PWS ET Admin Clerk COR Edits 4 Aug 21.pdf

Performance Work Statement (PWS)

Education and Training (E&T) Administrative Clerk Service Contract

The 18th Medical Group Kadena

Air Base, Okinawa Japan

4 Aug 2021

CONTENTS:

Description of Services

1 Scope

1.2 Place of Performance

1.3 Mission Essential Status

1.4 Education and Experience Requirements

1.5 E&T Admin Clerk Services Task

1.6 Mandatory Knowledge and Skills:

1.7 Orientation and Training:

1.8 Hours of Operation:

2 Facility and Equipment

2.1 Government Provided

3 General Information

3.1 Quality Assurance/Control

3.2 Security Requirements:

3.3 Privacy and Confidentiality:

3.4 Contractor Personnel

3.5 Contractor Manpower reporting

3.6 Administrative Checks and Requirements

3.7 Conservation of Utilities

3.8 Environmental Control

4 Service Summary

5 Appendices

5.1 Appendix A –Acronyms/ Definitions

5.2 Appendix B – Publications/Forms…………………………………………………...17

Description of Services

1. Scope:

1.1. The Contractor will provide administrative and personnel support for the 18th Medical Group (MDG). Providing administrative guidance and a variety of support service functions as it pertains to the promotion of clinical competency, currency, and professional training and development of all medical Air Force Specialty Codes (AFSCs) within the MDG, which includes but is not limited to, Military Training Network Life Support program(s), Newcomers' Orientation, readiness and monthly training day activities in support of Officer, Enlisted, Civilian and Contractor Professional and Technical Education requirements IAW current accreditation agency standards, DoD and AFIs, MAJCOM, AETC and DHA guidance. Supports and assists in the scheduling of E&T courses to include medical life support certifications such as ACLS, BLS, etc. Plans workload, sets/adjusts short-term priorities based on organizational E&T requirements and customers’ needs. Management of training records, course approval, tracking of training requests, training schedules as well as periodic audits of training reports of 18 MDG personnel. Verify and update personnel training documentation.

Schedule training, to include notifications, coordination of Medical Group training requirements. Requisition administrative supplies and equipment for the Group’s Education & Training Staff. Tracks electronic database programs to ensure employees' training records are updated. Provides statistical information on completion rates of mandatory and elective E&T programs for the 18 MDG staff. In addition to Microsoft Word, Power point, Excel, Outlook and Access computer programs, will work on a variety of databases and websites, but not limited to Relias Learning, MyLearning, JKO, Red Cross, vMPF, Elsevier, DHA, DMLSS and MRDSS-ULTRA.

1.2 Place of Performance:

1.2.1 The Contractor shall provide services at the 18 MDG, Kadena Air Base (AB), Japan.

1.3 Mission Essential Status:

1.3.1 This service is determined to be non-essential for performance during crisis according to Department of Defense Instruction (DODI) 3020.41, Operational Contract Support, paragraph 2.c. (See Appendix B, Applicable Forms and Publications), in the event of crisis, the contractor will be notified by the Contracting Officer (CO) of the need to discontinue services due to contingency, base closure or other causes. If notification to discontinue services is not received, the contractor will be expected to continue performance in according with the Performance Work Statement (PWS).

1.3.2 Performance of Services During Crisis Declared by the National Command Authority or Overseas Combatant Commander. This service contract is classified as “low mission impact” during a crisis as declared by the National Command Authority or Overseas Combatant Commander. In the event of such a crisis, the CO or the Contracting Officer Representative (COR) will direct the contractor employee to discontinue the service due to base closure. Until such a notification, the contractor employee are required to continue the performance.

1.4 Education and Experience Requirements:

1.4.1 Personnel shall possess a minimum of an associate’s degree with administrative clerk work experience.

1.5 E&T Admin Clerk Services Task

1.5.1 The Contractor personnel shall perform tasks listed, meeting or exceeding established standards that include but are not limited to: timeliness, accountability, legibility, accuracy, content, format, security and protection of personnel identifying information and other pertinent information via direct or telephonic contact, or other relevant sources such as professional and non-professional education and training records.

1.5.2 Prepares E&T training monthly reports with metrics and analysis as requested of programs and projects.

1.5.3 Validates staff training documentation and updates education training readiness databases as appropriate.

Assists personnel with questions/problems associated with education and training. Conducts staff training audits and follow-ups.

1.5.4 Ensures adherence to DoD, DHA and AFMS training policies. Utilizes automated learning management systems to manage clinical skills references, assign topics, grade tests, and track completion as well as assign computer-based training to personnel. Briefs leadership on training status.

