B.08 SF30 W91YTZ23R0068P0001.pdf

W40M RHCO ATLANTIC

MEDICAL READINESS CONTRACTING OFFICE - EAST

POC: ASHLEY V. REYES

9275 DOERR ROAD, ROOM 1700

FORT BELVOIR VA 22060

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER (Type or print)

30-105-04EXCEPTION TO SF 30

APPROVED BY OIRM 11-84

STANDARD FORM 30 (Rev. 10-83) Prescribed by GSA

FAR (48 CFR) 53.243

The purpose of this amendment is to remove the language from Section 1.1.2 and to post the responses from questions received.

1. The Section 1.1.2 is no longer required.

2. Responds/answ ers have been posted to SAM.gov.

1. CONTRACT ID CODE PAGE OF PAGES

1 50

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

16C. DATE SIGNED

BY 14-Sep-2023

16B. UNITED STATES OF AMERICA15C. DATE SIGNED15B. CONTRACTOR/OFFEROR

(Signature of Contracting Officer)(Signature of person authorized to sign)

8. NAME AND ADDRESS OF CONTRACTOR (No., Street , County, State and Zip Code) X W91YTZ23R0068

X 9B. DATED (SEE ITEM 11)

08-Sep-2023

10B. DATED (SEE ITEM 13)

9A. AMENDMENT OF SOLICITATION NO.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

X The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offer is extended, X is not extended.

Offer must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended by one of the following methods:

(a) By completing Items 8 and 15, and returning copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted;

or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN

REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA (If required)

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS.

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE

CONTRACT ORDER NO. IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(B).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor is not, is required to sign this document and return copies to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

10A. MOD. OF CONTRACT/ORDER NO.

2. AMENDMENT/MODIFICATION NO. 5. PROJECT NO.(If applicable)

6. ISSUED BY

3. EFFECTIVE DATE

14-Sep-2023

CODE

W40M RHCO ATLANTIC

MEDICAL READINESS CONTR OFFICE EAST

9275 DOERR ROAD BLDG 1221

FORT BELVOIR VA 22060-5580

W91YTZ 7. ADMINISTERED BY (If other than item 6)

4. REQUISITION/PURCHASE REQ. NO.

CODE W91YTZ

FACILITY CODECODE

EMAIL:TEL:

W91YTZ23R0068

SECTION SF 30 BLOCK 14 CONTINUATION PAGE

SUMMARY OF CHANGES

SECTION SF 1449 - CONTINUATION SHEET

The following have been modified:

PERFORMANCE WORK STATEMENT

1.1. 0. INTRODUCTION

1.0.1. This is a non-personal services contract to provide remote (off-site) medical coding services for Keller Army community Hospital, West Point, NY. The Government will neither supervise Contractor employees nor control the method by which the Contractor performs the required tasks. Under no circumstances will the Government assign tasks to, or prepare work schedules for, individual Contractor employees. It shall be the responsibility of the Contractor to manage its employees and to guard against any actions that are of the nature of personal services or give the perception of personal services. If the Contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the Contractor's responsibility to notify the Contracting Officer immediately.

1.0.1.1. The quality of care provided by the Contractor Service Provider shall be of a quality meeting or exceedingly currently recognized national standards as established by the Joint Commission (JC) and the American Health Information Management Association (AHIMA) or the American Academy of Professional Coders (AAPC).

Contractor Service Provider shall give the highest regard to patient dignity and observe the precepts of the American Hospital Association’s Bill of Rights for Patients. The Contractor Service Provider shall abide by the MTF rules, regulations and by laws, including Medical Staff by-laws, as well as applicable Army regulations governing such things as medical records.

1.1. GENERAL.

1.1.1. Non-Personal Services Contract: This contract is a non-personal services contract under which the personnel rendering the services are not subject, either by the contract’s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the government and its employees. The contract does not create an employer-employee relationship between the Government and any corporation, partnership, business association or other party or legal entity with which the contract health care provider may associate.

1.1.2. [RESERVED]

1.1.3. Responsibility and Procedures. If any suit or action is filed or any claim is made against the Contract Service Provider (CSP), which occurred as a result of work performed by the CSP under this contract, the CSP shall immediately notify the contractor and the Contracting Officer and the chief of the appropriate services and promptly furnish them copies of all pertinent papers received.

1.1.4. The contractor and CSP shall cooperate with the government, without further compensation, in the processing, review, settlement, or defense of the suit, action, or claim; and authorize government representatives to settle or defend the claim and to represent the CSP in, or take charge of, any litigation involved in such an action. The Contractor may, at the Contractor service providers own expense, participate in defense of such claim or litigation.

1.1.5. Confidentiality / HIPAA. The Contractor HCP shall abide by AR 40-3 and AR 40-66 concerning the nature of limited privileged communication between patient and health care provider for security and personnel reliability programs. The Contractor service provider shall abide by AR 40-66 concerning the confidentiality of patient records, as embodied in federal statutes including the Privacy Act of 1974 and the Drug and Alcohol Act, Public Law 92-129 and HIPAA. The CSP shall direct all requests for medical information on patients to the Chief, Patient Administration Division. The CSP shall not release any medical or personal information on a patient without first receiving written approval from the government. Government will provide the regulations upon request by the CSP.

