DRAFT REVISED PWS - Med Referral (2 Mar).docx

PERFORMANCE WORK STATEMENT (PWS)

MEDICAL REFERRAL SERVICES – Satellite Cities United States Military Entrance Processing Command (USMEPCOM)

March 2023

Part 1 General Information

1. General: This is a non-personal service(s) contract under which the personnel rendering the service(s) 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 Description of Services/Introduction: This is a non-personal service(s) contract to provide medical referral services to support USMEPCOM Military Entrance Processing Stations (MEPS), to include supporting satellite cities, and remote processing stations (RPS) herein referred to collectively as MEPS. Refer to Exhibit A for MEPS locations throughout the continental United States, Alaska, Hawaii, and Puerto Rico. Medical referral services will support medical examinations provided to applicants processing into the Active, Reserve and National Guard components of the Armed Forces for Departments of Army, Navy, Air Force, Marine Corps, Space Force and United States Coast Guard, and other government agencies such as the National Oceanic and Atmospheric Administration (NOAA).

1.2 Background: USMEPCOM is the joint military and civilian organization providing a gateway through which qualified applicants enter the U.S. Armed Forces (https://www.mepcom.army.mil). This mission requires that the physical, mental, and moral qualifications of every new applicant is determined prior to taking the oath to serve the United States. USMEPCOM does not employ specialty medical providers. When specialty consultant expertise is needed to determine applicant medical qualification, that expertise is obtained through medical referral services.

1.3 Scope: The contractor shall provide qualified personnel, services, materials, equipment, supplies, facilities, and supervision necessary to conduct medical referral services that include, but are not limited to, medical/dental consultations and ancillary/laboratory services listed in Exhibit G. The contractor shall provide results from the medical referral services for use by government providers who ultimately make determinations to medically qualify, or disqualify, applicants for military service. The contractor shall provide specialty consultants who will interview and examine applicants and confirm diagnoses and provide prognosis of applicants’ pre-existing medical conditions. The contractor shall provide laboratory and ancillary services to support the government providers in their medical qualification determinations by handling, processing, testing and reporting results from lab tests, radiologic studies and/or medical procedures.

1.3.1. The contractor shall provide in-person face-to-face medical services that are performed within the required mile radius of the locations as identified in Exhibit A or an applicant’s current address. Performance of services shall be in accordance with this PWS and the established principles and ethics of the medical professions.

1.3.2. The contractor shall provide virtual medical services. Performance of services shall be in accordance with this PWS and the established principles and ethics of the medical professions.

1.3.3. When the contractor fails to provide a network of medical services to satisfy all medical referral services requirements, the contractor shall provide a subset of administrative services to facilitate non-network medical referral services.

1.3.3. During the contract's lifespan, applicant medical documentation may be provided in both paper and digital formats. Specialty consultants will be required to review and respond to requests in the specified format.

1.4 Objectives: The objective of this contract is to provide medical referral services to applicants processing into the Active, Reserve and National Guard components of the Armed Forces for Departments of Army, Navy, Air Force, Marine Corps, Space Force and United States Coast Guard, and other government agencies such as the National Oceanic and Atmospheric Administration (NOAA).

1.5 General Information:

1.5.1 Quality Control Plan (QCP): Quality Control Plan (QCP): This acquisition is for commercial services and will be performed using FAR Part 12. The contractor’s existing quality assurance system shall be utilized in accordance with FAR 12.208.

1.5.1.1 The Contractor shall inform the COR of issues or potential issues that might affect the performance within 1 business day of identifying those issues. Verbal reports shall be followed up by written reports within 3 business days (Deliverable #1).

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 contractor's Specialty Consultant Network (SCN) shall be directed to the COR and the Contracting Officer (KO) for resolution.

1.5.3 Quality Assurance: The Government will evaluate the Contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government must do 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 acceptable quality levels (performance thresholds).

1.5.4 Recognized Holidays: The U.S. Government observes the holidays listed below. If submittal of any documentation (e.g., deliverables, submittals, etc.) deadlines fall on a holiday, the closest workday prior to the holiday will apply as the deadline for submittal.

