AOAP SOW 09 04 2024.pdf

Statement of Work

(SOW)

Army Oil Analysis Program Management Office

Revision 00

03 SEP 2024

ARMY OIL ANALYSIS LABORATORIES SOW

1. GENERAL INFORMATION AND REQUIREMENTS

1.1. SCOPE OF WORK

Mission Statement Functional Areas Responsibility

1.2. LOCATION AND ENVIRONMENT

1.3. HOURS OF OPERATION

CONUS

OCONUS – CENTCOM

OCONUS – EUCOM

Camp Doha, Kuwait Semarang, Indonesia Host Nation (HN) / Partner Nation (PN) After Hours Operations for All Labs

1.4. PERSONNEL AND QUALIFICATIONS

Corporate Qualifications Personnel Qualifications

1.4.2.1. Pre-deployment Physicals

Staffing Plan Travel

1.4.4.1. CONUS Laboratories

1.4.4.2. OCONUS Non-Contingency Laboratories

1.4.4.3. OCONUS Contingency Laboratories

1.4.4.4. FMS Laboratories

Training Plan Visit Authorization Letter Conflict of Interest Conduct of Personnel Contractor Identification

Uniforms and Personal Appearance

1.5. CONTRACT MANAGEMENT

Continuous Evaluation & Improvement Adaptability Phase-In Phase-Out Electronic Invoicing – Wide Area Workflow (WAWF) Contractor Manpower Reporting

1.6. QUALITY MANAGEMENT

1.7. ACCESS TO FACILITIES AND DATA

Visits Visitors and Inspections Briefings and Facilities Tours FMS Laboratory Visits

1.8. GOVERNMENT QA AND OVERSIGHT

1.9. VEHICLE CONTROL

Vehicle Registration Vehicle License Insurance Vehicle Operation

1.10. SECURITY

Security Requirements

1.10.1.1. Search and Seizure

1.10.1.2. Facility Clearance (FCL)

1.10.1.3. Personnel Security Clearances (PCLs)

1.10.1.4. Antiterrorism (AT) Level I Training

1.10.1.5. AT Awareness Training for Contractor Personnel Traveling Overseas (a.k.a “Country Brief” or “Travel Brief”)

1.10.1.6. Contractors Authorized to Accompany the Force

1.10.1.7. Performance or Delivery in a Foreign Country

1.10.1.8. Handling or Access to Classified Information

1.10.1.9. Access and General Protection/Security Policy and Procedures

1.10.1.10. iWATCH Training

1.10.1.11. Contractor Employees Who Require Access to Government Information Systems

1.10.1.12. Communications Security (COMSEC)

1.10.1.13. Operations Security (OPSEC)

1.10.1.14. Operations Security (OPSEC) Training

1.10.1.15. Information Assurance (IA)/Information Technology (IT) Training

1.10.1.16. Information Security Program Training

1.10.1.17. Threat Awareness and Reporting Program (TARP)

1.10.1.18. Common Access Card (CAC)

1.10.1.19. Departing Employees

1.10.1.20. Physical Security

1.10.1.21. Property Control Program Requirement

1.10.1.22. Key Control

1.10.1.23. Information Security

1.10.1.24. Information System (IS) Security

1.10.1.25. IS Employee Investigations

1.10.1.26. Approved Software

1.10.1.27. Privately Owned Automated Data Processing Equipment (ADPE)

1.10.1.28. Security Inspections

1.11. SAFETY AND CHEMICAL HYGIENE

Safety and Chemical Hygiene Program Plan Accident Prevention Personal Protective Equipment (PPE)

1.12. HAZARDOUS WASTE

1.13. APPLICABLE FEDERAL AND STATE REGULATORY COMPLIANCE

1.14. FIRE PROTECTION/PREVENTION

1.15. FRAUD, WASTE, AND ABUSE

1.16. DISCLOSURE OF INFORMATION

1.17. CONSERVATION OF UTILITIES

1.18. USE OF TOBACCO PRODUCTS

1.19. INTERFACE WITH GOVERNMENT OPERATION

1.20. SEXUAL HARRASSMENT / ASSAULT RESPONSE AND PREVENTION (SHARP)

Sexual Assault and Sexual Harassment Policy Sharp Compliance Sharp Training Reporting Sharp Training Compliance DoD Sharp Policy for ARCENT AOR Standards of Conduct Attachment 1

2. DEFINITIONS AND LIST OF ACRONYMS

2.1. DEFINITIONS

2.2. LIST OF ACRONYMS

3. GOVERNMENT PROVIDED FACILITIES, SERVICES, EQUIPMENT AND SUPPLIES, COLLECTIVELY “GOVERNMENT

PROPERTY”

3.1. USG PROPERTY

General Facilities

3.1.2.1. Keys

Services

3.1.3.1. Mobile Devices

3.1.3.2. Forms

3.1.3.3. Publications

3.1.3.4. Occupational Health and Safety

3.1.3.5. Emergency Medical Care

3.1.3.6. OCONUS Billeting and Mess

Accountability

3.1.4.1. Inventories

Maintenance Replacement Disposal Financial Liability Investigation of Property Loss (FLIPL) Other

