Draft_PWS_Audiological_Support_Services_09-10-2015.pdf

Performance Work Statement

Audiological Support Services for the

Hearing Center of Excellence (HCE)

Air Force Medical Operations Agency (AFMOA)

Version 1.0

10 September 2015

PERFORMANCE WORK STATEMENT (PWS)

Audiological Support Services

Vision Statement

This audiological support services CONTRACT will fully support the Department of Defense (DoD) HCE vision to heighten readiness and to continuously improve the health and quality of life for the warfighter and veterans through advocacy and leadership in the development of initiatives focused on the prevention, diagnosis, mitigation, treatment, rehabilitation, and research of hearing loss and auditory-vestibular system injuries.

1. Introduction

The ability to hear and communicate is critical to the safety of each warrior and their unit, is central to effective command and control, and mission accomplishment. In spite of current hearing conservation efforts, hearing loss and auditory injuries in the military continue to rise.

Although the Military Services teach the importance of hearing protection, provide the means for hearing protection, and monitor risk through conservation programs, the need for unprotected hearing during battle often overrides the expediency of hearing protective devices. Military members equate hearing protection with increased vulnerability, widening the gap between preventive efforts and hearing preservation . The scope and magnitude of the effect of war and Military Service on the auditory system validates National Defense Authorization Act (NDAA) requirements to address these injuries, and warrants a vigilant, focused effort to combat them.

The HCE serves as the operational effort to effect the recommendations of a congressionally mandated study through the Institute of Medicine which documented the risk of military service on auditory function. While hearing damage from war can be acutely traumatic, often the effect of occupational exposure is silent and insidious—often unapparent even to the member impaired. In fact, service members and veterans often don’t realize they have a hearing loss until later in life when other sensory cues lose acuity and they are unable to register conversations and natural sounds. Although hearing aids and implants can rehabilitate hearing loss to some degree, there is no cure for hearing loss, and no standard remedy for tinnitus. Tinnitus most often is a subtle nuisance that interferes with the normal activities of daily life, conversations, and relations. At the other end of the spectrum, however, it can manifest as a debilitating intrusion on all thoughts, interactions, and activities; isolating an individual from hobbies, vocations, friends, and families; distracting sleep and concentration; exacerbating depression; and, in the extreme, inciting suicidal intentions. The combination of hearing loss, tinnitus, and altered balance function in polytrauma patients with multi-sensory deficits, traumatic brain injury, and post-traumatic stress symptoms bring about additive interactions of sequelae that compound each otherwise “simple” problem. In

October 2009, the Air Force Medical Service (AFMS) was officially designated as the DoD lead component for the

HCE with the Air Force Medical Operations Agency (AFMOA) as the forward operating agency. The HCE was legislated by Congress in the FY 2009 NDAA.

Under the NDAA, the HCE is directed (to the maximum extent practicable) to partner with the U.S. Department of Veterans Affairs (VA), institutions of higher education, and other appropriate public and private entities. The HCE’s primary responsibilities include:

Developing a data registry to track hearing loss and auditory system injuries across the Armed Forces and share the data in the registry with the VA.

Encouraging and facilitating the conduct of research.

Developing best practices and clinical education.

1 Servicemembers risk permanent damage if they ignore hearing protectionhttp://www.army.mil/article/26141/ Spc.

Opal Hood, 5th Mobile Public Affairs Detachment August 18,2009 2 Duncan Hunter National Defense Authorization Act for Fiscal Year 2009, Public Law 122 Stat. 4506 Subtitle C –

Wounded Warrior Matters – Section 721.

3 Humes LE, Joellenbeck LM, Durch JS, Noise and Military Service: implications for hearing loss and tinnitus. The

National Academies Press, Washington DC, 22 Sept 2005.

4 Duncan Hunter National Defense Authorization Act for Fiscal Year 2009, P.L., No. 110-417, Section 721 http://www.army.mil/search/articles/index.php?search=Spc.+Opal+Hood,+5th+Mobile+Public+Affairs+Detachment http://www.army.mil/search/articles/index.php?search=Spc.+Opal+Hood,+5th+Mobile+Public+Affairs+Detachment

Ensuring coordination of rehabilitation benefits and services offered by the VA to former service members.

The HCE leads a collaborative effort to address prevention, diagnosis, mitigation, treatment, and rehabilitation of hearing loss and auditory system injury, including auditory-vestibular dysfunction related to traumatic brain injury, for the DoD and the VA. The goal of the Air Force, as the lead component is to ensure optimal DoD and VA collaboration. The HCE Director was selected by DoD and is guiding the HCE’s stand-up with support from

Wilford Hall Medical Center/59th Medical Wing and AFMOA/Diagnostics (SGB), as well as leveraged assets from across the DoD and VA.

1.1. Mission

1.1.1. The HCE mission is to establish an auditory-vestibular centered collaborative network related to prevention, care and research. The organization also is determined to provide efficiency and coordination of clinical care and research in areas affecting auditory –vestibular issues. Collaboration includes academic, industry, and international partners.

