CT Non-Clinical Case Mgmt PWS.pdf

PERFORMANCE WORK STATEMENT (PWS)

FOR

MEDICAL COMMAND Connecticut Army National Guard (CTARNG) Medical Records and Non-Clinical Care Coordinator & Case Managers

Table of Contents

1.0 General

2.0 Definitions and Acronyms

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

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

5.0 Requirements

6.0 Applicable Publications

TECHNICAL EXHIBIT 1 - Performance Requirements Summary TECHNICAL EXHIBIT 2 - Deliverables Schedule TECHNICAL EXHIBIT 3 - Estimated Workload Data

Performance Work Statement (PWS)

1.0 General:

1.1 Scope: The contractor shall provide all personnel, equipment, tools, materials, supervision, and quality control necessary, except as specified in Paragraph 3.0 as Government Furnished, to perform and provide Care Coordination, Medical and Dental Non-clinical Case Management along with Medical Records Technicians to support Individual Medical Readiness (IMR). This contract consists of two (2) Medical Assistants/Care Coordinators and (4) Medical Records Technicians. These requirements are designed to be flexible, responsive, and meets the ever-evolving needs of the government. Department of Defense Instructions (DoDI) 6025.19 establishes aggressive quarterly and annual metric goals for the separate Individual Medical Readiness (IMR) elements and for the overall IMR category of Fully Medically Ready (FMR) soldiers. The ultimate goals are to produce real-time reports based on complete, accurate data. The minimum goal for overall medical readiness is more than 90% of Service members FMR, with the ideal goal being 100%. The Connecticut Army National Guard (CTARNG) Surgeon’s Office requires a highly responsive process whereby the government can quickly obtain needed support and services. The Medical Records Custodian will have responsibility implementing administrative decisions directly affecting the care of medical records programs. The forementioned positions shall assemble, analyze, code, abstract, report, maintain, and extract medical records information. All are responsible to ensure the proper management of medical records for all CTARNG Soldiers and compliance with regulatory requirements as defined in this

PWS.

This PWS reflects existing National Guard Bureau policies and regulations.

1.2 Background: The Department of Defense (DoD) TRICARE Management Activity (TMA) values all staff involved in the delivery of high-quality care to service members. In 2009, a Medical Management Guide was issued by the Office of the Assistant Secretary of Defense for Health Affairs and TMA, Office of the Chief Medical Officer Population Health and Medical Management Division. The Guide covers the components of a Medical Management program, including applicable principles, implementation concepts, processes, and tools/databases for Utilization Management, Case Management, and Disease Management. It complements the 2001 DoD Population Health Improvement Plan and Guide published by TMA and the Government Printing Office https://www.qmo.amedd.army.mil/disease_mgmt/Population%20Health%20Improvemen t%20Plan%20and%20Guide.pdf.

Under legislative mandates, the Office of the Assistant Secretary of Defense for Health Affairs submitted an annual report to Congress regarding healthcare delivery for Military Health System (MHS) beneficiaries. The 2009 report documented the MHS goal to providing high-quality care, improving performance through clinical and process outcomes, and increasing patients' confidence in the care they receive. The Guide describes crucial components of Medical Management within the MHS, including the link between Medical Management and population health and the dynamics between Utilization Management, Case Management and Disease Management in helping reduce unnecessary or inappropriate services and/or duplication of services. In the military setting, Case Management targets Active Duty Service Members and beneficiaries with complex, multi-system healthcare needs who require care coordination or case management services. Originally, Case Management almost exclusively targeted in-patients with catastrophic illnesses or injuries. However, several developments have served to change that strategy notably:

-The emergence of the National Committee for Quality Assurance:

http://www.ncqa.org/.

-The development of accreditation standards by the Utilization Review Accreditation Commission: http://www.urac.org.

While Case Management continues to focus on catastrophic illness or injury, Case Management practices are also intensely directed at addressing chronic conditions that are more prevalent in the general patient population. Case managers can affect patient outcomes through proactive interventions across multiple healthcare settings.

