contractor shall submit a current résumé for all management and other key personnel if different from those personnel identified in the proposal. Any replacement of key personnel shall be subject to the

Contracting Officer's approval in accordance with the clause Homeland Security Acquisition

Regulation (HSAR) 3052.215-70, Key Personnel or Facilities.

1.3.2.1 The Government is not responsible for training contractor personnel. The contractor shall obtain written approval from the COR prior to providing training to contractor employees where a cost and subsequent charge to this contract is expected.

1.3.3 Contractor Licensing, Certification, and Specific Experience Requirements. Licenses required of the contractor to conduct business (i.e., local or state business licenses) shall be obtained prior to beginning work on this contract. Personnel licensing and certification shall be complete before that individual performs any work under this contract. The Contractor shall provide personnel that have the appropriate skill for their position. The degree of skill of individuals shall be commensurate with that required for the work.

1.3.4 Employee Identification. Contractor employees visiting Government facilities shall coordinate their visit at least 10 days in advance with the COR to obtain appropriate security clearance. Visiting Contractor personnel shall be issued a temporary visitor badge that shall be worn at all times while on CDP property. Visiting contractor employees shall comply with all

Government escort rules and requirements. See Section J, Attachment 5, CDP Visitor Policy.

1.3.4.1 Contractor employees working on-site at Government facilities shall wear a

Government issued identification badge and other precautionary attire as required by the

Government and is standard in the industry. All Contractor employees shall identify themselves as Contractors when their status is not readily apparent and display the

Government issued badge in plain view above the waist at all times when practicable.

1.3.5 Employee Conduct. Contractor’s employees shall comply with all applicable

Government regulations, policies and procedures (e.g., fire, safety, emergency response, sanitation, environmental protection, security, “off limits” areas, wearing of parts of military uniforms, possession of drugs and possession of weapons) when visiting or working at

Government facilities. The contractor personnel shall conform to conduct regulations contained in Subpart C, Part 265, Title 15 of the Code of Federal Regulations. The Contractor shall acknowledge training to employees regarding this issue with a confirmation signature of each employee when asked for by the Government.

1.3.6 Dress Code. All contractor trade personnel shall wear contractor furnished uniforms, acceptable to the COR, at all times while working. See Section J, Attachment 6, CDP Uniform

Policy Statement. Medical personnel shall easily be recognized by their attire. The Contractor shall acknowledge employee receipt of this information with confirmation signature of each employee when asked for by the Government.

1.3.7 Removing Employees for Misconduct or Security Reasons. The Government shall, at its sole discretion, direct the Contractor to remove any Contractor employee from CDP facilities for misconduct or security reasons. Removal does not relieve the Contractor of the responsibility to continue providing the medical support services required under this contract. The COR will provide the Contractor with a written explanation to support any request to remove an employee.

1.4 Security, Privacy, Safety and Proprietary Data

1.4.1 Security Clearance: Unclassified

1.4.2 Privacy Act. This agreement may require the Contractor employees to safeguard data in accordance with the Privacy Act (5 USC 522a).

1.4.3 Contractor User Security Agreement. The Contractor shall acknowledge that during the term of this requirement, all contractor employees shall be required to sign some form of

Contractor User Security Agreement. The Contractor agrees to have all Contractor employees sign the agreement. The Contractor shall further agree that they shall comply with this requirement at no cost to the Government. Contractor employees shall be required to complete

DHS, FEMA and/or CDP security specific training as directed by the Government.

1.4.4 Security Requirements (Non-classified Contracts). The Contractor shall provide the full names, social security numbers and dates of birth of all prospective contractor employees through the COR to the CDP Security Office at least three weeks prior to anticipated employment start date. Using the information provided, the Government will conduct applicable records checks and inform the Contractor of all favorable records checks. Those applicants whose local records are unfavorable are not eligible for employment with any DHS contractor. The contractor’s Human Capital/Resource office shall provide completed Contract

Fitness/Suitability Screening Request forms to the CDP Security Office for approved applicants.

