Performance Work Statement Final.docx

Performance-Based Work Statement for Mission Assurance Programs BUMED N45

1. Introduction

This PWS outlines the requirements for contractor support to Navy Medicine’s N45 – Mission Assurance Program. The contractor shall support Personnel Security with emphasis on Suitability and Fitness, Emergency Management (EM) via responsibilities associated with the Health and Human Services (HHS) Federal Coordinating Center (FCC). The contractor shall provide expert services to facilitate development of Navy Medicine policy and procedures to conduct criminal history background checks on service members involved in the provision of childcare services for children under the age of 18 in Department of Defense (DoD) programs (medical treatment programs under Navy Medicine purview) in accordance with 34 USC Section 20351, 32 CFR Part 86 and DoDI 1402.05. The contractor shall maintain operational readiness and continuity, ensure policy compliance, and facilitate effective coordination and communication across interagency and internal Navy stakeholders to promote effective risk mitigation, readiness.

The contractor shall ensure all FCC/NDMS-related products and actions are aligned with applicable guidance, including (at a minimum) DoDI 6010.22 (Medical Readiness and related supporting responsibilities), applicable DoD patient movement/medical response policy, and HHS/NDMS coordination constructs, while ensuring Navy Medicine internal issuances, operational plans, and governance products reflect current regulatory requirements and clearly define roles, responsibilities, and reporting relationships across Navy Medicine stakeholders and interagency partners.

2. Background

The DoD has established comprehensive policies and procedures to ensure the safety and well-being of children under the age of 18 participating in its programs. These policies are rooted in the Crime Control Act of 1990 and further addressed in 34 USC Section 20351, 32 CFR Part 86 and DoDI 1402.05. A cornerstone of this framework is the requirement for thorough background checks for all individuals who have regular contact with children under 18 years of age in DoD-sanctioned childcare services which include medical treatment programs under Navy Medicine. Navy Medicine relies on the BUMED N45 Mission Assurance office to develop enterprise policy and procedures to conduct these additional background checks.

The DoD directed the Navy management, oversight and program development four FCCs (NMRTC Portsmouth, VA, NMRTC Jacksonville, FL, NMRTC San Diego, CA and NMRTC Camp Pendleton, CA (Orange County). The inclusion of FCC support within N45 responsibilities reflects the importance of interagency coordination during public health emergencies and disaster response scenarios such as large-scale combat operations.

3. Scope

The contractor will provide subject matter expertise and operational support focusing on personnel security and emergency management. This includes drafting and supporting the development of policy for childcare background checks in line with Department of Defense instructions, developing procedures for installation records checks, and creating clear adjudication criteria. The role also involves extensive support for the National Disaster Medical System (NDMS) Federal Coordinating Center (FCC), which encompasses developing operational plans, coordinating patient reception and movement, integrating with Military Treatment Facility (MTF) and civilian Health Care Coalition (HCC) emergency programs, and maintaining readiness documentation to ensure continuity of operations and effective defense support to civil authorities.

4. Tasks

4.1. Personnel Security with emphasis on Suitability and Fitness

4.1.1. Develop a Gap Analysis Report that summarizes all mandatory requirements for personnel subject to the additional requirements of the Child Care National Agency Check and Inquiries (CNACI), identifies areas where Navy Medicine policy is absent or deficient, and provides recommendations for the new policy's structure and content.

4.1.2. Facilitate development of Navy Medicine policy and procedures to conduct CNACIs from initiation to adjudication including due process.

4.1.3. Collect and adjudicate all comments on the DD818 and feedback received during the staffing process, making necessary revisions to the documents.

4.1.4. Prepare the final, revised policy package for the signature of the Surgeon General of the Navy or designated authority.

4.1.5. Assist in the development of a database or tool to track all staff requiring a CNACI, annual recertification and 5-year renewal.

4.1.6. Develop an SOP template that provides subordinate commands with clear, actionable steps for initiating, tracking, and documenting each background check from submission to final adjudication. It should include specific components of the background checks, adjudication criteria, and timelines for completion and renewal.

4.1.7. Create a suite of training materials, including presentation slide decks, fact sheets, and frequently asked questions tailored for different audiences (e.g., commanding officers, security managers, program directors).

4.1.8. Provide a monthly status report as a summary of progress for gap analysis, policy development, database tracking tool, SOP development and suite of training materials via the monthly program performance summary.

4.1.9. Ability to coordinate meeting minutes, action tracking, and partner engagement documentation.

4.2. National Disaster Medical System (NDMS) Required Products

4.2.1. Revise and update the FCC NDMS Operational CONOPS as needed.

4.2.2. Develop Patient Reception Operations Plan and throughput model.

4.2.3. Facilitate HCC Framework with partner hospitals.

4.2.4. Assist with FCC Staffing Model and develop Recall Rosters for activation.

4.2.5. Manage Bed Reporting and Patient Tracking Integration Plan in JPATS, TRACE2S and Geo Healthsystem.

4.2.6. Develop NDMS Training and Exercise Support Packages.

4.2.7. Create FCC Readiness Metrics matrix aligned with NDMS performance expectations in FCC Guide.

4.2.8. Develop Annual NDMS Capability Assessment for submission to senior leadership.

4.2.9. Develop Strategic White Papers identifying sustainment requirements and risks, as needed.

4.2.10. Develop Executive Briefs supporting Navy Medicine participation in NDMS governance.

4.2.11. Travel is required to various locations in support to the exercises and other government-directed activities. Travel locations include, but are not limited to the FCC locations, Portsmouth VA, Jacksonville FL, San Diego CA and Camp Pendleton CA.

