PWS - Case Management.docx

PERFORMANCE WORK STATEMENT (PWS)

FOR

Nonclinical Case Management Services

1.0 General:

1.1 Scope: The contractor shall provide all personnel, equipment, tools, materials, supervision, and quality control necessary, except as specified in Paragraph 3.0 as Government Furnished, to perform Nonclinical Case Management Services, as defined in this PWS.

The purpose of this requirement is to provide Medical and Dental Non-clinical Case Management and administrative Care Coordinator staffing in support of Individual Medical Readiness (IMR). This requirement is designed to be flexible, responsive, and meet the ever-evolving needs of the government. DoDI 6025.19 establishes aggressive quarterly and annual metric goals for the separate IMR elements and for the overall IMR category of Fully Medically Ready (FMR) soldiers. The goals are to produce real-time reports based on complete, accurate data and achieve an overall medical readiness of more than 90% for the Minnesota Army National Guard (MNARNG), with the ideal goal being 100%. DoDI 6025.20 addresses Medical Management Programs that involve case managers. These instructions, as well as many other documents are available on the Internet from the DoD Issuances Website at http://www.dtic.mil/whs/directives . Comprehensive case management services are vital to achieving this overall goal and further, to limiting MRC3 to <8%. The MNARNG Surgeon’s Office requires a highly responsive process whereby the government can quickly obtain needed support and services. This PWS reflects existing National Guard Bureau policies and regulations.

1.2 Background: The Army National Guard recognized the importance of Medical Readiness after several years of combat deployments and implemented the Case Manager Support Contract in August 2005. At the end of FY09, 31 states were using contractors to assist with the processing of their caseloads. Due to this implementation of contractors, the FMR force increased from 44% in FY09 to 90% in FY19. This success resulted from increased targeted funding and a concerted effort by the National Guard Bureau to maintain FMR Soldiers with the latest directive from the Defense Health Agency (DHA) per DoD Instruction (DoDI) 6025.20, most recently updated 12 May 2020.

The Defense Health Agency (DHA), implemented procedures for Medical Management (MM) program requirements to support standard and integrated care management implementation within the Military Health System (MHS). DHA established integrated and standardized MM program documentation, coordination processes, and multidisciplinary care team communication to promote seamless care transitions. DHA also worked to reduce fragmentation of medical activities across varied treatment settings to include direct care, purchased care and Department of Veterans Affairs (VA). The goal was to promote interdependent medical system coordination between DHA Medical Affairs (MA), Medical Treatment Facilities (MTFs) within the Direct Care System (DCS), DHA Headquarters Healthcare Operations, and the VA to improve the delivery and quality of health care for eligible beneficiaries, to include wounded, ill, and injured (WII) service members (SM). Along with creating an interdependent system, DHA assigned responsibilities, standardized reporting, and promoted integration between clinical and non-clinical interdisciplinary team members to reduce fragmentation and improve patient outcomes in alignment with the MHS High Reliability Organization model.

Continued utilization of contracted medical case managers and care coordinators is essential to maintaining established medical readiness goals for the MNARNG.

1.3 Period of Performance (PoP): The Period of Performance shall be 1 Base Year of 12 months and four 12-month option years. Base year is 12 June 2024 through 11 June 2025 with four additional option years going through 11 June 2029.

1.4 General Information:

1.4.1 Quality Control (QC): The contractor shall develop and maintain an effective QC Plan (QCP) to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s QCP is the means by which it assures itself that its work complies with the requirements of the contract. As a minimum, the contractor shall develop QC procedures that address the areas identified in Technical Exhibit 1, Performance Requirements Summary (PRS). A final QCP shall be submitted to the Contracting Officer Representative (COR) NLT 10 days after contract award. After acceptance of the QCP, the contractor shall obtain the Contracting Officer’s (KO’s) acceptance in writing of any proposed changes to its QCP.

1.4.2 Quality Assurance (QA): The Government will evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government will do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and acceptable quality level(s) or defect rate(s).