1.1.6. Removal of Contractor Employees. At any time during the performance of this contract, the Contracting Officer or COR may direct the contractor to immediately remove any Contractor Employees whose actions or impaired state raises reasonable suspicion that clear and present danger of physical harm exists to a patient, other Contractor Service Providers, government personnel or to the impaired individual. This provision will be used in emergency situations only and not for the purpose of bringing performance issues or other non-urgent concerns to the attention of the contractor.

1.1.6.1. If the need for a removal occurs, the COR will contact the contractor's point of contact and direct the contractor to remove that individual from the military facility and to not use that individual to perform any healthcare services required under this contract until the issue has been resolved by the Contracting Officer. The contractor shall formally meet with the COR to discuss further action in accordance with the MTF Quality Assurance and Inspection (QA&I) Plan and AR 40-68. A review of the basis for removal will be made by the Contracting Officer within 3 working days after the COR directed the removal.

1.1.6.2. If, after any investigation deemed necessary by the Contracting Officer and discussions with the contractor's representative, the Contracting Officer concludes that the Contractor Employee’s impairment requires permanent removal from performance under the contract, the Contracting Officer will notify the contractor that permanent removal is required. In the event of disagreements between the government and the contractor's representative concerning matters of impaired Contractor Employees, the decision of the Contracting Officer will be final. During the period of time between the removal and the final decision of the Contracting Officer, the contractor shall provide a backup/replacement Contractor Employees in accordance with the terms and conditions of this contract.

1.1.6.3. Reserved.

1.1.7. Conflict of Interest.

1.1.7.1. Contractor Service Provider shall not use patient care rendered pursuant to this agreement as a part of a study, research grant, or publication without the prior written consent of the MTF Commander.

1.1.7.2. Contractor Service Provider shall not bill the patient, an insurer, or anyone else for services rendered. The Contractor Service provider is prohibited from receiving compensation of any kind for eligible patients treated, procedures performed, or any other actions performed, except under the terms and conditions of this contract, at the rate specified in the contract.

1.1.7.3. Contractor Service Provider shall not, while performing services under this contract advise, recommend, or suggest to persons eligible to receive medical care at Army expense that such persons should receive care from the Contractor Service Provider at any place other than at the MTF. The Contractor Service Provider will not refer any patients to any company or service to which they have a direct or indirect involvement (including partnership programs and ancillary services not offered by the MTF).

1.1.7.4. Contractor Service Provider shall not introduce new medical procedures or changes in standing operating procedures without first coordinating with Chief of Clinical Services.

1.1.7.5. Contractor Service Provider is not prohibited by reason of his employment under this contract from conducting private practice, if there is no conflict with the performance of services under this contract.

1.1.7.6. Contractor Service Provider shall not use Government facilities or other Government property in connection with conducting a private practice.

1.1.7.7. Contractor Service Provider shall not be an employee of the United States Government if the employment would create a conflict of interest. The Contractor Service Provider who is an employee of the Department of Defense, either military or civilian, shall not be employed unless such person seeks and receives approval in accordance with DoD 5500.7-R and MEDCOM Reg 600-3.

1.1.8. SCOPE OF WORK: The Contractor shall provide qualified non-personnel services, materials, equipment, supplies and facilities necessary to perform health record coding for Keller Army Community Hospital, West Point, NY. The Government designated official is the clinic Director or his/her designated representative.

1.1.8.1. The scope is also inclusive of any related medical record coding functions or tasks, such as physician queries, data entry, and abstracting coding information into the MHS Genesis 3M360 and RevX that leans to the remote coding of clinical records.

1.1.8.2. COMMERCIAL STANDARDS. Performance shall be in accordance with the standards contained in the Performance of Work (PWS) and all pertinent Department of Defense (DoD) Directives to include the Military Health System (MHS) Coding Guidelines and DoD Instruction 6040.42, Management Standards for Medical coding of DoD Health Records. These guidelines are accessible on the Health.mil website at http://health.mil/Military- Health- Topics/Technology/Support-Areas/MHS-Specific-Coding-Guidelines.

1.1.8.3. Commercial Industry References.

International Classification of Diseases, 10th Revision, Clinical Modification/ (ICD-10-CM and PCS).

Current Procedural Terminology (CPT®), 4th Edition or most current edition; and Healthcare Common Procedure Coding System (HCPCS).

1.1.8.4. The Contractor shall comply with all applicable laws, rules and regulations of the PWS.

1.1.8.5. SAFETY REQUIREMENTS: The Contractor Service Provider shall maintain safety and health standards compliant with requirements of the Occupational Safety and Health Administration (OSHA).

1.1.8.6. CRIME CONTROL ACT OF 1990. No performance under this contract will be allowed without full compliance with the Crime Control Act of 1990 and Department of Defense Instruction 1402.5 dated 19 January 1993.

