DHA_PWS_RHRP4_4.3.25.docx

Department of Defense Defense Health Agency

Performance Work Statement Remote Health Readiness Program 4th Generation (RHRP-4)

Assistant Director Support (AD-S) Program Management Office-Enterprise Medical Services (PMO-EMS) and PMO-RHRP

Solicitation Number:

HT001125R0020

Version: 4.0 Date: 7 April 2025

PART 1

1. GENERAL INFORMATION

This is a non-personal services contract to provide medical and dental readiness services to the military Service Components (SCs) of the Reserve Components (RCs), Active Components (ACs) enrolled in TRICARE Prime Remote (TPR), DoD Service Civilians, and members of the Department of Homeland Security (DHS).

1.1 Introduction: The Defense Health Agency (DHA), per Department of Defense Instruction (DoDI) 6025.19, is responsible for executing the Reserve Health Readiness Program. DHA Procedural Instruction (DHAPI) 6200.06 assigns the Director, DHA responsibility for developing, executing, and managing the DoD’s Periodic Health Assessment (PHA) Program. In 2024, the Reserve Health Readiness Program Core Integrated Product Team changed the name of the program from the Reserve Health Readiness Program to the Remote Health Readiness Program to align more accurately with the population served by the contract. The Remote Health Readiness Program-4th Generation will be referred to as RHRP-4.

1.1.1 The mission of the Remote Health Readiness Program (RHRP) is to support and complement the DoD Individual Medical Readiness (IMR) Program in its efforts to promote and sustain a medically ready force throughout the continuum of military operations and deployments. The RHRP is DHA’s primary support for RC and TPR Service Members (SMs). The RHRP provides required IMR (Medical and Dental) services, deployment readiness medical services, physical exams (accession, retention, occupational health, and specialty), and RC dental care. These activities support the Services’ efforts to meet or exceed established DoD IMR standards, deployment health-related initiatives, and Force Health Protection (FHP) requirements and goals. The RHRP supports the RC, TPR services members (Army, Navy, and Marine Corps), U.S. Coast Guard SMs (active duty and Reserve) and re-deploying DoD civilians from participating DoD Agencies.

1.2 Background: The RHRP is a recurring requirement since 2001. The optional use contracting vehicle provides capabilities to ensure medical readiness requirements are met for each SC. The requirement for medical readiness support to the Reserve Components has been met through previous contracts such as FEDS HEAL (Federal Strategic Health Alliance), RHRP-I, RHRP-II, and currently RHRP-3.

1.3 Objectives: The Contractor shall provide medical, dental, and behavioral health services in the form of assessments, physical exams, laboratory services, diagnostics, audiology services, optometry services, immunizations, dental exams, and dental treatment. The Contractor shall provide services in the United States (the 50 States and the District of Columbia), the Commonwealths of Puerto Rico and the Northern Mariana Islands, the territories of American Samoa, Guam, and the U.S. Virgin Islands. The government may extend services to additional OCONUS sites, such as in Germany and Japan. Before extending services to any additional OCONUS locations, the Government would first modify the contract’s PWS and CLIN structure to accommodate the requirement. The Contractor shall provide services using the following three modalities: Group Events, In-Clinic appointments, and Virtual Health.

1.4 Scope: The Contractor shall establish and maintain a robust network of credentialed providers in all necessary practice areas to provide on-demand medical and dental readiness services based on SC readiness requirements and as described in Part 5 of this Performance Work Statement (PWS). The Contractor shall provide both face-to-face services and person-to-person services. The Contractor shall create, operate, and maintain both an electronic scheduling capability and a telephonic capability for SMs, SC Leads, and SC delegated personnel to request services by type and modality. The Contractor shall provide assessments, physical exams, laboratory services, diagnostics, audiology services, optometry services, immunizations, dental exams, and dental treatment. The Contractor shall electronically document the results of the services completed into the appropriate system(s) of record and/or DoD/DHS Component health readiness systems for each SM receiving services. (see Exhibit A_RHRP-3 Systems Map)

1.5 Period of Performance (PoP): The PoP begins with a not to exceed 9-month transition plus a 3-6 month base period (depending on the length of the transition-in period), which is the first year (base year) of the contract, and nine 12-month option years, for a total of ten years.

