A07_Attachment_1_Final_PWS_Occ_Health_tracked_changes_for_Amendment_2.doc

Performance Work Statement (PWS)

Occupational Health Support Services 41 Introduction

1.1 Scope

2 General Requirements

2.1 Non-Personal Services

2.2 Business Relations

2.3 Contract Administration and Management

2.3.1 Contract Management

2.3.2 Contract Administration

2.3.3 Personnel Administration

2.4 Subcontract Management

2.5 Contractor Personnel, Disciplines, and Specialties

2.6 Location of Work

2.7 Travel / Temporary Duty (TDY)

3 Performance Requirements

3.1 Physician and Industrial Hygienist

3.2 Rehited Annuitant Medical Screening Support

3.3 Post Deployment Medical Screening Tool

3.4 Employee Health Records

3.5 Program/Project Management

4 Special Requirements

4.1 Security

4.2 AT Level 1 Training

4.3 E-Verify Program

4.4 Government Information Systems

4.5 Information Assurance.Information Technology Training

5 Quality

5.1 Quality Control

5.2 Quality Assurance Surveillance Plan (QASP)

6 Contractor Manpower Reporting Application (eCMRA)

7 Invoicing

8 Government Furnished Property, Equipment, and Services

9 Deliverables

Performance Work Statement Occupational Health Support Services 1 Introduction

The contractor will furnish all the necessary personnel, labor, supervision, tools, equipment, transportation, and materials necessary to provide qualified occupational health support to the U.S. Army Corps of Engineers (USACE) Headquarters Safety and Occupational Health Office (HQUSACE-SO). HQUSACE-SO has a requirement for medical screening services provided an Occupational Health Physician to make deployment suitability determinations. The Period of Performance is for one (1) twelve (12) month base period and one (1) twelve (12) month option period.

1.1 Scope

HQUSACE-SO is responsible for providing policy, programs, technical services, and oversight related to safety and occupational health matters in support of USACE missions. HQUSACE-SO is located at 441 G Street NW, Washington DC. As a general overview, the services provided under this contract include: 1) receiving and reviewing the USACE medical screening forms through ENGLINK or fax, mail, or email, making deployment suitability determinations for USACE rehired annuitant employees, and 2) traditional employees and properly and securely transmitting those suitability determinations to ENGLINK in accordance with (IAW) all applicable local policy, federal/state laws, and regulations.

2 General Requirements

This section describes the general requirements for this effort. The following sub-sections provide details of various considerations on this effort.

2.1 Non-Personal Services

The Government shall neither supervise contractor employees nor control the method by which the contractor performs the required tasks. Under no circumstances shall the Government assign tasks to, or prepare work schedules for, individual contractor employees. It shall be the responsibility of the contractor to manage its employees and to guard against any actions that are of the nature of personal services, or give the perception of personal services. If the contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the contractor's responsibility to notify the Procuring Contracting Officer (PCO) immediately.

2.2 Business Relations

The contractor shall successfully integrate and coordinate all activities needed to execute the requirement. The contractor shall manage the timeliness, completeness, and quality of problem identification. The contractor shall provide corrective action plans, proposal submittals, timely identification of issues, and effective management of subcontractors. The contractor shall seek to ensure customer satisfaction and professional and ethical behavior of all contractor personnel.

2.3 Contract Administration and Management

The following subsections specify requirements for contract, management, and personnel administration.

2.3.1 Contract Management

The contractor shall establish clear organizational lines of authority and responsibility to ensure effective management of the resources assigned to the requirement.

2.3.2 Contract Administration

The contractor shall establish processes and assign appropriate resources to effectively administer the requirement. The contractor shall respond to Government requests for contractual actions in a timely fashion. The contractor shall have a single point of contact between the Government and Contractor personnel assigned to support contracts or task orders. This person shall be identified prior to contract award.

2.3.3 Personnel Administration

The contractor shall provide the following management and support as required: The contractor shall provide support during designated Government non-work days or other periods where Government offices are closed, due to weather or security conditions. The contractor shall maintain the readiness of their employees by providing initial and refresher training as required to meet the PWS requirements. The contractor shall make necessary travel arrangements for employees. The contractor shall provide necessary infrastructure to support contract tasks. The contractor shall provide administrative support to employees in a timely fashion (time keeping, leave processing, pay, emergency needs).

