PWS GPARDDU_Staffing_4.1.26 final.pdf

Performance Work Statement (PWS) for Great Plains Area Regional Drug Dependency Unit (GPARDDU) Medical Support Assistant (MSA) and Certified Nursing Assistant (CNA) Staffing Services

1.0 General

1.1 Introduction

The Great Plains Area Regional Drug Dependency Unit (GPARDDU) is a residential substance use disorder treatment facility operated under the Indian Health Service (IHS). GPARDDU provides 24-hour, seven-day-a-week residential behavioral health and substance use treatment services to eligible American Indian and Alaska Native adults. This requirement supports the IHS mission to provide safe, effective, and culturally responsive healthcare services.

Due to workforce shortages and fluctuations in staffing levels, IHS requires contractor-provided non-personal healthcare support services to ensure continuity of operations, patient safety, and uninterrupted delivery of residential treatment services.

1.2 Objective

The objective of this contract is to obtain non-personal, performance-based staffing support services that ensure uninterrupted coverage of qualified Medical Support Assistant (MSA) and Certified Nursing Assistant (CNA) services at the GPARDDU. The Government is contracting for staffing outcomes and service continuity, not individual laborers or Government-managed personnel.

1.3 Scope of Work

The Contractor shall provide all management, personnel, supervision, scheduling, quality control, and administrative support necessary to deliver continuous MSA and CNA services in support of GPARDDU residential treatment operations. Services shall be provided on a 24-hour, 7-day-a-week basis and shall comply with all applicable federal, IHS, and GPARDDU policies, accreditation standards, and regulatory requirements.

The Contractor is responsible for ensuring adequate staffing levels, continuity of care, compliance with credentialing and security requirements, and consistent quality of services throughout the period of performance.

1.4 Type of Contract Contemplated

The Government anticipates awarding a Firm-Fixed-Price (FFP) contract for non-personal healthcare support services, structured by a base period and option periods.

1.5 Period of Performance

The period of performance consists of a one (1) year base period and four (4) one-year option periods, subject to the Government’s exercise of options in accordance with FAR 52.217-9.

1.6 Place of Performance

Services shall be performed on-site at the Great Plains Area Regional Drug Dependency Unit (GPARDDU) and associated facilities as designated by IHS.

1.7 Ramp-Up Period

The Government recognizes that recruitment, security credentialing (e.g., background investigations and clearance processing), and onboarding of qualified healthcare personnel may require a transition period following contract award.

The Contractor shall recruit, credential, and prepare qualified personnel necessary to achieve the staffing capability required to perform services at the coverage level specified in the applicable Contract Line Item Number (CLIN).

Credentialing activities under this contract are primarily associated with security requirements necessary to obtain access to Government facilities, systems, and information, and the Contractor is responsible for coordinating and ensuring completion of all required personnel security processing.

The ramp-up period shall not exceed ninety (90) calendar days from the date of contract award, unless otherwise authorized in writing by the Contracting Officer.

During the ramp-up period, the Contractor shall coordinate with the Government regarding staffing progress, security processing status, and readiness to begin performance.

Contract performance shall not begin until the Contractor demonstrates the ability to provide staffing coverage consistent with the requirements of the selected CLIN for the initial performance period.

The Contractor shall notify the Contracting Officer and Contracting Officer’s Representative (COR) in writing when sufficient staffing capability has been achieved and required security processing is complete, and the Contractor is ready to begin performance.

Upon confirmation of staffing readiness, the Contracting Officer will authorize the Contractor to begin performance. Once performance begins, the Contractor shall maintain continuous staffing coverage in accordance with the requirements of the applicable CLIN and Section 2.1 of this Performance Work Statement.

Failure to achieve the required staffing capability within the ramp-up period may result in termination for default.

2.0 Performance Requirements and Tasks

2.1 Staffing Coverage and Continuity

Outcome Required: Continuous, uninterrupted MSA and CNA service coverage sufficient to support a 24-hour, seven-day-a-week residential treatment facility.

The Contractor shall ensure staffing coverage that meets all identified operational needs of the GPARDDU without interruption due to contractor employee absences, call-outs, vacancies, or scheduling conflicts. The Contractor is responsible for all scheduling, backfill, contingency coverage, and workforce management necessary to meet these requirements.

Staffing Requirement: The Contractor shall ensure staffing coverage consistent with the level specified in the applicable CLIN for the performance period. Staffing coverage shall be maintained at all times as required to support patient safety and continuity of care.

For purposes of this contract, a staffed shift represents one qualified contractor employee performing required services during a scheduled duty period established by the Government facility.

For purposes of this contract, a staffed shift represents one qualified contractor employee performing required services for a full scheduled duty period established by the Government facility.

A shift shall generally consist of an approximately eight (8) hour duty period, inclusive of authorized breaks and meal periods.

To ensure continuity of care and uninterrupted operations, the Contractor shall provide for appropriate overlap between outgoing and incoming personnel during shift transitions. Such overlap is in addition to the duty period and shall be sufficient to support effective handoff of responsibilities without any lapse in coverage.

The Contractor is responsible for ensuring continuous coverage of required functions at all times, including during shift transitions and handoff activities.

