Program_Support_Assistant_(_Statement_of_Work).pdf

STATEMENT OF WORK

FOR

PROGRAM SUPPORT ASSISTANT (PATIENT CARE AREAS)

1. BACKGROUND INFORMATION:

NIH Mission

NIH is the steward of medical and behavioral research for the Nation. Its mission is science in pursuit of fundamental knowledge about the nature and behavior of living systems and the application of that knowledge to extend healthy life and reduce the burdens of illness and disability.

The goals of the agency are as follows:

foster fundamental creative discoveries, innovative research strategies, and their applications as a basis to advance significantly the Nation's capacity to protect and improve health;

develop, maintain, and renew scientific human and physical resources that will assure the Nation's capability to prevent disease;

expand the knowledge base in medical and associated sciences in order to enhance the Nation's economic well-being and ensure a continued high return on the public investment in research; and exemplify and promote the highest level of scientific integrity, public accountability, and social responsibility in the conduct of science.

In realizing these goals, the NIH provides leadership and direction to programs designed to improve the health of the Nation by conducting and supporting research.

NIH Clinical Center

The NIH Clinical Center serves as the nation’s premier research hospital for conducting clinical research to improve the health of humankind. The Clinical Center also serves as the national resource for clinical research by fostering dynamic interactions with outside partners;

developing diagnostic and therapeutic interventions; enhancing systems to ensure the safe, efficient, and ethical conduct of clinical research; training clinical researchers; and leaving the clinical research response to the nation’s emerging public health needs.

The Clinical Center Complex of the National Institutes of Health (NIH) is located in Bethesda, Maryland. The Clinical Center is the hospital of the NIH consisting of 240 inpatient beds, 90 day hospital stations, outpatient clinics, diagnostic and treatment areas, and public waiting areas.

Adjacent to the hospital facilities are research laboratories. The complex consists of the Warren G. Magnuson Clinical Center (Magnuson Center) that covers 661,600 sq. ft. and the Mark O. Hatfield Clinical Research Center (Hatfield Center) that covers 870,000 sq. ft. The Magnuson Center is sixty years old and had a substantial addition completed in 1981 which is called the Ambulatory Care Research Facility (ACRF). The ACRF is a fourteen-floor structure which houses clinics and research laboratories on twelve floors. The first and second levels of the ACRF houses clinical services including diagnostic radiology, nuclear medicine and PET, surgery, transfusion medicine and laboratory medicine.

The Hatfield Center opened in 2005 and houses the inpatient units, day hospitals, additional clinics, admissions, pharmacy, social work, rehabilitation medicine departments, staff use areas, support areas and research laboratories. The Hatfield Center is a seven-story structure with a central large open atrium at the core of the building that connects four separate sectors that house occupants. Patients are housed on levels 1, 3, 5 and 7 on the southeast, southwest, northeast and northwest sectors of the facility. Levels 2, 4, and 6 are interstitial mechanical space except for small clusters of offices on the east and west elevator lobbies and atrium portions of the facility. Research laboratories are located on levels B3, B2, 1, 3 and 5. The laboratories lead to the southeast and southwest patient care units through distally placed elevator lobbies. (See Attachment 1, Clinical Center 1st

Floor Plan)

2. PURPOSE

The purpose is to provide consistent and reliable Program Support Assistant staffing for the Patient Support Services Department (PSSD) and the Nursing Department (ND) at the NIH Clinical Center.

Patient Support Services Department (PSSD):

The Patient Support Services Department has 14.5 positions to be filled by contract staff on an ongoing basis. In addition, there will be a need for intermittent Program Support Assistants to cover planned/unplanned leave of contractor staff and government vacancies. These services will be performed in a variety of locations throughout the Clinical Center including outpatient clinics, admissions, the patient travel voucher office and the Office of the Chief.

Nursing Department (ND):

The Nursing Department has 23 positions to be filled by contract staff on an ongoing basis. In addition, there will be a need for intermittent Program Support Assistants to cover planned/unplanned leave of contractor staff and government vacancies. These services will be performed in a variety of locations throughout the Clinical Center including inpatient units, day hospitals, outpatient clinics and diagnostic testing areas.

3. SCOPE OF WORK:

The Clinical Center has a need for dedicated and committed individuals to perform in a health care environment that is aligned to the NIH mission. The Contractor(s) shall, on a consistent basis, provide contract personnel to provide Program Support Assistant staffing services. This may include a contractor staying beyond their assigned tour of duty to meet the program of care needs. This contract will provide support to both the Patient Support Services Department and the Nursing Department at the NIH Clinical Center and will be managed by both. The Contractor shall be responsible for ensuring that staff assigned to this contract will provide consistent and reliable services meeting all the requirements of the specific position and meeting program needs. The Contractor(s) shall be responsible for providing appropriate staff coverage using staff who are trained and able to perform the requirements of the position in a timely manner when a contractor is on planned and unplanned leave to ensure continuity of services. Personnel working in all the areas will be interacting in-person and by phone with patients, visitors, physicians, nurses and other staff and it is important that the contractor personnel provide outstanding, consistent customer service for all customers. Patients that are seen at the NIH Clinical Center may be anxious, fearful, sick, have physical deformities, etc.

