1.02 Performance Work Statement_Hotel Venue.docx

Performance Based Statement of Work Venue and Logistics Support for 21st Annual Acquisition Research Symposium Acquisition Research Program, Department of Defense Management Naval Postgraduate School

1.0 Background/Introduction: The purpose of the Naval Postgraduate School’s annual Acquisition Research Symposium is to provide a forum for the presentation of scholarly acquisition research, as well as for dialogue between scholars and acquisition policy-makers and practitioners. Research papers and presentations will be given on recently completed and on-going Department of Defense (DoD) / Department of Navy (DON) sponsored projects conducted by researchers at a variety of research institutions. Senior DoD/DON acquisition officials will serve as panelists or keynote speakers to present their critiques and comments on research papers and priorities. This Performance Based Statement of Work (PSW) addresses the planning for, execution of, and preparation/delivery materials required for the annual Acquisition Research Symposium.

2.0 Scope: The Naval Postgraduate School (NPS) has a requirement for contractual support services for a venue and conference space, audiovisual equipment, and technical support during the annual Acquisition Research Symposium to be held May 8-9, 2024. The scope of this requirement is for a room block at the federal per diem rate; a second conference rate, technical audiovisual equipment and support; facility event coordination support; a completed event plan by October 2023; the reservation of venue space to accommodate an expected 350 individual participants on both days of the event and the hanging of five (5) event banners.

Space requirements each day are below;

2.1 One (1) large ballroom for at least three hundred and fifty (350) individuals

2.2 Three (3) break-out session spaces for one hundred (100) to one hundred and twenty (120) individuals

2.3 One (1) break-out room for up to fifteen (15) individuals

2.4 One (1) break-out room for up to eight (8) individuals

2.5 Two (2) break-out room for up to forty (40) individuals

2.6 One (1) large space to support lunch for one hundred and eighty (180) individuals

2.7 One (1) large space to support a social for at least one hundred and fifty (150) individuals

2.8 One (1) room for storage

Note: Dividing the large ballroom space into three rooms for break-out sessions is preferred.

3.0 Tasks: The contractor shall perform the following task(s) as follows:

3.1 Prepare Event Execution Plan

3.1.1 Plan shall lay out

3.1.1.1 Secure conference space and sleeping rooms to execute the event;

3.1.1.2 The event from the first activity at the hotel to the last;

3.1.1.3 Communication strategy between hotel personnel, audio visual techs and COR/Tech POC and staff;

3.1.1.4 Audio Visual technical support strategy;

3.1.1.5 Diagram of event spaces and setup for each event and associated room.

3.1.1.6 Submitted to the COR via email no later than 30 September 2023.

3.2 Venue Location and Capacity

3.2.1 The venue must be capable of offering a single facility that is located on the Monterey, California Peninsula within a five (5) mile radius of the Naval Postgraduate School (NPS).

3.2.2 The venue must be able to support three-hundred and fifty (350) individuals and multiple room configurations throughout the symposium. Specifically, the venue must have the capacity and ability to accommodate 350 participants single location for all main meeting sessions; 120 participants within three break-out rooms; 15 participants in one break-out room; 8 participants in one break-out room; 40 participants in each of two break-out rooms; and seating and space for lunch for 180 individuals and a reception area for 150 individuals on both days of the event in accordance with the tasks referenced in section 4.0.

3.2.3 Venue must have adequate free onsite parking to support the event with 350 event participants.

3.3 Conference Rate and Room Block

3.3.1 Venue must provide a conference block of at least sixty (60) sleeping rooms at the Federal Per Diem rate on Tuesday, 7 May; Wednesday, 8 May; Thursday, 9 May and dedicated reservation coordination support for symposium VIPS. The venue must also provide an additional conference rate for fifteen (15) rooms once the per diem rate sells out. Participants will pay for accommodations individually; unused rooms will be returned thirty (30) days before the symposium begins.

3.4 Provide Venue, Conference Space, tables and chairs, etc.

3.4.1 Storage space shall be available at 1000 on Monday, 6 May 2024 until 1800 on Thursday, 9 May 2024.

3.4.1.1 Storage space shall be provided to hold symposium materials (easels, registration materials, posters, etc.)

3.4.2 One (1) small break-out room to accommodate 15 people (separate from the referenced large breakout rooms) shall be available at 0800 on 7 May 2024 to 1800 on 9 May 2024. Audio Visual is not required.

3.4.3 One (1) small break-out room to accommodate 8 people (separate from large breakout rooms and the smaller breakout room referenced above) shall be available at 0700 on 8 May 2024 to 1800 on 9 May 2024. Audio Visual is not required.

3.4.4 One (1) break-out room to accommodate 30 people (separate from large breakout rooms and the smaller breakout rooms referenced above) shall be available at 1200 on 7 May 2024 to 1800 on 7 May 2024. A screen and projector are needed for this day only.

