Attachment_1_CASE_MANAGEMENT_PWS_16Jul.pdf

PERFORMANCE WORK STATEMENT (PWS)

FOR

Nonclinical Case Management Services

1. General:

1.1 Scope:

The purpose of this requirement is to provide Medical and Dental Non-clinical Case Management and administrative Care Coordinator staffing in support of Individual Medical Readiness (IMR). This requirement is designed to be flexible, responsive, and meets the ever-evolving needs of the government. DoDI 6025.19 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 ultimate goals are to produce real-time reports based on complete, accurate data. The minimum goal for overall medical readiness is more than 85% of Service members FMR, with the ideal goal being 100%. The VT Army National Guard (VTARNG) Surgeon’s Office requires a highly responsive process whereby the government can quickly obtain needed support and services. This PWS reflects existing National Guard Bureau policies and regulations.

1.1.1 VTARNG Surgeon’s Office requires both case manager and administrative care coordinator support services. The case management position may be filled at a minimum by either a Registered Nurse (RN), Licensed Vocational/Practical Nurse (LVN/LPN) or Social Worker.

1.1.2 The Contractor shall furnish all labor and services required to provide a wide range of Medical and Dental Non-clinical Case Management and related Medical Administrative support services.

1.1.2.1 Period of Performance.

Base Period 12 Sep 2017 – 11 June 2018

Option Year 1 12 June 2018 – 11 June 2019

Option Year 2 12 June 2019 – 11 June 2020

1.2 Background: The Department of Defense (DoD) TRICARE Management Activity (TMA) values all staff involved in the delivery of high-quality care to service members. In 2009, a Medical Management Guide was issued by the Office of the Assistant Secretary of Defense for Health Affairs (ASD [HA]) and TMA, Office of the Chief Medical Officer (OCMO), Population Health and Medical Management Division (PHMMD). The Guide covers the components of a Medical Management (MM) program, including applicable principles, implementation concepts, processes, and tools/databases for Utilization Management (UM), Case Management (CM), and Disease Management (DM). It complements the 2001 DoD Population Health Improvement Plan and Guide published by TMA and the Government Printing Office http://www.tricare.mil/ocmo/download/mhs_phi_guide.pdf. Under legislative mandates, the ASD (HA) submitted an annual report to Congress regarding healthcare delivery for Military Health System (MHS) beneficiaries. The 2009 report documented the MHS goal to providing high-quality care, improving performance through clinical and process outcomes, and increasing patients’ confidence in the care they receive. The Guide describes crucial components of Medical Management within the MHS, including the link between MM and population health and the dynamics between Utilization Management, Case Management and Disease Management in helping reduce unnecessary or inappropriate services and/or duplication of services. In the military setting, Case Management targets Active Duty Service Members and beneficiaries with complex, multi-system healthcare needs who require care coordination or case management services. Originally, Case Management almost http://www.tricare.mil/ocmo/download/mhs_phi_guide.pdf exclusively targeted in-patients with catastrophic illnesses or injuries. However, a number of developments have served to change that strategy; notably: The emergence of the National Committee for Quality Assurance (NCQA): http://www.ncqa.orgorg/. The development of accreditation standards by the Utilization Review Accreditation Commission (URAC): http://www.urac.org. While Case Management continues to focus on catastrophic illness or injury, Case Management practices are also intensely directed at addressing chronic conditions that are more prevalent in the general patient population. Case managers can affect patient outcomes through proactive interventions across multiple healthcare settings. Additionally, case managers are expected to engage community resources and facilitate ongoing and consistent patient education. The MHS has three primary goals for Case Management:

Improve the care, management, and transition of recovering Service members. Broaden the application of CM to include those with complex and at-risk needs before the Soldier requires complex care.