The CDP Security Office will forward these forms to the FEMA Office of the Chief Security

Officer (OCSO) for processing. FEMA OCSO will initiate the prospective employee’s electronic background investigation process (eQIP) via email directly with each applicant. The

CDP Personnel Security Specialist will furnish instructions and assist each employee, as needed, in completing the on-line eQIP forms. When these forms are completed, the applicant must electronically release the documents for processing, and concurrently print and provide/submit the eQIP signature pages to the CDP Personnel Security Specialist for processing. The applicant will then be fingerprinted and that set of documents will be forwarded to the FEMA OCSO for processing. Once received/acknowledged by FEMA OCSO, the applicants may be issued a

CDP employee identification badge and begin employment. Background investigations will then be conducted by the Office of Personnel Management and results provided to the FEMA

OCSO and CDP Personnel Security Specialist. The CDP Personnel Security Specialist will provide final suitability determination notifications to the COR and Contractor. Should the final suitability determination for any employee be unfavorable, the Contractor shall immediately remove said employee from further employment on any DHS contract.

1.4.5 Safety Requirements. The contractor shall conduct operations in strict conformance with all Federal, State and local safety regulations, local ordinances, COBRATF policies and procedures, and applicable provisions of Part 29 of the Code of Federal Regulations (CFR) to include but not limited to 1910 of the Occupational Safety and Health Act. The contractor shall agree to take all reasonable steps and precautions to prevent accidents and preserve the life and health of students, contractor and Government personnel performing in any way under this contract. The contractor shall comply with all elements of Occupational Safety and Health

Administration (OSHA) safety and health standards and DHS, FEMA and CDP safety and health directives. All accidents/incidents shall be reported in accordance with (IAW) CDP-066-1-00

Accident Injury Reporting Procedures, section J, Attachment 8. If the Contractor fails or refuses to promptly comply with safety requirements, the Contracting Officer or designated representative may stop all or part of the work until corrective action has been taken.

1.4.5.1 Safety Program. Upon commencement of work under this contract, the Contractor shall implement a suitable safety program for employees performing work under this contract. This safety program shall be in writing, and a copy shall be furnished to the COR for approval within 10 calendar days after contract award. This detailed plan shall describe the Contractor's safety program and identify how it complies with federal and state

Occupational Safety and Health Acts and any other safety provisions within this contract.

1.4.5.2 Training. Each employee shall complete required training as mandated by regulatory agency standards (i.e., respiratory protection, blood borne pathogens, hazard communications, confined space, fall protection). The Contractor shall maintain a record of all training completed by contracted personnel and will facilitate access to these records for inspection purposes by the COR “and” or “or” inspections by outside regulatory agencies.

1.4.5.3 Risk Assessment. The Contractor shall perform and prepare a written risk assessment document for all employee related operations and work assignments under the scope of this contract. This risk assessment shall include a job hazard analysis (JHA) for each titled position, including but not limited to the following information: job title, job location, task description, hazard description, hazard controls, including required PPE, training required for each position, and date of analysis. Each job hazard analysis shall be reviewed at least every other calendar year to ensure changes to task description, hazard description, hazard controls and training requirements have not occurred. A written report of any changes will be provided to the COR.

1.4.5.4 Standard Operating Procedures. The Contractor shall develop and implement standard operating procedures (SOP) in writing to ensure that all operations under this contract are completed safely, with no adverse impact on the environment and meet all applicable international, federal, state and local regulations and standards. Copies of all SOPs shall be provided to the COR. These documents become the property of the Government.

1.4.5.5 The Contractor shall be responsible to determine which job classifications or specific tasks and procedures involve reasonably anticipated contact with blood or other potentially infectious materials and for providing protections of 29 CFR 1910.1030 to those employees.

The Contractor shall take into account all circumstances of potential exposure and determine which employees may come into contact with sharps, blood, or other potentially infectious materials during the normal cleaning of rooms/offices, stripping of beds, and handling of laundry from initial pick-up through laundering. The contractor shall include as part of its safety plan a program specifically addressing blood-borne pathogens, as it pertains to the likely exposures to employees.

1.4.5.6 The Contractor shall properly placard, label and/or mark all items including but not limited to: vehicles, storage areas, containers, materials, devices and structures as required by regulatory agencies to include: Occupational Safety and Health Administration

(OSHA), Department of Transportation (DOT), Alabama Department of Environmental

Management (ADEM), Environmental Protection Agency (EPA) and Nuclear Regulatory

Commission (NRC).

