RFQ_-_N0018319Q0019.docx

N0018319Q0019

Section A - Solicitation/Contract Form

SECTION A

1. NOTICE: This RFQ will result in a first right of refusal contract award in accordance with FAR 52.222.17 Nondisplacement of Qualified workers.

2 INCUMBENT INFORMATION:

a. FTE start date is 14 January 2019.

b. Current contract – No current contract in place.

3. QUESTIONS & ANSWERS: Questions concerning this Request for Quotation shall be submitted, via email, to melissa.peregrino-white.civ@mail.mil on or before 12:00 p.m. EST, 18 December 2018 to allow sufficient time to respond. Questions via telephone ARE NOT acceptable.

4. QUOTE SUBMISSION: E-mail quotes/proposal to melissa.peregrino-white.civ@mail.mil on or before the RFQ close date. DO NOT forward via U.S. Postal Service. It is the Contractor’s responsibility to confirm receipt of quote/proposal. Open Market quotes only.

5. EVALUATION AND AWARD INFORMATION: The Government reserves the right to make an “all or none” evaluation and award to the offer that represents the best value for the government in terms of the Contractor’s technical approach, past performance, delivery and price. The following information must be provided in order to be considered for contract award. Any proposal/quote received without ALL of the below REQUIRED INFORMATION will be determined incomplete/noncompliant and therefore, not eligible for contract award.

6. REQUIRED INFORMATION:

a. Contractor Information:

(1) TIN:

(2) DUNS:

(3) CAGE CODE:

(4) Point of Contact: Phone:

(5) E-Mail: Fax:

(6) Address:

b. Management Approach to providing services in accordance with Section C, Performance Work Statement.

c. No more than five (5) relevant Past Performance References. The past performance information shall include:

(1) Company Name

(2) Contract Award Number

(a) Total Contract Award Amount

(b) Period of Performance

(c) Point of Contact (POC)

(d) Email address and phone number of the POC

(e) Description of services provided and relevance.

d. Price breakdown shall at a minimum include and/or show:

(1) Labor Category

(2) Employee Hourly Pay Rate

(3) Company Hourly Bill Rate

(4) Pricing based on 2,080 hours with 1,920 billable hours (2,080 – 80 holiday – 80 vacation hours = 1,920) adjust as needed

(5) Fringe Benefits (indicating holiday, vacation, insurance incidentals, etc.)

(6) Health and Welfare

(7) Contractor’s quoted monthly rate shall be FULLY BURDENED and inclusive of all cost including Per Diem (lodging and meals), travel, transportation, roundtrip airfare, employee health and welfare benefits, vacation, holidays, insurance, incidentals and any other associated cost to provided required non-personal services. The Contractor shall invoice/bill monthly for services rendered. If all monthly services are provided in accordance with this contract, Contractor shall invoice for the entire monthly amount list in Section B. If services have not been provided in accordance with the contract; the monthly amount shall be prorated according to services rendered.

7. PAYMENT INFORMATION: Payment shall be in arrears Monthly; Net 30 days. Contractor will be required to bill for services rendered. The Contractor’s monthly payment shall be adjusted to reflect actual services received.

a. Contractor shall provide billing electronically via the WAWF Electronic Invoicing Method per Section G of this RFQ. For additional information, visit the following web sites: https://wawf.eb.mil http://wawftraining and/or Email: usn.detrick.navmedlogcomftdmd.list.nmlc-wawf@mail.mil

c. Prompt Payment: For Prompt Payment Act purposes, this contract is subject to the 7 calendar-day constructive acceptance period.

Section B - Supplies or Services and Prices

AHLTA Training Specialist Services

FFP

FOB: Destination

MILSTRIP: N0018319RCMZ001

PURCHASE REQUEST NUMBER: N0018319RCMZ001

PSC CD: R499

NET AMT

FFP

FOB: Destination

PSC CD: R499

NET AMT

Section C - Descriptions and Specifications

SECTION C

PERFORMANCE WORK STATEMENT

1. Site of Service. The contractor shall provide personnel for services on-site at the Naval Medical Center Portsmouth (NMCP) and all remote clinics associated with NMCP platform.

2. Labor Categories. The contractor shall provide AHLTA (Armed Forces Health Longitudinal Technology Application) Training Specialist. Note vendor will not be paid for Federal Holidays. Additionally, hours will be adjusted to reflect the absence of employees due to vacation and training.

3. Qualifications and Leave.

a. All personnel shall meet not less than the minimum requirements given in section 7.

b. There are no provisions for leave (annual or sick) for contract employees. All absences, personal or professional, will be coordinated with the Government a minimum of 2 weeks prior to the absence of the contract employee(s). Replacement coverage is not required during these periods of absence. The contractor shall not invoice the Government during these periods of absence.

4. Duty Hours.

a. The contractor employee shall provide 8 hours of service between the hours of 0600-1700 Monday through Friday. Services will not normally be required during the holidays; however, weekend and/or shift work may be required. Specific schedules for contract employees shall be coordinated with the Government 30 days in advance. Any changes in the schedule shall be provided to the Government a minimum of 1 week in advance.

b. No contract employee shall be allowed to perform services in excess of 40 hours per week.

