Resilience Center HAWC Admin Services PWS 2024.docx
DOCX document 61 KB Posted
- Attached to
- Resilience Center HAWC Support Services Federal contract opportunity
- Solicitation number
- FA441725R0010
About this file
This is a Performance Work Statement (PWS) for Resilience Center and Health and Wellness Center (HAWC) Administration Services at Hurlburt Field, FL for the 1st Special Operations Wing (1 SOW) and 1st Special Operations Operational Medical Readiness Squadron. The contractor must provide personnel, equipment, supervision, and transportation to manage and implement all aspects of the Resilience Center Commando Ready Program and HAWC programs.
The work requires two Administrative Specialist positions (1,920 hours each) to perform services Monday through Friday, 0700-1600 hours. Key responsibilities include managing HAWC services, maintaining data and preparing reports, coordinating schedules, managing the Commando Ready Resilience Center operations, and providing briefings. The contractor must utilize various military healthcare and fitness management systems including AHLTA, CHCS, and Air Force Fitness Management System. Personnel must have expert knowledge in technical writing, computer systems, healthcare information management, and strong communication skills. The work location is split between the HAWC (Bldg 90232) and Resilience Center (Bldg 90229) at Hurlburt Field, with the government providing facilities, equipment, and supplies.
View the file
Other files for this federal contract opportunity
| File | Type | Posted |
|---|---|---|
| Sources Sought Notice HAWC Admin.docx | DOCX document |
On GovTribe
Work with this file on GovTribe
- Download the original file
- Contacts named in this file
- Similar government files
- Ask GovTribe AI about this file
Text version
PERFORMANCE WORK STATEMENT
for
Resilience Center and Health and Wellness Center Administration Services
For the 1st Special Operations Wing and 1st Special Operations Operational Medical Readiness Squadron at Hurlburt Field, FL
Dated
18 December 2024
These signatures indicate coordination after development of this PWS and will remain in effect until the plan is changed.
ROWAN M. THOM, 1 SOCONS/LGCA
Contracting Officer (CO)
SSGT DANI ENGLISH, 1 SOCONS/LGCA
Contract Specialist (CS)
DEXTER MITCHELL, 1 SOW/CVB
Primary Contracting Officer Representative (COR)
BRENT D. COWEN, 1 SOMRS/SGPZ
Alternate Contracting Officer Representative (COR)
COMMANDER
1st Special Operations Wing
TABLE OF CONTENTS
| Section Number and Title |
| Page Number |
1.0 Description of Services
SPECIFIC TASKS
4-5
| 2.0 Service Summary |
| 5 |
| 3.0 Government Provided Property and Services |
| 6-7 |
| 4.0 General Information |
| 7-16 |
| APPENDIX A Workload Estimates |
| 17 |
PERFORMANCE WORK STATEMENT (PWS)
FOR ADMINISTRATION SERVICES
1. General Information. The contractor shall provide all personnel, equipment, supervision, and transportation to support the 1st Special Operations Wing (1 SOW) Resilience Center Program and 1st Special Operations Operational Medical Readiness Squadron (1 SOMRS) Health and Wellness Center (HAWC). The contractor shall provide all necessary non-personal services to complete tasks specified in the support of the 1 SOW Resilience Center Commando Ready Program and 1 SOMRS Operations.
1.1. Place of Performance. The Contractor shall perform the required services at 1 SOW, Resilience Center and 1 SOMR/SGPZ, Health and Wellness Center located on Hurlburt Field, Florida.
1.2. The contractor shall develop, manage, implement, brief and maintain all aspects of the Resilience Center Commando Ready Program and HAWC programs. The Commando Ready program improves base and unit cohesion, provides Airmen with a personalized process that properly welcomes and connects airmen and their families to Hurlburt Field while increasing readiness and resilience.
1.2.1. Health and Wellness Center Administrator
1.2.1.1. Manage the Health and Wellness Center (HAWC) Services.
1.2.1.2. Assist in the preparation of management plans and reports. Coordinate schedules to facilitate contract deliverables, Technical Order (TO) review, briefings, presentations and perform analysis, development and review of program or functional areas as required. Utilize the Armed Forces Health Longitudinal Technology Application (AHLTA), Composite Health Care System, and Preventive Health Assessment and Individual Medical Readiness. Update education and intervention dates and delete and modify Unit Fitness Program Managers in the Air Force Fitness related systems to include the Air Force Fitness Management System. Manage the usage of HAWC services to include scheduling classes, classrooms, meetings and appointments.