1.5.5 Assists with gaining and out-processing staff coordination. Provides and assigns member-training requirements. Updates databases of members gained and departed under the jurisdiction of E&T. Promotes education training requirements to personnel of required training requirements.

1.5.6 Maintains, tracks, coordinates, follow-up and manages status of training equipment kits in support of instructors and facilitators. Orders and tracks consumable and supplies.

1.5.7 Performs customer service activities in a polite, professional and courteous manner. This task entails answering the telephone and speaking to members who present to office in person. Operates personal computer and appropriate software to produce/edit/email/file documents. Maintains personal appearance neat and clean and always wears medical badge.

1.5.8 Manages, updates, reports metrics, track education training databases and readiness schedules.

Demonstrates proficiency in use of technology to enhance strategic communication. Collects, organizes, and compiles monthly departmental reports to include training, competency, and licensure status to include applicable annual reports.

1.5.9. Demonstrates clear, effective written communication including but not limited to E&T organizational box, e-mails, memos and reports on timely bases to meet suspense.

1.5.10 Monitors electronic database program reports to ensure staff's training records are updated, report upcoming requirements and delinquencies. Gathers and provides statistical information on completion rates of mandatory and elective E&T programs for the staff.

1.5.11 PRIVACY ACT/PERSONALLY IDENTIFIABLE INFORMATION (PII). In accordance with AFI 33- 332 “Communication and Information”, supporting contractor shall maintain a paper or electronic Status of Record (SOR) only under the authority of an approved Status of Record Notice (SORN) published in the Federal Register.

1.5.11.1 Collect, maintain, and use information only for purposes described in the published SORN to support programs authorized by law or executive order and as implemented by DoD and AF prescribing directives.

1.5.11.2 Adequately safeguard records.

1.5.11.3 Maintain records in accordance with (IAW) an approved Records Disposition Schedule (RDS), which defines the time period records should be maintained and how to properly disposition records, including destruction.

1.5.11.4 Ensure records are timely, accurate, relevant, and complete

1.5.11.5 Amend and correct information in a SOR upon request, as appropriate by the owner of the

SOR.

1.5.11.6 Allow individuals to review and receive copies of record(s) that contain their personal information unless a statutory exemption applies. http://dpclo.defense.gov/Privacy/SORNs.aspx

1.5.11.7 Ensure personal information which is accessible or viewable through SharePoint or similar web base applications are properly safeguarded to where only individuals who have an official need-to-know to conduct daily operations may gain access or view.

1.5.11.8 Remove personal information which is accessible through the use of SharePoint or similar web base applications, when no longer needed for daily operations and properly file IAW AF RDS maintained in the Air Force Records Information Management System.

1.5.11.9 Ensure personal information stored on shared drives, folders, and directories are accessible only to individuals whose official duties provide them a valid need-to-know.

1.5.11.10 Digitally sign and encrypt e-mail messages, or password protect any attachments containing personal information.

1.5.11.11 Provide personal information requested thru the Privacy Act at the requesters discretion. (E.g. personal e-mail (unencrypted), facsimile, first class mail, etc.)

1.5.11.12 Use official forms and similar tools that have been approved and published IAW AFI 33-360, Publications and Forms Management, when collecting PII.

1.5.12 Assist with pulling rosters from a variety of databases and websites, but not limited to Relias Learning, MyLearning, JKO, Red Cross and MRDSS-ULTRA.

1.5.13 Updates members education, training and readiness information in applicable databases and websites.

1.5.14 Ensures all E&T questions are answered in a timely manner. Maintains knowledge of the process, implementation, and review of research to include source references.

1.5.15 Supporting contractors shall not:

1.5.15.1 Maintain a System of Records on individuals without their knowledge and/or without a SORN published to the Federal Register. Doing so is known as maintaining a “Secret File” on an individual which is a violation of the Privacy Act. Personnel who fail to adhere to this paragraph may be punished under Uniform Code of Military Justice (UCMJ) Article 92(1) or a civil equivalent.

