TRAINING SUPPORT DRAFT.docx

TRAINING SUPPORT

Contents

C.1 ADMINISTRATIVE INFORMATION

The purpose of this subsection is to provide general information, facility descriptions, mission statements, and definitions related to this specification and Federal Law Enforcement Training Centers (FLETC), Artesia, New Mexico.

Except for Government-Furnished Property (GFP), the Contractor shall furnish all personnel, supervision, management, equipment, materials, transportation, and supplies required to plan, schedule coordinate, and assure effective performance of all required services necessary to provide facility operational and student support services for FLETC, Artesia, New Mexico.

Unless otherwise stated in this description/specification/work statement, the normal business hours at FLETC shall be 0700 to 1700 (Monday-Friday).

The Contractor shall provide an on-site qualified contract manager (Project Manager) during the hours of 0700 to 1700 Monday through Friday, excluding Federal holidays, who will also be on-call 24 hours a day, seven days a week, to administer all services described in the following specifications, receive any complaints concerning the contract requirements, and rectify the causes of the complaints.

Electronic Data Interchange (EDI) refers to direct computer to computer exchange of data that is machine readable and can be processed using a public standard. FLETC is committed to the use of EDI to improve the quality and timeliness of program management data, establish consistent methods, and streamline processes and procedures. The preferred medium for delivery of reports, requests, and daily communication to the Government must be electronic and compatible with most current Microsoft products and uploaded to the Government TEAMS provided channel(s).

Any software provided by the vendor must be compatible with most current Microsoft products. Contractor shall ensure all personnel with reporting/communication requirements are trained and experienced with electronic interface and capable of communicating/reporting with the Government with this method.

C.1.1 Facility Descriptions and Mission Location FLETC is located at the corner of 13th street and West Richey Avenue at approximately the northwest corner of the City of Artesia, New Mexico. The city is located at the intersection of U.S. Highway 285 and 82.

Description FLETC encompasses approximately 2,620 acres of Government real property, including firearms ranges. The Facilities have limited access with controlled gates. The Contractor may experience a delay in entering the Facilities due to vehicles inspections, registrations, failure to present proper identification, non-use of seat belts, etc. No price adjustments will be made for any delays resulting from gate controls.

A representative listing of existing buildings, structures, and facilities is in Section J, Attachment 24.

Mission FLETC or “the Facility” is host to approximately 88 participating agencies/bureaus and responsible for providing certain core instructional law enforcement programs as well as a variety of support services. FLETC has on-facility housing for approximately 1800 students and occasionally houses additional students off facility in local motel/hotels. The Facility and participating agencies have a staff of approximately 500.

Scope Performance specifications describe the service to be performed as a result and provide to the Contractor quantities, limits, or areas that services cover. The Contractor shall be responsible for achieving the results described in the specification for, Project Management, Quality Control, Equipment and Uniform Issue, Recreational Support, Audio Visual, Educational Aide Support, and Role Players.

C.1.2 Projected Workload The projected workload for this contract is delineated in the form of historical data (see Section J Attachment 22) or an estimated number of occurrences in each paragraph. The workload volume is subject to the fluctuation in the number of students attending the various number and types of training programs. The Contractor is provided the Student Administration and Scheduling System (SASS), to download reports which, the Contractor shall use for verification of requirements.

The Government will provide access to the Contractor class schedules via the Student Administration and Scheduling System (SASS), which the Contractor shall use in projecting requirements under this contract. The Contractor is responsible for supporting any Government changes to the class schedule at no additional cost. The Government will attempt to provide the Contractor five (5) days advance notice of any changes to the class schedule; however, changes sometimes occur at the last minute and the Contractor will be responsible for those changes.

Work required supporting new or changed facilities, not included in Section B, will be added, as needed, by contract modification in accordance with the FAR 52.243-1 Changes-Fixed Price Clause in Section I.

C.1.3 References and Technical Documents The Government will furnish all required forms and publications in Section J; publications including FLETC Traffic Regulations, Lock & Key Management Program, and Environmental and Safety Requirements.

The Contractor shall maintain a technical library of all technical data related information to the services specified in the contract. The library will include such items as; FLETC directives, applicable Government publications and regulations, specifications, change orders, and trade reference materials. The Contractor shall maintain technical and reference materials and date supplied for the entire period of performance. The Contractor shall order, maintain, and update the publications and forms provided. The Contractor shall ensure that equipment manuals and other appropriate technical data are obtained as the materials become available.

All documents obtained and collected during the performance of this contract shall remain the property of the Government. When supplements or amendments to existing publications are issued, the Contractor shall immediately implement those changes, which result in a decrease, or no change in the cost of performance under this contract. Before implementing a change that will result in an increase in price, the Contractor shall submit to the CO a request for equitable adjustment (REA) within twenty (20) calendar days following receipt of the change by the Contractor. Failure of the Contractor to submit an REA within twenty (20) calendar days following receipt of the change implies concurrence with the changes at no additional price.

