Attachment 1 PRO3 SOW_08082023 final rev.pdf

CAS Professional Services (PROS3)

Request for Proposal # 19AQMM23R0132

Statement of Work

SBU - CONTRACTING AND ACQUISITIONS

PROFESSIONAL SERVICES (PROS3)

Statement of Work (SOW)

U.S. Department of State

Bureau of South and Central Asian Affairs

Office for the Coordinator of Afghan Relocation Efforts (SCA/CARE)

08/08/2023

Version 4

Table of Contents

Table of Acronyms

C.1 DESCRIPTION OF SERVICES

C.1.1 Introduction

C.1.2 Scope of Work

C.1.3 Description of CARE-CAS Requirements

C.1.4 Key Personnel

C.1.4.1 Program Manager

C.1.4.2 Deputy Program Manager

C.1.4.3 Program Management Availability

C.1.5 Security Classification

C.2 GENERAL REQUIREMENTS, PERSONNEL

C.3 GENERAL PERFORMANCE REQUIREMENTS WORK DESCRIPTIONS

C.4 LEVELS OF RESPONSIBILITY

C.5 HOURS OF OPERATIONS

C.6 PROFESSIONAL SERVICES AT OTHER CARE FACILITIES

C.7 BADGING

C.8 TRAINING

C.9 TRAVEL

C.10 LOCAL PARTNERSHIPS AND BUSINESSES

C.11 DEFENSE BASE ACT (DBA) INSUREANCE

C.12 REPORTING AND MEETING REQUIREMENTS

C.13 DELIVERABLES

C.14 QUALITY CONTROL

Table of Acronyms

CARE Coordinator of Afghan Relocation Efforts

CAS Camp As Sayliyah

CFSM Construction, Facility, and Security Management

CMMS Computerized Maintenance Management System

CO Contracting Officer

COI Conflict of Interest

COR Contracting Officer Representative

DAC Days of Contract

DBA Defense Base Act

DOL Department of Labor

DOS Department of State

DPM Deputy Program Manager

DPO Diplomatic Post Office

DS Diplomatic Security

EEOC Equal Employment Opportunity Commission

EW Enduring Welcome

FAC Office of Facility Management

FAR Federal Acquisition Regulation

FDA Food and Drug Administration

FSI Foreign Service Institute

FTR Federal Travel Regulations

GFE Government Furnished Equipment

GFP Government Furnished Property

GOQ Government of Qatar

GSO General Services Officer

GTM Government Task Manager

HHE Household Effects

HR Human Resources

HTSOS High Threat Security Overseas Seminar

HVAC Heating, Ventilation, and Air Conditioning

IAHB Interagency Housing Board

IDIQ Indefinite Delivery Indefinite Quantity

IMO Information Management Officer

IOM International Organization for Migration

IRM Information Resource Management

LE Locally Employed

MED Bureau of Medical Services

MRPT Moderate Risk Public Trust

NDA Non-disclosure Agreement

NLT No Later Than

OBO Bureau of Overseas Buildings Operations

OIC Officer in Charge

OPM Office of Personnel Management

OSHA Operational, Safety, and Health Administration

PM Program Manager

PMR Program Management Reviews

POV Privately Owned Vehicle

PRM Bureau of Population, Refugees, and Migration

PoP Period of Performance

QASP Quality Assurance Surveillance Plan

QC Quality Control

R&R Rest and Relaxation

RN Registered Nurse

RSO Regional Security Officer

SIS Student Information System

SME Subject Matter Expert

SOW Statement of Work

SPOT Synchronized Pre-deployment and Operational Tracker

SR Senior

TCN Third Country National

TDY Temporary Duty

TO Task Order

UAB Unaccompanied Bag

US United States

USDA U.S. Department of Agriculture

USDH U.S. Direct-Hires

USG U.S. Government

WTO World Trade Organization

C.1 DESCRIPTION OF SERVICES

C.1.1 Introduction

The Coordinator of Afghan Relocation Efforts (CARE) Office has been established with a clear mission to safely relocate eligible personnel currently situated in Afghanistan into the Enduring

Welcome (EW) pipeline. At Camp As Sayliyah (CAS) in Doha, Qatar, the CARE operation aims to provide a secure and well-organized living environment for Afghan Guests who are temporarily accommodated there. As part of this effort, the Contractor is required to support the Department of State (DOS) through the provision of surge staffing to support the Embassy of the United States operations at CAS which will result in the mission fulfilling its duties to ensure the safety, community conditions, wellbeing and care of these Guests and mission personnel.

CAS is provided by the Government of Qatar (GOQ) to DOS and has an operational capacity of

4,000 Guests. In the event of a population surge, temporary structures are available, enabling the facility to accommodate an additional 1,000 Guests, thus increasing its potential operating capacity to 5,000 Guests. The primary occupants at CAS will be DOS with approximately 100 personnel, International Organization for Migration (IOM) with roughly 150 personnel, Contractors with approximately 1,300 personnel, and the Guest population, which is currently around 2,500 Guests and is expected to grow to 5,000. The CAS facility spans over 300+ acres. The Bureau of

Population, Refugees, and Migration (PRM) is the humanitarian bureau of the State Department.