1.5.15.2 Keep records on how a person exercises First Amendment rights. First Amendment rights include, but are not limited to, freedom of religion, freedom of political beliefs, freedom of speech, freedom of the press, the right to assemble, and the right to petition. EXCEPTIONS are when: the AF has the permission of that individual, the individual posts/sends the record directly to the AF, or is authorized by Federal statute; or the information pertains to and is within the scope of an authorized law enforcement activity.

http://dpclo.defense.gov/Privacy/SORNs.aspx

1.5.15.3 Penalize or harass an individual for exercising rights guaranteed under the Privacy Act.

1.5.15.4 Transmit informational materials or communications that contain personal information to or from personal or commercial e-mail accounts unless a written consent has been submitted by the individual who has requested their personal information to be sent to a personal or commercial e-mail account. In addition, the transmission of PHI is restricted, pursuant to guidance in AFI 41-210, Tricare Operations and Patient Administration Functions, paragraph 6.16. Personnel who fail to adhere to this paragraph may be punished under UCMJ Article 92(1) or a civil equivalent.

1.5.15.5 Use auto-forwarding through multiple user accounts to circumvent Common Access Card (CAC)-based authentication and DoD encryption requirements.

1.5.15.6 Mail or courier sensitive electronic personal information on any removable media (i.e. CDs, DVDs, hard drives, flash drives, or floppy disks) unless the data is encrypted (see AFI 33-200, Information Assurance Management). (See para 6.2.2.5.2., 6.2.3.4. or 6.2.4.4., of this publication).

1.5.15.7 Return failed hard drives to include copiers with internal hard drives, to a vendor for service if the device was ever used to store personal information, without ensuring all data has been permanently removed.

1.5.15.8 Leave personal information in unsecured vehicles, unattended workspaces, unsecured file drawers, or in checked baggage

1.5.16 COMMUNICATION. The Contractor shall ensure contract employees maintain open and professional communication with members assigned and supported by the Military Treatment Facility (MTF). Maintains a professional manner, displays a positive/cooperative attitude and remains objective during conflict resolution.

Exercises clear, effective verbal communication with all presentations both formal and informal.

1.5.17 COMPLAINT MANAGEMENT. Complaints validated by the government representative shall be reported in writing to the Contract Officer and the Contractor for action. Failure of the Contractor to correct validated complaints cited by the government representative and the CO will be considered a failure to perform.

1.5.18 SUPPLIED EQUIPMENT. The government shall provide equipment on a shared basis. To include but not limited to the following equipment: computers, workspace, office supplies, telephones, publications. The contractor shall be responsible for any damage to government provided material or equipment when “caused by contractor personnel.”

1.6 Mandatory Knowledge and Skills:

1.6.1 ENGLISH LANGUAGE REQUIREMENT. Personnel shall be able to read, write, speak, and understand English fluently.

1.6.2 The personnel performing this duty will be knowledgeable in general administration, telephone etiquette, office management methods, excellent communications and customer service skills, and a strong organizational background.

Personnel shall also be knowledgeable in computer operations to include Windows 10, Microsoft Outlook, and Microsoft Office applications. Personnel must understand the importance of deadlines.

1.7 Orientation and Training:

1.7.1 ORIENTATION TRAINING. The Contractor shall ensure that all Contractor personnel participate in the Government provided MTF orientation program for newly assigned personnel within 60 business days of performance start. Orientation training will be conducted during normal hours of operation, and will be scheduled by the COR. Orientation shall include training on regulations specific to the professional specialty, and hospital and AF policy and procedures, instructions on automation processing, quality assurance policies, and other information systems as they apply to the position. These trainings will be provided by the government during the contractor’s normal duty hours and at no expense from the contractor.

1.7.1.1 The Government will provide the following 18 MDG initial and ongoing training:

1. Newcomers Orientation (Initial)

2. Annual Sustainment Training (Ongoing)

3. Medical Facility/Air Force Unique Training (Ongoing)

4. Security Training (Ongoing)

5. Section Specific Safety Briefings (Ongoing)

6. Basic Life Support

1.7.1.2 The Government will provide initial and ongoing training on 18 MDG appointing protocols/protocol changes to the Contract personnel. These trainings will be given on an as needed basis.

1.7.1.3 When in-processing the MTF, contractors are required to provide proof of immunizations including, but not limited to: Hepatitis B; Measles, Mumps, and Rubella; Tetanus, Diphtheria, Pertussis;

Tuberculosis; Varicella; and Influenza (annual requirement). Any missing immunizations will be required in order to finalize in-processing and will be obtained at the Contractor’s expense.

1.7.2 GENERAL TRAINING. The Contractor shall be responsible for ensuring personnel comply with health information privacy and security policies and procedures. The Government will provide training on Government provided forms and equipment, Air Force directives, MTF policies and procedures. Contractor personnel shall participate in continuing education programs to update and/or maintain skills and knowledge to meet annual requirements.

