Submitted RFI_PMSS PWS_03312023_v17a.docx

Department of Defense Defense Health Agency Performance Work Statement

PROGRAM MANAGEMENT SUPPORT SERVICES (PMSS)

Program Executive Office Medical Systems/ Chief Information Officer J6

Solicitation Number:

Version: 17a Date: 31 March 2023

PART 1

1.0 GENERAL INFORMATION

1.1 This is a non-personal services contract to provide program management support services to the Defense Health Agency (DHA) and all reporting Divisions, Branches and functional organizations under its control and authority.

1.2 Contract Type

This competitive requirement will be an Indefinite Delivery-Indefinite Quantity (IDIQ) type contract with a five (5) year ordering period. At the discretion of the Contracting Officer, the Government may utilize Firm-Fixed-Price (FFP), Labor-Hour (LH) or a combination for the Task Orders (TOs). Each request for a Task Order (TO) issued under this contract will identify the Government’s determination of contract type.

1.3 Customer Backgrounds:

PEO Medical Systems/Chief Information Officer (PEO MS/CIO J6)

The DHA operates under the policy guidance and directorate of the Office of the Assistant Secretary of Defense (Health Affairs) (OASD (HA)). This contract will support the Program Executive Office Medical Systems/ Chief Information Officer J6 (PEO MS/CIO J6), Assistant Director for Health Care Administration (ADHCA), Risk Management Executive Division (RMED) and Solution Delivery Division (SDD) business operations. The PEO MS/CIO J6 is a principal advisor to the ASD (HA), the Principal Deputy Assistant Secretary of Defense (Health Affairs) (PDASD (HA)), and the DHA Director on all matters pertaining to MHS information technology (IT), to include strategic planning; IT capital planning and investment processes; linking performance measures to MHS and DHA priorities and goals; emerging IT, data standardization, cyber security; establishing appropriate external coalitions and communications related to IT; Clinger-Cohen/FITARA compliance, and guiding the IT integration and standardization across the MHS. In support of the PEO MS/CIO J6, Business Operations is responsible for External Relations (including Congressional, Audit, and Support Agreements, Business Process Improvement, Strategy Alignment, Administrative Services, Executive Management, Human Capital Management, Service Delivery Management and Customer Relationship Management.

Risk Management Executive Division (RMED)

The Risk Management Executive Division (RMED) establishes and maintains the DHA Cybersecurity Program, which governs all IT under the authority, direction, and control of the Director, DHA, consistent with DoD cybersecurity policy, while balancing risk tolerance against mission objectives. RMED directs the implementation of DoD cybersecurity mandates and coordinate compliance reporting and issue resolution between DHA Organizations and DoD, to include cybersecurity issuances, incidents, and Deputy Secretary of Defense Scorecard. It supports the DoD’s cybersecurity discipline implementation plan through a streamlined, cost-effective approach to security solutions and resources. RMED ensures that IT can be used in a way that assures MHS healthcare owners and operators in the confidentiality, integrity, availability, and usefulness of IT and DHA information.

Its vision is to enhance an enterprise culture of cyber discipline, holding leaders accountable for hardening and protecting mission critical systems.

Solution Delivery Division (SDD)

The Military Health System (MHS) consists of a worldwide network of military hospitals, health clinics, the Department of Defense’s (DOD) private sector health business partners, and the Uniformed Services University of the Health Sciences. The primary mission of the MHS is to ensure the Nation has available at all times a healthy fighting force and the ability to support DOD missions worldwide. The Assistant Secretary of Defense for Health Affairs (ASD (HA)) oversees the MHS and is responsible for providing a cost effective, quality health benefit to 9.6 million active duty members, retirees, survivors, and their families.

TRICARE is the DOD’s worldwide health care program for active duty and retired uniformed services members and their families. The Defense Health Agency (DHA) operates the MHS under the authority, direction, and control of the ASD (HA), who also serves as the Director of DHA.

