Attachment 1 RCP PWS 07.13.2020.docx

Attachment 1

Department of Defense Defense Health Agency – Performance Work Statement –

Recovery Coordination Program

Deputy Assistant Director of Medical Affairs Clinical Support Division

Solicitation Number:

Version: 1 Date: July 13, 2020

PART 1

1.0 GENERAL INFORMATION

1.1 This is a non-personal services contract to provide professional, administrative, and management support for the Recovery Coordination Program (RCP). Specifically, to provided support for Transition of Care Interagency System Support (currently implementing the Department of Defense –Case Management System (DOD-CMS)); Caregiver Support; Education and Employment Initiative (E2I); Operation Warfighter (OWF) Internships; the National Resource Directory (NRD); Military Adaptive Sports Program (MASP); and Warrior Games coaching support. The government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.2 Description of services/introduction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform professional, administrative, and management support activities for the RCP as defined in this Performance Work Statement (PWS) except for those items specified as government furnished property and services. The contractor shall perform to the standards in this performance work statement.

1.3 Background: In May 2007, DoD and the Department of Veterans Affairs (VA) established a Senior Oversight Committee (SOC), chaired by the Deputy Secretaries of the two Departments, to address concerns related to the treatment of wounded, ill, and injured recovering service members of the Armed Forces and veterans and to serve as a central point of contact for strategies pertaining to the recovery, rehabilitation, and reintegration of these services. The SOC established eight lines of action for the Department and proceeded to implementing more than 500 recommendations from six major studies, and the FY 2008 – FY 2012 National Defense Authorization Acts.

The warrior care programs originated and were formalized when Congress passed the National Defense Authorization Act for FY 2008 (Public Law 110-181, pp. 1152-1172), with the intent that it, “…advances the care, management, and transition of recovering service members, enhances health care and benefits for families, and begins the process of fundamental reform of the Department of Defense and Department of Veterans Affairs disability evaluation systems.” (FY2008 NDAA, p. 1152). The bipartisan NDAA, “…also includes, in particular, many recommendations of the President’s Commission on Care for America’s Returning Wounded Warriors.” (FY2008 NDAA, p. 1152).

“In response to Public Law 110-181, the Office of Transition Policy Care and Coordination (TPCC) was established by the Under Secretary of Defense for Personnel and Readiness (USD [P&R]) in November 2008. The TPCC’s mission was to ensure equitable, consistent, high-quality care coordination, and transition support for members of the Armed Forces, including wounded warriors and their families through appropriate interagency collaboration, responsive policy, and effective program oversight. (USD [P&R] Memo, 19 Dec 2008).

“In October 2009, the TPCC’s name changed to the Office of Wounded Warrior Care and Transition Policy. In October 2012, the Office of Wounded Warrior Care and Transition Policy realigned to the Office of the Assistant Secretary of Defense (Health Affairs) (ASD[HA]), and it was re-designated as the Office of Warrior Care Policy.”

Upon realignment in October 2012, the Deputy Assistant Secretary of Defense for the Office of Warrior Care Policy (OWCP) had operational oversight for the Warrior Care Policy (WCP), and the Warrior Care Program Division was aligned under the J3 (ADCON) upon establishment of the DHA.

In January 2017, the politically-appointed position of DASD (WCP) was not filled by the new Administration, and so the warrior care portfolio, to include the associated HA positions, was realigned under the Deputy Assistant Secretary of Defense for Health Service Policy & Oversight (DASD [HSP&O]). The Warrior Care Program, as a separate division within DHA J3, was disestablished in October 2017 (Decision Memorandum on the Disestablishment of the Warrior Care Division (WCD), J3) and now resides with the Deputy Assistance Director of Medical Affairs (DADMA) under the Clinical Support Division (CSD).

Medical Affairs, Clinical Support Division oversees, monitors, and reports on the accessibility, utilization, and performance of DoD and Service-led warrior care programs; develops instructions and procedures to ensure proper performance and on-going process improvements of these programs; and, in certain circumstances, executes and provides direct support of certain portions of such programs that are designed to assist recovering and transitioning military Service members and support military families to meet their needs and achieve their goals. These programs are defined as the Recovery Coordination Program and include:

· (PWS 5.13) Caregiver Support: Implemented to provide resources and information exclusively for caregivers who assist wounded, ill, or injured (WII) Service members with activities of daily living (ADL). Through the use of PEER Support Coordinators (PSC), Caregiver PEER Forums and Caregiver Resource Directory (CRD) (available via web (downloadable PDF) (PWS 5.13.1).

