Approved_FY18_MRR_PWS_rev_30_Aug_2018.pdf

PERFORMANCE WORK STATEMENT (PWS)

FOR

South Carolina Army National Guard Medical Detachment

Medical Records Review Services

25 Jun 2018

(rev 30 Aug 2018)

Prepared by:

MAJ Mark Stewart

Training Officer

SCARNG MED DET

TABLE OF CONTENTS

1.0 General

2.0 Definitions and Acronyms

3.0 Government Furnished Property, Material, Equipment and Services (GFP/M/E/S)

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

5.0 Requirements

6.0 Applicable Publications

TECHNICAL EXHIBIT 1 - Performance Requirements Summary (PRS) TECHNICAL EXHIBIT 2 - Deliverables Schedule TECHNICAL EXHIBIT 3 – Estimated Workload Data

1.0 General:

1.1 Scope: The contractor shall provide all personnel equipment, tools, materials, supervision, and quality control necessary, except as specified in Paragraph 3.0 as Government Furnished, to perform scheduled Medical Records Review (MRR) services

1.2 Background: Each South Carolina Army National Guard (SCARNG) soldier is responsible for the maintenance of his or her medical, physical, and mental fitness.

This includes correcting remediable defects, avoiding harmful habits, and weight control. The maintenance of good strength and aerobic conditioning is of prime importance to the modern soldier. The completion of the APFT and the ability to perform the soldiers’ MOS duties are the minimum level of fitness expected from the SCARNG soldier (see FM 21-20). Soldiers’ responsibilities include seeking medical advice quickly when they believe their physical and/or mental well-being is in question.

Any hospitalization, significant illness, or disease that occurs when not on duty will be reported to the Unit Commander or First Sergeant at the earliest possible opportunity and before initiating the next period of training.

Documentation of significant medical events which have occurred since the last period of duty or may limit duty performance should be provided to the unit administrator for inclusion into the soldier’s health record before the next period of duty. A profile assessment by a military provider should also occur before the next period of duty.

Documentation will also be placed into the Health Readiness Record (HRR) in the Medical Electronic Data (for) Care History and Readiness Tracking (MED-CHART) or other designated electronic database as a permanent electronic record of any significant medical events.

Any recommendation for restricted activity that has been made by a private physician will be reported in writing, before performing any duty. It is the individual soldier’s responsibility to report any medical problems immediately to the Chain of Command and to comply with medical restrictions. Commanders will honor the private physician’s recommendations until the soldier is evaluated by a military provider, from which a recommended course of action will be determined by a Profiling Officer. Soldiers and Commanders will abide by the medical restrictions and limitations documented on any Profile (DA-3349) issued.

Professional review of medical and personnel documentation is required for MRB, MAR2, INCAP, Profiling and MRO recommendations to the Unit Commands and the G- 1 on appropriate personnel actions.

1.3 Period of Performance (PoP): The Period of Performance shall be one Base Year of 12 months, three 12-month option years and 1 (6month) option to extend services option if required.

Base Year 30 Nov 2018 - 29 Nov 2019 OY 1 30 Nov 2019 - 29 Nov 2020 Leap Year OY 2 30 Nov 2020 - 29 Nov 2021 OY 3 30 Nov 2021 - 29 Nov 2022 6 Month Option 30 Nov 2022 - 29 May 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 (PRS). A final QCP shall be submitted to the 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 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) 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

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 Monday through Friday during the hours of 0730 –

1800, 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. The exception would be if Medical Boards are required during exigent circumstances such as deployments and Soldier Readiness Processing. 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. Telework is not authorized as this services requires the handling of information that is sensitive in nature such as; Personally Identifiable Information (PII) and Health Insurance Portability and Accountability Act (HIPAA) information pertaining to the Soldier’s health which must be properly safeguarded at all times.

1.4.4.1 Reserved.

1.4.4.2 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.