2.4 Subcontract Management

The contractor shall be responsible for any subcontract management necessary to integrate work performed on this requirement and shall be responsible and accountable for subcontractor performance on this requirement. The prime contractor will manage work distribution to ensure there are no organizational conflict of interest (OCI) considerations.

2.5 Contractor Personnel, Disciplines, and Specialties

The contractor shall accomplish the assigned work by employing and utilizing qualified personnel with appropriate combinations of education, training, and experience. The contractor shall match personnel skills to the work or task with a minimum of under/over employment of resources. The contractor personnel shall include a trained and licensed occupational health physician. The lead physician shall be employed by the company, and shall not change without approval from the Contracting Officer. The employment arrangement shall cover the entire Period of Performance in Section 2.8. Other physicians in the firm, who do not meet the above criteria, should not make occupational health decisions without the direction and review of the lead Occupational Health physician. The contractor shall ensure that there is a secure data transfer into the USACE ENGLINK system as needed.

2.6 Location of Work

Accomplishment of the work described in this PWS requires work primarily at the contractor’s location. Once a year the contractor and contracting representative shall meet in person or via teleconference to discuss changes and performance.

2.7 Travel/Temporary Duty (TDY)

No travel or TDY is required.

2.8 Period of Performance

The PoP for this requirement is one (1) twelve (12) month base period, and one (1) twelve (12) month option period. The option years may or may not be exercised based on the needs of the Government.

2.9 Business Hours

Contractor shall remain available via electronic communication device (i.e. email, phone call, etc.) during normal business hours. Typical business hours are from 8 AM to 5 PM ET, while adjustments may be made with prior written approvals from the COR.

2.10 Recognized Holidays

The contractor is not required to perform services on the holidays listed below:

New Year’s Day

President’s Day

Martin Luther King Jr.’s Birthday

Memorial Day

Independence Day

Labor Day

Columbus Day

Veteran’s Day

Thanksgiving Day

Christmas Day 3 Performance Requirements

The following section specifies the Performance Objectives and Performance Elements for the contract.

3.1 Physician

3.1 Rehired Annuitant Cadre / Traditional Employee Cadre Medical Screening Review USACE is designated under the National Response Framework (NRF) to support the Federal Emergency Management Agency (FEMA) during civil Emergency Response and Recovery Operations by using members of the Rehired Annuitant Cadre and traditional USACE employees. USACE also uses members of the Rehired Annuitant Cadre and traditional USACE employees to support non-emergency operations.

The contractor will determine the medical suitability of all traditional employees who are assigned to a USACE deployment team or who wish to deploy for a USACE or FEMA deployment as well as all USACE Rehired Annuitant cadre employees assigned to a USACE position, USACE deployment, or USACE supported FEMA deployment. The contractor will determine the medical suitability by reviewing the medical screening questionnaire in ENGLINK or via email, fax, or mail and then choose a medical screening deployment code through a secure and compliant electronic submission to ENGLink within 3 working days of the questionnaire submission to the contractor. If there is an urgent need or during an actual emergency response, the contractor shall submit the deployment codes within 24 hours of questionnaire submission; during large scale disasters this may require up to 60 medical suitability determinations per day. USACE will provide a generic job description based on the employee’s workplace setting (e.g. a field setting or an office setting.) These generic job descriptions will be completed in the initial meeting between the contractor and USACE. If further information is required, the deployment code shall be entered as pending until such time as the information is provided or 30 working days after the initial request for more information, whichever is less. If an employee fails to respond at all within the 30 working days, the contractor shall declare that employee non-deployable. Any further submissions from that employee would be charged as a new review.

Additionally, the contractor will coordinate with private and/or governmental occupational health clinics via medical documentation to ensure that the traditional employee or the Rehired Annuitant Cadre employee meets the health requirements and then makes the medical determination, and transmits the medical determination within 3 working days of the submittal of the medical clearance. The transmittal of the medical determination will be in compliance with the Privacy Act, HIPPA, and ensure sufficient encryption for the safe data transfer.

