Performance Work Statement.pdf

PERFORMANCE WORK STATEMENT

FOR

CLINICAL COORDINATION SUPPORT

1. DESCRIPTION OF SERVICES / GENERAL INFORMATION. The Contractor shall provide all management, tools, supplies, equipment, and labor necessary to provide non-personal services in clinical coordination support for all services, Air Force, Army and Navy, to recruit and manage clinical training venues in a highly volatile training environment at the Medical Education and Training Campus (METC), Joint Base San Antonio-Fort Sam Houston, TX.

1.1. DESCRIPTION OF SERVICES. The contractor shall provide one (1) Full-Time Equivalent (FTE) to provide clinical coordination support for all METC programs that require clinical training venues, develop the training agreements required to place students into the medical training facilities, and provide a variety of instructional and professional services described in this performance work statement (PWS). Duties include, not limited to:

1.1.1. Serve as a clinical liaison to communicate information and feedback between METC programs, Program Clinical Coordinators, METC Clinical Coordinator, Dean of Academic Affairs, Associate Dean of Academic Support, Associate Dean of Academic Delivery, Service Component’s academic representatives, and medical treatment facilities (military and civilian).

1.1.2. Work in partnership with regional post-secondary educational (civilian) institutions and potential clinical training associates to expand clinical site availability by involving community based settings to resolve potential and real conflicts between civilian institutions and METC.

1.1.3. Engage regularly, by face to face, phone, or email correspondence, with METC Program Directors, Clinical Coordinators and the Medical Treatment Facilities (military & civilian) to place students into the clinical training site locally and nationwide.

1.1.4. Ensure the clinical trainees’ compliance with Service and/or programmatic accreditation requirements in concert with training facility staff and state regulatory agencies. Join forces with the Associate Dean of Academic Support and the Faculty Management Chief to ensure that all Program Clinical Coordinators meet institutional and/or programmatic accreditation requirements as required.

1.1.5. Coordinate medical treatment facility orientation standards with Program Directors and Program Clinical Coordinators to ensure compliance, and to disseminate all emerging facility requirements.

1.1.6. Collaborate with civilian and military medical treatment facilities and post-secondary educational institutions to develop and execute the use of a master regional clinical training schedule through a database, or other process as applicable. Attend community Allied Health/Nursing meetings and provide additional support as necessary to develop and maintain this regional training process.

1.1.7. Assist the METC Clinical Coordinator with the development of policies and procedures to comply with training requirements and standards for clinical training, and additional student services policy development such as the METC Academic Oversight Board and Student Evaluation and Administrative Plan.

1.1.8. Track and input monthly metrics of program clinical training status and develop presentations for the Commandant and staff when required.

1.1.9. Interact with the METC Agreements Manager and the METC Legal Officer to confirm with programs and clinical training associates that contracts, Memorandums of Understanding (MOU), Memorandums of Agreement (MOA) and Training Affiliation Agreements (TAA) are up to date and reflect the current training environment.

1.1.10. Create MOUs, MOAs and TAAs as required by volume, and see the entire process of the agreement from creation to execution. Ensure the tracking of the agreements is completed in METC’s system of choice for document and tracking of the data.

1.1.11. Attend METC meetings in and outside of the Academics office to include meetings with our community partners and to complete clinical training site visits at medical treatment facilities (civilian and military), locally and nationwide.

1.2. GENERAL INFORMATION.

1.3. QUALITY CONTROL. The contractor shall be responsible for quality control for all work accomplished during the performance of the task. The contractor shall provide and maintain a Quality Control Plan (QCP) which ensures the requirements in this PWS are met. The QCP will be considered acceptable and approved unless the contractor is notified by the Contracting Officer (CO) prior to award. The QCP shall be included in the technical proposal for evaluation and acceptance. As a minimum, the contractor shall develop quality control procedures that address the areas identified in section 2, Service Summary.

1.3.1. QUALITY ASSURANCE. The government will periodically evaluate the contractor’s performance by appointing a Contracting Officer Representative (COR)(s) to monitor performance to ensure services are received. The COR will evaluate the contractor’s performance in accordance with (IAW) the Quality Assurance Surveillance Plan (QASP) for this requirement.

1.3.2. HOURS OF OPERATION. The contractor is responsible for conducting business during the normal duty hours of 7:30 AM to 4:30 PM, Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the government facility is not closed for the above reasons. The contractor shall be responsible for safeguarding all issued equipment, information and property provided by the government.

