RFI Health Unit PWS DRAFT.pdf

HEALTH SERVICES

PERFORMANCE WORK STATEMENT

PART 1 – GENERAL INFORMATION

1.1 Introduction:

This performance work statement is for the Department of Homeland Security (DHS), Federal Law Enforcement Training Centers (FLETC). FLETC is comprised of four (4) training site locations and is responsible for providing core instructional basic and advanced law enforcement programs, and a variety of support services. The Health Services requirement is for FLETC’s student and staff population. FLETC’s staff and student overall and individual training sites have a fluctuating population. (Student and Staff Historical Population Data, Technical Exhibit 1 (TE- 1)).

1.2 Mission:

The Federal Law Enforcement Training Centers (FLETC) mission statement is “With honor and integrity, we will safeguard the America people, our homeland, and our values.” FLETC is responsible for providing law enforcement officer training to over 130 Partner Organizations, as well as state, local, tribal, campus, and international law enforcement officers and agents.

1.3 Period of Performance:

Base Year: October 1, 2025 – September 30, 2026 Option 1: October 1, 2026 – September 30, 2027 Option 2: October 1, 2027 – September 30, 2028 Option 3: October 1, 2028 – September 30, 2029 Option 4: October 1, 2029 – September 30, 2030

1.4 Scope:

(1) The Contractor shall provide all labor, supplies to include all office supplies, materials, equipment, and supervision necessary to operate the Health Unit facilities at Artesia, New Mexico, Charleston, South Carolina and Glynco, Georgia each training day. Cheltenham does not have a Health Unit facility. Therefore, the Contractor shall provide the required services at an off-site medical facility, located within 25 miles of Cheltenham, MD. This facility(ies) shall be equipped and staffed to provide required examinations and testing in response to the required services for the Medical Surveillance Program (MSP) and urgent care needs.

a) This performance-based contract describes the services to be performed as an end result and provides to the contract both a standard for acceptable performance and quantities, limits, or areas the service covers. The Contractor shall be responsible for achieving the stated results.

b) The Contracting Officer’s Representatives (COR) for this contract will be appointed at time of award. During the terms of this contract any changes of the COR(s) will be in writing to the Contractor.

1.5 Normal Hours of Operation:

The normal Hours of Operation are stipulated for each required training delivery point in Part 5 – Work Schedule.

1.6 Holidays:

The Government recognizes the following Holidays: New Year’s Day, Martin Luther King’s Birthday, President’s Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day and Christmas Day.

a) The Federal Holidays listed above are Holidays granted to Federal Employees.

Federal Holidays are non-training days, and the Health Units are closed. In the event that any of these Holidays occur on a Saturday or Sunday, they shall be observed by the Contractor per the practice observed by the Government.

b) Occasionally, Federal Holidays will be declared normal training days and full Contractor support will be required. Notice of this requirement will be given to the Contractor by the Contracting Officer (CO).

c) The Contractor shall NOT receive premium rates for any special declared Holidays for Federal employees (e.g., National Day of Mourning for death of former president).

d) FLETC may schedule non-training days as workdays. For example: the Friday after Thanksgiving Day and/or the day before or after Christmas Day. This is not a Federal Holiday, but training will be suspended for these days and the Health Unit Staff will not be required to be on site.

1.7 Contractor Personnel

The Contractor shall manage the total work effort associated with the requirements of this Performance Work Statement (PWS) to assure adequate and timely completion of services. All employees assigned by the Contractor to the performance of work under this contract shall be capable and experienced in the type of work they are assigned. All Contractor employees shall be physically and mentally capable to perform the essential functions and demands of their assigned work in a safe and effective manner. Prior to commencing work, the Contractor shall ensure employees are not under the influence of alcohol, drugs, or any other incapacitating agent(s). The Contractor shall ensure each employee is alert and capable of exercising good judgement, implementing instructions, and assimilating necessary specialized training. All Contractor personnel shall be able to read, write, speak and understand English.

All Contractor employees shall be subjected to and must pass a background investigation before being allowed on Center. The Badge Application Package will be provided electronically by the COR following the post-award conference.

DHS Policy Directive 248-02 Medical Professional Credentialing Management issued May 10, 2021, (Part 9, Technical Exhibit X, DHS 248-02 Credentialing Policy Directives) requires Primary Source Verification and Submission Requirements:

The Contractor shall:

(1) Conduct Primary Source Verification (PSV) of the education and credentials of all medical

(healthcare) professionals that will perform under the proposed contract/order.

(2) Enroll all proposed medical professionals in the National Practitioner Data Bank (NPDB) http://www.npdb.hrsa.gov for continuous monitoring of his/her professional credentials and include the initial NPDB report and all pages of any deficiency reports as part of the PSV packet.

