Escort Program Services Requirements PWS Solicitation No. FA520526R0005

Attachment 1 Escort Program Services

Performance Work Statement 19 Mar 26

PERFORMANCE WORK STATEMENT

FOR

ESCORT PROGRAM SERVICES

Solicitation Number: FA520526R0005

TABLE OF CONTENTS

1.0 SCOPE

1.1 Background…

1.2 Mission

1.3 Objective…

1.4 Performance Locations…

2.0 DESCRIPTION OF SERVICES ………………………………………………………………... 3

2.1 Escort Program Services (EPS)

2.2 Specific Tasks…

2.3 Specific Personnel Requirements…………………………………………………………… 4

2.4 Contractor Requirements Contract ……………………………………..…………………... 4

2.5 Human Resources Management

2.6 Financial Management

2.7 Duty Hours, Holidays, Base Shutdowns…

2.8 Outside Continental United States (OCONUS) Working

2.9 Status of Forces Agreement (SOFA)

3.0 EQUIPMENT

3.1 Equipment

3.2 Equipment Safety

4.0 QUALITY CONTROL

4.1 Quality Control Plan (QCP)

4.2 Records of Inspection

4.3 Performance Evaluation

4.4 Deliverables

4.5 Services Summary (SS)…

5.0 ENVIRONMENTAL, SAFETY, HEALTH, SECURITY…

5.1 Environmental Requirements

5.2 Safety and Health Requirements

5.3 Bioenvironmental Engineering/Hazmat Requirements

5.4 Security

5.5 Anti-Terrorism

6.0 LABOR CATEGORIES

APPENDICES

APPENDIX A LABOR CATEGORIES AND DESCRIPTIONS

APPENDIX B ACRONYMS

TABLES

Table 1 Government Legal Holidays… Table 2 Requirements Contract Deliverables… Table 3 Services Summary Table 4 Labor Categories and Description …………………………………………………………...25

1.0 SCOPE.

1.1 Background.

The purpose of this Performance Work Statement (PWS) is to establish requirements for the Contractor to provide non-personal services supporting an Escort Program to enable secure escorted access and movement of personnel within restricted and controlled areas at Misawa Air Base (MAB), Japan, including the flightline, restricted areas, construction zones, and while performing work exterior to Sensitive Compartmented Information Facility (SCIFs) that may affect SCIF security.

1.2 Mission.

1.2.1 The mission of the Escort Program Services is to provide continuous escort coverage to support operational requirements and ensure all escorted personnel remain under proper supervision and control during entry, movement, and work performed within restricted/controlled areas.

1.3 Objective. The objective of this Performance Work Statement (PWS) is to ensure escorted access is performed in compliance with installation and Department of the Air Force requirements and procedures, to include strict surveillance, visitor accountability, and prevention of unauthorized access, intelligence gathering, criminal acts, sabotage, or tampering with resources. The USG anticipates awarding an IDIQ contract resulting from this PWS. Each task order shall specify the exact number of escorts and vehicles required.

1.4 Performance Locations. Performance under this contract shall be required outside the Continental

United States (OCONUS) at Misawa Air Base, Japan.

2.0 DESCRIPTION OF SERVICES.

2.1 Escort Program Services (EPS).

2.1.1 Lead Escort would oversee all the escorts and scheduling after direction from Program Management

Office (PMO) or the Contracting Officer Representative (COR). Lead escort will be responsible for tracking all escorts location and status at all times. This member shall be able to speak on behalf of the company for matters involving execution of this PWS and respond to US Government CO, PMO, or COR requests in a timely manner – within two (2) hours of requests.

2.1.2 The Contractor shall provide all personnel, supervision, travel, logistics, expenses and other items necessary to execute Escort Program Services (EPS). This is a non-personal services contract under which the personnel rendering services are not subject, either by the contract’s terms or by matter of its administration, to the supervision and control usually prevailing in relationships between the Government and its employees.

2.1.2.1 The Contractor shall provide Cleared Escort Officials to execute escorted entry and escort duties for personnel requiring access to restricted/controlled areas including the base and flightline.

Escorts must meet all requirements to receive a Restricted Area Badge (RAB) in accordance with the Base Defense Plan and DAFI 31-101.

2.1.2.2 Cleared Escort Officials shall execute their responsibilities in accordance with DAFI 31-101 and local operating instructions, ensuring the safe and secure conduct of all personnel under their supervision within restricted and controlled areas and while performing work exterior to SCIFs that may affect SCIF security.

They must always maintain constant surveillance and control of their visitors, positively identify all escorted individuals before granting access, inspect vehicles and hand-carried items, and verify all required documentation with the Entry Controller, as applicable.

2.1.2.3 Escort officials assume responsibility for the safe and secure conduct of their visitors and are required to maintain constant surveillance and control of their visitors at all times while in the restricted/controlled area and when Construction Surveillance Technician (CSTs) or Cleared American Guard (CAGs) are not involved. Escort officials must positively identify escorted individuals before allowing entry, inspect vehicles and hand-carried items, and verify completed to entry controller (as applicable).