Additionally, case managers are expected to engage community resources and facilitate ongoing and consistent patient education.

The MHS has three primary goals for Case Management:

- Improve the care, management, and transition of recovering Service members.

https://www.qmo.amedd.army.mil/disease_mgmt/Population%20Health%20Improvement%20Plan%20and%20Guide.pdf https://www.qmo.amedd.army.mil/disease_mgmt/Population%20Health%20Improvement%20Plan%20and%20Guide.pdf http://www.ncqa.org/ http://www.urac.org/

- Broaden the application of CM to include those with complex and at-risk needs before the Soldier requires complex care.

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

The Army National Guard, recognizing the importance of Medical Readiness after several years of combat deployments, implemented the Case Manager Support Contract in August 2005 as a time and materials contract, not Firm Fixed Price (FFP) and Performance Statement of Work-based. On 29 March 2012, the Army National Guard (ARNG) achieved the Department of Defense (DoD) goal of 75% Fully Medically Ready (FMR) Soldiers per DoD Instruction (DoDI) 6025.19, Individual Medical Readiness (IMR). This monumental accomplishment marked the highest medical readiness percentage the ARNG has achieved in documented history. Over the past year, ARNG readiness has continued to increase to over 80%. CT has over 10,500 Soldiers which require both hard copy medical record maintenance along with ongoing requirements to scan, batch, index and maintain compliance within Soldier Treatment Records (STR) which requires numerous services every day to include scanning of electronic medical documentation, providing complete medical records to appropriate Agency’s when required and the preparation of the treatment record for deploying Soldiers. In order for the Veterans Administration (VA) to process a Soldier's claim, the VA must receive the Soldier's complete medical history in a timely manner.

Determination by the VA, regarding the severity of the disability, is based on the evidence submitted as part of the claim and the documents contained in the Soldier's STR. CTARNG Medical Command Records Section processes roughly 1,500 requests per year. Pursuant to Personnel Policy Operational Message (PPOM) #16-017, dated 31 May 2016, the Office of the State Surgeon has the overall responsibility to verify and validate that the STR has been uploaded properly into HRR (Health Readiness Record).

MEDCOM also process over 8,500 Soldiers per year at Medical Readiness Events (MRE). The medical documentation from these events must be properly uploaded into HRR in support of PPMO #16-017.

The STR’s are a compilation of medical and dental history; physical examination and laboratory results; medications prescribed; diagnoses and prognoses; results of treatment and procedures undergone; allergies and other risk factors; disabilities and limitations. A complete treatment record is an important part of CTARNG Medical Readiness. In addition to the medical records requirements, case management support is needed to manage approximately 200 open cases, and referrals in eCase, 220 temporary profiles in eProfile and over 50 active MEB/PEBs (Military Evaluation Board/Physical Evaluation Board). Continued utilization of medical case managers is essential to maintaining established medical readiness goals for the ARNG.

1.3 Period of Performance (PoP): The Period of Performance shall be one Base Year of 12 months and four (4) 12-month option years.

1.4 General Information:

1.4.1 Quality Control (QC) The contractor shall develop and maintain an effective QC Plan (QCP) to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s QCP is the means by which it assures itself that its work complies with the requirements of the contract. As a minimum, the contractor shall develop QC procedures that address the areas identified in Technical

Exhibit 1, Performance Requirements Summary. A written copy of the contractor’s quality program shall be furnished to the KO (Contracting Officer). Records of the contractor’s quality inspections shall be maintained for the life of the contract and made available for Government inspection as requested. The Government evaluator must have a specific contractor quality control inspector to notify in case of customer complaints. After acceptance of the QCP, the contractor shall obtain the KO acceptance in writing of any proposed changes to its QCP.