1.6 Transition:

1.6.1 Transition-in period. The transition-in period is defined as the period during which the contractor prepares to meet all contract requirements, ensuring (among other things) that all incoming personnel, to include network providers, are prepared, functionally trained, and qualified by the full performance start date. The transition-in period will not exceed nine months. The full performance start date will begin the day after the transition-in period ends. The Contractor shall provide the Government a detailed incoming transition plan for phasing-in contractor capabilities and performance due no later than (NLT) 10 business days after award. (Deliverable 1). This should be substantially the same transition plan that accompanied the Contractor’s proposal; the Contractor shall execute to the schedule and all associated milestones described in its plan. The Contractor’s transition-in plan shall discuss the activities the Contractor will carry out to (among other things) establish all required capabilities, establish all required IT connections, and ensure a smooth implementation of all aspects of service and support covered under this PWS. In the event that responsibility for fulfillment of ordered or ongoing tasks, either in whole or in part, must be transferred to the Contractor from the outgoing vendor, the Contractor shall participate in meetings with Government staff and representatives of the outgoing vendor to facilitate the hand off and completion of such tasks.

1.6.1.1 The Contractor shall include in its transition-plan the process flows it will employ for data retrieval of a SM’s readiness data to receiving the SM’s request for a scheduled service to publishing the electronic documentation in the appropriate DoD/DHS system once the scheduled service is completed. The Contractor’s transition-in plan shall describe the processes it will use for securely receiving contract data, including government data and CUI, from the outgoing vendor through encrypted transmission (as applicable). The transition-in plan shall contain a communication plan detailing necessary information regarding the new contract, any change in phone numbers, personnel, and websites to provide to the COR.

1.6.1.2 Additionally, the contractor shall ensure appropriate subject matter experts actively participate in systems integration interface meetings to identify all Defense Enrollment Eligibility Reporting System (DEERS) systems interfaces and applications (see PWS paragraph 6.12.2) necessary to meet the requirements of this contract. (For background information about DEERS and interfacing with DEERS, see the TRICARE Systems Manual, Chapter 3 at https://manuals.health.mil/pages/DisplayManualHtmlFile/2025-01-08/AsOf/TST5/C3TOC.html.)

1.6.2 Transition-Out Period. The Contractor shall, upon the Contracting Officer’s written notice furnish phase-out services for up to 180 calendar days in the final exercised option year of the contract. The Contractor shall provide sufficient experienced personnel during the phase-out period to ensure that the services called for by this contract are maintained at the required level of security and proficiency.

1.6.2.1 The Contractor shall prepare and deliver to the Government a transition out plan that facilitates the accomplishment of a seamless, low-risk transition to the incoming contractor at the expiration of the contract. The Transition Out Plan is due NLT 90 calendar days prior to end of the base year of the contract, and the Contractor shall update it with each option period exercised thereafter (Deliverable 2). The Contractor’s transition-out plan shall describe the process it will use to transfer government data and Personal Health Information (PHI)/Personal Identifiable Information (PII) (e.g., all CUI and other information collected and stored by the Contractor in communicating with SMs and SC representatives and performing services under this contract) to the successor contractor and/or the Government. The Contractor’s plan shall also describe how it will provide data and reports created from the telephonic scheduling process, as well as digital recordings and transcripts (see Paragraph 5.5.4), to the successor contractor and/or the Government.

1.6.2.2 When requested by the Government the Contractor shall participate in transition-out meetings with the PM, project staff, and representatives of the successor contractor and/or Government personnel. The purpose of these meetings will be to review project materials and take preparatory steps to ensure an effective transition in contractor support. When requested, the contractor shall develop, document, and monitor the execution of a Transition-Out Plan that may be used to transition tasks and materials described in this PWS to a new contractor or to the Government.

1.6.2.3 The Contractor shall comply with transition-out requirements of the DHA for contractors who have been issued a Common Access Card (CAC) or who generate “records,” as defined by DoDI 5015.02.

1.7 Administrative specifications

1.7.1 Place of performance: The Contractor shall provide readiness services within CONUS and OCONUS (see Paragraph 1.3) by each of the three modalities: in-clinic, group event, or virtual health.

1.7.2 Recognized Federal holidays:

Christmas Day

1.7.3 Hours of operation: The Contractor shall perform as described in Part 5.

1.8 Contractor travel: The Contractor shall travel personnel to support Group Events as requested by the Service Components. For illustrative purposes, the Government created Exhibit C1_Group Event Location Data, which lists proposed locations to which contractor personnel would be expected to travel to support Group Events in FY25. The Contractor shall be authorized travel expenses consistent with the cost principles and procedures in Federal Acquisition Regulation (FAR) Part 31.205-46, Travel Costs, and the limitations of funds specified in this contract. The Contractor shall not apply burden rates, indirect rates, or G&A rates to travel costs. The Government will not reimburse the Contractor for travel costs for any personnel who, upon arrival at a location, are unable, due to the fault of the contractor, to provide requested services at the Group Event.

