A.09.03_Solicitation_Amendment_W81K04-17-T-0003-0001_31_March_2017.pdf

W81K04-17-T-0003 – Amendment 0001

Amendment 0001 -- Combined Synopsis/Solicitation IAW FAR Subpart 12.6 Interactive Webinar Training Services in Support of the U.S. Army Medical Command

Synopsis/Solicitation Number: W81K04-17-T-0003

The above numbered solicitation is amended as set forth below. The hour and date specified for receipt of quotes is NOT extended.

Offers must acknowledge receipt of this amendment by signing the last page and submitting a copy with their solicitation response prior to the hour and date specified in the solicitation.

FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR

THE RECEIPT OF QUOTES PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN

REJECTION OF YOUR QUOTE.

Amendment 0001 -- Change 1: The Performance Work Statement (PWS) has been updated as follows: All changes have been highlighted for ease of reference.

Performance Work Statement (PWS) Culture of Justice Interactive Webinar Training Services

1. General. This is a non -personal services requirement for interactive webinar training services designed to educate U.S. Army Medical Command (MEDCOM) healthcare personnel on key topics related to a culture of justice. The government shall not exercise any supervision or control over the Contract Service Provider (CSPs) performing the services herein. Such CSPs shall be accountable solely to the contractor who in turn is responsible to the government.

1.1. Background. The Department of Defense (DoD) Patient Safety Program (PSP) was mandated by the Floyd D.

Spence National Defense Authorization Act of 2001 in an effort to ensure the safe delivery of health care to 9.6 million TRICARE beneficiaries across the Military Health System (MHS). The PSP is a comprehensive, centralized program with the goal of establishing a culture of safe patient care. The MEDCOM has established PSPs in all medical and dental facilities. The PSPs identify and report actual and potential system problems and/or errors. They also implement effective actions to improve patient safety throughout the MHS. The PSP fosters a culture of patient safety by promoting trust and transparency and empowering everyone involved in the delivery of safe and reliable patient care. PSP’s mission is to simultaneously promote a culture of justice and a culture of safety. These missions mitigate patient harm by engaging, educating, and equipping patient-care teams to practice evidence-based practices.

Appropriate coaching, consoling and disciplining are necessary should a harm event or inappropriate behavior arise.

1.2. Scope of Work. The contractor shall provide all personnel, instructors, services, materials, equipment, and supplies necessary to deliver a culture of justice training program and facilitate interactive webinar training for approximately 1,000 MEDCOM healthcare personnel per month. The contractor shall provide training curricula, schedules, agendas, instructional materials, downloadable training slides, participants’ on-line evaluations, and certificates of training to the U.S. Army MEDCOM healthcare personnel. Upon completion of each training session, the contractor shall provide a list of attendees and the on-line evaluation results to the Contracting Officer Representative (COR).

1.3. The Contractor shall comply with all applicable laws, rules and regulations, reference Section 6 of this PWS for regulations applicable to this requirement.

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

1.5. Security Requirement: The Contractor shall be responsible for the security of all Government information.

Failure to safeguard any classified/privileged information that may involve the Contractor or the Contractor’s personnel or to which they may have access to may subject the Contractor and/or the Contractor’s employees to criminal liability under Title 18, section 793 and 7908 of the United States Code. Provisions of the Privacy Act also apply to all records and reports maintained by the Contractor. All programs and materials developed by the contractor at Government expense during the course of this contract are the property of the Government.

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

1.5.2. 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 (KO).

1.5.3. The Contractor shall only conduct business with designated Government personnel identified as points of contact (POCs) for this requirement. Names of authorized personnel will be provided to the Contractor by the Government COR, in writing, and updated as necessary throughout the contract period.

1.5.4. 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 as required by the contract or within 5 calendar days of contract completion. All materials, reports (original/editable), data (original/editable), and information formulated at Government expense during the performance of this contract are and remain the sole property of the Government.

1.5.5. The contractor shall not mark work products produced in support of this contract as “Proprietary.” All other formulated tools (i.e. in Microsoft Word, Access, Excel, PowerPoint, Visio or other software formulated files or databases) shall become and remain the property of the U.S. Government and shall have no effect or impact on monies owed to the Contractor by the Government. All data remains the property of the U.S. Government and will be surrendered upon request.

1.5.6. All programs and materials developed at Government expense during the course of this contract are the property of the Government.

1.6. Quality Assurance (QA). The government will evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). The QASP is the government’s internal plan for performing QA, and as such does not become part of the resultant contract.

