OCONUS Travel Support_PWS 2 (19 Feb 21 - MJK).docx

PERFORMANCE WORK STATEMENT

Comprehensive Traveler Information, Medical, Security and Evacuation Assistance Support Services for Federal Government Employees

NSWC IHD

1.0 PURPOSE AND BACKGROUND

1.1 The Naval Surface Warfare Center, Indian Head Division (NSWC IHD) provides research, development, engineering, manufacturing, test, evaluation and in-service support of energetic systems and energetic materials (chemicals, propellants and explosives) for ordnance, warheads, propulsion systems, pyrotechnic devices, fuzing, electronic devices, Cartridge Actuated Devices and Propellant Actuated Devices (CAD/PADs), Packaging, Handling, Storage, and Transportation (PHS&T), gun weapons systems and special weapons for Navy, Joint Forces, the Nation and our Allied Foreign Nations . NSWC IHD also develops and delivers Explosive Ordnance Disposal (EOD) technology, knowledge, tools and equipment and their life cycle support through an expeditionary work force which meets the needs of the Department of Defense, combatant commanders and our foreign and interagency partners. NSWC IHD supports the Executive Manager for EOD Technology and Training, and executes other responsibilities as assigned by the Commander, Naval Surface Warfare Center.

The mission requires Temporary Duty (TDY) travelers on special assignment to travel to various regions across the world. NSWC IHD requires integrated security and health solutions that include comprehensive traveler information, medical, security and on-line services for its personnel while on TDY outside the United States.

1.2 The objective of this procurement is to seek international comprehensive travel information, medical, security and evacuation support services that require very little maintenance on behalf of NSWC IHD staff, and which are managed such that there are minimal administrative barriers related to enrollment, verification of eligibility for services, and action initiated and followed through on emergency mitigation, response and resolution.

2.0 SCOPE OF WORK

The Contractor shall provide comprehensive foreign traveler information, medical, security and evacuation support services for all of NSWC IHD Government Civilian and Contract employees to include Expeditionary Exploitation Unit ONE (EXU-1) on TDY assignment outside the United States. All services that would incur additional charges must be approved by the NSWC IHD Authorized Personnel, as defined in Section 7.5. Emergency Support and Evacuation services shall include comprehensive medical and security emergency assistance, including medical and political evacuation services as necessary. These services also include real-time information resources and alerts available prior to and during a trip through mobile and web-based applications to support the health and safety for NSWC IHD employees while traveling internationally.

3.0 REQUIREMENTS

3.1 KICKOFF MEETING

The Contractor shall facilitate a Government/Contractor Kickoff Meeting to establish Government/Contractor interfaces within 15 days after contract award, or as mutually agreed to by the Government and the Contractor. The anticipated meeting objectives shall include a face to face an or phone-con meeting between key personnel, team introduction, general program discussions, as well as more specific information in regards to the supported programs.

3.2 TRAVELER INFORMATIONAL SUPPORT

The Contractor shall provide:

· Compilation and electronic distribution of multiple sources of reliable information relevant to safety, security and health while traveling internationally. Multiple media approaches to include, but not limited to: mobile applications, website, email and telephone for exchanging and disseminating information that has been thoroughly vetted for accuracy of information.

· Website and mobile application site that includes real-time information and alerts related to security and medical concerns for travelers that can be accessed by Government employee traveling to ensure preparedness before and during travel.

· Customized web pages and links that allow for the consolidation of information and increased efficiency to consolidate NSWC IHD Traveler information for ease of access and management.

· Telephone, mobile application and web-based database containing pertinent information readily available to the traveler (contact information for Embassies, hospitals, health care facilities, emergency numbers, etc.).

· Command Centers and staff available 24/7 to manage round-the-clock inquiries from Government employee traveling in all time zones

· Travel tracking application for command to mitigate risk and enhance visibility of traveler overseas; activated and managed by NSWC IHD as necessary.

· Communication Assistance - 24/7 access to a crisis center or incident command center and case manager in the event of a security related concern - disasters (natural, political, etc.).

· Training for users and administrators for use of websites, mobile applications and support personnel at call centers.

· In the instance a Traveler loses important personal documentation, the Contractor will provide advice support (i.e. passport, identification, and other important documents).

3.3 MEDICAL SUPPORT SERVICES

The Contractor shall provide:

Medical and dental referrals to reliable health care providers and advisory services in foreign countries which meet U.S. standards. (Additional details in 3.6 PROVIDER NETWORK)

· Cost analysis, when reasonable, to the Authorized personnel based on geographic region and state of medical emergency of the individual requiring medical services.