2.2 Specific Tasks: The Contractor shall provide nonpersonal services of Cleared Escort Officials to successfully protect the integrity of the facilities, flightline, and other projects throughout renovations, construction, Warranty Calls, and FF&E of the facility. The purpose of Escorts is to escort personnel to the worksite from the gate and to monitor personnel in controlled/restricted areas where CSTs and CAGs are not required applicable.

2.2.1 Provide non-personal services of Flight line Cleared Escort Officials responsible for maintaining security and control of visitors within restricted areas by possessing a valid MAB RAB. They must be properly trained to detect unauthorized activities such as intelligence gathering, criminal acts, or sabotage. Training to be provided locally by US Government representatives. Escort Officials (EOs) verify visitor identities, brief them on local safety and security rules, and inspect vehicles and hand-carried items. They ensure that individuals without RABs are either escorted or listed on an Entry Access List (EAL) and may delegate escort duties to other qualified personnel when necessary. EOs must maintain constant surveillance, never leave visitors unattended, and ensure their safe departure from the area.

2.2.2 Provide lead Escort

2.3 Specific Personnel Requirements

2.3.1 Roles & Responsibilities of Flightline Escorts include but are not limited to:

• Credential Requirements: Attain and maintain a valid MAB RAB and Flightline driving privilege, for the designated area or be officially designated under the 35th Fighter Wing (35 FW) Escort Program.

o There is a maximum of 3 attempts allowed to obtain the flightline driving privilege.

Contractor shall be responsible to provide personnel able to attain and maintain this requirement.

• Training & Competency: Be properly trained in escort duties and demonstrate competence in identifying unauthorized activities, including intelligence gathering, criminal behavior, and sabotage.

• Safety & Security Briefing: Provide a thorough briefing on local safety protocols and security regulations to all escorted personnel.

• Inspection Duties: Conduct inspections of vehicles and hand-carried items entering restricted areas to ensure compliance with security standards.

• Surveillance & Control: Maintain continuous surveillance and effective control over construction workers or visitors within restricted/controlled zones.

• Accountability: Assume full responsibility for the safe and secure conduct of escorted individuals, ensuring adherence to all applicable rules and procedures.

• Restricted Area Protocol: Ensure that escorted personnel are never left unattended in restricted/controlled areas under any circumstances.

• Escort Procedures: Personally escort all authorized visitors or construction workers to and from restricted/controlled area zones, maintaining control throughout the duration of their visit.

• Driving: Process and maintain a valid US drivers license and 4EJ license (issued locally).

Escorts will be required to drive from access point to job sites and vice versa with their Privately Owned Vehicle (POV).

• Vehicles: Contractor shall provide and maintain a minimum of one (1) provided vehicle(s) per project. The number of projects needed shall be directed in each service request from the CO.

2.4 Contractor Requirements Contract Management.

2.4.1 Contract Management Capability. The Contractor shall provide a contract management capability

(personnel and all other required resources) to properly manage the resulting contract. The Contractor shall:

2.4.1.1 Be responsible for contract performance IAW this contract PWS.

2.4.1.2 Manage short notice suspense’s, operational constraints, and other potential impacts to maintain schedule requirements on all projects.

2.4.1.3 Provide primary point(s) of contact (POC(s)) to accomplish the managerial, contractual, financial, and administrative aspects of the requirements contract, and work with the US Government on all requirements contract issues.

2.4.1.4 Respond to US Government CO, PMO, PIO, or COR requests in a timely manner – within 1 workday for contract management related inquires.

2.4.1.5 Only perform work IAW the PWS or CO direction. The Contractor shall not perform work unless it is specified in the PWS unless otherwise directed by the CO or captured in a modification signed by all applicable parties.

2.4.1.6 Notify the CO of direction received from Government personnel that the Contractor considers outside the scope of PWS requirements prior to performing the work.

2.4.1.7 Notify the CO of any known details regarding current or prior performance by another Government agency or Contractor for the same work required in the execution of any task in the resulting contract.

2.4.1.8 Assume total performance responsibility for work performed and supplies/services delivered under the resulting contract. The Contractor shall actively manage all subcontractors, teaming partners, and all non-prime contractor entities and personnel providing support for performance of the resulting contract.

Actions may include analysis, critique and assessment of the adequacy, timeliness and cost effectiveness of all work to be performed. The Government will hold the Contractor responsible for all actions taken or not taken to ensure successful contract performance.

2.4.1.9 Develop, populate, address, update and deliver all required deliverables in the timelines specified in this PWS.

2.4.2 Inherently Governmental Functions / Decision Making. The Contractor and all Contractor personnel shall not perform inherently Governmental functions, as described in Federal Acquisition Regulation (FAR) Subpart 7.5. The Contractor as an entity and individual Contractor personnel are not authorized to make decisions on behalf of the US Government. The Contractor shall make recommendations to US Government personnel for the US Government’s decision-making purposes.

2.4.3 Communication.

2.4.3.1 The Contractor shall communicate within the Contractor’s overall organization (to include any teaming partners, subcontractors, hired foreign nationals, or in country support to ensure successful contract performance), such that appropriate Contractor personnel are aware of contract actions, activities, and performance and that the US Government receives a consistent, transparent and timely message regarding contract performance.