C.1.3.1 Abbreviations, Acronyms and Definitions Abbreviations, Acronyms and Definitions used throughout this document are defined in the Abbreviations, Acronyms and Definitions in Section J – Attachment 1.

C.1.4 Government Furnished Facilities, Equipment and Property (GFE and GFP) The Government shall provide, without cost, the facilities, equipment, and materials listed in Section J, Attachments 23. The listing of GFP, GFE, and facilities shall not be construed as being sufficient or adequate to meet the requirements of this contract. The Contractor shall provide any additional facilities required. Land, facilities, and utilities provided by the Government shall be used only for performance of work related to this contract. The Contractor shall not construct any new building facilities or structures on Government property nor make any structural changes or alterations on the provided buildings without the express written approval of the Contracting Officer (CO). Structural repairs required during the term of the contract shall be reported to the COR for appropriate action. The Contractor shall reimburse the Government for repairs not attributable to fair wear and tear. FLETC parking is extremely limited, with Government staff and students having priority, the Government will designate areas for Contractor staff parking after award-lack of sufficient parking space does not relieve the Contractor from being fully staffed and available for the support required.

The Government will furnish the Contractor available space for the storage of an inventory of bulk supplies, replacement parts, and the equipment, which is to be used in the performance of work under this contract. The Government will determine what space is available. Cited storage facilities shall be used exclusively for the purpose of this contract only. The Government will provide cleaning of lobby (spaces utilized by students, staff, and contractors) and bathrooms. The Contractor shall be responsible for cleaning and sanitizing their occupied area(s) of the buildings as required by industry standards. Contractors shall utilize materials and supplies which comply with the Government’s Greening Initiatives. Safety Data Sheets (SDS) of cleaning and sanitizing supplies shall be submitted to the CO for approval prior to products being obtained for use on Center. The Contractor shall dispose of all trash in the nearest appropriate refuse container. This includes the trash located adjacent to the building(s) entrance(s) (up to twenty (20) feet), The Government will be responsible for dumpster pick up. All Contractor spaces shall be maintained in a neat and orderly condition. The Government will not be responsible for damage or loss to the Contractor’s stored supplies, materials, replacement parts, or equipment. This storage space may not be adequate to meet the requirements of this contract.

The Government shall provide one (1) computer, monitor, keyboard, and mouse in the PM office, Bldg. 2 Uniform Issue, Bldg. 2 Equipment Issue, Bldg. 8 Equipment Issue and two (2) for the Educational Aides and two (2) for Role Player Coordinator/Scheduler. The Educational Aids will have access to a multi-functional printer/scanner provided by the Government.

Breaks by Contractor employees shall not be taken in any Government staff or training areas. Contractor employee breaks shall not disrupt Government business, training, or staff areas, or other Contractor’s business or assigned areas.

At the beginning of the contract, the Contractor shall acknowledge in writing to the Inventory Management Specialist an inventory and receipt of all Government furnished accountable property and non-accountable property; a copy of the acknowledgment shall be furnished to the COR. The Contractor shall appoint a property custodian and back up custodian to maintain and manage Government furnished property, perform routine inventory checks, and manage the Government provided inventory database (currently Sunflower) for property provided in Attachments in Section J. There are currently 4 separate accountable property lists associated with the Training Support Services. The Contractor shall inventory such equipment as firearms and radios a minimum of every thirty days (however, see the Firearms requirement in Section C.3.3 for further guidance) and all others on an annual basis. The Contractor shall assist in identifying excess, obsolete, or worn-out GFP by promptly initiating a form FTC-ADM-44 "Survey Report" (Sample in Section J Attachment 28) and submitting it to the COR. The Contractor shall notify the COR and Property Administrator for verification and removal of excess/surveyed property.

Note: During the Phase-in and Phase-out period, the incoming and outgoing contractor with Government representatives present will conduct joint inventories.

GFP shall be managed in accordance with the guidelines set forth in the GFP clauses of this contract. The Contractor shall provide an updated quarterly listing for office supplies to the COR. The Contractor listing shall include:

· FLETC Bar Code and Nomenclature

· Value Upon completion of this contract, the Contractor shall submit, in a form acceptable to the Contracting Officer, inventory schedules covering all items of Government property not consumed in the performance of this contract.

The Contractor shall furnish all consumable supplies except for those specifically identified in the contract as Government furnished. The Contractor shall order consumable supplies and equipment specified as Government supplied using normal procurement ordering procedures and forms. Contractor Purchase Requisitions must be approved by the COR and CO (See C.2.3.4 for ordering guidelines and instructions).

Any Government property going off FLETC (for example, equipment calibrations, equipment repairs, etc.…), requires a temporary hand receipt. The Contractor shall prepare FTC-ADM-80 “FLETC Inventory Control Form” (Sample in Section J, Attachment 27), when required and provide a copy to the COR. Once the property returns to FLETC, notification of return and the condition of property shall be provided to the COR in writing.