· (PWS 5.14) Transition of Care Interagency Support System (TOCISS): Currently implementing the Department of Defense –Case Management System (DOD-CMS). This is an online tool that automates the comprehensive recovery plan (CRP) workflow and reporting for the military departments Recovery Care Coordinators (RCC). The CRP identifies the Service members’ and families’ goals and resources needed and allows the military departments RCC to use the plan to guide Service members and their families to recovery. The goal of this online tool is to provide for secure, web-based access to all care management, a comprehensive needs assessment, and a comprehensive recovery plan.

· (PWS 5.15) Education and Employment Initiative (E2I): Implemented to assist wounded, ill, and injured Service members early in their recovery process to identify their skills and match those skills with the education and career opportunities that will help them successfully transition to civilian life. This initiative provides regional coordinators, located in 10 Regions (see PWS 5.16.2) throughout the United States, that work with the WII Service members to identify skills, career opportunities that match those skills, and determine educational requirements for a desired career path. Regional coordinators establish and maintain relationships with private, public, and nonprofit sector employers interested in helping place wounded, ill, and injured Service members into new careers thus creating strategic partnerships with employers from a vast spectrum of industries. They also collaborate with educational programs that provide training, certifications, and licenses necessary for future careers thus assisting both the employers and the Service members in making a successful career choices.

· (PWS 5.16) Operation Warfighter (OWF): Is a Department of Defense internship program implemented to match qualified wounded, ill, and injured Service members with non-funded federal internships in order for them to gain valuable work experience during their recovery and rehabilitation. This program provides regional coordinators, located in 10 Regions (see PWS 5.16.2) throughout the United States, that work with the wounded, ill, and injured Service members to explore potential career interests, build a resume, and provide opportunities for additional training, experience, and networking. This process assists with the Service members’ reintegration to duty or transition into the civilian work environment where they are able to employ their newly acquired work experiences and skills.

· (PWS 5.17) National Resource Directory (NRD): Is a United States Government inter-agency web portal implemented for Wounded Warriors, Service Members, Veterans, their families and caregivers. It provides information and links to thousands of national, state, and local resources.

· (PWS 5.18) Military Adaptive Sports Program (MASP): provides opportunities for wounded, ill, and injured Service members to participate in individualized physical and cognitive activities outside of traditional therapy settings, to promote recovery and physical fitness and encourage new opportunities for growth and achievement. MASP is executed at three major Medical Treatment Facilities. Site Coordinators facilitate daily activities, access to community-based events and resources, sports camps, and clinics. In addition, Regional Coordinators are available at MTFs and installations across the country. The Regional Coordinators work within the military services’ wounded, ill, and injured programs including: US Army Warrior Care Transition Program (WCT); U.S. Navy Wounded Warrior-Safe Harbor (NWW); U.S. Air Force Wounded Warrior Program (AFW2); U.S. Marine Corps Wounded Warrior Regiment (USMC WWR); and U.S. Special Operations Command (USSOCOM) Warrior Care Program (Care Coalition).

· (PWS 5.19) Warrior Games Coaching Support: Established by the DOD in 2010 as a way to enhance the recovery and rehabilitation of wounded, ill, and injured service members and expose them to adaptive sports. Warrior Games provide a competitive opportunity across service branches, as a component of reconditioning, for wounded, ill and injured service members to demonstrate the results of their ongoing physical activity and training. Warrior Games, although important, are designed to be a catalyst that provides for impactful, ongoing physical activity at the installation and community level.

1.4 Objectives: The contractor shall provide services for program management and administrative support for the RCP programs to include: Caregiver Support; Transition of Care Interagency Support System (currently implementing the Department of Defense –Case Management System (DOD-CMS)); Education and Employment Initiative (E2I); Operation Warfighter (OWF) Internships; the National Resource Directory (NRD); Military Adaptive Sports Program (MASP); and Warrior Games coaching support. Administrative and programmatic support includes, but is not limited to, the following:

· Operational monitoring, evaluation, and documentation of program performance, coordination with internal and external organizations and federal agencies to synchronize and expand services and dissemination of program information.

· Studies, data analysis, and analytical reporting.

· Administrative support to include meeting planning and coordination, mail services, maintaining rosters, and suspense logs.

