MEDPROS_2016_PWS.pdf

Performance Work Statement

Virgin Islands Army National Guard- JFHQ

Office of the State Surgeon

MEDPROS Data Entry/Administrative Support Worker

1. General: This is a non-personnel services contract to provide MEDPROS Data

Entry/Administrative Support. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the

Government.

2. Description of Services/Introduction: 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.

Contractor will be provided with adequate office space located at the work site including a complete workstation and chair, expendable supplies, computer hardware and software (and support), internet/intranet/Local Area Network (LAN) (and support), telephone and fax, copy machine and printer, mail service, postage, paper, staples and all necessary administrative supplies and services necessary to function in an office environment. 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. The contractor shall perform to the standards in this contract.

3. Background: To promote the medical readiness of the Virgin Islands Army National Guard

(VIARNG). 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.

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.

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

Territory to a 90% deployable strength status, six months prior to mobilization.

4. Objectives: To support the Medical Readiness of the Virgin Islands Army National Guard.

5. Scope: The VIARNG will provide contract and organic support assets to conduct medical readiness operations and actions across the full medical readiness spectrum. The VIARNG J-

1/DSS will act as the staff agent for VIARNG Medical Readiness. The contracted support provided will assist with all pending and future medical actions required to determine the medical readiness of all units. Further actions require capture, definition, tracking and resolution of all pending medical issues for our Soldiers. These actions are critical to improve deployment readiness and provide the support our Soldiers and their families deserve for their actions and service to community, state and nation.

6. Purpose: The purpose of this Performance Work Statement (PWS) is to acquire Health

System Specialist services to support the mission of the State Surgeon’s Office to promote the medical readiness of the VIARNG.

7. Tasks: The following services are required to successfully deliver the objectives. Services are to be performed in accordance with the highest professional standards and the following requirements:

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 Periodic Health Assessment (PHA) or soldier readiness program (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.

8. Qualification

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 the 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 (ID). Contractors will be required to visibly display their ID badges at all times.

9. Period of Performance: The period of performance shall be for a basic period of 12 months.

10. Type of Contract: This requirement will be awarded as a time and materials contract, not

Firm Fixed Price (FFP) and Performance Statement of Work-based.

11. Quality Control: The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program is the means by which he assures himself that his work complies with the requirement of the contract. The QCP is to be delivered, i.e., within

30 days after contract award. Three copies of a comprehensive written QCP shall be submitted to the contracting officer (KO) and contracting officer representative (COR) within 5 working days when changes are made thereafter. After acceptance of the quality control plan the contractor shall receive the KO’s acceptance in writing of any proposed change to his QC system.

12. Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

13. Recognized Federal Holidays: Contractor may be required to provide services on weekends, holidays, after working hours for scheduled unscheduled appointments/events, and for emergencies as needed and as dictated by circumstances.

New Year’s Day Labor Day

Martin Luther King Jr.’s Birthday Columbus Day

President’s Day Veteran’s Day

Memorial Day Thanksgiving Day

Independence Day Christmas Day

The contract worker must obtain the approval of the contractor with respect to local and administrative holidays observed by the VING.

14. Hours of Operation: The contractor is responsible for conducting business, between the hours of 8:00 a.m. to 5:00 p.m, Monday thru Friday, not including Federal holidays or when the

Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings, except as noted in number 14 above. The above notwithstanding, standard core hours for all contractor personnel shall conform to the customer agency normal working hours and days. Variation may be required in order to accomplish assigned tasks. Overtime, however, is not authorized. Part time employees, whose normal work day falls on a holiday, will adjust their schedule to work on another day during that work week.

For other than firm fixed price contracts, the contractor will not be reimbursed when the government facility is closed for the above reasons. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the

Contractor shall keep in mind that the stability and continuity of the workforce are essential.

15. Place of Performance: The work to be performed under this contract will be performed at the VING, #1 Estate Sprat Hall, Frederiksted, VI, 00840 and at any VING facility in the Virgin

Islands of the United States, or as otherwise assigned for temporary duty leave (TDY).

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 PWS. Specifically, in the event of a mobilization event, the Contractor shall ensure adequate support is available for travel to locations to best support these activities (i.e. work at armories) as directed by the KO. If changes to the original work in this PWS arise during the performance of the contract, the COR will notify the. If determined to be within the scope of the contract the KO will provide 30 calendar day notice to the contractor with full description of the need and request a proposal. The

KO will negotiate a modification to the contract to provide this in-scope work effort. Travel to and from the primary worksite will not be reimbursed.

