PWS HT940823R0001 Final.pdf

Department of Defense Defense Health Agency

Performance Work Statement

FOR

Advanced Medical Administrative Techncians IDIQ

Prepared By:

59th Medical District Wing (MDW)

Solicitation Number: HT940823R0001 Version: 1

Date: 24 October 2022

PART 1

1.0 GENERAL INFORMATION

1.1 This is a non-personal services contract to provide Medical Administrative Technicians and Other Administrative Support Services.

1.2 Description of services/introduction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform Medical Administrative Technicians and Other Administrative Support Services as defined in this Performance Work Statement (PWS) except for those items specified as government furnished property and services. The contractor shall perform to the standards in this PWS.

1.3 Background: The Department of Defense Military Treatment Facilities (MTF) in San Antonio, Texas, has a requirement for non-personal services; Medical Administrative Technicians and other administrative support services to include, but not limited to Medical Administration Technician, Consolidated Commander’s Staff Administrative Assistant, Clinical Pastoral Education (CPE) Administrative Assistant, Radiology Central Scheduling Administrative Support, Medical Logistics Administrative Assistant, Administrative Technicians in MTF Clinic Setting, Mammography Administrative Assistant II, Medical Records Clerk, Transgender Health Medical Evaluation Unit (THMEU) Administrative Technician and Medical Administrative Technician/Surgical Coordinator(Refractive Services). This is a recurring requirement for services currently being performed at Wilford Hall Ambulatory Surgical Center (WHASC), Joint Base San Antonio (JBSA) Lackland, Gateway Bulverde Clinic, Reid Clinic, Randolph Radiology, BAMC Radiology, and Radiology Central Scheduling location (Currently building 7206).

1.4 Objectives: The contractor shall work within the Government-provided facility and use Government-provided equipment and perform services and support compatible with the medical facility’s operating capacity and its equipment.

1.5 Scope: The scope of this requirement is to procure non-personal services necessary to perform Medical Administrative Technicians and Other Administrative Support services. These services include Medical Administration Technician, Consolidated Commander’s Staff Administrative Assistant, Clinical Pastoral Education (CPE) Administrative Assistant, Radiology Central Scheduling Administrative Support, Medical Logistics Administrative Assistant, Administrative Technicians in MTF Clinic Setting, Mammography Administrative Assistant II, Medical Records Clerk, Transgender Health Medical Evaluation Unit (THMEU) Administrative Technician and Medical Administrative Technician/Surgical Coordinator(Refractive Services).

The contractor shall accomplish and perform organizational tasks in support of the medical facility.

1.6 Period of Performance (PoP): The total Period of Performance for this requirement is five years which includes, one five year ordering period.

1.7 Administrative Specifications

1.7.1 Contractor Representative: The Contractor shall identify the name and telephone number of the Contractors point of contact to the Contracting Officer (CO) in writing prior to beginning performance. The Contractor shall identify in the designation letter any limitations on its representative’s authority to act on behalf of the Contractor. The Contractor shall provide an updated designation letter whenever any changes occur. The Contractor representative may be required to meet with the Government during the performance of this contract at the request of the CO. The Contractor’s Representative shall respond to a request to meet with the CO within 24 hours of notification under routine circumstances.

1.7.2 Place of Performance*: The work shall be performed at Wilford Hall Ambulatory Surgical Center (WHASC), Joint Base San Antonio (JBSA) Lackland, Gateway Bulverde Clinic, Reid Clinic, Randolph Radiology, BAMC Radiology, and Radiology Central Scheduling location (Building 7206) or within a 40 mile radius of Wilford Hall Ambulatory Surgical Center (WHASC), Joint Base San Antonio (JBSA) Lackland.

* The ability to place orders against this IDIQ may be extended to any Military Treatment Facility (MTF) within the Southern Markets Contracting Division (SMCD) Area of Responsibility (AoR) through bi-lateral modification. AoR includes the states of Texas, Mississippi, Florida, Louisiana, Oklahoma, Arkansas, Alabama, and Tennessee.

Workload data for these MTFs have not yet been identified; total contract capacity will remain $45M.

1.7.3 Telework: The Government will authorize situational telework on a case by-case/situational basis. Telework will be approved at the Group Commander on form DD form 2946. (Appendix A) All telework must be approved prior to working the requested telework days. It must also be coordinated with the Contract Officer Representative (COR), so notice can be provided to the CO timely. The usage of telework can also be revoked if needed. Examples include but are not limited to the following: inclement weather, natural disasters, epidemics, or situations involving national, state,or local government safety or security.

*The Government will follow the CDC guidelines for COVID-19 incidents that arise on an as needed basis.

1.7.4 Recognized Federal Holidays: The Government recognizes 11 paid holidays per calendar year. The MTF will observe the following federal holidays as listed below. The COR, Contractor, and staff shall coordinate with respective clinics and FREDS to ensure proper clinical coverages is provided during federal holidays.