1.2.1.3. Gather and maintain all data associated with HAWC and Commando Ready program and prepare reports and presentations that accurately convey data trends and associated analysis.
1.2.1.4. Maintain Air Force Comprehensive Airman Fitness and United States Special Operations Command (USSOCOM) Preservation of the Force and Family programs.
1.2.1.5.
1.2.2. Resilience Center Operations
1.2.2.1. Manage the operation of the Commando Ready Resilience Center to include scheduling classes, classrooms, meetings and appointments for the Commando Ready Program and resilience training participants. Facilitates the Hurlburt Field Integrated Delivery System (IDS) agencies that provide programs supporting mental, physical, mental and social resilience domain to facilitate appropriate referral. Utilize the Armed Forces Health Longitudinal Technology Application (AHLTA), Composite Health Care System, and Preventive Health Assessment and Individual Medical Readiness. Update education and intervention dates, and delete and modify Unit Fitness Program Managers and members in the Air Force Comprehensive Airman Fitness and United States Special Operations Command (USSOCOM) Preservation of the Force and Family programs.
1.2.2.2. Maintain Air Force Fitness and monitor Air Force Fitness Management System and Advanced Distributed Learning System (ADLS).
1.2.2.3. Provide briefings in support of the Commando Ready and Resilience Center Programs
1.2.2.4. Gather and maintain all data associated with Commando Ready and prepare reports and presentations that accurately convey data trends and associated analysis.
2. SERVICES SUMMARY
2.1. Services Summary (SS): The service requirements are summarized into performance outcomes that relate directly to mission essential items. The performance thresholds describe the minimum acceptable levels of service required for each performance objective. The thresholds are critical to mission success and acceptable (satisfactory) performance.
| 3 SDS # |
| Performance Objective |
| PWS Para # |
| Performance Threshold |
(to receive Satisfactory Rating)
| SDS 1 |
| Contractor performance met specifications of the contract and TO PWS. |
| Basic SETA PWS 1.3 – 1.11, or identified in TO |
| Contractor received no more than two (2) written customer complaints for year for basic contractor or per each TO period of performance. Customer complaints were successfully resolved within five (5) workdays of notification, 100% of the time. |
| SDS 2 |
| Complied with all Security Requirements. |
| Basic SETA PWS 1.4, 1.4.2 – 1.4.10 or identified in TO |
| 100% of employee clearances are submitted to COR and CO prior to performance start date. All security requirements must be met and maintained 100% of the time. Zero security violations identified during TO performance. |
| SDS 3 |
| Contractor met required delivery schedule. This element applies to contract performance including timely submission of all deliverables identified in the TO. |
| Identified in TO |
| No more than one late deliverable semi-annually, and no more than five days late. No more than one set of corrections/edits for accuracy or agreed to format quarterly; with all corrections accomplished within two working days. |
| SDS 4 |
| Contract employee(s) were clearly identified as such while in Government facilities or when representing the contractor during performance of duties outside Government facilities. Check-out procedures were followed. |
| Basic SETA PWS 1.4.1 |
| 100% compliance. |
| SDS 5 |
| Contract employee is customer- oriented and displays a professional and cooperative attitude while performing service for the Government. |
| Basic SETA PWS 1.5.5 |
| 100% of the time. |
| SDS 6 |
| Costs for reimbursable items were accurately estimated and managed. |
| Basic SETA PWS 1.7 & 1.8 or identified in TO |
| Costs were managed in a cost-effective manner. Costs incurred were consistent with estimated costs. Cost documentation was adequate and easy to track. |
| SDS 7 |
| Invoicing is timely and accurate to include submission of supporting documentation required for certification. TOs are promptly closed out after completion. |
| Basic SETA PWS Section G, Para G–0004 |
| Invoices were rejected no more than three times in TO period of performance for non-compliance with submission of invoice backup requirements. Final certification delivered 120 days after TO end of performance 100% of the time. |
| SDS 8 |
| The contractor maintains a stable workforce without disruption of service in order to maintain continuity of services and reduce the need for the Government to expend time/money/effort to retrain and re-orient new contractor personnel. The contractor effectively retains personnel with the appropriate levels of education, experience and expertise to accomplish the range of requirements described in the PWS/TO. |
| Basic SETA PWS 1.5.4 |
| No more than 2 customer complaints within a task order period of performance. |
| SDS 9 |
| FAR 52.219-14 Limitations on Subcontracting |
| Basic SETA PWS 1.11 |
| 100% compliance. |
| SDS 10 |
| Perform Mishap Reporting |
| Basic SETA PWS 1.5.8.4 |
| 100% compliance |
3. GOVERNMENT FURNISHED PROPERTY, SUPPLIES AND SERVICES. The Government will provide the facilities, equipment, supplies, and services listed below. The Government will maintain accountability of any Government-furnished property, supplies and services. Government-furnished property shall be used only in the performance of this contract.