1.7.2.1 BASIC LIFE SUPPORT CERTIFICATION. At a minimum, contractors working within an MTF must maintain current certification in either the American Heart Association Basic Life Support (Course C) or the American Red Cross Cardiopulmonary Resuscitation/Basic Life Support (Heart Saver) Course. Initial training shall be provided by the Government and the E&T Admin Clerk will be scheduled for training upon arrival in the position and the government will offer initial or refresher training for contract workers on a space available basis. If training is received within the facility, the time will NOT be billable to the Government. The Government will not pay for initial or recertification training obtained outside the MTF.

1.7.2.2 HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT (HIPAA) OF 1996.

All Contracted Management Staff performing services for the Air Force are required to complete initial and annual refresher HIPAA Privacy and Security Rule training as provided by the MTF for its personnel and will be held accountable for complying with health information privacy and security policies and procedures. Reference paragraph 3.3 for more details.

1.7.3 COMPUTER TRAINING. Contractor personnel who have any interaction with the MTF computer systems must receive training for the applicable system(s). The Functional Representative Evaluator Designee (FRED) will coordinate the necessary computer training. The training will be on-site and during normal hours of operation. This training will be at no cost to the Contractor. Access to patient data systems is an "Automated Data Processing Sensitive" position requiring compliance with AFI 31-501, Personnel Security Program Management. (See Appendix B, Applicable Forms and Publications)

Note: The Contractor shall be required to sign and submit a Request for Functional Automated Information Systems Access memorandum for system access.

1.8 Hours Of Operation:

1.8.1 The contractor shall maintain the following service hours to conduct normal day-to-day business: 7:30 a.m. to 4:30 p.m., Monday-Friday 8 hours a day, with a maximum of 40 hours per week. When necessary for contractor personnel to work hours other than 7:30 a.m. to 4:30 p.m., Monday through Friday, contractor must coordinate with the section chief or FRED. Personnel must be in the work area and available for work at the appointed times. On 18 MDG training days the contractor will work for the day unless unpaid leave is submitted. A lunch period will be an hour is not a payable period, but will be coordinated with the FRED.

Commuting time to and from required place of performance is not compensable by the Government. There will be no overtime paid on this contract.

1.8.2 Non-Duty Days. Contractor is not required to perform on government non-duty days or other times when the MTF may be closed such as Pacific Air Forces family days. The FRED at each location shall notify the contractor five (5) work days prior the family day if performance will be required.

1.8.2.1 Non-paid days. The government will not be required to pay for scheduled/unscheduled absences or days where the contractor does not perform services (i.e. waiting for replacement contractor personnel to arrive).

1.8.3 RECOGNIZED HOLIDAYS. Federal Holidays are paid days. The contractor is not required to provide service on the following federal holidays. Any Federal Holidays falling on Saturday will be observed on the preceding Friday, holidays falling on a Sunday will be observed the following Monday.

New Year’s Day 01 January Martin Luther King’s Birthday Third Monday in January President’s Day Third Monday in February Memorial Day Last Monday in May Juneteenth Day 19 June Independence Day 04 July Labor Day First Monday in September Columbus Day Second Monday in October Veteran’s Day 11 November Thanksgiving Day Fourth Thursday in November Christmas Day 25 December

1.8.4 Scheduled and Unscheduled Absences. Contractor personnel are allowed to take up to twenty (20) work days of leave annually. Leave is classified as both annual, vacation or sick leave. Leave shall be taken in one

(1) day increments and shall not exceed ten (10) consecutive work days. All leave is considered non-paid days and shall be deducted from the contractor’s monthly invoice. Timing and details shall be coordinated with the FRED. Scheduled absences shall be scheduled at least thirty (30) calendar days in advance and mutually agreed upon by the COR and individual. Unscheduled absences shall be called into the FRED by the contract provider within the first two (2) hours of each duty day that he/she is unable to report to work.

1.8.4.1 In case of absences or illness exceeding two weeks, the Contractor shall replace the absent employee with another of equal or exceeding qualifications. The Contractor/Contractor’s personnel shall advise the COR of absences due to illness or incapacitation.

1.8.4.2 If the Contractor is absent for more than two consecutive days due to illness, the Contractor shall provide the Government with a statement that the employee is free from communicable illness before/as the employee returns to work. The Government’s intent is to ensure that illnesses will not be passed to others in the workplace. The Government reserves the right to examine and or re-examine any worker who meets this criterion.