All contract providers having access to Government computer systems and/or providing care to children (17 years of age and under) must be subject of a favorable background investigation of a favorable background investigation.

Background checks will be based on fingerprints of individuals obtained by a law enforcement officer and inquiries will be made, based on the Standard Form 85-P completed by the contract provider through the Federal bureau of Investigation (FBI) and state criminal history repositories. All individuals who are required to complete the Standard Form 85-P Questionnaire for Public Trust Position (including individuals who will access CHCS) shall provide the SF85-P documentation on a 3 ½” computer diskette or as otherwise required by the MTF.

1.1.9. SECURITY REQUIREMENTS. The MTFs are restricted access military installations. CSP shall not begin performance until the complete documentation for a Personnel Background Investigation has been submitted. An identification (ID) badge, the Common Access Card (CAC) and the vehicle registration will not be issued until complete documentation has been submitted to the appropriate Installation, MTF, or other Security Manager (s), as required at the facility. The CAC card is required for access to Government computer databases and also is presented to the security guards when entering the military installation. If a background investigation results in an unfavorable finding, the contracting officer will notify the contractor and the contract employee will not be granted access to the facility, will not be able to perform services at the facility, and must return all identification badges, CAC cards, and other items issued previously issued by the Government.

1.1.9.1. Security Identification Badges

1.1.9.1.1. Contract Service Provider shall comply with the local installation and MTF personnel identification and access requirements.

1.1.9.1.2. Reserved

1.1.9.1.3. The contractor shall be responsible for ensuring all CSPs timely renew CAC and access documents.

Absences due to the loss or expiration of such badges shall relieve and contractor of its obligation to perform the health care services required under this contract.

1.1.9.1.4. The contract service provider shall immediately report any lost or stolen security badges to the COR.

1.1.9.1.5. The contractor service provider shall be responsible for safeguarding all Government property provided or obtained in connection with this contract. The contractor shall safeguard information of a confidential or sensitive nature. Neither the contractor nor any of its contract service providers shall disclose or cause to be disseminated any information concerning the operation of the MTF that could result in or increase the possibility of a breach in security or interrupt the continuity of operations or which breaches the requirements of the Federal Privacy Act of 1974.

However, the contractor may be required to provide testimony in legal or administrative procedures. Such participation must be consistent with the disclosure requirements imposed in this contract and coordinated with the contracting officer.

1.1.9.1.6. The contract service provider under this contract shall have access to and/or process information requiring protection under the Privacy Act of 1974. These positions are considered “Automated Data Processing (ADP) Sensitive” positions. Compliance with DoD Directive 5200.2, DoD 5200.2-R, AR 25-2 and AR 380-67 (for Army), and applicable regulations for other services, it mandatory for ADP sensitive positions.

1.1.9.1.7. Unless otherwise specified, all financial, statistical, personnel, and/or technical data, which is furnished, produced, or otherwise available to the contractor during the performance of this contract are considered confidential business information and shall not be used for purposes other than performance of health care services under this contract. The contractor shall not release any of the above information without prior written consent of the KO. The contractor and contract service providers shall prepare medical records forms and documents as required, in accordance with the regulations and established guidelines listed in the contract and those established by the MTF commander.

1.1.9.1.8. The contractor and contract service provider shall abide by federal and local MTF regulations and requirements concerning the nature of personnel reliability programs. They shall also abide by federal and local MTF regulations concerning the confidentiality of patient records, to include but not limited to the Privacy Act of 1974 and the Health Insurance Portability & Accountability Act (HIPAA) of 1996. All regulations referenced are available for review from the COR, MTF, or the KO. All medical records and reports will remain property of the Government.

1.1.9.1.9. Contractor Service Provider shall turn in the MTF badge and Civilian ID Card to the COR upon termination of their services under this contract.

1.1.9.1.10. Security/ (IT) Requirements

1.1.9.1.11. In accordance with (IAW) Army regulation 525-13, paragraph 5-19, all prospective contract Service Providers will undergo a verification process to determine the trustworthiness and suitability prior to being granted access to federal property. Limited access with escort may be granted (at the installation’s discretion) for an interim period while investigations are being conducted.

1.1.9.1.12. IAW AR 25-2 and HSPD-12, Installation Security Office will submit all background investigations on prospective contract service providers requiring Common Access cards (CAC), network access.

1.1.9.1.13. Upon notification, the Provost Marshall Office will conduct background checks on all other contract service provider personnel when there isn’t a requirement for a CAC and /or IT requirements in the contract.

1.1.9.1.14. Complete disclosure of any past incidents in the contract service provider professional duties or of incidents which might be considered to impact on his/her professional standing, such as charges (unless acquitted) involving either felonies or misdemeanors (other than minor traffic violations), is a necessary part of the competency process.

This disclosure must also specifically include reports of any actions, claims, charges, of malpractice ever brought against the contract service provider (either individually or as a part of a group), as well as the outcome (or current status) of any such case. The MTF will evaluate any such incident and determine whether it should be disqualifying.

