USACAEL - ELMS - STATEMENT OF WORK.doc

STATEMENT OF WORK

KIMBROUGH AMBULATORY CARE CENTER, FT MEADE, MARYLAND

United States Army Centralized Allergen Extract Laboratory (USACAEL)

Extract Lab Management System (ELMS) Enhancement and Upgrades

1. 0. INTRODUCTION.

1.0.1. The successful offeror shall provide one (1) full-time equivalent (FTE) for non-personal services to the United States Army Centralized Allergen Extract Laboratory (USACAEL), Kimbrough Ambulatory Care Center, Ft Meade, Maryland. The location of USACAEL is US Army Garrison-Forest Glen, 2460 Linden Lane, Building 512, Silver Spring, Maryland. The services will be of a nature and scope described in the paragraphs below. The FTE will work in conjunction with other health care providers, professionals, and non-contract personnel. The FTE shall provide the non-personal services of a computer software specialty team licensed to perform services of the nature and scope described in this statement of work (SOW). This SOW pertains to services rendered for the continued maintenance, required cybersecurity assurances, further development and enhancement of the United States Army Centralized Allergen Extract Laboratory’s web-based Extract Lab Management System (ELMS). The web-based automation tool is used in the support of the Tri-Service and VAMC worldwide mission of USACAEL to order, process, formulate and disseminate allergen vaccine diagnostic testing and patient treatment biological to over 460 medical treatment facilities worldwide. The period of performance 15 August 2022 to 14 August 2025. This will include a base of one year, plus two option-years.

Base: 15 August 2022 to 14 August 2023

Option Year 1: 15 August 2023 to 14 August 2024

Option Year 2: 15 August 2024 to 14 August 2025

1.0.1.1.

The quality of care provided by the FTE shall be of a quality meeting or exceeding currently recognized national standards as established by the Joint Commission (JC). The FTE shall give the highest regard to patient dignity and observe the precepts of the American Hospital Association’s Bill of Rights for Patients. The FTE shall abide by the Medical Treatment Facility (MTF) rules, regulations and by laws, including Medical Staff By laws, as well as applicable Army regulations governing such things as medical records.

1.1. GENERAL.

1.1.1. This contract is a non-personal services under which the personnel rendering the services are not subject, either by the contract’s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the government and its employees.

1.1.2. Professional Liability. The government will not be liable for malpractice allegations against FTE based upon performance of this contract. The contractor shall be required to carry malpractice insurance for the contractor, its contract FTE’s and agents occurring during contract performance, at a level stated in the solicitation and included in any resulting contract for subject acquisition in tailored FAR Clause 52.237-7. If an apparent successful offeror, the contractor shall provide evidence of insurability concerning medical liability insurance prior to task order award. Upon task order award, the contractor shall provide evidence of insurance demonstrating the required coverage prior to commencement of performance. In accordance with Federal Acquisition Regulation (FAR) Clause 52.237-7, the contractor will indemnify the Government for any liability producing act or omission by the contractor, its contract FTE’s and agents occurring during contract performance. If the contractor uses subcontractors in the performance of this contract, the contractor is required to ensure that its subcontracts for provisions of healthcare services contain the requirements of FAR 52.237-7, including the maintenance of medical liability insurance.

1.1.3. Responsibility and Procedures. If any suit or action is filed or any claim is made against the contract FTE, which occurred as a result of work performed by the FTE under this contract, the FTE shall immediately notify the contractor and the Contracting Officer and the chief of the appropriate services and promptly furnish them copies of all pertinent papers received.

1.1.4. The contractor and contractor FTE shall cooperate with the government, without further compensation, in the processing, review, settlement, or defense of the suit, action, or claim; and authorize government representatives to settle or defend the claim and to represent the FTE in, or take charge of, any litigation involved in such an action. The contractor FTE may, at the contractor FTE’s own expense, participate in defense of such claim or litigation.

1.1.5. Confidentiality / HIPAA. The contractor FTE shall abide by AR 40-3 and AR 40-66 concerning the nature of limited privileged communication between patient and health care provider for security and personnel reliability programs. The contractor FTE shall abide by AR 40-66 concerning the confidentiality of patient records, as embodied in federal statutes including the Privacy Act of 1974 and the Drug and Alcohol Act, Public Law 92-129 and HIPAA. The contractor FTE shall direct all requests for medical information on patients to the Chief, Patient Administration Division. The contractor FTE shall not release any medical or personal information on a patient without first receiving written approval from the government. Government will provide the regulations upon request by the contractor FTE.

1.1.6. Removal of Contractor FTEs. At any time during the performance of this contract, the Contracting Officer or COR may direct the contractor to immediately remove any contractor FTE whose actions or impaired state raises reasonable suspicion that clear and present danger of physical harm exists to a patient, other contractor FTEs, and government personnel or to the impaired individual. This provision will be used in emergency situations only and not for the purpose of bringing performance issues or other non-urgent concerns to the attention of the contractor.

