PWS PHA.pdf

PERFORMANCE WORK STATEMENT (PWS)

FOR

Medical Readiness Events (Periodic Health Assessment / Soldier Readiness Processing)

Document Type: Performance Work Statement (PWS)

Customer: Puerto Rico Army National Guard (PRARNG)

Location: Camp Santiago Joint Maneuver Training Center, Salinas, PR

Effective Date: August 14, 2026

Performance Work Statement (PWS) | PRARNG

Table of Contents

1.0 General

1.1 Scope

This is a non-personal services requirement to obtain Medical Readiness Events (Periodic Health Assessment and Soldier Readiness Processing) support. Key services include conducting physical examinations, dental evaluations, optometry screenings, administering immunizations, and updating medical records. Services shall be provided by a team of licensed medical, dental, nursing, and allied science professionals, and will be performed at Camp Santiago Joint Maneuver Training Center, Salinas, PR. The prime contractor (henceforth referred to as “contractor”) shall provide all personnel, equipment, tools, materials, supervision, and quality control necessary, except as specified in Paragraph 3.0 as Government Furnished, to perform the Medical Readiness Event Services defined in this PWS.

1.1.1 Objectives

The strategic objectives of this PWS are to enhance the combat readiness and operational effectiveness of the Puerto Rico Army National Guard (PRARNG) by achieving the following outcomes:

1.1.1.1 Objective 1: Comprehensive Health Assessments

Deliver timely, high-throughput, and regulation-compliant (AR 40–501 / AR 40–502) medical and dental evaluations that provide PRARNG leadership with an accurate, real-time posture of the force’s deployability.

1.1.1.2 Objective 2: Accurate Profile Management

Ensure all Temporary and Permanent Profiles (T3, P2, and P3) are clinically tracked and rapidly updated in the Medical Operational Data System (MODS) to facilitate accurate readiness reporting and minimize non-deployable time.

1.1.1.3 Objective 3: Audit-Ready Data and Records Management

Ensure all Service Treatment Records (STR) and event reporting are documented, safeguarded, and filed with near-perfect accuracy and in strict compliance with HIPAA, the Privacy Act, and Army medical record regulations.

1.2 Background

Individual Medical Readiness (IMR) is the basic principle of force sustainment for the PRARNG forces. Medical and Dental Health is vital for force health protection. Failure to achieve a standard level of medical and dental health could preclude a Soldier from deploying.

1.2.1 Strategic Purpose

The strategic purpose of this contract is to enhance the combat readiness and operational effectiveness of the PRARNG by providing expert medical, dental, and administrative personnel to seamlessly execute high-volume Medical Readiness Events. In response to a sustained high operational tempo (OPTEMPO) and expanded statutory medical readiness requirements, this contract provides the essential augmentation to the State Medical Detachment required to accomplish the medical readiness mission mandated by DOD and Army regulations.

1.2.2 Vision

The contractor shall deliver services that optimize pre-mobilization readiness by facilitating highly efficient, accurate, and uninterrupted Soldier Readiness Processing (SRP) and Periodic Health Assessment (PHA) events. This effort is essential for PRARNG leadership to accurately assess, quantify, and improve the overall medical readiness posture across all assigned units, ensuring Soldiers are physically and dentally fit to deploy in support of global military operations.

1.3 Period of Performance (PoP)

The Period of Performance shall be one Base Year of 12 months, two (2) 12-month option years, and a 6-month extension under FAR 52.217–8.

• Base Year: 1 September 2026 to 31 August 2027

• Option Year 1: 1 September 2027 to 31 August 2028

• Option Year 2: 1 September 2028 to 31 August 2029

• FAR 52.217–8 Extension: Up to 6 months extension, exercised individually (one month) or full (6 months), but the total shall not exceed 6 months, at any time during the term of the contract.

1.4 General Information

1.4.1 Place and Performance of Services

The contractor shall provide services between the hours of 0730–1700 on Sunday through Saturday, except on recognized US holidays or when the Government facility/installation is closed due to local or national emergencies. All events will be in Camp Santiago. The contractor shall always maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS. Telework is not authorized.

