Att 2 - Performance Work Statement.pdf

PERFORMANCE WORK STATEMENT

Government of the Islamic Republic of Afghanistan (GIRoA) Operations and Maintenance (O&M) Services

Performance Work Statement

W912ER20R0011

MAY 2020

C.1 Description of Services

The Contractor shall provide all management, supervision, labor, materials and supplies, tools, equipment, spare parts, security, transportation, Contractor life support and satisfactory operations, and scheduled and unscheduled maintenance and repairs of equipment and systems for facility O&M services in support of Afghan National Defense Security Forces (ANDSF) for the Government of the Islamic Republic of Afghanistan (GIRoA) sites and facilities located in provinces throughout Afghanistan. O&M services support includes operation, maintenance and repair of real property inventories/facilities and completion of related services. All work performed by the Contractor shall be by qualified personnel in accordance with US Government and Host Nation laws and applicable regulations.

Contractor work and responsibility shall include all planning, programming, administration, management, supervision, and performance necessary to provide the specified services defined in this PWS. The Contractor shall develop and maintain accurate and complete records, files, and libraries of documents to include local regulations, codes, laws, technical manuals, and manufacturer's instructions and recommendations, which are necessary and related to the functions being performed. The Contractor shall compile historical data, prepare required reports, and submit information as specified in the contract. The Contractor shall respond to changes in current operations and troop strength at existing installations. The Contractor shall be prepared to support requirements for new facilities and critical infrastructure within the Afghanistan Area of Responsibility (AOR). The Contractor shall respond to changes in facility locations, quantity, and the Area of Operations (AO) based on changing operational assessments, deployments and redeployment plans. The Contractor shall assume total responsibility for all requirements stated herein upon contract award.

C-1.1 Purpose

This PWS describes the US Government’s expectation of the Contractor for the O&M of GIRoA critical infrastructure and facilities (buildings, structures, equipment and utilities). The Government’s objective is for the Contractor to operate and maintain critical infrastructure and facilities using best commercial practices at the lowest possible cost in a safe, secure and environmentally acceptable manner. The PWS represents Contractor performance responsibilities expected by the US Government. This contract vehicle is exclusively a USACE non-personal services contract to provide O&M services; therefore, the US Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Prime Contractor who, in turn, is responsible to the US Government. The purpose of this PWS is to enable USACE to draw on the resources and expertise of a support Contractor to provide a full range of O&M services on an as required basis to support the GIRoA throughout the Afghanistan AOR. The Contractor shall respond to task orders to successfully perform required services for GIRoA installations under the Afghanistan Ministry of Interior (MoI) and Ministry of Defense (MoD).

C-1.2 Contract Structure

The U.S. Army Corps of Engineers, Middle East District will solicit to award a Firm Fixed Price (FFP) Single Award Task Order Contract (SATOC), Indefinite Delivery /Indefinite Quantity (IDIQ) contract. Services will be performed by the Contractor in response to Task Orders (TO) issued by TAM. Awarded Task Orders shall be FFP.

C-1.3 Other general terms

C-1.3.1 Period(s) of Performance (PoP)

The contract’s performance potential is 24 months. It is comprised of an initial 12-month performance period and one (1) 12-month option period.

C-1.3.2 Hours of Operation

C-1.3.2.1 Normal Hours of Operation

The Contractor’s normal hours of operation shall be 0700 to 1730, Sunday through Thursday. The Contractor shall accomplish all ROUTINE (see PWS C-4, Work Classification and Management) work during normal hours of operation. Any exception to these hours for a specific work area is outlined within that functional section of this contract. The Contractor shall vary his work schedules to accommodate these specific requirements and be prepared to perform shift work, which shall represent regular duty hours for those employees. Submit variances in operating hours, other than those specified in this contract, to the Contracting Officer’s Representative (COR) for approval by the Contracting Officer.

C-1.3.2.1.1 Holiday Leave

Unless otherwise stated, the Contractor shall not be required to perform routine work on Fridays (Muslim Day of Prayer), U.S., and Afghanistan National holidays. A list of observed U.S. and Afghanistan holidays can be found at the following link: https://af.usembassy.gov/holiday-calendar/.

C-1.3.2.2 Emergency Response Services

The Contractor shall provide trained, qualified and/or certified personnel, accessible by telephone, for managing and performing emergency response services. The Contractor shall maintain an at-call (not an on-call basis) 24 hour, 7 day per week emergency response capability to conduct essential emergency O&M services in the performance of this contract. If the Security situation permits, the Contractor personnel shall respond telephonically within 15 minutes of the initial emergency notification (e.g. cell phone) and be on-site within one-hour after the initial response in order mitigate or correct emergency requirements. Within one hour, the Contractor shall also notify the COR via e-mail of the emergency, including the site name, CMMS # and brief description of the emergency and initial action to be taken. If the Security situation does not permit the Contractor to respond in accordance with the response times shown above, the Contractor shall coordinate with the COR to establish an alternative response timetable. (Note: Planning and budgeting factor. Although these are handled as unscheduled repairs, for planning purposes, the Contractor shall anticipate a minimum of 36 occurrences within a year, i.e., or an average of 3 occurrences per month).