1.1.2. The HCE has a requirement to procure non-personal audiological support services on a sole source basis.

This service CONTRACT will fully support the HCE mission in planning, synchronizing, and providing services to support the warfighter and veterans.

1.2. Background

1.2.1. The AudBase software provides a standardized audiological screening and evaluation solution for audiologists throughout the Department of Defense (DoD) medical facilities. The software provides the capability to capture clinical audiograms in a digital format that is used to perform data analysis, research, and clinicians with a single historical database used to evaluate patient care over a specified period of time. These capabilities enhance the accuracy of audiology diagnosis and improve outcomes for the patient. The software supports the 2009 NDAA, allowing the VA audiologists to access historical audiograms of veterans in an electronic format.

1.2.2. Past efforts in contracting for AudBase audiological support services to the HCE have been performed through one (1) firm-fixed priced CONTRACT as identified in Table 1. This single sole source award is a continuation of the services performed under the CONTRACT identified in Table 1 for the exception of software licensing and on-site- software installation.

Table 1: Past HCE Contract

Contract # Expired Contractor

W81XWH-13-C-0221 30 June 2015 AudSoft, Inc.

1.2.3. This opportunity represents a sole source in accordance with Federal Acquisition Regulation (FAR)

13.501(a). Total award value of the expired CONTRACT is approximately $960,800. Contract services are to support the HCE’s Congressionally-mandate registry.

1.3. Scope

This single award sole source CONTRACT requirement is to provide continuous unlimited telephonic and remote dial-in support, critical updates to the database software, on-going training, user account setup/configuration, remote reload of software on new/replacement computers, configuration of saved search queries, remote assistance for

AudBase client settings, and database management. In addition, services shall include the design, development, testing, and implementation of enhancements to the AudBase software. Telephone support shall be available during the hours of 8:00 A.M. to 7:00 P.M. Eastern Standard Time (EST). Calls placed outside that time period shall be returned the following business day. The Performance Work Statement (PWS) has been reviewed and contains no services that are inherently governmental functions, as defined in Federal Acquisition Regulation (FAR) Part 2.1.

1.3.2. Organizational Conflicts of Interest (OCI)

The Defense Health Agency’s (DHA) OCI is applicable for this PWS requirement. DHA has categorized all its non-purchased care requirements into three broad categories, as defined below, for purposes of identifying, avoiding or mitigating against Organizational Conflicts of Interest (OCIs) in accordance with FAR Subpart 9.5. These categories are defined as follows:

Category 1: DHA Internal Support: Services which, by their very nature, give the Contractor access to extensive data about the CONTRACTS of all other DHA Contractors.

Category 2: Program Management Support: Services which assist DHA in planning and managing its activities and programs. This includes, for example: requirements analysis, acquisition support, budget planning and management, business process reengineering, program planning and execution support, and independent technical management support.

Category 3: Product Support. Services or end items required to meet the mission requirements of DHA’s non-purchased care activities and programs. This includes, for example: concept exploration and development; system design; system development and integration; COTS procurement and integration;

internal development testing; deployment; installation; operations; and maintenance.

1.3.2.1. DHA OCI Certification (See PWS Section 5.1, Attachment 1). DHA OCI Category 3 is applicable for this acquisition. The Contractor shall perform a thorough comparative analysis of the potential new work against all current and previous works performed in support of the HCE organization and ascertain whether they have a possible conflict of interest. If there is a conflict of interest or the appearance of a conflict of interest, the

Contractor shall provide a OCI Mitigation Plan (See PWS Section 5.1). The Contractor shall complete the OCI

Certification at time of proposal submission.

2. General Requirements

a. Place of Performance. The HCE requires CONTRACT support services to be performed primarily at the

Contactor location; however, there may be circumstances that require the Contractor to perform work on-site.

b. Periods of Performance. The periods of performance for this CONTRACT are proposed in Table 2.

Table 2: Periods of Performance

Base Year FY 2015/16 September 2015 – September 2016

Option Year Period 1 FY 2016/17 September 2016 – September 2017

Option Year Period 2 FY 2017/18 September 2017 – September 2018

2.1. Non-Personal Services

The PWS identifies services that are strictly non-personal in nature, as defined by FAR Part 37 and to ensure there is not an appearance of such, the Contractor shall identify a Program Manager to provide oversight to the

CONTRACT.

The Government shall neither supervise Contractor employees nor control the method by which the Contractor performs the required tasks. Under no circumstances shall the Government assign tasks to, or prepare work schedules for, individual Contractor employees. It shall be the responsibility of the Contractor to manage its employees and to guard against any actions that are of the nature of personal services, or give the perception of personal services. If the Contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the Contractor's responsibility to notify the Contracting Officer (KO) immediately.

2.2. Business Relations

2.2.1. The Contractor shall successfully integrate and coordinate all activity needed to execute the CONTRACT requirements. The Contractor shall manage the timeliness, completeness, and quality of problem identification. The

Contractor shall provide corrective action plans, proposal submittals, timely identification of issues, and effective management of any subcontractors. The Contractor shall seek to ensure customer satisfaction and professional and ethical behavior of all Contractor personnel.