2.4.3.2 US Government, not Contractor, personnel will keep Government leadership informed of performance status. This is particularly important for OCONUS performance where Contractors often work in the same location(s) as Government personnel. Onsite contractors may be asked to accompany US Government personnel to meetings to provide firsthand knowledge.

2.4.3.3 Contractor personnel shall communicate professionally and only with respect to business concerns with non-acquisition personnel. All pertinent information shall be provided to the CO, PMO and/or COR(s), as applicable, to affect appropriate contract action and address in-country issues. Only the CO, PMO, COR(s), or officially designated representative, will report contract performance status within applicable Government management chains.

2.4.3.4 The Contractor shall monitor and report all situations that could cause delays in performance or unsuccessful contract performance within 24 hours of discovery. The Contractor shall provide an initial electronic mail (e-mail) notification to the PMO/COR(s) describing the situation and planned course of action, to include timeline for delivery of the detailed course of action, to include a realistically achievable solution in a timely manner that minimizes risk to successful contract performance. A reasonable timeline for delivery of the detailed course of action will be addressed on a case-by-case basis.

2.4.4 Documentation.

2.4.4.1 Delivery will be required only in electronic media form. Electronic documentation developed under this contract shall be delivered in editable and searchable versions of Portable Document Format (PDF) using Adobe Acrobat 9.0 or Microsoft Office 365, or (or the latest Government versions), unless otherwise specified by the CO. The Contractor shall submit all electronic documentation without embedding or using security rules (locking spreadsheet cells, or implementing password protection or document security restrictions). All such deliveries shall be virus free and unlocked.

2.4.4.2 The US Government will specify standard naming conventions for submissions, as deemed appropriate.

2.4.4.3 The CO/COR/PMO shall specify documentation delivery / media type and format, as well as the quantity of copies and recipients of the work products required for delivery for each project.

2.4.4.4 Administrative Records: The Contractor shall maintain administrative records containing at a minimum the training and certifications of all employees furnished under this contract, time and attendance records, and final security clearance findings. The COR(s) and CO will be authorized to review all certifications, time and attendance records, and security clearance information, as required.

2.4.4.5 Monthly Activity Report: The Lead Escort shall provide a monthly activity report to the COR(s) by the

3rd day of the following month. The report shall be in Microsoft Office and sent via email. The report will include at a minimum: names of personnel assigned to the site; the number of hours spent on each project, the number of personnel hired, resigned, or terminated; security problems encountered with resolution(s); and a general summary of personnel-related issues.

2.4.4.6 Personnel Roster: The Contractor shall provide the COR(s) and CO a roster of all EOs to include name, date, and place of birth, passport number, and level of clearance. The personnel roster is due no later than twenty-one (21) business days before start of a project. When personnel are employed or terminated, an updated roster much be provided to the COR(s) and CO within five (5) business days.

2.4.4.7 All documentation must be turned in to the COR(s) in digital format upon completion of this project and/or as requested by the US Government throughout the project. The Contractor will provide the means to accomplish digital documentation through the supply of digital note taking devices that are also capable of taking accompanying photos of documented activities. Examples of such devices are tablets, or similar devices. The Contractor will also provide a computer system capable of compiling all documentation from the digital devices for turn over to the US Government. All documentation shall be in a searchable format to allow the US Government to search for specific records. Handwritten documentation will NOT be accepted and it is the responsibility of the Contractor to develop a digital documentation process. All documentation shall be written in English.

2.4.4.8 Data Rights: The US Government has unlimited rights to all documents/material produced under this contract. All documents and material produced under this contract shall be US Government owned and are the property of the US Government with all rights and privileges of ownership/copyright belonging exclusively to the US Government. These documents and materials may not be used or sold by the Contractor without written permission from the CO. All materials supplied to the US Government shall be the sole property of the US Government and may not be used for any other purpose. This right does not abrogate any other Government rights. The contractor shall not retain any documents produced under this contract for personal use upon completion.

2.4.5 Controlled Unclassified Information (CUI) and Personal Identifiable Information (PII): The EPS

Contractor shall provide the US Government with any hardware, software or documents that contain or contained CUI/PII, to include but not limited to, electronic data storage devices, Identification Badges, Logbooks, etc. and will become the property of the US Government at the completion of the contract.

These materials are required to be under the supervision of the Lead Escort at all times. At no time will the Contractor remove anything that contains or contained CUI/PII from the Secure Construction Site (SCS) without the proper authorization of the COR or CO. The Contractor shall maintain all applicable NIST SP 800 series registration and compliance throughout the duration of the contract.

2.4.6 Performance Reviews.

2.4.6.1 Program Management Reviews (PMR). The Contractor shall attend scheduled PMRs, as notified by the

US Government. The CO, PM, and other Government personnel, as appropriate, will meet periodically with the Contractor to review performance. PMRs will be held at least annually via teleconference, as appropriate. The US Government reserves the right to conduct PMRs semi-annually. When possible/appropriate, the US Government will attempt to conduct PMRs via teleconference to mitigate travel costs. PMRs will cover status and feedback on performance measures, Contractor performance, and any significant events. PMRs are intended to serve as an opportunity for open and frank discussions on the current status of the contract. The US Government will provide advance copies of PMR agendas, seeking Contractor input/discussion items, and will provide meeting minutes for Contractor review and approval prior to making them official. The Contractor shall provide slide inputs in the format and timeline directed by the US Government and shall provide written notice to the specified PMR point of contact identifying any areas of nonoccurrence or points of discussion.