3.1. Government Furnished Facilities. The Government will provide office space at 1 SOMRS/SGPZ, Health and Wellness Center, 452 Cody AVE, STE 127A, Bldg 90232 and 1 SOW Resiliency Center, 424 Cody AVE, Bldg 90229, Hurlburt Field, Florida. No alterations to the office space shall be made without the specific written permission from the CO as coordinated and approved via the Civil Engineer work order, AF Form 332. In case of alterations necessary for compliance with OSHA, such permission shall not be reasonably withheld. The Contractor shall return the office space to the Government in the same condition as received, fair wear and tear and approved modifications.
3.2. Government Furnished Equipment/Materials.
3.2.1. Contractor personnel shall have joint use of all Government equipment available and necessary to perform services required by this contract. This includes copy machines, computers, fax machines, and the medical library. Use is limited to official Government business only.
3.2.2. The 1 SOW and 1 SSOMRS will provide all required Government forms used in the performance of services.
3.2.3. The 1 SOW and 1 SOMRS will provide all office supplies currently and normally used in providing the required services. Contractor personnel may request additional office supplies through the facility supply system contingent on available funds and with the approval of 1 SOMRS and 1 SOW. Denials and delays in acquiring any additional supplies beyond those currently and normally used shall not be cause for nonperformance of required services, or claims against the Government.
3.2.4. The 1 SOW and 1 SOMRS will not provide uniforms, laboratory coats, or other personal clothing.
3.2.5. The 1 SOW and 1 SOMRS will provide appropriate Personal Protective Equipment (PPE). The Government will be responsible for any repair, cleaning and inventory required for the PPE.
3.2.6. The Government will provide a personnel identification badge for contractor personnel to be used in accordance with 1 SOW, 1 SOMDG, and base security policy.
3.3. GOVERNMENT PROVIDED SERVICES.
3.3.1. Government Furnished Utilities. The Government will furnish electricity, water and sewage service as necessary for accomplishment of work in accordance with this contract. The Contractor shall adhere to all base level utility conservation practices or requirements. The Contractor shall be responsible for operating under conditions that prevent waste of utilities.
3.3.2. Telephone Service. The Government will provide station, local, long distance and Defense Switching Network (DSN) telephone services for official use only. Official use does not include administrative communications by employees on-site and the contractor’s corporate headquarters. Out-of-area calls not directly related to medical care of eligible beneficiaries are not authorized without the approval of the Chief of the Medical Staff. The contractor shall be responsible for reimbursement to the 1 SOW and 1 SOMRS for the costs of all unauthorized communications.
3.3.3. Mail Service. The Government will provide intra-base distribution of mail and will provide outgoing mail service for official Government correspondence.
3.3.4. The Government will provide routine custodial services for bathrooms.
3.3.5. Security, Fire, and Medical Services. The Government will provide police and fire protection. In the event of a medical emergency, base ambulance service for transporting an injured employee to a local hospital is available on a cost reimbursement basis.
4. GENERAL INFORMATION.
4.1. Contract Manager. The Contractor shall designate a Contract Manager and alternate in writing to the CO no later than the pre-performance conference and anytime changes are made. The Contractor shall establish and maintain an office through which the Contract Manager or alternate(s) can be contacted during work hours. The Contractor shall also provide to the CO the names and phone numbers of Contractor POCs for after business hours including nights, weekends, and holidays. This information will be kept updated by the Contractor whenever personnel changes occur. The Contract Manager or alternate shall have full authority to act for the Contractor on all contract matters relating to the daily operation of this contract.