1.4.4.3 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. 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 For contractors requiring 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 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 https://www.dmdc.osd.mil/tass/ 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 Reserved.

1.4.5.3 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.

1.4.5.4 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 Army Enterprise Infostructure (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:

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

http://www.us.army.mil/

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

1.4.5.4.3 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.

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

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

1.4.5.5 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.

1.4.5.6 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 http://jko.jten.mil/courses/atl1/launch.html .

1.4.5.7 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.

1.4.5.8 Information Awareness: All contractor employees with access to a government information system shall be registered in the Army Training Certification Tracking https://informationassurance.us.army.mil/ http://jko.jten.mil/courses/atl1/launch.html

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/).

1.4.5.9 Reserved.

1.4.5.10 Reserved.

1.4.5.11 Reserved.

1.4.5.12 Reserved.

1.4.5. 13 Reserved.

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 Reserved.

1.4.6.1.1 Reserved.

1.4.6.1.2 Reserved.

1.4.7 Special Qualifications: The contractor shall meet all the special qualifications as specified below. Potential offerors need to be advised that the Army National Guard process is different from that of the Active Duty or Army Reserve medical processes as there as some unique differences due to the Soldier being a Part-Time Soldier.

1.4.7.1 The contractor or subcontractor employee shall be a current South Carolina board certified Medical Doctor (MD) and remain in good standing for the duration of the contract.

1.4.7.2 The contractor or sub-contractor employee shall have a minimum of 3 years of experience as a MD in Army National Guard dealing with the ARNG medical processes and regulations.

1.4.7.3 The contractor or sub-contractor employee shall have a minimum of 3 years of experience dealing with the ARNG aviation medical processes and applying the U.S.

Army aeromedical standards from Chapters 2&4 of AR 40-501 and the Army Flight Surgeons Administrative Guide for the determination of medical fitness for flying duty.

The contractor shall have met the specialized training and credentialing requirements as outlined in AR 40-501 para 6-9. The credentialing shall be current so as to allow immediate performance as no training or time allowed to obtain the training will be https://atc.us.army.mil/iastar/index.php https://ia.signal.army.mil/DoDIAA/ provided by the Government for the contractor employee to obtain this specialized training and credentialing.

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

(a) eProfile Admin Training, required to code Soldiers status at https://jkodirect.jten.mil/Atlas2/page/login/Login.jsf

(b) eProfile Medical Specialty Referral for Soldiers required to properly refer Soldiers for Mental Health/Behavioral health issues at https://jkodirect.jten.mil/Atlas2/page/login/Login.jsf

(c) 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.

(d) MEDCOM-sponsored Medical Review Officer training at http://www.cs.amedd.army.mil/FileDownloadpublic.aspx?docid=174c830a-2523-44e7- 8635-be72fcf3c80e

(e) Mental Health Assessment Training at https://health.mil/.

(f) Medical Readiness Administrative Portal Training at https://health.mil/dha

(g) Medical Readiness Healthcare Portal Training at https://health.mil/dha

1.4.7.5 The contractor or sub-contractor employee shall be proficient and have current access to the following online electronic Army Medical systems:

(a) Medical Operational Data Systems (MODS)/ Medical Protection System (MEDPROS), (specific module; e-Profile module) at https://medpros.mods.army.mil/MEDPROSNew/

(b) Medical Electronic Data Care History and Readiness Tracking (MEDCHART) (specific modules required; eCase, eMMPS, HRR, MRR) at https://medchart.ngb.army.mil/MED-CHART/Default.aspx?ReturnUrl=%2fMED- CHART%2f

1.4.8 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.

