CASS PWS _ RFI Release Version.pdf

Department of Defense Health Agency –

Performance Work Statement –

Contracting and Acquisition Support Services (CASS)

Defense Health Agency (DHA) Version: 5.0 (updated 14 February 2023)

Date: 7 February 2024

Section 1

GENERAL INFORMATION

1.1 This is a non-personal services contract to provide Acquisition Support Services for the Defense Health

Agency (DHA).

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 Acquisition Support Services 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 PWS.

1.3 Background: DHA is responsible for the effective execution and operation of the Department of Defense

(DoD) medical mission, which is to provide medical services and support to specified categories of individuals entitled to DoD medical care. The Military Health System (MHS) is committed to the provision of world class healthcare services for military personnel, retirees, their families, and other eligible beneficiaries.

This goal incorporates the provision of a health delivery system where quality, access and cost effectiveness prevail. The delivery system focuses on operational readiness, health promotion, primary care and managed care.

The DHA provides medical care for the DoD’s approximately 9.6 million eligible beneficiaries provided through the defense health program which includes contracted health care networks and military treatment facilities. TRICARE provides comprehensive, quality, and accessible health care to members of the Uniformed Services: Army, Navy, Air Force, Marine Corps, Coast Guard, and the Commissioned Corps of the U.S. Public Health Service and the National Oceanic and Atmospheric Administration. By law and/or agreement, benefits may be extended to members of NATO States and their dependents.

The Defense Health Agency Contracting Activity (DHACA) provides acquisition support to the MHS through effective business relationships and transactions and manages a contract portfolio directly supporting the MHS. DHACA solicits, awards, and administers DHA contracts related to the delivery and oversight of health care services under legislatively defined benefits.

1.4 Objectives: The objective of this contract is to provide full range of acquisition and program management support services in the performance of activities within DHA.

1.5 Scope: Acquisition Support. Acquisition support services include but are not limited to: Program Management Office, Acquisition Workforce, Career Management, Acquisition Planning Support Office, Systems Engineering, Agreements, Manager’s Internal Control Program (MICP), Acquisition Policy, Category Management, Services Requirements Review Board, Test and Evaluation, Cost Estimating, Lifecycle Logistics, Data Analytics and Metrics, Business Process Improvement, and Executive Support Office (ESO). Other DHA support services under this contract include but not limited to: Procurement Policy, Acquisition Systems, Government Purchase Card, Quality Management, and administrative support services.

The contractor shall accomplish a variety of acquisition and other related administrative services to complement the Government’s capabilities.

1.6 Transition Periods:

1.6.1 Transition-in period: The Contractor shall provide an incoming transition plan that covers a 30-calendar day period that allows for a smooth transition from incumbent to awardee of all services.

The contractor shall coordinate with the Government in planning and implementing a complete transition within 30 calendar days after award. This transition plan shall include, but is not limited to:

1.6.1.1 Coordination with Government representatives

1.6.1.2 Review, evaluation, and transition of current support services

1.6.1.3 Transition of historic data to new Contractor system, Government-approved training and certification process

1.6.1.4 Transfer of all necessary business and/or technical documentation

1.6.1.5 Orientation phase and program to introduce Government personnel, programs, and users to the Contractor's team, tools, methodologies, and business processes.

1.6.1.6 Distribution of Contractor purchased Government owned assets, including facilities, equipment, furniture, phone lines, computer equipment, etc.

1.6.1.7 Transfer of Government Furnished Equipment (GFE) and Government Furnished

Information (GFI) and provide GFE inventory management assistance.

1.6.1.8 Applicable DHA briefing and personnel in-processing procedures, and coordination with the

Government to account for Government keys, ID/access cards, and security codes.

1.6.2 Transition-out period: Contractor shall provide an Outgoing 30 calendar day transition plan for transitioning work from an active contract to a follow-on contract/order. This transition may be to a Government entity, another Contractor or to the incumbent Contractor under a new contract/order. In accordance with the Government-approved plan, the Contractor shall assist the Government in planning and implementing a complete transition from this Contract and/or orders issued under this Contract to the awardee. This shall include formal coordination with Government staff and successor staff and management. It shall also include delivery of copies of existing policies and procedures, and delivery of required metrics and statistics. This transition plan shall include, but is not limited to:

1.6.2.1 Coordination with Government representatives.

1.6.2.2 Review, evaluation, and transition of current support services

1.6.2.3 Transition of historic data to new Contractor system, Government-approved training, and certification process.

1.6.2.4 Transfer of all necessary business and/or technical documentation

1.6.2.5 Orientation phase and program to introduce Government personnel, programs, and users to the Contractor's team, tools, methodologies, and business processes.