C-1.3.2.3 Changes to Installations/Locations Supported & Real Property, Equipment and Systems

As the criticality of facilities and infrastructure requiring O&M services will change over the period of this contract, to properly manage assets and meet projected requirements, the Government reserves the right to add or delete sites or services from the current list of installations/locations identified in the contract. This includes the addition or descope of facilities (buildings) or critical infrastructure O&M at existing locations or the addition of new sites throughout the length of the O&M contract. Any additional services must be within scope of the services listed in

PWS C-3.

C-2 Contractor Work Responsibilities

The Contractor shall actively communicate that services rendered under this contract are on behalf of the US Government. The Contractor shall not give the appearance of promoting or advertising, and may only be included as a cursory acknowledgement of the work performed by the Contractor in the development and production of said products or services. The Contractor may not use US Government insignias and/or identifying marks in its internal https://af.usembassy.gov/holiday-calendar/ or external communications that may portray the Contractor as an agent of the US Government or convey an endorsement of the Contractor by the US Government.

The Contractor shall manage the total work effort as specified and shall assume total responsibility for all requirements on the contract start date. The Contractor shall provide all services, materials, supplies, supervision, labor, and equipment, except that specified as Government-furnished, to perform the specified services in accordance with the terms, conditions, and specifications of the contract. The Contractor shall perform the following responsibilities:

• Provide all management services, planning, programming, administration, supervision, personnel, labor, materials, facilities, transportation, and general and specialized equipment, and execution necessary to successfully provide the specified services;

• Perform all work as specified in the Performance Work Statement in accordance with the regulatory and industry standards and the standards stated in the Performance Requirements Summary (PRS) associated with each functional area;

• Perform all related Contractor administrative services required to perform work such as material requisitioning, financial control, and correspondence;

• Maintain accurate and complete records, files, and libraries of documents to include Federal and Host Nation regulations, equipment Manufacturer O&M requirements and manuals, codes, laws, manufacturer's instructions and recommendations of which all are necessary and related to the services being provided;

• Correct and maintain the information and data provided in Technical Exhibits in this contract so that the data reflected in each exhibit is up to date and accurate;

• Compile historical data, prepare required reports, and submit information as specified in this Contract; and

• Ensure work meets quality and timeliness requirements specified in this contract, to include responding to critical and unscheduled requirements.

C-2.1 Concept of Operations – Phase-In, Phase-Out & Contractor Full Performance

C-2.1.1 Phase-In Operations (Planning Phase: Initial Operating Capability)

This activity shall begi on the date of contract award and the duration shall be 60 days in duraction. The dureatoin of this activity is part of the base performance period.

It involves creating all plans to help guide the contractor through the execution and closure phases of the project.

The plans created during this phase assist the Contractor to manage time, cost, quality, change, risk and issues.

Also, the plans assist the contractor manage staff and external suppliers to ensure the project delivers on time and within budget.

C-2.1.1.1 Contractor Phase-In Responsibilities

The period between contract award and contract start will constitute the phase-in period. During the phase-in period, the Contractor shall prepare to assume full responsibility for all areas of operation in accordance with the terms and conditions of the contract. Contractor phase-in (and phase-out) operations shall not unduly interfere with Government work in any area where any service or maintenance work is being performed. The Contractor shall schedule phase-in operations so as to minimize interference with Government work. No mobilization site is provided as part of this contract. The Contractor’s office and material mobilization shall not be onsite, unless approved and provided by the ANDSF commander at the specified site. While it is incumbent upon the contractor to have the proper badging and paperwork necessary for site access, due to occasional unforeseen security situations, coordination with Combined Security Transition Command-Afghanistan (CSTC-A) via the Local National Quality Assurance Representatives (LNQAR) and COR may be necessary. In many instances, vehicle identification number information is needed along with an employee roster (by site) and Tazkira number for each.

• Phase-in includes all activities for transportation of Contractor's personnel, equipment, and operating supplies to the site; establishment of offices, buildings, security, water, sewer, power and other necessary general facilities for the Contractor's operations at the site.

C-2.1.1.2 Phase-In Planning

The Contractor shall provide a draft Phase-in Plan to the Contracting Officer for review and acceptance, as part of the Contractor’s proposal submission, which clearly delineates how the Contractor plans to phase-in personnel, equipment, and material into ports of debarkation in Afghanistan. In addition, the Contractor’s Phase-in Plan shall describe how they will perform reception, staging, onward movement, and integration of deploying personnel, equipment, and material in Afghanistan. The Government may elect to incorporate the successful offeror’s Phase-in Plan into the resulting contract award.

