PWS-CRHC-EMT-Services.pdf

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PERFORMANCE WORK STATEMENT (PWS)

EMT-PARAMEDIC & EMT-BASIC SERVICES

CHEYENNE RIVER HEALTH CENTER

Eagle Butte, South Dakota

General

This performance based work statement describes the requirements for non-personal services for the recruitment, credentialing and placement for up to Six (6) EMT-Paramedics and up to Six

(6) EMT-Basic, to support the mission of the Indian Health Service (IHS)/Cheyenne River Health Center (CRHC). The Government requires a minimum staffing level of four (4) EMT-Paramedics and four (4) EMT-Basics to support continuous 24/7 EMS operations.

The Government may increase staffing to six (6) EMT-Paramedics and six (6) EMT-Basics based on operational needs. The Government reserves the right to utilize fewer positions depending on federal staffing levels and mission requirements.

Agency: The Indian Health Service (IHS), an agency within the Department of Health and Human Services, is responsible for providing federal health services to American Indians and Alaska Natives. The mission of IHS is to raise the physical, mental, social, and spiritual health of American Indians and Alaska Natives to the highest level and assure that comprehensive, culturally acceptable personal and public health services are available and accessible to members of the 567 federally recognized Tribes across the United States.

The Great Plains Area: The Great Plains Area Office (GPAO) in Aberdeen, South Dakota, works in conjunction with its 19 IHS Service Units and Tribal Managed Service Units to provide health care to approximately 130,000 Native Americans located in North Dakota, South Dakota, Nebraska, and Iowa. The GPAO's Service Units include seven hospitals, eight health centers, and several smaller health stations and satellite clinics. Each facility incorporates a comprehensive health care delivery system. The hospitals, health centers, and satellite clinics provide inpatient and outpatient care and conduct preventive and curative clinics.

Background

The Indian Health Service (IHS) an agency within the Department of Health & Human Services is responsible for providing federal health services to American Indians and Alaska Natives. The Indian Health Service provides a comprehensive health service delivery system for approximately 1.9 million American Indians and Alaska Natives who belong to 567 federally recognized tribes, in 35 states. The Indian Health Service Headquarters is located in Rockville, MD and then divided into twelve physical areas: Alaska, Albuquerque, Bemidji, Billings, California, Great Plains, Nashville, Navajo, Oklahoma, Phoenix, Portland and Tucson.

Our facility, the Cheyenne River Health Center (CRHC), falls under the Great Plains Area Office (GPAO). Cheyenne River Health Center (CRHC) provides medical care for approximately 9,000 tribal members living on the CRST Reservation. Serving a rural area, many of our patients travel 100 miles round trip to receive care. The CRHC was built in 2011 to provide an expanded level of health care services specifically designed to meet the needs of the CRHC population.

The Cheyenne River Sioux Tribe through a 638 contract with IHS, operates four satellite health

EMS Services PWS stations which offer basic ambulatory services at Cherry Creek, Red Scaffold, Swiftbird, and Whitehorse communities. Services include: Emergency Room Department, Pharmacy, Physical Therapy, Public Health Nursing, Radiology Services, Inpatient Care, Laboratory, MRI, Dental, Community Health, Contract Health Services, Dietitians, Audiology, Eye Care, Inpatient, Pain Management, and Specialist Clinics: OB/GYN, ENT, Podiatry & Neurology.

Objective

The Contractor shall provide uninterrupted Paramedic Staffing Services in support of the Cheyenne River Health Center at Eagle Butte, South Dakota.

Period of Performance

Base year November 29, 2026 – November 28 2027

Option year 1: November 29 2027 – November 28, 2028

Option year 2: November 29, 2028 – November 28, 2029

Option year 3: November 29,2029 – November 28, 2030

Option year 4: November 29, 2030 - November 28, 2031

Work Schedule

The EMS Department operates twenty-four (24) hours per day, seven (7) days per week.

Contractor personnel shall work rotating 12-hour shifts as assigned by the EMS Department Supervisor.

Personnel are scheduled for 84 hours per two-week pay period. Due to the nature of emergency medical services in a rural environment, actual hours worked may average approximately 91 hours per week, including extended shifts associated with emergency response, patient transport, and mission requirements.

The Government will compensate only actual hours worked and authorized on-call hours.

