PERFORMANCE WORK STATEMENT 22JAN20 .doc

PERFORMANCE WORK STATEMENT (PWS)

FOR

Non-Clinical Case Management, Behavioral Health Readiness Support and Medical Credentialing Services

1.0 General: This is a non-personal health care services contract to provide Non-Clinical Case Management, Behavioral Health Readiness Support and Medical Credentialing Services. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. The key personnel selected for contract service shall be accountable solely to the Contractor who, in turn is responsible to the Government. The Government may evaluate the quality of high level, professional and administrative services provided, but retains no control over the medical, professional aspects of services rendered.

1.1 Scope: The Contractor shall provide all key personnel, equipment, tools, materials, supervision, and quality control necessary, except as specified in Paragraph 3.0 as Government Furnished Property, to perform Case Management Services, Behavioral Health Readiness Support and Medical Credentialing for more than 9,300 TN Army National Guard Service Members as defined in this PWS.

1.2 Background

1.2.1 Case Management: Case Management targets Tennessee Army National Guard Service Members with complex, multi-system healthcare needs who require key case management or care coordination services. Originally, Case Management almost exclusively targeted in-patients with catastrophic illnesses or injuries. However, 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 as well as the medical readiness and deployability requirements. Case managers are expected to engage leadership and the State Surgeon’s Office by providing ongoing and consistent patient recommendations and medical administrative services. The Non-Clinical Case Management Team (NCCMT) requires the expertise to facilitate, through review of documentation, military regulations and other authorized data the rendering of non-clinical administrative services. The medical documentation of individual Soldiers, obtained by Case Management, will be utilized in the production of Narrative Summaries (NARSUMs), profiling, referrals, reports, investigations, medical board packets, waiver requests, and medical readiness standards. The ultimate goals are to produce real-time reports based on complete, accurate data. The minimum goal for overall medical readiness is more than 90% of Service members FMR and 95% deployable. The team will consist of Case Managers and Care Coordinators. Bachelor’s degree required, but nursing license preferred for Case Manager hires that draft narrative summaries, review medical information, advise personnel on duty restrictions, recommend profiling restrictions, waiver recommendations, and advise the Deputy State Surgeon (DSS) on deployment ability. Care Coordinators collect medical documentation, input administrative notes into various systems, and assist with administrative duties required in the processing of information. The Case Management Team will assist on scheduled Medical Readiness events as needed on weekends if necessary.

1.2.2 Behavioral Health Readiness Support: Provide Behavioral Health Readiness Support (Case Management Support) Services to the Tennessee Army National Guard. Performs initial and follow-up Soldier interviews, provides recommends for care, and reviews submitted documentation to ensure quality of care and status of deployability. Contract employees are expected to coordinate with case management, engage leadership and the Deputy State Surgeon’s Office by providing ongoing and consistent patient recommendations and medical administrative services. Behavioral Health Case Management Team (BHCMT) requires the expertise to facilitate, through review of documentation, military regulations and other authorized data the rendering of advice. The medical documentation of individual Soldiers will be utilized in the production of Narrative Summaries (NARSUMs), profiling, referrals, reports, investigations, medical board packets, and waiver requests. The team will draft narrative summaries, review medical information, advise personnel on duty restrictions, recommend profiling restrictions, waiver recommendations, and advise the Deputy State Surgeon (DSS) on deployment ability. The Behavioral Health Case Management Team will work with Case Management to collect medical documentation, input administrative notes into various systems, and assist with administrative duties required in the processing of information. The BHCMT shall assist on scheduled Medical Readiness events as needed on weekends if necessary.

1.2.3 Medical Credentialing: Medical Credentialing provides coordination of services between Active Duty Medical Treatment Facilities (MTF), Mobilization Sites, State Surgeon Office (SSO), Mobilization Readiness Office (MRO), and Tennessee Army National Guard (TN ARNG). Medical Credentialing is managed for Medical, Behavioral Health, and Dental Providers assigned within the TN ARNG. Periodic Inspection ensures all Medical, Behavioral Health and Dental Officers in the state are credentialed. The contractor will ensure all documents are 100% (PSV) Primary Source Verified. Ensures credentialing documents and provider information are uploaded into the (CCQAS) Centralized Credentials Quality Assurance System Provide Human Resources Command (HRC) all credentialing records upon separation with separation order. The goal is for all TNARNG providers to maintain 100% credentialing and privileging throughout the year.

