FINAL_PWS_Audiology_MAY_2018.pdf

PERFORMANCE WORK STATEMENT (PWS)

Audiology Services

1.0 General:

1.1 Scope: High-intensity noise permanently injures the hearing mechanism. The effects on hearing, of steady-slate and impulse noise vary among individuals.

Individuals with a noise-induced hearing loss may be unaware of the loss and may not have any communication problems when in quiet listening situations. However, in noisy environments such as combat, hearing becomes significantly more difficult and can adversely impact communication and mission readiness. This contract will provide required audiology diagnostics not organic to the SCARNG. The contractor shall provide all personnel, supervision, and quality control necessary, except as specified in Paragraph 3.0 as Government Furnished, to perform Annual Hearing Screening and Audiogram Services, as defined in this PWS

1.2 Background: Noise is one of the most common health hazards soldiers and civilians encounter in the workplace and during training. In accordance with (IAW) AR 40-501, every Soldier is required to have an annual hearing exam which is a component of their medical readiness. For military personnel, AR 40-501, DA PAM 40-501 and DA PAM 611-21 prescribe the relationship between hearing requirements and functional capability. The DOEHRS-HC audiogram (valid DD-2215 – baseline audiogram or DD- 2216 – periodic audiogram within 12 months) are used to calculate the HRC status in MEDPROS (see AR 40-66).

1.3 Period of Performance (PoP): The Period of Performance shall be one Base Year of 12 months and four 12-month option years. The Period of Performance reads as follows:

Base Year OY 1 Leap Year

OY 2

OY 3

OY 4

1 Aug 2018 - 31 Jul 2019 1 Aug 2019 - 31 Jul 2020 1 Aug 2020 - 31 Jul 2021 1 Aug 2021 - 31 Jul 2022 1 Aug 2022 - 31 Jul 2023

1.4 General Information:

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

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

1.4.3 Organized Holidays: The following are recognized 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

1.4.4 Place and Performance of Services: The contractor shall provide services at Joint Armed Forces Readiness Center located on Joint Base McEntire, Eastover SC. The contractor shall provide the services on designated days per schedule provided by the Government no later than one month prior to the scheduled events. The contractor’s duty day is from 0800 - 1700 (8 hour day) which will include a 1 hour break for lunch.

The requirement is for 25 days per contract period or 200hours per contract period.

Services will not be provided 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. The exception would be if there is national emergency/declared war then the contractor may be required to work additional hours. The contractor shall at all times maintain an adequate work force for the uninterrupted performance of all tasks defined within this PWS when the Government facility/installation is not closed for the above reasons.

When hiring personnel, the contractor shall keep in mind that the stability and continuity of the work force are essential.

1.4.4.1 Unscheduled gate closures by the Security Police may occur at any time causing all personnel entering or exiting a closed installation to experience a delay. This cannot be predicted or prevented. Contractors are not compensated for unexpected closures or delays. Vehicles operated by contractor personnel are subject to search pursuant to applicable regulations. Any moving violation of any applicable motor vehicle regulation may result in the termination of the contractor employee’s installation driving privileges.

1.4.4.2 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 compliance with all regulations and orders of the installation which may affect performance.

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 Contracting Officer’s Representative (COR). The contractor shall also provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services or Security Office. The contractor shall ensure compliance with all personal identity verification requirements as directed by DOD, HQDA and/or local policy. Should the Force Protection Condition (FPCON) change, the Government may require changes in contractor security matters or processes.

1.4.5.1 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 that any time contractor place or receive a call they are subject to COMSEC procedures. The contractor shall ensure wide and frequent dissemination of the above information to all employees dealing with DOD information. The contractor shall abide by all Government regulations concerning the authorized use of the Government's computer network, including the restriction against using the network to recruit Government personnel or advertise job openings.

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

1.4.5.3 AT Level 1 Awareness Training (AT): All contractor employees, to include subcontractor employees, requiring access Army installations, facilities and controlled access areas shall complete AT Level I awareness training within 30 calendar days after contract start date or effective date of incorporation of this requirement into the contract, whichever is applicable and annually thereafter. The contractor shall submit certificates of completion for each affected contractor employee and subcontractor employee, to the COR within 10 calendar days after completion of training by all employees and subcontractor personnel. AT level I awareness training is available at the following website: https://atlevel1.dtic.mil/at/.

ebsite:%20 https://atlevel1.dtic.mil/at/

1.4.4 Special Qualifications: The contractor or sub-contractor employee shall meet all the special qualifications as specified below.

1.4.4.1 The contractor or sub-contractor employee shall possess a current Audiology licenses from the South Carolina Department of Labor Licensing and Regulation agency.

1.4.4.2 The contractor or sub-contractor employee shall hold a Certificate of Clinical Competence (CCC) from the American Speech-Language Hearing Association (ASHA).

1.4.4.3 The contractor or sub-contractor employee shall have a minimum of 2 years of experience as an Audiologist performing Army Audiology testing.

1.4.4.4 The contractor or sub-contractor employee shall have a minimum of 2 years operating Interacoustics (AA222 Audio Traveler) audiology equipment.