(3) Submit to the COR/MLO for each proposed medical professional PSV packet documenting contract verification requirements were met. Initial PSV packets must be submitted to and approved by the COR/MLO before the medical professionals performs services under the contract/order and shall include:

a. Proof of a completed Background Investigation clearance by Office of Professional Responsibility (OPR),

b. A copy of an active and unencumbered professional state license, certification(s), and/or registrations of physician/NP/PA is required,

c. Verification of a professional degree,

d. A copy of the initial NPDB report and all pages of any deficiency reports to ensure there are no infractions or derogatory actions against the individual’s professional license.

To streamline the on-boarding process, the Contractor shall submit medical credentialing information (items b., c., and d.) concurrent with the conduct of the background investigation.

Items b, c, and d are due to the COR/MLO no later than ten (10) calendar days after award. Proof of a completed Background Investigation shall be provided to the COR/MLO no later than twenty

(20) business days after award. All elements of the PSV packet shall be submitted and approved by the COR/MLO before a medical professional may perform services under the contract.

Audits of Medical Professional Credentialing Files (See Part 9, Technical Exhibit X DHS 248-02 Credentialing Management, Attachment 2, Pages 6 & 7 (fillable)):

(1) Audits of Medical Professional Credentialing Files:

DHS will conduct random audits of credentials of medical professionals performing under this contract. In support of DHS audits, the Contractor shall submit to the COR the below listed information. Information shall be submitted within five (5) business days of the request.

a. An active and unencumbered license, certification(s), and/or registration(s), and http://www.npdb.hrsa.gov/

b. A recent NPDB report and all pages of any deficiency reports to ensure there are no infractions or derogatory actions against his/her professional license.

The Contractor shall not employ any person who is an employee of the United States Government without the written consent of the Contracting Officer (CO). The CO will determine if the employment of that person would create a conflict of interest. The Contractor shall ensure employees conduct themselves in a courteous and businesslike manner at all times. Contractor personnel shall wear the FLETC provided identification badges at waist level or above at all times while on Center. The Contractor shall ensure that no Contractor personnel accept gratuities of any kind. The Contractor shall ensure employees practice acceptable personal hygiene at all times and shall present a neat appearance and wear appropriate clothing. Contractor’s personnel shall wear scrubs that identify the company, the employee’s name, and professional degree. The scrubs shall be clean, neat and free of tears, holes, permanent stains, frayed edges, and body odor.

Scrubs are subject to the approval of the CO/COR prior to the contract commencing. Lab coats are optional, but if worn, lab coats shall display same company and personnel information as scrubs.

The Contractor shall maintain satisfactory standards of employee competency, conduct, appearance, and integrity and shall be responsible for taking such disciplinary action with respect to the employees as may be necessary. The Contractor shall advise the CO/COR of any criminal, civil or internal disciplinary actions taken so that appropriate security may be taken to restrict access to the Center, when necessary. Fraternization to include out of role conversation, on or off Center, with students is prohibited (FLETC Directive 500-17 (formerly 67-31) Fraternization between Center Staff and Students).

The Contractor shall remove from the site any individual whose continual employment is deemed by the Government to be contrary to the public interest or inconsistent with the best interest of the Government. All Contractor employees shall be a citizen of the United States of America, or an alien who has been lawfully admitted for permanent residence or who presents other evidence from DHS that employment is permitted.

1.8 Vehicle Licensed Employees

The Contractor shall ensure that Contractor personnel operating vehicles shall possess a valid State Driver’s License with the correct endorsement for the vehicle size and type to be driven and HAZMAT certification to meet qualifications of 49 CFR Part 391, Federal Motor Carrier Safety Regulations. The Contractor shall ensure annually that each employee has a relevant and current driver's license. A copy of all licenses shall be made available to the CO/COR upon request.

Contractor employed vehicle drivers shall have no physical impairment to safely operate designated vehicles. Each Contractor employee shall have a Motor Vehicle Record that shows no fault for accidents or tickets with any vehicle size or type during the last three years. Each Contractor employee must report all major traffic violations to the Project Manager.

1.9 Employee Roster and DHS Credentialing Requirements:

1.9.1 Roster:

Ten (10) calendar days after the start of the contract, at execution of option periods, and when changes occur, the Contractor shall provide the CO/COR a written roster of all contract employees. The roster shall include full name, position or duty assigned, anniversary date of employment, and identify if full or part-time employee.

1.9.2 DHS Credentialing Requirements:

(1) Per DHS 248-02 Credentialing Policy Directive, Part 9, Technical Exhibit X, all employees shall be compliant with the primary source verification of medical or nursing credentials and education for federal and contractor professionals who will provide health care services to, on behalf of, or for the Department of Homeland Security (DHS).

Primary source verification is a health care industry standard for regulated medical or nursing professionals that require a license, certification, and/or registration as a condition of employment. Primary source verification helps mitigate risk to the DHS/FLETC mission, safeguards against health care fraud, waste, and abuse, and provides assurance when filling critical positions. Primary source verification is a separate activity from the Background Investigation Clearance process and is not a duplication of that effort.

