VCE Vision Care Coordination DRAFT PWS.docx

Department of Defense Defense Health Agency Performance Work Statement

Vision Care Coordination

Research and Engineering Directorate

Vision Center of Excellence

Solicitation Number:

Version:0.1 Date:10/29/24

PART 1

1.0 GENERAL INFORMATION

1.1 This is a non-personal services contract to provide administrative support to the Vision Center of Excellence (VCE). The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service provides shall be accountable solely to the Contractor who, in turn, is responsible to the Government.

1.2 Description of services/introduction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform administrative support services as defined in this Performance Work Statement (PWS) except for those items specified as government furnished property and services. The contractor shall perform to the standards in this PWS.

1.3 Background: The Military Health System (MHS) provides comprehensive vision care for Department of Defense(DoD) beneficiaries. This care can involve multiple eye (ophthalmic, optometric, and rehabilitation) specialists who are not present at every Military Treatment Facility (MTF). that a DoD beneficiaries may require vision care coordination which directs the cooperation of vision care specialists and the movement of the patient Win the course of receiving appropriate vision care services.

1.4 Objectives: Provide a nationwide network for the coordination of vision health care in the DoD MHS. It will consist of four (4) regional vision care coordinators located at Ocular Trauma Centers (OTC) or MTF and one (1) national vision care coordinator working at the Vision Center of Excellence (VCE). Through this network, the VCC will achieve the following:

· Create a MHS vision care coordination program by placing a regional vision care coordinator at four MTFs: San Antonio Military Medical Center, San Diego Naval Medical Center, Madigan Army Medical Center, and Walter Reed National Military Medical Center. These regional coordinators will be united by a national vision care coordinator located in the VCE.

· The regional vision care coordinators will function within their OTC to aid in the eye care for patients at that MTF and at additional MTFs in their surrounding geographic region.

· Facilitate the movement of patients between the DoD and the Veterans Affairs (VA) to maximize the spectrum of vision care available to DoD beneficiaries. This includes increased opportunities for VA to care for eligible veterans in VA vision rehabilitation settings and for DoD eye care providers to care surgically and medically for VA patients.

1.5 Scope: The contractor shall arrange eye care for patients (referrals, movement of patients, follow-ups, monitoring performance metrics, etc.). Duties will be at the OTC/MTF and, at the discretion of the respective COTR, throughout the recognized region as established by the MTF and Defense Health Agency (DHA). This is a national program of DOD vision care care coordination that includes facilitation of transfer of patients between MTFs and between the DOD and allied healthcare providers such as the VA and other community providers.

1.6 Period of Performance (PoP): One (1) twelve (12) month base year plus four (4) twelve (12) month option periods.

1.6.1 Transition: Transition-in/transition-out period.

1.6.1.1 Transition-in period: Full performance start date is 24 September 2025. Transition-in performance is defined as having all required staff in place and fully prepared to carry out services required in this PWS. During the transition-in period, the contractor shall prepare to meet all contract requirements and ensure incoming personnel are functionally trained and qualified on the full performance start date except cybersecurity requirements, which must be fully adhered during transition and full performance periods. The Contractor shall develop and deliver a Transition-in Plan (CDRL A002; to be submitted with initial proposal). See part 7, Technical Exhibit 1 Deliverables Schedule – CDRL A002.

1.6.1.1.1 The contractor shall comply with transition-in requirements of the DHA, as listed in paragraph 1.11.1, for contractors needing to be issued Common Access Card (CAC) identification, including Department of Defense (DoD) and DHA-directed training and forms submission, prior to network access.

1.6.1.2 Transition-out period. The transition-out plan shall facilitate the accomplishment of a seamless transition from the incumbent to an incoming contractor or Government personnel at the expiration of the contract. In accordance with this contract, the Contractor shall provide a transition-out plan (CDRL A003, as required by the Government) for five days of outgoing transition for transitioning work from an active contract to a follow-on contract or Government entity. See part 7, Technical Exhibit 1 Deliverables Schedule – CDRL A003. This transition may be to a Government entity, another Contractor or to the incumbent contractor under a new contract. In accordance with the Government-approved plan, the Contractor shall assist the Government in planning and implementing a complete transition from this Contract to a successful contractor. This shall include formal coordination with Government staff and the successor contractor’s staff and management. It shall also include delivery of copies of existing policies and procedures and delivery of required metrics and statistics.