1.7. U.S. Federal Holidays. The contractor will not be required to perform services on the holidays listed below. Any of the holidays falling on a Saturday will be observed on the preceding Friday; holidays falling on a Sunday will be observed on the following Monday:

New Year’s Day January 1st Martin Luther King’s Birthday 3rd Monday in January Presidents’ Day 3rd Monday in February Memorial Day last Monday in May 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 December 25th

1.8 Trusted Associate Sponsorship System (TASS).

1.8.1. 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.

1.8.2. 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.

1.8.3. The contractor shall ensure compliance with the provisions set forth below. For purposes of Federal Acquisition Regulation (FAR) Clause 52.204-9, the Government will designate a Trusted Agent (TA) for this contract. The Government reserves the right to amend or supplement these provisions pursuant to the changes clause in the contract.

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

1.8.5. In-processing Requirements. The CSPs are prohibited from performing services under this contract absent of compliance with the in-processing requirements set forth below.

1.8.6. The Government will sponsor the CSPs for an Army Knowledge Online (AKO) account. All CSP e-mail addresses will identify them as a contractor and use the format firstname.lastname.ctr@mail.mil. The AKO will be discontinued by the Government when the CSPs no longer require access.

1.8.7. The Government TA will send a notice through the TASS to the AKO e-mail address provided IAW the above requirement. The CSP’s user ID and password will be provided in the e-mail and will require a change at first log-in.

In the event the e-mail message is not received, the contractor may request the username and password from the TA and proceed to the website https://www.dmdc.osd.mil/tass to complete the process.

1.8.8. The CSP shall log into the TASS and complete the verification process by submitting the application back to the TA for approval.

1.8.9. The application will be approved, returned, or rejected by the TA. Notice as to whether the application has been approved, returned or rejected will be provided to the CPS's e-mail address within 48 hours after submission. If the application is returned or rejected, the CSP shall contact the TA and comply with the TA's guidance to attempt to correct and resolve the issue(s).

1.8.10. Upon approval of the application, the CSP shall receive an e-mail sent to the address provided stating the CAC application was approved. CSPs working at the Falls Church, Virginia office can obtain their CAC at ID issuing locations in and around the DC area ICW instructions provided by the TA.

1.8.11. Revalidation Requirements. The TA is required to revalidate all CSPs, in the TASS, every 6 months. In the event revalidation is denied, the CAC credentials shall be revoked and the CAC will not be useable to login.

1.8.12. Out-processing Requirements. When a CSP’s performance under this contract ceases, the CSP shall personally bring the CAC to the TA and complete the DA Form 2962. The TA will revoke the CAC from the TASS.

1.9. Contractors Requiring Common Access Card (CAC). Before CAC issuance, the contractor employee requires, at a minimum, a favorably adjudicated National Agency Check with Inquiries (NACI) or an equivalent or higher investigation in accordance with Army Directive 2014-05. The contractor employee will be issued a CAC only if duties involve one of the following: (1) both physical access to a DoD facility and access, via logon, to DoD networks on-site or remotely; (2) remote access, via logon, to a DoD network using DoD-approved remote access procedures;

or (3) physical access to multiple DoD facilities or multiple non-DoD federally controlled facilities on behalf of the DoD on a recurring basis for a period of 6 months or more. At the discretion of the sponsoring activity, an initial CAC may be issued based on a favorable review of the FBI fingerprint check and a successfully scheduled NACI at the Office of Personnel Management.

1.10. Physical Security. The contractor shall safeguard all Government equipment, information and property provided for contractor use. The contractor shall immediately report to the COR any occurrences of lost or misplaced government property.

1.10.1. The contractor shall prohibit the use of Government issued items by any persons other than the contractor’s employees.

1.10.2. Lost or Stolen CAC. The CSPs shall immediately report any lost or stolen CACs to the COR.

1.11. Contractor Representative. The contractor shall provide a contractor representative who shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contractor shall submit the name of this individual, in writing, to the KO prior to the contract performance start date. The contractor representative shall be available generally during CST business hours Monday through Friday (except federal holidays), and when a training session is scheduled outside of normal CST business hours.

1.12. Personal Appearance. The CSPs shall present a neat and clean appearance if they/(s) he appear(s) on the training venue or in photographs. The CSP(s) shall wear a visible identifying badge (name tag) on the right front of the outer clothing while performing services under this contract. The name tag shall have the name of the contractor as well as the full name and professional title of the individual CSP.