1.6.2.6 Transfer of GFE and GFI, and GFE inventory management assistance.

1.6.2.7 Applicable DHA debriefing and personnel out-processing procedures.

1.6.2.8 Turn-in of all Government keys, ID/access cards, and security codes.

1.7 Administrative specifications

1.7.1 Place of performance: DHA will not provide any fuel, personnel, or utilities to the contractor for the execution of this contract. The DHA Contracting Officer’s Representative (COR) at his/her discretion, and with concurrence of the contractor project leader, may provide workspace and other support equipment for contractor personnel as necessary to ensure contractor participation and productivity as a member of project task teams and work groups. Work shall be performed at the following DHA geographical locations:

• Managed Care Contracting Division – (MC-CD)

16401 E. Centretech Parkway, Aurora, Colorado, 80011

• Component Acquisition Executive (CAE), Deputy Assistant Director for Acquisition, Deputy CAE, Acquisition Planning Support Office (APSO), and Professional Services Contracting Division (PS-

CD) 7700 Arlington Blvd, Falls Church Virginia, 22042

• Executive Support Office (ESO), and Enterprise Medical Services Contracting Office (EMS-CD) 2720 Howitzer Road, BLDG 2372, Suite 3000, JBSA Fort Sam Houston, Texas 78234

• Defense Healthcare Management Systems Contracting Division (DHMS-CD) 1501 Wilson Blvd., Suite 600 Rosslyn, Virginia 22209

• Program Management-Enterprise Medical Services Division (PM-EMSD) 2776 C Street, Suite 200, Wright Patterson Air Force Base, Ohio 45435

• Professional Services Contracting Division (PS-CD) 7700 Arlington Blvd, Falls Church Virginia, 22042

• Enterprise Medical Services Contracting Division (EMS-CD) Stanley Rd. Suite 208 JBSA Fort Sam Houston, TX 78234

• Defense Health Military Systems (DHMS) Contracting Division 1501 Wilson Blvd., Suite 600 Rosslyn, VA 22209

• Central Markets Contracting Division (CM-CD), Colorado Springs, CO; Services for this location can be provided remotely/telecommuting until a physical location is determined by the Government.

• Western Market Contracting Division (WM-CD); San Diego, CA; Services for this location can be provided remotely/telecommuting until a physical location is determined by the Government.

• Southeastern Markets Contracting Division (SEM-CD) Frederick, MD

• Defense Healthcare Management Systems Division (DHMS-CD) Rosslyn, VA

• Northeastern Markets Contracting Division (NEM-CD) Falls Church, VA

• Southern Markets Contracting Division (SM-CD) San Antonio, TX

Contractor support shall be conducted from these locations, or through telecommuting with the COR’s or Contracting Officer’s (CO) approval. Advanced approval shall be obtained for a specific telework schedule.

1.7.2 Recognized Federal holidays: The contractor will not be required to perform services on holidays.

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Juneteenth Independence Day Christmas Day Independence Day

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 always 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. Contractor will only invoice for and Government will only pay for hours of work Government receives.

1.7.3.1 Regular duty hours for each duty location are developed by the duty location office chief (or designee) and relayed to the contractor representative. The work schedule is developed by the contractor representative, based on the duty hours required, and distributed to the duty location office chief (or designee) for approval. Typical duty hours are 8, 9 or 10-hour days but no more than 40 hours a week or 80 hours in a two-week period. All work schedules must be completed during the core hours identified by the office chief (or designee). All schedules will be provided to the COR after they have been approved by the local Government authority (or designee) and the contractor representative. Work schedules shall be approved and submitted to the COR two-weeks prior to the anticipated work period. The Government reserves the right to revise duty hours; the office chief (or designee) must provide the proposed revision of the duty hours to the COR for approval.

1.7.3.2 The contractor may adjust the contractor employee’s schedule to compensate for missed times or unplanned performance hours worked within the same scheduled 2-week work period. Any changes to the work schedule shall be submitted to the COR within the same 2-week work period.

1.7.3.3 Overtime work may be required and will be authorized only by the Contracting Officer (CO). Overtime requests must be initiated by the local Government authority, routed through the contractor, and then must be approved by the COR prior to submission for final approval by the CO.