3.2 Employee Health Records

3.2.1 The Contractor shall properly maintain employee medical information.

The Medical Screening Questionnaires and any other employee medical information shall be treated as medically confidential and shall be maintained as such. The contractor shall maintain an electric copy of these records in a method that meets all Federal requirements, including Health Insurance Portability and Accountability Act (HIPAA) regulations and privacy rules. The content of these medical records is releasable to a medically qualified Government representative as requested by the COR and shall be provided via email within three (3) working days of the request. All medical screening and exam records should be maintained for three years and then they can be destroyed in accordance with appropriate regulations and laws. No later than the last day of the contract, the contractor shall provide the electronic medical records to the Government in a secure manner. Once a full transfer is confirmed, the contractor shall not be required to maintain the records.

3.3 Program/Project Management.

3.3.1 The Contractor shall attend a virtual orientation visit at HQUSACE-SO.

The contractor’s occupational health physician and industrial hygienist shall review current

USACE Occupational Health and Industrial Hygiene documents and virtually attend a three (3) hour meeting at the Headquarters United States Army Corps of Engineers-Safety Office Washington, DC to discuss the USACE Occupational Health Program within 20 working days from award of contract. At a minimum, the contractor shall have the lead physician (the physician who will be providing the majority of services), the contract administrator, and the individual responsible for billing available. The contractor shall be responsible for taking minutes of this meeting. Meetings minutes shall be submitted to the COR via email within 10 working days of the orientation visit. At that initial meeting, USACE will provide generic job descriptions that correspond with each generalized work setting (e.g. field or office setting within or outside the continental U.S.) at this initial meeting.

3.3.2 The Contractor shall participate in virtual meetings for program management as deemed necessary by either party.

The contractor’s occupational health physician, and other employees as requested, shall meet with the COR at least semi-annually. This meeting can be telephonic or in person and is to discuss the status of the contract expenditures, any outstanding issues, the latest quality control report, and any changes in personnel or processes on the part of the contractor or the government. The contractor shall be responsible for taking minutes of these meetings and submitting the minutes to the COR via email within 10 days of the meeting.

3.3.3 The Contractor shall provide program management for work assigned.

Program management will include a single POC with signature authority. The Contractor must have the ability to ability to hire and retain personnel associated with work assigned.

4 Special Requirements

This section describes the special requirements for this effort. The following sub-sections provide details of various considerations on this effort.

4.1 Security

The contractor will complete annual operational security (OPSEC), information assurance, HIPAA, and any other training required for transferring information to an ACE-IT network or ENGLINK network via a government provided or contractor provided computer.

Security Clause 1.

AT Level 1 Training. All Contractor and sub-contractor employees requiring access to non-public or private Government property must complete Anti-Terrorism (AT) Level 1 Training within 30 calendar days after notice to proceed date. AT Level 1 Training is available at the following website: https://jkodirect.jten.mil/Atlas2/faces/page/login/Login.seam. The required training is under the heading “JS-US007-14: Level 1 Antiterrorism Awareness Training.” Contractor employees who have a Common Access Card (CAC) may log in with their CAC. Contractor employees without a CAC shall log into the “Non-CAC users” link and need to complete the training all at once, as no record of training shall be maintained aside from the certificate that is printed upon completion. All AT Level 1 Training certificates must be submitted to the Contracting Officer within 5 calendar days of completion.

Security Clause 2(b).

For Access and General Protection Policy and Procedures. All Contractors and sub-contractor employees shall comply with installation and facility access guidelines and rules as stated herein. Contractor workforce must comply with all personal identity verification requirements as directed by Department of Defense, Department of the Army Headquarters, 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 installation or facility change, the Government may require changes in Contractor security matters or processes.

In support of USACE evaluation of personnel authorized for access to federal facilities, the Contractor shall submit background checks that have been conducted by a bonded third party within the last 6 months of Notice to Proceed date and authorize reports to be provided to the Security and Law Enforcement Office by the third party. The background check will cover, at a minimum, the ten years covering states the employee has lived in, national criminal records check which includes felony and misdemeanor offenses, Department of Motor Vehicles records, and a national sex offender registry check, submitted 14 days prior to accessing the project site.

Identification Badges: The Contractor shall be responsible for furnishing a photo identification badge/card to each employee prior to the employee's work on-site, and for requiring each employee engaged on the work to display identification. At a minimum, the badge shall have the following items shown, the employee’s picture, employee’s name, and company name working for. The badge will be prominently displayed unless restricted for safety concerns, in which case it will be available for immediate display upon request (carried on person).

