Attachment 09 - TOMP GCS Requirements.docx

WPS/CTOC Canine Global Support (CGS) TOMP Attachment 9 – Task Order Management Plan (TOMP)

U.S. DEPARTMENT OF STATE

GLOBAL CANINE SERVICES (GCS) IDIQ

ATTACHMENT 09

TASK ORDER MANAGEMENT PLAN (TOMP)

Version: 4/26/2022

Table of Contents

General Requirements A. The Contractor shall use the guidance in GCS IDIQ, Section C and GCS IDIQ, Attachment 9- Task Order Management Plan for preparing their task order (TO) technical proposals, to address specific requirements in the TO request for proposal (RFP). Regardless of what components of the TOMP are requested as part of the TO RFP, the Contractor shall submit all applicable TOMP sections as a deliverable upon task order award, and update as required, in accordance with GCS IDIQ, Section C.10.1.1.

B. All plans as mentioned within the GCS IDIQ, Attachment 09 – TOMP, shall be integrated into the TOMP deliverable with the exception of the Quality Control Plan (QCP) and the Quality Assurance Plan (QAP). The expectation is that the QCP and QAP will be detailed and comprehensive, therefore the Contractor’s QCP and QAP for the Task Order shall be developed as appendices to the TOMP but summarized within the TOMP.

Section 1 Management Approach The Contractor shall address their proposed management approach in their TOMP to include, at a minimum:

A. Corporate Philosophy – affirm that corporate policies and procedures do not violate the Anti-Pinkerton Act and abide by the requirements set forth in the International Code of Conduct for Private Security Service Providers.

B. Subcontract Management – Outline all specific portions of the task to be subcontracted, to include small business utilization and how the prime will ensure performance.

C. Identify all required licenses, permits, and insurance, and develop a plan and schedule to acquire such requirements not currently in the Contractors possession, to include any assumptions the Contractor is making regarding U.S. government assistance in acquiring any licenses and permits.

1. Including but not limited to, all required permits or licensure to operate within the host country, insurance, import/export compliance requirements, or other documentation required by the host government.

2. Including but not limited to, all U.S. government required permits, licensure, insurance, import/export compliance requirements, or other documentation needed.

Section 2 Quality Control Plan As a separate appendix to the TOMP, the Contractor shall develop a Quality Control Plan (QCP) that provides a comprehensive framework and overarching corporate policy for all TO quality control (QC) activities, quality management, and performance metrics. This plan shall specify the Contractor’s quality standards, practices, resources, specifications, and the steps, sequence, and timing of activities necessary to meet contract requirements. At a minimum, the Contractor must include the following in the QCP.

2.1 QCP Standards and Guidelines

The Contractor shall identify the standards and guidelines required to effectively plan, manage, staff, control, and deliver all contract required services, materials, and deliverables.

Quantify a standardized methodology for measuring quality.

A. Outline all defined performance standards to be met, including standards identified by both the U.S. government and the Contractor.

B. Identify responsible parties, including supervisors and alternate responsible parties.

C. Establish controls to ensure integrity and ethical values are maintained and demonstrated by management and staff.

2.2 QCP Goals, Methods, and Performance Objectives

The Contractor shall identify specific goals, methods, and performance objectives for each project phase (i.e., award to mobilization, mobilization to transition start, transition start to FOC, steady-state operations, and demobilization), including, but not necessarily limited to, the following:

A. Objectives to be attained (e.g., characteristics or specifications, uniformity, effectiveness, sequence, time, cost control, etc.)

B. Steps in the processes that constitute the operating practice or procedure, to include process maps.

C. Allocation of responsibilities, authority, and resources during the different phases of the process or requirement.

D. Specific documented standards, practices, procedures, and instructions to be applied.

E. Suitable testing, inspection, examination, and audit programs at appropriate stages.

F. A documented procedure for changes and modifications to a quality plan as a process is improved.

G. A method for measuring the achievement of the quality objectives.

H. Document retention guidelines.

Section 3 Mobilization and Transition Plan The Contractor shall plan for separate mobilization and transition phases of the TO. As identified by the U.S. government at the task order level, a specific duration for both the mobilization and transition phases combined will be no less than 90 days. The Contractor shall address the following components in its mobilization and transition plan.