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

1.4.2 Recognized Holidays: The following are recognized US holidays (See OPM Federal Holiday Calendar for exact dates). 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 Juneteenth National Independence Day: June 19th

1.4.2.6 Independence Day: July 4th

1.4.2.7 Labor Day

1.4.2.8 Columbus Day

1.4.2.9 Veteran’s Day: November 11th

1.4.2.10 Thanksgiving Day

1.4.2.11 Christmas Day: December 25th

1.4.3 Place and Performance of Services: The contractor shall provide services between the core work hours of 0800 and 1630 Monday through Friday. The duty week is 40 hours per contracted employee. Contract services shall not be provided on recognized US holidays or when the Government facility/installation is closed due to local or national emergencies, administrative closings, or similar Government-directed facility/installation closings. The primary place of performance for the contractor is: 38 Smith Street, Niantic, CT 06357. Alternate work sites can be utilized and will be directed by the CTARNG. Contracted employees will be allowed to telework, based on COR approval and inclement weather.

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

1.4.3.2 The contractor’s employees shall become familiar with and obey the regulations of the installation, including fire, traffic, safety and security regulations while on the installation. Contractor employees should only enter restricted areas when required to do so and only upon prior approval. All contractor employees will always carry proper identification with them. 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 from Government property or revoke access to Government systems 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.

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

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

Government's computer network, including the restriction against using the network to recruit Government personnel or advertise job openings.

1.4.4.2 Use of Government Information Systems (IS) and access to Government networks is a revocable privilege, not a right. Users are the foundation of the DoD strategy, and their actions affect the most vulnerable portion of the AEI (Army Enterprise Infrastructure). 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:

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

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

c. 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.

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

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

1.4.4.3 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 and DoDD 5400.11, Department of Defense Privacy Program, and DoD 5400.11-R. If a PII breach results from the contractor’s violation of the aforementioned policies, the contractor shall bear all notification costs, call-center support costs, and credit monitoring service costs for all individuals who’s PII has been compromised.

1.4.4.4 CAC Requirements: 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 non-DoD 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 Mission Partner Identity, Credential, and Access Management System (MP-ICAM).

1.4.4.5 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, 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.

1.4.4.6 Mission Partner Identity, Credential, and Access Management (MP-ICAM): The contractor shall process CAC applications through the MP-ICAM, 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 application process and other CAC and security-related matters, such designation facilitates these processes. If a Corporate 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 MP-ICAM Trusted Agent (TA). The MP-ICAM TA for this requirement will be: Ms. Jennifer Nadeau

2. The Government will establish a MP-ICAM application account for each CAC Request and will provide each contractor employee a user ID and password, via email, to the contractor’s FSO or contractor employee. The FSO or contractor employee shall access the MP-ICAM account and complete the CAC application (entering/editing contractor information as applicable) at:

https://mpartnerspnrweb.dmdc.osd.mil/mpartnerspnrweb/app/. The contractor’s 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.

1.4.4.7 At the RAPIDS station, the RAPIDS Verification Officer will verify the contractor employee by Social Security Number (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.

1.4.4.8 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.

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

https://mpartnerspnrweb.dmdc.osd.mil/mpartnerspnrweb/app/

1.4.4.10 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. Note: If employees of a contractor lose the

1.4.4.11 Privilege to access AKO, they lose the ability to renew their CAC. Therefore, it is critical that contractor employees maintain their AKO accounts.

1.4.4.12 HIPPA (Health Information Portability and Accountability Act): The HIPAA Privacy Rule creates national standards to protect individuals’ medical records and other personal health information. All contract employees shall complete HIPPA certification course on a yearly basis. The contractor shall submit certificates of completion for each affected contractor and subcontractor employee, to the COR, or to the KO if a COR is not assigned, within 15 calendar days after completion of training.