New Year’s Day, January 1 Martin Luther King’s Birthday, 3rd Monday in January President’s Day, 3rd Monday in February Washington’s Birthday, 3rd Monday in February Memorial Day, last Monday in May Juneteenth National Independence Day, June 19 Independence Day, July 4th Labor Day, 1st Monday in September Columbus Day, 2nd Monday in October Veteran’s Day, 4th Thursday in November Christmas Day, December 25

1.5.5. Hours of Performance: MEPCOM operating hours are specific to the MEPS local time zone. MEPS duty hours vary, typically covering between 0600 and 1600, Monday through Friday (excluding Federal Holidays). MEPS may be open on Saturdays as necessary (see Exhibit F, Fiscal Year 2023 Operating Schedule). The government will notify the contractor of any changes to the operating schedule.

Delivery of services, or medical appointments, are required to be scheduled during MEPCOM operating hours specific to the MEPS local time zone.

Order Support Services and Web-based Portal Support Services are to be available from 0700 to 1900 Eastern Time, Monday through Friday (excluding Federal Holidays).

1.5.6 Place of Performance: All medical referral services shall be executed at the contractor's premises (professional office location or mobile clinic), or within the contractor's network of laboratories [affiliate(s) or qualified subcontractor(s)] within the required mile radius of the locations as identified in Exhibit A.

1.6 Security Requirements: The following information is provided on security related matters.

1.6.1 Security Program: (If applicable) Contractor personnel performing work under this contract must have a (Insert the level of security required, if and as applicable) at time of the proposal submission and must maintain the level of security required for the life of the contract. The security requirements are IAW with the DoD Contract Security Classification Specification (DD Form 254), which is currently accessible at the following link: http://www.dtic.mil/whs/directives/forms/eforms/dd0254.pdf (The RA's unit security monitor is responsible for initiating this form.)

1.6.2 Personnel Security Clearance Requirements: (If applicable) Contractor personnel performing work under this contract must have an active personnel security clearance at the (Insert the level of security clearance required, the highest level required, if applicable) level in the Defense Information System for Security (DISS) at time of the proposal submission and must maintain the level of security required for the life of the contract. The security requirements are IAW the DoD Contract Security Classification Specification DD Form 254. (The RA's unit security monitor is responsible for initiating this form.) The Contractor shall ensure that Contractor employees and subcontractor employees performing services under this contract comply with FAR 52.204-2 Security Requirements when the employee has access to information classified “Confidential,” “Secret,” or “Top Secret.” The Contractor shall ensure the employee complies with the DoD Security Agreement (DD Form 441), and the NISPOM rule at 32 Code of Federal Regulation (CFR) Part 117, effective 24 Feb 2021. The NISPOM is the National Industrial Security Program Operating Manual to which contractors must implement and comply.

1.6.3 Installation Access: Access to U.S. installations, buildings and controlled areas is limited to personnel who meet security criteria and are authorized. Failure to submit required information/data and obtain required documentation or clearances will be grounds for denying access to U.S. installations, buildings, and controlled areas. The Contractor shall ensure that any subcontractors used in performance of this contract complies with these requirements and that all employees, of both the Contractor and any subcontractor utilized by the Contractor, are made aware of and comply with these requirements.

The Contractor shall be aware of and comply with the requirements associated with Installation Access Control. The Government is not liable for any costs associated with performance delays due solely to a firm’s failure to comply with Installation Access Control System (IACS) processing requirements.

The Contractor shall return installation passes to the issuing IACS office when the contract is completed or when a Contractor employee no longer requires access.

1.6.3.1 Common Access Cards (CAC) and CAC Log: If required for performance of services and as applicable, the Contractor shall provide the following information: Last, First and Middle Names, government issued personal identifier (e.g. Social Security Number, Federal Identification Number, or Tax Identification Number), date of birth, primary email address (this email address will be used to contact the individual) and any other necessary information required to obtain a CAC or installation access card, to the COR within 15 business days after award (Deliverable #2). The Contractor shall ensure safeguarding of Personally Identifiable Information (PII) and comply with requirements under section 7.

The Contractor shall provide a CAC log within the first 30 calendar days is frequently used after contract award and within five (5) days after changes have been made (Deliverable #3) (unless circumstances require otherwise and as directed by the Contracting Officer). The COR will provide format and content for the log during the post award meeting. Note - CACs are Government property and must be accounted for.