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

1.3 Quality Control (QC): The Contractor shall provide a preliminary Quality Control Plan (QCP) with their proposal. The QCP shall include a detailed discussion of the steps proposed to ensure quality, adherence to schedule, proactive communication and adherence to budget. The QCP shall include a description of corrective action steps to take should the Contractor performance be substandard. An organizational depiction of the project team and chain(s)-of-command shall also be included in the QCP.

The QCP shall be submitted as part of the proposal. The QCP shall be considered as part of the technical evaluation of the vendor’s proposal. Evaluation is on a pass/fail basis.

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

1.3.2 Recognized Holidays: The following are recognized US holidays. The contractor is available 365 calendar days a year and is available to perform services on these days:

- New Year’s Day: January 1st

- Martin Luther King, Jr.’s Birthday

- President’s Day

- Memorial Day

- Independence Day: July 4th

- Labor Day

- Columbus Day

- Veteran’s Day: November 11th

- Thanksgiving Day

- Christmas Day

1.3.4 Place and Performance of Services: The primary location of these services will be conducted at Camp Johnson in Colchester, VT.

1.3.4.1 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.

1.3.4.2 The contractor’s employees shall become familiar with and obey the regulations of the installation; including fire, traffic, safety and security regulations while on the installation. Contractor employees should only enter restricted areas when required to do so and only upon prior approval. All contractor employees shall carry proper identification with them at all times. The contractor shall ensure http://www.ncqa.orgorg/ http://www.urac.org/ compliance with all regulations and orders of the installation which may affect performance.

1.3.5 AT Level 1 Awareness Training (AT): Security Requirements. All contractor employees, to include subcontractor employees, requiring access to VTARNG controlled installation, 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 15 calendar days after completion of training by all employees and subcontractor personnel. This is an annual training requirement. AT Level I awareness training is available at the following website:

http://jko.jten.mil/course/atl1/launch.html.

1.3.5.1 COMSEC/IT Security. All communications with DOD organizations are subject to communications security (COMSEC) review. All telephone communications networks are continually subject to intercept by unfriendly intelligence organizations. DOD has authorized the military departments to conduct COMSEC monitoring and recording of telephone calls originating from, or terminating at, DOD organizations. Therefore, the contractor is advised any time contractor place or receive a call they are subject to COMSEC procedures. The contractor shall ensure wide and frequent dissemination of the above information to all employees dealing with DOD information. The contractor shall abide by all Government regulations concerning the authorized use of the Government's computer network, including the restriction against using the network to recruit Government personnel or advertise job openings.

1.3.5.2 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: Comply with the command's Acceptable Use Policy (AUP) for Government owned IS and sign an AUP prior to or upon account activation. Complete initial and annual Information Assurance (IA) training as defined in the IA Best Business Practices (BBP) training (https://informationassurance.us.army.mil). Mark and safeguard files, output products, and storage media per classification level and disseminate them only to individuals authorized to receive them with a valid need to know. Protect IS and IS peripherals located in their respective areas in accordance with physical security and data protection requirements. Practice safe network and Internet operating principles and take no actions threatening the integrity of the system or network.

1.3.5.3 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.

1.3.5.4 CAC Requirements: The Common Access Card (CAC) is the Department of Defense (DOD) Federal Personal Identity Verification (PIV) credential. Contractor will be in compliance with Army Directive 2015-15 and HSPD-12 Background Investigation Requirements. 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 http://jko.jten.mil/course/atl1/launch.html 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).