1.4.1.1 Unscheduled gate closures by the Security Police may occur at any time causing all personnel to enter or exit a closed installation to experience a delay. This cannot be predicted or prevented. Contractors are not compensated for unexpected closures or delays. Vehicles operated by contractor personnel are subject to search pursuant to applicable regulations.

1.4.1.2 The contractor’s employees shall become familiar with and obey the regulations of the installation, including fire, traffic, safety and security regulations while on the installation. The Government reserves the right to direct the removal of an employee from Government property for misconduct or security reasons.

1.4.2 Recognized Holidays

The following are recognized United States (US) holidays. The contractor shall not perform services on these days:

• New Year’s Day: January 1st

• Martin Luther King, Jr.’s Birthday

• President’s Day

• Memorial Day

• Juneteenth National Independence Day: June 19th

• Independence Day: July 4th

• Labor Day

• Columbus Day

• Veteran’s Day: November 11th

• Thanksgiving Day

• Christmas Day: December 25th

1.4.3 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’s QCP is how 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.

1.4.4 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.

1.4.4.1 Quality Control for Commercial Services: Rely on contractors' existing quality assurance systems as a substitute for Government inspection and testing before tender for acceptance unless customary market practices for the commercial product being acquired include in-process inspection. Any in-process inspection by the Government must be conducted in a manner consistent with commercial practice. The Government must rely on the contractor to accomplish all inspection and testing needed to ensure that commercial services acquired conform to contract requirements before they are tendered to the Government.

1.4.4.2 Quality Assurance for Commercial Services: To the maximum extent practicable, allow a contractor under a commercial products acquisition to use its existing quality assurance system to inspect or test commercial products before the contractor presents the products to the

Government for acceptance. Rely on the contractor to accomplish all inspection and testing needed to ensure that commercial services conform to contract requirements before the contractor presents the services to the Government.

1.4.4.3 Reliance on the contractor’s QA/QC under commercial practice does not exempt the contractor nor prohibit the Government to inspect, to the maximum extent practicable consistent with commercial practice, to assure conformance with requirements. See clause RFO 52.212- 4(b), Inspection/Acceptance.

1.4.4.4 Contractor's Responsibility: The contractor shall be responsible for all inspection and quality control measures necessary to ensure that its services conform to all contractual requirements before they are tendered to the Government for acceptance. The contractor shall maintain a quality control system that is customary within the medical administrative services industry.

1.4.4.5 Government's Right to Inspect: The Government's reliance on the contractor's quality system does not waive its right to inspect all services tendered for acceptance. In accordance with FAR Clause 52.212-4, Contract Terms and Conditions—Commercial Products and Commercial Services, the Government reserves the right to perform surveillance and inspection as it deems necessary to ensure services conform to the contract. This surveillance will be conducted in a manner consistent with commercial practice and will focus on the final deliverables and outcomes outlined in Technical Exhibit 1, Performance Requirements Summary

(PRS).

1.4.4.6 Non-Conforming Services: If any service does not conform to contract requirements, the Government may require the contractor to re-perform the service at no increase in contract price.

If re-performance is not possible or practical, the Government may seek an equitable price reduction or pursue any other remedies available under the contract.

1.4.4.7 Government Surveillance: The Government will monitor the contractor’s performance using a Quality Assurance Surveillance Plan (QASP). The QASP is an internal Government document used by the Contracting Officer’s Representative (COR) to record and evaluate contractor performance against the standards set forth in Technical Exhibit 1 (PRS). Government surveillance may include up to a 100% inspection, periodic sampling, or validated customer complaints.

1.4.5 Installation Access and Security Requirements

The contractor shall comply with all applicable installation/facility access and local security policies and procedures. The contractor and all associated subcontractor employees shall provide all information required for background checks to meet installation access requirements.

1.4.5.1 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), and applicable local security policies and procedures.

1.4.5.2 Awareness Training (AT) Level 1: All contractor employees, including subcontractor employees, requiring access to Army installations, facilities, and controlled access areas shall complete AT Level 1 training 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 employee to the COR within 15 calendar days after completion of training. AT Level 1 awareness training is available at:

https://jko.jten.mil/courses/atl1/launch.html.