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day

Juneteenth Day Christmas Day Independence Day

**Should the official holiday fall on Saturday then the observed holiday is the previous Friday.

Should the official holiday fall on Sunday then the observed holiday is the following Monday.

**The contractor is advised that any special time off granted by the President or other competent authority is for Government personnel ONLY and does not apply to the contractor personnel.

Contractor personnel shall take their direction concerning their duty status and hours of performance from their management chain and not from Government personnel.

* AETC Family/Down Days: CP may not be required to work on AETC Family/Down Days as listed in Appendix A. The contractor representative will be notified at the beginning of each year of the AETC Family/Down Days for that calendar year. The contractor will only be compensated for the actual hours worked.

1.7.5 Hours of Operation: Contract performance requirements are governed by the contract. The Contractor shall provide qualified and trained personnel to cover the required hours of performance. The Contractor shall provide CP for conducting business Monday thru Friday, within the various facilities operational duty hours of 0600 to 1700, except for Federal holidays, when the Government MTF is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings or family/down days.

The CP shall not exceed 9 hours per day which includes a 1 hour unpaid lunch; not to exceed 40 hours per weekly period. Any deviation to these days and times shall be coordinated through the FRED and will be authorized by the CO. “Make-up” time is prohibited.

The contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for any of the specificed reasons. The CP shall meet the preferred dress code of business casual attire during the MTF operational hours.

* Family Health Clinic has late day duty hours. Clinic Hours are Monday - Thursday 0600- 1800 and Friday is 0600-1700 which includes a 1 hour non paid lunch. CP shall work at least one late day per week Monday – Thursday (CP will be assigned a fixed late day).

* (For Clinical Pastoral Education Administrative Assistant ONLY): The CP shall work 25 hours per week each month of the year except for the following months: April, May and June. During the months of April through June, the CP shall work up to 40 hours per week due to additional program requirements and responsibilities. The total annual hours for this position shall not exceed 1,450 per calendar year. Note: Telework is not authorized for this position given the nature of duties required. Duties for this position require the CP to be on site to perform all job duties.

1.7.6 Scheduled Absences: The CP shall ensure that scheduled absences do not interrupt service performance. Scheduled absences shall be scheduled at least 30 calendar days in advance and mutually concurred upon by the Functional Requirements Evaluator Designee

(FRED).

1.7.7 Unscheduled absences: The CP shall be report to the FRED no later than 2 hours prior to the start of the shift. The FRED will notify the COR and Contractor Representative of reported absence. Failure of the CP to provide notice within the stated timeframe will be considered a no call no show and marked as an absence.

1.7.8 Special Activities: The CP is advised that special activities including but not limited to commander’s calls, sports days, employee quality of life meetings, late reporting, staggered reporting times, early release, physical fitness time, office picnics, and holiday parties are for Government personnel only and do not apply to the contractor employees. If any special activity occurs, the CP will continue to perform contract requirements unless expressly excused by the CO. In the event that the CO excuses performance, the contractor understands that its employees’ participation in such event will not be at government expense and shall not be invoiced.

1.7.7 Emergency Base Procedures: If the CP is prevented from performing due to acts beyond the CP’s control including emergency base closure the standards in FAR clause 52.212-4(f) and/or 52.249-8 as appropriate will be applied to determine if the non-performance is excusable. In the event of an emergency base closure due to weather or other contingency situation the CO will notify the contractor of any changes in performance requirements. The Contractor shall be responsible for instructing contractor personnel concerning their duty status. Under no circumstances will the contractor be paid for services not delivered.

1.7.8 Contractor Personnel performing under this contract shall abide by the provisions of MDWI 41-101 Medical Expense and Performance Reporting System (MEPRS). The contractor shall provide documentation or records of units through Wide Area Work Flow (WAWF) under inspector extension code: F2MTW4, F2MTW7, F2MTW8, F2MTWJ, F2MTW1, F2MTW3, F2MTWL, and F2MT37.

1.7.10 Emergency Services: Squadron Commanders have been delegated authority to determine which employees are needed to sustain operations during a crisis declared by the National Command Authority. Contract Personnel are expected to report to work as usual, unless directed otherwise by their Squadron Commander; this includes telework and/or Restriction of Movement (ROM) situations.

1.8 Contractor Travel: Travel will not be at the expense of the Government.

1.9 Quality

1.9.1 Quality Control (QC): The Contractor shall be responsible for quality control for all work accomplished during the performance of the contract. The Contractor shall maintain a Quality Control Plan (QCP) which ensures the requirements in this PWS are met. As a minimum, the Contractor shall develop quality control procedures that address the areas identified in Part 7, Performance Requirement Summary. The Contractor shall submit the QCP with their proposal.

1.9.2 Quality Assurance (QA): The Government will periodically evaluate the CP’s performance by appointing a COR to monitor performance to ensure services are received and are acceptable. The COR will correspond with an assigned FRED to assist in monitoring schedule compliance (days/hours worked) and inspecting work performance.