2.2.2. Reports and documents delivered by the Contractor in the performance of this CONTRACT shall be considered “Technical Data” as defined in the applicable “Rights in Data” clause. All documentation shall reflect the latest version of the work product or activity, unless specifically directed otherwise by the Government. All documentation shall be prepared in accordance with (IAW) standard industry practices, ensuring electronically produced documents which reflect logical flow of material, tables of contents, indexes and page numbering. Where applicable, the Contractor’s attention is called to the availability of commercial, industry, federal, and military guides, instructions, and standards for many of the topics addressed in this PWS.

2.3. Contract Administration and Management

There are certain activities required to manage the overall CONTRACT. These activities are described in the following subsections which specify requirements for CONTRACT management, CONTRACT administration, and personnel administration.

2.3.1. Contract Management

The Contractor shall establish clear organizational lines of authority and responsibility to ensure effective management of the resources assigned to the requirement. The Contractor shall maintain continuity between the support operations off-site at the Contractor's corporate offices.

2.3.1.1. CONTRACT Management Activities

a. Government Management of the Contract. The KO will officially designate (in writing) a Contracting Officer’s

Representative (COR) to oversee the CONTRACT. The Government’s Contract Level COR will have responsibility for:

(1) Ensuring Surveillance Plans are developed and executed by the COR.

(2) Providing advice and assistance in resolving any performance issues that may arise during the life of the

CONTRACT.

(3) Initiating and coordinating global CONTRACT changes such as changes in the paying office.

(4) Conducting other activities as specified in the COR appointment memorandum.

(5) Elevating to the KO any problems that cannot be addressed by the COR.

b. Contractor Management of the Contract. The Contractor shall designate a Program Manager to oversee the

CONTRACT. The Contractor’s designated Program Manager shall serve as the single point-of-contact for addressing CONTRACT issues, quality issues, and overall Contractor performance. This may include coordination with the KO, Contract Specialist, and the COR to resolve any issues that may arise or proposed changes or modifications to the CONTRACT. Interfaces with Government management personnel, CONTRACT managers, and customer agency representatives. Responsible for formulating and enforcing work standards, assigning

Contractor schedules, reviewing work quality, communicating policies, purposes, and goals of the organization to subordinates. CONTRACT management activities may include any of the following, as defined in the individual order.

(1) Non-Disclosure Statement (See PWS Section 5.2, Attachment 3). The Contractor shall sign the Non-

Disclosure Statement and ensure that all staff including all employees, subcontractors, and consultants assigned to or performing under the CONTRACT execute, sign, and adhere to the terms of the Non-Disclosure Statement.

(2) Quality Control Plan (QCP) (See PWS Section 5.2). At a minimum, the QCP must include a self- inspection plan, an internal staffing plan, and an outline of the procedures the Contractor shall use to maintain quality, timeliness, responsiveness and customer satisfaction. The Contractor shall prepare and adhere to a QCP describing how the Contractor intends to manage the CONTRACT to achieve the established standards set forth in the

Performance-Standards Summary Matrix and Quality Assurance and Surveillance Plan (QASP).

(3) Monthly Report (See PWS Section 5.2), Attachment 4). Contractor shall submit a Monthly Report for work performed under this CONTRACT.

2.3.2. Contract Administration

The Contractor shall establish processes and assign appropriate resources to effectively administer the requirement.

The Contractor shall respond to Government requests for contractual actions in a timely fashion. The Contractor shall appoint a Program Manager with the overall responsibility for CONTRACT management. The Contractor shall assign work effort and maintain proper and accurate time keeping records of personnel assigned to work on the requirement. The Contract Administration Team will consist of the following members:

2.3.2.1. The KO will have overall responsibility for administering the CONTRACT. The KO is the only person authorized to obligate the Government and make changes to the CONTRACT. The KO will manage CONTRACT administration and quality assurance surveillance functions supported by CONTRACT administrators, COR, quality assurance personnel, property administrators, cost and price analysts, and legal personnel.

2.3.2.2. The COR will be appointed in writing and will be directly responsible to the KO. The COR serves as the

Government’s point-of-contact for CONTRACT-level coordination of administration and technical performance of the CONTRACT. The COR has the responsibility of resolving performance issues; initiating CONTRACT changes;

notifying the KO of any disputes, performance issues, or contractual issues that cannot be resolved at the COR level;

and conduct other activities as specified by appointment.

2.3.3. Personnel Administration

The Contractor shall provide the following management and support as required. The Contractor shall provide notifications for employees during designated Government non-work days or other periods where Government offices are closed due to weather or security conditions. The Contractor shall maintain the currency of their employees skills/training by providing initial and refresher training as required to meet the PWS requirements. The

Contractor shall make necessary travel arrangements for employees. The Contractor shall provide necessary infrastructure to support the CONTRACT for off-site locations.

Completion of Training Requirements (See PWS Section 5.2) Contractor employees with an area of performance within an Army or Air Force-controlled installation, facility or area shall complete listed below training requirements within 60 calendar days after CONTRACT start date or effective date of incorporation of this requirement into the CONTRACT, whichever applies. The Contractor and subcontractor training requirements are incompliance with DoD Instruction (DoDI) 2000.16, DoD Antiterrorism Standards, 20 October 2006. The

Contractor shall submit certificates of completion for each affected Contractor employee and subcontractor employee to the COR within five (5) calendar days after completion of training by all employees and subcontractor personnel. Contractor shall track and complete refresher training to maintain training compliance and readiness status as required.