4.1.1. Quality Assurance. The government will periodically evaluate the contractor’s performance by appointing a Contracting Officer Representative (COR) to monitor performance to ensure services are received. The COR will evaluate the contractor’s performance through intermittent on-site surveillance of the contractor's quality control program and receipt of complaints from base personnel. The COR may survey each task as completed or increase the number of quality control surveillance if deemed appropriate because of repeated failures discovered during quality control inspections or because of repeated customer complaints. Likewise, the COR may decrease the number of quality control surveillance if merited by performance. The COR will also investigate complaints received from various customers located on the installation. The COR shall be responsible for initially validating customer complaints.
4.1.2. The Contracting Officer Representative (COR) is the authorized government representative(s) who will perform assessments of the contractor’s performance. Subsequent to contract award, the identity of the COR(s), with a letter defining their duties and authority will be promptly furnished to the successful bidder/offeror.
4.1.3. The COR(s) will inform the contract manager in person when discrepancies occur and will request corrective action. The COR(s) will make a notation of the discrepancy on their surveillance checklist with the date and time the discrepancy was noted and will request the contract manager (or authorized representative) to initial the entry on the checklist
4.1.4. Any matter concerning a change to the scope, prices, terms or conditions of this contract shall be referred to the Contracting Officer and not to the COR(s).
4.1.5. The services to be performed by the contractor during the period of this contract shall at all times and places be subject to review by the Contracting Officer or authorized representative(s) approved by CO in writing.
4.2. Contractor Personnel. Contractor personnel shall present a neat appearance. Contractor personnel shall be easily recognizable while on the installation in conjunction with this contract. The Government may restrict the employment under the contract of any Contractor employee or prospective Contractor employee, who is identified as a potential threat to the health, safety, security, general wellbeing, or operational mission of the installation and its population.
4.2.1. Contractor personnel shall wear appropriate identification badges on the outer clothing on the front of the body between the neck and waist so that the badge is visible at all times.
4.2.2. Prior to commencement of work, contractor personnel shall attend a government orientation to familiarize contractor personnel with the policies and procedures of the 1 SOMDG. The orientation will be scheduled by the COR during normal duty hours and will be at no cost to the contractor.
4.2.3. Contractor personnel shall complete annual training required in accordance with HIPAA, Joint Commission, AF Computer Security Policy, and AF Safety Policy. Training will be provided at no cost to the contractor and will be conducted on-site during duty hours.
4.3. SKILLS AND KNOWLEDGE. Contractor personnel performing on-site services must possess the following knowledge and skills:
4.3.1. Read, understand, speak, and write English fluently. Teaching and public speaking skills in order to provide guidance, counseling, training and professional evaluation.
4.3.2. Knowledge and ability to communicate effectively, both oral and in writing with tact and courtesy.
4.3.3. Knowledge in the use of personal computers and computer programs to include Microsoft Office applications. Knowledge of Microsoft and other various office automation software processing procedures and function keys and the similarities and differences among software types to produce a wide range of documents, web pages, portal development, graphics and tables within text, to edit and reformat electronic drafts, and to update and revise existing databases or spreadsheets. knowledge of Microsoft and other various office automation software processing procedures and function keys and the similarities and differences among software types to produce a wide range of documents, web pages, portal development, graphics and tables within text, to edit and reformat electronic drafts, and to update and revise existing databases or spreadsheets.
4.3.4. Knowledge of Composite Health Care System (CHCS) Armed Forces Health Longitudinal Technology Application (AHLTA) and Preventive Health Assessment and Individual Medical Readiness.
4.3.5. Knowledge of information management procedures and rules.
4.4. QUALIFICATIONS. In addition to the skills and knowledge listed above in paragraphs 4.3.1-4.3.4, on-site contractor personnel performing shall possess the below qualifications.
4.4.1. Expert knowledge of technical writing, proofreading, technical editing of word processing and other computer-based documents, integration of various sources into a cohesive product which may be delivered as computer-based magnetic media, preparation of graphical and narrative presentation material. and skills in general management, organizational principles, to analyze, evaluate, advise, and coordinate.
4.5. CRIMINAL BACKGROUND CHECK REQUIREMENT.
4.5.1. The Government will conduct criminal background checks on individuals providing services under this contract, using the procedures set forth in Department of Defense Instruction 1402.5 dated 19 January 1993. Background checks will be based on fingerprints of individuals obtained by a government law enforcement officer and inquiries conducted through the Federal Bureaus of Investigation and state criminal history repositories.