PRM promotes U.S. interests by providing protection, easing suffering, and resolving the plight of persecuted and forcibly displaced people around the world. PRM and Department of State do this by coordinating humanitarian policy and diplomacy, providing life-sustaining assistance, working with multilateral organizations to build global partnerships, and promoting best practices in humanitarian response.

The dynamic population of the Guest community includes single males and females, unaccompanied minors, and families who reside at CAS. The Guests range from newborns to grandparents and come from various ethnic and tribal groups, both Shia and Sunni, rural and urban areas.

In the past six months, the population averaged approximately 2,500 Guests and the average length of stay is about forty-five days. Guests are not detainees and are not treated as such. Rather, they are individuals who have been accorded protection from persecution or torture in their home country and are voluntarily under the care of the United States pending resettlement. They may request to return to Afghanistan at any time and may leave the CAS enclosure at any point.

During their time at CAS, they will be undergoing health and background checks, visa processing and approval, then onward transportation to the U.S.A. Due to health issues or security issues, some individuals are housed at CAS for longer than the average of about forty-five days.

C.1.2 Scope of Work

The Contractor must provide a diverse range of Professional Support Services and personnel necessary to assist Department of State’s support efforts at CAS. Options must be available to serve other CARE locations globally. Additionally, it is the responsibility of the Contractor to provide all management, supervision, and staffing support to deliver quality and efficient services.

The Contractor will be responsible for hiring personnel for designated positions outlined in Exhibit

1, which includes the Program Manager (PM) and the Deputy Program Manager (DPM) who will be expected to oversee development and delivery of key deliverables, quality service and ensure the Contractor’s services remain on schedule and under budget. The Program Manager (PM) and

Deputy Program Manager (DPM) will also be responsible for providing Monthly Status and

Financial Reports in conjunction with conducting quarterly Program Management Reviews for the

Contracting Officer (CO), Contracting Officer’s Representative (COR) and select Program staff and leadership. As part of their responsibility, the PM will also need to develop a Key Performance

Metrics within the first thirty (30) Days of Contract (DAC) award. These key personnel will be instrumental in developing a manageable, realistic, and executable Mobilization and Transition

Plan. Once these plans are finalized and approved by the COR and CO, the PM and DPM will be required to implement the plans. The Contractor will need extensive experience in service delivery related to surge staffing in a highly charged and fast-moving environment with the ability to grow the number of personnel, if requested, to support ongoing efforts or the possibility of other platforms located world-wide. The Contractor’s key personnel will also ensure the highest level of professionalism and efficient service delivery. All proposed staff and personnel must be well-trained, qualified, maintain proper certifications and/or licenses appropriate for performing their duties adequately and reliably.

The Contractor must maintain proper documentation of their personnel's education, training, and certifications for consistent high-quality professional performances. The Contractor must ensure due diligence on each employee for any issues or criminal history and report any such issues immediately. Any employee found to violate U.S. Government (USG) regulations will face discipline and immediate removal from the premises.

In addition, the Contractor personnel for the CARE program at CAS will live offsite and provide their own transportation to work each day. The Contractor will arrange all necessary accommodations such as housing, transportation, insurance, work visas, health care, meals, and more. The successful Contractor must provide quality services and all necessary management, supervision, and staffing support throughout the project.

Overall, the successful Contractor must demonstrate a thorough understanding of the unique nature of the U.S Diplomatic Mission in support of the CARE platform at CAS, including the vulnerable population they are serving. They must adhere to the highest ethical and professional standards while delivering quality services that meet the needs of all stakeholders.

C.1.3 Description of CARE-CAS Requirements

Contractor personnel shall possess the experience, knowledge, and skills to successfully perform each Task Order (TO) requirement. The Contractor is responsible for all management, supervisory, and project personnel to perform these services.

The following labor categories and staffing plan has been developed based on the current needs of the mission and arranged by the roles and responsibilities for professional services at all CARE platforms. All defined labor categories shall comply with the United States (U.S.) Office of

Personnel Management (OPM) Schedule Qualification Standards and are subject to change in order to properly satisfy all unique customer defined tasks, roles, and/or responsibilities which may be defined within the Task Order’s Statement of Work (SOW).

For Camp As Sayliyah (CAS) and in support of U.S. Embassy Doha, the CARE program currently requires twenty-one (21) staffers that shall be capable of Professional Support Services. The government may exercise an option to add the other eighteen (18) staffing positions (with stars next to the listed position) on this list for all CARE regions at a later date. Labor costs will only be paid as positions are filled and executed. The services required in Doha, Qatar are:

Staffing FTE Clearance Level Entity to Provide

Support

Inventory Clerk 1 MRPT

ICASS under

Embassy Doha

Management

Travel Manager*** 1 MRPT N/A

Motor Pool

Dispatcher***

1 MRPT

N/A

Chauffer*** 10 MRPT N/A

Switchboard Operator 2 MRPT

ICASS under

Embassy Doha

Management

Mailroom Clerk 3 MRPT

ICASS under

Embassy Doha

Management

Housing Assistant*** 1 MRPT N/A

Warehouse Associate*** 2 MRPT N/A

Sr. Human Resources

Assistant***

1 MRPT

N/A

Registered Nurse*** 1 MRPT N/A

Info Management

Assistant

2 TS

ICASS under

Embassy Doha

Management

Info Management

Assistant

2 MRPT

ICASS under

Embassy Doha

Management

Program Analyst 1 Secret Direct CAS Support

Safety Manager 2 Secret Direct CAS Support

Architect/Civil Engineer 2 Secret Direct CAS Support

Maintenance Inspector 2 Secret Direct CAS Support

Customs Clerk*** 1 MRPT N/A

Food Services SME 1 MRPT Direct CAS Support

Medical SME 1 MRPT Direct CAS Support

Program Manager 1 Secret Contract Oversight

Deputy Program

Manager 1 Secret

Contract Oversight

(*** = Staffing positions not currently required by the government but could have to exercise as an option to add later)

Inventory Clerk (MRPT)

The Inventory Clerk works under the direct supervision of the Building/Electrical/Mechanical

Engineer or Maintenance Supervisor and is responsible for the acquisition, storage, inventory control, and issuance of building maintenance supplies, repair parts, and materials for the Facility

Management Section.

Travel Manager (MRPT)

The incumbent serves as a Travel Manager for the Travel Section, providing travel services for

Embassy Doha, the Afghan Affairs Unit and Camp As Sayliyah (CAS). The Incumbent is a post travel cardholder and program coordinator.

Motor Pool Dispatcher (MRPT)

Working in the Motor Pool unit at CAS, the Dispatcher coordinates daily, as well as advanced, assignments for all drivers to schedule transportation for post personnel and official visitors.

Chauffeur (MRPT)

This standard job description is for chauffeurs who drive government-owned unarmored passenger motor vehicles, valued up to $100K at CAS; this position does not require driving of any armored vehicles. The driver is responsible for transporting passengers and/or cargo and will have to complete trip reports and vehicle use and fuel logs.

Information Management Assistant (Top Secret)

The incumbent assists the Information Systems Officer with managing and administering the embassy’s unclassified network, voice and data processing equipment, radio equipment, and supporting the area of cyber security. Assistance also includes processing record traffic, working on the Unclassified Local Area Networks (LANs), responding to user trouble calls, maintaining inventories of equipment and telephones & radios, and supporting classified operations as required and time permits. Position requires irregular weekend and evening work, as well as the ability to physically lift up to 50lbs.

Information Management Assistant (MRPT)

The incumbent assists the Information Systems Officer with managing and administering the embassy’s unclassified network, voice and data processing equipment, radio equipment, and supporting the area of cyber security. Assistance also includes working on the Unclassified Local

Area Networks (LANs), responding to user trouble calls, maintaining inventories of equipment and telephones & radios, and supporting other operations as required and time permits. Position requires irregular weekend and evening work, as well as the ability to physically lift up to 50lbs.

Switchboard Operator (MRPT)

The incumbent serves as the CAS telephone switchboard operator with responsibility for receiving and placing long distance telephone calls on behalf of the mission and its personnel. The incumbent is responsible for providing general information to callers and transferring outside calls to the offices solicited by callers. The incumbent also fills additional roles within the mission to include

Information Resource Management (IRM) Customer Service Representative, Alternate Mail

Clerk, Timekeeper, and provides IRM section-specific procurement support.

Mail Room Clerk (MRPT)

The Mailroom Clerk receives, dispatches, sorts, and distributes mail from multiple sources at CAS.

These include but are not limited to local and international mail, Diplomatic Post Office (DPO) mail, diplomatic pouch material, and commercial courier services. The incumbent spends a large percentage of the time serving customers at the Mailroom service window.

Housing Assistant (MRPT)

The incumbent is the coordinator for U.S. Embassy housing. In this role the job holder manages the logistics of housing assignments, advises the Interagency Housing Board (IAHB) on regulatory and technical details of assigning housing, liaises with DOS’ Bureau of Overseas Buildings

Operations (OBO) on housing matters and waivers, and chairs the Mission’s Make-Ready

Meetings that ensure housing preparations are carefully coordinated to coincide with the arrival and departure of Embassy employees. This coordination role requires excellent management skills and constant communication and coordination with several offices within the U.S. Mission as well as with incoming and outgoing Embassy staff occupying the residences. Job holder also develops working relationships with landlords and/or their respective agents and management companies in a continuing dialogue to build relationships that ensure a successful housing program.

Warehouse Laborer (MRPT)

This standard job description is for a Warehouse Worker who is responsible for safe handling, moving and storage, and inventory of both expendable and non-expendable items at CAS.

Senior Human Resources Assistant (MRPT)

Serves as a Senior (SR) Human Resources (HR) Assistant and advisor on Locally Employed (LE)

Staff HR issues. The incumbent is responsible for supervision and performance of the full range of LE Staff personnel functions at CAS. This includes recruitment and onboarding of employees including third country nationals (TCN), if necessary; preparation of all types of personnel actions;

placement and promotion of local employees; resignations and disciplinary actions;

submission/administration of classification requests of local positions to Regional Classification

Center (RCC); participation in local wage surveys; maintenance of position control records for

ICASS; staffing patterns; personnel records and files; and preparation of periodic and non-recurring reports. Supervision of subordinates is generally a component of these positions.

