70Z03822QS0000012 - Attachment 2 - SOW.docx

STATEMENT OF WORK

Automated Weight and Balance System

70Z03822QS0000012

Attachment 2

STATEMENT OF WORK

Automated Weight and Balance System

Prepared by:

United States Coast Guard, Aviation Logistics Center, Operations Division 1664 Weeksville Road Building 79 Elizabeth City, NC 27909

Table of Contents

1.0 General

1.1 Background

The United States Coast Guard (USCG), Aviation Logistics Center (ALC), Operations Division (OPS), located in Elizabeth City, North Carolina has a requirement for an automated weight and balance system (AWBS) that includes integrated aircraft specific Automated Form F (AFF) for generating flight clearance forms.

1.2 Scope

The USCG requires engineering research, development, technical services, support, sustainment, configuration management, and program management to ensure system integrity, mission readiness, sustainability, reliability, and maintainability of the AWBS and AFF. The AWBS software sustainment shall include software upgrades, maintenance, software training, software server hosting services, and software help desk support. The AFF software sustainment and developing shall include upgrading the current Long Range Surveillance (LRS) and the development of AFF’s for USCG aircraft as identified in this Statement of Work (SOW).

1.2.1 Objective

The objective of this requirement is to procure AWBS software sustainment to include software upgrades and maintenance, software training, software server hosting services, and software help desk support. This will enable the USCG to utilize current and updated AWBS software. This effort will also upgrade and sustain the current LRS AFF, which is no longer certified. Additionally, this effort will also design, develop, field, and sustain new software AFFs for the Medium Range Recovery (MRR), Short Range Recovery (SRR), Medium Range Surveillance (MRS) airframes as well as others as identified in this SOW.

2.0 Applicable Documents

2.1 Government Documents

All work is in accordance with (IAW) ALC specifications/directives and process guides which may reference documents from other Government agencies as well as industry.

· Joint Service Technical Manual Aircraft Weight and Balance Technical Order (TO) 1-1B-50

· C-130 Loading Data Manual TO-1C-130x-5-2

· C-130 Cargo Loading Manual TO-1C-130x-9

· HC-144 Flight Manual Coast Guard Technical Order (CGTO) 1C-144A-1

· HC-144A Flight Manual Performance Data Manual CGTO 1C-144A-1-1

· HC-144A Weight and Balance Manual CGTO 1C-144A-5

· C-27J Flight Manual TO 1C-27J-1

· C-27J Flight Manual Performance Data Manual TO 1C-27J-1-1

· C-27J Weight and Balance Manual TO 1C-27J-5-1

· C-27J Loading Manual TO 1C-27J-9

· C-27 Gulfstream GV Weight and Balance Manual Gulfstream GV

· MH-60T Flight Manual CGTO 1H-60T-1

· MH-60J Weight and Balance Manual CGTO 1H-60J-5

· MH-65D Flight Manual CGTO 1H-65D-1

· MH-65D Weight and Balance Manual CGTO 1H-65D-5

· MH-65E Flight Manual CGTO 1H-65E-1

· Air Operations Manual Commandant Instruction (COMDINST) M3710 (series)

· Aeronautical Engineering Maintenance Management Manual COMDINST M13020 (series)

· Aircraft Weight and Balance Process Guide CGTO PG-85-00-180

· Air Force Weight and Balance Technical Manual CGTO 01-1B-50

2.2 Availability of Documents

The documents listed in Section 2.1 refer to various documents that could be utilized throughout contract performance and will not be provided with the solicitation. Before obtaining copies of these documents, Contractors shall be registered in the Defense Logistics Agency’s Joint Certification Program. More information on this certification be found at http://www.dlis.dla.mil/jcp/Defalut/aspx. After ensuring registration, the Contractor shall complete DHS Form 11000-6, Sensitive but Unclassified Information Non-Disclosure Agreement and return with a written request to Charles.E.Leslie2@uscg.mil.

2.2.1 The USCG will only release these documents to United States (U.S.) businesses that have followed the above procedures. The documents will not be released to any foreign entity. If the U.S. business plans to release these documents to any foreign entity, they shall first provide the USCG with a copy of a valid Technical Assistance Agreement (TAA) and DSP-5 authorizing release to that entity.

3.0 Specific Requirements/Tasks

The AWBS and AFF software shall be designed to incorporate the USCG’s unique flight profile for aircraft listed in this SOW. The Government will maintain purpose rights and unlimited usage of the AWBS and AFF executable software.

The AWBS software shall operate and be compatible with both Apple iOS devices and Windows 10 operating system devices to include iPads, lap/desktop computers, as well as be accessible via the Electronic Flight Bag (EFB) for use while away from home unit. The Contractor shall ensure the AWBS software incorporates the latest TO for each USCG aircraft platform. The AWBS software shall incorporate each aircraft configuration and any new or modified software and hardware technologies to increase effectiveness and performance of the software.