The COR will evaluate the Contractor performance in accordance with the government's Quality Assurance Surveillance Plan (QASP) and in Part 7, Performance Requirement Summary of the PWS developed for this requirement.

1.10 Contractor Personnel

1.10.1 The Contractor and the CP shall comply with all applicable Air Force Instructions (AFI), DoD Regulations, and Medical Wing Instructions (MDWI) as outlined in Appendix B.

1.10.1.1 The Contractor shall ensure that its employees conduct themselves in a professional manner while on the installation and refrain from disruptive, offensive, or otherwise improper behavior that undermines order and discipline. The CO may direct the Contractor to remove from performance of this contract on this installation any contractor employee engaging in such misconduct.

1.10.1.2 CAC requirements: For all contractors who will work in Government facilities, the Facilities Security Officer (FSO)/Company's Security point of contact (POC) will provide the Government all the required information per the DHA CAC request process current version 2.1, January 2018, or more recent when updated.

See process attached at Part 7 Section 7.1.1 of the PWS. A CAC is the standard identification for eligible DoD contractor personnel.

1.10.1.3 The contractor shall return all CACs to the COR upon the departure of the contractor(s).

1.10.2 Contractor Onboarding and Training: The Contractor shall complete all requirements, training, and forms as prescribed in the following requirements:

1.10.3 MTF Orientation: The CP shall attend the MTF Orientation at the onset of their working at MTF. The MTF Orientation will familiarize the CP with the policies and procedures of the MTF and will be scheduled by the COR within 2 months of employment.

Orientation attendance shall be required of the CP during Government paid working hours.

1.10.4 In/Out Processing: All CP performing service under this contract are required to inprocess through the 59 MDW’s Contract Personnel Management Office. Reporting instructions will be provided to the Contract Agency upon qualification/approval of a CP.

During inprocessing, the CP will be issued the following items, when eligible/if applicable—

CAC, facility ID badge, keys, etc. Upon departure or termination of the contract, the CP will outprocess the facility and will return all government issued items—CAC, facility ID badge,keys, etc., to the Contract Personnel Management Office.

1.10.5 Health Requirements and Immunizations: Prior to contract performance, the Contractor shall provide proof of immunization or immunity form or screening for the following diseases according to Air Force guidelines equivalent to that provided to active work Armed Forces: COVID-19, Hepatitis B, MMR (Measles, Mumps, and Rubella), Varicella, Tdap (Tetanus, Diphtheria, and Pertussis), Tuberculosis (TB), HIV (Contractor who has direct patient care) and influenza for all personnel. Contractor shall control and prevent disease in accordance with AFI 48-105 Surveillance Prevention and Control of Diseases and Conditions of Public Health or Military Significance, and the American Public Health Association Publication, Control of Communicable Diseases Manual, and the Centers for Disease Control and Prevention (CDC) publication, Morbidity and Mortality Weekly Report, Air Force Policy (as applicable), 59 MDWI, Immunizations and AFI 48-110, Immunizations and Chemoprophylaxis for the Prevention of Infectious Diseases.

1.10.6 Medical Tests: The CP shall not obtain medical tests or procedures at the MTF, unless identified in Section 3. The Contractor shall be responsible for the cost of any emergency medical services received.

1.10.7 Influenza Immunization: The CP shall receive the current influenza immunization, at contractor’s expense, unless contraindicated by allergy; as an example, to eggs as evidenced by hives, difficulty breathing, itching, and other symptoms of anaphylactic hypersensitivity, this exemption requires a Physicians diagnosis. Proof of vaccination will be required annually.

1.10.8 The Contractor shall provide the CO with copies of CP resume and proof of background investigation prior to acceptance and in-processing. In-processing will begin once notification of acceptance has been given.

1.10.9 Nonpersonal services health care workers licensure: Non personal services health care workers requiring licensure shall have and maintain a current, valid, unrestricted license specific to the position (with no limitations, stipulations or pending adverse actions) in the U.S. jurisdiction within which the non personal services health care worker is performing. (if applicable)

1.10.10 Nonpersonal services health care workers medical malpractice insurance requirements: The Contractor is required to indemnify the Government for any liability producing act or omission by the contractor, its employees and agents occurring during contract performance. The Contractor is required to maintain medical liability insurance, in a coverage amount acceptable to the Contracting Officer, which is not less than the amount normally prevailing within the local community for the medical specialty concerned; and Contractor is required to ensure that its subcontracts for provisions of health care services, contain the requirements of the clause at FAR 52.237-7, including the maintenance of medical liability insurance. The Contractor shall obtain evidence of insurability concerning medical liability insurance from the apparent successful offeror prior to contract award and shall obtain evidence of insurance demonstrating the required coverage prior to commencement of performance. (if applicable)

1.10.11 The contractor shall insert paragraphs 4.9.2.3, 4.9.2.4, and this paragraph, 4.9.2.5, in all subcontracts for nonpersonal services contracts for health care workers. (if applicable)

1.11 Physical Security

1.11.1 The CP shall comply with Force Protection Condition (FPCON) procedures, Random Antiterrorism Measures (RAMS) and local search/identification requirements. The CP shall safeguard all government property, including controlled forms, provided for contractor use. At the close of each work period, government training equipment, ground aerospace vehicles, facilities, support equipment, and other valuable materials shall be secured.

