PWS Mobile Dental Final.pdf

Ver. October 2024

PERFORMANCE WORK STATEMENT

(PWS)

Dental Readiness in support of: Individual Medical Readiness (IMR) to include Dental Exams, Treatment, Dental Class (Denclass) Entry for Alerted and Non-Alerted Soldiers in the New York Army National Guard (NYARNG).

1.0 General:

1.1 Scope: The contractor shall provide all management, personnel, equipment, tools, materials, supervision, certifications and supplies necessary to provide all listed services in compliance with HIPAA, Privacy Act, Radiologically-Compliant, OSHA, stand-alone environment and quality control necessary, except as specified in Paragraph 3.0 as Government Furnished, to perform Mobile Dental Services, as defined in this PWS.

1.2 Background: Oral health is vital for force health protection. Failure to achieve a standard of oral health could preclude a Soldier from deploying. Dental Readiness is a command responsibility. DoD established a uniform dental classification in HA Policy 02-11. DoD policy requires dental screening examinations to be accomplished and documented on 95% of service members. Members of the Army National Guard shall receive an annual dental screening examination to determine their dental classification.

The results of that screening examination shall be entered into the DENCLASS database onsite live. The DENCLASS database updates the Army Medical Protection System (MEDPROS).

1.3 Period of Performance (PoP): The Period of Performance shall be a 5 year IDIQ?

1.4 General Information:

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

After acceptance of the QCP, the contractor shall obtain the Contracting Officer’s (KO’s) acceptance in writing of any proposed changes to its QCP.

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

1.4.3 Recognized Holidays: The following are recognized United States (US) holidays.

While it is highly unlikely that services will be requested on the following Holidays, the contractor shall perform services on these days if services are requested by the Military.

1.4.3.1 New Year’s Day: January 1st

1.4.3.2 Martin Luther King, Jr.’s Birthday

1.4.3.3 President’s Day

1.4.3.4 Memorial Day

1.4.3.5 Juneteenth

1.4.3.6 Independence Day: July 4th

1.4.3.7 Labor Day

1.4.3.8 Columbus Day / Indigenous People’s Day

1.4.3.9 Veteran’s Day: November 11th

1.4.3.10 Thanksgiving Day

1.4.3.11 Christmas Day: December 25th

1.4.4 Place and Performance of Services: Expect operations on contracted full days to begin at 0630hrs and to continue until at least 1800hrs. Contracted half-days will generally, begin at 0630hrs and continue until at least 1300hrs. However, start and completion times are dependent on the needs of the Military and may vary. Contracted Dental Operations shall continue until exams and treatment for scheduled PAX are complete. Any changes in start times or extended hours required to complete exams and treatment shall be accommodated at no additional cost to the Government. The contractor shall at all times maintain an adequate work force for the uninterrupted performance of all tasks defined within this PWS when the Government facility/installation is not closed for the above reasons. When hiring personnel, the contractor shall keep in mind that the stability and continuity of the work force are essential. Teleworking is not authorized.

Performance shall be accomplished predominantly at the Camp Smith Training site, however, there is the potential to be at any of the following locations: (not a complete list)

South Street Armory 174 South Street, Auburn, NY 13021 Camp Smith Training Site Bldg. 503, Cortlandt Manor, New York

10567 Niagara Falls Air Reserve Center

2502 Rubin Way, Niagara Falls, NY 14304

Rochester Flight Facility 42 Patriot Way, Rochester, NY 14624 MATES Facility 4900 Tank Trail Rd, Fort Drum, NY 13602 Joint Forces Headquarters 330 Old Niskayuna Road, Latham, NY

12110

27th IBCT Headquarters 6900 Thompson Road, Syracuse, NY 13211

1.4.4.1 Closures: Unscheduled gate closures by the Security Police may occur at any time causing all personnel entering or exiting a closed installation to experience a delay.

