PWS_Case_Managment.docx

1.0 General:

1.1 Scope: The contractor shall provide all personnel, equipment, tools, materials, supervision, and quality control necessary, except as specified in Paragraph 3.0 as Government Furnished, to perform Non-clinical Case Management & Medical Records 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.

1.1.1 The MHS has three primary goals for Case Management:

1.1.2 This contract will be a non-personal health care services contract, as defined in FAR 37.101, under which the contractor is an independent contractor. The Government may evaluate the quality of professional and administrative services provided, but retains no control over the medical, professional aspects of services rendered.

1.2 Background: 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.

1.3 Period of Performance (PoP): The Period of Performance shall be one base year of 12 months. The Period of Performance reads as follows: 19 June 2019 to 18 June 2020.

1.4 General Information:

1.4.1 Quality Control (QC): The contractor shall develop and maintain an effective QC Plan (QCP) to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s QCP is the means by which it assures itself that its work complies with the requirements of the contract. As a minimum, the contractor shall develop QC procedures that address the areas identified in Technical Exhibit 1, Performance Requirements Summary. After acceptance of the QCP, the Contractor shall obtain the Contracting Officer’s (KO) acceptance in writing of any proposed changes to its QCP.

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

1.4.3 Recognized Holidays: The following are recognized US holidays. The contractor shall not perform service on these holidays:

1.4.3.1 New Year’s Day: January 1st

1.4.3.2 Martin Luther King, Jr.’s Birthday

1.4.3.3 President’s Day

1.4.3.4 Memorial Day

1.4.3.5 Independence Day: July 4th

1.4.3.6 Labor Day

1.4.3.7 Columbus Day

1.4.3.8 Veteran’s Day: November 11th

1.4.3.9 Thanksgiving Day

1.4.3.10 Christmas Day

1.4.4 Place and Performance of Services: The contractor shall provide services between the hours of 6:30 a.m. and 5:00 p.m. on Monday thru Friday, except on recognized US holidays or when the Government facility/installation is closed due to local or national emergencies, administrative closings, or similar Government-directed facility/installation closings. If no military personnel are present at performance location, contractors are not authorized to perform services. Services may occasionally be required evenings or weekends. It is anticipated the contractor will flex employee’s hours when this is required. 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 contract personnel may be required to travel to assist in any missions to support and augment the WIARNG consistent with all services described within the PWS. Specifically, contract personnel will be required to periodically travel to Volk Field, Camp Douglas, WI to support Soldier Readiness Processing (SRP) events. The contractor shall at all times provide and maintain an adequate work force for the uninterrupted performance of all tasks defined within this PWS when the Government facility/installation is not closed for the above reasons. When hiring personnel, the contractor shall keep in mind that the stability and continuity of the work force are essential.

1.4.4.1 Unscheduled 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.

1.4.5 Security Requirements. The contractor shall comply with all applicable installation/facility access and local security policies and procedures. 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. The Government reserves the right to direct the removal of a contract employee for misconduct, security reasons, or any overt evidence of communicable disease. Removal of contractor employees for reasons stated above does not relieve the Contractor from responsibility for total performance of the contract.

1.4.5.1 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 must be registered in the Defense Enrollment Eligibility Reporting System (DEERS) through either an authoritative personnel data feed from the appropriate Service or Agency or Trusted Associate Sponsorship System (TASS).

1.4.5.1.1 Background Investigation Checklist/Requirements: All contract personnel are required to have a current T1 Investigation 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.

1.4.5.1.2 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.

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

b) Declaration for Federal Employment (Optional Form 306) - The contractor will review form to ensure completeness and accuracy. This form will assist in completing the Electronic Questionnaires for Investigators Processing (e-QIP).

c) Birth certificate or Naturalization paperwork.

d) Completed SF 85

1.4.5.1.3 An appointment will be scheduled with the WIJS-J2 office to obtain fingerprints and have contract personnel complete their portion of the Personnel Security Investigation and Adjudication Request (PSI&A) Form. Contract personnel must have the 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). Contract personnel will receive an email notification that the Electronic Questionnaires for Investigation Processing (e-QIP) is open for them to log into and a second email including the security code authorizing them to log in.

1.4.5.1.3.1 Contract personnel 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 contract personnel 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.

1.4.5.1.3.2 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. Contract personnel 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.

1.4.5.1.4 Trusted Associate Sponsorship System (TASS):

1.4.5.1.4.1 The Government will process all applications for Common Access Cards (CAC) for all contract personnel 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. 1.4.5.1.4.2 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 personnel a USER ID and Password. Contract personnel 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:

a. Approved – Upon approval, the information is transferred to the Defense Enrollment Eligibility Reporting System (DEERS) database and an email notification is sent to contract personnel with instructions on obtaining their CAC. They will proceed to a Real-Time Automated Personnel Identification System (RAPIDS) station to obtain their CAC.

b. Rejected – The Government, in separate correspondence, will provide reason(s) for rejection.

c. Returned – Additional information or correction to the application required by the contractor employee

1.4.5.1.5 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. All contract personnel shall return issued CAC's to the COR/KO office upon departure or dismissal of each contractor employee.

1.4.5.2 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 that 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.

1.4.5.3 Use of Government Information Systems (IS) and access to Government networks is a revocable privilege, not a right. Users are the foundation of the DoD strategy and their actions affect the most vulnerable portion of the AEI. Contractor employees shall have a favorable background investigation or hold a security clearance and access approvals commensurate with the level of information processed or available on the system. Contractor employees shall:

1.4.5.3.1 Comply with the command's Acceptable Use Policy (AUP) for Government owned IS and sign an AUP prior to or upon account activation.

1.4.5.3.2 Complete initial and/or annual Information Assurance (IA) training as defined in the IA Best Business Practices (BBP) training (https://informationassurance.us.army.mil).

1.4.5.3.3 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.

1.4.5.3.4 Protect IS and IS peripherals located in their respective areas in accordance with physical security and data protection requirements.

1.4.5.3.5 Practice safe network and Internet operating principles and take no actions that threaten the integrity of the system or network.

1.4.5.4 Protection of Personally Identifiable Information (PII). The contractor shall protect all Personally Identifiable Information (PII) encountered in the performance of services in accordance with DFARS 224.103 and DoDD 5400.11, Department of Defense Privacy Program, and DoD 5400.11-R. If a PII breach results from the contractor’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.

1.4.5.5 All WIARNG contracted employees who are hired for a period of over 180 days shall complete AT Level I awareness training within 30 calendar days after contract start date. The WIARNG Contracting Officer Representative (COR) or WIARNG Supervisor of the contractor will review certificates of completion for each affected contracted employee and subcontractor employee, to the COR or to the contracting officer, if a COR is not assigned, within 30 calendar days after completion of training by all employees and subcontractor personnel. AT level I awareness training is available at the following website: http://jko.jten.mil AT Level II (ATOBC) trained officers can also provide an in person briefing.

1.4.5.6 Information assurance (IA)/information technology (IT) training. All contractor employees and associated sub-contractor employees shall complete the DoD Information Assurance Awareness Cyber Awareness Challenge before issuance of network access and annually thereafter. Employees shall successfully complete the DOD Information Assurance awareness training prior to access to the IS and then annually thereafter. (https://ia.signal.army.mil/DoDIAA/).

1.4.5.7 Information assurance (IA)/information technology (IT) certification. Per DoD 8570.01-M , DFARS 252.239.7001 and AR 25-2, the contractor employees supporting IA/IT functions shall be appropriately certified upon contract award. The baseline certification as stipulated in DoD 8570.01-M must be completed upon contract award.

1.4.5.8 Handling or access to classified information. Contractor shall comply with FAR 52.204-2, Security Requirements. This clause involves access to information classified “Confidential,” “Secret,” or “Top Secret” and requires contractors to comply with:

(a) The Security Agreement (DD Form 441), including the National Industrial Security Program Operating Manual (DoD 5220.22-M).

(b) Any revisions to DOD 5220.22-M, notice of which has been furnished to the contractor. In the event that a WIARNG contractor requires access to classified information, contact the Director of Intelligence and Security (WIJS-J2).

1.4.5.9 Physical Security. The contractor shall safeguard all Government property provided for contractor use. At the close of each work period, Government facilities, equipment and materials shall be secured.

1.4.5.10 Key Control. The contractor shall establish and implement methods of ensuring all keys/key cards issued by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards. No keys issued by the Government shall be duplicated. (Add the following sentence is a QCP is required): The contractor shall include procedures covering key control in the QC Plan. Such procedures shall include turn- in of any issued keys by personnel who no longer require access to locked areas. The contractor shall immediately report any occurrences of lost or duplicated keys/key cards to the Contracting Officer’s Representative (COR).

In the event keys, other than master keys, are lost or duplicated, the contractor shall, upon direction by the KO, re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform rekeying. When the Government replaces or re-keys the locks, the Government will deduct the total cost of lock replacement or re-keying from the monthly payment due the contractor. In the event a master key is lost or duplicated, the Government will replace all locks and keys for that system, and will deduct the total cost from the monthly payment due the contractor.

1.4.5.10.1 The contactor shall prohibit the use of the Government issued keys/key cards by any persons other than the contractor’s employees. The contractor shall prohibit the opening of locked areas by contractor employees to permit entrance of persons other than contactor employees engaged in the performance of services in those areas, or personnel authorized entrance by the KO.

1.4.6 Special Qualifications: Contractors assigned to this requirement shall possess the required technical skills and expertise to perform the functions with minimal guidance and supervision. The role involves being able to work in a professional environment and understand the structure and dynamics of the Army National Guard. Technical skills include PC proficiency in Microsoft Office systems, specifically Microsoft Outlook, Word, Excel, and PowerPoint. Must be competent with using the internet and able to learn new computer programs. Contract 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.)

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

1.4.7 Post Award Conference/Periodic Progress Meetings: The contractor agrees to attend any post award conference convened by the KO in accordance with Federal Acquisition Regulations Subpart 42.5. The KO, Contracting Officer’s Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contactor’s performance. At these meetings, the Contacting Officer will apprise the contractor of how the Government views the contractor’s performance and the contractor shall apprise the Government of problems, if any, being experienced The contractor shall resolve outstanding issues raised by the Government. Contractor attendance at these meetings shall be at no additional cost to the Government.

1.4.8 Contract Manager (CM): The contactor shall provide a CM who shall ensure performance under this contract. The name of this person, and one alternate who shall act for the contractor when the CM is absent, shall be designated in writing to the KO. The CM or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The CM shall ensure that contractor employees do not perform any services outside the scope of the contract without an official modification issued by the KO. The CM shall ensure contractor employees understand that services performed outside the scope of the contract are performed wholly at the expense of the contractor.

1.4.8.1 Lead Non-Clinical Case Manager (see 2.1.6; Key Personnel): The contractor/CM shall assign a Lead Non-Clinical Case Manager at the place of performance. The Lead Non-Clinical Case Manager shall work with the CM and COR to address and resolve issues, receive technical instructions, and ensure adequate performance of services on-site. This role will be in addition to their regular case management duties.

1.4.9 Identification of Contractor Employees: All contractor personnel attending meetings, answering Government telephones and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression that they are Government employees. The contractor shall ensure that all documents or reports produced by contractor personnel are suitably marked as contractor products or that 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 KO within 14 days of an employee’s departure

1.4.10 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 that 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 that violate the US Government policy as described at FAR 22.17.

1.4.11 Contractor Travel: Contractor personnel may be required to travel up to 31 days a year where approved mileage, air travel, per diem, and/or lodging will be reimbursed through this contract on a Travel CLIN. At time of award, funding will be placed on a lump sum Travel CLIN and adjusted as needed. Contract personnel will be provided lodging accommodations at Camp Douglas, Volk Field, WI where costs are covered on a separate purchase request. SRP lodging costs will not be invoiced on the contract unless on-post lodging non-availability is determined.

1.4.11.1 In the case of a mobilization event, the Contractor shall ensure service support is available for travel to locations to best support these activities as directed by the Contracting Officer.

1.4.11.2 The contractor will be authorized travel expenses consistent with the substantive provisions of the Joint Travel Regulation (JTR) and the limitation of funds specified in this contract. All travel requires COR recommendation for approval and/or authorization by the KO prior to travel arrangements being made. Contractor shall be required to comply with travel policies as outlined in the DoD Financial Management Regulation and the JTR. Contractor will ensure transparency of any additional fees applied to travel coordination or processing.

1.4.11.3 The contractor will establish travel authorization forms and expense reports for contract personnel to use when attending any required events or training. These will be completed by contract personnel and sent to the contract POC for initial review and to correct any errors before forwarding to the COR/KO for final approval and acceptance of intended travel, estimated expenses and final charges.

1.4.12 Data Rights: The Government has unlimited rights to all documents/material produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor without written permission from the KO. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

1.4.13 Safety & Occupational Health: The contractor and contract personnel 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.

1.4.14 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 that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the KO to avoid or mitigate any such OCI. The contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the KO. In the event the KO unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the KO may impose 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.

2.0 Definitions and Acronyms:

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

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

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

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

2.1.5 DELIVERABLE. Anything that can be physically delivered and includes non- manufactured things such as meeting minutes or reports.

2.1.6 KEY PERSONNEL. Contractor shall provide a Lead Non-Clinical Case Manager with the following credentials: A Registered Nurse (RN) or higher (with current WI certification/credentials) with clinical experience and at least one year of supervisory or management experience in one of the following areas: non-clinical case management, hospital administration or human resources.

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

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

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

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

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

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

2.1.13 WORK WEEK. Monday through Friday, unless specified otherwise

2.2 ACRONYMS:

AEI

STR Service Treatment Record

3.0 Government Furnished Property, Material, Equipment and Services (GFP/M/E/S): The Government will provide the property, material, equipment, and/or services listed below solely for the purpose of performance under this contract:

3.1 Property: The Government will furnish the necessary workspace for the contractor to perform services outlined in this PWS to include desk space, telephones, computers and other items necessary to maintain an office environment.

3.2 Materials: Office supplies will be provided from normal stock control/supply offices.

3.3 Equipment: Contract personnel will be provided, at a minimum, a laptop, monitors, and desk phone. Additional office equipment may be furnished depending on their assigned tasks. Contract personnel will sign a hand receipt and be financially responsible for all assigned equipment if lost, stolen or negligently damaged. Contract personnel are not authorized to drive any government/military vehicles but may accompany members from the HSS office in a government vehicle, if applicable.

3.5 Utilities: All utilities in the facility will be available for the contactor’s use in the performance of this contract. The contractor shall instruct employees in utilities conservation practices. The contractor shall operate under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the required amount

4.1 Contractor Furnished Property, Materials, and Equipment (CFP/M/E):

4.2 General: Except for those items specifically stated to be Government-Furnished in Paragraph 3.0, the contractor shall furnish everything required to perform these services as indicated in Paragraph 1.1.

4.3 The contractor shall provide a copy of the PWS to each contract personnel within one (1) week of being hired.

5.0 Requirements: The contractor shall:

5.1 Provide Non-Clinical Case Manager Services.

5.1.1 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. Case Managers must have some experience in Behavioral Health - be able to build a rapport with the Soldier and demonstrate empathy to each Soldier’s situation.

5.1.2 The non-clinical case managers require the expertise as dictated by the individual State Licensing boards which set the scope of practice. Case Managers must display Registered Nurse WI state license at work station and provide a copy to the vendor. 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.

5.1.3 The case management personnel shall perform the following tasks in the execution of non-clinical case management support:

5.1.3.1 Monitor ALL assigned Soldiers in the eCase module. This includes contacting Soldiers once a month.

5.1.3.2 Monitor eCase to ensure newly assigned Soldiers are identified and contacted in 10 business days.

5.1.3.3 Perform medical and administrative charting in eCase & MEDCHART.

5.1.3.4 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.

5.1.3.5 Maintain a case management tracker using an excel spreadsheet to manage all cases and individual medical status. Information will be briefed at the weekly meetings. A report will be provided to key personnel in the Health Systems Services (HSS) office on a monthly basis.

5.1.3.6 Coordinate Soldier treatment plans with appropriate medical facilities.

5.1.3.7 Maintain automated referrals indicated in MEDCHART.

5.1.3.8 Refer cases to provider after 120 days for review and every 60 days thereafter until cleared or separated.

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

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

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

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

(a) Considered medically cleared.

(b) Administratively separated from the military.

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

5.1.3.14 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.

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

5.1.3.16 Obtain release of information from Soldier.

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

5.1.3.18 Adhere to Health Insurance Portability and Accountability Act (HIPAA) of 1996 and Privacy Act standards and guidelines.

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

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

5.1.3.21 As applicable, utilize Video Teleconference (VTC), phones, email, and in-person sessions to communicate with Soldiers and unit personnel. Document in MEDCHART all correspondence with each Soldier.

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

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

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

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

5.2 Provide Administration/Medical Records Services:

5.2.1 As assigned, the following tasks shall be performed to achieve medical records and administration support:

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

5.2.1.2 Telephoning/Emailing Soldiers and Physician/Dental offices to obtain information as directed by the Case Manager

5.2.1.3 Provide dedicated assistance in support of all Health Systems Services programs & processes.

5.2.1.4 Obtain & process Release of Information (ROI) forms from Soldiers and follow up between 10-15 business days if medical documents are not received.

5.2.1.5 Maintain a work log tracker using an excel spreadsheet to document tasks accomplished on a daily basis. Information will be briefed at the weekly meetings. A report will be provided to key personnel in the Health Systems Services (HSS) office on a monthly basis.

5.2.1.6 Generate official memorandums IAW AR 25-50.

5.2.1.7 Responsible for tracking medical status of ALL assigned Soldiers and maintaining accurate reports of all cases.

5.2.1.8 Responsible for medical and administrative charting in MODS and MEDCHART

5.2.1.9 Create, maintain, process, and maintain accountability of Service Treatment Records for incoming, current, and exiting Soldiers in accordance with Army Regulation (AR) 40-66.

5.2.1.10 Download medical records (to include dental & vaccine records) from MEDPROS and scan into the Health Readiness Record (HRR) program

5.2.1.11 Organize & File Medical/Dental documents into Soldiers’ hard copy Service Treatment Records.

5.2.1.12 Accurately index uploaded Medical/Dental documents

5.2.1.13 Process all STR requests to include active, and retired/discharged Soldiers as well as Interstate Transfers within 30 days.

5.2.1.14 Review Order Logs and process accordingly when Soldier’s status changes

5.2.1.15 Organize and process Discharged STRs in Record Holding Area to include scanning, indexing and filing

5.2.1.16 Complete State Validation Rosters to verify accurate data processing of STRs

5.2.1.17 Maintain automated referrals indicated in MEDCHART

5.2.1.18 Perform data entry into MEDCHART or other military medical databases of Soldier’s administration and medical statuses.

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

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

5.2.1.21 Ensure all medical documentation received from the Soldier, Medical Readiness NCO or physician office is received and placed in HRR, as well as the Soldier’s STR.

5.2.1.22 Ensure Records Manager or delegate is provided with all relevant Medical/Dental documentation.

5.2.1.23 Adhere to Health Insurance Portability and Accountability Act (HIPAA) of 1996 and Privacy Act standards and guidelines.

5.2.1.24 As applicable, utilize Video Teleconference (VTC), phones, email, and in-person sessions to communicate with Soldiers and unit personnel. Document in MEDCHART all correspondence with each Soldier.

5.2.1.25 Communicate with Medical Readiness NCO regarding determined medical status of Soldier.

5.2.1.26 Report Medical Readiness to the Commander or his/her designated representative.

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

5.3 Contractor Manpower Reporting Application (CMRA):

5.3.1 The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the WIARNG via a secure data collection site.

5.3.2 Contractor shall completely fill in all required data fields using the following web address: http://www.ecmra.mil/. Reporting inputs shall 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 http://www.ecmra.mil.

TECHNICAL EXHIBIT 1

Performance Requirements Summary Case Managers/Registered Nurses

This Performance Requirements Summary includes performance standards. The Government will use these standards to determine contractor performance and will compare contractor performance to the Acceptable Quality Level (AQL).

Performance Requirements Summary Administration/Medical Records Services

This Performance Requirements Summary includes performance standards. The Government will use these standards to determine contractor performance and will compare contractor performance to the Acceptable Quality Level (AQL).