1.13. Post Award Conference/Periodic Progress Meetings. The Contractor agrees to participate in the post award conference and in periodic progress meetings. At these progress meetings, the contracting officer will apprise the contractor of how the government views the contractor’s performance and the contractor will apprise the government of issues/concerns, if any, being experienced. The parties will discuss curriculum updates which the contractor plans to implement to keep the monthly training sessions current and compliant with the latest commercial, conceptual or statutory changes. Most meetings will be conducted telephonically or through means of teleconferencing options such as DCS, for the convenience of the parties. Such meetings will be programmed at quarterly intervals, but may be conducted less frequently, as required by the government. Appropriate action shall be taken to resolve outstanding issues.

1.14. Operations Security (OPSEC) Training. Per AR 530-1, Operations Security, new contractor employees must complete Level I OPSEC training within 30 calendar days of contract award, or, for new CSPs, within 30 days of commencement of services under this contract. Training is required annually thereafter.

1.15. Information Assurance/Information Technology (IA/IT) Training. All contractor employees and associated subcontractor employees must complete the DoD IA awareness training before issuance of network access and annually thereafter.

1.16. Sexual Harassment/Assault Response and Prevention (SHARP).

1.16.1. The contractor shall comply with OTSG/MEDCOM Policy Memo 13-062, Policy for Reporting Incidents of Sexual Assault and Sexual Harassment under the Sexual Assault Prevention and Response Program (SHARP), 12 Nov 2013. The SHARP reporting requirements apply only to knowledge obtained by contractor personnel while performing services under this contract.

1.16.2. The contractor shall require all Contract Service Providers (CSP) with knowledge of an incident of sexual assault occurring on a Government facility, to include a Government leased facility, where the contractor is providing services under this contract, to report the incident to the contractor who shall immediately (within 24 hours of gaining knowledge of the incident) report the incident in writing to the government's COR. This reporting policy also applies to sexual assault incidents involving MEDCOM personnel that occur on the contractor’s owned or leased facility under this contract. All incidents shall be reported whether they involve contractor personnel or Government personnel, or other individuals, when the incidents occur on a Government facility or a Government leased facility.

1.16.3. The contractor shall require all CSPs with knowledge of an incident of sexual harassment occurring on a Government facility, to include a Government leased facility, where the contractor is providing services under this contract, to report the incident to the contractor who shall immediately (within 24 hours of gaining knowledge of the incident) report the incident in writing to the government's COR. This reporting policy also applies to sexual harassment incidents involving MEDCOM personnel that occur on the contractor’s owned or leased facility under this contract. All incidents shall be reported whether they involve contractor personnel or Government personnel, or other individuals, when the incidents occur on a Government facility or a Government leased facility.

2. DEFINITIONS AND ACRONYMS: See below.

2.1. Definitions.

2.1.1. Contractor. The term as used in this contract refers to the prime agency/individual responsible for providing education and training for U.S. Army MEDCOM healthcare personnel.

2.1.2. Contracting Officer (KO). A person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings. The KO is the only individual who can legally bind the government.

2.1.3. Contracting Officer Representative (COR). An individual designated and authorized in writing by the KO to perform specific technical or administrative function. Only an employee of the US Government may be appointed as a COR. A COR does NOT have authority to change any terms or conditions of the contract or task order(s).

2.1.4. Culture of Justice. The philosophical and instructive approach to achieve the overall PSP goals of trust, transparency and empowerment in the delivery of safe and reliable patient care.

2.1.5. Defense Collaboration Services (DCS). DCS is a Government website that enables synchronous communication among the Non-secure Internet Protocol Router Network (NIPRNet) and Secure Internet Protocol Routing Network (SIPRNet). The capability includes Web Conferencing (session management, text messaging, application sharing/broadcasting, audio, presence and awareness, voting/polling, video, multiple sessions, and recording) and Instant Messaging (IM).

2.1.6. Interactive Webinar Training. Live training conducted by an instructor via the internet that allows for real-time interaction between the instructor and the class participants.

2.1.7. Quality Assurance (QA). The various functions, including inspection, performed by the Government to determine whether a contractor has fulfilled the contract obligations pertaining to quality and quantity.

2.1.8. Quality Control (QC). All necessary measures taken by the contractor to assure that the quality of an end product or service shall meet contract requirements.

