W91242-18-R-0004_Medical_Database_Administration.pdf

COMBINED

SYNOPSIS/SOLICITATION

W91242-18-R-0004

ISSUED MAY 18, 2018

Part: U.S. Government Procurements Subpart: Services Class Code: 25.6 Medical Care

Address of Contracting Office: USPFO for North Carolina, 4201 Reedy Creek Rd., Raleigh, NC 27607, United States of America

Subject: Medical Database Administration Services

Solicitation Number: W91242-18-R-0004

Reponses Due: June 1, 2018 at 11:00 A.M local time (Raleigh, NC)

Points of Contact: Heather Bushouse, e-mail: heather.m.bushouse.civ@mail.mil, phone:

984-664-6021

Contracting Officer Point of Contact: Derek Meilinger, e-mail: derek.t.meilinger.mil@mail.mil Phone: 984-664-6019

Web Address: http://nc.ng.mil/uspfo/

Description of Requirement: This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) Subpart 12.6 as supplemented by additional information included in this notice. This announcement constitutes the only solicitation and additional information will not be provided.

This acquisition is a 100% set aside for HUBZone small business concerns under North American Industry Classification System (NAICS) code 561330 with a Small Business size standard of $27.5 million dollars. Proposals are requested under Request for Proposals (RFP) W91242-18-R-0004 for medical database administration services as listed in the schedule and Performance Work Statement (PWS).

The base performance period is from 11 June 2018 - 10 June 2019.

Option Year I period of performance is 11 June 2019 - 10 June 2020.

Delivery is FOB Destination.

The Government intends to award a contract resulting from this solicitation to the lowest-priced, technically acceptable offer. The USP&FO of NC, Acquisition Support Division (USPFO-NC-ASD), reserves the right to conduct discussions prior to award however it is mailto:heather.m.bushouse.civ@mail.mil http://nc.ng.mil/uspfo/ not the intent of the Government to enter into negotiations. It is incumbent upon the offeror to submit sufficient information for the government to determine satisfactory management capability and price reasonableness. Any deviation from the terms, conditions, or requirements of this solicitation may result in offers being determined ineligible for award. Potential offerors are encouraged to submit any questions regarding this solicitation to the USPFO-NC-ASD Points of Contact provided herein no later than 30 May 2018. Question and Answer documents will be posted to FBO as an attachment to the combined synopsis/solicitation. It is the interested party's responsbility to check FBO for updated information. Ensure all questions are submitted via email, the Government will not be accepting any vendor inquiries via the telephone.

This RFP incorporates provisions and clauses in effect through Federal Acquisition Circular 2005-83.

FAR provision 52.212-3 Offeror Representations and Certifications-Commercial Items applies to this acquisition. Offerors shall complete this provision in the System for Award Management (SAM). SAM is an official U.S. Government system and all offerors are required to be registered in this system. There is NO fee to register for this site. Please provide your CAGE Code from SAM with your offer.

The Government contemplates award of one Firm Fixed Price contract resulting from this combined synopsis/solicitation for performance of medical database administration services in Raleigh, North Carolina.

Proposals must be submitted via email to heather.m.bushouse.civ@mail.mil no later than 11:00 AM local time (Raleigh, NC) on 1 June 2018. All offerors are encouraged to review FAR 52.212-1 INSTRUCTIONS TO OFFERORS.

***This effort is a high priority requirement in support of the National Guard.

Funds are not presently available to make award. If funds become available for award, and prices are deemed fair and reasonable, it is the Governments intent to make award. This is not a commitment of funds or contract award.*** mailto:heather.m.bushouse.civ@mail.mil

Section B - Supplies or Services and Prices

ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

0001 1 Job

Medical Database Administration

FFP

Non-personal services. The contractor shall furnish all services in accordance with the contract Performance Work Statement.

FOB: Destination

PSC CD: R699

NET AMT

ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

0002 1 Job

CMRA Reporting

FFP

CMRA Reporting for FY18 ending September 30, 2018 FOB: Destination

PSC CD: R699

NET AMT

ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

0003 1 Job

CMRA Reporting

FFP

CMRA Reporting for FY19 ending September 30, 2019 FOB: Destination

PSC CD: R699

NET AMT

ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

1001 1 Job OPTION Medical Database Administration

FFP

Non-personal services. The contractor shall furnish all services in accordance with the contract Performance Work Statement.

FOB: Destination

PSC CD: R699

NET AMT

ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

1002 1 Job OPTION CMRA Reporting

FFP

CMRA Reporting for FY20 ending September 30, 2020 FOB: Destination

PSC CD: R699

NET AMT

Performance Work Statement (PWS) For

Medical Database Administration Services

PART 1

GENERAL INFORMATION

1.1 ARNG Federal Mission:

• During peacetime each state National Guard answers to leadership in the 50 states, three territories and the

District of Columbia. During national emergencies, however, the President reserves the right to mobilize the National Guard, putting them in federal duty status.

• While federalized, the units answer to the Combatant Commander of the theatre in which they are operating and, ultimately, to the President.