1.8.5 Replacement of contractor personnel. The contractor management staff shall replace permanent contractor personnel no later than thirty (30) days resignation date. Contractor personnel must notify to the Contractor and the Government staff (COR, Contracting Administrator or CO) of the intention to vacate the job at least thirty (30) calendar days prior to the last duty day. (e.g. send resignation form/document to the Contractor). The Contractor must provide candidate package to the Government staff no later than thirty (30) calendar days prior to the date of resignation. The contractor management staff shall ensure that all temporary or permanent replacement staff are fully qualified, meet all pre-placement requirements and are ready to perform within the required timeframe.

1.8.6 The Defense Medical Human Resources System Internet is the DoD accounting system for financial, personnel, education and training, and workload within the MDG. The Contractor staff is responsible to provide all required information monthly (for example: personal data, work schedule, worked hours, work center, etc.) for all contractor personnel to the Medical Expense and Performance Reporting System manager or clinic Medical Expense and Performance Reporting System monitor for entry into the system by the Air Force.

1.8.6 Contractor will only be allowed to invoice for hours rendered.

2 Facility and Equipment

2.1 Government Provided:

2.1.1 The Government will provide a workstation within work section in MTF . No alterations to the facilities shall be made without specific written permission and approval. In case of alterations necessary for compliance with Occupational Safety and Health Act (OSHA), such permission shall not be unreasonably withheld. The Contractor shall return the facilities to the Government in the same condition as received, except for fair wear and tear and approved modifications. These facilities shall only be used in performance of this contract.

2.1.2 The Government will furnish utilities to include heating, electricity, water, and sewer.

2.1.3 The Government will provide all equipment necessary to accomplish the appointing procedures including telephony equipment, computers, and general office supplies.

2.1.4 The Contractor shall notify COR, in writing, of any equipment that is broken, damaged, or in any way inoperable. The MDG will be responsible for the maintenance and replacement of any damaged or broken equipment.

2.2 Safety Requirements:

In performing work under this contract, the contractor shall:

2.2.1 Conform to the safety requirements contained in the contract for all activities related to the accomplishment of the work.

2.2.2. Perform work in a safe manner as required by OSHA 2206, General Industry, Occupational Safety and Health Standards (29 Code Federal Regulation (CFR) 1910) and Japan Environmental Governing Standards by US Force Japan.

2.2.3. Develop and provide at the start of the orientation period or the start of the first operational performance period (if there is no orientation period) a safety plan for the protection of government facilities and property and to provide a safe work environment for contractor personnel.

2.2.4. Provide protection to government property to prevent damage during the period of time the property is under the control or in possession of the contractor.

2.2.5. Include a clause in all subcontracts to require subcontractors to comply with the safety provisions of this contract as applicable.

2.2.6. Record and report promptly (within one hour) to the FRED, all available facts relating to each instance of damage to government property or injury to either contractor or government personnel.

2.2.7. In the event of an accident/mishap, take reasonable and prudent action to establish control of the accident/mishap scene, prevent further damage to persons or property, and preserve evidence until released by the accident/mishap investigative authority through the contracting officer.

2.2.8. If the government elects to conduct an investigation of the accident/mishap, the contractor shall cooperate fully and assist government personnel in the conduct of investigation until the investigation is completed.

2.2.9. Include a clause in each applicable subcontract requiring the subcontractor's cooperation and assistance in accident reporting and investigation.

2.2.10. Ensure personnel have the following on-base emergency services phone numbers programmed into their cell phones:

While working on Kadena, call Kadena Dispatch at 098-934-5911 or 098-962-9445.

3. General Information

3.1 Quality Assurance/Control

3.1.1 The Government will periodically evaluate the contractor’s performance by appointing a FRED to monitor performance to ensure services are received. The COR will complete a monthly surveillance report and submit to the CO. The COR may evaluate the Contractor’s performance through intermittent on-site inspections of the Contractor’s performance and receipt of validated complaints. The Government may increase or decrease the number of inspection based on performance. The COR shall make determination of the validity of customer complaint(s). In the event there is a dispute, the Contracting Officer will make the final determination. Government personnel will record all surveillance observations. The preferred method, when possible, of correcting contract defects is re-performance at no additional contract cost. At a minimum, contractor shall provide documentation of their efforts to preclude repeat deficiencies.

3.1.1.2 The COR and FRED are the authorized government representative(s) who will perform assessments of the contractor’s performance. Subsequent to contract award, the identity of the COR and FRED, with a letter defining their duties and authority will be promptly furnished to the successful bidder/offeror.

3.1.1.3 The COR(s) will inform the contract manager when discrepancies occur and will request corrective action. The COR will make a notation of the discrepancy on their surveillance checklist with the date and time the discrepancy was noted and will request the contract manager (or authorized representative) to initial the entry on the checklist.

