MEDPROS_PWS_-_2_Sep_15.pdf

Performance Work Statement

MEDPROS Data Entry/Administrative Support Worker

2 September 2015

1. ORGANIZATION

Vision: to be “Relevant, reliable, ready and accessible.”

Mission:

Federal: “Maintain properly trained and equipped units available for prompt mobilization for war, national emergency or as otherwise needed.”

State: “To provide trained and disciplined forces for domestic emergencies or as otherwise required by state law.”

2. BACKGROUND

The Medical Protection System (hereafter, MEDPROS) offers commanders a real time, worldwide operational system to manage the medical readiness and deploy ability of their units. MEDPROS also provides commanders and functional staffs with comprehensive self-continued reports to assess the medical readiness of a unit or an individual soldier.

The Global War on Terrorism (GWOT) has significantly increased the operations and deployments within the Virgin Islands Army National Guard (VIARNG) and has placed additional strain and requirements on our Soldiers and their families. Increased deployments and missions locally and around the globe have required Soldiers to be deployed more frequently, for longer periods in high physical and mental stress operations. Additional resources and programs are required to increase VIARNG medical readiness.

VIARNG leadership requires support to identify and quantify the magnitude and status of medical readiness across all VIARNG units in the Virgin Islands.

VIARNG leadership is working to improve medical readiness to support the Army National Guard’s concept for transforming the Army National Guard (ARNG) from a “Cold War” strategic reserve to a full spectrum component of the operational force. The VIARNG intends to use organic assets and contract support to identify, quantify, track and resolve medical readiness issues within the command. VIARNG leadership has an initial goal to bring all units across the State to a 90% deployable strength status six months prior to mobilization.

3. SCOPE

The government will furnish all material, equipment and supplies, to include office supplies, required to perform the function of MEDPROS data entry/administrative support worker. The successful contractors’ technical proposal will be incorporated into this Statement of Work.

4. Description of Services: Contract employees, at minimum, will perform the following tasks.

MEDPROS Data Entry Duties

At a minimum, contract workers will:

a. Extract required data elements from soldier personnel and medical files and input that information into the Medical Readiness Protection System (MEDPROS) or into the Remotes

Information Data Entry System (RIDES) which are TELNET accessed databases. Contract worker will receive training by the DSS on the use of the automated systems, and after such training will be expected to enter at least 30 records per day. Desired end state is that all current

Virgin Islands National Guard (VING) medical records are transcribed into MEDPROS when services has been received and completed either thru PHA or SRP events.

b. Interact with other VING departments to resolve problems and inquiries, and to establish and maintain efficient data and information flow.

c. Resolve problems and inconsistencies with data perform limited data analysis, and prepare and generate various reports.

d. Review and update current information.

e. Prepare reports on Anthrax Compliance; Immunization Tracking; Individual/ Unit Readiness;

HIV, DNA, Dental, Pre/Post Deployment Health Assessment; and All-Army command Drilldown as directed by the DSS.

f. Input and retrieve alphabetical and numerical data in prescribed format, utilizing knowledge of various computer software packages.

g. Create, maintain, and purge specified data files and logs as required; and make individual and/or mass corrections, modifications and/or updates to data in files, as appropriate.

h. Extract and release information according to specific criteria and in strict compliance with established policies, procedures and regulations; answer questions from client departments and others on specific data as requested, and prepare reports, as specified.

i. Handle all of the information from the databases containing personnel Privacy Act and HIPPA protected information as sensitive data and comply with provisions established by those regulations.

Administrative Duties

At a minimum, Administrative requirements are:

a. Preparing and send correspondence as directed by Deputy State Surgeon (DSS), ensuring compliance with current regulations, policies and directives.

b. Answer inquiries relating to administrative policies and procedures.

c. Review outgoing correspondence for completeness, grammatical accuracy, spelling, punctuation, and conformance with current policy and required format.

d. Maintain office files in accordance with applicable regulations and ensure timely response to suspense actions.

e. Receive incoming mail and make proper distribution.

f. Prepare and distribute required forms and documents as directed.

5. EMPLOYMENT REQUIREMENTS AND NOTES

The MEDPROS/Administrative Coordinator must hold:

At Minimum a High School Diploma or

Associate Degree in health care management or related field and experience in a hospital setting

Preference will be given to candidates who have the following qualifications:

Active or former member of the United States military.

Strong connections and working relationships with the Virgin Islands health community.