1.4.5.3 iWATCH Training: The contractor and all associated subcontractors shall be briefed on the local iWATCH program. 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 employee to the COR within 15 calendar days after completion of training.

1.4.5.4 Communications Security/Information Technology (COMSEC/IT) Security: All communications with DoD organizations are subject to COMSEC review. The contractor shall abide by all Government regulations concerning the authorized use of the Government's computer network.

1.4.5.5 Use of Government Information Systems (IS): Use of Government IS and access to Government networks is a revocable privilege. The dentist, dental assistant and medical provider contractor will require access to government information systems.

1.4.5.6 Protection of Personally Identifiable Information (PII): The contractor shall protect all PII encountered in the performance of services in accordance with DFARS 224.103 and DoDD 5400.11. If a PII breach results from the contractor’s violation of these policies, the contractor shall bear all notification and credit monitoring costs.

1.4.5.7 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 to the COR https://jko.jten.mil/courses/atl1/launch.html within 15 calendar days after completion. Level 1 OPSEC training is available at https://www.cdse.edu/Training/eLearning/GS130/.

1.4.5.8 OPSEC SOP/Plan: The contractor shall develop an OPSEC Standard Operating Procedure (SOP)/Plan and provide it to the COR within 90 calendar days of contract award. This SOP/Plan shall include 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.

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.

1.4.7 Special Qualifications

The contractor shall provide qualified personnel to perform the services. Medical services will be performed by licensed medical/nursing/allied science professionals. The Contractor shall be held liable and is responsible for ensuring and verifying the appropriate level of Credentialing/Privileging (Licensure, Diploma, etc.) for all contracted providers. The Contractor will provide a copy of all credentials and licenses of all personnel. All contractors will be required to take yearly vaccination training IAW AR 40-562 and obtain appropriate blood borne pathogen training in accordance with OSHA 1910.1030.

1.4.8 Post Award Conference/Periodic Progress Meetings

The contractor agrees to attend any post award conference convened by KO. The KO, COR, and other Government personnel may meet periodically with the contractor to review performance.

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 CM who shall ensure performance under this contract. The name of this person, and an alternate, 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.

1.4.10 Identification of Contractor Employees

All contractor personnel should identify themselves as contractors to avoid creating an impression that they are Government employees. Contractor personnel wear identification badges distinguishing themselves as such. The badges shall have the company name, employee name and the word “contractor” displayed.

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 trafficking in persons, procure commercial sex acts, or use forced labor. The Contractor shall notify its employees of this policy and the actions that will be taken for violations.

https://www.cdse.edu/Training/eLearning/GS130/

1.4.12 Reserved

Reserved.

1.4.13 Data Rights

The Government has unlimited rights to all documents/material produced under this contract. All documents and materials produced under this contract shall be Government owned and are the property of the Government.

1.4.14 Organizational Conflicts of Interest (OCI)

The contractor and subcontractor personnel shall notify KO immediately whenever it becomes aware that access or participation may result in any actual or potential OCI and shall promptly submit a plan to KO to avoid or mitigate any such OCI.

1.4.15 Cybersecurity Maturity Model Certification (CMMC)

The scope of this effort does not require the contractor and/or subcontractor’s internal corporate information systems to process, store, or transmit Controlled Unclassified Information (CUI). All CUI (including PII and PHI) generated or accessed during the performance of this contract shall reside exclusively on Government-Furnished Equipment (GFE) and Government networks.

However, because the contractor’s corporate systems will process, store, or transmit Federal Contract Information (FCI) related to the administration of this contract, the contractor and/or subcontractor is required to comply with baseline CMMC requirements. The Contractor shall have and maintain for the duration of this contract, order, or agreement a current CMMC status at the following CMMC level, or higher: CMMC Level 1 (Self) for all corporate information systems used in the administrative performance of the contract that process, store, or transmit

FCI.

2.0 Definitions and Acronyms

*(Acronyms and Definitions are provided at the end of the document)*

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 Property

The Government will furnish the necessary workspace for the contractor to perform services outlined in this PWS to include desk space, telephones, computers and other items necessary to maintain an office environment and are incidental to place of performance.