A. Plan for achieving one hundred (100) percent compliance with a timeline, schedule, and milestones, for the following phases:

1. mobilization, covering activities during the time period from award to initial operating capacity (IOC),

2. transition, covering activities during the time period from IOC to full operating capacity (FOC) within the time frame established within the task order, and

3. including details on sustaining FOC post-transition.

B. If applicable, a plan identifying specific actions to ensure all requirements are met with no interruptions or reductions in service, to include working with the outgoing incumbent, and planned start and end-dates.

C. A detailed timeline interrelating all transition activities. The planned completion and timeline dates may be expressed as a calendar date or as a number of days after the occurrence of another identified event. A specific timeline for all mobilization and transition activities will be identified by the U.S. government at the TO level.

D. Prioritization of the selection, training, and clearance of personnel filling all task order labor categories.

E. Strategy for obtaining/transferring clearances and public trust certifications.

3.1 Mobilization

The Contractor shall explain how the mobilization team will use the defined mobilization phase, as outlined at the task order level, to identify the stakeholders, pain-points, operating environment, resources, and time. A specific duration for the mobilization phase will be identified by the U.S. government at the task order level, which will be no less than 45 days. At a minimum, the mobilization phase of the Contractor’s mobilization and transition plan shall encompass goals, methods, controls, activities, and Contractor-established performance metrics for all TO-required tasks in the following areas:

A. Identify all dedicated mobilization team members by name, roles, responsibilities, time on the ground, and tasks, covering both the mobilization phase from award to IOC and the transition phase from IOC to FOC.

B. The Contractor shall identify processes and timelines with milestones. These tasks will cross into the transition phase as incumbent personnel will have to transition to the new Contractor to execute various tasks. At a minimum, the Contractor shall identify the following tasks:

1. incumbent interview, recruitment, and training planning

2. review and make-ready of bios

3. review and make-ready for the transfer or initiation of clearances/public trust determinations

4. entry document and visa processing and/or make-ready

5. letter of authorization (LOA) processing and/or make-ready

6. review and drafting of SOPs (e.g., post orders, guard orders, mission planning, TOC operations, etc.)

7. government furnished equipment inventory, gap analysis, and procurement schedule C. Deployment and departure process for the mobilization team (i.e., travel arrangements and route).

3.2 Transition

The Contractor shall explain how the mobilization team will use the defined transition phase, as outlined at the task order level, to interact with the CO and COR (and DS/RSO if employees are deployed), TO key personnel, incumbents, and newly deployed personnel to become fully contract compliant by FOC. All personnel shall be fully compliant with all contractual requirements by FOC.

A. Execution of parameters outlined in the mobilization and transition plan shall take place during the transition phase. At a minimum, the Contractor shall identify the following execution tasks:

1. new hire deployment and training execution

2. detailed plan on how the canines will be transported and relocated,

3. capabilities of medical care during transition,

4. submission of bios

5. submit the transfer and/or initiation of clearances/public trust determinations

6. government furnished equipment turn-over and procurement,

7. submission of SOPs (e.g., Imprinting, Pairing, Travel, etc.),

8. (if applicable) entry document and visa processing, and,

9. (if applicable) letter of authorization (LOA) processing and transfer.

B. If required at the TO level, a strategy and resources necessary to address location specific requirements (e.g., medical screening, immunoprophylaxis, and chemoprophylaxis) in addition to IDIQ required medical and psychological screenings.

Section 4 Staffing Plan The Contractor shall address the components outlined below in its staffing plan to ensure it maintains one-hundred (100) percent staffing at all times.