1.1.6.1. If the need for a removal occurs, the COR will contact the contractor's point of contact and direct the contractor to remove that individual from the military facility and to not use that individual to perform any healthcare services required under this contract until the issue has been resolved by the Contracting Officer. The contractor shall formally meet with the COR to discuss further action in accordance with the MTF Quality Assurance and Inspection (QA&I) Plan and AR 40-68. A review of the basis for removal will be made by the Contracting Officer within 3 working days after the COR directed the removal.

1.1.6.2. If, after any investigation deemed necessary by the Contracting Officer and discussions with the contractor's representative, the Contracting Officer concludes that the Contractor FTE’s impairment requires permanent removal from performance under the contract, the Contracting Officer will notify the contractor that permanent removal is required. In the event of disagreements between the government and the contractor's representative concerning matters of impaired contractor FTEs, the decision of the Contracting Officer will be final. During the period of time between the removal and the final decision of the Contracting Officer, the contractor shall provide a backup/replacement contractor FTE in accordance with the terms and conditions of this contract.

1.1.6.3. The Commander has the prerogative to hold in abeyance, to deny, or to summarily suspend clinical privileges/practice when there is a reasonable cause to doubt the health care provider’s competence to practice or for any cause affecting the safety of patients or others. AR 40-68 outlines the adverse clinical privileging and practice actions for privileged personnel and adverse practice actions and peer review for nonprivileged personnel.

1.1.7. Conflict of Interest.

1.1.7.1.

Contractor FTE shall not use patient care rendered pursuant to this agreement as a part of a study, research grant, or publication without the prior written consent of the MTF Commander.

1.1.7.2.

Contractor FTE shall not bill the patient, an insurer, or anyone else for services rendered. The contractor FTE is prohibited from receiving compensation of any kind for eligible patients treated, procedures performed, or any other actions performed, except under the terms and conditions of this contract, at the rate specified in the contract.

1.1.7.3.

Contractor FTE shall not, while performing services under this contract advise, recommend, or suggest to persons eligible to receive medical care at Army expense that such persons should receive care from the contractor FTE at any place other than at the MTF. The contractor FTE will not refer any patients to any company or service to which they have a direct or indirect involvement (including partnership programs and ancillary services not offered by the MTF).

1.1.7.4.

Contractor FTE shall not introduce new medical procedures or changes in standing operating procedures without first coordinating with the Chief of Services.

1.1.7.5.

Contractor FTE is not prohibited by reason of his employment under this contract from conducting private practice, if there is no conflict with the performance of services under this contract.

1.1.7.6. Contractor FTE shall not use Government facilities or other Government property in connection with conducting a private practice.

1.1.7.7.

Contractor FTE shall not be an employee of the United States Government if the employment would create a conflict of interest. The contractor FTE who is an employee of the Department of Defense, either military or civilian, shall not be employed unless such person seeks and receives approval in accordance with DoD 5500.7-R and MEDCOM Reg 600-3.

2.0. SCOPE OF WORK: This award is for the provision of continued maintenance, cybersecurity upgrades and certification renewals, modifications and enhancements to the web-enabled Extract Lab Management System. The work will include technical project management, requirements analysis, design, development, implementation and quality assurance necessary for the effective completion of all requested USACAEL project requirements, cybersecurity upgrades and related services and maintenance.

2.1. The contractor shall provide Upgrade, Enhancement Maintenance and Training Services for the ELMS (Extract Lab Management System) web-based application. The contractor will be required to fulfill and perform the following maintenance and necessitated upgrades and enhancement work requirements for the application:

Technical Criteria

· Knowledge and experience with the FAM “Aa” FAM “D” data model

· Knowledge of numerous Allergy-Immunology field applications and related clinical applications- some of the tables of which have been integrated with ELMS in the past.

· Advanced experience with .NET Technology

· A strong understanding of SQL databases and Query writing and preferred access to the “back end of the data base with required authorization and certification

· Experience working with databases maintained in 5th normal form

· Access authorization to the “back end of the database”

· An advanced understanding of the cybersecurity requirements of the DoD DITSCAP

· Employment of security safeguards as necessary as per DoD recommendations for remediation

· Knowledge of the CoN approval process

· Familiarity with preparation and submission of the Privacy Impact Assessment (PIA)

· A strong understanding or working relationship with the hosting organization’s certification and authorization requirements (for example, NEC, Ft Detrick)

· Experience with the White list registration annual renewal submission in ARNLD

· Experience with procurement and submission of the SSL Certificate annually

· A Strong understanding of DoD and DHA Security requirements

· DITSCAP

· CoN approval Process

· PIA (Privacy Impact Assessment) process

Extract Lab Management System (ELMS)

· The System must be Net-Ready, as defined in CJCSI 6212.01 (ie includes DIACAP, .mil environment); data encryption for security and HIPAA compliance).

· The application shall support the enterprise-wide compliance with allergy immunotherapy practice parameters as set forth by the Joint Task Force of the ACAAI and the AAAAI, form end to end, and to positively connect patients to their treatment, plan, vials, correct dosage for each visit, pre and post shot special care, and provide alerts for defined circumstances

· The system shall maintain a high level of operational / availability / responsiveness (system availability) that can be measured in terms of percentage of time end-user is able to access the system, exclusive of downtime of communications and other supporting systems (i.e., System up-time/(sys up-time+ sys down-time).