The current Aerial Ports of Debarkation (APODs) for Contractor planning and coordination are Bagram Airbase (OA1), Kabul Afghanistan International Airport (KAIA), and Kandahar Airbase (KDH), Kandahar.

Additionally, other APODs may be available by the Government dependent upon task orders requirements.

The Contractor shall ensure that all contractor employees, at all tiers, have all required documentation (i.e., Passports, Visa, etc.), based on the category of employee, to enter into and work in the Country of Afghanistan.

The Contractor shall ensure that all contractor employees, at all tiers, receive all necessary Fitness for Duty, dental and medical screening, and vaccinations, based on the category of employee, to enter and work in the Country of Afghanistan.

The Contractor shall be responsible for reserving spaces with a CONUS (Continental United States) Replacement Center (CRC) as soon as notified of the award of a task order requiring them to begin the deployment of personnel from CONUS.

C-2.1.1.3 Phase-In Requirements

A 60-day period between contract award and full performance start will constitute the phase-in period. During the phase-in period, the Contractor shall prepare to assume full responsibility for all areas of operation in accordance with the terms and conditions of this contract. The Contractor shall take all actions necessary for an efficient transition of the contracted operations. On contract award, the Contractor shall submit a revised Phase-in Plan to the Contracting Officer no later than 15 calendar days after the award of the contract. Contractor’s format is acceptable. During the phase-in period, the Contractor shall at a minimum:

• Develop and provide a phase-in milestone activity schedule;

• Establish project management office(s) and subordinate management structures;

• Recruit, hire, and train personnel necessary to meet the requirements of this contract;

• Obtain all required certifications, licenses, visas, clearances, including personnel security clearances, base access badges and all other documentation required to perform under this contract;

• Ensure all data for deployed personnel are properly entered into the Synchronized Predeployment

& Operational Tracker (SPOT)

• Ensure predeployment training includes Combating Trafficking in Persons awareness.

• Ensure appropriate contractor-furnished equipment, materials and supplies are on-site at the end of the phase-in period;

• Participate in development of joint inventories (with government representatives present) and sign for

Government-furnished Property (GFP); and

• Attend post-award meetings as required.

C-2.1.2 Contractor Phase-Out Responsibilities

Contractor phase-out operations shall not unduly interfere with Government work in any area where any service or maintenance work is being performed. The Contracting Officer and Contracting Officer’s Representatives (CORs) will assist as much as feasible.

Phase-out includes all activities for transportation of personnel, equipment, and supplies no longer required on the contract; including the disassembly, removal and site cleanup, of offices, buildings and other facilities assembled on the site specifically for this contract.

C-2.1.2.1 Phase-Out Operations (Project Close-Out Phase: Transfer of Operations)

Unless notification is provided otherwise, this activity shall begin 60 days prior to the end of contract performance, or earlier, as directed by the Contracting Officer.

During this period, the Contractor shall provide sufficient personnel to ensure that the services called for by this PWS are maintained at the required level.

C-2.1.2.2 Phase-Out Requirements

Sixty calendar days prior to the completion of this Contract, an observation period shall occur, at which time management personnel of the incoming workforce may observe operations and performance methods of the incumbent Contractor. This will allow for orderly turnover of facilities, equipment, and records and will help to ensure continuity of service. If a follow-on contract is necessary to continue services, the Contractor shall not defer any requirements for the purpose of avoiding responsibility or of transferring such responsibility to the succeeding Contractor. The Contractor shall also fully cooperate with the succeeding Contractor and the Government so as not to interfere with the subsequent Contractor’s work.

C-2.1.2.3 Phase-Out Plan

The Contractor shall also establish and implement plans for an orderly phase-out of the contracted operations at the termination of this contract. The Contractor shall develop and submit a Phase-out Plan including a schedule to the Contracting Officer for evaluation 30 calendar days after contract award. The Contractor's phase-out procedures shall not disrupt or adversely affect the day-to-day conduct of Government business. The Contractor shall provide the Contracting Officer with copies of changes and revisions for review and approval prior to implementation.

The Contractor shall develop and submit a revised Phase-out Plan to the Contracting Officer 90 calendar days prior to the end of base period of performance. The phase-out plan shall fully describe how the Contractor shall, at a minimum, approach the following events:

C-2.1.3 Contract Full Performance

This activity shall begin on day 61, following completion of phase-in operations. Contractor shall furnish and employ all labor and supervision and shall provide inventory control, security, transportation, workforce housing and other services necessary to perform O&M services support at GIRoA critical infrastructure and facilities throughout Afghanistan. This includes the procurement of supplies, materials, tools, equipment, spare parts and any other items necessary to perform the O&M services.

C-2.2 Transfer of Facilities

The Contractor shall submit a general Transfer of facilities plan within 30 calendar days after contract award.