• Even when not federalized, the Army National Guard has a federal obligation (or mission.) That mission is to maintain properly trained and equipped units, available for prompt mobilization for war, national emergency, or as otherwise needed.

• The Army National Guard is a partner with the Active Army and the Army Reserves in fulfilling the country's military needs.

1.2 ARNG State Mission:

• The Army National Guard exists in all 50 states, three territories and the District of Columbia. The state, territory or district leadership is the Commanders in Chief for each Guard. Their Adjutants General are answerable to them for the training and readiness of the units.

• At the state level, the governors reserve the ability, under the Constitution of the United States, to call up members of the National Guard in time of domestic emergencies or need.

• The Army National Guard's state mission is perhaps the most visible and well known. Nearly everyone has seen or heard of Guard units responding to battle fires or helping communities deal with floods, tornadoes, hurricanes, snowstorms or other emergency situations. In times of civil unrest, the citizens of a state can rest assured that the Guard will be ready to respond, if needed

1.3 Objectives: The objective of this PWS is to insure that all medical data bases are correctly updated. All medical records are updated within a timely manner and indexed correctly. All medical record request are processed and sent out within a timely manner. Non-Deployable Soldiers are identified and processed out though the correct channels. Units will be provided with updated medical rosters provided through medical data bases when requested. Unit leaders will receive the appropriate access to their needed data bases. All Soldiers receive the needed support in achieving a Medical Readiness Code of 1 or 2.

1.4 General Information

1.4.1 Quality Control: The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program is the means by which it assures itself that its work complies with the requirement of the contract. As a minimum, the contractor shall develop quality control procedures that address the areas identified in Technical Exhibit 1, “Performance Requirements Summary”. After acceptance of the quality control plan the contractor shall receive the contracting officer’s acceptance in writing of any proposed change to his QC system.

1.4.2 Quality Assurance: The government shall 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 minimum acceptable defect rate(s).

1.4.3 Government Remedies: The contracting officer shall follow FAR 52.212-4, “Contract Terms and Conditions- Commercial Items” or 52.246-4, “Inspection of Services-Fixed Price” for contractor’s failure to perform satisfactory services or failure to correct non-conforming services.

1.4.4 Recognized Holidays: The contractor is not required to perform services on these days Holidays or if the facilities are closed.

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Independence Day Christmas Day

1.4.5 Hours of Operation/Place of Performance: the contractor shall perform the services required under this contract within core operating hours which are 8:00AM – 5:00PM, Monday thru Friday.

1.4.6 Travel Requirements: Contractor travel is estimated to be twice per year per individual. Funding is provided as a Not to Exceed (NTE) contract line item on the contract and contractor will be reimbursed in accordance with Joint Force Travel Regulations.

1.4.6.1 When travel is required at an alternate work site, the reimbursable expense is only for that which exceeds the normal commuting distance.

1.4.7 Qualifications: Medical Record Clerk requires two (2) years of administrative database entry. Medical Record Technician (Medical Record Administrator) requires six (6) years of administrative database entry. Must have experience in accounting or record keeping. Must have ability to plan, organize work, and meet deadlines. Must have ability to manipulate data to distinguish patterns and common themes of data to produce whole reports. Must be able to make sound judgements about sensitive/confidential information.

1.4.8 Special Requirements:

• OSHA & HIPAA-Compliant

1.4.9 Contracting Officer Representative (COR): The (COR) is identified below:

2LT Jacquelyn Kahn, North Carolina Army National Guard HSS, G1-JFHQ, 919-664-6000 ext 46804

The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel.

A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.4.10 Contract Manager: The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract.

1.4.11 Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials.

They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed.

1.5 Security Training Requirements:

1.5.1 Base security will require all employees and affiliated personnel of the contractor to carry a State recognized identification card or driver’s license and all vehicles are subject to search without reason. The contractor shall comply with all installation security requirements.

1.5.2 AT Level 1 Training: All contractor employees, to include subcontractor employees, requiring access Army installations, facilities and controlled access areas shall complete AT Level I awareness training. The contractor shall obtain and have on file all certificates of completion for each affected contractor employee and subcontractor employee and must be able to provide copies whenever required to the COR or to the contracting officer. AT level I awareness training is available at the following website: https://atlevel1.dtic.mil/at.

1.5.3 Access and General Protection/Security Policy and Procedures. This standard language text is for contractor employees with an area of performance within an Army controlled installation, facility or area. Contractor and all associated sub-contractors employees shall comply with applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by government representative). The contractor shall also 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 as directed by DOD, 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.

1.5.4 iWATCH Training. This standard language is for contractor employees with an area of performance within an Army controlled installation, facility or area. The contractor and all associated sub-contractors 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.

1.5.5 Contractor Employees Who Require Access to Government Information Systems. All contractor employees with access to a government info system must be registered in the ATCTS (Army Training Certification Tracking System) at commencement of services, and must successfully complete the DOD Information Assurance Awareness prior to access to the IS and then annually thereafter.