· The system shall provide USERs role-based controlled access using a CAC- to be provided during design, authorized user name and password access

· The system will be upgraded in keeping with SSN, DoD member ID and VA member ID number

Alert Capabilities for the Extract Lab Management System Continued maintenance, upgrades and enhancements for the following:

· The ELMS application shall have a multiple-level alert feature. The need is for at least two (2) levels of alerts (Priority Alerts, and Alerts/Notices). Priority Alerts are needed for: recall on lot, see doc before shot, first dose after systemic reaction, and new vial alert. The Second level alert is needed for: weight exceeds 66 lbs (switch to adult epipen), expiration date of vial, patient leaving early, annual review by the physician provider, and due low vial (1 ml remaining)

· The multiple-level alert feature must be customized based on role of the USER Customization, based on USER role-based authority; customization to allow editing/adding/deleting/changing level

· The application must require the USER to acknowledge priority alerts. The system would allow no further interaction on the system until the Priority Alert is acknowledged

· The application shall have the capability to receive input from the electronic health record of prescriptions from other providers to generate an alert. For non-allergy treatment; ability of allergy clinic to customize of meds of interest

Allergy Immunotherapy Documentation and Tracking Ability Continued maintenance, upgrades and enhancements for the following:

· The application must have the ability to track the lot number of each extract used to fill/re-fill the Rx in each vial.

· Ability to track vial expiration date

· Track the time the patient has been on maintenance

· Track the date of initiation of immunotherapy

· Capability to record primary allergist initiating therapy

· The capability to document dual positive patient identification to include: picture of patient, birth date, with confirmation linked to bar code on extract vial

· The capability to uniquely identify each extract vial (ie. bar code scanning

· Capability to electronically link the vial to the to the patient using the patient's unique identification (ie. bar code scanning)

· Generate notifications for patients

· The capability to verify the correct volume is drawn up (ie. infrared)

· Ability to print labels for vials to include: Patient name; Rx #; concentration; contents of vial; color; v/v (volume to volume); patient identification number; vial number; bar code; expiration date; location number; patient's date of birth; mixing lab location

· Vial storage location Shot Tracking, Patient Compliance and Data Entry Continued maintenance, upgrades and enhancements for the following:

· Ability to track patient compliance to include the days since last shot and produce monthly reports (ie. patients leaving treatment program early).

· Ability of the system to generate notification documentation for patients. For non-compliance; annual follow-up due; allow for customizing mode of notification (i.e. mail, phone call)

· Allow for documentation of the anatomical location of shot given

· Allow documentation of the technician who administered the shot

· The application will be interoperable with the patient’s electronic health record

· Ability to support provider-to-provider notifications, as needed, for example, as is done in CHCS

· Maintain patient waiting queues to include: waiting to be seen; waiting to checkout (display elapse time).

· The application shall calculate the shot dosage amount and identify the vial (concentration/color) to be used for the next appropriate dose based on the provider-identified schedules, the last shot dose, reaction to the previous shot(s), time since last shot, and if this shot will be the first injection from newly refilled vial .Calculate utilizing physician defined algorithm

· Provide a standard graphical user interface (GUI) to logically guide the authorized user through the process of entering (or selecting) data to manage allergy patients

· Prompts the USER for inputs, using a GUI, and verifies that all required fields are completed with allowed responses

· Shall have the capability to auto-populate demographic fields using data from the electronic health record

· Capture the identity of the USER

· Support audit-ability

· Provide an auto-save capability (ie Similar to Microsoft Word back-up) ; the auto-save interval should be able to set by USER and System Administrator

· Provide a means to prevent data loss to allow continuation of care in the event of loss of connectivity

· Generate a patient transfer report- to accommodate transfer to a civilian facility (or summary once immunotherapy course completed)

· Display standard pre-shot screening questions for the patient to answer

· Capture patient responses to standard questionnaires as part of check-in; ends up in AHLTA

· Document appropriate ICD code, by allowing by allowing the USER to select from a pop-up or drop down menu

· Documentation of peak flow before and after shot

· Generation of peak flow reports

· Capability of tracking patient peak flow measurements

· Generate peak flow alerts for abnormal reading and customize % change for alert

· Provide the ability to customize threshold for peak flow alerts

Patient Prescription Management Continued maintenance, upgrades and enhancements for the following:

· Provide the USER the ability to enter prescriptions by content/antigens- role-based entry and approval

· Manage administration of external prescriptions

· Make prescriptions available to mixing lab, remote or local; including re-fills (separate these out)

· Display the status of prescriptions ordered

· Track prescriptions as rec'd, completed, on hold, shipped, ETA, rec'd (available for use)

· Integrate with the existing prescription mixing system

· Accept scanned documents into the patient's allergy record to include consent documentation, adverse reactions and treatment plans