(2) Per DHS 248-02 Credentialing Policy Directive, Part 9, Technical Exhibit X, Attachment 1:

The DHS Policy Directive on Credentialing is applicable to personnel hired or working in the following occupation series (or an equivalent contractor position) that will provide health care services, to, for, or on behalf of DHS/FLETC:

(a) Office of Personnel Management Occupational series

A. 602 Medical Officer and Doctor of Osteopathic Medicine B. 603 Physician Assistant C. 610 Nurse and Advance Practice Nurse D. 620 Practical Nurse E. 621 Nursing Assistant F. 640 Health Aid and Technician

(b) Department of Labor Occupational series

G. 29-0000 Healthcare Practitioners and Technical Occupations H. 31-0000 Healthcare Support Occupations I. 29-9091 Athletic Trainers

Note: A medical professional not listed in the above job series (or hired in an equivalent contractor position) who utilizes his/her medical credentials (license, certification, and/o registration) as the basis for providing medical advisement, expertise, or direct medical care to, for, or on behalf of DHS is subject to this Policy Directive. For example, a Physician working as a Lead Management Analyst providing medical advisement who was hired because he/she is a medical professional is subject to this Policy Directive. Instances such as this should be determined on an individual case basis by the Component and/or OCHCO/WHS. This list may be updated. For the most updated list, questions, or assistance, please contact MedicalCredentialing@hq.dhs.gov.

mailto:MedicalCredentialing@hq.dhs.gov

(3) Per DHS 248-02 Credentialing Policy Directive, Part 9, Technical Exhibit X, Attachment 2:

Applies to requirements for health care services obtained by contract for services performed on behalf of or for DHS.

A Requirements for New Contracts/Orders for Health Care Service. The COR, PM, or designee shall include in statements of work for health care services requirements for the contractor to:

1. Conduct Primary Source Verification (PSV) of the education and credentials of all medical professionals that will perform under a proposed contract/order.

2. Submit to the COR, PM, or designee PSV packet documenting contractor verification requirements were met. Shall be submitted to the COR NLT twenty (20) business days after award. PSV packets must be submitted before the medical professional performs services under the contract/order and shall include:

a. proof of a completed Background Investigation Clearance;

b. a copy of an active and unencumbered professional state license, certification and/or registration(s);+

c. verification of a professional degree; and

d. a copy of a National Practitioner Data Bank (NPDB) query report to ensure there are no infractions or derogatory actions against his/her professional license.

When feasible, contractors should be permitted to submit medical credentialing information (items b., c., and d.) concurrent with the conduct of the background investigation to minimize lead-times for onboarding.

3. Comply with DHS audits of contractor credential files for all medical professionals providing health care services under a contract/order.

B. Onboarding Contractor Medical Professionals:

1. The MLO, COR, PM, or designee will review the PSV packet (see paragraph A2 for requirements) of each medical professional before clearing the individual to provide health care services on behalf of DHS.

2. OCHCO/WHS Credentialing Program Manager is available to perform a secondary review of PSV packets, upon request, which contain negative NPDB reports and provide recommendations for action.

C. DHS Medical Professional Credentialing File Audit Requirements for New and Existing

Contracts/Orders:

1. OCHCO/WHS will advise the COR, PM, or designee on the random sample size and the frequency of file audits.

2. The COR, PM, or designee is responsible for requesting the sample of credential file records from the contractor.

3. OCHCO/WHS will review credentialing file records for:

a. proof of a completed Background Investigation, if applicable;

b. an active and unencumbered professional state license, certification(s) and/or registration(s);

c. proof of a professional degree; and

d. a recent NPDB report and all pages of any deficiency reports, infractions, or derogatory actions on the NPDB query report, if available.

4. OCHCO/WHS will provide audit results to the COR, PM, or designee. When audit findings reveal contracted medical professionals do not comply with contract requirements; the COR is responsible for notifying his/her contracting officer(s) to address noncompliance issues. Contract medical professionals who do not meet contract qualifications/credentialing requirements cannot perform health care services until the qualifications/credentialing requirements are met.

5. CORs, PMs, or designees are responsible for incorporating audit requirements into active contracts and orders for medical professional services.

1.10 Key Personnel:

The following personnel are considered key personnel by the Government: one (1) Project Manager (PM), one (1) Alternate Project Manager (APM), and one (1) Quality Control Manager (QCM), and three (3) Clinic Managers, one for each of the three TDP Health Units at Artesia, Charleston, and Glynco. At contract award, the Contractor shall submit resumes to the CO for key personnel and proposed replacements. Key personnel must meet the requirements specified in this section and will be subject to the CO/COR/MLO review and approval.

1.11 Project Manager (PM) and Alternate Project Manager (APM):

The PM and APM positions shall be assigned to the FLETC-Glynco Campus and travel to the other FLETC sites as deemed necessary. The Contractor shall provide to the CO, in writing, the names and associated resumes of on-site PM and APM who possess the necessary experience and qualifications to supervise the work required under this contract effectively upon notification of contract award. If the PM or APM at the time of award are not the same individuals identified in the proposal, the new candidates shall have equal or greater experience and qualifications than those identified in the proposal. These positions are subject to the CO/COR/MLO validating the candidate’s experience and qualifications possessing the skill set to meet the contract requirement.

