Performance_Work_Statement.pdf

Performance Work Statement (PWS) Case Management

6/22/2018 Version 2.0

Vision Statement

1.0 General

1.1 Scope

2.0 General Requirements

2.1 Non-Personal Services

2.2 Business Relations

2.3 Contract Administration and Management

2.3.1 Contract Management

2.3.2 Contract Administration

2.3.3 Personnel Administration

2.4 Subcontract Management

2.5 Contractor Personnel, Disciplines, and Specialties

2.6 Location and Hours of Work

2.7 Travel / Temporary Duty (TDY)

2.8 Enterprise Contractor Manpower Reporting Application

2.8.1 Responsibilities of Prime Contractors

3.0 Performance Requirements

3.1 eCases

3.2 Profile Requests

3.3 Medical / Dental Status

3.4 Requests from MRNCO

3.5 PHA Weekend Operations

3.6 Documentation

4.0 Special Requirements

4.1 Safety

4.1.1 Safety

4.2 Government Furnished Property

4.3 Environmental Requirements

4.4 Applicable Directives

4.5 Quality

4.5.1 Quality Control

4.5.2 Quality Assurance Surveillance Plan (QASP)

5.0 Deliverables

6.0 Related Documents

6.1 Approximate Medical / Dental Numbers

6.2 Approximate Travel Numbers

6.3 Acronyms

6.4 References

Performance Work Statement (PWS) Case Management Vision Statement

Case Management supports the medical and dental readiness of the Nebraska Army National Guard in order to ensure 90% deployability of Soldiers with less than 2% of Soldier's medical readiness unknown (Dental Readiness Code 4 / Medical Readiness Code 4).

1.0 General

The use of Non-clinical Case Management Services be utilized to support the Medical Readiness of Soldiers assigned the Nebraska Army National Guard (NE ARNG). This support will be utilized to increase the percentage deployable Soldiers within the NE ARNG to 90% or greater. Additionally, the goal is to raise the dental readiness of this population to 95% or greater. Non-clinical Case Management Services will be utilized in aspect and processes to support Medical Readiness operations.

1.1 Scope

Non-clinical Case Management Support Functions - Contractor provides Non-clinical Case Management to provide pre-mobilization Individual Medical Readiness (IMR) support to include identification and tracking of Soldiers who are not Fully Medically Ready (FMR) either for dental or medical concerns. Cases will be obtained from Home Station (HS) or Mobilization Stations (MOBSTA) Soldier Readiness Processing (SRP) events for those Soldiers determined non-medically or non-dentally ready through other means (e.g. during their annual Periodic Health Assessment (PHA).) Case Managers shall assist Soldiers to become FMR by assisting with tracking medical and dental appointments, maintaining communications as required with the Soldier they are managing. All cases managed, regardless of type (medical and dental) or duration, must be documented in the eCase module of Medchart. The Contractor shall have a weekly team meeting with the Deputy State Surgeon (DSS), the State Surgeon (SS), and the State Dental Officer (SDO) (or appointed representatives) to review all cases in progress. The contractor shall be responsible to know the following ARNG web-based electronic data systems via Medical Operations Data System (MODS): Medical Non-Deployable (MND), Dental Classification Module (DENCLASS), Health Readiness Record (HRR), Medical Data Protection System (MEDPROS), Soldiers Patient Locator (SPL), and the Warrior Transition Report (WTR).

The Case manager shall be familiar with the regulation and policies that apply to IMR and deployment. The Contractor shall perform the following tasks for the ARNG in the execution of Non-clinical Case Management Support:

• Maintain minimum appropriate licensure and credentials for contractors engaging in Case

Management (current Registered Nurse (RN) License with Basic Life Support (BLS)).

• Coordinates with Soldier to assess and arrange for the treatment of Soldiers with conditions that have or will result in being Medically / Dentally non-deployable. Such services include outreach, assisting with appointment scheduling, and going to SRPs -mobilization / deployment and routine readiness.

• Manages Soldiers in the Medical Screening program in conjunction with the DSS, Health System Specialist (HSS), and Admin Assistants. Assists with appointments and ensure documentation is retrieved from appointments and placed in appropriate electronic record, as well as the Soldier's hard copy medical record.

• Manages a Soldier's care from the receipt of the condition to when the Soldier is deployable or the documentation is sent to the HSS for a Fitness for Duty evaluation where appropriate or to a Medical Evaluation Board (MEB) or Personnel Board (PEB).

• During follow-up interviews, the contractor shall coordinate treatment plans and all referrals when the care is being resourced by the government (Dental Treatment using Reserve Health Readiness Program (RHRP) or local contracts).

• Maintains Soldier medical records in accordance with Army Regulation (AR) 40-66.

• Provide the State Medical Detachment Patient Administration (PAD) Officer or delegate with all relevant medical / dental documentation.