3.2. PN PROPERTY

General

4. CONTRACTOR PROVIDED SERVICES, SUPPLIES, EQUIPMENT, REPORTS AND RECORDS MANAGEMENT

4.1. LABORATORY SERVICES

Laboratory Management and Administration

4.1.1.1. Logs, Data, and Reports

4.1.1.2. Analytical Testing Reports

4.1.1.3. Janitorial Services/Housekeeping

Information Technology – Hardware and Software

4.1.2.1. Laboratory Hardware and Software

4.1.2.2. Laboratory Information Management System (LIMS)

4.1.2.3. Reserved

Sampling and Analytical Services

4.1.3.1. Operating Laboratory Equipment

4.1.3.2. Sample Turnaround Time (TAT)

4.1.3.3. Fluids Analysis

4.1.3.4. Atomic Emission Spectroscopy (AES) Graphite Electrode Accuracy and Repeatability (A&R) Testing

4.1.3.5. Analytical Testing Requirements for Aeronautical and Non-Aeronautical Enrolled Equipment

Instrument Maintenance and Repair Laboratory Quality Control (QC)

4.1.5.1. Joint Oil Analysis Correlation Program

4.1.5.2. Laboratory Operating Procedures (LOPs)

Safety and Environmental Compliance

4.1.6.1. Chemical Inventory

4.1.6.2. Satellite Accumulation Points (SAP)

4.1.6.3. Refuse and Waste Collection

Cost Estimates FMS PN Laboratory Personnel Training Other

4.2. SUPPLIES

Purchasing Supplies and Equipment for CONUS and OCONUS Laboratories Purchasing Supplies and Equipment for Camp Doha, Kuwait and Semarang, Indonesia Purchasing Supplies and Equipment for PN Laboratories

4.3. EQUIPMENT

Personal Protective Equipment (PPE) Reserved

4.4. REPORTS

Laboratory Status Report Contractor’s Progress, Status and Management Report (CPSMR) Components Enrolled Report (CER) Accident/Incident Event Reporting

4.5. RECORDS MANAGEMENT

4.6. OCCUPATIONAL HEALTH AND SAFETY

4.7. MEDICAL CARE

5. APPLICABLE DOCUMENTS

6. LIST OF TECHNICAL EXHIBITS

6.1. PERFORMANCE REQUIREMENTS SUMMARY

6.2. REPORTS & FORMS

Laboratory Status Report AOAP Acceptance Form Components Enrolled Report (CER)

6.3. GOVERNMENT PROPERTY

6.4. LABORATORY PERSONNEL QUALIFICATIONS

6.5. LABORATORY PERSONNEL STAFFING REQUIREMENTS

6.6. AOAP TEST MATRIX

6.7. ASC CCIR MATRIX

6.8. ASC CCIR FORMAT

1. GENERAL INFORMATION AND REQUIREMENTS

1.1. SCOPE OF WORK

MISSION STATEMENT

The Army Oil Analysis Program (AOAP) Program Management Office (PMO), a subordinate of the Army

Sustainment Command (ASC), provides management, operations and training for AOAP laboratories within the continental United States (CONUS) and outside the continental United States (OCONUS) that support both

United States (U.S.) and Foreign Military Sales (FMS) program customers. The AOAP Program Manager (PM) determines laboratory requirements based upon the operational demands of the Department of the Army (DA).

Authorized laboratory customers include all Active Army, Army Reserve, Army National Guard and other

Department of Defense (DoD) customers as designated by the AOAP PMO; Redstone Arsenal activities such as the Redstone Technical Test Center (RTTC); Program Executive Offices (PEO); Combat Capabilities

Development Command (CCDC); and Security Assistance Management Directorate (SAMD) offices. Authorized customers of FMS laboratories are determined on a case-by-case basis by the Government during FMS negotiations with Partner Nations (PNs). The contractor shall maintain laboratory certification and shall participate as a contractor in the Joint Oil Analysis Program (JOAP) correlation program in accordance with

(IAW) Technical Manual (TM) 38-301.

The AOAP PMO provides guidance for standard operating procedures; instrumentation and repair; correlation, certification, and training; and determines workload distribution. To accomplish this mission, the contractor shall provide laboratory personnel IAW this statement of work (SOW). This SOW sets forth the minimum requirements for non-personal technical services.

The contractor shall provide personnel to operate and maintain both fixed-based and mobile laboratories in

CONUS, OCONUS and PN locations, as well as train select PN personnel. The contractor shall perform analytical testing services for oil sample evaluation. The contractor shall test and analyze samples from aeronautical and non-aeronautical weapon systems based on the Oil Analysis Standard Inter-Service (OASIS) application test matrix. OASIS is the Laboratory Information Management System (LIMS) used by the Army.

Technical Exhibit (TE) 6.6, “AOAP Test Matrix,” shows the current test matrix. The AOAP module of the Army

Enterprise Portal provides a list of the aeronautical and non-aeronautical enrolled systems the contractor shall test.

In executing this mission, the AOAP PMO expects the contractor to take the initiative to improve laboratory operations and be innovative in maintaining state-of-the-art analytical procedures and methods, while at the same time meeting the specific requirements of the test mission. Some laboratory tests have very specific procedures which the contractor must follow to meet regulatory and customer requirements. Other tests require a recognized test method as the basis for the analysis, such as a military standard (MIL-STD); standardized agreement

(STANAG); or an American Society for Testing and Materials (ASTM) method. Finally, there are tests, such as those involving investigation, which have no standard guidelines. Throughout this SOW, applicable methods are referenced. Nevertheless, it is always the contractor’s responsibility to use appropriate methods. As an ostensibly competent provider of laboratory services, the contractor is expected to know, or to discover by research, the proper methods to use. New methods discovered by research must be approved by the AOAP PMO before the contractor may use them.