Therefore, any desired change to management personnel must be provided to the CO/COR/MLO in writing prior to making the change.

The PM and APM positions are on-site at FLETC-Glynco unless the Contractor allows them to travel to other Training Deliver Points (TDP) or telework no more than two days per week and never on the same day. The PM or APM shall be on-site during the core duty hours of each training day and any other days that training is added to fulfill the requirements of this contract.

The PM and APM are full-time and shall possess the necessary knowledge, skills and certifications as required in the following paragraphs. The PM and APM shall be authorized to speak, act, and execute business decisions on behalf of the Prime Contractor. The PM and APM shall not be the same individual as the approved Quality Control Manager. The PM and APM shall be dedicated solely to this contract and may not perform duties for or associated with other contracts.

The Project Manager (PM) shall be responsible for the overall management and coordination for the work under this contract and shall act as the central point of contact for the Government. The on-site PM shall possess the board certification and licensure of Doctor of Osteopathic Medicine, Medical Doctor, Physician’s Assistant, Nurse Practitioner, or Registered Nurse (RN) with the appropriate credentials and licenses.

The Alternate Project Manager (APM) shall be responsible for the management and coordination for the work under this contract and shall act as the point of contact for the Government in the absence of the PM. The on-site APM shall possess the certification the board certification and licensure of Doctor of Osteopathic Medicine, Medical Doctor, Physician’s Assistant, Nurse Practitioner, or Registered Nurse (RN) with the appropriate credentials and licenses.

The Project Manager and Alternate Project Manager shall at a minimum:

(1) Graduate from an associate’s, baccalaureate, or graduate nursing program for Registered Nurses located in a State, the District of Columbia, or a U.S. territory accredited by The Accreditation Commission for Education in Nursing (ACEN) or The Commission on Collegiate Nursing Education (CCNE). In cases of graduates of foreign schools of professional nursing, possession of a current, full, active and unrestricted registration will meet the requirement of graduation from an approved school of professional nursing.

(2) Bachelor’s degree in nursing; graduate degree in nursing of related field preferred.

(3) Minimum five (5) years professional nursing experience for the PM and minimum three

(3) years professional nursing experience for the APM.

(4) Project Manager - Minimum five years (5) years professional supervisory nursing experience successfully managing a Health Unit, an Urgent Care Clinic, Doctor’s Office, or Emergency Department and with a minimum of three (3) consecutive years’ experience. Within the last three (3) years, the PM shall have successfully managed a Health Unit, an Urgent Care Clinic, Doctor’s Office, or Emergency Department.

(5) Alternate Project Manager - Minimum three (3) years supervisory nursing experience with a minimum of three (3) consecutive years’ experience. Within the last three (3) years, the APM shall have successfully managed a Health Unit, an Urgent Care Clinic, Doctor’s Office, or Emergency Department.

(6) The PM and APM shall be able to read, write, speak, and understand English at a level commensurate with the responsibilities of the encumbered positions and expected level of education. The PM and APM must be able to use a computer to communicate via email and Teams, retrieve reports and provide reports to the CO/COR. The PM and APM shall be able to use Microsoft Office and the Government provided Electronic Health Record

(EHR).

1.11.1 PM and APM’s Licensure/Certification:

(1) The PM and the APM shall possess one or both of the following licenses for the assigned duty station: (1) Current, full and unrestricted license as Registered Nurse, or (2) a current, full and unrestricted multistate license as part of the Nursing Licensure Compact (NLC).

Any changes to license shall be reported to the employer and the CO/COR immediately.

1.12 Quality Control Manager (QCM):

The Quality Control Manager position shall be assigned to the FLETC-Glynco Campus and travel to the other FLETC sites as deemed necessary. The Quality Control Manager (QCM) shall coordinate and adjust their work schedule to fulfill the requirements of this contract. All other personnel’s work schedules shall be at the discretion of the Contractor as long as all requirements of the contract are met and there is no interruption in the FLETC Training Schedule. The Contractor shall provide to the CO/COR, in writing, the name and associated resume of the QCM who possesses the necessary experience and qualifications to perform the work required under this contract effectively at the time of award. If the QCM is replaced at any time during the life of the contract, the new candidate shall have equal or greater experience and qualifications than the QCM being replaced.

The on-site QCM shall possess the board certification and licensure of Physician’s Assistant, Nurse Practitioner, or Registered Nurse (RN) with the appropriate credentials and licenses with a minimum of three (3) consecutive years’ experience. Within the last three (3) years, the QCM shall have successfully managed or worked as the Quality Control Manager or must have demonstrated knowledge of some type of commercial or government quality control plans and possess knowledge of, or experience with, for a health unit, an urgent care clinic, doctor’s office, or emergency department. The QCM shall not share other key management duties but will have supervisory duties over the quality control employees at Artesia, Charleston, and Glynco TDPs.