1.3.5.5 HSPD-12 Background Investigation Requirements: The contractor ensure Common Access Cards (CACs) are obtained by all contract or subcontract personnel assigned to work on the Government site and by personnel requiring access to a DoD network (and other eligible populations as specified in DTM-08-003 Attachment 3, paragraph 3a.) are required to, at a minimum, have received a favorable FBI fingerprint check and must have submitted to the Office of Personnel Management (OPM) a National Agency Check with Inquiries (NACI) or equivalent/higher investigation. It is the responsibility of the contractor to ensure all employees requiring an initial background investigation complete a Personnel Security Investigation Portal (PSIP) form upon hiring or at the earliest possible date and that this form is forwarded to the COR or Security Office immediately. The COR will review the form for completeness and accuracy and forward to the VTNG Security manager who will initiate the investigation process via the PSIP. Contractor personnel will then receive two e-mail messages; the first will confirm the request has been received by the Office of Personnel Management, 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 BI will be initiated. The contractor 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 submittal of the PSIP form to return of the FBI fingerprint check may routinely take from 2-6 weeks and shall factor this lead time into its hiring/placement process. The contractor shall make all reasonable efforts to ensure 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.

1.3.5.6 Trusted Associate Sponsorship System (TASS): The contractor is responsible for processing applications for Common Access Cards (CAC) for every contractor employee who deploys with the military force OR who has need to access any government computer network in accordance with FAR 52.204-9, "Personal Identity Verification of Contractor Personnel." The need for access is approved by the Contracting Officer's Representative (COR) or Contracting Officer. It is recommend a "Corporate Facility Security Officer" (FSO) be designated to serve as your firm's single point of contact for Background Investigation (BI), the TASS application process and other CAC and security related matters. If a FSO is not established, each contractor employee requiring a CAC will be required to process their own applications. CAC applications shall be processed through the TASS. The contractor's FSO or contractor employee shall submit requests for a CAC via email to the designated TASS Trusted Agent (TA) before accessing the TASS website. The TASS TA for this requirement will be: 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) https://www.dmdc.osd.mil/tass/. The FSO or contractor employee will submit completed applications in TASS and will follow up to ensure the TA is processing the request. A CAC cannot be issued without evidence the FSO has initiated a National Agency Check with Written Inquires (NACI). The government will inform the contractor's applicant, via email, of one of the following:

Approved.* Upon approval, the information is transferred to the Defense Enrollment Eligibility Reporting System (DEERS) database and an email notification is sent to the contractor with instructions on obtaining their CAC. The contractor proceeds to a Real-Time Automated Personnel Identification System (RAPIDS) station (RAPIDS Site Locator: http://www.dmdc.osd.mil/rsl/). Rejected.* The Government, in separate correspondence, will provide reason(s) for rejection. Returned. Additional information or correction to the application required by the contractor employee. The contractor shall 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 http://www.dmdc.osd.mil/tass/ http://www.dmdc.osd.mil/rsl/)

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 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 shall be for a period of performance not longer than three (3) years or the individual's contract end date (inclusive of any options), whichever is earlier. The contractor shall return issued CAC's to the COR/KO office upon departure or dismissal of each contractor employee. Obtain a receipt for each card.

1.3.5.7 The contractor Will obtain a DISA Enterprise 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 the local ID card office and requesting a Government CAC Card. Once the CAC Card is issued, the contractor can then request access to the Local Area Network through the J6 office after agreeing to the Acceptable Use Policy and filling out DD Form 2875 for each employee.

1.3.5.8 Access and General Protection/Security Policy and Procedures. All contractor employees, including subcontractor employees, requiring access to an Army or VTARNG controlled installation, facility, or area shall comply with applicable security policies and procedures provided by the VTARNG security office. This includes policies pertaining to the use or prohibition of electronic recorders, devices, cameras, etc. If the Contractor is required to take photographs or videos on a Government Installation, the Contractor must obtain written permission from the Senior Commander. The contractor shall also provide all information required for background checks to meet installation and facility access requirements to be completed by the state Physical Security Manager, Director of Emergency Services, or Security Office. The contractor workforce must comply with all personal identity verification requirements as directed by DoD, HQDA, NGB, VTARNG and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should Force Protection Condition (FPCON) at any individual facility or installation change, the government may require changes in contractor security matters or processes.

1.3.5.9 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 15 calendar days of new employees commencing performance with the results reported to the COR NLT 45 calendar days after contract award.

