PWS_Oct2016_rev1.pdf

~~~ Performance Work Statement ~~~

Attending Veterinarian Contract EL Animal Care & Use Program

3 October 2016

EL Animal Care & Use Program: Attending Veterinary Contract

3 October 2016

1 Introduction

1.2 Background

1.3 Scope

2 General Requirements

2.1 Personal Services Prohibition

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

2.5.1 Qualifications/Criteria for Evaluation………………………………………………………….. 5

2.6 Travel

3 Performance Requirements

3.1 Inspections and Meetings………………………………………………………………………… 6

3.2 Annual Review & Update of Program of Veterinary Care….…………………………………… 6

3.3 Technical & Veterinary Consultation .………...………………………………………………… 6

3.4 Emergency Services........……...……………………………………….………………………… 7

4 Period of Performance 5 Security Requirements..………...………………………………………………..………………… 7

3 October 2016

1. Introduction Much Environmental Laboratory (EL) research involves work with vertebrate animals. This requires a qualified Attending Veterinarian (AV) working closely with EL’s Institutional Animal Care and Use Committee (IACUC) and providing guidance to scientists conducting animal research. The purpose of this action is to provide an experienced veterinarian with appropriate credentials as required by DoD to serve as the AV for the EL’s Animal Care and Use Program (the Program).

1.1. Background

EL’s authority for conducting animal research is subject to DoD approval via the Animal Care and Use Review Office (ACURO), Fort Detrick, MD. ACURO seeks to ensure the highest possible quality of animal care through national accreditation and compliance with the Animal Welfare Act. DoD specifically requires EL to obtain and maintain accreditation by the Association for the Assessment and Accreditation of Laboratory Animal Care (AAALAC).

AAALAC and DoD both require programs they respectively oversee to include an AV guiding animal care through regular site visits and active engagement with the IACUC and animal researchers. The AV serves as a voting member of the IACUC providing professional input, guidance, and services on all matters related to maintaining healthy vertebrate animals for EL’s research programs.

EL must have a qualified AV associated with the Program, or it risks losing its authority to work with vertebrates, and that would be devastating to EL’s ability to perform that facet of its mission. Hence, the critical need for continuous AV services in support of the Program.

1.2. Scope

The intent of this contract is to enable ERDC-EL researchers to provide high quality animal care for research animals through oversight required by DoD for such activities. Work conducted under this procurement will cover the full range of AV responsibilities needed to guide a successful animal care and use program. AV Duties include participating in IACUC meetings and facilities inspections and contributing to program documentation by reviewing meeting minutes, SOPs, and animal use protocols. Another duty is to author, guide implementation and periodically review/update the written Program of Veterinary Care (POVC). The AV consults with PI’s on animal care issues by phone and by email and may also provide on-site emergency veterinary services as needed. Finally, the AV advises the IACUC Chairman (who is also the Technical Representative (TR) and Contracting Officer’s Representative (COR); See QASP) on issues arising with day-to-day operation of the Program. In short, this contract will meet an essential need to allow the Program to remain in compliance the Animal Welfare Act statutes, DoD guidance, and AAALAC accreditation requirements.

3 October 2016

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. Personal Services Prohibition

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 actions 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 (KO) immediately.

2.2. Business Relations

The technical point of contact (POC) and/or the Contracting Officer’s Representative (COR) will contact the vendor at any time during the duration of the contracting period to provide input information required to carry out contracted services. The service Contractor shall successfully integrate and coordinate all activity needed to execute the service contract agreement. The Contractor shall manage the timeliness, completeness, and quality of problem identification and execution. 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.

3 October 2016

2.3.3. Personnel Administration

The Contractor shall provide the management and infrastructure as required to fulfill the service contract.

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. The Contractor may add subcontractors to their team after notification to the Procuring Contracting Officer (KO) or Contracting Officer Representative (COR). Cross teaming may or may not be permitted.

2.5. Contractor Personnel, Disciplines, and Specialties

The Contractor shall accomplish the assigned work by employing and utilizing appropriate combinations of education, training, and experience. The Contractor shall match skills to the work or task with optimum resources. The Contractor shall provide the necessary resources and infrastructure to manage, perform, and administer those activities specified under the contract.

The following qualifications are required.

2.5.1. Qualifications/Criteria for Evaluation

The Contractor shall have at least twenty-five (25) years of experience serving as an Attending Veterinarian in an AAALAC accredited program. The Contractor shall hold a degree as Doctor of Veterinary Medicine and be a certified Diplomate of the American College of Laboratory Animal Medicine (DACLAM). The Contractor must have training or experience in laboratory animal science and medicine, or in care of the species of animals maintained by the ERDC-EL.

The Contractor must meet applicable veterinary practice standards and must be licensed to practice in the State of Mississippi.

2.6. Travel

Local travel to and from IACUC meetings and lab inspections in Vicksburg, MS is a requirement. Infrequent travel for unanticipated meetings, to address nonemergency health issues, or to manage animal health emergencies may also be needed. Because of the need for quick response times during emergency and critical health crises, it is important the Contractor’s base of operation be no more than 200 miles one way from Vicksburg. Local travel will be reimbursed on a per miles basis in accordance with DoD joint travel regulations (IAW/JTR). In some instances, it may be necessary for the AV to secure overnight accommodations to attend Program functions that preclude the typical commute to Vicksburg. In such cases, the Contractor

3 October 2016 will be reimbursed upon submission of receipts for hotel, meals and other allowable expenses IAW/JTR. The contract allows for eleven (11) overnight stays over the five year period of performance and no more than 3 overnight stays in a given period of performance of base and/or option years. The contract will allow for up to five (5) trips per year and no more than twenty

(20) over the five year period of performance of the contract. Over the course of a given year, trips for any combination of purposes (regular meetings, infrequent visits, and/or emergency response visits) will be acceptable as long as the maximum number of trips is not exceeded.