1.3 Period of Performance (PoP): The period of performance shall be 1 Base Year of 12 months and four (4) 12-month option years.

1.3.1 Case Management Service

Base Year - 12 June 2020 to 11 June 2021

Option Year 1 - 12 June 2021 to 11 June 2022

Option Year 2 – 12 June 2022 to 11 June 2023

Option Year 3 – 12 June 2023 to 11 June 2024

Option Year 4 – 12 June 2024 to 11 June 2025

1.3.2 Behavioral Health Service

Base Year - 27 June 2020 to 11 June 2021

Option Year 1 - 12 June 2021 to 11 June 2022

Option Year 2 – 12 June 2022 to 11 June 2023

Option Year 3 – 12 June 2023 to 11 June 2024

Option Year 4 – 12 June 2024 to 11 June 2025

1.3.3 Medical Credentialing Service

Base Year – Not Applicable

Option Year 1 - 12 June 2021 to 11 June 2022

Option Year 2 – 12 June 2022 to 11 June 2023

Option Year 3 – 12 June 2023 to 11 June 2024

Option Year 4 – 12 June 2024 to 11 June 2025

1.4 General Information:

1.4.1 Quality Control (QC): The contractor shall develop and maintain an effective quality control program 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 quality control program is the means by which it is assured that work complies with the requirements of the contract. As the minimum, the contractor shall develop QC procedures that address the areas identified in Technical Exhibit 1, Performance Requirements Summary (PRS). A final QCP shall be submitted to the Contracting Officer and Contracting Officer Representative (COR) NLT 10 days after contract award. After acceptance of the QCP, the contractor shall obtain the Contracting Officer’s (KO’s) acceptance in writing of any proposed changes to its QCP.

1.4.2 Quality Assurance (QA): The Government will evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan primarily focuses on what the Government will 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) or defect rate(s).

1.4.3 Recognized Holidays: The following are recognized United States (US) holidays. The contractor shall not perform services on these days:

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: December 25th

1.4.4 Place and Performance of Services:

1.4.4.1 Case Management: The contractor is responsible for conducting business between the hours of 0700 to 1630, Monday through Friday, during scheduled Medical Readiness Events (MRE) on weekends, 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. Weekend assistance will be requested in writing to for MRE medical administrative processing of Soldiers through various stations. Times for weekend assistance will vary, subject to Case Management Team availability. Performance shall be at Building 250, 8TH Avenue, Smyrna TN 37167.

1.4.4.2 Behavioral Health Readiness Support: The contractor is responsible for conducting business between the hours of 0700 to 1630, Monday through Friday, during scheduled Medical Readiness Events (MRE) on weekends, 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. Weekend assistance will be requested in writing to for on call services. Times for weekend assistance will vary, subject to DSS scheduling. Performance shall be at Building 250, 8TH Avenue, Smyrna TN 37167, 3041 Sidco Drive, Nashville, TN 37204 (JFHQ), 1510 Highway 70 Bypass, Jackson TN 37302 (West, TN), and 2109 Army Drive, ARC Room 210, Louisville, TN 37777 (East, TN).

1.4.4.3 Medical Credentialing: The contractor is responsible for conducting business between the hours of 0700 to 1630, Monday through Friday, during scheduled Medical Readiness Events (MRE) on weekends, 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. Weekend assistance will be requested in writing. Times for weekend assistance will vary, subject to Deputy State Surgeon Office availability. Performance shall be at Building 250, 8TH Avenue, Smyrna TN 37167.

1.4.4.4 The Contractor shall at all times maintain an adequate workforce 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 workforce are essential. Teleworking is not authorized.

1.4.4.5 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.

1.4.4.6 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, and shall be subject to such checks as may be deemed necessary. The contractor shall ensure compliance with all regulations and orders of the installation which may affect performance. The Government reserves the right to direct the removal of an 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 this contract.

1.4.5 Security Requirements. The contractor shall comply with all applicable installation/facility access and local security policies and procedures, which may be obtained from the COR. The contractor and all associated subcontractor employees shall 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 Department of Defense (DoD), Headquarters Department of Army (HQDA) and/or local policy. Should the Force Protection Condition (FPCON) change, the Government may require changes in contractor security matters or processes.