1.3.2.1. The government reserves the right to authorize routine or situational telework on a case-by-case basis. Prior to telework commencing, the employee must have a suitable workspace, utilities adequate for installing equipment and a general work environment that is free from interruptions and provides reasonable security and protection of government property and information. Examples include but are not limited to the following:

1.3.2.1.1 Employee has a short-term need for uninterrupted time to complete work on a complex project or report.

1.3.2.1.2 Employee is recovering from illness or an injury and is temporarily unable to report to the traditional office physically.

1.3.2.1.3 Employee receives word of inclement weather and notifies her/his supervisor that s/he would like to opt for unscheduled telework that day.

1.3.2.1.4 Employee is directed to work from an alternate location as a result of a local, state or national event/crisis.

1.3.3. HOLIDAYS OBSERVED. New Year’s Day; Dr. Martin Luther King, Jr. Birthday;

President’s Day; Memorial Day; Juneteenth Day, Independence Day; Labor Day; Columbus Day; Veterans Day; Thanksgiving Day; Christmas Day.

Note: When any holiday falls on a non-business day (Saturday or Sunday), the holiday is usually observed on Friday (if the holiday falls on Saturday) or Monday (if the holiday falls on Sunday).

1.3.4. SECURITY REQUIREMENTS. Contractor personnel shall complete, as a minimum, a Tier 1 (T1) investigation, before operating government furnished workstations. The Field Security Officer (FSO)/Company's Security POC shall notify the Defense Health Agency (DHA) Personnel Security Office after being awarded a contract that requires access to a DoD system.

Contractor personnel requiring access to the Health Affairs (HA)/DHA network(s) for performance of their tasks require a background investigation and the security awareness training. The contractor shall be prepared for this process as it could take two (2) or more weeks.

The FSO/Security POC shall submit a Standard Form (SF) 85/86 to DHA's Personnel Security Office for a background investigation. Company's FSO/Security POC must notify the Personnel Security Office when the contractor has submitted the SF-85/86. The FSO/Security POC, or the COR must notify the DHA Personnel Security Office in writing of a contractor's termination from the contract, including the termination date.

1.3.5. RECORDS MANAGEMENT. The contractor shall manage all data created for government use or legally controlled by the government, in support of the functional activity or required by Air Force (AF) publication, IAW the AF records management procedures in AFI 33- 322, Records Management Program, paragraph 10, AFMAN 37-123, Management of Records, paragraph 7.4, AFMAN 37-138, Records Disposition Schedule, paragraph 2.13, and the Air Force Records Disposition Schedule located at https://afrims.amc.af.mil/rds_series.cfm or http://www.amc.af.mil/shared/media/document/AFD-060803-003.pdf.

1.3.6. AIR FORCE ANTITERRORISM (AT) PROGRAM. The AT program seeks to deter or limit the effects of terrorist acts against the AF by giving guidance on collecting and disseminating timely threat information, providing training to all AF members, developing comprehensive plans to deter and counter terrorist incidents, allocating funds and personnel and implementing AT measures. IAW AFI 10-245, Antiterrorism, paragraphs 2.18 and paragraph 2.25, DOD contractors and sub-contractor personnel shall be offered Level 1 – AT Awareness Training. AT Awareness Training may be accomplished by either a Level I – qualified instructor, or by completing the "Force Protection" computer based training (CBT) course on the Advanced Distributed Learning System (ADLS) https://golearn.csd.disa.mil/kc/login/login.asp or the Defense Technical Information Center (DTIC) at https://atlevel1.dtic.mil/at for individuals without access to Nonsecure Internet Protocol Router (NIPR), possessing a Common Access Card (CAC), nor enrolled in Defense Enrollment Eligibility Reporting System (DEERS).

Compliance with the training will be monitored by the COR.

2. SERVICE SUMMARY.

Performance Objective PWS Paragraph Performance Threshold

1. Serve as a clinical liaison to communicate information and feedback between METC programs, Program Clinical Coordinators, METC Clinical Coordinator, Dean of Academic Affairs, Associate Dean of Academic Support, Associate Dean of Academic Delivery, Service Component’s academic representatives, and medical treatment facilities (military and civilian).

1.1.1 Tasks accomplished in a timely

and professional manner – no more than 3 instances per quarter of substandard quality, untimely or unprofessional execution of tasks.

2. Work in partnership with regional post-secondary educational (civilian) institutions and potential clinical training associates to expand clinical site availability by involving community-based settings to resolve potential and real conflicts between civilian institutions and METC.