The Contractor shall upgrade the USCG aircraft AFF for the LRS platform to operate and be compatible with both Apple iOS and Windows 10 operating systems.

3.1 AWBS Base and All Option Periods

The Contractor shall provide the most current AWBS and integrate the AWBS with the USCG aircraft process to allow all USCG aircraft records to be located on a central server. The Contractor shall develop a Software Requirements Specification (SRS) document detailing the requirements for this effort. The proposed technical approach shall be summarized at a technical interchange meeting (TIM) for USCG approval.

3.1.1 AWBS Integration and Test

The Contractor shall develop internal test procedures for verifying system performance. The Contractor shall conduct a test program to ensure the AWBS meets the requirements of the SRS. The test program shall consist of:

1. In-house testing

2. Field testing

3. User acceptance testing, coordinated with the USCG engineering authority

3.1.2 AWBS Software Distribution

The Contractor shall distribute the AWBS executable program for the USCG via the AWBS website with any necessary installation instructions and deliver electronically to the COR/TISCOM for installation on the USCG Network. The source code will not be required.

3.1.3 AWBS On-line Help

The Contractor shall upgrade the AWBS on-line Help menu to be compatible with the new Help and Manual system used for the latest version of AWBS. The Contractor shall provide the most current information to assist with the latest upgrades to AWBS and weight and balance concepts. All Help information shall integrate into the newest AWBS system and shall be delivered with the software such that separate TO or User Manuals are not required.

3.2 C-27 AFF-Option Period One and Remaining Option Periods

The Contractor shall research the requirements for developing a C-27 AFF for Apple iOS devices and Windows 10 operating system devices. The Contractor shall develop a SRS document detailing the requirements for this effort. The proposed technical approach shall be summarized at a TIM for USCG approval.

3.2.1 C-27 AFFs

C-27 AFFs shall include, but are not limited to the following features:

· Loadings and Template capabilities

· Cargo/Loading-Planning for the optimal center of gravity

· Mission critical values

· Mission

· Crew and crew bags

· Operating weight and “stewards” equipment

· Operating weight and emergency equipment

· Operating weight and extra equipment

· Fuel-standard and non-standard

· Passenger (PAX)

· Limits

· Loadmaster tools

· Remarks and signatures cable pull

· Cargo restraint/tiedowns

· Hazmat segregation and explosives compatibility

· Pneumatic tire

· Steel wheel/hard rubber tire

· Pounds per square inch (PSI) calculator

· Desired load moment (DLM)/Desired load station (DLS) and load shift calculators

· Arm/%Mean Aerodynamic Chord (MAC) conversion

· Metric to standard conversion

· Quick reference lists

· Help

3.2.2 AWBS and C-27 AFF Integration and Test

The Contractor shall develop internal test procedures for verifying system performance. The Contractor shall conduct a test program to ensure the AWBS and C-27 AFF meet the requirements of the SRS. This test program shall consist of the following:

· In-house testing

· Field testing

· User Acceptance Test, coordinated with the USCG engineering authority

3.2.3 C-27 AFF Software Distribution

The contractor shall distribute the C-27 AFF executable program for the USCG via the AWBS website with any necessary installation instructions and deliver electronically to the COR/TISCOM for installation on the USCG network. The source code will not be required.

3.2.4 C-27 AFF On-line Help

The Contractor shall develop a C-27 AFF on-line help menu to be compatible with the new Help and Manual system used for the latest version of AWBS. The Contractor shall provide the most current information to assist with the latest upgrades to the AFF and weight and balance concepts. All help information shall be integrated into the newest AWBS system and shall be delivered with the software such that a separate TO or User Manuals are not required.

3.3 HC-144 AFF-Option Period Two and Remaining Option Periods The Contractor shall research the requirements for developing a HC-144 AFF for Apple iOS devices and Windows 10 operating system devices. The Contractor shall develop a SRS document detailing the requirements for this effort. The proposed technical approach shall be summarized at a TIM for USCG approval.