· Allow providers to customize prescription dosing schedules and intervals. Typically a provider will have a set of provider-defined algorithms for Standard Schedules, Cluster Schedules, and Rush Immunotherapy Schedules; the provider will need to define multiple algorithms under each of these categories ( e.g., Standard Schedule A, B , C,...; Cluster Schedule A, B, C, D,..., etc) The parameters for a schedule include dosage amount, concentration, intervals, adjustment rules

· The application shall be capable of documenting the items in the comment section of each patient prescription to include the following: demographics, diagnosis, treatment plan (dosages, schedules, allergen extract Rx, shot reactions (local versus systemic reactions), shot schedule, schedule adjustment (reason), dosage adjustment (reason); peak flow; test type results, pre-shot screening, medical history, patient education, informed consent, current meds, epipen verification, waiting time (check-in to shot; and after shot; max dosage alert, special treatment (application of ice, steroid cream, use of dry needle, split dose); notes section, next injection due; next scheduled or walk-in appointment Management of ELMS Application Reports Continued maintenance, upgrades and enhancements for the following:

· Generate the recommended work load: CPT (Current Procedural Technology) and E&M (Evaluation and Management)

· Support the capability to generate standardized periodic reports examples: wait times, reaction rates, shots given, by time period; all details for a day; daily workload summary; daily QA summary; dosages of emergency medication; refills due by patient; non-compliance; recalled lot numbers; etc.

· Support the capability to produce tailored reports from custom queries and role-based permissions to do so

· Capability must exist for reports to be made available in various formats: PDF, Word doc, HTML, Excel, etc.

· Provide for an auto-save capability

· Comply with patient identification information safeguards for output reports such as: "For Official Use Only"; Privacy Act; HIPAA

· Integration at the clinical end with the new GENESIS system ELMS Application Sustainment and Training Activities Continued maintenance, upgrades and enhancements for the following:

· Capability to add data fields by an authorized USER

· The application shall have a System Administration capability. This capability shall enable/update role-based access and manage USER names and passwords, as directed

· Provide for a Super System Administration capability to implement system-wide changes (update fields, codes), set up custom reports to support research, as approved by the Executive Data Manager

· The provision of on-line help on specific topics (ie how to query, how to create reports etc.)

· Provide a high degree of Operationally Reliability for business IM/IT web-based systems

· Initial training on functionality shall be provided to the system administrator

· Initial train-the-trainer training shall be provided to stand up schoolhouse module and refresher training

· Provide printable training materials

· Follow-up training shall be provided for upgrades Program Management.

The contractor shall retain the services of a Program Manager to coordinate all requirements and any changes or modifications to ELMS and perform the following services:

a) Will provide technical support and ELMS programmatic leadership, consultation, teaching and assistance to the United States Army Centralized Allergen Extract Laboratory.

b) Will meet with USACAEL management, leadership and staff to identify and resolve system problems.

c) Will test programs and new applications to identify errors and oversee corrections by contract programmers and engineers.

d) Will consult with users, management, vendors and technicians to assess computing needs and system enhancements and modifications budget and expenditures.

e) Will develop computer information resources, providing for data security and control, strategic computing and disaster recovery.

f) Will assist with the ELMS operations of the Allergen Extract Laboratory, providing USACAEL management with reporting capabilities and administrative tools.

g) Will provide management and expertise in identifying, developing, and implementing computer systems and other major systems operations against predefined standards of operation as documented by systems designers.

h) Will prepare and present to senior management operational reports and progress reports on specific projects

i) Will approve, schedule, plan and supervise the installation and testing of new products and improvements to the existing computer systems.

j) Will plan, coordinate and implement security measures to safeguard information.

k) Will develop and review with senior management workflow charts to understand impact of new systems on existing and future workflow processes.

l) Will assess, develop and implement training programs for staff and users in the use of software applications

m) Will provide technical and programmatic leadership, consultation, teaching and assistance to the United States Army Centralized Allergen Extract Laboratory

n) Will analyze databases and write Queries when special reporting is needed by management.

o) Will establish and maintain a working relationship with the hosting activity (ie Ft Detrick, Network Enterprise Center). This interface will provide the incumbent guidance for formulating automation requirements, Ft Detrick automation policy guidance, and standard hardware and software technical support.

p) Experience and extensive knowledge of the FAM “A”, FAM “D” (Functional Area of Management for Data and Activity) model.

2.2. The Contractor shall comply with all applicable laws, rules and regulations, including but not limited to those included in Section 6 of the SOW.

2.3. Safety Requirements: The Contractor FTE shall maintain safety and health standards compliant with requirements of the Occupational Safety and Health Administration (OSHA).

2.4. CRIME CONTROL ACT OF 1990. No performance under this contract will be allowed without full compliance with the Crime Control Act of 1990 and Department of Defense Instruction 1402.5 dated 19 January 1993. All contract providers having access to Government computer systems and/or providing care to children (17 years of age and under) must be subject of a favorable background investigation of a favorable background investigation. Background checks will be based on fingerprints of individuals obtained by a law enforcement officer and inquiries will be made, based on the Standard Form 85-P completed by the contract provider through the Federal bureau of Investigation (FBI) and state criminal history repositories. All individuals who are required to complete the Standard Form 85-P Questionnaire for Public Trust Position (including individuals who will access CHCS) shall provide the SF85-P documentation on a 3 ½” computer diskette or as otherwise required by the MTF.