1.6.1.2.1 The contractor shall comply with transition-out requirements of the DHA for contractors who have been issued a CAC or who generate “records”, as defined by DoD (records manual), including DoD-directed disposition of records, and others displayed on the In/Out (I/O) Processing Portal.

1.7 Administrative specifications

1.7.1 Place of performance: The work shall be performed at coordinator at four (4) MTFs:

San Antonio Military Medical Center 3551 Roger Brooke Drive Fort Sam Houston, TX 78234

San Diego Naval Medical Center 34800 Bob Wilson Drive San Diego, CA 92134

Madigan Army Medical Center 9040A Jackson Ave.

Joint Base Lewis-McChord, WA 98431

Walter Reed National Military Medical Center 8901 Rockville Pike Bethesda, MD 20889

The National Vision Care Coordinator may be remote or in person at the VCE offices at Walter Reed National Military Medical Center.

1.7.1 Telework: Ad hoc telework may be authorized for extenuating circumstances at the discretion of the Contracting Officer Representative (COR) or COTR.

1.7.2 Recognized Federal holidays:

Independence Day

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 contract employee is scheduled to work is closed due to the holiday declared by an Executive Order 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.

1.7.3 Hours of operation: The contractor is responsible for conducting business Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. Fulfillment of services within this PWS may occasionally require travel during hours and days outside those specified above.

1.7.3.1 Core Labor Coverage: Contract staff tours of duty will fall between the hours of 7:00 a.m. and 5:30 p.m. The contractor will ensure full labor coverage during the core hours of 9:00 a.m. to 3:30 p.m.

1.7.4 Emergency Services: On occasion, services may be required to support an activation or exercise of contingency plans outside the normal duty hours.

1.8 Contractor travel: The Contractor shall be required to travel within the Continental United States (CONUS) and within the National Capitol Region (NCR) to attend meetings, conferences, and training. The contractor may be required to travel to off-site training locations and to ship training aids to these locations in support of this PWS.

The Contractor shall be authorized travel expenses consistent with the cost principles and procedures in Federal Acquisition Regulation (FAR) Part 31.2, Travel Costs and the limitations of funds specified in this contract. All travel requires Government approval/authorization and notification to the Contracting Officer Representative (COR).

Travel costs will be included as a Not to Exceed (NTE) Contract Line Item Number (CLIN). Travel costs are not to exceed $12,000 per year.

Estimated Travel:

1.9 Other Direct Costs (ODC): N/A

1.10 Quality

1.10.1 Quality Control (QC): The contractor shall develop and maintain an effective QC program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure nonrecurrence of defective services. The contractor’s QC program is the means by which the work complies with stated requirements. A draft Quality Control Plan (QCP) shall be submitted with the contractor’s proposal and a comprehensive finalaized QCP shall be submitted within 15 DACA. After acceptance of the Quality Control Plan (QCP) the contractor shall receive the CO’s acceptance in writing of any proposed change to his QC system. (See Part 7, Technical Exhibit 1 – Quality Control Plan – CDRL A001)

1.10.2 Quality assurance (QA): The government will evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan provides a systematic method for the Government to evaluate performance and to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.11 Contractor personnel

1.11.1 CAC requirements: For all contractors who will work in Government facilities, the Facilities Security Officer (FSO)/Company's Security point of contact (POC) will provide the Government all the required information per the DHA CAC request process current version 2.1, January 2018, or more recent when updated. See process attached at Part 7 Section 7.1.1 of the PWS. A CAC is the standard identification for eligible DoD contractor personnel.

1.11.1.1 The contractor shall return all CACs to the COR upon the departure of the contractor(s).

1.11.2 Contractor onboarding and training. The contractor shall complete all requirements, training, and forms as prescribed in the following requirements:

1.11.2.1 The DHA’s “Onboarding Checklist for Contractor Employees” is located at the DHA Onboarding and Offboarding Portal at https://info.health.mil/cos/admin/hr/IO/SitePages/Home.aspx

1.11.2.2 The DHA’s contractor training instructions embedded at Part 7 Section 7.1.2.

1.11.2.3 The contractor shall comply with onboarding requirements of the DHA for contractors needing to be issued CAC identification, including DoD- and DHA-directed training and forms submission, prior to network access, as displayed in the In/Out-Processing Portal at: https://info.health.mil/cos/admin/hr/IO/SitePages/home.aspx (note: Public Key Infrastructure (PKI)-restricted, printed versions available).