The Solution Delivery Division (SDD) is comprised of several Program Management Offices (PMOs) each led by designated Defense Acquisition Workforce Improvement Act (DAWIA) certified Program Managers:

· Electronic Health Record (EHR) Core PMO

· Care and Benefits Integrated Systems (CBIS) PMO

· Clinical Support (CS) PMO

· Medical Logistics (MEDLOG) PMO

· Web & Mobile Technology (WMT) PMO

· Integrated Clinical Systems (ICS) PMO

· Medical Simulation & Training (MST) PMO

· Health Services Support (HSS) PMO

SDD also has several branches that provide matrix support to the PMOs.

· Program Support Branch (PSB)

· Technical Support Branch (TSB)

· Solutions Resource Management Branch (SRMB)

· Stakeholder Engagement Branch (SE)

· Business Staff Branch (BS)

· EHR Modernization (EMOD)

Electronic Health Record (EHR) Core PMO

EHR Core PMO is responsible for the acquisition, deployment and maintenance of the systems comprising the military's current EHR systems such as AHLTA, the Composite Health Care System, the military's inpatient EHR system, and the Clinical Data Repository, to name a few. The EHR Core PMO provides comprehensive health information technology solutions that seamlessly capture, manage, and share health care data using the military's current EHR. This EHR is used by the military medical community to support the continuity of care and the timely administration of benefits for approximately 9.6 million MHS beneficiaries. *Items will be replaced by MHS GENESIS.

EHR Core Programs

· AHLTA (Outpatient EHR)*

· Clinical Information System (CIS) (Essentris®) (Inpatient EHR)*

· Coagulation Clinic (CoagClinic)*

· Composite Health Care System (CHCS)*

· Enterprise Blood Management System (EBMS)

· Donor (EBMS-D)

· Transfusion (EBMS-T)*

Care and Benefits Integrated Systems (CBIS) PMO

CBIS PMO is responsible for the acquisition, deployment, and maintenance of the information technology solutions, which improve interoperability and further streamline and promote efficiencies in the delivery of health care. The CBIS PMO supports the integration of the military’s electronic health record with the Department of Veterans Affairs (VA). The two departments spearhead numerous interagency data sharing activities and deliver information technology solutions which improves the sharing of electronic health information. These initiatives enhance health care data delivery for beneficiaries and improve the continuity of care.

CBIS Programs

· Defense Medical Accessions Computer System (DMACS)

· Health Artifact and Image Management Solution (HAIMS

· Interagency Comprehensive Plan for Care Coordination Support (ICPCCS)

Clinical Support (CS) PMO

The CS PMO delivers a suite of clinical support resource management and surveillance and readiness information technology capabilities that support the delivery of healthcare to our service members. The Clinical Support PMO makes multi-level health care management information available by receiving, validating, editing, processing, aggregating, and integrating all data as a result of health care encounters for the military active duty, retirees, and their dependents. This information is necessary not only at the front lines of health care delivery at the military treatment facilities, but also for decision-makers in the three services and the defense health agency. *Items will be replaced by MHS GENESIS.

Clinical Support Programs

· Healthcare Delivery (HCD)

· Centralized Credentials Quality Assurance System (CCQAS)

· (Joint) Patient Safety Reporting (JPSR/PSR)

· Nutrition Management Information System (NMIS)

· Special Needs Program Management Information System (SNPMIS)

· TRICARE Online (TOL)*

· Secure Messaging (SM)*

· Surveillance and Readiness (S&R)

· Defense Occupational and Environmental Health Readiness System - Hearing Conservation (DOEHRS-HC)

· Defense Occupational and Environmental Health Readiness System – Industrial Hygiene (DOEHRS-IH)

· Individual Longitudinal Exposure Record (ILER)

· Spectacle Request Transmission System (SRTS)

· Business Support Applications (BSA)

· Defense Medical Human Resources Systems – Internet (DMHRSi)

· Electronic Institutional Review Board (eIRB)

· Ektropy (EKT)/ MHS Planning, Programming, Budgeting, Execution Tool (MP2BET)

· Expense Assignment System (EAS IV)

· Freedom of Information Act Express (FOIAXpress)

· Purchased Care Operations System (PCOS)

· Patient Encounter Processing and Reporting (PEPR)

· TRICARE Encounter Data (TED)

· Protected Health Information Management Tool (PHIMT)

MEDLOG PMO

As the solution and medical logistics IT capability provider, the Medical Logistics Information Technology (MEDLOG IT) PMO develops and sustains IT systems that support MHS medical logistics and acquisition. MEDLOG IT systems serve more than 24,000 users and process more than 940,000 supply chain transactions daily with annual supply requisitions valued at $4.5 billion.