1.4.5.1 Contractors will require Common Access Card (CAC): The CAC is the DoD Federal Personal Identity Verification (PIV) credential. CAC issuance requirements are as follows:

In accordance with Department of Defense Manual (DoDM) 1000.13-M-V1, DoD Identification (ID) Cards, January 23, 2014, initial issuance of a CAC requires, at a minimum, the completion of an Federal Bureau of Investigation (FBI) fingerprint check with favorable results and submission of a National Agency Check with Inquiries (NACI) (or investigation approved in Federal Investigative Standards) to the Under Secretary of Defense for Intelligence (USD(I)) approved investigative service provider. 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 201-2, Personal Identity Verification (PIV) of Federal Employees and Contractors, August 2013, and DoD Manual 5200.02, Procedures for the DoD Personnel Security Program (PSP), April 3, 2017, and (d) verification of a claimed identity. Sponsorship and enrollment information about each applicant must be registered in the Defense Enrollment Eligibility Reporting System (DEERS) through either the Real-Time Automated Personnel ID System (RAPIDS) using the DD Form 1172-2, or the Trusted Associate Sponsorship System (TASS).

1.4.5.1.1 HSPD-12 Background Investigation Requirements: The contractor shall ensure that all contractor and subcontractor personnel whose duties require CAC card issuance obtain them, and shall process all CAC card applications. The contractor shall ensure that all employees requiring an initial background investigation complete and submit a Personnel Security Investigation Portal (PSIP) form at Attachment (TBD), at the earliest possible date and that this form is forwarded to the COR immediately. The COR will review the form for completeness and accuracy and forward it to the National Guard Bureau (NGB) Personnel Security manager who will initiate the investigation process via the PSIP. Contractor personnel will then receive two e-mail messages; the first will confirm that the investigative service provider has received the request, and the second will provide instructions for the completion of the appropriate form via the Electronic Questionnaires for Investigations Processing (e-QIP) system. Upon completion of the e-QIP questionnaire and submittal of all required documents, including fingerprint card to the security manager, the background investigation (BI) will be initiated. The contractor shall ensure immediate compliance with all instructions regarding background investigation processing, including those provided verbally, by e-mail or via a Government system. The contractor is cautioned that the entire process from submittal of the PSIP form to return of the FBI fingerprint check may routinely take from two to six weeks and shall factor this lead time into its hiring/placement process. The contractor shall make all reasonable efforts to ensure that contractor employees meet CAC eligibility standards upon assignment to the contract and shall be held responsible for delays, failure to meet performance requirements or decreases in efficiency in accordance with the applicable inspection clause.

1.4.5.1.2 Trusted Associate Sponsorship System (TASS): The contractor shall process CAC applications through the TASS, the procedures for which are described below. Although there is no requirement for the contractor to designate a “Corporate Facility Security Officer" (FSO) to serve as its single point of contact for the BI, the TASS application process and other CAC and security-related matters, such designation facilitates these processes. If an FSO is not established, all contractor employees requiring a CAC will be required to process their own applications. The submission process for CAC applications is as follows:

1. The contractor's FSO or contractor employee shall submit requests for a CAC via email to the designated TASS Trusted Agent (TA). The TASS TA for this requirement will be: (TBD)

2. The Government will establish a TASS application account for each CAC Request and will provide each contractor employee a USER ID and password, via email, to the FSO. The FSO or contractor employee shall access the TASS account and complete the CAC application (entering/editing contractor information as applicable) at: https://www.dmdc.osd.mil/tass/. The FSO or contractor employee shall follow up to ensure that the TA is processing the request.

3. The Government will inform the contractor's applicant, via email, of one of the following:

a. Approval.* Upon approval, the information is transferred to the DEERS database and an email notification is sent to the contractor with instructions on obtaining their CAC. The contractor proceeds to a RAPIDS station (RAPIDS Site Locator: http://www.dmdc.osd.mil/rsl/).

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

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

*The contractor shall maintain records of all approved and rejected applications.

1.4.5.1.3 At the RAPIDS station, the RAPIDS Verification Officer will verify the contractor employee 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. 1615-0047, "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 ID. The Identity documents will be inspected for authenticity and scanned and stored in the DEERS upon issuance of an ID. 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 will be valid for no longer than three years, or until the individual's contract end date (inclusive of any options), whichever is earlier.

1.4.5.1.4 The contractor shall return issued CACs to the DEERS office upon departure or dismissal of each contractor employee, and shall obtain a receipt for each card and provide it to the TA/COR.

