Q--Pupose of requirement is to provide Medical/Dental Non-clinical Case Management and administrative Care Coordinator staffing in support of Individual Medical Readiness.
Department of the Army, National Guard Bureau | Published June 10, 2015
This contract action was accomplished using other than competitive procedures because a statute exists that expressly authorizes or requires that the acquisition be made from a specific source or through another agency (FAR 6.302-5); specifically, Sole source awards under the 8(a) Program. Per FAR 6.302-5 a J&A is not required for this award.
PERFORMANCE WORK STATEMENT (PWS)
Nonclinical Case Management Services
The purpose of this requirement is to provide Medical and Dental Non-clinical Case
Management and administrative Care Coordinator staffing in support of Individual Medical
Readiness (IMR). This requirement is designed to be flexible, responsive, and meets the
ever-evolving needs of the government. DoDI 6025.19 establishes aggressive quarterly and
annual metric goals for the separate 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
75% of Service members FMR, with the ideal goal being 100%. The Montana Army National
Guard (ARNG) Surgeon's Office requires a highly responsive process whereby the
government can quickly obtain needed support and services. This PWS reflects existing
National Guard Bureau policies and regulations.
1.1.1 MT ARNG Surgeon's Office requires 1 case manager and 2 administrative care
coordinator support service personnel. The case management position may be filled at a
minimum by either a licensed Registered Nurse (RN) or licensed Social Worker. The
administrative care coordination/medical records technicians do not require special
licensure, but previous medical records/clinical background experience is preferred.
1.1.2. The Contractor shall furnish all labor and services required to provide a wide range of
Medical and Dental Non-clinical Case Management and related Medical Administrative
1.1.3 Period of Performance (PoP): The period of performance shall be 12 June 2015 to 11
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 (ASD [HA]) and TMA, Office of the Chief Medical Officer (OCMO),
Population Health and Medical Management Division (PHMMD). The Guide covers the
components of a Medical Management (MM) program, including applicable principles,
implementation concepts, processes, and tools/databases for Utilization Management (UM),
Case Management (CM), and Disease Management (DM). It complements the 2001 DoD
Population Health Improvement Plan and Guide published by TMA and the Government
Printing Office http://www.tricare.mil/ocmo/download/mhs_phi_guide.pdf.
Under legislative mandates, the ASD (HA) 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 MM 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, multisystem
healthcare needs who require care coordination or case management services.
Originally, Case Management almost exclusively targeted in-patients with catastrophic
illnesses or injuries. However, a number of developments have served to change that
- The emergence of the National Committee for Quality Assurance (NCQA):
- The development of accreditation standards by the Utilization Review Accreditation
Commission (URAC): 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.
- 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. The current contract was originally awarded August 2009 to
Skyline Ultd (with 49% subcontract to Sterling Medical).
At the end of FY09, case managers in 31 states were using the medical non-deployable
module to manage their caseloads. During the period of August 2008 to August 2009,
15,292 cases were put into the module; of these, 6734 were closed by return to duty, fit for
duty, or forwarded for an MEB/PEB evaluation. Additionally, readiness increased from 35%
fully-ready in FY08 to 44% in FY09. This success resulted from increased targeted funding
and a concerted effort by the National Guard Bureau.
On 29 March 2012, the 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%. Montana has over 2500 Soldiers
which require both hard copy medical record maintenance along with ongoing requirements
to scan, batch, index and maintain compliance within Health Readiness Record (HRR).
Continued utilization of medical case managers is essential to maintaining established
medical readiness goals for the ARNG.
1.3 Quality Control (QC): The Contractor shall develop and maintain an effective quality
control program to ensure services are performed in accordance with this PWS. The
Contractor shall develop and implement procedures to identify, prevent, and ensure nonrecurrence
of defective services. The Contractor's quality control program is the means by
which he assures himself that his work complies with the requirement of the contract. After
acceptance of the quality control plan the Contractor shall receive the contracting officer's
acceptance in writing of any proposed change to his QC system.