3.4.5 One (1) break-out room to accommodate 30 people (separate from large breakout rooms and the smaller breakout rooms referenced above) shall be available at 0700 on 8 May 2024 to 1800 on 9 May 2024. Audio Visual is not required.

3.4.6 Two (2) break-out rooms to accommodate 40 people (separate from large breakout rooms and the smaller breakout rooms referenced above) shall be available at 0700 on 8 May 2024 to 1800 on 9 May 2024. Audio Visual is not required.

3.4.7 Registration area

3.4.7.1 Registration space must have Internet for registration/check-in and be available at 0700 on 7 May 2024 to 1700 on 9 May 2024.

3.4.7.2 Four (4) chairs shall be provided in the registration area and four (4) chairs shall be provided for the audio-visual area.

3.4.7.3 Registration space two (2) six-foot half-tables, clothed in blue.

3.4.7.4 AV station with two (2) six-foot tables, clothed and skirted in blue.

3.4.7.5 Display table area with eight (8) six-foot tables clothed and skirted in white near the conference area and two (2) high-boy tables.

3.4.8 One (1) large on-site conference space to accommodate 350 people at the same time. There shall be three separate stage areas at the front of the large room, air-walls should be able to close without issue.

3.4.8.1 The stage areas on the right and left should have a lectern with a mic, with one (1) six-foot table on each stage, four (4) chairs with a table mic for each person at the table. The table shall be clothed and skirted in white. Mark the stage on the right in red and the stage on the left in blue through lighting and associated napkin color on the rows of classroom seating.

3.4.8.2 The middle stage area shall have adequate space to accommodate six (6) flags (provided by the government). The stage should have a lectern with a mic, with two (2) six-foot tables and five (5) chairs with a table mic for each person at the table. The tables shall be clothed and skirted in white. Mark the stage in white through lighting and associated napkin color on the rows of classroom seating.

3.4.8.3 Audience seating shall have three (3) rows of classroom seating clothed and skirted in blue and the remaining space should be theater seating, total seating 350+ (put in as much theater seating as possible without obstructing the walk ways). The three sections of the room should be identical with adequate space between room setups so that the air walls can close without moving chairs around. Chairs should be spaced and not locked together.

3.4.8.4 All stages must have stairs and safety rails in the back of the stages.

3.4.9 One (1) large space with seating to accommodate at least one hundred-eighty (180) individuals for lunch on 8 May and 9 May 2024.

3.4.10 One (1) large space to accommodate at least one hundred-fifty (150) individuals from 1700-1900 on Wednesday, 8 May 2024 for a student research poster show and social. Posters and easels will be provided and placed around the room by the government.

3.4.10.1 Place four (4) high-boy tables with white clothes with blue napkins and a candle in the center of the tables throughout the room.

3.4.10.2 Place two (2) serpentine tables at the center of the room.

3.4.10.3 Place two (2) small foot-print bars, one on each end of the room.

3.4.11 Hang six (6) banners provided by the government in visible locations in the hotel no later than 1100 on Tuesday, 7 May 2024.

3.5 Provide Audio Visual Equipment and Technical Support

3.5.1 This symposium will be a hybrid event. The government has three (3) ZoomGov licenses that will be used to support webinar part of the event. (No other licenses or webinar platforms can be used.) There will be a joint keynote address each morning on both Wednesday, 8 May and Thursday, 9 May with a plenary session right after it. The webinar/hybrid would only be in the center stage/room of the large room. These events will be recorded and streamed to YouTube through the ZoomGov license.

3.5.2 During the keynote address, the technical setup requires flexibility so that a keynote speaker can 1) give their address in Monterey and it is viewable/heard remotely on ZoomGov OR 2) the keynote speaker is not in Monterey and are using ZoomGov remotely and it is seen/heard by the audience in Monterey, CA and on ZoomGov as well. If the speaker in in Monterey, they would likely remain at the lectern. Q&A would be from local audience and ZoomGov webinar attendees. Note: A local government moderator will log in to the webinar as a panelist on their personal phone to see Q&A questions from remote participants. That person will manage questions.

3.5.3 For the joint plenary session, panelists would be in Monterey, each presenter would either go to the lectern to present OR present/respond to Q&A from the table on the stage where the other panelists are. If panelists are in Monterey, people viewing the event through ZoomGov should be able to see/hear panelists. It is also possible that the plenary panelists would all (or some) would not be in Monterey and would be remote on ZoomGov and people in the audience in Monterey need to be able to see/hear them, Technical setup needs to support these scenarios. Q&A would be from local audience and ZoomGov webinar attendees. Note: A local panel chair will log in to the webinar as a panelist from their personal phone to see Q&A questions from remote participants. That person will manage questions.