1.6.4 Background Checks: Contractors that work with or teach youth under the age of 18 years are subject to U.S background checks. The Contractor agrees to replace the employee should results of the background check, if required, be unfavorable. The Contractor shall forward a copy to the Contracting Officer via the COR and the Requiring Activity Manager of each unfavorable background check within 5 business days of receipt by the Contractor, identifying such with the appropriate contract number (Deliverable #4).

1.6.4.1 Criminal History Background Check (CHBC): Contract workers involved in the delivery of health care to patients under the age of 18 must undergo a Child Care National Agency Check and Inquiries (CNACI) as part of a CHBC as stated in Procedures, Enclosure 3 of DoDI 1402.05.

1.6.4.2 List of Excluded Individuals and Entities (LEIE): For any provider (privileged and non-privileged) within the DoD, the List of Excluded Individuals and Entities (LEIE) on the Health and Human Services website (http://oig.hhs.gov/exclusions/exclusions_list.asp) must be queried to determine if the provider has been excluded from participation in Federal Health Programs. If the provider’s name appears on this list, the provider is disqualified from working for the DoD, in any capacity.

1.6.5 Physical Security: The Contractor shall safeguard all Government equipment, information, and property provided for Contractor use.

1.6.6 Operations Security (OPSEC) Requirements: Contractor personnel shall adhere to facility security policies and restrictions. The Contractor shall immediately report suspicious activities to security personnel.

1.7 Key Control: Reserved

1.8 Post Award Conference/Periodic Progress Meetings: The Contractor shall attend any post award conference convened by the contracting activity or contract administration office in accordance with FAR Subpart 42.5. The Contracting Officer, COR, and other Government personnel, as appropriate, may meet periodically with the Contractor to review the Contractor's performance. At these meetings the Contracting Officer will apprise the Contractor of how the Government views the Contractor's performance and the Contractor shall apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government.

1.8.1 The Contractor shall attend, participate in, and furnish input to scheduled and unscheduled meetings, conferences, and briefings that relate to the functions and services herein as required by the Government to provide effective communication and impart necessary information. The Contract Manager or designated representative shall attend meetings as requested by the Government. Meeting attendees shall at times include Contractor managerial, supervisory, and other personnel knowledgeable of the subject matter. Meetings may start or end outside of regular duty hours.

1.9 Designated Government Personnel: The contractor shall only conduct business with designated government personnel. Names of authorized personnel shall be provided by the COR to the contractor, in writing, within fifteen business days of contract award by the government. This list will be updated as necessary throughout the contract period

1.9.1 COR: Refer to Part 2 of this PWS for the definition of a COR. As determined by the Contracting Officer, a COR will be appointed and identified by letter of designation, a copy of which will be provided to the Contractor by the Contracting Officer. The designation letter 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 order. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is not authorized to obligate the Government. If the work is not written in the contract, the COR is not authorized to request new work. 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 Contracting Officer and Contractor of any deficiencies, coordinate availability of Government property, and coordinate site entry of Contractor personnel.

1.9.2 Designated Government Points Of Contact (GPOC): The contractor shall conduct business with MEPS medical personnel designated as GPOCs and Government Chief Medical Officer (CMO), Assistant Chief Medical Officer (ACMO) and Head Medical Officer (HMO). The COR or KO will provide the names of designated GPOCs and Government CMO/ACMO/HMO during contract phase-in and within fifteen business days when any change occurs.

1.10 Key Personnel: The following personnel are considered key personnel by the Government: Program/Contract Manager and Alternate Program/Contract Manager. The Program/Contract Manager and Alternate Program/Contract Manager will interface with the government during the life of the contract. The contractor shall submit the key personnel’s designation, in writing along with the curriculum vitae (CV), to the KO and the COR, not later than (NLT) ten business days after receiving notice of contract award. The written designation letter shall include the name, phone number, email address and scope of authority of the contractor's representative (Deliverable #5).

Representative Status Change. The contractor shall notify the KO, in writing, of changes in the status (i.e., termination or replacement) of the designated contractor representative at least five business days prior to the change. The contractor's representative shall maintain professional decorum at all times and demonstrate responsiveness to the government as appropriate (Deliverable #5).

Representative Availability. The Contract Manager or Alternate Contract Manager shall be available 0800 to 1600 Central Time on business days, and after-hours for time-critical issues. Problems or issues regarding performance of the contract that cannot be resolved between the COR and the contractor, will be referred to the KO.