· Assistance with transport, intake, admissions and monitoring during a medical emergency.

· Outpatient referrals and case management

· Legal referrals, as necessary

· Translation and interpretation services in emergency situations as required by the Government, to assist with proper care of the individual.

· Assistance with documentation of services incurred during TDY for claims

· Coordination of medical information and logistics for support and evacuations with all U.S. Government agencies involved.

3.4 MEDICAL, SECURITY, AND EVACUATION SUPPORT SERVICES

The Contractor shall provide Medical, Security and Evacuation Support Services listed below upon the request of the identified Authorized Personnel identified by NSWC IHD.

3.4.1 When medically necessary and appropriate, the Contractor shall arrange logistical and operational management and services support (e.g. ambulance/aeromedical) for medical evacuations and repatriation - includes payments to providers in remote locations that the U.S. Government may not be able to make in an expeditious manner. The Contractor shall provide a description of their standard operating procedure for reimbursement with the government and traveling employee's health insurance providers.

3.4.2. The Contractor shall ensure that all available medical records accompany the patient during medical evacuation. Additionally, following the completion of the patient movement, the Contractor shall prepare a comprehensive written narrative describing all medical care that was rendered during the patient movement. This narrative, accompanied by a copy of the patient’s medical records as described above, shall be translated into English (if necessary), scanned digitally, and provided to the Authorized Personnel via secure electronic means within 96 hours following the conclusion of the patient movement. Documentation shall include mission manifest, cover sheet, pre-flight medical assessment, all in-flight medical documentation, treatment orders, and post-flight hand off notes.

3.4.3 If evacuation is required due to security concerns, natural disasters, and so forth, the Contractor shall provide security and evacuation support services. The Contractor’s 24/7 command center shall coordinate information and logistics for support and evacuations with NSWC IHD.

3.5 ADDITIONAL SUPPORT SERVICES

The Contractor shall provide the Additional Support Services listed below upon the request of the NSWC IHD Authorized Personnel:

· Dispatch of emergency, medications and supplies to overseas travelers as needed

· Advanced emergency cash for personnel

· Medically trained escort services as required for sustained care of a patient during transit.

· Repatriation of mortal remains in the event of a death abroad.

· Additional Transportation Assistance, as required

· Medical expense guarantee, cost review and payment, as well as medical monitoring

· Contractor shall have staff available that speaks the languages that correspond, but not limited to, with the native languages 3.7 Geographical Scope of Service. Real-time telephonic translation support shall be available upon the request of the traveler.

· Additional Translations and interpretational services, as necessary. Upon request Contractor shall provide complete and accurate rendering of medical documentation (source material) into grammatically and colloquially correct products in the written English language as described below.

· Physician treatment notes from an office visit

· Consult results

· Claims and supporting documentation

· Hospitalization and operative summaries

· Physician letters summarizing care received

· Emergency treatment

· COR-approved medical documents older than 365 days

· Laboratory results/radiology reports that are a component of a medical report

3.6 PROVIDER NETWORK

· The Contractor shall maintain a proactive and direct relationship with providers maintained in all geographical locations listed in 3.7 Geographical Scope of Service.

· Contractor shall demonstrate the innate capability to complete on-site provider assessments every 1 to 3 years by qualified medical, security and aviation specialists for all services to be rendered under this contract. Current assessments of all geographical locations listed in 3.7 Geographical Scope of Service shall be available for on-site inspection and evaluation by NSWC IHD.

· The Contractor shall possess strict guidelines and processes for providers’ assessment and selection, quality criteria (medical level, equipment, reliability, reactivity, environment), credentialing (license, insurance, diploma, pricing), agreements, compliance to Code of Conduct, and continuous education that meet the specific standards of the host nation and Federal Government regulations.

· The Contractor shall have reasonable knowledge in regards to price expertise and cost containment focus in order to ensure reasonable prices.

· Contractor shall maintain an accurate, readily accessible, up-to-date searchable list identifying providers for each area specified in Section 3.7. This list should be made available to NSWC IHD’s identified Authorized Personnel.

3.7 GEOGRAPHICAL SCOPE OF SERVICE

The Contractor shall provide services on a worldwide basis and may include but not limited to: Algeria, Australia, Bahrain, Bulgaria, Denmark, Djibouti, Philippines, Qatar, Romania, Saudi Arabia, Singapore, Germany, Greece, Guam, Israel, Italy, Japan, South Korea, Spain, Sweden, Belgium, Canada, Cuba, France, Pakistan, Spain and United Kingdom. Contractor shall execute Services dependent on resource availability and must remain within the scope of national and international law and regulations.