• Operates a workstation to input, store, retrieve and manipulate data for various reports as required by this Performance Work Statement (PWS). Uses various software programs to maintain database files and prepare reports. Must be proficient in Microsoft Word, Excel, PowerPoint, and Outlook, and familiar with and become proficient in the use of the following MODS modules: MND, DENCLASS, HRR, MEDPROS, Soldier Patient Locator (SPL), and WTR. Maintains a state-level management reporting system.

• Documents results of a weekly case review in the referrals tab of the MND Module.

These reviews will be used in the monthly meeting with the Deputy, State Surgeon, and the State Dental Officer.

• Case Management (CM) shall inform state ARNG provider(s) responsible to evaluate follow up of the Soldiers' status and furnish them with the mandatory information / documentation.

• Coordinates Soldiers' health care including consults for those initially using Military Treatment Facilities (MTF), Veteran Affairs (VA), TRICARE network provider, and non-network providers.

• Establishes a list of available local resources within the state to ensure Soldiers have alternative options available to receive medical or dental care if not eligible for military health benefits.

• Educates Soldiers on resources available to improving medical dental readiness (TRICARE Dental Program (TDP), local community resources, ARNG sponsored programs, e.g., Guard your Health, State Medical and Dental Programs, etc.).

• The Contractor will provide monthly MND Case Report to the Deputy State Surgeon.

The report will include: number of new referrals initiated, active cases, and number of close cases.

• Responsible for tracking medical status of ALL assigned Soldiers.

• Request profile exams/evaluations and audiology exams at physical exam center.

• Maintain automated referrals indicated in MEDCHART.

• Submit case processing, medical documentation, and profile concerns to military / contracted provider.

• Attend PHA events as determined by the needs of the state and individual units.

• Ensure those Soldiers referred by a provider are followed by the case management team.

• Manage Soldier's care, utilizing the Medical Management Process System (MMPS) from the identification of the condition to when the Soldier is either:

- Considered medically ready.

- Administratively separated from the military.

• Follow the regulations and policies applicable to IMR and deployment, to include the AR 40-501 and other applicable guidance.

• Ensure all medical documentation received from the Soldier and/or their medical team is received and placed in appropriate electronic record, as well as the Soldier's hard copy record.

• Maintain Soldier medical records in accordance with Army Regulation (AR) 40- 66.

• Provide Records Custodian or delegate with all relevant medical/dental documentation.

• Obtain release of information from Soldier.

• Maintain Health Insurance Portability and Accountability Act of 1996 (HIPAA) standards and guidelines.

• Review and track health assessment (Soldier Readiness Processing) lab results contact

Soldier Member (SM) and educate on lifestyle modifications.

• Upload medical documents of case managed Soldiers into HRR.

• Stamp all medical documents for verification after uploading.

• Index uploaded medical documents.

• File all medical documents received in the Standard Treatment Record IAW AR 40-501.

• Contractor will ensure all administrative charting in eCase is completed.

• Log in eCase any contact with SM (email, voice call, or personal interview) within 3 business days.

• Communicate with delegated government personnel to track compliance versus noncompliance.

• Run MEDPROS report Post Periodic Health Assessment (PHA) / SRP event 3-5 business days after the event.

• Monitor MEDPROS to ensure all scheduled services are completed/updated and current medical status is reflected.

• Report Medical Readiness to the Commander or his/her designated representative as requested.

• Ensure Soldiers with T3, T4, P3 or P4 profiles are case managed in the eCase module.

• Attend weekly Medical Detachment synchronization meeting.

• Participate in weekly Reserve Component Managed Care (RCMC) phone conference.

Medical Administrative Functions - The Contractor shall provide qualified candidates with skills required to fulfill administrative functions. The Admin Assistants must be competent with Microsoft Word and Excel, the internet and able to learn new computer programs.

Administrative functions include but not be limited to the following: Verbal communications with Soldiers and Physician/Dental offices to obtain information as directed by the Case Manager;

obtaining Soldiers signatures on the release of information form; Filing and/or scanning Medical/Dental documents; preparing the weekly Situational Report (SITREP) and DENTAL Treatment Reports; Maintenance of Soldiers Medical and Dental records; Scrubbing MEDPROS data before SRPs to assist for early identification of non- deployable Soldiers;

Automated Voucher System (AVS) Voucher entry; Tracking of Medical and Dental Class 3 Soldiers needing treatment in the AVS system and reporting to the Case Manager to assist in the management of their care. Contractor will be required to be knowledgeable and become proficient in the following ARNG web-based electronic data systems: MND, DENCLASS, HRR, MEDPROS, SPL, and the WTR. The Contractor shall be familiar with the regulations and policies that apply to IMR and deployment.