1.4.5.1.5 The contractor shall manage requests for new or renewal CAC cards in sufficient time to ensure that all contractor employees have them when needed to perform work under this contract. The contractor shall provide at least 10 calendar days advance notice to the TA, unless there are extenuating circumstances approved by the COR or KO.

1.4.5.1.6 The contractor shall obtain an Army Knowledge Online (AKO) email address for each applicant, including subcontractors, who may be deployed or require logical access to a government computer network. This can be done by going to: http://www.us.army.mil and registering as an "Army Guest," with the sponsor being the COR or a COR- designated individual if the COR is ineligible to Serve as an AKO Sponsor. Note: If employees of a contractor lose the privilege to access AKO, they lose the ability to renew their CAC. Therefore, it is critical that contractor employees maintain their AKO accounts.

1.4.5.2 Communications Security/Information Technology (COMSEC/IT) Security. All communications with DoD organizations are subject to 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 personnel 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 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 Army Enterprise Infrastructure (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 PII encountered in the performance of services in accordance with Defense Federal Acquisition Regulation Supplement (DFARS) 224.103 Personally Identifiable Information and Department of Defense Directive (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 whose PII has been compromised.

1.4.5.5 AT Level 1 Awareness Training (AT): All contractor employees, including subcontractor employees, requiring access to Army installations, facilities, and controlled access areas shall complete Level 1 AT within 30 calendar days after contract start date and within 30 calendar days of new employees commencing performance. The contractor shall submit certificates of completion for each affected contractor and subcontractor employee to the COR within 15 calendar days after completion of training. Level 1 AT is available at https://jkodirect.jten.mil/Atlas2/page/login/Login.jsf .

1.4.5.6 Information Assurance (IA)/Information Technology (IT) Training: All contractor employees and associated subcontractor employees shall complete the DoD IA Awareness Training before issuance of network access and annually thereafter. All contractor employees performing services involving IA/IT functions shall comply with DoD and Army workforce training requirements in DoDD 8140.01, DoD 8570.01-M and AR 25-2 within six months of the start of contract performance. In accordance with DoD 8570.01-M, DFARS 252.239.7001 and AR 25-2, contractor employees performing Information Assurance Technical (IAT) functions shall be appropriately certified upon contract award. The baseline certification as stipulated in DoD 8570.01-M shall be completed upon contract award.

1.4.5.7 Information Awareness: All contractor employees with access to a government information system shall be registered in the Army Training Certification Tracking System (ATCTS) (https://atc.us.army.mil/iastar/index.php) at commencement of services, and 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/).

1.4.5.8 iWATCH Training: The contractor and all associated subcontractors with an area of performance within an Army-controlled installation, facilities or area shall brief all employees on the local iWATCH program. This local developed training shall be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the COR or the KO. This training shall be completed within 30 calendar days of contract award and within 30 calendar days of new employees commencing performance. The contractor shall report completion for each contractor employee and subcontractor employee to the COR within 15 calendar days after completion of training.

1.4.5.9 OPSEC Training: In accordance with AR 530-1, Operations Security, new contractor employees shall complete Level I OPSEC training within 30 calendar days of their reporting for duty and annually thereafter. The contractor shall submit certificates of completion for each contractor employee to the COR within 15 calendar days after completion of training. Level 1 OPSEC training is available at http://cdsetrain.dtic.mil/opsec/.

1.4.6 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.

1.4.6.1 Key Control: All references to keys include key cards. The contractor shall establish and implement methods of ensuring that no keys/key cards issued by the Government are lost or misplaced or are used by unauthorized persons. No keys issued by the Government shall be duplicated. 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 COR.

1.4.6.1.1 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 re-keying. 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.

1.4.6.1.2 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 contractor employees engaged in the performance of services in those areas, or personnel authorized entrance by the KO.

1.4.6.2 Lock Combinations: The contractor shall establish and implement methods of ensuring that no lock combinations are revealed to unauthorized persons. The contractor shall ensure that lock combinations are changed when personnel having access to the combinations no longer have a need to know such combinations.

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 FAR Subpart 42.5. The KO, COR and other Government personnel, as appropriate, may meet periodically with the contractor to review the contactor’s performance. At these meetings, the KO 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 designate a CM who shall ensure performance under this contract. The name of this person, and an 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 work through the COR, to resolve issues, receive technical instructions, and ensure adequate performance of services. 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.