1.4.3 Recognized Holidays: The following are recognized United States (US) holidays. The contractor shall not perform services on these days:

1.4.3.1 New Year’s Day: January 1st

1.4.3.2 Martin Luther King, Jr.’s Birthday

1.4.3.3 President’s Day

1.4.3.4 Memorial Day

1.4.3.5 Independence Day: July 4th

1.4.3.6 Labor Day

1.4.3.7 Columbus Day

1.4.3.8 Veteran’s Day: November 11th

1.4.3.9 Thanksgiving Day

1.4.3.10 Christmas Day: December 25th

1.4.4 Place and Performance of Services: The contractor shall provide services during the normal duty day, typically between the hours of 0600-1700, Monday through Friday, except on recognized US holidays or when the Government facility/installation is closed due to local or national emergencies, administrative closings, or similar Government-directed facility/installation closings. Performance shall be at Cottage Grove Armory, 8180 Belden Blvd., Cottage Grove, MN 55016 or current operating location of the Minnesota Medical Detachment (MED-DET). The Contract employees may be required to travel to execute any missions to support and augment the MNARNG consistent with all services described within the PWS as shown below. Travel to and from the primary worksite will not be reimbursed. In case of a mobilization event, the Contractor shall ensure adequate non-clinical case management support and reimbursement of travel expenses is available for travel to locations to best support these activities (i.e. Medical Readiness NCO Course at Camp Ripley, MN) as directed by the Contracting Officer. If changes to the original work in this PWS arise during the performance of the contract, the Contracting Officer will notify the COR. If determined to be within the scope of the contract, the Contracting Officer will provide a 30 calendar day notice to the contractor with full description of the need and request a proposal. The Contracting Officer will negotiate a modification to the contract to provide this in-scope work effort. The contractor shall at all times maintain an adequate work force for the uninterrupted performance of all tasks defined within this PWS when the Government facility/installation is not closed for the above reasons. When hiring personnel, the contractor shall keep in mind that the stability and continuity of the work force are essential.

1.4.4.1 Telework: The Government may permit telework by contractor employees when determined to be in the best interest of the Government in meeting work requirements. In furtherance of Continuity of Operations Planning (COOP), a telework program may be enacted to ensure that the Government's mission-critical operations stay operational during times of national emergency or incidents of national significance. Telework shall be at no additional cost to the Government and is authorized on rare occasions and only with prior approval from the COR.

1.4.4.2 Unscheduled gate closures by the Security Police may occur at any time causing all personnel entering or exiting a closed installation to experience a delay. This cannot be predicted or prevented. Contractors are not compensated for unexpected closures or delays. Vehicles operated by contractor personnel are subject to search pursuant to applicable regulations. Any moving violation of any applicable motor vehicle regulation may result in the termination of the contractor employee’s installation driving privileges.

1.4.4.3 The contractor’s employees shall become familiar with and obey the regulations of the installation; including fire, traffic, safety and security regulations while on the installation. Contractor employees should only enter restricted areas when required to do so and only upon prior approval. All contractor employees shall carry proper identification with them at all times, and shall be subject to such checks as may be deemed necessary. The contractor shall ensure compliance with all regulations and orders of the installation which may affect performance. The Government reserves the right to direct the removal of an employee for misconduct, security reasons, or any overt evidence of communicable disease. Removal of contractor employees for reasons stated above does not relieve the Contractor from responsibility for total performance of this contract.

1.4.5 Security Requirements. The contractor shall comply with all applicable installation/facility access and local security policies and procedures, which may be obtained from the COR. The contractor and all associated subcontractor employees shall provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services or Security Office. The contractor shall ensure compliance with all personal identity verification requirements as directed by Department of Defense (DoD), Headquarters Department of Army (HQDA) and/or local policy. Should the Force Protection Condition (FPCON) change, the Government may require changes in contractor security matters or processes.

1.4.5.1 For contractors requiring Common Access Card (CAC): The CAC is the DoD Federal Personal Identity Verification (PIV) credential. CAC issuance requirements are as follows:

In accordance with Department of Defense Manual (DoDM) 1000.13-M-V1, DoD Identification (ID) Cards, January 23, 2014, initial issuance of a CAC requires, at a minimum, the completion of an Federal Bureau of Investigation (FBI) fingerprint check with favorable results and submission of a National Agency Check with Inquiries (NACI) (or investigation approved in Federal Investigative Standards) to the Under Secretary of Defense for Intelligence approved investigative service provider. The issuance of a CAC will be based on four criteria: (a) eligibility for a CAC; (b) verification of DoD affiliation from an authoritative data source; (c) completion of background vetting requirements according to the Federal Information Processing Standards Publication 201-2, Personal Identity Verification (PIV) of Federal Employees and Contractors, August 2013, and DoD Manual 5200.02, Procedures for the DoD Personnel Security Program (PSP), April 3, 2017, and (d) verification of a claimed identity. Sponsorship and enrollment information about each applicant must be registered in the Defense Enrollment Eligibility Reporting System (DEERS) through either the Real-Time Automated Personnel ID System (RAPIDS) using the DD Form 1172-2, or the Trusted Associate Sponsorship System (TASS).