1.5.6 For Contracts that Require OPSEC Training. Per AR 530-1, Operations Security, new contractor employees must complete Level I OPSEC training and must complete annual OPSEC awareness training.

1.5.7 For Information assurance (IA)/information technology (IT) training. All contractor employees and associated sub-contractor 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 DoDD 8570.01, DoD 8570.01-M and AR 25-2 within six months of employment.

1.5.8 For information assurance (IA)/information technology (IT) certification. Per DoD 8570.01-M , DFARS 252.239.7001 and AR 25-2, the contractor employees supporting IA/IT functions shall be appropriately certified upon contract award. The baseline certification as stipulated in DoD 8570.01-M must be completed upon contract award.

1.6 Security Requirements

1.6.1 For contractors requiring Common Access Card (CAC): Before CAC issuance, the contractor employee requires, at a minimum, a favorably adjudicated National Agency Check with Inquiries (NACI) or an equivalent or higher investigation in accordance with Army Directive 2014-05. The contractor employee will be issued a CAC only if duties involve one of the following: (1) Both physical access to a DoD facility and access, via logon, to DoD networks on-site or remotely; (2) Remote access, via logon, to a DoD network using DoD-approved remote access procedures; or (3) Physical access to multiple DoD facilities or multiple non-DoD federally controlled facilities on behalf of the DoD on a recurring basis for a period of 6 months or more. At the discretion of the sponsoring activity, an initial CAC may be issued based on a favorable review of the FBI fingerprint check and a successfully scheduled NACI at the Office of Personnel Management.

1.6.2 Contractor shall work with the sponsoring office to complete local requirements for gaining access to the network.

Contractor shall work with the contracting office for processing into the Trusted Associate Sponsorship System (TASS).

PART 2

DEFINITIONS & ACRONYMS

ALTHA Armed Forces Health Longitudinal Technology Application AR Army Regulation https://atlevel1.dtic.mil/at

AVS Automated Voucher System DA Department of the Army DD (Defense) Department DenClass Dental Classification (DenClass) eCase The Electronic Case Management EMMPS Electronic Medical Management Processing System FMR Fully Medically Ready HIPAA Health Insurance Portability and Accountability Act HRR The Health Readiness Record IMR Individual Medical Readiness JCCQAS DoD/VA Joint Centralized Credentials Quality Assurance System MATS Medial Action Tracking System MEB Prep Medical Evaluation Board Prep MEDCOM U.S. Army Medical Command MEDHCART The Medical Electronic Data (for) Care History And Readiness Tracking MEDPROS Medical Readiness Protection System MMRB Medical MOS Retention Board MODS Medical Operational Data System NCARNG North Carolina Army National Guard NGB National Guard Bureau OSArS Office of the State Army Surgeon OSHA Occupational Safety and Health Administration PEB Physical Evaluation Board PHA Periodic Health Assessment SOW Statement of Work SRC Soldier Readiness Check SRP Soldier Readiness Processing STR Soldier Treatment Record TMC Troop Medical Clinic

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3.1 The contractor will be provided with adequate facilities located at Raleigh, NC; including a complete workstation and chair, computer, telephone, expendable supplies, laptop computer hardware and software (and support), Internet/intranet/Local Area Network (LAN) and support and use of a fax machine, copier, and printer, mail service and postage. All Government furnished supplies and equipment shall be for official use only.

3.2 The contractor and Government representative shall conduct an inventory of all Government furnished equipment within ten days of commencement. The contractor shall sign a receipt for all furnished equipment. The contractor and Government representative shall determine the working condition of all equipment. The Government will replace and/or repair any item not in working order.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4.1 General: Except for those items specifically stated to be government furnished in Part 3, the contractor shall furnish everything required to perform this PWS.

PART 5

SPECIFIC TASKS

5.0 Technical Specifications: The following specifications are required to successfully deliver the required service and support contract objectives. All plans, reports and program changes/updates shall be reviewed and approved by a government official prior to release or any action by the contractor.

5.1 Medical Readiness Protection System (MEDPROS), Armed Forces Health Longitudinal Technology Application (ALTHA), Dental Classification (DenClass), Medical Evaluation Board Prep (MEB Prep), The Medical Electronic Data (for) Care History And Readiness Tracking (MEDCHART), Automated Voucher System (AVS), Electronic Medical Management

Processing System (EEMPS), The Electronic Case Management (eCase), The Health Readiness Record (HRR), Medial Action Tracking System (MATS). Provide MEDPRO Database administration support to insure database reflects current medical information for all North Carolina Army National Guard (NCARNG) Soldiers. Requires the input of new data and error correction, of current data of all NCARNG medical information that is maintained in the appropriate medical databases.

The DoD/VA Joint Centralized Credentials Quality Assurance System (JCCQAS) is used to ensure that all providers in the NCARNG are credentialed and privileged.

5.1.1 Esnure all data coding is compatible with data entry system and procedural requirements. Ensuring MEDPROS mainframe policy and data code changes are implemented.

5.1.2 Provide scanning and indexing support for HRR.

5.1.3 Conduct online index/sort of medical records of all NCARNG Soldiers based on document type, Soldiers’ unique identification code and date of document.