1.4.9 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 its employees who depart employment for any reason. The contractor shall return all identification media (i.e., badges and vehicles passes) 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 any 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. 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: 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. The contractor may travel to off-site training locations if required by the Government. All travels that are to or less than $500.00 can be approved by COR. If the travel cost is above $500.00 a KO approval is required. The travel approval form in Attachment 1 must be utilized for any travel plans prior to travel. Any location 50 miles or less will not be reimbursed.

1.4.12 Data Rights: The Government has unlimited rights to all documents/materials 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 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.

1.4.14 Phase In / Phase Out Periods: To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the contractor shall have personnel on board, during the 30 days, phase in/ phase out periods. During the phase in period, the contractor shall become familiar with performance requirements in order to commence full performance of services on the contract start date.

2.0 Definitions and Acronyms:

2.1 Definitions:

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 Representative (COR): An employee of the U.S. Government designated by the KO to monitor contractor performance. Such appointment will be in writing and will 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 PWS.

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 personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

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 ensure 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.

2.2 Acronyms:

NARSUM

NCCMT

Narrative Summaries

Non-Clinical Case Management Team

SSMO

SSN

State STR Management Office

Social Security Number

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

3.3 Equipment: None

3.4 Services: None

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.

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

4.1 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.

5.0 Requirements:

5.1 Case Management: The Contractor shall:

5.1.1 Provide Medical and Dental Non-clinical Case Management. The Non-Clinical Case Management Team (NCCMT) consists of the Case Manager and Care Coordinator. Case Management knowledge domains consist of assessment, planning, implementation, coordination, reporting, monitoring and evaluations of the options and services required to meet the ARNG Soldier’s health and human service’s needs. Key personnel are required for service as Case Manager(s) and Care Coordinator(s).

5.1.2 Review individual Soldier medical information in order to ascertain the medical status of injuries, illnesses, or diseases. The contractor shall not determine the medical or dental fitness of an individual or group. The contractor shall review materials collected and advise DSS and command on the medical status of Soldiers.

5.1.3 Monitor and input information into Medical Operational Data System (MODS) that is an integrated automation system that supports all phases of Human Resource Life-Cycle Management in both peacetime and mobilization.

5.1.4 Review and make entries into the Automated Voucher System (AVS). Facilitate the medical readiness of the Army National Guard (ARNG) by providing web-based services creating and tracking requests for medical services through RHRP program, additionally, support the PDHRA/DHAP program for mass event creation.

5.1.5 Review and report dental status on Dental Classification (DenClass) module used to electronically document the dental readiness with the Medical Operational Data System (MODS) architecture. Assist in the creation and tracking of all elements of a dental examination including: The Soldier’s health history, SF 603A, the dental treatment plan, and a digital repository for dental radiographs.

5.1.6 Review the Electronic Case Management (eCase) module. Open, track, and report provider determinations concerning the disposition of medical cases for Army National Guard Soldiers. Through eCase module provide an automated case-management workflow and task-management system that provides an integrated view of all related data that is obtained from other medical management systems.

5.1.7 Review entries into the Electronic Medical Management Processing System (eMMPS) module used by Army National Guard. Report on the status, provide documentation when needed, and work with agencies to complete requests for, Incapacitation Pay Claim (INCAP) cases, Post-Deployment Health Re-Assessment (PDHRA) referrals, Military Medical Support Office (MMSO) now known as the Defense Health Agency, Great Lakes (DHA-GL) Pre-Authorization cases, and Active Duty Orders Process (ADOP) cases.

5.1.8 Review and submit documentation into the Health Readiness Record (HRR) module provides the ARNG with a web-based repository for Soldier medical, dental, and medical personnel action documentation. Soldier records include non-sensitive, sensitive, and behavioral health documents. Collected medical documentation provided by various entities to include, but are not limited to the individual Soldier, unit, Medical Readiness NCO (MRNCO), Medical Treatment Facility, and Primary Care Physician.

5.1.9 Review and submit entries into the Medical Action Tracking System (MATS), a web-based, workflow module for authorized users which manages medical waiver requests, General Officer Physicals, and Convalescent Leave requests. The module is an electronic means of submission, receipt, storage, processing, and tracking of the medical actions and waivers from Soldiers, Recruiting and Retention Managers (RRMs), and Military Entrance Processing Stations (MEPS) to the Clinical Section of the Army National Guard (ARNG) Surgeon’s Office.

5.1.10 Review and submit information into Reserve Component Automation Systems (RCAS), Mobilization Planning Data Viewer (MPDV) is the system within RCAS used in managing mobilization, safety, personnel and force authorization.