· Provide instructional guidance to Recovery Care Coordinators to access the Transition of Care Interagency Support System (currently implementing the Department of Defense –Case Management System (DOD-CMS)), to support the transition of care.

· Records Management (hardcopy and electronically)

· Website content management and information technology strategy, planning architecture analysis, management and metrics, quality assurance, develop and recommend information management solutions, recommend information management structure measures, goals, and improvement processes.

· Provide administrative support for the Transition of Care Interagency Support System (currently implementing the Department of Defense –Case Management System (DOD-CMS)),

· Provide technical and administrative support for the NRD to include but not limited to content management, review of Operational Change Request (OCR), Independent Verification and Validation (IV & V), and Government Acceptance Testing (GAT).

1.5 Scope: Provide professional, administrative, management, and general management consulting services to support the RCP. Services include Transition of Care Interagency Support System (currently implementing the Department of Defense –Case Management System (DOD-CMS)); Caregiver Support; Education and Employment Initiative (E2I); Operation Warfighter (OWF) Internships; National Resource Directory (NRD); Military Adaptive Sports Program (MASP); and Warrior Games coaching support. The contractor shall accomplish all task as described in PWS Part 5, Specific Tasks. As the DHA meets all current and future legislative mandates, such as National Defense Authorization Act (NDAA) 2017; designated programs, organizational structures and/or program names may change and future work found to be within scope to such legislative mandates may warrant modifications to the contract.

1.6 Period of Performance (PoP): The period of performance shall be for a one (1) year base period with four (4) one (1) year option periods.

1.6.1 Transition: Transition-in/transition-out period.

1.6.1.1 Transition-in period. There is a scheduled 30 day transition in period. The contractor shall provide a transition-in plan to include, but not limited to:

· Demonstration of a reasonable and realistic approach for assuming full contractual responsibility without disruption or degradation of performance during the transition in period including how the contractor plans to staff all positions within the 30 day transition in period,

· Explanation how the offeror intends to plan for efficient collaboration, coordination and communications, and show the offeror’s ability to lower and mitigate risks to minimize disruption of the Recovery Care Program,

· Approach to ensuring that DHA’s Information Assurance (IA) requirements are met during the transition period.

· Understanding of the key challenges,

· Planned approach for transitioning from the incumbent contractor to the new contractor; including knowledge, transfer or business and/or technical documentation, Government Furnished Information, government keys, ID/acess cards, security codes, hardware warranties, software licenses, processes, content, etc.

· Government-approved training and certification process,

· Orientation phase and program to introduce Government personnel, programs, and users to the Contractor’s team, tools, methodologies, and business processes,

· Applicable DHA briefings and personnel in-processing procedures,

· Coordinate with the Government to account for government keys, ID/access cards, and security codes.Illustrate how the transition will progress from phase to phase, identify exit criteria for each phase,key decision points and milestones, and

· Include a high-level project plan in Gantt chart form, for the proposed project, depicting your implementation approach, including: schedule, work streams, activities, duration, milestones and dependencies.

1.6.1.1.1 The contractor shall comply with transition-in requirements of the DHA, as listed in paragraph 1.11.1, for contractors needing to be issued Common Access Card (CAC) identification, including Department of Defense (DoD)- and DHA-directed training and forms submission, prior to network access.

1.6.1.2 Transition-out period. The contractor will be responsible for the entire performance of PWS tasks until the period of performance end date. All transition-out activities will run concurrent to normal PWS task performance. The transition-out plan shall facilitate the accomplishment of a seamless transition from the incumbent to an incoming contractor/Government personnel at the expiration of the contract. The contractor shall provide a transition-out plan (Deliverable 2) within six months of the end of the contract or option period if the next option is not to be renewed by the Government. In accordance with the Government-approved plan, the contractor shall assist the Government in implementing a complete transition from the incumbent to the incoming contractor. This shall include formal coordination with Government staff and successor staff. The Transition-out Plan shall include, but not limited to:

· Coordination with Government representatives;

· Review, evaluation, and transition of current support services;

· Transition of historic data and information to new contractor;

· Transition of data rights (PWS Section 1.13) and data transfer;

· Government approved training and certification process;

· Transfer of hardware warranties and software licenses (if applicable);

· Transfer of all necessary business and/or technical documentation;

· Orientation phase and program to introduce Government personnel, programs, and users to the Contractor’s team, tools, methodologies, and business processes;

· Applicable DHA briefings and personnel out-processing procedures;

· Turn in of government keys, ID/access cards, and security codes.

