AMEND000322Q0037.pdf

413 CSB

413TH CSB, RCO-HAWAII,

742 SANTOS DUMONT AVENUE

BLDG 108, 3RD FLOOR (WAAF)

SCHOFIELD BARRACKS HI 96857-5026

0011736851

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER (Type or print)

30-105-04EXCEPTION TO SF 30

APPROVED BY OIRM 11-84

STANDARD FORM 30 (Rev. 10-83) Prescribed by GSA

FAR (48 CFR) 53.243

Amendment to Solicitation W912CN-22-Q-0037 (cited in block 9A) is to clarify the Performance Work Statement.:

1) Verbiage regarding on-call services in Paragraph 1.4 to be removed and

2) Delay notif ication time under paragraph 1.6.5.2 revised and renumbered to 1.6.5.1

3) Revise Paragraph 5.1 to clarify specific task

4) remove 52.217-8

5) complete clause 52.252-6 See Summary of Changes

1. CONTRACT ID CODE PAGE OF PAGES

J 1 9

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

16C. DATE SIGNED

BY 13-Jul-2022

16B. UNITED STATES OF AMERICA15C. DATE SIGNED15B. CONTRACTOR/OFFEROR

(Signature of Contracting Officer)(Signature of person authorized to sign)

8. NAME AND ADDRESS OF CONTRACTOR (No., Street, County, State and Zip Code) X W912CN22Q0037

X 9B. DATED (SEE ITEM 11)

27-Jun-2022

10B. DATED (SEE ITEM 13)

9A. AMENDMENT OF SOLICITATION NO.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

X The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offer X is extended, is not extended.

Offer must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended by one of the following methods:

(a) By completing Items 8 and 15, and returning 1 copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted;

or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN

REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA (If required)

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS.

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE

CONTRACT ORDER NO. IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(B).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor is not, is required to sign this document and return copies to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

10A. MOD. OF CONTRACT/ORDER NO.

2. AMENDMENT/MODIFICATION NO. 5. PROJECT NO.(If applicable)

6. ISSUED BY

3. EFFECTIVE DATE

13-Jul-2022

CODE

413 CSB

413TH CSB, RCO-HAWAII,

742 SANTOS DUMONT AVENUE

BLDG 108, 3RD FLOOR (WAAF)

SCHOFIELD BARRACKS HI 96857-5026

W912CN 7. ADMINISTERED BY (If other than item 6)

4. REQUISITION/PURCHASE REQ. NO.

CODE

FACILITY CODECODE

EMAIL:TEL:

W912CN22Q0037

SECTION SF 30 BLOCK 14 CONTINUATION PAGE

SUMMARY OF CHANGES

SECTION SF 1449 - CONTINUATION SHEET

SOLICITATION/CONTRACT FORM

The required response date/time has changed from 13-Jul-2022 10:00 AM to 14-Jul-2022 01:00 PM.

The following have been modified:

PERFORMANCE WORK STATEMENT

PERFORMANCE WORK STATEMENT

Medical Records Courier Services

Part 1

General Information

1. GENERAL: This is a non-personal services contract to provide medical records courier services to various departments at Tripler Army Medical Center, Hawai’i. 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.

1.1 Description of Services/Introduction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform medical records courier services as defined in this Performance Work Statement, except for those items specified as government-furnished property and services. The contractor shall perform to the standards in this contract. All services shall be provided in accordance with established standards, principles and ethics of the profession and applicable professional specialty organizations, Joint Commission (JC) standards, Department of Defense (DoD) and Army-specific regulations, directives and policies, and policies, procedures, and job descriptions specific to military treatment facilities (MTF).

1.2 Background The mission of the military healthcare system (MHS) is to ensure the nation has available at all times, a healthy military force supported by a combat-ready healthcare system. Healthcare services for eligible MHS beneficiaries are provided at MTFs located on or near military installations or posts, such as clinics, hospitals, or medical centers.

- Clinics are outpatient facilities offering primary care or simple specialty care (routine exams, tests, treatments), as a stand-alone or satellite location of a larger Clinic, Hospital, or Medical Center.