1.4.9 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 https://jkodirect.jten.mil/Atlas2/page/login/Login.jsf https://jkodirect.jten.mil/Atlas2/page/login/Login.jsf 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 http://www.cs.amedd.army.mil/FileDownloadpublic.aspx?docid=174c830a-2523-44e7-8635-be72fcf3c80e http://www.cs.amedd.army.mil/FileDownloadpublic.aspx?docid=174c830a-2523-44e7-8635-be72fcf3c80e https://health.mil/ https://health.mil/dha https://health.mil/dha https://medpros.mods.army.mil/MEDPROSNew/ https://medchart.ngb.army.mil/MED-CHART/Default.aspx?ReturnUrl=%2fMED-CHART%2f https://medchart.ngb.army.mil/MED-CHART/Default.aspx?ReturnUrl=%2fMED-CHART%2f 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.

1.4.10 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.

1.4.11. Combating Trafficking in Persons: The United States Government has adopted a zero tolerance policy regarding trafficking in persons. Contractors and contractor employees shall not engage in severe forms of trafficking in persons during the period of performance of the contract; procure commercial sex acts during the period of performance of the contract; or use forced labor in the performance of the contract. The Contractor shall notify its employees of the United States Government’s zero tolerance policy, the actions that will be taken against employees for violations of this policy. 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.

1.4.12 Reserved.

1.4.13 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.

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

1.4.15 1.4.15 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 day 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:

AEI Army Enterprise Infostructure AFARS Army Federal Acquisition Regulation Supplement ALARACT All Army Activities AR Army Regulation AT/OPSEC Antiterrorism/Operational Security BI Background Investigation CFR Code of Federal Regulations CM Contract Manager CMRA Contractor Manpower Reporting Application 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 DD250 Department of Defense Form 250 (Receiving Report) DD254 Department of Defense Contract Security Classification Specification DFARS Defense Federal Acquisition Regulation Supplement DoD Department of Defense 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 HQDA Headquarters, Department of the Army HSPD Homeland Security Presidential Directive IA Information Assurance INCAP Incapacitation Program iRAPT Invoicing, Receipt, Acceptance, and Property Transfer IS Information System(s) KO Contracting Officer MAR2 MOS Administrative Retention Review MED-CHART Medical Electronic Data (for) Care History and Readiness Tracking MEDPROS Medical Protection System (MEDPROS) MODS Medical Operational Data Systems MRB Medical Review Board

MRO Medical Review Officer MRR Medical Retention Review NGB National Guard Bureau OCI Organizational Conflict of Interest 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 QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program SSN Social Security Number TE Technical Exhibit USD(I) Under Secretary of Defense for Intelligence

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: Not applicable

3.3 Equipment: Not applicable

3.4 Services: Not applicable

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

4.0 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 Medical Records Review Services

5.1.1 The SCARNG has identified this service as a key function. The industry standard for the educational requirements for a physician are M.D. degree from an accredited medical school. The Army standard for flight surgeons is training and credentialing by the U.S. Army Aeromedical Center (USAAMC), FT Rucker, AL.

5.1.2 The contractor employee or sub-contractor employee shall be responsible for performing an in-depth review and analysis of an ARNG Soldier’s medical records to determine if the Soldier meets the medical retention standards as outline in AR 40-501.

The results of the Medical Retention Review (MRR) and analysis shall be presented to orally, in an informal setting, to the State Surgeon/Deputy State Surgeon two to four times per month as dictated by the case load. The Deputy State Surgeon (DSS) or State Surgeon (SS) will make the final decision.

5.1.3. The contractor employee or sub-contractor employee shall perform a review of SCARNG Soldier’s medical records presented at the MRR and make retention and MOS re-class recommendations orally to the MAR2.

5.1.4 The contractor employee or sub-contractor employee shall review Physical Profiles (DA Form 3349) for Soldiers diagnosed with a medical or behavioral health condition as requested. The contractor shall ensure that the diagnosis and profile accurately represent the status of the Soldiers health. The contractor employee will input this data into the Soldier’s e-Profile record to be reviewed by the Government.

5.1.5 The contractor employee or sub-contractor employee shall perform reviews of medical records for Soldiers in the INCAP program and provide oral recommendations to the Incapacitation Review Board, chaired by the Government, whether the Soldier remains in an ICAP pay status or be removed from the INCAP program.