MEDLOG Programs

· Defense Medical Logistics - Enterprise Solution (DML-ES)

Web and Mobile Technology (WMT) PMO

The WMT PMO mission is to leverage the collective wisdom of DHA to create processes and systems (including intranet, internet, and social media strategies) to facilitate the identification, capture, dissemination, and use of knowledge to support the MHS through improved performance and efficiencies, and decreased costs.

WMT Programs and Websites

· Assistance Reporting Tool

· Department of Defense Suicide Event Report

· Telehealth and Technology Toolkit

· TRICARE Retail Refunds Website

· Websites

· health.mil

· Tricare.mil

· Military Kids Connect

· After Deployment

· SharePoint

Integrated Clinical Systems (ICS)

ICS PMO is chartered with the accountability and responsibility for managing capital equipment acquisitions and programs for the DHA.

ICS Programs

· Enterprise Imaging (EI)

Medical Simulation and Training (MST) PMO

MST PMO will provide enterprise-level collaboration and coordination with the Army, Navy, and Air Force simulation and training organizations and, as appropriate, the Department of Veterans Affairs’ (VA) healthcare simulation and training programs. The MST PMO mission is to provide life cycle management of medical training solutions (i.e., products and services) across the continuum of care in support of the Military Departments and Military Health System (MHS) stakeholders to maintain a Ready Medical Force and uphold a medical readiness posture for the operating forces.

MST Programs

· Special Operations Command Purposed Emergency Access Response Point Of Injury and Trauma Simulation (SEARSPOINTS)

· Total Learning Architecture (TLA)

· Virtual Education Center (VEC)

Health Services Support (HSS) PMO

The Health Services Support (HSS) PMO is responsible for acquiring, deploying, and maintaining information technology applications used across the Military Health System. The PMO supports the acquisition, deployment, and maintenance of information technology solutions to improve business, readiness, and force health protection.

HSS Programs

· Aeromedical Service Information Management System (ASIMS)

· Bureau of Medicine (Navy) Manpower Information System ll (BUMIS ll)

· DoD Cancer Registry (DoDCR)

· Enterprise Clinical Voice Communications (ECVC)

· Navy Medicine Electronic Library (NMeL)

· Navy Medicine Online (NMO)

· (electronic) Patient Queuing and Notification System (ePQNS/PQNS)

· Surgical Scheduling System (S3)*

· Veterinary Service Information Management System (VSIMS)

· Veterinary Services Systems Management (VSSM)

· Workload Management System for Nursing – Internet (WMSNi)*

Program Support Branch (PSB)

The mission of the Program Support Branch is to provide a team that is capable and accountable for acquisition program support to the program offices applying standard and transparent acquisition management. PSB provides key acquisition and program support services to the Solution Delivery Program Management and Program Executive Office. Services of this branch includes:

· Acquisition Support

· Schedule Management

· Support Agreements

· Requirements, Agile Management

· Governance/Transfers

· Testing & Evaluation

· Interoperability

· Quality Assurance

· Risk, Issue, Opportunity (RIO) Management

· Strategic Planning/Metric

· Audit Readiness

Technology Support Branch

TSB provides IT support to the PEO-MS Program Management Offices and will stand up a Digital Transformation Center in support of Platform Adoption. Services of this branch includes:

· Configuration Management

· Cyber security

· Operations

· Software asset management

· Systems engineering

Tools/Common services TSB Provides:

· Application Lifecycle Management (ALM also known as Serena)

· Business Intelligence Common Services (BCS)

· Identity Authentication Services (iAS)

· Resource Interface Elements (RIE)

· SDD-V Hosting (Capacity Services)

Solutions Resource Management Branch

The mission of the Solutions Resource Management Branch (SRMB) is to support the Program Managers (PMs), Branch Chiefs, and SDD leadership with the required planning, budgeting, and funding execution activities to successfully support their programs and projects. Services of this branch includes:

· Contract Development and Management

· Cost Estimation

· Portfolio Management

· Budget Management

· Defense Travel System (DTS) Administration

· Invoice Support.

Stakeholder Engagement Branch

The goal of the Stakeholder Engagement branch is to develop and reinforce a unified SDD brand, enhance engagement of SDD stakeholders across system lifecycle, develop a proactive and comprehensive approach to SDD communications, and provide robust system adoption/organizational change management consulting services. The primary functions of this branch include internal Stakeholder Engagement, external Stakeholder Engagement and System Adoption Support (SAS). The services of this branch include:

· Communication Products

· Graphics & Multimedia

· Executive Communications

· Publications

· Events

Business Staff Branch

The goal of the Business Staff branch is to provide organizational training, administrative services; Human Capital Management; and support Facilities, Logistics, and Tier 1 IT requests. This branch manages a variety of personnel activities such as time and attendance, teleworking, performance management, employee promotions, taskers, ceremonies, and the internship program for SDD staff. The services of this branch include:

· Administrative Services

· Facilities and Logistics

· Organizational Training

· Human Capital Management

· Tasker Management

EHR Modernization Branch

The EHR Modernization PMO provides recommendations regarding the MHS’ centrally managed and Service systems in preparation for the fielding of the DOD Healthcare Management Systems Modernization and to improve the quality of service for the enterprise. The DHA leverages its Semantic Open Source Software data-analytics platform to support the continued integration of more than 35 offices and divisions to collect data on a portfolio of systems worth more than $2.4B.

The Defense Health Agency’s (DHA) PEO MS/CIO J6 portfolio requires numerous systems and applications to support mission-critical clinical, business, and operational capabilities. With numerous discrete IT systems being utilized to deliver care to beneficiaries, in addition to supporting continuous enterprise-wide, the DHA requires visibility into its PEO MS/CIO J6CIO J6 portfolio in order to ‘synchronize’ the DHA’s technical, functional, infrastructure and financial management aspects to provide comprehensive and data-driven recommendations. Services of this branch includes:

· Transition Application Planning

· Portfolio Rationalization

· Strategic Data Provenance

· Enterprise Portfolio Analysis

· DHA/DHMSM Liaison

· Legacy IT System Decommissioning Planning and Execution

1.4 Objective: The overall objective of this requirement is to provide program management services to a variety of DHA customer organizations using standardized, efficient processes and procedures.

1.5 Scope: Required services will be detailed in each issued Task Order (TO) and contain the objective, scope, and include the support to be provided which could consist of could consist of one or more of the following categories:

· General Program Management Support

· Specialized Support

· Information Technology Program Management Support

· Financial and Acquisition Support

1.6 Period of Performance (PoP):

· Base Period: 1 April 2024 through 31 March 2025

· 1st Option Period: 1 April 2025 through 31 March 2026

· 2nd Option Period: 1 April 2026 through 31 March 2027

· 3rd Option Period: 1 April 2027 through 31 March 2028

· 4th Option Period: 1 April 2028 through 31 March 2029

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

1.6.1.1 Transition-in Period:

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. Transfers Between Contractors: The contractor employee is authorized to retain the CAC when transferring employment from one DHA contractor to another. It shall be the responsibility of the new employer to provide notification to the COR/TASS when this type of transfer occurs. The notification shall contain employee’s name, new contract number, and effective date of transfer.