2.2. ACRONYMS:

ACOR Alternate Contracting Officer Representative AR Army Regulation COR Contracting Officer Representative CSP Contract Service Provider CST Central Standard Time DA Department of the Army DCS Defense Collaboration Services DoD Department of Defense FIPS Federal Information Processing Standard IAW In Accordance With KO Contracting Officer MEDCOM U.S. Army Medical Command MHS Military Healthcare System MTF Military Treatment Facility NLT No Later Than OCONUS Outside the Continental United States OPSEC Operations Security

OTSG Office of The Surgeon General POC Point of Contact PSP Patient Safety Program PWS Performance Work Statement QA Quality Assurance QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program SHARP Sexual Harassment Assault Response and Prevention TRICARE Healthcare program of the US DoD MHS

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. Materials. N/A

3.2. Facilities. N/A

3.3. Government Services. The government will provide the venue for live training through a government approved web-based capability application, Defense Collaboration Services (DCS). The contractor shall complete a Trusted Associate Sponsorship System (TASS) application to apply for and maintain a Department of Defense Common Access Card in order to access the system.

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES. The contractor shall furnish all personnel, instructors, materials, supplies, and equipment necessary and required to meet and perform the requirements for the provision of services established under the terms of this contract.

4.1. Curricula. The contractor shall provide and maintain curricula according to industry standards, to include the latest revisions needed for all relevant updates. The contractor shall provide initial curricula to the COR and ACOR no later than 14 business days after contract award for review. The contractor shall make requested changes/updates based on the needs of the government no later than 5 business days prior to the first training session. The contractor shall provide to the COR and ACOR annual curricula updates as necessary. The Government does not have a preference on the formatting of the curricula, however the curricula shall cover the key topics identified in Sections 5.1.1-5.1.6 of the PWS; be designed to meet the specifications of the training methodology in Section 5.1.6 of the PWS; and provide didactic and interactive applied training in accordance with Section 5.2 of the PWS.

4.2. Materials and Supplies. The contractor shall coordinate all DCS session materials in advance by delivering copies to the COR and ACOR no later than five business days prior to the first training session. Any revisions shall also be coordinated with the COR and ACOR no later than five business days prior to use.

4.3. Personnel. Contract service providers shall possess an extensive background in operational and enterprise risk management, performance improvement, and culture of justice principles at large healthcare systems, and shall possess experience as speaker, educator, and training facilitator on the topics of high reliability practice and culture of justice integration at the operational, executive, and supervisory levels.

4.4 Sexual Harassment/Assault Response and Prevention. The contractor shall ensure all service providers receive SHARP training not later than 60 calendar days after contractor personnel begin performance under this contract.

Training can be obtained either online or in person. Contractor personnel can attend SHARP training provided by MEDCOM on an every other month basis by contacting (210) 221-8361 for class date/time and availability. If contract individuals have an AKO account, they can access online the Team Bound Self Study course through Army Learning Management System (ALMS) at http://www.atsc.army.mil/tadlp/delivery/alms.asp.

5. DESCRIPTION OF WORK.

5.1. The contractor shall deliver a culture of justice training program and facilitate live webinar training via the internet that focuses on the following key topics:

5.1.1. Foundation of a Culture of Justice: Provide a high level overview of the culture of justice concepts as related to healthcare environments and healthcare workers. Highlight the culture of justice principles and their applicability to employee behavior. Highlight the impact of an employee’s role in the culture of justice within the organization.

Highlight the impact about making choices that affect safety, align values, design better systems, and communicate effectively with each other.

5.1.2. Leadership: Provide training on methodology to become qualified in managing the pursuit of better outcomes, facilitate positive culture change, and reduce adverse events through a system of learning and justice. Provide training on integrating a culture of justice into a sustainable organizational climate. Train how to become a champion of change.

5.1.3. Management: Provide training on the principles of culture of justice. Train how to become an accomplished in-house expert in managing behaviors, event investigation, systems design, and decision-making in managing organizational risk as a key decision making tool. Train managers in concepts which create a safety-supportive culture, supporting an open reporting environment while holding employees accountable for their choices. Teach how to influence your employee’s perceptions of risk.

5.1.4. Risk Reduction: Provide training in utilizing effective coaching and mentoring principles of managing human behavior in support of system safety. Provide training in understanding, identifying, and analyzing behavioral and system risk. Provide managerial tools geared toward facilitating safe choices and designing safe systems.

5.1.5. Event Investigation: Provide training in conducting an effective investigation. Teach how to investigate an event, identify undesirable outcomes, build cause and effect diagrams, explain causal conditions, build the investigative report, and eliminate possible biases. Teach how to develop risk reduction strategies, identify and mitigate the risk of adverse events.

5.1.6. Training Methodology: Utilize scenario based training modules applicable to healthcare, where participants can observe and apply culture of justice principles and end with questions that check the participants’ learning progress.