1.11.2 Weapons, Firearms, and Ammunition: Contractor personnel are prohibited from possessing weapons, firearms, or ammunition, on themselves or within their contractor-owned vehicle or privately-owned vehicle while on JBSA Lackland.

1.11.3 Smoking in AF Facilities: The CPs are advised that the AF has placed restrictions on the smoking of tobacco products in AF facilities. AFI 40-102, Tobacco Free Living, outlines the procedures used by the commander to control smoking in our facilities.

Contractor personnel and visitors are subject to the same restrictions as government personnel. Smoking is permitted only in designated smoking areas.

1.11.4 JBSA Traffic Code: All applicable Traffic Codes will be enforced and apply to all personnel operating vehicles on a JBSA installation. The governing instruction for all Traffic Codes is AFI 31-218(I), Motor Vehicle Traffic Supervision and AFMAN 31-116, Air Force Motor Vehicle Traffic Supervision. For a complete listing of all JBSA Traffic Codes and all other applicable traffic policies and procedures, please contact the CO.

1.11.5 Cell Phone Usage: CPs are advised that DoD Instruction (DoDI) 6055.04 prohibits cellular telephone usage when approaching, entering or exiting any installation gate. Cell phone usage by drivers on installations is prohibited in moving vehicles unless used with a hands-free device. The installation Security Forces Squadron (SFS) is strictly enforcing this regulation. Those found in violation of this regulation are subject to be ticketed.

1.11.6 Base Fire Prevention Program: The CP will be required to comply with the applicable Fire Prevention Program, for each contracted location. The applicable directive is AFI 91-203, Air Force Consolidated Occupational Safety Instruction.

1.12 Security

1.12.1 General Security Requirements: The CP shall follow all guidelines found in the Security Requirements for Solicitation and Contract clauses.

1.12.2 Internal Operating Instructions (OI): The CP shall abide by the MTF’s current OIs for internal circulation control, the protection of resources, and the regulated entry into Air Force controlled areas during normal, simulated, and actual emergency operations.

1.12.3 Reporting Requirements: The CP shall comply with AFI 71-101, Volume 1, Criminal Investigations (Chapter 2, paragraph 2.7) and Volume-2, Protective Service Matters, (Paragraph 1.2). Contractor shall report to Security Forces any information or circumstances which may pose a threat to DoD or Contractor, CP, resources, or DoD information.

1.12.4 Removal of Contractor Personnel (CP): The Government, through the CO, reserves the right to require immediate removal from contract performance on the installation or any Government facility, any individual whose actions raise reasonable suspicion that patient care or services may be compromised in any way, or that pose a threat of harm to other Contractor/Government personnel or self. Removal under other circumstances will be subsequent to, and at the direction of the CO only.

1.12.4.1 If a situation meriting removal occurs as outlined in the previous paragraph, the COR will contact the CO and the contractor’s representative within 24 hours. A meeting may be required with the CO, COR and Contractor representative to discuss further action.

1.12.4.2 The CO will notify the Contractor if and when permanent removal is required. In the event of a disagreement between the Government and the Contractor, the decision from the CO will be final.

1.12.4.3 The CP may be required to submit to drug/alcohol testing. The Government may require temporary or permanent removal from contract performance any individual who refuses or fails testing.

1.12.5 Government Computer Access Requirements: If this contract requires CP to have access to government computers, the CP requiring access shall successfully initiate a Tier 1 (T1) background investigation, before inprocessing to the facility. The investigation shall be submitted by the government at no additional cost to the contractor. All CP affected by this requirement must have completed an acceptable submission that complies with all directions within 30 calendar days of Contract Award or Notice of Award or they must have a current, favorable background investigation or a higher level investigation, i.e., a security clearance. To begin this process, the CP must complete, within 15 calendar days after Contract Award or Notice of Award, the Standard Form 85, Questionnaire for Non- Sensitive Positions, and the OF 306, Declaration for Federal Employment (this form is also used for CP), as well as any other forms to support the initiation of a T1. The SF 85 and

OF 306 may be downloaded from https://www.opm.gov/forms. The contractor shall notify the COR or the Security Manager (SM) or Security Assistant (SA) when the forms are complete. The CP will then be scheduled by the SM/SA for two or more appointments to complete the security package. After receipt of favorable fingerprints and submission of the T1 to OPM, the CP will be scheduled for inprocessing and will be issued a CAC. If at any point after submission of the investigation, disqualifying information is discovered or developed, the government reserves the right to deny computer access and the CAC will be revoked. In this instance the CO will notify the contractor of the denial and will request a new candidate for the position as the individual will no longer be allowed to perform work on this contract. The T1 adjudication process normally takes 2 to 5 months after submission of the investigation to OPM. The contractor shall comply with DoDM 5200.02_AFMAN 16-1405, Air Force Personnel Security Program requirements.