1.6.1.1.2 The Contractor shall submit with their proposal a Task Order Transition-In Plan detailing how they plan to transition-in each Task Order issued to ensure minimum delays in the successful accomplishment of required tasks and any Contract Data Requirement List (CDRL) which may be required. The contractor’s plan shall be reviewed and updated as required or as directed by the Contracting Officer’s Representative (COR).

1.6.1.1.3 Transition-In Activities

The contractor shall provide transition-in activities for the facilitation of the contractor employee on-boarding security clearance processing/badging and all associated Government furnished property, equipment, and information.

The Contractor shall coordinate with the Government in planning and implementing a complete transition to the Contractor's support model. The Contractor shall collaborate with the Government to develop and deliver a final Incoming Transition Plan. This transition plan shall include, but is not limited to:

1. Coordinate with Government representatives to review, evaluate and develop an approach to transition current support services,

1. transitioning historic data to new contractor system understanding Government-approved training and certification process,

1. transferring hardware warranties and software licenses (if applicable),

1. transferring all business and/or technical documentation,

1. transferring compiled and un-compiled source code, to include all versions, maintenance updates and patches (if applicable),

1. Plan an orientation phase to cover activities such as, introducing Government personnel and relevant stakeholders to the Contractor's team, tools, methodologies, and business processes, distribution of Contractor purchased Government owned assets, including facilities, equipment, furniture, phone lines, computer equipment to the contractors, and

1. Complete applicable SDD and DHA personnel in-processing procedures, coordinate with the Government personnel to procure Government keys, ID/access cards, and security codes.

1.6.1.1.4 Task Order Transition-In

The Government will detail any transition-in requirements applicable to each Task Order awarded.

1.6.1.2 Transition-out period: The transition-out plan (CDRL 2) shall facilitate the accomplishment of a seamless transition from the incumbent to an incoming contractor/Government personnel at the expiration of the contract. There is no separate Contract Line Item Number (CLIN) for the Transition-out period.

Transition-out will commence sixty (60) days prior to the end of the awarded contract or when required by the COR. The contractor is directed to clause 52.237-3 Continuity of Services for procedures during the transition-out period.

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.

1.6.1.2.2 In accordance with the contractor’s transition-out plan, the contractor shall:

· Coordination the transition-out plan with Government representatives.

· Prepare to transition all historical data to the new Contractor.

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

· Transfer of all necessary business and technical documentation.

· Transfer of compiled and un-compiled source code to include all versions, maintenance updates and patches (if applicable).

· Provide knowledge transfer, support successor job shadowing, training, and other activities to transition services successfully.

· Disposition of Contractor purchased Government-owned assets, including facilities, equipment, furniture, phone lines, computer equipment, etc.

· Transfer documents, electronic files, current and backup files associated with ALM, Government Furnished Equipment (GFE) and Government Furnished Information (GFI), and GFE inventory management assistance to the Government. Deliver all technical data, computer software, and computer software documentation in the performance of this contract according to DFARS 252.227-7027. Additionally, deliver all commercial and non-commercial technical data, computer software, and computer software documentation not generated in the performance of this contract that is necessary, as determined by the Government, at its sole discretion, to operate and sustain the Testing labs. For data rights, see PWS section 1.13.

· If requested by the Government, export and deliver all data content with context (e.g., schemas, data format, test scripts, test data, data format, data descriptions, and metadata) in a government approved common standard machine-readable format.

· Turn-in in all Government keys, Identification/access cards, and security codes.

· Ensure the successor has full access to computer software associated with this contract and the Test Labs.

· Government Furnished Equipment (GFE)/Material or Contractor-Acquired-Government Owned Property (CAP) be supplied to the Contractor by the Government, the Contractor shall maintain a detailed inventory accounting system for said equipment. The inventory accounting system must specify, as a minimum: product description (make, model), Government tag number, date of receipt, name of recipient, location of receipt, current location, purchase cost (if CAP), and contract/order number under which the equipment is being used. The Contractor shall either: a) attach an update inventory report to each Monthly Progress Report, or b) certify that the inventory has been updated and is available for Government review. In either case the Contractor’s inventory listing must be available for Government review within one business day of COR request. The Contractor shall coordinate for joint inventory to implement signing the hand receipt at the kickoff meeting.