1.10.1 The Contract Manager and Alternate Contract Manager shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract.

1.10.1.1 Key Personnel Qualifications: The CV provided by the Contract Manager and Alternate Contract Manager must demonstrate a minimum of 5 years’ experience within the past 10, working as a Program Manager.

1.10.2 Signature Authority: The contractor shall provide the name of the individual or individuals who are authorized to sign binding documents between the contractor and the government NLT ten business days after receiving notice of contract award. If this individual or individuals change, the contractor shall notify the United States Government (USG) immediately and provide a replacement authorized person no later than five business days after the change (Deliverable #5)..

1.11 Identification of Contractor Employees: All Contractor personnel attending meetings, answering Government telephones, and working in other situations where their Contractor status is not obvious to third parties must identify themselves, to include proper marking of signature blocks in correspondence, to avoid creating an impression in the minds of members of the public that they are Government officials. The Contractor shall ensure that all documents or reports, produced by Contractors are suitably marked as Contractor products or that Contractor participation is appropriately disclosed.

1.12 Contractor Identification Badges: Contractor personnel shall be easily identifiable through the display of badges IAW Contractor Identification (AE Reg. 27-715). (For services at Child, Youth, and School Services where children are present, recommend personnel wear identification when children are present.)

1.13 Contractor Travel: Reserved

1.14 Other Direct Costs (ODCs): Reserved

1.15 Data Rights: The Government has unlimited rights to all documents and materials produced under this contract. All documents and materials, to include the source codes of software or data interfaces developed, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership and copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the Contractor without written permission from the Contracting Officer. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

1.15.1 Data Collection, Unauthorized Disclosure. Confidentiality of Information: All data collected, generated, or retrieved in the performance of the contract, and all reports incorporating such data in any way or form shall be the property of the USG. The contractor shall not publish, disclose, or release such data or reports in any manner. Moreover, the contractor understands that they may only release any collected or generated data, or any reports produced incorporating such data, with the express written consent of the KO. Unless otherwise specified, the government considers all financial, statistical, personnel and/or technical data, which is furnished, produced, or otherwise available to the contractor and their SCNs in the performance of this contract as confidential business information. The contractor shall not use this business information for purposes other than performance of work under this contract. Furthermore, the contractor and their SCNs shall not release any such information without prior written consent by the KO. These files/results shall be surrendered to the COR upon request. Any data that is considered proprietary shall be marked accordingly by the contractor. This data is for official use only and will be protected by USMEPCOM.

1.16 Non-Disclosure Requirements: Performance under this contract may require the Contractor to access data and information proprietary to a Government agency, another Government Contractor, or of such nature that its dissemination or use other than as specified in this work statement would be adverse to the interests of the Government or others. The Contractor and Contractor personnel shall not divulge or release data or information developed, or obtained under performance of this PWS, except to authorized Government personnel or upon written approval of the Contracting Officer. The Contractor shall not use, disclose, or reproduce proprietary data, which bears a restrictive legend, other than as specified in this PWS. All documentation showing individual names or other personal information shall be controlled and protected under the provisions of the Privacy Act of 1974, Public Law 93-579, 5 United States Code (U.S.C.) Section 552a.

1.17 Protection of Government and Contract Information: Per Public Use Notice of Limitations stated by Defense Imagery Management operations Center and contained at www.dimoc.mil/resources/limitations/ the Contractor shall not cite any information (e.g., contract information, pictures, locations, etc.) obtained through this contract on any hard copy or digital marketing tools to include its company website.

1.18 Non-Disclosure Statements: The Contractor key personnel shall provide signed non-disclosure agreements to the Government no later than 15 business days prior to commencement of work under the contract. Disclosure of information by Contractor personnel may result in removal of Contractor personnel from performance under this contract (Deliverable #6).

1.19 Organizational Conflict of Interest (OCI): Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent OCI as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI (Deliverable #7). The Contractor’s OCI Mitigation Plan will be determined to be acceptable solely at the discretion of the Contracting Officer. In the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may affect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

1.20 Phase In /Phase Out Period: To minimize decreases in productivity and to prevent possible negative impacts on additional services, the Contractor shall have personnel on board, during the 90-calendar day phase in/ phase out periods. During the phase in period, the Contractor shall become familiar with performance requirements in order to commence full performance of services on the contract start date.