3.1.1.4 Any matter concerning a change to the scope, prices, terms or conditions of this contract shall be referred to the Contracting Officer and not to the COR(s).

3.1.1.5 The services to be performed by the contractor during the period of this contract shall at all times and places be subject to review by the Contracting Officer or authorized representative(s).

3.1.2 The Contractor shall develop, submit for CO acceptance, and maintain a quality control plan to ensure appointing services are performed in accordance with this statement of work and specifically address the Service Summary items. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services.

3.1.3 The Contractor’s shall include, as a minimum:

3.1.3.1 Inspection System. A description of the inspection methodology used to cover all tasks and services.

The description shall include specifics as to the areas to be inspected on a scheduled and unscheduled basis, frequency of inspections, submission of quality control inspection schedule, and the title and organizational placement of the inspectors.

3.1.3.2 Identification/Prevention Methods. A description of the methods to be used for identifying and preventing defects in the quality of service performed.

3.1.3.3 Documentation. The Contractor shall document inspections and corrective or preventive actions taken.

The record of inspections shall be kept and made available to the Government throughout the contract performance period and for the period after contract completion until final settlement of any claims under this contract.

3.1.4 The Contractor shall establish and implement methods of making sure all keys/combinations issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. The Contractor shall not duplicate any keys issued by the Government. The Contractor shall immediately report to the COR any occurrences of lost or duplicated keys. In the event keys, other than master keys, are lost or duplicated, the Contractor may be required, upon written direction of the COR, to re-key or replace the affected lock or locks without cost to the Government. The Government may, however, at its option, replace the affected lock or locks or perform re-keying and deduct the cost of such from the monthly payment due the Contractor. In the event a master key is lost or duplicated, the Government shall replace all locks and keys for that system, and deduct total cost from the monthly payment due the Contractor.

3.2 Security Requirements:

3.2.1 All personnel employed by the Contractor in the performance of this contract, or any representative of the Contractor entering the Government installation, shall abide by all security regulations of the installation. All employees shall possess base provided identification cards and Vehicle Registration Certificates for personal vehicles requiring access to Kadena AB. When any employee no longer works for the Contractor at the installation, the Contract Manager shall return any Government-furnished identification to the Government.

These passes are at no cost to the contractor. The 18th Contracting Squadron shall coordinate assistance in attaining the proper installation identification.

3.2.2 Contractor employees shall wear visible identification badges on the front of outer clothing, between the neck and waist.

3.2.3 The Contractor’s employees shall have, a background check completed in order to have access to Government systems. Contractor is responsible for completing SF85P Worksheet and providing fingerprint cards for each employee prior to access to the installation. The Contractor shall comply with regulations, DoDI

5200.2 Personnel Security Program, (See Appendix B, Applicable Forms and Publications). Note: the Contractor may request an interim clearance for access to government systems when the clearance has not been finalized at the time of employment. However, the 18 MDG Commander must approve this interim access, and evidence must be presented that shows the clearance has been initiated, pending favorable final approval. The POC for this will be the 18 MDG Security Officer.

3.2.4 The Contractor shall be responsible for safeguarding all government property provided for contractor use.

At the end of each work shift, all government facilities, equipment, and materials shall be secured. The Contractor shall designate a custodian and alternate(s) to receipt for and account for government-provided facilities and equipment.

3.2.5 The contractor shall prohibit the use of badge issued by the Government 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 contractor’s employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the Contracting Officer

3.2.6 Lock Combinations. The contractor shall establish and implement methods of ensuring that all lock combinations are not revealed to unauthorized persons. The contractor shall ensure that lock combinations are changed when personnel having access to the combinations no longer have a need to know such.

3.2.7 Conduct. The contracting officer may request that any contractor management staff or contractor personnel whose conduct, in the opinion of the Contracting Officer, interferes with proper order or professionalism at the installation where services are performed, be removed from such installation and the contractor will comply with such request.

3.3 Privacy and Confidentiality:

3.3.1 Patient Health Information (PHI). The Contractor shall comply with all HIPAA guidelines. Patient information, lists and/or names of patients shall not be disclosed or revealed in any way for any use outside the MTF without prior written permission by the 18 MDG Commander. Any unauthorized disclosures shall be immediately documented and forwarded to the COR. The Contractor shall maintain, transmit, retain in strictest confidence, and prevent the unauthorized duplication, use, and disclosure of PHI in accordance with Standards for Privacy of Individually Identifiable Health Information, final rule, DoD Health Information Privacy

Regulation (DoD-Manual 6025.18), the Privacy Act, and DoD Privacy Program (DoDI 5400.11) (See Appendix B, Applicable Forms and Publications). The Contractor shall provide patient information only to employees, contractors, subcontractors, and government personnel having a need to know requirement for such information in the performance of their duties for this tasking. The 18 MDG shall approve the release of any patient information prior to the release.