1.9 Shipping: The Contractor shall ship required equipment for Group Events using the discounted government prices provided by FedEx and UPS and request reimbursement per cost. The Contractor shall not apply burden rates, indirect rates, or G&A rates to shipping costs. The Government will not reimburse the Contractor for the cost of shipping equipment that the Contractor, through its own fault, does not use for providing requested services at the Group Event.

1.9.1 The Contractor may store equipment in group event facilities not to exceed one day before the start of the group event and not to exceed one day after the conclusion of the group event.

1.10 Other Direct Costs (ODC): ODCs are not included in this contract.

1.11 Quality

1.11.1 Quality Control (QC): The Contractor shall develop and maintain an effective QC 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 QC program shall document that its work complies with stated requirements. The Contractor shall submit an initial QC Plan (QCP) within 30 calendar days after contract award and an updated QCP within 5 business days after incorporating any updates/changes to the plan (Deliverable 3).

1.11.2 Quality Assurance (QA): The Government will evaluate the Contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). The QASP 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).

1.12 Contractor personnel

1.12.1 Common Access Card (CAC) requirements. The Contractor shall identify those contractor employees who will require a Government issued Common Access Card (CAC) based on their duties and required level of DHA network access. To obtain CACs, the Contractor Facilities Security Officer (FSO) shall provide the COR the required information per the DHA CAC request process (Exhibit XX). The Contractor shall comply with onboarding requirements of the DHA for contractor employees needing CAC identification, including complying with DoD- and DHA-directed training and forms submission and appropriate background investigations prior to network forms access. (Exhibit YY_DMDC TASS)

1.12.1.1 The Contractor shall return the CACs of departing contractor employees to the COR within three business days after the employees depart and shall return all CACs when the contract ends (Deliverable 4).

1.12.2 Personnel Security. All Contractor employees identified as needing a CAC (see PWS para 1.12.1) shall have a minimum of a TIER 1 adjudicated investigation for Non-Critical, Non-Sensitive positions.

1.12.3 The Contractor shall identify a limited number of personnel who will support the design, development, operations, and security of Information Systems (IS) who shall complete a minimum of a TIER 2 adjudicated Non-Critical, Sensitive investigation.

1.12.4 Contractor onboarding and training. Contractor employees shall complete all requirements, training, and forms (as applicable) prescribed in Exhibit D_Required Training (taking into account the training timing and frequency requirements), as well as the following requirements (as applicable): (PRS #1)

1.12.4.1 Prior to accessing the DHA network, the Contractor shall complete the following:

1.12.4.1.1 Sign a DHA Acceptable User Policy (AUP), and

1.12.4.1.2 Complete DHA-approved training for Health Insurance Portability and Accountability Act (HIPAA) and Privacy Act and DoD Cyber Awareness Challenge initially within 30 days of entry on duty and annually thereafter.

1.12.5 Licensing and Compliance: (PRS #2)

1.12.5.1 The Contractor shall ensure that all Contractor providers (of all types) and nurses who deliver services under this contract (whether as direct Contractor employees or as part of the Contractor’s network of providers) are currently licensed in good standing to render professional health care services in each state in which they render services to SMs and/or satisfy the special license portability requirements described in Title 10 United States Code (USC) Section 1094(d)(2) (i.e., relating to providing “an examination or assessment under [10 USC] Section 10206”). The license must be at full clinical practice level to meet this requirement. A temporary license at the full practice level is acceptable. When a state does not license a specific category of individual professional provider, certification by a qualified accrediting organization is required. Certification must be at full clinical practice level. A temporary certification at the full clinical practice level is acceptable. The Contractor shall ensure that providers comply with any applicable state immunization requirements for health care providers.

1.12.5.2 The Contractor shall instruct any providers rendering telehealth/virtual health services (as that term is defined by applicable state laws) to follow telehealth-specific security, regulatory, licensing, credentialing and privileging, malpractice and insurance laws and rules for their profession in both the jurisdiction (site) in which they are practicing as well as the jurisdiction (site) where the patient (SM) is receiving care, and shall ensure compliance as required by appropriate regulatory and accrediting agencies.

1.12.6 Malpractice Insurance: The Contractor shall determine the medical malpractice coverage required in the state for each of its providers (whether employed by the Contractor or a provider in the Contractor’s network) and ensure that each provider complies with this requirement. In the absence of a state law requirement for medical malpractice insurance coverage, the Contractor shall determine the local community standard for medical malpractice coverage and the Contractor shall maintain necessary documentation evidencing both the standard and compliance by its providers. In no case shall any provider (e.g., physician, dentist, nurse practitioner, physician assistant, advance practice nurse, advance practice registered nurse, audiologist, optometrist, or behavioral health specialist) delivering services under this contract not have the minimum required medical malpractice coverage. The Contractor shall be solely liable for and expressly agrees to indemnify the Government for the costs of defense and any liability resulting from services provided to SMs by its providers. As an alternative, the Contractor shall ensure that all vendor network provider agreements used by the Contractor require the provider to agree to indemnify, defend, and hold harmless the Government from all claims, judgments, costs, liabilities, damages, and expenses, including attorney's fees, whatsoever, arising from any acts or omissions in the provision of medical services by the provider to eligible SMs.