1.7.4 The Contractor is authorized to enable contractor employees to telework and/or remote work upon coordination with the COR and subject to approval of telework implementation by the respective contracting office/staff element management team. Telework agreements shall be documented with the contractor and signed by the contractor employee and the COR. The Contractor shall have written policy guidance established and provide adequate oversight of work products to ensure contract compliance while teleworking. Contractor employees shall have an approved telework agreement signed and coordinate with the COR prior to commencing telework. Telework arrangements on individual task orders shall commence with COR concurrence under the following:

1.7.4.1.1 Teleworking on the part of the company is voluntary.

1.7.4.1.2 Teleworking shall not result in an increase in contract price.

1.7.4.1.3 The Contractor is responsible for continuity of performance IAW the terms and conditions of the contract.

1.7.4.1.4 Any equipment provided by the Government for telework purposes will be treated as GFE.

1.7.5 Emergency Services: On occasion, services may be required to support an activation or exercise of contingency plans outside normal duty hours, as defined in Paragraphs 1.7.2 and 1.7.3.

1.7.6 Conduct: Contractor personnel shall adhere to standards of conduct as established by the Director of

DHA.

1.8 Contractor Travel and Training Expenses

1.8.1 Contractor Travel/Training: The Contractor shall attend a post-award conference, if required, at a location to be determined by the Government. The Contractor may also be required to travel for periodic meetings with the contracting officer or program office. Travel may be required, or costs may be incurred for Government-directed training as well. Arrangements for and costs of all travel, transportation, meals, lodging, and incidentals is the responsibility of the Contractor. Costs for these expenses will be reviewed, certified, and approved by the COR. All travel and transportation shall utilize commercial sources and carriers provided the method used for the appropriate geographical area results in reasonable charges to the Government. The Government will not pay for business class or first-class travel. Travel, lodging and meals shall be reimbursed IAW the Joint Travel Regulations (JTR), FAR Part 31, and the limitations of funds specified in this contract. Task Orders may require travel and training. Task order travel and training requirements will be identified in the task orders.

1.9 Quality

1.9.1 Quality Control (QC): The contractor shall develop and maintain an effective quality control plan

(QCP) to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s QCP is the means by which the work complies with stated requirements. The QCP shall be submitted to the Contracting Officer and COR within 30 days of contract award. After acceptance of the QCP the contractor shall receive the CO’s acceptance in writing of any proposed change to its

QCP.

1.9.2 Customer Complaint Procedures: If performance is determined to be unacceptable and appropriate remedial action is not taken in a timely/sufficient manner after the contractor task lead is notified, the COR will ensure a Customer Complaint Record (CCR) is documented, then notify the contractor’s Program/Task Manager and the Contracting Officer assigned to the task order. Depending on the severity of the problem, the Government may elect to bypass the CCR documentation and pursue resolution utilizing the Corrective Action Report (CAR).

1.10 Contractor Personnel

1.10.1 Common Access Card (CAC) requirements: The contractor shall complete or provide to the Government all information required per the DHA CAC request process, which can be found at:

DoD Common Access Card > Common Access Card > Getting Your CAC > For Contractors. A CAC is the standard identification for eligible DoD contractor personnel.

1.10.2 Contractor Training: The contractor shall complete all requirements, training, and forms per the

DHA’s Onboarding Checklist for Contractor Employees located at:

https://info.health.mil/sites/DOP/OnboardingCtr/Contractor_OnBoarding_Checklist.pdf.

1.10.3 Physical Security: The contractor shall be responsible for safeguarding all Government equipment, information and property provided for contractor use. If performing in a Government facility, then the employee shall ensure the facility, equipment, and materials are secured at end of each work period.

1.10.4 Key/key card control: The Contractor shall establish and implement methods of making sure all keys/key cards issued to the Contractor by the Government are tracked to avoid lost or misplaced items and are not used by unauthorized persons. No keys/key cards issued to the Contractor by the Government shall be duplicated. The Contractor shall develop procedures covering key/key card control that shall be included in the QCP. Such procedures shall include turn-in of any issued keys/key cards 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 and COR.

https://www.cac.mil/common-access-card/getting-your-cac/for-contractors/#:%7E:text=If%20you%20are%20a%20contractor,other%20CAC%20holders%20go%20through.

https://info.health.mil/sites/DOP/OnboardingCtr/Contractor_OnBoarding_Checklist.pdf

1.10.5 In the event keys/key cards, 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.

1.10.6 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. 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 or COR.