- Army Community Hospitals (ACH) offer more complex, resource- intensive secondary care (e.g. inpatient care, surgery under anesthesia), and primary care at outpatient clinics inside and outside the hospital.

- Army Medical Centers (MEDCENs) offer tertiary (sophisticated diagnosis/treatment of any ailment), secondary, and primary care, hospital services, preventive services, blood bank, and other services. In addition, all MEDCENs offer graduate medical education programs for physicians.

Tripler Army Medical Center (TAMC), as the headquarters of the Pacific Regional Medical Command of the armed forces in the State of Hawai’i and the largest military hospital in the Asian and Pacific Rim region, serves a military sphere of jurisdiction. TAMC personnel daily serve an average of 1,128 meals, tend to 2,248 clinic visits and 110 emergency visits, fill 1,193 prescriptions, complete 25,000 pathology procedures, and provide birthing services. TAMC is a 290-bed facility with a 55%-65% occupancy to which ~32 new patients are admitted on a typical day, ~60% of whom are there for ambulatory surgery.

1.3 Objectives: Securing of courier services to allow TAMC personnel to focus on providing quality health care services to a diverse beneficiary population.

1.4 Scope: Routine and on-call courier services between the Schofield Barracks DHHC Medical Records Section and Tripler Army Medical Center Outpatient Medical Records Section. Contractor to pick up and deliver medical records to and from various TAMC locations Monday through Friday except Federal holidays. Services shall be in accordance with the established principles, practices and ethics of the medical records and laboratory professions.

1.4.1 Pick-up, delivery, and return of medical documents/materials between the DDHC Outpatient Medical Records Room, Building #676 Room #117, Schofield Barracks, HI, and the TAMC Outpatient Medical Records Room G1A basement. Contractor shall also pick-up medical records/other medical documents from the TAMC Outpatient Medical Records office for return to the DDHC Family Practice Medical Record section building 676, room #117.

1.5 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 01 August 2022 – 31 July 2023 Option Year I 01 August 2023 – 31 July 2024 Option Year II 01 August 2024 – 31 July 2025 Option Year III 01 August 2025 – 31 July 2026 Option Year IV 01 August 2026 – 31 July 2027

1.6 General Information

1.6.1 Quality Control. The Contractor shall have a planned and systematic quality management process for monitoring and analyzing its contract performance IAW this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor shall ensure that all contract employees comply with the MTF quality management process.

1.6.2 Quality Assurance: The contractor shall provide courier services on weekdays other than Federal holidays, between the TAMC Outpatient Medical Records room G1A basement and TAMC clinics (2 bags, 30 lbs each or less). Pick up shall be no later than 09:30 a.m. and deliveries completed by 11:30 a.m.

1.6.3 Observed Holidays:

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Discoverers’ Day Presidents’ Day Veterans’ Day Memorial Day Thanksgiving Day Juneteenth Christmas Day Independence Day

1.6.4 Hours of Operation: The contractor is responsible for conducting business, between the hours of 0900 to 1200 hours Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government-directed facility closings. 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.

1.6.5 Place of Performance: The work under this contract will be performed at Tripler Army Medical Center (TAMC) and its satellite/supporting unit locations on the Island of O’ahu, HI (ref: TE#1).

1.6.5.1 Notification of any delivery delays, including cause and estimated time of arrival, shall be made before 1130 hours or as soon as practicable to mitigate/minimize disruption of patients’ appointment schedules.

Notification should be made to: DDHC-SB at 808-433-8443 and TAMC Medical Records Section at 808-433-6076

1.6.6 Type of Contract: The government will award a single, firm fixed-price contract

1.6.7 Security Requirements: N/A

1.6.7.1 PHYSICAL Security: AT/OPSEC

AT Level I Training- All contractor employees, to include subcontractor employees, requiring access to Army installations, facilities and controlled areas shall complete AT Level I awareness training within 30 calendar days after the 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 Contracting Officer’s Representative (COR) or to the contracting officer (KO), if a COR is not assigned within 7 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.