2.3.3.1. Anti-Terrorism (AT) Level 1. All Contractor employees, to include subcontractor employees, requiring access Army installations, facilities and controlled access areas shall complete AT Level I awareness training. AT

Level 1 awareness training is available at the following website: http://jko.jten.mil. The course takes approximately one (1) hour to complete.

http://jko.jten.mil/

2.3.3.2. Access and General Protection/Security Policy and Procedures. The Contractor and all associated subcontractors employees shall provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services or Security

Office. Contractor workforce must comply with all personal identity verification requirements (FAR clause 52.204-

9, Personal Identity Verification of Contractor Personnel) as directed by DoD, Headquarters Department of the

Army (HQDA) and/or local policy. In addition to the changes otherwise authorized by the changes clause of this

CONTRACT, should the Force Protection Condition (FPCON) at any individual facility or installation change, the

Government may require changes in Contractor security matters or processes.

2.3.3.3. AT Awareness Training for Contractor Personnel Traveling Overseas. U.S.-based Contractor employees and subcontractor employees to make available and to receive Government-provided Area of Responsibility (AOR) specific AT awareness training as directed by Army Regulation (AR) 525-13, Antiterrorism. Specific AOR training content is directed by the combatant commander, with the unit AT Officer (ATO) being the local point-of- contact.

2.3.3.4. iWATCH Training. The Contractor and all associated subcontractors shall brief all employees on the local iWATCH program (training standards provided by the requiring activity ATO). This local 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..

2.3.3.5. DoD Information Assurance Awareness. Applicable to all Contractor and subcontractor employees who require access to Government Information Systems. All Contractor employees with access to a Government information system must successfully complete the DoD Information Assurance Awareness training prior to access to the information system and then annually thereafter. The course can be accessed on-line at https://ia.signal.army.mil and takes approximately one (1) hour to complete.

2.3.3.6. Operations Security Training (OPSEC). Per AR 530-1 Operations Security, all Contractor and subcontractor employees must complete Level I OPSEC Awareness training. New employees must be trained within 30 calendar days of their reporting for duty and annually thereafter. The course takes approximately 30 minutes to complete.

2.3.3.7. Information Assurance (IA) and Information Technology (IT) Training. All Contractor employees and associated subcontractor employees must complete the DoD IA awareness training before issuance of network access and annually thereafter. All Contractor employees working IA/IT functions must comply with DoD and

Army training requirements in Department of Defense Directive (DoDD) 8570.01, DoD 8570.01-M and AR 25-2 within six (6) months of appointment to IA/IT functions.

2.3.3.8. Threat Awareness Reporting Program. Per AR 381-12 Threat Awareness and Reporting Program (TARP), Contractor employees and associated subcontractor employees must receive annual TARP training by a

Counterintelligence (CI) agent or other trainer as specified in 2-4b Page 4.

2.3.3.9. Combat Trafficking in Persons General Awareness Course (CTIP). Training applies to Contractor and subcontractor personnel who perform CONTRACT requirements in OCONUS. Applicable Contractor shall complete this required non-residential training every 365 days. The training takes approximately 30 minutes to complete.

2.3.3.10. Emergency Preparedness Response Program. Contractor and subcontractor employees shall complete this required non-residential training every three years. The course takes approximately one (1) hour to complete.

2.3.3.11. Health Insurance Portability and Accountability Act (HIPAA) and Privacy Act Security Training. The

Contractor and subcontractor employees shall complete this required non-residential initial core training course and annual birth month refresher training thereafter, available on-line at https://mhslearn.csd.disa.mil/ilearn/en/learner/mhs/portal/mhsstaff_login.jsp. The course takes approximately two

(2) hours to complete.

https://ia.signal.army.mil/ https://mhslearn.csd.disa.mil/ilearn/en/learner/mhs/portal/mhsstaff_login.jsp

2.4. Subcontract Management

The Contractor shall be responsible for any subcontract management necessary to integrate work performed on this

CONTRACT and shall be responsible and accountable for subcontractor performance. The prime Contractor will manage work distribution to ensure there are no OCI considerations. Contractors may add subcontractors to their team and notification must be sent to the KO and COR within 30 days of the agreement.

2.5. Contractor Personnel, Disciplines, and Specialties

2.5.1. Labor Categories and Descriptions (Attachment 5)

The Contractor shall accomplish the assigned work by employing and utilizing qualified personnel with appropriate combinations of education, training, and experience. The Contractor shall match personnel skills to the work or task. The Contractor shall ensure the labor categories as defined in the Labor Categories and Descriptions –

Attachment 5, labor rates, and man-hours utilized in the performance of the CONTRACTG hereunder will be the minimum necessary to accomplish the task. The Contractor shall provide the necessary resources and infrastructure to manage, perform, and administer the CONTRACT.