3.8 CONFIDENTIALITY

3.8.1 All beneficiary records, including (but not limited to) Beneficiary History and Deductible Files as described in DoD 6025.18-R and other data used in any way by the Contractor must be protected as required by the Freedom of Information Act; the Privacy Act of 1975 (as implemented by Department of Defense Regulation 5400.11-R); the Alcohol, Drug Abuse, and Mental Health Administration Reorganization Act; the Health Insurance and Portability Accountability Act (HIPAA) of 1996; DoD 6025.18-R; and 10 U.S.C. 1102. Records must be protected, in terms of privacy and security during use, transmission, storage, handling, and destruction. Unless otherwise provided herein or as approved by the Contracting Officer (CO), all records shall be used only in the performance of the contract.

3.9 QUALITY CONTROL

3.9.1 The Contractor shall implement and maintain a quality management system certified to a recognized international standard.

3.9.2 The Contractor shall establish and maintain effective management strategies, staff education and training programs, lines of authority, and reporting and coordination interfaces with the Government.

3.9.3 Contractor shall maintain optimal network utilization and best experience for members and customers, as well as continuous quality improvements and feedback.

4.0 COMPLIANCE WITH FEDERAL, STATE, LOCAL and FOREIGN REQUIREMENTS

4.0.1. The Contractor shall comply with all applicable state insurance and license requirements necessary for performance under this contract except where preempted by Federal Law. 10 USC 1103 provides for preemption of state and local laws that relate to health insurance, prepaid health plans, or other health care delivery or financing methods. In order to identify those state and local laws that should be preempted, the Contractor is directed to notify the Authorized Personnel of those state and local laws the Contractor deems should be preempted, with supporting documentation. This notification should be provided no later than 30 calendar days after award of the contract. The Contractor may also be required to comply with foreign laws, depending on their business structure and physical location of services.

4.0.2. In addition to the insurance and license requirements the Contractor, consultants, and providers shall obtain and maintain all other permits, licenses, etc., that may be required to perform the services set forth in this solicitation.

4.0.3 Contractor shall comply with federal and international governmental regulations in regards to privacy and data protection.

5.0. OTHER TERMS, CONDITIONS AND PROVISIONS

5.0.1. Protection of Information.

5.0.1.1. Security. The Contractor does not require access to classified data; however, the Contractor may require access to information, which is to be handled as “For Official Use Only” and/or “Controlled Unclassified Information’, and which may be covered by the Privacy Act and the HIPAA. The Contractor shall ensure that staff assigned to this task understand the meaning of these categories of data and handle them accordingly.

5.0.1.2. Dissemination of Information/Publishing. The Contractor shall not allow dissemination or publication, except within and between the Contractor and any subcontractors or specified Integrated Process Team (IPT) members who have a need to know, of information developed under this contract or contained in the reports to be furnished pursuant to this contract without prior written approval of the COR.

5.0.1.3. Identification of Contractor Employees. The Contractor and all contract personnel attending meetings, answering Government telephones, and working in other situations where their Contractor status is not obvious to third parties shall identify themselves as such to avoid creating an impression in the minds of members of the public or Congress that they are Government officials, unless, in the judgment of the agency, no harm can come from failing to identify their Contractor status. They must also ensure that all documents or reports produced by Contractors are suitably marked as Contractor products or that Contractor participation is appropriately disclosed.

6.0 PLACE OF PERFORMANCE

All work shall be performed at the Contractor's site(s), unless otherwise noted in this Performance Work Statement.

7.0 REPORTING REQUIREMENTS

7.1Monthly Progress Reports

The Contractor shall provide monthly progress reports (MPR) (Contract Data Requirements List (CDRL) A001).

7.2 Risk Reporting

The Contractor shall provide customizable travel tracking and risk reporting, as requested by NSWC IHD. Accessible comprehensive risk reporting shall provide travel footprint, travel risk and the impact of events on current, future and past travel. In addition reporting by country risk ratings and/or related Event Alerts.

7.3 Operations Reporting

A detailed incident report shall be provided when a traveler is involved in an emergency. A summary report on specific services provided at the conclusion of each situation, which will describe the event and the contractor’s response. (CDRL A002).

7.4 NSWC IHD Authorized Personnel

List will be provided at time of award.