5.1.4 Review, scan, and index medical records and update current information for all ARNG Soldiers.

5.1.5 Maintain data files as required. Includes auditing for errors, creating, maintaining and purging specified data file logs.

5.2 Prepare accurate reports on compliance with various Army command drilldown items in MEDPROS to include:

5.2.1 Maintain credentialing paperwork and assist providers in becoming and maintaining credentialing and privileging status.

5.2.2 Conduct on the spot updates of MEDPROS, DENCLASS, MPDV. MEDCHART (Mobilization Personnel Data Viewer) for potentially mobilizing soldiers.

5.2.3 Prepare reports from existing data as needed to support command information requirements.

5.2.4 Resolve problems and inconsistencies with data while maintaining effective communication with Government customers.

5.3 Extract and release information according to specific criteria and in strict compliance with established policies, procedures and/or regulations.

5.3.1 Ensure strict confidentiality of service member records. Manages release in accordance with Health Insurance Portability and Accountability Act (HIPPA) and Privacy Act requirements.

5.3.2 Prepares answers to questions from client departments on specific data for approval and release by Government.

5.4 Access automated medical programs to determine which categories need emphasis to improve Medical Readiness Category for the MSC.

5.4.1 Research problems and develop short-term and long-term solutions and automation contingency plans.

5.4.2 Brief the command on any shortfalls with MEDPROS regarding implementation and compliance.

5.4.3 Provides Major Subordinate command with current data from MEDPROS. The Contractor shall review this data and provide potential solutions to help improve the units’ medical readiness.

5.4.4 Manages duty related and non-duty related Soldiers.

5.4.5 Create and manages cases in MEB Prep.

5.5 Medical Record Clerk requires two (2) years of administrative database entry. Medical Record Technician (Medical Record Administrator) requires six (6) years of administrative database entry. Must have experience in accounting or record keeping. Must have ability to plan, organize work, and meet deadlines. Must have ability to manipulate data to distinguish patterns and common themes of data to produce whole reports. Must be able to make sound judgements about sensitive/confidential information.

5.5.1 In order to successfully meet the performance objectives of this contract, the Contractor employee should possess the following knowledge/skills: Maintain required HIPAA certificate and account access to the mentioned programs.

5.5.2 Contractor shall maintain proficiency in MEDPROS mainframe procedures as policy and data codes change. 5.5.3 A strong working knowledge of Windows 10 or later and the following software products:

• Word, Excel and Power Point

• Outlook/Exchange

• Access

5.5.4 Demonstrated abilities in accounting or recordkeeping.

5.5.5 Experience in a military environment is required. Experience with MEDPROS is required. Demonstrate knowledge of military medical readiness requirements is required.

5.5.6 Health Insurance Portability and Accountability Act (HIPAA) and Privacy Act Regulations will be strictly followed to ensure confidentiality and right to privacy is maintained 100% of the time.

5.5.7 Contractor will use only ARNG owned software. Contractor employee will be trained by the Government in the use of MEDPROS, ALTHA, eCase, HRR, DenClass, JCCQAS (CO II), MEDPROS, ALTHA, eCase, AVS, DenClass, and MEB Prep (CO VI), MEDPROS, ALTHA, eCase, DenClass, MEB Prep, HHR, MATS, AVS, and the management of users of all systems (CO V).

5.5.8 The McNamara-O'Hara Service Contract Act is applicable to these positions, applicable to Wake County North Carolina.

5.6 Travel is anticipated, to yearly training requirements, and to medical readiness events as needed.

5.6.1 When Travel is required at an alternate work site the reimbursable expense is only for that which exceeds the normal commuting distance.

5.6.2 Prior to incurring any travel, the contractor personnel must obtain written authorization from the Contracting Officer to approve approximate travel, dates, duration, origin and destination, purpose, and estimated costs for the person traveling.

PART 6

APPLICABLE PUBLICATIONS

6.1 Publications applicable to this PWS are listed below.

• AR 40-501 Standards of Medical Fitness

• NGB Memorandum Post Deployment Health Re-Assessment Screen (attached)

• NGB Memorandum Periodic Health Assessment Interim Guidance (attached)

• AR 40-68 Clinical Quality Management

• AR 25-50 Preparing and Managing Correspondence

• AR 40-66 Medical Record Administration and Healthcare Documentation

• AR 635-40 Disability Evaluation for Retention, Retirement or Separation

All publications listed are available via the Internet at the specified web address. (http://www.usapa.army.mil/)

TECHNICAL EXHIBIT 1

This Performance Requirements Summary includes performance standards. The Government will use these standards to determine contractor performance and will compare contractor performance to the Acceptable Quality Level (AQL).

Deliverable Performance Standard

Acceptable Quality Level (AQL) Method Used / Frequency

Insures Data coding is compatible with data entry system and procedural requirements. Ensuring MEDPROS mainframe policy and data code changes are implemented.

Technical Specification

5.1 5.2.2

• Database reflects current medical information for all NC Army National Guard (ARNG) Soldiers 96% of the time.

