08_AUG_2018_PWS_Case_Management.pdf

PERFORMANCE WORK STATEMENT (PWS)

Readiness Support Services

08 August 2018

1. PURPOSE

1.1. Provide behavioral health, medical and dental readiness support services to the

Idaho Army National Guard (IDARNG). The Contractor shall perform a wide range of administrative tasks for the State Surgeon's office involved in the formation and administration of various projects as detailed in this PWS.

2. BACKGROUND

2.1. Increased operations and deployments within the IDARNG place additional strain and requirements on our Service Members (SM) and their families.

Increased deployments and missions both locally and around the globe require SMs to be deployed more frequently, and for longer periods, in physically demanding and mentally stressful operations. Additional resources and programs are required to increase the IDARNG’s medical readiness posture.

3. SCOPE

3.1. This is a non-personal services contract to provide the IDARNG with three (3) behavioral health specialists, two (2) nurse case managers, one (1) social worker case manager and three (3) administrative care coordinators.

3.2. Contractor shall provide all labor, equipment, supplies, transportation, tools, materials and supervision necessary to perform the requirements defined in this PWS except for those items specified as Government furnished property and services.

3.3. The Government anticipates the following labor categories:

3.3.1. Registered Nurse (RN) III (Local Contract Lead)

3.3.2. Registered Nurse (RN) II

3.3.3. Licensed Master of Social Work (MSW)

3.3.4. Licensed Clinical Social Worker (LCSW)

3.3.5. Administrative Care Coordinator

4. APPLICABLE DOCUMENTS

4.1. Contractor shall ensure adherence to the following regulations:

4.1.1. Army Regulation 40-501 Standards of Medical Fitness

4.1.2. Army Regulation 40-66 Medical Record Administration and Healthcare Documentation

4.1.3. Health Insurance Portability and Accountability Act of 1996 (HIPAA)

4.1.4. US CENTCOM Modification 10 (MOD 10) Mobilization guidelines

4.1.5. DoD Directive 6490.1 Mental Health Evaluations of Members of the Armed Forces

4.1.6. FM 4-02.51 Behavioral Health Treatment for Soldiers

4.1.7. AR 600-85 Army Substance Abuse Program

5. PERFORMANCE

5.1. Behavioral Health Specialist Services

5.1.1. Behavioral Health Specialists will have earned a master’s degree and will maintain a current, active, valid, unrestricted independent clinical license as a Licensed Clinical Social Worker (LCSW) in the state of Idaho and be in good standing with the state Board of Social Work. The contractors shall have a minimum of two (2) years experience with demonstrable knowledge of military culture and experience collaborating with social service agencies to integrate resources, plan, and deliver comprehensive services.

5.1.2. Provide 24/7/365 access to critical incident event support and behavioral health intake, assessment, evaluation, screening and referral services. These services may be conducted in person or telephonically. Time spent with SMs seeking support and/or services will be considered time worked.

5.1.3. Perform initial and follow-up SM screening evaluations, utilizing information from clinical interviews, nonpsychometric tests, and collateral sources, as appropriate.

5.1.4. Determine a provisional diagnosis and formulate appropriate treatment plan and/or fitness for duty recommendation.

5.1.5. Through community outreach create and maintain a comprehensive list of providers for referrals, compromised of licensed and credentialed civilian behavioral health professionals who meet minimal training requirements and demonstrate knowledge of military culture, assessment, and treatment of the type of behavioral health needs common to a SM.

5.1.6. Coordinate referrals for SMs and/or family members to local support programs, civilian providers or facilities.

5.1.7. Assist the Director of Psychological Health/Office of the State Surgeon (OSS) with the development of a Creative Action Plan to promote behavioral health and wellness and the promotion of counseling and treatment services.

5.1.8. Develop professional networks and establish positive relationships within the IDARNG and its partners.

5.1.9. Work with IDARNG Health Service Office to obtain prior authorization for treatment of line of duty conditions.

5.1.10. Coordinates with the SM to ensure all appointment dates and times are communicated.

5.1.11. Provide consultation services and technical expertise to medical personnel and commanders within the IDARNG regarding dispositions for service members with BH difficulties and behavioral health issues.

5.1.12. Provide educational opportunities to medical personnel, commanders and units to promote prevention and market the behavioral health program.