1.12.6 Installation Access: Criminal History Check will be conducted on all prime/subcontractor employees requiring base access. The Contractor shall provide the CO and the Information Protection Office a current list of employees needing access within 3 working days after receiving Contract Award or Notice of Award. The list shall include employee’s name, date of birth, social security number, state driver’s license/state ID number and state of issue. Notifications of contractor employee additions and deletions shall be provided with the same information listed above and within 3 working days. Within 10 business days after receipt of the list the Government will notify the Contractor that installation access passes are available for those employees clearing the criminal history check. The duration of any pass issued will not exceed 1 year or the duration of the contract, whichever is shorter. This process will be repeated at the exercise of any option period or any new incoming personnel.

1.12.7 Additional Security Requirements: Tier 1 background investigations will be IAW Homeland Security Presidential Directive 12 (HSPD-12).

1.12.8 Unescorted Entry to Restricted/Controlled Areas: Not Applicable

1.12.9 Key Control: The contract personnel shall establish, implement, and safeguard all keys /key cards issued to the contractor by the Government are not lost or misplaced and are not used by unauthorized persons. The contract personnel shall not duplicate issued keys and shall report lost keys to the COR, FRED, and CO immediately. The CP will be charged for lost keys, re-keying, and lock replacement as applicable. NOTE: The contractor shall develop procedures covering key control that shall be included in the QCP. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas.

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

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

1.13 Data

1.13.1 Government Data: The Contractor shall manage all data created for Government use or legally controlled by the Government, in support of the functional activity or required by AF publication, in accordance with (IAW) the records management procedures in AFI 33

- 322, Records Management Program, Air Force Manual (AFMAN) 33-363, Management of Records, and the Air Force Records Disposition Schedule (AFRDS) located at https://www.my.af.mil/gcssaf61a/ afrims/afrims/rims.cfm.

1.13.1.1 All financial, statistical, personnel, and/or technical data which is furnished, produced or otherwise available to the CP during the performance of this contract are considered confidential business information and shall not be used for purposes other than performance of work under this contract. The Contractor shall not release any of the above information without prior written consent of the CO.

1.13.2 Freedom of Information: The CP shall not respond to any Freedom of Information Act request or release any information in response to a Freedom of Information request.

Any request for information received by the CP under the Freedom of Information Act will be referred to the CO.

1.13.3 HIPPA: See Appendix D

1.14 Reporting

1.14.1 Contractor Manpower Reporting (CMR): 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. The contractor shall direct questions to the CMRA help desk.

1.14.2 Government’s COR: The COR monitors and assists in contract administration.

The COR is authorized to perform the following functions: assure that the contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance; maintain written and oral communications with the contractor concerning technical aspects of the contract; issue written interpretations of technical requirements from the FRED, including monitor contractor's performance and notifies both the CO and contractor of any deficiencies; coordinate availability of government furnished property; and provide site entry of contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting contract.

1.14.3 Functional Requirements Evaluator Designees FRED: Carries out inspection and surveillance duties as described in the QASP. FREDs will be appointed in writing to the COR. FREDs monitor schedule compliance (days/hours worked), inspect deliverables (work performance), and submit monthly surveillance documentation to the COR in accordance with the specific contract terms.

1.14.4 Reports: The CP shall submit reports to the COR and/or credentials office (as applicable) for use in monitoring performance. Such reports may include:

Initial – Effective date of award; Quarterly – 1st Qtr (October 1), 2nd Qtr (January 1), 3rd Qtr (April 1), and 4th Qtr (July 1); Annual – September 5

Report Timeline Health and Immunization requirements Initially Personnel Changes Quarterly Basic Life Support (BLS) As accepted by American Heart Association (AHA) (Heart Savers, Admin) (Providers course) or American Red Cross

Initially and upon expiration date *

Competency and currency of licensure/registration

Initially and upon expiration date *

Security requirements Initially eCMRA Reports Annually (No Later than 31 October every year) Contractor Quality Control Plan Initially Invoices submitted in WAWF Monthly

*Note: In accordance with Military Training Network (MPN 7 February 07), this training will not be provided by the Government.

1.14.5 Contractor Manpower Reporting Application (CMRA): The Contractor shall report ALL Contractor labor hours (including Sub-Contractor labor hours) required for performance of services provided under this contract via a secure data collection site. The Contractor is required to completely fill in all required data fields at SAM.gov.

1.14.5.1 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.

Contractors shall direct questions to the CMRA help desk.

http://www.ecmra.mil/

1.14.6 Uses and Safeguarding of Information: Information from the secure web site is considered to be proprietary in nature when the contract number and Contractor identity are associated with the direct labor hours and direct labor dollars.