FUNCTIONAL AREAS

This SOW encompasses tasks in the following major functional categories:

• Laboratory Management and Administration

• Sampling and Analytical Services

• Quality Control

• Safety and Environmental Compliance

• User-Level Instrument Maintenance

RESPONSIBILITY

The contractor shall accomplish the laboratory’s mission safely, in compliance with applicable environmental regulations and with the highest quality possible. The contractor shall not knowingly allow laboratory capabilities to degrade or fail by failing to take prudent actions to prevent such degradation or failure. The contractor shall report, without delay, any circumstance which might inhibit the mission to the contracting officer representative

(COR). The contractor is not responsible for the degradation of capabilities or mission failure due to funding constraints or government inaction, but the contractor is expected to cooperate with the COR in taking action to address such issues (IAW CDRL A001).

Notwithstanding any other provisions of this contract, the contractor shall comply with all U.S., host nation (HN) and partner nation (PN) laws in the performance of this requirement. In the case of conflict, the contractor shall identify the conflict to the contracting officer (KO) or the COR. In the absence of specific direction from the KO or COR, the contractor shall comply with the more stringent requirement.

1.2. LOCATION AND ENVIRONMENT

Current CONUS AOAP laboratory locations include:

• Fort Liberty, NC

• Fort Cavazos, TX

• Joint Base Lewis-McChord, WA

• Redstone Arsenal (RSA), AL

Current PN FMS laboratories include:

• Camp Doha, Kuwait

• Semarang, Indonesia

The AOAP also supports joint service oil laboratories. Terrain and climate conditions vary tremendously between laboratory locations. The number of AOAP laboratories in operation and the location of AOAP laboratories are regularly scrutinized and modified according to the Army’s variable requirements. The PM’s responsibilities encompass evaluations and decisions regarding the establishment of new facilities; the closure or movement of current laboratories; and the areas the AOAP laboratories will service.

1.3. HOURS OF OPERATION

CONUS.

The normal hours of operation for CONUS AOAP laboratories are 0730-1600, 8 hours per day, 5 days a week, Monday through Friday, excluding federal holidays. Laboratory managers shall schedule staggered lunch breaks to facilitate providing customer service at all times. Typically, the Government will not require the contractor to staff the laboratory should the post, camp or installation at which the laboratory resides close or experience a delayed opening due to inclement weather; however, under exceptional circumstances, the Government may require the contractor to staff the lab despite a closure or delay due to inclement weather.

OCONUS – CENTCOM.

At present, the AOAP does not operate a laboratory in the Central Command (CENTCOM) Area of

Responsibility (AOR); however, if the program establishes a new laboratory in the CENTCOM AOR, this section will be updated to reflect the hours of operation.

OCONUS – EUCOM.

At present, the AOAP does not require contractor support in the European Command (EUCOM) AOR; however, if conditions should change, this section will be updated to reflect the hours of operation.

CAMP DOHA, KUWAIT.

The Kuwaiti Land Forces (KLF) FMS laboratory hours of operation are 8 hours per day, Sunday through

Thursday, excluding Kuwaiti holidays.

SEMARANG, INDONESIA

The Semarang, Indonesia laboratory hours of operation are 8 hours per day, Monday through Friday, excluding

Indonesian holidays.

HOST NATION (HN) / PARTNER NATION (PN).

The hours of operation for other host nation/partner nation laboratories will be established by individual agreement between the U.S. and foreign governments.

AFTER HOURS OPERATIONS FOR ALL LABS.

Work schedule deviation may be required to support testing before or after normal working hours; however, work schedule deviations shall not result in additional cost to the Government. Laboratories will post after-hours POC information at each laboratory location in case the lab receives samples which require immediate evaluation.

1.4. PERSONNEL AND QUALIFICATIONS

Contractor employees will not be considered employees of the Government. The contractor shall possess a flexible organization to provide a quick-reaction capability to meet changing mission requirements. Personnel must be versatile and readily adapt to laboratory equipment reconfiguration, upgrading and modernization. To keep pace with a continuously changing technical environment, they must be willing to train and be trained.

CORPORATE QUALIFICATIONS

The contractor is expected to possess sufficient corporate resources to meet the requirements of this SOW and to deal competently with emergent requirements which fall within the scope of this SOW.

PERSONNEL QUALIFICATIONS

Refer to Technical Exhibit (TE) 6.4, “Laboratory Personnel Qualifications,” for specifics on personnel qualifications. The Government considers personnel occupying the positions of Laboratory Manager, Assistant

Laboratory Manager, Condition Monitoring Analyst (CMA), and Field Service Representative (FSR) to be critical to the successful performance of this contract; therefore, the Government terms these individuals as “Key

Personnel”. The contractor shall provide proof to the COR of the appropriate Laboratory Lubricant Analyst

(LLA) certification before the Government issues a Common Access Card (CAC) to the employee (refer to section 1.10.1.18, “Common Access Card (CAC)”). No individual may simultaneously serve in a dual capacity;

e.g., as both a Laboratory Manager and CMA.

• Laboratory Manager [Key Personnel]. The laboratory manager shall be responsible for all aspects of laboratory operations, including acting as an alternate evaluator of lubricant analysis data on an as required basis when the CMAs (see below) are unable to provide results to the customer in a timely fashion. When acting as alternate evaluators, laboratory managers shall issue maintenance recommendations for aeronautical and non-aeronautical diesel engines, aeronautical and non-aeronautical turbine engines, transmissions, gearboxes, hydraulics and ancillary components/equipment of associated weapon systems. Refer to TE 6.5, “Laboratory Personnel Staffing Requirements,” for a list of those laboratory locations which require lab managers.