As facilities, critical infrastructure or entire sites are transitioned to the responsibility of the GIRoA over the period of this contract, the transfer of the covered assets from the Contractor to the GIRoA shall follow the following guidelines:

C-2.2.1 Notification

TAM will provide the Contractor up to a 45-day notice, but no less than a 30-day notice, prior to the anticipated transition of a site which will also allow the Contractor to prepare for transition.

Employee Notification. Within five (5) days of notification, the Contractor shall notify its employees and begin the process for transferring facilities and work to the GIRoA.

The Contractor shall complete all required human resource actions for its employees.

Once notified of a site O&M transfer or responsibility, the Contractor shall provide daily updates to the COR, the assigned LNQAR and Contracting Officer to include the number and types of personnel on each site daily during the transition, the removal and listing of any GFM or CAP and when applicable, the date all personnel, materials and equipment left site.

C-2.2.2 Procedures and Timelines of Site Transition

C-2.2.2.1 Pre-Walk Through/Coordination Meeting

Prior to the “Initial Walk-through”, USACE, the O&M Contractor (or designated representative) and site Facility Engineer (FE) (or designated representative) will meet to preliminarily identify all potential facility, equipment, and inventory issues and review of all contract documents as soon as practical after notification to transition to ensure continuity and organization for the Initial Walk-through with GIRoA entities and USG Representatives.

During this preliminary meeting, a date shall be identified for the initial and final walk-through/inspection. During the final 30 days of transition, the contractor shall provide daily updates on the status of the transition, including activities completed.

C-2.2.2.2 Initial Walk-Through

The purpose of the initial walk-through is for all parties to identify, agree on and document needed repairs (punch list) that will be submitted as service orders in accordance with the contract’s PWS. The Contractor shall schedule the initial walk-through within two weeks of notification of site transition to ensure that work order completion is accomplished prior to the final walk-through. Contractor will conduct a work order review for completion/wrap-up and report all projected dates of completion to USACE. Every effort should be made to complete in-progress service orders prior to transition. The Contracting Officer will provide guidance on the completion of any in-progress service orders requiring post-transition action.

C-2.2.2.2.1 Service Order Cut-Off

With the exception of Emergency Service Orders (24-hour response), all other service order requests will cease 30-days prior to site transition to GIRoA.

Contractor will identify any service order in progress requiring post-transition completion and will submit a forecasted date of completion. Contractor will also provide USACE no less than weekly updates in post-transition and immediate notification to any further delays before and after transition.

NOTE: Scheduled O&M, i.e. Preventative Maintenance & Inspection (PMI) shall continue until the official transition date.

C-2.2.2.3 Bench Stock to be left at Site post-transition

If requested, the Contractor will submit a 30-day Bench stock inventory list to USACE within seven (7) working days of transition notification; this allows Contractor three (3) working days for vetting through its logistics plus four (4) working days if materials need to be ordered. The intent of this 30-day bench stock is to leave for the

GIRoA to have a 30-day supply of PMI materials. The Contractor shall use the following guidance per the contract, as revised:

Review of submitted 30-day bench stock will be completed by USACE (or designated representative) within three

(3) working days, and finalized upon completion of any deficiencies. Concurrently, this list will also be provided to the GIRoA by the USG or its representative(s) and agreed upon prior to the approval of the recommended bench stock inventory. Any slipping of review will equate to day to day extension of the transition date; however, review resulting in Contractor deficiencies does not constitute additional slippage.

C-2.2.2.4 Inventory – Bench Stock, GFM & Contractor Acquired Property

C-2.2.2.4.1 Joint Inventory

The turnover/transfer of all (Government Furnished Material (GFM) shall be accomplished through a joint inventory with both USACE (or designated representative) and GIRoA property within five (5) days of transition to separate all GIRoA items that will remain on site as well as the on-hand 30-day bench stock with notification agreement for any remaining items on order. All documents to be used in the joint inspection shall be made available one-week prior to physical inspection in order to provide translated copies to the GIRoA personnel. This consolidated effort shall consider the Contractor’s transfer and phase-out requirements, the GIRoA's Phase-In Plan, and the needs of the

USACE.

Upon approval, bench stock inventory will be compared to on site inventory in preparation of a joint final walk-through and inventory with USACE (or designated representative), GIRoA FE (or designated representative) and Contractor representative. The onsite inventory will be delineated into ‘Contractor owned, to be removed’ and ‘GIRoA to receive’, by identifying contents of every container, space, and equipment, i.e. spot generator, fuel tank, etc. Contractor property will be highlighted in BLUE, and GIRoA property will be highlighted in GREEN. All containers will be specified using serial identification (as available) by Contractor for removal or to stay on site for GIRoA benefit.