1.10.7 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 for the combinations. These procedures shall be included in the Contractor’s QCP.

1.10.8 Key personnel (Contractor): The contractor shall provide a contract manager who shall be responsible for the 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 and COR. 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 0800

- 1630, Monday thru Friday except Federal holidays or when the Government facility is closed for administrative reasons.

1.11 Reporting

1.11.1 Service Contract Reporting (SCR): The contractor shall report all contractor labor hours (including subcontractor labor hours) required for performance of services provided under this PWS via a secure data collection site. The contractor is required to fill in all required data fields in the System for Award Management (SAM) at https://sam.gov.

1.11.2 Non-Disclosure Agreement (NDA): All DHA Government 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/ 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 the first day of employment and to be renewed upon exercising a contract option period. Assignment of staff that have 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 copies to the COR. The contractor shall maintain copies of the executed NDAs of individual employees and shall make the records easily available to the CO and COR upon request.

1.11.3 Government’s Contracting Officer Representative (COR): The COR monitors all technical aspects of the contract and assists in contract administration as directed by the CO. The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of https://sam.gov/ 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 for 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 about changes in cost or price, estimates or changes in delivery dates. The COR will conduct a monthly status report and submit to the COR File in SPM (PIEE). The COR is not authorized to change any of the terms and conditions of the contract.

1.11.4 Post award conference/periodic progress meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office IAW Federal Acquisition Regulation Subpart 42.5. The CO, COR, and other Government personnel, as appropriate, will meet at least quarterly with the contractor PM and team to review the contractor's performance. At these meetings the CO and/or COR 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.

1.12 Contractor Identification

1.12.1 Contractor personnel performing services in a contractor capacity in Government facilities may be required to possess and wear an identification badge that displays his or her name and the name of their company, in accordance with local facility security policies. All contractor personnel shall identify themselves as contractor support personnel in all forms of communication with all entities with whom DHA/DHACA/HCA has business dealings. The contractor shall: answer all telephone calls and have a personalized voice message with an introductory statement that includes that the person is contractor support personnel, ensure all those with whom the person interacts in any face-to-face dealings while supporting the DHA understands that the person is contractor support personnel, include a title block in all emails that states that the person is contractor support personnel, and ensure all those with whom the person interacts in any face-to-face dealings while supporting DHA/DHACA/HCA understands that the person is contractor support personnel.

1.12.2 Contractor personnel shall attend meetings or otherwise communicate with Government and/or other contract representatives to meet the requirements of this contract. Contractor personnel shall make their contractor status known while introducing themselves in all meetings.

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

1.13 Contractor Access to Health Affairs (HA)/Defense Health Agency (DHA) Network(s)

1.13.1 Facility Security Officer (FSO)/Company’s Security POC shall notify the DHA Personnel Security Office after being awarded a contract that requires access to a Department of Defense (DoD) systems. Contractor personnel requiring access to the HA/DHA networks for performance of their tasks require a background investigation and 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.

1.13.2 Contractor Security POC must notify the DHA Personnel Security Office when contractor has submitted the SF85/86. The FSO/Security PCO, or the COR must notify the DHA Personnel Security Office in writing of a contractor’s termination from the action, including the termination date.

1.14 Personnel Security

1.14.1 The contractor shall comply with Department of Defense Instruction (DoDI) 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 DoD Manual (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:

1.14.2 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.

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

1.14.4 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.

Section 2

DEFINITIONS, ACRONYMS, AND APPLICABLE PUBLICATIONS

2.1 Definitions:

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

2.1.2. Category R: Support (Professional/Administrative/Managements) 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): A Government employee, 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. Over burn: rate at which funds are being spent on each CLIN and amount spent over amount of funded amount.

2.1.7. 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.

2.1.8. Under burn: rate at which funds are being under spent on each CLIN and amount being spent under the funded amount.