Damage to Government property resulting from Contractor’s work or negligence shall be repaired or replaced by the Contractor at no cost to the Government.

C.1.5 Contractor Furnished Property The Contractor shall provide all collateral office furniture and equipment such as desks, file cabinets, calculators, computers, typewriters, copy machines, consumables, and general office supplies. The Contractor shall be responsible for providing all facilities, equipment and materials not provided as GFP, as necessary to fulfill the requirements of the contract.

The Contractor shall furnish everything required to perform the work prescribed within this specification, except for those items specifically stated to be Government furnished (See Section J). All items are subject to inspection for compliance with all existing safety and health standards. Contractor’s equipment shall be of a size and type suitable for accomplishment of the various types of work described. At all times equipment shall be in operating condition as designed by the equipment manufacturer.

The Contractor shall ensure that all equipment, tools, and cleaning gear not in actual use are stored in designated storage areas in such a manner to ensure the safety of both Government and Contractor personnel.

All electrical equipment shall be third wire grounded or double insulated and equipped with 3-conductor electrical cord, which is approved and properly rated by the Underwriters Laboratory, Inc.; permanently attached to the machine; and equipped with proper fittings to operate form corridor or office outlets. Electrical equipment shall not exceed the rated capacity of the circuits from which they are operated. No Government equipment shall be unplugged from receptacles to accommodate Contractor equipment.

The Contractor shall maintain safe and efficient offices, vehicles, shops, warehouses/storerooms, and outdoor areas to be clean, orderly, and clutter free always. Contractor staff shall ensure supplies and tools are stowed in a manner to prevent them from becoming fall, trip, or unsanitary hazards both during and after use.

Equipment, tools, and gear used by the Contractor shall be subject to inspection by the Government. The Contracting Officer may reject use of equipment, vehicles, tools, and gear determined to be in non-compliance with the requirements of this specification.

Unless specified otherwise in this specification, the Contractor shall furnish all materials and supplies required to perform the work prescribed in this contract.

Samples of all materials and supplies shall be submitted to the Government for approval prior to start of work. New, changed, or substituted materials or supplies shall be submitted and approved by the Government prior to being used. No materials or supplies shall be used which will cause damage to equipment, facilities, or other items being cleaned. Materials and supplies which do not fully comply with FLETC Safety Regulations, or which are of a highly caustic or toxic nature, shall not be used or permitted in any building or areas covered by this contract. An inventory of all hazardous materials intended for use under this contract, and their respective SDS, shall be submitted IAW the Facility Hazardous Material and Waste Management Plan (HMWMP) for approval by the Facility FLETC Environmental Specialist.

Hazardous Waste Material Management-All Hazardous Material acquisitions, receiving, distribution, storage, and accountability shall be accomplished in accordance with FLETC-OAO HWMP provided in Section J, Attachment 14.

The Government acquires trash containers and removal services from the City of Artesia. As part of the acquired services, the city provides city owned containers that are placed strategically throughout the Facilities for the collection of trash resulting from Government operations and training, and student residents/household activities. Note that in every instance recycling is the preferred method of disposal.

All Hazardous and Universal Waste generated by the contractor shall be managed and disposed of in accordance with FLETC-OAO HWMMP (refer to C.2.1.10).

C.1.6 Lost and Found Property Lost and Found Property shall be placed in a contractor furnished bag along with identification information including the name of the owner (if known), location property was found, and date found. Property shall be held by the Contractor for five (5) business days, if the property is not claimed on the sixth (6th) business day, the Contractor shall deliver the property to the Government (destination and point of contact to be determined after contract award). This includes property found in any vehicles, locker rooms, classrooms, training venues, etc.… Lost and Found property does not include perishable items or consumables (i.e., foods, travel size toiletries, empty boxes, etc.…).

C.1.7 Contractor Personnel Requirements The Contractor shall employ responsible and competent personnel that can meet and perform the requirements of this contract and ensure services are continued without disruption to students or staff. The Contractor shall be able to respond immediately to a variety of work request/work orders and trouble calls involving multiple trades. The Contractor shall employ persons able to speak, read, write, and understand English fluently for those positions interacting with Government personnel and customers in the performance of this contract. Contract employees shall wear distinctive uniform clothing for ready identification and shall ensure every employee wears their Government always provided badge/card above the waist and below the neck. Uniforms shall be clean, neat, without holes, rips, or large stains. Pant/slacks shall not be ripped or with holes. The CO shall approve uniforms prior to the start of the contract; colors shall not match those of students (royal blue or red).

The Contractor shall ensure that Contractor personnel operating vehicles shall possess a valid State Driver’s License with the correct endorsement for the vehicle size and type to be driver. The Contractor shall ensure annually that each employee has a relevant and current driver’s license.