5. Staffing.

1. The contractor shall provide one AHLTA training specialist for providing training to military healthcare providers on AHLTA, and Electronic Health Records (EHR) application. Specialist will be responsible for developing AHLTA training, and conducting classroom and one-on-one training.

6. Duties.

Duties include, but are not limited to the following:

1. Training assignments relate to the identification, tracking, reporting and process improvement of template, scheduling, appointment improvements, and referral management to best optimize and manage access to care initiatives for the medical facility.

1. Assist the Military Healthcare System (MHS) Clinical Systems Team in the Information Management Department (IMD) with mapping problems, account synchs, and software installs when required.

1. Assist providers with template creation and maintenance. Ensures usage of templates within clinics enhances the provider’s ability to provide care. Carries out clinic visits, to include training and assistance with respective workflow processes.

1. Assists fellow on-site trainers with workshops and other activities geared toward enhancing the providers ability to use AHLTA. Routinely conducts analysis of AHLTA usage in assigned clinics and reports statistics to the MHS Clinical Systems Team Leader. Takes remedial action when AHLTA usage statistics decline.

1. Provides training to physicians, non-physician providers, and other clinical personnel in the effective use and management of templates/scheduling/appointing and other automated healthcare systems on an ongoing basis. Training and assistance is coordinated with the MHS Clinical Support team in IMD to ensure streamlined training.

1. Knowledge Requirements:

5. Knowledge of MTF and clinical procedures for scheduling appointments, building CHCS (Composite Health Care System) files and tables, managing provider templates and schedules, referral management, and deferral processes.

5. Knowledge of agency mission, management practices, theories, and evaluative methods and techniques for assessing and improving organizational effectiveness and efficiency.

5. Knowledge of the healthcare specialties and the operation of the healthcare facility. Thorough understanding of the specific functional areas of the healthcare facility and its operation.

5. Skill in conducting analysis, providing guidance and training, and proposing recommendations on matters pertaining to clinical template/appointing/scheduling and process improvements.

5. Extensive/practical knowledge of CHCS, AHLTA, and ADS automated healthcare systems to conduct highly structured, short repetitive courses or course units. This knowledge is also required to make recommendations for procedural course changes.

5. Knowledge of medical terminology common to each unit and service in order to assist employees in utilizing CHCS, AHLTA and ADS and to assist with inquiries from patients.

5. Working and functional knowledge of Appointment Standardization, Access to Care, CHCS Managed Care Program, PAS Appointment System, CPT and ICD-9 codes, and Referral Management.

5. Knowledge of MEPRS Program, its concepts, procedures, and policies and reports required by higher authority.

5. Ability to gain an IT/ADP II clearance.

5. Knowledge of management information systems/office automation applications, principles, and practices.

5. Knowledge and analytical ability sufficient to conduct comparative studies aimed at determining the effectiveness of a wide range of forms, records, files, management processes, and the applicability of higher level directives to this Command.

5. Requires substantial walking throughout the hospital and traveling to remote clinics/areas. Some standing, stooping, and lifting of equipment devices is required.

7. Personnel Qualifications.

7.1 Employees shall possess the following minimum qualifications:

7.1.1 Associates Degree or two years experience in an Information Technology field is preferred. If individuals have other significant qualifications, a minimum of a High school diploma or GED certificate could be considered.

7.1.2 Must have a minimum two years experience in the training field.

7.1.3 Knowledge of medical terminology.

7.1.4 Proficient computer skills and knowledge in Microsoft Office programs to include but are not limited to excel, access and word, and the ability to type on a computer/word processor at 20 words per minute (wpm).

7.1.5 Must have a minimum of two years experience in AHLTA. Knowledge of other necessary command automated data systems include, but are not limited to CHCS.

7.1.5 Minimum of two letters of recommendation from physicians, training instructors or supervisors written within the preceding three years, attesting to the individual's skills as a training specialist. Reference letters must include name, title, phone number, date of reference, address and signature of individual providing reference.

7.1.6 Special consideration will be given to those employees with previous DOD MTF experience.

7.1.7 Health certification of current PPD (Purified Protein Derivative) and latex allergy form (Attachment I).

8. General Requirements for All HCWs.

8.1.1. PROOF OF U.S. EMPLOYMENT ELIGIBILITY. No alien shall provide services under this contract in violation of the Immigration Laws of the United States.

8.1.2 LANGUAGE SKILLS. HCWs shall read, write, speak, and understand the English language with sufficient fluency to maintain effective communication skills with patients, staff and other members of the healthcare industry.

8.1.3 BLS/CPR CERTIFICATION. Maintain certification in American Heart Association Basic Life Support (BLS) for Healthcare Providers; American Heart Association Healthcare Provider Course; American Red Cross CPR (Cardio Pulmonary Resuscitation) for the Professional Rescuer; or equivalent.

8.1.4 COMPUTER SKILLS COMPETENCY. The Contractor shall submit proof of Computer Skills Competency prior to each healthcare worker providing services under contract. The Contractor shall utilize the Computer Skills Competency Form (Government to supply as required).