On-call will be assigned in addition to scheduled shifts and will be compensated in accordance with contract rates.

The Government will compensate only actual hours worked and authorized on-call hours.

Regular Hours: Working rotating 7-12 hours shifts, during a two week period and equal 84 hours in a two week period.

On-Call: The contractor is off duty, but remains available by telephone for the purpose of being contacted when unanticipated situations arise, and remains within a reasonable call-back radius, and reports for duty within 15 minutes of contact.

Work Flexibility: Because we are a health facility and there are compliance issues where coverage is mandatory, work schedules shall occasionally change. As directed by the departmental supervisor, the contractor shall rotate into other duty sections as needed to support patient care.

A 30 minute unpaid meal break will be included with each shift. Lunch breaks will be taken at the approximate midpoint of the shift, and will not be saved in order to leave 60 minutes early.

rest periods, not to exceed 15 minutes every four hours of scheduled duty, if not on a call at that time. Rest periods will not be used for a continuation of lunch/dinner period or taken at the beginning or end of the workday.

Hours worked do not include travel time to reach the CRHS or other place of performance.

Task Order: An order issued in accordance with the terms of the contract that details an ordering activity at a minimum will include the following where applicable: description of services, hours, price, period of performance, contract number, and the ordering activities task order number.

Place of Performance

Cheyenne River Health Center EMS Department 24376 166th Street Airport Road Eagle Butte, South Dakota 57625

Scope

The Contractor shall provide non-personal Emergency Medical Services (EMS) staffing support for up to six (6) EMT-Paramedics and up to six (6) EMT-Basics to support 24-hour operations at Cheyenne River Health Center.

Although staffing is authorized for up to six (6) positions in each labor category, the Government may utilize fewer positions based on operational need. The Government will pay only for actual hours worked and authorized on-call hours.

The Emergency Medical Services (EMS) Department operation hours are 24 hours per day, 7 days per week.

The EMS Services include, but are not limited to: advanced life support ambulance service, transportation of remains, administrative transfers, transports to and from aero-medical evacuation sites, patient transports, and field ambulance services as defined in Indian Health Manual Part 3 Chapter 17 - Emergency Medical Services and by the state of South Dakota The Contractor shall provide personnel who are competent, qualified, and adequately trained to perform the assigned duties.

This is a non-personal service requirement to provide support to the Cheyenne River Health Center. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the contractor who, in turn is responsible to the Government. The contractor shall provide all personnel with supervision and other items as defined in this Performance Work Statement except for those items specified as government furnished property. The contractor shall perform and shall adhere to the standards in this contract.

Performance Measurements Requirement Summary. The following performance objectives and measures will be used to evaluate Contractor performance and compliance under the contract.

This information will be used to prepare annual past performance evaluations. See Exhibit 1, and any documentation or written material in support of same, shall be subject to continuous inspection, surveillance and review for acceptance by the Contracting Officer Representative (COR) or designated representative. Any services rendered by the HCP(s) to patients or interaction with personnel deemed unprofessional/threatening/dangerous by the EMS Director will be considered as grounds for immediate removal of the HCP and termination under the clause 52.212-4 (m) Termination for Cause. Quality Assurance procedures established by the EMS Director shall be used for continuous monitoring. Other performance evaluation factors will be monitored that are not quantified by numerical measurements, which include:

administering medications as provided by the; Contractor providing personnel not meeting the minimum qualification standards; administering inappropriate medications; patient customer service comments; HCP and Contractor relationship with clinic staff/government contracting personnel; compliance with clinic policy and procedures. Services provided by the HCP shall be reviewed and rated in accordance with the Indian Health Service policies, CRHC policies and Joint Commission (JC) standards. A poor rating shall be grounds for immediate removal of the HCP(s).

HCP’s will comply and meet all patients and customer service; HCP’s will meet and maintain a high level of patient and customer satisfaction and all times. No more than two substantiated complaints per year will be permitted.

Requirements and Qualifications

The Contractor shall ensure that all Contractor personnel providing services meet the following requirements:

The Contractor shall not employ any individual to provide direct healthcare services who is listed on the Health and Human Services (HHS) list of providers excluded from federally funded healthcare programs. The list may be found at http://oig.hhs.gov/fraud/exclusions.asp.