The Contractor shall ensure all employees are courteous and conduct themselves in a professional manner at all times. Cellular phones and other electronic devices shall not be utilized during business hours unless they are in specific use for work described within this scope or during designated break and lunch periods.

Contractor shall ensure all personnel with reporting/communication/data entry requirements are trained and experienced with electronic interface and capable of communicating/reporting with the Government with this method.

If electronic databases/software’s become damaged, inoperable, offline, etc.…, the Contractor shall ensure all transactions, reports, logs, and collections are performed manually until electronic interfaces are corrected/restored (i.e., issue cards, inventory spreadsheets, etc.…).

The Contractor shall be responsible for creating, maintaining, and disposing of only those Government required records that are specifically cited in this PWS or required by the provisions of mandatory directives, state or local directives, accreditation requirements, or general reporting requirements. If requested by the Government, the Contractor shall provide the original record or a reproducible copy of any such record within five (5) business days of receipt of the request.

C.1.7.1 Key Personnel

NOTE: Contractor shall structure his workforce to the level of work stated within these specifications.

Leads or additional key personnel, shall be able to read, write, speak, and understand English and shall be capable and experienced in the type of work they are assigned under this contract, possess EDI skills, be physically able to perform their assigned work and shall be free of communicable disease(s). These positions shall be available to the Government during business hours and have the ability to communicate with the COR or CO.

C.1.7.2 Project Management The Contractor shall submit a resume for project management personnel and any proposed replacements. Project Management shall maintain communication with the Government during normal duty hours and after hours for emergencies.

These personnel shall be subject to the Contracting Officer’s approval. The Project Manager and Assistant Project Manager must meet the minimum requirements as follows:

1. Project Manager

a. The on-site Project Manager (PM) shall have previously had experience (a minimum of one (1) year) as a PM on similar size Federal Contracts.

b. Demonstrated experience and working knowledge typical of work under this contract (for example, Scheduling, Inventory, Issue, Role Players, etc.…).

2. Alternate Project Manager

a. The on-site Alternate Project Manager (APM) shall have previously had experience (a minimum of one (1) year), as an APM on similar size Federal Contracts or equivalent (i.e., Quality Control, Operational Management of Federal contracts).

b. Demonstrated experience and a working knowledge typical of work under this contract (for example, Scheduling, Inventory, Issue, Role Players, etc.…).

The Project Manager and Alternate(s) shall have the authority to speak for and act for the Contractor in all matters related to providing services under this contract. This delegation of authority includes but is not limited to all matters concerning the day-to-day effective operation of Student Support services such as personnel supervision, training, purchasing, and cost controls.

A designation letter shall be included with the resume(s) and cite any limitations to the Project Manager’s/Alternate Project Manager’s ability to bind the Contractor to changes, purchases, or adjustments. The letter shall site specific dollar levels PM and APM may bind the contractor to.

The Project Manager shall be always on-call and available when not on duty. The Contractor shall provide the CO, in writing, the name(s) of the designated on-site PM and APM(s) who shall act for the Contractor when the PM is absent, the telephone number(s) where contact may be made at all times and the assigned normal area of responsibility.

NOTE: Either the PM or APM(s) shall be on site at FLETC during all times when work is being performed. During normal duty hours, the Project Manager or Alternate(s) shall be available within thirty (30) minutes notice to meet on the Center with Government personnel designated by the Contracting Officer to discuss contractual issues. After normal duty hours, the Project Manager or designated Alternate shall be available on-Center within two (2) hours.

The Project Manager and Alternate(s) shall be able to read, write, speak, and understand English and shall be capable and experienced in the type of work they are assigned under this contract, be physically able to perform their assigned work and shall be free of communicable disease(s).

C.1.7.3 Quality Control Technician (QCT) Prior to assignment to the contract, the Contractor shall submit a resume for a Quality Control Technician and any proposed replacements. These personnel shall be subject to the Contracting Officer's approval.

1. The Quality Control Technician (QCT) shall have previously had a minimum of one (1) year QC/lead technician experience utilizing formal QC systems/processes in industry and/or business related to functions to be performed under this requirement (For example: Scheduling, Inventory, etc.…). (Note that the QCT may perform other duties under the contract, e.g., safety officer and Environmental Coordinator if quality control is maintained).

2. The QCT shall be able to read, write, speak, and understand English and shall be capable and experienced in the type of work as assigned under this contract, be physically able to perform their assigned work and shall be free of communicable disease(s). A monthly QC report shall be due the third (3rd) business day of each month and given to the COR. Report should show all areas inspected, findings, the solution and/or recommended solution to correct the problem, and the date problem was corrected or the status.

C.1.8 Specifications Performance specifications describe the service to be performed as an-end-result and provides to the Contractor quantities, limits, or areas that the service covers. The Contractor shall be responsible for achieving the results described in the specification. Furthermore, as this is performance specification, and the Government will measure the result and not effort or level of effort, there is no required answer or preferred approach as to staffing levels and Offeror’s are free to propose staffing levels as they see fit to take advantage of efficiencies, and different approaches.