4.5.2. Contractor personnel may provide contract services prior to completion of background checks with the consent of the CO, 1 SOW and 1 SOMDG commander.
4.5.3. Contractor personnel may obtain a copy of any background check pertaining to them and to challenge the accuracy and completeness of the information contained in the report.
4.6. RECORDS.
4.6.1. All records, files, documentation, working papers, and software provided by the government or generated in the performance of this contract become and remain government property.
4.6.2. All such records, files, documentation, and working papers, which this contract requires the contractor to maintain, shall be maintained in accordance with AFI 33-322, Records Management Program; AFI 33-364, Records Disposition-Procedures and Responsibilities; AF Electronic Records Management (ERM) Solution, AFRIMS, Records Disposition Schedule located at https://www.my.af.mil/gcss-af61a/afrims/afrims/ and all other pertinent directives, as supplemented.
4.7. HOURS OF PERFORMANCE. The contractor shall provide administrative services, Mondays through Fridays 0700-1600 hours.
The contractor shall not provide services on Federal Holidays and non-duty days as follows:
New Year’s Day -1 January Martin Luther King Day -3rd Monday in January President’s Day -3rd Monday in February Memorial Day -last Monday in May Juneteenth – 19 June
Independence Day -4 July
Labor Day -1st Monday in September Columbus Day -2nd Monday in October Veteran’s Day -11 November Thanksgiving Day -4th Thursday in November Christmas Day -25 December
If these holidays fall on Saturday, the preceding Friday will be observed. If these holidays fall on Sunday, the following Monday will be observed. If a holiday falls on a scheduled service day, the Contractor will be responsible for rescheduling services for the first day post the holiday observance. The non-duty days will precede or follow the Federal Holidays. A list of associated non-duty days will be provided to the contractor annually.
4.8. Base Closures. In the event of a base closure due to weather, exercises, or actual alerts, the contracting officer will inform the contractor’s program manager and provide further instructions. Contractor personnel shall contact the contractor’s program manager for instructions.
4.9. Contractor/Employee Base Pass and Identification, Special Clearances and Vehicle Passes. The Contractor personnel shall comply with all requirements and procedures IAW AFFAR 5352.242-9000, Contractor Access to Air Force Installations. The contractor shall submit the employee listing at the pre-performance conference and to the CO monthly as changes occur. All documentation shall be submitted for identification badges and base access devices to the Visitor Control Center (VCC) after the employee listing has been submitted to the CO.
4.10. Traffic Laws. The Contractor personnel shall comply with base traffic regulations.
4.11. Weapons, Firearms, and Ammunition. The Contractor personnel are prohibited from possessing weapons, firearms, or ammunition, on themselves or within their Contractor-owned or privately owned vehicle while on Hurlburt Field, FL.
4.12. For Official Use Only (FOUO). The Contractor personnel shall comply with DoD 5400-7-R, Chapter 4, DoD Freedom of Information Act (FOIA) Program requirements. This regulation sets policy and procedures for the disclosure of records to the public and for marking, handling, transmitting, and safeguarding FOUO material.
4.13. Reporting Requirements. The Contractor personnel shall report to an appropriate authority any information or circumstances of which they are aware may pose a threat to the security of DoD personnel, Contractor personnel, resources, and classified or unclassified defense information.
4.14. Physical Security. The Contractor personnel shall be responsible for safeguarding all government property and controlled forms provided for Contractor use. At the end of each work period, all government facilities, equipment, and materials shall be secured.
4.15. Reporting Full-Time-Equivalent (FTE) Data. The Contractor shall report ALL contractor labor hours (including subcontractor 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 the Contractor Manpower Reporting Application (CMRA) site http://www.ecmra.mil (select the US Air Force logo).
4.15.1. Reporting Period. 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 may direct questions to the CMRA help desk.
4.15.2. 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’s name and contract number associated with the data.
4.15.3. User Manuals User manuals are available on the front page of the CMRA link at http://www.ecmra.mil
4.16. Safety Requirements and Reports. The Contractor personnel shall perform work in a safe manner as required by OSHA Safety and Health Requirements. Provide a verbal report to the CO as soon as possible of each occurrence of damage to Government property or an accident resulting in death, injury, occupational disease, or adverse environmental impact. Provide a completed copy of required Accident Investigation Reports to the CO within 5 calendar days of each occurrence.
