A02. 102 IW Service Contract Procedures.pdf

102d Intelligence Wing

SERVICE CONTRACT PROCEDURES

1. General Information

1.1. Hours of Operation for performance is Eastern Standard Time (EST) of 0700 (7:00 a.m.) to 1600 (4:00 p.m.) during the period of performance, except on recognized United States (US) holidays or when the Government facility/installation is closed due to local or national emergencies, administrative closings, or similar Government-directed facility/installation closings.

1.2. Recognized Holidays: The following are recognized US holidays. The Contractor shall not perform services on these days:

1.2.1. New Year’s Day: 1 January

1.2.2. Martin Luther King, Jr.’s Birthday: Third Monday in January

1.2.3. President’s Day: Third Monday in February

1.2.4. Memorial Day: Last Monday in May

1.2.5. Juneteenth: 19 June

1.2.6. Independence Day: 4 July

1.2.7. Labor Day: First Monday in September

1.2.8. Columbus Day: First Monday in October

1.2.9. Veteran’s Day: 11 November

1.2.10. Thanksgiving Day: Third Thursday in November

1.2.11. Christmas Day: 25 December

1.3. Quality Control (QC). The Contractor shall develop and maintain an effective QC program to ensure services are performed in accordance with (IAW) the performance objectives. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services.

The Contractor’s QC program is the means by which it assures itself that its work complies with the requirements addressed in the PWS, which is Contractor developed and Government accepted based on the Statement of Objectives (SOO).

1.4. Performance Schedule. The contractor shall develop and maintain a performance schedule, which includes but is not limited to, a breakdown of work tasks, duration of work tasks, scheduled date range for each project phase, and duration of each project phase.

1.5. Quality Assurance (QA). The Government will evaluate the Contractor’s performance under this contract IAW the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government must do to ensure that the contractor has performed IAW the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and acceptable quality level(s) (defect rate(s)). The Contracting Officer (KO) and Contracting Officer’s Representative (COR) will ensure QA is conducted.

1.6. Contract Manager (CM): The Contactor shall provide a CM who shall ensure performance under this contract adequately meets contractual requirements. The name of this person, and an alternate who shall act for the Contractor when the CM is absent, shall be designated in writing to the KO. The CM or alternate shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract.

1.7. Organizational Conflicts of Interest (OCI): The Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent OCIs, as defined in Federal Acquisition Regulation (FAR) Subpart

9.5. The Contractor shall notify the KO immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the KO to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the KO and in the event the KO unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the KO may affect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

2. Security Requirements

2.1. Security Clearances are not required. The Government reserves the right to deny access at any time, for any reason.

2.2. Contractor and all associated sub-contractor’s employees shall provide all information required for background checks to meet installation access requirements to be accomplished by 102 Security Forces Pass and Identification (ID) Office. Contractor workforce shall comply with all personal identity verification requirements as directed by the Department of Defense (DoD), United States Air Force (USAF), and local policy. Should the Force Protection Condition (FPCON) change, the Government may require changes in contractor security matters or processes.

2.3. Entrance to Joint Base Cape Cod (JBCC) and specifically the 102IW are controlled and security is strictly monitored. IAW the 102IW Policy for Contractor Access, the Contractor shall complete a unit developed “Contractor Matrix”, “Day Pass Request Form” or “102IW Request for Identification Application” in order to obtain access. Submissions of these documents are required no later than 10 calendar days prior to start of work. Any additions or changes shall be submitted to the COR no less than 3 work days prior to the required period of performance to allow timely processing. Access credentials will only be issued following an approved identification process to include vetting against authoritative government databases from the 102IW Security Forces Pass and ID Office. The Contractor is cautioned that these requirements shall be strictly enforced and any delays and/or costs associated with not adhering to these requirements shall be at the Contractor’s own expense.

2.4. The Contractor will coordinate with the COR on all security issues and to gain access to the base and all areas necessary to execute this service.

2.5. The Contractor shall ensure that all employees, suppliers, and subcontractors and their employees comply with established security procedures for entering the installation and its facilities, including special security procedures for entry to restricted or controlled areas.

2.6. All prospective contractors MUST be U.S. citizens or MUST have established and maintain legal residence in the U.S., and be authorized by the US government to work in the United States (i.e. Green card, worker authorization, etc.). All prospective contractors MUST have at least one form of US government issued photo identification (driver’s license, US passport, US work visa, etc.) for entry to the installation. Security Forces will review any questionable identification documents for determination as to whether or not said identification is authorized for access to the installation.

2.7. All personnel, the vehicles and property under their control are subject to search upon entering or exiting the installation, or at any point while on the installation. Any vehicles or personnel found in possession of prohibited items will be removed, and/or barred, from the installation and released to the appropriate civil authorities.