2.4.6.2 Other Performance Reviews. In addition to PMRs, the US Government may meet with the Contractor, at

US Government or Contractor request, to discuss any specific issues. The purpose of these meetings is to foster proactive continuous improvement and transparency between the US Government and Contractor by analyzing past performance problems as well as exceptional performance levels. These meetings may cover compliance; performance improvement; quality strategic planning; teamwork; training opportunities; explore and/or implement industry best practices, quality tools and methods; and/or review the Contractor’s Quality Management System (QMS) efforts and/or the US Government’s Quality Assurance function. Additionally, the contractor shall patriate in recurring meetings with the GC, project progress updates and specific US Government requested meetings.

2.5 Human Resources Management.

2.5.1 Personnel Qualifications. The Contract shall attract, hire, train and retain qualified personnel, for the requirements contract, for requirements contract performance, that:

2.5.1.1 Meet or exceed stated Knowledge, Skills, and Abilities (KSA) qualification requirements or other minimum qualifications specified for required work at all levels of performance as defined in the contract and this PWS;

2.5.1.2 Meet or exceed KSAs and/or qualifications stated in a proposal when considered as an evaluation factor relevant to an award decision;

2.5.1.3 Meet or exceed PWS qualifications specified in the PWS. Labor Categories are included in PWS Appendix

A.

2.5.1.4 Capable of working independently toward successful contract performance without US Government involvement or direction.

2.5.1.5 Competently, legibly, clearly, and articulately communicate in the languages appropriate for successful contract performance. Correspondence related to the contract performance is largely conducted via telephone and e-mail; therefore, proper communication in terms of content and comprehension are critical to performance success.

2.5.1.6 Further requirements for personnel qualifications are set forth in Appendix A.

2.5.2 Personnel Training.

2.5.2.1 All Government-provided training will be approved and scheduled through the applicable

Government representative in advance. However, the Government may provide training to Contractor personnel only if the contract requires it. Training to include but not limited to: Security Education and Motivation/Escort Official Training, flightline drivers license training, Anti-Terrorism and Force Protection training. No Government-provided Contractor training is authorized without CO coordination and approval.

2.5.2.2 Anti-Terrorism (AT) Level I Training: All employees under this contract must complete Level I AT training located at https://jkodirect.jten.mil/pdf/atl1/launch.html within fifteen (15) days after contract start date and submit certificate of completion to the CO and COR(s) within ten (10) days after completion of training. The Contractor shall submit certificates of completion for each new employee and subcontractor employee to the CO & COR(s) within ten (10) days after completion of this training.

All new employees hired by the Contractor to perform under this contract after the commencement of the period of performance, must complete Level I AT training. Contractor personnel must complete refresher training every twelve (12) months.

2.5.2.3.1 If training cannot be conducted on the website, the Contractor shall coordinate with the CO and COR(s) who will contact the local AT Officer at Misawa AB for classroom training. Contractor personnel completing training in the classroom will receive a certificate, or the training attendance roster, signed by the AT Officer. Verification of the training shall be provided to the COR(s) within ten (10) days after completion of this training.

2.5.2.4 OPSEC Training: Contractor employees, including subcontractors shall complete Level I OPSEC training within fifteen (15) business days of employment under this contract. OPSEC Level I training is available at https://securityawareness.usalearning.gov/opsec/story.html Contractor personnel must complete refresher training every twelve (12) months. If training cannot be conducted on the website, the Contractor shall coordinate with the COR(s) who will contact the OPSEC Signature Manager at Misawa AB for classroom training. Contractor personnel completing training in the classroom will receive a certificate or the training attendance roster signed by the OPSEC Signature Manager.

Verification of the training shall be provided to the Co and COR(s) within ten (10) days after completion of this training.

2.5.3 Theater and Country Clearance Requirements: The Contractor shall ensure all US Citizens performing services under this contract comply with the training and Theater Country Clearance requirements listed in the US Government Foreign Clearance Guide for the country in which they will be employed if applicable. The requirements can be found at https://www.fcg.pentagon.mil/fcg.cfm. Verification of the training will be made available to the CO or COR(s) upon request.

2.5.4 Rapid Response. The Contractor shall possess the capability and experience to rapidly increase existing workforce to meet large requirements with very short timelines.

2.5.5 Personnel Turnover. The Contractor shall maintain minimal personnel turnover throughout the life of the contract to ensure continuation of services during personnel absences due to sickness, leave, and voluntary or involuntary termination from employment such that impact to the Government is minimal.

2.5.6 Key Personnel. The Contractor shall identify and maintain any key personnel deemed critical to managing the overall performance of the requirements contract. Any positions proposed as key as part of the requirements proposal will be considered binding key positions for the life of the contract.

Changes to key personnel shall be submitted to the CO for coordination prior to implementation of change. The Contractor shall provide a detailed description of the change, to include criteria demonstrating appropriate expertise and credentials to properly manage the entire requirement.

