EFax_PWS_DRAFT.docx

DRAFT

Performance Work Statement Army Medical Department (AMEDD) HIPAA-Compliant Electronic Communication Exchange Capability (E-CEC)

25 Nov 2015

1. General. The AMEDD requires global desktop computer electronic communication capabilities that are Health Insurance Portability Accountability Act (HIPAA) compliant as required by public law and National Institute of Standards and Technology (NIST) certified. This requirement is in support of our referral management needs to communicate and provide data/clinical information between our military treatment facilities (MTFs) and the Military Health Systems’ (MHS) global TRICARE regional contractors and their network civilian providers. The system shall be secure, i.e. able to function across the internet, military network, and the MHS’ four TRICARE regional contractors systems, with a level of security encryption that meets the requirements in section 3, Technical Requirements. The system must be simple to use, requiring no Government or TRICARE regional contractor maintenance or support staff. Communications currently include facsimiles and emails with and without attachments. Technological advances over the life of the contract may result in additional communication venues. The life of the contract will be a base year with an additional four option years. The Government may add additional venues to the support requirement. The communication documents are to be handled at all levels as originals or digital image representations of the original paper or computer generated documents or pages, thus eliminating the need to create, process, transmit, and store paper documents. This contractual arrangement forms a "business associate agreement" between the Government and the electronic communication service contractor (business associate) as it pertains to the handling of protected health information (PHI) governed by the HIPAA. This relationship is further defined at http://www.tricare.mil/tmaprivacy/contract.cfm

1.1. Scope of Work. The principle objective of the E-CEC performance work statement (PWS) is to provide the AMEDD with secure, HIPAA-compliant electronic communication capability to send and receive referral management related communication data and documents. Required quantities of sites using the E-CEC and in-bound and out-bound activity are estimated, and subject to adjustment.

1.2. The Government requires that the current electronic communication operating system and “facsimile“ numbers (numeric combination used to submit and receive documents) be retained. The Government email addresses, facsimile numbers, and underlying electronic infrastructure will be utilized without revision in the performance of this service. The current system in use is a secure communication/e-mail system built on a Solaris Enterprise Service Bus with a web-based AJAX-enabled user interface.

1.2.1. This electronic communication capability shall ensure that Government MTFs can electronically send and receive correspondence, data and documents without the use of stand alone, standard manual communication hardware. Generally, the majority of electronic communications will occur between the Government MTFs and TRICARE regional contractors (3 for the 50 United States and 1 for outside the 50 United States) and its territories, including their associated network health care providers' offices. This does not, however, limit the requirement to provide electronic communication services between the MTF and other locations. The requirement includes the ability to communicate with any party reachable via facsimile or email transmission. Email transmissions may or may not include attachments.

1.2.2. The Government requires flexibility in the quantity, establishment, termination and relocation or reassignment of electronic communication accounts. The number of communication accounts at each participating MTF is contingent upon the number of expected out-bound referrals and in-bound authorizations and medical reports, and adjusted by actual subsequent communication volume. The current request is an estimate for both scope and capacity for each period of performance. The government anticipates the number of users and or the number of faxes could increase or decrease based on future Army realignment. Defined scope is an estimate only subject to potential modification or realignment between each period of performance.

1.2.3. The government requires responsiveness to requests for additional accounts, changes to accounts, and termination of accounts within one business day. Accounts shall be assigned to the MTF or other designated AMEDD organization, and then to the individual employee. The Contracting Officer’s Representative (COR) will initiate or approve all requests.