1.20.1 Transition Period: To minimize any decrease in the productivity of the accession mission, the contractor shall ensure sufficient medical referral services are on board at the conclusion of the phase in period to support all MEPS locations. During the three-month phase-in period, the contractor shall become familiar with PWS requirements and be prepared to commence full performance of services on the required start date at the end of the phase in period. The contractor shall have the ability to electronically schedule appointments on the required start date at the end of the phase in period.

1.20.2 When directed by the Government, the contractor shall participate in planning and coordination meetings, teleconferences, briefings and other program forums and events during the phase-in period.

1.20.3 Within 10 business days after contract award, the contractor shall submit to the KO and the COR their phase-in plan that includes but is not limited to contractor activities, tasks, deliverables, and milestones to implement the medical referrals contract. The plan shall include the contractor's list of required deliverables, consistent with this contract. The contractor shall list all deliverables by name or title, briefly describe the contents, and provide a table of contents (Deliverable #8).

1.20.4 A phase-out transition will occur at the end of the period of performance and will include the disposition of contractor furnished equipment.

1.21 FUTURE INITIATIVES:

1.21.1 During the contract's lifespan, the contractor may be required to make applicant medical documentation available in a specified electronic format for intake into an applicant’s electronic medical record in the government system of record.

1.21.2 During the contract's lifespan, the contractor may be required to make appointment scheduling data available in a specified electronic format for intake into the government system of record.

1.21.3 During the contract's lifespan, the contractor may be required to develop and provide alternate web-based solutions or views that vary by user. For example, a Recruiter and/or Services Liaison Portal that provides a specified user direct access to the order and scheduling information relevant to their role.

1.22 Safety: The contractor shall maintain safety and health standards compliant with requirements of the Occupational Safety and Health Administration (OSHA), the Centers for Disease Control and Prevention (CDC), and state and local agencies, if any.

1.23 Environmental Compliance: Reserved

1.24 Required Training: The following provides information on training requirements.

1.24.1 Anti-Terrorism (AT) Level I Training: (As required on the Anti Terrorism / Operations Security Review (AT/OPSEC) Cover Sheet) All Contractor employees, including subcontractor employees, who are employed under the contract, shall complete AT Level I Training within {Insert number of days as required on the AT/OPSEC Cover Sheet} after contract start date or effective date of incorporation of this requirement into the contract, whichever applies, or {Insert number of days } after employment of new personnel. Contractor personnel travelling overseas shall complete area of responsibility (AOR) specific AT awareness training for U.S. based Contractor employees and associated subcontractor employees. The Contractor shall submit certificates of completion for each affected Contractor employee and subcontractor employee to the COR (or to the Contracting Officer, if a COR is not assigned) within {Insert number of days} after completion of this training by all employees and subcontractor personnel. AT Level I awareness training is available at https://jkodirect.jten.mil. Contractor personnel shall complete refresher training every twelve (12) months except AOR specific AT Level I training which shall be completed as required by local AT policies. (Deliverable #9).

If training cannot be conducted on the website, the Contractor shall coordinate with the COR who will contact the local AT Officer at their assigned location for classroom training. Contractor personnel completing training in the classroom will receive a certificate or the training attendance roster signed by the AT Officer. Verification of the training shall be provided to the COR within {Insert number of days} after completion of the training (Deliverable #9).

1.24.2 OPSEC Training: (As required on the AT/OPSEC Cover Sheet) All Contractor employees, including subcontractors, shall complete Level I OPSEC training within {Insert number of days} of employment under this contract. Verification of the training shall be provided to the COR within {Insert number of days} after completion of the training. OPSEC Level I training is available at http://www.cdse.edu/catalog/elearning/GS130.html. Contractor personnel must complete refresher training every 12 months.Verification of the training shall be provided to the COR within {Insert number of days} after completion of the training. (Deliverable #9).

If training cannot be conducted on the website, the Contractor shall coordinate with the COR, who will contact the local OPSEC Officer at their assigned location for classroom training. Contractor personnel completing training in the classroom will receive a certificate or the training attendance roster signed by the OPSEC Officer. Verification of the training shall be provided to the COR within {Insert number of days} after completion of the training (Deliverable #9).

