Atch 1_PWS ASL Interpreter_4 Dec 25 DRAFT.pdf

Attachment 1

PERFORMANCE WORK STATEMENT (PWS)

FOR

AMERICAN SIGN LANGUAGE (ASL) INTERPRETER SERVICES

4 Dec 2025

1.0 INTRODUCTION

1.1 This is a non-personal services contract to provide Interpreter Services for the Air Force Personnel Center (AFPC). The government will not exercise any supervision or control over the Contractor employees carrying out the specified services. These Contractor employees are accountable exclusively to the Contractor, who in turn is responsible to the government.

1.2 The Contractor is responsible for providing all personnel, equipment, tools, materials, supervision, other necessary items, and services to manage American Sign Language (ASL) Interpreter Services as detailed in this PWS. This responsibility does not cover what is specified in Section 6.0 (Government-Furnished Facilities, Equipment, and Services) at the Air Force Personnel Center, Randolph AFB, TX. The Contractor will operate under the Chief, Systems Analysis and Initiatives Section, DFAS-Indianapolis, AFPC/DPP within AFPC.

1.3 The Contractor shall provide fully certified and qualified American Sign Language (ASL) interpreting services (Non-Advisory and Assistance Services) and all associated deliverables to support communication needs for personnel at Air Force Personnel Center (AFPC) Operating Location (AFPC/DPPP) in Indianapolis, IN. Compliance with the Rehabilitation Act of 1973, Title V, Sections 501 and 504, and the Americans with Disabilities Act of 1990, is mandatory to meet the obligation for reasonable accommodations and effective communication for individuals with disabilities.

1.4 Applicable Documents. This section contains the list of compliance and reference documents that the Contractor and subcontractors (if applicable) shall comply with and reference in the execution of this contract. Although dates are provided with each document, for the purposes of executing the tasks in this PWS, all references shall be to the current edition in use by the Government at the time of award or when options are executed. Exceptions to these documents will require written Government approval from the Contracting Officer Representative (COR) prior to use. This list will be confirmed by the Government and Contractor. Updates may occur during the contract Period of Performance (PoP).

1.4.1 The Contractor shall consult and use these additional documents when performing the contract:

a. Defense Joint Military Pay System (DJMS)

b. Master Military Pay Account (MMPA) Guide,

c. DoD FMR Vol 7A (Active Duty and Reserve Pay),

d. Defense Joint Military Pay System (DJMS) Table List (PWS Attachment 1)

e. DJMS Terms & Acronymns List (PWS Attachment 2)

f. Defense Finance and Accounting Service (DFAS) Acronym list.

g. DoD 7000.14-R Department of Defense Financial Management Regulation (DoD FMR): https://comptroller.defense.gov/FMR/vol7a_chapters/.

1.4.2 In the event there is an error in any AFIs, DoDI's etc., in this PWS, the latest version found at http://www.e-publishing.af.mil/shall apply.

2.0 DESCRIPTION OF SERVICES

2.1 Scope: The Contractor shall provide on-demand, high-quality ASL interpreting services to meet the urgent and ongoing needs of AFPC/DPPP Indianapolis, IN. All services and deliverables must align with federal standards for accuracy, professionalism, and responsiveness.

2.2 Service Requirements: AFPC/DPPP site in Indianapolis, IN, requires certified ASL interpreters be available for both regular and specialized interpreting services. The Contractor shall provide:

2.2.1 Availability of Services: Interpreting services shall be available both virtually and in person as required by the government. The Contractor shall ensure continuous service availability across all requested platforms.

2.2.2 On-Demand Interpreter Availability: The Contractor shall provide an on-demand interpreter within 15 minutes of notification, for urgent requests, as required.

2.2.3 Hybrid Service Capability: The Contractor shall provide both in-person and virtual interpreting services, enabling the government to select the mode of service that best meets operational requirements.

2.2.4 Platform Transition Assurance: The Contractor shall ensure seamless transitions between in-person and virtual interpreting services. If an in-person interpreter is unavailable, a virtual interpreter shall be deployed with minimal disruption to ongoing operations.

2.2.5 24/7 Virtual Accessibility: Virtual interpreting services shall be accessible 24/7 to accommodate the needs of government entities with continuous operations. This includes the ability to respond to emergency requests without prior notice.

2.2.6 Mobile and Web-Based Service Management: The Contractor shall provide a mobile app and web portal for requesting, scheduling, and managing interpreting services. This ensures access to interpreting support for on-the-go or time-sensitive requirements.

2.2.7 Scheduled ASL Services: The Contractor shall ensure the consistent provision of American Sign Language (ASL) interpreting services during regular business hours, Monday through Friday, for up to 30 hours per week. This requirement supports recurring operational needs, with an estimated annual service volume of 2,000 hours.

https://comptroller.defense.gov/FMR/vol7a_chapters/ http://www.e-publishing.af.mil/

2.2.8 Event Support: For government-hosted events, conferences, or training sessions, the Contractor shall provide uninterrupted interpreting services for the full duration of the event, up to 8 hours per day, as required.