Unscheduled gate closures by the Security Guard 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 contractor 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.

The contractor’s employees shall become familiar with and obey the regulations of the installation including fire, traffic, safety and security regulations while on the installation.

Contractor 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.

Security Requirements. The contractor shall comply with all applicable installation/facility access and local security policies and procedures, which may be obtained from the COR. The contractor shall also provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshal Office, Director of

Emergency Services or Security Office. The contractor shall ensure compliance with all personal identity verification requirements as directed by DoD, HQDA and/or local policy. Should the

Force Protection Condition (FPCON) change, the Government may require changes in contractor security matters or processes.

COMSEC/IT Security. All communications with DoD organizations are subject to communications security (COMSEC) review. All telephone communications networks are continually subject to intercept by unfriendly intelligence organizations. DoD has 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 place or receive 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.

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.

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 DoD 5400.11, DoD Privacy Program, and DoD 5400.11-

R. If a PII breach results from the contractor’s violation of the aforementioned policies, the https://informationassurance.us.army.mil/ contractor shall bear all notification costs, call-center support costs, and credit monitoring service costs for all individuals who’s PII has been compromised.

CAC Requirements: The Common Access Card (CAC) is the 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).

HSPD-12 Background Investigation Requirements: The contractor ensure 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.) are required to, at a minimum, have received a favorable FBI fingerprint check and must have submitted to the

Office of Personnel Management (OPM) a National Agency Check with Inquiries (NACI) or equivalent/higher investigation. It is the responsibility of the contractor to ensure all employees requiring an initial background investigation complete a Personnel Security Investigation Portal

(PSIP) form, at the earliest possible date, and that this form is forwarded to the COR immediately. The COR will review the form for completeness and accuracy and forward to the

NGB Personnel Security manager who will initiate the investigation process via the PSIP.

Contractor personnel will then receive two e-mail messages; the first will confirm the request has been received by the Office of Personnel Management, and the second will provide instructions for the completion of the appropriate form via the Electronic Questionnaires for Investigations

Processing (e-QIP) system. Upon completion of the e-QIP questionnaire and submittal of all required documents, including fingerprint card to the security manager, the BI will be initiated.

The contractor shall ensure all instructions regarding background investigation processing, including those provided verbally, by e-mail or via a Government system are complied with immediately. The contractor is cautioned the entire process from submittal of the PSIP form to return of the FBI fingerprint check may routinely take from 2-6 weeks and shall factor this lead time into its hiring/placement process. 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.

Trusted Associate Sponsorship System (TASS): The contractor is responsible for processing applications for 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 renewal 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 COR or . It is recommend 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). 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

(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 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 https://www.dmdc.osd.mil/tass/ http://www.dmdc.osd.mil/rsl/

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.

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.

AT Level 1 Awareness Training (AT). The service provider is required to complete the Level 1

Awareness Training in order to gain access to VING’s network. The training can be found at http://jko.jten.mil

Antiterrorism/Operations Security Requirements

AT Level I Training. 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 45 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

Access and General Protection/Security Policy and Procedures. Contractor and all associated sub-contractors employees shall comply with applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by government representative). The contractor shall also provide all information required for background checks to meet installation access requirements to be accomplished by installation

Provost Marshal Office, Director of Emergency Services or Security Office. Contractor workforce must comply with all personal identity verification requirements as directed by DoD, HQDA and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any individual facility or installation change, the Government may require changes in contractor security matters or processes.

iWATCH Training. 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 15 calendar days of new http://www.us.army.mil/ employees commencing performance with the results reported to the COR NLT 45 calendar days after contract award.

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.

OPSEC Training. Per AR 530-1, Operations Security, new contractor employees must complete Level I OPSEC training within 30 calendar days of their reporting for duty. All contractor employees must complete annual OPSEC awareness training.

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 employment.

Handling or Access to Classified Information. Contractor shall comply with FAR 52.204-2, Security Requirements. This clause involves access to information classified “Confidential,”

“Secret,” or “Top Secret” and requires contractors to comply with— (1) The Security Agreement

(DD Form 441), including the National Industrial Security Program Operating Manual (DoD

5220.22-M); any revisions to DOD 5220.22-M, notice of which has been furnished to the contractor.