The Contractor shall assist the Deputy State Surgeon by providing support services to include but not limited to: telephone support, maintaining the weekly Dental Treatment Report (DTR) and the Weekly SITREP. The Contractor shall contact soldiers and maintain Soldiers’ medical and dental records. The Contractor must display exceptional organizational skills, be able to type 40 WPM, and possess PC proficiency, specifically Word and Excel. They must have two or more years of office experience.

The contractor shall perform the following tasks for the ARNG in the execution of Non-clinical Case Management Support:

• Provide medical and dental administrative support and submit actions as required.

• Maintain Soldier medical and dental records IAW AR 40-66.

• Perform data base systems as required to include but not limited to MODS and the medical functions in Mobilization Planner Data Viewer (MPDV).

• Review correspondence for format accuracy and content in accordance with AR 25-50 and

Department of the Army Memo 25-52.

• Prepare and submit Weekly DTR once approved by the DSS.

• Prepare and submit the weekly Situational Report to the Deputy State Surgeon

• Assist in resolving scheduling conflicts for Soldiers needing Medical or Dental care as assigned by the Case Manager.

• Prepare reports and answer ad hoc queries using data from the ARNG Patient Tracking

Report on GKO and SPL modules in MODS.

• Perform administrative support to medical portions of the State SRP Program.

• Perform Automated Voucher System actions in MODS.

2.0 General Requirements

Period of Performance Base Period 1 September 2018 - 31 August 2019 Option Year 1 1 September 2019 - 31 August 2020 Option Year 2 1 September 2020 - 31 August 2021 Option Year 3 1 September 2021 - 31 August 2022 Option Year 4 1 September 2022 - 31 August 2023

2.0.1 Place and Performance of Services: Primary Work location will be 2411 Butler Ave, Lincoln NE 68524. Contractor employees may also be temporarily required to work and/or attend training at various armories and other faculties throughout the State of Nebraska. The Contract employees may be required to travel to execute any missions to support and augment the ARNG consistent with all services described within the Performance Work Statement

(PWS). Remote operations are likely to occur on a quarterly bases with the locations varying by the needs of the NEARNG (but likely to be located at or around Sidney, Kearney, Scottsbluff, and Columbus). Specifically, in the event of mobilization event, the Contractor shall ensure adequate non-clinical case management support is available for travel to locations to best support these activities (i.e. work at armories) as directed by the Contracting Officer. Travel to and from the primary worksite will not be reimbursed.

2.0.2 Gate closures: Unscheduled gate closures by the Security Police may occur at any time causing all personnel entering or exiting a closed installation to experience a delay. This cannot be predicted or prevented. Contractors are not compensated for unexpected closures or delays.

Vehicles operated by contract personnel are subject to search pursuant to applicable regulations. Any moving violation of any applicable motor vehicle regulation may result in the termination of the contractor employee's installation driving privileges.

2.0.3 Base Regulations: The contractor's employees shall become familiar with and obey the regulations on the installation; including fire, traffic, safety and security regulations while on the installation. Contract employees should only enter restricted areas when required to do so and only upon prior approval. All contractor employees shall carry proper identification with them at all times. The contractor shall ensure compliance with all regulations and orders of the installation which may affect performance.

2.0.4 AT Level 1 Awareness Training (AT): This standard language is for contractor employees with an area of performance within an Army controlled installation, facility or area.

All contractor employees, to include subcontractor employees, requiring access Army installations, facilities and controlled access areas shall complete AT Level I awareness training within 30 calendar days after contract start date or effective date of incorporation of this requirement into the contract, whichever is applicable. The contractor shall submit certificates of completion for each affected contractor employee and subcontractor employee, to the COR or to the contracting officer, if a COR is not assigned, within 30 calendar days after completion of training by all employees and subcontractor personnel. AT level I awareness training is available at the following website: http://jko.jten.mil.

2.0.4.a. Access and general protection/security policy and procedures. This standard language is for contractor employees with an area of performance within Army controlled installation, facility, or area. Contractor and all associated sub‐contractors 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, 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.

http://jko.jten.mil/

2.0.4.b. 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.

2.0.4.c. 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. This training shall be completed within 30 calendar days of contract award and within 5 calendar days of new employees commencing performance with the results reported to the COR NLT 30 calendar days after contract award.

2.0.4.d. Army Training Certification Tracking System (ATCTS) registration for 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.

2.0.4.e. For contracts that require OPSEC Training. Per AR 530‐1 Operations Security, the contractor 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.

2.0.4.f. 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 DoD 8570.01, DoD 8570.01‐M and AR 25‐2 within six months of appointment to IA/IT functions.

2.0.4.g. Threat Awareness Reporting Program. For all contractors with security clearances.

Per AR 381‐12 Threat Awareness and Reporting Program (TARP), contractor employees must receive annual TARP training by a CI agent or other trainer as specified in 2‐4b.