2.5.2. Government Estimated Labor Utilization (Attachment 6)

Government’s estimated labor utilization for this CONTRACT is provided in Attachment 6.

2.6. Location and Hours of Work

2.6.1. Location of Work

Accomplishment of the tasks contained in this PWS requires work to be performed at the Contractor location or facility; however, there may be circumstances that require the Contractor to perform on-site at Joint Base San

Antonio, Lackland Air Force Base (AFB), TX.

2.6.1.1. Telecommuting. IAW FAR 7.108, telecommuting is permitted; however, prior coordination with the COR is required. In addition, if telecommuting adversely impacts the HCE’s mission readiness and Operations Security

(OPSEC) requirements, it may be limited and subjected to security requirements specified in this CONTRACT.

2.6.2. Hours of Work

Contractor shall adhere to Government rules and regulations for all Federal holidays and reporting of essential and non-essential personnel during emergency or reduced operations as specified in this CONTRACT.

2.6.2.1. Normal workdays are Monday through Friday except U.S. Federal holidays. Any of the listed below 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 Years Day, 1 January

Martin Luther King’s Birthday, 3 rd

Monday in January

President’s Day, 3 rd

Monday in February

Memorial Day, last Monday in May

Independence Day, 4 July

Labor Day, 1 st Monday in September

Columbus Day, 2 nd

Monday in October

Veteran’s Day, 11 November

Thanksgiving Day, 4 th

Thursday in November

Christmas Day, 25 December

2.6.2.2. If the Contractor is required to report to the Government facility, the Contractor shall not report to work on the days the Government or installation is closed due to safety conditions, inclement weather conditions, national emergencies, energy conservation or by direction of the Installation Commander (or by HCE Director’s reporting official chain of command) for any other reason. In the event, the Government grants administrative leave to its

Government employees at the Government site, on-site Contractor personnel shall also be dismissed if the on-site location is being closed.

2.7. Travel / Temporary Duty (TDY)

The COR is the designated travel order approval authority in writing issued by the KO. Travel approval authority is delegated to the COR by the Contracting Officer in the COR appointment letter. If travel approval authority is not delegated to the COR, the Contracting Officer retains travel approval authority. Travel to other Government facilities or other Contractor facilities may be required and the Contractor shall be notified by the COR when such requirement exists. All travel requirements (including plans, agenda, itinerary, or dates) shall be pre-approved by the COR and is on a strictly cost reimbursable basis. Costs for travel shall be billed in accordance with the regulatory implementation of Public Law 99-234 and FAR 31.205-46 Travel Costs (subject to local policy and procedures; may reference FAR).

2.7.1. Travel Reimbursement

Travel to be performed under this CONTRACT shall be reimbursed after the KO has determined fair and reasonable cost reimbursement IAW the Joint Travel Regulations (JTR) and FAR Part 31.205-46. The Contractor shall submit an estimate for travel to COR no later than 30 calendar days prior to the first day of travel; in order for the

Contractor to obtain economical travel arrangement and cost. All exceptions are subject to the Contracting Officers

Approval.

2.7.2. Travel Request Procedures and Approval Process

No later than 15 calendar days prior to scheduled travel date, the COR will prepare the estimate in an official memorandum format. The estimate shall include airline ticket costs, car rental, per diem, registration fees and any other allowable costs associated with the travel request. The COR will provide the Contractor a signed approval of

Government Contractor Official Travel Letter of Identification BEFORE Contractor is authorized to travel CONUS and OCONUS.

2.7.3. OCONUS Travel Request Procedures and Approval Process

In accordance with FAR 52.042-4028, if CONTRACT performance is OCONUS, travel clearance and accessing

Government facilities are subjected to be approved by the Status of Force Agreement (SOFA) with host nation and local policies of geographical commander and major command’s theater business clearance procedures. Prior traveling to OCONUS, the Contractor shall provide an approved travel clearance from the geographical commander or his/her designated liaison office to the COR and KO. Upon receipt of approved travel clearance from the

Contractor, the COR will validate Contractor’s travel information in the Synchronized Pre-deployment and

Operational Tracker (SPOT) to obtain a Letter of Authorization (LOA) from the KO. The Contractor shall carry this

LOA at all times while traveling in OCONUS.

2.7.4. Travel Claim Procedures and Approval Process

The COR will verify the travel receipts are valid and match the travel requirements identified in the PWS. The

Contractor shall provide a trip report to include costs associated with the travel to the COR within ten (10) calendar days after the completion of travel trip. All travel costs shall be billed within 30 days after travel is complete unless an approval for later billing is approved by COR or KO. All travel cost reimbursement requests must detail all authorized expenses associated with the travel and all receipts including ticket stubs (booked airline, hotel receipts, etc.) shall be provided to substantiate claims for costs of all expense items in excess of $75.00.

3. Performance Requirements

The Contractor shall provide all necessary personnel required to perform services in the areas of telephone support program management, database management, training, account configuration/maintenance, and database design, development, testing, and implementation but are not limited to, the following Performance Objective and

Performance Elements for the CONTRACT.

