Amend_1 Solicitation MCM.pdf

Medical Case Management Camp Lincoln, Springfield, Illinois

1. This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in subpart 12.6, as supplemented with additional information included in this notice.

This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. This solicitation, W91SMC-21R-0003, is issued as a Request for Proposal (RFP), for a single Firm Fixed Price (FFP) 8(a) set a side contract for NAICS 541990.

This is anticipated to be awarded to the business concern through the procedures of Federal Acquisition Regulation (FAR) Part 13. The quotation shall be evaluated on the basis of best value.

All vendors must have a registered cage code in order to be considered.

2. Provision 52.212-1 Instructions to Offerors- Commercial still applies to this acquisitions as well as the addenda utilized in full text.

3. A completed copy of provision 52.212-3 Offeror Representations and Certifications- Commercial Items is required with offeror's proposal.

4. Quotes shall be submitted prior to the closing date and time of 16 March 2021 at 2:30 PM CST. Send quotes to the following: MAJ Jennifer Welker at Jennifer.l.welker5.mil@mail.mil and MAJ Mark Williams at mark.r.williams1.mil@mail.mil.

5. All questions regarding this RFQ shall be submitted in writing via email to:

Jennifer.l.welker5.mil@mail.mill and mark.r.williams1.mil@mail.mil. All questions are due by 10 March 2021 by 2:30 PM CST. The government is not obligated to provide responses.

W91SMC21R0003

Section SF 1449 - CONTINUATION SHEET

STATEMENT OF WORK

PERFORMANCE WORK STATEMENT (PWS)

FOR

NONCLINICAL CASE MANAGEMENT SERVICES

ILLINOIS ARMY NATIONAL GUARD (ILARNG)

1.0 General:

1.1 Scope: This is a service contract to provide Medical Non-Clinical Case Management and administrative care coordinator staffing in support of Individual Medical Readiness (IMR). The contractor shall manage a Soldier’s care from the identification of the medical readiness condition to when the Soldier is either considered medically ready for deployment or administratively separated from the military. The level of IMR support will vary between brigades based on the Soldier’s characteristics makeup such as age, health conditions, and duty status. The Government anticipates a new contract award that shall provide adequate staffing to meet the current needs. 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 Nonclinical Case Management Services, as defined throughout this PWS.

1.2 Background: The Government requires medical non-clinical case management in accordance with the Defense Health Agency (DHA) Procedural Instruction, number

6025.20. The ILARNG consisted of 5 brigades that require IMR support. The ILARNG Surgeon’s Office requires the support in order to assist the Medical Branch to fulfill its annual mission.

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

1.4 General Information:

1.4.1 Place and Performance of Services: The contractor shall provide services between the hours of 0800-1630 on Monday through Friday 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. Primary performance shall be at Building 01 Adjutant General Office (AGO), 1301 North MacArthur Blvd, Springfield, Illinois 62702-2317. 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. Travel to and from the primary worksite shall not be reimbursed.

1.4.1.1 Telework: Telework is not permitted by the contractor unless determined to be necessary in order to protect the health and safety of the employees, such as a national pandemic, in order to continue to meet mission requirements. In furtherance of Continuity of Operations Planning (COOP), a telework program may be enacted to ensure that the Government's mission-critical operations stay operational during times of national emergency, incidents of national significance or the safety and wellbeing of the full-time staff on post is at risk. During those incidents, the contractor shall allow temporary telework under guidance prescribed by the Adjutant General. Contractors shall coordinate and request approval with the COR prior to teleworking. Telework shall be at no additional cost to the Government.

1.4.1.2 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.

1.4.1.3 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.

1.4.2 Recognized Holidays: The following are recognized United States (US) holidays.

The contractor shall not perform services on these days:

1.4.2.1 New Year’s Day: January 1st

1.4.2.2 Martin Luther King, Jr.’s Birthday

1.4.2.3 President’s Day

1.4.2.4 Memorial Day

1.4.2.5 Independence Day: July 4th

1.4.2.6 Labor Day

1.4.2.7 Columbus Day

1.4.2.8 Veteran’s Day: November 11th

1.4.2.9 Thanksgiving Day

1.4.2.10 Christmas Day: December 25th

1.4.3 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.

1.4.4 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 will do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and acceptable quality level(s) or defect rate(s).