2.2 Acronyms:

ATO Authority to Operate AD-S Assistant Director-Support APSO Acquisition Planning Support Office ESO Executive Support Office CAC Common Access Card CAE Component Acquisition Executive CM-CD Central Market Contracting Division CO Contracting Officer COR Contracting Officer Representative COTR Contracting Officer's Technical Representative CS Contract Specialist CUI Controlled Unclassified Information DD 254 Department of Defense Contract Security Requirement List DFARS Defense Federal Acquisition Regulation Supplement DHA Defense Health Agency DHACA Defense Health Agency Contracting Activity DHMS-CD Defense Healthcare Management System Contracting Division DISA Defense Information Systems Agency DoD Department of Defense DoDI Department of Defense Instruction EMS-CD Enterprise Medical Services Contracting Division FAR Federal Acquisition Regulation

GFE Government Furnished Equipment GFI Government Furnished Information GFP Government Furnished Property HIT Health Information Technology HIPAA Health Insurance Portability and Accountability Act IA Information Assurance IS Information System IPT Integrated Product Team MC-CD Managed Care Contracting Division MDA Milestone Decision Authority MHS Military Health System MICP Manager’s Internal Control Program NDA Non-Disclosure Agreement NEM-CD Northeast Market Contracting Division OCI Organizational Conflict of Interest ODC Other Direct Costs PHI Protected Health Information PII Personally Identifiable Information PMO Program Management Office POC Point of Contact PoP Period of Performance PM-EMSD Program Management Enterprise Medical Services Division PS-CD Professional Services Contracting Division PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Plan SEM-CD Southeastern Market Contracting Division SM-CD Southern Market Contracting Division WAWF Wide area Workflow WM-CD Western Market Contracting Division

2.3 Applicable Publications:

Federal Acquisition Regulation (FAR) Defense FAR Supplement (DFARS) (current version) DHA issued Procurement Directives/Policies, Procedures & Guidance, location of documents:

https://info.health.mil/sites/DOP/PAC/SitePages/Home.aspx (only assessable with issued CAC) DoD applicable publications cited in PWS https://info.health.mil/sites/DOP/PAC/SitePages/DHA Acquisition Policy and Appointments.aspx https://info.health.mil/sites/DOP/PAC/SitePages/Home.aspx https://info.health.mil/sites/DOP/PAC/SitePages/DHA%20Acquisition%20Policy%20and%20Appointments.aspx https://info.health.mil/sites/DOP/PAC/SitePages/DHA%20Acquisition%20Policy%20and%20Appointments.aspx

Section 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3.1 Services: Government is not providing any services.

3.2 Facilities: The Government will provide the use of available DHA facilities shown below in support of the contractor providing Contract Support Services for entities within the Defense Health Agency.

• Managed Care Contracting Division – (MC-CD)

16401 E. Centretech Parkway, Aurora, Colorado, 80011

• Component Acquisition Executive (CAE), Deputy Assistant Director for Acquisition (DHACA), Deputy CAE, Acquisition Planning Support Office (APSO), and Professional Services Contracting Division (PS-

CD)

• Executive Support Office (ESO), and Enterprise Medical Services Contracting Office (EMS-CD)

2720 Howitzer Road, BLDG 2372, Suite 3000, JBSA Fort Sam Houston, Texas 78234

• Defense Healthcare Management Systems Contracting Division (DHMS-CD) 1501 Wilson Blvd., Suite 600 Rosslyn, Virginia 22209

• Program Management-Enterprise Medical Services Division (PM-EMSD) 2776 C Street, Suite 200, Wright Patterson Air Force Base, Ohio 45435

• Personal Services Contracting Division (PS-CD)

• Northeastern Market Contract Division (NEM-CD)

8111 Gatehouse Rd Suite 258 Falls Church, VA 22042

• Enterprise Medical Services Contracting Division (EMC-CD) 4130 Stanley Rd. Suite 208 JBSA Fort Sam Houston, TX 78234

• Defense Health Military Systems Contracting Division

1501 Wilson Blvd., Suite 600 Rosslyn, VA 22209

• Central Market Contracting Division (CM-CD), Colorado Springs, CO; Services for this location can be

• Western Market Contracting Division (WM-CD); San Diego, CA; Services for this location can be

• Southern Market Contracting Division (SM-CD), San Antonio, TX

• Southeastern Market Contracting Division (SEM-CD)

3.3 Utilities: The Government will provide all utilities for each of the DHA facilities shown under paragraph 3.2 above for the contractors use in performance of the contract/task order. All contractor and subcontractor employees working within the DHA facilities shown in paragraph 3.2 above shall follow all utilities conservation practices put in place by the Government.

3.4 Property (also referred to as “items” herein): The Government will provide telephones, facsimile machines, copiers and computer equipment to include laptops for use in performance under the contract/task order.