1.3.1 Quality Assurance (QA): The Government shall evaluate the Contractor's performance
under this contract in accordance with the Quality Assurance Surveillance Plan. 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 the minimum acceptable defect
1.3.2 Recognized Holidays: The following are recognized US holidays. The contractor is
available 365 calendar days a year and is available to perform services on these days:
184.108.40.206 New Year's Day: January 1st
220.127.116.11 Martin Luther King, Jr.'s Birthday
18.104.22.168 President's Day
22.214.171.124 Memorial Day
126.96.36.199 Independence Day: July 4th
188.8.131.52 Labor Day
184.108.40.206 Columbus Day
220.127.116.11 Veteran's Day: November 11th
18.104.22.168 Thanksgiving Day
22.214.171.124 Christmas Day
1.3.4 Place and Performance of Services:
The contractor shall provide support services at Fort Harrison, MT. The Contract employees
may be required to travel to execute any missions to support and augment the ARNG
consistent with all services described within the PWS as shown below. Specifically, in the
event of a mobilization event, the Contractor shall ensure adequate non-clinical case
management support is available for travel to locations to best support these activities (i.e.
work at armories) as directed by the Contracting Officer. If changes to the original work in
this PWS arise during the performance of the contract will notify the COR. If determined to
be within the scope of the contract the Contracting Officer will provide 30 calendar day
notice to the contractor with full description of the need and request a proposal. The
contracting officer will negotiate a modification to the contract to provide this in-scope work
effort. Travel to and from the primary worksite will not be reimbursed.
126.96.36.199 Unscheduled gate closures by the facility 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.
188.8.131.52 The contractor's employees shall become familiar with and obey the regulations of
the installation; including fire, traffic, safety and security regulations while on the installation.
Contractor employees should only enter restricted areas when required to do so and only
upon prior approval. All contractor employees shall carry proper identification with them at
all times. The contractor shall ensure compliance with all regulations and orders of the
installation which may affect performance.
1.3.5 Anti-Terrorism (AT) Awareness Training: All contractor employees, to include
subcontractor employees, requiring access to army installations, facilities and controlled
access areas shall complete the AT Level 1 Awareness Training within 15 calendar days
after contract start date. The contractor shall submit certificates of completion for each
affected contractor employee and subcontractor employee, through the COR to the Contract
Specialist/Officer within 05 days after completion of training by all employees and
subcontractor personnel. AT level 1 awareness training is available at the following website:
http://jko.jten.mil. For new NON-CAC users: http://jko.jten.mil/courses/atl1/launch.html.
184.108.40.206 Anti-Terrorism iWATCH Training: The contractor and all associated subcontractors
shall brief all employees on the local iWATCH program (training standards provided by the
requiring activity ATO). This local developed training will be used to inform employees of the
types of behavior to watch for and instruct employees to report suspicious activity to the
COR. This training shall be completed within 10 calendar days of contract award with the
completion results reported through the COR to the Contract Specialist/Officer 15 calendar
days after contract award.
220.127.116.11 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.
18.104.22.168 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
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
22.214.171.124 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. 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: Comply with the command's Acceptable Use Policy (AUP) for
Government owned IS and sign an AUP prior to or upon account activation. Complete initial
and/or annual Information Assurance (IA) training as defined in the IA Best Business
Practices (BBP) training (https://informationassurance.us.army.mil). 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. Protect IS and IS
peripherals located in their respective areas in accordance with physical security and data
protection requirements. Practice safe network and Internet operating principles and take no
actions threatening the integrity of the system or network.
126.96.36.199 Protection of Personally Identifiable Information (PII). The contractor shall protect all
Personally Identifiable Information (PII) encountered in the performance of services in
accordance with DFARS 224.103 and DoD 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
188.8.131.52 CAC Requirements: The Common Access Card (CAC) is the Department of
Defense (DOD) Federal Personal Identity Verification (PIV) credential. In accordance with
Directive Type Memorandum (DTM) 08-003, December 1, 2008, incorporating Change 5,
October 8, 2013, Initial issuance of a CAC requires at a minimum, the completion of FBI
fingerprint check with favorable results reflecting quote mark No Record quote mark and submission of a National
Agency Check with Inquiries (NACI) to the Office of Personnel Management (OPM), or a
DoD-determined equivalent investigation. The issuance of a CAC will be based on four
criteria; (a) eligibility for a CAC; (b) verification of DoD affiliation from an authoritative data
source; (c) completion of background vetting requirements according to the Federal
Information Processing Standards Publication 201-1, Personal Identity Verification (PIV) of
Federal Employees and Contractors, March 2006, and DOD Regulation 5200.2-R,
Department of Defense Personnel Security Program, January 1987, and (d) verification of a
claimed identity. CAC eligible personnel must be registered in the Defense Enrollment
Eligibility Reporting System (DEERS) through either an authoritative personnel data feed
from the appropriate Service or Agency or Trusted Associate Sponsorship System (TASS).