4.1 Requirements Analysis

The Contractor shall provide a narrative describing its methodology for meeting task order staffing requirements, to include:

A. Number of applicants needed to be recruited in order to fill each position (i.e. throughput) B. Under normal circumstances, how the Contractor will ensure staffing requirements are continually met, taking into account recruitment, screening, training, planned and unplanned absences/loss of personnel (attrition), and retention.

C. Details on the Contractor’s proposed staffing reserve capacity by labor category, to include how the Contractor will maintain that reserve capacity.

4.1.1 Recruitment

The Contractor shall develop a projected schedule of personnel BIO submissions addressing timeframes for establishing sufficient BIO approved personnel to allow the Contractor to achieve full operating capacity (see GCS IDIQ, Attachment 11 - Acronyms, Abbreviations, and Definitions), taking into account setbacks such as rejections, training washouts, etc. The Contractor’s projected schedule shall speak to what steps the Contractor will take to meet that goal.

A. General recruitment strategy, to include the following at a minimum:

1. Number of recruiters or Human Resources (HR) personnel for recruiting.

2. Number of BIO reviewers.

3. Use of incumbent personnel, if applicable.

4. Types of advertising or other methods of identifying potential candidates.

5. Country of recruitment for third-country nationals (TCN), if the contractor proposes such human capital.

6. Submission of eQIP and electronic fingerprints.

B. If the Contractor intends to make use of TCN personnel, a TCN recruitment strategy shall include, at a minimum:

1. The anticipated number of TCN personnel to be recruited, the skills they are expected to have, and the country or countries from which the Contractor intends to recruit them.

2. How the Contractor intends to attract qualified candidates, including the use of third-party recruiters, as well as the description and location of any recruitment office(s) to be established. The Contractor or subcontractor shall pay any/all resulting recruitment fees, and shall not pass those costs on to applicants.

3. A statement certifying that the Contractor’s recruitment practices comply with recruiting nation and host country labor laws.

4. A statement certifying that the Contractor has read and understands the requirements of FAR 52.222-50 Combating Trafficking in Persons (TIP).

5. The Contractor shall develop a TIP plan to implement at the place of performance on a monthly basis, including interviews, which conforms to the most current Department of State, Procurement Information Bulletin for “Combating Trafficking in Persons,” “Contractor Recruitment of Third Country Nationals,” and FAR 52.222-50 (h)(3).

6. How the Contractor intends to have the TCN applicants complete the eQIP and electronic fingerprints.

7. If the task order includes labor categories with specific language level requirements, the Contractor shall identify the language testing service provider it plans to use to validate that Contractor personnel possess the required language skill levels. As part of this requirement, the Contractor shall also describe how the proposed language testing service provider will perform this requirement. If the proposed Contractor service provider utilizes a different language scoring scale than the FSI scale, the Contractor shall provide a comparison between their proposed service provider’s scale and the FSI scale and how they relate.

C. If the task order includes veterinarian medical labor categories, the Contractor shall identify:

1. Recruitment sources.

2. Source, structure, and amount of professional liability (medical malpractice) insurance carried by the provider or the prime Contractor.

3. Method of skill competency verification.

4. Development of task order level clinical protocols.

5. Plan for medical skills sustainment through the duration of the TO.

4.1.2 Screening

A. The Contractor shall describe how it will verify that all candidates meet the labor category requirements, to include:

1. Ability to obtain the appropriate security clearance/public trust certification. This is through company vetting of all personnel.

2. Possession of and documentation for required experience, education, training, and language skills.

3. Ability to physically and mentally perform the duties of the position(s), to include general health, physical fitness and satisfaction of any special requirements identified in the TO.

B. The Contractor shall provide its proposed procedures for performing all screening and pre-selection activities including obtaining required U.S. government approvals for BIO packages, satisfying candidate fitness for duty requirements, and drug testing in accordance with GCS IDIQ, Section C.10.2 - Contractor Recruitment, Suitability Screening and Certification Requirements.

C. The Contractor shall develop a plan to implement the requirement established in the GCS IDIQ, C.10.2.2.4 - Psychological Screening and Certification.