These items are authorized for transaction of official Government business only and shall not be used for personal business. Personal long-distance calls are not authorized, and the cost of all personal long-distance calls made by contractor or subcontractor employees may be deducted from the Contractor’s invoice payments. Telephones, facsimile machines, and computer equipment, to include laptops, are subject to communications security monitoring at all times. Contractor and subcontractor employees may be issued keys/keycards signed for at scheduled and unscheduled key control inspections. The Contractor shall be required to reimburse the Government for lost keys/keycards, or lockset (if lockset, required to be replaced) because of lost keys/keycards. The cost of replacement of keys/locksets may be deducted from payments to the Contractor. Items issued will remain the property of the Government and will not be removed from the facilities shown in paragraph 3.2 above. They are to be used, turned in or disposed of as directed by the CO or COR.

3.4.1 The contractor shall be responsible for inventory, tracking and input into GFP module of PIEE for all laptops issued to contractor employees.

3.5 Government Furnished Information: The Government will provide Standard Operating Procedures (SOP) and Policies, Publications, and other unspecified Government Furnished Information to complete PWS requirements specific to the contract / task order.

Section 4

SPECIFIC FUNCTIONS

4.0 Functions:

Functions are segregated into major areas to support:

• Acquisition Support Functions (Para 4.1)

• Other DHACA Support Functions (Para 4.2)

• Acquisition Planning Support Office (APSO) (Para 4.3)

• Program Management Support (Para 4.4)

• Executive Support Office (ESO) (Para 4.5)

• Acquisition Technology Support (Para 4.6)

• Performance Support (Para 4.7)

• Contracting Officer’s Representative (COR) Program Support (Para 4.8)

• Procurement Policy (Para 4.9)

• Acquisition Systems (Para 4.10)

• Government Purchase Card (GPC) Program Division (Para 4.11)

• Quality Management Office (Para 4.12)

• Contracting Division Support (Para 4.13)

• Cost and Price Analyst Support (Para 4.14)

• Management Support (MC-CD Only) (Para 4.15)

• Program Manager Support (MC-CD and NCR-CD Only) (Para 4.16)

4.1 Acquisition Support Function

4.1.0 Administrative Assistant: Provide administrative support services to the Assistant Director – Support (AD-S), CAE and Deputy CAE, the Administrative Assistant provides administrative support in a one-on-one working relationship. The Administrative Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the AD-S, CAE, and/or Deputy CAE. The Administrative Assistant will have the ability to work independently and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

4.1.1 Administrative Support:

4.1.1.0 Completes a broad range of administrative tasks for the AD-S, CAE, and Deputy CAE including managing an extremely active calendar of appointments; assistance with MHS transition activities; composing and proofreading correspondence that are sometimes sensitive in nature; arranging complex and detailed travel plans, itineraries, and agendas.

4.1.1.1 Plans, coordinates and ensures the AD-S’s, CAE’s, and Deputy CAE’s schedules are followed and respected. Provides “gatekeeper” and “gateway” role, creating win-win situations for direct access to the AD-S’s, CAE’s, and Deputy CAE’s time and office.

Provides a bridge for smooth communication between the AD-S’s, CAE’s, and Deputy CAE’s office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.

4.1.1.2 Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows through on projects to successful completion, often with deadline pressures.

4.1.2 Supporting Military Health System (MHS) Acquisition Programs that report to or through the CAE:

(Senior Subject Matter Expert). Provide acquisition-consulting services to assist the CAE in reviewing acquisition documentation for completeness. This support is across multiple Acquisition Categories (ACAT), Business System Category, and Service Acquisition Categories (S-CAT) programs in DHA when the DHA CAE is the Milestone Decision Authority (MDA), and as required, when the MDA is the USD (A&S). Services shall provide flexibility to assign highly skilled resources to resolve program and project issues as they are discovered. Examples include but not limited to: White Papers, Ad-Hoc Studies, Tracking tasks and progress reporting as necessary, Attending Program/Project reviews assisting CAE leadership with documentation, and assistance with the DoD 5000 process and associated milestone decisions/reviews, Assisting the Program/Project to remedy any deficiencies, Support the exercise of functional leadership and focus within the acquisition structure on implementation of disciplined acquisition planning across the DHA.