3.2 Equipment

PRARNG Medical Detachment will provide the computers, scanners and printers that the company/contractors will use to provide services necessary to process confidential/sensitive documents of soldiers of the PRARNG.

3.3 Utilities

All utilities in the facility will be available for the contactors’ use in the performance of this contract.

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.

5.0 Requirements

The contractor shall provide non-personal services to perform in accordance with the specified tasks in this PWS.

5.1 Medical Services

The contractor shall conduct Blood Pressure, height and weight, and questionnaire screening, Periodic Health Assessments (PHAs), and Dental Evaluations and Specialty Physical Exams in accordance with AR 40–501. This includes required immunizations and visual acuity/optometry exams. Upon completion of services, medical information will be documented in the Service treatment record (STR). The contractor shall develop and maintain records that fully document services performed.

5.1.1 Staffing

The contractor shall provide at least 1 person for each of the following labor categories:

• Team Leader (Registered Nurse): Shall act as a liaison and be responsible for reporting and authentication of personnel attendance. Will perform immunizations, vital signs, EKGs, and patient counseling.

• Provider (Physician/Physician Assistant (PA)/Nurse Practitioner (NP): Responsible for performing PHAs, reviews, referrals, and medical clearance. Will complete all Electronic Medical Profiling.

• Dental Provider (Dentist): Responsible for performing dental Evaluations and referrals and dental clearances. Will complete all electronic documentation.

• Practical Nurse (LPN): Will perform immunizations, vital signs, EKGs, and patient counseling.

• Health / Optical Technician (Optometry Assistant): Performs routine clinical procedures such as visual acuity and visual field evaluations.

• Dental Assistant: Assists the Dental Provider, prepares evaluation area, obtains medical/dental history, and exposes/processes dental x-rays.

• In/Out-processing Support: Handles Medical Records, updates files, and assists Service Members with electronic medical forms.

Additionally, the contractor shall provide all other necessary personnel to complete full PHAs.

5.2 Event Processing

5.2.1 Periodic Health Assessments (PHA) events

Approximately 125 soldiers will be processed on every event day, though this number can fluctuate. All personnel needs to be available from 0730 to 5:00pm.

5.2.2 Soldier Readiness Processing (SRP) events

Approximately 75 soldiers will be processed per day. All personnel needs to be available from 0730 to 5:00pm.

5.2.3 Documentation and Reporting

The contractor shall use appropriate DA or DD forms for all services.

• The contractor shall provide a final report for all services provided, including a roster of all soldiers receiving services. The report will include Date, Location, List of contract employees, Total scheduled, and Total examined.

• A roster of participants will be provided by PRARNG prior to the event.

5.3 Profile Management

The licensed provider will identify, track, and provide clinical tracking of all PRARNG initiated Temporary and Permanent Profiles (T3, P2 and P3) via hardcopy record/spreadsheet and the MND module in MODS.

5.4 Service Contract Reporting

The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the National Guard Bureau via a secure data collection site.

• The contractor shall completely fill in all required data fields using the following web address: https://sam.gov. Log in and select Entity Registrations and then select Service Contract Reporting.

• The Contractor shall report the required information annually by October 31, for services performed under this contract during the preceding Government fiscal year (October 1– September 30).

https://sam.gov/

6.0 Applicable Publications

Publication (Chapter/Page) Date of Publicatio n

Mandator y or Advisory

Website

AR 40-501 Medical Standards of Fitness

RAR, 4

Aug 2011

Mandatory http://armypubs.army.mil

AR 40-502 Medical Standards of Fitness

June 2019 Mandatory http://armypubs.army.mil

AR 40-66, Medical Record Administration

RAR, 4

January

Mandatory http://armypubs.army.mil

AR 40-562, Immunizations and Chemoprophylaxis

7 October

Mandatory http://armypubs.army.mil

RFO, Revolutionary FAR Overhaul, Deviations

Effective 1 Feb 2026

Mandatory https://www.acq.osd.mil/dpap/ dars/dfars_far_overhaul_class_ deviations.html