Upon review of on-site inventory that is beyond the bench stock inventory, the contractor will be notified of the disposition of the excess inventory. For those items purchased for bench stock or identified to be left for GIRoA use, the Contractor shall invoice USACE for any Contractor acquired materials, property or equipment that have not yet been invoiced and paid for as part of the monthly scheduled O&M costs. PMI materials, as they are included in the monthly O&M costs, are deemed Government-Furnished Property.

Contractor will provide completed DA Form 2062 Hand Receipt (https://armypubs.army.mil/ProductMaps/PubForm/DAForm.aspx) in both English and the appropriate Afghan language, i.e. Dari, Pashto, etc. All parties will sign in agreement for GIRoA receipt of bench stock inventory, and for the understanding and subsequent removal of all remaining Contractor property.

C-2.2.2.4.2 Removal/Disposal of Contractor-Furnished Property (CFP)

All CFP shall be removed from property/facilities by the contract turnover date.

C-2.2.2.5 Final Inspection/Walk-through

USACE will ensure notification of all stakeholders no later than (NLT) 2 weeks prior to final walk-thru/inspection.

Within one week prior to turning over an O&M site to the GIRoA, USACE (or a designated representative) will conduct a walk-through with the GIRoA official (FE, DPW personnel or designated representative), USG designated representative) and the Contractor.

Contractor must verify that all punch list items established during Initial Walk-through have been completed to all parties’ satisfaction. No additional service orders may be submitted at this time. Any repairs made that are under warranty or any warranties that still exists effective the date of transition, the Contractor shall make available copies of all of these warranties to the GIRoA and/or its hired Contractor.

https://armypubs.army.mil/ProductMaps/PubForm/DAForm.aspx

If requested, the Contractor will deliver the 30-day bench stock, and all parties will sign transfer of property DA Form 2062 hand receipt at final walk-through.

If there are any unresolved issues, a Contractor-developed resolution plan shall be submitted to USACE addressing punch list deficiencies, outstanding work orders and bench stock deficiencies. The Contracting Officer will provide direction pertaining to the resolution of any unresolved issues identified.

Contractor must hand over all keys, logs and technical manuals to the site Facility Engineer or Site Commander.

The contractor shall coordinate this handover with the LNQAR so that the LNQAR may be present to witness and document the handover of these items to site leadership.

C-2.2.2.6 Clean-Up of Contractor Work Areas

After completion of joint inventories, disposition of excess property, removal/disposal of CFP, the Contractor shall ensure the work area floors have been swept, debris disposed of, and personal items such as phones and pictures have been removed from walls.

C-2.2.2.7 Data and Information Transfer

The Contractor shall turn over all documentation generated in performance of the contract to the USACE PCO to be transferred to the GIRoA by the last day of transition. No documentation is to be destroyed or removed from the site without prior inspection and approval from the PCO. The Contractor and USACE shall conduct a joint inventory of documentation in each functional area. Discrepancies shall be documented and resolved by the Contractor prior to the completion of the transition. The following areas shall be included in the inventories: Management files, Operations Documentation, Software and Site Libraries, Supply, Maintenance, Transportation, Security, Quality and Safety.

C-3 Contractor Management and Organizational Structure

The Government will not dictate the Contractor’s organization or internal lines of communication except to the extent that the Contractor shall provide qualified and responsible management levels and points-of-contact for the Government as outlined herein.

C-3.1. Management Objectives

The Contractor’s management structure shall support contract performance in each functional area, at each GIRoA installation throughout the AOR. Contractor management shall promote efficient interfaces between the various functional areas of work to be performed and facilitate interaction between team members (including between Prime/Subcontractors) in each functional area. The Contractor shall provide proper staffing levels commensurate with workload to perform successfully all requirements specified in this PWS. The Contractor shall respond to task orders and have the capacity for quick reaction to mission changes and workload.

C-3.1.1 Management Staff Tracking

The Contractor shall develop, produce and deliver its procedures for employment of its management staff to complete the requirements of the contract successfully. The Contractor shall address tracking personnel losses, gains and other absences to prevent a gap in service or a denial of service caused by vacant management staff positions. The Contractor shall maintain and manage a staff tracking system and provide monthly updated rosters to the Contracting Officer and CORs.

C-3.1.2 Supervision of Work

The Contractor shall provide effective supervision for all work performed by Contractor personnel including Subcontractors at all tiers. The Contractor shall integrate and coordinate the daily work efforts of the various Subcontractors with the work to be performed by the Prime Contractor.

C-3.2. Contractor Program Management

The Contractor shall establish a Program Management Office (PMO) capability to manage all aspects of the PWS.

The Contractor is responsible for securing a location for the PMO as the office is not provided by the Government.

The PMO shall have complete responsibility for managing Contractor performance in accordance with the terms and conditions the contract.

C-3.3 Offeror Organization Structure and Staffing

The Contractor and its employees and Subcontractors at all tiers:

• Shall perform the services specified herein as independent Contractors, not as employees of the U.S.