Each staffed shift shall be fully covered for the entire duty period. Any lapse in coverage, including during shift transitions, shall constitute an unfilled shift for purposes of performance monitoring.

Each staffed shift shall be fully covered for the duration of the scheduled duty period. Partial shift coverage or early departure of contractor personnel without approved replacement shall constitute an unfilled shift for purposes of performance monitoring.

The Contractor shall ensure required staffing coverage is maintained at all times and shall provide immediate backfill for any contractor personnel absence, vacancy, or scheduling conflict to prevent disruption of services.

The Government is acquiring continuous staffing coverage based on the coverage level specified in the applicable CLIN for each performance period, supporting 24 hours per day, seven (7) days per week, 365 days per year operations. Failure to maintain required staffing coverage due to contractor personnel absence, turnover, or scheduling issues shall constitute a performance deficiency.

Full staffing capability sufficient to meet the requirements of the initially selected CLIN for the first performance period, as determined by the Government at the time of performance authorization, shall be achieved no later than the completion of the ramp-up period described in Section 1.7.

The Government anticipates requiring staffing coverage equivalent to the highest coverage level at the start of performance; however, the specific coverage level will be determined at the time of CLIN selection.

Following completion of the ramp-up period, the Contractor shall maintain required staffing coverage at all times in accordance with the applicable CLIN for each performance period.

Identification of Coverage Gaps: GPARDDU staffing requirements are partially driven by Federal employee schedules, which may result in variable and non-recurring coverage gaps. The Government will identify and communicate required coverage gaps to the Contractor on a rolling basis, including the dates, times, and duration of required coverage.

Government Role Limitation: The Government’s identification of coverage gaps is limited to specifying coverage requirements only. The Government shall not approve schedules, direct individual contractor personnel, or manage contractor staffing decisions.

At no time shall Government or GPARDDU personnel be required to assume contractor staffing responsibilities to compensate for contractor performance deficiencies. Failure to meet staffing coverage requirements shall constitute a performance deficiency subject to corrective action.

2.2 Clinical and Program Support Services

Outcome Required: Timely, accurate, and professional delivery of MSA and CNA support services consistent with residential substance use treatment standards.

The Contractor shall ensure personnel perform services that include, but are not limited to: - Supporting patient safety, monitoring, and daily program operations. - Assisting licensed staff with patient observations, documentation, and routine clinical support within scope of practice. - Supporting intake, discharge, and program coordination activities. - Maintaining accurate and timely documentation in Government-designated systems.

2.3 Contractor Personnel Management

Outcome Required: A contractor-managed workforce that meets all qualification, credentialing, labor, and performance requirements.

The Contractor shall recruit, hire, credential, train, supervise, and manage all personnel assigned to this contract. The Contractor is solely responsible for employee compensation, benefits, discipline, and termination.

Labor Standards and Overtime Responsibility: The Contractor is solely responsible for compliance with all applicable federal, state, and local labor laws, including wage, overtime, and premium pay requirements. If the Contractor assigns personnel to work in excess of forty (40) hours per workweek or eighty (80) hours per pay period, the Contractor shall ensure all overtime and premium pay obligations are satisfied at no additional cost to the Government, unless otherwise authorized by the contract.

The Contractor shall ensure that labor practices, scheduling decisions, and staffing approaches do not result in service interruptions or noncompliance with labor standards.

Outcome Required: Contractor-managed workforce that meets all qualification, credentialing, and performance standards.

The Contractor shall: - Recruit, hire, credential, train, supervise, and manage all contractor personnel. - Ensure all personnel meet education, certification, licensure, and experience requirements prior to assignment. - Maintain current credentials, background investigations, security clearances, and required trainings. - Remove and replace personnel who fail to meet performance or compliance standards within required timeframes.

2.4 Compliance and Regulatory Adherence

Outcome Required: Full compliance with all applicable laws, regulations, and accreditation standards.

The Contractor shall ensure services are delivered in compliance with: - IHS and GPARDDU policies and procedures - HIPAA, 42 CFR Part 2, and Privacy Act requirements - Joint Commission and other applicable accreditation standards - Federal, state, tribal, and local laws governing healthcare delivery.

Contractor shall provide non-professional staff to provide direct patient care and services and assist therapeutic staff as needed with facilitated programing.

The non-professional staff members can include:

• Certified Nurse’s Aide

• Medical Support Assistant

To maintain continuity of care, the contractor will provide, when possible, access to the same nonprofessionals for patients with behavioral, mental health and medical needs.

The Contracted staff will document on all observations and assessments conducted on an hourly basis during their shift.

All patients shall be assured of their privacy and personal dignity. The Contractor shall also ensure that contract providers maintain open and professional communication with IHS staff, including a willingness to receive telephone and electronic communications from administration, therapist, nursing, and supervisory cook to optimize coordination of patient care.

Any performance concerns will be addressed with the Contractor, the COR, and the CEO. All IHS Federal regulation and local GPARDDU policies are expected to always adhered to during the course of the Contracted Staff’s employment with GPARDDU. These are provided during new employee orientation and routinely as updates during regular operations. These requirements will be captured in the performance evaluations on individual staff. Failure to comply with any regulation and policy may result in a removal from the contracted employee.

Immediate action will be taken to remove unsuitable Contracted staff from services.