Registered Nurse (RN) (MRPT)

The incumbent serves as the Post’s nurse with responsibilities that include the medical care of

Mission employees and eligible family members under Bureau of Medical Services (MED) approved clinical guidelines, as well as maintenance and inventory of all medical equipment and supplies, implementation of a robust vaccination program, administration of group and individual health education programs, and medical emergency contingency planning for the Mission. The incumbent will work in the Medical Unit under the direct supervision of the Regional Medical

Officer (RMO) or Medical Provider (MP).

Program Analyst (Secret)

The individual will provide support for the implementation of major, highly complex, and mission critical facility management efforts for CAS. The incumbent’s actions cut across the sections, requiring significant insight, far-reaching coordination, and long-term planning both internally and in coordination with other key offices (e.g., budget, policy, human resources, travel). The work requires management and overview of financial and human resources, administrative support services, organizational policy development and implementation, management controls, special studies and analysis, resource allocation, validation and prioritization of needs, review, approval, and audit of funding, and the establishment of internal operating procedures for OBO’s

Construction, Facility, and Security Management’s Office of Facility Management

(OBO/CFSM/FAC).

Safety Manager (Secret)

The Safety and Occupational Health Specialist directs, coordinates, plans, administers, and evaluates a comprehensive safety program at CAS occupied by DOS employees and family members and serves as an advisor to program managers, analyzing and resolving diverse, high safety risk hazards.

Architect/Civil Engineer (Secret)

Working under the Construction Manager/Project Director of the Overseas Buildings Operations

(OBO) team, the Civil Engineer is responsible for overseeing and inspecting all work elements of the construction site, reviewing shop drawings and other construction plans, developing change orders and cost estimates for CAS.

Maintenance Inspector (Secret)

The Maintenance Inspector monitors and inspects Contractor’s work in the installation, operation, maintenance, modification, service, and repair to facilities mechanical, electrical, heating, ventilation, and air conditioning (HVAC), plumbing, water and waste treatment systems, fire and life support safety equipment, and elevators systems at CAS. The Maintenance Inspector monitors the Contractor’s work in the performance of heating, cooling, and related systems by interpreting the energy management system alarms and temperature and pressure differentials, troubleshoot problems, and making system adjustments. The Maintenance Inspector monitors and inspects

Contractor’s performance of preventive maintenance work based on equipment manufacturers, recommended procedures, and the facility’s Computerized Maintenance Management System

(CMMS). The incumbent also maintains accurate records of buildings systems and equipment and ensures there are ample spare parts and materials in stock to keep systems operational.

Customs Clerk (MRPT)

The Customs Clerk is responsible for customs and immigration assistance for personnel and other official travelers, expedites the customs clearance and other host government approvals of importation and exportation of household and personal effects (HHE), privately owned vehicles

(POV), unaccompanied baggage (UAB), pets, and U.S. Government equipment and supplies for the Department of State and other agencies under Chief of Mission authority. The position is at

CAS under the supervision of the Shipment Supervisor.

Food Services Subject Matter Expert (SME) (MRPT)

The Food Services SME will provide expertise in the operation of a cafeteria in a fixed setting provided by the USG. As the program evolves, diners will use meal cards to pay for their meals and food will come from local, regional, and international commercial sources.

Additional Requirement for Food Services SME:

Food Standard transition From Army Food Program 3001 to Codex Alimentarius

The Codex Alimentarius ("Book of Food") is a collection of internationally recognized standards, codes of practice, guidelines and other recommendations relating to foods, food production, and food safety. The Codex Alimentarius is recognized by the World Trade Organization (WTO) as an international reference point for the resolution of disputes concerning food safety and consumer protection.

The Contractor shall follow the most recently published Food Service Sanitation and Public Health

Service Publication (USDA Food Code 2009). Further, the Contractor shall meet or exceed the established standards as outlined by the U.S. Food and Drug Administration (FDA) and U.S.

Department of Agriculture (USDA) health codes and regulations relating to food service sanitation and procedures.

Medical Subject Matter Expert (SME)

The oversight of the medical services tasks is achieved through the collaboration of the Medical

Subject-Matter-Expert (SME) and the Contracting Officer’s Representative (COR). Both positions are highly interdependent in achieving the goals of the medical tasks. As such, the SME must have strong teamwork skills to ensure effective collaboration. While the responsibilities of the SME and

COR are distinct, they have a shared work responsibility to support each other and jointly provide oversight for the medical operations. They complement each other’s efforts to ensure the services are being executed in compliance with all applicable regulations. Ultimately, SME and COR collaboration is essential to achieving the goals of the medical tasks.

The government may provide additional technical position descriptions and are subject to be verified.

C.1.4 Key Personnel

The Contractor shall assign a Program Manager and Deputy Program Manager to this service . No substitutions shall be made without prior notification to, and concurrence of, the Contracting

Officer Representative (COR) and Contracting Officer (CO), during the period of performance

(PoP). The Contractor shall make no substitutions of key personnel unless the substitution is necessitated by illness, death, or termination of employment.