In addition, many of the patients and families are not from the local area and this sometimes creates additional anxiety. It is extremely important that the contract personnel maintain a consistent high level of customer service and convey understanding, responsiveness, care and compassion.

Specific Duties:

The duties listed below are a general list of the requirements for this contract. The Program Support Assistants will only be performing the duties for the specific area assigned. Not all duties below apply to all areas.

The government will provide all training required to perform these duties. All duties shall be performed accurately and timely and all interactions with customers (internal and external) to the Clinical Center must be performed in a professional manner demonstrating outstanding customer service.

The functions performed by the Program Support Assistants are critical to supporting the clinical research mission of the NIH Clinical Center. The personnel assigned to perform these functions will be interacting directly with patients, visitors and staff. They may be the first and lasting impression that our patients and visitors have of the Clinical Center and it is important that our customers always leave a service area with a positive experience.

• Scheduling Activities: Schedules patient appointments in the Clinical Center’s and some Institutes’computerized appointment scheduling systems. Appointments must be entered accurately and according to the guidelines for the specific area assigned.

All visits for the day must be statused (patient status marked as arrived, no-showed or canceled) in the scheduling system before the end of each day. Complete requests for new or modifications to existing schedule templates. Enter schedule templates.

• Admissions and Outpatient Registration Activities: Transcribe requests for patient admission; pre-register patients for admission; admit inpatients and register new outpatients. All these activities are entered in the NIH Clinical Research Information computer system (CRIS). Attention to detail is required in data entry process to ensure that no duplicate records are created for patients and the demographic information is entered timely and accurately. In addition, patients are to be seen in a timely manner and personnel shall have an understanding of consent process and be able to answer questions that new patients may have about consents and general information regarding the Clinical Center. Assist physicians, nurses and patients with forms and other procedures related to patient expirations.

• Reception Activities: prepare areas for the work day; receive and direct telephone calls; provide reception; make arrangements for interpreter services; close area for the work day according to the standard closing procedures for that area. Accurate and complete documentation of calls or requests; prioritization of requests and timely response.

• Patient Record Activities: Assemble new patient medical records; acquire existing medical records and prepare for patient visit; assemble inpatient chart; disassemble inpatient chart for filing in medical record; submit patient records to Medical Record Department.

• Clinical Support Activities: Perform monthly safety inspections; and provide requested patient identification materials (labels, wristbands, etc.).

• Equipment, Material and Supply Support Activities: Request and stock appropriate supplies and forms; request and stock office supplies and forms; acquire meals and snacks for patients; monitor patient care refrigerator temperatures on a daily basis.

• Travel and Local Transportation Services Support Services: Transcribe requests for patient travel authorizations into the NIH Business Systems (NBS); issue travel authorizations and vouchers to the government approving official for approval before disbursement to patient or authorized guardian; maintain travel folders for patient travel; reconcile lodging and taxi invoices against travel authorizations;

arrange authorized patient travel and transportation.

• Statistics, Reporting and Other Administrative Activities: Enter data, produce, and/or distribute various reports; collect and enter patient wait and processing time statistics; filing, document topics discussed in meetings and orientation; issue keys and control key inventory.

Actions in the Event of Non-Compliance with the Duties Above:

The government reserves the right to request the removal and replacement of any of the Contractor’s employees if the employee fails to successfully complete orientation, fails to complete his/her duties accurately and timely or for any other reasonable cause. If removal occurs within the first two (2) weeks of placement, the Government will not be held responsible for payment of contractor services. If the contractor staff fails to deliver or perform the services within the specified orientation period or any extension, the Contractor shall, in place of actual damage pay to the Government as fixed, agreed upon what costs are associated with the training of the contractor staff by the calendar year the training took place or concurrence period decided upon by the Contract Officer Representative

The NIH Contracting Officer Representative or designee will coordinate as necessary with the NIH Contracting Officer and make such a request only to the Contractor’s Project Manager and/or designated representative.

Physical Requirements Duties for most areas require walking, carrying medical records, medical equipment, etc. up to about 50 pounds. A significant part of the job involves working with computers.

4. AVAILABILITY OF STAFF AND RESPONSE TIME:

The Government designee will notify the Contractor of a need for a Program Support Assistant.

The Contractor shall be able to provide staffing for days, evenings, and night shifts, which shall include holidays/weekends and overtime as needed. The Government will provide the Contractor the requested start date, tour of duty days and hours and the location of the assignment. The Contractor shall be able to provide several resumes for review for this need within 72 hours of request. The candidates should have already been pre-screened by the Contractor to be able to meet the requirements. The resumes should include the phone numbers of candidates so that the designated Government employees can conduct a phone or in-person interview at the convenience of the Government. The Government shall have the right to select the most appropriate candidate for the position. The Government will conduct an interview of candidates felt to meet the requirements and will make the final selection. The Government will notify the Contractor of candidates that are selected and not selected for a specific position. The contractor should be able to start work, on average, within 2 weeks of when the government notifies the agency of the selection.