8.1.5 PERSONAL AND PROFESSIONAL INFORMATION SHEET (PPIS). Complete and submit a PPIS (per BUMEDINST 6320.66D). This will be provided by the government.

8.1.6 LATEX ALLERGY SCREENING QUESTIONNAIRE. Complete and submit the Latex Allergy Screening Questionnaire.

8.1.7 REGULATORY COMPLIANCE REQUIREMENTS.

8.1.7.1 Complete annual renewal of the following: Annual Training Requirements: family advocacy, disaster training, Sexual Harassment, Health Stream, AHLTA, monthly safety training and other courses as directed.

8.1.8 IMMUNIZATION REQUIREMENTS. Health Care Workers (HCW’s) shall be immunized annually with influenza vaccine in accordance with the BUMED instruction currently in effect. Although the government will provide this influenza vaccine, it may be obtained at another facility with the HCW bearing the total cost. If not immunized by the Government, the HCW shall show proof of vaccination. If the HCW chooses to be immunized by the Government, they shall sign a waiver in accordance with MTF rules and regulations. If the HCW declines the immunization, they must provide a waiver stating the reason for the declination. Declinations based on either the HCW’s religious convictions or medical contraindications (as documented by a qualified healthcare provider) only shall be permitted.

8.1.9 PHYSICAL EXAMINATION. The HCW shall obtain, at Contractor expense, a statement from the HCW's physician or a report of a physical examination within 60 days prior to the date of the Contract. This statement or report shall indicate whether or not the HCW is free from mental or physical impairments that would restrict them from providing the services described herein. HCWs hired after Contract start shall provide a physical examination statement or report obtained within 60 days prior to performance of services. Expenses for all required tests and/or procedures shall be borne by the Contractor at no expense to the Government. Statements from the HCW's physician shall contain the following information:

"Having performed a physical examination on the person named below on (insert date), the following findings are true and accurate:

1. (Name of HCW) is suffering from no physical disability that restricts them from providing services as a (HCW’s specialty).

2. (Name of HCW) is not suffering from sexually transmitted or other contagious diseases, which restricts them from providing services as a (HCW’s specialty).

3. (Name of HCW) has (circle the applicable number):

3a. Received at least three doses of recombinant hepatitis 3 vaccine currently licensed in the United States, or

3b. Received an initial dose of the hepatitis B vaccine. The vaccine series shall be completed within 6 months of the employee start date, or

3c. Provided documentation of the HCW's waiver which declines the hepatitis B vaccine as set forth in OSHA guidelines (declination on the basis of religious convictions or medical contraindications only), or

3d. Provided evidence of immunologically effective anti-HB levels in lieu of proof of recombinant hepatitis B vaccines. Assays must be performed in a Laboratory accredited by the American Society of Clinical Pathologists (ASCP) and/or the College of American Pathologists (CAP).

4. (Name of HCW) shows immunity to Measles, Mumps and Rubella (MMR); varicella immune status; and a current PPD reading date and results or evaluation as specified herein."

_____(signed)______ Examining Physician

Examining Physician Information:

Name:

Address:

Telephone:

8.1.11 PERSONAL HEALTH REQUIREMENTS. Prior to performance under this contract, HCWs who have patient contact:

8.1.12 Must show immunity to Measles, Mumps and Rubella (MMR) through Serological testing which shows sero-positivity to MMR or proof of vaccination. Persons born prior to 1957 must have received one dose of MMR vaccine; persons born in 1957 or later must have received two doses of MMR vaccine, and

8.1.13 Shall provide evidence of varicella immune status or a statement of history of chicken pox, and

8.1.14 Must provide a current Purified Protein Derivative (PPD) reading or an evaluation if they are a known PPD reactor. The Contractor is responsible for any expenses incurred for required testing and the PPD reading shall be performed annually.

8.1.15 IMMUNIZATION REQUIREMENTS. HCWs shall be immunized annually with influenza vaccine in accordance with the BUMED instruction currently in effect. Although the Government will provide this influenza vaccine, it may be obtained at another facility with the HCW bearing the total cost. If not immunized by the Government, the HCW shall show proof of vaccination. If the HCW chooses to be immunized by the Government, they shall sign a waiver in accordance with MTF rules and regulations. If the HCW declines the immunization, they must provide a waiver stating the reason for the declination. Declinations based on either the HCW’s religious convictions or medical contraindications (as documented by a qualified healthcare provider) only shall be permitted.

8.1.16 PERSONAL HEALTH EXAMINATIONS. HCWs shall agree to undergo other personal health examinations and other such medical and dental examinations at any time during the term of this contract, as the Commander deems necessary for preventive medicine, quality assurance, or privileging purposes. The Government will provide these examinations. If the Contractor chooses, a private physician or dentist may provide these examinations at no expense to the Government. If a private physician or dentist provides these examinations, reports and findings shall be provided to the Commander/Commanding Officer upon request to the Contractor.

8.1.17 BLOODBORNE PATHOGEN ORIENTATION PROGRAM. HCWs shall participate in the Command's Bloodborne Pathogen Orientation Program. The HCW shall also participate in all required annual training and in periodic training for all procedures that have the potential for occupational exposure to bloodborne pathogens.