3.5.4 Using the joint plenary session technical setup in the center room as defined in 3.5.3, other panels in that specific room during each day will be presented in Monterey and must be made viewable/heard on ZoomGov webinar. Panel Chairs may be remote. This webinar capability is only for the center room, it shall not be in the two side rooms. Q&A would be from local audience and ZoomGov webinar attendees. Note: A local panel chair will log in to the webinar as a panelist from their personal phone to see Q&A questions from remote participants. That person will manage questions.

3.5.5 Audio/Visual services for the symposium and the necessary equipment, include;

3.5.5.1 Microphones. To include three (3) handheld mics with stands to support Q&A, thirteen (13) tabletop mics (4 each for stage on the right and left and 5 for the stage in the middle), and three (3) mics for the lecterns.

3.5.5.2 Screens & Projectors: Screens (12 feet) placed next to or behind each stage. Projectors must not fail during sessions.

3.5.5.3 Sound and presentations: Sound does not bleed into the room next to it. During the main session, screens and sound work as one, during the breakout sessions they work independently. Camera for ZoomGov webinar in center room only.

3.5.5.4 Three (3) large (at least 60 inch) confidence monitors are required in front of all three stages. They are used by panelists and presenters and are required to be viewable from the lectern and the table on each stage respectively. Monitors shall be in front of the first audience row tables (classroom seating) and shall not be in walkways or create a hazard for participants.

3.5.5.5 Equipment cabling shall be clearly marked and not be a walking hazard for participants.

3.5.5.6 Computers shall be managed by AV technicians. Computers must not fail. A handful of presenters may want to plug their own machine into the network. This should be avoided. If issues arise, contact the contract COR.

3.5.6 Audio/Visual set-up shall be complete no later than 0800 Tuesday, 7 May 2024.

3.5.6.1 The Contractor shall be responsible for providing and setting up all equipment prior to the symposium and to test and ensure proper operation of all equipment and systems. The government will inspect set-up and test equipment with the contractor beginning at 0900 on 7 May 2024.

3.5.7 Audio/Visual technical support team shall be working the event on Wednesday, 8 May - Thursday, 9 May 2024.

3.5.7.1 All equipment and systems shall be tested and made ready at least 45 minutes prior to the start of the conference sessions at 0800.

3.5.8 Provide technical support station with one (1) technician responsible for collecting and managing presentation intake outside of the main conference room at1500 – 1800 on Tuesday, 7 May; 0700 – 1700 on Wednesday, 8 May and 0700 – 1700 on Thursday, 9 May, 2024.

3.5.8.1 Contractor shall assist presenters, track presentations, notify the registration table of missing or corrupt presentations.

3.5.8.2 Contractor shall tape door so that they do not slam when people enter and exit sessions.

3.5.9 Provide Technical Support for all sessions from 0730 – 1700 each day on 8 May and 9 May 2024.

3.5.9.1 The Contractor shall supply technician support to operate all equipment throughout conference sessions. The technicians shall support audio-visual requirements, spot check and monitor the breakout session systems periodically, and act as primary contact for technical issues.

The technicians shall stay alert at all times and will be responsible for the following:

3.5.9.1.1 Communicating with panel members before the event to ensure that presenters know how to switch slides and that they know the order that individuals will speak.

3.5.9.1.2 Ensuring the operation of the equipment

3.5.9.1.3 Monitoring and troubleshooting the equipment in all conference sessions, making adjustments to the audio and video equipment as needed (color correction, feedback suppression, volume adjustments, etc.)

3.5.9.1.4 Switching from one video source to another, as applicable.

3.5.9.2 There shall be one (1) technician in each of the large breakout rooms. The technician is responsible for supporting and managing the technical environment. The technician shall remain alert, have the ability to advance slides for presenters if required and to provide the Q&A mic and stand at the specified time. The vendor shall break technicians as needed to ensure high quality support.

3.5.10 Provide Wi-Fi

3.5.10.1 Registration table from 0700 – 1900 on 7 May 2024.

3.5.10.2 Registration table from 0630 – 1800 on 8 May and 9 May 2024.

3.5.10.3 Conference attendees from 0630 – 1800 on 8 May and 9 May 2024.

3.5.10.3.1 Two hundred and fifty (250) simultaneous logins

3.5.10.3.2 Logins shall be reset / recycled at the end of each panel session (every 90 minutes).

3.6 Event/Facility Representative

3.6.1 The contractor shall provide an on-site facility/symposium representative to communicate with the Government point of contact to ensure all requirements are coordinated in a timely and effective manner. Any issues related to the symposium will be coordinated between the facility representative and the Government point of contact. The contractor shall provide the facility representative contact information to the Government technical point of contact no later than ten (10) business days after contract award.