The QCM shall have the authority to act in all QC related matters, and report to the Contractor’s corporate office, not the on-site PM. The quality control employees at the three (3) FLETC sites will conduct the quality control inspections for their assigned site and report back to the QCM, not the PM, APM, or the Clinic Managers.

The QCM shall be proficient in oral and written communication in English. The QCM must be able to use a computer to communicate via email and Teams, retrieve reports and provide reports to the CO/COR. The QCM shall be able to use Microsoft Office and the Government provided Electronic Health Record (EHR).

1.13 Quality Control Personnel:

The quality control personnel at the other FLETC sites are required to report directly to the QCM at FLETC-Glynco. The quality control personnel at the other FLETC sites shall possess the board certification and licensure of a Registered Nurse (RN) with the appropriate credentials and licenses with a minimum of three (3) consecutive years’ experience. Within the last three (3) years, the quality control personnel shall have successfully managed or worked in the position of Quality Control or must have demonstrated knowledge of some type of commercial quality control plans and possess knowledge of, or experience with, for a Health Unit, an Urgent Care Clinic, Doctor’s Office, or Emergency Department.

The quality control personnel shall be proficient in oral and written communication in English.

The quality control personnel must be able to use a computer to communicate via email and Teams, retrieve reports and provide reports to the CO/COR. The quality control personnel shall be able to use Microsoft Office and the Government provided Electronic Health Record (EHR).

1.14 Clinic Managers:

The Artesia, Charleston, and Glynco sites shall each have Clinic Managers (CM). The Clinic Manager positions shall be assigned to the FLETC Artesia, Charleston, and Glynco Campus’.

Prior to the performance period start date, but no later than at the pre-performance conference, the Contractor shall submit in writing, the names and associated resumes of each on-site Clinic Manager who possess the necessary experience and qualifications to supervise the work required under this contract effectively upon notification of contract award. The Contractor shall also submit in writing, any alternate Clinic Managers (if applicable) telephone numbers at which contact may be made at all times to all Clinic Managers and the assigned normal area of responsibility. If any of the Clinic Managers at the time of award are not the same individuals identified in the proposal, the new candidates shall have equal or greater experience and qualifications than those identified in the proposal. These positions are subject to the CO/COR validating the candidate’s experience and qualifications possessing the skill set to meet the contract requirement. Therefore, any desired change to management personnel must be provided to the CO/COR/MLO in writing prior to making the change.

The Clinic Managers shall be responsible for the overall management and coordination for the work required under this SOW and shall act as Artesia and Charleston’s Health Unit’s point of contact with the Government. The Clinic Manager at Glynco shall bear all of the same responsibilities as the other Clinic Managers, but the PM or APM will be the point of contact with the Government at Glynco. The Clinic Managers shall have the authority to speak and act for the clinic staff in all matters related to providing services under this contract. The Contractor shall include in the designation letters any limitations on the Clinic Manager’s ability to bind the clinic staff to changes or adjustments.

The Clinic Managers shall at a minimum:

(7) Graduate from an associate’s, baccalaureate, or graduate nursing program for Registered Nurses located in a State, the District of Columbia, or a U.S. territory accredited by The Accreditation Commission for Education in Nursing (ACEN) or The Commission on Collegiate Nursing Education (CCNE). In cases of graduates of foreign schools of professional nursing, possession of a current, full, active and unrestricted registration will meet the requirement of graduation from an approved school of professional nursing.

(8) Bachelor’s degree in nursing; graduate degree in nursing of related field preferred.

(9) Minimum five (5) years professional nursing experience.

(10) Minimum three (3) years supervisory experience.

(11) The Clinic Manager shall be able to read, write, speak, and understand English at a level commensurate with the responsibilities of the encumbered positions and expected level of education.

(12) The Clinic Managers shall be able to use a computer to communicate via email and Teams, retrieve reports and provide reports to the CO/COR/MLO.

(13) The Clinic Managers shall be able to use Microsoft Office and the Government provided Electronic Health Record (EHR).

1.14.1 Clinic Managers Licensure/Certification:

(1) The Clinic Manager shall possess one or both of the following licenses for the assigned duty station: (1) Current, full and unrestricted license as Registered Nurse, or (2) a current, full and unrestricted multistate license as part of the Nursing Licensure Compact (NLC).

Any changes to license shall be reported to the employer and the CO/COR/MLO immediately.

1.15 Inspection by Regulatory Agencies:

Work described in the PWS is subject to inspection by other Government agencies. The Contractor shall provide personnel to accompany the regulatory agency inspector or review teams. The Contractor personnel shall be knowledgeable concerning the work being inspected.