8.1.18 MANAGEMENT OF HIV POSITIVE HCWs. HIV positive HCWs will be managed in accordance with the current Centers for Disease Control (CDC) guidelines and Section 503 of the Rehabilitation Act (29 U.S.C. Section 793) and its implementing regulations (41 CFR Part 60-741).

8.1.19 PREVENTION OF THE TRANSMISSION OF THE HIV VIRUS. HCWs shall comply with the CDC's "Universal Precautions" for the prevention of the transmission of the HIV virus.

8.2 CRIME CONTROL ACT OF 1990 REQUIREMENT.

8.2.1 CRIMINAL BACKGROUND CHECK REQUIREMENTS. Section 21 of the Crime Control Act of 1990, 42 U.S.C. 13041, as amended by Section 1494 of Public Law 1-02-190, requires every facility operated by the Federal Government (or operated under contract with the Federal Government) that hires (or contracts to hire) individuals involved in the provision of child care services to assure that all existing and newly-hired employees undergo a criminal background check. The term "child care services" is defined to include health and mental health care.

8.3 CONTRACTOR REQUIREMENTS.

8.3.1 It is the contractor’s responsibility to ensure its employees undergo proper criminal history background checks by providing the Government support, cooperation, and active assistance throughout the process.

8.3.2 In accordance with 42 U.S.C. 13041(d) the contractor shall ensure that employment applications for potential healthcare workers contain a question asking whether the individual has ever been arrested for or charged with a crime involving a child, and if so, requiring a description of the disposition of the arrest or charge. The application shall further state that it is being signed under penalty of perjury, with the applicable Federal punishment for perjury stated on the application.

8.3.3 Within 30 days after contract award, the contractor and all contractor employees shall provide all reasonable and necessary assistance to the Government to facilitate and complete the background investigation.

8.3.4 To initiate the process for a background investigation, the Contractor shall ensure each worker reports to the Contracting Officer’s Representative (COR) for specific MTF processing instructions, completes the appropriate portion of the SF86, and obtains fingerprints for submittal to the Office of Personnel Management (OPM).

8.3.5 Contractor employees who have previously received a background check must provide proof of the check or obtain a new one.

8.3.6 Upon receipt of the results of a background check, the contractor agrees to undertake a personnel action in accordance with 42 U.S.C. 13041(c), when appropriate.

9. Furlough. Unless otherwise authorized by a defense appropriations bill, contractors shall not be reimbursed by the Government for services not rendered during a Government furlough. In the event of a Government furlough, the Commanding Officer will determine which contract workers are considered essential and therefore must report to work. Contract workers deemed essential shall be compensated for services rendered during a furlough. All other contract workers shall be furloughed until the Government shutdown ends or they are notified by the Contracting Officer’s Representative that they have become essential contract workers.

Contractor Unclassified Access to Federally Controlled Facilities, Sensitive Information, Information Technology (IT) Systems or Protected Health Information (Jan 2017)

Homeland Security Presidential Directive (HSPD)-12, requires government agencies to develop and implement Federal security standards for Federal employees and contractors. The Deputy Secretary of Defense Directive-Type Memorandum (DTM) 08-006 – “DoD Implementation of Homeland Security Presidential Directive – 12 (HSPD-12)” dated November 26, 2008 (or its subsequent DoD instruction) directs implementation of HSPD-12. This clause is in accordance with HSPD-12 and its implementing directives.

APPLICABILITY

This text applies to contractor employees requiring physical access to any area of a federally controlled base, facility or activity and/or requiring access to a DoN or DoD computer/network/system to perform certain unclassified sensitive duties. This clause also applies to contractor employees who access Privacy Act and Protected Health Information, provide support associated with fiduciary duties, or perform duties that have been identified as National Security Position, as advised by the command security manager. It is the responsibility of the responsible security officer of the command/facility where the work is performed to ensure compliance.

Each contractor employee providing services at a Navy Command under this contract is required to obtain a Department of Defense Common Access Card (DoD CAC). Additionally, depending on the level of computer/network access, the contract employee will require a successful investigation as detailed below.

ACCESS TO FEDERAL FACILITIES

Per HSPD-12 and implementing guidance, all contractor employees working at a federally controlled base, facility or activity under this clause will require a DoD CAC. When access to a base, facility or activity is required contractor employees shall in-process with the Command’s Security Manager upon arrival to the Command and shall out-process prior to their departure at the completion of the individual’s performance under the contract.

ACCESS TO DOD IT SYSTEMS

In accordance with SECNAV M-5510.30, contractor employees who require access to DoN or DoD networks are categorized as IT-I, IT-II, or IT-III. The IT-II level, defined in detail in SECNAV M-5510.30, includes positions which require access to information protected under the Privacy Act, to include Protected Health Information (PHI). All contractor employees under this contract who require access to Privacy Act protected information are therefore categorized no lower than IT-II. IT Levels are determined by the requiring activity’s Command Information Assurance Manager.