1.11.3 Physical Security: The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

1.11.4 Key control: The contractor shall establish and implement methods of making sure all keys/key cards issued to the contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards. No keys issued to the contractor by the Government shall be duplicated. The contractor shall develop procedures covering key control that shall be included in the QCP. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the CO.

1.11.4.1 In the event keys, other than master keys, are lost or duplicated, the contractor shall, upon direction of the CO, re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the contractor.

1.11.4.2 The contractor shall prohibit the use of Government issued keys/key cards by any persons other than the contractor’s employees. The contractor shall prohibit the opening of locked areas by contractor employees to permit entrance of persons other than contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the CO.

1.11.5 Lock combinations: RESERVED

1.12 Key personnel (Contractor):

The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the CO. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available between 8:00 a.m. to 4:30 p.m., Monday thru Friday except Federal holidays or when the government facility is closed for administrative reasons.

The Government has identified the following as Key personnel:

· National Vision Care Coordinator (1 FTE): Five (5) years of clinical experience as a health care coordinator, social worker, case manager, or registered nurse.

· Regional Vision Care Coordinator (4 FTE): Five (5) years of clinical experience as a health care coordinator, social worker, case manager, or registered nurse.

1.13 Data rights: RESERVED

1.14 Reporting

1.14.1 Contractor Manpower Reporting (CMR): RESERVED.

1.14.2 Non-Disclosure Agreement (NDA): N/A

1.14.3 Government’s COR: The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: assure that the contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance; maintain written and oral communications with the contractor concerning technical aspects of the contract; issue written interpretations of technical requirements, including Government drawings, designs, specifications; monitor contractor's performance and notifies both the CO and contractor of any deficiencies; coordinate availability of government furnished property; and provide site entry of contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting contract.

1.15 Contractor Identification

1.15.1 Contractor personnel performing services in a contractor capacity in a Government facility are required to possess and wear an identification badge that displays his or her name and the name of their company. All contractor personnel shall identify themselves as contractor support personnel in all forms of communication with all entities with whom DHA/Research and Engineering Directorate (R&E)VCE has business dealings. The contractor shall: Answer all telephone calls and have a personalized voice message with an introductory statement that includes the fact that the person is contractor support personnel. Ensure all those with whom the person interacts in any face-to-face dealings while supporting the VCE understands that the person is contractor support personnel. Include a title block in all emails that states the fact that the person is contractor support personnel. Ensure all those with whom the person interacts in any face-to-face dealings while supporting DHA/R&E/VCE understands that the person is contractor support personnel.

1.15.2 Contractor personnel will be required to attend meetings or otherwise communicate with Government and/or other contract representatives to meet the requirements of this order. Contractor personnel shall make their contractor status known during introductions.

1.15.3 Contractor personnel, while performing in a contractor capacity, are prohibited from using their retired or reserve component military rank or title in any written or verbal communications associated with the contracts in which they provide services.

1.16 Contractor Access to Health Affairs (HA)/DHA Network(s)

1.16.1 FSO/Company's Security POC shall notify the DHA Personnel Security Office after being awarded a contract that requires access to a DoD system (If applicable, if not delete 1.16.1 and 1.16.2 and replace to 1.16 Reserved). Contractor personnel requiring access to the HA/DHA networks for performance of their tasks require a background investigation and the security awareness training. The contractor shall be prepared for this process as it could take two (2) or more weeks. The FSO/Security POC shall submit a Standard Form (SF) 85/86 to DHA's Personnel Security Office for a background investigation.

1.16.2 Company's FSO/Security POC must notify the Personnel Security Office when the contractor has submitted the SF-85/86. The FSO/Security POC, or the COR must notify the DHA Personnel Security Office in writing of a contractor's termination from the contract, including the termination date.