Strong knowledge, training, and experience in health management.

Experience with tracking and compiling medical information.

Resident of the Virgin Islands.

In order to successfully meet the performance objectives of this task order, the contracted employee should possess the following knowledge/skills:

Confidence to provide feedback and recommendations to Deputy State Surgeon (DSS).

Knowledge and familiarity with SRP duties.

Knowledge of different Microsoft applications.

Strong attention to detail.

Demonstrated knowledge of data collection and verification is required.

Ability to deal tactfully and diplomatically with others; function under pressure such as time limitations or intense public interest.

Contractor will either possess or acquire security clearance and pass all criteria necessary for employment. They will obtain a Common Access Card (CAC) for Local Access Network (LAN) and for identification. Contractors will be required to visibly display their ID badges at all times.

6. Project Manager: The Contractor will designate a Project Manager who will be telephonically available to the Government Point of Contact (POC) during the normal hours of operation, 8:00A.M to

5:00P.M., EST, Monday through Friday, exclusive of any Federal holidays. The project Manager will be given full authority to make binding agreements for the Contractor and to act as the central POC with the

Government. When the Project Manager is not present, the Contractor will designate an individual to act for the Project Manager. The Contractor will submit the names, addresses, and telephone numbers of the

Project Manager and his alternate in writing to the Contracting Officer with five calendar days after date of award or after implementation of any change.

7. Contracting Officer’s Representative: The Deputy Sate Surgeon (DSS) will serve as the Contracting

Officers’ Representative and will be the Government point of contact with Contractor for routine communications regarding the duties and responsibilities of the contractor personnel working under this contract.

8. Place and Hours of Work: Contractor employee will perform services at the assigned government location on the island of St. Croix and will conform to normal VI National Guard operating hours which are based on a 40 hour work week from 8:00 AM. Through 5:00 P.M., with one hour for lunch, Monday through Friday, exclusive of Federal Holidays.

9. GOVERNMENT FURNISHED FACILITIES AND EQUIPMENT/PROPERTY

The equipment at, and facilities of, each professional office shall be provided by the Government in accordance with guidelines and standards of Department of Defense (DoD), General Service

Administration, or other guidelines or standards applicable to the federal organization for which services are provided. Each office shall be maintained as a professional environment that ensures the safety, privacy and confidentiality of all employees.

The government shall provide adequate office space (in designated armory or facility) to include a workstation and chair, laptop computer, expendable supplies, internet/intranet/Local Area Network

(LAN) (and support), and cellular telephone. The Government will also provide the contractor access to a fax machine, copy machine, printer, mail service, and postage. All Government furnished supplies and services shall be For Official Use Only (FOUO).

The contractor shall assume both the responsibility and liability for loss or damage of equipment and/or facilities provided by the Government if the damage or loss is caused by other than normal operating usage or is attributable to negligence of the contractor.

10. Quality Control Program: The Contractor will establish and administer a quality control program to ensure the requirements of the contact are provided as specified. The Contractor will implement the program on contract start date. The Contractor will provide to the Contracting Officer a copy of the quality control plan and any changes at least 7 working days prior to implementation. The Contractors;

plan will include, at a minimum, the following:

An inspection system covering the services stated in the contract specifying areas to be inspected on a scheduled or unscheduled basis and the title of the individuals who will perform the inspections.

A method of identifying deficiencies in the quality of service performed before the level of performance becomes unacceptable.

A file of all inspections conducted by the Contractor and any corrective action taken; the Contractor will make documentation available to the government throughout the term of the contract

11. Quality Assurance: The Government will monitor the Contractor’s performance using the

Performance Requirements Summary and the “Inspection of Services” clause.

12. Personnel Security Investigations: The Contractor will obtain all required background checks, including any required personnel security clearances, for personnel employed under the contract.

Contractor employees will have and/or obtain and maintain a favorable Personnel Security Investigations

(PSI) of a National Agency Check with Local Agency (NACLC). A favorable NACLC will be completed or action submitted to the security Manager, Virgin Islands National Guard, prior to employment. No waivers for access to automation information systems, based upon PSI submission, will be processed. The

Contractor will ensure suitability and investigative requirements are met prior to employments and maintained throughout the life of the contract.

13. Drug and Alcohol Prevention: Contractor will develop a program that enacts a “No Tolerance” drug and alcohol abuse policy for workers under the contract in accordance with Federal Government and

Territory of the Virgin Islands laws and regulations. The program will include a procedure for immediate elimination from employment from employment under this contract for employees who violate the policy.