The HCP shall have sufficient skills, knowledge, and experience to perform the specific tasks see Paragraph 5. of this Performance Work Statement.

The Contractor will be required to enter into an electronic health system record.

The Contractor and the Contractor personnel shall abide by all clinical standards, rules, and procedures including requirements for licensure, credentialing and quality assurance programs.

The Contractor shall ensure its Contractor personnel perform and maintain required training indicative towards working in a rural setting and Service Unit requirements.

The Contractor shall sit with SI patients, under certain situations, as directed by the EMS Supervisor.

The Contractor certifies that the Contractor shall comply with any and all legal provisions contained in the Immigration and Nationality Act of 1952, As Amended; its related laws and regulations that are enforced by Homeland Security, Immigration and Customs Enforcement and the U.S Department of Labor as these may relate to non-immigrant foreign nationals working under contract or subcontract for the Contractor while providing services to GPA patient referrals. While performing services for the GPA, the Contractor shall not knowingly employ, http://oig.hhs.gov/fraud/exclusions.asp

Quality Assurance Surveillance Plan (QASP), for additional detail

The inspection and acceptance point for all services rendered under this contract will be by the Cheyenne River Health Center. The performance by the HCP, the quality of services rendered, contract or subcontract with an illegal alien; foreign national non-immigrant who is in violation their status, as a result of their failure to maintain or comply with the terms and conditions of their admission into the United States. Additionally, the Contractor is required to comply with all

Amendments, as well as applicable Federal Acquisition Regulations

Contractor personnel shall not have been convicted of a felony.

Contractor personnel shall successfully complete a criminal history background check.

Contractor personnel shall be able to read, write, and speak English well enough and enunciate with sufficient clarity to effectively communicate with patients and various HCPs.

Possess sufficient initiative, interpersonal relationship skills, and social sensitivity such that the HCP can relate to a variety of patients from diverse backgrounds.

Able to operate a personal computer utilizing Microsoft applications, such as Word, Excel, and efficiently utilize an Electronic Medical Record.

Contractor personnel shall be required to meet Continuing Education (CE) requirements as determined by the Emergency Medical Technicians (EMT) State of licensure, whichever is more stringent. The Government will not reimburse for these costs

EMT Paramedics: Must be National EMT certification or a State license. With the ability to obtain a South Dakota State paramedic license

Required certifications: ACLS, PALS, BLS from the American Heart Association

EMT basis: Must be National EMT certification or a State license. With the ability to obtain a South Dakota State EMT license.

Required certificate: BLS from the American Heart Association

Face Masks/Badges: The contractor personnel will be required to obtain and wear badges and masks, in the performance of this service at all times.

Lodging: The Contractor shall be responsible for arranging lodging for their employees that work under this contract. Government Housing is available on a limited basis. Please check with the Cheyenne River Housing Manager for availability and rates at least two weeks before arrival is expected. The CRHC does offer furnished units for contract employees. Depending on the needs of the CRHC and the contract employee, there are unfurnished units available for extended periods of employment. The contract employee is responsible for executing the rental agreement and prompt payment. The Government does not guarantee government housing availability and will be on a first come first serve basis.

Data Rights: The Government has unlimited rights to all documents/material produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government.

These documents and materials may not be used or sold by the contractor without written permission from the Contracting Officer. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

Emergency Health Care: IHS/Cheyenne River Health Center will provide emergency healthcare of the contract providers for injuries incurred while on duty at the facility. These services will be billed to the Contractor at the current full reimbursement rate.

Performance-Based Service Delivery Summary

Requirements. The Performance Requirements will be measured against Government Performance Standards and monitored in accordance with the following Methods of Government Surveillance or what is known as a Quality Assurance Surveillance Plan (QASP) to determine compliance.

Performance Standards/Requirements

PERFORMAN

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REQUIREME

NT

PERFORMAN

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STANDARD

PERFORMA

NC E LEVEL

SURVEILLANCE METHOD

Staffing for Department.

Fill all shifts. Fill Rate 95 % minimum

Review requested and filled shift data. EMS Director/Supervisory Program Manager monitors and provides feedback to

COR.

Patient and Customer satisfaction.

Maintain a high level of patient and customer satisfaction.

Max of two substantiated complaints per staff member per year.

Review assessment of customer complaints. EMS Director and provides feedback to COR.