1.3.5.10 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 IS and then annually thereafter.

1.3.5.11 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. Compliance is confirmed through receipt of the DOD OPSEC Training Certificate provided at the conclusion of training. Training is conducted online at online through http://cdsetrain.dtic.mil/opsec/. Certificate shall be forwarded to COR.

1.3.5.12 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. All contractor employees working IA/IT functions must comply with DoD, Army, NGB and VTARNG training requirements in DoDD 8570.01, DoD 8570.01-M and AR 25-2 and published DoD and VTARNG requirements within six months of employment. Compliance is confirmed through receipt of the DOD IA Training Certificate provided at the conclusion of training.

Training is conducted online at https://ia.signal.army.mil/DoDIAA/default.asp. Certificate shall be forwarded to the COR.

http://cdsetrain.dtic.mil/opsec/

1.3.5.13 All contractor employees, including subcontractor employees who are not in possession of the appropriate security clearance, will be escorted in areas where they may be exposed to classified and/or sensitive materials. The Vendor will coordinate with the COR and/or the facility security office for access when required.

1.3.5.14 All contractor employees, including subcontractor employees, who are not in possession of a current Common Access Card (CAC) will be vetted by the local security office to determine fitness and eligibility for access IAW DTM 09-012, paragraph 2.b(4) may include but not limited to a Vermont Criminal Information Center (VCIC), National Criminal Information Check (NCIC) and National Terrorist Screening Database (NTSDB). The Vendor will ensure that the government has sufficient biographical information to conduct said screening including, but not limited to the person’s name, date of birth, and social security number. VCIC check will be conducted by the contractor with results forwarded to the VTARNG security office; NCIC and NTSDB will be conducted by the VTARNG security office as required. Documentation of risk assessment will be recorded and reported as Access Approved/Access Denied. Negative findings will be destroyed within 60 days of risk assessment. Appeals of denial of access due to negative risk assessment may be made through VTARNG State Physical Security Manager for additional review.

1.3.5.15 The vendor must pre-screen applicants using the E-verify Program (http://www.dhs.gov/E-Verify) website to meet the established employment eligibility requirements. The vendor must ensure that the applicant has two valid forms of government issued identification. An initial list of applicants must be provided to the COR no later than 7 business days after contractor employee hire to start the CI-focused security screening process.

1.3.5.16 Vendor responsible for ensuring security documentation is completed by applicants. The Vendor must facilitate the security screening process for the CRPs (US/non-US citizens who do not require a security clearance and/or access to classified information) by ensuring the applicants complete the required security documentation (Privacy Act Advisement, SF85P, Fingerprint Cards, OFI Form 86C Special Agency Check (SAC), Intelligence Security Questionnaire, and a National Intelligence Agency Spreadsheet). The Vendor is responsible for translation services required for non-English speaking/writing applicants for assistance in completing the security screening packets. A blanket security CI-screening packet will be provided to the Vendor by the contracting Office upon request. For linguist support, the Vendor must acquire a PSI-CoE PSIP account to submit the required background investigations.

1.3.5.17 The Vendor must provide completed security screening packets in a sealed envelope/box to the VTARNG security office for access approval within 30 days after the employee hire.

1.3.5.18 The COR will notify the Vendor of the access determination for each applicant after the CI-focused screenings are complete. The Vendor must provide a final list of vetted/approval applicants to the COR at least 7 business days prior to the vendor employee start date to ensure that the Installation Security Office is notified in advance.

1.3.5.19 Unscheduled gate closures by Installation Security Office may occur at any time causing all personnel entering or exiting a closed installation to experience a delay. This cannot be predicted or prevented. Labor hour and Time & Materials employees are not compensated for unexpected closures or delays. Vehicles operated by contractor personnel are subject to search pursuant to applicable regulations. The award of this contract does not create a right for any individual contractor employee to have access to any installation. Any moving violation of any applicable regulation may result in the termination of the contractor employee’s installation driving privileges.