1.24.3 iWATCH Training: (As required on the AT/OPSEC Cover Sheet) The Contractor and all associated subcontractors shall brief all employees on the local iWATCH program (training standards provided by the requiring activity ATO). This locally developed training will be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the COR. This training shall be completed within {Insert number of days} after the contract is awarded and within {Insert number of days} after new employees commence contract performance, with the results reported to the COR within {Insert number of days} after the contract is awarded and within {Insert number of days} after new employees commence contract performance. Verification of the training shall be provided to the COR within {Insert number of days} after completion of the training (Deliverable #9).

Training slides can be found on the Army OneSource we site: http://www.myarmyonesource.com/familyprogramsandservices/iwatchprogram/default.aspx

1.24.4 Information Assurance (IA) Training (As required on the AT/OPSEC Cover Sheet)

1.24.4.1 All Contractor employees, including subcontractors, requiring access to Government information systems shall complete the DoD IA Cyber Awareness Training within {Insert number of days as required on the AT/OPSEC Cover Sheet} after contract start date or effective date of incorporation of this requirement into the contract, whichever applies, or {Insert number of days} after employment of new personnel. Verification of the training shall be provided to the COR within {Insert number of days} after completion of the training. Contractor personnel must complete refresher training every twelve (12) months. Verification of the training shall be provided to the COR within {Insert number of days} after completion of the training. (Deliverable #9).

1.24.4.2 All Contractor employees, including subcontractors, working information technology (IT)/IA functions shall comply with DoD and Army training requirements per Information Assurance Training Certification and Workforce Management DoD Directive (DoDD) 8570.01, Information Assurance Workforce Improvement Program DoD 8570.01-M, and Information Assurance AR 25-2 within thirty (30) calendar days of employment. Training is available at https://ia.signal.army.mil/DoDIAA/default.asp .

1.24.4.3 When requested by the COR, all Contractor employees, including subcontractors, performing services under this contract with access to a Government information system must register in the Army Training Certification Tracking System (ATCTS). Verification of registration shall be provided to the COR within 10 business days of the COR’s request (Deliverable #10).

1.24.5 Personally Identifiable Information (PII) and Health Insurance Portability and Accountability Act (HIPAA): See Section 7 of this PWS for PII, HIPAA, and other related training requirements and information.

1.25 Authorization to Perform Services in Germany: Reserved

1.26 Notice to Proceed: Reserved

1.27 Electromagnetic Compatibility Directive: Reserved

1.28 Government Property and Services: Refer to Part 3 of this PWS for Government property (GP) for this contract. If the government issues GP for this contract, the Contractor shall submit a Property Management Plan to the Contracting Officer and the Property Administrator via the COR within 15 business days after identification of the GP to be issued (Deliverable #11).

1.29 Conventional Forces Europe (CFE) Treaty Verification Inspection: Reserved.

PART 2

DEFINITIONS & ACRONYMS

2. Definitions and Acronyms

2.1 Definitions: Although not inclusive of every term used within this PWS, the following provides a list of definitions used throughout this PWS and commonly used in the acquisition field.

Ancillary Services - refers to the wide range of health care services provided to support the work of a primary physician. These services can be classified into (3) categories: diagnostic, therapeutic and custodial. Diagnostic services include laboratory tests, radiology, genetic testing, diagnostic imaging and more. For the purposes of this requirement, therapeutic and custodial do not apply. For specialties, see Exhibit G.

Asynchronous - or “store and forward” telehealth encounters involve the transmission of medical images or information outside of a real-time or live interaction.

Business Day - Monday through Friday, excluding federally observed holidays.

Chief Medical Officer (CMO) - Government physician responsible for medical operations at each MEPS. Some MEPS also have Assistant CMOs (ACMOs) who are also Government physicians. Additionally, some MEPS have a Head Medical Officer (HMO) in place of a CMO.

Contracting Officer – a person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings on behalf of the Government. Note: The only individual who can legally bind the Government.