Qualifications of Personnel

All staff shall be certified.

Max of two uncertified staff prior to orientation

Review and obtain appropriate certifications. EMS Director and provides feedback to COR.

Provide patient care per the policies and procedures.

Complete an accurate assessment of patients.

Meets 100 % Patient complaints, review records to ensure properly completed. EMS Director Monitors and provides feedback to COR.

Documentation of patient treatment using electronic health record system

Document charts completely and accurately.

All required documentation completed 100% of the time.

EMS

Director/Supervisory Program Manager monitors and provides feedback to

COR

Run Reports The contractor shall document each individual

EMS/

ambulance response in a timely, legible and accurate manner.

95% compliance for each incident /response;

documentation n completed/delivered to COR within 48 hours of recording

Reported to EMS Supervisor/Director per incident and monthly reports to

COR.

Patient Safety All patient safety incidents are reporting using Patient Safety Report within 24 hours

All patient safety incidents are reporting using Patient Safety Report within 24 hours

No acceptable deviation

EMS

Director/Supervisory Program Manager monitors and provides feedback to COR.

Mandatory Training Contractor shall complete all required training on time

All (95%) of required training is completed on time by staff.

EMS

Director/Supervis ory Program Manager monitors and provides feedback to COR

Ambulance Response Times

Emergency Response (on-site): ≤ 5 minutes from notification Interfacility Transport Response: ≤ 15 minutes from dispatch

95% of all runs responded with in required time.

Monthly evaluation review of 100% inspection logs

Performance Evaluation: If the contractor fails to perform required services at the acceptable quality level, payment may be withheld until the contractor makes corrections. In the event that the contractor is failing to perform any required services, the COR will provide written notice of such to the Contracting Specialist and CCO and the contractor. The Contracting Office will issue the contractor a Contract Discrepancy Report (CDR). The contractor shall have seven (7) calendar days to provide the Contracting Office with their response to the CDR. Upon for the month in which the performance is question occurred will be calculated as outlined below.

Contractor Payment: If the contractor fails to perform required services at the acceptable quality level, payment may be withheld until contractor makes corrections.

The Contracting Officer Representative (COR) designated for this Project is:

Jerad Sampson

605-964-0579 Cheyenne River Health Center

24276 166th Street, Airport Road Eagle Butte, SD 57625

The COR is responsible for:

a.

b. Interpreting the statement of work;

c. Technical evaluation as required;

d. Technical inspections and acceptance required by this contract; and,

e. Assisting the Contractor in the resolution of technical problems encountered during performance of this contract.

Compensation

Contractor personnel shall be compensated at the fully burdened hourly labor rates established in the contract. These rates include all costs associated with regular and overtime work, benefits, and applicable overhead.

The Contractor is responsible for compliance with all applicable labor laws and regulations.

No additional compensation shall be paid for holidays, weekends, or shift differentials unless otherwise specified in the contract.

Quality Assurance Surveillance Plan (QASP)

The purpose of this QASP is to provide a government developed system to assure the use of quality assurance methods in the administration of the performance based acquisition standards.

The intent is to ensure that the Contractor perform services for the Cheyenne River Health Center that are provided in accordance with performance requirements set forth in the contract documents, that the government receives the quality of services called for in the contract and that the government only pays for the acceptable level of services received.

The plan provides the basis for the COR t The oversight provided for in the contract and in this plan will help ensure that service levels reach and maintain the required levels throughout the contract term. Further, this plan provides the COR with a proactive way to avoid unacceptable or deficient performance and provides verifiable input for the required past performance evaluations.

Contractor Performance Evaluation Report

During the life of this contract, contractor performance will be evaluated on a quarterly basis and final basis pursuant to FAR requirements. These evaluations shall become a part of the contract

, past performance on future contracts. Contractor Performance

Assessment Report System (CPARS) is an on-line reporting system https:://www.cpars.gov/.

The Contractor Performance Report is completed by the COR electronically and sent to the Contractor for review and approval at the end of each performance period, as an interim report, and at the end of the contract performance as a final report.

Security/Background Investigation

To perform the work specified herein, contractor personnel will require access to sensitive data, regular access to HHS-controlled facilities, and/or access to HHS information systems. The Government has determined the position sensitivity under this effort to be Level I.