Contractor employees requiring privileged or IT-I level access, (when specified by the terms of the contract) require a Single Scope Background Investigation (SSBI) or T5 or T5R equivalent investigation , which is a higher level investigation than the National Agency Check with Law and Credit (NACLC)/T3/T3R described below. Due to the privileged system access, an investigation suitable for High Risk national security positions is required. Individuals who have access to system control, monitoring, or administration functions (e.g. system administrator, database administrator) require training and certification to Information Assurance Technical Level 1, and must be trained and certified on the Operating System or Computing Environment they are required to maintain.

Access to sensitive IT systems is contingent upon a favorably adjudicated background investigation. When access to IT systems is required for performance of the contractor employee’s duties, such employees shall in-process with the Navy Command’s Security Manager and Information Assurance Manager upon arrival to the Navy command and shall out-process prior to their departure at the completion of the individual’s performance under the contract. Completion and approval of a System Authorization Access Request Navy (SAAR-N) form is required for all individuals accessing Navy Information Technology resources. The decision to authorize access to a government IT system/network is inherently governmental. The contractor supervisor is not authorized to sign the SAAR-N; therefore, the government employee with knowledge of the system/network access required or the COR shall sign the SAAR-N as the “supervisor”.

The SAAR-N shall be forwarded to the Command’s Security Manager at least 30 days prior to the individual’s start date. Failure to provide the required documentation at least 30 days prior to the individual’s start date may result in delaying the individual’s start date.

When required to maintain access to required IT systems or networks, the contractor shall ensure that all employees requiring access complete annual Information Assurance (IA) training, and maintain a current requisite background investigation. The Contractor’s Security Representative shall contact the Command Security Manager for guidance when reinvestigations are required.

INTERIM ACCESS

The Command's Security Manager may authorize issuance of a DoD CAC and interim access to a DoN or DoD unclassified computer/network upon a favorable review of the investigative questionnaire and advance favorable fingerprint results. When the results of the investigation are received and a favorable determination is not made, the contractor employee working on the contract under interim access will be denied access to the computer network and this denial will not relieve the contractor of his/her responsibility to perform.

DENIAL OR TERMINATION OF ACCESS

The potential consequences of any requirement under this clause including denial or termination of physical or system access in no way relieves the contractor from the requirement to execute performance under the contract within the timeframes specified in the contract. Contractors shall plan ahead in processing their employees and subcontractor employees. The contractor shall insert this clause in all subcontracts when the subcontractor is permitted to have unclassified access to a federally controlled facility, federally-controlled information system/network and/or to government information, meaning information not authorized for public release.

CONTRACTOR’S SECURITY REPRESENTATIVE

The contractor shall designate an employee to serve as the Contractor’s Security Representative. Within three work days after contract award, the contractor shall provide to the requiring activity’s Security Manager and the Contracting Officer, in writing, the name, title, address and phone number for the Contractor’s Security Representative. The Contractor’s Security Representative shall be the primary point of contact on any security matter. The Contractor’s Security Representative shall not be replaced or removed without prior notice to the Contracting Officer and Command Security Manager.

BACKGROUND INVESTIGATION REQUIREMENTS AND SECURITY APPROVAL PROCESS FOR CONTRACTORS ASSIGNED TO NATIONAL SECURITY POSITIONS OR PERFORMING SENSITIVE DUTIES

Navy security policy requires that all positions be given a sensitivity value based on level of risk factors to ensure appropriate protective measures are applied. Contractor employees under this contract are recognized as Non-Critical Sensitive [ADP/IT-II] positions when the contract scope of work require physical access to a federally controlled base, facility or activity and/or requiring access to a DoD computer/network, to perform unclassified sensitive duties. This designation is also applied to contractor employees who access Privacy Act and Protected Health Information (PHI), provide support associated with fiduciary duties, or perform duties that have been identified as National Security Positions. At a minimum, each contractor employee must be a US citizen and have a favorably completed NACLC or T3 or T3R equivalent investigation to obtain a favorable determination for assignment to a non-critical sensitive or IT-II position. The investigation consists of a standard NAC and a FBI fingerprint check plus law enforcement checks and credit check. Each contractor employee filling a non-critical sensitive or IT-II position is required to complete:

· SF-86 Questionnaire for National Security Positions (or equivalent OPM investigative product)

· Two FD-258 Applicant Fingerprint Cards (or an electronic fingerprint submission)

· Original Signed Release Statements

Failure to provide the required documentation at least 30 days prior to the individual’s start date shall result in delaying the individual’s start date. Background investigations shall be reinitiated as required to ensure investigations remain current (not older than 10 years) throughout the contract performance period. The Contractor’s Security Representative shall contact the Command Security Manager for guidance when reinvestigations are required.

Regardless of their duties or IT access requirements ALL contractor employees shall in-process with the Command’s Security Manager upon arrival to the command and shall out-process prior to their departure at the completion of the individual’s performance under the contract. Employees requiring IT access shall also check-in and check-out with the Navy Command’s Information Assurance Manager. Completion and approval of a System Authorization Access Request Navy (SAAR-N) form is required for all individuals accessing Navy Information Technology resources. The SAAR-N shall be forwarded to the Navy Command’s Security Manager at least 30 days prior to the individual’s start date. Failure to provide the required documentation at least 30 days prior to the individual’s start date shall result in delaying the individual’s start date.