The Contractor shall participate in responding to all requests for information, inspection or review by regulatory agencies, or other inspections scheduled through the COR. This assistance may include testing, operating or disassembling equipment, as well as reviewing various maintenance logs.

1.16 Vehicle Accident Reporting:

In those instances where Government vehicles (on/off Center) or privately owned vehicles (on Center) are damaged, the Contractor shall contact FLETC Security at the applicable TDP to report accidents without injuries. The Contractor shall notify the CO/COR within one hour following the accident. In those instances where injuries or death occur, the Contractor shall notify FLETC Security at (912)267-2911, the CO, the COR, and the Assets and Logistics Management (ALM), Fleet Manager immediately. The Contractor shall provide a signed written FLETC Statement SEM-34 (06/06) (Part 9, Attachment X), concerning circumstances of the accident, incident, injuries or death and completed a Standard Form 91, Motor Vehicle Accident Report (Part 9, Attachment X) and a Standard Form 94, Statement of Witness (Part 9, Attachment X) for Government owned vehicles. FLETC Security will provide the completed forms to Office of Security and Professional Responsibility (OSPR) for investigation. Upon completion of the investigation, OSPR will provide copies of the completed forms to the Contractor, CO, COR, and the FLETC ALM Fleet Manager. The signed written statement provided by the Contractor shall include signed statements by individuals and/or witnesses involved in the accident. Written statements shall include all pertinent information relating to the incident including names of persons involved, time of the incident, individual versions of the events, etc. Accidents occurring off Center shall be reported to 911 for investigation. For reporting purposes, FLETC Security shall be notified at the applicable TDP.

1.17 Student Misconduct:

The Contractor shall contact FLETC Security at the appropriate TDP to report any misconduct of students. Misconduct of students, on or off FLETC property must be reported. The Contractor shall provide a written statement from the employee witnesses identifying and explaining any infractions committed by the students. The written statement shall contain the date and time of the incident, names, positions and agency of all witnesses, and a detailed narration of the events as they occurred. That statement shall be emailed to the CO/COR within 24 hours of the incident.

The COR shall immediately notify the Class Coordinator or the Training Management Division (TMD) Program Specialist for action.

1.18 Projected Workload:

The projected workload for this contract is delineated in the form of historical data (Part 9, Attachment X). The workload volume is subject to the fluctuation in the number of students attending the various number and types of training programs.

The Contractor shall be given access to the Student Administration & Scheduling System (SASS), in order to download reports and rosters which the Contractor shall use in projecting Health Screenings under this contract. The Contractor is responsible for supporting any Government changes in the schedule.

PART 2 – DEFINITIONS & ACRONYMS

2.1 Definitions:

Acceptable Quality Level (AQL): The allowable leeway from a standard that can occur before the Government will reject the specific service. The number of defects in a lot (or the maximum percent defective in a lot) that, for the purposes of sampling, may occur before the Government will affect the price computation system in accordance with the Performance Requirements Summary and the INSPECTION OF SERVICES Clause. An AQL does not allow the Contractor to knowingly offer defective service but implies that the Government recognizes that defective performance sometimes happens unintentionally. As long as the percent of defective performance does not exceed the AQL, the service will not be rejected by the Government. The Contractor, however, must re-perform the defective service when possible. The AQL limits reduced payment to circumstances in which defective performance results in a measurable reduction in the value of services rendered.

Accountability: The basic obligation imposed by law, lawful order, or regulation, of a person to keep an accurate record of property, documents, or funds. The person having this obligation may or may not have actual possession of the property, documents, or funds. Accountability is primarily concerned with maintaining records. As a minimum, these records show debits, credits, and available balances on hand or in use. Records showing quantities due out and/or due-in are part of the accountability records. Contractor accountability shall insure an accurate audit trail for each item of Government Furnished Property/Equipment & General Services Administration (GSA) Vehicle Listing for which the Contractor is responsible.

Accountable Property: An asset which meets one or more of the following criteria:

• Expected useful life is two years or longer and acquisition value is at least $5,000. Any items under $5,000 that are easily misplaced or lost may be tagged at the discretion of the Assets and Logistics Management (ALM), the Inventory Management Specialists, or the respective Division Chief (DC) to whom the property is assigned.

• Classified as a Sensitive Asset.

• Bears a FLETC Asset Barcode or Serial Number Barcode for which controls, and official asset records are maintained in an official inventory system.

• Included on the inventory listing of a specific organization and for which physical inventories are conducted; and,

• Otherwise assigned and accounted for.

Adverse Event: An occurrence or condition associated with the provision of health care or services that caused harm to the patient. Adverse events may be due to acts of commission or omission.

Buy American Act (BAA): The Buy American Act restricts the purchase of supplies that are not domestic end products. The BAA uses a two-part test to define domestic end products: 1) the articles must be manufactured in the United States; and 2) the cost of domestic components must exceed 50 percent of the cost of all the components.