D. The Contractor shall provide their proposed methodology for achieving the above requirements, to include QA/QC.

4.1.3 Retention

The Contractor shall describe its retention strategy utilizing, the following:

The Contractor shall:

The Contractor shall describe its staffing quality assurance plan while leveraging the corporate adopted project management methodologies and its defined quality control plan in order to identify pain points or deficiencies before they become unmanageable. At a minimum, the Contractor’s staffing quality assurance plan shall encompass goals, methods, controls, and Contractor-established performance metrics for the following areas of their staffing plan, whether self-performed or subcontracted, relating to staffing positions with Americans, TCNs, and/or LNs as required by the TO:

A. Recruitment B. Screening C. Retention D. Attrition

The Contractor shall address the following components in its training management plan fi the TO outlines deployed labor categories which require pre-deployment training:

A. Identification of all required training, to include but not limited to, prior to deployment and recertification.

B. Plan for deploying contractor personnel to the consolidated government provided training facility.

C. Identification of host nation entry and licensing/permitting requirements for the Contractor, its employees, and how the Contractor plans to meet those requirements.

D. Identification of training course types and student "seats" needed on a monthly basis to achieve and sustain full operating capacity (FOC).

E. Identification of successful pass rates of all training course types and plan for achieving established successful pass rates.

F. The types and frequency of courses and students needed to sustain full operating capacity (FOC), updated on a quarterly basis.

5.2 Training Management for Contractor Provided Training

If identified at the TO level, the Contractor shall provide prior to deployment training and the Contractor shall address the following components in its training management plan:

A. Identification of all required training, to include but not limited to, prior to deployment and recertification.

B. Number and type of instructional personnel required.

C. Plan for recruitment, screening, clearance processing, and certification of training staff, to include a timeline with milestones from instructor applicant selection to DS/IP/OPO approved instructor. If the Contractor intends to use TCN personnel as trainers, TCN trainers must meet language requirements, including English.

D. Identification of training facilities (CONUS and OCONUS), to include location, size, configuration, and host nation entry and licensing/permitting requirements.

E. Plan for meeting the throughput requirements as identified in GCS IDIQ, Attachment 2- Training and the task order.

F. The types and frequency of courses needed to achieve and sustain full operating capacity (FOC), updated on a quarterly basis.

G. Plan for continuous evaluation of instructor performance.

H. Development of new lesson plans to satisfy changes to the U.S. government training curriculum, when necessary.

5.3 Management of Place of Performance Training

The Contractor shall address the following components in its training management plan:

A. Identification of all training requirements (e.g., refresher, in-service, sustainment, on-the-job (OJT) training, etc.).

B. Identification of training facilities (CONUS and OCONUS), to include location and host nation entry and licensing/permitting requirements to conduct training.

C. The types and frequency of courses needed to maintain training requirements, updated on a quarterly basis.

D. Plan for continuous evaluation of instructor performance.

E. If required per the TO, or if the contractor proposes on utilizing local human capital, provide a training plan for local national (LN) employees.

F. Development of new lesson plans to satisfy changes to the U.S. government training curriculum, when necessary.

G. Plan to keep all contractor personnel qualified in all required skill areas, (e.g., weapon systems, canine certifications, etc.) and plan to conduct the required 40 hours of annual refresher training, if applicable.

5.4 Training Quality Assurance Plan

The Contractor shall describe its training quality assurance plan while leveraging the corporate adopted project management methodologies (see Section 2.A.2) and its defined quality control plan (see Section 3, Quality Control Plan) in order to identify pain points or deficiencies before they become unmanageable. At a minimum, the Contractor’s staffing quality assurance plan shall encompass goals, methods, controls, and Contractor-established performance metrics for all required training in the following areas:

A. Government Provided Training (GPT).

B. Contractor provided prior to deployment training (if established at the TO level).

C. Contractor provided in-service, annual refresher, sustainment, and integration training at the task order place of performance.

The Contractor shall address the following components in its logistics and property management and accountability plan.