2.5. SECURITY REQUIREMENTS.

2.5.1 The MTFs are restricted access military installations. A Personnel Background Check will be processed. An ID, the Common Access Card (CAC) and the vehicle registration (see section 1.1.5.2) will not be issued until the background checks are completed and approved by the Installation Security Manager. The CAC card is required for access to Government computer databases and also is given to the security guards when entering the military installation.

2.5.2. Security Identification Badges. Contractor FTE shall comply with the local installation and MTF personnel identification and access requirements. The Contractor is responsible for absences of Contractor FTE due to expired identification and access documents.

2.5.3. Each Contractor FTE shall wear a visible Security badge ID, provided by the Military Treatment Facility or the Military Installation in accordance with their guidance. The badge must show the full name, title and if required by the Military the words “Contractor” in front.

2.5.4. Contractor FTE shall turn in the MTF badge and Civilian ID Card to the COR upon termination of their services under this contract.

2.6.

VEHICLE REGISTRATION.

2.6.1. All Contractor FTEs must register their vehicles with the Provost Marshal’s Office to gain access onto the military installation. A valid driver’s license, government-furnished civilian ID, proof of insurance and current registration must be presented to the Provost Marshal’s Office, at which time a Department of Defense decal will be issued. The decal shall be placed on the vehicle’s front windshield in accordance with instructions.

2.6.2. Vehicles, with or without a DoD decal, are subject to search. Contractor FTE may encounter long delays for vehicle inspection and identification checks upon entering and exiting the installation. The government will not reimburse the Contractor for time spent at installation checkpoints. Contractor FTE should plan accordingly and report to work at their scheduled duty time, at their appointed place of duty within the MTF.

2.6.3. Contractor FTE shall follow installation procedures for removal and turn-in of the vehicle decal upon termination of services under this contract.

2.7. ADP SECURITY. The Contractor FTE under this contract shall have access to and/or process information requiring protection under the Privacy Act of 1974. These positions are considered “ADP Sensitive” positions. Compliance with DoD Directive 5200.28, DoD 5200.2-R, AR 25-2 and AR 380-67 (for Army), and applicable regulations for other services, is mandatory for ADP Sensitive positions.

2.8. MEDIA INQUIRIES. The contractor shall not respond to any media inquiries. Any inquiries from the media shall be immediately relayed to the COR who will relay them to the MTF Commander. There shall be no interviews, comments, or any other response without the knowledge and approval of the MTF commander. Other than routine inquiries for external agencies, all other inquiries and complaints shall be brought to the attention of the contractor and contractor employee.

3.0. STANDARDS OF PERFORMANCE.

3.1. The government requires that the contractor shall provide technically competent software maintenance and enhancement services at a standard enabling the MTF to provide a high level of quality health care.

3.2. JC Standards. Contractor shall take part in Department or MTF programs as required to meet JC standards.

3.3. Other performance evaluation factors will be monitored that are not quantified by numerical measurements which include: contractor providing personnel exceeding the minimum qualification standards; patient customer service comments; provider and contractor relationship with hospital staff/government contracting personnel; compliance with hospital policy and procedures.

3.4. Performance Reports, will be provided by the COR annually to ensure acceptable performance of the contract; annual reports provided by COR to Contracting Officer after completion of each performance period will be reported to the DOD Past Performance Information Management System (PPIMS).

3.5. MTF Formulary. Contractor FTE authorized to prescribe pharmaceuticals shall do so according to the availability of drugs listed therein. The pharmacy services will provide instructions to all prescribing contract physicians on substitutions and generic drugs for prescribed drugs. The contractor FTE shall follow the procedures of the MTF when prescribing drugs.

3.6. The Contractor shall be responsible for the security of all Soldier information.

3.7. Neither the Contractor nor any of its contract service providers shall disclose or cause to disseminate any information concerning operations of military activities. Such action(s) could result in violation of the contract and possible legal actions.

3.8. All inquiries, comments or complaints arising from any matter observed, experienced, or learned of as a result of or in connection with the performance of this contract, the resolution of which may require the dissemination of official information, shall be directed to the contracting officer representative (COR) and the contracting officer.

3.9. The Contractor shall only conduct business with designated government personnel listed as points of contact (POCs). Names of authorized personnel shall be provided to the Contractor by the Government, in writing, and updated as necessary throughout the contract period.

3.10. U.S. Government records, copies of original results and reports, verified original data, corrected data, and corrected supporting final reports are maintained by the Contractor, but remain the property of the U.S. Government. These files/results must be surrendered to the COR.

3.11. Contractor Verification System (CVS) for contractors at Army Facility

3.12. The Contractor shall comply with agency personal identity verification procedures identified in the contract that implement Homeland Security Presidential Directive-12 (HSPD-12), Office of Management and Budget (OMB) guidance M-05-24, and Federal Information Processing Standards Publication (FIPS PUB) Number 201.