1.4.5.7 The Contractor shall notify the COR ten days prior to bringing any hazardous material/substance as defined by 29 CFR 1910, 29 CFR 1926 or 49 CFR 172.101 onto a CDP sponsored work/training site. The Contractor will ensure that all contract personnel, CDP employees, students and/or visitors exposed or potentially exposed to any material/substance meeting the definitions of the above referenced regulations are properly trained in accordance with 29 CFR 1910.1200 – Hazard Communication. Safety data sheets (SDS) for all materials/substances shall be maintained by the Contractor.

1.4.5.8 The Contractor shall dispose of spent fuels, batteries, tires, and other hazardous waste throughout the CDP campus excluding the COBRATF. All waste will be taken to an approved disposal area off-site. The Contractor shall pay all fees associated with the removal and disposal of hazardous waste. Any refunds gained by the Contractor will be credited to the

Government via invoice. The costs for this will be reimbursed to the Contractor under the cost reimbursable contract line item numbers (CLIN).

1.4.5.9 Safety Enforcement. If the Contractor fails to comply with safety requirements, the

Contracting Officer or their designated representative(s) may stop all or part of the work until corrective action has been taken. No part of the time lost due to any such order will be made the subject of a claim by the Contractor for extension of time or for reimbursement of excess costs or damages. The Contractor shall designate an on-site safety representative(s) who shall be available (on-call) twenty-four hours a day, seven days per week. The safety representative(s) shall have the authority to speak for and act for the Contractor in all safety related matters and shall be prepared to meet with Government personnel at a designated CDP facility within 30 minutes during normal working hours (Monday through Friday between 7:30 a.m. and 4:30 p.m.) and within 2 hours of request outside normal working hours.

1.4.6 Proprietary Data. In the performance of services under this agreement, the Contractor employees shall perform operations on data containing sensitive proprietary information. All inquiries regarding operation systems, data base controls and contents, passwords or other matters shall be referred to the COR.

1.4.7 Lock and Key Control. Keys, proximity cards, remotes, and security codes will be issued to the contractor as appropriate. The contractor shall receive, account for, and maintain all lock and key control items used within the scope of this contract. The number of keys issued will be limited to the minimum number required to meet requirement specified in this contract. The

Contractor shall develop a lock and key control plan for internal management of these items and submit the final written plan for COR approval within 30 days after contract award. This plan shall become a part of the contractor’s Quality Control Program.

1.4.7.1 Requests for key, proximity card, and remote transmitter duplication shall be reported to and approved by the COR. If approved, the key will be duplicated by the CDP Security

Contractor. The Contractor is not authorized to duplicate any key issued by the CDP. The

Contractor shall report loss or unauthorized duplication of Government issued access control items to the COR or designated representative within 2 hours of learning of the loss or duplication.

1.4.7.2 Should the security of any form of Government property or facility become compromised by the loss of a lock and key control item by contractor employees, the contractor shall be responsible for the cost of re- keying/coding of locks or lock/code replacement as determined appropriate by the COR. Recoupment of Government expense will be in the form of a dollar for dollar reduction of the monthly invoice charge to the

Government for non-fixed cost contract. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced at the expense of the contractor.

Recoupment of Government expense will be in the form of a dollar for dollar reduction of monthly invoice charged to the Government for non-fixed charge contracts.

1.4.7.3 Contractor employees shall not allow anyone the use of any Government access control item(s) in their possession. They shall not open locked rooms or areas to permit entrance by persons other than Contractor employees performing assigned duties. Any room found unlocked shall not be left unattended. The room shall be locked by Contractor personnel and/or the appropriate security personnel notified.

1.5 PERIOD OF PERFORMANCE

The period of performance will be as listed below. The total performance period inclusive of options is five years.

Phase-in Period: 1 Month

Base Period: 11 Months

Option 1: 12 Months

Option 2: 12 Months

Option 3: 12 Months

Option 4: 12 Months

In order to provide sufficient start-up time for training and transfer of records, the successful offeror will be given a one month phase-in period from July 1, 2015 through July 31, 2015. The incumbent contractor will be under contract through the transition period and be responsible for services during this time period. At the end of the one month period, the successful offeror will begin contract performance and assume full responsibility for services.

1.5.1 Phase-In/Orientation Period

1.5.1.1 The contractor shall become acquainted with all available information regarding difficulties that may be encountered and the conditions under which the work of this contract must be accomplished. The contractor will not be relieved from assuming all responsibility for properly estimating the difficulties and the cost of performing the services required because of failure to investigate the conditions or to become acquainted with all information concerning the services to be performed.