14. Training

The Contractor will ensure personnel have been trained and certified on subjects consistent with current applicable Army National Guard policies. Contractor workers must be computer literate and have the ability to use word processing and spreadsheet software.

The Government, through the Virgin Islands National Guard’s Office of Deputy Sate Surgeon (DSS) will provide training for contractor workers in the use of MEDPROS and the Remote Information Data Entry

System (RIDES). Training will include both hands on and online training. Contract workers will also be required to complete online training on Health Insurance Portability and Privacy Act (HIPPA) policies.

15. Automation Utilization and Training: The Government will provide required automation equipment to the Contractor for performance of this contract.

16. Automation Security: The Contractor will establish and maintain the operation involving automated equipment in accordance with AR 380-190 (Information System Security). The Contractor will report all security violation to the contracting officer within one hour of detection.

17. Personnel Appearance Standards: The Contractor will have and maintain on appearance standard for all workers under this contract. Contractor personnel will dress in an appropriate manner for a business setting.

18. Inspection of Services: The Contractor will submit to periodic inspections of its services of

Government Quality Assurance personnel, and other Government entities, including, but not limited to, the Army Inspector General Army Audit Agency, Defense Contract Audit Agency, and other contract management oversight as prescribed in regulatory guidance. Work performed under this contract will be surveyed by the Government under the auspices of the Inspection of Services clause and/or Performance

Requirements Summary.

19. Vehicles: The Government will not provide vehicles for contract employees to use during performance of this contract.

20. Weapon/firearm control: Contractor personnel will not transport, possess, or use privately owned dangerous weapons on government-operated installations of facilities. “Dangerous weapons” include all forms of firearms, missile-throwing devices (e.g., Bow and arrow), switch blade or automatic blade knives, knives with blades in excess of three inches, ammunition and pyrotechnics, fireworks, bludgeons

(e.g., Numchucks), brass knuckles, shooting pens, and similar devices. Unauthorized dangerous weapons will be confiscated and impounded by government law enforcement and security personnel. A state weapon permit does not supersede this contract provision.

21. Files: The Contractor will maintain, and make available for review by the Government, files documenting information contained in all reports and functions required under this contract. The

Contractor will maintain files, regardless of physical form, in accordance with Army Regulations 25-400-

2. The Contractor will furnish the contractor officer a list of files being maintained no later than 10 calendar days after contract award. The Contractor will return all functional files maintained by the contractor to the government upon completion or termination of the contract. The Contractor will collect, release, and store personal information in accordance with Army Regulation 25-55 and Army Regulation

340-21.

22. Regulations: The Government will provide copies of all required regulations to contractor workers.

23. The Government Furnished Equipment and Property (GFE/GFP): The Government will provide office space for contract personnel. Government furnish property/equipment will also be provided to include a desk, chair, computer, software, telephone, and access to a printer.

24. Inventory: Prior to commencement of services, annually, upon change of property custodian/hand receipt holder, and prior to termination of this contract, the Contractor, in conjunction with the

Government, will conduct a joint inventory of all GFE/GFP and will receipt for all property, identify excess or obsolete items, and record items of property missing or not in working order and will certify their agreement of working order and defectiveness in accordance with Army Regulations 735-5.

25. Contractor Liability Missing or Damaged GFE/GFP: The Contractor shall be liable for any missing GFE/GFP for the fair market value of the GFE/GFP after considering expected reasonable depreciation. The Contractor will not receive the last contract payment until the re-inventory is complete to the satisfaction of the government. Similarly, should the Contractor be found liable for damages, exclusive of normal wear and tear, during the life of the contract, restitution to the Government may take the form of an adjustment on the next billing submitted to the Government. The Government reserves the right to modify, update, substitute, move or replace any Government property during the contract term.

26. Reporting Requirements: The Contractor will submit electronic reports generated by the

MEDPROS system to the VING Office of State Surgeon on a weekly basis or as required by the

Government. Additional reports may be required on an as needed basis.

27. Performance Requirements Summary: The performance requirements summary shows the contract requirements considered most critical to acceptable contract performance, the performance standard, the acceptable quality level (AQL) and the surveillance method and frequency which will be used to monitor performance. The Government’s quality assurance program is not a substitute for quality control by the Contractor and is provided for information only. The Government may inspect any phase of the services performed by Contractor under this contract.