2.2.9 Remote Service Requirements: Virtual interpreting services shall be available up to four days per week to support flexible and timely operational responses.

2.2.10 Emergency Response: The Contractor shall promptly acknowledge all requests for interpreting services. In emergency situations, the Contractor is required to provide onsite ASL interpreting services within 24 hours of the request. It is anticipated that emergency requests will constitute approximately 10-20% of the total service volume, with a higher proportion expected during the fiscal year and end-of-year periods.

2.2.11 The contractor shall furnish qualified interpreters residing within the local

Indianapolis area to ensure timely availability for both in-person assignments and on-call support. This supports mission readiness by enabling timely, on-demand language access services in accordance with Air Force and Space Force operational requirement.

2.3 The Contractor shall maintain all equipment, personnel, and resources needed to perform ASL interpreting duties at the highest standards of reliability and professionalism.

2.4 Interpreter Staffing: Contractor shall provide a minimum of two interpreters to ensure seamless communication and maintain the flow of conversation- one dedicated to signing and the other to voicing on the Governments behalf. This arrangement is intended to facilitate clear, uninterrupted dialogue and optimize the overall effectiveness of the exchange.

2.4.1 AFPC/DPPP Coordination: AFPC/DPPP Notices of Events shall be provided to the Contractor a minimum of three (3) business days in advance, with specific locations, dates and times. For ASL interpreter services, the Contractor shall confirm access credentials with the AFPC POC prior to each event. Unforeseen events will be limited as much as possible.

2.4.2 Cancellation Policy: In the event of government-initiated cancellation, the

Government shall notify the Contractor within 24 hours of the decision. The Government will work in good faith to mitigate the impact by rescheduling the event where feasible, or by reimbursing the Contractor for allowable costs incurred up to the point of cancellation, in accordance with the terms of the contract. For emergent issues, Contractor shall attempt to provide services either virtually or on site.

2.4.3 Service Reporting: The Contractor shall submit a detailed service report, which includes request date, event date, interpreter name, a summary of the service (e.g. briefing for AFPC/DPPP), and total hours worked to the Contracting Officer Representative (COR). The Contractor shall provide reports within five (5) calendar days following each service event.

(A001)

2.4.4 Missed Appointments: The Contractor shall minimize interpreter no-shows or cancellations for scheduled appointments.

2.4.5 Minimum Qualifications: The Contractor personnel must be certified at Advanced or Master level by the Registry of Interpreters for the Deaf (RID) or the Board for Evaluation of Interpreters (BEI) and shall have a minimum of three (3) years of paid, full-time professional interpreting experience with knowledge of Air Force/Space Force jargon and acronyms. All interpreters are required to adhere strictly to the RID Code of Professional Conduct (CPC) and always uphold confidentiality and accuracy.

2.4.6 Confidentiality Compliance: The Contractor shall ensure all interpreters adhere to confidentiality requirements during and after interpreting sessions.

2.4.7 Poor Interpreter Performance: The Contractor shall address any issues related to poor interpreter performance such as frequent misinterpretation or omission of critical information, failure to adhere to professional standards of conduct, inability to maintain confidentiality, tardiness, or lack of subject-matter proficiency. If an interpreter fails to meet the Government’s performance expectations or hinders mission effectiveness, the Government reserves the right to request immediate removal and replacement of the interpreter at no additional cost.

2.4.8 Client Satisfaction: The Contractor shall ensure client satisfaction for interpreter services provided, with prompt resolution of any complaints.

2.5 Contractor Training

2.5.1 The Contractor shall provide fully qualified personnel who possess the skills necessary to support their company’s minimum requirements of the labor category under which they are performing. Training necessary to meet minimum requirements will not be paid for by the Government

2.5.2 The Contractor's employees shall take periodic mandatory training courses as directed and provided through the agency, such as Cyber Awareness Training, Controlled Unclassified Information (CUI) and other training required by statute, regulation, USAF, DOD, or DISA policy. No other training of Contractor personnel shall be provided by the Government unless authorized by the Contracting Officer or COR.

2.5.3 Information Assurance Contractor Training & Certification. The Contractor shall ensure that personnel accessing information systems have the proper and current information assurance certification to perform information assurance functions in accordance with DoD 8570.01-M, Information Assurance Workforce Improvement Program. The Contractor shall meet the applicable information assurance certification requirements appropriate for each category and level as listed in the current version of DoD 8570.01-M IAT level 2.

2.5.3.1 The Contractor shall provide documentation supporting the information assurance certification status of personnel performing information assurance functions.

Contractor personnel who do not have proper and current certifications shall be denied access to DoD information systems for the purpose of performing information assurance functions.

2.6 Kickoff Meeting. The Contractor shall schedule, coordinate, and host a program kickoff meeting NLT five (5) business days after contract award (A002). The meeting shall provide an introduction between Contractor and Government stakeholders, and will allow for discussion of technical, management, security requirements, travel authorizations, and reporting procedures.