3.13. The Contractor shall comply with agency personal identity verification procedures in all subcontracts when the subcontractor is required to have physical access to a federally-controlled facility or access to a Federal information system.

3.14. The contractor shall ensure compliance with the provisions set forth below. For purposes of FAR Clause 52.204-9, the Government will designate a Trusted Agent (TA), and the contractor shall designate a Facility Security Officer (FSO), for this contract. The Government reserves the right to amend or supplement these provisions pursuant to the Changes clause in the contract.

3.15. In-processing Requirements. Contractor personnel are prohibited from performing services under this contract absent compliance with the in-processing requirements set forth below.

3.16. For every contract service provider, the FSO shall provide the following information to the TA for input into the DEERS/RAPIDS System:

(a) Last Name

(b) First Name

(c) Middle Name

(d) Social Security Number

(e) Date of Birth

(f) E-mail Address (may be either the e-mail address of the incoming individual or the FSO).

3.17. The contract service providers shall have an Army Knowledge Online (AKO) account in order to submit the application. AKO registration may be accessed via https://www.us.army.mil.

3.18. The DEERS/RAPIDS Systems will send a notice to the e-mail address provided IAW the above requirement, in which the contract service provider’s user ID and password are provided. In the event the e-mail message is sent to the FSO, the FSO shall notify the contractor of the contract service provider’s user ID and password.

3.19. The contract service provider shall log into the DEERS/RAPIDS System, and submit an application for acceptance into the System, using the user ID and password provided.

3.20. The application will be accepted, returned, or rejected by the TA. Notice as to whether the application has been accepted, returned or rejected will be provided to the individual’s e-mail address provided within 48 hours after submission. If the application is returned or rejected, the contract service provider shall contact the TA and comply with the TA’s guidance to attempt to correct and resolve the issues.

3.21. Upon approval of the application, the contract service provider shall receive an e-mail sent to the address provided stating the Common Access Card (CAC) application was approved and to proceed to the Verifying Office (VO) with two photo IDs to obtain a CAC. For CAC issuance, the individual must present with two forms of ID, one must be a picture ID. The e-mail will contain a URL to download the form. Acceptable forms of ID to include: Driver’s License, Military ID, Contractor Company ID with picture and expiration date, charge card with picture imprinted, and passport.

3.22. Revalidation Requirements. The TA is required to revalidate all contract service providers, in the DEERS/RAPIDS System, every 6 months. In the event revalidation is denied, the CAC credentials shall be revoked and the CAC will not be useable to login.

3.23. Out-processing Requirements. When a contract service provider’s performance under this contract ceases, the contractor or FSO shall provide written notice to the TA. The TA will remove the contract service provider from the DEERS/RAPIDS System. The contractor shall ensure the contract service provider’s CAC is turned in to the Government IAW the out-processing procedures and further guidance from the contracting officer.

3.24. The contractor is responsible for absences of contract service providers due to expired identification and access documents. Such absences shall not relieve the contractor of its obligation to perform the health care services required under this contract.

3.25. The contract health care providers shall immediately report any lost or stolen badges to the COR.

3.26. IDENTIFICATION OF PRIVACY ACT. This contract requires the development of a system of records in accordance with the Privacy Act of 1974.

4.0. SCHEDULE/PERIOD OF PERFORMANCE

4.1. The contractor FTE shall be required to perform services on a schedule established by USACAEL management as detailed in the independent government estimate for services. The normal hours of work are generally Monday through Friday, between the hours of 6:00 am to 5:30 pm (excluding federal holidays). The exact hours of duty will be coordinated between the Contractor and the COR.

4.2. Absences. When anticipated contractor FTE have not reported for duty, have become ill, or are unable to work during a scheduled shift they must contact the Contractor who will in turn notify the COR.

4.3. Absences due to emergency shall be called into the COR and if other than regular business hours Contractor FTE must contact the Administrative Officer of the Day (AOD) at 301-319-7811.

4.4. Absences such as vacations, shall be coordinated and approved at least 30 days in advance and mutually agreed upon by the COR and the Contractor. Scheduled absences shall be limited to two (2) weeks.

4.5. Contractor FTE working under this contract shall be paid only for hours actually worked at the hourly rates established in the contract. Contractor FTE will have a one hour or 30 minute unpaid lunch period. Payment to the Contractor will not be made for temporary work stoppage due to circumstances beyond the control of the Medical Treatment Facility, such as acts of god, inclement weather, power outages, or temporary closing of facilities.

4.6. Interviews. There will be no interviews conducted by government personnel.

4.7.

Closures. During anticipated closure of the facility due to Command declared training holidays or during unplanned closure of the facility due to natural disasters, military emergencies, severe weather, or otherwise, the contractor shall not invoice the Government for services not performed and the Government will not be liable to the contractors for any such closures.

4.8. Federal Holidays. The Contractor will not be paid on federal holidays unless Contractor FTE is scheduled to work on a holiday and will be paid for hours worked at the hourly rate established in the contract.