3.1. Objective 1 – Support to the Military Health System (MHS)

The AFMS is DoD’s lead component for the HCE with AFMOA as the forward operating agency and through the

NDAA, HCE is responsible for developing a data registry to track hearing loss and auditory system injuries across the Armed Forces. Support to the Military Health System (MHS) is through the HCE. The HCE has standardized the capture of clinical audiograms using the AudBase software across the Armed Forces with the objective to consolidate data for the Congressionally-mandate registry and input into the MHS Electronic Health

Record.

a) Support Areas: TBD

b) Labor Categories: TBD

3.1.1. Key Task 1 – Contractor shall provide unlimited telephone and remote dial-in support.

3.1.2. Key Task 2 – Support for critical updates to the AudBase database software.

3.1.3. Key Task 3 – Contractor shall provide on-going training, user account setup/configuration, remote reload of software on new/replacement computers, configuration of saved searched queries, remote assistance for Audbase client settings, and database management.

3.1.4. Key Task 4 – Contract shall provide design, development, testing, and implementation of HCE enhancements to AudBase.

Performance Standards: Standard (STD) and Acceptable Quality Levels (AQLs) TBD.

Deliverables: Monthly Report (See Section 5.1)

4. Special Requirements

This section describes the special requirements and the subsections provide details of various considerations for this requirement.

4.1. Security and Safety

The Contractor shall protect all For Official Use Only (FOUO) and non-classified information involved in the performance under this CONTRACT.

4.1.1. Access to DoD-controlled installations, facilities, and personnel badging. Applicable for all Contractor employees with an area of performance within a DoD- controlled installation, facility or area. The Contractor and all associated subcontractors’ employees shall comply with applicable installation, facility, and area commander installation and facility access and local security policies and procedures provided by the Government representative. For Contractor’s furnished facility, controlled access to the office space shall be provided to protect

GFE and information.

4.1.1.1. The Contractor shall provide all information required for background checks to meet installation access requirements to be accomplished by the installation Security Office corresponding to the location of performance.

4.1.1.2. The Contractor shall have a law enforcement background check through the National Crime Information

Center (NCIC) and a credit check through appropriate credit bureau entity completed for all proposed employees who will be entering DOD- controlled installations and facilities. Contractor shall provide the results of the preliminary checks to the KO and COR, in writing prior to commencement of work. Contractor will receive notification for those proposed Contractor employees who have been cleared through the local security office.

4.1.1.3. Prior to commencement of work, the Contractor shall coordinate with the COR, seven (7) calendar days in advance of the event to verify the security requirements for all CONTRACT employees who will be entering DoD-controlled installation and facilities.

4.1.1.4. The Government will provide ID badges which will be worn/displayed per local policy.

4.1.1.5. The Contractor shall return all issued U.S. Government Common Access Cards, installation badges, access badges to the COR when the CONTRACT is completed or when a Contractor employee no longer requires access to the installation and facility.

4.1.2. Force Protection Condition (FPCON) impact on work levels. The Contractor employees must comply with all personal identity verification requirements as directed by DoD, and local policy. In addition to the changes otherwise authorized by the changes clauses of this CONTRACT, should the FPCON at any individual facility or installation change, the Government may require changes in Contractor security matters or process. IAW DoDI

2000.16, the FPCON is defined as follows:

FPCON ALPHA. This condition applies when there is a general threat of possible terrorist activity against personnel and facilities, the nature and extent of which are unpredictable, and circumstances do not justify full implementation of FPCON BRAVO measures. However, it may be necessary to implement certain measures from higher

THREATCONS resulting from intelligence received or as a deterrent. The measures in this THREATCON must be capable of being maintained indefinitely.

FPCON BRAVO. This condition applies when an increased and more predictable threat of terrorist activity exists.

The measures in this THREATCON must be capable of being maintained for weeks without causing undue hardship, affecting operational capability, and aggravating relations with local authorities.

FPCON CHARLIE. This condition applies when an incident occurs or intelligence received indicating some form of terrorist action against personnel and facilities is imminent. Implementation of measures in this THREATCON for more than a short period probably will create hardship and affect the peacetime activities of the unit and its personnel.

FPCON DELTA. This condition applies in the immediate area where a terrorist attack has occurred or when intelligence has been received that terrorist action against a specific location or person is likely. Normally, this

THREATCON is declared as a localized condition.

4.1.2.1. During FCONs Charlie and Delta, non-essential service CONTRACTS are placed under a stop work order.

Designated essential service CONTRACTS will resume when the FPCON level is reduced to level Bravo or lower.

4.1.3. Unclassified Contract Security Requirements. The Contractor shall ensure all personnel performing under this CONTRACT have a favorable National Agency Check with Written Inquires (NACI), which must be coordinated with the Local Security Office for the work site location via the COR for submission prior to performance start date. NACI must be fully adjudicated prior to personnel start date. The security requirements must be maintained for the life of the CONTRACT, and citizenship will be verified by presenting an original birth certificate or a US Passport or the original Naturalization Certificate to the Local Security Office at the time of in processing for all CONTRACT personnel assigned to the CONTRACT. In order to maintain the security requirements any derogatory information, to include law enforcement issues, mental health issues, or alcohol/drug related issues must be reported to the COR and Local Security Officer for the work site location.