3.3.1 HC-144 AFF

HC-144 AFF shall include, but are not limited to the following features:

· Loadings and Template capabilities

· Cargo/Loading-Planning for the optimal center of gravity

· Mission critical values

· Mission

· Crew and crew bags

· Operating weight and “stewards” equipment

· Operating weight and emergency equipment

· Operating weight and extra equipment

· Fuel-standard and non-standard

· Passenger (PAX)

· Limits

· Loadmaster tools

· Remarks and signatures cable pull

· Cargo restraint/tiedowns

· Hazmat segregation and explosives compatibility

· Pneumatic tire

· Steel wheel/hard rubber tire

· Pounds per square inch (PSI) calculator

· Desired load moment (DLM)/Desired load station (DLS) and load shift calculators

· Arm/%Mean Aerodynamic Chord (MAC) conversion

· Metric to standard conversion

· Quick reference lists

· Help

3.3.2 AWBS and HC-144 AFF Integration and Test

The Contractor shall develop internal test procedures for verifying system performance. The Contractor shall conduct a test program to ensure the AWBS and HC-144 AFF meet the requirements of the SRS. The test program shall consist of the following:

· In-house testing

· Field testing

· User Acceptance Test, coordinated with the USCG engineering authority

3.3.3 HC-144 AFF Software Distribution

The contractor shall distribute the HC-144 AFF executable program for the USCG via the AWBS website with any necessary installation instructions and deliver electronically to the COR/TISCOM for installation on the USCG network. The source code will not be required.

3.3.4 HC-144 AFF On-line Help

The Contractor shall develop a HC-144 AFF on-line help menu to be compatible with the new Help and Manual system used for the latest version of AWBS. The Contractor shall provide the most current information to assist with the latest upgrades to the AFF and weight and balance concepts. All help information shall be integrated into the newest AWBS system and shall be delivered with the software such that a separate TO or User Manuals are not required.

3.4 C-130 AFF Sustainment Option

The Contractor shall provide sustainment and distribution support for the C-130 AFF. The proposed technical approach shall be summarized at a TIM for USCG approval.

3.4.1 Sustainment Support

Sustainment support shall include, but not limited to:

· Maintaining capability for the AFF to integrate the AWBS

· Updating from the most current drawings and TOs

· Software/database shall be updated to correct anomalies and to incorporate changes to accommodate changing aircraft configurations, and/or aircraft load data and associated changes, TO updates and new technologies

· Annual release of an updated AFF

3.4.2 AWBS and C-130 AFF Integration and Test

The Contractor shall develop internal test procedures for verifying system performance. The Contractor shall conduct a test program to ensure the C-130 AFF meets requirement of the SRS. The test program shall consist of the following:

· In-house testing

· Field testing

· User Acceptance Test, coordinated with the USCG engineering authority

3.4.3 C-130 AFF Software Distribution

The contractor shall distribute the C-130 AFF executable program for the USCG via the AWBS website with any necessary installation instructions and deliver electronically to the COR/TISCOM for installation on the USCG network. The source code will not be required.

3.4.4 C-130 AFF On-line Help

The Contractor shall develop a C-130 AFF on-line help menu to be compatible with the new Help and Manual system used for the latest version of AWBS. The Contractor shall provide the most current information to assist with the latest upgrades to the AFF and weight and balance concepts. All help information shall be integrated into the newest AWBS system and shall be delivered with the software such that a separate TO or User Manuals are not required.

3.5 C-27 AFF Sustainment Option

The Contractor shall provide sustainment and distribution support for the C-27 AFF. The proposed technical approach shall be summarized at a TIM for USCG approval.

3.5.1 Sustainment Support

Sustainment support shall include, but not limited to:

· Maintaining capability for the AFF to integrate with the AWBS

· Updating form the most current drawings and TOs

· Software/database shall be updated to correct anomalies and to incorporate changes to accommodate changing aircraft configurations, and/or aircraft load data and associated changes, TO updates and new technologies

· Annual release of an updated AFF

3.5.2 AWBS and C-27 AFF Integrated and Test

The Contractor shall develop internal test procedures for verifying system performance. The Contractor shall conduct a test program to ensure the C-27 AFF meets the requirement of the SRS. This test program shall consist of the following:

· In-house testing

· Field testing

· User Acceptance Test, coordinated with the USCG engineering authority

3.5.3 C-27 AFF Software Distribution

The Contractor shall distribute the C-27 AFF executable program for the USCG via the AWBS website with any necessary installation instructions and deliver electronically to the COR/TISCOM for installation on the USCG network. The source code will not be required.

3.5.4 C-27 AFF On-line Help

The Contractor shall upgrade the C-27 AFF on-line help menu to be compatible with the new Help and Manual system used for the latest version of AWBS. The Contractor shall provide the most current information to assist with the latest upgrades to the AFF and weight and balance concepts. All help information shall be integrated into the newest AWBS system and shall be delivered with the software such that a separate TO or User Manuals are not required.

3.6 HC-144 AFF Sustainment Option

The Contractor shall provide sustainment and distribution support for the HC-144 AFF. The proposed technical approach shall be summarized at a TIM for USCG approval.