1.3.5.20 The contractor, its employees, and subcontractors 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 and subcontractors shall carry proper identification with them at all times. The contractor shall be responsible for compliance with all regulations and orders of http://www.dhs.gov/E-Verify) the installation; respecting identification of employees, movements on installation, parking, truck entry, and all other installation regulations, which may affect the work.

1.3.5.21 Threat Awareness Reporting Program. For all contractors with security clearances. Per AR 381-12 Threat Awareness and Reporting Program (TARP), contractor employees must receive annual TARP training. Coordination for TARP training is made through Contracting Officer Representative to the VTARNG TARP Manager, G-2.

1.3.6 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.

1.3.6.1 Key Control. Contractors may be issued a key so they can access local facilities. Having a key is a privilege not a right and can be taken back at any time. Loss of issued keys can and may result in termination if found to be negligent. Some military regulations prevent non-military personnel from operating on federal grounds when government personnel are not present in the workplace. This may limit flexibility in a contractor’s schedule.

1.3.6.2 Lock Combinations. Contractors may be issued a key-combination so they can access local facilities. Having a key-combination is a privilege not a right and can be taken back at any time.

Disclosure of issued key-combinations can and may result in termination if found to be negligent. Some military regulations prevent non-military personnel from operating on federal grounds when government personnel are not present in the workplace. This may limit flexibility in a contractor’s schedule.

1.3.7 Special Qualifications: The non-clinical nurse 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.

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

1.3.9 The non-clinical case management personnel will be experienced in all aspects and qualified in their respective functional areas. Contactor personnel shall not perform inherently governmental functions (i.e., representation of government, decision authority, etc.)

1.3.10 Responsible for tracking medical status of ALL assigned Soldiers.

1.3.11 Responsible for medical charting in eCase.

1.3.12 Request profile exams/evaluations and audiology exams at physical exam center.

1.3.13 Coordinate Soldier treatment plans with appropriate medical facilities.

1.3.14 Maintain automated referrals indicated in MEDCHART.

1.3.15 Submit case processing, medical documentation, and profile concerns to military/contracted provider.

1.3.16 Attend PHA events as determined by the needs of the state and the individual units.

1.3. 17 Ensure those Soldiers referred by a provider are followed by the case management team.

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

- Considered medically ready.

- Administratively separated from the military.

1.3.19 Follow the regulations and policies applicable to Individual Medical Readiness (IMR) and deployment, to include the following:

- AR 40-501 Standards of Medical Fitness

- Local SOP’s

- Policies and other applicable guidance.

1.3.20 Ensure all medical documentation received from the Soldier and/or their medical team is received and placed in appropriated electronic record, as well as the Soldier’s hard copy record.

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

1.3.22 Provide Records Custodian or delegate with all relevant medical/dental documentation.

1.3.23 Obtain release of information from Soldier.

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

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

1.3.26 Enter Soldier health data, review and track health assessment results (PHA, SRP) and lab results, contact SM and educate on lifestyle modifications.

1.3.27 Upload medical documents of case managed Soldiers into Health Readiness Record (HRR).

1.3.28 Stamp all medical documents for verification after uploading.

1.3.29 Index uploaded medical documents.

1.3.30 MODS entry of immunizations, designation of pregnancy, eye exams, medical warning tags.

1.3.31 Contractor will ensure all administrative charting in eCase is completed.

1.3.32 Track medical appointments by communication with unit to ensure Soldier attendance and submission of follow up documentation.

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

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

1.3.35 Run MEDPROS report Post PHA/SRP event.

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

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

1.3.38 Ensure Soldiers with T2, T3, T4, P3 or P4 profiles are case managed in the eCase module.

1.3.39 Workload varies greatly in complexity from intensive-acute case management to chronic illness case management. It also varies in volume with the current and anticipated open cases totaling over

450. Anticipated volume of cases is expected to remain at this level for the base year and two follow on option years. The average case load lasts for less than 180 days but 10% can exceed 365 days.