4.9. Holidays. The following is a list of legal federal holidays as referred to elsewhere in the contract/task order. Contractor FTE may be required to work on legal holidays as determined by the Department Chief.

New Year’s Day, January 1st Martin Luther King’s Birthday, 3rd Monday in January

President’s Day, 3rd Monday in February

Memorial Day, Last Monday in May

Juneteenth, June 19th

Independence Day, July 4th Labor Day, 1st Monday in September

Columbus Day, 2nd Monday in October

Veteran’s Day, November 11th Thanksgiving Day, 4th Thursday in November

Christmas Day, December 25th NOTE: Any of the above holidays falling on a Saturday will be observed on the preceding Friday; holidays falling on a Sunday will be observed on the following Monday. Any holidays that are declared by Presidential Executive Order shall be observed in the same manner as the holidays listed above. If the area in which a Contractor FTE is scheduled to work is closed due to the holiday and the employee is not required to report in, payment will not be made for those hours. Closures of the installation due to inclement weather or other such acts of God shall be handled in the same manner.

4.10. The Contractor FTE may be required to extend the duty hours to ensure completion of the scheduled patient treatment or in cases of emergencies. Contractor FTE shall be paid the contract hourly rate until the Contractor FTE leaves the MTF premise. Hours worked do not include travel to and from the MTF.

4.11. OVERTIME IS NOT AUTHORIZED

4.12. PERFORMANCE QUALITY. The Contractor shall establish and maintain a complete Quality Control Plan that shall ensure the requirements of the contract are provided as specified in Section 5 of the PWS. Within thirty calendar days after contract award, three copies of a comprehensive written QCP shall be submitted to the COR and within 5 working days when changes are made thereafter.

4.13. PHASE IN /PHASE OUT PERIOD. To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the Contractor shall have personnel on board, at no additional cost to the government, during the ninety (90) days phase in/ phase out periods. During the phase in period, the Contractor shall become familiar with test requirements in order to commence full performance of services on the contract start date.

5.0. PERSONAL APPEARANCE.

5.1. The Contractor shall present a neat and clean appearance.

5.2. All outer clothing shall be laundered or dry cleaned as appropriate, well fitting and fresh each workday.

5.3. Shoes shall cover the foot to meet sanitation and safety requirements. Open-toe shoes or sandals shall not be worn.

5.4. Fingernails shall be clean and not extend one quarter of an inch beyond the flesh tips. Acrylic nails or overlays are prohibited.

5.5. Hair shall be neatly groomed. The length and bulk of hair shall not be unkempt, or of extreme appearance.

5.6. Contractors shall wear dresses, pants or slacks, shirt or blouses with collar and sleeves, shoes and socks. Tank tops, cut-off pants, shower shoes or similar items of apparel are specifically prohibited. In all cases, contractor employees shall conform to the established personal appearance policy of MTF.

6.0. HEALTH AND IMMUNIZATION REQUIREMENTS.

6.1. All contract providers/technicians performing health care services under this contract shall comply with the Health and Immunization requirements identified below at the time of initial request for clinical privileges and annually thereafter (see Attachment 1 for Sample Immunization form).

a. All contractor service performing direct health care services under this contract shall receive a general physical examination prior to commencement of services. The contractor shall provide the Contracting Officer's Representative, 10 calendar days before beginning services under this contract, a physical examination certificate for each individual direct health care provider who will provide services. The certification shall state the date on which the physical examination was completed and the name of the physician who performed the examination. This certification shall be signed by the physician performing the examination. For the purposes of this paragraph, a physical examination administered more than 45 days prior to performance of the contract will not be considered adequate. The physical examination shall include the following:

(1) Test for the antibody to HIV (Human Immunodeficiency Virus) with documented results of the test.

(2) A history to show that Direct Health Care provider has completed a primary series of immunization with tetanus and diphtheria toxoids and that a booster dose is current (within the past 10 years).

(3) A test for the hepatitis (Type B) virus with documentation of the results. A profile shall be established to show immune status to hepatitis. Non‑immune Health Care Workers (lacking anti‑HB(c) or anti‑HB(s)) shall be required to complete an immunization series with a Hepatitis‑B vaccine (e.g., Recombivax, Engerix).

(4) The physical examination shall also document serologic evidence of immunity to measles and rubella or to provide documentation of immunization with measles, mumps and rubella (MMR) vaccine using the following guidelines:

(a) Employees born before 1957 without documentation of previous vaccination with MMR should receive one dose.

(b) Employees born in or after 1957 who have received one dose of MMR previously shall receive one booster dose.

(c) Employees born in or after 1957, without documentation of any previous vaccination with MMR, should receive two doses of vaccine, separated by no less than one month.

(5) Contractor's health care providers shall be screened for tuberculosis by a tuberculin skin test using the Mantoux technique. A skin test result of 10 mm of induration or more shall be required to have a chest roentgenogram and an evaluation performed. A tuberculin skin test of 10 mm of induration or more will require documentation providing an assessment of the patient (status of infection‑ active, inactive; need for preventive treatment or not as determined by age, history of BCG (Bacillus Calmette‑Guerin) vaccination; duration of skin test positively, etc).