C.1.8.1 Phase-In (CLIN 0001) A phase-in period is required for the Contractor to become familiar with the required work and services and participate in the inventory of Government Furnished Property. The Government requires a minimum two-week phase-in period.

The Contractor shall:

· Review and update the all issue, class start, graduation, role player schedules for incumbent and incoming classes by the end of the phase-in.

· Inspect the condition of all equipment and systems for which the Contractor will assume responsibility.

· Review work order history and inventory.

C.1.8.2 Initial Inspection The Contractor and the COR or designee(s) shall make a complete and systematic initial inspection together during the startup or transition phase of the contract that shall include all mechanical, electrical, equipment utilized for the performance of this work.

The Contractor shall submit an initial deficiency list report not later than sixty (60) days after award of the contract to the CO or designee. Deficiencies discovered after the submission of the initial deficiency list report will not be considered pre-existing for purposes of this contract, unless equipment is operational and cannot be secured and inspected. Any piece of equipment or system that cannot be inspected must be highlighted at the beginning of the deficiency list stating why it cannot be secured and inspected.

When an existing deficiency is corrected, the Contractor assumes full responsibility for the subsequent repair of the item as covered under the terms of this contract.

C.2 PROJECT MANAGEMENT

This section specifies the plans required to be submitted, the types of support requirements, miscellaneous information and security of rooms and spaces.

C.2.1 Required Plans Plans called out below are to be submitted as specified in the individual subparagraphs, each plan shall be specific to Artesia, NM.

C.2.1.1 Service Plan A Service Plan is a detailed description of the Contractor's intended plan for accomplishing work and is used to ensure that the Contractor has developed sufficiently responsive and cost-effective procedures to deliver adequate service(s). A Service Plan also serves as a basic information and reference document describing the methods, procedures, and controls that the Contractor intends to use in providing the required services. The Contractor shall submit a Service Plan at the time of proposal for Contracting Officer approval and within 30 days after the exercise of the option to renew and whenever the methods, procedures, or controls used are changed by the Contractor. The Contractor shall comply with the approved Service Plan unless a new Service Plan is submitted and approved by the CO. In any circumstance in which the contract specifications conflict with the Service Plan, the contract specifications shall take precedence (contractor format of the Service Plan is acceptable).

C.2.1.2 Quality Control (QC) Plan In accordance with the "FAR 52.246-4 INSPECTION OF SERVICES-FIXED-PRICE" Clause, the Contractor shall establish and maintain a complete Quality Control Program (QCP) that is acceptable to the Contracting Officer, to assure the requirements of the contract are provided as specified.

The QCP (also, see Section L.9 for QC Plan requirements) is to be submitted with the Technical Proposal for review. Also, no later than five (5) days after Notice of Award, two (2) copies of the complete QCP shall be provided to the Contacting Officer for final review and approval. An updated QCP shall be provided to the Contracting Officer no later than 15 days after start of option years, and again as changes to the program are requested, reviewed, and approved.

1. The program shall include, as a minimum:

a. A quality control inspection system covering all services included in the contract. It must specify areas to be inspected on either a scheduled or unscheduled basis or how inspections are to be conducted.

b. The name(s) of the individual(s) tasked to perform the quality control inspections, their qualifications, and the extent of their authority.

c. A method for identifying deficiencies in the quality of services performed and for taking corrective action before the level of performance becomes unsatisfactory.

d. A customer complaint feedback system, for correction of validated complaints and to inform the customer of corrections. At a minimum, the Customer Complaint System shall contain procedures for the customer to file complaints with the Contractor, forms to be utilized by the customers, procedures for investigation of the complaint and feedback to the customer and the Government on the results and actions taken on the complaint.

e. Procedures for written and verbal communication with the Government regarding the performance of the contract.

f. Specific surveillance techniques for each contract service identified in the Performance Requirements Summary (PRS) (See PRS - Section E Technical Exhibit).

2. The Contractor file of all Quality Control Inspections, inspection results, and any corrective action shall be the property of the Government. The file shall be turned over to the Contracting Officer within ten (10) calendar days after completion or termination of the contract.

3. The parties to this contract agree that the Contractor, because of the contractual obligation to supervise the personnel furnished and oversee the quality of their performance, shall be conclusively presumed to have actual knowledge of work not performed, and that therefore a written notice shall not be a prerequisite for reducing payment or assessing liquidated damages for non-performed service(s).

C.2.1.3 Disaster Preparedness Plan

NOTE: The Government must plan, how it will meet mission requirements in the event of mobilization, natural disaster, or labor disputes. The Government must be able to react to such events without undue delay. Sudden or unusual events could result in a great impact upon Contractor performance and contract requirements.