Replacement Contracted staff shall be made available within 24 hours with appropriately cleared staff.

The Certified Nursing Assistant and Medical Support Assistant:

1. Ability to collect, organize, record, and communicate, in a meaningful way, data relevant to behavioral health and medical assessments.

2. Ability to identify medical conditions that warrant medical treatment and when to notify the nurse and complete a transfer of a patient to higher level of care hospital facility for indicated medical care.

3. Ability to assess the physical-psychosocial health status of patients and family based upon the knowledge of growth and development patterns and health conditions that require medical management.

4. Knowledge of pharmaceuticals to recognize the desired effects, side effects and complications of their use.

5. Knowledge of human behavior during stressful situations to exercise emotional control, tact, patience, and reliability in providing urgent patient care.

6. The ability to provide individual and family counseling, guidance, and health instruction to help patients to understand how to prevent disease and maintain good physical and mental health.

7. These roles are direct patient care roles, not clerical or administrative roles. These roles work in tandem and are in the best interest of the patient.

Contractor will provide healthcare staff with the following:

1. Certified Nurse’s Aide: Must maintain current Certified Nurse’s Aide certification. Must have training and At least 24 months of direct patient care experience within the last 48 months. Certification in BLS in compliance with the American Heart Association. Must provide proof of current vaccinations and all health requirements set forth by Indian Health Services including but not limited to a PPD or TB Gold, Annual Influenza Vaccination, MMR, Tdap, Varicella and Hep B. Must be able to physically complete all trainings and requirements set forth by Indian Health Service and Great Plains Area Drug Dependency Unit. OR

2. Medical Support Assistant: Must have training and At least 24 months of direct patient care experience within the last 48 months. Certification in BLS in compliance with the American Heart Association. Must have proof of vaccinations and all health requirements set forth by Indian Health Services including but not limited to a PPD or TB Gold, Annual Influenza Vaccination, MMR, Tdap, Varicella and Hep B. Must be able to physically complete all trainings and requirements set forth by Indian Health Service and Great Plains Area Drug Dependency Unit.

2.5 Quality Assurance and Performance Management

Outcome Required: Consistent achievement of performance standards and continuous quality improvement.

The Contractor shall: - Implement an internal Quality Control Plan aligned with this PWS. - Monitor performance against established metrics. - Take corrective action when performance standards are not met. - Cooperate with Government performance monitoring activities.

2.6 Emergency and Contingency Operations

Outcome Required: Sustained service delivery during emergencies and adverse conditions.

The Contractor shall: - Maintain an Emergency Operations Plan addressing staffing continuity during emergencies, pandemics, or severe weather events. - Ensure staffing coverage is maintained during declared emergencies.

3.0 Applicable Requirements

3.1 Laws, Regulations, and Policies

The Contractor shall comply with all applicable federal, state, tribal, and local laws, regulations, and requirements relevant to the performance of this contract. This includes, but is not limited to, requirements issued by the Indian Health Service (IHS), the Department of Health and Human Services (HHS), and the Great Plains Area Regional Drug Dependency Unit (GPARDDU), as applicable to contractor-performed services.

Such requirements include those governing patient privacy, confidentiality, security, labor standards, background investigations, and healthcare service delivery, as amended during the period of performance.

3.2 Privacy, Confidentiality, and Security

The Contractor shall safeguard all Protected Health Information (PHI), sensitive information, and Government data in accordance with applicable privacy and security requirements, including HIPAA, the Privacy Act, and 42 CFR Part 2. The Contractor shall ensure all personnel comply with confidentiality, information security, and records management requirements applicable to residential substance use treatment facilities.

3.3 Accreditation and Quality Standards

Services shall be performed in a manner consistent with applicable accreditation standards for residential substance use disorder treatment facilities, including standards issued by recognized accrediting bodies such as The Joint Commission, as applicable.

3.4 Local Policies and Procedures

The Contractor shall comply with applicable GPARDDU policies and procedures provided during onboarding and as updated during contract performance, provided such policies are applicable to contractor-performed services and do not create a personal services relationship.

4.0 Performance Standards and Quality Assurance

4.1 Quality Assurance Surveillance Plan (QASP)

The Government will monitor contractor performance using the Quality Assurance Surveillance Plan (QASP) outlined below. Surveillance is focused on outcomes and results, not on contractor methods or personnel supervision.

Performan ce Area

Performance Standard

Acceptable Quality Level (AQL)

Surveillance Method

Remedy for Non- Performance

Minimum Staffing Coverage

During the ramp-up period, contractor performance will be monitored based on progress toward achieving full staffing capability.

A staffed shift is considered fulfilled only when a qualified contractor employee performs services for the full

Ramp-Up Period:

Demonstrated progress toward achieving full staffing capability.

Full Performance Period: 100% of required shifts filled;

zero contractor-attributable missed shifts.

Review of coverage confirmations, gap notifications, and DDU validation

Corrective Action Plan (CAP);

potential payment adjustment; option-year consideration

Performan ce Area

Performance Standard

Acceptable Quality Level (AQL)

Surveillance Method

Remedy for Non- Performance scheduled duty period.