Government;

• Shall be responsible for their own management and administration of the work required and bear sole responsibility for complying with any and all technical, schedule, or financial requirements or constraints attendant to the performance of the contract;

• Shall be free from supervision or control by the U.S. Government with respect to the manner or method of performance of the services specified; but

• Shall, pursuant to the U.S. Government’s right and obligation to inspect, accept, or reject the work, comply with such general direction of the Contracting Officer, or the duly authorized representative of the Contracting Officer, as is necessary to ensure accomplishment of the contract objectives.

• Shall abide by Afghanistan National, Provincial, local and GIRoA facility regulations.

• Comply with US Army Corps of Engineers, Safety and Health Requirement Manual, Engineering Manual

(EM) 385-1-1.

• Obtain all certifications, licenses, and permits required for performance of work or security and for complying with all applicable local laws and regulations. The Contractor shall maintain evidence of such documents locally on file.

The Contractor shall provide qualified and technically competent supervisory, technical, quality control (QC), safety, administrative, and clerical personnel to accomplish all work and services required by this contract within specified timeframes. This provision shall apply notwithstanding past historical records, estimates of personnel needed, or any minimum levels established elsewhere in this contract. Contractor employees shall be trained, qualified, certified, or licensed as required in this contract prior to starting work. The Government will not provide initial skills training to Contractor employees. The Contractor shall maintain records of training qualifications, certifications, and licenses. The Contractor shall maintain the workforce in such a manner as to ensure that the employees remain fully qualified to perform the work assigned. Contractor shall ensure there is adequate surveillance of life support activities for itself and any tier Subcontractors to monitor compliance with combating trafficking in persons.

C-3.4 Training and Recruitment Plan

The Contractor shall develop and implement a training and recruitment plan that identifies training needs and maintains management and technical proficiency of Contractor personnel. The Plan shall be submitted within 10 calendar days after contract award for review and acceptance by the Contracting Officer.

C-3.5 Contractor Coordination, Interference, and Support to Other Operations

C-3.5.1 Coordination and Cooperation with other Contractors

The Contractor may be required to coordinate the performance and work required under this contract with at least one other Contractor in the work area or site. Such coordination will be required as part of this contract. The coordination effort may be significant and may include such tasks as the frequent modification of normal operational procedures and routines, the exchange of information with other Contractors including operational and maintenance data, schedules, manufacturer or design data, drawings, calculations and other technical information. Additionally, it may be necessary for the Contractor to participate in or conduct meetings, hold teleconferences and prepare information or reports for the Contracting Officer that demonstrates the coordination and integration of new work with existing and future work of other Contractors.

C-3.5.2 Interference with Contractor Operations

Interference by other Contractors or Government operations that would affect the performance of this contract shall be brought to the attention of the Contracting Officer/COR or his/her authorized representative immediately by phone with subsequent follow up via email. Should the Contractor experience delays, scheduling conflicts, or interference, he/she shall immediately report the circumstances to the attention of the Contracting Officer/COR or authorized representative for quick and equitable resolution. Failure of the Contractor to bring such interference to the attention of the Contracting Officer/COR or authorized representative shall result in the U.S. Government not reviewing the incident and relieves the US Government of accountability in any form or fashion as a result of the incident.

C-3.5.3 Support to Other Contractors

At the direction of the Contracting Officer, the Contractor may be required to provide services within the scope of this contract to other Government Contractors. When this is requested, the Contractor shall comply with providing the services.

C-3.5.4 Disputes with Customers or Other Government Contractors

The Contractor shall verbally notify the COR of unresolved disputes in receiving support from or providing support to customers or other Contractors inside two working hours from the time the dispute occurs. The Contractor shall follow-up with written notice of dispute resolution to the COR within two working days. The Government will facilitate and mediate disputes, as required.

C-3.5.5 Contractor Communication with Clients and Customers

The Contractor is expected to establish and maintain professional communication between its employees and customers. The Contractor’s customer is the site/facility end user. The primary objective of professional communication between employees and customers is customer satisfaction. Customer satisfaction within the confines of the contract is the most significant external indicator of the success and effectiveness of all services provided and can be measured through customer complaints. Performance management drives the Contractor to be customer-focused through initially addressing customer complaints and investigating the issues and/or problems, documenting resolutions and reporting to the Contracting Officer’s Representative through the weekly QC Report.

C-3.6 Contractor Personnel Language Requirements

Contractor shall employ only persons able to speak, read, write and understand English for those positions requiring interaction with US Government personnel, and/or where English is used or essential to provide product, or record data, information or service. Contractor personnel whose native language is not English and designated as Expatriate or Third Country National (TCN) must be fluent in spoken English. Contractor personnel who are Afghan civilians must be proficient in basic spoken English however at least one Afghan civilian assigned at each site shall have the capability to speak, read, write and understand English. The following Table was established and provides the USACE level of English standards for individuals expected to perform their jobs using the English language under this contract. The language proficiency levels provided in this Table are correlated to the Test of English for International Communication (TOEIC) English proficiency scores. The TOEIC proficiency test measures everyday English skills of people working in an international environment and scores indicate how well people can communicate with others in a global workplace. Contractors shall staff positions requiring English proficiency in accordance with the USACE Levels on the following page.