The Contractor is responsible for providing replacement coverage for any of their assigned contractors who do not come to work. Any staff considered as replacement staff must have been approved by the Government and have the required NIH Clinical Center training and location specific training to be considered competent to fill this role.

All contract staff assigned shall coordinate their leave requests with the Contractor. It is the responsibility of the Contractor to coordinate staff leave requests. It is also the responsibility of the Contractor to provide an approved and trained replacement when vacancies and/or absences occur. It is the responsibility of the Contractor to ensure daily coverage on all shifts and on holidays and weekends.

The Government Contract Officer’s Representative /designee, except in the case of unplanned, emergency leave, must also be notified of approved leave requests and provided with the name of the replacement contract staff member at least three (3) business days in advance. In the case of unplanned, emergency leave, the Government Contracting Officer Representative/designee must be notified at least 2 hours or as designated by the Contract Officer’s Representative before the start of the contract staff member’s tour of duty and must be provided with the name of the replacement contract staff. The government reserves the right to determine the assignment location for replacement staff in order to best meet the needs of the program for that day.

Since the services being provided are in a health care setting, contractors assigned must be able to meet the program needs which may include staying past their assigned time until all patients have been seen. The Government has the right to change tour of duty hours for specific areas also based on the requirements of the program in that location.

4. CUSTOMER SERVICE:

Evidence of excellent customer service is critical to the mission of NIH. The contractor shall provide customer service that:

• Treat everyone as your customer.

• All customers are greeted promptly upon arrival.

• Smile, eye contact, sincere greeting and proactive offering of assistance is the consistent approach with every customer interaction (example: Good morning, how can I help you?).

• Verbal, voice tone, and body language is consistently perceived by customer to be courteous, respectful, and sincere.

• If customer has to wait longer than 15 minutes in the waiting area, an explanation for the wait is provided.

• A positive impression

Appropriately refers issues or concerns to site supervisor in a timely manner.

is consistently created for customers as evaluated by reports to supervisor from customers and other stakeholders.

Actions in the Event of Non-Compliance with the Customer Service Requirements Above:

The Government reserves the right to request the removal of any of the Contractor’s employees for reasonable cause. The NIH Contract Officer Representative will coordinate as necessary with the NIH Contracting Officer and make such a request only to the Contractor’s Project Manager and/or designated representative.

5. PERSONAL APPEARANCE:

All of the positions covered by this contract involve direct interaction with patients, visitors and staff and it is extremely important that each person present themselves in a professional manner.

HHS/NIH Identification Name Tag Guidelines:

An approved identification name tag shall be worn at all times while on duty. Each Contractor employee assigned to this contract will be issued an official HHS/NIH Identification Card upon successful completion of HSPD-12 background requirements. If unable to obtain clearance, the individual will not be assigned to perform duties under this contract. This official HHS/NIH identification card must be worn at all times while performing services under this contract.

The NIH adheres to the following FAR Clause 52.204-9, Personal Identity Verification of Contractor Personnel (January 2006) regarding security clearances. The Contractor will comply with these requirements.

(a) The Contractor shall comply with agency personal identity verification procedures identified in the contract that implement Homeland Security Presidential Directive-12 (HSPD-12), Office of Management and Budget (OMB) guidance M-05-24, and Federal Information Processing Standards Publication (FIPS PUB) Number 201.

Dress and Attire Guidelines:

Appropriate office attire is required for all contractor staff working at the Clinical Center.

Personnel working in all the areas will be interacting with patients, visitors, and staff and it is important that staff dress appropriately for a customer-focused health care setting.

Contract staff shall be prohibited from wearing tee-shirts with inappropriate language (profanity, slang, etc.) and/or offensive images. Cropped tops, spaghetti strap tops, and extremely low cut tops are also prohibited. Pants with holes or tears and shorts are not acceptable and prohibited. Contract staff may not wear provocative skirts, dresses, or articles of clothing with see-through appliqués at work. Employees clothing must be neat and clean.

Tattoos with profanity and/or offensive images shall be covered.

Actions in the Event of Non-Compliance with the Guidelines Above:

The Government reserves the right to request the removal of any of the Contractor’s employees assigned for reasonable cause. The NIH Contract Officer Representative will coordinate as necessary with the NIH Contracting Officer and make such a request only to the Contractor’s Project Manager and/or designated representative.

6. STANDARDS OF CONDUCT

Conduct:

The Government requires a favorable image and considers it to be a major asset to be professional both in conduct and appearance. Each Contractor employee is expected to adhere to standards of conduct that reflect professionalism on themselves, their employer, the NIH and the Federal Government. The Government reserves the right to direct the Contractor to remove an employee from the work site for failure to comply with the standards of conduct or appearance.

The Contractor will be responsible for controlling the employees’ conduct and ensure that employees and visitors of the NIH are treated with discretion, respect and courtesy at all times.