5.1.13. Chart, track and document SM contacts and interactions in Medical Operational Data System (MODS) and Medical Electronic Data (for) Care History and Readiness Tracking (MEDCHART) applications.

5.1.14. Operates a personal computer to input, store, retrieve and manipulate data for various reports. Uses various software programs to maintain database files and prepare reports.

Must be proficient in Microsoft Word and Excel and is familiar with the use of MODS and MEDCHART systems.

5.1.15. Draft language in web based system and submit recommendations for SMs with behavioral health difficulties to profiling authority for consideration and signature.

5.1.16. Provides written recommendations regarding any proposed removal of a Service Member Line-Of-Duty or Incapacitation pay status to the contracting officer representative (COR) for final disposition. Such recommendations can include confidential patient medical information as appropriate.

5.1.17. Provide information to SMs about their privacy rights and how their information can be used. Have patients sign consents. The Contractor shall also be responsible for protecting confidential nature of SM’s files and medical/behavioral issues.

5.1.18. Provide expeditious support to State Surgeon/Deputy State Surgeons’ office to find SM’s that may have been erroneously identified, and/or assist with processing SM’s which are found no longer fit for duty through appropriate medical and/or administrative separations.

5.1.19. Upon request attend PHA events as determined by the needs of the state and the individual units.

5.2. Case Management Support Services

5.2.1. Nurse Case Managers will maintain a current, active, valid and unrestricted license as a Registered Nurse (RN) in the state of Idaho and be in good standing with the state Board of Nursing. Social Worker Case Managers will have earned a master’s degree and will maintain a current, active, valid and unrestricted license as a Master of Social Work (MSW) or Licensed Clinical Social Worker (LCSW) in the state of Idaho and be in good standing with the state Board of Social Work. It is preferred that the contractor have a minimum of two (2) years experience with knowledge of military culture.

5.2.2. Case Manage SMs referred from medical personnel, Medical Readiness Events (MRE) and Reserve Health Readiness Program (RHRP) events. Utilize MEDPROS reports post MRE/RHRP to verify SMs enrolled during events.

5.2.3. Ensure SM’s care is properly managed, minimizing amount of time in non-deployable status. Manage care from the identification of the condition until the SM is either considered medically ready or is administratively separated from the military.

5.2.4. Request medical and dental exams/evaluations from military and civilian healthcare facilities.

5.2.5. Coordinate SM treatment plans with appropriate medical facilities.

5.2.6. Work with IDARNG Health Service Office to obtain prior authorization for treatment of line of duty conditions.

5.2.7. Manage automated referrals found in MEDCHART.

5.2.8. Submit case processing, medical documentation and profile concerns to military provider for staffing.

5.2.9. Educate SMs on resources available to improve medical and dental readiness. Refer to supportive resources accordingly.

5.2.10. Communicate SM progress through case management process with SM’s assigned unit monthly.

5.2.11. Document/log any contact with SM (email, voice call, or personal interview) in systems of record and any request/submission of follow up documentation. Track compliance versus noncompliance and communicate results with delegated government personnel.

5.2.12. Monitor MEDPROS to ensure all scheduled services are completed/updated and current medical status is reflected.

5.2.13. Chart, track and document SM contacts and interactions in MODS and MEDCHART applications.

5.2.14. Draft language in web based system and submit recommendations for SMs with health difficulties to profiling authority for consideration and signature.

5.2.15. Operates a personal computer to input, store, retrieve and manipulate data for various reports. Uses various software programs to maintain database files and prepare reports.

Must be proficient in Microsoft Word and Excel and is familiar with the use of MODS and MEDCHART systems.

5.2.16. Provides written recommendations regarding any proposed removal of a Service Member Line-Of-Duty or Incapacitation pay status to the contracting officer representative (COR) for final disposition. Such recommendations can include confidential patient medical information as appropriate.

5.2.17. Provide information to SMs about their privacy rights and how their information can be used. Have patients sign consents. The Contractor shall also be responsible for protecting confidential nature of SM’s files and medical/behavioral issues.

5.2.18. Provide expeditious support to State Surgeon/Deputy State Surgeons’ office to find SM’s that may have been erroneously identified, and/or assist with processing SM’s which are found no longer fit for duty through appropriate medical and/or administrative separations.

