Attachment 1 -PWS.pdf

Department of Defense Defense Health Agency Medical Support Services (MSS)

Task Order Performance Work Statement Service Type I

Labor Category: 1 FTE Medical Office Clerk (Public Health) 2 FTE Medical Office Clerk (Women’s Health Clinic) 1 FTE – Operating Room Scheduler

Location: 633d Medical Group, Joint Base Langley-Eustis, VA

Date: 5/24/2024

Please note: Numbering of the following document is designed to coincide with the basic contract.

PART 1

PERFORMANCE WORK STATEMENT

1. Introduction: The 633d Medical Group at Langley AFB operates one of the largest Air Force medical facilities in the Air Force, Joint Base Langley-Eustis Medical Center. Its primary mission is to maintain medical readiness for worldwide contingencies by providing quality, cost-effective health care for more than 417,000 enrollees, including almost 10,500 active-duty members.

Hours of operation Emergency Room: 24/7 Hospital Clinics: Monday-Friday 7:30 a.m. to 4:30 p.m.; Training 3rd Thursdays of the Month 8 a.m. to 12 p.m.

Main Outpatient Pharmacy: Monday-Friday 7:30 a.m. to 5:00 p.m.

BX Satellite Pharmacy: Monday-Friday 8 a.m. to 5 p.m.

Laboratory: Monday-Friday 7:30 a.m. to 4:30 p.m.

1.1 Objective: To procure 3 full time equivalent (FTE) Medical Office Clerk, 1 full time equivalent (FTE) Operating Room (OR) Scheduler

1.2 Scope: The contractor shall supply all necessary equipment and labor required to perform services for military treatment facilities (MTFs). Additionally, the contractor monitors, manages and reports on services for higher management and develops plans to improve timeliness and accuracy rates, service availability, and overall MTF performance and compliance.

1.3 Non-Personal Services: Per main contract PWS, Paragraph 1.3.

1.4. Description of Services:

1.4.1 The Government is ordering a Service Type I requirement. The contractor shall provide 3 FTEs Medical Office Clerks, 1 FTE Operating Room Scheduler in accordance with the Exhibit 4, Position Descriptions (PDs) at 633d Medical Group Langley Air Force Base, VA. The product service codes are Q801 and Q802.

1.4.1.1. Service Type I Labor Category(s): Medical Office Clerk and Operating Room scheduler

1.4.1.1.1 Formal Education – See Exhibit 4

1.4.1.1.2 Experience – See Exhibit 4

1.4.1.1.3 Other Knowledge, Skills, and Abilities – See Exhibit 4

1.4.1.1.4 Physical Requirements - Enter only requirements not already in the standard PD: None

1.4.1.1.5. Equivalency Determination Requests - Equivalency determinations request meeting the requirements of the contract PWS, Paragraph 1.4.1.1.5 will not be considered for this requirement.

1.4.1.2 Service Type II – N/A.

1.4.2. Invoicing – The contractor shall only bill for services performed. Invoicing is authorized monthly after beginning of performance. Invoicing is authorized monthly after beginning of performance IAW Part 6 of the TO PWS.

1.5 General Information

1.5.1 Period of Performance/Required Start Date – This period of performance for this task order is from 24 May 2024 to 23 May 2025 one (1) twelve. (12) month base year with four (2) twelve-month (12) option periods. the contractor has 30 calendar days from task order award to initially fill the position(s).

1.5.2. Place of Performance: The work to be performed under this contract will be at 633d Medical Group, Public Health, Women’s Health Clinics on the first floor, and Patient Administration Office on the 2nd Floor in the Surgical Operation Unit.

1.5.4. Operational Hours: The schedule days and hours are as follows:

Medical Office Clerk (Public Health) – Monday through Friday 0730-1630

Medical Office Clerk (Women’s Health Clinic) - Monday through Friday 0730-1630

OR Scheduler 0530-1430 for 8 hours daily, telework is authorized on as needed basis.

Schedule will be solidified with the FRED with a non-billable lunch hour.

The Government does not support “comp hours” or “make up hours” as it negatively impacts oversight responsibilities.

1.5.4.1 – IAW with MSS contract PWS, Paragraph 1.5.4.1.

1.5.4.2 MSS Personnel Unplanned Absences: The government POC will be provided along with a phone number for MSS personnel to call if they cannot report to duty as scheduled. Notification should occur as soon as possible, but at least 45 minutes prior to the start of the work schedule.

1.5.4.3. MSS Personnel Planned Absences: The Contractor will provide the COR or FRED a projected leave schedule for MSS personnel no less than 60 calendar days prior to planned absences. A written notice is required to be sent to the COR.

1.5.4.4. Overtime Hours: Overtime is NOT authorized on this requirement.

1.5.4.5. On Call Hours: On-call hours is NOT authorized on this requirement.

1.5.5. Mission Essential: The labor categories are not mission essential.

1.5.6. Substitute MSS Personnel: Substitute (temporary coverage) is not required for planned or unplanned absences of < or = 30 days]. NOTE: If yes, requirements are IAW contract PWS, Paragraph 1.5.6. For example, substitute is required for planned or unplanned absences that exceed > 80 consecutive duty hour or 10 scheduled workdays.

1.5.7. Holidays: Contract MSS Personnel ☐will ☒ will not be required to work on federally recognized holidays.

1.5.8. Planned Closures/Other Non-Duty Days: The MTF will be closed on the following planned closure/other non-duty days:

Family Days and training days are considered Planned Closures so long as the Government provides a notice to the Contractor employee at least one week in advance of the closure. Compensation of Closures: During a planned closure of the facility due to training, the Contractor shall be compensated only for the actual hours the contractor provided services.

1.5.9. Unplanned Closures: During an unplanned closure due to unusual and compelling circumstances (e.g., natural disasters, military emergencies, severe weather), the Contractor will be compensated for the unplanned closure. or contract PWS, Paragraph 1.5.9 will remain the requirement.

1.5.10. Travel: Reimbursement ☐will ☒ will not be provided for required periodic travel. MSS Personnel travel requirements are as follows: N/A

1.5.11 Orientation: Orientation will be ☒ billable at the fully burdened hourly rate; or ☐ should be included in fully burdened rate or ☐ compensated separately.

All MSS personnel will complete any initial training and orientation required by the MTF. This includes all the training cited below in Paragraph 1.5.11.3.1 below and newcomer’s orientation training (safety, infection control, systems training, etc.).

1.5.11.1 MTF Policies and Instructions. IAW with MSS PWS, Paragraph 1.5.11.1.

Specific policies, procedures, and instructions/regulations for the place of performance are as follows: Will comply with all duties IAW AFI 44-171. Additionally, members will adhere to all written medical treatment facility instructions and policies.

1.5.11.2 In Processing: IAW with MSS main contract, Paragraph 1.5.11.2., 1.5.11, 1.5.11.3.1, 1.8

1.5.11.3 Qualifications: IAW MSS PWS, Paragraph 1.5.11 above and Part 5 of this TO PWS.

1.5.11.3.1 Government Training. After in processing, MTF training (only applicable to Service Type I orders) will be ☒ billable at the fully burdened hourly rate; or ☐ should be included in fully burdened rate or ☐ compensated separately. The following training will be completed during in processing by MSS personnel:

☒ HIPAA ☒ Active Shooter ☒ OPSEC ☒ Anti-Terrorism ☒ SHARP ☒ Combating Trafficking in Person ☒ CHCS/AHLTA/GENESIS ☒ DoD Cyber Awareness Training ☒ Sexual Harassment ☒ Suicide Prevention ☒ Other

1.5.15. Health Requirements: MSS Personnel ☒shall ☐shall not be required to obtain documentation of required medical testing or a report of a physical examination.

1.5.15.1. Annual Immunizations: MSS Personnel shall be immunized with seasonal influenza vaccine and any other vaccine recommended by Advisory Committee on Immunization Practices (ACIP) of the Centers for Disease Control (CDC) for health care workers or as specified by the service/MTF as follows: The Contractor personnel must be immunized annually with the influenza vaccine. This vaccine will be provided by the government, if available as determined by the MTF. Although this vaccine may be provided by the government, it may be obtained at other facilities with the cost being borne by the contractor personnel or the contractor. Unless vaccinated by the government, the contractor personnel shall be required to show proof of the vaccination. In addition, the contractor personnel shall be immunized/vaccinated for any additional MTF mandated requirements not previously stated. If contractor personnel are unable to be immunized (i.e., allergy to vaccine), a doctor’s note shall be provided to the FRED and COR.

1.5.15.1.2. Tuberculosis Screening: The additional immunization/screening requirements for the risk of exposure to tuberculosis (TB) are as follows: For the TB screening, the CP shall provide proof of negative TB 2-step skin testing IAW CDC. If an individual has a past positive TB skin test, the Contractor shall provide proof of a negative chest X-ray within twelve (12) months prior to personnel performing. The Government reserves the right to require more frequent TB testing of personnel based on the facility annual TB risk assessment.

1.6. Quality Assurance: The Government will evaluate the Contractor’s performance under this task order IAW a Quality Assurance Surveillance Plan (QASP). This Government-only plan is primarily focused on what the Government will do to ensure that the Contractor has performed IAW contract performance standards. The Task Order QASP provides a systematic method to evaluate performance to include how the performance standards will be applied, the frequency of surveillance, and the acceptable quality levels for each of the metrics identified in Exhibit 1, Performance Requirements Summary. The QASP is created with the premise that the Contractor is responsible for management and quality control actions to meet the terms of the TO while the Government is responsible for quality assurance actions.

1.6.1. Quality Control Plan (QCP): The Contractor shall provide a QCP that outlines the quality control process covering every aspect of the Contractor’s operation under this TO in accordance with contract PWS paragraph 1.6.1 and the Contractor shall submit a Task Order QCP to the Task Order Contracting Officer (TOKO) as outlined in Part 4 and Exhibit 2 of this TO PWS. The TOKO will approve the QCP in writing.

The Contractor shall submit changes to an approved QCP to the TOKO for approval throughout the life of the contract.

1.7 RESERVED

1.8 Security Investigation Requirements: The MSS personnel shall complete an SF-85 ☒ or an SF-86 ☐ Questionnaire for National Security Positions (or equivalent OPM investigative product) as well as other applicable forms are detailed in Part 6 of the TO PWS. MSS Personnel on this task order ☒shall ☐shall not be required to be U.S. citizens.

Name: SSgt Garcia, Celina G Email: celina.g.garcia.mil@health.mil

Phone #: (757) 764-9998

1.8.1 MSS personnel ☐ will ☒ will not be able to begin performance until the required forms have been accepted by the Government.

1.8.2 MSS personnel ☐ will ☒ will not be able to perform/continue to perform unless a favorable determination results from the interim or final adjudicated investigation.

1.8.3 The MTF commander ☒ will allow ☐ will not allow interim access to the base or government computer systems.

1.8.4 Fingerprints - MSS personnel shall be subject to security processes for fingerprints according to agency regulations and instructions (Army, AF, Navy, and DHA and potentially the VA) as outlined in the task order.

Name: SSgt Garcia, Celina G Email: celina.g.garcia.mil@health.mil

Phone #: (757) 764-9998

1.9. RESERVED

1.10 Periodic Progress Meetings: Contractor ☒ will ☐ will not be required to attend periodic progress meetings at no additional cost to the Government. The terms at which the periodic meeting will be conducted include: Will be determined on an as-needed basis, with a10-day notice

Task Order Post Award Meetings are authorized and shall be detailed in the task order proposal request package and will be scheduled no more than 10 calendar days after task order award and will be conducted within 30 calendar days from contract award.

1.11. Key Government Personnel. Contracting Officer’s Representative (COR): The following individual is designated as the COR for this TO:

mailto:celina.g.garcia.mil@health.mil mailto:celina.g.garcia.mil@health.mil

Name of COR: Mark W. Mayo COR Email Address: mark.w.mayo.civ@health.mil COR Telephone Number: 757-764-8573

1.12 Through 1.18: Per main contract

1.19 Service Contract Labor Standards/Wage Determinations: 2015-4341 Revision 24

1.20 to 1.24: Per main contract/cannot be revised.

1.25 Emergency Health Care. The Government ☒ will ☐ will not provide emergency health care services outlined in the main contract, Paragraph 1.25.

1.26 to 1.27: Per main contract/cannot be revised.

1.28 Dress and Appearance: It is the expectation of the employees to dress in a business attire of a casual nature. Except for Friday’s casual dress is permitted.

PART 2

DEFINITIONS AND ACRONYMNS

2. Per contract PWS, Part 2.

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. Per contract PWS, Part 3, for MSS personnel performing in the government location.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. Contractor Furnished Items and Responsibilities:

4. Contractor Furnished Items and Services: The following Contractor furnished items and services are required for this TO: N/A

4.1 through 4.5 – Per main contract PWS, Paragraphs 4.1 to 4.5.

4.1.1, 4.6.1 & 4.6.2 – Task Order level deliverables should be identified in TO PWS, Exhibit 2.