The Contractor will be responsible for controlling the employee’s timeliness and will ensure that all contractors report to the duty station on time and ready to start work at the start of their tour of duty. The Contractor will ensure that all contractors remain at their duty stations throughout their tour of duty and do not leave their duty stations during their tour of duty without informing the Government’s Contract Office Representative or designee.

The Government reserves the right to request the removal of any of the Contractor’s employees for reasonable cause. The NIH Project Officer will coordinate as necessary with the NIH Contracting Officer and make such a request only to the Contractor’s Project Manager and/or designated representative.

The NIH Contract Officer Representative will coordinate with the NIH Contracting Officer in order to make all determinations regarding the removal of any employee(s) from the work site.

In the event of a dispute, the employee shall be removed from the contract until there is a resolution of the facts and the NIH Contracting Officer renders a final decision. When the reason for the removal is due solely to misconduct or security on the part of the employee, a replacement contractor shall be provided at the Contractor’s expense and not chargeable to the Government.

A determination of “unfit for duty” may be made from, but not limited to, incidents involving the following types of misconduct:

Neglect of official duties, including sleeping while on duty, unreasonable delays or failure to carry out assigned tasks, conducting personal affairs during official time, use of personal cell phones or any personal digital device (for example, Blackberry) while on official duty, personal use of any computer during official duty, participation in any protocol in the hospital while on official duty, falsification or unlawful concealment, removal, mutilation, or destruction of Government property, official records or documents, or concealment of material facts by willful omissions from official records or documents, disorderly conduct, use of abusive or offensive language, flirting or sexually suggestive language or actions, any form of discrimination or sexual harassment, quarreling, intimidation by words, actions or fighting as well as participation in disruptive activities which interfere with the normal and efficient operations of the Government, theft, vandalism, immoral conduct or any other criminal actions, selling, consuming, or being under the influence of intoxicants, drugs, or substances, which produce similar effects, unauthorized use of Government communications equipment or other Government property including, but not limited to telephones, copying/fax machines.

Note that the above listing is not all inclusive.

Criminal Actions:

Contractor employees are subject to criminal actions as allowed by law in certain circumstances. These include, but are not limited to, the following:

• Falsification or unlawful concealment, removal, mutilation, or destruction of Government property, official records or documents, or concealment of material facts by willful omission from official records or documents.

• Unauthorized use of Government equipment, property, theft, vandalism or immoral conduct.

• Unethical, improper use or misrepresentation of official authority or credentials.

Contractor employees must conform to all local and other applicable regulations. The Contractor shall take appropriate action in the event an employee(s) become involved with civilian authorities as a result of misconduct or any other investigation, and immediately notify the Government Contract Officer’s Representative. Upon notification by civilian authorities of a pending investigation of a Contractor employee(s) the Contractor’s Project Manager shall immediately notify the Government Contract Officer’s Representative. If the Contract Officer’s Representative is not available, notification must be relayed as soon as possible thereafter.

Contractor Email Access All Contractor staff that have access to and use of NIH electronic mail (e-mail) must identify themselves as contractors on all outgoing e-mail messages, including those that are sent in reply or are forwarded to another user. To best comply with this requirement, the contractor staff shall set up an e-mail signature ("AutoSignature") or an electronic business card ("V-card") on each contractor employee's computer system and/or Personal Digital Assistant (PDA) that will automatically display "Contractor" in the signature area of all e-mails sent.

7. OPERATION DURING INCLEMENT WEATHER, GOVERNMENT CLOSURE,

AND EMERGENCIES (MAN-MADE OR OTHERWISE)

All Program Support Assistants are considered emergency personnel under the NIH Clinical Center policy, "Designation of Emergency and Non-Emergency Employees for Periods of Inclement Weather or Other Temporary Closings" and must report for duty when other federal employees are dismissed from duty due to inclement weather conditions or for any other reason. The Clinical Center is operational 24 hours a day/7 days a week/365 days a year.

It is the Contractor’s responsibility to ensure their staff report to work to support any non-cancelled operations during inclement weather, even if the Government has announced Official Closure or Liberal Leave. The Contractor will be required to staff their positions.

The Contract Officer Representative (COR)/Designee shall notify the Contractor if certain areas of the Clinical Center are closed and contractor staff are not required to report to work or can leave early.

8. MANDATORY TRAINING ORIENTATION:

Each person selected to work at the Clinical Center must receive an orientation to the position and the Clinical Center. The government will provide the training listed below. Attendance by Contractor employees is mandatory. All mandatory orientation and training listed below is provided by the government. The contractor shall make provisions to ensure staff attend or complete the training requirements and still ensure no disruption in services. In addition, the government may add additional training requirements during the contract period.