1.3. Place of Performance. Government facilities will not be provided.

1.4. Period of Performance: The period of performance shall be for one (1) Base Year of 12 months and four (4) 12 month option years. The Period of Performance reads as follows:

Base Year Option Year I Option Year II Option Year III Option Year Iv

1.5. Hours of Operation and Technical Support. Electronic communication capability and associated off-site equipment must be functional a minimum of 12 hours per day, 365 days per year between 6:30 AM and 6:30 PM in each local time-zone except for scheduled down times for system maintenance, upgrade or repair. Any scheduled down time for system maintenance, upgrade, or repair must be performed on weekends and take into account the global nature of the contracted services. Friday evenings, after 2000 hours, in any United States time zone through Monday morning, 0600 hours, composes a weekend for all global regions where the AMEDD has MTFs. All scheduled down time must be pre-communicated to the Government at least 48 hours in advance, and the Government must be provided notification of unscheduled down time during non-weekend hours (as defined herein) immediately, but no later than 60 minutes after the incident or initial non-availability. The contractor shall notify the COR and designated Points of Contact (POCs) as identified by the Government. Contractor technical support staff must be available to answer questions, provide help desk support, and trouble-shoot system problems Monday-Friday during the period 7:30 am to 4:30 pm in each of the following local time-zones (at a minimum); Eastern, Central, Mountain, Pacific, Alaska, Hawaii, Puerto Rico, Belgium, Germany, Italy, Japan, and South Korea.

1.6. Performance Quality. The contractor shall establish and maintain a Quality Control system that shall ensure the requirements of the contract are provided as specified in section 3 of the statement of work.

1.7. Phase In / Phase Out. To minimize any decrease in services and to prevent possible negative impacts on additional services, the Contractor shall work with any predecessor or subsequent awardee (contractor) to ensure a seamless transition between contractors for up to 90 days. During the phase in period, the Contractor shall become familiar with contract requirements in order to commence full performance of services on the contract start date. The “facsimile” numbers will be retained for use by the Government, and will be transferred between incumbent and successor contractors as required.

2. Contractor - Furnished Equipment, Materials and Services. The contractor shall provide all the necessary equipment to provide HIPAA-compliant electronic communication functions. The contractor is not responsible to provide Government or non-Government user equipment (desk top computers, facsimile machines, etc.)

3. Technical Requirements. The electronic communication solution shall:

3.1. Be web-enabled and meet Department of Defense (DoD), Military Health System (MHS), Army, Navy, Air Force, and AMEDD HIPAA and security requirements;

3.1.2. Be validated under the National Institute of Standards and Technology (NIST) Cryptographic Module Validation Program (CMVP) that, at a minimum, meets level 2 security requirements of the Federal Information Processing Standard 140–2 (FIPS 140–2) for a Secure Sockets Layer (SSL) architecture;

3.1.3. Provide a secure, encrypted end-to-end connection supported by authentication and server SSL certification;

3.1.4. Support https and http, and Virtual Private Network (VPN) configurations;

3.1.5. Support Lightweight Directory Access Protocol (LDAP) in accordance with (IAW) AMEDD / MHS requirements;

3.1.6. Be compliant with section 508 of the Rehabilitation Act of 1973, as amended (29 U.S.C. 794d);

3.1.7. Ensure data encryption during data transmission and storage of PHI data outside of source system IAW MHS PHI data management and HIPAA requirements;

3.1.8. Have the ability to audit capability IAW Evaluation Assurance Level - 3 (EAL3);

3.1.9. Support interactive, batch and scheduled communication;

3.1.10. Be XP/VISTA/Windows 7/CREDANT compatible and operate with the following web browsers: Internet Explorer 7 and higher, Mozilla Firefox and Netscape;

3.1.11. Have and utilize communication number portability capability;

3.1.12. Measure the time required to transmit communication messages by minutes and seconds; and

3.1.13. Support and provide 10GB of storage capability for each account / mailbox.

3.2. Super User Account. A super user account will be provided to HQ MEDCOM. Additional Super User accounts will be available upon request by the COR. Super Users shall have the ability/capability to manage and audit accounts, and reset passwords for surrogate and satellite accounts. Satellite accounts are accounts utilized by Community-Based Primary Care Clinics and other potential AMEDD facilities located near, and associated with, an MTF. Super Users will have the capability to oversee multiple users account access.