HIPPA training is available at http://www.health.mil/Training-Center/Joint-Knowledge- Online-JKO (https://jkodirect.jten.mil/Atlas2/page/login/Login.jsf)

1.4.4.13 AT Level 1 Awareness Training (AT): 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.

1.4.4.14 Information Assurance (IA)/Information Technology (IT) Training: All contractor employees shall complete the DoD IA Awareness Training before issuance of network access and annually thereafter. All contractor employees performing services involving IA/IT functions shall comply with DoD and Army training requirements in DoDD 8570.01, DoD 8570.01-M and AR 25-2 within six months of the start of contract performance. In accordance with DoD 8570.01-M, Defense Federal Acquisition Regulation Supplement (DFARS) 252.239.7001 and AR 25-2, contractor employees performing services supporting IA/IT functions shall be appropriately certified upon contract award. The baseline certification as stipulated in DoD 8570.01-M shall be completed upon contract award.

1.4.4.15 Information Awareness: All contractor employees with access to a government information system shall be registered in the ATCTS (Army Training Certification Tracking System) (https://atc.us.army.mil/iastar/index.php) prior to commencement of services and shall successfully complete the DOD Information Assurance awareness training prior to access to the IS and then annually thereafter.

(https://ia.signal.army.mil/DoDIAA/).

1.4.4.16 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 affected 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.

1.4.4.17 OPSEC SOP/Plan: The contractor shall develop an OPSEC Standard Operating Procedure (SOP)/Plan and provide it to the COR within 90 calendar days of contract award to be reviewed and approved by the responsible Government OPSEC officer, per AR 530-1, Operations Security. This SOP/Plan shall include a process to identify the Government's critical information, why it needs to be protected, where it is located, who is responsible for it, and how to protect it. The contractor shall implement OPSEC measures as required by the Government. In addition, the contractor shall identify an individual who will be an OPSEC Coordinator. The contractor shall ensure this individual becomes OPSEC Level II certified within 90 days of appointment as OPSEC coordinator in accordance with AR 530-1. Contractor shall provide a copy of the certification to the COR NLT 15 days after completion.

1.4.4.18 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.

1.4.4.19 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/).

1.4.4.20 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 15 days of training completion.

1.4.5 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.

1.4.5.1 Key Control. The contractor shall establish and implement methods of ensuring all keys/key cards issued by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All 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 Contracting Officer’s Representative (COR). 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 replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the contractor. 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.

1.4.6 Special Qualifications: All contractor employees who operate motorized vehicles on any National Guard Base, Army Base or shall possess a current state driver's license.

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

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

1.4.8 Contract Manager (CM): The contactor shall hire a CM who shall ensure performance under this contract. The name of this person 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 directions 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.

1.4.9 Identification of Contractor Employees: All contractor personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression that they are Government employees. The contractor shall ensure that all documents or reports produced by contractor personnel are suitably marked as contractor products or that contractor participation is appropriately disclosed. The contractor’s status as a “contractor” shall be predominantly displayed in all correspondence types (to include signature blocks on e- mail) and dealings with Government or non-Government entities/ Contractor personnel shall wear identification badges distinguishing themselves as such. The badges shall have the company name, employee name and the word “contractor” displayed. The contractor shall retrieve all identification media (including vehicle passes) from their employees who depart employment for any reason. All identification media (i.e., badges and vehicles passes) shall be returned to the COR/KO within 3 days of an employee’s departure.

1.4.10 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. Such actions may include, but are not limited to, removal from the contract, reduction in benefits, or termination of employment. The Contractor shall take appropriate action, up to and including termination, against employees or subcontractors that violate the US Government policy as described at FAR 22.17.

1.4.11 Contractor Travel: The contractor may travel to execute missions to support and augment the CTARNG consistent with all services described within the PWS.

Specifically, in the event of a mobilization event or Medical Readiness Event (MRE), the Contractor shall ensure adequate support for travel to locations throughout CT state to best support these activities (i.e. work at armories) as directed by the Contracting Officer. The contractor shall 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 authorization by the KO prior to travel arrangements being made.

The contractor may be required to travel to off-site training/conference locations and to ship training aids to these locations in the performance of this contract. The cost of shipping training aids shall be borne by the Government. The contractor shall be reimbursed for the costs of shipping training aids in accordance with the JTR and limitation of funds in this contract.