1.1.9.1.15. Contract Service Provider is advised to make full disclosure under this paragraph as a condition of employment. Failure to make a full disclosure will result in a determination that the provider’s services were unsatisfactory.

1.1.9.1.16. If at any time during the contract period it is discovered through a medical center investigation or any investigation, that the contract service provider is currently pending charges, or has previously been convicted of any of the aforementioned incidents, that contract service provider may be removed from service under the contract.

1.1.9.1.17. ANTITERRORISM (AT) TRAINING.

1.1.9.1.18. AT Level 1 Training. All Contract Service Providers (CSPs), to include subcontractor CSPs, requiring access to Army installations, facilities and controlled access areas shall complete AT Level I awareness training within 90 calendar days after contract start date. The contractor shall submit certificates of completion for each affected CSP and subcontractor CSP, to the COR or the contracting officer, if a COR is not assigned, within 30 days after completion of training by all CSPs and subcontractor CSP. AT Level 1 awareness training is available at the following website:

CAC HOLDERS: https://Jkodirect.jten.mil. Login and Search for the course on the Course Catalog tab via the number or key word, enroll, and Launch. FOR NON-CAC HOLDERS: http://jko.jten.mil/courses/atl1/launch.html.

1.1.9.1.19. iWatch Training. The contractor and all associated sub-contractors shall brief all CSPs on the local iWatch program (training standards provided by the MTF antiterrorism officer). This local developed training will be used to inform CSPs of the types of behavior to watch for and instruct CSPs to report suspicious activity to the COR. This training shall be completed within 14 days of contract award and within 14 calendar days of new CSPs commencing performance with the results reported to the COR NLT 30 calendar days after contract award.

1.1.9.1.20. CSPs Who Require Access to Government Information Systems. All CSPs with access to a government information system must successfully complete the DOD Information Assurance Awareness training, available online as the Cyber Awareness Challenge, prior to access to information systems and annually thereafter. The Cyber Awareness Challenge can be completed at the following website: https://ia.signal.army.mil/dodiaa/default.asp.

1.1.10. ADP Security. The Contractor service provider under this contract shall have access to and/or process information requiring protection under the Privacy Act of 1974. These positions are considered “ADP Sensitive” positions. Compliance with DoD Directive 5200.28, DoD 5200.2-R, AR 25-2 and AR 380-67 (for Army), and applicable regulations for other services, is mandatory for ADP Sensitive positions.

1.1.11. MEDIA INQUIRIES. The contractor shall not respond to any media inquiries. Any inquiries from the media shall be immediately relayed to the COR who will relay them to the MTF Commander. There shall be no interviews, comments, or any other response without the knowledge and approval of the MTF commander. Other than routine inquiries for external agencies, all other inquiries and complaints shall be brought to the attention of the contractor and contractor employee.

1.1.12. Sexual Assault and Response (SAPR) Program

1.1.12.1. The contractor shall comply with the DoD Sexual Assault Prevention and Response (SAPR) Program requirements on prevention, response, and oversight to sexual assault. Providers shall refer to the Department of Defense Directive (DoDD) 6495.01, Sexual Assault and Response (SAPR) Program at:

https://www.esd.whs.mil/Portals/54/Documents/DD/issuances/dodd/649501 p.pdf?ver=M IV9x4KYK2qsh38GtGegBw%3d%3d

1.1.12.2. The SAPR Program shall focus on the victim and on doing what is necessary and appropriate to support victim recovery, and, if a Service member, to support that Service member to be fully mission capable and engaged.

The SAPR Program shall provide care that is gender-responsive, culturally competent, and recovery oriented.

1.1.12.3. The contractor shall require all CSPs with knowledge of an incident of sexual harassment occurring on a Government facility, to include a Government leased facility, where the contractor is providing services under this contract, to report the incident to the contractor who shall immediately (within 24 hours) report the incident in writing to the government's COR. All incidents shall be reported whether they involve contractor personnel or Government personnel, or other individuals.

1.2. STANDARDS OF PERFORMANCE.

1.2.1. The government requires that the contractor shall provide technically competent health record coding CSPs who will provide services at a standard enabling the MTF to provide a high level of quality health care.

1.2.2. JC Standards. Contractor shall take part in Department or MTF programs as required to meet JC standards.

1.2.3. Other performance evaluation factors will be monitored that are not quantified by numerical measurements which include: contractor providing personnel exceeding the minimum qualification standards; patient customer service comments; provider and contractor relationship with hospital staff/government contracting personnel; compliance with hospital policy and procedures.

1.2.4. Performance Reports will be provided by the COR monthly to ensure acceptable performance of the contract;

annual reports provided by COR to Contracting Officer after completion of each performance period will be reported to the DOD Past Performance Information Retrieval System (PPIRS).

1.2.5. Reserved

1.2.6. The Contractor shall be responsible for the security of all military and civilian information.

1.2.7. Neither the Contractor nor any of its contract service providers shall disclose or cause to disseminate any information concerning operations of military activities. Such action(s) could result in violation of the contract and possible legal actions.