184.108.40.206.i HSPD-12 Background Investigation Requirements: The contractor ensure
Common Access Cards (CACs) are obtained by all contract or subcontract personnel
assigned to work on the Government site and by personnel requiring access to a DoD
network (and other eligible populations as specified in DTM-08-003 Attachment 3,
paragraph 3a.) are required to, at a minimum, have received a favorable FBI fingerprint
check and must have submitted to the Office of Personnel Management (OPM) a National
Agency Check with Inquiries (NACI) or equivalent/higher investigation. It is the responsibility
of the contractor to ensure all employees requiring an initial background investigation
complete a Personnel Security Investigation Portal (PSIP) form, coordinating with MTARNG
G2, Fort Harrison, MT, 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 to the 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 the request has been received by the Office of Personnel Management, 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 BI will be initiated. The contractor shall ensure all instructions
regarding background investigation processing, including those provided verbally, by e-mail
or via a Government system are complied with immediately. The contractor is cautioned the
entire process from submittal of the PSIP form to return of the FBI fingerprint check may
routinely take from 2-6 weeks and shall factor this lead time into its hiring/placement
process. The contractor shall make all reasonable efforts to ensure 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.
220.127.116.11.ii Trusted Associate Sponsorship System (TASS): The contractor is responsible for
processing applications for Common Access Cards (CAC) for every contractor employee
who deploys with the military force OR who has need to access any government computer
network in accordance with FAR 52.204-9, quote mark Personal Identity Verification of Contractor
Personnel. quote mark The contractor is responsible for managing requests for new or renewal CAC
cards in sufficient time to ensure all contractor employees have them when needed to
perform work under this contract. The norm is at least ten calendar days advance notice to
the Trusted Agent (TA), unless there are extenuating circumstances approved by the
Contracting Officer's Representative (COR) or Contracting Officer. It is recommend a
quote mark Corporate Facility Security Officer quote mark (FSO) be designated to serve as your firm's single point
of contact for Background Investigation (BI), the TASS application process and other CAC
and security related matters. If a FSO is not established, each contractor employee
requiring a CAC will be required to process their own applications. CAC applications shall
be processed through the TASS. The contractor's FSO or contractor employee shall submit
requests for a CAC via email to the designated TASS Trusted Agent (TA) before accessing
the TASS website. The government will establish a TASS application account for each CAC
Request and will provide each contractor employee a USER ID and Password, via email, to
the FSO. The FSO or contractor employee shall access the TASS account and complete
the CAC application (entering/editing contractor information as applicable)
The FSO or contractor employee will submit completed applications in TASS and will follow
up to ensure the TA is processing the request. A CAC cannot be issued without evidence
the FSO has initiated a National Agency Check with Written Inquires (NACI). The
government will inform the contractor's applicant, via email, of one of the following:
Approved.* Upon approval, the information is transferred to the Defense Enrollment
Eligibility Reporting System (DEERS) database and an email notification is sent to the
contractor with instructions on obtaining their CAC. The contractor proceeds to a Real-Time
Automated Personnel Identification System (RAPIDS) station (RAPIDS Site Locator:
http://www.dmdc.osd.mil/rsl/). Rejected.* The Government, in separate correspondence, will
provide reason(s) for rejection. Returned. *Additional information or correction to the
application required by the contractor employee.
The contractor shall maintain records of all approved and rejected applications. At the
RAPIDS station, the RAPIDS Verification Officer will verify the contractor by SSN and two
forms of identification. Identity source Documents must come from the list of acceptable
documents included in Form I-9, OMB No. 115-0136, quote mark Employment Eligibility Verification. quote mark
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 identification (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 shall
be for a period of performance not longer than three (3) years or the individual's contract
end date (inclusive of any options), whichever is earlier. The contractor shall return issued
CAC's to the COR/KO office upon departure or dismissal of each contractor employee.
Obtain a receipt for each card.
18.104.22.168.iii The contractor shall obtain a DOD enterprise email address for each applicant,
including subcontractors, who may be deployed or require logical access to a government
computer network. This can be done by completing the DD Form 2875, Acceptable Use
NGB Policy form, and completing the new user Information Assurance (IA) and Personally
Identifiable Information (PII) training. The IA training requires an exam completion certificate
and can be found at https://ia.signal.army.mil/DoDIAA/default.asp and the PII training
requires a completion certificate (no exam) and can be found at
22.214.171.124 Operations Security: Requirements. All contractors that require access to
Government information systems and any employee with access to a Government
information system must be registered in the Army Training Certification Tracking System
(ATCTS) at commencement of services, and must successfully have completed the DOD IA
awareness training prior to access and annually thereafter. Website is
https://atc.us.army.mil/iastar/register.php. Contractor employees must also complete Level I
OPSEC Awareness training. New employees must be trained within 30 calendar days of
their reporting for duty and annually thereafter. Website is http://cdsetrain.dtic.mil/opsec/.
Certificates are given to the COR and Contracting Officer.
1.3.6 Physical Security. The contractor shall safeguard all Government property provided for
contractor use. At the close of each work period, Government facilities, equipment and
materials shall be secured.
126.96.36.199 Key Control. The contractor will be issued keys or access badges as determined by
188.8.131.52 Lock Combinations. The contractor will be given lock combinations as determined by
1.3.7 Special Qualifications: The non-clinical case nurse manager requires the expertise as
dictated by the quote mark practice of nursing quote mark - the systematic application of substantial specialized
knowledge and skills derived from the biological, physical, and behavioral sciences, to the
care, treatment, counsel, and health teaching of individuals who are experiencing changes
in the normal health processes or who require assistance in the maintenance of health and
the prevention or management of illness, injury, or disability. The non-clinical case nurse
manager will maintain appropriate licensure and credentials; current Registered Nurse (RN)
licensure and in good standing with the State Board of Nursing, or equivalent, in any State
or Territory of the United States and knowledgeable on the state specifics of the nurse
1.3.8 The non-clinical direct service social work case managers require the expertise as
dictated by the individual State Licensing boards which set the scope of practice for social
workers. Case management knowledge domains consist of assessment, planning,
implementation, coordination, monitoring and evaluations of the options and services
required to meet the ARNG Soldier's health and human services' needs. The non-clinical
direct service social work case managers will maintain appropriate licensure and
credentials; current Licensed Social Worker (LSW) and in good standing with State
Committee for Social Workers, or equivalent, in any State or Territory of the United States.
1.3.9 The non-clinical case management personnel will 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,
1.3.10 Responsible for tracking medical status of ALL assigned Soldiers.
1.3.11 Responsible for medical charting in eCase.
1.3.12 Request profile exams/evaluations and audiology exams at physical exam center.
1.3.13 Coordinate Soldier treatment plans with appropriate medical facilities.
1.3.14 Maintain automated referrals indicated in MEDCHART.
1.3.15 Submit case processing, medical documentation, and profile concerns to
1.3.16 Attend PHA events as determined by the needs of the state and the individual units.
1.3.17 Ensure those Soldiers referred by a provider are followed by the case management
1.3.18 Manage Soldier's care from the identification of the condition to when the Soldier is
- Considered medically ready.
- Administratively separated from the military.
1.3.19 Follow the regulations and policies applicable to Individual Medical Readiness (IMR)
and deployment, to include AR 40-501 and other applicable guidance.