5.1.6 The contractor employee or sub-contractor employee shall perform reviews of medical records for SCARNG Soldiers that have a positive urinalysis result and provide oral recommendations to the Medical Review Board to determine if there is a medical explanation for the positive result.

5.2 Electronic Contractor Manpower Reporting Application (eCMRA):

5.2.1 The contractor shall report ALL contractor labor hours (including subcontractor labor hours, if applicable) 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/ http://www.ecmra.mil/

6.0 Applicable Publications:

Publication (Chapter) Date of Publication

Mandatory or Advisory

Website

Army Directive 2014-05 Policy and Implementation Procedures for Common Access Card Credentialing and Installation Access for Uncleared Contractors

03/07/2014 Mandatory http://www.apd.army.mil/Pr oductMaps/PubForm/Army

Dir.aspx

AR 25-2

Information Assurance 10/24/2007 Mandatory http://armypubs.army.mil/Pr oductMaps/PubForm/AR.as px

AR 530-1

Operations Security (OPSEC) 09/26/2014 Mandatory http://armypubs.army.mil/Pr oductMaps/PubForm/AR.as px

AR 40-501

Standards of Medical Fitness

06/14/2017 Mandatory http://www.apd.army.mil

AR 135-381

Incapacitation of Reserve Component Soldiers

12/27/2006 Mandatory

AR 190-13

The Army Physical Security Program 02/25/2011 Mandatory http://www.apd.army.mil/Pr oductMaps/PubForm/AR.as px

AR 600-85

The Army Substance Abuse Program

11/28/2016 Mandatory

AR 635-40

Disability Evaluation for Retention, Retirement, or Separation

01/19/2017 Mandatory http://www.apd.army.mil/

AR 614-200

Enlisted Assignments and Utilization Management

11/29/2017 Mandatory http://www.apd.army.mil/ProductMaps/PubForm/ArmyDir.aspx http://www.apd.army.mil/ProductMaps/PubForm/ArmyDir.aspx http://www.apd.army.mil/ProductMaps/PubForm/ArmyDir.aspx http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx http://www.apd.army.mil/ http://www.apd.army.mil/ http://www.apd.army.mil/ProductMaps/PubForm/AR.aspx http://www.apd.army.mil/ProductMaps/PubForm/AR.aspx http://www.apd.army.mil/ProductMaps/PubForm/AR.aspx http://www.apd.army.mil/ http://www.apd.army.mil/ http://www.apd.army.mil/

AR 381-12

Threat Awareness and Reporting Program (TARP) (Section II, ¶ 2-4.b)

06/01/2016 Mandatory http://armypubs.army.mil/Pr oductMaps/PubForm/AR.as px

DA PAM 611-21

Military Occupational Classification and Structure

01/22/2007 Mandatory

Defense Federal Acquisition Regulation Supplement (DFARS) Advisory http://www.acq.osd.mil/dpa p/dars/dfarspgi/current/inde x.html or http://farsite.hill.af.mil/

DoD 5220.22-M National Industrial Security Program Operating Manual

02/28/2006 (Change 2:

05/18/2016)

Advisory http://www.dtic.mil/whs/dire ctives/corres/pub1.html

DoDD 5400.11 Department of Defense Privacy Program

10/29/2014 Mandatory http://www.dtic.mil/whs/dire ctives/corres/dir.html#

DoDD 8140.01 Cyberspace Workforce Management 08/11/2015 Advisory http://www.dtic.mil/whs/dire ctives/corres/dir.html

DoDD 8570.01-M

Information Assurance Workforce Improvement Program

12/19/2005 (Change 4:

11/10/2015)

Advisory http://www.dtic.mil/whs/dire ctives/corres/pub1.html

DoDI 1241.1 Reserve Component (RC) Line of Duty Determination for Medical and Dental Treatments and Incapacitation Pay Entitlements