1.4.5.1.1 HSPD-12 Background Investigation Requirements: The contractor shall ensure that all contractor and subcontractor personnel whose duties require CAC card issuance obtain them, and shall process all CAC card applications. The contractor shall ensure that all employees requiring an initial background investigation complete a Personnel Security Investigation Portal (PSIP) form at the earliest possible date and that this form is forwarded to the COR immediately. The COR will review the form for completeness and accuracy and forward it to the National Guard Bureau (NGB) Personnel Security manager who will initiate the investigation process via the PSIP. Contractor personnel will then receive two e-mail messages; the first will confirm that the investigative service provider has received the request, and the second will provide instructions for the completion of the appropriate form via the Electronic Questionnaires for Investigations Processing (e-QIP) system. Upon completion of the e-QIP questionnaire and submittal of all required documents, including fingerprint card to the security manager, the background investigation (BI) will be initiated. The contractor shall ensure immediate compliance with all instructions regarding background investigation processing, including those provided verbally, by e-mail or via a Government system. The contractor is cautioned that the entire process from submittal of the PSIP form to return of the FBI fingerprint check may routinely take from two to six weeks and shall factor this lead time into its hiring/placement process. The contractor shall make all reasonable efforts to ensure that contractor employees meet CAC eligibility standards upon assignment to the contract and shall be held responsible for delays, failure to meet performance requirements or decreases in efficiency in accordance with the applicable inspection clause.

1.4.5.1.2 Trusted Associate Sponsorship System (TASS): The contractor shall process CAC applications through the TASS, the procedures for which are described below. Although there is no requirement for the contractor to designate a “Corporate Facility Security Officer" (FSO) to serve as its single point of contact for the BI, the TASS application process and other CAC and security-related matters, such designation facilitates these processes. If an FSO is not established, all contractor employees requiring a CAC will be required to process their own applications. The submission process for CAC applications is as follows:

1. The contractor's FSO or contractor employee shall submit requests for a CAC via email to the designated TASS Trusted Agent (TA). The TASS TA for this requirement will be Mr. David Wright at david.a.wright80.civ@army.mil .

2. The Government will establish a TASS application account for each CAC Request and will provide each contractor employee a USER ID and password, via email, to the FSO. The FSO or contractor employee shall access the TASS account and complete the CAC application (entering/editing contractor information as applicable) at: https://www.dmdc.osd.mil/tass/. The FSO or contractor employee shall follow up to ensure that the TA is processing the request.

3. The Government will inform the contractor's applicant, via email, of one of the following:

a. Approval.* Upon approval, the information is transferred to the DEERS database and an email notification is sent to the contractor with instructions on obtaining their CAC. The contractor proceeds to a RAPIDS station (RAPIDS Site Locator: http://www.dmdc.osd.mil/rsl/).

b. Rejection.* The Government, in separate correspondence, will provide reason(s) for rejection.

c. Return. Additional information or correction to the application required by the contractor employee.

*The contractor shall maintain records of all approved and rejected applications.

1.4.5.1.3 At the RAPIDS station, the RAPIDS Verification Officer will verify the contractor employee by SSN and two forms of identification. Identity source documents must come from the list of acceptable documents included in Form I-9, OMB No. 1615-0047, "Employment Eligibility Verification." Consistent with applicable law, at least one document from the Form I-9 list shall be a valid (unexpired) State or Federal Government-issued picture ID. The Identity documents will be inspected for authenticity and scanned and stored in the DEERS upon issuance of an ID. The photo ID requirement cannot be waived, consistent with applicable statutory requirements. The Verification Officer will capture primary and alternate fingerprints, picture, and updates to DEERS, and will then issue a CAC. Issued CACs will be valid for no longer than three years, or until the individual's contract end date (inclusive of any options), whichever is earlier.

1.4.5.1.4 The contractor shall return issued CACs to the DEERS office upon departure or dismissal of each contractor employee, and shall obtain a receipt for each card and provide it to the TA/COR.

1.4.5.1.5 The contractor shall manage requests for new or renewal CAC cards in sufficient time to ensure that all contractor employees have them when needed to perform work under this contract. The contractor shall provide at least 10 calendar days advance notice to the TA, unless there are extenuating circumstances approved by the COR or KO.