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

1.5 The contactor shall provide a primary point of contact and alternate who shall ensure performance under this contract. The name of this person, and an alternate who shall act for the contractor when the individual is absent, shall be designated in writing to the COR/KO. The individual or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract.

The individual shall work with the COR, (or the KO if a COR is not assigned), to resolve issues, receive technical instructions, and ensure adequate performance of services. The individual(s) shall ensure contractor employees do not perform any services outside the scope of the contract without an official modification issued by the KO. The individual(s) shall ensure contractor employees understand services performed outside the scope of the contract are not permitted.

1.6 Identification of Contractor Employees: Contractor employees will require badges to be worn at all times in the performance of this contract. All contractor personnel attending meetings, answering Government telephones are required to identify themselves as contract employees to avoid creating an impression they are Government employees. The contractor shall ensure all documents or reports produced by contractor personnel are suitably marked as contractor products or contractor participation is appropriately disclosed. The contractor’s status as a “contractor” shall be predominantly displayed in all correspondence types (to include signature blocks on e-mail) and dealings with Government or non- Government entities/ Contractor personnel shall wear identification badges distinguishing themselves as such. The badges shall have the company name, employee name and the word “contractor” displayed.

The contractor shall retrieve all identification media (including vehicle passes) from their employees who depart employment for any reason. All identification media (i.e., badges and vehicles passes) shall be returned to the COR/KO within 14 calendar days of an employee’s departure.

1.7 Combating Trafficking in Persons: The United States Government has adopted a zero tolerance policy regarding trafficking in persons. Contractors and contractor employees shall not engage in severe forms of trafficking in persons during the period of performance of the contract; procure commercial sex acts during the period of performance of the contract; or use forced labor in the performance of the contract. The Contractor shall notify its employees of the United States Government’s zero tolerance policy, the actions will be taken against employees for violations of this policy. Such actions may include, but are not limited to, removal from the contract, reduction in benefits, or termination of employment.

The Contractor shall take appropriate action, up to and including termination, against employees or subcontractors violate the US Government policy as described at FAR 22.17.

1.8 Contractor Travel: Travel is not anticipated for this requirement at this time. In the event that travel is required, it may be required for all Contractor personnel performing on this requirement. Contractor shall be required to comply with travel policies as outlined in the DoD Financial Management Regulation and the Joint Travel Regulation (JTR). If the need for travel arises during the performance of the contract, the Contracting Officer shall provide 30 day notice to the contractor with full description of the need and request a proposal. The Contracting Officer will negotiate a modification to the contract to provide this in-scope effort.

1.8.1 In the event that travel is required it will be to execute any missions to support and augment the VTARNG consistent with all services described within the PWS as shown below. Specifically, in the event of a mobilization event, the Contractor shall ensure adequate non-clinical case management support is available for travel to locations to best support these activities (i.e. work at armories) as directed by the Contracting Officer.

1.8.2 If changes to the original work in this PWS arise during the performance of the contract the contractor will notify the COR. If determined to be within the scope of the contract the Contracting Officer will provide 30 calendar day notice to the contractor with full description of the need and request a proposal. The contracting officer will negotiate a modification to the contract to provide this in-scope work effort. Travel to and from the primary worksite will not be reimbursed.

1.9 Organizational Conflicts of Interest (OCI): The contractor and subcontractor personnel performing services under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent OCIs, as defined in FAR Subpart 9.5. The contractor shall notify the KO immediately whenever it becomes aware such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the KO to avoid or mitigate any such OCI. The contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the KO and in the event the KO unilaterally determines any such OCI cannot be satisfactorily avoided or mitigated, the KO may affect other remedies as he or she deems necessary, including prohibiting the contractor from participation in subsequent contracted requirements which may be affected by the OCI.