2.8. The Government will not be held liable for any delays or breach of contract caused by refusal of the Security Forces to allow entry.

2.9. All contractors and their subcontractors who are issued passes to gain access for the 102 IW return all local access credentials to the COR when the contract is completed or when a contractor employee no longer requires access to the installation (e.g., quits or the contract is terminated). Failure to do so will initiate immediate notification to SF for an appropriate update in Defense Biometric Identification System (DBIDS) when a contractor refuses to return issued access media. If a local access credential is not returned, the Installation Commander may consider debarment.

2.10. Physical Security. The Contractor shall safeguard all Government property provided for Contractor use. At the close of each work period, Government facilities, equipment and materials shall be secured. The Contractor shall ensure that all parts of the facility where work is being performed are adequately protected against vandalism and theft.

2.11. Areas controlled by Contractor employees shall comply with installation operations plans/instructions for Force Protection Condition procedures, Random Antiterrorism Measures (RAMS) and local search /identification requirements. The Contractor shall be responsible for safeguarding all Government property provided for Contractor use. At the end of each work shift, all Government facilities, equipment, and materials shall be secured.

2.12. The Contractor shall establish and implement methods of ensuring that all keys issued to the contractor by the Government are not lost or misplaced and are not used by unauthorized persons. No keys issued to the contractor by the Government shall be duplicated. The Contractor shall develop procedures covering key control.

2.13. Anti-Terrorism (AT) Level 1 Awareness Training. All contractor employees, to include subcontractor employees, requiring access to National Guard Installations, facilities, and controlled access areas shall complete AT Level 1 awareness training no later than 30 calendar days after contract start date and no later than 30 calendar days of new employees commencing performance.

AT level 1 awareness training can be completed at the following website:

https://jkodirect.jten.mil/pdf/atl1/launch.html or by locally approved training provided by the installation. The Contractor shall submit certificates if completed through the website or by submitting roster with employee signature validating completion.

2.14. Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. The Contractor shall also ensure that all documents or reports produced by Contractor personnel are suitably marked as Contractor products or that Contractor participation is appropriately disclosed.

Contractor personnel shall present a neat appearance and be easily recognized. This may be accomplished by wearing clothing bearing the name of the company or by wearing an appropriate badge containing the company name and employee name. The military uniform, or any part thereof, may not be worn by contractor’s employees while performing work under this contract.

Additionally employees shall be fully attired.

3. Safety Requirements. The Contractor shall:

https://jkodirect.jten.mil/pdf/a https://jkodirect.jten.mil/pdf/a

3.1. Take all necessary precautions to meet proper safety standards and regulations of all local, state and federal codes and regulations;

3.2. Comply with all Occupational Safety and Health Administration (OSHA) regulations and requirements shall apply to all work performed on the Installation;

3.3. Conform to any additional restrictions outlined by the Base Safety Officer (BSO) and the JBCC Fire Department (FD) during the course of the contract to ensure the safety of their employees, Government employees and the general public;

3.4. Conform to the safety requirements contained in the contract for all activities related to the accomplishment of the work;

3.5. Take such additional immediate precautions as the KO may reasonably require for safety and mishap prevention purposes;

3.6. Provide protection to government property to prevent damage during the period of time the property is under the control or in possession of the Contractor;

3.7. Record and report promptly (within one hour) to the KO or COR all available facts relating to each instance of damage to government property or injury to either Contractor or Government personnel;

3.8. In the event of an accident/mishap, take reasonable and prudent action to establish control of the accident/mishap scene, prevent further damage to persons or property, and preserve evidence until released by the accident/mishap investigative authority through the KO;

3.9. If the government elects to conduct an investigation of the accident/mishap, fully cooperate and assist Government personnel in the conduct of investigation until the investigation is completed.

4. Traffic Safety

4.1. While on the installation, use of a cell phone while operating a vehicle or other motorized equipment is prohibited by DoD regulations unless the operator is utilizing a hands-free device.

4.2. The installation speed limit is 40 miles per hour (mph) unless otherwise posted. Motor vehicle regulations are strictly enforced and excessive violations may result in the loss of driving privileges on the installation.

4.3. The Installation speed limit is reduced to 15 mph and strictly enforced adjacent to military troop movements (i.e., personnel, vehicle convoys, etc.) traversing installation roadways.

4.4. Failure to follow the on base requirements is grounds for removal from the installation.

5. Fire Prevention and Protection Plan

5.1. The emergency telephone number for JBCC is 911.

5.2. The Contractor shall strictly adhere to the attached “Joint Base Cape Cod (JBCC) Fire Prevention Standard 911-1” while performing work on any area of the JBCC.