3.4 Contractor Personnel

3.4.1 Contract Manager: the contractor shall provide a contract manager and alternate contract manager (responsible in the absence of the contract manager) who shall be responsible for the performance of the services. The names of the contract manager and alternate(s) shall be provided to the CO in writing prior to the beginning of the first performance period. The contract manager and alternate(s) must be able to read, write, speak, and understand English.

3.4.2 The contract manager and alternate shall have full authority to act for the contractor on all contract matters relating to daily operations of this contract.

3.4.3 The contract manager or alternate shall be available for correspondence during normal duty hours (0730- 1630, Mon-Fri) to discuss problems with government personnel (designated by the FRED). If unavailable at the time of contact or after normal duty hours the manager or alternate shall respond within 24 hours to resolve issues.

3.4.4 Contractor Employees: the contractor shall not employ persons for work on this contract if such employee is identified to the contractor by the CO as a potential threat to the health, safety, security, general well-being or operational mission of the installation and its population.

3.4.5 Contractor personnel shall present a neat appearance and be easily recognized as contractor employees.

This may be accomplished by wearing distinctive clothing bearing the name of the company or by wearing appropriate badges, which contain the company name and employee name in English.

3.4.6 The contractor shall not employ any person who is an employee of the U.S. Government if employing that person would create a conflict of interest. Additionally, the contractor shall not employ any person who is an employee of the Department of the Air Force, either military or civilian, unless such person seeks and receives approval according to DOD 5500.07-R Joint Ethics Regulation (See Appendix B, Applicable Forms and Publications). The contractor shall not employ any person who is an employee of the Department of the Air Force if such employment would be contrary to the policies in AFI 64-106, Contractor Labor Relations Activities (See Appendix B, Applicable Forms and Publications).

3.4.7 The contractor is cautioned that off-duty active military personnel hired under this contract may be subject to permanent change of station, change in duty hours or deployment. Military Reservists and National Guard members may be subject to recall to active duty. The abrupt absence of these personnel could adversely affect the contractor’s ability to perform; however, their absence at any time shall not constitute an excuse for nonperformance under this contract.

3.5 Contractor Manpower Reporting

3.5.1 The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Air Force via a secure data collection site. The contractor is required to completely fill in all required data fields at https://piee.eb.mil.

3.5.2 Reporting inputs will be for the labor executed during the period of performance for each Government fiscal year (FY) which runs 1 October through 30 September. While inputs may be reported any time during the FY, all data shall be reported no later than 31 October of each calendar year.

3.5.3 RECORDS. The contractor shall be responsible for creating, maintaining, and disposing of only those government required records that are specifically cited in this PWS or required by the provisions of a mandatory directive listed in Appendix B Applicable Publications and Forms. If requested by the Government, the contractor shall provide the original record or a reproducible copy of any such record within five working days of receipt of the request.

3.6 Administrative Checks and Requirements

3.6.1 NATIONAL AGENCY CHECK. The contractor shall comply with DoDI 5200.2, Department of Defense Personnel Security Program and AFMAN 33-363, Management of Records (See Appendix B, Applicable Forms and Publications), electronic Mail Management and Use requirements for contractor personnel operating Government workstations that have unclassified automated information systems. Requests for National Agency Checks (NAC) on contractor personnel hired at the beginning of the contract shall be submitted to the Government no later than 14 working days from the contract start date. Requests for NACs on contractor personnel hired subsequent to the contract start date shall be submitted to the Government not later than five (5) workdays prior to the employee’s first duty day.

3.6.2 Contractor personnel shall submit security investigation forms per base requirements to the COR at least fourteen (14) business days prior to the employee’s required start date in the MTF. Contractor personnel shall complete the Electronic Questionnaires for Investigations Processing process in accordance with requesting base or MTF policy and procedures. Failure to submit the e-AIP prior to starting performance may result in a “stop work” on the contract until the Electronic Questionnaires for Investigations Processing is completed.

3.6.3 COMMON ACCESS CARD. Common Access Card is a DOD-mandated program affecting military, DOD civilians and eligible Contractors. The Contractor shall comply with the requirements of this program. Visit the website for more information: http://www.cac.mil/.