2. 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 the 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 which does not meet the standard of performance associated with the Performance Work Statement.

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

2.1.6 KEY PERSONNEL. Contractor personnel who may be required to be used in the performance of a contract as Key Personnel listed in the PWS.

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 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 the quality of an end product or service meets 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 HOURS. The number of hours per day the Contractor provides services in accordance with the contract. No Contracted staff should work more than 40 hours per week (overtime) without prior approval from the Contracting Officer. Contractor may occasionally need to support mobilization / demobilization events. In such cases where workflow surges occur, the Government shall coordinate with the Contractor Project Manager to provide adequate support. The contractor shall support all workflow surges as directed by the Government.

2.1.13 WORK WEEK. Monday through Friday, unless specified otherwise. Contractor may be required to support weekend mobilization / soldier readiness check events. The government shall coordinate with the Contract Project Manager to provide adequate support.

2.2 ACRONYMS:

AFARS Army Federal Acquisition Regulation Supplement AR Army Regulation AT/OPSEC Antiterrorism/Operational Security CFR Code of Federal Regulations CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative COTS Commercial-Off-the-Shelf DA Department of the Army DD250 Department of Defense Form 250 (Receiving Report) DD254 Department of Defense Contract Security Requirement List DFARS Defense Federal Acquisition Regulation Supplement DOD Department of Defense FAR Federal Acquisition Regulation GFP/M/E/S Government Furnished Property/Material/Equipment/Services IA Information Assurance IS Information System(s) KO Contracting Officer OCI Organizational Conflict of Interest ODC Other Direct Costs PII Personally Identifiable Information PIPO Phase In/Phase Out POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program TE Technical Exhibit

3.0 Government Furnished Property, Materials, and Equipment (GFP/M/E):

3.1 Equipment: The government will provide required network resources to access the local area network and internet, scanners, telephones and materials necessary to comply with contract requirements at the job site.

3.2. Utilities. The Government will provide all utilities in the facility for the contractor’s use in performance of tasks outlined in this PWS. The Contractor shall instruct employees in utilities conservation practices. The contractor shall be responsible for operating under conditions that preclude the waste of utilities, such as turning off the water faucets or vales after using the required amount. The contractor shall also comply with installation recycling and composting requirements.

4.0 Contractor Furnished Property, Materials, and Equipment (CFP/M/E). The Government shall provide the contractor with access to all existing and relevant Standard Operating Procedures and Policies associated with the required services.

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 required by the contract.

4.2 Secret Facility Clearance: Not applicable for this contract.

5.0 Requirements: The intent of this requirement is to provide case management services for the Army National Guard in support of surge and contingency requirements as well as its steady-state mission.

Any changes to the initial staffing will be completed through a bilateral supplemental agreement.

5.1 Contractor shall provide, at a minimum, qualified professionals that meet the requirements to be a Licensed Vocational/Practitioner Nurse (LVN/LPN) (or equivalent as determined by state law requirements), a Registered Nurse (RN) or a Direct Service Social Worker as Non-clinical Case Managers to provide IMR support to the Army National Guard. Personnel assigned to this requirement shall possess the required technical skills and expertise to perform the functions with minimum guidance. Technical skills for both Nonclinical Case managers and care coordinators include PC proficiency, specifically Microsoft Word and Excel.

5.1.1 The Government will provide training for eCase to the contractor.5.2 Contractor Manpower Reporting Application (CMRA):

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

5.2.2 The 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 http://www.ecmra.mil/

5.3 Deliverables Table

PWS

Paragraph Reference

Deliverable Initial Delivery Subsequent Delivery Method of Delivery

1.3.5.2 Information Assurance Training

Completion Certificate;

Within 7 days of COR acknowledgement of need for network approval

Annually https://informationass urance.us.army.mil;