2.0.4.1 COMSEC/IT Security: All communications with DoD organizations are subject to communications security (COMSEC) review. All telephone communication networks are continually subject to intercept by unfriendly intelligence organizations. DoD had authorized the military departments to conduct COMSEC monitoring and recording of telephone calls originating from, or terminating at, DoD organizations. Therefore, the contractor is advised any time contractor places or receives a call they are subject to COMSEC procedures. The contractor shall ensure wide and frequent dissemination of the above information to all employees dealing with DoD information. The contractor shall abide by all Government regulations concerning the authorized use of the Government's computer network, including the restriction against using the network to recruit Government personnel or advertise job openings.

2.0.4.2 Government Systems and Networks: Use of Government Information Systems (IS) and access to Government networks is a revocable privilege, not a right. Users are the foundation of the DoD strategy and their actions affect the most vulnerable portion of the AEI.

Contractor employees shall have a favorable background investigation or hold a security clearance and access approvals commensurate with the level of information processed or available on the system. Contractor employees shall: comply with the command's Acceptable Use Policy (AUP) for Government owned IS and sign an AUP prior to or upon account activation. Complete initial and/or annual Information Assurance (IA) training as defined in the IA Best Business Practices (BBP) training (https://informationassurance.us.army.mil). Mark and safeguard files, output products, and storage media per classification level and disseminate them only to individuals authorized to receive them with a valid need to know. Protect IS and IS peripherals located in their respective areas in accordance with physical security and data protection requirements. Practice safe network and Internet operating principles and take no actions threatening the integrity of the system or network.

2.0.4.3 Protection of Personally Identifiable Information (PII): The contractor shall protect all Personally Identifiable Information (PII) encountered in the performance of services in accordance with DFARS 224.103 and DoDD 5400.11, Department of Defense Privacy Program, and DoD 5400.11-R. If a PII breach results from the contractors violation of the aforementioned policies, the contractor shall bear all notification costs, call-center support costs, and credit monitoring service costs for all individuals who’s PII has been compromised.

2.0.4.4 Common Access Card (CAC) Requirements: The CAC is the Department of Defense (DOD) Federal Personal Identity Verification (PIV) credential. In accordance with Directive Type Memorandum (DTM) 08-003, December 1, 2008, incorporating Change 5, October 8, 2013, Initial issuance of a CAC requires at a minimum, the completion of FBI fingerprint check with favorable results reflecting "No Record" and submission of a National Agency Check with Inquiries (NACI) to the Office of Personnel Management (OPM), or a DoD-determined equivalent investigation. The issuance of a CAC will be based on four criteria; (a) eligibility for a CAC; (b) verification of DoD affiliation from an authoritative data source; (c) completion of background vetting requirements according to the Federal Information Processing Standards

Publication 201-1, Personal Identity Verification (PIV) of Federal Employees and Contractors, March 2006, and DOD Regulation 5200.2-R, Department of Defense Personnel Security Program, January 1987, and (d) verification of a claimed identity. CAC eligible personnel must be registered in the Defense Enrollment Eligibility Reporting System (DEERS) through either an authoritative personnel data feed from the appropriate Service or Agency or Trusted Associate Sponsorship System (TASS).

2.0.4.4.i HSPD-12 Background Investigation Requirements: The contractor ensures Common Access Cards (CACs) are obtained by all contract or subcontract personnel assigned to work on the Government site and by personnel requiring access to a DoD network (and other eligible populations as specified in DTM-08-003 Attachment 3, paragraph 3a.). Personnel at a minimum, should receive a favorable FBI fingerprint check and must submit to the Office of Personnel Management (OPM) a National Agency Check with Inquiries (NACI) or equivalent/higher investigation. The contractor shall make all reasonable efforts to ensure contractor employees meet CAC eligibility standards upon assignment to the contract and shall be held responsible for delays, failure to meet performance requirements, or decreases in efficiency in accordance with the applicable inspection clause.