USACE ENGLISH COMPETENCY LEVELS

USACE LEVEL TOEIC SCORE DESCRIPTION

1 900-990 Managers who are able to represent the company unaccompanied and with final authority in negotiating agreements and contracts with native English-speaking partner organizations.

2 800-850 Managers who are able to represent the company unaccompanied with native English-speaking partner organizations.

3 700-750 Personnel must be able to speak and write the English/Host Nation language correctly and fluently. They must be able to communicate effectively and compose correspondence and other written communications about the work for which they are responsible.

Typically, these individuals actively participate in meetings with partner organizations using English.

4 600 Personnel must speak and write the English/Host Nation language well enough to communicate on complex matters. Typically, these individuals may be called upon to give a short, prepared speech and/or to take the minutes of the meeting.

5 400-450 Personnel must speak and read English/Host Nation Language sufficiently to understand simple oral and written work assignments and to express themselves in matters pertaining to their work.

Notes:

1. The TOEIC proficiency scores are used to correlate the USACE Level to and accepted industry standard and are used as guidelines only for assisting Contractors in staffing positions requiring the use of English.

They should not be considered definitive.

2. Contractors are not required to use TOEIC however an approved equivalent English proficiency testing program shall be used to benchmark groups of individuals within their organization whose ability to perform their jobs using English is known.

3. Contractors shall provide written certification citing the level proficiency for positions requiring use of the English language to the Contracting Officer or designated personnel and retain a copy of certification in each individual’s training record.

C-3.7 Contractor Personnel Behavior and Deportment

During execution of this contract, facilities normally will be occupied. Facility repair and maintenance work shall be performed in a professional, competent manner with minimum disturbance to facility users. Loudness, vulgarity, substance abuse, rudeness, or other similar offensive conduct by an employee of the Contractor will be grounds for denying the employee access to the installation. Contractor employees performing work under the influence of any incapacitating agent or breaching security regulations shall be removed immediately from employment under this contract. The Contractor shall ensure that his personnel enter only those areas necessary for execution of their assigned work.

C-3.8 Employee Uniforms & Personal Protective Equipment (PPE)

Contractor personnel, including sub-Contractor personnel at all tiers, shall wear Contractor-furnished uniforms and PPE (prime or Subcontractor uniforms and PPE are appropriate per the safety requirements of the Contract).

Corporate insignias on any type of official uniform are prohibited.

PLEASE NOTE: No private Contractors are authorized to issue and use similar or same uniforms as U.S., Coalition Forces, or Afghan National Security Forces uniforms at any time in the AOR.

C-3.9 Contractor Personnel Identification

The Contractor shall issue a Contractor identification (ID) badge to each employee on contract performance start date or on employee employment start date, which shall expire at the end of the current contract period of performance.

C-3.9.1 Display of ID Badge

All Contractor personnel shall wear and display their Contractor ID badge within the confines of the job site only when performing work under this contract. Unless otherwise specified in the contract, each Contractor employee shall wear the Contractor ID badge in a conspicuous place on the front of exterior clothing and above the waist except when safety or health reasons prohibit so that the identity is easily readable.

C-3.9.2 Returning ID Badges Contractor Accountability

The prime Contractor shall create and manage accountability of all ID badges, including Subcontractor employees at all tiers. On completion of the current contract period of performance or termination of employment of an employee, the prime Contractor shall be responsible for collecting and disposing of all Contractor-furnished identification badges. If a prime and/or Subcontractor employee’s ID badge is not returned, the prime Contractor shall prepare and submit a lost, stolen or unrecovered badge report to the Contracting Officer or COR within 24-hours for any ID badge not recovered from a terminated or separated employee.

C-3.10 Administrative Requirements

The Contractor shall prepare all correspondence and maintain all functional files, blank forms, and the technical and administrative publication libraries required to accomplish the functions and tasks included in this contract. The Contractor shall annotate the date received on all incoming documents and correspondence received.

C-3.10.1 Files

All functional files maintained by the Contractor under the provisions of this contract are the property of the Government and shall be returned to the Government upon completion or termination of this contract. The Contractor may not generate and maintain files for purposes other than those relating to the services being contracted. All such records and files shall be made available for review by any agency or individual authorized access by the Contracting Officer.

C-3.10.2 Libraries

The Contractor shall maintain Technical Reference Libraries, including all publications, data, exhibits, and other information as required. The Technical Reference Libraries should contain electronic files and paper media of all reference material. The library material shall be updated as required to ensure that all publications remain current.