1.2.8. All inquiries, comments or complaints arising from any matter observed, experienced, or learned of as a result of or in connection with the performance of this contract, the resolution of which may require the dissemination of official information, shall be directed to the contracting officer representative (COR) and the contracting officer.

1.2.9. The Contractor shall only conduct business with designated government personnel listed as points of contact (POCs). Names of authorized personnel shall be provided to the Contractor by the Government, in writing, and updated as necessary throughout the contract period.

1.2.10. U.S. Government records, copies of original results and reports, verified original data, corrected data, and corrected supporting final reports are maintained by the Contractor, but remain the property of the U.S. Government.

These files/results must be surrendered to the COR.

1.2.11. Trusted Agent Sponsorship System (TASS) will be used to initiate Common Access Card Application.

1.2.12. The Contractor shall comply with agency personal identity verification procedures identified in the contract that implement Homeland Security Presidential Directive-12 (HSPD-12), Office of Management and Budget (OMB) guidance M-05-24, and Federal Information Processing Standards Publication (FIPS PUB) Number 201.

1.2.13. The Contractor shall comply with agency personal identity verification procedures in all subcontracts when the subcontractor is required to have physical access to a federally controlled facility or access to a Federal information system.

1.2.14. The Contractor shall ensure compliance with the provisions set forth below. For purposes of FAR Clause 52.204-9, the Government will designate a Trusted Agent (TA), and the contractor shall designate a Facility Security Officer (FSO), for this contract. The Government reserves the right to amend or supplement these provisions pursuant to the Changes Clause in the contract.

1.2.15. The contractor is responsible for absences of CSPs due to expired identification and access documents. Such absences shall not relieve the contractor of its obligation to perform the services required under this contract.

1.2.16. The Government TA will send a notice through the TASS to the e-mail address provided IAW the above requirement. The CSPs user ID and password will be provided in the email and shall require a change at first log-in.

In the event the e-mail message is not received the contractor may request the username and password from the TA and proceed to the website https://tass.dmdc.osd.mil/tass/ to complete the process.

1.2.17. The CSP shall log into the TASS and complete the verification process by submitting the application back to the TA for approval.

1.2.18. The application will be accepted, returned, or rejected by the TA. Notice as to whether the application has been accepted, returned, or rejected will be provided to the individual’s e-mail address within 48 hours after submission. If the application is returned or rejected, the CSP shall contact the TA and comply with the TA's guidance to attempt to correct and resolve the issues.

1.2.19. Upon approval of the application, the CSP shall receive an e-mail sent to the address provided stating the CAC application was approved. The applicant must then go to a RAPIDS Issuing Facility to have the government credential issued. The CSP must present two acceptable forms of ID which include: Driver's License, Military ID, Contractor Company ID with picture and expiration date, charge card with picture imprinted, or passport. RAPIDS site locations may be found at https://idco.dmdc.osd.mil/idco/

1.2.20. Revalidation Requirements. The TA is required to revalidate all CSPs, in the TASS, every 180 calendar days.

In the event revalidation is denied, the CAC credentials shall be revoked, and the CAC will not be useable to login.

1.2.21. Out-processing Requirements. When a contract service provider’s performance under this contract ceases, the contractor or FSO shall provide written notice to the TA. The TA will remove the contract service provider from the DEERS/RAPIDS System. The Contractor shall ensure the contract service provider’s CAC is turned in to the Government IAW the out-processing procedures and further guidance from the contracting officer.

1.2.22. The contractor is responsible for absences of contract service providers due to expired identification and access documents. Such absences shall not relieve the contractor of its obligation to perform the health care services required under this contract.

1.2.23. The contract health care providers shall immediately report any lost or stolen badges to the COR.

1.2.24. IDENTIFICATION OF PRIVACY ACT. This contract requires the development of a system of records in accordance with the Privacy Act of 1974.

1.3. APPLICATION SIRTUALIZATION HOSTING ENSIRONMENT (AVHE)/MHS Genesis.

1.3.1. AVHE Guidelines. The contractor shall comply with the AVHE (most current version) guidelines. The AVHE is a public domain and is the framework for providing DoD-medical user’s access to MHS Genesis and delivering this application through a web browser. AVHE is a Citrix-based capability that is hosted worldwide at each regional MHS Application Access Gateway (MAAG) sites. Each MAAG site represents a centrally managed, standard, integrated, and robust computing infrastructure to support the regional delivery of applications and services to the entire MHS community. The AVHE Users Guide may be obtained at https://avhe- support.health.mil/. Other Citrix-based capability may be used to access MHS Genesis. The DHA Service Center will manage account provisioning processes for AVHE and the Citrix-based platform to access MHS Genesis.

1.3.2. The current uptime for AVHE is 99.6%. This uptime is calculated based on any outages caused by the WAN, network, JAD authentication, SSHE hosting platform and the AVHE platform itself.

1.3.3. The contractor may experience AVHE network latency for different reasons (home Wi-Fi/ISP, DISA WAN routing changes, etc.); however, the Independent Computing Architecture (ICA) protocol that Citrix uses for AVHE connections is distinguished as reasonably latency tolerant compared to most application protocols.