All proposed substitutes shall meet or exceed the qualifications of the person replaced. The CO shall be notified in writing on any proposed substitution at least forty-five (45) days (or ninety (90) days if a security clearance is to be obtained) in advance of the proposed substitution. Such notification shall include:

An explanation of the circumstances necessitating the substitution.

1. A complete resume of the proposed substitute; and

2. Any other information requested by the CO to enable him/her to judge whether the

Contractor is maintaining the same quality of personnel as was initially proposed.

3. To be considered qualified, each requirement shall have supported documentation as evidence. This includes, but is not limited to, verification of employment, copies of diplomas and certifications.

4. Rest and Relaxation (R&R) is authorized for key personnel two times per annum. Each

R&R travel may not exceed fifteen (15) days in total, which includes travel time.

The Contractor shall assign to this task order the following key personnel:

C.1.4.1 Program Manager

The Contractor shall establish and maintain program management practices throughout the period of performance. The Contractor shall assign a Program Manager (PM) contact that will be responsible for all aspects of the contract. The USG will have visibility into the Contractor’s organization and techniques used in managing the program. The PM shall be responsible for the performance of the work specified in accordance with the terms and conditions of this contract.

The PM shall have full authority to act for the Contractor. The PM shall possess the knowledge, skills, experience, and sufficient authority to lead, manage, plan, and sustain activities on a daily basis.

C.1.4.2 Deputy Program Manager

The Contractor shall establish and maintain program management practices throughout the period of performance. The Contractor shall provide a Deputy Project Manager (DPM) contact that will be responsible for all aspects of the contract, supporting the Program Manager. The DPM shall also be responsible for the performance of the work specified in accordance with the terms and conditions of this contract. The DPM shall have full authority to act for the Contractor if the

Program Manager is not available. The DPM shall possess the knowledge, skills, experience, and sufficient authority to lead, manage, plan, and sustain activities on a daily basis.

C.1.4.3 Program Management Availability

The PM and DPM must be present within two (2) hours following a request to meet with the CO, designated COR, or any key USG personnel, including Security, Government Task Manager

(GTM), upper management, etc., to discuss matters related to the contract. The individual must be fluent in reading, writing, speaking, and understanding English, and possess exceptional managerial and communication skills. Both the PM and DPM must be an employee of the Prime

Contractor. Additional key personnel may be added with mutual consent at no additional charge to the USG.

C.1.5 Security Classification

Top-Secret Clearance: There are a total of two (2) positions requiring active Top-Secret security clearances at CAS: two (2) Information Management Assistants. Personnel in these positions are required to maintain an active clearance through the life cycle of the contract. The total of positions that require a Top-Secret security clearance may increase or decrease based on services needed at each CARE platform.

Secret Clearance: There are a total of nine (9) positions requiring active Secret security clearances at CAS: one (1) PM, one (1) DPM, one (1) Program Analyst, two (2) Safety Managers, two (2)

Architect/Civil Engineers, and two (2) Maintenance Inspectors. Personnel in these positions are required to maintain an active clearance through the life cycle of the contract. The total of positions that require a Secret security clearance may increase or decrease based on services needed at each

CARE platform.

Moderate Risk Public Trust (MRPT) Clearance: There are a total of twenty-eight (28) positions that require a minimum MRPT clearance at CAS: one (1) Inventory Clerk, one (1) Travel Manager, one (1) Motor Pool Dispatcher, ten (10) Chauffeurs, one (2) Information Management Assistants, two (2) Switchboard Operators, three (3) Mailroom Clerks, one (1) Housing Assistant, two (2)

Warehouse Worker, one (1) Senior Human Resources Assistant, one (1) Registered Nurse, one (1)

Customs Clerk, one (1) Food Services SME, and one (1) Medical SMEs. These positions may increase or decrease based on services needed at the specified CARE platform.

C.2 GENERAL REQUIREMENTS, PERSONNEL

The Contractor is required to supply proficient and capable personnel for each role assigned in this agreement, as described in the SOW for each job category. Any open position(s) should be filled within thirty (30) working days of becoming vacant. If the Contractor is unable to match the placement requirements, they must submit a written statement to the CO and COR specifying the reasons for non-fulfillment and outlining remedial actions to ensure timely placement of future employees. The selection of individuals for assignment to each position will be based on the qualifications, in accordance with industry and government standards, as defined by the respective

Statement of Work’s position description requirements. These qualifications relate to the inherent demands of the work, such as effective communication skills, appropriate social behavior, good personal hygiene, ability to work at night, etc.

The USG will not fund on-the-job or classroom training for Contractor personnel in basic or universal skills/techniques as part of this contract. Program Offices obtaining services under each task order will arrange instruction in DOS or site-specific procedures.

C.3 GENERAL PERFORMANCE REQUIREMENTS WORK

DESCRIPTIONS

Contractor shall:

1. The Contractor is to ensure no health or safety code violations occur. Emergency safety plans are complete, effective and in place. Responses to injuries and illness are provided immediately in the cases of emergencies.