1.4.4.5 The contractor or sub-contractor employee shall be required to take the following mandatory annual training:

(a) Privacy Act and Health Insurance Portability and Accountability Act (HIPPA) at https://health.mil/Military-Health-Topics/Privacy-and-Civil-Liberties/Privacy- Act-and-HIPAA-Privacy-Training.

1.4.5 Post Award Conference/Periodic Progress Meetings: The contractor agrees to attend any post award conference convened by the KO in accordance with Federal Acquisition Regulations Subpart 42.5. The KO, Contracting Officer’s Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contactor’s performance. At these meetings, the Contacting Officer will apprise the contractor of how the Government views the contractor’s performance and the contractor shall apprise the Government of problems, if any, being experienced The contractor shall resolve outstanding issues raised by the Government.

Contractor attendance at these meetings shall be at no additional cost to the Government.

1.4.6 Contract Manager (CM): The contactor shall designate within 21 days of contract award, 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.

https://health.mil/Military-Health-Topics/Privacy-and-Civil-Liberties/Privacy-Act-and-HIPAA-Privacy-Training https://health.mil/Military-Health-Topics/Privacy-and-Civil-Liberties/Privacy-Act-and-HIPAA-Privacy-Training

1.4.7 Identification of Contractor Employees: Within 21 days of contract award, the contractor shall identify all potential employees. Contract personnel are required to wear badges in the performance of this contract. All contractor personnel attending meetings, answering Government telephones and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression that they are Government employees. The contractor shall ensure that all documents or reports produced by contractor personnel are suitably marked as contractor products or that contractor participation is appropriately disclosed. The contractor’s status as a “contractor” shall be predominantly displayed in all correspondence types (to include signature blocks on e-mail) and dealings with Government or non-Government entities/ Contractor personnel shall wear identification badges distinguishing themselves as such. The badges shall have the company name, employee name and the word “contractor” displayed. The contractor shall retrieve all identification media (including vehicle passes) from their employees who depart employment for any reason. All identification media (i.e., badges and vehicles passes) shall be returned to the KO within 14 days of an employee’s departure.

1.4.8 Combating Trafficking in Persons (CTIP): 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 ensure that all contracted employee’s complete CTIP training within 30 calendars of initial assignment or hiring The Contractor shall notify its employees of the United States Government’s zero tolerance policy, the actions that will be taken against employees for violations of this policy. Such actions may include, but are not limited to, removal from the contract, reduction in benefits, or termination of employment. The contractor shall take appropriate action, up to and including termination, against employees or subcontractors that violate the US Government policy as described at FAR 22.17.

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

1.4.10 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 and in the event the KO unilaterally determines that 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.

1.4.11 Telework. Telework is not authorized due to the location that the Individual Medical Readiness Exercise (IMRX) is conducted of which audiology testing is one of the stations the Soldier must participate in.

2.0 Definitions and Acronyms:

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

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

2.1.3 CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government designated by the KO to monitor contractor performance. Such appointment 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 Performance Work Statement.

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

2.1.6 KEY PERSONNEL. Contractor 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 Key Personnel listed in 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 assure that the quality of an end product or service shall meet contract requirements.

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

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

2.1.13 WORK WEEK. Friday through Sunday, unless otherwise specified.

2.2 ACRONYMS:

AEI

AFARS Army Federal Acquisition Regulation Supplement ALARACT All Army Activities 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 DA 3349 Profile assigned form DD 2215 Baseline Audiogram DD 2216 Periodic (annual) Audiogram 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 DOEHRS-HC Defense Occupational and Environmental Health Readiness System Hearing Conservation ECMRA Enterprise Contractor Manpower Reporting Application FAR Federal Acquisition Regulation GFP/M/E/S Government Furnished Property/Material/Equipment/Services HIPAA Health Insurance Portability and Accountability Act HRC Hearing Readiness Class IA Information Assurance iRAPT Invoicing, Receipt, Acceptance, and Property Transfer IS Information System(s) KO Contracting Officer MAR2 MOS Administrative Retention Review MEDPROS Medical Protection System OCI Organizational Conflict of Interest ODC Other Direct Costs PII Personally Identifiable Information PIPO Phase In/Phase Out POC Point of Contact POP Period of Performance 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 SPRINT Speech Recognition in Noise Test TE Technical Exhibit

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 and audiology equipment for the contractor to perform services outlined in this PWS to include desk space.

3.2 Materials: The Government will furnish all the materials needed for this requirement.

3.3 Equipment: double walled hearing booth, Audiometer with earphones, 3M E-A-R LINK (3A sizes small and medium), MP3 player will be provided by the Government.

3.4 Services: Not applicable.

3.2 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: The contractor shall:

5.1 The contractor or sub-contractor employee shall perform middle Ear Assessment, as required, using Government provided tympanometry and acoustic reflex testing equipment. Provide the results immediately after testing to the Audiology Noncommissioned Officer In Charge (NCOIC).

5.2 The contractor or sub-contractor employee shall perform pure-tone air and bone conduction tests when required by the Government utilizing provided equipment.