1. In the event of warnings of impending disaster situations such as severe weather, terrorism, acts of war, severe fire, etc., the Contractor may be required to provide additional services to protect Government property and personnel.

2. No later than five (5) calendar days after award notification, or as otherwise directed by the Contracting Officer, the Contractor shall submit a Disaster Preparedness Plan to the Contracting Officer. This plan shall outline the Contractor’s procedures for meeting contract requirements under the following circumstances:

a. Natural disasters such as severe weather, major incapacitating storms, floods, and earthquakes,

b. Labor disputes and strike,

c. Mobilization or sudden buildup of students and Government personnel,

d. Evacuation of students as well as returns,

e. Pandemics (i.e., “swine” or “bird” flu, etc.),

f. Shutdown of FLETC for any reason.

3. The Contractor’s Disaster Preparedness Plan shall include procedures for maintaining Contractor personnel on site to continue essential services up until any necessary evacuation takes place and for returning necessary personnel to the work site on a prompt basis for any services required to return the Center to operational status. The minimum elements of the contingency plan shall consist of:

4. Minimum staffing requirements,

5. Designated staff positions for remaining on-site until evacuation,

6. Replacement or supplemental staff to meet emergency requirements,

7. Safeguarding Contractor personnel who remain until evacuation time,

8. Maintaining supply lines, or obtaining emergency supplies,

9. Continuing essential services in the event of equipment damage or disruption of utilities and/or water supply,

10. Maintaining a list of evacuation destinations,

11. Contact information for recall of all essential personnel for post disaster services,

12. Procedures for rescheduling postponed services.

13. The Contractor shall initiate these emergency services based on a verbal Notice to Proceed (to be followed in writing within 72 hours) from the Contracting Officer. The Government will equitably compensate the Contractor for such services rendered under this contract. The Government reserves the right to take over or supplement performance of these services. The Contractor agrees, under such circumstances, to permit the Government to use any essential Contractor-furnished property. The Government will equitably compensate the Contractor for use of such property.

C.2.1.4 Key Control Plan Keys to include keyless entry cards or other similar control devices will be issued to the Contractor as appropriate. The Contractor shall receive service and account for all keys issued for use in the performance of this contract. The Contractor shall develop a system of key control and submit the written plan for the CO’s approval five (5) days prior to contract start. This plan shall become a part of the quality control plan. The Contractor’s plan shall ensure that all keys and lock combinations issued to the Contractor by the Government are not lost, misplaced, or used by unauthorized persons.

Neither the Contractor, nor any Contractor personnel, shall duplicate or fabricate any Government key in its custody. Should replacement be required, the Contractor shall submit a WRITTEN REQUEST to the COR. The Contractor shall report loss or unauthorized duplication of Government issued keys to the COR/CO or his/her designated representative within 48 hours of learning of the loss or duplication by Contractor and subcontractor personnel.

The Contractor shall control access to all Government provided lock combinations to preclude unauthorized entry. The Contractor shall immediately notify the COR when lock combinations have been compromised.

Should the security of a facility become compromised by the loss of a key by Contractor personnel, the Contractor shall be responsible for replacement cost for rekeying of locks or lock replacements as determined appropriate by the CO. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced and replacement cost borne by the Contractor.

Contractor employees shall not allow anyone the use of any Government key in their possession. They shall not open locked rooms or areas to permit entrance by persons other than Contractor personnel performing assigned duties. Any room unlocked by Contractor at the start of work shall not be left unattended during the service process and shall be re-locked by Contractor personnel after completion of their service duties.

C.2.1.5 Property Control Plan Upon commencement of work, the Contractor shall implement a Property Control Plan for the management of all GFP and GFE in their possession under this contract. Within fifteen (15) days from date of award, two copies of the property control plan shall be submitted, in writing, to the Contracting Officer for approval. The requirement for a property control plan shall be included in all subcontracts. The Contractor shall provide updated/revised copies to the Contracting Officer five (5) business days prior to any planned change (subject to Government acceptance).

The Contractor’s property control plan shall:

1. Address overall GFP and GFE management and administration.

2. Contain methods of verbal and written communication with the Contractor’s representative and the Government

3. Contain specific security and surveillance techniques/procedures for the accounting, utilization, protection, storage, and disposal of GFP and GFE

4. Contain detailed security violation reporting procedures.

5. Designate direct accountability to the Contractor’s top management.

C.2.1.6 Drug Free Workplace Plan Within fifteen (15) days prior to contract start date, or as otherwise directed by the CO, the Contractor shall submit a Drug Free Workplace Plan to the CO for approval. This plan details the Contractor’s plan for identifying drug abusers and eliminating drug users for positions that involve health, safety, and security. The Government will not pay for the testing of Contractor employees for controlled substances.