4.1.3 Assessment of MHS Acquisition Programs (e.g., ACAT, Business System Category, and S-CAT) reporting to or through the DHA CAE: (Senior Subject Matter Expert) Provide organization, functional, and program and project assessment services. Support should include expertise in program management, systems engineering, Integrated Product Team (IPT) development and support, life cycle logistics, financial management, cost estimating, IT/cyber security and other acquisition functional areas required by the CAE’s office. Coordinate closely with the CAE, and support contractors to integrate sound acquisition management considerations into all planning, implementation, management, sustainment and oversight activities. Examples include but not limited to:

• Assessing acquisition programs in development, deployment, or sustainment for compliance with

Functional Sponsor requirements, Federal and DoD statutory and regulatory life-cycle sustainment requirements and best practices.

• Assessing Program requirements, functional designs, plans and schedules, and providing recommendations, reviewing milestone and decision documentation for completeness and soundness of approach and provide recommendations.

• Providing insight and advice from multiple disciplines (e.g., Logistics, Test and Evaluation, Financial Management, Systems engineering, etc.) in addition to Contracting and Program Management in reviewing the programs.

4.1.4 Regulatory Analysis and Knowledge Management: (Senior Subject Matter Expert) Review, analyze, and assess impacts of emerging and existing acquisition legislation, regulation, audits (e.g., Government Accountability Office), reports (e.g., DoD Inspector General), and policy. Monitor and report on agency-developed tools and templates, examples, Government and commercial best practices, articles and content developed by industry and Government. Recommend incorporation of best-in-class techniques into DHA acquisition efforts. Keep the Government apprised of changes, recommending a way ahead for implementation and ensure widest dissemination possible among DHA acquisition workforces. As required, draft white papers or DHA instructions, policy, or memorandums to support this task. Monitor and prepare a monthly report to DHA CAE identifying DoD policy issuances, cancellations, and their impact.

4.1.5 Integrated Product Team (IPT)/Working Group Support (Clerical/Administrative Support-WPAFB):

Contractor shall attend various IPTs and working groups with Government representatives, or as directed when Government personnel are unavailable, and, take notes, generate meeting minutes, and submit for review by the Government staff.

4.1.6 Administrative Support (Clerical/Administrative Support): Provide administrative, general clerical and documentation support as follows: work with program managers to facilitate a comprehensive tracking and reporting program to include contact with Government CORs and Government Supervisors and review of electronic records in various Government systems. Attend and create a record of meetings; review taskings and assist staff with timely completion of taskers using approved formats provided by the Government; track suspense actions. Provide electronic records management, file plan management, and technical writing/proof reading; prepare/edit and submit documents in DHA and/or Military Department (MILDEP) (as appropriate) format and provide equipment procurement documentation management to be performed at all locations.

4.1.7 Administrative Support (Administrative Data - no travel is anticipated): Provide administrative, general clerical and documentation support as follows: work with program managers to facilitate a comprehensive tracking and reporting program to include contact with Government CORs and Government Supervisors and review of electronic records in various Government systems; Attend and create a record of meetings; review taskings and assist staff with timely completion of taskers using approved formats provided by the Government; track suspense actions; Extend/observe military protocol.

4.1.8 Metrics Definition and Implementation:(Acquisition Consultant/Senior Management Analyst):

Contractor shall assist the CAE in the development, management, and performance metrics implementation to establish a baseline and measure progress to track organizational improvements throughout the MHS. This will include organizational metrics, customer satisfaction metrics, performance metrics and operational metrics. Primary focus is related to the Manager’s Internal Control Program.

4.1.9 Continuous Business Process Improvement (Acquisition Consultant/Senior Management Analyst and

Acquisition Consultant / Senior Systems Analyst): Contractor shall assist ongoing Government efforts and initiatives related to the DHA goal of developing and maintaining a high-performance acquisition organization. The support will focus on the need of operation to continue refining and retooling acquisition processes to achieve the strategic vision of the organization. The contractor will assist the CAE, in acquisition strategic planning, management advisory consulting, acquisition operations quality assurance, new efficiency initiatives, changes in policy and actions.

4.1.10 Ad Hoc Studies/Analyses/Research (Acquisition Consultant/Senior Management Analyst and

Acquisition Consultant / Senior Systems Analyst): Contractor shall provide technical and subject matter expertise and for the purpose of preparing special reports, studies, analyses, and briefing papers on various acquisition, technical, financial, and business matters related to overall activities and process management in support of the CAE mission. Examples include, but not limited to conducting information searches, financial and technical writing and editing. The Contractor will explain methodologies employed, discuss findings, list alternatives to consideration and rank proposed policy or action alternatives with explanations as to the advantages and disadvantages of each.