The contractor shall ensure that each contract employee requiring access to IT systems or networks complete annual Information Assurance (IA) training, and maintain a current requisite background investigation. Contractor employees shall accurately complete the required investigative forms prior to submission to the Command Security Manager. The Command’s Security Manager will review the submitted documentation for completeness prior to submitting it to the Office of Personnel Management (OPM); Potential suitability or security issues identified may render the contractor employee ineligible for the assignment. An unfavorable determination is final (subject to SF-86 appeal procedures) and such a determination does not relieve the contractor from meeting any contractual obligation under the contract. The Command’s Security Manager will forward the required forms to OPM for processing. Once the investigation is complete, the results will be forwarded by OPM to the DoD Central Adjudication Facility (CAF) for a determination.

If the contractor employee already possesses a current favorably adjudicated investigation, the contractor shall submit a Visit Authorization Request (VAR) via the Joint Personnel Adjudication System (JPAS) or a hard copy VAR directly from the contractor’s Security Representative. Although the contractor will take JPAS “Owning” role over the contractor employee, the Command will take JPAS "Servicing" role over the contractor employee during the hiring process and for the duration of assignment under that contract. The contractor shall include the IT Position Category per SECNAV M-5510.30 for each employee designated on a VAR. The VAR requires annual renewal for the duration of the employee’s performance under the contract.

Section E - Inspection and Acceptance

INSPECTION AND ACCEPTANCE TERMS

Supplies/services will be inspected/accepted at:

Section F - Deliveries or Performance

DELIVERY INFORMATION

13-JAN-2020

CONTRACT ADMINISTRATION

54 LEWIS MINOR STREET

BLDG. 250

PORTSMOUTH VA 23708-2297

757-953-6059

N00183

13-JAN-2021

N00183

CLAUSES INCORPORATED BY REFERENCE

Section G - Contract Administration Data

CLAUSES INCORPORATED BY FULL TEXT

252.232-7006 WIDE AREA WORKFLOW PAYMENT INSTRUCTIONS (MAY 2013)

(a) Definitions. As used in this clause--

Department of Defense Activity Address Code (DoDAAC) is a six position code that uniquely identifies a unit, activity, or organization.

Document type means the type of payment request or receiving report available for creation in Wide Area WorkFlow (WAWF).

Local processing office (LPO) is the office responsible for payment certification when payment certification is done external to the entitlement system.

(b) Electronic invoicing. The WAWF system is the method to electronically process vendor payment requests and receiving reports, as authorized by DFARS 252.232-7003, Electronic Submission of Payment Requests and Receiving Reports.

(c) WAWF access. To access WAWF, the Contractor shall--

(1) Have a designated electronic business point of contact in the System for Award Management at https://www.acquisition.gov; and

(2) Be registered to use WAWF at https://wawf.eb.mil/ following the step-by-step procedures for self-registration available at this Web site.

(d) WAWF training. The Contractor should follow the training instructions of the WAWF Web-Based Training Course and use the Practice Training Site before submitting payment requests through WAWF. Both can be accessed by selecting the “Web Based Training” link on the WAWF home page at https://wawf.eb.mil/.

(e) WAWF methods of document submission. Document submissions may be via Web entry, Electronic Data Interchange, or File Transfer Protocol.

(f) WAWF payment instructions. The Contractor must use the following information when submitting payment requests and receiving reports in WAWF for this contract/order:

(1) Document type. The Contractor shall use the following document type(s).

(Contracting Officer: Insert applicable document type(s). Note: If a “Combo” document type is identified but not supportable by the Contractor's business systems, an “Invoice” (stand-alone) and “Receiving Report” (stand-alone) document type may be used instead.)

(2) Inspection/acceptance location. The Contractor shall select the following inspection/acceptance location(s) in WAWF, as specified by the contracting officer.

(Contracting Officer: Insert inspection and acceptance locations or “Not applicable”.)

(3) Document routing. The Contractor shall use the information in the Routing Data Table below only to fill in applicable fields in WAWF when creating payment requests and receiving reports in the system.

Routing Data Table* Field Name in WAWF Data to be entered in WAWF

(*Contracting Officer: Insert applicable DoDAAC information or “See schedule” if multiple ship to/acceptance locations apply, or “Not applicable.”)

(4) Payment request and supporting documentation. The Contractor shall ensure a payment request includes appropriate contract line item and subline item descriptions of the work performed or supplies delivered, unit price/cost per unit, fee (if applicable), and all relevant back-up documentation, as defined in DFARS Appendix F, (e.g. timesheets) in support of each payment request.

(5) WAWF email notifications. The Contractor shall enter the email address identified below in the “Send Additional Email Notifications” field of WAWF once a document is submitted in the system.

(Contracting Officer: Insert applicable email addresses or “Not applicable.”)

(g) WAWF point of contact. (1) The Contractor may obtain clarification regarding invoicing in WAWF from the following contracting activity's WAWF point of contact.

(Contracting Officer: Insert applicable information or “Not applicable.”)

(2) For technical WAWF help, contact the WAWF helpdesk at 866-618-5988.