• Database modifications/updates are promptly implemented within one week 98% of the time.

• After training period, a minimum of 30 records per day are accurately entered 95% of the time.

• Data files and records are accurately maintained 95% of the time.

Provides scanning and indexing support for HRR.

Provides online index/sort of medical records of all NCARNG Soldiers based on document type, Soldiers’ unique identification code and date of document.

Technical Specification

5.1.2 5.1.3

• Scanning is completed within 30 days of receiving records 99% of the time.

• Indexing is completed by the 15th of every month 95% of the time.

Periodic Inspection /

Spot Checks / Customer

Complaint / Monthly

Shall maintain data files as required. Includes auditing for errors, creating, maintaining and purging specified data file logs.

Shall provide soldiers with a copy of their Medical Records when requests are submitted

Technical Specification

5.1.5 5.1.6

• Retain information digitally as needed 98% of the time

• Provide Soldiers with a copy of their medical records within 30 days of the request 100% of the time.

Data review Compliance Verification

Technical Specification

5.4 & 5.4.3

• Ensures all potential solutions provided for improvement and compliance are technically complete and on time with 99% accuracy

• Appropriate courses of action are selected effectively, with timely execution in a clear accurate and professional manner 98% of the time.

• Contractor shall provide trend analysis to evaluate agency program performance against stated goals 98% of the time.

Extracts and releases information according to specific criteria and in strict compliance with established policies, procedures and/or regulations.

Technical Specification

5.3.1 5.3

• Ensure strict confidentiality of service member records 100% of time. No errors due to contractor action or inaction.

• Released information meets established policies, procedures and/or regulations

TECHNICAL EXHIBIT 2

DELIVERABLES SCHEDULE

PWS Reference / Deliverable Title

Frequency Number of Copies

Medium/Format Submit To

1.5.2. AT Level I

Training

Provide within 60 days of period of performance start

1 Electronic Submission

COR

1.5.4. iWATCH Training

Provide within 60 days of period of performance start

1 Electronic Submission

COR

1.5.6.. OPSEC

Training

Provide within 60 days of period of performance start

1 Electronic Submission

COR

1.5.7.

Information assurance

(IA)/information technology (IT) training

Provide within 1 day of period of performance start

1 Electronic Submission

COR

1.5.8.

Information assurance

(IA)/information technology (IT) certification

Provide within 1 day of period of performance start

1 Electronic Submission

COR

TECHNICAL EXHIBIT 3

ESTIMATED WORKLOAD DATA

ITEM

ESTIMATED

QUANTITY

# records # hours

1 Uploading of Medical Records 10,250 1,200

2 Credentialing 120 1,500

3 Medical Disqualification Packets 500 2,080

4 Dental Readiness Program and appointment tracking

800 2,080

5 Database reports, planning, uploading 82,000 4,160

6 Deployment Medical Records and Tracking 900 880

7 Medical Readiness Event Planning 32 580

8 Medical Systems User Role 420 1,200

9 Indexing of Medical Records and proving copies when requested

1,200 880

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W9124218R0004

Section E - Inspection and Acceptance

INSPECTION AND ACCEPTANCE TERMS

Supplies/services will be inspected/accepted at:

CLIN INSPECT AT INSPECT BY ACCEPT AT ACCEPT BY

0001 Destination Government Destination Government 0002 Destination Government Destination Government 0003 Destination Government Destination Government 1001 Destination Government Destination Government 1002 Destination Government Destination Government

Section F - Deliveries or Performance

DELIVERY INFORMATION

CLIN DELIVERY DATE QUANTITY SHIP TO ADDRESS DODAAC /

CAGE

0001 POP 11-JUN-2018 TO

10-JUN-2019

N/A JFHQ- G1 MED SECTION

2LT JACQUELYN KAHN

1636 GOLD STAR DR

RALEIGH NC 27607

984-664-6804 FOB: Destination

W802JL

0002 POP 11-JUN-2018 TO

30-SEP-2018

N/A (SAME AS PREVIOUS LOCATION)

0003 POP 01-OCT-2018 TO

30-SEP-2019

N/A (SAME AS PREVIOUS LOCATION)

1001 POP 11-JUN-2019 TO

10-JUN-2020

N/A (SAME AS PREVIOUS LOCATION)

1002 POP 01-OCT-2019 TO

30-SEP-2020

N/A (SAME AS PREVIOUS LOCATION)

Section G - Contract Administration Data

CLAUSES INCORPORATED BY REFERENCE

252.239-7001 Information Assurance Contractor Training and Certification JAN 2008

Section I - Contract Clauses

52.202-1 Definitions NOV 2013 52.203-3 Gratuities APR 1984 52.203-6 Alt I Restrictions On Subcontractor Sales To The Government

(Sep 2006) -- Alternate I

OCT 1995

52.203-11 Certification And Disclosure Regarding Payments To Influence Certain Federal Transactions

SEP 2007

52.203-12 Limitation On Payments To Influence Certain Federal Transactions

OCT 2010

52.203-17 Contractor Employee Whistleblower Rights and Requirement To Inform Employees of Whistleblower Rights

APR 2014

52.203-19 Prohibition on Requiring Certain Internal Confidentiality Agreements or Statements

JAN 2017

52.204-4 Printed or Copied Double-Sided on Postconsumer Fiber Content Paper

MAY 2011

52.204-10 Reporting Executive Compensation and First-Tier Subcontract Awards

OCT 2016

52.204-14 Service Contract Reporting Requirements OCT 2016 52.204-18 Commercial and Government Entity Code Maintenance JUL 2016 52.204-19 Incorporation by Reference of Representations and

Certifications.