This cannot be predicted or prevented. Contractors are not compensated for unexpected closures or delays. Contractors are not compensated for last minute cancelation of requested services due to Government shutdown. Vehicles operated by contractor personnel are subject to search pursuant to applicable regulations. Any moving violation of any applicable motor vehicle regulation may result in the termination of the contractor employee’s installation driving privileges.

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

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

1.4.5.1 Common Access Cards (CAC): For contractors requiring CAC, the CAC is the DoD Federal Personal Identity Verification (PIV) credential. CAC issuance requirements are in accordance with Department of Defense Manual (DoDM) 1000.13-M-V1, DoD Identification (ID) Cards, January 23, 2014, initial issuance of a CAC requires, at a minimum, the completion of an Federal Bureau of Investigation (FBI) fingerprint check with favorable results and submission of a National Agency Check with Inquiries (NACI) (or investigation approved in Federal Investigative Standards) to the Under Secretary of Defense for Intelligence (USD(I)) approved investigative service provider. The issuance of a CAC will be based on four criteria:

(a) Eligibility for a CAC

(b) Verification of DoD affiliation from an authoritative data source

(c) Completion of background vetting requirements according to the Federal

Information Processing Standards Publication 201-2, Personal Identity Verification (PIV) of Federal Employees and Contractors, August 2013, and DoD Manual 5200.02, Procedures for the DoD Personnel Security Program (PSP), April 3, 2017

(d) Verification of a claimed identity. Sponsorship and enrollment information about each applicant must be registered in the Defense Enrollment Eligibility Reporting System (DEERS) through either the Real-Time Automated Personnel ID System (RAPIDS) using the DD Form 1172-2, or the Trusted Associate Sponsorship System

(TASS).

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

1.4.5.1.2 Trusted Associate Sponsorship System (TASS): The contractor shall process CAC applications through the TASS, the procedures for which are described below.

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

a. The contractor's FSO or contractor employee shall submit requests for a CAC via email to the designated TASS Trusted Agent (TA). The TASS TA for this requirement will be the NYARNG Clinic NCOIC SFC Michael T. Herbst at 518-272-6362 or michael.t.herbst.mil@army.mil

b. The Government will establish a TASS application account for each CAC

Request and will provide each contractor employee a USER ID and password, via email, to the FSO. The FSO or contractor employee shall access the TASS account and complete the CAC application (entering/editing contractor information as applicable) at:

https://www.dmdc.osd.mil/tass/. The FSO or contractor employee shall follow up to ensure that the TA is processing the request.

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

1. Approval: Upon approval, the information is transferred to the DEERS database and an email notification is sent to the contractor with instructions on obtaining their CAC. The contractor proceeds to a RAPIDS station (RAPIDS Site Locator:

http://www.dmdc.osd.mil/rsl/).

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

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

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

1.4.5.1.3 CAC eligibility verification: At the RAPIDS station, the RAPIDS Verification Officer will verify the contractor employee by SSN and two forms of identification.

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

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

https://www.dmdc.osd.mil/tass/

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

1.4.5.1.6 The contractor shall obtain an Army Knowledge Online (AKO) email address for each applicant, including subcontractors, who may be deployed or require logical access to a government computer network. This can be done by going to:

http://www.us.army.mil and registering as an "Army Guest," with the sponsor being the COR or a COR- designated individual if the COR is ineligible to Serve as an AKO Sponsor. Note: If employees of a contractor lose the privilege to access AKO, they lose the ability to renew their CAC. Therefore, it is critical that contractor employees maintain their AKO accounts.

1.4.5.2 Non-CAC Contractors: For contractors that do not require a CAC, but require access to a DoD facility or installation: Contractor and all associated sub-contractors employees shall comply with adjudication standards and procedures using the National Crime Information Center Interstate Identification (NCIC-III) and Terrorist Screening Database (TSDB) (Army Directive 2014-05/AR 190-13), and applicable installation, facility and area commander installation/facility access, and local security policies and procedures (provided by a government representative).