C.2.1.7 Environmental Protection Plan The Contractor shall establish and implement a site-specific Environmental Protection Plan (EPP) for the execution of this contract. The EPP shall comply and may incorporate by reference existing DHS and FLETC plans, policies, or procedures pertaining to sustainability and resiliency, hazardous material and waste management, recycling operations, and integrated pest management, and be site specific. The EPP shall also address the requirements of all applicable Federal, State, and local laws, regulations, and executive orders requiring compliance with pollution standards, and efficient federal operations. The EPP shall be prepared to serve as a resource or reference document for employees, which provides guidance for the minimization of pollutant discharges, and to lesson to the greatest extent practical all other environmental impacts that might occur during the execution of services required of this contract. The Contractor shall prepare and submit the EPP to the CO thirty (30) days after the contracts start date for approval. Changes to the EPP shall be submitted to the CO ten (10) days prior to implementation of the change for approval.

C.2.1.8 Safety Plan The Contractor shall develop and submit a site-specific Safety Plan at least fifteen (15) working days prior to contract start date for approval, or as otherwise directed by the CO, delineating processes, and procedures the Contractor shall use to prevent accidents and preserve the life and health of Contractor and Government personnel and that protect work and Government property. The Contractor shall implement and maintain a Safety Program based on the Safety Plan at contract start date. The Contractor Safety Program shall fully comply with the provisions of Federal, State, and local regulations and FLETC’s directives. In cases where standards conflict, the stricter provision shall apply. The Contractor shall update the plan as changes occur and shall submit a copy of the proposed plan to the CO ten (10) days prior to the proposed effective date of the updated plan for approval.

C.2.1.9 Fire Prevention and Protection Plan The Contractor shall establish and maintain a comprehensive Fire Prevention and Protection Plan IAW 29 CFR 1910.39. The plan shall complement FLETC’s Fire Protection Program. The Contractor shall implement the plan in each Government-furnished and Contractor-operated facility. The final plan shall be submitted to the CO for approval fifteen (15) days prior to contract start date, or as otherwise directed by the CO. The Contractor Fire Prevention and Protection Plan shall be implemented on the contract start date. The Contractor shall update the plan as changes occur and shall submit a copy of the proposed plan to the CO for approval thirty (30) days prior to the proposed effective date of the updated plan.

C.2.1.10 Hazardous Material Spill Plan The Contractor shall develop a detailed site-specific spill plan with site map for each facility that stores hazardous materials/waste in accordance with Attachment 15, Spill Prevention, Control and Countermeasure (SPCC) and Attachment 13, Occupational Safety and Health Program (FD-FM 70-09). The plan shall be submitted to the CO for approval CO thirty (30) days after the contracts start date for approval. Changes to the Hazardous Material Spill Plan shall be submitted to the CO ten (10) days prior to implementation of the change for approval. The Contractor shall submit updates to the CO for approval at least three (3) days prior to implementation of such updates, unless the updates are required immediately for safety or to avoid injury or damage; in such an event, the updates may be implemented immediately and furnished to the CO for review and approval.

C.2.2 Reception The Contractor shall operate and maintain a telephone desk/work reception function during the core business hours of 0700 to 1700 Monday through Friday, excluding Federal holidays, to receive and process work requests in support of the requirements delineated within this Specification. Note that certain requirements (i.e., role player services) may require support after 1700, on Federal holidays and/or weekends – a contact/trouble line number shall be provided for the Government to contact the Contractor for any schedule changes and ad hoc requirements. A singular “After Hours” contact call number shall be provided for any requirements after core business hours (1700-0700 Monday through Friday, including Federal holidays and weekends).

C.2.3 Schedules, Purchasing, and Work Control The Contractor shall review Government provided training schedules for required support.

C.2.3.1 Work Control The Contractor shall schedule all work in accordance with the training schedules or as specified within this Scope. Perform all work so as not to cause interference with Government work or work being performed by other Contractors. All work schedules/requests shall be available for the Government to review upon request.

C.2.3.2 Indefinite Delivery/Indefinite Quantity (IDIQ) Work-Service Contract Work Requests (SCWR) As directed by the CO, The Contractor shall perform work other than as specified in the Sections as described in this PWS, as scheduled, routine, or already established work that is covered under the Firm-Fixed Price (FFP). Work may be tasked in various requirements; Issue, Training Support, etc.…; additional support in relation to other contracts; and other services related to complying with any regulatory compliance requirements not currently specified as being performed under this PWS. In the event IDIQ work is requested, the Contractor shall initiate the form FTC-ADM-61 “Service Contract Work Request” a sample in Section J, Attachment 18 and provide a proposed cost for equipment, parts, materials, etc.… These shall be written and, upon approval by the CO, scheduled for completion. Only the CO may initiate oral requests (i.e., hazardous/safety issues need immediate response, damage to Government property may be exacerbated if not responded to in a timely fashion, etc.…). Oral requests will be confirmed by issuance of a written SCWR within two (2) business days. It is expected the Contractor will complete SCWR’s within core business hours. On a case-by-case basis, if Over-time (OT) is required, only the CO is authorized to approve OT. The Contractor shall submit the reasoning and rational for proposed labor hours justifying OT to the CO.