At a minimum, the attendees shall include the key Contractor personnel, Contracting Officer (CO), Program Manager (PM), and Contracting Officer Representative (COR). The Contractor shall provide a meeting agenda (A002) for review and approval by the CO, COR, and Government PM NLT two (2) business days before scheduled meeting. The agenda shall include, but not be limited to, the following topics/deliverables:

• Government

- Introduction of CO, Government PM, COR, and other key personnel

- Roles, Responsibilities, and Authorities

- Reporting Requirements, e.g. Monthly Status Report (MSR)

- Invoicing procedures

- Monthly meeting dates

• Contractor

- Introduction of Contractor PM and other key personnel

- Security discussion and requirements (Bldg access, badges, etc.)

- Communication Plan/lines of communication overview (between both Contractor and Government)

- Other logistic issues

- Sensitivity and protection of information

- Additional issues of concern (Leave/back-up support)

2.7 Monthly Status Report (MSR). The Contractor shall develop and provide a Monthly Status Report (MSR) (A003) to the COR NLT the 10th day of each month, to be delivered via email and include, at a minimum, the following:

a) Activities during reporting period, by task (include ongoing activities, new activities, activities, and deliverables completed, agreements reached and progress to date on all above-mentioned activities). Each section shall start with a brief description of the task

b) Resources Utilized (man-hours, travel costs, other expenses, etc.)

c) Problems encountered and corrective actions taken. Also, include issues or concerns and proposed resolutions to address them

d) Personnel gains, losses, and status as applicable (security clearance, certificates, etc.)

e) Government actions required

2.8 Contract Management. The Contractor shall provide a Program Manager (PM) who will be responsible for the performance of work and ensure all standards referenced herein are adhered to.

The PM shall have full authority to act for the Contractor on all matters relating to the daily operation of this contract. The Contractor shall designate this individual to the CO and the COR NLT five (5) business days after contract award and provide their contact information (i.e., name, phone number, email, etc.). An alternate PM may be designated, but the Contractor shall identify those times when the alternate shall be the primary point of contact.

2.9 Transition/Phase-In and Phase-Out

The contractor shall ensure a smooth transition into contract performance by coordinating with Government personnel and the outgoing contractor. A Phase-In Plan outlining key milestones, staffing, and readiness shall be submitted within 14 days of the award and executed to ensure full operational capability by the designated start date. At contract completion or termination, the Contractor shall implement a Phase-Out Plan to ensure continuity of services. This includes coordinating with the incoming contractor or Government staff, transferring relevant data and materials, and minimizing service disruption. The plan shall be submitted within 30 days of notification.

If there is a change in contractor, the incumbent contractor shall provide familiarization and allow the follow-on contractor and/or government personnel to observe operations, facilities, work, equipment locations, and reporting procedures on a non-interference basis. During the phase-out familiarization period, the incumbent shall be fully responsible for operation of the ASL Interpreter Services support workload.

2.10 Quality Assurance. The Government will evaluate the Contractor's performance under this contract in accordance with its Quality Assurance Surveillance Plan (QASP); however, the Government may use a variety of surveillance methods to evaluate the Contractor’s performance to determine if it meets the performance objectives and performance threshold.

2.10.1 The Contractor shall provide and maintain an inspection system acceptable to the Government covering the services under this contract. Complete records of all inspection work performed by the Contractor shall be maintained and made available to the Government during contract performance and for as long afterwards as the contract requires.

2.10.2 Government Inspections. Government methods of inspection other than those listed in the PWS (such as provided for by the Inspection of Services clause) may occur during the performance period of this contract. Such surveillance will be done according to standard inspection procedures or other contract provisions. Any action taken by the CO as a result of inspections will be according to the terms of this contract.

2.10.3 Quality Assurance Meetings: The Contractor can be required to meet with the CO, Contract Administrator, COR, and other government personnel as necessary. The Contractor may request a meeting with the CO via email when they believe such a meeting is necessary.

2.10.4 Written minutes of any such meeting shall be recorded by the COR. A copy of the minutes shall be sent to all attendees via e-mail for their concurrence. When concurrence is received, a copy of all recorded minutes shall be provided to the Contractor. A copy shall be placed in the official contract file for record keeping.

2.10.5 In the event the Contractor does not concur with any portion of the minutes, exceptions to the minutes shall be provided, in writing, to the CO within 10 duty days following receipt of the minutes. Final resolution to exceptions taken by the Contractor resides with the

CO.

2.11 Quality Control Plan (QCP): The Contractor shall provide, maintain, and implement a QCP that ensures compliance with all contract requirements. The Contractor shall submit their QCP to the CO with their proposal. The QCP will be considered acceptable and approved unless the Contractor is notified by the CO prior to award. Changes to the QCP during contract performance shall be submitted to the CO and COR for acceptance no later than 10 calendar days prior to any changes being implemented by the Contractor.

2.11.1 The Contractor’s QCP shall identify the standards, processes, procedures, and checklists for all milestones performed. The QCP shall also identify, prevent, and correct any deficiencies for all services set forth in this PWS, and shall assure the requirements of this contract are provided as specified. The QCP must illustrate proposed method(s) of inspection, and actions to be taken to correct deficiencies discovered during the inspection process.