1.4.5.1.6 The contractor shall obtain an Army Microsoft 360 email address for each applicant, including subcontractors, who may be deployed or require logical access to a government computer network. This can be done by going to: http://www.us.army.mil and registering as an "Army Guest," with the sponsor being the COR or a COR- designated individual if the COR is ineligible to Serve as an AKO Sponsor. Note: If employees of a contractor lose the privilege to access AKO, they lose the ability to renew their CAC. Therefore, it is critical that contractor employees maintain their AKO accounts.

1.4.5.2 Reserved

1.4.5.3 Communications Security/Information Technology (COMSEC/IT) Security. All communications with DoD organizations are subject to COMSEC review. All telephone communications networks are continually subject to intercept by unfriendly intelligence organizations. DoD has authorized the military departments to conduct COMSEC monitoring and recording of telephone calls originating from, or terminating at, DoD organizations. Therefore, the contractor is advised that any time contractor personnel place or receive a call they are subject to COMSEC procedures. The contractor shall ensure wide and frequent dissemination of the above information to all employees dealing with DoD information. The contractor shall abide by all Government regulations concerning the authorized use of the Government's computer network, including the restriction against using the network to recruit Government personnel or advertise job openings.

1.4.5.4 Use of Government Information Systems (IS) and access to Government networks is a revocable privilege, not a right. Users are the foundation of the DoD strategy and their actions affect the most vulnerable portion of the Army Enterprise Infostructure (AEI). Contractor employees shall have a favorable background investigation or hold a security clearance and access approvals commensurate with the level of information processed or available on the system. Contractor employees shall:

1.4.5.4.1 Comply with the command's Acceptable Use Policy (AUP) for Government owned IS and sign an AUP prior to or upon account activation.

1.4.5.4.2 Complete initial and/or annual Information Assurance (IA) training as defined in the IA Best Business Practices (BBP) training (https://iatraining.us.army.mil/).

1.4.5.4.3 Mark and safeguard files, output products, and storage media per classification level and disseminate them only to individuals authorized to receive them with a valid need to know.

1.4.5.4.4 Protect IS and IS peripherals located in their respective areas in accordance with physical security and data protection requirements.

1.4.5.4.5 Practice safe network and Internet operating principles and take no actions that threaten the integrity of the system or network.

1.4.5.5 Protection of Personally Identifiable Information (PII). The contractor shall protect all PII encountered in the performance of services in accordance with Defense Federal Acquisition Regulation Supplement (DFARS) 224.103 Personally Identifiable Information and Department of Defense Directive (DoDD) 5400.11, Department of Defense Privacy Program, and DoD 5400.11-R. If a PII breach results from the contractor’s violation of the aforementioned policies, the contractor shall bear all notification costs, call-center support costs, and credit monitoring service costs for all individuals whose PII has been compromised.

1.4.5.6 AT Level 1 Awareness Training (AT): All contractor employees, including subcontractor employees, requiring access to Army installations, facilities, and controlled access areas shall complete Level 1 AT within 30 calendar days after contract start date and within 30 calendar days of new employees commencing performance. The contractor shall submit certificates of completion for each affected contractor and subcontractor employee to the COR within 15 calendar days after completion of training. Level 1 AT is available at https://jko.jten.mil/courses/atl1/launch.html .

1.4.5.7 Information Assurance (IA)/Information Technology (IT) Training: All contractor employees and associated subcontractor employees shall complete the DoD IA Awareness Training before issuance of network access and annually thereafter. All contractor employees performing services involving IA/IT functions shall comply with DoD and Army workforce training requirements in DoDD 8140.01, DoD 8570.01-M and AR 25-2 within six months of the start of contract performance. In accordance with DoD 8570.01-M, DFARS 252.239.7001 and AR 25-2, contractor employees performing Information Assurance Technical (IAT) functions shall be appropriately certified upon contract award. The baseline certification as stipulated in DoD 8570.01-M shall be completed upon contract award.

1.4.5.8 Information Awareness: All contractor employees with access to a government information system shall be registered in the Army Training Certification Tracking System (ATCTS) (https://atc.us.army.mil/iastar/index.php) at commencement of services, and shall successfully complete the DoD Information Assurance awareness training prior to access to the IS and then annually thereafter.

1.4.5.9 The contractor and all associated subcontractors with an area of performance within an Army-controlled installation, facilities or area shall brief all employees on the local iWATCH program. This locally developed training shall be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the COR or the KO. This training shall be completed within 30 calendar days of contract award and within 30 calendar days of new employees commencing performance. The contractor shall report completion for each contractor employee and subcontractor employee to the COR within 15 calendar days after completion of training.