• Assistant Laboratory Manager [Key Personnel]. The assistant laboratory manager shall assist the lab manager with all aspects of laboratory operations, including acting as an alternate evaluator of lubricant analysis data on an as required basis when the CMAs (see below) are unable to provide results to the customer in a timely fashion. When acting as alternate evaluators, assistant lab managers shall issue maintenance recommendations for aeronautical and non-aeronautical diesel engines, aeronautical and non-aeronautical turbine engines, transmissions, gearboxes, hydraulics and ancillary components/equipment of associated weapon systems. Refer to TE 6.5, “Laboratory Personnel Staffing Requirements,” for a list of those laboratory locations which require assistant lab managers.

• Lab Technician. The primary function of the lab technician is to operate the AOAP’s standard suite of analytical instruments. Refer to TE 6.5, “Laboratory Personnel Staffing Requirements,” for the number of lab technicians required at each laboratory location.

• Condition Monitoring Analysts (CMAs) [Key Personnel]. CMAs shall be physically located on-site at the

AOAP PMO, Redstone Arsenal, AL and as part of the centralized condition monitoring team shall evaluate lubricant analysis data and issue maintenance recommendations for aeronautical and non-aeronautical diesel engines, aeronautical and non-aeronautical turbine engines, transmissions, gearboxes, hydraulics and ancillary components/equipment of associated weapon systems. Additional CMA duties shall also include, but not be limited to, crash sample analysis, correlation studies, root cause analysis, and Accuracy & Repeatability

(A&R) testing. Furthermore, CMAs must understand, be familiar with, and have experience in ISO 17025 accreditation requirements, to include the development of standard operating procedures (SOPs) and laboratory operating procedures (LOPs); Proficiency Testing Programs (PTPs); internal audits; and all the associated quality procedures, manuals and forms. CMAs must participate in, and assist with, the continual review and update of these documents. Refer to TE 6.5, “Laboratory Personnel Staffing Requirements,” for the numbers and types of CMAs required.

• Field Service Representative (FSR) [Key Personnel]. The primary purpose of the FSR is to train PN personnel in laboratory operations; instrument operation and maintenance; sample evaluation; and maintenance recommendation methodology. In addition, the contractor shall train PN personnel IAW ICML

LLA I and LLA II certification requirements. The contractor shall employ FSR support as required.

Currently, the AOAP has a requirement for two (2) FSRs, one at the KLF FMS laboratory and one at

Semarang, Indonesia. The number of FSRs the contractor may employ at other FMS locations will be established by individual FMS case agreements between the U.S. and PNs.

1.4.2.1. Pre-deployment Physicals.

Individuals proposed for hire to fill vacancies in overseas contingency operations (OCO) laboratories are required to pass a pre-deployment physical. At present, the AOAP does not operate OCO laboratories; however, for future reference, contractors may access current medical requirements for deployment at https://home.army.mil/bliss/index.php/units-tenants/crc/contractor-deployer.

It is incumbent upon the contractor to screen properly any candidate under consideration for one of these positions vis-à-vis pre-deployment physical requirements, so as not to cause an undue delay in filling vacancies. Pre-https://home.army.mil/bliss/index.php/units-tenants/crc/contractor-deployer deployment physicals are at contractor expense and remain valid for a maximum of 15 months, or 12 months following deployment, whichever comes first.

Contractors who deploy for more than 12 months shall be subject to an annual in-theater re-evaluation at contractor expense of their fitness to remain deployed. This re-evaluation may focus on health changes, vaccination currency and monitoring of existing conditions and need, not be as comprehensive as the initial pre-deployment physical; however, contractors must continue to meet all current medical requirements and guidance for deployment. Contractors may not use expeditionary medical assets to satisfy this annual requirement.

Individuals unable adequately to accomplish the annual in-theater re-evaluation of their medical fitness shall redeploy at contractor expense to complete this task. The contractor must immediately report to the COR any personnel who become disqualified from continued deployment as determined by a qualified in-theater medical provider. The KO may direct the contractor to redeploy and replace such individuals immediately at contractor expense unless the contractor obtains a waiver from the requisite medical waiver approval authority, generally the

Army Central Command (ARCENT) Surgeon.

Contractors who become medically non-deployable while outside the CENTCOM AOR for any length of time shall not enter or re-enter the theater until the non-deployable condition resolves or they receive a waiver.

Both the pre-deployment physical and annual in-theater re-evaluation must be completed by a medical provider licensed in a country with oversight and accountability of the medical profession.

Those incumbent contractor personnel working in OCO laboratories who are offered employment by the same or a new contractor under the follow-on contract which results from this SOW, must pass a new, comprehensive deployment physical to remain deployed.

STAFFING PLAN

Within 10 days after contract award, the contractor shall submit a finalized staffing plan to the COR (IAW CDRL

A002). The contractor shall submit changes to the staffing plan via e-mail to the COR no later than 10 workdays prior to the effective date of change. The Government considers any additions or deletions of personnel assigned to the laboratories as a change to the staffing plan. The COR will make final review and acceptance of the initial staffing plan and any subsequent changes within 10 workdays of submission.

TRAVEL

1.4.4.1. CONUS Laboratories.

The contractor shall provide travel in support of CONUS laboratories. The laboratory managers shall attend an annual lab manager’s workshop held at the AOAP PMO, Redstone Arsenal, Alabama. In addition, the contractor may need to collect samples and/or mail, which may require local travel.