4.1.4. DFARS Clause 252.225-7043, Antiterrorism/Force Protection for Defense Contractors Outside the United

States. The clause shall be applicable all Contractor personnel including subcontractors when performance and delivery is required n a foreign county. This clause applies to both contingencies and non-contingency support. The key AT requirement is for non-local national Contractor personnel to comply with theater clearance requirements and allows the combatant commander to exercise oversight to ensure the Contractor’s compliance with combatant commander and subordinate task force commander policies and directives.

4.1.5. Base Entry and Vehicle Control Requirements. Contractor shall comply with Air Force Federal Acquisition

Regulation Supplement (AFFARS) Clause 5352.242-9000 and local regulations regarding vehicular use on

Government property--Contractor access to Air Force installations which is hereby incorporated by reference if not otherwise included. Contractor personnel shall comply with all on-base traffic laws. Background investigations will be conducted by the Government at no additional cost to the Contractor on all Contractor personnel prior to issuance of any base pass.

4.1.6. Government Computer Access Requirements. If this CONTRACT requires Contractor personnel to have access to Government computers, Contractor personnel requiring access to Government computers shall successfully complete, a National Agency Check with Inquiries (NACI) request, before obtaining access to a

Government computer. These investigations shall be performed by the Government at no additional cost to the

Contractor. All Contractor employees affected by this requirement must have completed an acceptable submission that complies with all directions for completion of the investigation request through the Government security office within 30 calendar days of CONTRACT award. To begin this process, all affected Contractor employees must complete within 15 calendar days after Contract Award or Notice of Award Standard Form 85P worksheet that can be downloaded from http://www.opm.gov/forms/pdf_fill/SF85P.pdf . The Contractor shall notify the Quality

Assurance Evaluator or Government Inspector when the worksheet is complete. The affected employee will then be scheduled by the Government for two or more appointments to complete the security package. If at any point after submission of the security worksheet, disqualifying information is discovered or developed, the Government reserves the right to deny computer access to the respective Contractor employee. In this instance the Contracting

Officer will notify the Contractor of the denial of access. That individual will no longer be allowed to perform duties requiring computer access. After submission, review, and approval of the complete security package through the security office and completion of an adjudicated NACI, Contractor employees may obtain their ―Common

Access Card (CAC) for the duration of the CONTRACT, unless disqualifying information is subsequently discovered. In this instance access will be revoked. The NACI adjudication process normally takes two (2) to five

(5) months after submission of the package. Contractor shall comply with AFFARS Clause 5352.242-9001

Common Access Cards (CACs) for Contractor Personnel which is hereby incorporated by reference if not otherwise included. The Contractor shall comply with DoD 5200.08R Physical Security Program, (Chapter 3, Section C.3) requirements.

4.1.7. Installation Access. A Criminal History Check will be conducted on all Contractor and subcontractor employees requiring base access. The Contractor shall provide the Contracting Officer and the Information

Protection Office a current list of employees needing access within three (3) working days after receiving Contract

Award or Notice of Award. The list shall include employee’s name, date of birth, state driver’s license/state ID number and state of issue. Notifications of Contractor employee additions and deletions shall be provided with the same information listed above and within three (3) working days from the date there is an addition or deletion.

Within ten (10) business days after receipt of the list, the Government will notify the Contractor that installation access passes are available for those employees clearing the criminal history check. The duration of any pass issued will not exceed one (1) CONTRACT year. This process will be repeated at the exercise of any option period.

4.1.8. Government Data. The Contractor shall manage all data created for Government use or legally controlled by the Government, in support of the functional activity or required by AF publication, IAW with the records management procedures in Air Force Instruction (AFI) 33 - 322, Records Management Program, Air Force Manual

(AFMAN) 33-363, Management of Records, and the Air Force Records Disposition Schedule (AF RDS) located at https://www.my.af.mil/gcss-af61a/afrims/afrims/rims.cfm.

4.1.9. Reporting Requirements. The Contractor shall comply with AFI 71-101, Volume 1, Criminal Investigations and Volume-2, Protective Service Matters and AFI 31-401 (Chapter 8). Contractor shall report to Security Forces any information or circumstances which may pose a threat to DoD or Contractor personnel, resources, or DoD information.

https://www.my.af.mil/gcss-af61a/afrims/afrims/rims.cfm

4.1.10. Freedom of Information. The Contractor shall not respond to any Freedom of Information Act (FOIA) request or release any information in response to a Freedom of Information request. Any request for information received by the Contractor under the Freedom of Information Act will be referred immediately to the Contracting

Officer.

4.1.11. Physical Security. The Contractor shall comply with Force Protection Condition (FPCON) procedures, Random Antiterrorism Measures (RAMS) and local search/ identification requirements. The Contractor shall safeguard all Government property, including controlled forms, provided for Contractor use. At the close of each work period, Government training equipment, ground and aerospace vehicles, facilities, support equipment, and other valuable materials shall be secured.