3.6.2 The Contractor’s Symposium Facility Representative (SFR) shall be available to assist the Government point of contact and address logistical issues that may arise. Issues and problems relating to the symposium shall be immediately communicated to the SFR who will be responsible for quick and effective resolution. The SFR and Government Technical POC shall check all services and equipment prior to each event and monitor the facility’s performance in meeting contract requirements for the duration of the symposium.

3.6.3 The SFR shall be available and on the floor as needed at 0900 to 1700 on Tuesday, 7 May 2024. The SFR shall be available and on the floor as needed from 0630 to 1900 on 8 May – 9 May 2024 to assist the NPS point of contact and address logistical issues that may arise during the symposium.

3.7 Other Conference Support

3.7.1 Venue shall have ability and resources to serve and prepare food and beverage during the event. Food and beverage services ARE NOT to be procured under this Government purchase order. Food and beverage will be provided by Government Approved Third Party Direct Payment to the venue for supplied food and beverage. The contractor shall have the ability and resources to provide snacks, beverage services throughout the Acquisition Symposium; host a catered buffet lunch each day for a total of two (2) days, and support a reception on 8 May 2024:

3.7.2 Parking: The venue shall provide free parking during the event for roughly 150 vehicles simultaneously. Night time parking shall not exceed $10 per night.

4.0 Deliverables: The contractor shall be responsible for providing the following deliverables:

4.1 Execution Plan as outlined in section 3.1. The plan shall cover all tasks within 3.2-3.7 with adequate detail to ensure success in set-up and execution of the symposium no later than 30 September 2023.

4.2 A conference block of at least sixty (60) sleeping rooms at the Federal Per Diem rate on Tuesday, 7 May; Wednesday, 8 May; Thursday, 9 May, and a second conference block during those days of at least fifteen (15) rooms with reservation coordination and dedicated reservation support for keynote, chairs and presenters.

4.3 Venue and Conference Space

4.3.1 One (1) large ballroom for at least three hundred and fifty (350) individuals

4.3.2 Three (3) break-out session spaces for one hundred (100) to one hundred and twenty (120) individuals

4.3.3 One (1) break-out room for up to fifteen (15) individuals

4.3.4 One (1) break-out room for up to eight (8) individuals

4.3.5 Two (2) break-out rooms for up to forty (40) individuals

4.3.6 One (1) large space to support lunch for one hundred and eighty (180) individuals

4.3.7 One (1) large space to support a social for at least one hundred and fifty (150) individuals

4.3.8 One (1) room for storage

4.4 Audio Visual, Internet Connectivity, and Technical Support as described above

4.5 Symposium Facility Representative (SFR) Support as described in 3.5

4.6 Confirmation throughout the period of performance of the purchase order and during the event of the completion of all the tasks referenced in section 3.0.

Performance Measurement - Quality Assurance Plan

If performance falls below the AQL defined above, the Contracting Officer’s Representative (COR) shall document the instance(s), coordinate with the Contracting Officer and advise the Contractor. The Contractor will be requested to review the documentation and provide a written response on how performance will be corrected in the future. Re-performance of any work for failure to perform in accordance with the specified AQL or task requirement shall be completed at the Contractor’s own expense and at no additional cost to the Government.

5.0 Minimum Technical Requirements:

5.1 Venue located within a five (5) mile radius of the Naval Postgraduate School on Monterey, California

5.2 Venue must have adequate free onsite parking to support the event with 300 event participants.

5.3 Venue must have the capacity and ability to accommodate 350 participants for main sessions; 120 participants within break-out rooms; 15 participants in one break out room; 8 participants in one break-out room; 40 participants in two break-out rooms and adequate space for lunch for 180 individuals and a reception for 150 individuals from 8 May – 9 May, 2024 in accordance with the tasks referenced in section 3.0 of the PWS.

5.4 Venue must provide a conference block of at least sixty (60) sleeping rooms at the Federal Per Diem rate on Tuesday, 7 May; Wednesday, 8 May; Thursday, 9 May, 2024; a second conference rate for fifteen (15) and dedicated reservation coordination support for symposium VIPS.

5.5 Adequate equipment, technical expertise, capabilities and hotel staff and audio visual staff to meet tasks referenced in section 3.0 above.

5.6 Sufficient attention to the event so that the highest levels of customer service are maintained.

5.7 Past experience hosting academic conferences.

5.8 Ability to accommodate food and beverage support to participants by a non-Government third party hosted basis.

5.9 A secure and quiet location for events

6.0 Period of Performance: NLT 30 Sept 2023 – 1 Jun 2024.

7.0 Place of Performance: The place of performance is at the vendor’s facility.

8.0 Government Furnished Property: The Government will not provide the contractor with Government Furnished property. The presentation content shall be downloaded by the audio-visual contractor from the conference management system. The banners will be supplied by the Government so that they can be displayed according to venue’s requirements.