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

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

Contractor employees shall:

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

http://www.us.army.mil/

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

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

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

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

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

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

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

1.4.5.8 Information Awareness Registration: All contractor employees with access to a government information system shall be registered in the Army Training Certification https://informationassurance.us.army.mil/ http://jko.jten.mil/courses/atl1/launch.html

Tracking System (ATCTS) (https://atc.us.army.mil/iastar/index.php) at commencement of services, and shall successfully complete the DoD Information Assurance awareness training prior to access to the IS and then annually thereafter.

(https://ia.signal.army.mil/DoDIAA/).

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

1.4.5.10 OPSEC Training: In accordance with AR 530-1, Operations Security, new contractor employees shall complete Level I OPSEC training within 30 calendar days of their reporting for duty and annually thereafter. The contractor shall submit certificates of completion for each contractor employee to the COR within 15 calendar days after completion of training. Level 1 OPSEC training is available at http://cdsetrain.dtic.mil/opsec/.

1.4.5.11 Operations Security (OPSEC) Standard Operating Proceedure (SOP) / Plan:

The contractor shall develop an OPSEC SOP / Plan and provide it to the COR within 90 calendar days of contract award, to be reviewed and approved by the responsible Government OPSEC officer, per AR 530-1, Operations Security. This SOP / Plan shall include a process to identify the government's critical information, why it needs to be protected, where it is located, who is responsible for it, and how to protect it. The contractor shall implement OPSEC measures as required by the Government. In addition, the contractor shall identify an individual who will be an OPSEC Coordinator.

The contractor shall ensure this individual becomes OPSEC Level II certified within 90 days of appointment as OPSEC coordinator in accordance with AR 530-1. Contractor shall provide a copy of the certification to the COR NLT 15 days after completion.

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

1.4.6.1 Key Control: All references to keys include physical keys, key cards, and cypher locks. The contractor shall establish and implement methods of ensuring that keys / key cards / cypher-lock codes issued by the Government are not lost, misplaced, or are used by unauthorized persons. No keys issued by the Government shall be duplicated.

The contractor shall include procedures covering key control in the QCP. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The contractor shall immediately report any occurrences of lost or duplicated keys / key cards to the COR.

https://atc.us.army.mil/iastar/index.php https://ia.signal.army.mil/DoDIAA/ http://cdsetrain.dtic.mil/opsec/

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

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

1.4.6.2 Lock Combinations: The contractor shall establish and implement methods of ensuring that no lock combinations are revealed to unauthorized persons. The contractor shall ensure that lock combinations are changed when personnel having access to the combinations no longer have a need to know such combinations. These procedures shall be included in the contractor’s QCP.

1.4.7 Special Qualifications: Contractors must ensure that any personnel performing under the contract are fully trained, licensed, certified and qualified to provide services.

NOTE: The Government does not provide training to contractors. Contractors must ensure that any personnel performing under a contract are fully trained, licensed, certified and qualified to provide services.

1.4.7.1 License to Practice in New York State: Contractor must provide proof of its authorization through the New York Secretary of State and New York State Education Department as an entity registered to provide dental services within the State of New York.

a. Dental assistants must have a minimum of 5 years dental assisting experience and work under the direct supervision of a licensed dentist. Proof of qualifications will be produced upon the request of the State Dental Officer, the COR, DSS or their representatives.

b. Dentists must have current documentation of the following:

1. New York State Dental License

2. DEA (Drug Enforcement Agency) Registration, if applicable for dispensing medications.

3. Proof of current Malpractice Insurance

4. BLS / CPR (Basic Life Support/Cardio-Pulmonary Resuscitation) training certificate.

5. New York State Infection Control Certificate of Training

6. Signed and dated examination protocol should be completed by each dentist.

7. Digital copy of 1-6 directly above shall be sent to the COR MSG Brian

Tippett at brian.e.tippett4.mil@army.mil, or designated alternate, and the DSS LTC Luis Garcia, luis.garcia9.mil@mail.mil, at least 72 hours prior to the mission. A hard copy must be on hand and furnished at the event prior to its commencement if requested by the SDO, DSS or COR or their representatives.