2. USG Owned Property, equipment, supplies, and information shall be safeguarded, timely inventoried, and controlled in accordance with applicable procedures. No loss of property by theft or neglect occurs. Inventory reports of controlled property are submitted on time.

3. The Contractor’s employees satisfactorily complete all required training on schedule and properly perform their duties during the contract period of performance. The employees’ performance, reports, response to situations, and other duties are in accordance with the standards, procedures, and training that apply to the circumstances at hand.

C.4 LEVELS OF RESPONSIBILITY

The Contractor shall be responsible for the technical ability of their employees.

Notwithstanding the following, the USG and DOS do not intend to restrict any qualified person from employment. However, the Contractor must recognize that Near East or South-Central Asia posts are generally not conducive to personnel with less than average physical condition. A

Contractor may be non-responsive to the needs of the USG if placed with recognizable or known physical limitations or other disorders in danger.

Significant exposure to physical injury may be prevalent. Physical disability, congenital disability, or chronic disease or disability cannot be accommodated to a level that ensures the personal well-being of a person with less than average physical condition with an unknown person in a small living space. Working conditions may be crowded, noisy, hot, and dusty. For example, the summers in Qatar are hot and humid, and a significant part of the work may involve time outside or walking from one point to another.

Non-disclosure by the applicant of pre-existing conditions known to the applicant but withheld from the employer may be cause for the individual to be released from performance. The USG may not be able to support the Contractor to move an employee in such case nor will the USG be responsible for any costs associated with transporting the individual out of the country or paying any travel costs for the individual replacing them.

As a model, but not as criteria, please consider the following: USG personnel serving in this area must pass a physical exam prior to travel that indicates that their medical condition is Class 1 —

Unlimited Clearance for Worldwide Assignment (no identifiable medical conditions that would limit assignment abroad), per Medical Clearance Classification 16 FAM 224

(http://arpsdir.a.state.gov/fam/16FAM/16FAM0220.html) for medical, dental, and psychological condition. The physical exam considers eyesight, congenital disability, heart, lung, or digestive tract disability that would restrict walking at least two miles unaided, dust related asthma, sensitivity to intense sunlight and heat that can reach 130F degrees, or other disability that would make continued performance in the area questionable.

The Regional Security Officer (RSO) is responsible for security and protection of the Embassy, Annex, and CARE Compound. The RSO has authority to deny hours of accessibility to all personnel requiring access to the CARE Compound. Resident Alien status requires additional security review prior to arrival of the contracted worker. LE Nationals are rarely granted 24-hour access to the compound. Should the Contractor bring employees into the area of the RSO’s responsibility, country clearance notwithstanding, and the employee is other than an American

Citizen, the USG is not required to provide support or access for that employee, and acceptance for performance against this order is on a case-by-case basis.

Contractor and employees will respect the sensitivity of the mission and the privacy of the Guests and employees. Contractor’s employees are not allowed to use media and communication means, including but not limited to social media, blogs, vlogs, storylines, etc., to publish or publicize their work location, the nature of their mission, or the identity of the Guests and other compound employees. Complete discretion is expected and required for performing this job.

C.5 HOURS OF OPERATIONS

With current operational tempo, a standard workweek is six (6) calendar days, ten (10) hours per day. However, the U.S. Government reserves the right to limit the work week to five days per week as the requirements evolve and operational tempo changes. Additional work may be required outside normal business hours and in excess of 10 hours per day with the approval of the

Contracting Officer’s Representative (COR) or Contracting Officer (CO).

The Contractor is responsible for reviewing the U.S. Embassy website for the designated performance location(s) to determine which local holidays are observed. Should the Contractor have a question about whether a local holiday is observed, they need to submit the question in writing to the COR in advance of the holiday. The Contractor shall avoid travel that coincides with a U.S. or local holiday. Unless authorized in writing by the COR, the Contractor shall not be paid for costs associated with travel that occurs on a holiday. Contractor travel requests shall specifically point out travel over holidays. This is a Firm-Fixed Price labor arrangement; any extra costs shall be included in the contractor's proposed rate. The Government will not pay overtime or hours/days in excess of those to be proposed. No accrual of compensatory time off is authorized.

C.6 PROFESSIONAL SERVICES AT OTHER CARE FACILITIES

The Professional Support Services contract for the CARE program at CAS has the potential to expand to other platforms in the future due to the unique expertise and experience that will be developed by the Contractor during the project. The Contractor's performance during the implementation of the CARE program can lay the groundwork for future endeavors by showcasing the Contractor's expertise in the field. The Contractor must provide high-quality services by ensuring their personnel are experienced, well-trained, and qualified. These personnel will develop expertise in the CARE program, including understanding the dynamics and challenges that are specific to CAS and the overall resettlement effort of Afghan refugees.

C.7 BADGING

The Contractor shall implement Synchronized Pre-deployment and Operational Tracker (SPOT) as part of this contract. In accordance with Federal Acquisition Regulation (FAR) Clause 52.225-

19, Contractor personnel in a designated operational area or supporting a diplomatic or consular mission outside the United States shall implement and use SPOT. The Contractor shall enter before deployment, or if already in the designated operational area, enter upon becoming an employee under the contract, and maintain current data, including departure data, for all Contractor personnel authorized to support a diplomatic or consular mission outside the United States. Information on how to register for SPOT is available at http://www.dod.mil/bta/products/spot.html. Training will be provided by the USG to implement this system upon award.