9.0 Work Week and Hours of Operation:

The Contractor shall provide services during normal working hours excluding federal holidays. Normal working hours are 0730-1630, Monday through Friday, unless requirements dictate otherwise. Exceptions can be permitted by the COR upon request and at the COR’s discretion.

Following is a list of holidays observed by the Government.

If any of the above holidays occur on a Saturday or a Sunday, then such holiday shall be observed by the Contractor in accordance with the practice as observed by the assigned Government employees at the using activity.

10.0 Travel: N/A

11.0 Transition Activities: N/A

It is essential to the Government that services required under this PWS are performed without interruption. At the conclusion of any performance period, including option periods or extensions, the services provided under this PWS may be awarded to another contractor. The contractor in place shall be required to assist in the transition activities.

12.0 Security Requirements: N/A. Unclassified.

Contractor personnel performing work under this contract does not need a clearance at time of the proposal submission, and must maintain the level of security required for the life of the contract. The security requirements are in accordance with the attached DD254. Contractor Key Personnel must be U.S. Citizens.

Contractors performing on this contract are required to familiarize themselves with, and participate in, the Naval Postgraduate School’s OPSEC program. Must be familiar with and comply with NPSINST 3432.1B, the NPS Critical Information List, DOD Directive 5205.02E and their applicable references. The contractor will be required to complete OPSEC and counter-intelligence training within 30 days of beginning the work, or provide proof of OPSEC and counterintelligence training completed within the previous 12 months. The contractor may not publicly release any information about developmental work or curriculum at NPS without prior written approval from the Principal Investigator (PI).

Full-time contractor personnel working at NPS shall complete Intelligence Oversight training (TWMS-663371 or equivalent) within 30 days of beginning the work and yearly thereafter. Contact your Contracting Officer Representative or Technical Point of Contact listed below for training slides and self-certification. In addition, the contractor shall immediately report any Questionable Intelligence Activity (QIA) or a Significant or Highly Sensitive Matter (S/HSM), as defined by SECNAVINST 3820.3F, to the COR and Technical Point of Contact (TPOC).

13.0 Human Subject Research: N/A

Contractor personnel performing work under this contract may not support, advise, or conduct research involving human subjects. If at any time during the period of performance of this contract the tasks involve human subject research, the Contractor shall immediately notify the Contracting Officer. The contract must be amended in accordance with DoDD 3216.02 and DFAR 252.235-7004 in the event human subject research is proposed.

14.0 Privacy Act Statement:

“Pursuant to Title 5 United States Code 552a(m)(l), the contractor and all employees of the contractor working under this contract are required to comply with the requirements of 5 U.S.C. 552a (“The Privacy Act of 1974”).”

15.0 Identification of Contractor Employees:

In accordance with DFAR 211.106, there shall be a clear distinction between Government employees and service contractor employees. Service contractor employees shall identify themselves as contractor personnel by introducing themselves or being introduced as contractor personnel. Contractor personnel will be required to obtain and wear badges or other visible identification for meetings with Government personnel to provide a clear distinction between service contractor employees and Government personnel. In addition, contractor personnel shall appropriately identify themselves as contractor employees in telephone conversations and in formal and informal written correspondence. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed.

16.0 Non-Personal Services Statement:

Contractor employees performing services under this order will be controlled, directed, and supervised at all times by management personnel of the contractor. Contractor management will insure that employees properly comply with the performance work standards outlined in the SOW. Contractor employees will perform their duties independent of, and without the supervision of, any Government official or other Defense Contractor. The tasks, duties, and responsibilities set forth in the task order may not be interpreted or implemented in any manner that results in any contractor employee creating or modifying Federal policy, obligating the appropriated funds of the United States Government, overseeing the work of Federal employees, or otherwise violating the prohibitions set forth in Parts 7.5 and 37.1 of the Federal Acquisition Regulation (FAR). The Government will control access to the facility and will perform the inspection and acceptance of the completed work.

17.0 SUPTXT204-9400(4-22) CONTRACTOR UNCLASSIFIED ACCESS TO FEDERALLY CONTROLLED FACILITIES, SENSITIVE INFORMATION, INFORMATION TECHNOLOGY SYSTEMS OR PROTECTED HEALTH INFORMATION

The following shall be inserted in full text in all solicitations and contracts (including commercial acquisitions) which require contractor unclassified access to federally controlled facilities, sensitive information, Information Technology (IT) systems or protected health information. For commercial acquisitions, this text shall be incorporated into either the SOW or PWS.