5.2.19. Upon request attend PHA events as determined by the needs of the state and the individual units.

5.2.20. Upon request perform on site mobilization station assistance visits for units of the IDARNG to facilitate processing through the SRP at the mobilization station.

5.2.21. Develops and maintains local mobilization medical readiness information databases and spreadsheets to provide weekly status reports to units and OSS.

5.3. Administrative/Clerical Support Services

5.3.1. File medical documentation in the proper electronic and hard copy health records within five (5) workdays of generation or receipt. No more than five (5) instances of incorrect filing per month

5.3.2. Log all medical documents received/generated with the Records Custodian in order to document the transfer of custody from the contractor to the government. A copy of each supporting transfer document shall be provided to the COR at the end of each month no later than 7 calendar days into the following month.

5.3.3. Stamp all medical documents for verification after uploading. Index/validate uploaded medical documents.

5.3.4. Operates a personal computer to input, store, retrieve and manipulate data for various reports. Uses various software programs to maintain database files and prepare reports.

Must be proficient in Microsoft Word and Excel and is familiar with the use of MODS and MEDCHART systems.

5.3.5. Ensure all official and healthcare correspondence, reports and documents are accurately prepared in accordance with regulations with minimal grammatical and typographical errors. All documents are 98% accurate in their final format

5.3.6. Perform MODS data entry of immunizations, designation of pregnancy, eye exams, medical warning tags, dental exams, etc.

5.3.7. Collect, review and input medical readiness data into computer based applications and systems of record. Data is input into medical data systems with 98% accuracy and within 72 hours of service being rendered.

5.3.8. Implement “paper-less” initiatives to reduce paper through electronic filing systems.

5.3.9. Upon request attend PHA events as determined by the needs of the state and the individual units.

6. SURGE

6.1. Contractor shall provide quick response to tight deadlines in response to unforeseen surge requirements, crisis events and/or real world event support.

Some deadlines may be days or hours from receipt of the tasking.

7. PERFORMANCE STANDARDS

7.1. Behavioral Health Specialist Services

7.1.1. Responds 24/7/365 to calls and messages from SMs within 2 hours of contact.

7.1.2. Provides crisis intervention, assessment, evaluation, and referral services with SMs that have behavioral health concerns.

7.1.3. Provide information to SMs about their privacy rights and how their information can be used.

7.1.4. Chart, track and document SM contacts and interactions in MODS and MEDCHART applications.

7.1.5. Submit monthly utilization report to OSS.

7.1.6. Uses various software programs to maintain database files, build products and prepare reports. Information will be 98% accurate in final format.

7.2. Case Management Support Services

7.2.1. Provide comprehensive and timely case management services to SMs until they are medically ready or is administratively separated from the military.

7.2.2. Provide information to SMs about their privacy rights and how their information can be used.

7.2.3. Chart, track and document SM contacts and interactions in MODS and MEDCHART applications.

7.2.4. Submit monthly case management statistics and throughput report to OSS.

7.2.5. Uses various software programs to maintain database files, build products and prepare reports. Information will be 98% accurate in final format.

7.3. Administrative/Clerical Support Services

7.3.1. Documentation is filed in the proper medical records within five (5) workdays of generation or receipt. No more than five (5) instances of incorrect filing per month.

7.3.2. Official correspondence and documents are accurately typed and packaged in accordance with regulations with minimal grammatical and typographical errors. All documents are 98% accurate in their final format.

7.3.3. Suspense dates are accurately tracked ensuring no suspense’s are missed.

7.3.4. Data is input into medical systems with 98% accuracy.

7.3.5. Data is entered into the appropriate medical system within 72 hours of service being rendered.

8. GOVERNMENT-FURNISHED EQUIPMENT AND INFORMATION

8.1. Government will provide nine (9) workspaces for the contractor staff to provide the support outlined in the PWS to include desk space, telephones and other items necessary to meet the requirements of the PWS.

8.2. Government will provide the necessary network access for the contractor staff to provide the support as outlined in the PWS.

8.3. Government will not provide training to contractor personnel, except for mandatory training that is required within this PWS. The contractor shall ensure that any personnel performing under a contract are fully trained, licensed, certified and qualified to provide services at contractor expense.