IAW this SOW, the contractor must ensure adequate staffing at laboratories at all times. To satisfy this requirement, the contractor shall provide travel for CONUS laboratory personnel, as required, to other CONUS or

OCONUS non-contingency laboratories to prevent sample processing turnaround time (TAT) from exceeding the limits set by regulations.

1.4.4.2. OCONUS Non-Contingency Laboratories.

At present, the AOAP does not operate an OCONUS non-contingency laboratory; however, if the AOAP establishes such a laboratory in the future, the contractor shall provide travel to/from OCONUS non-contingency laboratory locations. If deployment to an OCONUS non-contingency laboratory requires passage through a designated Deployment Processing Center, the contractor shall provide travel to the designated Deployment

Processing Center and a return trip home from same when contractor personnel redeploy. For payment purposes the Government will consider personnel who deploy through a Deployment Processing Center ready and available for work as of the day on which they depart the designated Deployment Processing Center for an OCONUS non-contingency laboratory. For payment purposes the Government will consider personnel who do not transit through a Deployment Processing Center ready and available for work as of the day on which they report for duty at the laboratory.

Personnel deploying for the first time to an OCONUS non-contingency laboratory may be required to quarantine for a period of time prior to their departure from the designated Deployment Processing Center. For payment purposes the Government will consider such contractor personnel ready and available for work as of the day on which they complete their mandatory quarantine period and depart for an OCONUS non-contingency laboratory.

The Government will consider contractor personnel who quarantine at a facility other than a Deployment

Processing Center ready and available for work as of the day on which they complete their mandatory quarantine period and/or report for duty at the laboratory.

The Government will not compensate the contractor for mandatory quarantine periods incurred as a result of an employee’s decision to travel while on leave from an OCONUS non-contingency laboratory.

1.4.4.3. OCONUS Contingency Laboratories.

At present, the AOAP does not operate an OCONUS contingency laboratory; however, if the AOAP establishes such a laboratory in the future, the contractor shall provide travel to/from OCONUS contingency laboratory locations. If deployment to an OCONUS contingency laboratory requires passage through a designated

Deployment Processing Center, the contractor shall provide travel to the designated Deployment Processing

Center and a return trip home from same when contractor personnel redeploy. For payment purposes the

Government will consider contractor personnel ready and available for work as of the day on which they depart the designated Deployment Processing Center for an OCONUS contingency laboratory. Personnel deploying for the first time to an OCONUS contingency laboratory may be required to quarantine for a period of time prior to their departure from the designated Deployment Processing Center. For payment purposes the Government will consider such contractor personnel ready and available for work as of the day on which they complete their mandatory quarantine period and depart for an OCONUS contingency laboratory. The Government will not compensate the contractor for mandatory quarantine periods incurred as a result of an employee’s decision to travel while on leave from an OCONUS contingency laboratory.

1.4.4.4. FMS Laboratories.

The contractor shall provide travel to/from FMS laboratory locations. If deployment to an FMS laboratory requires passage through a designated Deployment Processing Center, the contractor shall provide travel to the designated Deployment Processing Center and a return trip home from same when contractor personnel redeploy.

Personnel deploying for the first time to an FMS laboratory may be required to quarantine for a period of time prior to arrival at their final destination and/or prior to commencement of work. For payment purposes, the

Government will consider such contractor personnel ready and available for work as of the day on which they commence work at the FMS laboratory. The Government will not compensate the contractor for mandatory quarantine periods incurred as a result on an employee’s decision to travel while on leave.

TRAINING PLAN

The contractor’s on-site and corporate staff shall possess the required training and skills to meet the requirements of this SOW. The contractor shall provide any training needed to maintain a competent staff according to the contractor’s training plan. The contractor shall train newly hired personnel according to that training plan.

Ninety (90) calendar days after contract award, the contractor shall submit a finalized training plan to the COR

(IAW CDRL A003). The contractor shall submit changes to the plan to the COR not later than 10 workdays prior to the effective date of change. The COR will make final review and acceptance of the initial plan and any subsequent changes within 10 workdays of submission. The contractor shall review the plan annually.

On a case-by-case basis, and after concurrence from the AOAP PMO, the contractor may send individual contract employees TDY off-site for training; however, the training must be at no cost to the Government and directly relate to the performance of the individual’s duties under this SOW. If the contractor meets these conditions, and the AOAP PMO concurs with the proposed off-site training, the Government will consider the TDY site the contractor’s official place of duty for the duration of the training. AOAP PMO concurrence on an off-site TDY training request does not relieve the contractor from always ensuring adequate staffing at all laboratories; i.e., the contractor shall maintain at all times a minimum of 2 personnel at each lab, one of whom must be LLA II certified.

VISIT AUTHORIZATION LETTER

Within 10 days after award notification, the contractor shall submit a visit authorization letter (VAL) to the COR

(IAW CDRL A004). The VAL should list all individuals assigned to work at AOAP laboratories by location and any corporate personnel who might visit from time to time. The contractor shall update this document as changes to staffing occur.

CONFLICT OF INTEREST

The contractor shall not employ government personnel involved in surveillance of the contract, nor any other employee of the United States Government (USG) or the DoD, either military or civilian, if such employment would create a conflict of interest or be contrary to standard of conduct policies. The contractor shall not employ any person who is an employee of the DoD, unless such person receives prior approval IAW applicable directives.

In order to maintain objectivity, the contractor shall inform the COR of all potential conflicts of interest.