1.4.5 Installation Access and 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. Before CAC issuance, the contractor employee requires, at a minimum, a favorably adjudicated Tier 1 or an equivalent or higher investigation in accordance with Army Directive 2014-05. The contractor employee will be issued a CAC only if duties involve one of the following: (1) both physical access to a DoD facility and access, via logon, to DoD networks on-site or remotely; (2) remote access, via logon, to a DoD network using DoD-approved remote access procedures; or (3) physical access to multiple DoD facilities or multiple nonDoD federally controlled facilities on behalf of the DoD on a recurring basis for a period of 6 months or more. At the discretion of the sponsoring activity, an initial CAC may be issued based on a favorable review of the FBI fingerprint check and a successfully scheduled Tier 1 investigation at the Office of Personnel Management.

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 Homeland Security Presidential Directive (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 (See section 6.1 for link to form) 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:

Jameel Franklin (jameel.franklin.nfg@mail.mil)

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://tass.dmdc.osd.mil/tass/. The FSO or contractor employee shall follow up to ensure that the TA is processing the request.

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

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

http://www.dmdc.osd.mil/rsl/).

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

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

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

1.4.5.1.3 At the RAPIDS station, the RAPIDS Verification Officer will verify the contractor employee by SSN and two forms of identification. Identity source documents must come from the list of acceptable documents included in Form I-9, OMB No. 1615- 0047, "Employment Eligibility Verification." Consistent with applicable law, at least one document from the Form I-9 list shall be a valid (unexpired) State or Federal Government-issued picture ID. The Identity documents will be inspected for authenticity and scanned and stored in the DEERS upon issuance of an ID. The photo ID requirement cannot be waived, consistent with applicable statutory requirements. The Verification Officer will capture primary and alternate fingerprints, picture, and updates to DEERS, and will then issue a CAC. Issued CACs will be valid for no longer than three years, or until the individual's contract end date (inclusive of any options), whichever is earlier.

1.4.5.1.4 The contractor shall 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.

1.4.5.1.5 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. This shall be completed on the final day of the contracted employee’s employment.

1.4.5.1.5.1 Failure to comply with these requirements may result in withholding of final payment.

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 For contractors that do not require a CAC, but require access to a DoD facility or installation: Not applicable

1.4.5.3 Awareness Training (AT) Level 1: All contractor employees, including subcontractor employees, requiring access to Army installations, facilities, and controlled access areas shall complete AT Level 1 training 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 by each employee or subcontractor personnel. AT Level 1 awareness training is available at the following website:

https://jko.jten.mil/courses/atl1/launch.html.

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

1.4.5.5 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.

1.4.5.6 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:

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

1.4.5.6.2 Complete initial and/or annual Information Assurance (IA) training as defined in the IA Best Business Practices (BBP) training (https://atc.us.army.mil/iastar/docs/Training_BBP.pdf).

1.4.5.6.3 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.

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

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

1.4.5.7 Army Training Certification Tracking System (ATCTS): All contractor employees with access to a Government information system shall be registered in 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://iatraining.us.army.mil/).

1.4.5.8 Information Assurance (IA) Training. All contractor employees and associated subcontractor employees shall complete the DoD IA Awareness Training before issuance of network access and annually thereafter.

1.4.5.9 Information Technology (IT) certification. All contractor employees performing services involving IA/IT functions shall comply with DoD and Army workforce training requirements

1.4.5.10 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

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

1.4.5.12 OPSEC SOP/Plan. Not Applicable

1.4.5.13 Access to Classified Information. Not Applicable.

1.4.5.14 Threat Awareness and Reporting Program (TARP). Per AR 381-12, Threat Awareness and Reporting Program (TARP), contractor employees with security clearances must receive annual TARP training by a counterintelligence (CI) agent or other trainer as specified in Chapter 2 Threat Awareness and Education, Section II, paragraph 2-4b. The contractor shall identify annual TARP training, personnel trained, and date of training within the Monthly Progress Report.

1.4.6 Physical Security: The contractor shall safeguard all Government property provided for contractor use. At the close of each work period, Government facilities, equipment and materials shall be secured.

1.4.6.1 Key Control: The contractor shall establish and implement methods of ensuring that no keys/key cards issued by the Government are lost or misplaced or are used by unauthorized persons. No keys issued by the Government shall be duplicated. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The contractor shall immediately report any occurrences of lost or duplicated keys/key cards to the COR.

1.4.6.1.1 The contractor shall immediately report any occurrences of lost or duplicated keys/key cards to the COR.

1.4.6.1.2 In the event keys, other than master keys, are lost or duplicated, the contractor shall, upon direction by the KO, re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying. When the Government replaces or re-keys the locks, the Government will deduct the total cost of lock replacement or re-keying from the monthly payment due the contractor. In the event a master key is lost or duplicated, the Government will replace all locks and keys for that system, and will deduct the total cost from the monthly payment due the contractor.