1.6.1.2.1 The contractor shall comply with transition-out requirements of the DHA for contractors who have been issued a CAC or who generate “records”, as defined by DoD (records manual), including DoD- directed disposition of records, and others displayed on the In/Out (I/O) Processing Portal.

1.7 Administrative specifications

1.7.1 Place of performance: The work shall be performed at Government facilities within the National Capital Region (NCR) (currently Alexandria, VA, and the Pentagon, but are subject to change during performance within the NCR) except as specified in the following bulleted paragraphs. The NCR encompasses Washington DC; Montgomery and Price George’s Counties of Maryland; Arlington, Fairfax. Loudon, and Prince William counties in Virginia and the incorporated cities of Alexandria, Falls Church, Fairfax, and Manassas in Virginia. Alternate work sites, such as subordinate agency locations in the National Capital Region and or teleworking, may be approved on a case by case basis by the CO, with recommendation by the COR. In the case of unanticipated Government worksite closings, contractor employees shall follow their company’s internal guidance.

· In support of Caregiver Support (PWS 5.13), the Contractor shall provide all support services necessary to perform to the specification of this PWS at the following locations; which are subject to change based on program needs: Region 1(Northeast): Fort Drum, NY; Region 2 (NCR): Alexandria, VA; Region 3(Mid Atlantic): Fort Bragg, NC/Camp Lejeune, NC; Region 4 (Southeast): Ft Benning, GA/Ft Stewart, GA; Region 5 (South Central): Fort Hood, TX; Region 6 (South): Joint Base San Antonio, TX; Region 7 (Midwest): Fort Campbell, KY; Region 8 (Great Plains/Rocky Mt.): Fort Carson, CO; Region 9 (Northwest): Joint Base Lewis-McChord (JBLM), WA); Region 10 (Southwest): Naval Medical Center San Diego, CA .

· In support of the Education and Employment Initiative (E2I) (PWS 5.15), the contractor shall provide support services necessary to perform to the specification of this PWS at the following locations; which are subject to change based on program needs: Region 1(Northeast): Fort Drum, NY (States supported in Region 1: CT, MA, ME, NH, NJ, NY, PA, RI, VT); Region 2 (NCR): Alexandria, VA (States supported in Region 2: DE,DC, MD, VA; Region 3(Mid Atlantic): Fort Bragg, NC/Camp Lejeune, NC (States supported in Region3: NC, SC, VA, WV); Region 4 (Southeast): Ft Benning, GA/Ft Stewart, GA (States supported in Region 4: AL, FL, GA, MS, PR); Region 5 (South Central): Fort Hood, TX (States supported in Region 5: AR, MO, OK, TX); Region 6 (South): Joint Base San Antonio, TX (States supported in Region 6: LA, NM, TX); Region 7 (Midwest): Fort Campbell, KY(States supported in Region 7: IA, IL, IN, KY, MI, MN, OH, TN, WI; Region 8 (Great Plains/Rocky Mt.): Fort Carson, CO (States supported in Region 8: CO, KS, ND, NE, SD, UT, WY); Region 9 (Northwest): Joint Base Lewis-McChord (JBLM), WA (States supported in Region 9: AK, ID, MT, OR, WA); Region 10 (Southwest): Naval Medical Center San Diego, CA (States supported in Region 10: AZ, CA, HI, NV) .

· In support of the Operation Warfighter Internship (PWS 5.16), the contractor shall provide support services necessary to perform to the specification of this PWS at the following locations; which are subject to change based on program needs: Region 1(Northeast): Fort Drum, NY (States supported in Region 1: CT, MA, ME, NH, NJ, NY, PA, RI, VT); Region 2 (NCR): Alexandria, VA (States supported in Region 2: DE,DC, MD, VA; Region 3(Mid Atlantic): Fort Bragg, NC/Camp Lejeune, NC (States supported in Region3: NC, SC, VA, WV); Region 4 (Southeast): Ft Benning, GA/Ft Stewart, GA (States supported in Region 4: AL, FL, GA, MS, PR); Region 5 (South Central): Fort Hood, TX (States supported in Region 5: AR, MO, OK, TX); Region 6 (South): Joint Base San Antonio, TX (States supported in Region 6: LA, NM, TX); Region 7 (Midwest): Fort Campbell, KY(States supported in Region 7: IA, IL, IN, KY, MI, MN, OH, TN, WI; Region 8 (Great Plains/Rocky Mt.): Fort Carson, CO (States supported in Region 8: CO, KS, ND, NE, SD, UT, WY); Region 9 (Northwest): Joint Base Lewis-McChord (JBLM), WA (States supported in Region 9: AK, ID, MT, OR, WA); Region 10 (Southwest): Naval Medical Center San Diego, CA (States supported in Region 10: AZ, CA, HI, NV).