9. PLACE OF PERFORMANCE

9.1. Behavioral Health Specialist Services (LCSW)

9.1.1. 4228 W Guard St, Bldg 665, Boise, ID 83705

9.1.2. 575 W 21st St, Idaho Falls, ID 83402

9.1.3. 5453 E Seltice Way, Post Falls, ID 83854

9.2. Case Management Support Services

9.2.1. 4228 W Guard St, Bldg 665, Boise, ID 83705

9.2.2. 4228 W Guard St, Bldg 665, Boise, ID 83705

9.2.3. 4228 W Guard St, Bldg 665, Boise, ID 83705

9.3. Administrative/Clerical Support Services

9.3.1. 4228 W Guard St, Bldg 665, Boise, ID 83705

9.3.2. 4228 W Guard St, Bldg 665, Boise, ID 83705

9.3.3. 4228 W Guard St, Bldg 665, Boise, ID 83705

9.4. HOURS OF OPERATION

9.4.1. The contractor is responsible for providing services during core hours (0800 – 1630), Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The contractor must at all times maintain an adequate workforce for the continuous performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons.

10. KEY CONTROL

The contractor shall establish and implement methods of making sure all keys/key cards issued to the contractor 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 to the contractor by the Government shall be duplicated. The contractor shall develop procedures covering key control that shall be included in the Quality Control 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 duplicate keys/key cards to the Government.

In the event keys, other than master keys, are lost or duplicated, the Contractor shall upon direction of the Contracting Officer, re-key or replace the affected lock or locks; however, the Government at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the Contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the Contractor.

The Contractor shall prohibit the use of Government issued keys/keycards 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 Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the Contracting Officer.

11. PHASE IN /PHASE OUT PERIOD

To minimize any decreases in productivity and to prevent the possible negative impacts on additional services, the Contractor shall have personnel on board during the seven (10) day phase in/ phase out periods. During the phase in period, the Contractor shall become familiar with performance requirements and begin in-processing in order to commence full performance of services on the contract start date.

11.1. Inventory and orderly transfer of all Government Furnished Equipment/Property software and licenses.

11.2. Transfer of documentation currently in process with Task Order award.

11.3.

11.4. Coordinating the body of work with the current contractor and turnover of taskings, staffing, etc.

11.5. Phase-in period shall commence seven (10) days prior to full performance of services.

11.6. Phase-out period will occur during the last seven (10) days prior to contract expiration date.

11.7. Phase-in shall be not separately priced and the cost attributable with phase-in shall be included in the fixed loaded hourly labor rates.

12. CONTRACTOR MANAGEMENT REPORTING

The Office of the Assistant Secretary of the Army (Manpower & Reserve Affairs) operates and maintains a secure Army data collection site where the Contractor shall report ALL Contractor manpower (including subcontractor manpower) required for performance of this contract. The Contractor shall completely fill in all the information in the format using the following web address https://contractmanpower.army.pentagon.mil

The required information includes: (1) Contracting Office, Contracting Officer, Contracting Officer’s Technical Representative (COTR) or also known as the Contracting Officer’s Representative (COR);

(2) Contract number, including task and delivery order number; (3) Beginning and ending dates covered by reporting period; (4) Contractor’s name, address, phone number, email address, identity of Contractor employee entering data; (5) Estimated direct labor hours (including sub-Contractors); (6) Estimated direct labor dollars paid this reporting period (including sub-Contractors); (7)Total payments (including sub-Contractors); (8) Predominant Federal Service Code (FSC) reflecting services provided by the Contractor (and separate predominate FSC for each sub-Contractor if different); (9) Estimated data collection cost; (10) Organizational title associated with the Unit Identification Code for the Army Requiring Activity (the Army Requiring Activity is responsible for providing the Contractor with its UIC for the purpose of reporting this information); (11) Locations where the Contractor and sub-Contractors perform the work (specified by zip code in the United States and nearest city, country, when in an overseas location, using standardized nomenclature provided on website); (12) Presence of deployment or contingency contract language; and (13) Number of Contractor and sub-Contractor employees deployed in theater this reporting period(by country). As part of its submission, the Contractor shall provide the estimated total cost (if any) incurred to comply with this reporting requirement. Reporting period shall be the period of performance not to exceed 12 months ending September 30 of each Government fiscal year and must be reported by 31 October of each calendar year. Contractors may use a direct XML transfer to the database server or fill in the fields on the website. The XML direct transfer is a format for transferring files from a Contractors system to the secure website without the need for separate data entries for each required data element at the website. The specific formats for the XML direct transfer may be downloaded from the website.