1.17 Personnel Security

1.17.1 The contractor shall comply with DoD 8570.01-M, “Information Assurance Workforce Improvement Program, CH4” November 10, 2015 as amended; 8500.01, “Cybersecurity”, dated March 14, 2014; DoD Manual (DoDM) 6025.18, “Implementation of the Health Insurance Portability and Accountability Act (HIPAA) Privacy Rule Compliance in DoD Health Care Programs” dated March 3, 2019, Department of Defense Instruction (DoDI) 6025.18 “HIPAA Privacy Rule Compliance in DoD Health Care Programs”, dated March 13, 2019; and DoDM 5200.02 “Procedures for the DoD Personnel Security Program (PSP),” incorporation change 3, effective September 24, 2020. Contractor responsibilities for ensuring personnel security include, but are not limited to, meeting the following requirements:

1.17.1.1 Follow the DHA Personnel Security Office guidelines for submittal of security clearances. Contact the DHA Personnel Security Office for guidance on the appropriate background investigation required for personnel on the contract. The DHA Personnel Security Office can be reached at (703) 275-6038.

1.17.1.2 Initiate, maintain, and document personnel security investigations appropriate to the individual’s responsibilities and required access to Controlled Unclassified Information (CUI).

1.17.1.3 DHA Personnel Security Office does not deny any access to any automated information system (AIS), network, or Controlled Unclassified Information (CUI). If a contractor receives an unfavorable background investigation, the request for access will be sent back to the FSO for further action. Any unfavorable adjudication will result in DHA Personnel Security Office not signing off on any access request.

PART 2

2.0 DEFINITIONS, ACRONYMS, AND APPLICABLE PUBLICATIONS/INSTRUCTIONS

2.1 Definitions:

2.1.1 Category D: Information Technology (IT) and Telecommunications Services (called D-Services)

2.1.2 Category R: Support (Professional/Administrative/Management) Services (called R-Services)

2.1.3 Contracting Officer (CO): A person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings.

2.1.4 Contracting Officer’s Representative (COR): An individual, including a contracting officer’s technical representative (COTR), designated and authorized in writing by the CO to perform specific technical or administrative functions. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.5 Nonpersonal services contract: a contract 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.

2.1.6 Quality Assurance Surveillance Plan (QASP): An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance. The Government may either prepare the QASP or require the offerors to submit a proposed quality assurance surveillance plan for the Government’s consideration in development of the Government’s plan.

2.2 Acronyms:

2.3 Applicable Publications, DHA Administrative Instructions (AI), etc. N/A

PART 3

3.0 GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

The Requiring Activity Authority has assessed the need for Government Furnished Property, Equipment, and Services and determined:

3.1 Services: The Government:

☐ Will NOT provide Government Furnished Services in support of this contract/task order. As a result, this paragraph is Not Applicable.

☒ WILL provide Government Furnished Services required in support of this contract/task orders. These Services are described below:

The Government will provide all relevant training for access and use of military and VA medical records. The Contractor shall ensure that all Contractor employees attend or successfully complete all mandatory training provided by the Government. The training typically encompasses matters of security and safety, and is provided during billable time at no cost to the Contractor. The Contractor shall ensure that all Contractor staff attend and successfully complete government training related to the vision care services coordination knowledge and understanding. The VCE and each assigned facility may have site specific training that will be defined after contract award.

Information Technology support services will be provided for all Government issued accounts, for example: network accounts, email, and network storage drives.

3.2 Facilities: The Government:

☐ Will NOT provide Facilities in support of this contract/task order. As a result, this paragraph is Not Applicable.

☒ WILL provide Facilities in support of this contract/task orders. The Government provided Facilities are described below:

The Government will provide office/clinical space in support of their work. This will be at the physical ocular trauma centers: San Antonio Military Medical Center, San Diego Naval Medical Center, Madigan Army Medical Center, and Walter Reed National Military Medical Center. Office Space will also be available at the VCE offices at Walter Reed National Military Medical Center. The Government may approve ad hoc telework under extenuating circumstances. Only the National Vision Care Coordinator position is authorized for remote work.

3.3 Utilities: The Government:

☐ Will NOT provide Utilities in support of this contract/task order. As a result, this paragraph is Not Applicable.

☒ WILL provide Utilities in support of this contract/task orders. The Government provided Utilities are described below:

Electric, water, and other utilities as part of the daily operations of the Government facility where the work is to be performed.

3.4 Equipment: The Government:

☐ Will NOT provide Equipment in support of this contract/task order. As a result, this paragraph is Not Applicable.

☒ WILL provide Equipment in support of this contract/task orders. The Government provided Equipment is described below:

The government will provide laptops for use in performance under this contract/task order. This equipment is authorized for transaction of official Government business only and shall not be used for personal business. Items issued will remain the property of the Government and the contractor will maintain proper accountability of issued equipment. They are to be used, turned in and/or disposed of as directed by the COR or COTR.”