(End of clause)

Section H - Special Contract Requirements

SECTION H

Base Access (NMCP)

Commander, Navy Installations Command (CNIC), has established the Navy Commercial Access Control System (NCACS), a standardized process for granting unescorted access privileges to vendors, contractors, suppliers and service providers not otherwise entitled to the issuance of a Common Access Card (CAC) who seek access to and can provide justification to enter Navy installations and facilities. Vendors visiting Naval Medical Center Portsmouth (NMCP) may obtain daily passes directly from Naval Station Norfolk (NSN) Pass and ID office, located at NSN (Bldg CD-9), 9040 Hampton Blvd, Norfolk, Virginia, 23505, by submitting identification credentials for verification and undergoing a criminal screening/ background check. Alternatively, if the vendor so chooses, it may voluntarily elect to obtain long-term credentials through enrollment, registration, background vetting, screening, issuance of credentials, and electronic validation of credentials at its own cost through one of the designated independent contractor NCACS service providers. Credentials will be issued every five years and access privileges will be reviewed / renewed on an annual basis. The costs incurred to obtain Navy installation access of any kind are not reimbursable, and the price(s) paid for obtaining long-term NCACS credentials will not be approved as a direct cost of this contract. Further information regarding NCACS can be found at http://cnic.navy.mil/CNIC_HQ_Site/index.htm.

PRIVACY AND SECURITY OF PROTECTED HEALTH INFORMATION

1. Introduction

In accordance with DoD 6025.18-R “Department of Defense Health Information Privacy Regulation,” January 24, 2003, the Contractor meets the definition of Business Associate. Therefore, a Business Associate Agreement is required to comply with both the Health Insurance Portability and Accountability Act (HIPAA) Privacy and Security regulations. This clause serves as that agreement whereby the Business Associate agrees to abide by all applicable HIPAA Privacy and Security requirements regarding health information as defined in this clause, and in DoD 6025.18-R and DoD 8580.02, as amended. Additional requirements will be addressed when implemented.

a. Definitions. As used in this clause generally refer to the Code of Federal Regulations (CFR) definition unless a more specific provision exists in DoD 6025.18-R or DoD 8580.02.

(1) HITECH Act shall mean the Health Information Technology for Economic and Clinical Health Act included in the American Recovery and Reinvestment Act of 2009.

(2) Individual has the same meaning as the term “individual” in 45 CFR 160.103 and shall include a person who qualifies as a personal representative in accordance with 45 CFR 164.502(g).

(3) Privacy Rule means the Standards for Privacy of Individually Identifiable Health Information at 45 CFR part 160 and part 164, subparts A and E.

(4) Protected Health Information has the same meaning as the term “protected health information” in 45 CFR 160.103, limited to the information created or received by the Business Associate from or on behalf of the Government pursuant to the Contract.

(5) Electronic Protected Health Information has the same meaning as the term “electronic protected health information” in 45 CFR 160.103.

(6) Required by Law has the same meaning as the term “required by law” in 45 CFR 164.103.

(7) Secretary means the Secretary of the Department of Health and Human Services or his/her designee.

(8) Security Incident will have the same meaning as the term “security incident” in 45 CFR 164.304, limited to the information created or received by Business Associate from or on behalf of Covered Entity.

(9) Security Rule means the Health Insurance Reform: Security Standards at 45 CFR part 160, 162 and part 164, subpart C.

(10) Terms used, but not otherwise defined, in this Clause shall have the same meaning as those terms in 45 CFR 160.103, 160.502, 164.103, 164.304, and 164.501.

b. The Business Associate shall not use or further disclose Protected Health Information other than as permitted or required by the Contract or as Required by Law.

c. The Business Associate shall use appropriate safeguards to maintain the privacy of the Protected Health Information and to prevent use or disclosure of the Protected Health Information other than as provided for by this Contract.

d. The HIPAA Security administrative, physical, and technical safeguards in 45 CFR 164.308, 164.310, and 164.312, and the requirements for policies and procedures and documentation in 45 CFR 164.316 shall apply to Business Associate. The additional requirements of Title XIII of the HITECH Act that relate to the security and that are made applicable with respect to covered entities shall also be applicable to Business Associate. The Business Associate agrees to use administrative, physical, and technical safeguards that reasonably and appropriately protect the confidentiality, integrity, and availability of the electronic protected health information that it creates, receives, maintains, or transmits in the execution of this Contract.

e. The Business Associate shall, at their own expense, take action to mitigate, to the extent practicable, any harmful effect that is known to the Business Associate of a use or disclosure of Protected Health Information by the Business Associate in violation of the requirements of this Clause. These mitigation actions will include as a minimum those listed in the TMA Breach Notification Standard Operating Procedure (SOP), which is available at: http://www.tricare.mil/tmaprivacy/breach.cfm

f. The Business Associate shall report to the Government any security incident involving protected health information of which it becomes aware.

g. The Business Associate shall report to the Government any use or disclosure of the Protected Health Information not provided for by this Contract of which the Business Associate becomes aware.