At no time will any data be released to the public with the Contractor name and contract number associated with the data.

1.15 Personnel Security

1.15.1 If this contract requires CP to have access to government computers, the CP requiring access shall successfully initiate a Tier 1 (T1) background investigation, before inprocessing to the facility. The investigation shall be submitted by the government at no additional cost to the contractor. All CP affected by this requirement must have completed an acceptable submission that complies with all directions within 15 calendar days of Contract Award or Notice of Award or they must have a current, favorable background investigation or a higher level investigation, i.e., a security clearance. To begin this process, the CP must complete, within 15 calendar days after Contract Award or Notice of Award, the Standard Form 85, Questionnaire for Non-Sensitive Positions, and the OF 306, Declaration for Federal Employment (this form is also used for CP), as well as any other forms to support the initiation of a T1. The SF 85 and OF 306 may be downloaded from https://www.opm.gov/forms. The contractor shall notify the COR or the Security Manager (SM) or Security Assistant (SA) when the forms are complete. The CP will then be scheduled by the SM/SA for two or more appointments to complete the security package.

After receipt of favorable fingerprints and submission of the T1 to OPM, the CP will be scheduled for inprocessing and will be issued a CAC. If at any point after submission of the investigation, disqualifying information is discovered or developed, the government reserves the right to deny computer access and the CAC will be revoked. In this instance the CO will notify the contractor of the denial and will request a new candidate for the position as the individual will no longer be allowed to perform work on this contract. The T1 adjudication process normally takes 2 to 5 months after submission of the investigation to OPM. The contractor shall comply with DoDM 5200.02_AFMAN 16-1405, Air Force Personnel Security Program requirements.

1.15.2 Initiate, maintain, and document personnel security investigations appropriate to the individual’s responsibilities and required access to Controlled Unclassified Information

(CUI).

1.15.3 DHA Personnel Security Office does not deny any access to any automated information system (AIS), network, or Controlled Unclassified Information (CUI). If a contractor receives an unfavorable background investigation, the request for access will be sent back to the FSO for further action. Any unfavorable adjudication will result in DHA Personnel Security Office not signing off on any access request.

PART 2

2.0 DEFINITIONS, ACRONYMS, AND APPLICABLE

PUBLICATIONS/INSTRUCTIONS

2.1 Definitions:

2.1.1 Category D: Information Technology (IT) and Telecommunications Services (called D- Services)

2.1.2 Category R: Support (Professional/Administrative/Management) Services (called R- Services)

2.1.3 Contracting Officer (CO): A person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings.

2.1.4 Contracting Officer’s Representative (COR): An individual, including a contracting officer’s technical representative (COTR), designated and authorized in writing by the CO to perform specific technical or administrative functions. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.5 (FRED): An individual, with technical background, designated to monitor the technical function of this requirement. This individual can NOT direct the contractor or it’s employees to any task that is outside of the scope of this requirement. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.6 Nonpersonal services contract: a contract under which the personnel rendering the services are not subject, either by the contract’s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the Government and its employees.

2.1.7 Quality Assurance Surveillance Plan (QASP): An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance. The Government may either prepare the QASP or require the offerors to submit a proposed quality assurance surveillance plan for the Government’s consideration in development of the Government’s plan.

2.2 Acronyms:

AIS Automated Information System APL Approved Products List APL AQL Acceptable Quality Level ARRT Acquisition Requirements Roadmap Tool ATO Authority to Operate B2B Business-2-Business CAC Common Access Card CAP Cloud Access Point CCEVS Common Criteria Cybersecurity Evaluation and Validation Scheme CDI Covered Defense Information CE Computer Environment CDRL Contract Data Requirement List CIO Chief Information Officer CJCSM Chairman of the Joint Chiefs of Staff Manual CMMC Cybersecurity Maturity Model Certification CMR Contractor Manpower Reporting CNSSI Committee on National Security Systems Instruction CO Contracting Officer(s) CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative COTR Contracting Officer's Technical Representative CSP Cloud Service Provider CSSP Cyber Security Service Provider CUI Controlled Unclassified Information DAD-A Deputy Assistant Director for Acquisition DC3 DoD Cyber Crime Center DD Form 254 Department of Defense Contract Security Requirement List (if applicable) DB Design-Build DBB Design-Bid-Build DFARS Defense Federal Acquisition Regulation Supplement DHA Defense Health Agency DISA Defense Information System Agency DoD Department of Defense DoDD Department of Defense Directive DoDI Department of Defense Instruction DSAs Data Sharing Agreements DSAA Data Sharing Agreement Application DMZ Demilitarized Zone DoDM Department of Defense Manual DPCLO DHA Privacy and Civil Liberties Office DUA Data Use Agreement eMSM Enhanced Multi-Service Markets EULA End User License Agreement EVM Earned Value Management

FAR Federal Acquisition Regulation FCI Federal contract information FE Facilities Enterprise FedRAMP Federal Risk Authorization and Management Program FRED Functional ….