3.6.1 Sustainment Support

Sustainment support shall include, but not limited to:

· Maintaining capability for the AFF to integrate with the AWBS

· Updating form the most current drawings and TOs

· Software/database shall be updated to correct anomalies and to incorporate changes to accommodate changing aircraft configurations, and/or aircraft load data and associated changes, TO updates and new technologies

· Annual release of an updated AFF

3.6.2 AWBS and HC-144 AFF Integrated and Test

The Contractor shall develop internal test procedures for verifying system performance. The Contractor shall conduct a test program to ensure the HC-144 AFF meets the requirement of the SRS. This test program shall consist of the following:

· In-house testing

· Field testing

· User Acceptance Test, coordinated with the USCG engineering authority

3.6.3 HC-144 AFF Software Distribution

The Contractor shall distribute the HC-144 AFF executable program for the USCG via the AWBS website with any necessary installation instructions and deliver electronically to the COR/TISCOM for installation on the USCG network. The source code will not be required.

3.6.4 HC-144 AFF On-line Help

The Contractor shall upgrade the HC-144 AFF on-line help menu to be compatible with the new Help and Manual system used for the latest version of AWBS. The Contractor shall provide the most current information to assist with the latest upgrades to the AFF and weight and balance concepts. All help information shall be integrated into the newest AWBS system and shall be delivered with the software such that a separate TO or User Manuals are not required.

4.0 Roles and Responsibilities

4.1 Project Manager

The Contractor shall provide a Project Manager who shall be responsible for all Contractor work performed under this SOW. The Project Manager shall be a single point of contact for the Contracting Officer and the COR. The name of the Project Manager, and the name(s) of any alternate(s) who shall act for the Contractor in the absence of the Project Manager, shall be provided to the Government as part of the quotation. During any absence of the Project Manager, only (1) alternate shall have full authority to act for the Contractor on all matters relating to work performed under this contract. The Project Manager and all designated alternates shall be able to read, write, speak and understand English.

4.1.1 The Contractor shall establish and maintain a management, cost, and review program by project to ensure proper performance of the requirements. The contractor shall continually monitor progress and status of each designated project. The Contractor shall designate a Project Manager who will have the overall responsibility for the designated project. The Project Manager will work with the USCG Program Manager to determine overall program focus and direction, ensuring that project implementation is consistent with the contract objectives.

4.1.2 The Project Manager shall be available to the COR via telephone between the hours of 0900 and 1400 ET (Eastern Time), Monday through Friday, and shall respond to a request for discussion or resolution of technical problems within 24 hours of notification.

5.0 Contractor Requirements

5.1 Qualified Personnel

The Contractor shall provide qualified personnel to perform all requirements specified in the SOW.

5.1.1 Continuity of Support

The Contractor shall ensure that the level of support for this contract is maintained at all times. The Contractor shall ensure that all contract support personnel are present for all hours of the workday. If for any reason the Contractor staffing levels are not maintained due to vacation, leave, appointment, etc., and replacement personnel will not be provided, the Contractor shall provide an e-mail notification to the COR prior to the employee absence. Otherwise, the Contractor shall provide a fully qualified replacement.

6.0 Removal or Replacement of Personnel

6.1 Key Personnel

Subject to the Key Personnel and/or Facilities clause (Homeland Security Acquisition Regulation 3052.215-70), the Contractor has the right to remove or replace personnel assigned to perform services under this contract and to substitute other qualified personnel in lieu thereof. Before removing, replacing, or relocating and of the position(s) in Section 4.1, the Contractor shall notify the Contracting Officer in writing a minimum of fifteen (15) business days prior to the effective date before the change becomes effective. The Contractor shall submit sufficient information to support the proposed action and to enable the Contracting Officer to evaluate the potential impact of the change on this contract. The Contractor shall not remove, replace or relocate key personnel until the Contracting Officer approves the change. However, in the event that a Contractor employee voluntarily leaves the company or the Contractor has to immediately remove an employee for any reason, the Contractor shall provide notice to the USCG as soon as the vacancy is known. The Government may designate additional Contractor personnel as Key at the time of award. Contractor shall not designate Key Personnel to more than one (1) key position for this requirement.

6.1.1 List of Key Personnel

The USCG has determined that Key Personnel shall consist of the following positions:

· AWBS Project Manager

6.2 Employee Conduct

Contractor employees shall comply with all applicable Government regulations, policies and procedures (e.g., fire, safety, sanitation, environmental protection, security, “off limits” areas, wearing of parts of DHS uniforms, and possessions of weapons) when visiting or working at Government facilities. The Contractor shall ensure Contractor employees present a professional appearance at all times and that their conduct shall not reflect discredit on the United States or DHS. The Project Manager shall ensure Contractor employees understand and abide by DHS established rules, regulations and policies concerning safety and security.