1.4.5.10 Reserved

1.4.5.11 Reserved

1.4.5.12 Reserved

1.4.5.13 Reserved

1.4.6 Physical Security. The contractor shall safeguard all Government property provided for contractor use. At the close of each work period, Government facilities, equipment and materials shall be secured.

1.4.6.1 Key Control. NOTE: All references to keys include key cards. The contractor shall establish and implement methods of ensuring that no keys/key cards issued by the Government are lost or misplaced or are used by unauthorized persons. No keys issued by the Government shall be duplicated. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The contractor shall immediately report any occurrences of lost or duplicated keys/key cards to the COR.

1.4.6.1.1 In the event keys, other than master keys, are lost or duplicated, the contractor shall, upon direction by the KO, re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying. When the Government replaces or re-keys the locks, the Government will deduct the total cost of lock replacement or re-keying from the monthly payment due the contractor. In the event a master key is lost or duplicated, the Government will replace all locks and keys for that system, and will deduct the total cost from the monthly payment due the contractor.

1.4.6.1.2 The contactor shall prohibit the use of the Government issued keys/key cards by any persons other than the contractor’s employees. The contractor shall prohibit the opening of locked areas by contractor employees to permit entrance of persons other than contactor employees engaged in the performance of services in those areas, or personnel authorized entrance by the KO.

1.4.7 Special Qualifications: Reserved

1.4.8 Post Award Conference/Periodic Progress Meetings: The contractor agrees to attend any post award conference convened by the KO in accordance with FAR Subpart 42.5. The KO, COR and other Government personnel, as appropriate, may meet periodically with the contractor to review the contactor’s performance. At these meetings, the KO will apprise the contractor of how the Government views the contractor’s performance and the contractor shall apprise the Government of problems, if any, being experienced. The contractor shall resolve outstanding issues raised by the Government. Contractor attendance at these meetings shall be at no additional cost to the Government.

1.4.9 Contract Manager (CM): The contactor shall designate a CM who shall ensure performance under this contract. The name of this person, and an alternate who shall act for the contractor when the CM is absent, shall be designated in writing to the KO. The CM or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The CM shall work through the COR to resolve issues, receive technical instructions, and ensure adequate performance of services. The CM shall ensure that contractor employees do not perform any services outside the scope of the contract without an official modification issued by the KO. The CM shall ensure contractor employees understand that services performed outside the scope of the contract are performed wholly at the expense of the contractor.

1.4.10 Identification of Contractor Employees: All contractor personnel attending meetings, answering Government telephones and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression that they are Government employees. The contractor shall ensure that all documents or reports produced by contractor personnel are suitably marked as contractor products or that contractor participation is appropriately disclosed. The contractor’s status as a “contractor” shall be predominantly displayed in all correspondence types (to include signature blocks on e-mail) and dealings with Government or non-Government entities. The contractor shall retrieve all identification media (including vehicle passes) from its employees who depart employment for any reason. The contractor shall return all identification media (i.e., badges and vehicles passes) to the KO within 14 days of an employee’s departure.

1.4.11. Combating Trafficking in Persons: The United States Government has adopted a zero tolerance policy regarding trafficking in persons. Contractors and contractor employees shall not engage in severe forms of trafficking in persons during the period of performance of the contract; procure commercial sex acts during the period of performance of the contract; or use forced labor in the performance of the contract. The Contractor shall notify its employees of the United States Government’s zero tolerance policy, the actions that will be taken against employees for violations of this policy. The contractor shall take appropriate action, up to and including termination, against employees or subcontractors that violate the US Government policy as described at FAR 22.17.

1.4.12 Contractor Travel: The contracted case manager or care coordinator shall travel to Camp Ripley, MN or other locations in the state during the performance of this contract to attend meetings, conduct training or Soldier Readiness Processing (SRP) events as determined by the needs of the state and individual units. The contractor will be authorized travel expenses consistent with the substantive provisions of the Joint Travel Regulation (JTR) and the limitation of funds specified in this contract. All travel requires COR recommendation for approval and/or authorization by the KO prior to travel arrangements being made. The contractor may be required to travel to off-site training locations and to ship training aids to these locations in the performance of this contract. The cost of shipping training aids shall be borne by the Government. The contractor will be reimbursed for the costs of shipping training aids in accordance with the JTR and limitation of funds in this contract.