2.11.2 The Contractor shall monitor quality processes and perform technical audits and reviews IAW the QCP to verify adherence to organizational standards, processes, and procedures.

2.11.3 The Contractor shall make appropriate and necessary revisions to the QCP throughout the performance period of the contract. Any changes to a QCP during the contract period must be submitted to the CO, through the COR or directly, NLT 10 business days prior to implementation by the Contractor. The Contractor is responsible for adhering to the QCP.

2.11.4 The Contractor's quality inspection documentation (i.e., metrics, reports, etc.) shall be made available to the COR within two (2) business days after request. The reports must provide information on the methods of inspection, what was inspected, discrepancies found, and actions taken to correct and preclude recurrence.

2.12 Government Contracting Officer’s Representative

2.12.1 The CO will appoint a Contracting Officer’s Representative (COR) and issue a COR Designation Letter stating the authority, as well as responsibilities and limitations of the COR. The Contractor will receive a copy of the written designation.

2.12.2 The COR will monitor all technical aspects of the contract and assist in contract administration. The COR will provide technical assistance and clarification required for the performance of the contract. The COR will participate in project meetings, represent the CO in the technical phases of the work, and receive contract deliverables. The COR will not provide any supervision or instructional assistance to Contractor personnel. The COR is not authorized to change any terms or conditions of the contract. Changes in the contract requirements, price or terms and conditions shall only be made by the CO via properly executed modifications to the contract.

3.0. SERVICES SUMMARY (SS)

The Contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement and will be assessed on an “Acceptable” or “Unacceptable” basis. These thresholds are critical to mission success.

Performance Objective PWS Reference Performance Threshold

1. Service Reporting: The Contractor shall provide a report for all ASL taskings within 5 calendar days following each event.

2.4.3 100% Inspection/Receipt of Reports

2. Availability of Services: Interpreting services shall be available both virtually and in person as required by the government. The Contractor shall ensure continuous service availability across all requested platforms.

2.2.1 98% of appointments must have an interpreter available at the scheduled time.

3. Interpretation Quality: The contractor shall provide accurate and contextually appropriate interpretations, ensuring clear and effective communication

2.5 95% accuracy in interpretations, as measured by client feedback and spot checks.

4. On-Demand Interpreter Availability:

The Contractor shall provide an on-demand interpreter within 15 minutes for urgent requests, as required.

2.2.2 90% of urgent requests should have an interpreter available within 15 minutes.

5. Missed Appointments: The Contractor shall minimize interpreter no-shows or cancellations for scheduled appointments.

2.4.4

No more than 2% of scheduled appointments should be missed by interpreters monthly.

6. Poor Interpreter Performance: The Contractor shall ensure interpreters meet performance standards, addressing any issues of professionalism or skill promptly.

2.4.7

No more than 5% of interpreters should receive poor performance ratings monthly, with corrective action taken within 5 business days.

7. Client Satisfaction: The Contractor shall achieve high client satisfaction for interpreter services provided, with prompt resolution of any complaints.

2.4.8

95% client satisfaction rating, with complaints resolved within 5 business days.

GONZALEZ, MELISSA A CIV USAF AFMC 338 ESS/PKA

I don’t see this Performance Objective in the PWS or in 2.5. Please correct.

8. Confidentiality Compliance: The Contractor shall ensure all interpreters adhere to confidentiality requirements during and after interpreting sessions.

2.4.6

100% of interpreters must adhere to confidentiality agreements, with no breaches.

4.0 DELIVERABLES

The specific format and required delivery dates for all deliverables will be specified by the originator consistent with Air Force needs. Any papers, recommendations, etc. that the Contractor submits are drafts and not final copies until approved and accepted by the COR. All deliverables will be reviewed for timeliness, accuracy, and format. If a deliverable’s due date falls on a weekend or holiday, the Contractor shall submit the deliverable on the last workday prior to the due date unless otherwise coordinated with the COR. The Contracting Officer (CO) shall also be provided copies of the listed deliverables. he following enumerated deliverables are not expected to change. Due Date intervals are not expected to change but actual dates may need to be revised depending on actual contract start date.

Deliverable

Number Title PWS Task

Reference Due Date

A001 Service Report 2.4.3 NLT 5 calendar days following each service event

A002 Kick-off Meeting and Agenda 2.6 Meeting NLT 5 business days after contract award; meeting agenda NLT 2 business days before scheduled meeting

A003 Monthly Status Report 2.7 NLT the 10th day of each month

A004 Quality Control Plan 2.11 With proposal prior to award; revisions NLT 10 calendar days before implementation

A005 Travel Authorization Form 6.4 & Appendix B

At least 10 business days prior to trip

A006 Travel Trip Report 6.4 Within 5 business days after trip

5.0 PERFORMANCE LOCATION

5.1 Place of Performance. The primary place of performance for this effort shall be Indianapolis, IN. The Contractor may be required to travel to San Antonio, TX. Routine performance location is: Major General Emmett J. Bean Federal Center, 8899 E 56th St, Indianapolis, IN 46249.