4. Functional Requirements. The electronic fax solution shall meet the following functional requirements.

4.1. Users shall be capable of sending and retrieving electronic communications from their Internet connected computer workstation.

4.1.2. The electronic communication solution shall seamlessly send and receive a variety of electronic or digital file types to include the following: doc, docx, .txt, xis, pdf, tif, and jpg including scanned documents. The solution must support the inclusion of multiple types of electronic or digital documents (files) as attachments for any single commumication submitted via either, facsimile or email.

4.1.3. The solution shall provide the capability of converting any in-coming file to a Portable Document Format (pdf) document, and of storing the resultant pdf document.

4.1.4. Digital images or attached email files stored on the Contractor’s internet accessible program or system shall be protected from unauthorized use or viewing in compliance with HIPAA.

4.1.5. Digital images or attached email files stored on the Contractor’s internet accessible program or system shall be completely eradicated when sent or received from non-workstation accounts and or internet servers used to transmit the send and or receive. Complete eradication means that the images cannot be restored from the Contractor’s program or system.

4.1.5. Each communication action shall be documented in compliance with HIPAA. The log shall provide identification of the individual account from which the communication was sent, identification of the individual account to which the communication was sent, the time sent and received, the size of the document, and the number of pages. The contractor shall provide a periodic consolidation of communication action documentation to the COR upon request.

4.1.6. A work order system to receive, track and resolve access, availability, and performance problems or issues will be utilized and available for review by the COR and Government assigned POCs (estimated at 5 additional POCs).

5. Privacy of Protected Health Information. In accordance with DoD 6025.18-R “Department of Defense Health Information Privacy Regulation,” April 2, 2014, The Contractor meets the definition of Business Associate, and DHA meets the definition of a covered entity under the HIPAA Rules and the DoD HIPAA Issuances. Therefore, a Business Associate Agreement (BAA) between the Contractor and DHA is required to comply with the HIPAA Rules and the DoD HIPAA Issuances. This paragraph serves as the required BAA. As a Business Associate, the Contractor shall comply with the HIPAA Rules and the DoD HIPAA Issuances applicable to a business associate performing under this Contract.

5.1. The Contractor shall not use or further disclose PHI other than as permitted or required by the Contract or as Required by Law.

5.1.2. The Contractor shall use appropriate safeguards, and comply with the HIPAA Security Rule with respect to electronic PHI, to prevent use or disclosure of PHI other than as provided for by the Contract.

5.1.3. The Contractor shall report to DHA any breach of which it becomes aware, and shall proceed with breach response steps as required within this Clause. With respect to electronic PHI, the Contractor shall also respond to any security incident of which it becomes aware in accordance with any Information Assurance provisions of this Contract. If at any point the Contractor becomes aware that a security incident involves a breach, the contractor shall immediately initiate breach response as required by section 5.9.

5.1.4. In accordance with 45 CFR 164.502(e)(1)(ii)) and 164.308(b)(2), respectively, as applicable, the Contractor shall ensure that any subcontractors that create, receive, maintain, or transmit PHI on behalf of the Contractor agree to the same restrictions, conditions, and requirements that apply to the Contractor with respect to such PHI.

5.1.5. With respect to individual rights of access to PHI, the Contractor shall make available PHI in a designated record set to the individual or the individual’s designee as necessary to satisfy DHA’s obligations under the DoD HIPAA Issuances and the corresponding 45 CFR 164.524. If the Contractor intends to deny the individual’s request, the Contractor shall forward it (within seven working days of receipt) to the CO. The CO shall make a determination within 20 calendar days (50 calendar days for justified delays) of the request. The CO shall notify the individual, with a copy to the Contractor, of any approved or denied access determinations and the reason for any denial. The individual may appeal the denial determination to the DHA Privacy Office.

5.1.6. The Contractor shall make any amendment(s) to PHI in a designated record set as directed or agreed to by DHA, or take other measures as necessary to satisfy DHA’s obligations under the DoD HIPAA Issuances and the corresponding 45 CFR 164.526.