1.12.6.1 The Contractor shall ensure all licensed dental and clinical providers and support staff performing services under this contract have not been precluded from participation in government healthcare insurance programs (e.g., are not on the Office of Inspector General, Department of Health and Human Services, List of Excluded Individuals/Entities) and have current licenses, registrations, and certifications according to industry standard and as required for the specific state, commonwealth, district, or Territory in which they are providing contract services to include compliance with any requirements of the jurisdiction(s) in which they and the SM are located.

1.12.7 Physical Security: The Contractor shall follow DHA and local security guidelines when group events occur at government facilities or on government property. The Contractor shall coordinate with the Unit Group Event Point of Contact (POC) for security procedure requirements NLT 14 calendar days prior to a Group Event.

1.12.8 Access Control: The Contractor shall follow local guidance to access Government installations or Government facilities (when such access is necessary) and shall use only specified gates or routes. The Contractor shall not enter any restricted area without an authorized escort.

1.12.9 Emergency Procedures:

1.12.9.1 The Contractor shall document an Emergency Procedure Plan (EPP) for each modality, which includes contingencies for electronically documenting completed readiness services. The Contractor shall submit the EPP NLT 15 calendar Days After Contract Award (DACA). (Deliverable 5)

1.12.9.2 The Contractor shall follow prescribed processes for notifications of emergencies. (Exhibit E1_Incident Report, and Exhibit E2_Emergency Notification Flow)

1.12.9.3 The Contractor shall create a quick response team who shall assist in resolving IT downtimes and IT emergencies, as described in Part 6.

1.12.10 Key personnel (Contractor): The Contractor shall provide personnel with requisite qualifications to fill the Key Personnel positions listed in paragraph 1.12.10.2 below. Key Personnel are considered essential to the work described within the PWS, and personnel in the Key Personnel positions must meet the pertinent education and experience requirements described in paragraph 5.9.

1.12.10.1 The Contractor shall submit in writing to the Contracting Officer (KO) and COR any proposed changes (replacements, substitutions, etc.) to its Key Personnel (with appropriate documentation) 30 calendar days prior to the key person on-boarding into a position on the contract. The Contractor shall notify the COR within three business days of notification from the affected Key Personnel of a change in work status. (Deliverable 6)

1.12.10.2 All Key Personnel shall have CACs.

1.12.10.3 Personnel in the following positions are Key Personnel:

1.12.10.3.1 Program Manager (PM) and Alternate Program Manager (APM)

1.12.10.3.2 Chief Medical Officer (CMO)

1.12.10.3.3 Chief Information Officer (CIO)

1.12.10.3.4 Chief Dental Officer (CDO)

1.12.10.3.5 Group Event Coordinator (GEC) and Alternate Group Event Coordinator

1.13 Data Rights: The Government has unlimited rights to all documents and materials newly developed under this contract (except in cases where DFARS Subpart 227 and the associated DFARS clauses dictate otherwise, as applicable), including telephone call recordings and transcripts and web chat transcripts, and all deliverables under the contract. These documents and materials may not be used or sold by the for any purpose without written permission from the Contracting Officer. All materials supplied or developed for the Government shall become the sole property of the Government and may not be used for any other purpose unless otherwise agreed in writing. This right does not abrogate any other Government rights.

1.13.1 Materials means all items in any format and includes, but is not limited to, data, reports, documents, pamphlets, advertisements, surveys, studies, software and computer programs, films, tapes, and/or sound reproductions. Ownership includes the right to copyright, patent, register and the ability to transfer these rights.