NIH/CC Orientation

Required once upon entry, within 3 weeks of start date

N/A

Required for ALL modules upon entry within 7 days of start date

NIH Information and Privacy Awareness Online Training

Annual review required

CC Safety and Emergency Procedures

1) Infection Control

2) Standard and Universal Precautions

3) Prevention of TB in the workplace

4) Emergency Procedures

5) Fire Safety

56) Patient Safety

Required upon entry

Annual review required Annual review required

CC Patient Confidentiality and Privacy Required once upon entry

Annual review required

NIH EEO& Diversity Awareness Training

2. Section 508 Phase I3. No Fear Act

1. Sexual Harassment Prevention for Federal Employees

Required once upon entry

Recommended review every 2 years

Required once upon entry CC Falls Risk and Prevention Strategies within 3 weeks of start date

Recommended review every 3 years

Required once upon entry CC Age Appropriate Care within 3 weeks of start date

Recommended review as required by supervisor

CC Diversity Appreciation and Communications

Required once upon entry within 3 weeks of start date

Recommended review every 3 years

CC Performance Improvement Required once upon entry

Recommended review as required by supervisor

CC Customer Service Required once upon entry

Recommended review every 3 years

CC training shall be completed within three weeks of the initial start date. The contract staff are required to provide certificates of completion to the Government supervisor for the area where they are assigned during initial orientation and annually as required.

9. PATIENT CONFIDENTIALITY AND PRIVACY ACT COMPLIANCE:

The patient has the right to privacy concerning their medical care. The patient has the right to expect that all communications and records pertaining to their care are treated as confidential.

The Contractor’s employees shall agree to comply with the provisions of the Privacy Act of 1974, as amended, and the agency rules, regulations and policies implementing the Act.

Any patient data identified/utilized/transmitted will be subject to the Privacy Act and confidentiality requirements under which the Clinical Center operates. All information pertaining to specific Clinical Center patients is protected from unauthorized use or disclosure by the Privacy Act of 1974. Violation of the Act may involve the imposition of criminal penalties.

10. REQUIRED REPORTING SCHEDULE:

All reports for the previous month are due by the 15th of the current month.

Report(s) Submissions Delivery Schedule

Quarterly Occurrence Report – Outcome 15th day of the month

Quarterly Status Report – number of resumes, selections and terminations per month

15th day of the month

Initial Award and throughout duration of contract

Infectious Disease Compliance Report

As necessary

Initial Award Immediate Report of Possible TB Transmission

As necessary

11. INFECTIOUS DISEASE COMPLIANCE REPORT:

All employees covered under this contract shall follow all the rules and regulations for infectious disease control.

Program Support Assistants must ensure that they comply with all applicable federal and state government regulations regarding control of infectious diseases in health care facilities (Note:

This requirement does not apply to offsite non patient employees). Contractors should consult the specific regulations for further details, exemptions, documentation, and record keeping requirements. Specific examples include, but are not limited to:

Contractors must ensure that they comply with all applicable federal and state government regulations regarding control of infectious diseases in health care facilities. Contractors should consult the specific regulations for further details, exemptions, documentation, and record keeping requirements. Specific examples include, but are not limited to:

• Rubeola - Hospital workers must have proof of rubeola (measles) immunity. Workers born after 1956, working at least 20 hours each week, who are newly retained as medical staff, direct or contractual employees, or volunteers shall have documentation of receipt of either one dose of live measles virus vaccination or proof of immunity by blood test for antibody to rubeola. The contractor shall keep the measles vaccination or immunity status of each worker on file.

• Hepatitis B Vaccine - Workers with occupational exposure to blood or other potentially infectious materials shall be offered the hepatitis B vaccine unless the worker has previously received the complete hepatitis B vaccination series, antibody testing has revealed that the worker is immune, or the vaccine is contraindicated for medical reasons. Workers who decline to accept the hepatitis B vaccination must sign the mandatory declination, as specified in the OSHA standard. The contractor shall maintain worker records for at least the duration of employment plus 30 years, in accordance with the standard. (29 CFR Part 1910.1030, OSHA Occupational Exposure to Bloodborne Pathogens).

• Universal Precautions Training - Workers with occupational exposure to blood or other potentially infectious materials must receive annual training in Universal Precautions. For workers in the Clinical Center and/or credentialed to provide patient care, this training is routinely offered by the Hospital Epidemiology Service (HES). Contractors must either provide annual training to their employees with occupational exposure or ensure that they receive training through the HES. Contractors must maintain training records for three years, according to the standard. (29 CFR Part 1910.1030, OSHA Occupational Exposure to Bloodborne Pathogens).

• Occupational Exposures to Blood or other Potentially Infectious Materials - Workers with occupational exposure to blood or other potentially infectious materials shall be offered post-exposure evaluation and follow-up. The contractor shall maintain these records for at least the duration of employment plus 30 years, in accordance with the standard. (29 CFR Part 1910.1030, OSHA Occupational Exposure to Bloodborne Pathogens). The NIH Occupational Medical Service (OMS) provides emergency clinical evaluation and treatment to NIH employees, non-NIH workers, and visitors on campus who report an exposure to potentially infectious materials. If the exposure involves a primate retrovirus, OMS also offers chemoprophylaxis and serologic monitoring. Contractors are responsible for follow-up of exposures other than those involving primate retroviruses.