1.7 Administrative Specifications

1.7.1 Government Work Locations: The following locations are where Government occupied office space may be provided and considered ON-SITE support.

1. Defense Health Headquarters (DHHQ) located at 7700 Arlington Blvd, Falls Church, VA 22042-5101

1. Medical Logistics (MEDLOG), 1681 Nelson Street, Suite 107, Fort Detrick, MD 21702

1. Solution Delivery Division, 3130 General Hudnell Dr., San Antonio, TX 78205

On- and Off-site support will be indicated on each TO issued.

1.7.2 Recognized Federal Holidays: The contractor is not required to perform during the following Holidays, unless directed by the contracting officer.

Independence Day

1.7.3 Labor Hours: Direct billed employees, for both the prime and subcontractor(s) are allowed to work forty (40) hours, or less, in a given week inclusive of 7 days Sunday through Saturday. Direct billed employees are not allowed to work on Federal Holidays identified in PWS 1.7.2 above. However, if the contractor is required to perform over forty (40) hours in a week or perform work on a Federal Holiday, the contractor shall notify the COR no later than the performance date. The contractor shall provide the following information, in writing, to the COR, prior to incurring any additional costs.

(1) Government person who is requesting the additional performance days;

(2) Where work is to occur (on-site or off-site). On-site performance will require a Government representative be present during contractor performance;

(3) Tasks to be performed;

(4) Number of FTE(s) required to work;

(5) Date and hours required to be worked;

(6) Tasks or duties to be performed.

1.7.4 Teleworking Work (PEO MS/CIO J6, RMED and SDD): The contractor is authorized to enable contractor staff to telework when on-site presence is not required. The contractor shall provide adequate oversight of work products to ensure contract adherence. Contractors shall have formal teleworking remotely work policies in place if teleworking remotely work is employed. Teleworking Remotely work arrangements on individual TOs shall commence with Contracting Officer Representative (COR) approval under the following conditions:

· On- and Off-site (Teleworking) support will be indicated on each TO issued;

· Teleworking remotely on the part of the company is voluntary;

· Teleworking remotely shall not result in an increase in contract price;

· The contractor is responsible for continuity of performance in accordance with the terms of this contract;

· Company requests to teleworking remotely shall be approved by the Contracting Officer (CO) and/or the COR; and

· Any equipment provided by the Government for teleworking and/or teleworking remotely purposes will be treated as Government Furnished Equipment (GFE).

1.8 Contractor Travel: The contractor may be required to travel to Continental United States (CONUS) and Outside the Continental United States (OCONUS) locations to performance services in their accomplishment of the tasks. Hawaii and Alaska are considered OCONUS locations. The contractor shall be authorized travel expenses consistent with the cost principles and procedures in Federal Acquisition Regulation (FAR) Part 31.2, Travel Costs and the limitations of funds specified in this contract. All travel requires Government approval/authorization and notification to the Contracting Officer Representative (COR).

Any travel requirements will be identified in the awarded Task Order.

Travel to OCONUS location(s) may require the PWS to be modified to add any applicable Status of Forces Agreement (SOFA), which will occur prior to travel.

1.9 Other Direct Costs (ODC):

ODC purchases including, Government requested direct materials, direct equipment, such as computers and associated hardware, and supplies require approval from the COR prior to incurring any costs. CLINs identified in any awarded TO will indicate the CLIN as Not-to-Exceed (NTE). Personal or company cell phones are not a reimbursable item or expense unless prior authorization is given by the COR on each Task Order issued.

The follow table identifies ODCs commonly contained in TO(s).

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 contained in each TO issued. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program is the means by which the work complies with stated requirements. The draft Quality Control Plan (QCP) shall be included as an attachment to the non-cost/price proposal. The draft QCP shall document how the offeror will meet and comply with the quality standards established in the PWS and each awarded Task Order. 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 (QA): 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 identified in each TO. 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 Common Access Card (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. See process attached at Part 7 Section 7.1.1 of the PWS. A CAC is the standard identification for eligible DoD contractor personnel.

