Medical Director Performance Work Statement.pdf

PERFORMANCE WORK STATEMENT (PWS)

MEDICAL DIRECTOR SERVICES

DOBBINS AIR RESERVE BASE, GEORGIA

17 September 2025

1.0. Mission

1.1. Emergency Medical Services (EMS) at Dobbins Air Reserve Base (DARB) deliver the full spectrum of pre-hospital emergency care including recognition of emergencies, and initial out-of-hospital treatment. Dobbins Fire & Emergency Services (DFES) provides care for active duty and civilians, guard, reserve personnel, retirees, dependents, and other eligible beneficiaries.

Professional oversight ensures operational excellence and patient safety.

2.0. Scope

2.1. This PWS defines the requirements for a licensed physician to act as the Medical Director for DARB, responsible for oversight of all EMS activities, ensuring regulatory compliance, and enhancing emergency medical response quality and education programs.

2.2. Non-Personal Services. The Medical Director services are non-personal in nature.

Contractors shall manage their own staff and provide all necessary tools, labor, and materials to fulfill the contract requirements.

3.0. Objectives

3.1. Provide strategic leadership and oversight of Fire Department EMS operations. Ensure compliance with the Department of Defense (DoD), Federal, and accrediting body standards.

3.2. Support EMS staff through education, credentialing, and quality assurance programs.

3.3. Facilitate continuous performance improvement and patient safety.

3.4. Ensure compliance with Joint Prehospital Emergency Care Protocols, National Registry of Emergency Medical Technicians (NREMT), as well as AFI 44-102, Medical Care Management, and DoDI 1322.24, Medical Readiness Training.

3.5. Oversee credentialing and certification of EMS personnel.

3.6. Lead quality assurance and root cause analysis for patient care incidents.

4.0. General Requirements

4.1. Review and approve EMS strategic and operational plans annually.

4.2. Approve procurement of medical supplies.

4.3. Conduct monthly review of at least 10 EMS reports or 10% (whichever is greater).

4.4. Oversee operations, protocols, and patient care.

4.5. Review and approve EMS policies and procedures.

4.6. Approve scope of practice/level of care (EMT, AEMT or PARAMED)

4.7. Validation of qualifications, licensor, and certification (as applicable). The contractor shall provide written verification (and photocopies where necessary) showing licensor, board certification, hospital affiliation, and provide a secure email or certified mail of the report of health examinations within 21 calendar days of any changes and prior to performing any services under this contract for the Prime or subcontractor.

4.8. HIPAA. All contracted management staff performing services for the Air Force have been trained and/or familiar with HIPAA Privacy & Security Rule and will be held accountable for complying with health information privacy and security policies and procedures. For more information into the HIPPA Privacy & Security Rule please visit the U.S. Department of Health and Human Services Website https://www.hhs.gov/hipaa/forprofessionals/privacy/lawsregualtions/index.html

5.0. Description of Services

5.1. The contractor shall provide all personnel, equipment, materials, necessary to serve as the medical advisor to Dobbins Fire & Emergency Services located at Dobbins ARB, Georgia.

5.2. Develop performance metrics and generate periodic reports on EMS performance.

5.3. Review and approve EMS strategic and operational plans annually.

5.4. Approve procurement of medical supplies.

5.5. Conduct monthly review of at least 10 EMS reports or 10% (whichever is greater).

5.6. Oversee operations, protocols, and patient care.

5.7. Review and approve EMS policies and procedures

5.8. Serve as liaison with external healthcare agencies and community partners.

5.9. Oversee inventory and readiness of medical supplies and equipment.

5.10. Integrate Tactical Emergency Casualty Care (TECC) concepts into EMS operations where applicable

5.11. Training and Development

5.11.1. Oversee EMS education and certification

5.11.2. Certify EMS personnel on applicable protocols

https://www.hhs.gov/hipaa/forprofessionals/privacy/lawsregualtions/index.html https://www.hhs.gov/hipaa/for-professionals/privacy/laws-regulations/index.html

5.11.3. Ensure training plans are current and in accordance with DAFI 32-2001, Fire and Emergency Services (F&ES) Program, AFI 44-102, DoDI 6055.06, DoD Fire and Emergency Services (F&ES) Program.

6.0. General Information

6.1. Quality Control Plan. The Contractor shall develop and maintain a Quality Control Plan (QCP) that has been accepted by the Government to ensure that Medical Director Services are performed in accordance with Federal Guidelines.

6.1.1. Incident and Mishap Reporting Procedures.

6.1.2. A method for identifying deficiencies in the quality of services performed before the level of performance is unsatisfactory.

6.1.3. A file of all inspections conducted by the Contractor and the corrective action taken. This documentation shall be made available to the Government during the term of the contract.

6.2. Quality Assurance. The Government shall monitor the Contractor’s performance . The COR will maintain a file of all surveillances. Government surveillance of tasks may occur at any time during contractor’s performance. When a performance threshold has not been met or contractor performance has not been accomplished, the COR shall record the discrepancy.

6.3. Progress Meetings. Periodic progress meetings will be held between the Contractor and Government. At these meetings, the parties will discuss any problems or items of concern and generate solutions. These meetings are preferred to be held quarterly or more frequently if circumstances require, but no less than once a year. A mutual effort shall be made to resolve all problems identified. Minutes shall be written by Contracting Officer or their representative and forward to Contractor for review. Any issues or concerns, Contractor shall state in writing to the Contracting Officer.

6.4. Inspection of Services. The contractor shall provide and maintain an inspection system acceptable to the Government covering their services under this contract. Equipment failure shall not alleviate the contractor from performing any requirements contained in this contract.

6.5. Contract Manager. The Contractor shall provide a representative who shall be responsible for the performance of the work. The name of this person and an alternate(s) who shall act for the Contractor when the representative is absent shall be designated in writing to the CO no later than the pre-performance conference. Contract Manager/Alternate should be available to the Government during normal duty hours. The Contract Manager or alternate shall be available to meet at Dobbins ARB with Government personnel designated by the CO to discuss contract issues.

6.6. Restriction on Hiring Government Personnel. The Contractor shall not employ any person who is an employee of the United States Government, either military or civilian if the employment of that person would create a conflict of interest, unless such person seeks and receives approval in accordance with the Department of Defense Joint Ethics publications.

6.7. Contractor personnel shall present a neat and clean appearance and be easily recognized as contractor employees by providing contactor personnel, working at Dobbins ARB, with a method of identifying the company name, employee’s first and last names, and job title. This may be in the form of a name badge, company shirt with employee’s name, or etc. Employees must always wear identification.

6.8. Contractor personnel shall always conduct themselves in a professional manner while on Dobbins ARB. Horseplay, loud conversation, use of profanity, use of cell phones while working are strictly prohibited. Cell phones cannot be used by the driver of a vehicle while the vehicle is in motion. Contractor personnel must always adhere to 94th Security Forces direction and guidance.

6.9. Operational Security.

6.9.1. Pass and Identification Items. The Contractor shall ensure the pass and identification items required for contract performance are obtained for their employees. Employees shall only be granted access to the installation to perform functions directly related to their respective contract.

All contractor employees requiring unescorted access to Dobbins for more than six months shall acquire an access card by completing a DARB5 form otherwise seek a base pass. The Contractor shall submit a complete form through the requirements owner to 94 SFS no later than seven (7) duty/business days, and for foreign nationals, 14 duty/business days prior to requiring access to the installation.

6.9.2. Government issued badges, identification shall be removed and/or concealed from plain sight when off station and shall not be left in vehicles or unprotected. Badges and passes may not be duplicated or copied or loaned to others. Lost or stolen identification badges, vehicle passes, or etc. will immediately be reported to the COR/CO and /or installation Security Office.

6.9.2.1. The Contractor shall retrieve all identification media and vehicle passes from employees who depart for any reason before the contract expires.

6.9.3. Travel Restrictions. Contractors are prohibited in areas of the installation other than their appropriate place of work and the routes to and from installation entry/exit points.

6.9.4. Traffic Laws. The Contractor and its employees shall comply with base traffic regulations. Violations may result in the loss of base driving privileges and/or debarment from the installation.

6.9.4.1. Employees shall wear a seatbelt when operating or rigging in any military, contractor-owned, or privately-owned vehicle while on the installation.

6.9.4.2. Speed limits on DARB are 25 mph, unless otherwise posted. Be aware of reduced speed limits and animals.

6.9.4.3. All vehicle operators on the installation shall not use cell phones unless the vehicle is safely parked, or they are using a hands-free device. The wearing of any other portable headphones, earphones, or other listening devices (except for hands-free cellular phones) while operating a motor vehicle is PROHIBTED.

6.10. Disclosure.

6.10.1. The Contractor and its employees shall not disclose or use proprietary information gained in the performance of this contract.

6.10.2. Weapons, Firearms, and Ammunition. Employees are prohibited from possessing weapons, firearms, or ammunition on themselves or within military, contractor, or privately-owned vehicle while on DARB.

6.10.3. Reporting Requirements: Contractor personnel shall report to an appropriate authority any information or circumstances of which they are aware that is: illegal;

may pose a threat to the security of DoD personnel, Contractor personnel, or resources, or violate official regulations, directives or instructions and/or classified or unclassified defense information. Contractor employees shall be briefed by the COR upon initial on-base assignment.

6.11. Physical Security. The Contractor shall be responsible for safeguarding all Government property and controlled forms provided for contractor use. At the end of each work period, all Government facilities, equipment, and materials shall be secured.

6.11.1. Work on this project may require that personnel have access to Privacy Information.

Personnel shall adhere to the Privacy Act, Title 5 of the U.S. Code, Section 552a and applicable agency rules and regulations.