Acronyms & Definitions

• AQL: Acceptable Quality Level

• AR: Army Regulation

• CM: Contract Manager

• COR: Contracting Officer's Representative

• IMR: Individual Medical Readiness

• KO: Contracting Officer

• MODS: Medical Operational Data System

• PHA: Periodic Health Assessment

• PII: Personally Identifiable Information

• PRARNG: Puerto Rico Army National Guard

• PRS: Performance Requirements Summary

• PWS: Performance Work Statement

• QA: Quality Assurance

• QASP: Quality Assurance Surveillance Plan

• QC: Quality Control

• RFO: Revolutionary FAR Overhaul

• SRP: Soldier Readiness Processing http://armypubs.army.mil/ http://armypubs.army.mil/ http://armypubs.army.mil/ http://armypubs.army.mil/ https://www.acq.osd.mil/dpap/dars/dfars_far_overhaul_class_deviations.html https://www.acq.osd.mil/dpap/dars/dfars_far_overhaul_class_deviations.html https://www.acq.osd.mil/dpap/dars/dfars_far_overhaul_class_deviations.html

• STR: Soldier Treatment Record

TECHNICAL EXHIBIT 1

Performance Requirements Summary (PRS)

This PRS includes performance objectives the Government will use to determine contractor performance and will compare contractor performance to the Acceptable Quality Level (AQL).

PWS

Paragra ph

Task Performance Standard

Acceptable Quality Levels

(AQL)

Surveillance Method / By Whom

5.1 Health

Assessments and Physical Examination

Exams are performed in accordance with all regulations in PWS

98% Periodic Inspection - COR will review monthly work order logs.

5.1 Visual Acuity

Testing

Testing is performed in accordance with Army Regulation

98% Periodic Inspection - COR will review monthly work order logs.

5.3 Management

of Profiles

Contractor will maintain files and follow-up on profiled soldiers

98% Periodic Inspection - COR will review monthly work order logs.

5.2.3 Administrativ

e Functions

All reports and documents are submitted and input appropriately

100% Periodic Inspection - COR will review monthly work order logs.

1.4.10 Contractor

Employee Identification

Contractor Shall Have Badges Identifying Contractor Status

100% Periodic Inspection - COR will review at each event.

TECHNICAL EXHIBIT 2

Deliverables Schedule

PWS Reference / Deliverable Title

Frequency Number of Copies

Medium/For mat

Submit To

1.4.9 Contract

Manager Designee

Within 10 days of contract award.

1 Electronic Submission

KO / COR

1.4.3 Quality Control

Plan (QCP)

Within 10 days of contract award.

1 Electronic Submission

COR

1.4.7 Professional

Certifications, Licenses, and Training

Prior to the respective employee commencing work.

1 Electronic Submission

COR

1.4.5.2 AT Level 1

Awareness Training Certificates

Within 15 calendar days after employee completes training.

1 Electronic Submission

COR

1.4.5.3 iWATCH Training Certificates

Within 15 calendar days after employee completes training.

1 Electronic Submission

COR

1.4.5.7 OPSEC

Training Certificates

Within 15 calendar days after employee completes training.

1 Electronic Submission

COR

1.4.5.8 OPSEC

SOP/Plan

Within 90 days of contract award.

1 Electronic Submission

COR

5.1 / 5.3 STR and Electronic Profiling (MODS) Updates

Within 72 hours following the completion of an event/service.

1 Direct System Entry

(MODS/MN

D)

COR

PWS Reference / Deliverable Title

Frequency Number of Copies

Medium/For mat

Submit To

5.2.3 Event Final

Report & Roster

Within 5 business days following the completion of each Medical Readiness Event.

1 Electronic Submission

COR

5.4 Service Contract

Reporting

Annually by October 31.

1 Direct System Entry (SAM.gov)

KO / COR

TECHNICAL EXHIBIT 3

Estimated Workload Data

This information is provided for historical background only. It is not guaranteed workload quantities.

ITE

M

NAME ANNUAL

ESTIMATED

QUANTITY

1 Medical Readiness Events (Combined PHA and SRP) Approx. 60 events

2 Service Members to be monitored 6,200

3 Patients per PHA event Approx. 125

4 Patients per SRP event Approx. 75