2.5.6.1 US Government-Identified Key Personnel. The CO/COR/PMO will provide a list of US Government identified key personnel for each project.

2.5.6.2 Contractor-Identified Key Personnel. The Contractor may propose key personnel at the project level.

2.5.6.3 Key Personnel Retention. The Contractor shall make every reasonable effort to retain key personnel in order to ensure continuity of services in key personnel positions.

2.5.6.4 Key Personnel Turnover. Key personnel are subject to specific turnover requirements. If it should become necessary to substitute or replace key personnel, the Contractor shall notify the CO and the applicable COR(s), via e-mail, of any intent to substitute or replace key personnel within 24 hours of discovery that a vacancy will occur. This e-mail notification shall include the date and time the position will be vacant, anticipated replacement date, and what management corrective action will be taken to ensure mission completion. The Contractor shall ensure that replacements/substitutions meet the minimum qualifications as proposed for the affected position.

2.5.6.5 Key Personnel Replacement/Substitution. Contractor shall make all effort to ensure no position is vacant at any time. Position vacancies shall not exceed 30 calendar days from start of vacancy to request for CO acceptance of replacement, unless otherwise approved in writing or directed in advance by the CO. The Contractor shall provide a detailed description of the change, to include the title and criteria for the position(s) and demonstrate the appropriate expertise and credentials to properly meet the requirements and qualifications of the subject position. The Contractor shall also submit, no later than (NLT) 14 days after start of vacancy, a Country Clearance Request (CCR) to the US Government IAW applicable

Foreign Clearance Guidance if applicable, unless otherwise approved in writing or directed in advance by the CO. The CCR shall include a detailed itinerary / plan for completion of required training, processing, clearances, travel, date of arrival in country and date of performance start. The US Government may also request coordination of qualification summaries on proposed personnel replacing or substituting for non-key positions. This paragraph shall also apply when the Contractor provides any personnel for work who were not part of or who replace any personnel submitted and evaluated as part of the contract proposal.

These replacements/substitutions/additions shall comply with Personnel Qualifications, Personnel Training, and Key Personnel Turnover paragraphs above.

2.5.7 Removal of Personnel at Government Request. Contractor personnel do not work for the

Government. However, in rare cases, the US Government, at the direction of the CO, may request or direct removal (permanent or temporary) of Contractor personnel from performance on the contract for security, safety, environmental or health reasons, upon discovery of fraudulent qualification documentation, or when Contractor personnel behave in an unprofessional manner, which may include but not limited to threats of violence, use of profanity, sexual harassment/misconduct, and participation in discriminatory practices, that would be considered unacceptable by a reasonable person. As is the case for all personnel turnover, the Contractor shall ensure continuation of services such that impact to the US Government is minimal. Additionally, the Contractor shall ensure replacement personnel are qualified per the Personnel Qualifications and Personnel Training paragraphs above.

2.5.8 Contractor Identification. Each Contractor employee shall, while on duty, wear in plain view on the upper portion of one’s outer garment at all times identification badge such as their RAB (expect in locations where such display would threaten the safety and security of the Contractor employee)Additionally, Contractor employees shall clearly identify themselves as “Contractor” at all times, in all communications and representations, including in the workplace, at meetings, in conversations, telecommunications, mail, e-mail, and faxes, whether with Government personnel, other Contractor personnel, or with the public.

2.6 Financial Management.

2.6.1 Billing / Invoicing.

2.6.1.1 Unless otherwise specified, the Contractor shall bill for services performed under this contract on a monthly basis by submitting a combination invoice/receiving (combo) or 2in1 Services report in Procurement Integrated Enterprise Environment (PIEE) - Wide Area Workflow (WAWF) in US dollars, unless otherwise approved by the CO, IAW Section G of the requirements contract. Any variations from the monthly requirement must be approved, in writing, by the CO.

2.7 Duty Hours, Holidays, Base Shut Downs.

2.7.1 Duty Hours. The normal working hours of the Construction Site workers are Monday to Friday 0700 to

1800 . Working hours will depend on the construction contractor’s schedule. There may be times when the Construction Site workers will be required to work outside the normal hours to include weekends, evening, overnight emergency operations and holidays, in this case the Contractor will be given twenty-four (24) hours’ notice normal to allow for scheduling of personnel. In these events the US Government will specify required start and end times in each escort schedule request. The Contractor must always maintain an adequate workforce for the uninterrupted coverage and performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons.

2.7.2 Recognized Holidays. The following US holidays apply to OCONUS performance:

Table 1 – Government Legal Holidays

Holidays Dates

New Year's Day 1 January (or substitute) Martin Luther King, Jr. Birthday Third Monday in January President's Day Third Monday in February Memorial Day Last Monday in May Juneteenth 19 June Independence Day 4 July Labor Day First Monday in September Columbus Day Second Monday in October Veteran's Day 11 November Thanksgiving Day Fourth Thursday in November Christmas Day 25 December

Although it is intended for the contractor to work during Japanese holidays, there may be impacts to construction work or logistics.