6.12. Controlled Unclassified Information. (CUI)

6.12.1. The Contractor shall mark, handle and safeguard Controlled Unclassified Information in accordance with the DoD Manual 5200.1-M, Volume 4, DoD Information Security Program: Controlled Unclassified Information.

6.12.2. The Contractor shall comply with DoD 5400-7-R, Chapter 4, DoD Freedom of Information Act (FOIA) Program requirements. This regulation sets policy and procedures for the disclosure of records to the public and for marking, handling, transmitting, and safeguarding CUI material

6.13. Photography: Photography in or within the close proximity of an AF controlled/restricted area, flightline, or taxiway is strictly prohibited. Contractors that wish to take photos shall coordinate with the CO or designated representative who will coordinate with the appropriate owning unit security manager for a photography clearance memorandum prior to taking photos.

6.13.1. Video/Still Imagery Devices: The use or possession of any device capable of capturing video and still images are strictly prohibited within any controlled/restricted area without written authorization from the installation commander or his/her designated representative. Individuals will be denied access to restricted/controlled areas if in possession of these devices.

6.14. Portable/Personal Electronic Devices (PED): the use of possession of all PEDs used for storing, processing, and/or transmitting information is strictly prohibited within all areas where classified material is discussed, briefed, stored, or processed without written authorization from the Designated Approval Authority.

6.15. Performance of Services during Crisis Declared by the National Command Authority. All services performed under this contract have been determined to be non-essential for performance during crisis and according to Department of Defense Instruction (DoDI) 3020.37, DoD Participation in the National Exercise Program (NEP), it is determined that the Contractor will not be required to perform during crisis, except as annotated here within. The CO will verbally or in writing advise the Contractor of the effort required in such condition. These services are critical, and services shall continue.

6.16. Continuation of Mission Essential Services. In accordance with Defense Federal Acquisition Regulation Supplement (DFARS) 252.237-7023 policy, it is determined that a portion of services listed herein this attachment are essential services for Contractor performance during a crisis situation. The following section of the PWS are essential contractor services in support of mission-essential functions. The Contractor shall submit a Mission Essential Contractor Services Plan which will cover all items in accordance with DFARS 252.237-7023, Notice of Continuation of Essential Contractor Services.

7.0. Deliverables.

The contractor shall submit all required reports electronically, or physically utilizing the complete mailing address. Only one (1) copy of the report is required unless otherwise specified. Contractor format is acceptable unless otherwise specified. All “days” are in “calendar days” unless otherwise specified.

Item # Document Submit To Frequency PWS Reference/ Directive

1 Performance Reports COR Quarterly Trends, compliance, and quality metrics.

2 AF Form 522, Patient Care Report Review COR Quarterly 5.5

Identify trends and training needs 10% IAW Playbook

3 Strategic Plan COR Yearly 5.3

Recommendations for EMS program improvements in accordance with DAFI 32-2001 and

AFI 44-102.

4 Training/Education Reports COR yearly 5.11-5.11.3

Status of personnel training and continuing education in accordance with DAFI 32-2001 and

AFI 44-102.

8.0. Performance Standards.

SS# Performance Standard PWS Ref. Performance Threshold

SS 1 100% of cases reviewed and documented within 30 days Section 5 98% Compliance

SS 2

Conduct Monthly Review.

Monthly reports submitted each month

Section 5 100% on time

SS 3 Completed within required timeframes Section 5 100% Compliance

SS 4 At least 4 sessions per year TBD 90% attendance by clinical staff

8.0. Government Furnished Property and Services.

Bldg. # Function Approx. Sq. Ft.

755 Fire Station 36

8.1. Scheduled Incidentals Listing.

Item Description Qty Book Shelf 2 Drawer 1 Cabinet Sm Wood 1 Chair Chair, Office 1 Credenza Cubicle 1

Desk Metal/ Aluminum 1

File Cabinet 2-Drawer 1

8.2. Scheduled Incidentals. IT Equipment/copier/Radio.

Item Qty Comments Monitor 1 Printer 1

9.0. Definitions:

CONTRACTING OFFICER. Individual legally authorized to bind the Government.

CONTRACTING OFFICERS REPRESENTATIVE (COR). An individual appointed in writing by the CO who is responsible for evaluating the contractor performance of the contract.

10.0. Acronyms:

ASTS Aeromedical Staging Squadron DFES Dobbins Fire & Emergency Services ARB Air Reserve Base

AEMT Advanced Emergency Medical Technician

DAFI Department of the Air Force Instruction DoDI Department of Defense Instruction EMS Emergency Medical Services

HIPAA Health Insurance Portability and Accountability Act

PARAMED Paramedic PWS Performance Work Statement PCR Patient Care report TBD To Be Determined TECC Tactical Emergency Casualty Care