Gap Response Timeliness

Contractor acknowledges identified coverage gaps and confirms coverage within required timeframes

≥ 95% timely acknowledgements and confirmations

Review of email logs, confirmation records

CAP; increased surveillance

Continuity of Care

Staffing coverage maintained without requiring DDU staff to backfill contractor failures

No DDU backfill attributable to contractor performance

Incident reports; DDU confirmation

CAP; potential reduction in scope or termination for default

Personnel Qualificati ons & Clearances

All personnel maintain required credentials, training, and security clearances

100% compliance; no lapses

Credential and clearance review

Immediate removal and replacement;

CAP

Privacy & Security Complianc e

Contractor safeguards PHI and sensitive information

Zero substantiated privacy or security breaches

Incident reports; audit results

Immediate corrective action;

possible termination

Reporting Responsive ness

Required reports submitted accurately and on time;

contractor responsive to Government inquiries

≥ 95% on-time, accurate submissions

Deliverable tracking; COR review

CAP; increased reporting frequency

Performan ce Area

Performance Standard

Acceptable Quality Level (AQL)

Surveillance Method

Remedy for Non- Performance

The Government may adjust surveillance intensity based on contractor performance history.

Repeated or systemic failures may impact the Government’s decision to exercise option periods.

Performance will be evaluated using the following measures:

• Staffing Coverage: No unfilled required shifts attributable to Contractor performance.

• Timeliness: Required reports, schedules, and corrective actions submitted within established timeframes.

• Compliance: No lapses in credentialing, clearance, or mandatory training.

• Quality of Service: Minimal substantiated patient or program complaints attributable to contractor personnel.

• Responsiveness: Timely resolution of performance issues and Government concerns.

The Government will use surveillance methods including document review, performance reports, and coordination with GPARDDU leadership.

5.0 Deliverables

Deliverable Description Frequency Staffing Coverage Report Summary of staffing coverage and continuity Monthly

Performance Report Staffing levels, compliance, incidents, and corrective actions

Monthly

Emergency Operations Plan Contractor emergency staffing plan

Initial / As Updated

Transition Plan Plan for transition at end of performance period

As Required

6.0 Meetings

The Contractor shall participate in periodic performance and coordination meetings as requested by the Government. Meetings may be conducted virtually or in person.

7.0 Government-Furnished Property and Information

The Government will provide access to facilities, systems, and information necessary for performance of this contract in accordance with applicable security and privacy requirements.

8.0 Special Instructions

This contract is for non-personal services. The Contractor retains full responsibility for workforce management, supervision, and performance. Government personnel shall not supervise or direct contractor employees.

9.0 Glossary of Acronyms

• CNA – Certified Nursing Assistant

• MSA – Medical Support Assistant

• GPARDDU – Great Plains Area Regional Drug Dependency Unit

• IHS – Indian Health Service

• PWS – Performance Work Statement

Staffed Shift - A staffed shift is defined as one qualified contractor employee performing

SECTION B

SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 General

The Contractor shall furnish all personnel, management, supervision, materials, and other resources necessary to perform the services described in the Performance Work Statement (PWS). Services shall be provided on a non-personal, performance-based basis. Pricing includes all costs associated with meeting PWS requirements, including labor, overtime, premium pay, backfill coverage, management, administrative support, training, and compliance with applicable laws and regulations.

B.2 Contract Line Item Numbers (CLINs)

Performance Period Definition:

Each performance period represents a six (6) month period beginning on the date of Contracting Officer authorization to begin performance or, for subsequent periods, the date specified in the exercise of the applicable option.

The start date of the first performance period shall begin upon written authorization from the Contracting Officer that the Contractor has achieved full staffing capability in accordance with Section 1.7 of the Performance Work Statement (PWS).

All services shall be performed in accordance with the Performance Work Statement (PWS) and Quality Assurance Surveillance Plan (QASP).

All coverage CLINs are firm-fixed-price and require the Contractor to provide non-personal, performance-based Medical Support Assistant (MSA) and Certified Nursing Assistant (CNA) staffing services in accordance with the Performance Work Statement (PWS) and Quality Assurance Surveillance Plan (QASP).

Pricing includes all costs necessary to meet required staffing coverage, including scheduling, backfill coverage, overtime, premium pay, holidays, training, and compliance with applicable labor laws.

Each CLIN represents a six (6) month performance period. Only one (1) coverage level CLIN shall be exercised for each performance period. CLINs within the same performance period are mutually exclusive.

B.2.1 Base Period

CLIN 0000 – Ramp-Up / Transition Period (Firm-Fixed-Price)

The Contractor shall perform all activities necessary to recruit, hire, credential, and prepare personnel to meet full staffing requirements in accordance with Section 1.7 (Ramp-Up Period) of the Performance Work Statement (PWS).

This CLIN covers administrative and management costs associated with onboarding contractor personnel, including but not limited to recruitment, hiring, credentialing coordination, onboarding, and workforce readiness activities necessary to achieve full staffing capability.

Limitations:

• This CLIN does not include payment for direct labor performing operational services under the PWS.

• The Government will not reimburse or otherwise pay for costs associated with fingerprinting, background investigations, travel, or any other direct costs not explicitly included in this CLIN.

The ramp-up period shall not exceed ninety (90) calendar days unless otherwise authorized by the Contracting Officer. Payment under this CLIN is contingent upon demonstrated progress toward achieving full staffing capability and Contracting Officer authorization to begin performance.