1.4.13 Data Rights: Reserved

1.4.14 Organizational Conflicts of Interest (OCI): The contractor and subcontractor personnel performing services under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent OCIs, as defined in FAR Subpart 9.5. The contractor shall notify the KO immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the KO to avoid or mitigate any such OCI. The contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the KO. In the event the KO unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the KO may impose other remedies as he or she deems necessary, including prohibiting the contractor from participation in subsequent contracted requirements which may be affected by the OCI.

1.4.15 Phase In / Phase Out Periods: To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the new contractor shall have personnel on board, during the 30 day phase in/ phase out periods. During the phase in period, the new contractor shall become familiar with performance requirements in order to commence full performance of services on the contract start date.

2.0 Definitions and Acronyms:

2.1 Definitions:

2.1.1 Contractor: A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

2.1.2 Contracting Officer (KO): A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

2.1.3 Contracting Officer Representative (COR): An employee of the U.S. Government designated by the KO to monitor contractor performance. Such appointment will be in writing and will state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.4 Defective Service: A service output that does not meet the standard of performance associated with the PWS.

2.1.5 Deliverable: Anything that can be physically delivered and includes non-manufactured things such as meeting minutes or reports.

2.1.6 Key Personnel: Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.7 Physical Security: Actions that prevent the loss or damage of Government property.

2.1.8 Quality Assurance: The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.9 Quality Assurance Surveillance Plan (QASP): An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.10 Quality Control: All necessary measures taken by the Contractor to ensure that the quality of an end product or service shall meet contract requirements.

2.1.11 Subcontractor: One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.2 Acronyms:

3.0 Government Furnished Property, Material, Equipment and Services (GFP/M/E/S): The Government will provide the property, material, equipment, and/or services listed below solely for the purpose of performance under this contract:

3.1 Property: The Government will furnish the necessary workspace for the contractor to perform services outlined in this PWS to include desk space, telephones, computers and other items necessary to maintain an office environment.

3.2 Materials: N/A

3.3 Equipment: Office Chair, desk, cubical walls, scanners, shredders, copier/fax machine, all components for a working computer with screen, and telephone.

3.4 Services: N/A

3.5 Utilities: All utilities in the facility will be available for the contactor’s use in the performance of this contract. The contractor shall instruct employees in utilities conservation practices. The contractor shall operate under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the required amount.

4.0 Contractor Furnished Property, Materials, and Equipment (CFP/M/E): None

4.1 General: Except for those items specifically stated to be Government-Furnished in Paragraph 3.0, the contractor shall furnish everything required to perform these services as indicated in Paragraph 1.1.

5.0 Scope and Requirements: The contractor shall provide medical case management services for the Army National Guard in support of surge and contingency requirements as well as its steady-state mission. MNARNG MED-DET requires medical case management administrative support services to maintain an effective and fit military organization with maximum use of available manpower. Contractor will conduct estimated 10 days of SRP for 5000 Soldiers in TY27 resulting in 5000 MOB packets, approximately 500 medical waivers and 2,000 hearing conservation cases. The organization is posturing to improve medical readiness and deployability beginning in TY24. The Care Coordinators assist the Case Managers by putting together and processing the different types of packets as well as enter and track the patient information. As outlined below, the administrative requirements are intense. The Care Coordinators complete the work of receiving, communicating and processing the medical and personnel records that are submitted in all the various e-systems. The Case Manager oversees preparation, advises and reviews all packets for accuracy and completeness prior to signing and forwarding to the next level in each system. Case Managers are also solely responsible for the preparation and management of Reserve Component Managed Care (RCMC) cases and Army Recovery Care Program (ARCP). Case Managers are also solely responsible for submitting Incapacitation Pay (INCAP) packets.

Due to the complexity as well as medical and academic rigor involved, the Case Manager positions shall be filled at a minimum by either a Registered Nurse (RN), Licensed Vocational/Practical Nurse (LVN/LPN), Social Worker, Army MOS of 68 or 42 series level 4 as comparable credentials or AOC Series 67-73 with degree, Care Coordinator with six years experience or equivalent experience, knowledge and/or abilities.

The following information is provided ONLY to understand the past effort required to complete similar services and not as a requirement for the current solicited requirements:

Prior year care coordinator annual hours: 9,700 Prior year credentialing coordinator annual hours: 2080 Prior year case manager annual hours: 10,400 Prior year total hours: 22,180

One designated contractor, shall be the contractor representative to the COR, point of contact for communication to the rest of the team and airing of grievances.