Certification/Registration: The external verification of the competencies that an individual has achieved: typically involves an external process such as the National Registry of Emergency Medical Technicians, National Commission on Certification of Physician Assistants, or a Board recognized by the American Board of Medical Specialties, the American Board of Nursing Specialties, or the American Dental Association.

Clinical Competency Review: An active and organized process by the DHS Components to evaluate and improve care and services. Criteria is clinical in nature and defined by nationally recognized standards of practice and care.

Clinical Practice Guidelines: A set of systematically developed statements that should be based on scientific evidence, to assist practitioners and patient decision-making about appropriate healthcare for specific clinical circumstances.

Contractor: An entity, public or private, providing the services specified by the Government and described in this solicitation or in the subsequent award document administered by the Government. The term used in this contract refers to the Prime Contractor.

Contracting Officer (CO): An agent of the Government with the authority to enter into, administer, and terminate contracts and make related determination and findings. Only the CO may enter into a contract and/or modification agreement binding the Government.

Contracting Officer’s Representative (COR): An employee of the U.S. Government appointed by the Contracting Officer to provide technical guidance. Such appointment shall be in writing and shall 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 the authority to change the terms, conditions, or direction of the contract.

Contract Discrepancy Report (CDR): A report that is issued when the performance of the Contractor is unacceptable, Contractor failed to adhere to the Contract Terms and Conditions, and/or when the number of discrepancies found during contract monitoring exceeds the number of discrepancies allowed by the AQL.

Credentialing: The process by which an organization assesses the qualifications and background of professional of para-professional personnel prior to permitting the person to practice designated medical services/skills on behalf of the organization. Such assessments include, but is not limited to, the primary source verification of professionals’ or paraprofessionals’ education, licenses, or certifications/registrations. It does not include the issuing of licenses, certifications, or registrations to professionals and paraprofessionals for the practice of designated medical health services.

Customer Complaint: One of the criteria sometimes used to monitor the Contractor’s performance.

Defective Service: A service output that does not meet the standards of performance with the Statement of Work.

Deliverables: Anything that can be physically delivered but may include non-manufactured things such as meeting minutes or reports.

Downtime: Downtime us the time that a vehicle or other equipment is out of service for repairs, maintenance, or awaiting parts. The workweek used to compute downtime is based on a 24-hour day and a 365-day year (no exceptions for Holidays). Vehicles and equipment that are out of service due to safety recalls are included in the downtime computations. Downtime begins when the vehicle is removed from service and ends when the user is notified that the vehicle is ready to return to service.

Energy Conservation Measures (ECM): The reduction of energy cost that meets regulatory requirements for the decrease of greenhouse gases.

Energy Savings Performance Contract (ESPC): FLETC has mandated to reduce its energy and water consumption significantly by year 2015 with additional mandates in future years. In order to accomplish the mandated energy savings requirements, an ESPC has been implemented throughout the FLETC sites. With the ESPC contract, FLETC is able to reduce energy cost and meet regulatory requirements for reduction of greenhouse gases.

Fair Wear and Tear: The amount of damage, depreciation or loss that is expected to occur even when an item is used competently and with care and proper maintenance.

Government Furnished Property (GFP): Facilities, equipment, and services in the possession of the Government or acquired by the Government and subsequently made available to the Contractor for the performance of work under this contract.

Health Care Provider: An accredited organization, or medically credentialed person, who delivers authorized health care services in a systematic way to individuals and groups in need of health care services, including any employees assigned to provide professional or para-professional healthcare services as part of their DHS duties. This also applies to detailees from other federal agencies and contractors whenever the purpose of the detail/contract includes performance of healthcare services.

Indicator: A valid and reliable quantitative process or outcome measure related to one or more dimensions of performance, e.g., measuring the performance of a health care provider inserting an intravenous line.

Inventory: A detailed list of all items in open and unopened stock at all locations that includes nomenclature, sizes, quantities, unit of issue, dollar values, shelving location, building location, and minimum reorder points.

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 Key Personnel listed in 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.

License: The permission granted to an individual by a State or U.S. Territory or Possession to perform certain medical activities.

Lot Size: The total number of product or service outputs in a surveillance period from which a sample is to be drawn and inspected to determine performance in accordance with the standard, as defined in the AQL column of the Performance Requirements Summary.

Major Repair or Replacement: Major repair or replacement is defined as complete roof replacement, complete replacement of exterior walls, ceiling structures, bearing walls, storage sheds or major structure elements; damage from flood and windstorms, complete rewiring of a facility; complete replacement of heating and air conditioning duct work or hot and chilled water piping system of a facility.

Medical Clearance: A determination made by the appropriate FLETC Health Unit professional as to whether the student will be able to fully and safely perform all applicable PPRs.

Examinations may include but are not limited to prescription medications, illnesses, conditions, and elevated blood pressure readings. This full medical clearance is necessary for the student to participate in any physically strenuous activity. (Definition taken from FD/FM 500-14) During a health care visit, the Contractor shall refrain from bias and shall not discuss whether the student/patient will be sent home, recycled or released. The medical diagnosis(es), extenuating circumstances and other factors contribute to the training decision.