5.1.7. The Contractor shall maintain and make available to the Government the information required to provide an accounting of disclosures to the MHS or to the individual as necessary to satisfy DHA’s obligations under the DoD HIPAA Issuances and the corresponding 45 CFR 164.528.

5.1.8. To the extent the Contractor is to carry out one or more of DHA’s obligation(s) under the HIPAA Rules, the Contractor shall comply with the requirements of the HIPAA Rules.

5.1.9. The Contractor shall make its internal practices, books, and records available to the HHS Secretary for purposes of determining compliance with the HIPAA Rules.

5.2. Definitions. Catch-All Definition: The following terms used shall have the same meaning as those terms have in the DoD HIPAA Issuances: Data Aggregation, Designated Record Set, Disclosure, Health Care Operations, Individual, Minimum Necessary, Notice of Privacy Practices (NoPP), Protected Health Information (PHI), Required By Law, Secretary, Security Incident, Subcontractor, Unsecured Protected Health Information (Unsecured PHI), and Use.

5.3. General Use and Disclosure Provisions

The Contractor may only use or disclose PHI as necessary to perform the services set forth in this Contract or as required by law. The Business Associate is not permitted to de-identify PHI under DoD HIPAA Issuances or the corresponding 45 CFR 164.514(a)-(c), nor is it permitted to use or disclose de-identified PHI, except as provided by the Contract or directed by DHA. The Contractor agrees to use, disclose and request PHI only in accordance with the HIPAA Privacy Rule “minimum necessary” standard and corresponding DHA policies and procedures as stated in the DoD HIPAA Issuances. The Contractor shall not use or disclose PHI in a manner that would violate the DoD HIPAA Issuances or HIPAA Privacy Rules if done by the covered entity, except uses and disclosures for the Contractor’s own management and administration and legal responsibilities or for data aggregation services as written.

5.4. Specific Use and Disclosure Provisions

5.4.1. Except as otherwise limited in this Section, the Contractor may use PHI for the proper management and administration of the Contractor or to carry out the legal responsibilities of the Contractor. The foregoing authority to use PHI does not apply to disclosure of PHI, which is covered in the next paragraph.

5.4.2. Except as otherwise limited in this agreement, the Contractor may disclose PHI for the proper management and administration of the Contractor or to carry out the legal responsibilities of the Contractor, provided that disclosures are required by law, or the Contractor obtains reasonable assurances from the person to whom the PHI is disclosed that it will remain confidential and used or further disclosed only as required by law or for the purposes for which it was disclosed to the person, and the person notifies the Contractor of any instances of which it is aware in which the confidentiality of the information has been breached.

5.4.3. Except as otherwise limited in this Section, the Contractor may use PHI to provide Data Aggregation services relating to DHA’s health care operations.

5.5. Contractor Compliance with DHA Notices and Restrictions

5.5.1. DHA will provide the Contractor with the notice of privacy practices that DHA produces in accordance with the DoD HIPAA Issuances and the corresponding 45 CFR 164.520.

5.5.2. Upon notification by DHA of any changes in, or revocation of, permission by an individual to use or disclose his or her PHI, the Contractor shall comply to the extent that such changes may affect the Contractor’s use or disclosure of PHI.

5.5.3. Upon notification by DHA, the Contractor shall comply with any restriction on the use or disclosure of PHI that the Government has agreed to or is required to abide by under the DoD HIPAA Issuances or the corresponding 45 CFR 164.522, to the extent that such restriction may affect Contractor’s use or disclosure of PHI.

5.6. Permissible Requests by DHA

The Government will not request the Contractor to use or disclose PHI in any manner that would not be permissible under the HIPAA Rules or any applicable Government regulations (including without limitation, DoD HIPAA Issuances) if done by the Government, except for providing Data Aggregation services to the Government and for management and administrative activities of the Contractor as otherwise permitted by this Contract.