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

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

OCI.

1.4.14 Phase In / Phase Out Periods: To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the contractor shall have personnel on board, during the 30 day phase in/ phase out periods. During the phase in period, the contractor shall become familiar with performance requirements in order to commence full performance of services on the contract start date.

2.0 Definitions and Acronyms:

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

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

2.1.3 CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government designated by the KO to monitor contractor performance. Such appointment shall be in writing and shall state the scope of authority and limitations.

This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.4 DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

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

2.1.6 KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.7 PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.1.8 QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.9 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.10 QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

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

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

2.1.13 WORK WEEK. Monday through Friday 8 hrs per day/ 40 hours per week per contactor

2.2 ACRONYMS:

AEI Army Enterprise Infrastructure AFARS Army Federal Acquisition Regulation Supplement AR Army Regulation ARNG Army National Guard AT/OPSEC Antiterrorism/Operational Security AUP Acceptable Use Policy CFP/M/E Contractor Furnished Property, Materials, and Equipment CFR Code of Federal Regulations COMSEC Communication Security CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative COTS Commercial-Off-the-Shelf DA Department of the Army DD250 Department of Defense Form 250 (Receiving Report) DD254 Department of Defense Contract Security Requirement List DENCLASS Dental Classification Module DFARS Defense Federal Acquisition Regulation Supplement DOD Department of Defense DoDI Department of Defense Instruction FAR Federal Acquisition Regulation FMR Fully Medical Ready FPCON Force Protection Condition GFP/M/E/S Government Furnished Property/Material/Equipment/Services HIPPA Health Information Portability and Accountability Act HRR Health Readiness Record IA Information Assurance IMR Individual Medical Readiness IS Information System(s) JFHQ Joint Force Headquarters JTR Joint Travel Requirement KO Contracting Officer MATES Maneuver Area Training Equipment Site MEB Medical Evaluation Board MEDCHART Medical Chart MEDPROS Medical Data Protection System MODS Medical Operation Data Systems MRE Medical Readiness Event

NGB National Guard Bureau CTARNG Connecticut Army National Guard OCI Organizational Conflict of Interest ODC Other Direct Costs PEB Physical Evaluation Board PHA Periodic Health Assessment PII Personally Identifiable Information PIPO Phase In/Phase Out POC Point of Contact PoP Period of Performance PPOM Personnel Policy Operational Message PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program SRP Soldier Readiness Processing TMA TRICARE Management Activity TASS Trusted Associate Sponsorship System TE Technical Exhibit VA Veterans Administration

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

The Government will provide the property, material, equipment, and/or services listed below solely for the purpose of performance under this contract:

3.1 Property: The Government will furnish the necessary workspace for the contractor to perform services outlined in this PWS to include desk space, telephones, computers and other items necessary to maintain an office environment. These facilities shall only be used in the performance of this contract.

3.2 Materials: Plain Paper Copier. Both the Government and contractor share this unit.

The Government shall provide all service and supplies, including paper, which is mutually used by all parties. Contractor use of the copier shall be limited to that work which is generated in the performance of this contract.

3.3 Equipment: Network/LAN access. Access to the LAN shall be provided for official Government business only. Transmission of information over the Internet shall be restricted in accordance with governing directives.

3.4 Services: Postal/Installation Distribution. The Government shall provide distribution and metering of official inter-office and Government official first class mail. First class mail handled and metered by the Government mail service shall contain the office symbol and address of the function under contract. The contractor shall provide for receipt and mailing of all unofficial first-class mail. The contractor shall comply with guidance when preparing official mail.

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.