2.7.3 Base Shutdowns. In events such as a base / performance location shutdown due to severe weather or security issues, IAW FAR Clause 52.249-14, Excusable Delays, in Section I of the contract, the Contractor shall coordinate with the CO for contracting related resolution. Contractor shall coordinate with COR and PMO for any schedule resolution.

2.8 OCONUS Working. The Contractor and Contractor personnel shall be required to comply with all country entry requirements, including but not limited to, work visas and authorized to work in Japan at the start of the contract. The Contractor shall notify the CO and COR(s) immediately if there any problems meeting personnel requirements due to the inability of extended delay obtaining or extending a visa. Any associated costs with visas and any other country entry requirements should be incorporated into the price of the contract. The Contractor is responsible for ensuring they are able to legally operate in Japan.

2.9 Status of Forces Agreement (SOFA). SOFA is applicable to this requirement for US citizens.

Individual logistical support is provided under this contract in accordance with FAR 25.802, Defense Federal Acquisition Regulation Supplement (DFARS) 225.802, DFARS 252.225- 7976 and the policies and procedures of DoD 4525.6-M and US Air Force Instruction (AFI) 36-3026. Policies and procedures are subject to change. Examples of support are: DoD Directives Division (DD) Form 1173 – Uniformed Services Identification and Privilege Card; Commissary (including rationed items); US Army and Air Force Exchange Service (AAFES) Facilities (Post/Base Exchange) (including rationed items); Armed Forces Recreation Facilities; Local Morale/Welfare Recreation Services; Military Banking Facilities;

Military Postal Service (APO/FPO); Officer or NCO/EM Clubs; Privately-Owned Vehicle (POV) license; purchase of Petroleum, Oil and Lubricants (POL); Transient Billets or Visiting Officers Quarters (VOQ) on space-available and reimbursable basis when travel is performed on Official US Government Orders; Billeting in deployed areas is on a space-required basis (non-reimbursable); Messing Facilities at deployed sites only; Department of Defense Dependent Schools on a space available and tuition paying basis; Medical services on a reimbursable space available basis; and Dental care only for emergency conditions and on a space available and reimbursable basis. All and any logistical support will be granted on each individual contractor’s letter of Authorization (LOA) granted in Synchronized Redeployment and operational Tracker – Enterprise Suite (SPOT-ES). The contractor is required to attain and maintain contractor access to the system to process LOAs. SPOT-ES can be access via: https://spot.dmdc.mil.

3.0 EQUIPMENT.

3.1 Mobilization: The Contractor shall provide a list of proposed equipment to provide the required capabilities at time of proposal submission. The mobilization will consist of providing the equipment and costs associated with getting both personnel and equipment in place after contract award. The Contractor shall provide for mobilization for each project under this contract. The required capabilities are as follows:

3.1.1 The Contractor shall provide all PPE as needed for use in an active construction area IAW Occupation

Safety Health Association (OSHA) and or Japanese equivalent and the General Contractor requirements (e.g. hard hats, reflective vest, etc.) The Contractor shall be required to furnish all management, supervision, labor, transportation, supporting facilities, equipment, supplies, and materials necessary to comply with requirements under the resulting contract of this PWS. Escorts are anticipated to actively be on construction sites and will require appropriate PPE.

3.2 Equipment Safety: The Contractor shall ensure that all equipment meets limits set by international standards for human safety, as well as be safe for heart pacemakers, pregnant women, and magnetic recording materials. The Contractor shall ensure that contractor personnel are trained and certified to use all equipment.

4.0 QUALITY CONTROL.

4.1 Quality Control Plan (QCP).

4.1.1 The Contractor shall develop, submit, and maintain a QCP to ensure services are performed IAW the standard defined in the Service Summary (SS) listed in paragraph 4.5.3. A detailed QCP shall be submitted to the CO submitted at time of proposal submittal. Changes made after award must be approved by the CO. Contractor shall provide amended copy to the COR(s) and CO within 15 business days. The QCP is developed by the Contractor for its internal uses to identify and prevent defective services from recurring. However, the US Government reserves the right to perform additional inspections as necessary, utilizing the US Government’s Quality Assurance Surveillance Plan (QASP).

The QCP shall include at minimum: key control procedures, processes for identifying and preventing defective services from recurring, procedures for badge turn-in of former employees, the procedures for employees to report to their employer or Government, any potential incidents which may affect their security clearance, the processes for documenting security violations, reports and logs, and the procedures for securing all PII.

4.2 Performance Evaluation. Contractor performance is subject to US Government COR(s) surveillance to ensure PWS compliance. The US Government COR(s) will utilize the QASP to evaluate Contractor performance and ensure PWS compliance. The Contractor shall comply with the following:

4.2.1 Access. The Contractor shall permit the CO or COR(s) access to all work areas, records, and data used in the performance of contracted services. The Contractor shall provide support, and not interfere with the CO, COR(s), and other designated personnel in the performance of their official duties. Access shall be provided as soon as possible, but not to exceed one (1) workday after the request. The Contractor shall notify the US Government immediately when outside agencies request access.