4.1.12. Key Control. The Contractor shall safeguard all keys issued by the Government and ensure they are used only by authorized Contractor personnel. The Contractor shall not duplicate issued keys and shall report lost keys to the contracting officer immediately. The Contractor will be charged for lost keys, re-keying, and lock replacement as applicable.

4.1.13. Additional Security Requirements. NACI’s will be IAW Homeland Security Presidential Directive 12

(HSPD-12). If this CONTRACT requires access to classified materials the Contractor shall comply with DoD

5200.1-R, AFI 31-401, AFI 33-201, Volume 1, and Volume 2 (COMSEC) , AFSSI 7700 (Emission Security), AFSSI 8502, (Organizational Computer Security), and AFPD 16-14, (Information Protection), and Operations

Security (OPSEC) Instructions.

4.1.14. Unescorted Entry to Restricted/Controlled Areas. If the CONTRACT requires unescorted entry to controlled or restricted areas, the Contractor shall comply with DoD 5200.2-R, Appendix 1, and AFI 31-501, Personnel Security Program Management (Paragraph 3.24). If the performance of this CONTRACT requires unescorted entry to a restricted/controlled area, personnel must have a favorably adjudicated NACI investigation.

All Contractor employees affected by this requirement must have completed an acceptable submission that complies with all directions for completion, of the investigation request through the Government security office within 30 calendar days of CONTRACT award or Notice of Award. To begin this process, all affected Contractor employees must complete within 15 calendar days after CONTRACT Award or Notice of Award Standard Form 85P worksheet that can be downloaded from http://www.opm.gov/forms/pdf_fill/SF85P.pdf . The Contractor shall notify the

Quality Assurance Evaluator or Government Inspector when the worksheet is complete. The affected employee will then be scheduled by the Government for two or more appointments to complete the security package. If at any point after submission of the security worksheet, disqualifying information is discovered or developed, the

Government reserves the right to deny entry to restricted/controlled areas. In this instance the Contracting Officer will notify the Contractor of the denial. That individual will not be allowed to perform duties requiring access to restricted/ controlled areas. Upon receipt of a favorable investigation results and authorization by the appropriate commander, the Contractor member will receive appropriate entry credentials for access to restricted/controlled areas, unless disqualifying information is subsequently discovered. In this instance access will be revoked. The

NACI adjudication process normally takes two (2) to five (5) months after submission of the package.

4.1.15. Credentials Turn-In. Upon completion of performance, termination of the CONTRACT or termination of performance on this CONTRACT by any individual for any reason, the Contractor shall turn in all CAC Cards, Base

Identification Passes, Restricted Area Badges, and any other documents issued by the Government to the Issuing office, Quality Assurance Evaluator, or Project Manager.

4.1.16. Weapons, Firearms, and Ammunition. Contractor employees are prohibited from possessing weapons, firearms, or ammunition, on themselves or within their Contractor-owned vehicle or privately-owned vehicle while on a DoD facility.

4.2. Proprietary Information Assurance and Security

The Contractor shall comply with OMB Circular A-130, “Management of Federal Information Resources,” which requires Certification and Accreditation (C&A) of all Federal information systems every three (3) years at a minimum or as changes that require re-accreditation occur. This C&A requirement ensures the effective safeguarding of sensitive but unclassified (SBU) data against unauthorized modification, disclosure, destruction, and denial of service, as directed by DoD.

4.2.1. The Contractor shall protect all data in the strictest confidence; prevent the unauthorized duplication, use and disclosure of information that is subject to the Privacy Act of 1974, Health Insurance Portability and Accountability

Act (HIPAA) IAW applicable statutory, regulations, local policies and procedures.

4.2.2. All technical data created as a result of this CONTRACT and shall be handled in accordance with DFARS

252.227-7013, DFARS 252.227-7015 and any other data rights clauses.

4.2.3. The Contractor is prohibited from appropriation, disclosure, or unauthorized use of proprietary information that is acquired in the execution of this CONTRACT.

4.2.4. All products including files, software, and other information, which are created, produced or developed during the period of performance is the property of the Government and shall be returned unless the Government grants the Contractor permission to retain the materials and products for continued development or publication.

4.2.5. Information Assurance

4.2.5.1. General Security Requirements. The Contractor shall establish appropriate administrative, technical, and physical safeguards to protect any and all Government data, to ensure the confidentiality, integrity, and availability of Government data. At a minimum, this shall include provisions for personnel security, electronic security and physical security as listed in the sections that follow:

4.2.5.2. Health Insurance Portability And Accountability Act (HIPAA). The Contractor shall comply with the

Health Insurance Portability and Accountability Act of 1996 (HIPAA) (P.L. 104-191) requirements, specifically the administrative simplification provisions of the law and the associated rules and regulations published by the

Secretary, Health and Human Services (HHS). This includes the Standards for Electronic Transactions and the

Standards for Privacy of Individually Identifiable Health Information. It is expected that the Contractor shall comply with all HIPAA-related rules and regulations as they are published and as HCE requirements are defined

(including security standards, identifiers for providers, employers, health plans, and individuals, and standards for claims attachment transactions). Should the Contractor be required to collect, use or store Protected Health

Information (PHI), the Contractor shall ensure…