1.4.6.1.3 The contactor shall prohibit the use of the Government issued keys/key cards by any persons other than the contractor’s employees. The contractor shall prohibit the opening of locked areas by contractor employees to permit entrance of persons other than contactor employees engaged in the performance of services in those areas, or personnel authorized entrance by the KO.

1.4.7 Special Qualifications: Contractor shall provide at a minimum a. All contractor staff shall be U.S. Citizen. Personnel assigned to this requirement shall possess the required technical skills and expertise to perform the functions with minimum guidance.

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 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 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.

1.4.10.1 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 Contractor Travel: The contractor shall travel to any armory in the state of Illinois during the performance of this contract to execute any missions to support and augment the ILARNG consistent with all services described within the PWS paragraph 5. The primary work location shall be at 1301 N. MacArthur Blvd, Springfield, Il 62702. The estimated travel events are 5 events per Case Manager and Care Coordinator. The estimated duration of travel days per event are 3 days. The contractor will be authorized travel expenses consistent with the substantive provisions of the Joint Travel Regulation (JTR) and the limitation of funds specified in this contract. All travel requires COR recommendation for approval and/or authorization by the KO prior to travel arrangements being made.

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 Phase In / Phase Out Periods: To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the contractor shall have personnel on board, during the 30 days phase in/ phase out periods to transition the current contract workload to the new incumbent. 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. 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 Defective Service: A service output that does not meet the standard of performance associated with the PWS.

2.1.3 Deliverable: Anything that can be physically delivered and includes non-manufactured things such as meeting minutes or reports.

2.1.4 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.

2.1.5 Physical Security: Actions that prevent the loss or damage of Government property.

2.1.6 Quality Assurance: The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.7 Quality Assurance Surveillance Plan (QASP): An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.8 Quality Control: All necessary measures taken by the Contractor to ensure that the quality of an end product or service shall meet contract requirements.

2.1.9 Subcontractor: One that enters into a contract with a prime contractor. The Government does not have privacy of contract with the subcontractor.

2.2 Acronyms:

AEI Army Enterprise Infostructure AFARS Army Federal Acquisition Regulation Supplement AGO Adjutant General Office AKO Army Knowledge Online AR Army Regulation ASD(HA) Assistant Secretary of Defense for Health Affairs

AT Antiterrorism AUP Acceptable Use Policy BBP Best Business Practices BI Background Investigation CAC Common Access Card CC Care Coordinator CFP/M/E/S Contractor Furnished Property/Material/Equipment/Services CFR Code of Federal Regulations CM Contract Manager COMSEC Communications Security CONUS Continental United States (excludes Alaska and Hawaii) COOP Continuity of Operations Planning COR Contracting Officer Representative COTS Commercial-Off-the-Shelf DA Department of the Army DBIW Database Input Website DD250 Department of Defense Form 250 (Receiving Report) DD254 Department of Defense Contract Security Requirement List DEERS Defense Enrollment Eligibility Reporting System DFARS Defense Federal Acquisition Regulation Supplement DHA Defense Health Agency DM Disease Management DOD Department of Defense DODI Department of Defense Instruction DSS Deputy of State Surgeon DTM Directive Type Memorandum eCase Electronic Case Management System e-QIP Electronic Questionnaires for Investigations Processing FAR Federal Acquisition Regulation FBI Federal Bureau of Investigations FFP Firm Fixed Price FMR Fully Medically Ready FPCON Force Protection Condition FSO Facility Security Officer FY Fiscal Year GFP/M/E/S Government Furnished Property/Material/Equipment/Services HIPAA Health Insurance Portability and Accountability Act of 1996 HQDA Headquarters Department of the Army HRR Health Readiness Record HSS Health System Specialist IA Information Assurance ID Identification IL ARNG Illinois Army National Guard IMR Individual Medical Readiness IS Information System(s) IT Information Technology