The Contractor is responsible for ensuring all employees are badged in a timely manner. Badges will be issued locally at each CARE platform. The Contractor will ensure quality personal data inputs and meeting appointment times for Local Nationals. The Contractor will make and keep appointments with the RSO to ensure the Local Nationals are screened, vetted, and badged prior to the start of their assignment.

C.8 TRAINING

The Contractor is responsible for providing fully trained personnel in performance of this contract.

The USG will not reimburse for any contractor mandated training such as new hire orientation, http://www.dod.mil/bta/products/spot.html

Equal Employment Opportunity Commission (EEOC) training, etc. The USG shall reimburse the

Contractor for DOS mandatory training requirements such as computer online courses and other training necessary to meet the requirements of positions being supported. All DOS mandatory training shall be arranged by the Contractor through the Foreign Service Institute (FSI) Student

Information System (SIS) SharePoint site. All training requests must be submitted to the COR for clearance prior to submission and be approved by the OBO Facility Management Training Office.

C.9 TRAVEL

Travel may be required of the Contractor personnel and will be responsible for making all arrangements associated with travel such as visa requirements, airline reservations, lodging requirements, etc. Any and all travel shall be coordinated and approved by the Task Order COR and performed in accordance with Federal Travel Regulations (FTR) and applicable contract clauses. Itineraries and estimated costs are required and submitted to the Task Order COR for approval prior to travel. Reimbursement for travel shall not exceed the rates and expense types allowed by the Federal Travel Regulations to a government employee traveling under similar circumstances. Work-time in travel status—In keeping with Department of Labor regulations [39

CFR 785.39] DOS “will consider as work-time that time spent in travel away from home outside of regular working hours (Monday through Friday 0600-1800), as a passenger on an airplane, train, boat, bus or automobile” under this SOW. Contractor personnel shall submit Travel Authorization

Form (template found in Section J) to the COR for approval no later than 5 calendar days prior to traveling. Invoicing for travel expenses shall be in accordance with clause B-008.

Unless otherwise noted, one (1) R&R will be allowed for the designated locations. Airfare is an allowable cost for the R&R’s; however, travel time (labor) is not. Per Diem does not apply during

R&R. The duration of each R&R, unless otherwise noted below, is fifteen (15) calendar days. No backfill is required during R&Rs. Should personnel choose an R&R location other than the Home of Record, they will be responsible for covering any difference in cost of flight. Reimbursement for travel shall not exceed the rates and expense types allowed by the Federal Travel Regulations to a government employee traveling under similar circumstances Please note, if a person in such takes an R&R and then at their choice (or convenience), or the decision of the Contractor, leaves the assignment prior to the conclusion of one (1) year of performance, the Contractor is required to repay the USG for the associated R&R cost.

The Contractor is responsible for making all travel arrangements to support contractor personnel during the conduct of tasks assigned under this contract. The Contractor shall make no direct labor charges for making travel arrangements.

C.10 LOCAL PARTNERSHIPS AND BUSINESSES

Prior to contract award the Contractor will need to obtain all licenses and permits required by the

Government of Qatar to conduct business locally. The Contractor must maintain all required licenses and permits throughout the duration of the contract.

The Contractor must ensure that the individuals proposed meet the education and experience requirements necessary and standard U.S. Certifications and Licenses. The Contractor also must ensure by hiring a local candidate, no relevant law or regulation has been violated in the process.

It is essential to maintain consistency and quality in the recruitment process while being mindful of the local culture and regulations.

A comprehensive recruitment strategy that considers local resources can be highly effective if materialized with the due process. This would attract qualified candidates with a good understanding of the area and local culture, leading to faster integration due to cultural proximity.

As a result, this holistic approach can help the Contractor optimize USG funding by reducing costs and maximizing productivity while also increasing social responsibility toward a local setting.

The Contractor must consider the importance of local recruitment when sourcing candidates to maximize USG funding and cost savings. By recruiting candidates from the local area, the

Contractor can reduce expenses associated with travel and accommodations, as well as benefitting the local economy.

However, the Contractor must ensure that the individuals proposed meet the education and experience requirements necessary and standard U.S. Certifications and Licenses. The Contractor also must ensure by hiring a local candidate, no relevant law or regulation has been violated in the process. It is essential to maintain consistency and quality in the recruitment process while being mindful of the local culture and regulations.

A comprehensive recruitment strategy that considers local resources can be highly effective if materialized with the due process. This would attract qualified candidates with a good understanding of the area and local culture, leading to faster integration due to cultural proximity.

As a result, this holistic approach can help the Contractor optimize USG funding by reducing costs and maximizing productivity while also increasing social responsibility toward a local setting.

C.11 DEFENSE BASE ACT (DBA) INSURANCE

See additional Defense Base Act (DBA) Insurance requirements.