The security text does not apply in cases where the contractor/vendor does not have access to Navy Marine Corps Intranet (NMCI) computers, is not issued a Common Access Card (CAC) and is involved in training or other short-term duties of less than 30 days duration that allow for the use of a visitor request. In these cases, the government employee must submit a Visitor Access Request (VAR) to the main gate or applicable processing entity for your facility and assume responsibility to escort those without CAC Credentials.

This clause local text does not apply to non-United States (U.S.) Nationals (foreign nationals) who are contactor employees performing work overseas. The clause local text is applicable to the U.S. Nationals living in the U.S. or overseas who are performing work on a Navy contract.

The investigation of a non-U.S. national at a foreign location must be consistent with a National Agency Check with Written Inquiries (NACI), to the extent possible and include a fingerprint check against the Federal Bureau of Investigation (FBI) criminal history database, an FBI investigations file (name check) search and a name check against the terrorist screening database. Also, the above cited reference notes that Foreign Nationals may not be granted CAC credentials until completion of their investigation and not in the interim.

Per Department of Defense Memorandum (DoDM) 5200.2, Department of Defense (DoD) components must initiate and ensure completion of a background investigation before applying the credentialing standards to a non-U.S. national at a foreign location. The background investigation must be favorably adjudicated before a CAC can be issued to a non-U.S. national at a foreign location. The type of background investigation may vary based on standing reciprocity treaties concerning identity assurance and information exchanges that exist between the U.S. and its allies or agency agreements with the host country.

CONTRACTOR UNCLASSIFIED ACCESS TO FEDERALLY CONTROLLED FACILITIES, SENSITIVE INFORMATION, IT SYSTEMS OR PROTECTED HEALTH INFORMATION

Executive Order 13467, Reforming Processes Related to Suitability for Government Employee, Fitness for Contractor Employees and Eligibility for Access to Classified National Security Information, Homeland Security Presidential Directive (HSPD)-12, requires government agencies to develop and implement Federal security standards for Federal employees and contractors. The 5 CFR 32 Part 157 in concert with DoD Manual 1000.13, Vol 1, implements the Federal Standards.

APPLICABILITY

This text applies to all DoD sponsored individuals who require CAC eligibility (or login and P/W if acceptable per contract) for: Physical access to DoD facilities or non-DoD facilities on behalf of DoD; Logical access to information systems (whether on site or remotely); or remote access to DoD networks that use only the CAC logon for user authentication, or access to sensitive and protected information. This applies to the Office of the Secretary of Defense (OSD), the Military Departments, the Office of the Chairman of the Joint Chiefs of Staff and the Joint Staff, the Combatant Commands, the Office of the Inspector General of the DoD, the Defense Agencies, the DoD Field Activities and all other organizational entities within the DoD (hereinafter referred to collectively as the "DoD Components").

Each contractor employee providing services at a Navy command under this contract is required to obtain a DoD CAC. Additionally, depending on the level of computer/network access, the contract employee will require a successful investigation as detailed below.

ACCESS TO FEDERAL FACILITIES

Per HSPD-12 and implementing guidance, all contractor employees working at a federally controlled base, facility or activity under this clause will require a DoD CAC. When access to a base, facility or activity is required contractor employees shall in-process with the Command's Security Manager (CSM) upon arrival to the command and shall out-process prior to their departure at the completion of the individual's performance under the contract.

START-UP PERIOD

All contractor resource onboarding documents must be submitted via the prime contractor. The prime contractor shall make all necessary preparations to assume full responsibility for productive performance as of the performance start date.

Definition of "productive":

a. Visit Authorization Request (VAR)

b. Contractor Information Sheet (CIS)

c. FD-258 Fingerprint Card

d. Completed Electronic Investigation (EQIP)

e. All contractor resource(s) must have an active Joint Personnel Adjudication System (JPAS) profile

f. Common Access Card (CAC)

Note (1): Invoicing by the contractor will begin as of the commencement of the performance period of services and no reimbursement will be paid by the government for efforts expended during the start-up period.

Note (2): Foreign Nationals are not allowed access to the functional/system side of Enterprise Resource Planning (ERP).

ACCESS TO DOD INFORMATION TECHNOLOGY (IT) SYSTEM

In Accordance With (IAW) Secretary of the Navy (SECNAV) M-5510.30, contractor employees who require access to Department of the Navy (DoN) or DoD networks are categorized as IT-I, IT-II, or IT-III. The IT-II level, defined in detail in SECNAV M-5510.30, includes positions which require access to sensitive information. Sensitive information includes information protected under the Privacy Act, to include PHI. All contractor employees under this contract who require access to Privacy Act protected information are therefore categorized no lower than IT-II. IT Levels are determined by the requiring activity's Command Information System Security Manager (ISSM)/Information Assurance Manager (IAM).