Medical Quality Management (MQM) Program: A program which provides for measurement of system performance and adjustments through training and/or policy to improve quality.

Minor Repair or Replacement: Minor repair is a maintenance function which restores individual parts, components, or assemblies of an equipment unit to a safe, serviceable condition by adjustment, replacement of component parts or materials.

Medical Risk: A determination made by a medical professional that a student’s participation in physically strenuous activity will create potential for the occurrence of an adverse health condition or aggravation of an existing health condition for that student. (Definition taken from

FD/FM 500-14)

Monthly Report: Monthly reporting shall reflect activity through the last day of the month.

Reports must be submitted in a manner to reach the COR and the Contracting Officer by midnight, Eastern Standard Time on the fifth business day after the end of the month or as specified within the contract.

Near-Misses (also known as Close Calls): An event or situation that could have resulted in harm to the patient but did not, either by chance or through timely intervention. The event was identified and resolved before impacting the patient. An example is a surgical procedure almost performed on the wrong patient but caught before surgery was initiated.

Non-Training Days: Days before or after Christmas and Thanksgiving when students have breaks in training are not Federal holidays, and the Health Unit is not required to be operational on those days.

Option: A unilateral right in a contract by which, for a specified time, the Government may elect to purchase additional supplies or services called for by the contract; or may elect to extend the term of the contract.

Occupational Safety and Health Administration (OSHA): With the Occupational Safety and Health Act of 1970, Congress created the Occupational Safety and Health Administration (OSHA) to ensure safe and healthful working conditions for workers by setting and enforcing standards and by providing training, outreach, education and assistance.

OSHA Recording Criteria: 1904.7(a) Basic requirement. You must consider an injury or illness to meet the general recording criteria, and therefore to be recordable, if it results in any of the following: death, days away from work, restricted work or transfer to another job, medical treatment beyond first aid, or loss of consciousness. You must also consider a case to meet the general recording criteria if it involves a significant injury or illness diagnosed by a physician or other licensed health care professional, even if it does not result in death, days away from work, restricted work or job transfer, medical treatment beyond first aid, or loss of consciousness. (Part 9, Attachment X – OSHA Definitions of Medical Treatment and First Aid)

Pandemic Response Plan: The purpose of the Plan is to prepare the Federal Law Enforcement Training Centers (FLETC) to protect their workforce and people in their care and custody during biological incidents, including pandemic disease, emerging infectious disease, or an adversarial biological attack.

Peer: An individual from the same professional discipline/specialty to whom comparative reference is being made.

Peer Review: The process by which health care provides/professionals evaluate the care of a fellow provider/professional of the same discipline and make determinations about the quality of that care and whether professional standard of care was met in a given clinical situation.

Performance Improvement (PI): The continuous study and adaptation of a health care organization’s functions and processes to increase the probability of achieving desired outcomes and to better meet the needs of individuals, populations, and other users of services.

Performance Measure: A measure, such as a standard or indicator, used to assess the performance or process of any organization. A quantitative tool (e.g., rate, ratio, index, percentage) that provides an indication of an organization’s performance in relation to a specified process or outcome.

Performance Requirement Summary (PRS): A condensed listing of tasks, standards, AQL’s, surveillance methods, and the relative value of the services or products required by the PWS. The PRS identifies the key service outputs of the contract that will be evaluated by the Government to assure contract performance standards are met by the Contractor.

Performance Work Statement (PWS): The document that describes the level of the performance expected for a particular job element. It prescribes what the Contractor is expected to produce in such dimensions as quality and timeliness.

Phase-In Period (PiP): The period between contract award and the beginning of the period of full performance.

Phase-Out Period (PoP): The period between contract award and the end of the period of full performance.

Physical Inventory Count: A manual count performed to determine and document the on-hand sizes and quantities of an item or group of items.

Physically Strenuous Activity: An event requiring a participant to be vigorously active by exerting energy and effort to complete a training task that can be considered a potential safety or medical risk. (Definition taken from FD/FM 500-14)

Primary Source Verification (PSV): Verifying a specific credential(s) with the identified institution or entity that provided the credentials (Primary Source) to determine the accuracy of a qualification reported by an individual health care practitioner.

Project Manager (PM): The Contractor Representative who acts as the Point of Contact (POC) with the Government and coordinates contract management with the authority and responsibility to commit and make decisions on behalf of the Contractor.

Physical Security: Actions that prevent the loss or damage of Government property, Government employees, Contractors, etc.

Property Control Plan (PCP): A plan that the Contractor is required to submit to the Government describing the management of Government Furnished Property (GFP) in their possession, as stated in Government Property Clause 52.245-1.

Quality Assurance (QA): Systematic monitoring and evaluation of the various aspects of a project, service, or facility to ensure that nationally recognized standards of care are being met.

QA is performed by the Government.

Quality…