5.2 Telework. The government reserves the right to authorize routine or situational telework on a case-by-case basis. Teleworking must be coordinated and approved by the Contracting Officer Representative (COR), and a report of telework activities shall be submitted NLT two full business days by the Contractor employee to the COR for each day telework is performed.

6.0 GOVERNMENT FURNISHED FACILITIES, EQUIPMENT, AND SERVICES

6.1 Facilities. No office space will be provided for this contract.

6.2 Equipment. No government equipment will be issued.

6.3 Contractor Furnished Items and Services

6.3.1 The Contractor is responsible for providing all necessary personnel, equipment, tools, materials, supervision, other necessary items, and services to manage American Sign Language (ASL) Interpreter Services as detailed in this PWS.

6.3.2 The Contractor shall be responsible for providing any telephone service required for company or personal business.

6.3.3 The Contractor shall be responsible for providing their own expendable general office supplies for day-to-day contract performance.

6.4 Travel: Contractor travel (if requested by the Government) shall be in accordance with FAR 31.205-46, the Joint Travel Regulations (JTR), and will be reimbursed. Travel costs shall be pre-approved by the COR and Contracting Officer prior to any travel taking place. Travel cost will be in accordance with the Joint Travel Regulation. The Air Force Personnel Center Headquarter at Joint Base San Antonio – Randolph, Texas is anticipated to be required travel destination at least annually. Prior to traveling, the Contractor shall submit a travel authorization request (A005), per Appendix A, to the COR and CO at least 10 business days prior to trip. Costs in excess of maximum per diem rates or the lowest customary standard, coach, or equivalent airfare must include written justification for use of the higher amounts approved by an officer of the Contractor’s organization and are subject to advance approval by the CO. After review of the estimated costs and verification of funds availability by both COR and Contractor, the travel authorization request shall be sent to the CO for final review and approval. The COR will notify the Contractor that the travel request has been approved. After completion of travel, the Contractor shall provide a Trip Report (A006) within 5 business days to the COR identifying actual costs paid and submit an invoice via Wide Area Workflow (WAWF) with a detailed breakdown of reimbursable travel costs incurred and receipts for all expenses of $75.00 or more. The Trip Report shall also include the following information.

• Personnel traveled

• Dates of travel

• Destination(s)

• Purpose of Trip; contract effort supported and Contract ID number; Organizations supported; Action Items

• Results of trip

• Approval Authority

6.5 Communication: The Contractor must be proficient in the English language. Personnel must be capable of understanding and interpreting written materials accurately, including technical documents, instructions, reports, and any other written communications.

6.5.1 The Contractor must ensure that all communication, especially regarding sensitive or proprietary information, is handled with confidentiality and in accordance with data protection agreements.

6.6 Appearance and Professionalism: The Contractor must ensure that all personnel present a professional appearance, maintain professional demeanor and conduct at all times, and are easily identifiable as Contractor employees.

6.6.1 The Contractor is required to provide each employee with a badge displaying the company name and the employee's name. These badges must be worn on outer garments above the waist. When conversing with government personnel during business meetings, over the telephone, or via electronic mail, contractor/subcontractor personnel shall identify themselves as such to avoid situations arising where sensitive topics might be better discussed solely between government employees. Contractors/subcontractors shall identify themselves on any attendance sheet or any coordination documents that is necessary for review per government specification.

Electronic email signatures shall reflect contractor status. All contractor personnel shall clearly identify themselves as interpreter in all verbal and written communications related to this contract.

This includes, but is not limited to, in-person meeting, telephone conversations, email correspondence, and official documents. Contractors shall include their first name, and the word “Christian’s interpreter’ during introductions in meetings and phone calls to ensure distinction from Government personnel.

6.6.2 AFPC personnel are governed by the dress code standards in AFI 36-2903. Personnel are expected to dress in appropriate civilian attire that reflects positively on the Air Force. For Contractor personnel, this will mean business casual. Acceptable clothing includes:

• Collared shirts, sweaters, blouses.

• Dress pants, khakis, dress skirts or dresses of appropriate length.

• Closed-toe shoes such as loafers, dress shoes, flats, sneakers.

• Unacceptable clothing items include:

- T-shirts, tank tops, crop tops, pullover hoodies.

- Jeans, shorts, leggings, athletic wear.

- Flip-flops, sandals.

- Hats indoors.

6.7 Hours of Operation: The standard duty hours for all Contractor personnel are from 0700 to 1600 or from 0730 to 1630, Monday through Friday.

6.8 Federal Holidays: AFPC follows all federally observed holidays during each work year. Down days and Family Days declared by the commander are considered duty days and are not included in the definition of a holiday. The following days are observed as federal holidays therefore limiting access to federal personnel and/or facilities:

New Year’s Day Labor Day Martin Luther King Jr’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day

Juneteenth Christmas Day National Independence Day

6.8.1 Additional holidays declared by the President of the United States are not included in the definition of a recognized holiday. Please refer to OPM.gov for the full list of Federal Holidays observed.