4.17. Computer Security. A National Agency Check with Inquiries must be completed at the government’s expense to conduct a security background check for appropriate security of privacy act information. IAW AFI 33-202V1_AFMCSUP1, dated 30 November 2005, par 4.1.1.1.2. All contractors must have a National Agency Check with Inquiries (NACI) or single scope background investigation (SSBI) prior to granting access to government e-mail, network or computer systems.
4.17.1. The Contractor personnel shall complete and e-mail an electronic copy of the SF85, Electronic Personnel Security Questionnaire (EPSQ) file in the ".zdb" format to the Security Manager two weeks prior to commencement of work in the 1 SOMDG.
4.18. HEALTH CARE REQUIREMENTS.
4.18.1. The Contractor personnel shall report to the 1 SOMDG Public Health office during in-processing for a briefing on Medical Group Employee Health Program requirements.
4.19. CONFIDENTIALITY OF INFORMATION. Unless otherwise specified, all financial, statistical, personnel, and/or technical data, which is furnished, produced or otherwise available to the contractor or health care worker during the performance of this contract are considered Government confidential business information and shall not be used for purposes other than performance of work under this contract. The Contractor personnel shall not release any of the above information without prior written consent of the CO. All medical records and reports remain the property of the Government.
4.19.1. Patient lists, no matter how developed, shall be treated as confidential information in accordance with the Privacy Act and the Health Insurance Portability and Accountability Act (HIPAA). Lists and/or names of patients shall not be disclosed to or revealed in any way for any use outside the 1 SOMDG, except through 1 SOMDG-specified processes.
4.19.2. Release of Medical Information: The Contractor personnel shall only release medical information obtained during the course of this contract to other 1 SOMDG staff involved in the care and treatment of that individual patient.
4.20.1. PRIVACY OF PROTECTED HEALTH INFORMATION
4.20.1.1. (a) Definitions. As used in this clause:
Individual has the same meaning as the term ``individual'' in 45 CFR 164.501 and shall include a person who qualifies as a personal representative in accordance with 45 CFR 164.502(g).
Privacy Rule means the Standards for Privacy of Individually Identifiable Health Information at 45 CFR part 160 and part 164, subparts A and E.
Protected Health Information has the same meaning as the term ``protected health information'' in 45 CFR 164.501, limited to the information created or received by The Contractor from or on behalf of The Government.
Required by Law has the same meaning as the term ``required by law'' in 45 CFR 164.501.
Secretary means the Secretary of the Department of Health and Human Services or his/her designee.
Terms used, but not otherwise defined, in this Agreement shall have the same meaning as those terms in 45 CFR 160.103 and 164.501.
(b) The Contractor agrees to not use or further disclose Protected Health Information other than as permitted or required by the Contract or as Required by Law.
(c) The Contractor agrees to use appropriate safeguards to prevent use or disclosure of the Protected Health Information other than as provided for by this Contract.
(d) The Contractor agrees to mitigate, to the extent practicable, any harmful effect that is known to the Contractor of a use or disclosure of Protected Health Information by the Contractor in violation of the requirements of this Contract.
(e) The Contractor agrees to report to the Government any use or disclosure of the Protected Health Information not provided for by this Contract.
(f) The Contractor agrees to ensure that any agent, including a subcontractor, to whom it provides Protected Health Information received from, or created or received by the Contractor on behalf of the Government, agrees to the same restrictions and conditions that apply through this Contract to the Contractor with respect to such information.
(g) The Contractor agrees to provide access, at the request of the Government, and in the time and manner designated by the Government to Protected Health Information in a Designated Record Set, to the Government or, as directed by the Government, to an Individual in order to meet the requirements under 45 CFR 164.524.
(h) The Contractor agrees to make any amendment(s) to Protected Health Information in a Designated Record Set that the Government directs or agrees to pursuant to 45 CFR 164.526 at the request of the Government or an Individual, and in the time and manner designated by the Government.
(i) The Contractor agrees to make internal practices, books, and records relating to the use and disclosure of Protected Health Information received from, or created or received by the Contractor on behalf of, the Government, available to the Government, or at the request of the Government to the Secretary, in a time and manner designated by the Government or the Secretary, for purposes of the Secretary determining the Government’s compliance with the Privacy Rule.
(j) The Contractor agrees to document such disclosures of Protected Health Information and information related to such disclosures as would be required for the Government to respond to a request by an Individual for an accounting of disclosures of Protected Health Information in accordance with 45 CFR 164.528.