1.13.2 For materials that are delivered under the contract, but that incorporate pre-existing technical data or computer software developed by the contractor at private expense and not produced under the contract, the contractor may submit assertions pursuant to DFARS 252.227-7017 and will grant to the Government either a nonexclusive, royalty-free, irrevocable license in such materials, or the asserted level of license rights (e.g., Government Purpose Rights, Limited Rights, etc.) as permitted under the DFARS. The Contractor shall warrant and represent that it has all rights and permissions, including intellectual property rights, moral rights and rights of publicity, necessary to grant such a license. The Contractor shall provide the Government written notice within one business day of each notice or claim of infringement received by the Contractor with respect to any data delivered under this contract. (CDRL A010)

1.13.3 The Contractor shall provide the Government with, at a minimum, Government Purpose license rights to intellectual property first produced and delivered in the performance of this contract in accordance with the terms of DFARS clauses 252.227-7013 and 252.227-7014. This includes all software source code first produced and delivered in performance of this contract and any and all documentation created in support thereof. (CDRL A020)

1.13.4 The Contractor, upon request of the Government, shall deliver copies of all commercial licenses required to support this contract, including (but not limited to) those required to establish, operate, or maintain the Electronic Scheduling Capability and the Status Dashboard and associated applications. Any commercial items, including without limitation commercial computer software, delivered to the Government under this contract will be delivered subject to their standard commercial license terms, provided such terms are consistent with applicable Federal law and regulations.

1.14 Reporting

1.14.1 Non-Disclosure Agreement (NDA): The Contractor shall ensure that 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 complete and sign a DHA contractor NDA (DHA Form 49) prior to beginning work on the contract or an associated task order. The Contractor also shall execute an NDA on behalf of the company. The individual employee NDAs shall be executed not later than the first day of an employee’s employment and be renewed upon the exercise of a contract/task order option period. (Deliverable 7) Assignment of staff who have not executed an NDA or have failed to adhere to the terms of the NDA shall constitute default on the part of the Contractor. The Contractor shall maintain originally signed NDAs of individual employees and provide a copy of the NDAs to the COR.

1.14.2 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 KO 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.

1.14.3 Post Award Conference (PAC): The Contractor shall attend any PACs convened by the contracting activity or contract administration office in accordance with FAR Subpart 42.5. The PACs will be scheduled by the KO within 20 calendar days after contract award. (Deliverable 8)

1.14.4 Periodic Progress Meetings/ Monthly Progress Reviews (MPR): The KO, COR, and other Government personnel, as appropriate, will meet on a defined schedule with the Contractor to review the contractor's performance. At these meetings the KO 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 The Contractor shall ensure that contractor and subcontractor personnel performing services in a Government facility or on Government property wear identification badges that display their name and the name of their company.

1.15.2 Contractors, including subcontractors at all tiers, shall clearly distinguish themselves from Government personnel. Contractor employees shall not act, advertise, or presume to be Government employees, agents, or representatives. Contractor employees are required to appropriately identify themselves as contractor employees at all times, including in telephone conversations, formal and informal written correspondence, paper and electronic, and in any other situation where their actions could be construed as acts of Government officials, unless, in the judgment of the Government, no harm can come from failing to identify themselves. Contractor employees shall be introduced as contractor personnel and display distinguishing visible identification at all times whether in conversations, meetings, or other forms of communication with Government personnel.

1.15.3 Contractor personnel, while performing in a contractor capacity, shall refrain from using their retired or reserve component military rank or title (if applicable) in written or verbal communications associated with the contracts for which they provide services.

1.15.4 The Contractor shall incorporate the substance of this requirement (relating to Contractor Identification) in all subcontracts awarded under this contract.

1.15.5 Dress and Appearance: The Contractor shall ensure that its personnel dress in a neat, professional manner in good keeping with standard health care practices, be easily recognized and provide professional, modest appearance in keeping with normally accepted community standards of dress for the work being performed. In all cases, contractor employee clothing and appearance shall be neat and clean.

1.15.6 The Contractor shall provide all services IAW applicable national, state and local regulations and policies governing the use of personal protective equipment.

1.16 Media Inquiries: Neither the Contractor nor its employees shall respond to any media inquiries. Any inquiries from the media shall be promptly relayed to the Government RHRP Director. The Contractor shall not provide interviews, comments, or any other response without the knowledge and approval of the Government RHRP Director.

PART 2

2. DEFINITIONS, ACRONYMS, AND APPLICABLE PUBLICATIONS/ INSTRUCTIONS

2.1 Definitions:

ACCEPTABLE QUALITY LEVEL (AQL): The minimum level of performance a contractor shall meet to be satisfactory on this contract.

ACCEPTABLE USER POLICY (AUP): The practices users must agree to in order to use a network or other resource.

APPROVER: Electronic scheduling capability role defined as person who can approve requested service on behalf of the Service Components.

ASSESSMENT: The process by which information is gained through evaluation criteria pertaining to the medical/dental readiness of a service member.

COLD CHAIN MANAGEMENT: The process of storing and transporting vaccines within a specific temperature range to ensure their effectiveness. The cold chain begins when a vaccine is manufactured and ends when the vaccine is administered to a patient.