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

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

1.4.10 Identification of Contractor Employees: All contractor personnel are required to identify themselves as such to avoid creating an impression that they are Government employees. The contractor shall ensure that all documents or reports produced by contractor personnel are suitably marked as contractor products or that contractor participation is appropriately disclosed. The contractor’s status as a “contractor” shall be predominantly displayed in all correspondence types, to include signature blocks on e-mail, and dealings with Government or non-Government entities. Contractor personnel shall wear identification badges distinguishing themselves as such at all times when on Government facilities. The badges shall have the company name, employee name and the word “contractor” displayed. The contractor shall retrieve all identification media (including vehicle passes) from its employees who depart employment for any reason.

The contractor shall return all identification media (i.e., badges and vehicles passes) to the KO within 14 days of an employee’s departure.

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

FAR 22.17.

1.4.12 Travel Expenses: All travel related expenses incurred fulfilling this contract are the sole responsibility of the Contractor.

1.4.13 Data Rights: The Government has unlimited rights to all documents/materials produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor without written permission from the KO. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

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

2.0 Definitions and Acronyms:

2.1 Definitions:

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

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

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

This individual does NOT have authority to change the terms and conditions of the contract.

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

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

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

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

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

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

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

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

2.2 Acronyms:

ADA Americans with Disability Act AEI Army Enterprise Infostructure AR Army Regulation ASMR ASM Research (MODS module vendor) AT/OPSEC Antiterrorism/Operational Security BI Background Investigation CAC Common Access Card CM Contract Manager CMRA Contractor Manpower Reporting Application COR Contracting Officer Representative DA Department of the Army DD254 Department of Defense Contract Security Classification Specification Denclass Dental Classification System, Electronic Dental Record System DD Form Department of Defense Form DFARS Defense Federal Acquisition Regulation Supplement DoD Department of Defense DSS Deputy State Surgeon FAR Federal Acquisition Regulation FDA Food and Drug Administration GFP/M/E/S Government Furnished Property/Material/Equipment/Services HA Health Affairs HIPPA Health Insurance Portability and Accountability Act HQDA Headquarters, Department of the Army HSPD Homeland Security Presidential Directive IA Information Assurance IS Information System(s) KO Contracting Officer LAN Local Area Network THE OFFICE OF THE STATE SURGEON-NY Medical Command- New York MEDPROS Medical Protection System MODS Medical Operational Data System MRE Medical Readiness Event NG6H 2065 Funding classification for dental exam NYARNG New York Army National Guard NGB National Guard Bureau OCI Organizational Conflict of Interest OCONUS Outside Continental United States OSHA Occupational Safety and Health Administration PII Personally Identifiable Information PIPO Phase In/Phase Out POC Point of Contact

PPE Personal Protective Equipment PRS Performance Requirements Summary PSR Periodontal Screening and Reporting PWS Performance Work Statement QA Quality Assurance QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program SDO State Dental Officer SF Standard Form SOW Statement of Work SRP Soldier Readiness Processing SSN Social Security Number TE Technical Exhibit TMJ Temporo-Mandibular Joint USD(I) Under Secretary of Defense for Intelligence VFRE 2020 Funding Classification for Dental Treatment

3.0 Government Furnished Property, Material, Equipment and Services (GFP/M/E/S):

The Government will provide the property, material, equipment, and/or services listed below solely for the purpose of performance under this contract:

3.1 Services: The Government will provide the following resources: The Government shall provide operating space for Occupational Safety and Health Administration (OSHA) compliant Mobile Dental Practices and an area to park mobile dental practice.