3. Performance Requirements The following section specifies the Performance Objectives and Performance Elements for the contract. The service contract should include all labor, equipment, software, and travel costs. The critical performance requirements that must be met are outlined as follows.

3.1. Inspections and Meetings

The AV attends various on site activities. These include semiannual facilities inspections and program reviews (FIPRs), compliance inspections by ACURO, accreditation inspections by AAALAC, formal meetings of the IACUC, and various infrequent meetings as needed. The AV brings considerable experience and expertise when engaging the Program on these occasions providing guidance and advice.

Deliverable: Such guidance and advice is recorded via meeting minutes, recorded transcripts, related email correspondence, and written reports. A record of AV participation in such activities must be adequately documented and submitted to the IACUC Chairman along with related invoices. Such records should include the date and time, general topic of consultation, relevant details of matter, summary of guidance provided, and eventual outcomes. These forms of documentation are filed for reference in the IACUC Records Room.

3.2. Annual Review and Update of the Program of Veterinary Care The AV prepares and updates the Program of Veterinary Care (POVC). The original POVC was completed in 2013 and has been revised periodically ever since. While the POVC will be revised and updated at least once annually going forward, if new species are added to the Program throughout the course of the year, the POVC must be revised. These revisions to add new species should be completed in advance of the arrival of new species.

Deliverable: Revisions and updates to the POVC will be submitted to the IACUC Chairman who will place the document in its file in the IACUC Records Room. Additionally once submitted, 3 October 2016 the revised POVC will be placed on the Program’s intranet website so that it may be readily accessed by program participants.

3.3. Technical and Veterinary Consultation

The AV provides critical guidance on veterinary care. Although veterinary consultation may not be as urgent as in emergency situations, the AV must be available for consultation as needed.

Contact information must be kept up to date, and the AV shall provide new contact information to the IACUC Chairman in a timely manner. Depending on the nature of issue, the AV will offer guidance in person, over the phone, or via email. The Contractor must have considerable experience in the AV role at another AAALAC accredited institution. Experience as an AV at a school of veterinary medicine in preferred. Some nonemergency situations may require the presence of the AV to assess health conditions and to monitor efficacy of treatments. Therefore, the Contractor must also be available to travel to Vicksburg on short notice as needed.

Deliverable: A record of consultation activities and supporting documents must be submitted to the IACUC Chairman along with invoices when submitted. Such records must include the date and time, general topic of consultation, relevant details of matter, summary of guidance provided, relevant supporting documentation and eventual outcomes.

3.4. Emergency Services

The AV provides critical guidance on veterinary care in both emergency and nonemergency situations. Although emergencies are infrequent, the AV role must be covered at all times.

Depending on the nature of issue, the AV will offer guidance in person, over the phone, or via email. The Contractor must be experienced in managing veterinary emergencies at another AAALAC accredited institution. The Contractor may be needed on site when emergencies arise and should be prepared to travel to Vicksburg on short notice if needed.

Deliverable: A record of any and all emergency response activities must be documented and submitted to the IACUC Chairman along with invoices when submitted. Such records must include the date and time, nature of the emergency, relevant treatment details, summary of guidance provided, and eventual outcomes.

4. Period of Performance: One (1) Base Year and Four (4) Option Years. Each year begins with award date.

5. Security Requirements:

3 October 2016

The contractor and all associated subcontractors’ employees shall comply with applicable installation, access and local security policies and procedures. Policies and procedures will be provided by the local Security Office. The contractor must comply with all personal identity verification requirements as directed by DoD, HQDA, and local policies. 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.

3 October 2016

Appendix 1 -Surveillance Matrix

Task Statement Standards/AQLs Inspections Rating

3.1 Inspections and

Meetings

Deliverables Written documentation summarizing AV’s participation.

1) reports, emails, meeting notes that document guidance, advice on program, facilities & inspections, and related billing records submitted to TR/COR AQL: 95% correct

2) Deliverables are required 30 days after reportable event AQL: 14 day delay acceptable

What: Deliverables

Who: TR and COR will inspect all deliverables.

Standard(s):

Inspection applies to all tasks.

3.2 Annual Review

and Update of the Program of Veterinary Care

Deliverables Revised and updated POVC completed and submitted to IACUC Chairman annually

1) Updated POVC & related billing records submitted to

TR/COR

AQL: 95% correct

2) Deliverables are required 30 days after completion of Base Year and subsequent Options AQL: 14 day delay acceptable

What: Deliverables.

Who: TR and COR will inspect all deliverables.

Standard(s):

3.3 Technical and

Veterinary Consultation

Deliverables Written documentation summarizing consultation.

1) Summary meeting notes, phone logs, emails, & related billing records submitted to

TR/COR

AQL: 95% correct

2) Deliverables are required 30 days after reportable event AQL: 14 day delay acceptable

What: Deliverables.

Who: TR and COR will inspect all deliverables.

Standard(s):

3 October 2016

Task Statement Standards/AQLs Inspections Rating

3.4 Emergency

Services

Deliverables Written documentation summarizing emergency service provided.

1) reports, emails, examination & treatment notes, & billing records that document emergency service provided submitted to

TR/COR

AQL: 95% correct

2) Deliverables are required 30 days after reportable event AQL: A delay of 14 days is acceptable

What: Deliverables

Who: TR and COR will inspect all deliverables.

Standard(s):