Statement of Work - Medical Director 2024.pdf

PERFORMANCE WORK STATEMENT

The medical provider (hereinafter referred to as “the contractor”) shall provide a qualified contractor for the Defense Supply Center Columbus Installation. Contractor will serve as medical director for DLA Installation Management Columbus, Fire and Emergency Services (FES), and provide the following services:

1. Due to the unique mission associated with a military installation, contractor must have experience and familiarization with federal government and military policies and procedures. Contractor must be able to adapt to the requirements of the FES mission associated with DSCC. Contractor must provide five years of proof of experience working with military installations and currently be licensed by the State of Ohio, practicing as an emergency room physician.

2. DLA Columbus FES has responsibility for approximately 8000 personnel on

DSCC and has historically responded to approximately 300-500 Emergency Medical Services (EMS) calls annually.

3. Currently, DLA FES operates under approved protocols that meet the needs of the current mission. Protocols are procedures utilized by basic and advanced EMS DLA FES personnel to reference and follow when rendering patient care and treatment. Contractor must utilize current protocols established, however, as mission warrants can recommend changes to protocol.

4. Contractor will serve as a liaison between DLA Columbus FES and local health care facilities within Ohio. Liaison duties include, but not limited to, the establishment and approval of the emergency medical services pre-hospital care protocols, provides the authority for up to 35 EMS personnel from basic to paramedic certification to render treatment; complete quarterly EMS training classes; complete trauma training for FES personnel annually IAW State of Ohio requirements; approve re-certification requirements for FES personnel (State and National); establish and approve list of authorized medications to utilize and purchase; ensure compliance for EMS Medical Director in Ohio Administrative Code (OAC) 4765-3-05 which is available at http://codes.ohio.gov/oac/4765-3-

05. Attachment # 1A has the Medical Director in Ohio Administrative Code

(OAC) 4765-3-05.

5. Assists the DLA FES Fire Chief with the review of all EMS incidents and incident reports to ensure quality control. The contractor will review all incident reports for quality control purposes and they are measured against the established EMS protocols. Contractor must be available within two hours of notification request for expert guidance to fire chief or designee, if required.

6. Support DLA FES established State approved continuing education site located at DLA FES fire station and criteria to maintain and improve the performance, knowledge and skills of FES personnel for providing emergency medical services including Advanced Cardiac Life Support (ACLS), Pediatric Advanced Life Support (PALS), and Cardiopulmonary Resuscitation (CPR). Continuing education requirements are set forth by the State of Ohio Emergency Medical Services Division and National Standards.

7. Organize and provide on a quarterly basis continuing education courses that shall be presented to all FES personnel (up to 35 personnel). The quarterly continuing education courses will be presented once for each work shift of FES on the installation. Continuing education requirements are set forth by the State of Ohio Emergency Medical Services Division and National Registry. Training is estimated (Not to Exceed) 6 hours per quarter.

8. Review criteria and continuing education qualification requirements for re-certification of personnel within FES. Approve or disapprove National and State re-certification for FES personnel. Continuing education requirements are set forth by the State of Ohio Emergency Medical Services Division and National Registry.

9. Advise FES Fire Chief whenever requested to provide information, knowledge and/or practical skills in order to ensure quality control and to establish a basis for re-certification and performance review as required per certification expiration dates.

10. Annually review and update, with the assistance of the Assistant Chief of Technical Services, or designee, the combined EMT Basic, Advanced, Paramedic Protocols and EMS Training Program. The established EMS protocols are written and performed in accordance within the National Guidelines and the State of Ohio EMS Board Regional Physicians Advisory Board.

11. Serve as the Supervisory Physician for the DSCC Automated External Defibrillator Program providing medical oversight. Provide advice and consent for proper training and certification. Approve and sign local AED protocols and set the medical standards and criteria for operation of AEDs. Maintain prescriptive authority for the DSCC Automatic External Defibrillator (AED) program. Conduct annual quality assurance program review with FES. After each activation of AED unit, provide a written evaluation to FES (summary assessment and medical assessment) and conduct review with FES on recommendations for medical protocol revisions.