h. The Business Associate shall ensure that any agent, including a sub Business Associate, to whom it provides Protected Health Information received from, or created or received by the Business Associate, on behalf of the Government, agrees to the same restrictions and conditions that apply through this Contract to the Business Associate with respect to such information.

i. The Business Associate shall ensure that any agent, including a subBusiness Associate, to whom it provides electronic Protected Health Information, agrees to implement reasonable and appropriate safeguards to protect it.

j. The Business Associate shall provide access, at the request of the Government, and in the time and manner reasonably designated by the Government to Protected Health Information in a Designated Record Set, to the Government or, as directed by the Government, to an Individual in order to meet the requirements under 45 CFR 164.524.

k. The Business Associate shall make any amendment(s) to Protected Health Information in a Designated Record Set that the Government directs or agrees to pursuant to 45 CFR 164.526 at the request of the Government, and in the time and manner reasonably designated by the Government.

l. The Business Associate shall make internal practices, books, and records relating to the use and disclosure of Protected Health Information received from, or created or received by the Business Associate, on behalf of the Government, available to the Government, or at the request of the Government to the Secretary, in a time and manner reasonably designated by the Government or the Secretary, for purposes of the Secretary determining the Government’s compliance with the Privacy Rule.

m. The Business Associate shall document such disclosures of Protected Health Information and information related to such disclosures as would be required for the Government to respond to a request by an Individual for an accounting of disclosures of Protected Health Information in accordance with 45 CFR 164.528.

n. The Business Associate shall provide to the Government or an Individual, in time and manner reasonably designated by the Government, information collected in accordance with this Clause of the Contract, to permit the Government to respond to a request by an Individual for an accounting of disclosures of Protected Health Information in accordance with 45 CFR 164.528.

2. General Use and Disclosure Provisions

Except as otherwise limited in this Clause, the Business Associate may use or disclose Protected Health Information on behalf of, or to provide services to, the Government for treatment, payment, or healthcare operations purposes, in accordance with the specific use and disclosure provisions below, if such use or disclosure of Protected Health Information would not violate the HIPAA Privacy Rule, the HIPAA Security Rule, DoD 6025.18-R or DoD 8580.02 if done by the Government. The additional requirements of Title XIII of the HITECH Act that relate to privacy and that are made applicable with respect to covered entities shall also be applicable to Business Associate.

3. Specific Use and Disclosure Provisions

a. Except as otherwise limited in this Clause, the Business Associate may use Protected Health Information for the proper management and administration of the Business Associate or to carry out the legal responsibilities of the Business Associate.

b. Except as otherwise limited in this Clause, the Business Associate may disclose Protected Health Information for the proper management and administration of the Business Associate, provided that disclosures are required by law, or the Business Associate obtains reasonable assurances from the person to whom the information is disclosed that it will remain confidential and used or further disclosed only as required by law or for the purpose for which it was disclosed to the person, and the person notifies the Business Associate of any instances of which it is aware in which the confidentiality of the information has been breached.

c. Except as otherwise limited in this Clause, the Business Associate may use Protected Health Information to provide Data Aggregation services to the Government as permitted by 45 CFR 164.504(e)(2)(i)(B).

d. Business Associate may use Protected Health Information to report violations of law to appropriate Federal and State authorities, consistent with 45 CFR 164.502(j)(1).

4. Obligations of the Government

Provisions for the Government to Inform the Business Associate of Privacy Practices and Restrictions

a. The Government shall provide the Business Associate with the notice of privacy practices that the Government produces in accordance with 45 CFR 164.520.

b. The Government shall provide the Business Associate with any changes in, or revocation of, permission by Individual to use or disclose Protected Health Information, if such changes affect the Business Associate’s permitted or required uses and disclosures.

c. The Government shall notify the Business Associate of any restriction to the use or disclosure of Protected Health Information that the Government has agreed to in accordance with 45 CFR 164.522.

5. Permissible Requests by the Government

The Government shall not request the Business Associate to use or disclose Protected Health Information in any manner that would not be permissible under the HIPAA Privacy Rule, the HIPAA Security Rule, or any applicable Government regulations (including without limitation, DoD 6025.18-R and DoD 8580.02) if done by the Government, except for providing Data Aggregation services to the Government and for management and administrative activities of the Business Associate as otherwise permitted by this clause.

6. Termination

a. Termination. A breach by the Business Associate of this clause, may subject the Business Associate to termination under any applicable default or termination provision of this Contract.

b. Effect of Termination.

(1) If this contract has records management requirements, the records subject to the Clause should be handled in accordance with the records management requirements. If this contract does not have records management requirements, the records should be handled in accordance with paragraphs (2) and (3) below

(2) If this contract does not have records management requirements, except as provided in paragraph (3) of this section, upon termination of this Contract, for any reason, the Business Associate shall return or destroy all Protected Health Information received from the Government, or created or received by the Business Associate on behalf of the Government. This provision shall apply to Protected Health Information that agents of the Business Associate may come in contact. The Business Associate shall retain no copies of the Protected Health Information.

(3) If this contract does not have records management provisions and the Business Associate determines that returning or destroying the Protected Health Information is infeasible, the Business Associate shall provide to the Government notification of the conditions that make…