1.3.4. The AVHE has two maintenance windows per month (on Saturdays) that are coordinated through the Defense Health Agency Global Service Center (DHAGSC) Change Management and Notification processes. The AVHE maintenance is considered non-impactful and does not result in an outage at an AVHE site as all of the AVHE components (servers, etc.) are highly available so a single server can be patched while the other takes on the loan.

1.3.5. AVHE System Requirements. The contractor shall comply with and maintain the following system requirements for each Contract Service Provider (CSP) not later than (NLT) 60 calendar days after contract award and throughout the duration of contract.

1.3.6. Contractor personnel no not require access to classified data. Per the National Industrial Security Program Operating Manual (NISPOM) and AR 25-2, in order to gain access to and fully utilize the Defense Health Agency (DHA) electronic network and to gain access to patient data as protected by the Health Insurance Portability and Accountability Act (HIPAA), all contract personnel must have an IT-III (formerly ADP-III) Clearance. Prior to the start of the contract period, the contractor shall ensure necessary actions have been taken such that the person performing work contained herein has an IT-III clearance.

1.3.7. DoD Information Assurance (IA) Awareness Training. All CSPs requiring a DoD Common Access Card (CAC) (e.g., smart card) and network access to the hosted applications shall successfully complete the DoD Information Assurance Awareness before issuance of network access. Successful completion of the current version of this training must be accomplished annually thereafter. All contractor employees working IA/IT functions must comply with DoD and Army training requirements in DoDD 8570.01, DoD 8570.01-M, and AR 25-2 within six months of employment.

Each CSP shall access DoD Information Assurance Awareness Training at the Cyber Security Training Center website, “DoD Cyber Awareness Challenge Training at https://ia.signal.army.mil/noniaa. The contractor is responsible for maintaining an active database of CSPs IA training status and providing initial and annual training certificates to the COR, as requested.

1.3.8. DoD Common Access Card (CAC). The government will provide a DoD CAC smart card to each contract service provider performing medical record coding services. The AVHE requires the use of a CAC to gain access to published applications. See PWS 1.5 for Trusted Associate Sponsorship System (TASS) for instructions regarding CAC issuance.

1.3.9. Medical Joint Active Directory Account. Each CSP requiring access to AVHE shall have an account in the medical Joint Active Directory Environment. The contractor shall contact the DHA Global Service Center at https://support-gsc.health.mil to create a Joint Active Directory account for each CSP requiring access to AVHE.

1.3.10. Citrix Client and End User Device Configuration Settings. Each end user device (EUD) that is used to access AVHE shall meet the following system requirements:

Citrix Receiver Client. Citrix Receiver 4.2.100 client is the minimum recommended client and can be downloaded from the following URL: https://io.nha.health.mil/fls/fls_avh/CitrixRecieverWeb.zip.

DoD Root Certificates. DoD Root Certificates allow the web browser to trust the identity of the AVHE websites that deliver published applications. The DoD Root Certificates may be obtained from http://iasecontent.nisa.mil/pki-pke/InstallRoot_NonAnmin_4.1.msi or http://iase.nisa.mil/pki-pke/Pages/tools.aspx under “Trust Store.”

Smartcard Reader and Associated Middleware. In order to access published applications from AVHE, each

EUD shall include a smartcard reader and associated or required middleware (e.g., Active Client.).

For any issues regarding the accessing of applications on AVHE, the contractor shall contact the DHA Global Service Center (DHAGSC) at (800) 600-9332 (or by using the appropriate country access code for OCONUS) or via email at servicecenter@nha.mil. To submit a support ticket via the web, log on to the DHAGSC Remedy Service Request Management module at https://servicecenter.nha.health.mil/ and search for “AVHE” (requires an active Remedy account).

1.3.11 Accessing Published (Hosted) Applications on AVHE. For each CSP, the contractor shall comply with and maintain the following MHS application access requirements not later than 30 calendar days after initial CAC issuance and throughout the contract duration:

1.4. SCHEDULE/PERIOD OF PERFORMANCE

1.4.1. The contractor service provider shall be required to work remotely. The coders shall not have set work hours and shall be required to complete 100% of the worklists provided to them by the MRA (see Deliverables – 1.11.)

1.4.2. Contractor service provider working under this contract shall be paid only for number of records coded.

Payment to the Contractor will not be made for temporary work stoppage due to circumstances beyond the control of the Medical Treatment Facility, such as acts of God, inclement weather, power outages, or temporary closing of facilities.

1.4.3. Interviews. There will be no interviews conducted by government personnel.

1.4.4. Facility Closures. During anticipated closure of the facility due to Command declared training holidays or during unplanned closure of the facility due to natural disasters, military emergencies, severe weather, or otherwise, the contractor shall not invoice the Government for services not performed and the Government will not be liable to the contractors for any such closures.

1.4.5. Federal Holidays. The Contractor will not be paid a premium rate for services provided on federal holidays and will be paid for hours worked at the hourly rate established in the contract.