1.6.8 Special Qualifications. The contractor is responsible for ensuring all employees possess and maintain:

1.6.8.1 Valid driver’s license

1.6.8.2 Ability to lift up courier bags up to 30 lbs.

1.6.8.3 Ability to read, write, and speak English well enough to effectively communicate with all parties and other health care providers. In addition, if the position requires the use of computers, contractor personnel shall be computer-literate.

1.6.9 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.

1.6.10 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 at the MTF level. The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance; maintain written and oral communications with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements, including Government drawings, designs, specifications; monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government-furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates, or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.6.11 Key Personnel: Contractors report to DDHC-Schofield Barracks (SB) Medical Records staff and TAMC Outpatient Medical Records staff. The Contractor shall designate in writing, a primary point of contact (POC) for contract coordination and implementation, no later than five (5) business days after receiving notice of award. The Contracting Officer shall be notified in writing, of any changes to POC information at least five (5) working days prior to the change.

PART 2

DEFINITIONS, ACRONYMS & INITIALISMS

2. DEFINITIONS AND ACRONYMS/INITIALISMS.:

2.1. DEFINITIONS:

2.1.1. CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

2.1.2. CONTRACTING OFFICER. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

2.1.3. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.4. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.5. DELIVERABLE. Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

2.1.6. KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.7. PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.1.8. QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.9. QUALITY ASSURANCE SURVEILLANCE PLAN (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.10. QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.11. SUBCONTRACTOR. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.1.12. WORK DAY. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.12. WORK WEEK. Monday through Friday, unless specified otherwise.

2.2. ACRONYMS & INITIALISMS:

AR - Army Regulation COR - Contracting Officer's Representative COTR - Contracting Officer’s Technical Representative CPT - Current Physicians Terminology DA - Department of the Army DoD - Department of Defense HCP - Health Care Professionals KO - Contracting Officer MEDCENs - Army Medical Centers MEDCOM - Medical Command MHS - Military Healthcare System MTF - Military Treatment Facility OSHA - Occupational Safety and Health Administration

OTSG - Office of the Surgeon General POC - Point of Contact PWS - Performance Work Statement QASP - Quality Assurance Surveillance Plan QC - Quality Control SHARP - Sexual Harassment / Assault Response and Prevention TAMC - Tripler Army Medical Center TE - Technical Exhibit

PART 3 - N/A

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

PART 4 – N/A

CONTRACTOR FURNISHED ITEMS AND SERVICES

PART 5

SPECIFIC TASKS

5. Specific Tasks:

5.1. Basic Services. The contractor shall provide services to pick up and deliver medical records to and from Tripler Army Medical Center clinics as defined in this Performance Work Statement. Services to be provided Monday through Friday (except Federal holidays) to and from the locations listed in Technical Exhibit 1.

One (1) round trip per day; pick-up/drop-off points may occationally change from routine described below.

5.1.1 Pick-Up from the DDHC Family Practice Medical Records Room at Schofield Barracks, HI:

2 bags, each 30 lbs. or less, by 09:30 a.m.

5.1.2. Deliver documents to Tripler Army Medical Center, Honolulu, HI Outpatient Medical Records Section by 11:30 a.m.

5.2. Administrative. Sexual Harassment /Assault Response and Prevention (SHARP)

The contractor shall ensure all personnel receive Sexual Harassment/Assault Response and Prevention (SHARP) training not later than 60 calendar days after start of performance under this contract. Training can be obtained either online or in person as offered at the installation where services are being provided. If the employee has an AKO account, they can access online the Team Bound Self Study course through Army Learning Management System (ALMS) at http://www.atsc.army.mil/tadlp/delivery/alms.asp

5.2.1. SHARP Program Policy for Reporting Incidents of Sexual Assault and/or Harassment

5.2.1.1. The contractor shall comply with OTSG/MEDCOM Policy Memo 19-019, Sexual Harassment/Assault Response and Prevention (SHARP) Program, dated 21 March 2019. The SHARP reporting requirements apply only to knowledge obtained by contractor personnel while performing services under this contract.