4.2.12. Attend FCC-related meetings, at least monthly or as needed.

4.2.13. Coordinate with FCC Director/Coordinator and external stakeholders to include identifying and recruitment of National Disaster Medical System partners and facilitate enrollment and participation

4.2.14. Ensure quality control reviews, data validation and version control of NDMS-related systems/databases such as TRAC2ES, JPATS and BUMED Portal For Readiness & Emergency Preparedness (PREP) ensuring proper access and information sharing.

4.2.15. Develop and report monthly FCC readiness metrics to include, but not limited to, personnel assigned, qualifications, equipment, interagency coordination requirements and overall program health on each individual FCC assigned.

4.2.16. Develop annual FCC Training Plan.

4.2.17. Maintain Individual Training Records for FCC Staff.

4.2.18. Coordinate with DoW/NDMS/FEMA/HHS/BUMED on training requirements.

4.2.19. Identify training gaps and corrective actions.

4.2.20. Coordinate Reserve and Active Component integration training.

4.2.21. Ensure compliance with BUMEDINST 3440.10C and applicable DoW Directives.

4.2.22. Experience coordinating and evaluating emergency management exercises (tabletop, full-scale).

5. Other Pertinent Information

5.1. Acronyms

Evacuation System

5.2. Period of Performance

The base period of performance for this requirement is a 6-month base period and will feature (4) one-year option periods consecutively following the base period.

5.3. Place of Performance

Performance will occur at the Defense Health Headquarters, supporting the Bureau of Medicine and Surgery; 770 Arlington Blvd, Falls Church, VA 22042. The split between Government and Contractor site labor at DHHQ is 60/40. The first number is the percentage of work performed at Government site and the second number is the percentage of work performed at the Contractor site. Telework may be available subject to Government approval.

5.4. Staffing Requirements

The following information represents the estimated staffing requirements the contractor is obligated to provide in performing the services required in the PWS; vendor can increase or decrease the number of FTE or part-time employees accordingly to meet all requirements defined. FTE is based on a 1,912 hour work year. All monthly invoices shall be based on a calendar month. Backfill is required for any Full Time Equivalent that is unavailable for any portion of the 1,912 hours. Should backfill not occur when a Full Time Equivalent is unavailable, the contractor monthly invoice for that period may be rejected. It is anticipated the effort requires at a minimum, one (1) Emergency Management Specialist, one (1) Security Manager, (1) Training and Exercise Specialist, and (1) Policy Analyst.

5.5. Minimal Qualifications

5.5.1. General Requirements

5.5.1.1. Minimum of a Bachelor’s degree in a relevant field (Emergency Management, Security Studies, Public Policy, or related discipline).

5.5.1.2. Minimum 5 years of relevant professional experience; OR in lieu of degree, 10 years of progressively responsible experience.

5.5.1.3. Successful completion of the Federal Coordinating Center (FCC) Course within the last 3 years: https://health.mil/Military-Health-Topics/Education-and-Training/DMRTI/Course-Information/Federal-Coordinating-Center-Course; or enroll within 180 days upon onboarding.

5.5.1.4. Contractors performing FCC functions under this contract will be U.S. Citizens and are required to obtain and maintain favorable a Tier 3 security clearance with SECRET Eligibility. SECRET access must be granted to access SIPRNET and attend meetings classified at the SECRET level. Contractors performing other functions on this contract are required to obtain and maintain favorable Tier 3 security clearance with No Eligibility.

5.5.1.5. Proficiency with Microsoft Office Suite and collaboration tools.

5.5.1.6. Excellent written and oral communication skills.

5.5.2. Security Manager

5.5.2.1. Knowledge of Office of Personnel Management suitability and fitness standards, information, and industrial security policies within federal or DoD environments.

5.5.2.2. Ability to develop suitability and fitness policy and manage compliance programs.

5.5.2.3. Demonstrated expertise in DoD/OPM suitability adjudication.

5.5.2.4. Completion of OPM Fundamentals of Suitability for Suitability and Fitness Adjudicators course: https://www.opm.gov/suitability/suitability-executive-agent/suitability-training/#url=Fundamentals-of-Suitability within the last 3 years; or enroll within 60 days upon onboarding.

5.5.2.5. Familiarity with DoD childcare background check policies.

5.5.2.6. Advanced knowledge of DoD interagency coordination, policy development, and action officer responsibilities.

5.5.2.7. Strong database management and reporting skills.

5.5.3. Emergency Management Specialist

5.5.3.1. Experience supporting Disasters (natural, manmade and technological), DSCA, COOP, and NDMS operations.

5.5.3.2. Experience in planning and participating in Department of War and other Federal Agencies Full-Scale Exercises like Ultimate Caduceus, Citadel Shield/Solid Curtain.

5.5.3.3. Familiarity with FCC operations, including TRAC2ES, JPATS, GEO-Health Systems and NDMS systems.

5.5.3.4. Experience coordinating and evaluating Department of War/NDMS exercises (tabletop, full-scale).

5.5.3.5. Demonstrates capability to understand all phases of Emergency Management to include but not limited to: Mitigation, Preparedness, Response, Recovery.

5.5.3.6. Advanced knowledge of DoD interagency coordination, policy development, and action officer responsibilities.

5.5.3.7. Strong database management and reporting skills.

5.5.4. FCC Training & Exercise Specialist

5.5.4.1. Possesses a bachelor’s degree in Emergency Management, Homeland Security, Public Health, Healthcare Administration, or a related field, or in lieu of a degree, a minimum of seven (7) years of progressively responsible experience in emergency management, healthcare preparedness, military operations, or interagency training and exercise programs.

5.5.4.2. Possess a minimum of three (3) years of experience planning, coordinating, conducting, and evaluating emergency management, healthcare, military, or NDMS training and exercises.

5.5.4.3. Demonstrate knowledge of the Homeland Security Exercise and Evaluation Program (HSEEP), National Incident Management System (NIMS), Incident Command System (ICS), Continuity of Operations (COOP), and Federal Coordinating Center (FCC) operations.

5.5.4.4. Excellent written and verbal communication, project management, and interagency coordination skills are required.

5.5.5. Policy Analyst

5.5.5.1. Experience drafting, reviewing, and revising policies, SOPs, CONOPS, and implementation plans related FCC.

5.5.5.2. Advanced knowledge of DoD interagency coordination, policy development, and action officer responsibilities.

5.6. Government Furnished Equipment/Property/Information

The Government will provide access to office, workspace and furnishings at a Government site for onsite primary locations. The Government will furnish local, Defense Switched Network (DSN), and long-distance telephone service on-site for direct performance of the contract. The Government will also provide access to computers, terminals, common use software, communications networks, mobile devices and other resources owned or leased and operated by the Government. This enables secure access to DoD networks and government systems, ensure cybersecurity and data-protection compliance, and enable standardized, rapid response during NDMS activations and contingency operations. The Contractor shall provide email notification of receipt of any GFE. The Contractor shall report to the Government within ten (10) calendar days of any GFE found damaged, malfunctioning, or otherwise unsuitable for use. The Contractor shall not modify or forward GFE without written approval from the COR.

5.7. Security Requirements

The highest level of security required for this requirement is Tier 3, see the attached DD254 for details. See Addendums to PWS NAVSUP SUPTXT204-9400(8-22) Prescription and Alternative Language & NAVSUP SUPTXT204-9400 (4-22).

5.8. Travel

The estimated travel requirements are as follows. Travel locations include but are not limited to the FCC locations, Portsmouth VA, Jacksonville FL, San Diego CA, and Camp Pendleton CA. The government reserves the right to direct travel to other locations as necessary to fulfill the requirements of this contract. Travel may be required if the tasks and deliverables warrant those expenses. All travel shall be IAW Government’s Joint Travel Regulations (JTR) or Federal Travel Regulations (FTR). A trip report shall be submitted no later than seven (7) days following the completion of required travel. The ceiling for travel per year is $20,000, not including applicable indirect costs. Travel Requirements at the discretion of the Government.

FCC Portsmouth: Naval Medical Center Portsmouth or Naval Medical Forces Atlantic 620 John Paul Jones Cir Portsmouth, VA 23708

Jacksonville, FL 32214

San Diego, CA 92134

San Diego, CA 92136

Los Alamitos, CA 20720

Camp Pendleton, CA 92055

5.9 Training Requirements

Contractor and subcontract employees will comply with BUMED Fiscal Year Annual Training Plan and complete assigned training within the time period specified on the BUMED Notice.

6. List of Deliverables

As required

7. Performance Standards

7.1. The Contractor is responsible for reviewing all work for proper accuracy and content. The Contractor shall document progress and produce required status reports that itemize and explain applicable deliverables. The COR/ACOR and/or TA will review contractor deliverables and reports to validate end products that were delivered IAW specifications stated within PWS. The COR/ACOR who have sole authority to inspect and accept or reject contractor deliverables. The acceptance of deliverables and satisfactory work performance required herein shall be based on the timeliness and accuracy of the products received.

8.Points of Contact

COR

CPO Patrick Vickers patrick.r.vickers2.mil@health.mil

(808) 471-4628

Contracting Office POC:

William Stevenson 771-229-3384 william.p.stevenson28.civ@us.navy.mil

Contracting Office POC:

Vincent Conicelli 215-896-5206 vincent.j.conicelli.civ@us.navy.mil