· In support of the Military Adaptive Sports Program (MASP) (PWS 5.18), the contractor shall provide services at Government-provided facilities in National Capitol Region (NCR) (Arlington; the National Military Medical Center, Bethesda, MD; Navy Headquarters); San Antonio Military Medical Center (SAMMC), San Antonio, TX; at the Balboa Naval Medical Center in San Diego, CA; Randolph Air Force Base (AFB), TX; United States Special Operations Command (USSOCOM) HQ, Tampa, FL and Quantico Marine Corps Base, VA.

1.7.2 Recognized Federal holidays: The contractor is not required to perform services on recognized Federal holidays.

1.7.3 Hours of operation: The contractor is responsible for conducting business Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons.

1.7.4 Emergency Services: On occasion, services may be required to support an activation or exercise of contingency plans outside the normal duty hours.

1.7.4.1 Contingency Operations Plan (COP): The Contractor shall prepare and submit a Contingency Operations Plan to the Government (Deliverable 3). The Contingency Operations Plan shall be due ten (10) calendar days post-award date and updated on a quarterly basis. The Contingency Plan shall include the following, but not limited to:

· A description of the Contractor’s emergency management procedures and policies,

· A description of how the Contractor will account for their employees during an emergency,

· Planned temporary work locations or alternate facilities,

· How the Contractor will communicate with DHA during emergencies,

· A List of primary and alternate Contractor points of contact, each with primary and alternate;

· Telephone numbers

· Email addresses

· Procedures for protecting Government furnished equipment (if any),

· Procedures for safe guarding sensitive and/or classified information (if applicable).

1.7.4.2 Operations During Emergency Situation: The Contractor’s contingency operations plans shall be activated immediately after determining that an emergency has occurred, shall be operational within twelve (12) hours of activation, and shall be sustainable until the emergency situation is resolved and normal conditions are restored or the contract is terminated, whichever comes first. In case of a life threatening emergency, the COR shall immediately make contact with the identified Program Manager to ascertain the status of any contractor personnel who were located in Government controlled space affected by the emergency. When any disruption of normal, daily operations occur, contractor program manager and COR shall promptly open an effective means of communication and verify:

· Key points of contact (Government and contractor),

· Temporary work locations (alternate office space, telework, virtual offices, etc.),

· Means of communication available under the circumstances (e.g. email, webmail, telephone, FAX, courier, etc.),

· Essential work products expected to continue production by priority.

The Government and contractor Program Manager must make use of the resources and tools available to continue DHA contracted functions to the maximum extent possible under emergency circumstances. Regardless of contract type, and of work location, contractors performing work in support of authorized tasks within scope of their contract shall charge accurately in accordance with the terms of this contract.

1.7.5 Conduct: Contractor personnel shall adhere to standards of conduct as established by the DHA Commander.

1.8 Contractor travel: Contractor will be required to travel within and outside of the Continental United States (CONUS) and within the National Capital Region (NCR) to attend meetings, conferences, and training. The National Capital Region encompasses Washington, DC; Montgomery and Prince George’s Counties in Maryland; Arlington, Fairfax, Loudoun and Prince William counties in Virginia, and the incorporated cities of Alexandria, Falls Church, Fairfax and Manassas in Virginia. Local travel, including parking will not be reimbursed. Local Travel is defined as travel within the NCR plus a radius of 50 miles. Arrangements for and costs of all travel, transportation, meals, lodging, and incidentals are the responsibility of the Contractor. All travel and transportation shall utilize commercial sources and carriers. The Government shall not pay for business class or first-class travel. Contractor shall utilize FAR 31.205-46 Travel Costs, for adherence to allowable and allocable travel costs. Except, the Government will not allow any burden rates applied to travel costs. No burdens, indirect rates, or G&A may be charged to travel. Only direct travel costs that the COR has preapproved, and that the COR finds allowable and allocable may be charged to the contract. All travel (other than local travel) requires Government preapproval/authorization and notification to the COR. The Government is providing a fixed price not to exceed travel line item. However, actual travel must have been preapproved by the COR And contractor travel must have occurred in order to be billed. All excess funding not used will be deobligated from the travel line item. It is the responsibility of the contractor to manage the travel line item not to exceed amount through the duration of the contract; as no additional funding will be provided. Any travel required in the performance of this contract shall be submitted to the COR at a minimum of two weeks in advance of travel by the contractor. Travel requirements submitted outside of the two week window will be reviewed on a case by case basis to determine if approval is warranted. In addition to the approved form, Contractor shall provide receipts for all lodging, rental cars, mileage, and any miscellaneous expenses exceeding $75.00 with the next due invoice after travel is completed.