A. Plan for acquiring and managing all required canines, to include purchase, training, transportation, in-country management, and retirement.

B. Identification and analysis of all facilities, workspaces, vehicles, and materials needed to support the task order OCONUS.

C. Analysis of maintenance and lifecycle replacement requirements for all logistics assets required to support the task order, to include:

1. Description of required maintenance

2. Frequency of maintenance

3. Identification and acquisition of applicable maintenance manuals

4. Maintenance facilities (if applicable)

5. Test equipment

6. Spare and replacement parts requirements

7. Reorder thresholds, to include forecasting of expiration dates D. Identify any special equipment and supply requirements – (i.e. what critical items, long lead-time items, items requiring a special license or permit, etc. must be addressed).

E. Shipment and delivery plan – identification of special transportation requirements/risks, to include mitigation strategies.

F. Identify required permits, licenses, insurance, import/export requirements, or other documentation required by the host government for equipment importation/exportation.

G. Acquisition plan for all required logistics assets, to include reorder thresholds, transportation requirements, and a timeline with milestones through the lifetime of the contract.

H. Maintenance, repair, and lifecycle replacement plan and schedule for all CAP, CFE, and GFE.

I. Records management plan, to include integrating information generated CONUS and OCONUS and ensuring availability to stakeholders.

J. Plan to provide communications and IT services (manage, install, maintain, repair, and remove Contractor systems and U.S. government systems, where applicable).

K. Materials management and inventory control plan – description of Contractor’s materials management and inventory tracking system, to include tracking and reporting on all GFE and CAP.

L. Plan for medical supply chain management, control, and diversion prevention for DEA scheduled medications.

M. Plan and schedule for demobilizing assets, (e.g., turnover of CAP/GFE, removal of Contractor assets, handling of sensitive inventory/information, disposition of International Trafficking in Arms Regulation (ITAR) regulated items, etc.).

6.2 Logistics and Property Management Quality Assurance Plan

The Contractor shall describe its logistics and property management quality assurance plan while leveraging the corporate adopted project management methodologies (see Section 2.A.2) and its defined quality control plan (see Section 3, Quality Control Plan) in order to identify pain points or deficiencies before they become unmanageable. At a minimum, the Contractor’s logistics and property management quality assurance plan shall address the following:

A. Identifying needs B. Procurement C. Shipping D. Initial accountability and documentation E. Accountability maintenance and sustainment Section 7 Risk Management Plan The Contractor shall develop a risk management plan addressing the following components:

A. A risk management matrix addressing projected risks, in order to identify, assess, and prioritize risks and responses in order to maximize the likelihood of successful task order implementation.

1. Identification of risks.

2. Assessment of the vulnerability of critical assets.

3. Identification of Contractor-implemented solutions to be presented to the U.S. government for approval prior to implementation. Seeking assistance/further guidance from the U.S. government will not be considered an acceptable solution to an identified risk.

B. The Contractor shall develop a continuity of operations plan (COOP) addressing how the Contractor will ensure continuity of contractually obligated services during adverse events (e.g., labor disputes, civil unrest, localized acts of nature, technological emergencies, attack on the compound, mass casualties, etc.), for those areas where action is not proscribed by the U.S. government, to include staffing, logistics, and how the Contractor intends to reinforce the ground position and re-establish a protective cordon, if necessary. For all adverse events addressed, the following timeframes need to be addressed:

1. Immediate response, either during the event or immediately thereafter

2. Within twelve (12) hours of the event

3. Within twenty-four (24) hours of the event

4. To re-establish normal operating conditions Section 8 Reporting and Information Plan The Contractor shall develop a matrix identifying information reporting activities (who, what, when, where, and how). This shall include contractual reporting timeframes, and if applicable, incident timeframes, all responsible parties, and mitigation plans. The plan may include, but not limited to, incident reporting, schedule change reporting, compliance reporting, deliverables, travel reporting including delays, etc.

The plan shall include the following:

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