5.7. Effect of Termination.

5.7.1. If this Contract has provisions for transfer of records and PII/PHI to a successor contractor, or if DHA gives directions for such transfer, the Contractor shall handle such records and information in accordance with such Contract provisions or DHA direction.

5.7.2. The Contractor shall retain no copies of the PHI.

5.8. Miscellaneous

5.8.1. Survival. The obligations of the Contractor under the “Effect of Termination” provision of this Clause shall survive the termination of this Contract.

5.8.2. Interpretation. Any ambiguity in this Contract shall be interpreted in a manner to permit compliance with the HIPAA Rules and the DoD HIPAA Issuances.

5.9. Breach Response

In the event of a breach of PII/PHI by the Contractor, the Contractor shall follow the breach response requirements set forth in this paragraph, which are designed to satisfy both the Privacy Act and HIPAA as applicable. If a breach involves only PII, then the Contractor shall comply with DoD Privacy Act Issuance breach response requirements only; if a breach involves PHI (a subset of PII), then the Contractor shall comply with both Privacy Act and HIPAA breach response requirements. A breach involving PHI may or may not constitute an HHS Breach. If a breach is not an HHS Breach, then the Contractor has no HIPAA breach response obligations. In such cases, the Contractor must still comply with breach response requirements under the DoD Privacy Act Issuances.

5.9.1. If the DHA Privacy Office determines that a breach is an HHS Breach, then the Contractor shall comply with both the HIPAA Breach Rule and DoD Privacy Act Issuances, as directed by the Privacy Office, regardless of whether the breach occurs at DHA or at one of the Service components. If the Privacy Office determines that the breach does not constitute an HHS Breach, then the Contractor shall comply with DoD Privacy Act Issuances, as directed by the Privacy Office. [If the Government party to this Contract is one of the Services or a Service component, then the applicable Service-Level Privacy Office oversees Privacy Act compliance (the only DHA Privacy Office role is to track the Service-level breach response efforts). Additional Service-specific provisions may be appropriate here.]

5.9.2. The following provisions of this paragraph set forth the Contractor’s Privacy Act and HIPAA breach response requirements for DHA breaches, including but not limited to HHS breaches. For other breaches not involving the DHA Privacy Office (i.e., Privacy Act-only breaches occurring at a Service-level component), the Contractor shall follow the directions of the Service-Level Privacy Office.

5.9.3. The Contractor shall comply with all breach response requirements set forth in this paragraph. In general, for breach response, the Contractor shall report the breach to the government, assess the breach incident, notify affected individuals, and take mitigation actions as applicable. Because DoD defines “breach” to include possible (suspected) as well as actual (confirmed) breaches, the Contractor shall implement these breach response requirements immediately upon the Contractor’s discovery of a possible breach.

5.10. Reporting Provisions

The Contractor shall report the breach within one hour of discovery to the US Computer Emergency Readiness Team (US CERT), and, within 24 hours of discovery, to the DHA Privacy Office, and the other parties set forth below. The Contractor is deemed to have discovered a breach as of the time a breach (suspected or confirmed) is known, or by exercising reasonable diligence would have been known, to any person (other than the person committing it) who is an employee, officer or other agent of the Contractor.

5.10.1. The Contractor shall submit the US-CERT report using the online form at https://forms.us-cert.gov/report/. Before submission to US-CERT, the Contractor shall save a copy of the on-line report. After submission, the Contractor shall record the US-CERT Reporting Number. Although only limited information about the breach may be available as of the one hour deadline for submission, the Contractor shall submit the US-CERT report by the deadline. The Contractor shall e-mail updated information as it is obtained, following the instructions at http://www.us-cert.gov/pgp/email.html. The Contractor shall provide a copy of the initial or updated US-CERT report to the DHA Privacy Office and the applicable Service-Level Privacy Office, if requested by either. Contractor questions about US-CERT reporting shall be directed to the DHA Privacy Office, not the US-CERT office.