6.8.2 Performance of Services During a Crisis. IAW DoDI 1100.22, and DFARS 237.76, “Continuation of Essential Contractor Services”, unless otherwise directed by an authorized government representative, it is determined that services as identified in this PWS are NOT essential for performance during a crisis. In the event of an unforeseen natural or military crisis (i.e., hurricane, insurrection, etc.), the Contractor’s primary responsibility is to safeguard the Contractor’s employees

6.9 Inherently Governmental Functions

6.9.1 In performing the tasks in this PWS, the Contractor shall immediately stop work and notify the Government Contracting Officer in writing regarding situations where they believe, or have reason to believe, they have been tasked to perform an inherently governmental function (IGF) as defined by FAR Subpart 7.5.

6.10 Organizational Conflict of Interest

6.10.1 Contractor 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 Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5.

6.10.2 The Contractor shall notify the CO immediately whenever they become aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the CO to avoid or mitigate any such OCI issues. The Contractor’s mitigation plan shall be determined to be acceptable solely at the discretion of the CO and in the event the CO unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the CO may implement 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.

6.11 Non-Personal Services

6.11.1 The Government shall not supervise Contractor employees nor control the method by which the Contractor performs required services. Under no circumstances shall the Government assign work to or prepare work schedules for individual Contractor employees.

6.11.2 It shall be the responsibility of the Contractor to manage its employees, and to guard against any actions that are of the nature of personal services or give the perception of personal services. If the Contractor feels that any actions constitute, or are perceived to constitute personal services, it shall be the Contractor’s responsibility to notify the CO immediately.

6.12 Non-Disclosure Agreements (NDAs)

6.12.1 All Contractor employees along with any corporate personnel who will have knowledge of the work performed under this contract, must provide a signed NDA to the COR prior to access of information regarding the work. The signed NDA will serve as assurance that the personnel shall not disclose any information about potential or actual government requirements, cost estimates, etc., to any individual without the need to know as determined by the Government and by the NDA.

7.0. SECURITY REQUIREMENTS

7.1. Security Clearance Requirements. The work being performed under this contract shall be Controlled Unclassified Information (CUI). The Contractor may require access to Government computers and/or the Non-classified Internet Protocol (IP) Router Network (NIPRNet). DoD Contractor Facility Clearance is not required to support this effort.

7.1.1 The Contractor shall provide personnel for the performance of this contract that meet the Government’s established employment eligibility requirements; accordingly, the Contractor must pre-screen candidates using the E-Verify Program website: http://www.e-verify.gov. The Contractor shall ensure selected candidates have two (2) valid forms of Government issued identification prior to enrollment, and ensure the correct personal data is entered into the E-Verify system.

7.1.2 Pass and Identification: The DoD Common Access Card is required to be issued to support both virtual access and Pass and Identification requirements for those assigned employees.

The regulated guidance to support the Common Access Card is found within AFI 36-3026. The host unit shall ensure the DoD Common Access Card (CAC) provided to those employees for contractual assignment for both identification and remote computer authentication. CAC applications are accomplished by the approved representative through the MP ICAM. The policy documentation to support this process is within DoDM 1000.13 Volume 1 is the DoD Manual that references the implementation regarding the DoD policy for DoD Identification (ID) card issuance.

7.2 Background Checks: All Contractor personnel involved in any level of effort with this contract are required to have processed a government background check with a Favorable investigation determination. Those employees requiring system administration access are to be processed for a T3, IT level two determination, and the adjudication is for a Favorable determination. Those individuals who are a non-system administrator, the required T1 is to be processed, and the adjudication is for a Favorable determination. These investigations are submitted for the subjects using the application called, NBIS eApp (electronic application). The eApp contains the investigative Standard Forms (SF) federal applicants and employees use to input information required to process their personnel background investigation. Individuals who have been asked to fill out an investigative form should access the eApp (for Applicants) to begin the process. NBIS Agency is the new application allowing site security managers to process background applications and manage them through the investigations’ process. Those individuals processed for a background investigation are to be submitted to the HQ AFPC Information Protection Office through the using agency’s Unit Security Manager within five days of contract award. These investigations are provided by the Government at no additional cost to the Contractor.

7.2.1 Reporting Requirements. The Contractor shall comply with AFI 71-101, Volume- 1, Criminal Investigations, and Volume-2, Protective Service Matters, requirements. Contractor personnel shall report to an appropriate authority, any information or circumstances of which they are aware may pose a threat to the security of DoD personnel, Contractor personnel, resources, and classified or unclassified defense information. Contractor employees shall be briefed by their immediate supervisor upon initial assignment and as required thereafter.