2.0.4.4.ii Trusted Associate Sponsorship System (TASS): The contractor is responsible for processing applications for Common Access Cards (CAC) for every contractor employee who deploys with the military force OR who has need to access any government computer network in accordance with FAR 52.204-9, "Personal Identity Verification of Contractor Personnel." The contractor is responsible for managing requests for new, or the renewal, of CAC cards in sufficient time to ensure all contractor employees have them when needed to perform work under this contract. The norm is at least ten calendar days advance notice to the Trusted Agent (TA), unless there are extenuating circumstances approved by the Contracting Officer's Representative (COR) or Contracting Officer. It is recommended that a "Corporate Facility Security Officer" (FSO) be designated to serve as your firm's single point of contact for Background Investigation (BI), the TASS application process and other CAC and security related matters. If a FSO is not established, each contractor employee requiring a CAC will be required to process their own applications. CAC applications shall be processed through the TASS. The contractor's FSO or contractor employee shall submit requests for a CAC via email to the designated TASS Trusted Agent (TA) before accessing the TASS website. The TASS TA for this requirement will be: The government will establish a TASS application account for each CAC Request and will provide each contractor employee a USER ID and Password, via email, to the FSO. The FSO or contractor employee shall access the TASS account and complete the CAC application (entering/editing contractor information as applicable) https://www.dmdc.osd.mil/tass/. The FSO or contractor employee will submit completed applications in TASS and will follow up to ensure the TA is processing the request. A CAC cannot be issued without evidence the FSO has initiated a National Agency Check with Written Inquires (NACI). Responsibility to complete a NACI will be on the contractor. The government will inform the contractor's applicant, via email, of one of the following: Approved.* Upon approval, the information is transferred to the Defense Enrollment Eligibility Reporting System http://www.dmdc.osd.mil/tass/

(DEERS) database and an email notification is sent to the contractor with instructions on obtaining their CAC. The contractor proceeds to a Real- Time Automated Personnel Identification System (RAPIDS) station (RAPIDS Site Locator: http://www.dmdc.osd.mil/rsl/).

Rejected.* The Government, in separate correspondence, will provide reason(s) for rejection.

Returned. Additional information or correction to the application required by the contractor employee.* the contractor shall maintain records of all approved and rejected applications. At the RAPIDS station, the RAPIDS Verification Officer will verify the contractor by SSN and two forms of identification. Identity source Documents must come from the list of acceptable documents included in Form I-9, OMB No. 115-0136, "Employment Eligibility Verification."

Consistent with applicable law, at least one document from the Form I-9 list shall be a valid (unexpired) State or Federal Government-issued picture identification (ID). The Identity documents will be inspected for authenticity and scanned and stored in the DEERS upon issuance of an ID. The photo ID requirement cannot be waived, consistent with applicable statutory requirements. The Verification Officer will capture primary and alternate fingerprints, picture, and updates to DEERS and will then issue a CAC. Issued CACs shall be for a period of performance not longer than three (3) years or the individual's contract end date (inclusive of any options), whichever is earlier. The contractor shall return issued CAC's to the COR/KO office upon departure or dismissal of each contractor employee. Obtain a receipt for each card.

2.0.4.4.iii Army Knowledge Online email: The contractor shall obtain an Army Knowledge Online (AKO) email address for each applicant, including subcontractors, who may be deployed or require logical access to a government computer network. This can be done by going to:

http://www.us.army.mil and register as an "Army Guest," with the sponsor being the COR or a COR designated individual if the COR is ineligible to Serve as an AKO Sponsor. Note: If an employee of a contractor loses the Privilege to access AKO, they lose the ability to renew their CAC. Therefore it is critical contractor employees maintain their AKO accounts.

2.0.5 Physical Security: The contractor shall safeguard all Government property provided for contractor use. At the close of each work period, Government facilities, equipment and materials shall be secured.

2.0.6 Data Rights: Once a computer has joined the Nebraska Guard Net all information falls under the control of Nebraska Information Assurance Policy and all rights are reserved by the NE National Guard.

2.0.7 Recognized Holidays: The following are recognized US holidays. Military personnel are typically not available during these dates unless mission critical events (i.e. Pre-Deployment Health Assessments) are occurring. The contractor should be able to support any mission critical events and is therefore available 365 calendar days a year and is available to perform services on days:

2.0.7.1 New Year's Day: January 1st

2.0.7.2 Martin Luther King, Jr.'s Birthday

2.0.7.3 President's Day

http://www.dmdc.osd.mil/rsl/) http://www.us.army.mil/

2.0.7.4 Memorial Day

2.0.7.5 Independence Day: July 4th

2.0.7.6 Labor Day

2.0.7.7 Columbus Day

2.0.7.8 Veteran's Day: November 11th

2.0.7.9 Thanksgiving Day

2.0.7.10 Christmas Day

2.1 Non-Personal Services: 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 Procuring Contracting Officer (PCO) immediately.

2.2 Business Relations: The contractor shall successfully integrate and coordinate all activity needed to execute the requirement. 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 subcontractors.

The contractor shall seek to ensure customer satisfaction and professional and ethical behavior of all contractor personnel.

2.3 Contract Administration and Management

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 must maintain continuity between the support operations at NE ARNG Medical Detachment and the contractor's corporate offices.

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 have a single point of contact between the Government and Contractor personnel assigned to support the contract. The contractor shall assign work effort and maintaining proper and accurate time keeping records of personnel assigned to work on the requirement.