28. Surveillance Methods: The Government may use a variety of surveillance methods to evaluate the

Contractor’s performance (such as random sampling, planned sampling and 100 percent inspection). The

Government’s primary quality assurance procedures are based on 100 percent inspection and random sampling of the recurring critical output of the contract.

29. Contract Discrepancy Report: When the number of defects in the Contractor’s performance exceeds the acceptable level, the Government will complete a Contract Discrepancy Report (CDR). The CDR requires the contractor to explain in writing why performance was unacceptable, how performance will be returned to acceptable levels and how recurrence of the problem will be prevented in the future.

30. Contractor Manpower Reporting Application (CMRA): Section 2330a of title 10, United States

Code (10 USC 2330a), requires the Secretary of Defense to submit to Congress an annual inventory of contracts for services performed during the prior fiscal year for or on behalf of the Department of Defense

(DoD). The inventory must include the number of contractor employees using direct labor hours and associated cost data collected from contractors.

The contractor is required to register at https://cmra.army.mil. The data must be entered into the CMR

Application after the completion of the fiscal year. The deadline to enter data is 31 October.

The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Name of your component/office via a secure data collection site. The contractor is required to completely fill in all required data fields using the following web address: http://www.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 help desk at help desk at:

http://www.ecmra.mil.

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: (many of these requirements can be found in the contract)

(1) Contracting Office (block 9), Contracting Officer (block 31a), Contracting Officer’s Technical

Representative (it will be included in the Statement of Work if required);

(2) Contract number (block 2), including task and delivery order number (block 4);

(3) Beginning and ending dates covered by reporting period (these are in the delivery information section of the contract);

(4) Contractor name, address, phone number, e-mail address, identity of contractor employee entering data;

(5) Estimated direct labor hours (including sub- contractors);

(6) Estimated direct labor dollars paid this reporting period (including sub-contractors);

(7) Total payments (including sub-contractors);

(8) Predominant Federal Service Code (FSC) reflecting services provided by contractor (and separate predominant FSC for each sub-contractor if different); You can find FSC’s here:

http://support.outreachsystems.com/resources/tables/pscs/

(9) Organizational title associated with the Unit Identification Code (UIC) for the Army Requiring

Activity W7P4AA;

(10) 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);

(11) Presence of deployment or contingency contract language; and

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

As part of its submission, the contractor will also provide the estimated total cost (if any) incurred to comply with this reporting requirement. Reporting period will be the period of performance not to exceed

12 months ending 30 September of each government fiscal year and must be reported by 31 October of each calendar year. Effective 30 September 2005, contractors filing their Contractor Manpower Reports will receive immediate e-mail confirmation that their reports have been received in the system. This should facilitate final payment to contractors and expedite contract closeout. Administrative contracting staff should accept this confirmation as proof of completion of this contract deliverable. The CMRA web site maintains a “Frequently Asked Questions and Answers” https://cmra.army.mil/ that is updated periodically. Any technical or implementation questions not addressed on this site can be discussed and coordinated through the CMR Help Desk at 703-377-6199, or https://cmra.army.mil. An updated CMRA business process, Version 3.0, has been implemented starting with the reporting of the FY 06 information.

http://www.ecmra.mil/ http://www.ecmra.mil/ https://cmra.army.mil/ http://support.outreachsystems.com/resources/tables/pscs/ https://cmra.army.mil/

This version no longer accepts XML files. The basis for and guidance on reporting FY 06 information via

Version 3.0 can be found on the above site under “User Guides” link on the tool bar.

31. PERIOD OF PERFORMANCE

The period of performance shall be for a basic period of 12 months: 22 September 2015 – 21 September

2016.

32. OBSERVANCE OF FEDERAL HOLIDAYS

Government holidays are as follows:

Holiday Day Observed

New Year’s Day January 1

Martin Luther King’s Birthday Third Monday in January

Presidents Day Third Monday in February

Memorial Day Last Monday in May

Independence Day July 4

Labor Day First Monday in September

Columbus Day Second Monday in October

Veterans Day November 11

Thanksgiving Day Fourth Thursday in November

Christmas Day December 25

33. DELIVERABLES: The contractor shall prepare and deliver the following items to the VIARNG J-1 or his or her designated representative:

Performance Requirement Summary: The Objective of the MEDPROS data entry/administrative support worker is to input all Medical Readiness information in MEDPROS system.