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

1.11.1.2 Replacement of Contractor Personnel – Other than Key Personnel: The contractor shall notify the COR, no less than two (2) weeks prior to replacing any personnel. Any substitution or replacement of any personnel(s) shall have qualifications equal to or better than the individual(s) being replaced. The Government reserves the right to pre-approve any replacement or substitution of personnel. Contractor personnel shall submit necessary information to be issued a clearance prior to reporting for performance.

1.11.1.3 Government Labor Category Descriptions

See Part 7, Section 7.7 for the Government’s minimum labor category specifications. The contractor shall crosswalk each of their labor categories submitted in their proposal to what they consider to be the equivalent (equal) to the Government’s labor category specifications. The contractor shall detail, in writing, any equivalent labor categories with their justification as to why they should be considered equivalent. The final decision will be the responsibility of the COR, but any disagreement will be directed to the contracting officer for resolution.

1.11.2 Contractor Onboarding and Training. The contractor shall complete all requirements, training, and forms as prescribed in the following requirements:

1.11.2.1 The DHA’s “Onboarding Checklist for Contractor Employees” is located at the DHA Onboarding and Off-boarding Portal at https://info.health.mil/cos/admin/hr/IO/SitePages/Home.aspx.

1.11.2.2 The DHA’s contractor training instructions embedded at Part 7 Section 7.1.2.

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’s new employee handbook at Part 7 Section 7.1.3.

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: Reserved

1.11.5 Lock Combinations: If applicable, 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 contract manager who shall be responsible for the performance of the work. (NOTE: This position is not billed against this contract or listed in the workload estimated, Part 7, Section 7.10). 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. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available between 0800 to 1700 hours, local time for the duty location, Monday thru Friday except Federal holidays or when the Government facility is closed for administrative reasons. Key personnel and qualifications are listed below:

All contractor employees shall complete required training courses to include Project Management Methodology courses, HIPAA, and others as set forth by DHA and SDD policy within six months of joining SDD.

1.13 Data rights: The Government will retain rights to all data produced in the course of developing, deploying, training, using and supporting DHA or other federal agencies that utilize this order. All documents and materials developed or produced under this contract – regardless of whether such documents and materials are identified as CDRLs/deliverables under the contract – shall be the sole property of the Government. The contractor may not use such documents and materials for any non-Governmental purpose without the advance written permission of the Contracting Officer or the Contracting Officer’s Representative.

1.14 Reporting

1.14.1 Contractor Manpower Reporting (CMR): RESERVED.

1.14.2 Non-Disclosure Agreement (NDA) (Part 7, Attachment 7.3): 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.

1.14.3 Government’s Contracting Officer Representative (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 FAR 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.

1.14.5 Ektropy Identification of Contractor Employees

The contractor shall complete, update, and maintain all fields of the Ektropy "Personnel List" database for all their employees, and the employees of any Subcontractor(s), who are directly performing on any TO issued. The contractor shall notify the COR in writing of the individual(s) responsible for complying with this task for both the contractor and any subcontractor(s), if applicable, for access to and training on Ektropy. This task shall be completed monthly, or as required in the changeover of personnel, and addressed in the Monthly Progress Report (MPR) of the PWS.

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 & Sustainment (DAD-AS)/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/ADHCA 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 Task Order 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 FSO/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 shall notify the Personnel Security Office when the contractor has submitted the SF-85/86. The FSO/Security POC, or the COR shall 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, CH4” November 10, 2015 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” dated March 3, 2019, Department of Defense Instruction (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),” incorporation change 3, effective September 24, 2020. 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) 275-6038.

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 does not deny any access to any automated information system (AIS), network, or Controlled Unclassified Information (CUI). If a contractor receives an unfavorable background investigation, the request for access will be sent back to the FSO for further action. Any unfavorable adjudication will result in DHA Personnel Security Office not signing off on any access request.

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 CO 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 QASP 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: