PWS for HRONW ICP V5 6.27.25 draft.docx

U.S. PACIFIC FLEET (USPACFLT)

PERFORMANCE WORK STATEMENT (PWS)

1. GENERAL INFORMATION/BACKGROUND

1.1. The U.S. Pacific Fleet Command Injury Compensation Program (ICP) faces a critical backlog in transferring claim case files between the Employees' Compensation Operations & Management Portal (ECOMP) and the Defense Injury and Unemployment Compensation System (DIUCS). To address this, the ICP requires administrative support to manually transfer 3,000 individual claims case files. Due to system incompatibility, each transfer requires individual attention and cannot be automated. This Performance of Work Statement (PWS) outlines the requirements to alleviate this backlog, ensure effective support for injured employees, and maintain audit readiness.

APPLICABLE DIRECTIVES

· DODI 6025.18 Health Insurance Portability and Accountability Act (HIPAA) Privacy Rule Compliance In DoD Health Care Programs

· DON FECA Program Interim Guidance, 31 August 2023

· SECNAINST 5211, Personal Identifiable Information

· DON Controlled Unclassified Information

· DON Cyber Awareness Challenge

2. SCOPE OF WORK.

2.1. The Contractor shall furnish an adequate number of trained and qualified personnel, possessing the necessary skills and expertise, to fulfill all requirements detailed in this Performance Work Statement (PWS).

2.2. The Contractor will provide individual file transfer and document management services. Following government-provided priorities, the Contractor will download (copy) specified documents from individual claimant case files within the Department of Labor's (DOL) ECOMP system, using Standard Operating Procedures (SOP) for downloading documents from ECOMP, and uploading them to DIUCS.

2.3. The Contractor will also provide a bi-weekly progress report to assist the government in prioritizing cases for chargeback review.

3. PLACE OF PERFORMANCE.

3.1. The Contractor may perform the work at its own facility. The Contractor is responsible for ensuring its facility meets all applicable security requirements and that all data is protected in accordance with Government regulations, including DoD and Navy security policies. The Government reserves the right to conduct site visits to verify compliance.

4. PROJECT MANAGER.

4.1. The Contractor shall always provide a minimum of one contract Project Manager.

4.2. An Alternate Project Manager who will act for the Contractor when the Project Manager is absent must be identified in writing to the Contracting Officer (KO) and Government Technical Representative/Technical Assistant (TA).

4.2. The Project Manager shall oversee overall program management of the Contractor personnel during performance of the requirements of this PWS.

4.3. The Project Manager shall be responsible for the overall daily supervision, monitoring, coordination, accuracy, timeliness, and management of requirements.

4.4. Communication shall be via the designated TA to the Contractor’s Project Manager. The Contractor or Government TA will contact the Contracting Officer (KO) for resolution of any contractual issues.

4.5. Conflict resolution and/or administrative actions affecting the Contractor’s employees shall be the sole responsibility of the Contractor’s management.

5. CONTRACTOR SUPERVISION AND MANAGEMENT.

5.1. Provide daily overall coordination, management, control, oversight, and supervision of the Contractor’s personnel to ensure the proper, effective, accurate, timely, and complete performance of the requirements of this PWS.

6. CONTRACT PERSONNEL.

6.1. Trained and qualified Contractor personnel shall be provided per the requirements of this PWS to perform the services.

6.2. The Contractor will maintain an updated Key Personnel (Project Manager and Alternate Project Manager) and Contractor Personnel List (all other positions) to perform the required work. Provide changes to Key Personnel and Contractor Personnel Lists within one week of occurrence and monthly to the TA.

7. GOVERNEMENT FURNISHED PROPERTY.

7.1. GOVERNMENT FURNISHED EQUIPMENT (GFE). The Government will furnish computers and software to support the accomplishment of this PWS. The Contractor is responsible for the proper care, security, and use of the Government-furnished laptop and software. The Contractor shall adhere to all Government policies and procedures regarding the use of GFE. Any loss, damage, or theft of GFE must be reported to the Government immediately. The Contractor must immediately notify the Government when maintenance or repair is required. The Contractor shall not install any unauthorized software on the Government-furnished laptop. The Contractor will be responsible for returning the laptop in good working condition at the end of the contract period, normal wear and tear excepted.

8. PERFORMANCE OBJECTIVES

8.1. ADHERENCE TO APPLICABLE DIRECTIVES.

8.1.1. The Contractor shall adhere to all applicable directives, including but not limited to, DON FECA Program Interim Guidance, SECNAINST 5211 (Personal Identifiable Information), DON Controlled Unclassified Information, and DON Cyber Awareness Challenge requirements.

8.2. FILE TRANSFER COMPLETION RATE.

8.2.1. The Contractor shall complete 3000 individual claim case files within one year of the contract award date, as specified in Deliverable 9.1.