Deliverable Performance Standard Acceptable Quality

Level (AQL)

Method

Used/Frequency

Input pertinent medical readiness information from medical/dental records into the

MEDPROS database system.

Consistently work with the medical/dental records, Medical

Command and unit administrators for all initial entry, update, and discrepancies to update the MEDPROS database system.

98% accuracy of data input.

Monitor the number of medical readiness information input on a monthly basis.

Minimum entry of ten

(10) records per day.

Review and submit

MEDPROS statistical reports to the Deputy

State Surgeon.

Submission of

Statistical report on a weekly basis.

Each statistical report turned in should show a

5% increase or greater from last report.

Random medical/dental record review to include MEDPROS database review.

Provide customer service as it relates to

Medical Readiness

Provides customer service by responding to soldiers/unit administrators in a timely manner with any concerns as it relates to

Medical Readiness.

100% customer satisfaction.

Number of discrepancies noted from soldiers/unit administrators

34. QUALITY ASSURANCE PLAN (QAP)

The customer Point of Contact (POC) will monitor contractor performance and complete the Quality

Assurance Plan Worksheet provided below on a monthly basis. The Quality Assurance Plan Worksheet will be submitted directly to the Administering Contracting Officer with a copy to the Schedule Holder and the Contracting Officer Representative (COR) following the first month of performance, not later than the 5th day of each month following the service. Future months will be submitted to the Contracting

Officer and the Schedule Holder (and the COR if involvement is warranted; i.e., other than a green rating). The COR will assume a quality performance rating of “Green” on all measured deliverables unless otherwise notified.

The quality rating may change from “Green” to “Red” without notice. We anticipate the POC utilizing the

“Yellow” quality rating to alert the contracting office and the COR of quality issues that have the potential for a “Red” quality rating if corrective action is not taken.

At the end of the task order period of performance or annually, the POC will be asked to complete a

Quality Performance Review to document the quality performance rating during the performance period.

This will be submitted to the Contracting Officer and the COR.

The POC may submit a Quality Assurance Plan Worksheet at any time and as often as necessary to document quality levels. If contractor response to an identified quality deficiency is unsatisfactory, the

Contracting Officer or COR will contact the appropriate contractor representative to implement a plan of action to remedy the identified deficiency.

Unless a task order COR has been formally trained (requires a 40 hour course, proof of training certification is required), the COR referred to in this QAP is LTC Jean Collins, Email jean.v.movingcollins.mil@mail.mil, Tel (340) 201-9814. The POC for this task order is SSG Donna

Prockledger, Email: donna.r.prockledger.mil@mail.mil Tel 340-712-7856.

Rating

Description

Green

Yes performance is being met at or above Authorized Quality Level (AQL).

Yellow

Yes, performance is currently being met at the minimum AQL, but the following service / deliverable needs contractor attention.

mailto:jean.v.movingcollins.mil@mail.mil mailto:donna.r.prockledger.mil@mail.mil

QUALITY ASSURANCE PLAN WORKSHEET

Deliverable/Service Quality

Rating Causative Factors Effect on Mission

Action

Required /

Date

Input pertinent medical readiness information from medical/dental records into the

MEDPROS database system.

Green Comments Unnecessary for “Green” QA Rating.

Red

Compiles and presents data to DSS.

Green Comments Unnecessary for “Green” QA Rating.

Yellow

Red

Review and submit

MEDPROS statistical reports to the Deputy

State Surgeon.

Green Comments Unnecessary for “Green” QA Rating.

Yellow

Red

Provide customer service as it relates to Medical

Readiness

Green Comments Unnecessary for “Green” QA Rating.

Yellow

Red

The Customer must identify what component of the deliverable and/or service requires attention.

No, performance is not being met at AQL and the following service / deliverable needs immediate contractor resolution.

The Customer must identify what component of the deliverable and/or service is below the minimum AQL.

Time and attendance. Green Comments Unnecessary for “Green” QA Rating.

Red

Employee has required badges displayed 99% of the time.

Green Comments Unnecessary for “Green” QA Rating.

Note: Attach Time Card

Period of Performance: From _______________to____________

Number of Hours Actually Worked: ______ (Include only actual hours worked. Do not include non-worked holidays, leave, etc. these are included in the rate the Government pays and are not paid as hours worked.) ________ Reimbursable Expenses: (include receipts) _______ Travel: (include approval sheet)

Approved by: Date:_______________

(Task Order Point of Contact)