JTR Joint Travel Regulation KO Contracting Officer LVN/LPN License Vocational/Practical Nurse LOD Line Of Duty MEB/PEB Medical Evaluation Board / Physical Evaluation Board MEDCHART Medical Electronic Data Care History and Readiness Tracking MEDPROS Medical Protection System MHS Military Health System MM Medical Management MODS Medical Operational Data System NACI National Agency Check with Inquiries NCM Nurse Case Manager NCQA National Committee for Quality Assurance NGB National Guard Bureau OCI Organizational Conflict of Interest OCMO Office of the Chief Medical Officer ODC Other Direct Costs OMB Office of Management and Budget OPM Office of Personnel Management OPSEC Operational Security P3 Permanent 3 Profile P4 Permanent 4 Profile PC Personal Computer PHA Periodic Health Assessment PHMMD Population Health and Medical Management Division PII Personally Identifiable Information PIPO Phase In/Phase Out PIV Personal Identity Verification POC Point of Contact POP Period of Performance PRS Performance Requirements Summary PSIP Personnel Security Investigation Portal PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program RAPIDS Real-Time Automated Personnel Identification System RN Registered Nurse SM Service Member SRP Soldier Readiness Process SSN Social Security Number T3 Temporary 3 Profile T4 Temporary 4 Profile TA Trusted Agent

TARP Threat Awareness and Reporting Program TASS Trusted Associate Sponsorship Program TE Technical Exhibit TMA TRICARE Management Activity UM Utilization Management URAC Utilization Review Accreditation Commission USDI Under Secretary of Defense for Intelligence VTC Video Teleconference

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, however there is limited seating of up to 13 contractor personnel available within the Surgeon’s Office:

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, CAC, computers, and other items necessary to maintain an office environment.

3.2 Materials

3.3 Equipment

3.4 Services

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

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

4.1 General: Except for those items specifically stated to be Government-Furnished in Paragraph 3.0, the contractor shall furnish everything required to perform these services as indicated in Paragraph 1.1.

5.0 Requirements

5.1 The contractor shall coordinate Soldier’s care in accordance with AR 40-501 from the identification of the medical readiness condition to when the Soldier is either considered medically ready for deployment or administratively separated from the military

5.1.1 The contractor shall request profile exams/evaluations and audiology exams at physical exam center upon case assignment by Deputy of State Surgeon (DSS). The contractor shall complete the task within 7 business days’ notice.

5.1.2 The contractor shall coordinate Soldier treatment plans in accordance with AR 40-

501. The contractor shall complete the task by within 7 business days’ notice.

5.1.3 The contractor shall submit case processing, medical documentation, and profile concerns to military/contracted provider upon case assignment by DSS. The contractor shall complete the task within 7 business days’ notice.

5.1.4 The contractor shall attend PHA, Pre-SRP and SRP events in support of the Illinois National Guard medical readiness mission in accordance AR 40-501.

5.1.5 The contractor shall confirm Soldiers referred by a provider are followed by the case management team upon case assignment. The contractor shall complete the task within 7 business days’ notice.

5.1.6 The contractor shall obtain release of information from Soldier in the event additional medical documentation is required for case management. The contractor shall upload the document in HRR (Health Readiness Record) upon availability of the document.

5.1.7 The contractor shall educate Soldiers on resources available to improve medical and dental readiness. The contractor shall document the completion of the task on an Acknowledgement of Receipt form within HRR at checkout of PHA/SRP events.

5.1.8 The contractor shall track medical documentation via a SharePoint database to confirm Soldier attendance of follow-up appointments and submission of required documentations by established suspense date.

5.1.9 The contractor shall communicate with delegated government personnel to confirm compliance versus noncompliance in terms of suspense date per the medical suspense memorandum within 7 business days of case assignment.

5.1.10 The contractor shall utilize MEDPROS (Medical Protection System) to validate all scheduled services are completed and current medical status is updated and accurate.

5.1.11 The contractor shall report Medical Readiness to the Commander or his/her designated representative upon final checkout of the PHA/SRP event.

5.1.12 The contractor shall ensure Soldiers with P3 or P4 profiles are case managed in the eCase module within 7 business days of medical provider determination.

5.1.13 The contractor shall perform administrative tasks in accordance with AR-600-8-4 (Section 5-13) in relation to state level LOD processing.

5.1.14 The contractor shall confirm coordination of follow up care in relation to LOD cases in accordance with AR-600-8-4.

5.1.15 The contractor shall perform administrative tasks in relation to medical board processing in accordance with AR-635-40 (section 4-10).

5.2 Record Management:

5.2.1 The contractor shall be responsible for medical charting in eCase.

5.2.2 The contractor shall confirm all medical documentation received from the Soldier and/or their medical team, as well as the Solder’s hard copy record, is placed in HRR upon receipt.