4.6.3 Monthly Program Status Report. Contract level only.

PART 5

SPECIFIC REQUIREMENTS

For Service Type I orders, the MSS personnel shall meet the qualification requirements and performance outcomes as stated in the position description(s) titled, Medical Office Clerk/ OR scheduler from the MSS main contract, Exhibit 4.

5.1 Additional Performance Outcomes: Any required certification(s) are either included in the individual position descriptions (Part 8, Exhibit 4) or will be outlined in the task order proposal request package.

Specifically, the requirement for all MSS personnel performing in a medical facility to have Basic Life Support (BLS) or American Red Cross CPR/BLS (Heart Saver) will be included in the task order performance work statement. On-line courses are NOT accepted by the Government. The Contractor shall ensure MSS personnel come with valid BLS certification and maintain that certification as defined in the task order.

PART 6

OTHER TERMS, CONDITIONS, AND PROVISIONS

6. See attachment III – Additional Provisions and Clauses

6.1. Applicable clauses will be included in the Task Order

PART 7

APPLICABLE PUBLICATIONS

7. Applicable Publications: DOD, Air Force, Army, Navy publications are listed in the contract PWS, Part

7. The contractor and their employees shall abide by the following applicable regulations, publications, or manuals: Local policies and operating instructions as implemented by the MTF.

PART 8

ATTACHMENTS/EXHIBIT

TECHNICAL EXHIBIT 1

TASK ORDER PERFORMANCE OBJECTIVES

The following performance objective acceptable quality levels (AQLs) for minimum quality levels of service are required on this TO:

Performance Objective Reference Performance Objective Method of

Surveillance AQL

Overall Fill Rate 5.3.4:

Overall Fill

Percentage of days FTEs are assigned to a position in a reporting period

Government management oversight; contractor performance reports

>80%

On-Time Fill Percentage

5.3: Place MSS Personnel

Percentage of FTEs filled by the required start date in the TO during the reporting period

Government management oversight; contractor

Turnover Rate 5.3.3:

Minimize Turnover

The number of FTEs that turned over during a reporting period

Government management oversight; contractor

<25%

Replenish Rate 5.3.3:

Minimize Turnover

The measure of how well assigned positions remain filled in a reporting period

Government management oversight; contractor

The minimum level of metrics will be calculated as follows:

Overall Fill Rate: The overall fill rate is the percentage of the total amount of required FTE-calendar days (i.e., purchased) filled in a reporting period. The overall fill rate is calculated by dividing the sum of FTE-calendar days filled in a reporting period by the total number of FTE-calendar days required to be filled in the same reporting period.

On-Time Fill Percentage: Percentage of FTEs filled by the required start date during the reporting period.

The on-time fill percentage is calculated by dividing the number of initial and replacement FTEs assigned with a required start date in a reporting period filled on time by the total number of initial and replacement FTEs assigned with a required start date in the same reporting period.

Turnover Rate: The number of departing (turnover) FTEs over the total active Assigned FTEs in a reporting period. The turnover rate is calculated by dividing the number of assigned FTEs with an end date in the reporting period by the total number of total active FTEs in the same reporting period. Turnovers occurring less than 30 calendar days before the end of the TO will not be counted as a turnover for this metric.

Replenish Rate: The replenish rate is a measure of how well assigned positions remain filled in a reporting period. The replenish rate is calculated by dividing the sum of FTEs-days for initial and replacement assignments that occur within the reporting period, divided by the total required FTEs days the same reporting period.

EXHIBIT 2

TASK ORDER DELIVERABLES SCHEDULE

Deliverable Frequency # of Copies Medium/Format Submit To

Key Personnel List NLT 10 business days of TO award

Electronic copy (MS Word or PDF) via email

TOKO/COR

Initial Placement of MSS Personnel:

Qualifying Documentation Package

NLT 20 days before the required start date

Electronic copy

COR

Replacement of MSS Personnel:

NLT 20 days after vacancy occurs for non-credentialed

Electronic copy (MS Word or

Deliverable Frequency # of Copies Medium/Format Submit To Qualifying Documentation Package

MSS Personnel:

NLT days after vacancy for credentialed MSS Personnel for credentialed MSS Personnel

Task Order Quality Control Plan

Within 15 days of TO award 1

Electronic copy

Security Investigative Package

NLT 15 days before the required start date of the MSS Personnel

Electronic copy

Security Manager/ COR