7.2.2 Additional Security Requirements. In accordance with DoDM 5200.01 and AFI 16- 1404, Air Force Information Security Program, the Contractor shall comply with AFMAN 33-152, User Responsibilities and Guidance for Information Systems; AFI 17-130, Air Force Cybersecurity Program Management; applicable AFKAGs, AFIs, and AFSSIs for Communication Security (COMSEC); and AFI 10-701, Operations Security (OPSEC). The AT program seeks to deter or limit the effects of terrorist acts against the AF by giving guidance on collecting and disseminating timely threat information, providing training to all AF members, developing comprehensive plans to deter and counter terrorist incidents, allocating funds and personnel and implementing AT measures. The work performed on this contract shall comply with DoDI O-

2000.16 Vol.1_AFI 10-245 para. 2.13.20.b. Coordinate with the installation Antiterrorism Officers or Antiterrorism Program Manager (ATPM) to ensure Level I – AT Awareness Training is offered to all Contractors. Coordination for training will be accomplished by the AFPC/DP3 after contract award. By following the link below, individuals can register for and complete required training.

After successful completion, individuals will type in their first and last name, save a copy of their certificate and provide to their entity’s security manager.

https://jko.jten.mil/courses/AT-level1/launch.html

7.2.3 Obtaining and Retrieving Identification Media. DoD Common Access Card (CAC), (AFI 36-3026 Vol 2, Common Access Card), used for contracts for more than six months and requirement exists for access to the government computer systems and software. CAC applications are accomplished by Mission Partner Affiliation Sponsor (MPAS) via the Mission Partner Identity, Credential and Access Management (MP ICAM). The COR will assist Contractor personnel in processing the necessary DoD forms within 10 business days after contract award to obtain base or area badges for access to Government facilities. For base and data system access, the Contractor shall be required to obtain and maintain Common Access Card (CAC) for each https://jko.jten.mil/courses/AT-level1/launch.html employee and shall ensure that each employee has a complete Access National Check and Inquiries (ANACI). Contractor employees seeking to obtain CAC shall submit personal background information for the purpose of a ANACI investigation. The Contractor employee will be authorized a CAC upon the adjudication of a favorable ANACI investigation. The Contractor shall provide all CACs issued in performance of this contract to the COR at the end of the period of performance. In accordance with DAFFARs 5352.242-9000, Contractor access to Air Force Installations, the Contractor shall comply with the following requirements:

7.2.3.1 The Contractor shall obtain installation access passes for all Contractor personnel who make frequent visits to or perform work on the Air Force installation(s) cited in the contract. Contractor personnel are required to present the installation access pass while visiting or performing work on the installation.

7.2.3.2 No later than ten working days prior to contract commencement, the Contractor shall submit a written request on company letterhead to the contracting officer, listing the following: contract number, location of work site, start and stop dates, and names, dates of birth, driver’s license number and state of issue for the Contractor employees needing access to the base. The authorized security manager will endorse the request and forward it to the issuing installation pass and registration office or security forces for processing. Contractors will present government (state or federal) issued ID, before being issued a pass to enter the installation. Before being issued a pass to enter the installation, a criminal history check will be conducted for every individual requesting a pass. Personnel employed by the Contractor and operating a motor vehicle on the installation must possess proof of the following:

• Liability Insurance

• Current License Plates

• Current State Inspection Sticker (if required)

• Valid State Driver License

• A phone number for sponsor on base

7.2.3.3 Vehicles owned by the Contractor with the company name permanently printed on them are not required to obtain a pass as long as a current work order is presented at the time of entry. However, current liability insurance, state inspection sticker, and registration is required. The person driving the vehicle must have a valid operator license for the type of vehicle.

7.2.4 Upon completion or termination of the contract, or expiration of the DoD Contractor(s) passes, the Contractor shall ensure all the badges, CACs, etc., issued have been returned to the issuing office when no longer approved for use. If a contractor employee has been terminated, the responsible Contractor oversight is to provide the related base pass to government oversight, so to be returned to the Security Forces (SF) for accountability, so the employee does not have base access. If the credential is not retrieved, then SF must immediately be notified so base access is not allowed, Failure to comply with these requirements may result in withholding of final payment.

7.3. List of Employees. The Contractor shall maintain a current list of employees. The list shall include employee's name, social security number, and level of security clearance. The list shall be validated and signed by the company Facility Security Officer (FSO) and provided to the contracting officer representative for signature. The list is to also be forwarded to the HQ AFPC IP Office for signature of acknowledgement and file. The list is to be provided to the performance site 30 days prior to the service start date. Updated listings shall be provided when an employee's status or information changes. The Contractor shall notify the Information Protection Office at each operating location 30 days before on-base performance of the service. The notification shall include:

a. Name, address, and telephone number of company key management representatives.

b. The contract number and contracting agency.

c. The highest level of required eligibility and access determination which employees require access.

d. The location(s) of service performance and future performance, if known.

e. The date service performance begins.

f. Any change to information previously provided under this paragraph.

7.3.1 Suitability Investigations. The Contractor shall comply with the DoDM 5200.02, Procedures for the Department of Defense Personnel Security Program and AFI 17-130, Cybersecurity Program Management, requirements. The Contractor shall submit the required background investigation and must ensure persons under this effort have TIER 1 Favorable for a general system user, and those persons who require system administrative privileges must have a TIER 3, IT Level 2 background investigation for this contract. All investigations are to be submitted by the Contractor and have a Favorable Determination prior to the performance start date and maintain the clearance throughout the performance period. T1 investigations are different from the Wants and Warrants checks and are provided by the government at no additional cost to the Contractor. The Contractor shall notify the servicing Information Protection Office (IPO) of Contract award within thirty (30) days after Contract award. The notification shall include:

• Name, address, and telephone number of company representatives.