Contracting Officer's Representative (COR) – As defined in DFARS 202.101, means an individual designated and authorized in writing by the Contracting Officer to perform specific technical or administrative functions. DoD Instruction (DoDI) 5000.72, Part II Definitions states the following when defining a COR: “Defined in subpart 202.101 of Reference (f). Any individual delegated responsibilities pursuant to subpart 1.602-2 of Reference (e), regardless of local terminology, must be certified in accordance with this instruction. For example, local terminology can be COR, Contracting Officer’s technical representative, technical point of contact, technical representative, alternate COR, administrative COR, assistant COR, line item manager, task order manager, quality assurance personnel, quality assurance evaluator, or COR management.” In addition, Army Regulation 70-13, Chapter 2, paragraph 2-2g, states, in part, the following when providing other surveillance support personnel to assist the COR when needed, “…These other surveillance support personnel may serve as on-site representatives of the COR in performance of actual contract surveillance if they meet all COR requirements and have been appointed by the Contracting Officer as alternate CORs.”

Contractor – a supplier or vendor awarded a contract to provide specific supplies or service to the Government. The term used in this contract refers to the prime.

Contractor-acquired Property - means property acquired, fabricated, or otherwise provided by the Contractor for performing a contract and to which the Government has title.

Day – means, unless otherwise specified, a calendar day.

Defective Service – means a service output that does not meet the standard of performance associated with the Performance Work Statement.

Deliverable – means anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

Dental Consultations - a limited clinical inspection that is performed to identify possible signs of oral or systemic disease, malformation, or injury.

Face-to-Face - Face-to-face or “in-person face-to-face” encounters occur when both the applicant and medical service provider are in the same room with each other while medical services are being rendered.

Fee Basis Provider (FBP) - Medical Doctor (MD), Doctor of Osteopathy (DO), Physician Assistant (PA), or Certified Nurse Practitioner (CNP), all of which are contract employees, who conduct accession medical evaluations at a MEPS or RPS.

Government-furnished Property – as reflected in FAR 52.245-1, Government-furnished Property “means property in the possession of, or directly acquired by, the Government and subsequently furnished to the Contractor for performance of a contract. Government-furnished property includes, but is not limited to, spares and property furnished for repair, maintenance, overhaul, or modification. Government-furnished property also includes contractor-acquired property if the contractor-acquired property is a deliverable under a cost contract when accepted by the Government for continued use under the contract

Government Property - all property owned or leased by the Government. Government property includes both Government-furnished and Contractor-acquired property. Government property includes material, equipment, special tooling, special test equipment, and real property. Government property does not include intellectual property and software.

Property Administrator - authorized representative of the Contracting Officer appointed in accordance with agency procedures, responsible for administering the contract requirements and obligations relating to Government property in the possession of a Contractor.

Laboratory Services - microbiological, serological, chemical, immunohematological, hematological, biophysical, cytological, pathological, or other examination of materials derived from the human body for the purpose of providing information for the diagnosis of disease or assessment of the health or impairment of applicants.

Medical Referral - an evaluation conducted by a specialty consultant at the request of another physician or appropriate source to determine the diagnosis of presenting signs and symptoms or the significance of an existing medical condition. Medical evaluations are submitted to requesting physicians in writing and are used by MEPS CMOs/ACMOs/HMOs to determine qualification or disqualification of applicants in accordance with USMEPCOM and DoD accession medical standards.

MEPS Government Point of Contract (GPOC) - An employee of the government, appointed by the COR at each MEPS to function as a technical representative. This individual has authority to provide technical direction to the contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

Military Entrance Processing Station (MEPS) - DoD organization responsible for administering aptitude tests, medical examinations, and administrative processing of Armed Forces applicants or other Federal Service applicants.

Military Dates - Military dates are written by placing the four digits of the year, followed by the two digits of the month, followed by the two digits of the day, i.e.:

September 2, 2023 = 20230902 September 10, 2023 = 20230910

Military Time - Military time is on a 24-hour clock, i.e.:

Most Suitable Specialty Consultant - the lab and/or specialty consultant that can provide all services ordered in a single appointment, or the fewest appointments available.

High Level Objective (HLO) – a key overarching result-based objective for a project necessary to achieve the project’s vision. HLOs are similar to Level 2 in a Work Breakdown Structure. Each HLO may contain several statements to flesh out the areas necessary to meet the objective.

Period of Performance Start Date - the time period prior to the start of medical referral services delivery (the required start date) when the contract company can begin to perform their tasks of recruitment and qualification of candidates to submit to the Government and prepare to provide all other services needed on the required start date.