1.5.1.2 The contractor shall provide phase-in duties as described below. The contractor is expected to be at full performance at the completion of the phase-in period.

1.5.1.3 Become thoroughly familiar with work requirements and work procedures.

1.5.1.4 Finalize development of necessary work plans and procedures.

1.5.1.5 Complete personnel requirements including the hiring of personnel to assure satisfactory performance.

1.5.1.6 Obtain employment suitability clearances.

1.5.1.7 Complete training requirements.

1.5.1.7.1 All new employees: New Employee Indoctrination and CDP IT Security

Training. Each employee shall attend mandatory automated external defibrillator (AED) and cardio pulmonary resuscitation (CPR) training when scheduled by the Government.

Each employee shall receive all required training as designated by the JHA for the position hired before being allowed to begin work in that position. All personnel operating General Services Administration (GSA) vehicles as part of their job description shall attend defensive driving training developed and delivered by the Contractor prior to use of GSA vehicles; additionally, all personnel required to obtain Department of

Transportation (DOT) licenses as part of their job description shall do so prior to operation of GSA vehicles requiring such licenses as mandated by DOT regulations.

1.5.1.7.2 Each employee shall complete required training as mandated by regulatory agency standards. (i.e. respiratory protection, blood borne pathogens, hazard communications, fall protection). The Contractor shall maintain a record of all training completed by contracted personnel and will facilitate access to these records for inspection purposes by Government employees designated by the CO and/or inspections by outside regulatory agencies.

1.5.1.7.3 COBRATF specific: The following types of Government furnished employee training are required in order to perform under this contract at the COBRATF:

The Government will provide agent related training as necessary

The Government training will also include, but not be limited to, the following:

General indoctrination on chemical warfare agents

Physiological effects on the body and recognition of chemical warfare agents

The wear and use of chemical protective equipment

Self-aid and first aid for agent poisoning

Chemical detection, accident and incident procedures

Communications and emergency procedures

1.5.1.7.4 Records for Government furnished employee training at the COBRATF are maintained for the Government by the COBRATF Training Operations and Maintenance

Support contractor.

1.5.1.8 Finalize the development of site specific Quality Control Plans and procedures.

1.5.1.9 During the phase-in period, the Contractor's representative and the COR shall make an onsite, in-depth review of the total job requirements. The Contractor shall be allowed access to the facilities to familiarize supervisors, key personnel, and staff with equipment reporting, work scheduling and procedures (including operations, priorities, safety, security, etc.). Arrangements for access to the Government facilities shall be made with the COR.

1.6 Place of Performance

The primary place of performance shall be at the CDP located in Anniston, Alabama.

1.7 Kick-Off Meeting

The Contractor shall attend a Kick-Off Meeting with the Contracting Officer and the COR at a date to be determined within two weeks of the award date. The purpose of the Kick-Off Meeting, which shall be chaired by the Contracting Officer, is to discuss technical and contracting objectives of this contract and review the Contractor's draft project management plan. The Kick-

Off Meeting shall be held at the Government’s facility in Anniston, AL.

1.8 Records and Reports

The contractor shall prepare, maintain, and submit complete and accurate records, reports and logs in accordance with this Performance Work Statement, Federal Acquisition Regulations

(FAR) Part 45, other Federal requirements, and CDP policies or procedures. These daily, weekly, monthly, other recurring operating records, reports, logs, and other documents are specified as contract requirement submissions listed under Section J, Attachment 9.

1.8.1 Monthly Technical Progress Reports. A monthly technical progress report shall be submitted to the COR not later than the tenth (10) day of the month following the month being reported. The Monthly Technical Progress Report shall cover the period beginning with the first of the month and continuing through the end of the month, except for the partial period of the months the contract begins and ends. These reports shall be in narrative form; shall cover progress during the reporting period; and shall contain, at a minimum, the following information:

1.8.1.1 Progress made to date on the specific work to be accomplished (including statistical data).

1.8.1.2 A summary of the work in progress.

1.8.1.3 Problems and difficulties encountered including a summary of accident, incidents and near misses.

1.8.1.4 Previous problems and difficulties solved, including delinquent assignments.

1.8.1.5 Assistance or guidance required of the COR or the Contracting Officer.

1.8.1.6 Next work scheduled to be undertaken.

1.8.1.7 Work performed by the non-COBRATF medical team.

1.8.1.8 Work performed by COBRA medical team.

1.8.1.9 Work performed by the Blood Laboratory

1.8.2 Monthly Financial Reports. The Contractor shall furnish a Monthly Financial Report to the COR not later than the tenth (10) day of the month following the month being reported. The

Monthly Financial Report shall cover the period beginning with the first of the month and continuing through the end of the month, except for the partial period of the months the contract begins and ends. The financial report shall show Monthly Expenditures, Expenditures to Date, and the Balance Remaining.