The contractors shall wear business casual attire. Business casual does not include shorts or flip flops. Outfits may not include potentially offensive words or graphics. Religious, cultural or medical accommodations will be made accordingly.

Contractors shall communicate and conduct themselves in a highly professional manner at all times. Vulgar language, sexual inuendos, cursing or other demeaning language will not be tolerated.

There are a vast number of electronic systems, managed at multi-echelons between the state, the Department of the Army's national medical organizations, and civilian entities. Most systems have different access approval authorities for each submodule used and sometimes separate training requirements. Contracted personnel shall understand how to navigate through each site, know what data to input, what pertinent information or documents to retrieve from each, know how they do or do not interface with the other sites/modules, know how to identify errors, and know how to report and troubleshoot issues.

Below is a comprehensive listing of what is utilized on a day-to-day basis to perform job functions in supporting MNARNG's medical readiness and the deployability of its Soldiers. Every new case or situation drives what sites are used for case research, charting, or medical processing. New systems may be implemented during the course of the contract and all contractors will be expected to conduct any necessary training to gain access and perform their tasks. Most of these sites are utilized daily to biweekly.

Technical Systems are as follows:

5.0.1 Microsoft 350/Teams: This is the U.S. Army's main Sharepoint. All contracted employees shall first have access to this site before being able to access the required military e-training sites utilized to initiate access to the MNARNG's intranet. After MNARNG state access is gained, the site is generally utilized at the MED-DET to research Soldiers that cannot be found in local databases to find if they belong to a different state, or to the Regular Army or the Army Reserves, to see where information should be forwarded to (e.g. billing claims, VA mail, etc.). This site also houses NGB's Office of the Surgeon General's Medical Command's (OTSG-MEDCOM) updated policy memos, of which MED-DET CM personnel shall utilize for medical readiness and/or medical boards.

5.0.2 Army Medical Department's MODS (Medical Operational Data System), to include:

5.0.2.1 MRP (Medical Readiness Portal) - to review Soldiers' profiling records, medical readiness status, and VA ratings.

5.0.2.2 eProfile - to support the medical profiling process.

5.0.2.3 MHA (Medical Health Assessment) - to access and analyze Soldier's annual and deployment health assessment records.

5.0.2.4 MEDPROS (Medical Protection System) - to review and/or analyze medical readiness data and statistics for individual Soldiers and/or units within the state.

5.0.2.5 MWDE (MEDPROS Web-based Data Entry) - to enter medical readiness data.

5.0.3 National Guard Bureau's MEDCHART (Medical Electronic Data (for) Care History And Readiness Tracking) system to include:

5.0.3.1 eMMPS (Electronic Medical Management Processing System) - to assist in processing LODs and the associated INCAP, MMSO preauthorization requests to DHA-GL, and RCMC/ARCP cases (via ADOP – Active Duty Orders Process) (which are all separate submodules within eMMPS).

5.0.3.2 HRR (Health Readiness Record) - to scan-in, review, and organize all MNARNG Soldiers' medical records within their military STR (Service Treatment Record).

5.0.3.3 MEBPrep - to upload all MEB packet documents (after validating they are current and up-to-date) and ensure transfer of Soldiers' complete and correct STR from HRR for submission to the MEB Tracking Office (MEBTO), and to track case once submitted to MEBTO.

5.0.3.4 eCase - to chart actions taken on a Soldier's case (which is directly fed into the Soldier's STR).

5.0.3.5 DenClass & ADDR (Army Dental Digital Repository) - to access all MNARNG Soldier's dental files to ensure they are in Soldier's STR to support MEB processing.

5.0.4 MN Army National Guard's SharePoint system (MNARNG's intranet), to include:

5.0.4.1 MED-DET Site – Contractors will be expected to monitor the site to ensure that documents are properly uploaded into the correct area and information is entered accurately, assist MRNCO’s with navigating the site to use the available resources and build tables and documents that will be included on the website within a 3 tiered HIPAA security-based system for (1) general MNARNG personnel, (2) the Medical POCs within the state, and (3) for the internal MED-DET staff, to include forms, training materials, regulations, templates, charting & tracking medical board, INCAP, hearing, and profiled Soldier cases, data extrapolation and analysis to support reports. Information will be uploaded to trackers that include the Temp Profile, MEB, NDR-PEB, MAR2 and INCAP tracker.