6.2 Removing Contractor Employees for Misconduct/Non-Performance/Security Reasons The Contracting Officer may, at its sole discretion, direct the Contractor to remove any Contractor employee from performance of contract related manners such as misconduct, non-performance, or security reasons. Removal does not relieve the Contractor of the responsibility to continue providing the services required under the contract. The Contracting Officer will provide the Contractor with a written explanation to support any direction to remove an employee.

6.2.1 The Government also has the right to request removal or replacement of Contractor personnel for any other reason not stated herein, provided that the Contracting Officer has given written notice to the Contractor a minimum of thirty (30) calendar days prior to the effective date, unless the removal is for violation of a policy or regulation that makes immediate removal necessary.

7.0 Contractor Requirements

7.1 Employee Identification

Contracting employees visiting Government facilities shall wear an identification badge that, at a minimum, displays the Contractor name, the employee’s photo, name, clearance-level, and badge expiration date. Visiting Contractor employees shall comply with all Government escort rules and requirements. All Contractor employees shall identify themselves as Contractors when their status is not readily apparent and display all identification and visitor badges in plain view above the waist at all times.

7.1.1 Contractor employees working on-site at Government facilities shall wear a Government issued identification badge. All Contractor employees shall identify themselves as Contractors when their status is not readily apparent (in meetings, when answering Government telephones, in e-mail messages, etc.) and display the Government issued badge in plain view above the waist at all times.

7.2 Conflict of Interest

The Contractor shall not employ any person who is an employee of the U.S. Government if the employment would appear to cause a conflict of interest. The Contractor shall not employ on a full or part time basis an employee of the USCG, uniformed or civilian, without the express written consent of the Contracting Officer.

8.0 Security

8.1 Security Clearance

Contractor access to classified information is not currently required under this SOW. However, the Government later may require all Contractor employees to have a Secret Clearance. Accordingly, all Contractor employees provided for this requirement must be eligible for a Secret Clearance.

8.2 Security Requirements

All hardware, software, and services must be compliant IAW DHS Directive 140-01 Information Technology Systems Security, DHS Sensitive Systems Policy Directive/Sensitive Systems Handbook 4300A for SBU Systems and Classified Systems, and 4300B National Security System Policy/National Security Systems Handbook for Secret Classified Systems. All Top Secret/Special Compartmented Information (SCI) access and procedures shall be IAW with DHS Sensitive Compartmented Information (SCI) Systems Policy Directive 4300C and DHS SCI Information Assurance Handbook 4300C.

8.3 FIPS 140-2 and FIPS 197 Advanced Encryption Standard (AES) 256 encryption compliance All hardware and software interfaces shall meet FIPS 140-2 and FIPS 197 AES 256 encryption compliance.

8.4 United States Government Configuration Baseline (USGCB)

All hardware and software shall be USGCB compatible.

8.5 DHS Sensitive Systems Policy Directive 4300A

Section 4.1.4 requires the “Separation of duties to prevent a single individual from being able to disrupt or corrupt a critical security process”. The policy requires the following: “Components shall divide and separate duties and responsibilities of critical IT system functions among different individuals to minimize the possibility that any one individual would have the necessary authority or system access to be able to engage in fraudulent or criminal activity”. Security testing is but one (1) critical systems function that needs to be performed by a provider (either government or contractor) other than the system designer/developer/operator. This requirement is based, in part, on NIST 800-53 (series), Security Control CA-2 Security Assessments –enhancement 1 which requires “The organization employs an independent assessor or assessment team to conduct an assessment of the security controls in the information system”. Consequently, the vendor that provides C&A services may not perform security controls testing.

8.6 Security Requirements for Unclassified Information Technology Resources

8.6.1 The Contractor shall be responsible for Information Technology (IT) security for all systems connected to a government network or operated by the Contractor for the USCG, regardless of the location. This applies to all or any part of the contract that includes IT resources or services for which the Contractor must have physical or electronic access to sensitive information contained in the USCG’s unclassified system that directly support the agency’s mission.

8.6.2 The Contractor shall provide, implement, and maintain an IT Security Plan. This plan shall describe the processes and procedures that will be followed to ensure appropriate security of IT resources that are developed, processed, or used under this contract.

8.6.2.1 Within 30 days of contract award, the Contractor shall submit for approval its IT Security Plan, which shall be consistent with and further detail the approach contained in the offeror’s proposal. The plan, as approved, shall be incorporated into the contract as a compliance document.