CONDUCT OF PERSONNEL

18 USC 1382 (1972) gives installation commanders the authority to bar individuals from the installation. The KO may require the removal of any contractor employee for reasons of:

• misconduct

• security, or

• being under the influence of incapacitating agents

Contractor employees shall be subject to dismissal from the premises upon determination by the KO or local governmental persons in positions of authority, such as but not limited to, the local installation commander or military police (MPs). Such action will be taken when deemed necessary and in the interests of the Government.

The removal from the job site or dismissal from the premises shall not relieve the contractor of the requirement to provide sufficient personnel to perform the services as required by this SOW.

Contractor Identification

• CAC. Contractor personnel shall wear a CAC identifying the employee as a contractor. The contractor shall wear the CAC at all times while on an Army installation and when the contractor is not using it to access government information systems. The contractor shall wear the CAC above the waist and in plain sight with the photo facing front. Contractor FMS FSR personnel not issued a CAC shall wear an employee badge.

• Employee Badge. Contractor employees shall display an identification badge on the outer clothing at approximate chest height, except when it presents a safety hazard. Badges shall include the employee’s full name, job title, company identification number, company name, photo and contract expiration date. The contractor shall provide the badges.

• Workspace. Contractor workspaces (office, laboratory, desk) shall be posted with a sign signifying the space is occupied by “contractor employee(s)”.

• Work Environment. Contractor employees shall identify themselves by name and company affiliation when answering the telephone, presenting briefings, conducting or attending meetings/seminars or any other situations where their contractor status is not obvious.

• Work Correspondence. All contractor correspondence (hard copy, fax, e-mail, etc.) shall include the company name. Any other documents or reports the contractor produces shall be identified as contractor products.

UNIFORMS AND PERSONAL APPEARANCE

The contractor’s personnel shall practice high standards of personal hygiene and maintain a clean, neat appearance while on duty.

The AOAP does not require uniforms; however, the contractor’s employees shall dress appropriately for a professional workplace. This means contractor employees must wear closed-toe shoes, long pants or skirts which fully cover the legs, and a lab coat (refer to 1.11.3, “Personal Protective Equipment (PPE)”). Employees shall confine long hair and secure loose clothing and jewelry before beginning work. Contractor employees shall adhere to the following guidelines when meeting these requirements:

• Closed-toe shoes are shoes that completely cover the feet and are well secured onto the foot

• Long pants are trousers, slacks or pants that extend from the employees’ waist to the top of their shoes

• Long skirts are skirts or skorts that extend from the employees’ waist to the top of their shoes

• Long hair is any length of hair that could become entangled in equipment or dangle into chemicals or flames during work

• Loose clothing is items such as loose-fitting sleeves, scarves, sweatshirt drawstrings and other clothing items that could become entangled in equipment or dangle into chemicals or flames during work.

• Jewelry are items such as necklaces, earrings, bracelets or watches that could become entangled in equipment or dangle into chemicals or flames during work

Should the contractor require uniform clothing of any type, the Government will not bear the cost of such clothing.

1.5. CONTRACT MANAGEMENT

CONTINUOUS EVALUATION & IMPROVEMENT

The contractor shall provide laboratory management which is committed to continuing quality and process improvement. The contractor shall continuously evaluate the adequacy and effectiveness of all areas of the operation. This will include periodic appraisals of all laboratory functional areas. The data/reports resulting from any appraisals or evaluations shall be submitted along with the contractor’s weekly operations report (IAW CDRL

A007). The contractor shall place special emphasis on ensuring high quality work and establishing an active safety program in the workplace. The contractor shall provide clearly defined policies and procedures for effective and responsive project management. Primary among these shall be a policy for reviewing and updating all plans and procedures used to manage the oil analysis laboratories.

ADAPTABILITY

The contractor’s staffing and training plans (refer to 1.4.3 & 1.4.5) shall be designed to quickly adapt to the evolving needs of the Army.

PHASE-IN

The contract phase-in period shall not exceed the 1st 30 days of contract performance. During this time the contractor shall conduct joint inventories of designated government property with the AOAP Property

Administrator (PA). The contractor shall assume full responsibility for all work in progress on the contract performance start date.

PHASE-OUT

The contract phase-out period encompasses approximately the last 90 days of contract performance. The contractor shall provide a phase-out plan (IAW CDRL A006) 3 months prior to contract completion date. In addition, the contractor shall conduct joint inventories of designated government property with the AOAP PA.

ELECTRONIC INVOICING – WIDE AREA WORKFLOW (WAWF)

In accordance with DFARS 252.232-7003, Electronic Submission of Payment Requests, the contractor is required to submit requests for payment (invoicing) thru the WAWF electronic invoicing application. Instructions for registering and submitting electronic invoices using WAWF can be found at https://pieetraining.eb.mil/piee-landing/. Web-based training on the procedures to use WAWF can be found at: https://pieetraining.eb.mil/wbt/.

CONTRACTOR MANPOWER REPORTING

The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the United States Army via the website at https://www.sam.gov/. The required information may include:

• Contracting office, contracting officer and contracting officer representative

• Contract number, including task and delivery order number if applicable

• Beginning and ending dates covered by reporting period

• Contractor name, address, phone number, e-mail address, identity of contractor employee entering data

• Estimated direct labor hours (including subcontractors)

• Estimated direct labor dollars paid for the reporting period (including subcontractors)

• Total payments (including subcontractors)

• Predominant federal service code (FSC) reflecting services provided by contractor (and separate predominant

FSC code for each subcontractor if different)

• Estimated data collection cost

• Organizational title associated with the Unit Identification Code (UIC) for the Army

• The Unit Identification Code (UIC) of the Requiring Activity; the contractor should contact the COR for

AOAP’s UIC

• Locations where contractors and subcontractors perform the work, specified by zip code in the United States and the nearest city and country when in an overseas location, using the standardized nomenclature provided on the website.