(a) If all of the immunizations and tests set forth in the preceding paragraphs have not been completed, the contractor shall issue a certificate providing evidence of immunizations and tests that have been completed or started and shall provide a schedule for the completion of unfinished immunizations and lab tests. After the schedule is completed, the contractor must provide an updated and complete certificate.

(b). All contractor personnel performing direct health care services under this contract, who experience a parenteral (e.g., needle‑stick or cut) or mucous membrane exposure (e.g., splash to the eye or mouth) to blood or bloody body fluids, shall receive prompt treatment. The medical treatment facility (MTF) will evaluate the source of exposure for risk of Hepatitis‑B, Hepatitis‑C, and Human Immunodeficiency virus (HIV) and will provide a report of the findings to the contractor and the contract provider. It shall be the contractor's responsibility to provide appropriate treatment as needed to possibly include Tetanus‑Diphtheria booster, Immune Globulin, Hepatitis‑B vaccine booster, or Hepatitis‑B Immune Globulin. The contractor shall be responsible for providing the contract employee with initial testing and if the source of exposure was unknown, positive, or considered at high risk for HIV infection, follow‑up testing 3, 6, and 12 months after exposure. In the event of a confirmed or highly suspected parenteral exposure to HIV, the contractor shall insure that the contract provider receives appropriate counseling and is referred immediately to a private infectious disease specialist for consideration of any experimental therapy (e.g., AZT). The Government may require the contractor to provide evidence of the status of treatment and testing of the individual provider under the contract.

(c). Failure to meet the requirements stated herein, or when test results determine a contract provider has a contagious disease, the Contracting Officer may, upon the advice of the MTF commander or his clinical staff, determine that such provider is not an acceptable individual to perform services under this contract.

7.0. NON-CREDENTIALED PERSONNEL DOCUMENTATION.

7.1. No later than 7 working days after award, the Contractor must begin submitting for approval the resumes of the applicants and copies of qualifying licenses, training, certifications, degrees, BLS training, and other documentation as specified.

7.2. No later than 7 working days upon notification of acceptance of the Contractor by the COR, the Contractor must submit complete documentation on those Contractor FTEs who will be performing services under this contract. Documentation shall be submitted to the COR.

7.3. Pre-employment Packet. Only completed pre-employment packets will be accepted by the government for processing. The Contractor must take specific action, including prime source verification, to ensure that Contractor FTE's pre-employment packets have the required qualifications documentation.

8.0. MOBILIZATION AND OTHER CONTINGENCY PLANNING.

8.1.

The Contractor FTE may be expected to fill in for mobilized (deployed) staff. Such demands could require extended work hours and expansion of the contract workforce.

8.2.

To ensure the Government operations can progress with no or only minimal disruption, the Contractor FTE shall anticipate the possibility of a mobilization or similar emergency and identify the steps it will need to take to rapidly expand its contract capabilities to meet the emergency.

9.0.

CONTRACTOR FTE FURNISHED SUPPLIES/SERVICES.

9.1.

SERVICES.

9.1.1.

The contractor FTE shall furnish all personnel and services to comply with the requirements of this contract, except where specifically identified as government-furnished supplies and services (paragraph 10.0).

9.1.2.

Certificates/licenses/training shall be maintained in a current status at all times while performing services under this contract. If at any time during the contract the contractor FTE does not renew any of the required certifications/licenses prior to the expiration date, he will not be allowed to work at a Military Treatment Facility, Hospital, or Clinic. This expense shall be borne by the Contractor and will not excuse the Contractor from fulfilling the requirements under this contract.

9.1.3.

Point of Contact. Three calendar days prior to performance of services, the Contractor FTE shall designate, in writing, and provide to the Contracting Officer's Representative [COR] and Contracting Officer, the name, email address, and telephone number of the point of contact for all actions on this requirement.

9.2.

EQUIPMENT/UNIFORMS.

9.2.1 Nametag. The Contractor FTE shall wear a nametag furnished by the MTF. The nametag will be in compliance with, and in accordance with, MTF policy.

10.0. GOVERNMENT-FURNISHED SERVICES / SUPPLIES.

10.1.

Government Training / Orientation.

10.1.1.

Staff Orientation - New Employee. Contractor FTE shall participate in all staff orientation and/or training. Contractor FTE will attend a government-sponsored initial orientation to familiarize them with the policies and procedures of the MTF. Orientation attendance will be scheduled by the COR. Such orientation may include instruction on automated processing, standard operating procedures, local in-services, quality improvement policies, communications, and occupational exposure to blood borne pathogens, safety programs, etc.

10.1.2.

Annual Training Updates. Contractor FTE shall be required to complete an annual training update at the MTF Annual training updates may be accomplished via video or classroom instruction, computer-based instruction, or review of written materials.

10.1.3.

Armed Forces Health Longitudinal Technology Application (AHLTA) Training (formerly known as CHCSII).