1.4.6. Holidays. The following is a list of legal federal holidays as referred to elsewhere in the contract/task order.

Contractor Service Provider may be required to work on legal holidays as determined by the Department Chief.

New Year’s Day, January 1st Martin Luther King’s Birthday, 3rd Monday in January President’s Day, 3rd Monday in February Memorial Day, Last Monday in May Juneteenth, June 19th Independence Day, July 4th Labor Day, 1st Monday in September Columbus Day, 2nd Monday in October Veteran’s Day, November 11th Thanksgiving Day, 4th Thursday in November Christmas Day, December 25th

NOTE 1: Any of the above holidays falling on a Saturday will be observed on the preceding Friday; holidays falling on a Sunday will be observed on the following Monday. Any holidays that are declared by Presidential Executive Order shall be observed in the same manner as the holidays listed above.

1.4.7. PERFORMANCE QUALITY. The Contractor shall establish and maintain a complete Quality Control Plan that shall ensure the requirements of the contract are provided as specified in the PWS. Within 30 calendar days after contract award, three copies of a comprehensive written QCP shall be submitted to the COR and within 5 working days when changes are made thereafter.

1.4.7.1. The Contractor upon award of the contract shall ensure that at least 90% of the identified personnel staffing requirements are filled by the effective start date of the contract. The final 10% of the staffing requirements are to be filled within 30 calendar days of the contract effective performance start date. The Contractor shall maintain a 95% monthly fill-rate.

1.4.7.2. The Contractor shall provide a weekly fill/vacancy report to the COR until they have 100% of the staff necessary to complete the requirement.

1.4.8. Acceptable measures include PWS performance and Productivity Standards.

1.4.9. Meet DOD benchmarks for Administrative Services set forth by the department. This may include Relative customer service and performance evaluation.

1.4.10. A maximum of 2 substantiated customer complaints per year per contract employee, but if a complaint is particularly offensive the contract employee may be removed immediately.

1.4.11. Department/clinic supervisory personnel will monitor Contractor and employee performance through Government information systems, records, customer service information, Contractor reports, and time sign in/ out sheets. Contractor performance will be monitored the same as other military and Government employees with respect to MTF and department quality improvement processes.

1.5. NON-CREDENTIALED PERSONNEL DOCUMENTATION.

1.5.1. No later than 7 working days after award, the Contractor must begin submitting the resumes of the applicants and copies of qualifying certifications, degrees and other documentation as specified for approval. (See attachment #1)

1.5.1.1. All certifications and degrees shall be prime source verified by the contractor prior to submission for approval.

1.6. CONTRACTOR SERVICE PROVIDER FURNISHED SUPPLIES/SERVICES.

1.6.1. SERVICES.

1.6.1.1. The Contractor Service Provider shall furnish all personnel and services to comply with the requirements of this contract, except where specifically identified as government-furnished supplies and services (see Para 1.7).

1.6.1.2. Certificates / Licenses / Training shall be maintained in a current status at all times while performing services under this contract. If at any time during the contract the Contractor Service Provider does not renew any of the required certifications / licenses prior to the expiration date, the CSP will not be allowed to work at a Medical Treatment Facility, Hospital, or Clinic. This expense shall be borne by the Contractor and will not excuse the Contractor from fulfilling the requirements under this contract.

1.6.1.3. Point of Contact. Not later than 3 calendar days prior to performance of services, the Contractor shall designate, in writing, and provide to the Contracting Officer's Representative (COR) and Contracting Officer, the name, email address, and telephone number of the point of contact for all actions on this requirement.

1.7. GOVERNMENT FURNISHED SERVICES / SUPPLIES.

1.7.1. Government Training / Orientation.

1.7.1.1. Military Health System (MHS) Genesis training. Contractor Service Provider shall attend training in the use of MHS GENESIS. The length of training will depend upon the computer skills of the individual Contractor Service Provider. This training will be coordinated and scheduled by the COR. (Access to such patient data systems is an “Automated Data Processing Sensitive” position requiring compliance with AR 25-2 and AR 380-67.)

1.7.1.2. HIPAA Privacy and Security Training (HIPAA 101). Contractor Service Provider shall be required to complete the On-Line Web-based Training Modules within the first 30 days of performance.

1.7.1.3. In addition to the specified courses listed above, Contractor Service Provider shall attend or complete on-line any Department of Defense, Army, or Federal Government directed courses, which are not available to Contractor Service Provider outside of the MTF. Contractor Service Provider will participate in all mandatory training.

1.7.1.4. Government unique training. The government may elect to provide unique government training to Contractor Service Providers who are performing services under this contract. If the government elects to provide such training, the government will provide such training at no additional expense to the contractor or to the Contractor Service Provider. When directed by the contracting officer, Contractor Service Providers shall attend all such training in a paid status as part of the normal services required and billed under the contract. Such training shall require a performance commitment by the contractor and the contractor shall reimburse the government (by means of a reduction in an invoice) if a Contractor Service Provider fails to satisfy the performance commitment after the Contractor Service Provider receives the unique government training. The amount of the reimbursement shall be the prorated cost of training, calculated based on the total cost of the training and the number of months by which the Contractor Service Provider fails to complete the performance commitment. The length of the performance commitment shall be 12 months or until the end of all performance under this contract, whichever occurs first.