4.1.11 Support to DHA Agreements Management (AM) (Acquisition Consultant / Senior Management

Analyst and Acquisition Consultant / Senior Systems Analyst): Provide support to the DHA AM, work with both internal and external Federal Agencies to include developing, compiling and reviewing agreement packages, coordinating with other DHA entities for agreement staffing, maintaining the DHA agreement repository, developing and providing metrics, tracking support agreement status and expiration, and updating the DHA Agreements Administrative Instruction and Handbook as required.

Scope of agreements fall into the categories of general support agreements, international agreements, cooperative agreements, grants, acquisition and cross-servicing agreements, agreements with private entities, mutual aid agreements and assisted acquisition agreements. There are approximately 2500-

3000 active agreements.

4.1.12 Acquisition Data Entry, Updates, File Management and Administration of Computerized Databases (Information Analyst and Project Manager - WPAFB): Contractor shall create and preserve records that document the organization, functions, programs, policies, decisions, procedures, and essential transactions of the CAE, and manage records according to records schedules that determine where and how long records need to be maintained. Additionally, the Contractor shall ensure that the DHA CAE address the creation, maintenance, use, and disposition of records such as databases, records, and other information created from new and emerging technologies. The Contractor shall follow DoD guidance in the management, storage, and disposition of all records.

4.1.13 Administration of Computerized Databases – (Mission Data, 1 FTE, WPAFB, no travel is anticipated): -Maintain and update a comprehensive web-based electronic surveillance system. Web server and database are on a hosted environment not accessible to the Information Analyst.

Develop and manage server-side script ASP, ASP.net, client-side JavaScript, and structured query language (SQL) Server for managing data in a relational database management system. The use of ActiveX controls or specialized development environments (i.e., MFC, ATL, C++) is not authorized. Illustrate the interrelationships between entities in a database through an entity-relationship diagram or model. Maintain consistency in the database management system through the use of a configuration management process. Responsible for quality control, documentation and auditing of database/s and source code to ensure accurate and appropriate use of data. Confer and interact with various professions in an office setting such as program managers, financial managers, quality assurance personnel and contracting officers in translating user requirements into a functional system capability. Provide routine IT office support to include computer support for desktop systems, e- mail and network support. Prioritize work based on the strategic goals and objectives of the office. Create a data dictionary and a continuity manual to track changes and provide backup justification. Prepare activity and progress reports. For all data, the Contractor shall follow DoD guidance in the management, storage, and disposition of all collected data.

4.1.14 Support to DHA Director, Acquisition Career Management (DACM) (Acquisition

Consultant/Management Analyst): Provide advice, support, and Defense Acquisition Workforce consulting services to the DHA DACM to ensure compliance with Federal Law, and DoD education and training standards, requirements, and courses for the DHA acquisition workforce. Assist with developing and maintaining policies, processes, reports, and workforce data analysis to track DHA’s workforce metrics. Assist with developing workforce information, and ensure widest dissemination possible among DHA acquisition workforce.

4.1.15 Support to DHA Category Management (Program Analyst): Provide advice, support, and project management services to the DHA Category Management Office. Support the application of category management principles to implement category management processes, procedures, and best practices in the DHA. Examples include, but not limited to research and analyze DoD policy, draft and coordinate DHA category management policy and standards; assist in identification of improvement initiatives, to include development of business cases and cost-benefit analyses;

coordinate category management initiatives; and provide recommendations for training or policies to improve quality of contract data entry.

4.1.16 Support to TRICARE Exposure Health (TEH) Warfighter (Sr. Engineering Program Analyst) (DHHQ, Falls Church, VA): The tasks are directed by Component Acquisition Executive (CAE DHA) and are listed as the following:

(a) Identify existing DoD-approved computer infrastructures projects with Authority to Operate (ATO) for HIPPA-compliant Personally Identifiable Information/Protected Health Information (PII/PHI) aggregation and analysis that support physiologic and environmental monitoring.

(b) Identify training requirements for specialty fields clinical and non-clinical in relation to monitoring programs.

(c) Understand the landscape of existing initiatives within DHA and its stakeholders to include Service-led programs.

(d) Bring together consortium of stakeholders with shared goals to develop relationships and combine resources, align deliverables, reduce redundancies, and identify gap and solutions

(e) Identify and develop synergistic partnerships with other public sector, private sector, and academic efforts.

(f) Establish the physiologic and environmental monitoring and related programs with sufficient structure to support the following:

• Leadership Function

• Policy and Program Support

• Research and Development

• Program…