To gain access to the sensitive data, HHS-controlled facilities, and/or HHS information systems, the Contractor shall comply with Homeland Security Presidential Directive 12, Policy for a Common Identification Standard for Federal Employees and Contractors, and with the personal identity verification and investigation procedures obtained in:

-HHS Information Security Program Policy, http://www.hhs.gov/ocio/securityprivacy/

-HHS Office of Security and Drug Testing, personnel Security Suitability Handbook, http:://www.hs.gov/ocio/policy/hhs-ocio-2011-0003.html

-HHS HSPD-12 Implementation Policy (draft)

The minimum Government investigation for a non-critical sensitive position is a National Agency Check and Inquiries (with fingerprinting), which consists of searches of records sent to current and past employers, schools attended, references, and local law enforcement authorities. More restricted positions, above non-sensitive, require more extensive documentation and investigation.

This security applies to all sub-contracts and/or sub-contractors associated and/or created from this contract.

Required Security Clearance Forms for credentialing and security clearance will be provided to the contractor after award.

References

Statutes, Acts, Laws, and/or Regulations generally applicable to IHS security and functions, include, but are not limited to:

http://www.cpars.gov/ http://www.hhs.gov/ocio/securityprivacy/ http://www.hs.gov/ocio/policy/hhs-ocio-2011-0003.html

Health Information Technology for Economic and Clinical Health Act Federal Information Security Management Act (FISMA), part of the E-Government Act of 2002 (Public Law 107-347, Title II) OMB Circular A-130 and Appendix III, Security of Federal Automated Information Resources OMB Circular A-11, Preparing, Submitting, and Executing the Budget Presidential Decision Directive 63 (PDD 63) NIST Special Publications 800 Series Health Insurance Portability and Accountability Act (HIPAA) Indian Healthcare Improvement Act (HCIA) Public Law 94-437 Crime Control Act 1990 Public Law 101-647

Indian Child Protection and Family Violence Prevention Ace Public Law 101-630 Privacy Act of 1974 Section 508 of the Rehabilitation Act of 1973 Courtesy and Respect in the Workplace Policy

Business Agreement

Pursuant to 45 C.F.R. 164.502(e), the Indian Health Service, as a covered entity, is required to which the business associate must agree to appropriately safeguard Protected Health Information (PHI) that is will use and disclose when performing function, activities or services pursuant to its contract with IHS. Therefore, a business associate agreement shall be attached to this contract and executed upon award of this contract. See attached Business Associate Agreement.

Invoice Submission:

Invoices shall be submitted through Invoice Processing Platform (IPP).

The IPP website address is: https://www.ipp.gov

In compliance with the Office of Management and Budget (OMB) M-15-19 memorandum directing Federal agencies to adopt electronic invoicing as the primary means to disburse payment to vendors. Invoices submitted under any award will be required to utilize the Invoice Processing Platform (IPP) in accordance with HHSAR 352.232-71, Electronic Submission and

-based electronic invoicing system with the Federal Reserve Bank of St. Louis (FRSTL).

Contractors are encouraged to register an account with IPP if they have not already done so. If your organization is already registered to use IPP, you will not be required to re-register-however, we encourage you make sure your organization and designated IPP user accounts are valid and up to date. It will be the responsibility of the contractor to keep active and maintain http://www.ipp.gov/ there SAM.gov account, in order to keep there IPP account active. Payment is sent via E.F.T., through the account registered in SAM.gov.

If you require assistance registering or IPP account access, please contact the IPP Helpdesk at

(866) 973-3131 (M-F 8AM to 6PM ET), or IPPCustomerSupport@fiscal.treasury.gov or ihse-invoicingteam@ihs.gov

Should the contractor feel that use of the IPP would be unduly burdensome, their response to the solicitation should include an explanation of this position, for a determination by the contracting officer to allow non-IPP invoicing.

The contractor shall submit a signed and approved invoice to request payment through IPP, at least bi-weekly. If services are billed at an hourly rate, invoices will include timesheets, signed off by the department supervisor.