5.0 Requirements: The contractor shall:

5.1 The contractor is responsible for providing a fully trained and qualified workforce.

Therefore, except as otherwise indicated, the contractor shall train, qualify, and certify personnel for specific job tasks to be performed at its own expense. Records of training, qualification, and certification shall be maintained by the contractor and made available for Government review upon request. The contractor shall provide the KO and COR a copy of the contractor's employee training plan not later than the pre- performance conference. This plan shall define responsibilities of personnel involved in the training process to include initial, recurring and proficiency training. They shall also provide a list of employees fulfilling the below listed qualifications, along with a plan for filling potentially vacancies within 10 business days in the event of the resignation or termination of an employee.

5.1.1 The Case Management personnel; Medical Assistant and Medical Records Technicians shall be experienced in all aspects and qualified in their respective functional areas. Contactor personnel shall not perform inherently governmental functions (i.e., representation of government, decision authority, etc.)

5.1.2 The Medical Record Technician may be filled at a minimum by having a minimum of a high school diploma or equivalent and have at least two years’ experience in administrative services preferably medical. Contractors hired to perform these services may be assigned to support the Medical Records mission.

5.1.3 The Medical Assistant or Care Coordinator service may be filled with someone with a minimum experience in basic health care knowledge. These include qualified

EMTs, Paramedics, Medical Assistants, and other allied health care personnel to provide IMR support to the Connecticut Army National Guard.

5.1.4 Contractor employees shall follow the regulations and policies applicable to Individual Medical Readiness (IMR) and deployment, to include the AR 40-501, AR 40- 502, AR 40-66 and other applicable guidance and attend local Case Manager Meetings, network with other practices as directed by the Deputy State Surgeon/COR.

5.1.5 Personnel assigned to these requirements shall possess the required technical skills and expertise to perform the functions with minimum guidance. Technical skills for both Nonclinical Case managers and Medical Support Assistants include PC proficiency, specifically Microsoft Office Suite (Word and Excel).

5.1.6 The contractor is solely responsible for meeting all Performance Work Statement, Local, State, and/or Federal training, licensing, and certification requirements, whether or not specifically identified below.

5.1.7 All reports, plans and program shall be reviewed and approved by an authorized government representative prior to release or any action by the contractor.

5.1.8 Employment and staffing difficulties shall not be justification for the contractor’s failure to meet established schedules. If such difficulties impair performance, the contractor may be subject to termination for Default. In the event of personnel vacancies, the contractor will replace required employees within 10 business days. After 10 business days, a letter of concern will be issued to the contractor identifying the deficiency. If the vacancy is still not filled within 20 business days, the contractor will be assessed a 5% monthly penalty until the vacancy is filled and will be subject to termination for default.

5.1.9 The contractor shall not employ any person who is an employee of the United States Government, if employing that person would create a conflict of interest. If the KO/COR determines a job offer maybe a conflict of interest the contractor is required to obtain an opinion from the CTARNG Ethics Counselor prior to the employment of prospective employee.

5.1.10 The contractor is cautioned that if off-duty active military personnel are hired under this contract, they may be subject to permanent change of station, change in duty hours, or deployment. Military Reservists and National Guard members may be subject to recall to active duty. The absence of such employees shall not constitute an excuse for non-performance under this contract.

5.1.11 Removal of Personnel. The KO may require the Contractor to remove from the job those employees who endanger persons or property; those who manufacture, distribute, dispense, possess, or use controlled substances at the worksite; and those whose continued employment under this contract is inconsistent with the interest of military security.

5.1.12 Suggested Skill Set: In order to successfully meet the performance objectives of this task order, the Contractor employee should possess the following knowledge/skills:

• Strong organizational skills –ability to prioritize tasks, keeping a timeline on projects, maintain focus on important projects and delegate as needed.

• Strong communication skills, both written and oral

• Basic knowledge of standard office procedures and the ability to interpret general instruction.

• Knowledge and experience needed to use Microsoft Office Suite including but not limited to Excel, Word, PowerPoint and Outlook

5.2 The Medical Records Technician Duties shall include:

5.2.1 Maintain Soldier medical/dental records in accordance with Army Regulation

(AR) 40-66.

5.2.2 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.

5.2.3 Create, maintain, and process medical records for current members.

5.2.4…