1.9 Other Direct Costs (ODC): Not Applicable.

1.10 Quality

1.10.1 Quality Control (QC): The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure nonrecurrence of defective services. The contractor’s quality control program is the means by which the work complies with stated requirements. The contractor shall develop and implement a Quality Control Plan (CQP) (Deliverable 4) to identify, prevent, and ensure non-recurrence of defective services. The QCP shall be submitted to the Contracting Officer (CO) and Contracting Officers Representative (COR) within (30) days post contract award and within 5 business days when changes are made thereafter. The QCP shall contain but not limited to:

· Contract Number,

· Description of processes and controls used to verify acceptable performance,

· Contractor developed metrics used to verify performance level of each task order objective. The metrics shall be reported as a quantitative value and the definition and numerical figures used to calculate the % or reportable outcome,

· The Contract objectives, associated standards, metrics, and quantitative values for each metric shall be reported in a Monthly Status Report (MSR) (Deliverable 5) that clearly identifies the monthly performance level against each contract objective. All reports shall be sent to the CO and COR.

After acceptance of the Quality Control Plan (QCP) the contractor shall receive the CO’s acceptance in writing of any proposed change to his QC system.

1.10.2 Quality assurance: The government will evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan provides a systematic method for the Government to evaluate performance and 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 minimum acceptable defect rate(s).

1.11 Contractor personnel

1.11.1 CAC requirements: For all contractors who will work in Government facilities, the Facilities Security Officer (FSO)/Company's Security point of contact (POC) will provide the Government all the required information per the DHA CAC request process current version 2.1, January 2018, or more recent when updated. A CAC is the standard identification for eligible DoD contractor personnel. The DHA CAC Request Process (Attachment 2) document and the DHA CAC Spreadsheet (Attachment 3) are provided as RFP Attachments.

1.11.1.1 The contractor shall return all CACs to the COR upon the departure of the contractor(s).

1.11.2 Contractor onboarding and training. The contractor shall complete all requirements, training, and forms per the following DHA instructions:

1.11.2.1 The DHA’s Onboarding Checklist for Contractor Employees. See (Attachment 4) to RFP. Any update to this document will be provided by the COR directly to the contractor, at the contractor’s request.

1.11.2.2 The DHA Mandatory Training Course List. Reserved.

1.11.2.3 The contractor shall comply with onboarding requirements of the DHA for contractors needing to be issued CAC identification, including DoD- and DHA-directed training and forms submission, prior to network access, as displayed in the In/Out-Processing Portal at: https://info.health.mil/cos/admin/hr/IO/SitePages/home.aspx (note: Public Key Infrastructure (PKI)-restricted, printed versions available).

1.11.2.4 The DHA CAE New Employee Onboarding Handbook. Reserved.

1.11.3 Physical Security: The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

1.11.4 Key control: The Contractor shall establish and implement methods of making sure all keys/key cards issued to the Contractor 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 the Contractor by the Government shall be duplicated. The Contractor shall develop procedures covering key control that shall be included in the QCP. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The Contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the CO.

1.11.4.1 In the event keys, other than master keys, are lost or duplicated, the Contractor shall, upon direction of the CO, 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 the lock or locks shall be deducted from the monthly payment due 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 monthly payment due the Contractor.

1.11.4.2 The Contractor shall prohibit the use of Government issued keys/key cards by any persons other than the Contractor’s employees. The Contractor shall prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the CO.