13. ANTITERRORISM/OPERATIONS SECURITY

13.1. AT Level I Training. All contractor employees, to include subcontractor employees, requiring access to Army installations, facilities and controlled access areas shall complete AT Level I awareness training within 30 calendar days after contract start date or effective date of incorporation of this requirement into the contract, whichever is applicable. The contractor shall submit certificates of completion for each affected contractor employee and subcontractor employee, to the 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: https://atlevel1.dtic.mil/at.

13.2. Access and General Protection/Security Policy and Procedures. Contractor and all associated sub-contractors employees shall comply with applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by government representative). 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. Contractor workforce must comply with all personal identity verification requirements as directed by DOD, HQDA and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any individual facility or installation change, the Government may require changes in contractor security matters or processes.

13.3. iWATCH Training. The contractor and all associated sub-contractors shall brief all employees on the local iWATCH program (training standards provided by the requiring activity ATO). This local developed training will be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the COR. This training shall be completed within 30 calendar days of contract award and within 30 calendar days of new employees commencing performance with the results reported to the COR NLT 30 calendar days after contract award.

13.4. Contractor Employees Who Require Access to Government Information Systems. All contractor employees with access to a government info system must be registered in the ATCTS (Army Training Certification Tracking System) at commencement of services, and must successfully complete the DOD Information Assurance Awareness prior to access to the information systems and then annually thereafter.

13.5. For Contracts that Require an OPSEC Standing Operating Procedure/Plan. The contractor shall develop an OPSEC Standing Operating Procedure (SOP)/Plan within 90 calendar days of contract award, to be reviewed and approved by the responsible Government OPSEC officer, per AR 530-1, Operations Security. This SOP/Plan will include the government's critical information, why it needs to be protected, where it is located, who is responsible for it, and how to protect it. In addition, the contractor shall identify an individual who will be an OPSEC Coordinator. The contractor will ensure this individual becomes OPSEC Level II certified per

AR 530-1.

13.6. For Contracts that Require OPSEC Training. Per AR 530-1, Operations Security, new contractor employees must complete Level I OPSEC training within 30 calendar days of their reporting for duty. All contractor employees must complete annual OPSEC awareness training.

13.7. For Information assurance (IA)/information technology (IT) training. All contractor employees and associated sub-contractor employees must complete the DoD IA awareness training before issuance of network access and annually thereafter.

13.8. For Contracts That Require Handling or Access to Classified Information. Contractor shall comply with FAR 52.204-2, Security Requirements. This clause involves access to information classified “(Con)fidential,” “(Sec)ret,” or “Top (Sec)ret” and requires contractors to comply with— (1) The Security Agreement (DD Form 441), including the National Industrial Security Program Operating Manual (DoD 5220.22-M); any revisions to DOD 5220.22-M, notice of which has been furnished to the contractor.

Army National Guard Standard of more than 90% of SMs medically ready to deploy. Further clarified as less than 8% of the force categorized as an MRC3 and less than 2% categorized as an MRC4.

Insurance: Contractor personnel shall be required to provide their own personal professional liability insurance.

Continuing Education: Contractor personnel may request attendance at community or DoD sponsored behavioral health continuing education opportunities through the COR. The COR will determine if the CE attendance during work hours is appropriate and will approve/disapprove accordingly.

Maintains Health Insurance Portability and Accountability Act of 1996 (HIPAA) standards and guidelines

Onsite Supervisor: The onsite supervisor must possess a bachelor’s degree or higher or must have a minimum of one year of experience in clinical case management and have a minimum of one year of supervisory experience in order to qualify. The onsite supervisor shall possess the expertise to provide oversight in non clinical case management, case management planning, analysis and review, patient risk analysis and service support

Contractor wears badges 100% of time. Contractors identify themselves on telephone, in meetings, and in all email as a contractor 100% of the time.