1.8.3 During the course of the contract, it is possible that additional reports will be required. If such needs do occur, the Contracting Officer will provide the Contractor with the specifics and the change will be issued as a modification to the contract.

1.9 Progress Meetings

The Project Manager shall be available to meet with the COR upon request to present deliverables, discuss progress, exchange information and resolve emergent technical problems and issues. These meetings shall take place at the Government's facility or at other mutually agreeable facilities.

1.9.1 Regular Periodic Status Meetings shall be held between the Government and the contractor. The status meetings shall alternate in subject and may be attended by the Project

Manager, CO, and the COR. The meeting agenda shall include: service requests, project work, or any other subject desired by the contractor or Government. The purpose of these meetings shall be to discuss and record status of projects and to make decisions on priority for projects. The

Project Manager and the COR shall invite any CDP personnel or contractor employees they deem necessary for the meetings. Written minutes of these meetings, prepared by the contractor, shall be signed by the Project Manager and delivered to the COR within five working days for review and approval.

1.9.2 Performance Evaluation Meetings. The contractor's representatives shall meet with the

COR weekly during the first month of the contract. Thereafter, meetings will be held on a monthly basis. A mutual effort will be made to resolve all problems. Written minutes of these meetings, prepared by the contractor, shall be signed by the Project Manager and the COR and delivered to the COR within five working days for review and approval.

1.10 General Report Requirements

The Contractor shall provide all written reports in electronic format using applications that are compatible with CDP Standard Workstation (Windows XP and Microsoft Office Applications).

1.11 Quality Assurance Surveillance Plan

A Quality Assurance Surveillance Plan (QASP) is provided under Section J, Attachment 2. In general, the QASP sets forth the expected outcomes (objectives) of the contract, the service(s) required of the Contractor to achieve the objectives and a performance standard per outcome.

The QASP is not an exclusive remedy and inclusion of the QASP does not preclude the

Government from using any other remedy available by law or contract terms, including reductions in payment in accordance with any clause for inspection of services.

1.12 General Information

1.12.1 Workmanship. All workmanship shall meet or exceed the standards specified herein and shall be accomplished in conformance with approved and accepted standards of the industry, Federal, State and local standards.

1.12.2 Working Hours. For the purposes of this contract, the Government’s regular (normal) working hours for administrative staff ranges from 7:30 a.m. to 4:30 p.m. CST Mondays through

Fridays, except Federal holidays and facility closures due to inclement weather. Medical support staff hours vary based on course program of instruction and individual course schedules; and, may include weekends, holidays, and nightshifts.

1.12.3 Federal Holidays: The Contractor may be required to provide normal operating service on the following holidays if performance of work is required: New Year’s Day, Martin Luther

King Jr. Day, President’s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Thanksgiving Day, and Christmas Day. The working hours may be extended beyond the regular hours due to unforeseen weekend/holiday emergency on-call services, and any other program support related to CDP’s mission and goals. The contractor shall be required to work Veteran’s

Day.

1.12.4 Emergency Planning, Response, and Recovery. Emergency situations include, but are not limited to: biological incidents, nuclear/radiological incidents, cyber incidents, hazardous material incidents, COBRATF accident/incident involving chemical agent, bomb threats, utility interruptions, fire, accident and rescue operations, labor disputes and strikes, terrorist or criminal incidents, civil disturbances and natural disasters such as earthquakes and incapacitating storms and floods. The Government must be able to respond to such events without undue delay and impact on operations. In the event of emergency situations the contractor shall provide additional labor, at the discretion of the CO/COR to protect Government property and personnel.

Contractor participation in emergency planning, response, recovery and exercises shall be mandatory regardless of scheduled contractor work.