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.

16. Security Requirements: Contractor personnel performing work under this contract must obtain a NACI level of security within 30 days after contract award, and must maintain the level of security required for the life of the contract. They will meet the requirements to obtain a CAC for LAN and for identification. The security requirements are in accordance with DD254. (The unit security monitor is responsible for initiating this form).

17. Physical Security: The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

18. Key Control. The Contractor shall establish and implement methods of making sure all keys/key cards, if required issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards. No keys issued to the Contractor by the Government shall be duplicated. The Contractor shall develop procedures covering key control that shall be included in the QCP. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The Contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the KO.

In the event keys, other than master keys, are lost or duplicated, the Contractor shall, upon direction of the KO, re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the Contractor.

In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the Contractor.

The Contractor shall prohibit the use of Government issued keys/key cards by any persons other than the Contractor’s employees. The Contractor shall prohibit the opening of locked areas by

Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the KO.

19. Lock Combinations. The Contractor shall establish and implement methods of ensuring that all lock combinations are not revealed to unauthorized persons. The Contractor shall ensure that lock combinations are changed when personnel having access to the combinations no longer have a need to know such combinations. These procedures shall be included in the Contractor’s

QCP.

20. Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The KO, COR, and other

Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the

Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

21. Contracting Officer Representative (COR): The COR will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions:

▪ assure that the Contractor performs the technical requirements of the contract;

▪ perform inspections necessary in connection with contract performance;

▪ maintain written and oral communications with the Contractor concerning technical aspects of the contract;

▪ issue written interpretations of technical requirements, including Government drawings, designs, specifications

▪ monitor Contractor's performance and notifies both the KO and Contractor of any deficiencies;

▪ coordinate availability of government furnished property; and provide site entry of

Contractor personnel.

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

22. Key Personnel: The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the KO. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available between 8:00 a.m. to 5p.m. Monday thru Friday except Federal holidays or when the government facility is closed for administrative reasons.

23. Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed. Contractor personnel are required to have VING-issued identification on their person at all time and displayed in compliance per VING policy.

Combating Trafficking in Persons: The United States Government has adopted a zero tolerance policy regarding trafficking in persons. Contractors and contractor employees shall not engage in severe forms of trafficking in persons during the period of performance of the contract;

procure commercial sex acts during the period of performance of the contract; or use forced labor in the performance of the contract. The Contractor shall notify its employees of the United

States Government’s zero tolerance policy, the actions will be taken against employees for violations of this policy. Such actions may include, but are not limited to, removal from the contract, reduction in benefits, or termination of employment. The Contractor shall take appropriate action, up to and including termination, against employees or subcontractors violate the US Government policy as described at FAR 22.17.

24. Contractor Travel: Contractor will be required to travel continental of the United States

(CONUS) and outside the continental of the United States (OCONUS) during the performance of this contract to attend meetings, conferences, training, and to deliver services. The contractor may be required to travel to off-site training locations and to ship training aids to these locations in support of this PWS. Contractor will be authorized travel expenses consistent with the substantive provisions of the Joint Travel Regulation (JTR) and the limitation of funds specified in this contract. All travel requires Government approval/authorization and notification to the

COR.

25. Other Direct Costs (If applicable): Should travel become necessary, it will be performed only after written approval is received by the COR. Travel will be performed on a cost reimbursable basis in accordance with federal and DoD Joint Travel Regulations. Travel is not to exceed the limitation of funds specified in this contract.

26. Data Rights: The Government has unlimited rights to all documents/material produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government.

These documents and materials may not be used or sold by the contractor without written permission from the KO. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

27. Organizational Conflict of Interest: Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR

Subpart 9.5. The Contractor shall notify the KO immediately whenever it becomes aware that 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 that 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.

28. 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

29. 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 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

CMRA database 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 Virgin Islands 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://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.mill.

30. Quality Assurance Plan (QAP) https://cmra.army.mil/ http://www.ecmra.mil/ http://www.ecmra.mil/ http://www.ecmra.mill/

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

Quality Assurance Plan Worksheet provided below on a monthly basis. The QAP Worksheet will be submitted directly to the Administering KO with a copy to the Schedule Holder and the

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 KO 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 KO 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 KO and the COR.

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

Green Comments Unnecessary for “Green” QA Rating.

Yellow

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.

Provide customer service as it relates to

Medical Readiness

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

Yellow

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)