FISMA Federal Information Security Modernization Act FRCS Facility Related Control Systems FSO Facilities Security Officer HA Health Affairs HIPAA Health Insurance Portability and Accountability Act HCA Head of the Contracting Activity HIT Health Information Technology IGCE Independent Government Cost Estimate IA Information Assurance IO Initial Outfitting I/O In/Out Processing Portal IPv Internet Protocol Version IS Information System ISP Internet Service Provider IT Information Technology ISCM Information Security Continuous Monitoring IV&V Independent Verification & Validation MedCOI Medical Community of Interest MHS Military Health System MIL-STD Military Standard MTFs Military Treatment Facilities NCR National Capitol Region NDA Non-Disclosure Agreement NIAP National Information Assurance Partnership NIST National Institute of Standards and Technology OCONUS Outside Continental United States (includes Alaska and Hawaii) ODC Other Direct Costs OPM Office of Personal Management OSD Office of the Secretary of Defense P-ATO Personal Authorization to Operate P&R Personnel and Readiness PGI Procedures, Guidance and Information PDT Project Delivery Team PHI Protected Health Information PII Personally Identifiable Information PIT Platform Information Technology PK Public Key PKI Public Key Infrastructure POA&M Plan of Action and Milestones POC Point of Contact PMO Program Management Office

PoP Period of Performance PP Personal Property PPSM Ports, Protocols, and Services Management PRS Performance Requirements Summary PSP Personnel Security Program PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Plan RFP Request for Proposal RFQ Request for Quotation RMF Risk Management Framework SP Special Publication SPRS Supplier Performance Risk System SRM Sustainment, Restoration and Modernization SRG Security Requirements Guides STIG Security Technical Implementation Guides TOS Terms of Service US United States UFC Unified Facilities Criteria VPN Virtual Private Network XML Extensible Markup Language

2.3 Applicable Publications, DHA Administrative Instructions (AI), etc.

DoDM 5200.02_AFMAN 16-1405, Air Force Personnel Security Program

PART 3

3.0 GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

The Requiring Activity Authority has assessed the need for Government Furnished Property, Equipment, and Services and determined:

3.1 Services: The Government:

☒ Will NOT provide Government Furnished Services in support of this contract/task order. As a result, this paragraph is Not Applicable.

☐ WILL provide Government Furnished Services required in support of this contract/task orders.

3.2 Facilities: The Government:

☒ Will NOT provide Facilities in support of this contract/task order. As a result, this paragraph is Not Applicable.

☐ WILL provide Facilities in support of this contract/task orders.

3.3 Utilities: The Government:

☒ Will NOT provide Utilities in support of this contract/task order. As a result, this paragraph is Not Applicable.

☐ WILL provide Utilities in support of this contract/task orders.

3.4 Equipment: The Government: Equipment includes desktop and/or laptop computers, computer accessories, copy machine, telephone, scanner, fax machine, and CAC readers.

☒ Will NOT provide Equipment in support of this contract/task order. As a result, this paragraph is Not Applicable.

☐ WILL provide Equipment in support of this contract/task orders. The Government provided Equipment is described below

3.5 Materials: The Government:

☒ Will NOT provide Materials in support of this contract/task order. As a result, this paragraph is Not Applicable.

☐ IS providing Materials in support of this contract/task orders.

PART 4

4.0 CONTRACTOR FURNISHED ITEMS AND SERVICES

4.1 Services: The Contractor: N/A

☒ Will NOT provide Contractor Furnished Services in support of this contract/task order. As a result, this paragraph is Not Applicable.

Part 5 Medical Administrative Positions and Position Descriptions

*All contract personnel (CP) shall possess the following minimum qualifications. Any additional and specific qualification requirements will be documented within the specific position description listed in the subsequent paragraphs.

**Additional Labor Categories may be added by bi-lateral modification. Any positions added for additional MTFs listed in Part 1 will require their own Wage Determination and approved labor rates.

5.1 Positions:

5.1.2 Medical Administration Technician

5.1.2.1 Background/Experience:

• A high school diploma or equivalent.

• Must have experience with Microsoft (MS) Office suite which includes but not limited to: MS PowerPoint, MS Excel, and MS Word.

• Knowledge of various microcomputer equipment with the ability to input, retrieve and format data.

• Effective communication skills, both orally and in writing, to clearly and successfully deliver, receive, and understand messages.

• CP must possess the ability to research operational activities requiring coordination with multiple functional organizations within the Air Force as well as other civilian and federal agencies.

5.1.2.2 Work Environment/Physical Requirements: CP shall meet the following physical work environment requirements which include but are not limited to walking, standing, sedentary/sitting, bending. The contract personnel shall also be able to lift and carry at a mimumum of 25 to 50 pounds, reach high shelving units with the assistance of step landers, as needed, to retrieve and file records. While working in the Military Treatment Facility, the CP’s preferred dress code is business casual attire.