5.0.4.2 MNARNG Phonebook - to reach direct points of contacts (POCs) at one of the approximately 125 individual units of one of the 21 different Medical Readiness NCOs (MRNCOs) cannot assist, in addition to state level POCs that oversee mobilization, discharge orders, retirement processing, pay processing, legal support, substance abuse prevention, sexual assault prevention, personnel actions, technical assistance, and approving authorities to sites utilized.

5.0.4.3 USPFO

5.0.4.3.1 DAMPS - to access all MNARNG Soldiers' orders written while they are in the MNARNG.

5.0.4.3.2 RCAS/AITS - to access all MNARNG Soldiers' RPAM (Retirement Point Accounting Manager) records to have oversight of their accurate Years of Service and add to medical board packets, Service Record Brief (SRB) for medical boards packets, and for historical data pertaining to a Soldier's height/weight and ACFT (physical fitness testing) history.

5.0.4.3.3 SAAR Program - System Account Access Request digitalized to request access to many of the MNARNG sites.

5.0.4.4 SIDPERS Reports (within USPFO)

5.0.4.4.1 IPPS-A and MNSYS Reports - to access and review personnel data of all MNARNG Soldiers to include their SSN, rank, unit of assignment, home address, phone numbers, email address, duty status, military job specialty, current height/weight, if they have dependents, when they are set to separate from the military.

5.0.4.4.2 MNARNG Unit & Commander Rosters - to review MNARNG organizational structure to support training and structuring report data, overseeing reorganizations and changes in command, and assisting in reaching correct POCs at the unit level.

5.0.4.4.3 MMPA - to access and review Master Military Pay Account summaries to assess when and if Soldiers are attending and being paid for drill, and for inclusion in medical board packets

5.0.4.4.4 MILPO Orders and Pending PAR Search - to access and review all MNARNG Soldiers' orders pertaining to transfers to new MNARNG units, promotion/demotion, and separation from service, for inclusion in medical board packets, tracking promotion statuses, and tracking final separation of our medical board cases.

5.0.4.5 J3 Mobilization Readiness Tracker - to chart, review, add, and close cases on all Soldiers identified at SRPs with possible nondeployable medical conditions. Utilized as a communication tool between MED-DET Case Management, the unit leadership and medical POCs, and the state's J3 mobilization personnel.

5.0.4.6 MN Army National Guard's MED-DET’s MS TEAMS and Sharepoint: This system houses many of the MED-DET's working documents so that all MED-DET CM personnel have access to forms already initiated. It is used as an internal file sharing and prep tool for many medical and INCAP board cases. The system is also utilized when preparing training slides so that multiple people can contribute/amend PowerPoints on a central site.

5.0.4.7 Conference Room Scheduler - to assist in leading and/or participating in meetings by reserving rooms and requesting technical assistance for Video Teleconference (VTC) meetings

5.0.4.8 J1 Army - to track promotion status of Soldiers going through the IDES process, access training required before requesting access to iPERMS.

5.0.5 JLV (Joint Legacy Viewer), a submodule, allows access to all Soldiers' VA records which are needed for download/printing to add to Soldiers' HRR STRs, and usually utilized to support LOD processing, profiling, tracking treatment, reviewing medications a Soldier is taking to support assessing deployability status, reviewing VA disability conditions and their severity, and accessing and downloading scanned medical records in Health Artifact and Imaging Management Solution (HAIMS).

5.0.6 DOEHRS (Defense Occupational and Environmental Health Readiness System):This allows user access to all Soldiers' hearing screenings completed throughout their career. It is utilized for download/printing to add to Soldiers' HRR STRs, and to support LOD processing. It also supports the Hearing Conservation Program by identifying to Case Management which Soldiers require referrals to LHI for CAE (Comprehensive Audio Evaluation) and possible SPRINT (Speech Recognition In Noise Test) to support profiling, MAR2 processing, and assessing deployability status.

5.0.7 TRICARE-West (Health Net Federal Services) site: Used to review and track accuracy of preauthorization and billing claim statuses to identify possible errors completed by either DHA-GL, a Soldier's civilian medical clinic, or TRICARE during the preauthorization process which is negatively effecting approval, or is causing difficulty in getting a billing claim to be paid.

5.0.8 iPERMS (Interactive Personnel Electronics Records Management System) site:

Access to all MNARNG Soldiers' personnel and military service records. System is usually accessed to obtain legacy medical records (e.g. enlistment physicals, LOD documents, etc.) to upload into Soldiers' STR to support LOD and medical board processing, to access orders that may not be in the AFCOS or MILPO records, and annual performance reviews (i.e. NCOER or OERs) for inclusion in medical board packets.

5.0.10 RHRP…