Mycobacterium Tuberculosis - Workers who have the potential for occupational exposure to M. tuberculosis shall receive counseling, screening, and evaluation. These workers include: persons who routinely have patient contact or who enter patient rooms, examination or treatment rooms whether occupied or not; persons who are exposed to M.

tuberculosis in a laboratory or morgue; or persons who work in a primate animal care setting Workers who have positive tuberculin skin test (TST) results or a positive interferon gamma release assay (IGRA), TST or IGRA conversions, or symptoms suggestive of TB should be identified, evaluated to rule out a diagnosis of active TB, and started on therapy or preventive therapy if indicated. The results of pre-placement and periodic TST or IGRA testing (if indicated) must be kept in a retrievable aggregate database by the Clinical Center and on file by the Contractor. Contractor data must be reported to the HES as requested.

(Centers for Disease Control and Prevention. Guidelines for preventing the transmission of Mycobacterium tuberculosis in health-care facilities, 2005. MMWR 54 RR 17).

• Any contract employee physically working in Building 10, irrespective of whether or not the individual may have occupational exposure to M. tuberculosis, must have a pre-placement TST skin test or IGRA and those with positive TST or IGRA must be evaluated as described above.

• Varicella - Contract workers with patient contact must have a pre-placement evaluation for history of chickenpox (varicella) and/or receipt of varicella vaccine. The contractor shall keep the varicella history and/or vaccination status of each worker on file.

Influenza – Any contractor or contractor employee physically working in building 10 from October through April, shall be required to either be immunized annually with the influenza vaccine or sign a declination form (example attached) for the current year. Records of vaccination or declination shall be kept by the contractor for a period of one year and made available to the HES upon request. (Prevention and Control of Influenza Recommendations of the Advisory Committee on Immunization Practices (ACIP) 2008 MMWR August 8, 2008/Vol 57/No. RR-7); (CC Medical Executive Committee 2008).

12. REQUIRED CONTRACTOR DOCUMENTATION (NOTE: The Government does not pay for security clearances, physicals, or related requirements that are required for personnel to be accepted for agreed upon assignments):

The Government will provide the Contractor with a check list for each new contractor accepted for an assignment. The Contractor must provide the written information (check-list and supporting documentation) at least 2 business days prior to the assignment. The documentation will be reviewed by Government designee within 24 hours of receipt. The Government designee will confirm that all required documentation has been received prior to the start date. In the event that the documentation is not complete or there is an issue with any of the documentation, the Contractor will be notified and the start date may be delayed or terminated.

The Contractor check list includes:

1. Contractor’s name

2. Start date

3. Last four digits of their social security number

4. Date of birth

5. Agency name

6. Agency phone number

The Contractor must provide a copy of the following information in addition to notation of compliance on the check list.

7. Criminal background check for Maryland, Virginia and District of Columbia (must be current within 30 days prior to assignment)

8. Current resume and references

9. Drug screening (within 30 days prior to assignment)

10. Health screening report: (refer to #11-required infectious disease compliance)

a. Current Tuberculin skin test (PPD), done within the past 6 months (one time requirement prior to start date)

b. Physical exam documentation (completed within year and any noted physical restrictions)

c. Documentation of Measles (Rubeola) vaccination or immunity status

d. Documentation of Chickenpox (Varicella) history and/or vaccination status

e. Documentation of Hepatitis B Vaccine series or signed declination

f. Documentation of annual Influenza vaccine immunization or signed declination

13. SECURITY CLEARANCES

PERSONAL IDENTITY VERIFICATION OF CONTRACTOR PERSONNEL

The NIH adheres to the following FAR Clause 52.204-9, Personal Identity Verification of Contractor Personnel (January 2006) regarding security clearances. The contractor will comply with these requirements.

(a) The Contractor shall comply with agency personal identity verification procedures identified in the contract that implement Homeland Security Presidential Directive-12 (HSPD-12), Office of Management and Budget (OMB) guidance M-05-24, and Federal Information Processing Standards Publication (FIPS PUB) Number 201.

HHS/NIH Identification Name Tag - Each Contractor employee assigned to this contract will be issued an official HHS/NIH Identification Card upon successful completion of HSPD-12 background requirements. If unable to obtain clearance, the individual will not be assigned to perform duties under this contract. These official HHS/NIH identification cards must be worn at all times while performing services under this contract.

(1) The following position sensitivity designations and associated clearance and investigation requirements apply under this contract.

Position Sensitivity Designations

[ ] Level 6: Public Trust - High Risk (Requires Suitability Determination with a BI). Contractor employees assigned to a Level 6 position are subject to a Background Investigation (BI).

[ ] Level 5: Public Trust - Moderate Risk (Requires Suitability Determination with NACIC, MBI or LBI). Contractor employees assigned to a Level 5 position with no previous investigation and approval shall undergo a National Agency Check and Inquiry Investigation plus a Credit Check (NACIC), a Minimum Background Investigation (MBI), or a Limited Background Investigation

(LBI).

[ X ] Level 1: Non Sensitive (Requires Suitability Determination with an NACI). Contractor employees assigned to a Level 1 position are subject to a National Agency Check and Inquiry Investigation (NACI).