5.1.2.3 Position Description: Provide medical administration and program assistant services in a wide range of organizational, business, and financial operations to include but not limited to:

performing data collection, computation, interpretation, and presentation.

• Additional essential job duties for Front Desk and Urology Front desk include:

o Greet patients professionally both in person and on the phone o Check patients in and out o Complete consult bookings as needed o Maintain provider schedules; Open, Block, and Adjust as instructed o Explain/process intake forms o Procedure patients; give patient consent to sign/if patient has questions refer to provider or nursing staff o Complete third party insurance form(s)

• Contractor personnel must assist General Surgery front desk functions on an as needed basis.

• Assist senior level management by providing technical expertise and administrative support impacting plans and operations, compliance, risk and quality management, managed care, human resource management, logistics management, patient administration, budgetary and fiscal management, medical manpower, information management, medical readiness, medical facility management, and biometrics.

• Provide administrative support by performing various clerical and administrative duties to include but not limited to developing presentations, performing office automation duties to include but not limited to word processing, email correspondence, managing suspenses, creating briefing charts, and development/tabulation of spreadsheets.

• Provide customer service and administrative support in patient care areas and their assigned departments in the medical treatment facility.

• Verifies patient demographics and advises patient to update Defense Enrollment Eligibility Reporting System (DEERS) information as required. Contractor Personnel will enter any new contact information to include but not limited to address and phone number in the MHS GENESIS utilizing the Demographics Module. Contractor Personnel shall upload required documentation within the GENESIS and other third party collection platforms.

5.1.3 Consolidated Commander’s Staff Administrative Assistant

5.1.3.1 Background/Experience:

• A high school diploma or equivalent.

• Must have experience with Microsoft (MS) Office suite which includes but not limited to: MS PowerPoint, MS Excel, and MS Word.

• Knowledge of various microcomputer equipment with the ability to input, retrieve and format data.

• Effective communication skills, both orally and in writing, to clearly and successfully deliver, receive, and understand messages.

• CP must possess the ability to research operational activities requiring coordination

5.1.3.2 Work Environment/Physical Requirements: Requirements include walking, standing, sedentary/sitting or bending. CP must be able to carry 25-50 pounds and reach high shelving units with the assistance of step ladders, as needed, to retrieve and file records. While working in the Military Treatment Facility, the CP’s preferred dress code is business casual attire.

5.1.3.3 Position Description: Provide medical administration and program assistant services in a wide range of organizational, business, and financial operations to include but not limited to:

performing data collection, computation, interpretation, and presentation. Additional essential job duties for Front Desk:

• Greet patients professionally both in person and on the phone

• Check patients in and out

• Complete consult bookings as needed

• Maintain provider schedules; Open, Block, and Adjust as instructed

• Explain/process intake forms

• Procedure patients; give patient consent to sign/if patient has questions refer to provider or nursing staff

• Complete third party insurance form

5.1.3.4 Perform quality checks on change worksheets, ensuring accuracy and data integrity in support of the MTF Personnel Section.

5.1.3.5 Request and distribute Weighted Airmen Promotion System (WAPS) testing material to unit members; track and reschedule test dates; update database and coordinate related information/data with Military Personnel Flight personnel.

5.1.3.6 Process local letters for in- and out-processing personnel in support of the Temporary Duty Program.

5.1.3.7 Act as the liaison to the Force Support Squadron (FSS); coordinate the dissemination of necessary documents and information and pick up/drop off documents as necessary.

5.1.3.8 Disseminate promotion roster recommendation letters to specified squadron command personnel for promotions programs.

5.1.3.9 Order, create and maintain all certificates required for out-processing and/or retiring members.

5.1.3.10 Update and maintain in a current status the Military Personnel Data System, Defense Medical Human Resources System, and Leave Web.

5.1.3.11 Monitor, validate, and maintain in a current status, the Basic Allowance for Subsistence (BAS) and Essential Station Messing programs.

5.1.3.12 Provide support for all activities related to the in- and out-processing of members for Permanent Change of Station (PCS), Permanent Change of Assignment (PCA), and separations actions.

5.1.3.13 Distribute and track career status bonus/redux option notifications and distribute entitlement status as necessary to the member and leadership as required.

5.1.3.14 Review and maintain leave program and complete AF Form 1486’s, Unit

Leave Control Log, and discrepancy memorandums for signature.

5.1.3.15 Route Line of Duty Determinations to unit points of contact for squadron review.

5.1.3.16 Send notifications and complete and maintain required documentation for Drug Demand reduction notification and follow-up with squadron trusted agents.

5.1.3.17 Request and track monthly roster/reports to include but not limited to the gains and losses report, alpha roster, and status roster provided to squadron commands.

5.1.3.18 All roles and responsibilities to reflect the FSS structure and personnel roles per Personnel Services Delivery Memorandum (PSDM) 36 series AFI.

5.1.3.19 Receive, sort, and distribute mail as appropriate.