8.7 Security Review

The Government may elect to conduct periodic reviews to ensure that the security requirements contained in this contract are being implemented and enforced. The Contractor shall afford DHS including the organization of the DHS Office of the Chief Information Officer, the Office of the Inspector General, authorized Contracting Officer’s Representative (COR), and other government oversight organizations, databases, access to the Contractor’s facilities, installations, operations, documentation, databases, and personnel used in the performance of this contract. Access shall be provided to the extent necessary for the government to carry out a program of inspection, investigations, and audit to safeguard against threats and hazards to the integrity, availability, and confidentiality of DHS data or the function of computer systems operated on behalf of DHS, and to preserve evidence of computer crime.

8.8 Cybersecurity Professional Certification

Contactor personnel supporting IA functions shall be appropriately certified and obtain the appropriate DoD-approved IA baseline certification PRIOR to being engaged.

8.8.1 A minimum level 1 (IAT1) certification shall be obtained prior to being authorized privileged access.

8.8.2 The Contracting Officer or Government POC will ensure the contractor personnel are appropriately certified and provide verification to the Defense Manpower Center (DMDC) database:

https://www.dmdc.osd.mil/milconnect/faces/indes.jspx?_afrLoop=4810826710416493&aftrWindowMode=0&_adf.ctrl-state-1dgfks6rmi_4 (go to status finder). DoD 8570 (series) and COMDTINST M5500.13 (series) requires contractors who will require privileged access to possess appropriate certifications prior to being engaged.

8.8.3 IAW COMDTINST M5500.13 (series) a contractor cannot be obligated under an existing contract to obtain a required certification, a waiver may be granted for duration of the contract. If the contract has multiple option periods, the contract must be amended with the required language. IAW Reference (r) all contractors under USCG awarded IT Resource contracts must possess an Industry Standard Professional Certification related to their assigned position (e.g. Cyber Analyst, System Administrator, IA manager). These certifications must be maintained and up-to-date throughout the duration of the contract.

8.9 Information Technology Security and Privacy Training

IAW COMDTINST M5500.13 (series) all CGOne account holders hall complete the mandated Federal Cyber Awareness Challenge (FCAC) training and digitally accept the Automated Information Systems (IAS) User Acknowledgement Form CG-5500A which is located at the conclusion of the training. The training shall be completed using the Learning Management System (LMS) within 96 hours of initial access. After completion of the FCAC training, all CGOne account holders shall complete the FCAC training annually. Any account delinquent more than 60 days shall be disabled.

9.0 Reports and Meetings

9.1 Post Award Conference

The Contractor shall attend a Post Award Conference with the Contracting Officer and the COR as scheduled by the USCG no later than 45 days after contract award. The purpose of the Post Award Conference, which will be chaired by the Contracting Officer, is to discuss technical and contracting objective of this contract and review the Contractor’s draft project plan. The Post Award Conference will be held at the Government’s facility, located in Elizabeth City, NC or via teleconference. The contractor shall provide an agenda five (5) business days prior to the conference and shall provide minutes within 15 business days following the conference.

9.2 Non-Disclosure Agreements (NDA)

The Contractor shall provide a NDA form to the COR and Contracting Officer for each employee no later than (NLT) five (5) days after the period of performance starts. The Contractor shall submit a signed NDA form for new employees NLT five (5) days after the employee begins. The Contractor shall use the NDA identified in Attachment 2 and it shall be between the employee and company.

9.3 Material Inspection and Receiving Report (DD-250)

Upon completion of each contract requirement (or monthly increment thereof), the Contractor shall prepare and furnish to the COR/Alternate COR a DD Form 250, Material Inspection and Receiving Report (MIRR) or an equivalent report approved by the Contracting Officer unless otherwise specified in individual task orders issued hereunder. One (1) copy of each DD Form 250 or approved equivalent shall be submitted with the invoice. The report shall include:

· Contract

· DD Form 250 or equivalent invoice number.

· Line Item Number, Line Item description, quantity, unit price, and extended price.

· Description of any invoice deductions.

· A breakdown of travel expenses, to include all direct and indirect expenses.

· Contractor travel verification for with COR’s signature prior to travel.

· Receipts for all claimed travel (i.e. lodging, airfare, rental car, tolls, parking, taxi, etc.).

· Privately owned vehicle (POV) mileage.

· The published GSA rates at the time of travel.

9.3.1 Failure to provide the required information shall be cause for rejection of the DD-250.

9.3.2 Invoices shall not be submitted until the Material Inspection and Receiving Report (DD-250) has been approved by the COR. The earlier the Material Inspection and Receiving Report (DD-250) is received and approved by the COR, the earlier the invoice may be submitted.

9.4 Project Plan

The Contractor shall provide a draft Project Plan at the Post Award Conference for Government review and comment. The Contractor shall provide a final Project Plan to the COR no later than 15 business days after the Post Award Conference.