12. The contractor must personally approve the DLA FES protocols, changes to protocols, training program and drug licensing program. The contractor, or their appointed designee, will coordinate with the DLA FES on issues other than those previously noted, such as training, Quality Assessment (QA)/Quality Improvement (QI) review, follow-ups, and incident review.

13. Assist in evaluation and review of the Emergency Medical Dispatch program (EMD). The contractor shall approve the selected EMD program written protocol.

The contractor shall be responsible for all medical aspects of the EMD program.

Additional responsibilities include the medical oversight of the EMD training and certification program, continuing education requirements, recertification eligibility, QA/QI and risk management functions. These responsibilities include recommendations regarding the certification and employment eligibility of individuals found to be unsafe practitioners through employee evaluation and disciplinary due process.

The purchase invoice price for providing the services called for in the Performance Work Statement during the performance period commencing at beginning of contract. Invoices will be provided to the designated COTR for payment. Payment will be in four quarterly installments paid in arrears.

4765-3-05 Medical director requirements for each emergency medical services organization.

(A) The medical director for each EMS organization shall meet the following minimum qualifications:

(1) Possession of a valid Ohio medical license;

(2) Active involvement in the provision of emergency care to patients;

(3) Active participation with one or more EMS organizations, including but not limited to:

(a) Conducting performance improvement programs;

(b) Conducting education programs;

(c) Conducting protocol updates.

(4) Evidence of high ethical standards and no conflicts of interest;

(5) Utilizes aggregate data from the division in peer review and quality improvement programs at the local level;

(6) Except as set forth in paragraphs (B) and (C) of this rule, evidence of one of the following:

(a) Board certification by the "American Board of Emergency Medicine" or the "American Osteopathic Board of Emergency Medicine";

(b) Board eligibility by completion of an emergency medicine residency program recognized by the "American Board of Medical Specialties" or the "American Osteopathic Association";

(c) Board certification by a medical specialty board recognized by the "American Board of Medical Specialties" or the "American Osteopathic Association," followed by successful completion of an emergency medical services fellowship;

(d) Board certification by the "American Board of Pediatrics" or the "American Osteopathic Board of Pediatrics," followed by successful completion of a pediatric emergency medicine fellowship program accredited by the "Accreditation Council for Graduate Medical Education" or the "American Osteopathic Association Program and Trainee Review Council";

(e) Subspecialty board certification by the "American Board of Emergency Medicine" in emergency medical services.

(B) An existing medical director who meets all the qualifications listed in paragraph (A) of this rule except paragraph(A)(6) shall do either of the following:

(1) Complete an EMS medical director course approved by the board. A list of courses which have been reviewed and deemed acceptable by the board is available at http://ems.ohio.gov/ems_rpab.stm; or

(2) Submit to the board written verification of EMS medical director experience and verification that the individual conducted performance improvement programs or training.

(C) A physician who meets all of the qualifications listed in paragraph (A) of this rule except paragraph (A)(6) and wishes to become a new medical director shall do all of the following:

(1) Complete an EMS medical directors course approved by the board. A list of courses which have been reviewed and deemed acceptable by the board is available at http://ems.ohio.gov/ems_rpab.stm;

(2) Petition the board for a waiver of the emergency medicine residency program requirement. The state medical director, in conjunction with the RPAB chairs, will review the petition for waiver and make a recommendation to the board;

(3) Submit any and all additional information or documents requested by the board, the state medical director, or the RPAB chairs to support the petition.

(D) Each medical director is required to participate in peer review and quality improvement programs, as provided in section 4765.12 of the Revised Code.

Effective: 07/31/2014 R.C. 119.032 review dates: 05/14/2014 and 01/22/2019 Promulgated Under: 119.03 Statutory Authority: R.C. 4765.11 Rule Amplifies: R.C. 4765.11 Prior Effective Dates: 8/25/02, 2/1/09, 2/6/12

SERVICE CONTRACTOR REPORT (SCR) FAR 52.204-14

The contractor shall report all contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Defense Logistics Agency via a secure data collection site. Reporting input will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year.

Steps for Submitting a Service Contract Report (SCR) •Go to www.sam.gov and log in.

•Select Entity Registrations and then select Service Contract Reporting.

•SAM displays your entities which have service contracts and meet the reporting criteria.