1.12.5 The CDP is responsible for responding to emergency situations on campus. Emergency situations include, but are not limited to: threats or acts of terrorism, major disasters, weather events, COBRATF events and other emergencies outlined in the Center for Domestic

Preparedness Emergency Operation Plan (EOP) under Section J, Attachment 10.

1.12.5.1 In the event of an emergency situation, the contractor will, at the direction of the

Contracting Officer, perform work beyond the scope of the contract until the situation has been returned to normal operations. The type and quantity of resource support is dependent on the type and magnitude of event, emergency or disaster.

1.12.5.2 The contractor shall provide timely response and recovery support with appropriate resources to meet the requirements of the CDP COBRATF Incident Management Program

(IMP) Plan under Section J, Attachment 11; Emergency Operations Plan (EOP) under

Section J, Attachment 10; National Response Framework (NRF); and, National Incident

Management System (NIMS).

1.12.5.3 The contractor shall establish and maintain the capability to respond to all on-site quarterly Emergency Response Planning (ERP) exercises, and COBRATF chemical surety inspections. The COR and Assistant Director, COBRATF, will provide necessary guidance for response to these events.

2.0 APPLICABLE DOCUMENTS

2.1 Occupational Safety and Health Administration (OSHA) Regulations (www.osha.gov)

2.2 Federal Emergency Management Agency (FEMA) Directives (www.fema.gov)

2.3 Environmental Protection Agency (EPA) Regulations (www.epa.gov)

2.4 Chemical, Ordnance, Biological, and Radiological Training Facility (COBRATF)

Standards Document

2.5 Department of Homeland Security (DHS) Directives (www.dhs.gov)

2.6 Homeland Security Presidential Directives (HSPD) (www.dhs.gov)

2.7 National Response Framework (NRF) (www.fema.gov/pdf/emergency/nrf/nrf-core.pdf)

2.8 National Incident Management System (NIMS)

(www.fema.gov/pdf/emergency/nims/NIMS_core.pdf)

2.9 Alabama Department of Environmental Management (ADEM) Regulations

(www.adem.state.al.us)

2.10 Contractor/Employee Reliability Program (CERP) Procedures for the Chemical, Ordnance, Biological, Radiological Training Facility

2.11 Health Insurance Portability and Accountability Act of 1996 (HIPAA)

(www.cms.hhs.gov)

2.12 Red Blood Cell-Cholinesterase Testing and Quality Assurance, Department of the Army, Occupational and Environmental Health Technical Bulletin (TB) Number MED 590

(www.army.mil)

2.13 7 CFR 331 Possession, Use and Transfer of Select Agents and Toxins, 01/01/2008

(http://ecfr.gpoaccess.gov)

2.14 9 CFR 121 Possession, Use and Transfer of Select Agents and Toxins, 01/01/2008

(http://ecfr.gpoaccess.gov)

2.15 42 CFR 73 Select Agents and Toxins, 11/01/2008 (www.army.mil)

2.16 AR 385-10 The Army Safety Program, 07/11/2008 (www.army.mil)

2.17 AR 50-1 Biological Surety, 07/28/2008 (www.army.mil)

http://www.fema.gov/pdf/emergency/nrf/nrf-core.pdf) http://www.fema.gov/pdf/emergency/nims/NIMS_core.pdf) http://www.fema.gov/pdf/emergency/nims/NIMS_core.pdf) http://www.fema.gov/pdf/emergency/nims/NIMS_core.pdf)

2.18 AR 190-17 Biological Select Agents and Toxins Security Program, 09/06/2006

(www.army.mil)

2.19 DA PAM 385-69 Biological Defense Safety Program, 12/31/1993 (www.army.mil)

2.20 Biosafety in Microbiological and Laboratories (BMBL), 5

th

Edition (www.cdc.gov)

3.0 GOVERNMENT DEFINITIONS

3.1 Definitions

Where “as shown, ” “as indicated,” “as detailed” or words of similar import are used, it shall be understood that reference is made to this specification and any drawings accompanying this specification unless stated otherwise.

Where “as directed,” “as required,” “as permitted,” “approval,” “acceptance,” or words of similar import are used, it shall be understood that direction, requirement, permission, approval, or acceptance by the Contracting Officer/Contracting Officer’s Representative is intended unless stated otherwise.