3.4.1 Procurement Integrated Enterprise (PIEE), GFP Module Application (The following narrative is required when GFP is provided to the contractor) The contractor shall be responsible for obtaining and maintaining access, training and successful operation of the PIEE/GFP Module application for the entirety of the contract/task order PoP. The PIEE GFP Module application is located at the following website: https://wawf.eb.mil/piee-landing/. Access to PIEE/GFP Module application training materials and in-depth information applicable to the contractor’s responsibilities regarding GFP can be found at the following website: https://dodprocurementtoolbox.com/.

Contracting Office Responsibilities:

The Contracting Office shall ensure close coordination and validation of the GFP items with the COR and DHA Accountable Property Officer prior to uploading the GFP Attachment into the PIEE/GFP Module. At the time GFP is anticipated and identified, the Government will upload the GFP Attachment into the PIEE/GFP Module. It is the Contracting Office’s responsibility to prepare, upload and maintain the GFP Attachment in the PIEE/GFP Module in accordance with the GFP Attachment instructions provided at the DoD Procurement Toolbox. The CO and COR shall manage and keep an inventory of any GFP associated with contract/task orders awarded through DHA, in accordance with applicable FAR Part 45, DoD FAR Supplement (DFARS) 245 with respective clauses, DHA AI 095 and PD 45-01 following the change in disposition of items listed on that PIEE/GFP Module Attachment.

The contracting office will also review, acknowledge, reject and/or approve shipment orders provided by the contractor as appropriate. Functional roles can be determined within the Contracting Office, and requested within the PIEE/GFP Module system.

Contractor Responsibilities:

A key contractor responsibility is to work with the CO and COR to ensure the PIEE/GFP Module data, to include the PIEE/GFP Attachment, provides a timely, complete and accurate accounting of the GFP applicable to the contract/task order. Contractors are required to report the receipt of any GFP shipped to them, regardless of whether it is listed on the GFP Attachment for their contract. Similarly, contractors are required to utilize the GFP Module application in conjunction with the shipment of GFP to the Government, or in reporting Property Loss of GFP issued (such as destruction or loss). Discrepancies or disputes regarding property shipped to or shipped from the contractor must be reported via the GFP Module application, with the CO having authority over final designation of status.

The contractor shall report semi-annually 100% inventories, reconciliations, and final disposition of GFP provided by the government. Final invoices will not be paid pending GFP reconciliation. Contractors shall be aware of and ensure compliance with applicable FAR Part 45, DFARS 245 and 252.245, Defense Pricing and Contracting Policies, Procurement Integrated Enterprise Environment Standards, DHA Administrative Instruction 094 and DHA Guidance. (If this option is used, a semi-annual GFP inventory CDRL will need to be added to the PWS Technical Exhibit 1.)

3.5 Materials: The Government:

☒ Will NOT provide Materials in support of this contract/task order. As a result, this paragraph is Not Applicable.

☐ IS providing Materials in support of this contract/task orders. The Government-provided Materials are described below:

PART 4

4.0 CONTRACTOR FURNISHED ITEMS AND SERVICES

4.1 Services: The Contractor:

☐ Will NOT provide Contractor Furnished Services in support of this contract/task order. As a result, this paragraph is Not Applicable.

☒ WILL provide Contractor Furnished Services required in support of this contract/task orders. These Services are described below:

The contractor is required to obtain all permissions, trainings, and approvals for CAC access, DoD email accounts, employee access to miliary sites, access to military and VA medical records, and all other relevant database access.

4.2 General: N/A

4.3 Secret Facility Clearance: N/A

4.4 Materials: N/A

4.5 Equipment: N/A

4.6 Facilities: N/A

PART 5

5.0 SPECIFIC TASKS

5.1 Vision Care Coordination Support: The Contractor shall provide onsite support that encompasses the following: (PRS # 1)

· Regional vision care coordination at each OTC as directed by the COTR and/or OTC leadership. This will include vision care coordination for other MTFs in the surrounding region as defined by the VCE.

· Establish and maintain a viable DoD-wide vision care coordination program consisting of the regional vision care coordinator working in cooperation with the four regional OTC vision care coordinators.