Profit will be allowed on new work not considered as part of the FFP. Profit on SCWR’s shall not exceed the Contractor’s proposed profit percentage under the FFP.

C.2.3.2.1 SCWR Process Form FTC-ADM-61 shall be utilized for the work after receipt of work request, email, or phone call, or as otherwise directed by the CO, The form FTC-ADM-61 shall address the following, as applicable:

· Description of work or service.

· Material pricing (three (3) quotes shall be submitted if applicable).

· Description of proposed equipment (three (3) quotes shall be submitted, if applicable).

· Price for rental rate of equipment (three (3) quotes shall be submitted, if applicable).

· Number of hours per employee, per trade (when OT is proposed); and

· Labor rate per contract (when OT is proposed).

The COR will evaluate the Contractor’s submitted FTC-ADM-61 form and deem is technically acceptable and submit to the CO for authorization. If SCWR is found unacceptable, it will be returned to the Contractor and the Contractor shall correct and resubmit within two (2) working days. The Contractor’s estimate will be evaluated to determine if: (1) the scope has been clearly and accurately identified, and (2), equipment and material estimates are reasonable and properly documented. If additional information is requested by the Government regarding the cost estimate, the Contractor shall respond within twenty-four (24) hours to the request for additional information.

Each SCWR shall be on a bilateral basis and negotiated independently, if necessary, After receiving CO’s authorized approval, work shall commence.

C.2.3.3 Unforeseen Conditions If during work, the Contractor encounters unforeseen conditions which impact the work, completion time or cost and which could not be evaluated during the initial estimating procedures, the Contractor shall not proceed without CO authorization.

The Contractor shall:

· Estimate the change for the unforeseen condition only (if needed); and

· Prepare a modified estimate for the total job as revised (if applicable).

· The Contractor shall, after review of the estimate by the COR and approval of the CO:

· Follow the procedures in C.2.3.2.1.

C.2.3.4 Purchasing/Replenishment When replenishment of supplies/equipment or services are required to be initiated by the contractor for the Government, (i.e., office supplies, uniforms, equipment, sub-contracted services, etc.…), The Contractor shall utilize the Government Purchase Card (DHS Form 1501) for services up to “$10,000 (equipment and supplies under $10,000), and shall utilize FTC-ADM-1A “FLETC Purchase Requisition” for services over $10,000 or supplies over $10,000. These forms shall include all vendor information, date of request, date of needed service or supply, accurate stock numbers, quantities, and prices. Forms shall be submitted electronically to the COR for coordination. Supporting documentation shall also be forwarded to the COR (i.e., pricing, photos, item description, etc.…). FTC-ADM-1A or DHS Form 1501 (Section J-Attachments 16 and 17).

NOTE: Purchase Requisitions (FTC-ADM-1A) for supplies or equipment require procurement lead time of up to ninety (90) days, the Contractor is required to ensure supply levels are not impacted due to lack of current inventory checks and upcoming needs. End of year purchasing historically begins in June for remaining year requirements.

C.2.3.5 Meetings, Conferences, and Briefings The Contractor shall attend, present, participate in, compile data for, furnish input and prepare minutes for scheduled and unscheduled meetings, conferences, and briefings/training that relate to the contracted functions and services as required by the CO to provide effective communication and impart necessary information. The Contractor shall participate in meetings with installation customers, Federal, State, and local agencies and their representatives, and other contractors as required by the CO or COR. These meetings may include both on-site and off-site meetings and the frequency may be weekly, monthly, or as otherwise required. Meetings may start or end outside of core duty hours. The Contractor shall prepare minutes, as directed by the CO to the CO or the COR within two business days after the meeting.

C.2.4 Security Contract employees shall not open locked rooms or areas to permit entrance by persons other than the COR, FLETC Security, and other custodial employees performing assigned duties in accordance with this contract. All rooms found locked shall not be left unattended during the cleaning/service process and shall be re-locked by Contractor personnel after completion of duties. At the conclusion of the services provided in unoccupied spaces outside normal working hours, the Contractor shall extinguish all lights, close all windows, and perform other functions normally required to conserve utilities and prevent damage to Government property. Each facility shall be checked by the Contractor’s supervisor prior to service performance to ensure security of the facility is maintained and appropriate lights are extinguished.

No employees or representatives of the Contractor or any subcontractor shall be admitted to the work site unless all security clearance requirements have been properly satisfied. All Contractor and Subcontractor employees performing work at FLETC will be required to provide all information necessary to enable the Center to complete a background check through the National Crime Information Center (NCIC). The Contractor is advised that background checks may take four (4) to six (6) weeks to accomplish. See Attachments 2-12 for background clearances.

The Contractor shall…