W912J2-16-R-0003-0001_Case_Manager.pdf

SEE ADDENDUM

(No Collect Calls)

W912J2-16-R-0003 21-Apr-2016

b. TELEPHONE NUMBER

608.427.7209

8. OFFER DUE DATE/LOCAL TIME

12:00 PM 26 May 2016

5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

STANDARD FORM 1449 (REV. 2/2012)

Prescribed by GSA – FAR (48 CFR) 53.212

(TYPE OR PRINT)

(SIGNATURE OF CONTRACTING OFFICER)

ADDENDA ARE

26. TOTAL AWARD AMOUNT (For Gov t. Use Only )

23.

CODE 10. THIS ACQUISITION IS

SUCH ADDRESS IN OFFER

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT

BELOW IS CHECKED

TELEPHONE NO.

W912J29. ISSUED BY

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a. UNLESS BLOCK

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME

CURTIS P CLEMENTS

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NUMBER

(TYPE OR PRINT)

30b. NAME AND TITLE OF SIGNER 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a.UNITED STATES OF AMERICA

0 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1. 52.212-4. FAR 52.212-3. 52.212-5 ARE ATTACHED.

25. ACCOUNTING AND APPROPRIATION DATA

1. REQUISITION NUMBER

20.

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED.

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, AND 30

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

ARE NOT ATTACHED

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

SET FORTH HEREIN, IS ACCEPTED AS TO ITEMS:

. YOUR OFFER ON SOLICITATION

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN

% FOR:SET ASIDE:UNRESTRICTED OR X

SMALL BUSINESS

17a.CONTRACTOR/ CODE FACILITY

OFFEROR CODE

USPFO FOR WISCONSIN CONTRACTING OFFICE

1 WILLIAMS STREET

CAMP DOUGLAS WI 54618-5002

18a. PAYMENT WILL BE MADE BY CODE

RATED ORDER UNDER

DPAS (15 CFR 700)

13a. THIS CONTRACT IS A

13b. RATING

CODE15. DELIVER TO CODE 16. ADMINISTERED BY

SEE SCHEDULE

12. DISCOUNT TERMS11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

14. METHOD OF SOLICITATION

RFQ IFB RFPX

608-427-7279FAX:

TEL: 608-427-7277 SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

8(A)

HUBZONE SMALL

BUSINESS

X

SIZE STANDARD:

$27,500,000

NAICS:

561330

OFFER DATED

29. AWARD OF CONTRACT: REF.

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

EMAIL:

TEL:

31c. DATE SIGNED

SEE SCHEDULE

SCHEDULE OF SUPPLIES/ SERVICESITEM NO. QUANTITY UNIT UNIT PRICE AMOUNT

24.22.21.19.

WOMEN-OWNED SMALL BUSINESS (WOSB)

ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

(CONTINUED)

PAGE 2 OF81

ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED: ______________________________________________________

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED

32b. SIGNATURE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32c. DATE 32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE 32f . TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT REPRESENTATIVE

37. CHECK NUMBER

FINALPARTIALCOMPLETE

36. PAYMENT35. AMOUNT VERIFIED

CORRECT FOR

34. VOUCHER NUMBER

FINAL

33. SHIP NUMBER

PARTIAL

38. S/R ACCOUNT NUMBER 39. S/R VOUCHER NUMBER 40. PAID BY

41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT

41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER 41c. DATE

42a. RECEIVED BY (Print)

42b. RECEIVED AT (Location)

42c. DATE REC'D (YY/MM/DD) 42d. TOTAL CONTAINERS

STANDARD FORM 1449 (REV. 2/2012) BACK

Prescribed by GSA – FAR (48 CFR) 53.212

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

SEE SCHEDULE

20.

SCHEDULE OF SUPPLIES/ SERVICES

21.

QUANTITY UNIT

22. 23.

UNIT PRICE

24.

AMOUNT

19.

ITEM NO.

W912J2-16-R-0003

Section SF 30 - BLOCK 14 CONTINUATION PAGE

ANSWERS TO VENDOR QUESTIONS

Answers to Vendor Questions

Many of vendor questions are the same, so I did my best to consolidate them, my apologies if I missed a question.

1. Is Past Performance considered as evaluation factor in the response? If yes kindly mention how many past performances we need to give in the response? A. No, Award is based on Lowest Price Technically Acceptable.

Each only needs to show they are capable of meeting the requirements of the PWS.

2 Is this a new or follow on requirement? If follow on, Please let us know the contract number, incumbent name and dollar value? A. This is a follow on. W912J2-15-C-0001 National Sourcing Inc $500,620

3. Do we need to include resumes for all the Medical Record Clerks and Case Managers in the response? A.

No, once awarded the COR may require to see resumes. Also as of right now all incumbents are planning to return.

4. As per the SF form the due date is 23 May 2016 but FBO Portal reads the due date as 26 May 2016.Kindly confirm the due date for the response? A. The due date is 26 May 2016 12:00PM. Please disregard the due date of 23 May 2016 on the solicitation.

5. Why is this only for 1 year POP? Most of these contracts are 1+4 A. Contracting office discretion.

6. Why are the Medical Records Clerks coded as such, and not general clerks? Can you show documentation from the DOL verifying it is the correct labor code? A. They are not general clerks as they handle medical records with Personal Health Information (PHI) and have to conduct HIPAA training to be able to work in this office.

7. Are there any potential option years? A. not at this time.

8. Are there any current vacancies in the 9 contract positions? A. There are currently no vacancies in the 9 positions.

9. Do you require anything besides the pricing and signed SF1449? A. re‐read the synopsis specifically the paragraph starting with Responses to this announcement must.

10. Why is 1 CM position for 9.5 months (1496 hours) and others are 12 months ‐1920 hours? A. the other CM position has a later start and the same end date. This is clearly stated in the synopsis and solicitation.

11. The solicitation references the NG contract awarded to Skyline Ultd in 2009 but based on the information we are able to find that contract has ended. What was that contract number? A. That is a mistake that wasn’t deleted out of the PWS. Skyline is not the incumbent. SEE QUESTION 3

12. Is this a personal services or non‐personal services contract? A. non‐personal service

13. Given the RFP states that the contract is Firm Fixed Price (FFP) will the government (Wi National Guard) pay the contract holder for vacancy time should it occur? A. The government will not pay for vacancy time. The government only pays for hours worked. It is the vendor’s responsibility to limit or ensure there is no vacancy time.

The price per hour for each employee is Firm fixed price. The government will guarantee that amount for hours worked.

14. Are all positions in this solicitation covered by Service Contract Law, i.e. SCA, and the rates provided by the incorporated WD? A. Yes

15. It states in the PWS that there is a Travel CLIN, but the SF1449 doesn't include one nor does the Vendor Cost Worksheet. A. The travel CLIN isn’t on the SF 1449 because it doesn’t need to be priced by the vendor. The government will add funding to a travel (Cost CLIN) all unused money from that CLIN will be de‐obligated at the end of the PoP.

16. Is there a minimum/maximum number of Past Performance references required? A. not a requirement.

17. Are employees currently in place that the end user is happy with or would we be hiring all new people for these positions? A. the end user is happy with all 9 incumbent employees.

18. Since Past Performance is not included as an evaluation factor per the posting on FBO, is a Past Performance Volume required as part of our submission? A. not a requirement, but vendors can submit past performance if they choose to. There is no penalty for not submitting it.

19. Can more clarification be provided in regards to the Evaluation? A. Lowest Price Technically Acceptable‐ re‐ read the FBO posting for more information regarding technical acceptability.

20. Can the Quality Control Plan be in excess of 5 pages? A. limit to four pages.

21. Per page 2 of 4 of the Synopsis ‐ "The Wisconsin Army National Guard anticipates awarding one firm‐fixed price contract", in the RFQ Section B (pg's 3 & 4 of 77) CLIN's 0001, 0002 & 0003 assert they are FFP, page 4 of 77 (PWS CASE MANAGER) "The proposed contract is a firm fixed‐price contract", Page 22 of 77 (PWS MEDICAL RECORDS CLERK) "The proposed contract is a firm fixed‐priced contract". Is the awarded effort to be a classic Firm Fixed Price (FFP) wherein the prevailing bidder invoices for the same amount every month for efforts on this task (i.e. 1/12 of total award per month?

A. The awarded bidder will submit monthly invoices and time sheets to the designated COR. The vendor will be paid for “hours worked.” The price per hour is fixed with the hours capped. The government will only pay for hours worked. These are non‐professional positions where the employee only gets paid for the hours worked.

22) In reviewing the Vendor Cost Worksheet for SOLICITATION NUMBER: W912J2‐16‐R‐0003_CM, it appears that the government is requesting all the data necessary to deliver a CPFF bid and not an FFP. Can the government describe why it needs on a position by position basis Fringe, Overhead, G&A and Profit rates for what is supposed to be an FFP bid? A) A revised vendor cost worksheet is posted in FBO. All vendors will ensure they are following the Service Contract Act.

23. Looking at CLIN's 0001, 0002 & 0003, each is typed as FFP, but its unit of measure is hours. This leads us to surmise that the effort is actually a "Level of Effort" most closely resembling "Time and Materials (T&M)" with bid hourly rates a "Firm Fixed Rate". This implies hours worked are all that can be billed. If we were to lose an employee due to death, resignation, or government direction to remove; and we could not bill for hours in the interim until a replacement is in the position; we would continue to absorb monthly costs such as those related to health care insurance and other items billed monthly for the terminated employee, as well as our internal costs associated with procuring and situating the replacement. Does the government anticipate our modeling in this fashion ‐ as we normally would for "Time and Materials" to mitigate these risks ? A) Those are all inherent risks of a government contract, it is the vendor’s responsibility to have the management capabilities and the systems in place to mitigate the risk. In the event of a vacancy the awarded vendor will work closely with the Contract officer representative to fill the vacancy as soon as possible.

24. How many years have the incumbent staff been working? We want to correctly account for their PTO. Here is a breakdown of the 9 incumbents. The names will be given upon award 1‐ 3 Jan 2011 2‐ 5 Nov 2012

3‐ 30 Jul 2012 4 7 Mar 2016 5 ‐ 21 Jul 2015 6 ‐ 10 Aug 2011 7 17 Aug 2015 8 5 Oct 2015 9 26 Aug 2015

25. Are SCA classifications provided (RN II and Med Records Clerk) based on the current staff? A) Yes

26) In the PWS (pg 4, Section 1) the government states that there is a cost CLIN for travel; the SF 1449 does not have a CLIN for travel. Please identify how we need to provide a cost factor for travel. A) Don’t price Travel in your bid. The government will add money to the award. It will be a not to exceed CLIN based on historical averages and anticipated need. Please read the PWS paragraph regarding travel 9.3 Any travel funds un-used will be de-obligated at the end of the PoP.

27. Are assigned staff required to wear uniforms (i.e. scrubs) in performance of daily activities? A) No, Uniform will be business casual with a government provided name tag.

28. Is this contract covered by Executive Order (EO) 13658? A) Yes, see page 66 of the PWS as well as the WDOL website. http://www.wdol.gov/sca.aspx the minimum wage for these positions are listed in the solicitation there is a dollar amount listed with each position. Check pages 66-73

29. In the RFQ (pg 41), the government provides very little instruction on response criteria (i.e. page counts, content, etc.) for contractor response to ensure adequacy of knowledge, etc. and appears to be relying solely on Clause 51.212-1. Will the government confirm that following the criteria as set forth in 51.212-1 is sufficient to satisfy response requirements? A) Yes, in conjunction with the rest of the solicitation to include the fbo posting should give each vendor plenty of information to put their best foot forward when submitting a bid.

30. There appears to be a section missing (Section 11.3); we request the government provide this section and allow for a one week extension to fully review and incorporate any content into proposal responses. A) There is no section 11.3 there is no missing information. There will be no extensions given at this time. The due date is 26 May2016

31. In the PWS (pg 13, Section 10.5.4) the government states “The contractor is cautioned the entire process from the PSI-CoE request to OPM completion of the background investigation tends to take 4-12 weeks”. As this is an LPTA award, and the potential awardee may propose a salary distribution that is not acceptable for incumbent staff requiring potential new staff who are not cleared, will the government grant interim access for work continuity or are you prepared for potential work stoppage or reduction in services while staff are cleared appropriately. A) All incumbents have a successful background investigation. The COR will work with our security people to grant some form of intern access.

32. In the PWS (pg 7, Section 8.1) the government states: “The non‐clinical direct service case managers require the expertise as dictated by the individual State Licensing boards which set the scope of practice”. Are proposed case management staff required to be licensed for Wisconsin (WI) practice? Are current incumbent staff (who will be offered first right of refusal as per SCA requirements) also currently licensed to practice as per existing WI requirements? A) All that we require is that the Case Manager is a licensed RN. And yes, all incumbents have been verified to have their license.

33. In the PWS (pg 9, Section 9.1) the government states: “Contract employees will fill out weekly time sheets and provide to the Government indicated employee for verification and approval”. The majority of companies utilize electronic timekeeping and not paper timesheets; this makes a difficulty in meeting this requirement by the employee as they will have to spend additional time (as well as the contractor incurring additional expense through overhead administration) in providing this paper documentation. We request the government either remove this requirement of provide the format/template they desire to be complete in order to assimilate it into our employee training/orientation/work flows. The process we use now is that the contract employees use an electronic system to submit their timesheets. The paper copy is for the COR to verify and approve of the hours worked and send to the HR department. This has proved beneficial as I (as the COR) have identified some discrepancies (wrong type of hours worked (vacation vs normal) or putting in the wrong

Amount) and was able to get them resolved promptly.

34. Are assigned staff required to wear uniforms (i.e. scrubs) in performance of daily activities? A) No official Uniform, the daily attire will be business casual.

35. In the PRS Table (pg 21) the government states that “The Case Manager will decide/determine whether Soldier is fit‐for‐duty or not no later than 12 to 18 months after case was opened”. Is this not a decision for higher medical authority (i.e. a doctor vice a nurse)? We request the government confirm and clarify. A) The Case Manager does make a final decision based on doctor’s notes and assessments. This type of decision is based on whether they are fit‐for‐duty per military standards based on the type of injury they have or determine them as non‐compliant if the Soldier does not abide by providing records and attending appointments. They use AR 40‐501 ‐ Standards of Medical Fitness.

36. In the PWS (pg 11, Section 11.1) the government states “All contract employees are required to complete HIPAA online training through Joint Knowledge Online (JKO) and provide the certificate to the COR on an annual basis”. Is this training available through open internet sources or does this require CAC access? A) Yes, JKO can be accessed with or without a CAC. There is a process to request an account where the COR will approve the request for training that must be completed before a CAC is provided.

PWS CASE MANAGERS

PERFORMANCE WORK STATEMENT (PWS)

Case Managers

1. PURPOSE. The purpose of this requirement is to provide Medical and Dental Non-clinical Case Management staffing in support of Individual Medical Readiness (IMR) to the Wisconsin Army National Guard (WIARNG). This contract is designed to be responsive in meeting the ever-evolving needs of the WIARNG. It establishes aggressive quarterly and annual metric goals for the separate IMR elements and for the overall IMR category of Fully Medically Ready (FMR) Soldiers. The proposed contract is a firm fixed-price contract for four (4) full-time Contractors serving the role as Case Managers with a cost CLIN for travel.

2. BACKGROUND. In 2009, a Medical Management Guide was issued by the Office of the Assistant Secretary of Defense for Health Affairs (ASD [HA]) and the Department of Defense (DoD) TRICARE Management Activity (TMA), Office of the Chief Medical

Officer (OCMO), Population Health and Medical Management Division (PHMMD). The Guide covers the components of a Medical Management (MM) program, including applicable principles, implementation concepts, processes, and tools/databases for Utilization Management (UM), Case Management (CM), and Disease Management

(DM).

Under legislative mandates, the ASD (HA) submitted an annual report to Congress regarding healthcare delivery for Military Health System (MHS) beneficiaries. The 2009 report documented the MHS goal to providing high-quality care, improving performance through clinical and process outcomes, and increasing patients’ confidence in the care they receive. The Guide describes crucial components of Medical Management within the MHS, including the link between MM and population health and the dynamics between Utilization Management, Case Management and Disease Management in helping reduce unnecessary or inappropriate services and/or duplication of services.

In the military setting, Case Management targets Active Duty Service Members and beneficiaries with complex, multi-system healthcare needs who require care coordination or case management services. Originally, Case Management almost exclusively targeted in-patients with catastrophic illnesses or injuries. While Case Management continues to focus on catastrophic illness or injury, Case Management practices are also intensely directed at addressing chronic conditions that are more prevalent in the general patient population. Case managers can affect patient outcomes through proactive interventions across multiple healthcare settings.

Additionally, case managers are expected to engage community resources and facilitate ongoing and consistent patient education.

The MHS has three primary goals for Case Management:

- Improve the care, management, and transition of recovering Service members.

- Broaden the application of CM to include those with complex and at-risk needs before the Soldier requires complex care.

- Evaluate the impact of case management on the quality of military health care.

The Army National Guard, recognizing the importance of Medical Readiness after several years of combat deployments, implemented the Case Manager Support Contract in August 2005. The current contract was originally awarded August 2009 to Skyline Ultd (with 49% subcontract to Sterling Medical). At the end of FY 09, case managers in 31 states were using the medical non-deployable module to manage their case loads. During the period of August 2008 to August 2009, 15,292 cases were put into the module; of these, 6734 were closed by return to duty, fit for duty, or forwarded for an MEB/PEB evaluation. Additionally, readiness increased from 35% fully-ready in FY08 to 44% in FY09. This success resulted from increased targeted funding and a concerted effort by the National Guard Bureau.

On 29 March 2012, the ARNG achieved the Department of Defense (DoD) goal of 75% Fully Medically Ready (FMR) Soldiers per DoD Instruction (DoDI) 6025.19, Individual Medical Readiness (IMR). This monumental accomplishment marked the highest medical readiness percentage the ARNG has achieved in documented history.

Over the past year, ARNG readiness has continued to increase to over 80%. Continued utilization of medical case managers is essential to maintaining established medical readiness goals for the ARNG.

3. SCOPE. The ultimate goals are to produce real-time reports based on complete, accurate data. The minimum goal for overall medical readiness is more than 82% of Service members FMR, with the ideal goal of 100%. The WIARNG State Surgeon’s Office requires a highly responsive whereby the government can quickly obtain needed support and services. This PWS reflects existing National Guard Bureau policies and regulations.

3.1 The Contractor shall provide at a minimum a Registered Nurse (RN) to fill the case management positions. Personnel assigned to this requirement shall possess the required technical skills and expertise to perform the functions with minimum guidance.

Technical skills for non-clinical case managers include PC proficiency in Microsoft Office systems, specifically Microsoft Office, Word, and Excel.

4. Period of Performance (PoP): The period of performance shall be 12 June 2016 to 11 June 2017.

5. Place and Performance of Services: The Contractor shall provide these services in Dane County, Wisconsin. The primary work location will be at Joint Force Headquarters, 2400 Wright St, Madison, WI 53704. The contractor may be required to conduct missions to support and augment the WIARNG consistent with all services described within the PWS. Specifically, contract employees will be required to periodically travel to Volk Field, Camp Douglas, WI to support Soldier Readiness Processing (SRP) events.

5.1 Contractor shall ensure personnel are replaced within 30 days if current employee leaves or is unable to accomplish duties as assigned.

5.2 If changes to the original work in this PWS arise during the performance of the contract, the contractor will notify the Contracting Officer Representative (COR). If determined to be within the scope of the contract the Contracting Officer will provide a 30 calendar day notice to the contractor with full description of the need and request a proposal. The contracting officer 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.

6. INSTALLATION:

6.1 Unscheduled Gate Closures: Gate closures by the Security Police 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.

6.2 Installation Regulations: 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.

7. QUALITY MEASURES:

7.1 Quality Control (QC): The contractor shall provide a preliminary Quality Control Plan (QCP) with their proposal. The QCP shall include a detailed discussion of the steps proposed to ensure quality, adherence to schedule, proactive communication and adherence to budget. The QCP shall include a description of corrective action steps to take should the contractor performance be substandard. The contractor will provide accurate point of contacts (POC) to address questions related to the QCP. The QCP shall be submitted as part of the proposal.

7.2 Quality Assurance Surveillance Plan (QASP): The Government shall develop and utilize a quality assurance plan. This plan shall be primarily focused on what the Government must do to ensure the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and acceptable quality level(s) (defect rate(s)).

8. SPECIAL QUALIFICATIONS: The non-clinical case manager requires the expertise as dictated by the “practice of nursing” – the systematic application of substantial specialized knowledge and skills derived from the biological, physical, and behavioral sciences; to the care, treatment, counsel, and health teaching of individuals who are experiencing changes in the normal health processes; or who require assistance in the maintenance of health and the prevention, or management, of illness, injury, or disability.

8.1 The non-clinical direct service case managers require the expertise as dictated by the individual State Licensing boards which set the scope of practice. Case management knowledge domains consist of assessment, planning, implementation, coordination, monitoring and evaluations of the options and services required to meet the WIARNG Soldier’s health and human service needs.

8.2 The non-clinical case management personnel will be experienced in all aspects and qualified in their respective functional areas/responsibilities. Contactor personnel shall not perform inherently governmental functions (i.e., representation of government, decision authority, etc.) The case management personnel shall perform the following tasks in the execution of non-clinical case management support:

8.2.1 Responsible for monitoring ALL assigned Soldiers in the eCase module. This includes contacting Soldiers once a month.

8.2.2 Monitor eCase to ensure newly assigned Soldiers are identified and contacted in a timely manner.

8.2.3 Responsible for medical and administrative charting in eCase & MEDCHART.

8.2.4 Determine accurate restrictions when generating profiles and track the profile to ensure it is signed by a provider or Deputy State Surgeon in a timely manner.

8.2.5 Coordinate Soldier treatment plans with appropriate medical facilities.

8.2.6 Maintain automated referrals indicated in MEDCHART.

8.2.7 Submit case processing, medical documentation, and profile concerns to military/contacted provider.

8.2.8 Attend SRP events as determined by the needs of the state and the individual units.

8.2.9 Ensure those Soldiers referred by a provider are followed by the case management team.

8.2.10 Manage Soldier’s care from the identification of the condition to when the Soldier is either:

- Considered medically cleared.

- Administratively separated from the military.

8.2.11 Follow the regulations and policies applicable to Individual Medical Readiness (IMR) and deployment, to include the AR 40-501 and other applicable guidance.

8.2.12 Ensure all medical documentation received from the Soldier and/or their medical team is received and placed in Soldier’s packet, as well as the Soldier’s STR.

8.2.13 Ensure Medical Record Clerks are provided with all relevant medical/dental documentation for scanning, indexing and filing after closing a case.

8.2.14 Obtain release of information from Soldier.

8.2.15 Educate Soldiers on resources available to improve medical and dental readiness.

8.2.16 Maintain Health Insurance Portability and Accountability Act of 1996 (HIPAA) standards and guidelines.

8.2.17 Review and track health assessment (PHA, SRP, CVSP) lab results and contact Soldier to educate on lifestyle modifications.

8.2.18 Communicate with unit to ensure Soldier attendance to medical appointments and submission of follow up documentation.

8.2.19 Log in eCase any contact with SM (email, voice call, or personal interview).

8.2.20 Communicate with applicable unit regarding non-compliance, fit-for-duty or not fit-for-duty determination for Soldier.

8.2.21 Obtain & review requested records from AHLTA (Armed Forces Health Longitudinal Technology Application).

8.2.22 Provide a weekly report on number of referrals/cases initiated, active cases and closed cases.

8.2.23 Maintain Soldier medical records in accordance with Army Regulation (AR) 40- 66.

9. ADMINISTRATIVE:

9.1 Work Hours: Contract employees will work no more than 40 hours per week and are not authorized overtime. Contract employees will fill out weekly time sheets and provide to the Government indicated employee for verification and approval.

9.2 Invoicing and Payment: The Contractor must submit invoices monthly for work completed each month at an hourly unit price. Invoices will show CLINS separately, to include any travel. Overtime is not authorized. The contractor shall submit copies of each invoice electronically to the COR.

9.3 Travel: Travel and cost reimbursement shall be in accordance with the Joint Travel Regulation. Contractor personnel will be required to travel up to 10 days a year where approved mileage, per diem, and/or lodging will be reimbursed through this contract on a Travel CLIN. Contractor shall be required to comply with travel policies as outlined in the DoD Financial Management Regulation and the Joint Travel Regulation (JTR).

Contractor will ensure transparency of any additional fees applied to travel coordination or processing.

9.3.1 The contractor will establish travel authorization forms and expense reports for the contract employees to use when attending SRP events. These will be completed by the contract employee and sent to the COR for review and approval before forwarding to the contract POC to process.

9.4 Recognized Holidays: The following are recognized Federal holidays. Periodically, the President may make an executive order authorizing Federal Workers periods of time off during the holiday season in addition to the recognized holidays. It would be preferred to allow or provide the option for contract employees to have this as holiday time as well.

9.4.1 New Year’s Day: January 1st

9.4.2 Martin Luther King, Jr.’s Birthday

9.4.3 President’s Day

9.4.4 Memorial Day

9.4.5 Independence Day: July 4th

9.4.6 Labor Day

9.4.7 Columbus Day

9.4.8 Veteran’s Day: November 11th

9.4.9 Thanksgiving Day

9.4.10 Christmas Day

9.5 Contractor Manpower Reporting (CMR): The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for either ARMY collection site. The contractor is required to completely fill in all required data fields using the following web ad-dress: 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 October1 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 http://www.ecmra.mil/.

Unit Identification Code (UIC) for the Requiring Activity:

__W8BTAA__

Issuing Office DoDAAC: _W912J2_

9.6 Release of Data: The contractor is prohibited from releasing any medical, personnel, financial, or support data provided by the WIARNG to any government, non-government agency or individual. Contractor has no data rights.

10. SECURITY REQUIREMENTS: It is the responsibility of the contractor to ensure all employees complete the required background investigation documents before their start date. Refer to 10.5.1, Background Investigation Checklist/Requirements, for additional information.

10.1 AT Level 1 Awareness Training (AT): The contractor and contract employees shall comply with all applicable installation/facility access and local security policies and procedures, which may be obtained from the Contracting Officer’s Representative (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.

10.2 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.

10.3 Government Information Systems & Networks: 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. Contract 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. Contract 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 DoD Cyber Awareness Challenge training (https://ia.signal.army.mil/dodiaa/default.asp).

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.

10.4 Protection of Personally Identifiable Information (PII): The contract employee shall protect all Personally Identifiable Information (PII) encountered in the performance of services in accordance with DFARS 224.103 and DoDD 5400.11, Department of Defense Privacy Program, and DoD 5400.11-R. If a PII breach results from the contract employee’s violation of the aforementioned policies, the contractor shall bear all notification costs, call-center support costs, and credit monitoring service costs for all individuals who’s PII has been compromised.

10.5 CAC Requirements: The Common Access Card (CAC) is the Department of Defense (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 will be registered in the Defense Enrollment Eligibility Reporting System (DEERS) through the Trusted Associate Sponsorship System (TASS). The contractor shall make all reasonable efforts to ensure contract employees meet CAC eligibility standards upon assignment to the contract, failure to meet eligibility standards decreases efficiency in performance success of the contract.

10.5.1 Background Investigation Checklist/Requirements: All contract employees are required to have a current NACI or favorable review of a trustworthiness/suitability investigation completed. It is the responsibility of the contractor to ensure all new employees have the necessary documentation and information required to initiate the background investigation process. The Wisconsin Joint Staff – J2 Security Manager will thoroughly review all applications for investigations to ensure the investigation request is appropriate and the information submitted is accurate and correct.

10.5.2 Documents required prior to start date: It is the responsibility of the contractor to ensure employees have the following documents completed and brought with them on their first day of work or forwarded electronically to the COR.

10.5.2.1 Personnel Security Investigation and Adjudication Request (PSI&A) – Applicant Information section only. Contractor will forward electronic copy to allow the COR to complete the subsequent sections before submitting to the WIJS-J2 Security Manager.

10.5.2.2 Questionnaire for Non-Sensitive Positions (Standard Form 85) – The contractor will review form to ensure completeness and accuracy before forwarding to the COR. This form will assist in completing the Electronic Questionnaires for Investigators Processing (e-QIP).

10.5.2.3 Declaration for Federal Employement (Optional Form 306) - The contractor will review form to ensure completeness and accuracy before forwarding to the COR.

This form will assist in completing the Electronic Questionnaires for Investigators Processing (e-QIP).

10.5.3 Documents required on start date: The contractor is required to ensure employees have the following documentation completed and/or with them on their first day of work.

10.5.3.1 Birth certificate or Naturalization paperwork.

10.5.3.2 Completed SF 85 – Forwarded by contractor to COR.

10.5.3.3 PSI&A Form – Applicant Information section only.

10.5.3.4 Fingerprints – COR will schedule appointment with the WIJS-J2 office.

10.5.3.5 Performance Work Statement, Contract Number, Contract Dates – Contractor must provide this information to their employees.

10.5.4 The contract employee must have the completed PSI&A Form and fingerprints completed prior to WIJS-J2 submitting a background investigation request through the Personnel Security Investigation Center of Excellence (PSI-CoE). The contract employee will receive an email notification that the Electronic Questionnaires for Investigation Processing (e-QIP) is open for the contract employee to log into and a second email including the security code authorizing them to log in.

The contract employee must complete the e-QIP within five (5) days using the SF 85 for assistance and uploading the OF-306. Failure to complete the e-QIP in the allotted time will result in a termination. Once the contract employee completes the e-QIP, the PSI- CoE will contact them via email if any corrections need to be made. Failure to make the necessary corrections will result in termination.

Upon completion of the e-QIP and submittal of all required documents to the WIJS-J2 Security Manager, they will send the information to the Office of Personnel Management (OPM) to conduct the background investigation. The contract employee 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 the PSI-CoE request to OPM completion of the background investigation tends to take 4-12 weeks. It is crucial to ensure all documentation requirements are completed as accurately as possible to minimize any delays in the process.

10.5.6 Trusted Associate Sponsorship System (TASS): The Government will process all applications for Common Access Cards (CAC) for every contractor employee who deploys with the military force OR who needs to access any government computer network in accordance with FAR 52.204-9, "Personal Identity Verification of Contractor Personnel." CAC applications shall be processed through the TASS. The COR will submit requests for a CAC via email to the designated TASS Trusted Agent (TA) for processing. The TASS TA for this requirement will be the WIARNG TA. The government will establish a TASS application account for each CAC Request and will provide each contract employee a USER ID and Password. The contract employee shall access the TASS account and complete the CAC application (entering/editing contractor information as applicable) https://www.dmdc.osd.mil/tass/. The government will inform the contractor employee, 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 contract employee with instructions on obtaining their CAC. They will proceed to a Real-Time Automated Personnel Identification System (RAPIDS) station to obtain their CAC.

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.

10.5.7 The COR will 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 identification (ID). The Identity documents will be inspected for authenticity and scanned and stored in the DEERS upon issuance of a CAC. 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 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 contract employee shall return issued CAC's to the COR/KO office upon departure or dismissal of each contractor employee.

11. TRAINING: The Government will provide all required training (eCase, MEDCHART) to the contract employee during their first week of work.

11.1 Health Insurance Portability and Accountability Act (HIPAA) Training. All contract employees are required to complete HIPAA online training through Joint Knowledge Online (JKO) and provide the certificate to the COR on an annual basis.

11.2 Cyber Awareness Training. All contract employees are required to complete the DoD Cyber Awareness Challenge and exam through the Cyber Security Training Center and provide the certificate to the COR on an annual basis.

12. PHYSICAL SECURITY: The contract employee shall safeguard all Government property provided for contractor use. At the close of each work period, Government facilities, equipment and materials shall be secured.

12.1 Key Control: Contract employee will request access badge and necessary keys through the G1-Health System Services office.

12.2 Lock Combinations: Contract employee will request necessary lock/ lock combinations through the G1-Health System Services office.

12.3 Identification of Contractor Employees: Contractor employees will be required to wear badges at all times in the performance of this contract. All contractor personnel attending meetings, answering Government telephones are required to identify themselves as contract employees to avoid creating an impression they are Government employees. The contractor shall ensure all documents or reports produced by contractor personnel are suitably marked as contractor products or contractor participation is appropriately disclosed. The contractor’s status as a “contractor” shall be predominantly displayed in all correspondence types (to include signature blocks on e-mail) and dealings with Government or non-Government entities/ Contractor personnel shall wear identification badges distinguishing themselves as such. The badges shall have the company name, employee name and the word “contractor” displayed. The contractor shall retrieve all identification media (including vehicle passes) from their employees who depart employment for any reason. All identification media (i.e., badges and vehicles passes) shall be returned to the COR/KO within 14 calendar days of an employee’s departure.

13. OTHER CONSIDERATIONS:

13.1 Post Award Conference/Periodic Progress Meetings: The contractor agrees to attend any post award conference convened by the KO. The KO, Contracting Officer’s Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contactor performance.

13.2 Contractor Point of Contact: The contactor shall provide a primary point of contact and alternate who shall ensure performance under this contract. The name of this person, and an alternate who shall act for the contractor when the individual is absent, shall be designated in writing to the COR/KO. The individual or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The individual shall work with the COR, (or the KO if a COR is not assigned), to resolve issues, receive technical instructions, and ensure adequate performance of services. The individual(s) shall ensure contractor employees do not perform any services outside the scope of the contract without an official modification issued by the KO. The individual(s) shall ensure contractor employees understand services performed outside the scope of the contract are not permitted.

13.3 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.

13.4 Organizational Conflicts of Interest (OCI): The contractor and subcontractor personnel performing services 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 OCIs, as defined in FAR Subpart 9.5. The contractor shall notify the KO immediately whenever it becomes aware 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 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.

13.5 Safety & Occupational Health: The contractor and contract employees will comply with the organization’s Safety & Occupational Health guidelines and programs to include 29 CFR 1910 (Occupational Safety & Health Standards) and DoDI 6055.1 (Safety and Occupational Health (SOH) Program), Oct 2014.

14. STAFFING LEVELS: The intent of this requirement is to provide case management services for the Wisconsin Army National Guard in support of surge and contingency requirements as well as its steady-state mission. As such, the Government may consider increasing the Case Management requirements, to include increases in staffing numbers, (as mission dictates) to be within the scope of this contract. Any changes to the initial staffing will be negotiated and completed through a bi-lateral supplemental agreement. Nonetheless, the Contractor is required to provide Qty. 4 Case Managers.

15. TRANSITION: Contractor will have a 30 day transition period to be able to be ready to accomplish duties in contract.

16. GOVERNMENT…