04/19/2016 Mandatory http://www.esd.whs.mil/Port als/54/Documents/DD/issua nces/dodi/124101p.pdf

DoDM 1000.13-M-V1 DoD Identification (ID) Cards (Enclosure 2, paragraph 3.b)

01/23/2014 Mandatory http://www.esd.whs.mil/Dire ctives/issuances/dodm/

DoDM 5200.2 Regulation 5200.02 Procedures for the DoD Personnel Security Program (PSP)

04/03/2017 Mandatory http://www.dtic.mil/whs/directi ves/corres/pub1.html

Federal Acquisition Regulation (FAR) Advisory https://www.acquisition.gov/ ?q=browsefar or http://farsite.hill.af.mil/ http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx http://www.apd.army.mil/ http://www.acq.osd.mil/dpap/dars/dfarspgi/current/index.html http://www.acq.osd.mil/dpap/dars/dfarspgi/current/index.html http://www.acq.osd.mil/dpap/dars/dfarspgi/current/index.html http://farsite.hill.af.mil/ http://www.dtic.mil/whs/directives/corres/pub1.html http://www.dtic.mil/whs/directives/corres/pub1.html http://www.dtic.mil/whs/directives/corres/dir.html http://www.dtic.mil/whs/directives/corres/dir.html http://www.dtic.mil/whs/directives/corres/dir.html http://www.dtic.mil/whs/directives/corres/dir.html http://www.dtic.mil/whs/directives/corres/pub1.html http://www.dtic.mil/whs/directives/corres/pub1.html http://www.esd.whs.mil/Portals/54/Documents/DD/issuances/dodi/124101p.pdf http://www.esd.whs.mil/Portals/54/Documents/DD/issuances/dodi/124101p.pdf http://www.esd.whs.mil/Portals/54/Documents/DD/issuances/dodi/124101p.pdf http://www.esd.whs.mil/Directives/issuances/dodm/ http://www.esd.whs.mil/Directives/issuances/dodm/ http://www.dtic.mil/whs/directives/corres/pub1.html http://www.dtic.mil/whs/directives/corres/pub1.html https://www.acquisition.gov/?q=browsefar https://www.acquisition.gov/?q=browsefar http://farsite.hill.af.mil/

Federal Information Processing Standards (FIPS) Publication 201-2 Personal Identity Verification (PIV) of Federal Employees and Contractors (paragraph 9)

August 2013 Mandatory http://nvlpubs.nist.gov/nistp ubs/FIPS/NIST.FIPS.201-

2.pdf

Homeland Security Presidential Directive (HSPD)-12 Policy for a Common Identification Standard for Federal Employees and Contractors

08/27/2004 Mandatory https://www.dhs.gov/homel and-security-presidential-directive-12