Base Year – Period 1 (Months 1 - 6)

CLIN 0001 – Full Coverage (Firm-Fixed-Price) The Contractor shall provide staffing coverage consisting of:

• Two (2) day shifts

• Two (2) evening shifts

• Two (2) night shifts

Seven (7) days per week.

CLIN 0002 – Moderate Coverage (Firm-Fixed-Price) The Contractor shall provide staffing coverage consisting of:

Weekdays (Monday–Friday, excluding Federal holidays):

• One (1) day shift

• Two (2) evening shifts

• Two (2) night shifts

Weekends and Federal holidays:

• Two (2) day shifts

• Two (2) evening shifts

• Two (2) night shifts

CLIN 0003 – Reduced Coverage (Firm-Fixed-Price) The Contractor shall provide staffing coverage consisting of:

Weekdays (Monday–Friday, excluding Federal holidays):

• Two (2) evening shifts

• Two (2) night shifts

• Up to one (1) additional day shift on select weekdays, as identified by the Government

Weekends and Federal holidays:

• Two (2) day shifts

• Two (2) evening shifts

• Two (2) night shifts

The Contractor shall provide no fewer than four (4) staffed shifts per weekday. The Government may require up to five (5) staffed shifts on select weekdays to address operational needs.

The total number of staffed shifts for weekdays (Monday through Friday, excluding Federal holidays) shall not exceed twenty-two (22) staffed shifts per week.

The distribution of staffed shifts across weekdays may vary based on Government-identified coverage needs. The Contractor retains full responsibility for scheduling and workforce management to meet these requirements.

CLIN 0004 – Low Coverage (Firm-Fixed-Price) The Contractor shall provide staffing coverage consisting of:

Weekdays (Monday–Friday, excluding Federal holidays):

• One (1) evening shift

• Two (2) night shifts

Weekends and Federal holidays:

• Two (2) day shifts

• Two (2) evening shifts

• Two (2) night shifts

CLIN 0005 – Minimal Coverage (Firm-Fixed-Price) The Contractor shall provide staffing coverage consisting of:

Weekdays (Monday–Friday, excluding Federal holidays):

Weekends and Federal holidays:

• Two (2) day shifts

• Two (2) evening shifts

Base Year – Period 1 (Months 1 – 6)

• CLIN 0101 – Full Coverage (Firm-Fixed-Price)

• CLIN 0102 – Moderate Coverage (Firm-Fixed-Price)

• CLIN 0103 – Reduced Coverage (Firm-Fixed-Price)

• CLIN 0104 – Low Coverage (Firm-Fixed-Price)

• CLIN 0105 – Minimal Coverage (Firm-Fixed-Price)

Base Year – Period 2 (Month 7-12)

• CLIN 0201 – Full Coverage (Firm-Fixed-Price)

• CLIN 0202 – Moderate Coverage (Firm-Fixed-Price)

• CLIN 0203 – Reduced Coverage (Firm-Fixed-Price)

• CLIN 0204 – Low Coverage (Firm-Fixed-Price)

• CLIN 0205 – Minimal Coverage (Firm-Fixed-Price)

B.2.2 Option Periods

The Government may exercise option periods in accordance with FAR 52.217-9. Each option year consists of two (2) sequential six (6) month performance periods.

For each performance period, the Government shall exercise one (1) coverage level CLIN corresponding to the required level of staffing support.

Option Year 1 (Year 2)

Period 1 (Months 1 – 6)

• CLIN 1001 – Full Coverage (Firm-Fixed-Price)

• CLIN 1002 – Moderate Coverage (Firm-Fixed-Price)

• CLIN 1003 – Reduced Coverage (Firm-Fixed-Price)

• CLIN 1004 – Low Coverage (Firm-Fixed-Price)

• CLIN 1005 – Minimal Coverage (Firm-Fixed-Price)

Period 2 (Months 7 – 12)

• CLIN 1101 – Full Coverage (Firm-Fixed-Price)

• CLIN 1102 – Moderate Coverage (Firm-Fixed-Price)

• CLIN 1103 – Reduced Coverage (Firm-Fixed-Price)

• CLIN 1104 – Low Coverage (Firm-Fixed-Price)

• CLIN 1105 – Minimal Coverage (Firm-Fixed-Price)

Option Year 2 (Year 3)

• CLIN 2001–2005 (Period 1 – Full through Minimal Coverage)

• CLIN 2101–2105 (Period 2 – Full through Minimal Coverage)

Option Year 3 (Year 4)

• CLIN 3001–3005 (Period 1 – Full through Minimal Coverage)

• CLIN 3101–3105 (Period 2 – Full through Minimal Coverage)

Option Year 4 (Year 5)

• CLIN 4001–4005 (Period 1 – Full through Minimal Coverage)

• CLIN 4101–4105 (Period 2 – Full through Minimal Coverage)

Each option CLIN provides the same scope of services as the corresponding Base Period coverage level CLINs and shall be performed in accordance with the Performance Work Statement (PWS) and Quality Assurance Surveillance Plan (QASP).

Each CLIN represents a firm-fixed-price for a six (6) month performance period. Only one (1) coverage level CLIN shall be exercised for each performance period. CLINs within the same performance period are mutually exclusive.