●All Program Support Assistants shall undergo a NACI Background Investigation

(2) The Contractor shall submit a roster, by name, position and responsibility, of all staff including Subcontractor staff working under the contract, who will develop, have the ability to access, or host and/or maintain a Federal information system(s). The roster shall be submitted to the Project Officer, with a copy to the Contracting Officer, within 14 calendar days of the effective date of the contract. Any revisions to the roster as a result of staffing changes shall be submitted within 15 calendar days of the change. The Contracting Officer shall notify the Contractor of the appropriate level of suitability investigations to be performed. An electronic template, "Roster of Employees Requiring Suitability Investigations," is available for Contractor use at: http://ais.nci.nih.gov/forms/Suitability-roster.xls.

Upon receipt of the Government's notification of applicable Suitability Investigations required, the Contractor shall complete and submit the required forms within 30 days of the notification.

Contractor/Subcontractor employees who have met investigative requirements within the past five years may only require an updated or upgraded investigation.

(3) Contractor/Subcontractor employees shall comply with the HHS criteria for the assigned position sensitivity designations prior to performing any work under this contract. The following exceptions apply:

http://ais.nci.nih.gov/forms/Suitability-roster.xls�

Levels 5 and 1: Contractor/ Subcontractor employees may begin work under the contract after the Contractor has submitted the name, position and responsibility of the employee to the Project Officer, as described in paragraph c. (2) above.

Level 6: In special circumstances the Project Officer may request a waiver of the pre-appointment investigation. If the waiver is granted, the Project Officer will provide written authorization for the Contractor/Subcontractor employee to work under the contract.

PRIVACY INFORMATION

The Privacy Act requires agencies to "establish appropriate administrative, technical and physical safeguards to insure the security and confidentiality of information and to protect against any anticipated threats or hazards to their security or integrity which could result in substantial harm, embarrassment, inconvenience, or unfairness to any individual on whom the information is maintained." 5 U.S.C. § 552a(e)(10). In addition, the act "implements and enforce applicable standards, and guidelines on privacy, confidentiality, security, disclosure and sharing of information collected or maintained by or for the agency" and "identify and afford security protections commensurate with the risk and magnitude of the harm resulting from the loss, misuse, or unauthorized access to or modification of information collected or maintained by or on behalf of an agency." 44 U.S.C. § 3506(g). Contractors should ensure that the employees whose names they submit have a reasonable chance for access approval. Delays associated with rejections and consequent reinvestigations may not be excusable. Investigations may delay performance, regardless of the outcome of the investigation. The facts surrounding individual cases will determine whether a delay is excusable

SECURITY AND PRIVACY OF INFORMATION:

14. NIH IDENTIFICATION:

Employees hired to work under this contract will be citizens of the United States or, if aliens, have the appropriate permits to work. Employees must be fluent in the English language. It is the Contractor’s responsibility to perform past performance reference checks in order to insure a secure and safe work environment for NIH.

IDs:

Each employee selected by NIH/CC to work under this contract must comply with the identification requirements listed below:

1) Obtain a request for DHHS Identification Badge for Contractors from the Patient Support Services or Nursing Department office with Contract Officer’s Representative or designees’ signature.

2) Completes Of306: Declaration For Federal Employment and enters Information in Electronic Questionnaire for Investigations Processing (eQIP) database on the first day e-mail is received.

3) Makes appointment for HHS ID Badge Photograph/Fingerprinting appointment on first day.

4) Obtain Identification Badge within 24 hours of notification badge is ready for pickup Ensure that each employee obtains timely renewal of the DHHS ID badge if it expires and contractor is still employed through this contract.

5) Return DHHS ID badges upon dismissal of an employee or at the termination of the contract to the Program Office.

15. NIH PARKING:

Parking:

Parking on the campus is limited. Each contractor employee will receive a general parking permit. The Government reserves the right to change parking privileges for Contractor employees any time during the contract period. Contractor employees are encouraged to use alternative or public transportation. The Contractor employee shall abide by all the rules and regulations as set forth by the NIH Police and Parking Office.

1) Submit a request for DHHS Parking Permit for Contractors to the Patient Support Services or Nursing Department office through the National Institutes of Health Enterprise Directory (NED)

2) Obtain Parking Permit on the first day of employment.

3) Ensure that each employee obtains timely renewal of the Parking Permit if it expires and contractor is still employed through this contract.

4) Return Parking Permit(s) upon dismissal of an employee or at the termination of the contract to the Program Office.

16. QUALITY CONTROL AND MONITORING

Quality Control will be monitored by the Government by conducting periodic review of performance and reviewing customer complaints.

The Contractor and the NIH Clinical Center will review performance of the Program Support Assistant staffing services for meeting the terms and conditions of this contract. This will be accomplished through quarterly status/progress meetings between the NIH Clinical Center personnel responsible for managing and administering this contract (Contracting Officer and Contract Officer’s Representatives (s)).

At these meetings, the Government will convey problems/difficulties reported by contract users and recommended solutions will be discussed and mutually agreed to between the Government and the Contractor. The Contracting Officer will be kept fully informed of any contract performance problems so that appropriate action may be taken.