DEC 2014

52.209-6 Protecting the Government's Interest When Subcontracting With Contractors Debarred, Suspended, or Proposed for Debarment

OCT 2015

52.209-9 Updates of Publicly Available Information Regarding Responsibility Matters

JUL 2013

52.209-10 Prohibition on Contracting With Inverted Domestic Corporations

NOV 2015

52.212-4 Contract Terms and Conditions--Commercial Items JAN 2017 52.212-5 (Dev) Contract Terms and Conditions Required to Implement

Statutes or Executive Orders--Commercial Items (Deviation 2013-O0019)

JAN 2018

52.215-2 Audit and Records--Negotiation OCT 2010 52.219-3 Notice of HUBZone Set-Aside or Sole Source Award NOV 2011 52.219-14 Limitations On Subcontracting JAN 2017 52.222-3 Convict Labor JUN 2003 52.222-17 Nondisplacement of Qualified Workers MAY 2014 52.222-21 Prohibition Of Segregated Facilities APR 2015 52.222-26 Equal Opportunity SEP 2016 52.222-35 Equal Opportunity for Veterans OCT 2015 52.222-36 Equal Opportunity for Workers with Disabilities JUL 2014 52.222-37 Employment Reports on Veterans FEB 2016 52.222-38 Compliance With Veterans' Employment Reporting

Requirements

FEB 2016

52.222-40 Notification of Employee Rights Under the National Labor Relations Act

DEC 2010

52.222-41 Service Contract Labor Standards MAY 2014 52.222-43 Fair Labor Standards Act And Service Contract Labor

Standards - Price Adjustment (Multiple Year And Option Contracts)

MAY 2014

52.222-50 Combating Trafficking in Persons MAR 2015

52.222-54 Employment Eligibility Verification OCT 2015 52.222-55 Minimum Wages Under Executive Order 13658 DEC 2015 52.222-62 Paid Sick Leave Under Executive Order 13706 JAN 2017 52.223-6 Drug-Free Workplace MAY 2001 52.223-18 Encouraging Contractor Policies To Ban Text Messaging

While Driving

AUG 2011

52.224-2 Privacy Act APR 1984 52.224-3 Privacy Training JAN 2017 52.228-5 Insurance - Work On A Government Installation JAN 1997 52.229-3 Federal, State And Local Taxes FEB 2013 52.232-33 Payment by Electronic Funds Transfer--System for Award

Management

JUL 2013

52.232-40 Providing Accelerated Payments to Small Business Subcontractors

DEC 2013

52.233-3 Protest After Award AUG 1996 52.233-4 Applicable Law for Breach of Contract Claim OCT 2004 52.239-1 Privacy or Security Safeguards AUG 1996 52.242-13 Bankruptcy JUL 1995 52.246-4 Inspection Of Services--Fixed Price AUG 1996 52.249-8 Default (Fixed-Price Supply & Service) APR 1984 252.203-7000 Requirements Relating to Compensation of Former DoD

Officials

SEP 2011

252.203-7001 Prohibition On Persons Convicted of Fraud or Other Defense- Contract-Related Felonies

DEC 2008

252.203-7002 Requirement to Inform Employees of Whistleblower Rights SEP 2013 252.204-7003 Control Of Government Personnel Work Product APR 1992 252.204-7009 Limitations on the Use or Disclosure of Third-Party

Contractor Reported Cyber Incident Information

OCT 2016

252.204-7012 Safeguarding Covered Defense Information and Cyber Incident Reporting

OCT 2016

252.209-7004 Subcontracting With Firms That Are Owned or Controlled By The Government of a Country that is a State Sponsor of Terrorism

OCT 2015

252.225-7002 Qualifying Country Sources As Subcontractors DEC 2017 252.225-7012 Preference For Certain Domestic Commodities DEC 2017 252.226-7001 Utilization of Indian Organizations and Indian-Owned

Economic Enterprises, and Native Hawaiian Small Business Concerns

SEP 2004

252.232-7003 Electronic Submission of Payment Requests and Receiving Reports

JUN 2012

252.232-7010 Levies on Contract Payments DEC 2006 252.243-7001 Pricing Of Contract Modifications DEC 1991 252.243-7002 Requests for Equitable Adjustment DEC 2012 252.244-7000 Subcontracts for Commercial Items JUN 2013 252.247-7023 Transportation of Supplies by Sea APR 2014

CLAUSES INCORPORATED BY FULL TEXT

52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 30 days.