Pricing for each CLIN shall be inclusive of all costs required to meet performance standards, including staffing, scheduling, backfill coverage, overtime, premium pay, training, and compliance with applicable labor laws.

B.3 Pricing Structure

The contract is firm-fixed-price by performance period. Prices shall not vary based on hours worked, number of personnel assigned, or shift configuration.

The Contractor assumes all risk associated with staffing variability, overtime, absences, and internal workforce management necessary to meet contract requirements.

The Contractor is responsible for maintaining the required staffing coverage in accordance with the Performance Work Statement (PWS) and CLIN. Failure to maintain required staffing coverage shall be addressed through performance remedies rather than price adjustments.

Performance periods are sequential and continuous unless otherwise modified by the Contracting Officer. The Government may exercise option CLINs in advance of the next performance period to ensure continuity of services.

Each performance period shall be priced as a full six (6) month period and shall not be prorated unless modified by the Contracting Officer.

B.4 Invoicing

The Contractor shall submit invoices monthly in arrears for the applicable CLIN corresponding to the period of performance.

Invoices shall reference the CLIN number and billing period covered and certify that services were provided in accordance with the Performance Work Statement (PWS).

Payment shall begin only after the Contractor has been authorized by the Contracting Officer to begin performance in accordance with Section 1.7 of the PWS.

Payment is contingent upon Government acceptance of services performed during the billing period.

B.5 Funding

Funding will be obligated by Contract Line Item Number (CLIN).

For each performance period (six (6) month period), the Government will obligate funds for only the selected coverage level CLIN applicable to that performance period. CLINs within the same performance period are mutually exclusive and shall not be funded simultaneously.

Option CLINs are not funded unless and until exercised by the Government. The Government may exercise and fund option CLINs on a performance period basis to ensure continuity of services.

• required services during a scheduled duty period as defined by the Government facility.

SECTION C

CONTRACT ADMINISTRATION

C.1 Contracting Officer

The Contracting Officer (CO) is the only individual authorized to enter into, administer, or terminate this contract and to make related determinations and findings. The CO is the only individual authorized to modify the contract on behalf of the Government.

C.2 Contracting Officer’s Representative (COR)

The Government will designate a Contracting Officer’s Representative (COR) to monitor technical performance and compliance with the Performance Work Statement (PWS) and Quality Assurance Surveillance Plan (QASP). The COR is not authorized to make commitments, changes, or modifications to the contract that affect price, scope, or schedule.

C.3 Contractor Point of Contact

The Contractor shall designate a single point of contact (POC) and an alternate POC responsible for overall contract coordination, communication, and performance. The Contractor POC shall have authority to act on behalf of the Contractor for matters relating to performance under this contract.

C.4 Invoicing Instructions

The Contractor shall submit invoices monthly in arrears through the Government-designated invoicing system. Invoices shall reference the applicable CLIN, period of performance, and certify that services were provided in accordance with the PWS. Payment is contingent upon acceptance of services by the Government.

C.5 Performance Meetings

The Contractor shall participate in performance and coordination meetings as reasonably requested by the Government. Meetings may be conducted virtually or in person and are intended to review contract performance, risks, and corrective actions.

C.6 Contractor Personnel Management

The Contractor is solely responsible for supervision, scheduling, compensation, discipline, and performance management of its personnel. Government personnel shall not supervise or direct contractor employees. All communications regarding performance deficiencies shall be directed to the Contractor’s designated POC.

C.7 Records and Reporting

The Contractor shall maintain records sufficient to demonstrate compliance with the PWS and QASP and shall provide reports as required under the contract. Records shall be made available to the Government upon request for monitoring and audit purposes.

C.8 Notices

All notices under this contract shall be provided in writing and transmitted in accordance with instructions provided by the Contracting Officer.

C.9 No Constructive Change

Direction, guidance, or coordination provided by Government personnel that does not result in a written modification issued by the Contracting Officer shall not constitute a change to the contract.

C.10 Payment Schedule

Payment shall begin upon the Government’s acceptance of services performed in accordance with the Performance Work Statement (PWS).

Invoices shall be submitted monthly in arrears for the applicable CLIN corresponding to the period of performance.

No payment shall be made for any period prior to the Contractor beginning performance as authorized by the Contracting Officer.

SECTION D

SPECIAL CONTRACT REQUIREMENTS

D.1 Non-Personal Services

This contract is for non-personal services. Contractor personnel shall not be considered Government employees for any purpose. Government personnel shall not supervise, direct, or control contractor employees. The Contractor retains full responsibility for the supervision, scheduling, discipline, and performance management of its workforce.

Contractor personnel shall perform services in accordance with the outcomes and performance standards established in the PWS. Government personnel may provide information regarding facility operations, patient care protocols, or safety requirements; however, such interactions shall not constitute supervision, direction, or control of contractor personnel. The Contractor retains full responsibility for assigning work, directing personnel, and managing daily performance of its employees.

D.2 Continuity of Services

The Contractor shall ensure uninterrupted performance of services throughout the period of performance. In the event of personnel absences, turnover, emergencies, or other disruptions, the Contractor shall provide qualified replacement personnel without interruption to service delivery.

At no time shall Government or GPARDDU personnel be required to backfill contractor staffing failures or assume contractor staffing responsibilities due to contractor performance deficiencies.