C.12 DELIVERABLES

The USG may request other deliverables under the task orders, even if such requirements are not specifically listed in the table below. Individual task orders will specify the deliverables, if applicable. If there are no specific deliverables referenced in the task order, the following deliverables will apply:

DELIVERABLES

NOTIFICATION

METHOD

FREQUENCY DELIVER TO

Quality Assurance

Surveillance Plan

Electronic (E-mail) with proposal Included in the proposal CO

Monthly Status Report Electronic (E-mail) Monthly - NLT 15 days after the end of each month CO and COR

Contractor’s

Employee Timecard

Electronic (E-mail) with invoice

Monthly – with invoice;

NLT 15 days after the end of each month

COR

Monthly Financial

Report

Electronic (E-mail) Monthly - NLT 15 days after the end of each month

CO and COR

Accident/Incident

Reports* Electronic (E-mail)

Monthly – within 7 days after the end of each month

COR

Organizational

Conflict of Interest

(COI) Avoidance Plan

Electronic (E-mail) Within 30 days of contract award CO and COR

Government

Furnished Property

(GFP) Inventory

Electronic (E-mail) Within 30 days of contract award

COR

Non-Disclosure

Agreements Electronic (E-mail)

Before any work is performed on the contract CO and COR

* Injuries must be reported within 24 hours to the COR.

The Contractor shall produce and deliver each month, monthly administrative report(s) appropriate for monitoring performance of work. The following report shall be submitted with the monthly invoices and shall be delivered to the COR and the CO, one copy each:

Administrative Report

The monthly Administrative Report shall contain, at a minimum:

1. Financial Statement - total expenditures for the reporting period, broken down by specific job/project.

a. Expenditures and hours of effort used by everyone during the reporting period.

b. Cumulative contract expenditures through the reporting period.

c. A summary of the total number of hours worked during a specific month in a specific language and a year-to-date running total in order to determine if Contractor will be reaching the maximum number of hours stated in the contract.

2. Personnel Status. A brief description of the work performed during the reporting period for each job/project. This includes times of inactivity and should include what activities, if any, the Contractor has performed regarding recruitment, training of new personnel, change in company policies, or changes in personnel during the reporting period.

3. Security Package Information: The current status of all security clearance packages, dates these packages were submitted to the DOS COR, dates security clearance notifications were received from DOS, how many Contractor employees are cleared, and how many are pending clearance.

4. Miscellaneous Comments: A brief description of any technical or administrative problems that have occurred during the reporting period, including any problems that are expected to occur during the next reporting period.

Ad Hoc Reports

The Contractor will provide Ad Hoc Reports as requested. From time to time the Contracting

Officer may request reports as a result of data calls from DOS entities. Data calls for information will be provided by written requests to include description, format, distribution, and due date.

Quarterly Program Management Reviews (PMR)

At a minimum, PMRs shall be held every three (3) months during the contract performance period.

PMRs will be required on a weekly basis during transitions and initial contract implementation period. The Contractor shall be prepared to present the performance of all contracted employees, staffing levels, risks, incidents, conflicts, possible contract changes, budget, quality controls and findings, and other topics as considered needed by the COR, the CO, or the Contractor’s PM.

Meetings shall be held during the hours that are mutually agreeable between the COR and the

Contractor.

C.13 DELIVERABLES AFTER AWARD

Non-Disclosure Agreements

Before starting any work under this contract, the Contractor must furnish signed non-disclosure agreements (NDA) for all personnel assigned to the project. The NDA documents must be submitted to the CO and COR as per the contract specifications.

Quality Assurance Surveillance Plan

The USG mandates the submission of a Quality Assurance Surveillance Plan (QASP) from the

Contractor, which outlines effective surveillance performance measures. The QASP serves as a structured approach to evaluating the services that the Contractor is obligated to perform in accordance with the SOW. The Contractor has the sole responsibility for management and quality control actions required to meet the terms of the contract, unless specified otherwise. The

Contractor’s primary responsibilities entail soliciting input from the Contractor, defining its measures of quality assurance, specifying Process Key Matrices, and conducting audits of defined elements of performance to ensure contractual standards are met. Offerors must submit a QASP as part of their proposal. The Contractor is required to propose specific criteria by which contractor performance can be evaluated, and the QASP, following acceptance, will be incorporated into the

IDIQ and task orders.

Monthly Status Report

The Contractor shall provide a monthly status report to the COR no later than fifteen (15) calendar days after the end of each month. The report shall include the following information:

a. Contract Staffing Status - A listing of each billet authorized, name of the incumbent, delivery orders currently being charged, and the percentage of billable time chargeable to each delivery order. In the case of vacant, but funded, billets, there shall be an explanation of what actions are being taken to fill the billet.

b. Contract Status – A brief summary containing the summary of accomplishment(s) during the month, a description of any problem(s) encountered, including corrective action(s) taken to resolve the problem(s).

c. Contract Financial Status - This section shall consist of a spreadsheet containing the following data:

1. Contract Title

2. Contract Number

3. Period of Performance

4. Funding Period

5. Total Funding Obligated

6. Funding Expended for the Month

7. Total Funding Expended

8. Funding Balance Remaining

9. Notes/Comments