· Facilitate the movement of vision care patients between the DoD and the VA and other non-DoD providers through the establishment of processes and agreements between the DOD and other entities (VA and community providers).

· Collect data pertaining to vision care coordination, OTC function, and the movement of patients between the DoD and other health care entities (VA and community providers) under the direction of the VCE and the respective OTCs, as a performance improvement measure for DoD vision care.

5.1.1 Ocular Trauma Centers (OTC): The contractor shall work within the physical confines of their respective OTC with their OTC leadership, ophthalmology clinic leadership, and/or optometry clinic leadership. The VCE has established corresponding regions to assign to each of the regional vision care coordinators that surround their respective OTC. The contractor shall provide coordination of care for all MTFs and DoD patients within their region. (PRS # 2)

5.1.1.1 Contracting Officer’s Technical Representative (COTR): If a COTR is present at the OTC, they will provide guidance to their respective regional vision care coordinator regarding their scope of work, responsibilities, and role. In the absence of a COTR, the responsibilities and role of the vision care coordinator will be defined by the OTC clinical leadership with the approval of the COR.

5.1.2 Regional Vision Care Coordination: The contractor shall facilitate the care of patients throughout the entire clinical course of treatment. They shall perform to the guidelines set forth by clinical leadership at the OTC, ophthalmology, and/or optometry clinics at their MTF. (PRS # 3) These tasks may include any of the following task subsections:

5.1.2.1 Patient Outreach: The Contractor shall contact patients regarding potential, scheduled, pending, and missed eye exam appointments. The Contractor shall provide patients with administrative and health instructions as needed.

5.1.2.2 Appointment Scheduling: The Contractor shall assist providers and clinic staff in the scheduling of patients for initial eye exams, procedures, and all other follow-up visits as needed. The Contractor shall aid providers with the scheduling and coordination of pre-operative appointments, surgeries, and the post-operative care for DoD beneficiaries, civilians cared for by the DoD and VA patients approved for care through the MHS.

5.1.2.3 Base Access: The Contractor shall provide patients with instructions for base access and work with base personnel to facilitate the admittance of patients for their eye care.

5.1.2.4 Clinic Eye Exams: The Contractor shall assist providers as required when a patient presents at the OTC or eye clinic. The Contractor shall discuss care coordination issues with patients, their caregivers, and healthcare providers, and schedule or plan follow-up care. The Contractor shall also assist eye care providers with: pre-authorization of medications, procurement of specialized treatment modalities such as serum tears, surgical tissue (cornea/amniotic membranes), and off-label use medications.

5.1.2.5 Patient Follow-Up: The Contractor shall track the progess of patients from the point of injury or ocular diagnosis through immediate mitigation, treatment, and rehabilitation if required. This may include patient movement throughout the MHS and between the DoD and VA or other community providers.

5.1.2.6 Healthcare Authorizations: The Contractor shall assist in monitoring TRICARE and VA authorizations and extensions for care as needed to maintain continuity of care.

5.1.2.7 Referrals and Consultations: The Contractor shall monitor, facilitate, and evaluate the referral of patients in and out of the DoD both from community providers and the VA. The Contractor shall establish working relationships between providers (in and outside of the DoD), create referral processes, facilitate the movement of patients, work to reduce the elapsed time for referrals or consultations, and report on the prevalence and nature of referrals over time.

5.1.2.8 Patient Outcomes Tracking: The Contractor shall track patients, monitor clinical courses, record outcomes, and analyze this and other related data under the direction of the local OTC leadership or the VCE. These outcomes should be readily available to share with the national vision care coordinator at the monthly meeetings. They will assist eye care providers with the tracking/scheduling/coordination of care for special-interest patient populations (including, but not limited to: uveitis, ROP, trisomy 21, etc.)

5.1.2.9 Medical Record Documentation: The Contractor shall document all relevant encounters with patients in the DoD medical record to maintain safety and continuity of care. The Contractor shall follow the guidance of their COTR and/or the OTC leadership as pertaining to the appropriate methods to record data in the medical record.

5.1.2.10 Expansion of OTC Function/Capacity: The Contractor shall participate in, or lead, local OTC-directed efforts to increase the scope or capacity of vision care services delivered to DoD beneficiaries in their region as needed. This may include examining referral patterns in and outside of the DoD and engaging with partners to increase the quality and quantity of referrals for specialized vision care. The national vision care coordinator shall assist in these efforts as needed. The Contractor shall participate in, or lead, MHS-wide clincal improvement initiatives lead by the VCE or DHA as needed.