Contractor employees requiring privileged, or IT-I level access, (when specified by the terms of the contract) require a Single Scope Background Investigation (SSBI) or T5 or T5R equivalent investigation, which is a higher-level investigation than the National Agency Check (NAC) with Law and Credit (NACLC)/T3/T3R described below. Due to the privileged system access, an investigation suitable for High-Risk national security positions is required. Individuals who have access to system control, monitoring, or administration functions (e.g., system administrator, database administrator) require training and certification to Information Assurance (IA) Technical Level 1 and must be trained and certified on the Operating System (OS) or Computing Environment (CE) they are required to maintain.

Access to sensitive IT systems is contingent upon a favorably adjudicated background investigation. When access to IT systems is required for performance of the contractor employee's duties, such employees shall in-process with the Navy CSM and ISSM/IAM manager upon arrival to the Navy command and shall out-process prior to their departure at the completion of the individual's performance under the contract. Completion and approval of a System Authorization Access Request Navy (SAAR-N) form is required for all individuals accessing Navy IT resources. The decision to authorize access to a government IT system/network is inherently governmental. The contractor supervisor is not authorized to sign the SAAR-N; therefore, the government employee with knowledge of the system/network access required or the Contracting Officers Representative (COR) shall sign the SAAR-N as the supervisor.

The SAAR-N shall be forwarded to the CSM at least thirty (30) days prior to the individual's start date. Failure to provide the required documentation at least thirty (30) days prior to the individual's start date may result in delaying the individual's start date.

When required to maintain access to required IT systems or networks, the contractor shall ensure that all employees requiring access complete annual Cyber Awareness training and maintain a current requisite background investigation. The contractor's security representative shall contact the CSM for guidance when reinvestigations are required.

INTERIM ACCESS

The CSM may authorize issuance of a DoD CAC and interim access to a DoN or DoD unclassified computer/network upon a favorable review of the investigative questionnaire and advance favorable fingerprint results. When the results of the investigation are received and a favorable determination is not made, the contractor employee working on the contract under interim access will be denied access to the computer network and this denial will not relieve the contractor of his/her responsibility to perform.

DENIAL OR TERMINATION OF ACCESS

The potential consequences of any requirement under this clause including denial or termination of physical or system access in no way relieves the contractor from the requirement to execute performance under the contract within the timeframes specified in the contract. Contractors shall plan ahead in processing their employees and subcontractor employees. The contractor shall insert this clause in all subcontracts when the subcontractor is permitted to have unclassified access to a federally controlled facility, federally controlled information system/network and/or to government information, meaning information not authorized for public release.

CONTRACTOR'S SECURITY REPRESENTATIVE

The contractor shall designate an employee to serve as the contractor's security representative. Within three (3) workdays after contract award, the contractor shall provide to the requiring activity's Security Manager and the Contracting Officer, in writing, the name, title, address and phone number for the contractor's security representative. The contractor's security representative shall be the primary point of contact on any security matter. The contractor's security representative shall not be replaced or removed without prior notice to the Contracting Officer and CSM.

BACKGROUND INVESTIGATION REQUIREMENTS AND SECURITY APPROVAL PROCESS FOR CONTRACTORS ASSIGNED TO NATIONAL SECURITY POSITIONS OR PERFORMING SENSITIVE DUTIES

Navy security policy requires that all positions be given a sensitivity value based on level of risk factors to ensure appropriate protective measures are applied. Contractor employees under this contract are recognized as Non-Critical Sensitive [ADP/IT-II] positions when the contract scope of work require physical access to a federally controlled base, facility, or activity and/or requiring access to a DoD computer/network, to perform unclassified sensitive duties. This designation is also applied to contractor employees who access Privacy Act and PHI, provide support associated with fiduciary duties, or perform duties that have been identified as National Security Positions. At a minimum, each contractor employee must be a US citizen and have a favorably completed NACLC or T3 or T3R equivalent investigation to obtain a favorable determination for assignment to a non-critical sensitive or IT-II position. The investigation consists of a standard NAC and a FBI fingerprint check plus law enforcement checks and credit check. Each contractor employee filling a non-critical sensitive or IT-II position is required to complete:

· SF-86 Questionnaire for National Security Positions (or equivalent Office of Personnel Management (OPM) investigative product)

· Two FD-258 Applicant Fingerprint Cards (or an electronic fingerprint submission

· Original Signed Release Statements Failure to provide the required documentation at least thirty (30) days prior to the individual's start date shall result in delaying the individual's start date. Background investigations shall be reinitiated as required to ensure investigations remain current (not older than ten (10) years) throughout the contract performance period. The contractor's security representative shall contact the CSM for guidance when reinvestigations are required.