Provide the results immediately after testing to the Audiology Noncommissioned Officer In Charge (NCOIC).

5.3 The contractor or sub-contractor employee shall perform speech reception and speech discrimination evaluations. Ensure tests are provided in accordance with hearing readiness and hearing conservation requirements. Provide the results immediately after testing to the Audiology Noncommissioned Officer In Charge

(NCOIC).

5.4 The contractor or sub-contractor employee shall perform Speech Recognition & Noise Testing (SPRINT) tests when required by the Government. Provide the results immediately after testing to the Audiology Noncommissioned Officer In Charge

(NCOIC).

5.5 Contractor Manpower Reporting Application (CMRA):

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

5.5.2 ECMRA. 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 2018. Contractors may direct questions to the help desk at http://www.ecmra.mil.

http://www.ecmra.mil/ http://www.ecmra.mil/

6.0 Applicable Publications:

Publication (Chapter) Date of Publication

Mandatory or Advisory

Website

AR 40-501

Standards of Medical Fitness

06/14/2017 Mandatory https://armypubs.army.mil/Product

Maps/PubForm/AR.aspx

DA Pamphlet (DA PAM) 40-501

Army Hearing Program 01/08/2015 Mandatory

Maps/PubForm/PAM.aspx

DA PAM 611-21

Military Occupational Classification and Structure

01/22/2007 Mandatory

Maps/PubForm/PAM.aspx https://armypubs.army.mil/ProductMaps/PubForm/AR.aspx https://armypubs.army.mil/ProductMaps/PubForm/AR.aspx https://armypubs.army.mil/ProductMaps/PubForm/PAM.aspx https://armypubs.army.mil/ProductMaps/PubForm/PAM.aspx https://armypubs.army.mil/ProductMaps/PubForm/PAM.aspx https://armypubs.army.mil/ProductMaps/PubForm/PAM.aspx

TECHNICAL EXHIBIT 1

Performance Requirements Summary

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

PWS Paragraph Task Performance

Standard Acceptable Quality

Levels (AQL) Surveillance Method /

By Whom

5.1 Middle Ear

Assessment.

Perform middle Ear Assessment using tympanometry and acoustic reflex testing when required.

Conduct minimum of 90% of scheduled Diagnostic Audiology

Monthly Inspection of task by COR.

5.2

Perform pure-tone air and bone conduction tests.

Perform pure-tone air and bone conduction tests when required.

Conduct minimum of 90% of scheduled pure-tone air and bone conduction tests

Monthly Inspection of task by COR.

5.3

Perform speech reception and speech discrimination evaluation.

Perform speech reception and speech discrimination evaluation when required.

Conduct minimum of 90% of scheduled speech reception and speech discrimination evaluation

Monthly Inspection of task by COR.

5.4 Administer

SPRINT tests

Perform SPRINT tests when required.

Conduct minimum of 90% of scheduled

SPRINT tests.

Monthly Inspection of task by COR.

TECHNICAL EXHIBIT 2

Deliverables Schedule

PWS Reference / Deliverable Title

Frequency Number of Copies

Medium/Format Submit To

1.4.1 Quality Control Plan (QCP)

Develop Quality Control Plan NLT 30 days prior to first event.

1 Electronic Submission COR

1.4.5.3 AT Level 1 Awareness training

Provide copy of certificates NLT 30 days after contract start date and annually thereafter.

1 Electronic Submission COR

1.4.4.1 S.C. Audiology Licenses

Provide copy NLT 30 days prior to first event.

1 Electronic

Submission COR

1.4.4.2 Certificate of Clinical Competence

(CCC)

Provide copy of certificate NLT 30 days prior to first event

1 Electronic Submission COR

1.4.4.3 2 Years of Army Audiology Testing Experience

Provide references of

Army experience, to include dates and locations.

PROVIDE WITH

PROPOSAL

1 Electronic Submission Contracting Officer

1.4.4.4 2 Years of Operating Interacoustics audiology equipment

Provide references of experience, to include dates and locations.

PROVIDE WITH

PROPOSAL

1 Electronic Submission Contracting Officer

1.4.4.5 Privacy Act and HIPAA Training

Provide certificates NLT 30 days prior to first event then annually thereafter.

1 Electronic Submission COR

1.4.6 Contract Manager

(CM)

Provide name NLT 30 days prior to first event or upon change.

1 Electronic Submission COR

1.4.7 Identification of Contractor or Sub-contractor employees

Provide Name(s) NLT 30 days prior to first event or upon change

1 Electronic Submission COR

1.4.8 Combating Trafficking In Persons Training

Complete CTIP training within 30 calendar days of initial assignment or hiring

Electronic Submission

COR

5.5 eCRMA

No later than 31 Oct of each calendar year

Electronic Submission

COR

TECHNICAL EXHIBIT 3

Estimated Workload Data

The number of Soldiers needing testing varies based on the type of unit the Soldier is

in. Units that have the potential for high intensity noise levels, such as Aviation or Field Artillery, will have more Soldiers needing testing than units that do not engage in those types of activities. Based on historical data, the average workload per day for this service is 10 Soldiers/day.