Select View by entity to see the service contracts for each entity.

•Next, select Add for the service contract against which you want to create a Service Contract Report. Each service contract which meets the FAR Subpart 4.1703 reporting thresholds is displayed.

•You will be taken to the Complete Service Contract Report page. SAM displays the contract details and allows you to report. You are required to enter the following information:

•Total Amount Invoiced: Total dollar amount invoiced for services performed during the previous Government fiscal year under the contract (this amount should include the prime and any subcontract amount).

•Prime Contractor Hours Expended: Prime contractor direct labor hours expended on the services performed during the previous Government fiscal year. The amount you enter is automatically divided by 2,080 hours to calculate a Full Time Employee (FTE) equivalent, displayed under the Prime Contractor Hours Expended as Prime Contractor FTEs.

•Report any required Tier 1 subcontractor information by selecting the Add Tier 1 Subcontract Information button.

COMMON ACCESS CARD (CAC) PROCEDURES

Performance under this contract may require the contractor to obtain a Common Access Card (CAC). If CACs are issued under this contract, the contractor shall complete and comply with the following steps to obtain, control, and turn-in Government-issued CACs, as well as establish procedures to control and account for contractor CACs at all times. This process is only for the issuance and accountability of CACs. Contractors may be required to provide additional forms and follow additional procedures for other forms of access and/or background/security checks depending on local site/installation requirements.

1. The contractor has each contractor employee requiring a CAC complete and sign Sections I and II of the DD Form 1172-2. The instructions for completing the DD Form 1172-2 are located at http://www.cac.mil/docs/1172-2-Instructions.pdf.

a. For Section II, Block 22 - If the contractor employee signs and the DD Form 1172-2 it is then forwarded by the contractor. This provides verification for the employee information. If the contractor is submitting a DD Form 1172-2 for him/herself (e.g., the owner), with no higher authority above them for verification, then the signature in Block 22 must be notarized to verify identity.

2. The contractor forwards the DD Form(s) 1172-2 via hand-carry, secure mail, or encrypted email to (NOTE: The contractor may forward these forms individually or as a group):

a. The Contracting Officer’s Representative (COR) for the contract, if a COR was designated.

b. The Contracting Officer (CO) for the contract, if no COR was designated.

3. Each contractor employee must verify his/her account information upon receipt of an email from the Government containing a username and password for the Trusted Associate Sponsorship System (TASS). The web link for TASS is included in the email.

4. Each contractor employee will receive an email via TASS when his/her account has been approved. The email will notify the employee to obtain a Government-issued CAC from the nearest Real-Time Automated Personnel Identification System (RAPIDS) office. The email will also provide a link that identifies the locations of RAPIDS offices.

5. Each contractor employee shall obtain his/her issued CAC from the RAPIDS office.

6. The contractor, within one (1) business day of issuance, provides written notice via email to the COR (or the CO, if no COR was designated) for each contractor CAC issued identifying the contractor employee’s name, the date of issuance, and the date of expiration of the CAC. This notification may be made individually for each contractor employee or together for a group of contractor employees.

7. The contractor establishes procedures to control and account for Government-issued contractor CACs at all times, to include the following:

a. Ensure contractor CACs issued for this contract are only used for the purpose of performing under this contract.

b. Ensure contractor CACs are secured in a manner that precludes unauthorized use and that recognizes the CAC is the property of the U.S. Government.

c. Ensure contractor employees do not abuse or place holes in their CACs.

d. Ensure contractor employees do not display their CACs in public.

8. If a contractor CAC is lost or stolen:

a. The contractor employee shall immediately notify the contractor that the contractor CAC has been lost or stolen.

b. The contractor shall immediately notify the COR (or the CO, if no COR was designated), detailing the circumstances regarding the lost or stolen contractor CAC, as follows:

i. In person, followed within one (1) business day by a written notice via email, or

ii. In writing, via email, or

iii. By telephone, followed within one (1) business day by a written notice via email.