COMMON OPERATING PICTURE: Shared, real-time display of information that provides all involved parties with the same situational awareness, enabling effective, consistent, and timely decision-making during incidents or operations.

CONTRACTING OFFICER (KO): A person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings.

CONTRACTING OFFICER’S REPRESENTATIVE (COR): An individual designated and authorized in writing by the KO to perform specific technical or administrative functions. This individual does NOT have authority to change the terms and conditions of the contract.

DATA EXCHANGE PLATFORM (DxP): Intermediary platform that facilitates the secure exchange and interoperability of health-related data between multiple healthcare systems, providers, and organizations within and outside DoD that leverage healthcare related information. The service acts as a centralized conduit, ensuring that data is properly transformed, validated, routed, and managed according to specific healthcare standards and regulatory compliance requirements, such as HIPAA and Federal Information Security Management Act (FISMA).

The core functionalities of the Data Exchange Platform include:

· Data Transformation: The service converts health data formats to ensure compatibility between disparate systems.

· Routing and Integration: The service intelligently routes health data to the appropriate destination, based on predefined rules and criteria, enabling seamless integration with Electronic Health Record (EHR) systems, clinical applications, and other healthcare platforms.

· Security and Compliance: Ensures encryption, audit logging, and access control measures that comply with healthcare privacy laws and DoD security standards.

· Data Validation: Verifies the accuracy and integrity of the exchanged data, identifying errors, gaps, or duplications before sharing with end recipients.

· Monitoring and Auditing: Tracks data transactions, providing insights for auditing purposes and ensuring transparency and accountability across the exchange.

· This service streamlines communication between entities that handle healthcare related data, reducing duplication, improving patient care, and supporting population health functions in both civilian and military healthcare settings.

· Supports bi-directionality in data exchange.

· Data broker between the Contractor and DoD/DHA Service Systems.

DEPLOYMENT RELATED HEALTH ASSESSMENTS: Health assessments for Service Members conducted at specific intervals throughout the deployment cycle. Health assessments related to deployment include the Pre-Deployment Health Assessment (DD Form 2795), Post-Deployment Health Assessment (DD Form 2796), Post-Deployment Health Re-Assessment (DD Form 2900), and Deployment Mental Health Assessment (DD Form 2978). Service members may complete health assessments related to deployment as part of the Annual Periodic Health Assessment (DD Form 3024) when established requirements are met.

DEPARTMENT OF HOMELAND SECURITY (DHS) ORGANIZATIONS: The DHS organization requiring services through this contract are only the US Coast Guard.

DEPLOYMENT LIMITING MEDICAL CONDITION (DLMC): Medical or dental condition that would make a service member unable to perform their duties while deployed.

ELECTRONIC HEALTH RECORD (EHR): A digital version of a patient’s paper chart that stores their medical history and other health information.

EMERGENCY: An unexpected situation requiring immediate attention to include indicating harming themselves or others.

EXAM (Exam in person): A physical examination that includes a variety of tests or assessments in a physical setting.

FACE-TO-FACE: An encounter when the individuals (provider and patient) are physically in the presence of each other.

GROUP EVENTS: A modality by which readiness services are provided to a group of service members from the same or multiple service components.

HEALTH ASSESSMENT: Health assessment encounters include, but are not limited to, DoD PHA, DRHA, mental health assessments, and other specified Service and military occupation–related medical encounters.

IN-CLINIC: A modality by which readiness services are provided in a private-sector clinical setting.

INCIDENT: Occurrence that may have or will result in risks to health and safety that must be reported on an Incident Report.

INDIVIDUAL ITEM MEDICAL RECORD: Any medical or dental record document in any format, that a SM/SC/SC Designee/Unit POC requests the Contractor (inclusive of subcontractors and network providers) to upload for the purpose of entering the document into the applicable SC database.

KEY PERSONNEL: Employees of the contractor, or any subcontractor(s), affiliates, joint venture partners, or team members, and consultants engaged by any of these entities and are essential to the work being performed under contract.

LATE CANCELLATION FEE: Additional fee charged to either the Government or to the Contractor for cancelling a requested service less than 72 hours prior to the scheduled appointment time.

LICENSED HEALTHCARE PROVIDER: Medical Doctor (MD), Doctor of Osteopathy (DO), Nurse Practitioner (NP), Advance Practice Nurse, or Physician Assistant (PA), Psychologist, Psychiatrist licensed within a state(s) to provide clinical assessments and treatment.

LICENSED DENTAL PROVIDER: Any Dental Physician licensed within a state(s) to provide dental exams and treatment.

MEDICAL ASSISTANT: Health care professional who performs clinical and administrative tasks to support physicians and other medical professionals in patient care.