3.7 Conservation of Utilities The contractor shall instruct employees in utilities conservation practices. The contractor shall be responsible for operating under conditions which prevent the waste of utilities which include the following:

3.7.1 Lights shall be used only in areas where and when work is actually being performed.

3.7.2 Mechanical equipment controls for heating, ventilation, and air conditioning systems shall not be adjusted by the contractor or by contractor employees unless authorized.

3.7.3 Water faucets or valves shall be turned off after the required use has been accomplished.

3.7.4 Government telephones shall be used only for official government business.

3.8 Environmental Controls

https://piee.eb.mil/ http://www.cac.mil/

3.8.1 Compliance with Laws and Regulations. The contractor shall be knowledgeable of and comply with all applicable Japan Environmental Governing Standards, and requirements regarding environmental protection. In the event environmental laws/regulations change during the term of this contract, the contractor is required to comply as such laws come into effect. If there is an increase or decrease in cost as a result of the change, the contractor shall inform the Contracting Officer pursuant to notice requirements and negotiate a modification to the contract.

3.8.2 Notification of Environmental Spills. If the contractor spills or releases any substance contained in 40 CFR 302 into the environment, the contractor or its agent shall immediately report the incident to Kadena AB Fire Dept at 911. The liability for the spill or release of such substances rests solely with the contractor and its agent.

3.8.3. Material Storage and Use. The contractor shall follow manufacturer’s guidelines and professional recommendations for control of humidity, temperature, cleanliness, and materials handling. This includes hazardous materials.

4 Services Summary

SS# Performance Objective PWS Para Performance Threshold Surveillance Method 1 Perform Admin tasks. 1.1. - 1.17. No more than 2 deficiencies per month Four random inspections of preformed admin tasks per month

2 Privacy Act Compliance 1.10. – 1.10.12.

100% Compliant Weekly inspection of PII Documents

3 Contractor maintains personal appearance neat and clean and always wears medical badge.

1.5.7 No more than 2 deficiencies per

month.

Daily inspection of dress and appearance

4 The contractor provides continuous and reliable work and reports as scheduled

1.5.2 No more than two (2) one (1)-day

work delays per quarter

Trend analysis

5 The contractor shall follow all safety guidelines outlined

2.2 100% Compliant Random monthly inspection

6 Maintains professional manner and displays positive/cooperative attitude.

1.5.16 No more than 2 valid complaints

from staff or leadership in a quarter.

Customer Feedback

7 Contractor in the work area and available for work at the appointed times.

1.8.1 No more than 3 instances of

unapproved tardiness or leaving early in a quarter.

Trend analysis

5 APPENDICES

5.1 Appendix A- Acronyms/Definitions

Acronym- Definition

AB- Air Base AF- Air Force AFI- Air Force Instruction CFR- Code Federal Regulation CO- Contracting Officer COR- Contracting Officer Representative DoD- Department of Defense DoDI- Department of Defense Instruction E&T – Education and Training FAR- Federal Acquisition Regulation FRED- Functional Requirement Evaluator Designee HIPAA- Health Insurance Portability and Accountability Act IAW- In Accordance With MDG- Medical Group MDGI- Medical Group Instructions MilPDS- Military Personal Data System MTF- Military Treatment Facility NAC- National Agency Check OSHA- Occupational Safety and Health Act PII- Personally Identifiable Information PHI- Patient Health Information PWS- Performance-Based Work Statement RDS- Records Disposition Schedule SOR- Status of Record SORN- Status of Record Notice SS- Services Summary UCMJ- Uniform Code of Military Justice

5.2 Appendix B - Publications/Forms

Publication/Instruction/Name Date Applicable Paragraph/Chapter PWS Paragraph

AFI 33-332, Air Force Privacy and Civil Liberties Program, 12 Jan 15, Communication and Information, PWS 1.3

AFI 33-360, Publications and Forms, 1 Dec 15, Entire Document Applicable, PWS 1.3.12 AFI 41-210, Tricare Operations and Patient Administration Functions, 6 Jun 12, para 6.16 PWS 1.3.2.4

AFI 64-106, Contractor Labor Relation Activities04 May 17, Entire Document Applicable, PWS Para 4.14.4

DOD 5500-7-R, Joint Ethics Regulations, Entire Documents Applicable, PWS 4.14.4

OSHA 2206, General Occupational Safety and Health Standard and Japan Environmental Governing Standards (JEGS) by US Force Japan. Entire document Applicable, PWS 4.10.2