All operations, except for administrative setup at Camp Smith Training Site, shall be located in areas designated for mobile dental trailers such as parking lots or gravel pads as designated by the NYARNG.

3.2 Utilities: Contractor is solely responsible for all electricity, i.e. generators, provide their own internet access and is solely responsible for the disposal and control of all of the contractor’s general waste, infectious waste and sharps. Automation, to include computers, printers, internet access, etc. shall be the sole responsibility of the contractor and shall be tested prior to the event.

4.0 Contractor Furnished Property, Materials, and Equipment (CFP/M/E):

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

4.2 Contractor Provided Equipment: Contractors may own or lease its fleet of Mobile Medical and Dental Services that meet all OSHA ADA & HIPAA standards to ensure a clean, safe, comfortable and productive workspace for medical services under the Individual Medical / Dental Readiness Requirements. An acceptable fleet may include RV style, hauled trailer or temporary building.

4.2.1 The mobile dental trailers must provide the following capabilities:

a. Provide x-ray areas with a minimum of 3mm lead-lined barriers and leaded glass for any patient observation points for x-ray radiation protection or there must be a minimum protective buffer zone of 6 feet distance between the operator and the x-ray source.

b. Perform digital bite-wing, Panoramic, and other necessary diagnostic x-rays and upload digital x-rays to DENCLASS.

c. Provide emergency medical resources consistent with OSHA standards, such as eye-wash station, distilled water tanks, automated external defibrillator, oxygen tank with delivery system and appropriate emergency medications.

d. Have walled dental operatory to provide confidentiality for patients.

e. Provide temperature-controlled rooms consistent with OSHA standard.

f. Have sterilization equipment in separate sterilization area.

g. Provide biohazard waste and sharps receptacles.

h. Provide fully functional electric powered professional quality dental chairs, compressor systems, vacuum systems and treatment instruments for fillings, extractions, root canals and other treatment authorized by NYARNG. Contractor shall supply an electric motor driven surgical handpiece unit for use in complex and wisdom tooth extractions. If dental instruments or treatment kits are found to be inadequate or incomplete by the SDO, COR, DSS or their representative, replacement or additional equipment will be required with 4 hours of written notice from COR or representative to the project manager onsite. Contractor shall provide all supplies and materials needed to complete contracted services.

i. Provide fully functional office technology including LAN with redundant computer systems with printing/copying capabilities to include CD/DVD writer, and stand-alone copier with paper. Contractor provided LAN is required due to limited band width within the military resource.

j. Adequate vehicle ventilation is required to minimize airborne pathogens.

k. Photographic quality paper and photo printer is required for bite wing/panoramic x-ray printouts to provide enhanced image quality (1200 x 4800 dpi or better).

l. At dental check in station, have separate printer and computer dedicated to review Soldiers’ information found in DENCLASS, and the ability to print bite-wings and panoramic x-rays onto photographic quality paper and place into Soldiers dental record.

Prior to an event, the contractor will print out, or store digitally for subsequent printout or display, the current diagnostic Panorex and bitewings less than 1 year old found in Denclass. Such printouts or displays will be available to exam and treatment dentists and State Dentists for review purposes. Printouts shall remain in the Soldiers hardcopy record post-mission. All x-rays digitally displayed for contract dentists for exam purposes shall also be available for display to the State Dentists for review purposes.

Contractor shall supply all computers, software, networking and data required to make such digitally displayed x-rays visible to the State Dentists. As an alternative to printing contractor may make those existing images available digitally to both contractor and State Dentists for exam, treatment and review purposes. If a digital system for display of images is utilized, all requirements for printer, computer and pre-mission scrub and storage of images remain in effect as printout of new x-rays will still be needed.

m. Four bite-wing radiographic and 2 panoramic x-ray stations with adequate staffing are required with back up machines operational within two hours of machine failure.

n. Contractor personnel shall dress and present professionally in a manner consistent with providing professional services in a Military facility. Contractor must provide PPE (personal protective equipment) required by OSHA i.e. Gloves, gowns, masks, safety glasses, eyewash stations. All x-ray, exam, and treatment personnel shall work in scrubs, lab coat, or disposable gown.