The Contractor shall include the following information on each invoice in accordance with the Prompt Payment Act (5 CFR Part 1315.9(b):

1. Contractor's name;

2. Invoice number and date;

3. Entire award number/Contract number or other authorization number for delivery of goods or services;

4. Description (including dates of service), price, and quantity of goods and services rendered;

5. Shipping and payment terms;

6. UEI number and Taxpayer Identifying Number (TIN); and

7. Contact name (where practicable), title and telephone number.

Only actual hours worked must be invoiced for, at the Fixed Rate referenced in the award document(s). The government reserves the right to not use all hours enacted under each task order and will de-obligated excess hours at close-out of the task order.

Mandatory Background/Security Clearance Requirements:

The employees of the Contractor or its subcontractors, are subject to a background investigation and shall comply with Section 231 of the Crime Control Act of 1990, P.L. 101-647; and the Indian Child Protection and Family Violence Prevention Act, P.L. 101-630. In addition, each person shall also comply with the Privacy Act of 1974 and the HIPPA Act of 1996. Failure to comply with these statutes will result in immediate removal.

Contractor personnel performing work under this contract, which involve regular contact with, or control over, Indian children, are subject to a character investigation in accordance with the

-630. The Indian Health Service Personnel Office will conduct these investigations following award of a contract unless in the judgment of the Contracting Officer, in consultation with the Personnel Officer, investigation may be waived based on prior investigations on file. Until the character investigation has been completed and the Contracting Officer notified, such individual shall not mailto:IPPCustomerSupport@fiscal.treasury.gov mailto:invoicingteam@ihs.gov have unsupervised contact with Indian children. This level of security is required, and must be maintained for the life of the contract.

Before starting work requiring routine access to I.H.S. facilities or systems each person must complete a FBI National Criminal History Check (Fingerprint Check) adjudicated by an I.H.S.

employee using the Office of Personnel Management Personnel Investigations Processing System.

Fingerprint cards need to be mailed by USPS, UPS, or Fed Ex, to:

Cheyenne River Health Center Attn: Quintessa Lightning Fire Background Clearance 24276 166th Street Eagle Butte, South Dakota, 57625

The only acceptable format for official fingerprints is federal document FD-258 (Rev. 5-15-

17) 1110-0046. The fingerprints must be ORIGINAL in ink. The document must be completed in its entirety. The fingerprint form when completed can be sent using USPS, Fed-Ex or any commercial carrier but must be sent to the address and person named above.

In addition, no Contractor or subcontractor employee shall be permitted to perform work under this contract if listed on the HHS Office of Inspector General List of Excluded Individuals/Entities (LEIE), http://exclusions.oig.hhs.gov. As soon as practicable prior to the start of work, the performance of the work the Contractor shall provide to the Contracting Officer the names of all individuals to be used in performance of work for screening against the

LEIE.

The Contractor is responsible for conducting security preclearance investigations in sufficient depth to ensure that each Contractor or subcontractor employee referred to I.H.S. is not on the LEIE and can obtain a favorable fingerprint clearance. Each security preclearance shall be conducted sufficiently in advance of the start of performance to avoid delays caused by denial of access. If this is a Time and Materials, Labor-Hour or Cost Reimbursement contract, the contractor shall not charge for or be reimbursed for labor hours or other costs incurred for employees who are unable to perform due to denial or access or the excess time required to resolve and clear unfavorable security clearance findings. If this is a Fixed Price contract, denial of access due to security clearance findings shall not be a basis for excusable delay or an increase to the contract amount.

Government will pay for the cost to process the contractors suitability clearances. However, multiple investigations for the same position may, at the Contracting Officers discretion, lead to reduction(s) in the contract price of no more than the cost of the extra investigation(s).

Employees that DO NOT have access to LMS, contractors, volunteers, or IHS employees with

IHS Sexual Abuse Prevention http://exclusions.oig.hhs.gov/ website. When the contractors have completed and passed the training, please have them send a copy of the last page of the training with Name, Date, and Time to their respective Department Supervisor, COR, and Kimmen LeBeau, e-mail: Kimmen.LeBeau@ihs.gov

Request Background documents from the contractor, to complete the clearance process, should be mailed/FedEx to the designated background coordinator with 5-7 days.

Since the background clearance process may take up to 2 weeks to be processed and cleared, candidates coming on board should have their complete background documents properly filled out, Employee Health Records, and fingerprint cards, sent to the background coordinator 10 days before there scheduled start date. Failure for delay of getting the required background documents into the Background coordinator, will be reflect on contractors rating performance and entered into CPARS.