4.2.2 Nonconformance. A failure to fulfill any contract or performance requirement is a “nonconformance.”

The Contractor shall take immediate corrective action for all nonconformance’s identified during US Government surveillance and internal inspections, with focus on eliminating the cause to prevent reoccurrence. When identified by the Government, nonconformance’s are assessed for risk then categorized and communicated as follows:

4.2.2.1 Major Nonconformance. A major nonconformance means a nonconformance, other than critical, that is likely to result in failure of the supplies or services, or to materially reduce the usability of the supplies or services for their intended purpose. The CO will communicate major nonconformance to the Contractor on a Corrective Action Request (CAR) form with a suspense date for the Contractor’s Corrective Action Plan.

4.2.2.2 Minor Nonconformance. Means a nonconformance that is not likely to materially reduce the usability of the supplies or services for their intended purpose or is a departure from established standards having little bearing on the effective use or operation of the supplies or services. This category of nonconformance is evaluated as Low in a standard 5x5 Risk Assessment matrix. Minor conformances are communicated to the Contractor through notices. First Notices are issued for any identified nonconformance; Second Notices are issued for repeat minor nonconformances or for failing to correct issues within a reasonable amount of time. Notices will typically be sent via e-mail with a requested suspense date for the Contractor’s Corrective Action Plan.

4.2.2.3 Corrective Action Plan. The Contractor shall provide a Corrective Action Plan in response to all First or Second Notices and CARs. As a minimum, the Contractor’s Corrective Action Plan will address:

• Action taken to fix the immediate problem (correction).

• Root cause analysis of the problem to determine cause.

• Corrective action on the cause of the problem (how performance will be returned to acceptable levels (how to get back on schedule / within cost / appropriate quality level of performance)).

• Actions taken to prevent recurrence to include a follow-up plan (how and when).

• Actions required by the Contractor’s Quality Manual.

• All supporting evidence for actions taken, such as updated manuals, instructions, procedures, etc. Include supporting evidence in response to maintain a single point document unless size is restrictive, requires a document to be embedded, or security policies prevent inclusion. In these cases, send the documents separately or provide location.

4.2.2.4 Initial Performance Status. The Contractor shall report contract performance status per PWS Table 2 and paragraph 4.4.4.5.

4.3 Deliverables.

4.4.1 The Contractor shall provide deliverables as specified the contract.

4.4.2 If a deliverable due date falls on a weekend or holiday, the Contractor shall submit the deliverable on the last workday prior to the due date.

4.4.3 The Contractor shall develop and provide thorough and detailed deliverables that are editable and searchable IAW PWS paragraph 2.4.4.1 and subparagraphs.

4.4.4 The contract deliverable requirements are as follows:

Table 2 – Requirements Contract Deliverables Deliverable Details

Management/Staffing Plan

Reference: Contract RFP; PWS paragraphs 4.4.4.1 Due Date: All items / plans shall be submitted as part of the Contract Proposal and will be incorporated into the contract.

Delivery: All documents shall be delivered IAW the specified PWS paragraphs and IAW the criteria established in the contract RFP. Updates:

The Contractor shall provide any changes or updates to the US Government CO, PMO and COR(s) prior to Contractor implementation.

Quality Control Plan Outline

Reference: Contract RFP; PWS paragraphs 4.1.

Due Date: QCP shall be submitted as part of the Contract Proposal and will be incorporated into the contract.

Delivery: All documents shall be delivered IAW the specified PWS paragraphs and IAW the criteria established in the contract RFP.

Updates: The Contractor shall provide any changes or updates to the US Government CO, PMO and COR(s) prior to Contractor implementation.

Contractor-Identified Concerns/Issues

Reference: PWS paragraph 4.4.4.3.

Due Date / Delivery:

• Verbal and electronic notification identifying the nature of the issue to the

COR(s) and PMO within three (3) calendar days of identification.

• Written recommendations and corrective actions required to meet milestones / timeline within eight (8) calendar days of identification to the COR and PMO, unless otherwise approved in writing by the COR(s).

• Concerns/Issues involving Government-provided items will be appropriately documented for the record by the PMO, COR(s), and/or CO.

4.4.4.1 Management / Staffing Plan. The Contractor shall provide a Management / Staffing Plan that defines the Contractor’s approach to planning and controlling the contract and execution of its multiple projects.

The Management / Staffing Plan shall include the following:

• Management structure for contract oversight, to include all subcontractors, teaming partners, etc.

• Listing of all personnel involved in contract execution, to include name, title, phone number and e-mail contact information

• Description of personnel responsibilities and organizational alignment

• Description of lines of communication

• Estimated time (hours) dedicated to contract management per position

• Events and milestones (planned and executed) which are critical to execution of the contract.

• Hiring plan for attacking, attaining and maintaining employees.

• On-ramping plan for new employees

• Employee retention approach

• Employee replacement approach

• Approach to leverage personnel local to Misawa / Spouses if applicable. See link for known Misawa Ask Facebook page:

o https://www.facebook.com/groups/178010162249555/?ref=share

• Integration of Quality, Security and other functions key to contract oversight of performance o Name and contact information of person responsible for each function o Standard operating procedures for each function (reference other documents, as necessary, such as Quality Manual) https://www.facebook.com/groups/178010162249555/?ref=share

The Contractor shall submit the Management / Staffing Plan as part of the contract proposal, for incorporation into the resulting contract. The Contractor shall provide any changes or updates to the CO, PM, and COR(s) prior to Contractor implementation.