9.5 Progress Reports

The Project Manager shall provide a monthly progress report to the COR via electronic mail. The report shall include a summary of all Contractor work performed, shall highlight progress toward milestones, schedule performance, assessment of technical progress, any travel conducted and any Contractor concerns or recommendations for the previous reporting period.

9.6 Progress Meetings

The project manager shall conduct technical interchange meetings as necessary in the performance of this contract. The TIM with the contractor shall be scheduled when there is need for technical interchange between the Government and the Contractor. A proposed agenda for the TIM shall be provided with one (1) of the monthly status reports. The content of the meeting can include the discussion of any information that has impact upon the contract activities, including documentation contents or format. At a minimum there shall be at least one (1) TIM annually.

9.7 General Report Requirements

The Contractor shall provide all written reports in electronic format with read/write capability using applications that are compatible with DHS workstations.

10.0 Property

10.1 Government Furnished Resources

The Government will provide workspace, equipment and supplies necessary to perform the on-site portion of the Contractor services required in this Contract, unless specifically stated in this SOW. The Government will provide all necessary information, data, and other documents to the Contractor for work required by this contract. The Contractor shall use Government furnished resources, data, and documents only for the performance of work for this contract. The Contractor shall be responsible for returning all Government furnished information, data, and documents to the Government at the end of the period of performance of this contract. The Contractor shall not release Government furnished information, data, and documents to outside parties without the prior and explicit consent of the Contracting Officer.

10.2 Government Furnished Equipment

The Contractor shall furnish all facilities, materials, equipment, and services necessary to fulfill the requirements of this contract, unless specified in this contract.

11.0 Safety

11.1 Requirements

The Contractor is solely responsible for compliance with all federal, state and local laws, including but not limited to the OSHA (Public Law 91-596) and the resulting standards, OSHA Standard 29 CFR 1910 and any ALC Instructions as applicable, and the protection of their employees. Note: ALC Instructions are annotated because many of the USCG/ALC standards exceed the OSHA standard criteria. If a conflict is noted, the most stringent requirement takes precedence. The Government shall assume no liability or responsibility for the Contractor's compliance or non-compliance with such requirements. In addition, the Contractor is required to flow down the safety requirements/specifications to all subcontracts/subcontractors. Safety requirements listed herein that do not concern Contractor’s operations or services shall be considered self-deleting as mutually agreed by the Contracting Officer and the Contractor.

11.1.1 The Contractor shall be subject to safety inspections of its work sites by the Government. Contractor safety records shall be available upon request by the Contracting Officer. The Contractor shall be liable for, and shall indemnify and hold harmless the USCG against, all actions or claims pertaining to the “personal” safety requirements of employees. The USCG will NOT provide contractors with respiratory protection, safety shoes, prescription eyewear, or any other personal items. The USCG will make available consumable personal protection equipment (PPE) of the same quality that is used by USCG employees, to include foam ear protection, disposable gloves, protective clothing, etc. However, the Contractor is solely responsible for ensuring all PPE utilized by its employees meets all OSHA requirements and fully protects its employees. Contractors have the right to provide their own PPE if desired. The USCG will not be responsible for equipment malfunctions or equipment that does not provide necessary protection. In addition, the Government is not responsible for medical examinations, hearing testing, substance abuse testing, or any other type of testing for Contractor employees.

12.0 Travel

12.1 Travel Requirements

Travel for this contract has been identified. The Contractor may be required to travel within the Continental U.S., Hawaii, Alaska, Puerto Rico, Guam, Bahrain and Cuba during the performance of this contract. The Contractor is responsible for making all necessary arrangements for its personnel. These include but are not limited to: medical examinations, immunizations, passports/visas/etc., and security clearances. The Government will reimburse the Contractor for allowable travel costs incurred by the Contractor in performance of the task order IAW FAR 31.205-46. All costs incurred for lodging, meals, and incidental expenses required for tasks assigned under this task order shall be considered reasonable and allowable only to the extent that they do not exceed on a daily basis the maximum per diem rates in effect at the time of travel. These rates can be found at http://www.gsa.gov/portal/content/104877.

12.1.1 The Contractor shall be responsible for obtaining written approval from the COR no later than 14 days prior to travel if possible, using the travel request form found in Attachment 3, PRIOR to the start of any required travel, unless otherwise directed by the Contracting Officer. The COR will inform the Contractor of any requirements pertaining to the trip (i.e., Air or Rental Car, how many rental cars are authorized, travel dates, etc.). Travel completed without prior COR or Contracting Officer approval or travel that differs from what has been authorized by the COR will not be reimbursed.

12.1.2 The Contractor agrees, in the performance of necessary travel, to use the lowest cost mode commensurate with the requirements of the mission and IAW good traffic management principles.