2.3.3 Personnel Administration: The contractor shall provide the following management and support as required. The contractor shall provide 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 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 contract tasks. The contractor shall provide administrative support to employees in a timely fashion (time keeping, leave processing, pay, emergency needs).

2.4 Subcontract Management: Organization Conflicts of Interest (OCI): The contractor shall notify the KO immediately whenever it becomes aware such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the KO to avoid or mitigate any such OCI. The contractor's mitigation plan will be determined to be acceptable solely at the discretion of the KO and in the event the KO unilaterally determines any such OCI cannot be satisfactorily avoided or mitigated, the KO may affect other remedies as he or she deems necessary, including prohibiting the contractor from participation in subsequent contracted requirements which may be affected by the OCI.

2.5 Contractor Personnel, Disciplines, and Specialties: 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 with a minimum of under/over employment of resources. The contractor shall ensure the labor categories as defined in the Wage Determination document (see attachment) utilized in the performance of the contract issued 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.

2.6 Location and Hours of Work: Accomplishment of the results contained in this PWS requires work at the NE ARNG Medical Detachment (2411 N Butler Ave, Lincoln NE 68524) and at various Government facilities within the State of Nebraska. Normal workdays are Monday through Friday except US Federal Holidays. Contractors are allowed to work whenever government employees are present. This typically occurs between the hours of 7:30am - 4pm.

Representatives for case management and medical administrative function will be present during core hours of work are from 0900 to 1500 daily. Contractor may be asked to support PHA/SRP events occurring on weekends. Typical work hours for weekend duty is between 7:30am - 4pm. Longer work periods may be required during Remote Operations and to meet other surge requirements.

2.7 Travel / Temporary Duty (TDY): Travel to other government facilities or other contractor facilities may be required and will be specified in the PWS. All travel requirements (including plans, agenda, itinerary, or dates) and shall be pre-approved by the government (subject to local policy procedures). 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 & procedures; may reference FAR). Travel cost should be calculated on 7 nights of travel inside Nebraska throughout the year for two employees covering a total of 1,500 miles.

2.8 Enterprise Contractor Manpower Reporting Application: The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Army National Guard via a secure data collection site. The contractor is required to completely fill in all required data fields using the following web address: http://ecmra.mil/ Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year. Contractors may direct questions to the CMRA help desk at http://www.ecmra.mil/.

2.8.1 Responsibilities of Prime Contractors: Prime Contractors is a user who has been contracted by their department the to perform work at a DoD military installation or other location. The role of a Prime Contractor within ECMRA is to add or edit contract data. A prime contractor can only access contract information for a contract for which they are associated to.

http://ecmra.mil/ http://www.ecmra.mil/

Specifically, the role of the Prime Contractors within ECMRA is the following:

• Add contracts to the DoD ECMRA if the contracts do not already exist in the system.

• Claim contracts for which you are the Prime Contractor if the contract already exists in the system.

• Enter Contract Data, Contact Data, and Location Data for each contract.

• Verify that Subcontractors have entered Location Data (if applicable).

3.0 Performance Requirements

3.1 Work with unit leadership, Medical Readiness NCOs, MED DET Staff, and Soldiers to track the current status of Soldiers Medical/Dental Readiness; reduce the amount of medically non-deployable Soldiers through active Case management to track and assist Soldiers in resolving illnesses/injuries resulting in non-deployable status.

Performance Standards

a) Standard: All assigned cases will be actively followed up on and records updated in the eCase system at least every 30 days.

AQL: No More than one missed instance of case follow-ups per assigned workload per month.

3.2 The Contractor shall request Profile Creation / Extension / Termination requests within 24 hours of critical referrals Case Administration for Profile Creation / Extension / Termination.

Performance Standards

a) Standard: Profile request created in eProfile within 24 hours of all event critical referrals Profile reviewed every 30 days or at the end of injury/illness term and dispositioned properly

AQL: No instance of late creation of event critical referral profile requests resulting in gaps in Soldier continuity of care or medical coverage. No missed instance of profile reviews resulting in gaps in Soldier continuity of care or medical coverage. No instance of incorrect disposition of Soldier Profiles

3.3 The Contractor shall conduct Weekly data quality check of overall medical and dental status of all units in the NEARNG Medical / Dental Status Tracking and Reporting for Reporting the current Medical / Dental Status of Soldiers assigned to the NEARNG.

a) Standard: Provide a weekly report of the currently Medical / Dental status of all units in the NEARNG on Mondays by 1400 hours

AQL: Report received late (after 1400 hours on Monday) no more than once over a three month period

3.4 The Contractor shall, upon request from Medical Readiness Non-Commissioned Officers (MRNCO) and within 2 business days, provide MRNCO/ Unit with applicable resources to address a Soldiers Medical (SM) / Dental condition; provide enough information to rehabilitate and/or prevent future injury with Health Wellness Information for Soldier Health Education.

a) Standard: Upon request from MRNCO and within 2 business days, provide MRNCO/Unit with applicable resources to address a SM condition with enough information to rehabilitate and/or prevent future injuries

AQL: No missed instance of Soldiers being provided resources for future injury prevention

3.5 The Contractor shall be available to support Case Management and Case Administration during PHA events; Provide PHA Support for Contract staff available upon request to support PHA operations.

a) Standard: Provide case management support during weekend PHA operations both at NEARNG MED DET and Remote locations with a 30 day notice of requirements, provide a minimum of two contractors to support Case Management activities during PHA operations.