5.2.3 The contractor shall maintain Soldier medical records in accordance with Army Regulation (AR) 40-66.

5.2.4 The contractor shall enter medical demographic in MEDPROS upon receipt of documentation.

5.2.5 The contractor shall enter check in/out data into Database Input Website (DBIW) upon completion of a PHA/SRP event in accordance with AR 40-501.

5.3 Adherence to regulations and policies:

5.3.1 The contractor shall follow the regulations and policies applicable to Individual Medical Readiness (IMR) and deployment, to include the Army Regulation (AR) 40-501, AR 40-502, AR 600-8-4, AR 600-77, AR 635-40, and any applicable PRZ (Personnel) logs.

5.3.2 The contractor shall comply with the Health Insurance Portability and Accountability Act of 1996 (HIPAA) standards and guidelines.

5.4 Staffing Level and Technical Qualifications:

5.4.1 The contractor shall fill any vacancies within 60 days of employee departure.

5.4.2 The contractor shall provide personnel that meet the technical specifications:

Licensed Vocational/Practitioner Nurse (LVN/LPN) or Registered Nurse (RN) as Non-clinical Case Managers to provide IMR support to the Army National Guard. Technical skills for all contractor provided staff shall include PC proficiency, specifically Microsoft Word, and Excelas in order to accomplish the tasks identified within section 5.

5.5 Service Contractor Reporting:

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 National Guard Bureau via a secure data collection site.

5.5.2 The contractor shall completely fill in all required data fields using the following web address: https://sam.gov. Log in and select Entity Registrations and then select Service Contract Reporting.

The Contractor shall report the required information annually by October 31, for services performed under this contract during the preceding Government fiscal year (October 1- September 30).

The DoD Guidebook for Service Contract Reporting in the SAM, available on the DoD Procurement Toolbox at https://dodprocurementtoolbox.com/site-pages/service-contract-reporting-scr. The General Services Administration (GSA) has also posted additional guidance such as quick start guides, informational videos, and frequently asked questions, that can be accessed by going to https://sam.gov and searching the “HELP” section. The SAM Federal User Guide is also available in the “HELP” section for comprehensive instructions on navigating SAM. Contractors requiring assistance using SAM should contact the Federal Service Desk at https://www.fsd.gov

6.0 Applicable Publications: Publications applicable to this PWS are listed below:

Publication (Chapter/Page)

Date of Publication

Mandatory or

Advisory

Website

AR 40-66

Medical Record Administration and Healthcare Documentation

01/04/2010 Mandatory https://armypubs.army.mil/

40-501 Standards of Medical Fitness

06/14/2017 Mandatory https://armypubs.army.mil/ProductMaps/ PubForm/Details.aspx?PUB_ID=100468

AR 40-502 Medical Readiness 06/27/2019 Mandatory https://armypubs.army.mil/ProductMaps/

PubForm/Details.aspx?PUB_ID=100485

AR 600-8-4 Line Of Duty Policy, Procedures, and

Investigations

03/15/2019 Mandatory https://armypubs.army.mil/ProductMaps/ PubForm/Details.aspx?PUB_ID=100326

AR 600-77 Administrative

Management of Wounded, Ill, or Injured Soldiers

03/05/2019 Mandatory https://armypubs.army.mil/ProductMaps/ PubForm/Details.aspx?PUB_ID=100195

AR 635-40 Disability Evaluation for Retention, Retirement or Separation

01/19/2017 Mandatory https://armypubs.army.mil/ProductMaps/ PubForm/Details.aspx?PUB_ID=100096

DoDM 1000.13-M-V1

DoD Identification (ID) Cards (Enclosure 2, paragraph 3.b)

01/23/2014 (Change 1:

07/28/2020)

Mandatory http://www.esd.whs.mil/Directives/issuan ces/dodm/

Federal Information Processing Standards (FIPS) Publication

201-2 Personal Identity Verification (PIV) of Federal Employees and Contractors (paragraph 9)

August

Mandatory http://nvlpubs.nist.gov/nistpubs/FIPS/NI ST.FIPS.201-2.pdf

DoDM 5200.2 Regulation

5200.02 Procedures for the

DoD Personnel Security Program (PSP)

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

DoDI 5200.46 DoD Investigative and

Adjudicative Guidance for Issuing the Common Access

Card (CAC)

09/09/14 (Change 1:

05/04/2018 https://www.esd.whs.mil/Directives/issua nces/dodi/

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/ProductMaps/P ubForm/ArmyDir.aspx