12.1.3 The travel reimbursable herein includes only that travel (commercial carrier, private automobile, or auto rental) performed from the Contractor’s plant to the site of work, between the sites of work, and from the site of work to the Contractor’s plant. Travel performed for personal convenience (including daily travel to and from work) will not be reimbursed.

12.2 Travel Reimbursement

To be reimbursed for travel, the Contractor shall invoice for travel during the month the travel is completed or the month immediately following. Travel shall be reimbursed on an actual cost basis. The Contractor’s invoices shall include receipts or other evidence substantiating actual costs incurred for authorized travel. The documentation shall include, but is not limited to, legible copies of all original receipts (such as lodging, car rental, airline tickets, parking, tolls, etc.).

12.3 Air Travel

The contactor shall be reimbursed for Air Travel at the actual cost of the airfare. The Contractor shall utilize the lowest available commercial discount airfare. Other than the lowest available commercial discount airfare may be reimbursed if the Contractor can demonstrate real cost savings to offset any increased airfare cost (e.g., shorter trip duration resulting in hotel, per diem, rental car, or other cost). In no event will such payments exceed the rates of common carriers. The Government will only authorize flights utilizing coach class, no upgrades will be authorized. The Contractor is only authorized baggage fees for one (1) checked bag that falls within the airlines standard weight category. Payment for excess or overweight bags will only be authorized with the COR’s approval.

12.4 Car Rental

When a rental car is determined necessary, the Contractor shall be reimbursed for the actual cost of the car when the services are required to be performed beyond the normal commuting distance from the Contractor’s facilities. Original receipts for all rental car expenses to include gas, bridge or road tolls, etc. shall be provided.

The rental car classes allowed for each trip, unless otherwise approved by the COR, are as follows:

· Two (2) or less travelers – Small (compact or economy).

· Up to four (4) travelers – Medium (intermediate or full-size).

· More than four (4) travelers – Either divided into smaller groups to meet the sizes specified above or may upgrade to an SUV/Passenger Van, whichever is most cost effective.

12.4.1 The rental car class requirements can be waived if a larger class than specified is the same cost or less expensive.

12.4.2 When it is determined that tolls will be charged, transponders for rental cars are authorized.

12.5 Special Vehicle and/or Truck Rentals

The Contractor shall be reimbursed for actual rental/lease of special vehicles and/or trucks (i.e. of a type not normally used by the Contractor in the conduct of its business) only if authorized by the COR. Reimbursement of such rental shall be made based on actual amounts paid by the Contractor. Use of rental/lease costs of vehicles and/or trucks that are of a type normally used by the Contractor in the conduct of its business are not subject to reimbursement.

12.6 Privately-Owned Conveyance (POV)

When transportation by POV is more cost effective, the Contractor shall be paid on a mileage basis not to exceed the applicable Government transportation rates applicable at the time of travel. Authorization for the use of POV shall be the actual distances traveled by the most direct route. Any travel less 100 miles, round trip, from the Contractors designated worksite will be considered local travel and will not be reimbursed.

12.7 Per Diem

Per Diem to include the cost of lodging, meals and incidental expenses shall be paid IAW FAR 31.205-46 (a) (2) and (3). The authorized per diem rate shall be the same as the prevailing per diem in the worksite locality. The applicable rate is authorized at a flat 75% on the day of departure from Contractor’s home or local office, and on the day of return. Receipts for meals and incidental expenses are not required.

12.8 Lodging

The published lodging rate for a locality includes the basic room cost. Original receipts, including traveler’s name and date of stay shall be required for such lodging. Lodging taxes are reimbursable as a miscellaneous travel expense limited to the taxes on reimbursable lodging costs. No personal telephone calls, hotel/motel in-room movies, or internet charges will be authorized. IAW FAR 31.205-46 (a) (3), reimbursement above the maximum lodging rate may be authorized in certain instances if preapproved by the COR.

13.0 Deliverables

Non-Disclosure Agreements (NDA)

14.0 Task order Requirements

14.1 Period of Performance

The task order period of performance includes one (1) one-year base period and, if exercised, four (4) one-year option periods.

14.2 Place of Performance

The work specified in this SOW shall be primarily performed at Hill Air Force Base (AFB), Utah. Computer configuration/information will be maintained along with distribution information through the Automated Weight and Balance website (htts://cs.external.lmco.com) hosted at OO-ALC that is maintained by the Contractor.

14.3 Federal Holidays

Contractor personnel shall not perform work on observed Federal holidays. Government holidays are: New Year’s Day, Martin Luther King Day, Presidents Day, Memorial Day, Juneteenth National Independence Day, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day, Christmas Day, and/or any other day designated by the President’s Proclamation/Executive Order.

14.4 Closures and Delays

Closures or delays may be planned or unplanned.