5.10.2. The Contractor report to DHA due within 24 hours shall be submitted by completing the New Breach Reporting Form DD 2959 at the Breach Response page on the DHA Privacy Office web site and emailing that form to the DHA Privacy Office, the DHA CO and COR, and the DHA Program Office (or Service-Level Privacy Office) applicable to the Contractor. For the applicable Program Office, the Contractor shall e-mail the notice to its usual Point of Contact (POC) unless the POC specifies another addressee for breach reporting. Encryption is not required, because Breach Report Forms should not contain PII/PHI. The email address for notices to the DHA Privacy Office is provided at the Privacy Office website breach response page. If electronic mail is not available, telephone notification is also acceptable, but all notifications and reports delivered telephonically must be confirmed by email as soon as technically feasible.

5.10.2.1. If multiple beneficiaries are affected by a single event or related set of events, then a single reportable breach may be deemed to have occurred, depending on the circumstances. The Contractor shall inform the DHA Privacy Office as soon as possible if it believes that “single event” breach response is appropriate; the DHA Privacy Office will determine how the Contractor shall proceed and, if appropriate, consolidate separately reported breaches for purposes of Contractor report updates, beneficiary notification, and mitigation. The corresponding CDRL, entitled “Breach Report,” provides further guidance on completing and updating the Breach Report Form.

5.10.2.2. When a Breach Report Form initially submitted is incomplete or incorrect due to unavailable information, or when significant developments require an update, the Contractor shall submit a revised form or forms, stating the updated status and previous report date(s) and showing any revisions or additions in red text. Examples of updated information the Contractor shall report include, but are not limited to: confirmation on the exact data elements compromised, the root cause of the incident, and any mitigation actions to include, sanctions, training, incident containment, follow-up, etc. The Contractor shall submit these report updates promptly after the new information becomes available. Prompt reporting of updates is required to allow the DHA Privacy Office to make timely final determinations on any subsequent notifications or reports. The Contractor shall provide updates to the same parties as required for the initial Breach Report Form. The Contractor is responsible for reporting all information needed by the DHA Privacy Office to make timely and accurate determinations on reports to HHS as required by the HHS Breach Rule and reports to the Defense Privacy and Civil Liberties Office as required by DoD Privacy Act Issuances.

5.10.2.3. In the event the Contractor is uncertain on how to apply the above requirements, the Contractor shall consult with the CO, who will consult with the Privacy Office as appropriate when determinations on applying the above requirements are needed.

5.11. Individual Notification Provisions

If the Privacy Office determines that individual notification is required, the Contractor shall provide written notification to individuals affected by the breach as soon as possible, but no later than 10 working days after the breach is discovered and the identities of the individuals are ascertained. The 10 day period begins when the Contractor is able to determine the identities (including addresses) of the individuals whose records were impacted.

5.12. The Contractor’s proposed notification to be issued to the affected individuals shall be submitted to the parties to which reports are submitted under paragraph 9.1 for their review, and for approval by the DHA Privacy Office. Upon request, the Contractor shall provide the DHA Privacy Office with the final text of the notification letter sent to the affected individuals. If different groups of affected individuals receive different notification letters, then the Contractor shall provide the text of the letter for each group. (PII shall not be included with the text of the letter(s) provided.) Copies of further correspondence with affected individuals need not be provided unless requested by the Privacy Office. The Contractor’s notification to the individuals, at a minimum, shall include the following:

5.12.1. The individual(s) must be advised of what specific data was involved. It is insufficient to simply state that PII has been lost. Where names, Social Security Numbers (SSNs) or truncated SSNs, and Dates of Birth (DOBs) are involved, it is critical to advise the individual that these data elements potentially have been breached.

5.12.2. The individual(s) must be informed of the facts and circumstances surrounding the breach. The description should be sufficiently detailed so that the individual clearly understands how the breach occurred.