6. Environmental Controls

6.1. Compliance with Laws and Regulations. The Contractor shall be knowledgeable of and comply with all applicable interstate, federal, state, and local laws, regulations, and requirements regarding environmental protection. In the event environmental laws/regulations change during the term of this contract, the Contractor is required to comply as such laws come into effect. If there is an increase or decrease in cost as a result of the change, the Contractor shall inform the KO pursuant to notice requirements and negotiate a modification to the contract.

6.2. Conservation of Utilities. The Contractor shall instruct employees in utilities conservation practices. The Contractor shall operate under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the required amount.

6.3. All proposed chemicals for usage during the course of the contract shall first be approved by the Base Environmental Hazardous Materials Management Team. The Contractor will provide the COR with a list of all proposed chemicals for approval. If the Contractor plans on storing chemicals on base, the Base Environmental Hazardous Materials Management Team needs to approve the location, and record the quantities.

7. Government Roles and Responsibilities

7.1. The Contracting Officer (KO) is the only individual with the authority to authorize changes within this project that will have an effect on the scope and/or monetary value (increase or decrease) of contract.

7.2. The Contracting Officer’s Representative (COR) is the individual designated and authorized in writing by the KO at contract award to perform specific technical or administrative functions on contracts. The key role of the COR is to observe, document, and communicate contractor performance to both the KO and Contractor. All coordination and correspondence should be forwarded through the COR to the KO. COR and alternate COR (if applicable) will be responsible for the inspection and acceptance of performance and any deliverables under the scope of the PWS and resulting contract. The COR does NOT have authority to change the terms and conditions of the contract.

7.3. All contracting actions and/or correspondence should be forwarded through the COR. The COR will act as the KO’s representative for technical matters, providing technical direction and discussion as necessary with respect to the specification or PWS, and monitoring the progress and quality of the Contractor’s performance. The COR does not have authority to take any action, either directly or indirectly, that would change the pricing, quantity, quality, place of performance, delivery schedule, or any other term and condition of the contract, or to direct the accomplishment of effort that goes beyond the scope of the PWS and resultant contract. When, in the opinion of the Contractor, the COR requests efforts outside the existing scope of the contract, the Contractor shall promptly notify the KO in writing. The Contractor under such direction shall take no action until the KO has resolved the issue or has otherwise issued a modification to the contract.

7.4. In the absence of the COR (due to reasons such as leave, illness, and official travel), all responsibilities and functions assigned to the COR shall be the responsibility of the KO until an alternate is assigned.

7.5. Government personnel other than KOs and the authorized COR, may, with KO coordination, observe Contractor operations. However, these personnel may not interfere with Contractor performance or make any changes to the contract.

8. Government Furnished Property (GFP)

8.1. GFP is not anticipated for this requirement. GFP shall not be provided to the Contractor, unless there is a mutual agreement prior to issuing GFP to the Contractor.

9. Payment Requirements

9.1. In accordance with FAR 52.212-1(k), prospective awardees shall have an active Cage Code prior to award of a government contract. In accordance with FAR 52.212-3, prospective awardees shall have completed the Online Representations and Certifications. To register for a Cage Code or to complete Online Representations and Certifications, go to the System for Award Management (SAM) at https://www.sam.gov.

9.2. The Contractor must not be debarred, suspended, proposed for debarment, excluded or disqualified under the non-procurement common rule, or otherwise declared ineligible from receiving federal contracts, certain subcontracts, and certain federal assistance and benefits. The Government will not issue an award to any business identified as debarred, or otherwise disqualified as identified above.

9.3. Contractors interested and capable of obtaining contract award must register with the Wide Area Work Flow (WAWF) located at https://piee.eb.mil/. Contractors are required to create and submit invoices electronically through WAWF and receive payment via electronic funds transfer (EFT) for supplies or services rendered. WAWF is a secure Web-based system for electronic invoicing, receipt and acceptance. The WAWF application enables electronic form submission of invoices, government inspection, and acceptance documents in order to support DoD’s goal of moving to a paperless acquisition process.

9.4. The Contractor shall submit invoice consistent with the format of the contract line items.

Contractor shall submit invoice within five (5) calendar days after the completion of each performance period.

9.5. The Government will review the invoice and reject or authorize payment as applicable through WAWF.

9.6. The contract payment terms shall be made in accordance with established discounted terms. Contractor is encouraged to provide additional discounts when submitting their invoice.

10. Definitions http://www.sam.gov/portal/public/SAM/ https://piee.eb.mil/

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

10.2. CONTRACTING OFFICER. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government.

Note: The only individual who can legally bind the government.

10.3. CONTRACTING OFFICER'S REPRESENTATIVE. An employee of the U.S. Government designated by the KO to monitor contractor performance. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

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

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

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

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

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

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

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

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