As employees are added or deleted from the submitted and approved Access Control List (ACL), this information will be reported immediately to the Contracting Officer (KO). Added employees will not be permitted on-site until requirements of this paragraph are completed, submitted, and approved.

Disqualifying factors include, but are not limited to:

(1) Criminal conduct, in particular violent crime and sex offenders;

(2) Habitual use of intoxicating beverages to excess as evidenced by Driving under the influence or public intoxication records; or

(3) Any illegal activity or other disqualification which makes the individual unfit for service (e.g. drug trafficking or procurement fraud).

In addition to the submitted background checks, supplemental agency checks may be performed at the discretion of the U.S. Army Corps of Engineers security personnel. The Contractor agrees to cooperate and ensure that Contractor personnel provide any documentation required to complete these checks. Any person lacking proper identification credentials or deemed a security threat may be denied access to the project. Such action in no way relieves the Contractor from performance of the Contract. The Army Corps of Engineers retains the right to deny any Contractor and sub-contractor employee from working on a contract awarded by the Army Corps of Engineers based on final background investigation results. All information received as a result of a background check will be handled according to Privacy Act regulation.

In the event that an unexpected change in personnel is required, due to sudden absence of a critical path employee, the Contractor shall immediately contact the Contracting Officer to coordinate obtaining written approval from the Security Office for new/additional personnel to be brought on site prior to background check acceptance. Contractor shall submit Personnel Change Request Form and will receive written authorization from the Security Office prior to bringing new personnel on site, and ensure a background check is sent to the U.S. Army Corps of Engineers Security Office no later than ten days from written notice of approval. The U.S. Army Corps of Engineers reserves the right to terminate access of the employee upon completion of the Government’s review of the background check and the Contractor shall be notified immediately of any such Government decision.

In the event of an unforeseen change in work site conditions which may require a contract modification, and the contractor is required to immediately add personnel, a Personnel Change Request Form will be submitted to and approved by the Security Office prior to bringing new personnel on site, and ensure a background check is sent to the USACE HQ Security Office no later than ten days from written notice of approval. The U.S. Army Corps of Engineers reserves the right to terminate access of the employee upon completion of the Government’s review of the background check and the Contractor shall be notified immediately of any such Government decision.

Subcontractor personnel not expected to be on the worksite for more than 15 days may be allowed on site with the following conditions:

1) Employee will be on site a total of 15 days or less, for the duration of the project.

2) Employee is added to the ACL as a short term employee.

3) Employee is escorted while on site. This is defined as being in the line of sight of an identified contractor employee who has a background check on file with the Army Corps of Engineers (as noted on the ACL).

4) Each contractor employee can sponsor only five short term employees at a time.

Foreign National employees: Due to a difference in background check procedures for long term foreign national employees, all such employees must provide a photocopy of their passport to the U.S. Army Corps of Engineers Headquarters Security Office NLT 30 days prior to arrival on site. Short term foreign national employees (e.g. specialists with a two week period of performance) may work on site with the following conditions:

1) Foreign national employee will be on site a total of 15 days or less, for the duration of the project.

2) Foreign national employee will comply with E-verify requirements E-verify paragraph).

3) Approved and identified contractor employee shall escort the foreign national employee at ALL times while on site.

4) Each contractor employee can sponsor only one short term foreign national at a time.

4.2 For contractors requiring Common Access Card (CAC)

The contractor and all sub-contractors employees will be issued a CAC only if duties involve one of the following: (1) Both physical access to a DoD facility and access, via logon, to DoD networks on-site or remotely; (2) Remote access, via logon, to a DoD network using DoD-approved remote access procedures; or (3) Physical access to multiple DoD facilities or multiple non-DoD federally controlled facilities on behalf of the DoD on a recurring basis for a period of 6 months or more. At the discretion of the sponsoring activity, an interim CAC may be issued based on a favorable review of the FBI fingerprint check and a successfully scheduled National Agency Check with Inquiries (NACI) at the Office of Personnel Management.