1.11.5 Lock combinations: 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 Contractor’s QCP.

1.12 Key personnel (Contractor): The contractor shall provide a Program Manager (Senior Program Manager – RCP) who shall be responsible for the entire performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the CO. (Deliverable 6) The program manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The program manager or alternate shall be available between 7:00 a.m. to 5:00p.m., Monday thru Friday except Federal holidays or when the government facility is closed for administrative reasons. Alternate is not considered Key Personnel. Key Personnel minimum requirements are described in RFP Attachment 9.

There are twelve (12) labor categories that are considered key personnel. Listed Key Personnel are:

· Senior Program Manager – Recovery Coordination Program (RCP)

· Senior Project Manager – Education and Employment Initiative (E2I) (0.5 FTE)

· Senior Project Manager – Operation Warfighter (OWF) (0.5 FTE)

· Senior Project Manager - Caregiver Support (1 FTE)

· Testing Specialist (Independent Verification and Validation (IV&V))/ Government Acceptance Testing (GAT) (1 FTE)

· Quality Assurance Analyst (1 FTE)

· Senior Project Manager – Military Adaptive Sports Program (MASP) (1 FTE)

· Senior Program Manager - Warrior Games (1 FTE)

· Operations Research System Analyst (ORSA) (1 FTE)

· Web Content Analyst (NRD) (1 FTE)

· Senior Computer Systems Analyst - NRD (1 FTE)

· Senior Communications Specialist - Communications (1 FTE)

1.12.1 Replacing Key Personnel: Key Personnel who either the Contractor proposed pre-award, or alternatively, are replacement Key Personnel pursuant to the Contracting Officer’s written and signed authorization, shall not be replaced for a period of one year after award or after replacement, respectively, except for:

(i) Serious, prolonged illness, the onset of which post-dates the Contractor’s submission of that Key Person’s resume to the Government

(ii) Death, or

(iii) In the case of a Key Person who was a Contractor employee when the Contractor submitted his or her resume to the Government, the Key Person leaves the Contractor’s employ for reasons other than retirement and does not commence work for a subcontractor working on this contract or for the Contractor after a hiatus.

The Contractor agrees that it has a contractual obligation to mitigate the consequences of the loss of Key Personnel and shall promptly secure any necessary replacements in accordance with this PWS section. Failure to replace a Key Person pursuant to this clause and with a break in performance of the labor category at issue shall be considered a condition endangering contract performance and may provide grounds for default termination, negative past performance evaluation, or any other means employable at the discretion of the Contracting Officer.

Substitutions of Key Personnel proposed to the Contracting Officer shall have qualifications equal to or superior than the Key Personnel being replaced and shall meet the minimum stated requirements that were in the RFP. The Contractor shall submit those qualifications to the Contracting Officer in writing (e.g., resumes, curriculum vitae) at least two weeks (or as the CO otherwise agrees in writing) before Key Personnel may be replaced. No Key Personnel can be replaced without written authorization from the CO. Substitute Key Personnel must submit necessary clearance information before commencing performance and with sufficient lead-time to avoid a break in performance of the subject labor category.

1.13 Data rights: The Government has unlimited rights to all documents/material produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the Contractor without written permission from the Contracting Officer. All materials supplied to the Government will be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights. All information (data files and hard copy) become the property of the Government and the Contractor shall return them to the Defense Health Agency at the completion of the task.

1.14 Reporting

1.14.1 Contractor Manpower Reporting (CMR): RESERVED.

1.14.2 Non-Disclosure Agreement (NDA): All contractor personnel who will obtain access to proprietary, classified, or confidential information or any information release of which is protected or governed by law or regulation associated with DHA acquisitions shall be required to complete and sign a DHA Contractor NDA (DHA Form 49) prior to beginning work on the subject contract. The Contractor shall execute an NDA on behalf of the company and shall ensure that all staff assigned to, including all subcontractors and consultants, or other personnel performing on contract/Task order execute an NDA protecting the procurement sensitive information of the Government and the proprietary information of other contractors. The NDA shall be executed not later than first day of employment and to be renewed upon exercising a contract option period. Assignment of staff who has not executed this statement or failure to adhere to this statement shall constitute default on the part of the Contractor. The contractor shall maintain originally signed NDAs of individual employees and provide copy to the COR. (Deliverable 7)

1.14.3 Government’s COR: The COR monitors all technical aspects of the contract and assists in contract administration. 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 CO and Contractor of any deficiencies; coordinate availability of government furnished property; and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to 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 contract.