(End of clause)

52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)

(a) The Government may extend the term of this contract by written notice to the Contractor within 30 days;

provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension.

(b) If the Government exercises this option, the extended contract shall be considered to include this option clause.

(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed 30 months.

52.219-28 POST-AWARD SMALL BUSINESS PROGRAM REREPRESENTATION (JULY 2013)

(a) Definitions. As used in this clause--

Long-term contract means a contract of more than five years in duration, including options. However, the term does not include contracts that exceed five years in duration because the period of performance has been extended for a cumulative period not to exceed six months under the clause at 52.217-8, Option to Extend Services, or other appropriate authority.

Small business concern means a concern, including its affiliates, that is independently owned and operated, not dominant in the field of operation in which it is bidding on Government contracts, and qualified as a small business under the criteria in 13 CFR part 121 and the size standard in paragraph (c) of this clause. Such a concern is ``not dominant in its field of operation'' when it does not exercise a controlling or major influence on a national basis in a kind of business activity in which a number of business concerns are primarily engaged. In determining whether dominance exists, consideration shall be given to all appropriate factors, including volume of business, number of employees, financial resources, competitive status or position, ownership or control of materials, processes, patents, license agreements, facilities, sales territory, and nature of business activity.

(b) If the Contractor represented that it was a small business concern prior to award of this contract, the Contractor shall rerepresent its size status according to paragraph (e) of this clause or, if applicable, paragraph (g) of this clause, upon the occurrence of any of the following:

(1) Within 30 days after execution of a novation agreement or within 30 days after modification of the contract to include this clause, if the novation agreement was executed prior to inclusion of this clause in the contract.

(2) Within 30 days after a merger or acquisition that does not require a novation or within 30 days after modification of the contract to include this clause, if the merger or acquisition occurred prior to inclusion of this clause in the contract.

(3) For long-term contracts--

(i) Within 60 to 120 days prior to the end of the fifth year of the contract; and

(ii) Within 60 to 120 days prior to the date specified in the contract for exercising any option thereafter.

(c) The Contractor shall rerepresent its size status in accordance with the size standard in effect at the time of this rerepresentation that corresponds to the North American Industry Classification System (NAICS) code assigned to this contract. The small business size standard corresponding to this NAICS code can be found at http://www.sba.gov/content/table-small-business-size-standards.

(d) The small business size standard for a Contractor providing a product which it does not manufacture itself, for a contract other than a construction or service contract, is 500 employees.

(e) Except as provided in paragraph (g) of this clause, the Contractor shall make the representation required by paragraph (b) of this clause by validating or updating all its representations in the Representations and Certifications section of the System for Award Management (SAM) and its other data in SAM, as necessary, to ensure that they reflect the Contractor's current status. The Contractor shall notify the contracting office in writing within the timeframes specified in paragraph (b) of this clause that the data have been validated or updated, and provide the date of the validation or update.

(f) If the Contractor represented that it was other than a small business concern prior to award of this contract, the Contractor may, but is not required to, take the actions required by paragraphs (e) or (g) of this clause.

(g) If the Contractor does not have representations and certifications in SAM, or does not have a representation in SAM for the NAICS code applicable to this contract, the Contractor is required to complete the following rerepresentation and submit it to the contracting office, along with the contract number and the date on which the rerepresentation was completed:

The Contractor represents that it ( ) is, ( ) is not a small business concern under NAICS Code - assigned to contract number .

(Contractor to sign and date and insert authorized signer's name and title).

52.222-42 STATEMENT OF EQUIVALENT RATES FOR FEDERAL HIRES (MAY 2014)

In compliance with the Service Contract Labor Standards statute and the regulations of the Secretary of Labor (29 CFR part 4), this clause identifies the classes of service employees expected to be employed under the contract and states the wages and fringe benefits payable to each if they were employed by the contracting agency subject to the provisions of 5 U.S.C. 5341 or 5332.

THIS STATEMENT IS FOR INFORMATION ONLY: IT IS NOT A WAGE DETERMINATION

Employee Class Monetary Wage-Fringe Benefits

Medical Record Clerk --- GS 5 $16.58/hour - $4.13/hour Medical Record Technician - GS 7 $20.53/hour - $4.13/hour

252.204-7012 SAFEGUARDING COVERED DEFENSE INFORMATION AND CYBER INCIDENT

REPORTING (OCT 2016)

Adequate security means protective measures that are commensurate with the consequences and probability of loss, misuse, or unauthorized access to, or modification of information.

Compromise means disclosure of information to unauthorized persons, or a violation of the security policy of a system, in which unauthorized intentional or unintentional disclosure, modification, destruction, or loss of an object, or the copying of information to unauthorized media may have occurred.

Contractor attributional/proprietary information means information that identifies the contractor(s), whether directly or indirectly, by the grouping of information that can be traced back to the contractor(s) (e.g., program description, facility locations), personally identifiable information, as well as trade secrets, commercial or financial information, or other commercially sensitive information that is not customarily shared outside of the company.