(k) The Contractor agrees to provide to the Government or an Individual, in time and manner designated by the Government, information collected in accordance with this Clause of the Contract, to permit the Government to respond to a request by an Individual for an accounting of disclosures of Protected Health Information in accordance with 45 CFR 164.528.
General Use and Disclosure Provisions: Except as otherwise limited in this Agreement, the Contractor may use or disclose Protected Health Information on behalf of, or to provide services to, the Government for the following purposes, if such use or disclosure of Protected Health Information would not violate the Privacy Rule or the Department of Defense Health Information Privacy Regulation if done by the Government: [List Purposes].
Specific Use and Disclosure Provisions:
(a) Except as otherwise limited in this Agreement, the Contractor may use Protected Health Information for the proper management and administration of the Contractor or to carry out the legal responsibilities of the Contractor.
(b) Except as otherwise limited in this Agreement, the Contractor may disclose Protected Health Information for the proper management and administration of the Contractor, provided that disclosures are required by law, or the Contractor obtains reasonable assurances from the person to whom the information is disclosed that it will remain confidential and used or further disclosed only as required by law or for the purpose for which it was disclosed to the person, and the person notifies the Contractor of any instances of which it is aware in which the confidentiality of the information has been breached.
(c) Except as otherwise limited in this Agreement, the Contractor may use Protected Health Information to provide Data Aggregation services to the Government as permitted by 45 CFR 164.504(e)(2)(i)(B).
(d) Contractor may use Protected Health Information to report violations of law to appropriate Federal and State authorities, consistent with 45 CFR 164.502(j)(1).
Obligations of the Government. Provisions for the Government to Inform the Contractor of Privacy Practices and Restrictions:
(a) Upon request the Government shall provide the Contractor with the notice of privacy practices that the Government produces in accordance with 45 CFR 164.520, as well as any changes to such notice.
(b) The Government shall provide the Contractor with any changes in, or revocation of, permission by Individual to use or disclose Protected Health Information, if such changes affect the Contractor's permitted or required uses and disclosures.
(c) The Government shall notify the Contractor of any restriction to the use or disclosure of Protected Health Information that the Government has agreed to in accordance with 45 CFR 164.522.
Permissible Requests by the Government: The Government shall not request the Contractor to use or disclose Protected Health Information in any manner that would not be permissible under the Privacy Rule if done by the Government, except for providing Data Aggregation services to the Government and for management and administrative activities of the Contractor as otherwise permitted by this clause.
Termination:
(a) Termination. A breach by the Contractor of this clause, may subject the Contractor to termination under any applicable default or termination provision of this Contract.
(b) Effect of Termination.
(1) If this contract has records management requirements, the records subject to the Clause should be handled in accordance with the records management requirements. If this contract does not have records management requirements, the records should be handled in accordance with paragraphs (2) and (3) below
(2) If this contract does not have records management requirements, except as provided in paragraph (3) of this section, upon termination of this Contract, for any reason, the Contractor shall return or destroy all Protected Health Information received from the Government, or created or received by the Contractor on behalf of the Government. This provision shall apply to Protected Health Information that is in the possession of subcontractors or agents of the Contractor. The Contractor shall retain no copies of the Protected Health Information.
(3) If this contract does not have records management provisions and the Contractor determines that returning or destroying the Protected Health Information is infeasible, the Contractor shall provide to the Government notification of the conditions that make return or destruction infeasible. Upon mutual agreement of the Government and the Contractor that return or destruction of Protected Health Information is infeasible, the Contractor shall extend the protections of this Contract to such Protected Health Information and limit further uses and disclosures of such Protected Health Information to those purposes that make the return or destruction infeasible, for so long as the Contractor maintains such Protected Health Information.
Miscellaneous:
(a) Regulatory References. A reference in this Clause to a section in the Privacy Rule means the section as in effect or as amended, and for which compliance is required.
(b) Survival. The respective rights and obligations of Business Associate under the ``Effect of Termination'' provision of this Clause shall survive the termination of this Contract.
(c) Interpretation. Any ambiguity in this Clause shall be resolved in favor of a meaning that permits the Government to comply with the Privacy Rule.
APPENDIX A: Workload Estimates
The following are estimated hours required in performance of this contract:
| Administrative Specialist | 1,920 Hours |
| Administrative Specialist | 1,920 Hours |
File details come from the government source that posted it. Updated .