D.3 Transition of Services

The Contractor shall support an orderly transition of services at contract completion, expiration, or termination. The Contractor shall provide reasonable cooperation with the Government and/or a successor contractor to ensure continuity of operations, including the transfer of relevant records, documentation, and institutional knowledge, consistent with applicable privacy, security, and confidentiality requirements.

D.4 Security, Suitability, and Access Requirements

The Contractor shall ensure that all personnel comply with applicable security, suitability, credentialing, and access requirements necessary to perform services under this contract. This includes completion and maintenance of background investigations, training, and system access approvals as required by applicable authorities.

D.5 Emergency Operations

The Contractor shall maintain procedures to ensure continuity of staffing and services during emergency situations, including but not limited to natural disasters, public health emergencies, or other events that may disrupt normal operations. Emergency procedures shall support continued service delivery consistent with the Performance Work Statement (PWS).

D.6 Organizational Conflicts of Interest

The Contractor shall avoid, neutralize, or mitigate any organizational conflict of interest that may arise during the performance of this contract. The Contractor shall notify the Contracting Officer immediately upon identification of any actual or potential organizational conflict of interest and shall cooperate fully in resolving such conflicts.

Clauses & Special Considerations:

48 CFR Part 52 - Solicitation Provisions and Contract Clauses at Subpart 52.2 – Text of Provisions and Clauses

48 CFR § 52.224-1 Privacy Act Notification.

As prescribed in 24.104, insert the following clause in solicitations and contracts, when the design, development, or operation of a system of records on individuals is required to accomplish an agency function:

Privacy Act Notification (Apr 1984)

The Contractor will be required to design, develop, or operate a system of records on individuals, to accomplish an agency function subject to the Privacy Act of 1974, Public Law 93-579, December 31, 1974 (5 U.S.C. 552a) and applicable agency regulations. Violation of the Act may involve the imposition of criminal penalties.

48 CFR § 52.224-2 Privacy Act.

As prescribed in 24.104, insert the following clause in solicitations and contracts, when the design, development, or operation of a system of records on individuals is required to accomplish an agency function:

Privacy Act (Apr 1984)

(a) The Contractor agrees to—

(1) Comply with the Privacy Act of 1974 (the Act) and the agency rules and regulations issued under the Act in the design, development, or operation of any system of records on individuals to accomplish an agency function when the contract specifically identifies—

(i) The systems of records; and

(ii) The design, development, or operation work that the contractor is to perform;

(2) Include the Privacy Act notification contained in this contract in every solicitation and resulting subcontract and in every subcontract awarded without a solicitation, when the work statement in the proposed subcontract requires the redesign, development, or operation of a system of records on individuals that is subject to the Act; and

(3) Include this clause, including this paragraph (3), in all subcontracts awarded under this contract which requires the design, development, or operation of such a system of records.

(b) In the event of violations of the Act, a civil action may be brought against the agency involved when the violation concerns the design, development, or operation of a system of records on individuals to accomplish an agency function, and criminal penalties may be imposed upon the officers or employees of the agency when the violation concerns the operation of a system of records on individuals to accomplish an agency function. For purposes of the Act, when the contract is for the operation of a system of records on individuals to accomplish an agency function, the Contractor is considered to be an employee of the agency.

(c)(1) “Operation of a system of records,” as used in this clause, means performance of any of the activities associated with maintaining the system of records, including the collection, use, and dissemination of records.

(2) “Record,” as used in this clause, means any item, collection, or grouping of information about an individual that is maintained by an agency, including, but not limited to, education, financial transactions, medical history, and criminal or employment history and that contains the person’s name, or the identifying number, symbol, or other identifying particular assigned to the individual, such as a fingerprint or voiceprint or a photograph.

(3) “System of records on individuals,” as used in this clause, means a group of any records under the control of any agency from which information is retrieved by the name of the individual or by some identifying number, symbol, or other identifying particular assigned to the individual.

48 CFR § 52.239-1 Privacy or Security Safeguards.

As prescribed in 39.106, insert a clause substantially the same as the following:

Privacy or Security Safeguards (Aug 1996)

(a) The Contractor shall not publish or disclose in any manner, without the Contracting Officer’s written consent, the details of any safeguards either designed or developed by the Contractor under this contract or otherwise provided by the Government.

(b) To the extent required to carry out a program of inspection to safeguard against threats and hazards to the security, integrity, and confidentiality of Government data, the Contractor shall afford the Government access to the Contractor’s facilities, installations, technical capabilities, operations, documentation, records, and databases.

(c) If new or unanticipated threats or hazards are discovered by either the Government or the Contractor, or if existing safeguards have ceased to function, the discoverer shall immediately bring the situation to the attention of the other party.

48 CFR Part 324 – Protection of Privacy and Freedom of Information at Subpart 324.1 – Protection of Individual Privacy

48 CFR § 324.103 Procedures for the Privacy Act.

(a) The contracting officer shall review all acquisition request documentation to determine whether the requirements of the Privacy Act of 1974 (5 U.S.C. 552a) are applicable. The Privacy Act requirements apply when a contract or order requires the contractor to design, develop, or operate any Privacy Act system of records on individuals to accomplish an agency function.