• The presence of deployment or contingency contractor language in the contract

• Number of contractor and subcontractor employees deployed in theater for the reporting period (by country) https://pieetraining.eb.mil/piee-landing/ https://pieetraining.eb.mil/piee-landing/ https://pieetraining.eb.mil/wbt/ https://www.sam.gov/

Reporting inputs will be for the labor executed during the period of performance for each Government fiscal year

(FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year.

For help with using the website to report manpower data, the contractor may access the “Quick Start Guide for

Service Contract Reporting” via the website’s help section and/or the Federal Service Desk at www.fsd.gov, 866.606.8220.

1.6. QUALITY MANAGEMENT

The contractor is responsible for the quality of the services provided. All methods and procedures shall support this concept. The contractor shall implement a Quality Control (QC) Plan for the laboratories (IAW CDRL

A008). The contractor’s QC plan shall assure that the QC function is independent from any other parts of the contractor’s organization and has direct accountability to the contractor’s top management. The offeror shall submit this plan as part of their proposal. Ten workdays after contract award, the contractor shall submit a QC plan to the COR. The contractor shall submit any changes to the plan to the COR not later than ten workdays prior to the effective date of change. The COR will make final review and acceptance of the initial plan and any subsequent changes within ten workdays of submission. The contractor shall review the plan annually on the anniversary of the contract award date.

1.7. ACCESS TO FACILITIES AND DATA

The contractor shall provide access to Government Owned – Contractor Operated (GOCO) facilities for inspection by any agency or individual authorized access by the COR. Laboratory personnel should also expect periodic visits by AOAP PMO or other government personnel. The contractor shall permit the COR access to all records and data used in performance of the statement of work.

VISITS

The Government reserves the right to make announced and unannounced visits and/or inspections of the GOCO

AOAP laboratory facilities for the purposes of observation and/or assuring complete compliance with all of the terms of the contract. The contractor shall provide access to all work sites for observation or inspection by any government agency or individual authorized access by the COR. To the extent possible, government personnel will not interfere with the contractor’s work.

VISITORS AND INSPECTIONS

The contractor shall verbally notify the COR within 24 hours, with a follow-up via e-mail, of all visitors or inspectors who wish to visit or inspect GOCO facilities and the proposed date for the visit or inspection. Within three business days of the conclusion of the visit or inspection, the contractor shall submit a report to the COR

(IAW CDRL A013). Should an inspection of any of the AOAP’s GOCO facilities find deficiencies/non-compliance, the contractor shall immediately notify the COR telephonically or in person with a follow-up via e-mail.

BRIEFINGS AND FACILITIES TOURS

The contractor shall provide briefings and facility tours on an as required basis. The COR will provide approval to conduct briefings or facility tours. In the event prior approval is not possible, the contractor shall notify the

COR within three business days following the briefing and/or facility tour and provide a report of same (IAW

CDRL A013). The contractor shall not make any program changes or commitments without prior approval from the COR.

http://www.fsd.gov/

FMS LABORATORY VISITS

Laboratories supporting FMS customers shall allow PN personnel access to laboratories as requested or required.

Visits to FMS laboratories by USG or contractor personnel shall be coordinated through USG embassies as required.

1.8. GOVERNMENT QA AND OVERSIGHT

The COR will monitor the contractor’s performance using the parameters outlined in TE 1, “Performance

Requirements Summary,” and by observations made by COR. The Government reserves the right to audit/inspect any aspect of the contractor’s operation at any of the Army laboratories for compliance with the AOAP PMO requirements and for compliance with the contractor’s own plans and procedures.

1.9. VEHICLE CONTROL

VEHICLE REGISTRATION

• State Registration. All motor vehicles entering Army installations shall possess a valid state registration.

The contractor shall register all vehicles prior to commencement of contract work and shall maintain a valid state registration during the time the vehicle is in use on Army installations.

• Installation Registration. Contractor personnel shall comply with any installation vehicle registration requirements which the Government may implement during the life of the contract.

VEHICLE LICENSE

State Class A, B, C & D Driver’s Licenses. Contractor personnel operating motor vehicles on Army installations shall possess a valid state operator’s license for the category of vehicle they operate and shall comply with AR 190-5, Motor Vehicle Traffic Supervision, and local policies/procedures regarding motor vehicle use on the respective installation.

INSURANCE

All motor vehicles operating on Army installations shall possess valid insurance.

VEHICLE OPERATION

All personnel shall follow Army installation traffic regulations and policies.

1.10. SECURITY

Laboratories and storage buildings are located within the boundaries of Army installations. The contractor shall be responsible for the security of the facilities used in the performance of this contract (e.g., keeping doors locked and limiting access). This includes lock and key control as described in paragraphs 1.10.1.22 and 3.1.2.1. The contractor shall secure all buildings after normal working hours or when unoccupied. Specific security requirements may change at Army installations. The contractor shall abide by the most current security requirements as promulgated in Army regulations, local regulations, policies and procedures, etc. The contractor’s personnel or representatives entering an Army installation shall be subject to security checks.

Contractor personnel assigned to an HN/PN laboratory shall be subject to HN/PN security requirements in addition to any required by the USG.