8.3. BI-WEEKLY FILE TRANSFER VOLUME.

8.3.1. The Contractor shall transfer files for a minimum of 100 claims cases bi-weekly, as specified in Deliverable 9.2.

8.4. PRIORITIZATION OF FILE TRANSFERS.

8.4.1. The Contractor shall prioritize file transfers according to the Government's guidance at biweekly progress report meeting, as specified in Deliverable 9.2.

8.5. ACCURACY AND COMPLETENESS OF FILE TRANSFER LOGS.

8.5.1. The Contractor shall submit bi-weekly reports with complete and accurate file transfer logs, as specified in Deliverable 9.3.

8.6. DATA SECURITY.

8.6.1. The Contractor shall maintain the confidentiality, integrity, and availability of all data, including PII and CUI, in accordance with applicable directives (SECNAINST 5211, DON Controlled Unclassified Information, DON Cyber Awareness Challenge, SECNAINST 5211, Personal Identifiable Information).

8.6.2. HIPAA COMPLIANCE: The Contractor shall comply with all applicable provisions of the Health Insurance Portability and Accountability Act (HIPAA) and its implementation of regulations, including the Privacy Rule and the Security Rule, regarding the handling of Protected Health Information (PHI) contained in ICP claims documents and data. This includes implementing appropriate administrative, technical, and physical safeguards to protect the confidentiality, integrity, and availability of PHI.

8.6.3. The Contractor shall provide immediate notification to the Government of any security incidents or data breaches.

8.7. DOCUMENT INTEGRITY.

8.7.1. The Contractor shall ensure that all downloaded and uploaded documents are accurate and complete and maintain the integrity of the original document.

8.8. ADHERENCE TO STANDARD OPERATING PROCEDURES (SOP).

8.8.1. Perform all documents download and upload activities in strict accordance with the Government-provided SOP for downloading documents from ECOMP.

9. DELIVERABLES

9.1. The contractor will complete 3000 individual claim case files within the one-year contract performance period.

9.2. The contractor will prioritize file transfers according to the government's guidance identified in the SOP, completing a minimum of 100 claims bi-weekly. Each claim averages 60 files and approximately 500 pages of documentation.

9.3. The Contractor will submit bi-weekly (every two-weeks) reports, due by COB on Friday 1500 (PST), detailing the status of file transfers by claim number. Each report must include a complete and accurate log of all files transferred for each claim during the reporting period, including file name and date transferred.

9.4. The Contractor shall develop a security plan, limited to five pages, outlining security controls. This plan is subject to review by the Contracting Officer and TA. The Contractor shall maintain a Quality Management System (QMS), documented in a maximum of five pages, and include: Quality control programs, a description of the methods used to identify and prevent defects in service quality. A description of the records maintained to document inspection and any corrective or preventive actions taken. Additionally, the Contractor shall provide training records to the TA to verify completion and authorize access to the injury compensation systems.

10. SURVEILLANCE METHODS.

The primary methods of surveillance used to monitor the performance of this contract will include, but not be limited to, random or planned sampling, periodic or inspection, of files transferred.

Government review of Contractor training records, system usage. Random audits of file transfers will be conducted to ensure compliance.

Government review of the Contractor's bi-weekly progress reports (Deliverable 9.3) and verification that the transferred claims align with the Government's prioritized list.

The government review of the Contractor's security plan, security controls at the time of proposal and training records post award.

12. SPECIAL PROVISIONS.

12.1. CONTRACTOR PERSONNEL SECURITY CLEARANCE. A DOD Confidential Security Clearance is required for all Contractor personnel performing the duties under this contract. The Contractor is responsible for obtaining and maintaining the required security clearances for all personnel performing work under this contract

12.2. SECURITY REQUIREMENTS. The Contractor shall comply with all applicable federal and state laws and regulations, as well as DoD and Navy security policies and procedures.

13. REPORTING REQUIREMENTS.

13.1. All records, reports, and correspondence maintained on file for the Government during the course of the contract shall be turned over to the Government upon expiration or termination of the contract, unless otherwise specified.

13.2. The Contractor must only create, maintain, and dispose of only those Government required records that are specifically cited in this PWS.

13.3. If requested by the Government, the Contractor must provide the original record or a reproducible copy of any such record within three working days of receipt of the request.

14. CERTIFICATION, LICENSE, PHYSICAL REQUIREMENTS OR OTHER EXPERTISE REQUIRED.

The Contractor must:

14.1. Have a CONFIDENTIAL Security Clearance.

14.2. Must complete all required training, as specified in the Government-provided SOP.

14.2. Have basic office automation computer/PC and keyboarding skills required.

15. LANGUAGE IN THE WORKPLACE. All Contractor personnel must be able to read, write, speak, and understand English. All communications and correspondence, verbally and in writing, shall be provided in English.

16.1. PHYSICAL SECURITY. The Contractor is responsible for safeguarding all government property provided for Contractor use.