When applicable, the contracting officer shall include the two Privacy Act clauses required by Federal Acquisition Regulation (FAR) 24.104 in the solicitation and contract or order. In addition, the contracting officer shall include the two FAR Privacy Act clauses, and other pertinent information specified in this subpart, in any modification which results in the Privacy Act requirements becoming applicable to a contract or order.

48 CFR § 324.105 Contract Clauses.

(a) The contracting officer shall insert the clause at 352.224-70, Privacy Act, in solicitations, contracts, and orders that require the design, development, or operation of a system of records to notify the contractor that it and its employees are subject to criminal penalties for violations of the Privacy Act (5 U.S.C. 552a(i)) to the same extent as HHS employees. The clause also requires the contractor to ensure each of its employees knows the prescribed rules of conduct in 45 CFR part 5b and each contractor employee is aware that he or she is subject to criminal penalties for violations of the Privacy Act. These requirements also apply to all subcontracts awarded under the contract or order that require the design, development, or operation of a system of records.

(b) The contracting officer shall insert the clause at 352.224-71, Confidential Information, in solicitations, contracts, and orders that require access to Government or to third party information.

48 CFR Part 352 – Solicitation Provisions and Contract Clauses at Subpart 352.2 – Texts of Provisions and Clauses

48 CFR § 352.224-70 Privacy Act.

As prescribed in HHSAR 324.105(a), the Contracting Officer shall insert the following clause:

Privacy Act (December 18, 2015)

This contract requires the Contractor to perform one or more of the following: (a) design; (b) develop; or (c) operate a Federal agency system of records to accomplish an agency function in accordance with the

Privacy Act of 1974 (Act) (5 U.S.C. 552a(m)(1)) and applicable agency regulations.

The term system of records means a group of any records under the control of any agency from which information is retrieved by the name of the individual or by some identifying number, symbol, or other identifying particular assigned to the individual. Violations of the Act by the Contractor and/or its employees may result in the imposition of criminal penalties (5 U.S.C.

552a(i)).

The Contractor shall ensure that each of its employees knows the prescribed rules of conduct in 45 CFR part 5b and that each employee is aware that he/she is subject to criminal penalties for violation of the Act to the same extent as Department of Health and Human Services employees.

These provisions also apply to all subcontracts the Contractor awards under this contract which require the design, development or operation of the designated system(s) of records (5 U.S.C.

552a(m)(1)). The contract work statement:

(a) Identifies the system(s) of records and the design, development, or operation work the Contractor is to perform; and

(b) Specifies the disposition to be made of such records upon completion of contract performance.

48 CFR § 352.224-71 Confidential Information.

As prescribed in HHSAR 324.105(b), insert the following clause:

Confidential Information (December 18, 2015)

(a) Confidential Information, as used in this clause, means information or data of a personal nature about an individual, or proprietary information or data submitted by or pertaining to an institution or organization.

(b) Specific information or categories of information that the Government will furnish to the Contractor, or that the Contractor is expected to generate, which are confidential may be identified elsewhere in this contract. The Contracting Officer may modify this contract to identify Confidential Information from time to time during performance.

(c) Confidential Information or records shall not be disclosed by the Contractor until:

(1) Written advance notice of at least 45 days shall be provided to the Contracting Officer of the Contractor's intent to release findings of studies or research, to which an agency response may be appropriate to protect the public interest or that of the agency.

(2) For information provided by or on behalf of the government,

(i) The publication or dissemination of the following types of information are restricted under this contract: [INSERT RESTRICTED TYPES OF INFORMATION. If none, so state.]

(ii) The reason(s) for restricting the types of information identified in subparagraph (i) is/are:

[STATE WHY THE PUBLIC OR GOVERNMENT INTEREST REQUIRES THE

RESTRICTION OF EACH TYPE OF INFORMATION. ANY BASIS FOR

NONDISCLOSURE WHICH WOULD BE VALID UNDER THE FREEDOM OF

INFORMATION ACT IS SUFFICIENT UNDER THIS CLAUSE.]

(iii) Written advance notice of at least 45 days shall be provided to the Contracting Officer of the Contractor's intent to disseminate or publish information identified in subparagraph (2)(i). The contractor shall not disseminate or publish such information without the written consent of the Contracting Officer.

(d) Whenever the Contractor is uncertain with regard to the confidentiality of or a property interest in information under this contract, the Contractor should consult with the Contracting Officer prior to any release, disclosure, dissemination, or publication.

41 CFR Part 102-34 Subpart D—Official Use of Government Motor Vehicles

§ 102-34.200 What is official use of Government motor vehicles?

Official use of a Government motor vehicle is using a Government motor vehicle to perform GPARDDU mission(s), as authorized by GPARDDU.

§ 102-34.205 Government motor vehicle use for transportation between residence and place of employment:

Government motor vehicle for transportation between your residence and place of employment is prohibited unless GPARDDU authorizes such use after making the necessary determination under 31 U.S.C. 1344 and part 102-5 of this title. GPARDDU must keep a copy of the written authorization within the agency and monitor the use of these motor vehicles as well as provide a copy of authorization and monitoring to the COR.

§ 102-34.215 Government contractors use Government motor vehicles:

Government contractors may use Government motor vehicles when…