1.3.20 Ensure all medical documentation received from the Soldier and/or their medical
team is received and placed in appropriated electronic record, as well as the Soldier's hard
1.3.21 Maintain Soldier medical records in accordance with AR 40-66.
1.3.22 Provide Records Custodian or delegate with all relevant medical/dental
1.3.23 Obtain release of information from Soldier.
1.3.24 Educate Soldiers on resources available to improve medical and dental readiness.
1.3.25 Maintain Health Insurance Portability and Accountability Act of 1996 (HIPAA)
standards and guidelines. Contractor's personnel are required to complete and pass the
annual HIPAA training before access to any medical application or system. All individuals
shall also sign a Business Associate Agreement created by the COR before any access to
protected health information.
1.3.26 Review and track health assessment (PHA, SRP) lab results contact SM and
educate on lifestyle modifications.
1.3.27 Upload medical documents of case managed Soldiers into Health Readiness Record
1.3.28 Stamp all medical documents for verification after uploading.
134.29 Index uploaded medical documents.
1.3.30 MODS entry of immunizations, designation of pregnancy, eye exams, medical
1.3.31 Provide all medical documents received for case management to Records Custodian
to be filed using a document evidencing transfer of custody from the contractor to the
government. Copy of each supporting transfer document shall be provided to the COR at
the end of each month no later than 7 calendar days at the end of the month.
1.3.32 Contractor will ensure all administrative charting in eCase is completed.
1.3.33 Track medical appointments by communication with unit to ensure Soldier
attendance and submission of follow up documentation.
1.3.34 Log in eCase any contact with SM (email, voice call, or personal interview).
1.3.35 Communicate with delegated government personnel to track compliance versus
1.3.36 Run MEDPROS report Post PHA/SRP event.
1.3.37 Monitor MEDPROS to ensure all scheduled services are completed/updated and
current medical status is reflected.
1.3.38 Report Medical Readiness to the Commander or his/her designated representative.
1.3.39 Ensure Soldiers with T3, T4, P3 or P4 profiles are case managed in the eCase
1.4 Post Award Conference/Periodic Progress Meetings: The contractor agrees to attend
any post award conference convened by the KO. The KO, Contracting Officer's
Representative (COR), and other Government personnel, as appropriate, may meet
periodically with the contractor to review the contactor performance.
1.5 The contractor shall designate the non-clinical case manager as the onsite supervisor to
serve as the lead POC over all contractors who will ensure performance is IAW this PWS.
The name of this person, and an alternate who shall act for the contractor when the
individual is absent, shall be designated in writing to the COR/KO. The individual or
alternate shall have full authority to act for the contractor on all contract matters relating to
daily operation of this contract. The individual shall work with the COR, (or the KO if a COR
is not assigned), to resolve issues, receive technical instructions, and ensure adequate
performance of services. The individual(s) shall ensure contractor employees do not
perform any services outside the scope of the contract without an official modification issued
by the KO. The individual(s) shall ensure contractor employees understand services
performed outside the scope of the contract are not permitted.
1.6 Identification of Contractor Employees: All contractor personnel attending meetings,
answering Government telephones are required to identify themselves as contract
employees to avoid creating an impression they are Government employees. The contractor
shall ensure all documents or reports produced by contractor personnel are suitably marked
as contractor products or contractor participation is appropriately disclosed. The
contractor's status as a quote mark contractor quote mark 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 quote mark contractor quote mark 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 14 calendar days of an employee's departure.
1.7 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 any form 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 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 violate the US Government policy as described at FAR 22.17.
1.8 Contractor Travel: Travel shall be in accordance with the Federal Travel Regulation.
Travel may be required for all Contractor personnel performing on this requirement.
Contractor shall be required to comply with travel policies as outlined in the DoD Financial
Management Regulation and the Federal Travel Regulation (FTR).
1.9 Data Rights. N/A
1.10 Organizational Conflicts of Interest (OCI): The contractor and subcontractor personnel
performing services under this contract may receive, have access to or participate in the
development of proprietary or source selection information (e.g., cost or pricing information,
budget information or analyses, specifications or work statements, etc.) or perform
evaluation services which may create a current or subsequent OCIs, as defined in FAR
Subpart 9.5. The contractor shall notify the KO immediately whenever it becomes aware
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 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.
2. 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 the 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 which does not meet the standard of
performance associated with the Performance Work Statement.
2.1.5 DELIVERABLE.A deliverable is anything that can be physically delivered and includes
non-manufactured things such as meeting minutes or reports.
2.1.6 KEY PERSONNEL. Contractor personnel who may be required to be used in the
performance of a contract as Key Personnel listed in the PWS.
2.1.7 PHYSICAL SECURITY. Actions that prevent the loss or damage of Government
2.1.8 QUALITY ASSURANCE. The government procedures to verify 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
2.1.10 QUALITY CONTROL. All necessary measures taken by the Contractor to assure the
quality of an end product or service meets 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 HOURS. The number of hours per day the Contractor provides services in
accordance with the contract.
2.1.13 WORK WEEK. Monday through Friday, unless specified otherwise. May be required
to work Saturday and/or Sunday in support of a PHA, SRP, or other event.
AFARS Army Federal Acquisition Regulation Supplement
AR Army Regulation
AT/OPSEC Antiterrorism/Operational Security
CFR Code of Federal Regulations
CONUS Continental United States (excludes Alaska and Hawaii)
COR Contracting Officer Representative
DA Department of the Army
DD250 Department of Defense Form 250 (Receiving Report)
DD254 Department of Defense Contract Security Requirement List
DFARS Defense Federal Acquisition Regulation Supplement
DOD Department of Defense
FAR Federal Acquisition Regulation
GFP/M/E/S Government Furnished Property/Material/Equipment/Services
IA Information Assurance
IS Information System(s)
KO Contracting Officer
OCI Organizational Conflict of Interest
ODC Other Direct Costs
PII Personally Identifiable Information
PIPO Phase In/Phase Out
POC Point of Contact
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
TE Technical Exhibit
3. Government Furnished Property, Materials, and Equipment (GFP/M/E):
3.1 Property: Troop Medical Clinic and any other Government facility that requires
contractor to occupy.
3.2 Materials: The government will provide required materials necessary to comply with
contract requirements at the job site.
3.3 Equipment: The government will provide required computers, scanners, telephones as
necessary to comply with contract requirements at the job site.
3.4 Services: None
3.5 Utilities: Power, water, electrical, telephone, internet.
4.0 Contractor Furnished Property, Materials, and Equipment (CFP/M/E):
4.1 General: Except for those items specifically stated to be Government-Furnished in
Paragraph 3.0, the contractor shall furnish everything required to perform these services as
required by the contract.
4.2 Secret Facility Clearance: N/A
5.0 Requirements: The intent of this requirement is to provide case management services
for the Army National Guard in support of surge and contingency requirements as well as its
steady-state mission. Any changes to the initial staffing will be completed through a bilateral
5.1 Contractor shall provide at a minimum a License Vocational/Practitioner Nurse
(LVN/LPN) (or equivalent as determined by state law requirements), Registered Nurse (RN)
or Direct Service Social Worker as Non-clinical Case Managers to provide IMR support to
the Army National Guard. Personnel assigned to this requirement shall possess the
required technical skills and expertise to perform the functions with minimum guidance.
Technical skills for both Nonclinical Case managers and care coordinators include PC
proficiency, specifically Microsoft Word and Excel.
5.1.1 The Government will provide training via VTC, digital, or one-on-one for eCase to the
contractor. Point of contact will be the COR or NGB through the COR. Training shall be
conducted first 30 days of contract award.
5.2 Contractor Manpower Reporting Application (CMRA):
5.2.1 The contractor shall report ALL contractor labor hours (including subcontractor labor
hours) required for performance of services provided under this contract for the National
Guard Bureau via a secure data collection site.
5.2.2 The contractor shall completely fill in all required data fields using the following web
address: http://www.ecmra.mil/. Reporting inputs shall be for the labor executed during the
period of performance during each Government fiscal year (FY), which runs October 1
through September 30. While inputs may be reported any time during the FY, all data shall
be reported no later than October 31 of each calendar year, beginning with 2015.
Contractors may direct questions to the help desk at http://www.ecmra.mil.