5.1.11 Utilize the Armed Forces Health Longitudinal Technology Application (AHLTA), the military’s electronic health record, a clinical information system that generates, maintains, stores, and provides secure electronic access to comprehensive patient records. The system is used by the active components of the Army, Navy, and Air Force Military Treatment Facilities (MTF).

5.1.12 Responsible for tracking medical status of ALL assigned Soldiers.

5.1.13 Responsible for medical charting in MEDCHART

5.1.14 Request medical documentation from Soldier, Medical Treatment Facility, Medical Providers, and other resources associated with SM medical care.

5.1.15 Track Soldier treatment plans with appropriate medical facilities.

5.1.16 Maintain automated referrals indicated in MEDCHART.

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

5.1.18 Attend Medical Readiness Event (MRE) as determined by the needs for the state and the individual units.

5.1.19 Ensure those Soldiers under managed care from identification of condition to when the Soldier is either:

· Considered medically ready.

· Administratively separated from the military.

5.1.20 Follow the regulations and policies applicable to Individual Medical Readiness (IMR) and deployment.

5.1.21 Report medical readiness to the MRNCO, Commander or designated representative to include Dental Readiness (DRC3 and DRC4) and Medical Readiness Deployability (MRC3, MRC4-PHA, and HIV/IMR/IMM) requirements.

5.1.22 Ensure all medical documentation received from the Soldier, unit, or medical provider is placed in appropriate electronic record, as well as the Soldiers Treatment Record (STR).

5.1.23 Maintain STRs in accordance with Army Regulation (AR) 40-66.

5.1.24 Obtain release of information from Soldier.

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

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

5.1.27 Review and track health assessment (MRE) lab results, contact SM and educate on lifestyle modifications.

5.1.28 Upload medical documents of case management Soldiers into HRR.

5.1.29 Upon request stamp all medical documents for verification after uploading.

5.1.30 Index and validate documents uploaded into HRR.

5.1.31 Upload information into MODS, enter immunizations, designation of pregnancy, eye exams, lab results, and medical warning tags.

5.1.32 Provide all medical documents received for case management to Records Custodian. Assist with the process of filing medical records into individual Soldiers STR. If a document evidence transfer is requested. Copy of each supporting transfer document shall be provided to the COR at the end of each month no later than 7 calendar days at the end of the month.

5.1.33 Ensure that all administrative charting in MEDCHART is completed.

5.1.34 Track medical appointments by communicating with unit to ensure Soldier attendance and submission of follow up documentation. Chart appointment attendance and relay information to the appropriate offices upon request.

5.1.35 Log into MEDCHART any significant contact with SM (email, voice mail, or personal interview).

5.1.36 Run MEDPROS report post MRE. Supply copy to HSS and MRNCO assigned to unit. Monitor MEDPROS to ensure all scheduled services are completed/updated and current medical status is reflected.

5.1.37 Communicate with delegated government personnel to track compliance versus noncompliance.

5.1.38 Ensure Soldiers duty limitations and/or with T3, T4, P3 or P4 profiles are case managed in MEDCHART.

5.1.39 Case Managers shall review medical documentation and prepare Narrative Summary prior to submission to the State Surgeon’s Office for clinical decisions.

5.1.40 Case Managers shall facilitate the ongoing planning, implementation, and evaluation of Soldiers’ clinical cases in the Medical Management Process.

5.1.41 NCCMT shall initiate a case in MEDCHART upon

- Disclosure of duty limiting condition

- SM is initiated into a medical board

- SM requests ADOP

- SM is command directed for services

5.1.42 NCCMT shall update assigned MEDCHART cases one per month

5.1.43 NCCMT shall conduct a case review with MRNCO, HSS, BHCMT, and OCC Health input on a bi-monthly basis. Results of the review for individual Soldiers will be cataloged in MEDCHART. NCCMT will forward a copy of the complete results to HSS for record. Members of the case review should be as follows:

- Case Manager

- Care Coordinator

- HSS

- BHCMT

- MRNCO

- OCC Health (upon request)

5.1.44 NCCMT shall notify MRNCO upon detection/notification of duty limiting conditions that may require an LOD. NCCMT shall contact the assigned MRNCO with any issue(s) concerning obtaining documentation from the unit or Soldier. HSS will be notified if there is an issue with obtaining documentation form the MRNCO.