MENTAL HEALTH ASSESSMENT: A series of health screenings designed to identify mental health concerns.

MOBILE: Capabilities available via cell phone, this DOES NOT include application development for cell phones.

MODALITY: A method by which readiness services are provided (i.e., group event, in-clinic, virtual health).

NON-CONCURRENCE: Service Member decides, at an appointment, (in-person or virtual) not to receive a scheduled service.

NON-PERSONAL 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.

NO-SHOW: SM or Contractor fails to present at an in-person (in-clinic or group event) or virtual appointment to receive or deliver the scheduled service(s).

PERSON-TO-PERSON: Face-to-face, telephonic, or video conference dialogue with an individual that is conducted in a private setting to foster trust and openness in discussing sensitive health concerns.

PERIODIC HEALTH ASSESSMENT (PHA): Annual assessment required for maintaining Service Member readiness standards.

POST-DEPLOYMENT HEALTH ASSESSMENT (PDHA): This assessment applies if a Pre-Deployment Health Assessment was required during the pre-deployment phase and the Service member completed the deployment or per the instructions of the commander exercising operational control, based on health risk during deployment.

POST-DEPLOYMENT HEALTH REASSESSMENT (PDHRA): Health screen that occurs 90 - 180 calendar days after SM redeployment, designed to protect and evaluate the health of those returning from combat. This assessment applies if a Pre-Deployment Health Assessment was required during the pre-deployment phase and the Service member completed the deployment or per the instructions of the commander exercising operational control, based on health risk during deployment.

POST-DEPLOYMENT MENTAL HEALTH ASSESSMENT: Assessment that occurs as part of the PDHA, 30 calendar days before or after SM redeployment which include a series of deployment health screenings designed to identify mental health concerns. This assessment applies if a Pre-Deployment Health Assessment was required during the pre-deployment phase and the Service member completed the deployment or per the instructions of the commander exercising operational control, based on health risk during deployment.

PRE-DEPLOYMENT HEALTH ASSESSMENT: Assessment that occurs 120 calendar days before SM deployment.

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.

SCHEDULER: Electronic scheduling capability role defined as person who schedules the service, can be the Contractor, Service Component Lead, Service Component Designee, or the Service Member. This role can also cancel the service.

SERVICE COMPONENT DESIGNEE: Any Government representative delegated or designated by the SC, including points of contact at the service unit level (i.e. Unit POC).

SERVICE COMPONENT LEAD: Key Government Requirements Owner from each Service. Army National Guard of the United States, Army Reserve, Marine Corps Reserve, Navy Reserve, Air National Guard of the United States, the Air Force Reserve, and US Coast Guard and Reserve. Any Service TRICARE PRIME remote Leads.

SERVICE MEMBER (SM): A member of the uniformed services, consisting of the Army, Navy, Air Force, Marine Corps, and Coast Guard. This includes Active duty, full-time duty, Reserve duty, and part-time duty personnel.

SUPPORT STAFF: Clinical Medical or Dental trained staff who assist providers.

SWAP OUT FEE: Additional fee charged by the Contractor when a SM fills a Group Event slot (and receives services) originally scheduled for another SM who has no-showed.

TRICARE PRIME REMOTE: Managed care option for Active-Duty SM’s whose home or work address is greater than 50 miles or one hour's drive time from a military hospital or clinic.

UNIT IDENTIFICATION CODE (UIC): The Service-unique code that represents the unit to which the member is assigned or has reported to duty. It is a six-character alphanumeric code that uniquely identifies each United States Department of Defense entity. The Air Force uses a variation of the UIC, called a Personnel Accounting Symbol (PAS) code, which is a unique four-character alphanumeric code. The Marines use a five-character alphanumeric identifier called a Reporting Unit Code (RUC) in addition to the UIC.

VENDOR NETWORK: All healthcare providers delivering readiness services under the contract via the in-clinic, group event, or virtual health modalities.

VIEWER: Electronic scheduling capability role for person who can view services for the SM (themselves or others).

VIRTUAL HEALTH (also TELEHEALTH): Use of telecommunications and information technologies to provide health assessment, treatment, diagnosis, intervention, consultation, supervision, education, and information across distances provided person-to-person.