4.3 Pre‐screen Contractor candidates using E‐Verify Program

The Contractor must pre-screen Candidates using the E-verify Program (http://www.uscis.gov/e-verify) website to meet the established employment eligibility requirements. The Contractor must ensure that the Candidate has two valid forms of Government issued identification prior to enrollment to ensure the correct information is entered into the E-verify system. An initial list of verified/eligible Candidates must be provided to the COR no later than 3 business days after the initial contract award.” *When contracts are with individuals, the individuals will be required to complete a Form I-9, Employment Eligibility Verification, with the designated Government representative. This Form will be provided to the Contracting Officer and shall become part of the official contract file.

4.4 Government Information Systems

All contractor employees with access to a government info system must be registered in the Army Training Certification Tracking System (ATCTS) at commencement of services, and must successfully complete the DOD Information Assurance Awareness prior to access to the information systems and then annually thereafter in accordance with personnel security standards listed in AR 25-2 (Information Assurance), an appropriate background investigation will be conducted prior to accessing the government information systems.

4.5 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 DoDD 8570.01, DoD 8570.01-M and AR 25-2 within six months of employment.

4.6 Enterprise Wide Contractor Manpower Reporting Application "The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Occupational Health Medical Screening 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, beginning with 2013. Contractors may direct questions to the help desk at help desk at: http://www.ecmra.mil.”

5. Quality

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

5.1 Quality Control

The Contractor shall develop a quality control plan (QCP) and maintain an effective quality control program to ensure services are performed in accordance with the IDIQ contract and this PWS. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor’s QCP is the means by which they assure themselves that their work complies with the requirement of the contract.

The finalized QCP will be accepted by the Government 20 days after date of the contract award. The Contracting Officer may notify the Contractor of required modifications to the plan during the period of performance. The Contractor then shall coordinate suggested modifications and obtain acceptance of the plan by the Contracting Officer. Any modifications to the program during the period of performance shall be provided to the Contracting Officer for review no later than 10 working days prior to effective date of the change. The QCP shall be subject to the Government’s review and approval. The Government may find the QCP “unacceptable” whenever the Contractors procedures do not accomplish quality control objective(s). The Contractor shall revise the QCP within 10 working days from receipt of notice that QCP is found “unacceptable.”

5.2 Quality Assurance Surveillance Plan (QASP)

The Government shall monitor the Contractors performance under this contract and each task order in accordance with the Government’s QASP.

6. Invoicing

In accordance with FAR 52.212-4(g), the Contractor shall submit an electronic invoice monthly via e-mail to CEFC-S0invoices@usace.army.mil and copy furnished to the COR. The subject line shall include the contract number, invoice number, the contractor’s name and address and the charges by line item. Invoices shall be submitted within 10 days following the end of each month. Questions regarding status of payment should be directed to the USACE Finance Center at CEFC-Payments@usace.army.mil (if more than 30 days have passed since the invoice was submitted).

7. Government Furnished Property, Equipment, and Services

The Government will provide a Government furnished computer to the contractor and a common access card (CAC) for the contractor.

8. Deliverables The contractor shall provide the following deliverables as listed in the table below.

Format and delivery schedule for deliverables are outlined in the applicable section of the PWS.

Records to be submitted to COR within 5 days of consultation; during a Civil Emergency Operation, exercise or event, the record of the consultation shall be forwarded within 24 hours of the request after notification from the COR to the Contractor.

Minutes from orientation visit and all other meetings submitted to COR within 10 days of meeting.

The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services.

The Contractor shall submit electronic invoice to the Finance Center with the COR copied no later than 10 days after the end of the month.

Performance Requirement Summary (PRS)

occupational health

Physician

Performance Evaluation Rating / Exercise of Option Years

submitted to ENGLink or to the Rehired Annuitant

Program Manager within 3 working days of questionnaire submission.

If urgent or during actual emergency response, 90% of the time it will be submitted to ENGLink or to the Rehired Annuitant

Program Manager within

24 hours of questionnaire submission.

Performance Evaluation Rating / Exercise of Option Years

Contractor shall provide a secure website IAW Privacy Act, IAW HIPPA, and appropriate encryption for healthcare information that will house the sample Rehired Annuitant Medical Screening Forms and provide the ability to submit the Rehired

Annuitant Medical Screening Forms for Review via email, fax, or mail.

Performance Evaluation Rating / Exercise of Option Years

minutes from orientation visit and all other meetings submitted to COR within 10 days of meeting.

Performance Evaluation Rating / Exercise of Option Years / Re-perform at no cost to the Government