5.1.2.11 Patient Information: The Contractor shall gather information from patients including: patient satisfaction measures, quality of care data, and quality of life measures in their respecrive regions. This data will be collected under the direction of OTC or VCE leadership and it can be collected through in-person interactions, electronically logged data, hand-written data, telephone calls, surveys, and other electronic modalities.

5.1.2.12 National Vison Care Coordinator Reporting: The Contrator shall utilize the national vision care coordinator as an advisor for coordination questions, best practices, and guidance on processes to ensure their region is a functioning part of the MHS-wide eye care coordination program.

5.1.3 National Vision Care Coordination: The Contractor shall establish and maintain an MHS-wide network of care coordination consisting of the four (4) regional coordinators working together. (PRS # 4)

5.1.3.1 Regional Care Coordination Cohesion: The Contractor shall oversee the program by ensuring that the regional vision care coordinators are functioning in a cohesive manner, are in communication with each other, and are able to coordinate the movement and care of patients across regional boundaries including evacuations from deployed areas into the United States. The Contractor shall collate and analyze data and provide the resulting report to VCE leadership.

5.1.3.2 Monthly Vision Care Coordination Meetings: The Contractor shall conduct monthly meetings with the regional coordinators to discuss work processes, challenges, achievements, initiatives, and collaboration related to: OTC performance, readiness of a MHS-wide network of vision care coordination, and the referral/consultation system of the DOD and related health care systems to provide comprehensive vision care to DOD patients. The Contractor shall provide recommendations to the regional care coordinators with their assigned duties for the purposes of: process improvement to maintain continuity of clinical care support at the OTCs. The Contractor shall seek guidance from VCE leadership as needed in extenuating circumstances. See part 7, Technical Exhibit 1 Deliverables Schedule – CDRL A004.

5.1.3.3 Vision Care Coordination Processes: The Contractor shall examine existing DoD vision care coordination processes, evaluate current strengths and weaknesses, and take action to: establish relevant connections between health care providers and clinics, enlist stakeholders, propose improvements, and design new processes to advance vision care coordination within the DoD and between the DoD and its allied health care entities (the VA and community providers).

5.1.3.4 DOD-VA Collaborative Initiatives: The Contractor shall participate in, or lead, VCE-directed efforts to increase the movement of patients between the DoD and the VA to both increase the amont of vision care available to patients of those respective health systems and also increase the readiness of the military medical force as necessary.

5.1.3.5 Advising the Regional Vision Care Coordinators: The Contractor shall advise the regional vision care coordinators on coordination questions, best practices, and guidance on processes to ensure all regions are a functioning part of the MHS-wide eye care coordination program. The Contractor shall determine the most appropriate methods for effective communication between all the regional coordinators (scheduled and ad hoc, email, telephone calls, meetings, and site visits (pending COR approval) in addition to the monthly coordination meeting they are required to conduct. The Contractor shall collectively evaluate and analyze the regional vision care coordination processes, evaluate current strengths and weaknesses, and take action to create best practices and most efficient processes as a standardized approach to readiness and continuity of care by appropriate hand-off between MTFs and MTF to VA or community care.

5.1.4 Collection of Health Care Data: The Contractor shall collect health care data, perform simple analysis, and report that data to the DOD for quality improvement in vision eye care. (PRS # 5)

5.1.4.1 Regional Data: The Contractor shall collect health record data under the direction of the local OTC leadership, ophthalmology clinic, optometry clinic, or the VCE from DoD/VA medical records, providers, and/or patients for the purpose of evaluating the function of the OTC, the quality of local vision care provided to DoD beneficiaries, regional vision care coordination, military medical force readiness, and other local clinical improvement projects in their respective regions. The Contractor shall collate, analyze, and report this data according to direction from their local or VCE leadership. This may include tracking sheets to identify and track routine and special-interest patient populations with items of interest determined by the COR or the COTR. The Contractor shall provide local OTC or eye clinic leadership with requested metrics/data documenting regional care on a regularly-scheduled basis (which may be: weekly, monthly, quarterly, semi-annually, or annually). See part 7, Technical Exhibit 1 Deliverables Schedule – CDRL A005.