SECURITY REQUIREMENTS

1.10.1.1. Search and Seizure

The contractor’s personnel and property shall be subject to search and seizure by Army installation security forces anytime while within Army installation boundaries.

1.10.1.2. Facility Clearance (FCL)

The Defense Counterintelligence and Security Agency (DCSA) must grant a Secret facility clearance (FCL) prior to performance on this contract. The contractor may find information on obtaining an FCL at:

https://www.dcsa.mil/Industrial-Security/Entity-Vetting-Facility-Clearances-FOCI/Facility-Clearances/.

1.10.1.3. Personnel Security Clearances (PCLs)

All contractor personnel shall possess a Secret personnel security clearance (PCL) prior to performance on this contract.

The contractor shall apply for PCLs within 10 business days after contract award and verification of FCL. The contractor shall initiate security clearance action in accordance with Title 32 of the Code of Federal Regulations

(CFR) Part 117. Contractor employees shall maintain their security clearance throughout the duration of their employment. Personnel who have not received or have been denied/revoked a PCL will not:

• Be granted access to classified information

• Be allowed to perform classified work

• Be granted access to restricted areas, unless escorted by a person having proper clearance and authorization

1.10.1.4. Antiterrorism (AT) Level I Training

All contractor employees requiring access to Government installations, facilities and controlled access areas shall complete AT Level I Awareness training. The Government will provide the training for this requirement at no cost to the contractor. Contractor personnel may access the training at https://jkodirect.jten.mil after issuance of their CAC (personnel should search for and enroll in course #JS-US007-14). Contractor personnel shall complete this training within 30 calendar days after contract the start date or within 30 calendar days of the start date of any new employee and annually thereafter.

The contractor’s FSO shall submit training results and/or certificates of completion to the COR within 10 workdays following completion of the training.

1.10.1.5. AT Awareness Training for Contractor Personnel Traveling Overseas (a.k.a “Country Brief” or “Travel

Brief”)

Whenever contractor personnel travel OCONUS for business or pleasure, the Facility Security Officer (FSO) of the post/camp/installation at which the laboratory resides must provide a security briefing to the employee relevant to the OCONUS destination. This text requires U.S.-based contractor employees to make available, and to receive, Government provided area of responsibility (AOR) specific AT training as directed by AR 525-13.

1.10.1.6. Contractors Authorized to Accompany the Force

The contractor shall comply with DFARS Clause 252.225-7040, Contractor Personnel Authorized to Accompany

U.S. Armed Forces Deployed Outside the United States. The clause shall be used in solicitations and contracts which authorize contractor personnel to accompany U.S. Armed Forces deployed outside the U.S. in contingency https://www.dcsa.mil/Industrial-Security/Entity-Vetting-Facility-Clearances-FOCI/Facility-Clearances/ https://jkodirect.jten.mil/ operations; humanitarian or peacekeeping operations; or other military operations or exercises, when designated by the combatant commander. This clause discusses the following AT/OPSEC related topics: required compliance with laws and regulations; pre-deployment requirements; required training (per combatant command guidance); and required personnel data.

1.10.1.7. Performance or Delivery in a Foreign Country

The contractor shall comply with DFARS Clause 252.225-7043, Antiterrorism/Force Protection for Defense

Contractors Outside the U.S. This clause shall be used in solicitations and contracts which require performance or delivery in a foreign country. This clause applies to both contingency and non-contingency support. The key AT requirement is for non-local national contractor personnel to comply with theater clearance requirements. In addition, it allows the combatant commander to exercise oversight to ensure the contractor’s compliance with combatant commander and subordinate task force commander policies and directives.

1.10.1.8. Handling or Access to Classified Information

The contractor shall comply with FAR 52.204-2, Security Requirements. This clause involves access to information classified as “Confidential,” “Secret,” or “Top Secret” and requires contractors to comply with

DD Form 441 [Department of Defense (DoD) Security Agreement], including 32 CFR Part 117, and any revisions to 32 CFR Part 117, notice of which the Government has furnished to the contractor.

1.10.1.9. Access and General Protection/Security Policy and Procedures

The contractor shall comply with applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by government representatives). The contractor shall also provide all information required for background checks to meet installation access requirements, which the installation Provost Marshal Office, Director of Emergency Services or Security Office will accomplish. The contractor workforce shall comply with all personal identity verification requirements as directed by DoD, Headquarters – Department of the Army (HQDA) and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any individual facility or installation change, the Government may require changes in contractor security matters or processes.

1.10.1.10. iWATCH Training

The contractor shall brief all employees on the local iWATCH program. The Government will provide the training for this requirement at no cost to the contractor. Training will take place at the post/camp/station at which the laboratory resides. This locally developed training will be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the COR. This training shall be completed within 30 calendar days after the contract start date or within 30 calendar days of the start date of any new employee.

The contractor’s FSO shall submit training results and/or certificates of completion to the COR within 10 workdays following completion of the training.

1.10.1.11. Contractor Employees Who Require Access to Government Information Systems

All contractor employees who require access to government information systems shall be registered in the

ATCTS (Army Training Certification Tracking System) at commencement of services.

1.10.1.12. Communications Security (COMSEC)

Contractor operations at all Army installations shall comply with DoD, Army and local COMSEC regulations, policies and procedures.

1.10.1.13. Operations Security (OPSEC)

Contractor operations at all Army installations shall comply with the Army’s OPSEC requirements IAW AR 530-

1 and local policies and procedures.

1.10.1.14. Operations Security (OPSEC) Training

Per AR…