Phase-In Period - the time between the period of performance start date and the required start date.

Physical Security –that part of security concerned with physical measures designed to safeguard personnel; to prevent unauthorized access to equipment, installations, material, and documents; and to safeguard against espionage, sabotage, damage, and theft.

Quality Assurance – (or Government contract quality assurance) is the various functions, including, inspection, performed by the Government to determine whether a Contractor has fulfilled the contract obligations pertaining to quality and quantity.

Quality Assurance Surveillance Plan (QASP) – the key Government-developed surveillance process document. The QASP is used for managing Contractor performance assessment by ensuring that systematic quality assurance methods validate that Contractor quality control efforts are timely, effective, and are delivering the results specified in the contract or task order. The QASP directly corresponds to the performance objectives and standards (i.e., quality, quantity, timeliness) specified in the Performance Work Statement (PWS). It provides specific details on how the Government will survey, observe, test, sample, evaluate, and document Contractor performance results to determine if the Contractor has met the required standards for each objective in the PWS. The QASP, with very few if any exceptions, is an internal to Government document.

Quality Control – all necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

Remote Processing Station – facility or site performing certain functions of a separately-located MEPS command on its behalf.

Required Start Date - The date the contractor shall begin performance of medical referral services and all related services required in this PWS.

Satellite City - a city where medical or dental service is required to be provided by the contractor. Each Satellite City is typically associated with one or more MEPS extending the geographic area for medical services provided. Exhibit A MEPS provides a listing of Satellite Cities with associated MEPS.

Statement – means the specific results-based activities required to satisfy HLOs. A statement contains a result, the context of the statement, and the required action(s). Statements focus on “what” is to be accomplished; however, they are not prescriptive in describing “how” the outcome is to be achieved. Each HLO may have several statements to flesh out the areas necessary to meet the objective. Statements are similar to Level 3 in a Work Breakdown Structure.

Specialty Consultant - any licensed or certified personnel performing consultation, ancillary, or laboratory services.

Subcontractor – one that enters into a contract with a prime Contractor. The Government does not have privity of contract with the subcontractor.

Synchronous - or “real time” telehealth encounters are characterized by the use of interactive, electronic communication exchange in at least two directions during the same time period. For example, live video conferencing provides face-to-face communication between a provider and a patient.

United States Military Entrance Processing Command (USMEPCOM) - major command responsible for administering the operations of MEPS and RPS.

Virtual Health - or telehealth, these terms are used inter-changeably throughout this document. Virtual health occurs when the patient and medical service providers are in two distinct geographic locations.

Workday - The number of hours per day the Contractor provides services in accordance with the contract.

Work Week - Monday through Friday, unless otherwise specified.

2.2 Acronyms: Although not inclusive of every term used within this PWS, or that may be included in an acquisition, the following provides a list of acronyms commonly used in the acquisition field.

HMO Head Medical Officer

PART 3

GOVERNMENT PROPERTY (GP) AND SERVICES

3. Government Property and Services

3.1 Services: The Government will provide transportation for the applicant(s) to and from the contracted facility for in-person consultations or services. The contactor is not responsible for applicant transportation.

3.2 Training: The Government will provide the following training:

3.2.1 Anti-Terrorism (AT) Level I Training: AT Level I awareness training is available at https://jkodirect.jten.mil. If training cannot be conducted on the website, the Contractor shall coordinate with the COR who will contact the local AT Officer at their assigned location for classroom training. Contractor personnel completing training in the classroom will receive a certificate or the training attendance roster signed by the AT Officer. Verification of the training shall be provided to the COR within {Insert number of days} after completion of the training (Deliverable #9).

3.2.2 OPSEC Training: OPSEC Level I training is available at https://www.cdse.edu/Training/eLearning/. If training cannot be conducted on the website, the Contractor shall coordinate with the COR, who will contact the local OPSEC Officer at their assigned location for classroom training. Contractor personnel completing training in the classroom will receive a certificate or the training attendance roster signed by the OPSEC Officer. Verification of the training shall be provided to the COR within {Insert number of days} after completion of the training (Deliverable #9).

3.2.3 iWATCH Training: (As required on the AT/OPSEC Cover Sheet) The Contractor and all…