5.12.3. The individual(s) must be informed of what protective actions the Contractor is taking or the individual can take to mitigate against potential future harm. The notice must refer the individual to the current Federal Trade Commission (FTC) web site pages on identity theft and the FTC’s Identity Theft Hotline, toll-free: 1-877-ID-THEFT (438-4338); TTY: 1-866-653-4261.

5.12.4. The individual(s) must also be informed of any mitigation support services (e.g., one year of free credit monitoring, identification of fraud expense coverage for affected individuals, provision of credit freezes, etc.) that the Contractor may offer affected individuals, the process to follow to obtain those services and the period of time the services will be made available, and contact information (including a phone number, either direct or toll-free, e-mail address and postal address) for obtaining more information.

5.12.5. Contractors shall ensure any envelope containing written notifications to affected individuals are clearly labeled to alert the recipient to the importance of its contents, e.g., “Data Breach Information Enclosed,” and that the envelope is marked with the identity of the Contractor and/or subcontractor organization that suffered the breach. The letter must also include contact information for a designated POC to include, phone number, email address, and postal address.

5.13. If the Contractor determines that it cannot readily identify, or will be unable to reach, some affected individuals within the 10 day period after discovering the breach, the Contractor shall so indicate in the initial or updated Breach Report Form. Within the 10 day period, the Contractor shall provide the approved notification to those individuals who can be reached. Other individuals must be notified within 10 days after their identities and addresses are ascertained. The Contractor shall consult with the DHA Privacy Office, which will determine the media notice most likely to reach the population not otherwise identified or reached. The Contractor shall issue a generalized media notice(s) to that population in accordance with Privacy Office approval.

5.14. The Contractor shall, at no cost to the government, bear any costs associated with a breach of PII/PHI that the Contractor has caused or is otherwise responsible for addressing.

5.14.1. Breaches are not to be confused with security incidents (often referred to as cyber security incidents when electronic information is involved), which may or may not involve a breach of PII/PHI. In the event of a security incident not involving a PII/PHI breach, the Contractor shall follow applicable DoD Information Assurance requirements under its contract. If at any point the Contractor finds that a cyber-security incident involves a PII/PHI breach (suspected or confirmed), the Contractor shall immediately initiate the breach response procedures set forth below. The Contractor shall also continue to follow any required cyber security incident response procedures to the extent needed to address security issues, as determined by DoD/DHA.

6. Invoicing / Billing.

6.1. The contractor shall identify the contract number, task order number, quantity, unit price, and period of performance on each invoice.

6.2. The contractor shall invoice by CLIN.

6.2.1. Each CLIN will be defined by requiring organization. (MEDCOM, JTFCAPMED, CCU).

6.3. The contractor shall provide the electronic capability for viewing, downloading, and printing of invoice detail including an itemization of services by location and individual account.

6.3.1. Location identification will include the four digit Defense Medical Identification System (DMIS) Code with the facility name.

6.4. The contractor shall submit payment request using the Wide Area Work Flow (WAWF). Questions concerning monthly payments should be directed to the Defense Finance and Accounting Services (DFAS) - Rome, ATTN: ROVP, 325 Brooks Road, Rome, NY 13441-4527 at 1-800-553-0527 or faxed to 1-877-575-3332 (ATTN: Vendor Pay – Rome). Rome is providing help support to DFAS Indianapolis for this purpose.

6.5. The contractor shall provide email notification to the Contracting Officer’s Representative (COR) when an invoice is submitted.

6.6. Payment Status Information. To obtain information about payments due or late payments, go to http://www.dfas.mil/, click on Vendor Pay Inquiry System, then Query by Contract Number. Type the purchase/delivery order number (provided on the SF1449 in Block 2) without dashes and hit enter. This site will provide invoice information, receiving report information, payment date, date paid, etc. When there is no information concerning the invoice or receiving report, this indicates that the invoice/receiving report has not been received and the documents need to be sent prior to payment. In this case, for receiving reports, contact the Point of Contact located directly above this paragraph. If there is no visible information about the invoice submitted resend the invoice to the DFAS office located in Block 18a of the purchase/delivery order.