Via email

1.3.5 AT Level 1 Awareness Training

Completion Certificate

NLT 30 days after contract start date Annually As requested by the government

1.3.5.5, 1.3.5.4

Personnel Security Investigation Portal Form Completion Form

E-Quip Questionnaire

Completed FBI Fingerprint Card

Upon employee hire or earliest possible date

As needed for new employees

Online

Online

Hardcopy of Card

1.3.5.6 Trusted Associate Sponsorship System Request for Employee Access (list)

10 calendar days before employee starts on contract

N/A Via email

1.3.5.9 iWatch Training Completion Certificate

NLT 30 days of contract award

Within 15 days of new employees starting

Local ATO office delivered training

1.3.5.15 E-Verify Program applicant list NLT 7 business days after contract employee hire N/A As requested by the government

1.3.5.17 Completed Security Screening

Packets

Within 30 days of hiring contract employee N/A

Delivered to VTARNG security office

1.3.5.18

Final Access Determination list of vetted/approved applicants

At least 7 business days prior to employee commencing work on installation

N/A As requested by the government

1.3.5.21

Attendance List for Threat Awareness Reporting Program (TARP) Training for all contractors with security clearances

Within 30 days of contract star Annually As requested by the government

1.6 Contract employee government-

issued badges or vehicle passes

Returned within 14 days of employee’s departure N/A As requested by the government

5.1 LVN / RN / LPN / Social Worker

Credentials / License

Verification of licensure/training prior to employee start

Verification of licensure/training every 6 months after initial employee hire

As requested by the government

5.2.2

CMRA input completion – provide copy of contract data entry verification report;

http://www.ecmra.mil

NLT October 31 of each calendar year N/A As requested by the government https://informationassurance.us.army.mil/ https://informationassurance.us.army.mil/

5.4 Performance Requirements Summary

Performance Objective

/ Standard Task/s Performance Standard Acceptable Quality Level

(AQL)

Surveillance Method / By Whom

Case Management

1.3.10, 1.3.12, 1.3.13, 1.3.14, 1.3.15, 1.3.17, 1.3.18, 1.3.20, 1.3.23,

1.3.32. 1.3.33, 1.3.38

Case Creation

Case Updating eCase records shall be assigned within 5 working days of creation

Cases will be followed up on in no less than every 30 days.

No more than three late case assignments a month for total assigned case load

No more than one missed instance of case follow ups per assigned work load per month

Every two weeks review of total eCase’s in VT / COR

Every two weeks review of Cases w/in 60 days of MRDP /

COR

Every two weeks review of LOD’s / COR

Every two weeks Review of Critical HA Referrals / COR

Case Administration

1.3.11, 1.3.22, 1.3.27, 1.3.28, 1.3.29, 1.3.30, 1.3.31

Profile Creation

Profile Extension / Profile Expiration

Profile created in eProfile within 24 hours for all event critical referrals

Profile reviewed every 30 days or at the end of injury term and dispositioned properly

No instances of late creation of event critical referral profile resulting in gaps in Soldier continuity of care or medical coverage

No missed instances of profile reviews resulting in gaps in Soldier continuity of care or medical coverage

No instances of incorrect disposition of Soldier profiles

Every two weeks eProfile Status Report / COR

Medical / Health Wellness Information

1.3.24, 1.3.24

Health Data Entry

Soldier Health Education

Received medical documentation (scanned into HRR, MWDE and stamped accordingly) a transmittal letter will be placed in SM’s medical record within 2 days of receipt

Within 24 hours of receipt of results, applicable resources will be given to each SM providing them with enough information to rehabilitate and prevent future injuries

No more than 2 instances of documentation loaded late per month per assigned caseload

No more than 2 instances of erroneous content uploaded or entered per assigned caseload per month

No missed instances of Soldiers being provided resources for future injury prevention

Every 30 days HRR Scan and Usage Report / COR

Every 30 days MWDE IMR Report / COR

Tracking / Reporting

1.3.34, 1.3.35, 1.3.36, 1.3.37

Report Medical Readiness…