17. PERIOD OF PERFORMANCE:

This requirement covers the period October 1, 2013 through September 30, 2014 with four (4) one-year option periods to extend the term of the contract.

Service: Full Time/Part Time/Intermittent - Program Support Assistants Hours: Days, Evenings, Night shifts, which shall include holidays, weekends and may include overtime as needed

Lunch: Contractor employees shall receive a thirty (30) minute unpaid lunch break with no other breaks during their official tour of duty. Breakfast shall be eaten if needed prior to start of employee’s tour of duty (Note: Lunch times are coordinated by the Contract Officer Representative or designee to ensure appropriate staffing coverage for the area).

Duration: October 1, 2013 through September 30, 2014 with four (4) one-year option periods to extend the term of the contract.

Location: National Institutes of Health Clinical Center, Building 10 Nursing and Patient Care Services

17. GOVERNMENT RECOGNIZED HOLIDAYS:

New Years Day Martin Luther King, Jr., Day Presidents Day Memorial Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day Inauguration Day (D.C. Metro area only, includes NIH)

18. INVOICE REQUIREMENTS: Patient Support Services Department (PSSD)

1) One invoice per month (itemized) for all employees contracted at the Clinical Center

2) List name of employee

3) Dates worked

4) Exact hours worked

5) Bill Rate per Hour

6) Differential Pay, if applicable

7) Copy of employee’s timecard signed by supervisor

8) Subtotal for each employee

9) Total for entire invoice

The contractor shall submit the original and a copy of the invoices concurrently as follows:

a. One copy to the Administrative Officer at:

National Institutes of Health Clinical Center, Patient Support Services Department 10 Center Drive, MSC 1174 Building 10 (CRC) Room 1-5649 Bethesda, Maryland 20892

b. One copy to the Contracting Officer at the following address:

Contracting Officer National Institutes of Health Clinical Center, Office of Purchasing and Contracts 6707 Democracy Boulevard MSC 5480

Bethesda, MD 20892-5480

19. INVOICE REQUIREMENTS: Nursing Department (ND)

1) One invoice per month (itemized) for all employees contracted at the Clinical Center

2) List name of employee

3) Dates worked

4) Exact hours worked

5) Bill Rate per Hour

6) Differential Pay, if applicable

7) Copy of employee’s timecard signed by supervisor

8) Subtotal for each employee

9) Total for entire invoice

The contractor shall submit the original and a copy of the invoices concurrently as follows:

a. One copy to the Administrative Officer at:

National Institutes of Health Clinical Center, Nursing Department 10 Center Drive, MSC 1151 Building 10 Room 2B05 Bethesda, Maryland 20892

b. One copy to the Contracting Officer at the following address:

Contracting Officer National Institutes of Health Clinical Center, Office of Purchasing and Contracts 6707 Democracy Boulevard MSC 5480 Bethesda, MD 20892-5480

Inquiries regarding payment of the invoices should be directed to the NIH Clinical Center Contract Office at (301) 594-5914.

To ensure the Contractor’s invoices are submitted correctly the following invoice instructions must be followed:

• The Contractor name and address must appear the same on the vendor invoice as it is listed on the contract award document;

• The Contractor DUNs Number and EIN Number must be active and appear on the invoice as they appear in the System for Award Management (SAM); and

• The Contract Number must be clearly shown on the invoice and a description of the service being performed indicated on the invoice must be for the same service stated in the contract.

If the contractor does not have a proper invoice with the stated information, this will result in a delay in the invoice being processed for payment.

20. TOBACCO FREE CAMPUS

The use of all tobacco products (including cigarettes, cigars, pipes, smokeless tobacco, or other tobacco products) is prohibited at all times in all buildings and on all outside property or grounds, including parking areas on the NIH Bethesda Campus, Contractors found to be in violation of this policy will be reported to their supervisor at the contracting organization.

NIH Information and Physical Access Security Acquisition/Solicitation Language

Rev. -- 10/15/2012 Patient Care Unit Clerk SOW

PHYSICAL ACCESS TO A FEDERALLY-CONTROLLED FACILITY

Include when contractor/subcontractor personnel will have regular or prolonged physical access to a “Federally-controlled facility,” as defined in FAR Subpart 2.1. For additional information, see:

Homeland Security Presidential Directive/HSPD-12, Policy for a Common Identification Standard for Federal Employees and Contractors (08-27-04):

http://www.whitehouse.gov/news/releases/2004/08/print/2

0040827-8.html

OMB Memorandum M-05-24, Implementation of Homeland Security Presidential Directive (HSPD) 12 – Policy for a Common Identification Standard for Federal Employees and Contractors (08-05-05):

http://www.whitehouse.gov/omb/memoranda/fy2005/m05- 24.pdf

Federal Information Processing Standards Publication (FIPS PUB) 201-1 (Updated June 26, 2006):

http://csrc.nist.gov/publications/fips/fips201-1/FIPS-201-1-chng1.pdf

ARTICLE H. . NIH INFORMATION AND PHYSICAL ACCESS SECURITY

This acquisition requires the Contractor to

• have the ability to access Federal information and/or Federal information system(s).

• access, or use,…