6.7. Government personnel. Procedures must be followed in order for DFAS to accept the receiving report are outlined below. Failure to follow these procedures will result in DFAS rejection of the acceptance document and possible interest charges paid by your organization.

6.8.1. Receiving reports. The Requiring Activity's Authorized Representative shall, within five calendar days after receipt of supplies and services, follow the instructions below regarding a SF Form 1449 ensuring that all signatures are legible and include the date, office symbol, and telephone number.

6.8.2. Forward-completed SF Form 1449 to the appropriate DFAS contract administration office and retain a copy for your records.

6.8.3. Delivery of the item(s) identified shall be made by the date specified in the Schedule to the address shown in Block 15.

6.8.4. In Block 32a (check-mark in received/accepted blocks); Block 32b (printed name, telephone number, title, and signature) of official authorized to accept supplies/services; Block 32c, (date supplies/services accepted); Block 33 (check-mark for either partial or final); Block 42a (printed name of receiver); and Block 42c (date supplies or services received).

7. Deliverables.

7.1. Accounting for Contract Services. The Office of the Assistant Secretary of the Army (Manpower & Reserve Affairs) operates and maintains a secure Army data collection site where the contractor will report ALL contractor manpower (including subcontractor manpower) required for performance of this contract. The contractor is required to completely fill in all the information in the format using the following web address https://cmra.army.mil/. The required information includes:

7.1.2. Contracting Office, Contracting Officer, Contracting Officer’s Technical Representative;

7.1.3. Contract number, including task and delivery order number;

7.1.4. Beginning and ending dates covered by reporting period;

7.1.5. Contractor name, address, phone number, e-mail address, identity of contractor employee entering data;

7.1.6. Estimated direct labor hours (including sub-contractor);

7.1.7. Estimated direct labor dollars paid this reporting period (including sub-contractor);

7.1.8. Total payments (including sub-contractor);

7.1.9. Predominant Federal Service Code (FSC) reflecting services provided by contractor (and separate predominant FSC for each sub-contractor if different);

7.1.10. Organizational title associated with the Unit Identification Code (UIC) for the Army Requiring Activity (the Army Requiring Activity is responsible for providing the contractor with its UIC for the purposes of reporting this information);

7.1.11. Locations where contractor and sub-contractors perform the work (specified by zip code in the United States and nearest City, Country, when in an overseas location, using standardized nomenclature provided on website);

7.1.12. Presence of deployment or contingency contract language, and,

7.1.13. Number of contractor and sub-contractor employees deployed in theater this reporting period (by country).

7.1.14. As part of its submission, the contractor will also provide the estimated total cost (if any) incurred to comply with this reporting requirement.

7.2. Reporting period will be the period of performance not to exceed 12 months ending September 30 of each government fiscal year and must be reported by 31 October of each calendar year. The contractor shall notify the Contracting Officer’s Representative (COR) by the 5th working day of November whether or not they have completed this report. If the COR is unavailable, the contractor will notify the Contracting Officer.

8. Applicable Publications and Documents

45 CFR Parts 160 and 164 (Standards for Privacy of Individually Identifiable Health Information) Clinger-Cohen Act of 1996 (PL 104-106) Health Information Portability and Accountability Act (PL 104-199) IRS Code of 1986 Social Security Act Medicare/Medicaid Joint Technical Architecture Compliant Defense Information Infrastructure Common Operating Environment (DIICOE) DODD 6025.18-R (DoD Health Information Privacy Regulation) DODD 8000.1, Management of DOD Information Resources and Information Technology.

DODD 5000.2, Operation of the Defense Acquisition System.

DODD 8190.3 Smart Card Technology Army Regulation 25-1, Army Information Management.

Army Regulation 25-2, Information Assurance Army Regulation 70-1, Army Acquisition Policy