Regardless of their duties or IT access requirements, ALL contractor employees shall in-process with the CSM upon arrival to the command and shall out-process prior to their departure at the completion of the individual's performance under the contract. Employees requiring IT access shall also check-in and check-out with the Navy command's ISSM/IAM. Completion and approval of a SAAR-N form is required for all individuals accessing Navy IT resources. The SAAR-N shall be forwarded to the Navy CSM at least thirty (30) days prior to the individual's start date. Failure to provide the required documentation at least thirty (30) days prior to the individual's start date shall result in delaying the individual's start date.

The contractor shall ensure that each contract employee requiring access to IT systems or networks complete annual Cyber Awareness training and maintain a current requisite background investigation. Contractor employees shall accurately complete the required investigative forms prior to submission to the CSM. The CSM will review the submitted documentation for completeness prior to submitting it to the OPM; Potential suitability or security issues identified may render the contractor employee ineligible for the assignment. An unfavorable determination is final (subject to SF-86 appeal procedures) and such a determination does not relieve the contractor from meeting any contractual obligation under the contract. The CSM will forward the required forms to OPM for processing. Once the investigation is complete, the results will be forwarded by OPM to the DoD Central Adjudication Facility (CAF) for a determination.

If the contractor employee already possesses a current favorably adjudicated investigation, the contractor shall submit a VAR via the JPAS or a hard copy VAR directly from the contractor's security representative. Although the contractor will take JPAS owning role over the contractor employee, the Navy command will take JPAS "Servicing" role over the contractor employee during the hiring process and for the duration of assignment under that contract. The contractor shall include the IT position category per SECNAV M-5510.30 for each employee designated on a VAR. The VAR requires annual renewal for the duration of the employee's performance under the contract.

BACKGROUND INVESTIGATION REQUIREMENTS AND SECURITY APPROVAL PROCESS FOR CONTRACTORS ASSIGNED TO OR PERFORMING NON-SENSITIVE DUTIES

Contractor employee whose work is unclassified and non-sensitive (e.g., performing certain duties such as lawn maintenance, vendor services, etc...) and who require physical access to publicly accessible areas to perform those duties shall meet the following minimum requirements:

· Must be either a U.S. citizen or a U.S. permanent resident with a minimum of 3 years of legal residency in the U.S. (as required by the Deputy Secretary of Defense DTM 08-006 or its subsequent DoD Instruction (INST)) and

· Must have a favorably completed NACI or T1 investigation equivalent including a FBI fingerprint check prior to installation access.

To be considered for a favorable trustworthiness determination, the CSR must submit for all employees each of the following:

· SF-85 Questionnaire for Non-Sensitive Positions

· Two FD-258 Applicant Fingerprint Cards (or an electronic fingerprint submission)

· Original Signed Release Statements

The contractor shall ensure each individual employee has a current favorably completed NACI or T1 equivalent investigation or ensure successful FBI fingerprint results have been gained and investigation has been processed with OPM.

Failure to provide the required documentation at least thirty (30) days prior to the individual's start date may result in delaying the individual's start date.

* Consult with your CSM and ISSM/IAM for local policy when IT-III (non-sensitive) access is required for non-U.S. citizens outside the U.S.. *

**Alternative language which may be included as appropriate:

Contractor and all Contractor personnel with access to or responsibility for XXXXXX of this contract shall comply with DoD Directive 8500.1E IA, DoDI 8510.01 Risk Management Framework (RMF) for DoD IT, DoD Directive 5400.11 DoD Privacy Program, DoD 5200.2-R Personnel Security Program and HSPD 12.

X.1 Be CAC ready at the IT Level II prior to reporting for work.

X.2 At minimum, all contractor personnel must possess/maintain a favorable Tier 3 investigation: formerly a NAC with Local Agency Check and Credit Check (NACLC). This requirement is critical in order to access the database systems within NAVSUP. It is Contracting Companies; responsibility to ensure that 100% of the contractors have Tier 3 investigation/IT Level II. In addition, interim approval of clearances is not authorized.

X.3 Be citizens of the U.S.

X.4 If at any time, any contractor person requiring a CAC is unable to possess/maintain an adjudicated Tier 3 investigation, the contractor shall immediately notify the NAVSUP COR to coordinate removal of such a person from work under this contract.

X.5 Contractor personnel with access to or responsibility for nonpublic government data under this contract must comply with HSPD-12 Personal Identity Verification (PIV) issuance requirements, known as the CAC for NAVSUP.

* Consult with your Command Security Manager and Information Assurance Manager for local policy when IT-III (non-sensitive) access is required for non-US citizens outside the United States.

18.0 Points of Contact:

NPS Contracting Officer Representative (COR): Karey Shaffer, Program Manager, E: klshaffe@nps.edu, P: 831-656-2257

NPS Technical POC: Karey Shaffer, Program Manager, E: klshaffe@nps.edu, P: 831-656-2257

NPS Financial POC: Arlene Pulido, SPFA, E: avpulido@nps.edu, P: 831-656-2472

Revised June 2023