Controlled technical information means technical information with military or space application that is subject to controls on the access, use, reproduction, modification, performance, display, release, disclosure, or dissemination.

Controlled technical information would meet the criteria, if disseminated, for distribution statements B through F using the criteria set forth in DoD Instruction 5230.24, Distribution Statements on Technical Documents. The term does not include information that is lawfully publicly available without restrictions.

Covered contractor information system means an unclassified information system that is owned, or operated by or for, a contractor and that processes, stores, or transmits covered defense information.

Covered defense information means unclassified controlled technical information or other information, as described in the Controlled Unclassified Information (CUI) Registry at http://www.archives.gov/cui/registry/category-list.html, that requires safeguarding or dissemination controls pursuant to and consistent with law, regulations, and Governmentwide policies, and is--

(1) Marked or otherwise identified in the contract, task order, or delivery order and provided to the contractor by or on behalf of DoD in support of the performance of the contract; or

(2) Collected, developed, received, transmitted, used, or stored by or on behalf of the contractor in support of the performance of the contract.

Cyber incident means actions taken through the use of computer networks that result in a compromise or an actual or potentially adverse effect on an information system and/or the information residing therein.

Forensic analysis means the practice of gathering, retaining, and analyzing computer-related data for investigative purposes in a manner that maintains the integrity of the data.

Information system means a discrete set of information resources organized for the collection, processing, maintenance, use, sharing, dissemination, or disposition of information.

Malicious software means computer software or firmware intended to perform an unauthorized process that will have adverse impact on the confidentiality, integrity, or availability of an information system. This definition includes a virus, worm, Trojan horse, or other code-based entity that infects a host, as well as spyware and some forms of adware.

Media means physical devices or writing surfaces including, but is not limited to, magnetic tapes, optical disks, magnetic disks, large-scale integration memory chips, and printouts onto which covered defense information is recorded, stored, or printed within a covered contractor information system.

Operationally critical support means supplies or services designated by the Government as critical for airlift, sealift, intermodal transportation services, or logistical support that is essential to the mobilization, deployment, or sustainment of the Armed Forces in a contingency operation.

http://www.archives.gov/cui/registry/category-list.html http://www.archives.gov/cui/registry/category-list.html

Rapidly report means within 72 hours of discovery of any cyber incident.

Technical information means technical data or computer software, as those terms are defined in the clause at DFARS 252.227-7013, Rights in Technical Data--Noncommercial Items, regardless of whether or not the clause is incorporated in this solicitation or contract. Examples of technical information include research and engineering data, engineering drawings, and associated lists, specifications, standards, process sheets, manuals, technical reports, technical orders, catalog-item identifications, data sets, studies and analyses and related information, and computer software executable code and source code.

(b) Adequate security. The Contractor shall provide adequate security on all covered contractor information systems.

To provide adequate security, the Contractor shall implement, at a minimum, the following information security protections:

(1) For covered contractor information systems that are part of an information technology (IT) service or system operated on behalf of the Government, the following security requirements apply:

(i) Cloud computing services shall be subject to the security requirements specified in the clause 252.239-7010, Cloud Computing Services, of this contract.

(ii) Any other such IT service or system (i.e., other than cloud computing) shall be subject to the security requirements specified elsewhere in this contract.

(2) For covered contractor information systems that are not part of an IT service or system operated on behalf of the Government and therefore are not subject to the security requirement specified at paragraph (b)(1) of this clause, the following security requirements apply:

(i) Except as provided in paragraph (b)(2)(ii) of this clause, the covered contractor information system shall be subject to the security requirements in National Institute of Standards and Technology (NIST) Special Publication (SP) 800-171, ``Protecting Controlled Unclassified Information in Nonfederal Information Systems and Organizations'' (available via the internet at http://dx.doi.org/10.6028/NIST.SP.800-171) in effect at the time the solicitation is issued or as authorized by the Contracting Officer.

(ii)(A) The Contractor shall implement NIST SP 800-171, as soon aspractical, but not later than December 31, 2017.

For all contracts awarded prior to October 1, 2017, the Contractor shall notify the DoD Chief Information Officer (CIO), via email at osd.dibcsia@mail.mil, within 30 days of contract award, of any security requirements specified by NIST SP 800-171 not implemented at the time of contract award.

(B) The Contractor shall submit requests to vary from NIST SP 800-171 in writing to the Contracting Officer, for consideration by the DoD CIO. The Contractor need not implement any security requirement adjudicated by an authorized representative of the DoD CIO to be nonapplicable or to have an alternative, but equally effective, security measure that may be implemented in its place.

(C) If the DoD CIO has previously adjudicated the contractor's requests indicating that a requirement is not applicable or that an alternative security measure is equally effective, a copy of that approval shall be provided to the Contracting Officer when requesting its recognition under this contract.

(D) If the Contractor intends to use an external cloud service provider to store, process, or transmit any covered defense information in performance of this contract, the Contractor shall require and ensure that the cloud service provider meets security requirements equivalent to those established by the Government for the Federal Risk…