Code of Federal Regulations (CFR): The codification of the general and permanent rules and regulations published in the Federal Register by the executive departments and agencies of the

Federal Government of the United States. The CFR is published by the Office of the Federal

Register, an agency of the National Archives and Records Administration (NARA).The CFR is divided into 50 titles that represent broad areas subject to Federal regulation.

Contract Discrepancy: A failure of the Contractor to perform in accordance with contract requirements and specifications. A contract discrepancy may result from a failure of the

Contractor to provide, or provide on time, the required contract products or services, or it may result because delivered products or services did not meet specified contract standards.

Contract Discrepancy Notice: A formal, written documentation of Contractor nonconformance or lack of performance for contracted work.

Contract Discrepancy Response: A response that the Contractor is required to make when notified by a Contract Discrepancy Notice that performance is unsatisfactory.

Contract Non-Compliance: A failure of the Contractor to perform in accordance with contract requirements and specifications. A contract discrepancy may result from a failure of the

Contractor to provide, or provide on time, the required contract products or services, or it may result because delivered products or services did not meet specified contract standards.

Contracting Officer (CO): The Contracting Officer is a person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings.

Contracting Officer’s Representative (COR) : A person appointed by the Contracting Officer to monitor performance, evaluate work, provide technical direction and inspect and accept completed work for the Government.

Contractor: The term contractor as used herein refers to both the prime contractor and any subcontractors. The prime contractor shall ensure that his/her subcontractors comply with the provisions of this contract. Nonconformance by the subcontractor is reflected upon the prime contractor and will be treated as a deficiency of the prime contractor.

Contractor Furnished Items: Except for items specifically stated to be Government furnished, the

Contractor shall provide all materials, parts and equipment for the operation, maintenance and repair, replacement of the facilities, systems and equipment.

Contractor Quality Control: The system established by the contractor and approved by the

Government which enables the contractor to provide control of contractor personnel and insure the Contractor that the terms and conditions of the contract are being met. The Government uses the approved Contractor Quality Control Plan to develop a Quality Assurance Surveillance Plan

(QASP).

Corrective Action Request (CAR): A written request issued by the COR or Quality Assurance

Evaluators to the contractor when performance is deemed unsatisfactory. The CAR requires the contractor to explain, in writing, within five (5) days, why performance is unsatisfactory, how performance will be returned to satisfactory levels, and how reoccurrence of the problem will be prevented in the future.

Federal Acquisition Regulations (FAR): Title 48 of the Code of Federal Regulations (CFR) governing acquisition procedures of supplies and services for most Federal agencies. The FAR has force and effect of law.

Fiscal Year: A period of 12 months beginning October 1 and ending September 30 of the following year. The fiscal year is designated by the calendar year in which it ends.

Frequency of Service.

Annual (A). Services performed once during each 12-month period of the contract at intervals of

345 to 385 days.

Semi-Annual (SA). Services performed twice during each 12-month period of the contract at intervals of 160 to 200 calendar days.

Quarterly (Q). Services performed 4 times during each 12-month period of the contract at intervals of 80 to 100 calendar days.

Monthly (M). Services performed 12 times during each 12-month period of the contract at intervals of 28 to 31 calendar days.

Weekly (W). Services performed 52 times during each 12-month period of the contract at intervals of 6 to 9 calendar days.

Government: The term Government as used herein includes the Contracting Officer, COR and the CDP.

Government Furnished Property (GFP): Property in the possession of, or directly acquired by, the Government and subsequently furnished to the Contractor 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 Administrator: An authorized representative of the Contracting Officer appointed in accordance with agency procedures, responsible for administering the contract requirements and obligations relating to Government property in the possession of a

Contractor.

Government Quality Assurance: The process used by the Government to confirm, through some objective evaluation method, that the quantity and quality of goods and services received from the contractor conforms to the requirements of the contract.

Performance Requirements Summary (PRS): Performance requirements are defined in this contract to mean results or goals to be achieved. The requirements have been purposefully defined to give the contractor sufficient latitude in how it will achieve these results.

Preventive Maintenance (PM): Preventive maintenance is the planned, scheduled, periodic inspection, adjustment, cleaning, lubrication, parts replacement, and minor repair (no larger than trouble call scope) of equipment and systems for which a specific operator is not assigned.

Preventive Maintenance (PM) consists of many check-point activities on items that if disabled, would interfere with an essential center operation, endanger life or property, or involve high cost or long lead time for replacement.