5.1.4.2 National Data: The Contractor shall obtain health record data from DOD/VA medical records, providers, and/or patients for the purpose of evaluating the operations of the OTC network, the quality of vision care provided to DOD beneficiaries, MHS-wide vision care coordination, military medical force readiness, and other clinical improvement projects. This can include (but is not limited to) quality of life questionaires, customer service metrics, and other information from the patient directly. The Contractor shall collate, analyze, and report this data according to direction from the COR. The Contractor shall provide VCE/DHA leadership with requested MHS-wide metrics/data documenting regional care on a regularly-scheduled basis (which may be: weekly, monthly, quarterly, semi-annually, or annually). See part 7, Technical Exhibit 1 Deliverables Schedule – CDRL A006.

5.1.5 Staff Training: The Contractor shall complete all relevant training and fulfill all requirements for their scope of work and access to relevant data sources, medical records, and facilities as determined by the OTC leadership/COTR/COR (for OTC-specific work) and/or the VCE/DHA (for MHS-wide work). (PRS # 6)

PART 6

6.0 INFORMATION TECHNOLOGY & SECURITY

6.1 All work under this contract is unclassifed

6.2 The level and position sensitivity designation for positions under this contract is:

6.2.1 TIER II: Non-critical sensitive position.

6.3 Personally Identifiable Information (PII)/Protected Health Information (PHI), Procurement, and Federal information requirements:

6.3.1. Data Sharing Agreements (DSAs): Contractors requiring access to PII, which includes PHI, or access to de-identified data, are subject to the DHA Privacy and Civil Liberties Office (DPCLO) (Privacy Office) Data Sharing Program. This program requires DHA to enter into DSAs with parties outside the MHS who use or create MHS data. A DHA contract may use the term Data Use Agreement (DUA) rather than DSA. DSAs assure that outside parties protect MHS data in accordance with the Privacy Act and the HIPAA Rules. To apply for a DSA, the contractor submits a Data Sharing Agreement Application (DSAA) to the DHA DPCLO. The contractor submits the DSAA even if a subcontractor will be the party accessing MHS data. After review and approval of the DSAA, the Privacy Office provides a DSA to the contractor for execution.

6.3.2. Processing Procurement Sensitive Information: All individuals shall seek guidance from the CO regarding the coordination of documents, dissemination, and transmission of procurement sensitive information. Procurement sensitive information shall not be transmitted electronically unless encryption is utilized. Depending on a particular procurement, other restrictions may apply.

6.4 Training

6.4.1 Contractor employees performing cybersecurity/cyberspace functions shall comply with the following requirements:

6.4.1.1 Training: All contractor and associated subcontractor employees working Cybersecurity Information Assurance (IA)/Cyberspace functions must comply with DoD training requirements in Department of Defense Directive (DoDD) 8140.01 and DoD 8570.01-M. Contractors shall identify, document, track, and report qualifications of contract support personnel who perform cyberspace work roles.

6.4.1.2 Certification: The contractor shall ensure that personnel accessing IS have the proper and current IA certification to perform IA functions at contract award in accordance with DoD 8570.01–M, IA Workforce Improvement Program. The contractor shall meet the applicable IA certification requirements as outlined in DFARS 252.239-2001, including:

6.4.1.2.1 DoD-approved IA workforce certifications appropriate for each category and level as listed in the current version of DoD 8570.01–M; and

6.4.1.2.2 Appropriate operating system certification for IA technical positions as required by DoD 8570.01–M.

6.4.1.2.2.1 Upon request by the Government, the contractor shall provide documentation supporting the IA certification status of personnel performing IA functions.

6.4.1.2.2.2 Contractor personnel who do not have proper and current certifications shall be denied access to DoD IS for the purpose of performing IA functions.

6.4.2 User requirements: All contractor employees that require access to DHA IT must comply with the requirements of DHA-Procedural Instruction 8140.01, Acceptable Use of DHA IT, to include those contract employees with privileged access.

6.5 Cybersecurity Requirements for Non-DoD IT or Covered Contractor IS: RESERVED

6.6 Risk Management Framework (RMF) for DoD IT: RESERVED

6.7. Facility Related Control Systems: RESERVED

6.8. System Communications - RESERVED

6.9 MHS Demilitarized Zone (DMZ) Medical Community of Interest (MedCOI) Business-to-Business…