1.1.2 Tasks accomplished in a timely

and professional manner – no more than 3 instances per quarter of substandard quality, untimely or unprofessional execution of tasks.

3. Engage regularly, by face to face, phone, or email correspondence, with METC Program Directors, Clinical Coordinators and the Medical Treatment Facilities (military & civilian) to place students into the clinical training site locally and nationwide.

1.1.3 Tasks accomplished in a timely

and professional manner – no more than 3 instances per quarter of substandard quality, untimely or unprofessional execution of tasks.

4. Assist the METC Clinical Coordinator with the development of policies and procedures to comply with training requirements and standards for clinical training, and additional student services policy development such as the METC Academic Oversight Board and Student Evaluation and Administrative Plan.

1.1.7 Administrative functions are

accomplished in a timely and professional manner, with no more than 3 instances per quarter of untimely or unprofessional execution of functions.

3. GOVERNMENT FURNISHED PROPERTY AND SERVICES.

3.1. The government shall provide the contractor the Information Technology resources (e.g., computer workstations, software applications, printers, scanner, etc.) as well as other normal office equipment (e.g., telephones, faxes, etc.) required to perform the specific tasks of this requirement.

3.2. DOCUMENTS. The government shall furnish or make available to the contractor any documentation/ material deemed necessary to accomplish the specific tasks of this requirement.

3.3. LOCAL AREA NETWORK (LAN). The contractor, with a valid T1 investigation through the JPAS roster of validation from the contractor’s security manager, shall be provided access to JBSA– Fort Sam Houston’s unclassified computer network and its inherent capabilities including, but not limited to: Internet access, electronic mail, file and print services and dial-in network access. The contractor shall be aware of and abide with all government regulations concerning the authorized use of the government’s computer network.

3.4. WORKSPACE. The government shall provide the contractor adequate workspace to perform the specific tasks of this requirement and all office supplies necessary to perform the specific tasks of this requirement.

4. APPENDICES.

A. Estimated Workload Data

APPENDIX A

ESTIMATED WORKLOAD DATA

Clinical Coordination Support

ITEM TASK

ESTIMATED

QUANTITY

Serve as a clinical liaison to communicate information and feedback between METC and medical treatment facilities (military and civilian).

288 Hrs

Work in partnership with regional post-secondary educational (civilian) institutions and potential clinical training associates to expand clinical site availability by involving community based settings to resolve potential and real conflicts between civilian institutions and METC.

240 Hrs

Engage regularly with METC Program Directors, Clinical Coordinators and the Medical Treatment Facilities (military & civilian) to place students into the clinical training site locally and nationwide.

240 Hrs

Ensure the clinical trainees’ compliance with Service and/or programmatic accreditation requirements in concert with training facility staff and state regulatory agencies. Join forces with the Associate Dean, FDPMD and the Faculty Management Chief to ensure that all Program Clinical Coordinators meet institutional and/or programmatic accreditation requirements as required.

48 Hrs

Coordinate medical treatment facility orientation standards with Program Directors and Program Clinical Coordinators to ensure compliance, and to disseminate all emerging facility requirements.

48 Hrs

Collaborate with civilian and military medical treatment facilities and post-secondary educational institutions to develop and execute the use of a master regional clinical training schedule through a database, or other process as applicable. Attend community Allied Health/Nursing meetings and provide additional support as necessary to develop and maintain this regional training process.

96 Hrs

Assist the METC Clinical Coordinator with the development of policies and procedures to comply with training requirements and standards for clinical training, and additional student services policy development such as the METC Academic Oversight Board and Student Evaluation and Administrative Plan.

192 Hrs

Track and input monthly metrics of program clinical training status and develop presentations for the Commandant and staff when required.

432 Hrs

Interact with the METC Agreements Manager and the METC Legal Officer to confirm with programs and clinical training associates that contracts, Memorandums of Understanding (MOU), Memorandums of Agreement (MOA) and Training Affiliation Agreements (TAA) are up to date and reflect the current training environment.

96 Hrs

Create MOU’s, MOA’s and TAA’s as required by volume, and see the entire process of the agreement from creation to execution. Ensure the tracking of the agreements is completed in METC’s system of choice for document and tracking of the data.

96 Hrs

Attend METC meetings in and outside of the Academics office to include meetings with our community partners and to complete clinical training site visits at medical treatment facilities (civilian and military), locally and nationwide.

96 Hrs

TOTAL 1,872 Hrs