4.3 The contractor will provide, as part of their initial quote, an equipment transition plan which shall outline the equipment which will be provided or used to provide dental services and shall indicate, in writing, what equipment and type of vehicles will be used to move the mobile dental trailers or workstations. The contractor will provide, as part of their bid, the number of trailers required to meet the contract requirements, the number of treatment stations or Xray stations per trailer, the square footage required by each trailer, how each trailer will be powered, the number of generators required, and the space/layout required to adequately operate / power each workstation. This is intended to ensure the contractor has the equipment necessary to meet patient flow requirements and ensure the equipment will fit in dedicated spaces.

5.0 Requirements:

5.1 General Insurance, Licensure and Certifications: The Contractor shall ensure all providers maintain not less than the minimum amounts of malpractice / liability insurance as required by state licensing requirements. The contractor is required to ensure that its subcontracts for provisions of health care services contain the requirements of the clause at 52.237-7, including the maintenance of medical liability insurance.

http://farsite.hill.af.mil/reghtml/regs/far2afmcfars/fardfars/far/52_237.htm#P58_11075

5.1.1 License and Training: All providers, technicians and other health care professionals performing services under this agreement shall have current NY State licenses, registrations, training and/or certifications according to the NY State Department of Education.

5.1.2. Other Training Requirements: All HCPs have a current certification in basic life support, DEA registration and current infection control course.

5.2 SAFETY:

5.2.1 Occupational: Comply with all safety programs includes equipment training, occupational safety, health, and fire protection guidance to ensure the protection and health of all work personnel.

5.2.2 Refueling: Comply with standard safety practices when refueling its vehicles/generators. External refueling safety procedures must be followed to include the use of drip pans, fuel absorbent pads and secondary containment of bulk fuel storage greater than 55 gallons. Should fuel spills occur the contractor will bear the cost of cleanup operations.

5.2.3 Radiation Safety: Have established written policies and procedures to assure compliance with applicable Federal, State, DOD, and Army radiation safety regulations and directives. These documents include staff emergency reaction plans, and procedures for investigating and reporting radiation accidents or incidents, possible radiation overexposures to Soldier patients or contractor staff, and provisions to ensure the safe use of x-ray producing devices on humans.

a. Upon request by the COR/DSS/SDO, provide documentation regarding the Contractor's employee radiation safety training program. Such program shall be commensurate with potential radiation hazards associated with the x-ray producing devices.

b. Upon request by the COR/DSS/SDO provide copies of

Qualified Health Physics Expert's acceptance test and most recent health physics survey of each diagnostic x-ray machine. The acceptance test and the most recent survey include tests of electrical, mechanical, image quality and radiation (output) dose tests or measurements. This also includes verification of the adequacy of radiation protection shielding in and around the x-ray machine and x-ray facility (e.g., mobile van).

c. Certain radiation emitting products require the submission of product reports to

FDA and the retention of records as included in 21 CFR Part 1002 .All manufacturers of electronic products are subject to the reporting of accidental radiation occurrences, as required by 21 CFR 1002.20 http://www.fda.gov/cdrh/radhlth/xraystandard.html http://www.accessdata.fda.gov/scripts/cdrh/cfdocs/cfPCD/ShowCFR.cfm?CFRPart=1002 http://www.accessdata.fda.gov/scripts/cdrh/cfdocs/cfPCD/ShowCFR.cfm?FR=1002.20 http://www.fda.gov/cdrh/radhlth/xraystandard.html

d. Any Government-owned property must be protected during the period of time such property is under the control or possession of the contractor or contractor shall be responsible for cost of replacement/repair.