1.7.1.5. The contractor shall ensure all CSPs receive SAPR training NLT 60 calendar days after contractor personnel begin performance under this contract. Training can be obtained either online or in person. Contractor personnel can attend SAPR training in person provided by Keller Army Community Hospital by contacting the Hospital Education Department directly or by signing up for Joint Staff Sexual Assault Prevention and Response Training on JKO.

1.7.1.6. Hours for attending any of the above shall be compensated at the regular hourly rate established in the contract.

1.7.2. GOVERNMENT FURNISHED SUPPLIES.

1.7.2.1. The Government will provide access to the following:

1.7.2.2. DoD Common Access Card (CAC). The government will provide a DoD CAC smart card to each contract service provider performing medical Record coding services.

1.7.2.3. Medical Joint Active Directory Account. The contractor shall contact the DHA Global Service Center at https://support-gsc.health.mil to create a Joint Active Directory account for each CSP requiring access to AVHE and MHS Genesis.

1.7.2.4. DoD Root Certificates software package located at https://io.nha.health.mil/fls/fls_avh/InstallRoot_v3- 16A.exe or http://iase.nisa.mil/pki-pke/Pages/tools.aspx.

1.7.2.5. Citrix Receiver Client 4.2.100 or newer software package located at https://io.nha.health.mil/fls/fls_avh/CitrixReceiverWeb.exe.

1.7.2.6. Uniform Resource Location (URL) associated with AVHE application portal specific to the supported MTFs.

1.7.2.7. The Government will provide access credentials MHS Genesis via the Application Virtualization Hosting Environment (AVHE).

1.7.3. Government Unique Training.

1.7.3.1. The government will provide unique government training to CSPs who are performing services under this contract. Upon award of task order, each COR and the contractor may coordinate to arrange for unique training of CSPs (to include “train-the-trainer”) in the use of MHS Genesis, and other hosted applications required in conjunction with the performance of the contract.

1.7.3.2. For "train-the-trainer," each COR and the contractor shall coordinate government training required under the contract. The contractor may send two (2) CSPs to receive unique government training at each MTF in the region for five (5) business days. Upon receiving government unique training, the contractor shall be responsible for maintaining the MTF-specific training program and ensuring each CSP is trained in the use of MHS Genesis and CCE and other hosted applications required in conjunction with the performance of the contract.

1.7.3.3. The contractor shall be responsible for contractor travel to MTF locations on a cost reimbursable.

1.7.3.4. The contractor shall ensure all CSPs receive SAPR training NLT 60 calendar days after contractor personnel begin performance under this contract. Training can be obtained either online or in person. Contractor personnel can attend SAPR training in person provided by Keller Army Community Hospital by contacting the Hospital Education Department directly or by signing up for Joint Staff Sexual Assault Prevention and Response Training on JKO.

1.8. DESCRIPTION OF WORK. [See Attachment 1]

1.9. DELIVERABLES.

1.9.1. The Contractor shall submit reports to the COR and/or the Contracting Officer as requested for use in monitoring Contractor Service Provider performance. Such reports will include, but are not limited to, current license status, initial and/or monthly/annually immunizations, BLS status, and Contractor Manpower Reporting.

1.9.2. The Office of the Assistant Secretary of the Army (Manpower & Reserve Affairs) operates and maintains a secure Army data collection site where the Contractor will report ALL Contractor manpower (including subcontractor manpower) required for performance of this contract. The Contractor is required to completely fill in all the information in the format using the following web address https://cmra.army.mil/ . The required information includes:

(1) Contracting Office, Contracting Officer, Contracting Officer’s Technical Representative; (2) Contract number, including task and delivery order number; (3) Beginning and ending dates covered by reporting period; (4) Contractor name, address, phone number, e-mail address, identity of Contractor employee entering data; (5) Estimated direct labor hours (including sub-Contractor); (6) Estimated direct labor dollars paid this reporting period (including sub- Contractor); (7) Total payments (including sub-Contractor); (8) Predominant Federal Service Code (FSC) reflecting services provided by Contractor (and separate predominant FSC for each sub-Contractor if different); (9) Organizational title associated with the Unit Identification Code (UIC) for the Army Requiring Activity (the Army Requiring Activity is responsible for providing the Contractor with its UIC for the purposes of reporting this information); (10) Locations where Contractor and sub-Contractors perform the work (specified by zip code in the United States and nearest City, Country, when in an overseas location, using standardized nomenclature provided on website); (11) Presence of deployment or contingency contract language, and, (12) Number of Contractor and sub- Contractor employees deployed in theater this reporting period (by country). (13) As part of its submission, the Contractor will also provide the estimated total cost (if any) incurred to comply with this reporting requirement.

Reporting period will be the period of performance not to exceed 12 months ending September 30 of each Government fiscal year and must be reported by 31 October…