6.1 Applicable Forms: Forms applicable to the PWS are listed below:

Form Date Website

DD 1172-2

Application for Identification Card/DEERS Enrollment

Mar 2017 http://www.dtic.mil/whs/directives/forms/index.htm

I-9 Employment Eligibility Verification

11/14/16 https://www.uscis.gov/sites/default/files/files/form/i-

9.pdf

DD 441

Department of Defense Security Agreement

Jan 2017 http://www.dtic.mil/whs/directives/forms/dd/ddforms 0001-0499.htm

DD 250

Material Inspection and Receiving Report

Aug 2000 http://dtic.mil/whs/directives/forms/dd/ddforms0001- 0499.htm http://nvlpubs.nist.gov/nistpubs/FIPS/NIST.FIPS.201-2.pdf http://nvlpubs.nist.gov/nistpubs/FIPS/NIST.FIPS.201-2.pdf http://nvlpubs.nist.gov/nistpubs/FIPS/NIST.FIPS.201-2.pdf https://www.dhs.gov/homeland-security-presidential-directive-12 https://www.dhs.gov/homeland-security-presidential-directive-12 https://www.dhs.gov/homeland-security-presidential-directive-12 http://www.dtic.mil/whs/directives/forms/forminfo/forminfopage2479.html http://www.dtic.mil/whs/directives/forms/forminfo/forminfopage2479.html http://www.dtic.mil/whs/directives/forms/index.htm https://www.uscis.gov/sites/default/files/files/form/i-9.pdf https://www.uscis.gov/sites/default/files/files/form/i-9.pdf http://www.dtic.mil/whs/directives/forms/dd/ddforms0001-0499.htm http://www.dtic.mil/whs/directives/forms/dd/ddforms0001-0499.htm http://dtic.mil/whs/directives/forms/dd/ddforms0001-0499.htm http://dtic.mil/whs/directives/forms/dd/ddforms0001-0499.htm

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

5.1.2 Medical Records

Review

The contractor employee or sub-contractor employee shall be responsible for performing an in-depth review and analysis of an

ARNG Soldier’s medical records to determine if the Soldier meets the medical retention standards as outline in AR 40-501. The results of the Medical Retention Review (MRR) and analysis shall be presented to orally, in an informal setting, to the State

Surgeon/Deputy State Surgeon two to four times per month as dictated by the case load.

Conduct/Complete at least 90% of scheduled MRRs within 30 days of packet Receipt

Periodic Inspection of task by COR

5.1.3

Evaluate soldier retention worthiness

(MAR2)

The contractor employee or sub-contractor employee shall perform a review of SCARNG Soldier’s medical records presented at the MRR and make retention and MOS re-class recommendations orally to the MAR2.

At least 90% complete 10 business days following Review

Periodic Inspection of task by COR

5.1.4 Review of

Physical Profiles

The contractor employee or sub-contractor employee shall review

Physical Profiles (DA Form 3349) for Soldiers diagnosed

Recommend Profiles 10 business days following Review

Periodic Inspection of task by COR with a medical or behavioral health condition as requested. The contractor shall ensure that the diagnosis and profile accurately represent the status of the Soldiers health. The contractor employee will input this data into the Soldier’s eProfile record to be reviewed by the

Government.

5.1.5 INCAP Review

The contractor employee or sub-contractor employee shall perform reviews of medical records for Soldiers in the INCAP program and provide oral recommendations to the Incapacitation Review Board, chaired by the Government, whether the Soldier remains in an ICAP pay status or be removed from the INCAP program.

Conduct/Complete at least 90% of scheduled INCAP Reviews

Periodic Inspection of task by COR

5.1.6 Positive Urinalysis

review

The contractor employee or sub-contractor employee shall perform reviews of medical records for SCARNG Soldiers that have a positive urinalysis result and provide oral recommendations to the Medical Review Board to determine if there is a medical explanation for the positive result.

Conduct/Complete at least 90% of scheduled MRO Reviews

Periodic 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 The contractor shall develop and maintain an effective QC Plan (QCP) to ensure services are performed in accordance with this PWS

A final QCP shall be submitted to the Contracting Officer Representative (COR) NLT 10 calendar 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.

Electronic

Submission

COR

1.4.5.4 Common Access Cards (CAC)

Prior to utilizing the Governments information systems.

1 Electronic

1.4.5.1.1

HSPD-12

Prior to contractor employees starting performance of contract.

1 Electronic Submission COR

1.4.5.1.4 Return of CAC cards

Contractor shall return issued CACs to the DEERS office upon departure or dismissal of each contractor employee

1 Electronic Submission COR

1.4.5.4.1 Acceptable Use Policy (AUP)

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

1 Electronic Submission COR

1.4.5.6 AT Level 1 Awareness Training

Level 1 AT within 30 calendar days after contract start date and within 30 calendar days of new employees commencing performance; Training certificates within 15

1 Electronic Submission COR days of training completion

1.4.5.8 Information Assurance (IA) training

Contractor employees shall successfully complete the DoD…