2.2 Acronyms:

2.3 Applicable Publications, DHA Administrative Instructions (AI), etc.

2.3.1 Public Law

10 U.S.C. §§ 1074a, 10149, 10206 10 U.S.C. §§ 1074f, m, n 10 U.S.C. § 1090a (2023) Pub. L. No. 104-191 (1996) Pub. L. No. 112-81 (2012)

2.3.2 Code of Federal Regulation

48 CFR Federal Acquisition Regulations System

2.3.3 Department of Defense

AR 40-562/BUMEDINST 6230.15B/AFI 48-110_IP/CG COMDTINST M6230.4G, “Immunizations and Chemoprophylaxis for the Prevention of Infectious Disease,” 7 Oct 2013 AR 40-63/SECNAV 6801.1/AFI 44-117, "Ophthalmic Services," 14 Apr 2015 DoDD 5124.02, “Under Secretary of Defense for Personnel and Readiness (USD (P&R)),” 23 Jun 2008 DoDD 5136.13, “Defense Health Agency,” 30 Sep 2013 DoDD 6200.04, “Force Health Protection,” 9 Oct 2004 DoDD 6490.02E, “Comprehensive Health Surveillance,” 8 Feb 2012 DoDI 1241.01 "Reserve Component (RC) Line of Duty Determination for Medical and Dental Treatments and Incapacitation Pay Entitlements," 19 Apr 2016 DoDI 1332.18 "Disability Evaluation System (DES)," 10 Nov 2022 DoDI 1332.45, "Retention Determination for Non-Deployable Service Members," 30 Jul 2018 DoDI 3021.41, “Operational Contract Support,” 20 Dec 2011 DoDI 5015.02 "DoD Records Management Program," 24 Feb 2015 DoDI 6025.18-R "DoD Health Information Privacy Regulation," March 13, 2019 DoDI 6025.19, “Individual Medical Readiness Program,” 13 Jul 2022 DoDI 6040.06, "The Separation History and Physical Examination for the DoD Separation Health Assessment Program," 14 Apr 2016 DoDI 6055.01, "DoD Safety and Occupational Health (SOH) Program," 14 Oct 2014 DoDI 6055.05, "Occupational and Environmental Health (OEH)," 11 Nov 2008 DoDI 6055.12, "Hearing Conservation Program," 14 Aug 2019 DoDI 6130.03, Volume 1 "Medical Standards for Appointment, Enlistment, or Induction in the Armed Forces" DoDI 6130.03, Volume 2, "Medical Standards for Military Service: Retention" 4 Sep 2020 DoDI 6200.05, "Force Health Protection Quality Assurance (FHPQA) Program," 16 Jun 2016 DoDI 6200.06, “Periodic Health Assessment (PHA) Program,” 8 Sep 2016 DoDI 6205.02, “DoD Immunization Program,” 23 Jul 2019 DoDI 6480.04, "Armed Services Blood Program," 7 Jan 2022 DoDI 6490.03, "Deployment Health," 19 Jun 2019 DoDI 6490.04, "Mental Health Evaluations for Members of the Military Services," 4 Mar 2013 DoDI 6490.07, “Deployment-Limiting Medical Conditions for Service Members and DoD Civilian Employees,” 5 Feb 2010 DoDI 6465.01, "Erythrocyte Glucose-6-Phosphate Dehydrogenase Deficiency (G6PD) and Sickle Cell Trait Screening Programs," 17 Jul 2015 DoDI 6485.01, "Human Immunodeficiency Virus (HIV) in Military Service Members," 7 Jun 2013 DoDI 8580.02-R, "DoD Health Information Security Regulation," 12 Aug 2015

DFARS 207.503

DFARS 252.225-7040

DoD Manual 6025.18 "Implementation of the Health Insurance Portability and Accountability Act (HIPAA) Privacy Rule in DoD Health Care Programs," 13 Mar 2019 DoDM 6055.05, “Occupational Medical Examinations: Medical Surveillance and Medical Qualification,” 27 Jul 2022 IT Level Designation on DD FORM 2875 System Authorization Access Request Memo, 8 September 2020 DOD MANUAL 5200.02 Procedures For The DoD Personnel Security Program (PSP), October 29, 2020 6025.18-R, “Department of Defense Health Information Privacy Regulation,” January 24, 2003, (or its successor) DoD 5400.11-R, “Department of Defense Privacy Program,” May 14, 2007, (or its successor) DoD Directive 5400.11-R, “Department of Defense Privacy Program,” October 29, 2014 DoD Directive 8580.02-R, “Department of Defense Health Information Security Regulation,” July 12, 2007 (or its successor) Office of the Secretary of Defense Memorandum, “Safeguarding Against and Responding to the Breach of Personally Identifiable Information (PII),” dated June 5, 2009 Title XIII, Subtitle D of Public Law 111-5 (also known as “Health Information Technology for Economic and Clinical Health (HITECH) Act”) Title 45, Code of Federal Regulations, Part 160, “General Administrative Requirements,” January 10, 2014 Office of the Secretary of Defense Memorandum, “Use of Best…