5.2.1.2. The contractor shall require all personnel (assigned to the contract) with knowledge of an incident of sexual harassment and/or sexual assault occurring on a Government facility, to include a Government leased facility, where the contractor is providing services under this contract, to report the incident to the contractor who shall immediately (within 24 hours) report the incident in writing to the Government’s Representative. All incidents shall be reported whether they involve contractor personnel or Government personnel, or other individuals. SHARP Program policies also apply to TAMC personnel.

5.3. CONTRACTOR MANAGEMENT REPORTING (CMR): N/A (total value under reporting threshold)

PART 6

APPLICABLE PUBLICATIONS

6. APPLICABLE PUBLICATIONS (CURRENT EDITIONS)

6.1. The Contractor must abide by all applicable regulations, publications, manuals, and local policies and procedures. Additional publications may be listed by call. Army publications not on the Internet.

- Current issues of Army publications and links to other service publications can be accessed at http://www.apd.army.mil/http://www.apd.army.mil/

- MTF policies and procedures can be obtained from the MTF

- Department of Defense publications can be found at www.defenselink.mil/pubs or www.dtic.mil/whs/directives.

Publications have been coded as mandatory or advisory. The Contractor shall follow those coded as mandatory only to the extent that they apply to this contract. Supplements, amendments, or changes to these mandatory publications may be issued during the life of the contract. Advisory publications may be used for information and guidance but are not binding for compliance.

Mandatory Publications:

Public Law 91-596 29 Dec 70 Occupational Safety and Health Administration AR 25-2 Information Assurance AR 40-1 Composition, Mission, and Functions of the Army Medical Department AR 340-21 The Army Privacy Program AR 380-5 Department of Army Information Security Program AR 190-13 The Army Physical Security Program DA Pam 25-51 The Army Privacy Program: System Notices and Exemptions Rule DoD 1341.2-M DEERS Program Manual DoD 5200.2 DoD Personal Security FM 3-19.30 Physical Security Title 29, CFR Occupational Safety and Health Standards

OTSG/MEDCOM

Policy Memo 16-033 Sexual Assault Prevention and Response Program (SHARP)

Current issues of many forms are accessible at http://www.usapa.army.mil/forms

PART 7

ATTACHMENT/TECHNICAL EXHIBIT LISTING

7. Attachment/Technical Exhibit List:

7.1. Technical Exhibit 1 – Service locations

7.1.1 Tripler Army Medical Center

1 Jarrett White Road Honolulu, HI. 96859 TAMC Outpatient Medical Records Room# G1A (basement)

7.1.2 Tripler Army Medical Center

1 Jarrett White Road Honolulu, HI. 96859 TAMC PEBLO Office Room# 1A303

7.1.3 Desmond Doss Health Clinic

Schofield Barracks, HI. 96857 Medical Records Section

Building 676, Room# 117

7.1.4 Patient Administration Department (PAD) as needed

1 Jarrett White Road Honolulu, HI 96859

TECHNICAL EXHIBIT 2

7.2. Technical Exhibit 2 Performace Work Summary

The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

52.252-6 AUTHORIZED DEVIATIONS IN CLAUSES (NOV 2020)

(a) The use in this solicitation or contract of any Federal Acquisition Regulation (48 CFR Chapter 1) clause with an authorized deviation is indicated by the addition of "(DEVIATION)" after the date of the clause.

(b) The use in this solicitation or contract of any Defense Federal Acquisition Regulations (48 CFR Chapter 2) clause with an authorized deviation is indicated by the addition of "(DEVIATION)" after the name of the regulation.

(End of clause)

The following have been deleted:

52.217-8 Option To Extend Services NOV 1999

(End of Summary of Changes)

Performance Objective

Courier services to and from TAMC designated clinic locations

Standard

Performance Threshold

Method of Surveillance

The contractor shall provide weekday pick up of medical documents (except established holidays) no later than 09:30 a.m.

Para.

5.1.1

100% of the time Periodic surveillance and/or Validated Customer Complaint received by COR.

The contractor shall provide weekday delivery of medical documents (except established holidays) no later than 11:30 a.m.

Para.

5.1.2

100% of the time Periodic surveillance and/or Validated Customer Complaint received by COR.