AQL: No gaps in support during PHA operations.

3.6 Process, scan, and file medical documentation received; Medical Data Entry for Maintain Service Treatment Record (STR) in accordance with law and regulation.

a) Standard: Received Medical documentation scanned into HRR, MWDE, and stamped accordingly. Hardcopy records filed within 3 working days of receipt.

AQL: No more than 2 instances of documentation loaded late per month per assigned caseload. No more than 2 instances of erroneous content uploaded or entered per assigned caseload per month.

4.0 Special Requirements

4.1 Safety

4.1.1 Safety: Contractor Compliance: The contractor and its subcontractors shall comply with Public Law 91-596 (Occupational Safety and Health Act (OSHA)) and the Environmental, Safety, and Occupational Health (ESOH) (DODD 4715.1E). These requirements shall be incorporated into the contractor's safety and health program. The Department of Defense (DoD) participates in the OSHA Voluntary Protection Program (VPP). Contractor personnel performing services on a DoD installation shall participate in the local VPP. Information on the VPP is available at http://www.osha.gov/dcsp/vpp/index.html. Mishap Notification and Investigation: The contractor and its subcontractors (if applicable) shall promptly report pertinent facts regarding mishaps involving Government property damage or injury to Government personnel and to cooperate in any resulting safety investigation. The contractor shall notify (via telephone) the cognizant contracting officer, the contracting officer's representative, and/or other applicable members within four (4) hours of all mishaps or incidents. The Government person notified by the contractor will in-turn notify the Safety office.

Contractor notifications made after duty hours shall be reported to the appropriate installation Command Post. If requested by the cognizant contracting officer, the contracting officer's representative, and/or the cognizant program manager, the contractor shall immediately secure the mishap scene/damaged property and impound pertinent maintenance and training records until released by the investigating safety office. If the Government investigates the mishap, the contractor and the subcontractors shall cooperate fully and assist the Government personnel until the investigation is completed.

4.2 Government Furnished Property: None.

FAR 45.000(b)(5) Government property that is incidental to the place of performance, when the contract requires contractor personnel to be located on a Government site or installation, and when the property used by the contractor within the location remains accountable to the Government. Items considered to be incidental to the place of performance include, for example, office space, desks, chairs, telephones, computers, and fax machines.

Utilities: All utilities associated with normal office environment will be provided including access to internet, electricity, water, and rest rooms.

4.3 Environmental Requirements: The contractor shall comply with all documents listed below as mandatory and referenced under paragraph 3.0, Performance Requirements. Compliance with documents listed as non-mandatory is the contractors' option.

Mandatory compliance (list): n/a Non Mandatory document (list): n/a

4.4 Applicable Directives: The contractor shall comply with all documents listed below as mandatory and referenced under paragraph 3.0, Performance Requirements. Compliance with documents listed as non-mandatory is the contractors' option.

Mandatory compliance (list): n/a Non-Mandatory document (list): n/a

4.5 Quality: This section describes the Quality Control components for this effort. The following sub-sections provide details of various considerations on this effort.

4.5.1 Quality Control: The Contractor shall develop a Quality Control Plan (QCP) and maintain an effective quality control program to ensure services are performed in accordance with the PWS. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor's QCP is the means by which he assures http://www.osha.gov/dcsp/vpp/index.html himself that his work complies with the requirement of the contract. The finalized QCP will be accepted by the Government at the time of the award of the contract. The Contracting Officer may notify the Contractor of required modifications to the plan during the period of performance. The Contractor then shall coordinate suggested modifications and obtain acceptance of the plan by the Contracting Officer. Any modifications to the program during the period of performance shall be provided to the Contracting Officer for review no later than 10 working days prior to effective date of the change. The QCP shall be subject to the Government's review and approval. The Government may find the QCP "unacceptable" whenever the Contractor's procedures do not accomplish quality control objective(s). The Contractor shall revise the QCP within 10 working days from receipt of notice that QCP is found "unacceptable." At a minimum, the QCP needs to address office discipline, a plan to provide deliverables on time, and a mechanism for retraining staff if deficiencies in work are discovered.