The Contractor should maintain a central library at their Program Management Office and shall establish and maintain site specific libraries – these Technical Reference Libraries shall be considered Government property. The Contractor shall provide a Reference Library Inventory 10 calendar days after contract award to the Contracting Officer or designated representative.

C-3.10.2.1 Regulations, Manuals, and Technical Documents

The Contractor is expected to become familiar with and comply with all pertinent regulations, manuals and applicable technical documents.

C-3.10.2.2 Commercial Publications

The Contractor shall, as necessary, acquire the commercial publications, including manufacturer’s manuals, crucial to perform under the terms of this contract.

C-3.11 Meetings, Conferences, and Briefings

The Contractor shall attend, participate in and furnish input to scheduled and unscheduled meetings, conferences, and briefings that relate to the contracted functions and services as required by the Government to provide effective communication and impart necessary information. The Contractor shall participate in meetings with Installation customers, Federal and Host Nation representatives and other Contractors as required by the Government. These meetings include, both on-site and off-site meetings, and the frequency may be weekly, monthly, or as otherwise required and may start or end outside of normal working hours. The Contractor shall notify the COR prior to attending meetings if such meeting requests are made by other than USACE personnel. When the Contracting Officer or COR requests the Contractor to be the sole representative of the Government at meetings, conferences, or trips off the Installation, a report shall be furnished to the Contracting Officer/COR within two working days after meeting completion. The report shall include identifying information, general observations and conclusions or recommended actions, and any additional information, such as handouts. The Contracting Officer or COR will approve the report format.

The Contracting Officer, COR and other Government personnel, as appropriate, may meet periodically with the Contractor to review the Contractor’s performance. At these meetings, the Contracting Officer will apprise the Contractor of how the Government views the Contractor’s performance and the Contractor will apprise the Government of problems, if any, being experienced. The Contractor will also notify the Contracting Officer, in writing, of any work being performed that the Contractor considers over and above the requirements of the contract.

Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government.

C-3.11.1 Meeting Minutes

Written minutes of all meetings will be prepared by the Contractor and shall be submitted to the COR within 5 calendar days following the meeting. Should the parties not concur with the minutes, the Contractor shall state in writing any area of non-concurrence within one working day after receipt of minutes. The COR will submit unresolved conflicts/interests to the Contracting Officer for resolution.

C-3.12 Contractor Quality Control (CQC)

The Contractor shall ensure that the requirements of this contract are met at the timeliness and quality levels specified by implementing a rigorous Quality Control program. The Contractor shall maintain and make accessible to the USG Quality Assurance Representatives (QAR) information required by the contract and as required by the Federal Acquisition Regulations (FAR) and its applicable supplemental regulations. During the evaluation of the work, the Contractor shall provide the professional supervision, logistical support, safety monitoring and quality control necessary to ensure the accuracy, quality, completeness, and progress of the services provided. The USG will corroborate and assess the Contractor’s Quality Control Program through its own Quality Assurance Program.

C-3.12.1 Quality Control Plan (QCP)

The Contractor shall develop, implement and administer a Quality Control Plan (QCP) for Government acceptance.

The Contractor shall provide the QCP to the Government within ten (10) calendar days after contract award. The QCP shall identify potential and actual problem areas in providing requirements of the contract as specified. The Contractor shall develop and implement procedures to identify, prevent and ensure non-recurrence of defective services. The Contractor’s quality control program is the means by which they assure themselves that work complies with the requirement of the contract. The Contractor shall ensure that corrective actions are applied to problem areas throughout the life of the contract. Changes to the QCP shall be submitted to the Contracting Officer and COR, no later than five workings days prior to the effective date of change.

The basic intent of the QCP is that the Contractor is responsible for the quality of the services provided in accordance with the basic contract and all subsequent Task Orders. All methods, procedures and forms shall support this concept. At a minimum, the QCP shall:

• Be structured to assure reasonable quality control independent from any other parts of the Contractor’s organization.

• Be designed in such a manner that each O&M functional element may be extracted and used as a stand-alone quality control document for that function.

• Have direct accountability to the Contractor’s top management level.

• Include the names and qualifications of firms or individuals tasked to perform inspections and the extent of their authority.

• Include information concerning prioritizing services in accordance with the most critical services.

• Specify tasks or areas to be inspected on a scheduled or unscheduled basis, the manner in which inspections are to be conducted, the titles of the individuals who will perform the inspections, and the percentage of the work which will be inspected on a recurring basis.

• Include a method of documenting and enforcing quality control operations of both prime Contractor and Subcontractor work, including inspection and testing.

• Include a method for checking life support activities at all tiers to ensure compliance with Combating Trafficking in Persons.

• Describe a method acceptable to the Government for identifying deficiencies in the quality of service performed under this order before the level of performance becomes unacceptable and address processes for corrective action without dependence on Government direction. Provide proposed test methods, including names and qualifications of technicians or qualified testing laboratories to be used.