Demonstrate proficiency of learned principles through guided practice. Describe the culture of justice implementation strategies and best practice approaches.

5.2. The contractor shall provide 24 training sessions per year (two per month). Each training session shall consist of a two-hour block of time. The first hour shall be dedicated to didactic coverage of the key topics listed in section 5.1.

and the second hour dedicated to an interactive, applied training using the culture of justice principles acquired in the first hour. All participants shall receive the same training during each session.

5.2.1. The contractor shall provide training on a fixed schedule as follows: 1000-1200 CST and 1800-2000 CST, every third Wednesday of the month, with the option for the government to adjust the time based on the level of participation.

5.3. The contractor shall utilize the full capability of DCS to include but not limited to participant attendance, participant sign-in, polling questions, call-in questions, chat.

5.4. Training Evaluations by students. The contractor shall provide on-line evaluations through the contractor’s website to training participants at the beginning of each training session to be completed and returned within 5 business days following the training session. The contractor shall provide a quarterly summary report of the participants’ on-line evaluations no later than (NLT) 15 JAN, APR, JUL and OCT of each calendar year to the COR and ACOR.

5.5. The contractor shall provide an individual certificate of training to each attendee who completes an evaluation within five business days of completion of training session.

5.6. Training Reports. The contractor shall provide a report detailing student attendance and certificate issuance, sortable by student name, Regional Health Command, and MTF. The contractor shall provide the report to the COR within 10 business days following each training session. Attendees will sign-in through an attendance pod on DCS.

5.7. Annual reviews.

5.7.1. Annual review of the curriculum. The contractor shall review with the COR (after every 12 months of training) the curriculum and make necessary updates based on the needs of the government. The review shall take place within 10 business days after completion of every 12 months of training. Updates and changes to the curriculum will be completed and submitted to the COR within 5 business days following the review meeting.

5.7.2. Annual review of the training materials. The contractor shall review with the COR (after every 12 months of training) the training materials and make updates based on the needs of the government. The review shall take place within 10 business days after completion of every 12 months of training. Updates and changes to the training materials will be completed and submitted to the COR within 5 business days following the review meeting.

5.8. Contractor Manpower Reporting.

5.8.1. The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract via a secure data collection site. The contractor is required to completely fill in all required data fields using the following web address: http://www.ecmra.mil/.

5.8.2. Reporting inputs will be for the labor executed during the period of performance during each government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year, beginning with 2017. Contractors may direct questions to the help desk at http://www.ecmra.mil/.

5. Deliverables.

PWS Paragraph Deliverable Due Date

1.15.2 Sexual Assault Report Within 24 hours of gaining

knowledge of the incident

1.15.3 Sexual Harassment Report Within 24 hours of gaining

knowledge of the incident

4.1 Provide initial curricula to the COR and ACOR NLT 14 business days after award

4.2 Provide DCS session materials to the COR and

ACOR

NLT 5 business days prior to the first training session

5.4 Quarterly summary reports to the COR and ACOR NLT 15 Jan, Apr, Jul and Oct of each calendar year

5.5 Certificate of Training 5 Business days after completion of training session

5.6 Training Reports 10 business days following each

training session

5.7.1 Updates to Annual Curriculum Review Within 5 business days of the review

5.7.2 Updates to Annual Training Material Review Within 5 business days of the review

5.8 Contractor Manpower Reporting 31 October of each calendar year

6. APPLICABLE REGULATIONS, POLICIES AND MEMORANDUMS.

6.1. Army Regulation 600-20, Army Command Policy, 20 Sep 2012 (Advisory).

6.2. OTSG/MEDCOM Policy Memo 13-062, Policy for Reporting Incidents of Sexual Assault and Sexual Harassment under the SHARP, 12 Nov 2013 (Mandatory).

7. List of Exhibits/Attachments Exhibit A Performance Requirement Summary Exhibit B Department of Labor (DOL) Wage Determination Exhibit C Exclusion from Participation in Federal Health Care Programs (October 2015) Exhibit D Non-Defense Health Agency (Non-DHA) Health Insurance Portability and Accountability Act (HIPAA) Business Associate Agreement (BAA) (7 July 2014)

Exhibit E Tobacco Free Medical Campus (TFMC) Exhibit F Invoicing, Receipt, Acceptance and Property Transfer (iRAPT) – formerly known as WAWF

Attachment 1 Quality Assurance Surveillance Plan (QASP)

[End of Amendment 0001]

Receipt of Amendment 0001 is acknowledged:

Company Name and CAGE/DUNS

Printed Name and Title

Signature and Date