AR 190-13

The Army Physical Security

Program

02/25/2011 Mandatory http://www.apd.army.mil/ProductMaps/P ubForm/AR.aspx

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/homeland-security-presidential-directive-12

DoDI 5400.11 Department of Defense Privacy and

Civil Liberties Programs

01/29/2019 https://www.esd.whs.mil/Directives/issuances/do di/

DoD 5400.11-R Department of Defense Privacy and

Civil Liberties Programs

01/29/2019 Mandatory https://www.esd.whs.mil/Directives/issuances/do di/

DoDD 8140.01 Cyberspace Workforce Management

10/05/2020 https://www.esd.whs.mil/Directives/issuances/do dd/

DoD 8570.01-M Information Assurance

Workforce Improvement Program

12/19/2005 (Change 4:

11/10/2015

Mandatory http://www.dtic.mil/whs/directives/corres/ pub1.html

AR 25-2

Information Assurance

04/04/2019 Mandatory http://armypubs.army.mil/ProductMaps/P ubForm/AR.aspx

AR 530-1

Operations Security

09/26/2014 Mandatory http://armypubs.army.mil/ProductMaps/P ubForm/AR.aspx

DoD 5220.22-M National Industrial Security Program Operating Manual

02/28/2006 (Change 2:

05/18/2016

Mandatory http://www.dtic.mil/whs/directives/corres/ pub1.html

AR 381-12

Threat Awareness and

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

06/01/2016 Mandatory http://armypubs.army.mil/ProductMaps/P ubForm/AR.aspx

AR 525-13

Antiterrorism

12/09/2019 http://armypubs.army.mil/ProductMaps/P ubForm/AR.aspx

Executive Order on Combating Race and Sex Stereotyping

09/22/2020 Mandatory https://www.whitehouse.gov/presidential -actions/executive-order-combating-race-sex-stereotyping/

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

11/21/201 https://www.uscis.gov/sites/default/files/files/form/i- 9.pdf

DD 441

Department of Defense Security Agreement

FEB 2020 http://www.dtic.mil/whs/directives/forms/dd/ddforms 0001-0499.htm

DD 250

Material Inspection and

Receiving Report

Aug 2000 https://www.esd.whs.mil/Directives/forms/dd0001_0 499/

TECHNICAL EXHIBIT 1

Performance Requirements Summary (PRS)

This PRS includes performance objectives the Government will use to determine contractor performance and will compare contractor performance to the Acceptable Quality Level (AQL).

Performance Objective Performance

Standard Acceptable Quality

Levels (AQL) Surveillance Method /

By Whom

5.1 The contractor

shall coordinate Soldier’s care from the identification of the medical readiness condition to when the Soldier is either considered medically ready for deployment or administratively separated from the military

In accordance with

AR 40-501

90% of the Soldier’s care is in accordance to AR

40-501

Periodic Inspection /

COR

5.1.1 The contractor

shall request profile exams/evaluations and audiology exams at physical exam center upon case assignment by DSS.

Complete within 7 business days notice

90% compliance Periodic Inspection /

COR

5.1.3 The contractor

shall submit case processing, medical documentation, and profile concerns to military/contracted provider upon case assignment by DSS.

Complete within 7 business days notice

90% of the case processing is completed by the suspense date

Periodic Inspection /

COR

5.1.4 The contractor

shall attend PHA, Pre- SRP and SRP events in support of the Illinois National Guard medical readiness mission in accordance

AR 40-501.

-Must attend all events

-Adherence to AR 40-501

100% compliance

100% inspection /

COR

5.1.10 The contractor

shall utilize MEDPROS to validate all scheduled services are

No later than 7 days after services are completed

90% compliance

Periodic Inspection / completed and current medical status is updated and accurate

5.2.2 The contractor

shall confirm all medical documentation received from the Soldier and/or their medical team, as well as the Solder’s hard copy record, is placed in HRR upon receipt

Within 7 days of documents availability

100% of documents placed in HR within the required 7 days of document availability

Periodic Inspection /

COR

5.3.1 Policy/Regulation

adherence

The contractor shall follow the regulations and policies applicable to Individual Medical Readiness (IMR) and deployment, to include the Army Regulation (AR)

40-501, AR 40-

502, AR 600-8-4,

AR 600-77, AR

635-40, and any applicable PRZ logs

90% adherence to polices/procedures

Periodic Inspection /

COR

5.3.2 HIPAA

adherence

The contractor shall comply with the Health Insurance Portability and Accountability Act of 1996 (HIPAA)…