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c. The contractor shall report the lost or stolen CAC card to the local DLA Police/host installation police, who will provide the contractor a police report. If there is no local DLA Police/host installation police, or no police report is provided, the contractor shall provide information to the COR/CO, as applicable, detailing the circumstances of how the CAC was lost or stolen. The COR/CO will provide a memorandum for the contractor employee to support issuance of new CAC.

d. The contractor has the contractor employee bring the report/memorandum to the nearest RAPIDS office. If the CAC can be reissued within 24 hours, bring the report/memorandum to the nearest CAC office for reissue. If the CAC cannot be reissued in 24 hours, follow the steps for a new CAC, beginning at Step 1.

9. If the expiration date for a contractor CAC is prior to completion of the contract and the contractor employee is to continue working under the contract and still requires a CAC, the contractor:

a. Notifies the COR as follows:

i. In person, followed within one (1) business day by a written notice via email, or

ii. In writing, via email, or

iii. By telephone, followed within one (1) business day by a written notice via email

b. No less than two (2) weeks prior to the current CAC’s expiration date, completes and complies with the steps above beginning with Step 2 for issuance of a new contractor CAC for the employee.

c. Brings the expiring CAC to the RAPIDS office for turn-in and receives new CAC.

d. Notifies the COR once a new CAC has been issued.

10. The contractor/contractor employee turns in any found CACs immediately, via hand carry, to the nearest Federal law enforcement office.

11. The contractor immediately collects all contractor CAC(s) from the contractor employee(s) at:

a. Contract completion or termination

b. Termination/Reassignment of an employee (this includes any reason the employee is no longer working for the contractor under the contract or otherwise no longer requires a

CAC)

12. The contractor:

a. For contract completion or termination – within one (1) business day after collecting the contractor CAC(s), arranges for turn-in via one of the below methods:

i. If the COR/CO is co-located or near enough that in-person transfer of CACs can be arranged, the contractor:

1. Arranges to meet the COR (or the CO, if no COR was designated) to turn-in the collected contractor CAC(s).

2. Hand-carries all collected contractor CACs for turn-in to meet the COR (or the CO, if no COR was designated).

3. Completes and signs the Government-Issued Contractor CAC Turn-In Receipt with the COR (or the CO, if no COR was designated). The contractor is provided a copy of the receipt.

ii. If in-person transfer of CAC cannot be arranged, the contractor:

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1. Sends, via certified mail, the CACs to the COR/CO. The contractor includes in the package the Government-Issued Contractor CAC Turn-In Receipt, with signed acknowledgement of contractor turn-in.

2. Notifies COR/CO that CACs have been sent via certified mail.

3. Receives a completed copy of the receipt from the COR/CO once the COR/CO has received the CACs.

b. For termination/reassignment of an employee:

i. Immediately notifies the COR (or the CO, if no COR was designated) that the employee is no longer working for the contractor under the contract or otherwise no longer requires a CAC, as follows:

1. In person, followed within one (1) business day by a written notice via email, or

2. In writing, via email, or

3. By telephone, followed within one (1) business day by a written notice via email.

ii. Follows the turn-in procedures above for contract completion or termination, as applicable.

Contractor Reporting Requirements: The contractor is required to submit, on a monthly basis, to the COR (or the CO, if no COR was designated) a report of all employees working on the contract who have been issued CAC cards and a verification of whether each listed employee still requires a CAC. The report must note where changes have occurred (additions or deletions) since the previous month. Contractor employees who already have a CAC related to another DLA or DoD contract must be included in the monthly report. Contractor shall note the issuing organization and the CAC expiration date. Contractor is still responsible for notifying the COR/CO when the individual is no longer working under the subject contract.

The above procedures have been established as a DLA security measure. Contractors are advised that failure to comply with any of the above requirements will be considered a violation of the terms and conditions of the contract and the Contracting Officer may take action to remedy such violations. Specifically, failure to safeguard, follow these procedures, including reporting requirements, or turn-in CACs within the established timeframes may result in the following actions, which are in addition to other actions the Contracting Officer may take under governing law and regulation and the terms and conditions of the contract:

• Immediate work stoppage (issuance of a stop work order), not to be lifted until resolution of CAC issue

• Disapproval of invoices and delay of payment

• Withholding of final payment (in accordance with FAR 52.204-9)

• Documentation of CAC Non-Compliance in the Contractor Performance Assessment Reporting System (CPARS)