Qualified Personnel: "Qualified" is defined here to mean having the requisite educational and work experience that can reasonably be expected to enable the person to perform satisfactorily under this contract.

Quality Assurance (QA): A method used by the Government to provide some measure of control over the quality of purchased goods and services received.

Quality Assurance Evaluator (QAE): An individual, who is appointed by the Contracting

Officer, responsible for conducting contracting evaluations to ensure contract standards are achieved.

Quality Assurance Surveillance Plan (QASP): The Government owned document stating the methodology used to measure and evaluate contractor performance. This document is developed from the approved Quality Control Plan provided by the Contractor (see definition herein). This is a living document and can change several times throughout a contract period of performance. If the QASP requires a change in services or a clarification within the scope of work, this will be brought to the CO attention and a unilateral or bilateral modification will be issued to include the change.

Quality Control: Those management functions including, but not limited to, training, procedures, inspections, and tests necessary to ensure that Contractor products and services conform to contract requirements, specifications and standards.

Quality Control Plan (QCP): The plan developed and provided by the Contractor with the proposal or bid or within 10 days of contract award which provide the method in which the contractor will control the performance and quality of the contract requirements. This plan will include all necessary measures/checks taken by the Contractor to ensure that the quality of an end product or service will meet the contract requirements regarding timeliness, accuracy, appearance, and conformity to appropriate standards and specifications. The QAP will be utilized for the Government to develop a QASP which is defined herein.

Response Time: Response time is defined as the time allowed the contractor after initial notification of a work requirement to be physically on the premises at the work site, with appropriate tools, equipment, and materials, ready to perform the work required.

3.2 Agency Acronyms

ADEM: Alabama Department of Environmental Management

ALS: Advance Life Support

APHC: Army Public Health Command (formerly USACHPPM)

APO: Accountable Property Officer

AQL: Acceptable Quality Level

CAP: Contractor Acquired Property

CAR: Corrective Action Request

CDP: Center for Domestic Preparedness

CERP: Contractor/Employee Reliability Program

CFR: Code of Federal Regulations

ChE: Cholinesterase

CLIA: Clinical Laboratory Improvement Amendment

CO: Contracting Officer

COB: Close of Business

COBRATF: Chemical, Ordnance, Biological, Radiological Training Facility

COOP: Continuity of Operations

COR: Contracting Officer’s Representative

COTS: Commercial Off-The-Shelf

CY: Calendar Year

DHS: Department of Homeland Security

DOJ: Department of Justice

DOT: Department of Transportation

EOP: Emergency Operation Plan

EPA: Environmental Protection Agency

FAR: Federal Acquisition Regulation

FBI: Federal Bureau of Investigation FEMA: Federal Emergency Management Agency

FOUO: For Official Use Only

FY: Fiscal Year

GFE: Government Furnished Equipment

GFP: Government Furnished Property

GOCO: Government Owned Contractor Operated

GPA: Government Property Administrator

GSA: General Services Administration

HIPAA: Health Insurance Portability and Accountability Act

HSAR: Homeland Security Acquisition Regulations

HSPD: Homeland Security Presidential Directives

IAW: In Accordance With

IMP: Incident Management Program

IOP: Internal Operating Procedure

MLT: Medical Laboratory Technician

NIMS: National Incident Management System NLT: No Later Than

NMT: No More Than

NPD: National Preparedness Directorate

NRF: National Response Framework

OSHA: Occupational Safety and Health Administration

PDMI: Potentially Disqualifying Medical Information

PII: Personally Identifiable Information

PM: Project Manager

PRS: Performance Requirement Summary

PWS: Performance Work Statement

QA: Quality Assurance

QAP: Quality Assurance Plan/Program

QAE: Quality Assurance Evaluator

QASP: Quality Assurance Surveillance Plan

QC: Quality Control

QCP: Quality Control Plan/Program

RBC: Red Blood Cell

SDS: Safety Data Sheet

SOP: Standard Operation Procedure

SPII: Sensitive Personally Identifiable Information

USAPHC: United States Army Public Health Command

USC: United Stated Code

USPS: United States Postal Service

WMD: Weapons of Mass Destruction

4.0 GOVERNMENT FURNISHED FACILITIES, PROPERTY, EQUIPMENT,

MATERIAL AND SERVICES

4.1 Government Furnished Property (GFP), Equipment and…