4.4.4.2 Quality Control Plan. The Contractor shall provide an outline of its Quality Control Plan, describing its

Quality Control process / Quality Management System, as part of the contract proposal. The Contractor shall deliver the complete Quality Control Plan to the US Government, as specified below and in PWS paragraph 4.1, NLT 30 calendar days after the requirements contract award date. The US Government will conduct an electronic review of the Quality Control Plan. The Contractor shall provide updated versions to the COR(s) prior to Contractor implementation. At a minimum, the Contractor’s Quality Control Plan shall contain documented processes and procedures to monitor and control:

• Objectives in Services Summary (See Table 3 – Services Summary)

• Personnel involved in Contractor Quality activities (by name and title)

• Contract risks

• Internal quality control processes, frequency applied, and documents generated

• Review process for each contract deliverable to ensure US Government acceptance and validation (to include invoices)

• Subcontractor performance: how oversight will be conducted to ensure all subcontractor inputs or contributions (supplies, services, invoices, supporting documentation, deliverables, etc.) meet or exceed PWS requirements

• Proficiency of personnel

• Availability of required test and inspection resources necessary to ensure that nonconforming products or services can be identified and corrected in a timely manner

• All procured supplies and services conform to contract requirements

• Quality and timeliness of all subcontractor supplies and services

• Maintenance of records of all tests and inspections to demonstrate that the quality approach satisfied contract requirements

• Latest revision of drawings, specifications, work instructions, inspection/test instructions and other documents required to satisfy the contract requirements

• Nonconformance’s (see PWS paragraph 4.3.2 and subparagraphs)

• Response to and handling of Government and Contractor identified nonconformance’s

• Corrective action tracking

The Contractor shall evaluate the need to update the Quality Control Plan as projects are started, as risk is updated, or other changes occur. The Contractor shall submit updates to the Quality Manual to the COR(s) for review and acceptance prior to Contractor implementation.

4.4.4.3 Contractor-identified Concerns/Issues. Meeting the contract performance schedule is critical to the success of contract requirements. Therefore, the Contractor shall notify the US Government in writing of any issue that impacts the Contractor’s ability to meet established milestones or timelines. These notifications shall include any instance in which the Contractor believes that the US Government has not provided requested or promised information, materials, equipment, etc. in a reasonable amount of time or if the item provided does not meet the promised standards for continued successful performance. This notification shall consist of both verbal and electronic notification to the COR(s)/PMO initially identifying the nature of the issue within three (3) calendar days of identification and prior to the concern/issue having any impact on cost/schedule/performance or specified delivery/milestone date. In these instances, the Contractor shall then provide written recommendations and corrective actions required to meet milestones / timelines within five (5) calendar days of identification, unless otherwise approved in writing by the COR(s). Concerns/Issues involving Government-provided items will be appropriately documented for the record by the PM, COR(s) and/or CO. NOTE: All concerns with the PWS or scope of responsibility shall be addressed by the contractor prior to contract award.

4.4.4.4 Initial Performance Report. The Contractor shall report contract status to the PMO and COR(s) NLT

30 days after full contract performance starts. The report shall include an assessment of schedule, management, technical, and performance. The Contractor shall provide a Corrective Action Plan for any negative variations in schedule, staffing, and performance, and provide root causes. The Contractor shall also specifically address any negative variances between proposed and delivered capabilities.

4.5 Services Summary (SS). This SS implements (AFI 63-138, Acquisition of Services, and identifies critical success factors for the contract. The SS items are listed in Table 3 below.

4.5.1 Purpose. The SS lists performance objectives for the required services that the US Government will surveil. The US Government reserves the right to surveil all services and requirements called for in this PWS IAW FAR Subpart 52.246 to determine whether performance objectives and goals were met. The absence of any contract requirement from the SS shall not detract from its enforceability or limit the rights or remedies of the US Government under any other provision of the contract including the clauses entitled “Inspection of Services” or “Inspection” or “Default” in Section E and Section I of the contract.

4.5.2 Components. The SS states the performance objective (required service), and threshold

(performance standard, accept and reject points (if applicable)) in either a qualitative or quantitative fashion for each critical success factor.

4.5.3 Quality Assurance Surveillance Plan (QASP). The SS will be used as the baseline to develop the

US Government QASP. The QASP will identify the audit methods and procedures the US Government will use to evaluate Contractor performance.

Table 3 – Services Summary

Performance Objectives/Statements

PWS Para.

Reference

Performance Thresholds/Acceptable Quality Levels (AQLs)

Contractor shall develop and maintain a QCP to ensure services are performed at or above the standard defined in the

SS.

4.1 QCP shall be submitted at time of proposal submittal. If

any changes are made after award, a copy is provided to the COR(s) and CO within 15 days for approval.

AQL: QCP submission – 100% compliance.

AQL: Changes – No more than three (3) infractions per year

Contractor personnel shall have a valid and in-scope personnel a Tier-1 investigation (NACI) s as

5.4 AQL: Clearance maintained 100% of…