5.3 STANDARD OPERATION:

5.3.1 On-Site Initiation: Contractor will contact Safety Point of Contact (POC) at each location two weeks prior to event to coordinate placement of equipment and other requirements. Contractor will verify that equipment which is to be placed at a facility for a dental event will fit at that site and provide COR or designee a scaled sketch plan of trailer layout. For events to be held at Camp Smith Training Site a copy of the Camp Smith Safety SOP (standard operating procedure) shall be obtained at Range Control Headquarters, Building 501 and reviewed prior to commencing operations. For specific safety questions please contact the Camp Smith Safety Office at 914-788-7359.

Contractor will coordinate placement of all vehicles 14 days prior to the event.

Contractor will contact THE OFFICE OF THE STATE SURGEON COR or designated representative for assistance in coordination.

5.3.2 Full Day / Half Day: Contractor services may be procured on a full or half-day basis. Only Soldiers receiving an exam, not those cleared the by DD 2813 form, Department of Defense Active Duty/Reserve/Guard/Civilian Forces Dental Examination, count towards the Soldiers / Patients count of that day. Half-days shall be billed at two-thirds (2/3) cost of the full day rate. The number of Soldiers / Patients seen per day will vary. The expected full day shall be planned for between 180-350 Soldiers / Patients.

Half-day shall be planned for up to 150 Soldiers / Patients. Unanticipated or unavoidable increases to Soldiers / Patients beyond 350 (full day) and 150 (half-day) shall be accommodated at no additional cost to the Government. In no event shall these increases to Soldiers / Patients exceed an additional 50 Soldiers per full or half-day.

5.3.3 Location: Dental event dates and locations are not guaranteed and may be changed to benefit the NYARNG. Final dates and location shall be provided not less than 14 days prior to an event. No later than 7 days of a dental event shall be notified of estimated daily PAX flow. Projected 2024 / 2025 schedule of events is as follows:

FY 25 Project Dental Mobile Dates

DATES DAYS Location Event 07-09 March 2025 Fri-Sun CSTS (Camp Smith) MRW 11-13 April 2025 Fri-Sun CSTS (Camp Smith) MRW 16-18 May 2025 Fri-Sun Ft Drum MRW 02-07 June 2025 Fri-Sun CSTS (Camp Smith) SRP / MRW 18-20 July 2025 Fri-Sun CSTS (Camp Smith) MRW 08-10 August 2025 Fri-Sun CSTS (Camp Smith) MRW 05-07 September 2025 Fri-Sun CSTS (Camp Smith) MRW 17-19 October 2025 Fri-Sun CSTS (Camp Smith) MRW 28-30 November 2025 Fri-Sun CSTS (Camp Smith) MRW 12-14 December 2025 Fri-Sun CSTS (Camp Smith) RHRP 23-25 January 2026 Fri-Sun CSTS (Camp Smith) RHRP 06-08 February 2026 Fri-Sun Niagara Falls RHRP 06-08 March 2026 Fri-Sun Niagara Falls RHRP

Contractor shall perform projected dental examinations, to include digital bitewings with digital panoramic x-ray as indicated. Dental Treatment is authorized and will be performed.

5.3.4. Process Procedures: It is estimated that over the course of the contract, no more than 15% of Soldiers receiving exams will be identified as Dental Class 3 (DRC 3) and receive treatment. However, this number may vary on a daily basis. Soldiers who require dental treatment at an MRE will normally receive up to 1.5 hours dental treatment unless Soldier is identified as deploying (SRP) in which case all DRC 3 Soldiers will receive all necessary treatment. In all instances, additional treatment may be authorized if time allows and in consultation with SDO/COR and contractor. Each day, a list of Soldiers who cannot be classified as DRC 1 or 2 (i.e. DRC3) after treatment is completed at an MRW or SRP, will be provided to the State Dental Officer and COR, or their representative, with explanation of what treatment could not be completed and why.