Mandatory Employee Health Records Requirements:

Clearance from the Employee Health Coordinator (EHC) needs to be obtained prior to the contractor arriving to the facility, this means all records have been collected and reviewed by the EHC. The EHC will notify the company’s point of contact and direct supervisor when all records have been received.

Contactors are required to follow any Employee Health or Infection Control mandates given by Indian Health Services (IHS) Headquarters, IHS Great Plain Areas, IHS Cheyenne River Health Center, or the Infection Control Preventionist of CRHC.

Immune History Records: These vaccines are usually administered in childhood: MMR, hep B and varicella. If they don’t have an immunization record for these, they will need blood titer to see if they have immunity. Tdap is given in adult hood.

• Two (2) documented vaccinations of MMR or a titer showing immunity to Mumps, Measles (Rubeola), Rubella

• Three (3) documented vaccinations of hepatitis b or a titer showing immunity to hepatitis B o Declination available

• Two (2) documented vaccinations of varicella or a titer showing immunity to varicella o History of varicella does not count as proof of disease

• Tdap o Not the same Td or Dtap

Annual Items: Can’t expire during contract. Example: If PPD was last done on 12.31.24, it will expire on 12.31.25

• PPD (purified protein derivative) or QuantiFERON- TB Gold within the last year o Contractors with history of Tuberculosis will need to submit CXR and complete screening questionnaire mailto:Kimmen.LeBeau@ihs.gov

• Fit Test within the last year to a mask that CRHC carries:

o 3M 1860 Small and Regular o Halyard “Duckbill” Fluidshield Small and Regular o Moldex 1513 Large o PAPR

Seasonal Items: Need proof if contracted between Oct 1 to March 31

• These immunizations are released late summer / early fall and run like school years, so if someone starts in Feb, they will need the previous year’s vaccine.

o Example: starts Jan 2026, would need the Flu and COVID vaccine for the 2025-26 season

• Flu vaccine for current season o Medical and Religious Exemptions may be submitted, will need to be reviewed and approved by EHC

C. CONTRACT ADMINISTRATION REQUIREMENTS

C.1 Contract Kick-off Meeting After contract award and prior to the start of work, the Contractor shall participate in a kick-off meeting scheduled by the Contracting Officer (CO) or Contracting Officer’s Representative (COR). Participants shall include the Contractor’s Program Manager and/or Task Manager and Government representatives. The purpose of this meeting is to review contract requirements, roles and responsibilities, reporting procedures, and performance expectations.

C.2 Progress Meetings During contract performance, the Contractor shall participate in progress meetings at intervals determined by the Government. These meetings will address performance status, staffing, and any issues affecting services. The Contractor shall prepare and submit meeting minutes to the COR and Technical Point of Contact (TPOC) within five (5) business days for review and concurrence.

C.3 Notice to the Government of Delays In the event the Contractor encounters or anticipates difficulty in meeting performance requirements or complying with the contract schedule, the Contractor shall immediately notify the Contracting Officer and COR in writing. The notification shall include the cause, impact, expected duration, and proposed corrective actions. This notification is informational only and shall not be construed as a waiver of Government rights or remedies.

C.4 Contractor Phase-In and Phase-Out The Contractor shall provide phase-in and phase-out services for up to ninety (90) days, if required by the Government. The Contractor shall ensure continuity of services by providing qualified personnel and coordinating transition activities to maintain uninterrupted operations at required performance levels.

1. Authority

1.1. No person other than the Contracting Officer has authority to bind the Government with respect to this contract.

1.2. No action or omission of any government employee or representative other than the Contracting Officer shall increase or decrease the scope of this contract or shall otherwise modify the terms and conditions of this contract.

1.3. In no event shall any of the following be effective or binding on the Government or imputed to the

Contracting Officer with respect to this contract:

1.3.1. An understanding or agreement between the Contractor and anyone other than the Contracting Officer;

1.3.2. A purported modification or change order issued by anyone other than the Contracting Officer;

1.3.3. A promise by anyone other than the Contracting Officer to provide additional funding or make payments; or

1.3.4. An order, direction, consent, or permission from anyone other than the Contracting Officer to:

1.3.4.1. Incur costs in excess of a specified estimated cost, allotment of funds, or other ceiling; or

1.3.4.2. Expend hours in excess of a specified level of effort.