• The contract number and Contracting agency

• The highest level of information to which the Contractor employees require access

7.3.2 Security Monitor Appointment. The Contractor shall appoint a security representative for the on base long term visitor group. The security representative may be a full-time position or filled by employee as an additional duty. The security representative shall work with the host organization to provide employees with training required by DoDM 5200.01, Information Security Program, AFPD 16-14, Security Enterprise Governance, and AFI 16-1404, Air Force Information Security Program. The Contractor shall provide initial and follow-on training to Contractor personnel who work in Air Force controlled/restricted areas. Air Force restricted and controlled areas are explained in AFI 31-101, Integrated Defense.

7.3.3 Additional Security Requirements. In accordance with DoDM 5200.01, Information Security Program and AFMAN 16-1404, the Contractor shall comply with local communications squadron policy. The Contractor shall comply with AFSSI 7700, Emission Security (EMSEC) Program; applicable AFKAGs, AFIs, and AFSSIs for Communication Security (COMSEC); and AFI 10-701, Operations Security (OPSEC) Instructions. The Contractor will comply with DoD

Standard 22/Force Protection Condition Measures, DoD Standard 25/Level I-AT Awareness Training, and associated tasking contained in DAFI 31-145-0, Antiterrorism (AT) standards.

Level I AT Awareness training is available for Contractor personnel and can be requested by calling 210 652-8298 or by visiting Bldg 205 Room 13.

7.4 Freedom of Information Act Program (FOIA). The Contractor shall comply with DoD Manual 5400.07_AFMAN33-302, DoD Freedom of Information Act Program, requirements. The regulation sets policy and procedures for the disclosure of records to the public and for marking, handling, transmitting, and safeguarding CUI material. The Contractor shall comply with AFI 33- 332, Air Force Privacy and Civil Liberties Program, when collecting and maintaining information protected by the Privacy Act of 1974 authorized by Title 10, United States Code, Section 8013.

The Contractor shall remove or destroy official records only in accordance with AFI 33-322, Records Management and Information Governance Program.

7.5 Reporting Requirements. The Contractor shall comply with AFI 71-101, Volume- 1, Criminal Investigations, and Volume-4, Counterintelligence, requirements, as referenced in AFMAN 16- 1406, para 2.2.e.

7.6 Physical Security. Areas controlled by Contractor employees shall comply with AFI 31-101.

The Contractor shall safeguard all government property, including controlled forms, provided for Contractor use. At the close of each work period, government training equipment, support equipment, and other valuable materials shall be secured. During increased Force Protection Conditions (FPCONs), Contractors may have limited access to the installation and should expect entrance delays.

7.7 Operating Instructions. For controlled areas used exclusively by the Contractor, the Contractor shall develop an Operating Instruction (OI) for internal circulation control, protection of resources and to regulate entry into Air Force controlled areas during normal, simulated and actual emergency operations. The OI shall be written in accordance with AFI 31-101, and coordinated through the Information Protection (IP) office.

7.8 Controlled Unclassified Information (CUI). Controlled unclassified documents and material that constitute permanently valuable records of the Government shall be maintained and disposed of according to DoDD 5015.2 (Reference (o)). Other controlled unclassified material shall be destroyed as specified in this Volume. Release or disclosure of CUI to non-U.S. citizens employed by the Department of Defense is permitted, provided access is within the scope of their assigned duties; access would further the execution of a lawful and authorized DoD mission or purpose and would not be detrimental to the interests of the Department of Defense or the U.S. Government;

there are no contract restrictions prohibiting access; and the access complies with the requirements of DoDD 8500.01E (Reference (m)), DoD 5200.2-R (Reference (n)), and export control regulations, as applicable. In such cases, the non-U.S. citizen shall execute a nondisclosure agreement approved by appropriate DoD Component authorities.

Appendix A

Abbreviations and Acronyms

AFPC - Air Force Personnel Center

CAC – Common Access Card

CMRA – Contracting Manpower Reporting Application

CO - Contracting Officer

COR – Contracting Officer’s Representative

CUI – Controlled Unclassified Information

DJMS – Defense Joint Military Pay System

DFAS – Defense Finance and Accounting Service

DoD - Department of Defense

DBIDS – Defense Biometric Identification System

FPCON – Force Protection Condition

IT – Information Technology

MMPA – Master Military Pay Account

PM – Project Manager

PWS – Performance Work Statement

QA - Quality Assurance

QASP - Quality Assurance Surveillance Plan

QC – Quality Control

QCP - Quality Control Plan

RAM – Random Antiterrorism Measures

SAM – System for Aware Management

USAF – United States Air Force

Appendix B: Travel Authorization Form

Contractor Travel Authorization Request Traveler Name: Employee #: Contract & Travel CLIN #: Request Date:

TRAVEL & COST DETAILS

All travel transportation and lodging arrangements should be made in accordance with Joint Travel…