1.14.4 Post award conference/periodic progress meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The CO, COR, and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the CO will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

1.15 Contractor Identification

1.15.1 Contractor personnel performing services in a contractor capacity in a Government facility are required to possess and wear an identification badge that displays his or her name and the name of their company. All contractor personnel shall identify themselves as contractor support personnel in all forms of communication with all entities with whom DHA/Deputy Assistant Director for Acquisition (DAD-A)/Head of the Contracting Activity (HCA) has business dealings. The contractor shall: Answer all telephone calls and have a personalized voice message with an introductory statement that includes the fact that the person is contractor support personnel. Ensure all those with whom the person interacts in any face-to-face dealings while supporting the DAD-A understands that the person is contractor support personnel. Include a title block in all emails that states the fact that the person is contractor support personnel. Ensure all those with whom the person interacts in any face-to-face dealings while supporting DHA/DAD-A/HCA understands that the person is contractor support personnel.

1.15.2 Contractor personnel will be required to attend meetings or otherwise communicate with Government and/or other contract representatives to meet the requirements of this order. Contractor personnel shall make their contractor status known during introductions.

1.15.3 Contractor personnel, while performing in a contractor capacity, are prohibited from using their retired or reserve component military rank or title in any written or verbal communications associated with the contracts in which they provide services.

1.16 Contractor Access to Health Affairs (HA)/DHA Network(s)

1.16.1 FSO/Company's Security POC shall notify the DHA Personnel Security Office after being awarded a contract that requires access to a DoD system. Contractor personnel requiring access to the HA/DHA networks for performance of their tasks require a background investigation and the security awareness training. The Contractor shall be prepared for this process as it could take two (2) or more weeks. The Facilities Security Officer/Security POC shall submit a Standard Form (SF) 85/86 to DHA's Personnel Security Office for a background investigation.

1.16.2 Company's FSO/Security POC must notify the Personnel Security Office when the contractor has submitted the SF-85/86. The FSO/Security POC, or the COR must notify the DHA Personnel Security Office in writing of a contractor's termination from the contract, including the termination date.

1.17. Personnel Security

1.17.1 The contractor shall comply with

DoD 8570.01-M, “Information Assurance Workforce Improvement Program,” December 19, 2005 as amended; 8500.01, “Cybersecurity”, dated March 14, 2014; DoD Manual (DoDM) 6025.18, “Implementation of the Health Insurance Portability and Accountability Act (HIPAA) Privacy Rule Compliance in DoD Health Care Programs”, DoDI 6025.18 “HIPAA Privacy Rule Compliance in DoD Health Care Programs”, dated March 13, 2019; and DoDM 5200.02 “Procedures for the DoD Personnel Security Program (PSP),” dated April 3, 2017. Contractor responsibilities for ensuring personnel security include, but are not limited to, meeting the following requirements:

1.17.1.1 Follow the DHA Personnel Security Office guidelines for submittal of security clearances. Contact the DHA Personnel Security Office for guidance on the appropriate background investigation required for personnel on the contract. The DHA Personnel Security Office can be reached at (703) 681-6777.

1.17.1.2 Initiate, maintain, and document personnel security investigations appropriate to the individual’s responsibilities and required access to Controlled Unclassified Information (CUI).

1.17.1.3 DHA Personnel Security Office will deny any access to any automated information system (AIS), network, or CUI if a contractor receives an unfavorable adjudication, or if information that would result in an unfavorable adjudication becomes available.

PART 2

2.0 DEFINITIONS, ACRONYMS, AND APPLICABLE PUBLICATIONS/INSTRUCTIONS

2.1 Definitions:

2.1.1 Category D: Information Technology (IT) and Telecommunications Services (called D-Services)

2.1.2 Category R: Support (Professional/Administrative/Management) Services (called R-Services)

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

2.1.4 Contracting Officer’s Representative (COR): An individual, including a contracting officer’s technical representative (COTR), designated and authorized in writing by the contracting officer to perform specific technical or administrative functions. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.5 Nonpersonal services contract: a contract under which the personnel rendering the services are not subject, either by the contract’s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the Government and its employees.

2.1.6 Quality Assurance Surveillance Plan (QASP): An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance. The Government may either prepare the quality assurance surveillance plan or require the offerors to submit a proposed quality assurance surveillance plan for the Government’s consideration in development of the Government’s plan.

2.2 Acronyms:

DD 254 Department of Defense Contract Security Requirement List (if applicable)