4.5.2 Quality Assurance Surveillance Plan (QASP): The Government shall monitor the Contractor's performance in accordance with the Government's QASP.

5.0 Deliverables

Deliverables: All of the below deliverables will be emailed to the COR in Adobe pdf format.

Number Name Frequency

A01 Information Assurance Training Completion

Certificate https://informationassurance.us.army.mil

Annually per Employee

A02 NACI Investigation

Complete NACI investigations on all employees prior to start date

Once per Employee

A03

Trust Associate Sponsorship System Request for Employee Access

Complete TASS process within 10 calendar days before employee starts on contract

Once per Employee

A04 E-Verify Program application list

Complete E-Verify Program NLT 7 business days after contract employee hire

Once per Employee

A05

Final Access Determination list of vetted/approved applicants

Provide final access determination list documentation at least 7 business days prior to employee commencing on installation

Once per Employee

A06

Contract employee government-issued badges or vehicle passes

Return government issued badges/passes within 3 days of employee's departure

As requested

A07 CMRA input completion - provide copy of contract data entry verification report, http://www.ecmra.mil

Annually, NLT 31 October

A08 RN License verification of licensure / training prior to employee start and every 6 months

Every 6 months per

RN

A09 The Contractor will submit Quality Control Plan at time of award and when found "unacceptable".

At award and as requested

A10

The Contractor will provide monthly Medical Non-Deployable (MND) Case Report to the

DSS. The report will include: number of new referrals initiated, active cases, and number of cases closed.

Monthly

A11 Prepare and submit a Weekly Dental

Treatment Report to the DSS Weekly

A12 Prepare and submit a weekly Situational

Report to the Deputy State Surgeon Weekly

6.0 Related Documents

6.1 Approximate Medical / Dental Numbers: The below are approximate numbers based on 2017 and 2018 figures and estimates. The numbers are estimated and not exact. They are not predictions of future workloads. Future work can decrease or increase based on medical issues and missions.

Type Numbers Frequency eCase Management 400-500 Monthly Temp. Profile Requests 700-1000 Annually Dental/Hearing Cases 10-15 Monthly

AVS Vouchers 40-50 Monthly Input 2813's 800 Annually

Assist/follow-up with Soldiers 12,300 Annually Scan/file medical records 150,000 Annually

6.2 Approximate Travel Numbers: The below are approximate annual numbers based on 2017 and 2018 actual travel figures. The numbers are estimated and could change based on mission.

6.3 Acronyms

• AKO – Army Knowledge Online

• AR – Army Regulation

• ARNG – Army National Guard

• AT – Awareness Training

• ATCTS – Army Training Certification Tracking System (ATCTS)

• AUP – Acceptable Use Policy

• AVS – Automated Voucher System

• BLS – Basic Life Support

• CAC – Common Access Card

• CM – Case Management

• COMSEC – Communications Security

• COR – Contractor Officer Representative

• DEERS – Defense Enrollment Eligibility Reporting System

• DENCLASS – Dental Classification System

• DFARS – Defense Federal Acquisition Regulation Supplement

• DSS – Deputy State Surgeon

• DOD – Department of Defense

• DoDD – Department of Defense Directive

• DTM – Directive Type Memorandum

Number of Employees Nights Miles 2 7 1,500

• DTR – Dental Treatment Report

• ESOH – Environmental Safety, and Occupational Health

• FMR – Fully Medically Ready

• FPCOM – Force Protection Condition

• FSO – Corporate Facility Security Officer

• HIPAA – Health Insurance Portability and Accountability Act of 1996

• HRR – Health Readiness Record

• HS – Home Station

• HSS – Health System Specialist

• HQDA – Headquarters, Department of the Army

• IA – Information Assurance

• IMR – Individual Medical Readiness

• IS – Information System

• IT – Information Technology

• KO – Contracting Officer

• MND – Medically Non-Deployable

• MEB – Medical Evaluation Board

• MED DET – Medical Detachment

• MEDPROS – Medical Data Protection System

• MMPS – Medical Management Process System

• MOBSTA – Mobilization Stations

• MODS – Medical Operations Data System

• MPDV – Mobilization Planner Data Viewer

• MTF – Medical Treatment Facility

• NACI – National Agency Check with Inquiries

• NE ARNG – Nebraska Army National Guard

• NLT – No later than

• OCI – Organization Conflicts of Interest

• OPM – Office of Personnel Management

• OPSEC – Operations Security

• OSHA – Occupational Safety and Health Act

• PAD – Patient Administration

• PCO – Procuring Contacting Officer

• PEB – Personnel Board

• PHA – Periodic Health Assessment

• PII – Personally Identifiable Information

• PIV – Federal Personal Identity Verification

• PWS – Performance Work Statement

• RAPIDS – Real-Time Automated Personnel Identification System

• RCMC – Reserve Component Managed Care

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